City of Groveland Revised Minutes Charter Review Advisory Committee Meeting Minutes Friday, April 25, 2025 The Groveland City Charter Review Advisory Committee held a meeting on Friday, April 25, 2025 in the E.L. Puryear Building located at 243 S. Lake Avenue, Groveland, FL 34736. City Attorney Anita Geraci-Carver called the meeting to order at 6:07 p.m. with the following members present: Jenn Eastridge, Adam Morris, Shantel Ocampo, Charyce Richardson, Stephen Shylkofski and Khrystyna Tremaine. City officials present were Sergeant-at-Arms Corporal Casimiro and Deputy City Clerk Ciara Bender. Excused Absence: Gary Alcorn and Ed Prosienski Absent: Michelle Mcintyre 1. Approval of March 31, 2025 Charter Review Advisory Committee Meeting Minutes Motion: Committee Member Shylkofski moved to approve March 31, 2025 Charter Review Advisory Committee Meeting Minutes; seconded by Committee Member Tremaine. Motion passed unanimously. 2. Referendum Ballot Language - Previously Approved by the Committee City Attorney Geraci-Carver reviewed the ballot questions previously approved by the committee. The committee had no changes to the previously approved items. 3. Proposed Ballot Language for Committee Consideration Arising from March 31, 2025 Committee Meeting a) Section 5.02 Budget = Structurally Balanced Budget The City shall endeavor to adopt a structurally balanced budget. Generally, this means that recurring expenditures should be covered by recurring revenues and that non-recurring revenues should be used to fund non-recurring expenditures. The Finance Department shall incorporate information into its budget presentation demonstrating the City's progress in achieving a structurally balanced budget. Motion: Committee Member Ocampo moved to approve the language as proposed for Section 5.02 Budget - Structurally Balanced Budget; seconded by Committee Member Eastridge. Motion passed unanimously. b) Section 5.02 Budget - Depreciation of Equipment The City budget shall include a specific line item to account for the depreciation of all equipment according to the cost and life cycle of each item. The committee discussed changes to the proposed language and agreed on the following: 1 APRIL 25, 2025 CHARTER REVIEW ADVISORY COMMITTEE MEETING MINUTES The City budget shall include a specific line item to account for depreciation of all depreciable assets according to the cost and life cycle of each item. Motion: Committee Member Ocampo moved to approve the proposed language as amended for Section 5.02 Budget = Depreciation of Assets; seconded by Committee member Shylkofski. Motion passed unanimously. c) Section 3.07 Procedure - Restriction on Contracting between Election and Investiture of Newly Elected Council Members Contracts. No contracts, agreements, or financial commitments shall be approved, executed, or renewed by the city council, mayor, or any authorized city official during the period between a municipal election and the official investiture of newly elected officials. Exceptions may be made for emergency expenditures necessary for the continued operation of essential city services, subject to approval by the appropriate authority established by the city council. Motion: Committee Member Ocampo moved to approve the language as proposed for Section 3.07 Procedure - Restriction on Contracting between Election and Investiture of Newly Elected Council Members; seconded by Committee Member Eastridge. Motion passed unanimously. d) Section 3.07 Procedure = Restriction on the Timing of Contract Renewals Contract renewals. Contracts may only be renewed within six months of expiration. Motion: Committee Member Eastridge moved to approve the language as proposed for Section 3.07 Procedure = Restriction on the timing of contract renewals; seconded by Committee Member Charyce. Motion passed unanimously. 4. Ranking of Approved Ballot Questions in order of Importance as Determined by the Committee The Committee agreed to move all items forward to the Council for the Council to select those to place on the ballot. The Committee asked when this would be considered by the City Council. City Attorney Geraci- Carver advised that the final report from Facilitator Susan Boyer was needed and to anticipate the item being placed on the May 19th City Council meeting with an agenda deadline of May 12th; However, it really was dependent on when the report was received. 2 APRIL 25, 2025 CHARTER REVIEW ADVISORY COMMITTEE MEETING MINUTES Deputy City Clerk Bender calculated the committee ranking results. City Attorney Geraci-Carver read the results to the Committee. One committee member commented that the clear separation in ranking between Term Limits with 4 Year Terms of Office and the other items should indicate to Council the importance of that item to the Committee. The Committee was advised to rank by importance to the items in numerical order. Therefore, those receiving the lowest number of votes indicated the Committee's ranking of importance. Please find the ballot questions as approved in the order of ranking, include with these minutes as Attachment 1. The results were as follows: Ranking Ballot Title Ranking Tally 1 Term Limits with 4 Year 7 Terms ofOffice for Council members and Mayor 2 Structurally Balanced Budget 23 3 Filing Vacant Seat Prior to 33 Expiration of Term of Office 4 Quarterly Reports Relating to 35 City Finances, Debts, Assets and Administrative Activities 5 Citizen Authority to Require 36 Reconsideration of Certain Ordinances and Resolutions 6 Compensation of the City 38 Manager 7 Restriction on Contracting 41 between Election and Investiture ofNewly Elected Councilmembers 8 Citizen Involvement 42 9 Restriction on the Timing of 44 Contract Renewals 10 Depreciation of Depreciable 46 Assets 11 Appointment of City 51 Attorney by City Council Public Comment None. Adjournment City Attorney Geraci-Carver adjourned the meeting at 6:52 p.m. 3 APRIL 25, 2025 CHARTER REVIEW ADVISORY COMMITTEE MEETING MINUTES 1 Groveland FLORIDA CywihN NaturalCharm Ciara Bender, Deputy City Clerk 4 Attachment 1 BALLOT LANGUAGE APPROVED BY THE 2025 CHARTER REVIEW ADVISORY COMMITTEE IN ORDER OF RANKING Page 1 of 13 Sec. 3.03. Election and terms. The regular election of city councilmembers shall be held on the first Tuesday after the first Monday of November. Councilmembers shall be elected to one of five seats with one of the five seats being reserved for the mayor. The mayor shall be elected on a city wide basis by the electors of the City of Groveland and is not required to reside in a particular political district. There shall bei four city council political districts as nearly equal inj population as practicable. There shall be four councilmembers one for each of the four city council political districts established and they shal! be elected by district by the voters in that district. At the time of qualifying or appointment the city council candidate must reside in the political district in which he or she seeks to hold office, except that if no one qualifies for or seeks appointment for a political district, then the seat for that term and political district may be filled in accordance with Article IlI, Section 3.06 by a resident not residing in that political district. Each councilmember, except as otherwise provided in this Section 3.03, shall reside in the political district for which he or she qualifies at the time of election and throughout the term of office, provided that any councilmember who is removed from a district by redistricting may continue to serve the balance of the term of office. The boundaries of the four political districts shall be as shown on the map attached as Exhibit "A" and made a part hereof. However, the city council may by ordinance adopted by a majority vote of the councilmembers change the boundaries of the districts from time to time in accordance with law. Commencing with the November 2026 election and subsequent elections, councilmembers shall be elected to four yearterms, except as otherwise provided herein. Three councilmembers shall be elected at the 2026 general election heldenthefisRuesdayislorghe-amsaMendyofoxemberin ande leveryf foury years thereafter. even-numbered years. The councilmembers shall be qualified and entered upon the ballot as Districts (1), (3) and (5). Of these districts, District 1 shall be that seat reserved for the mayoral candidate and the person elected to District 1 shall serve as mayor. fora twe-yearterm: He or she shall be a member of the council and will preside over the meetings ofthe council. There: shall be elected at the 2027 general election! asonthelasfwedrisiosongeswen, of-November-in edd-numbered-years two councilmembers and candidates for such offices shall be designated as candidates from Districts (2) and (4) and shall be elected for a one year term, however, at the 2028 general election and every four years thereafter, the term of office for Districts (2) and (4) shall be four years. -twe-year-ter Each candidate for city council may qualify in one District only. m-staEwbgetdediom-andia-e: couneimembers-shalbeelecteders-we-yearterm: All councilmembers, including the mayor, shall be elected to begin office at the first regular city council meeting following their election. No person mays serve more than two terms on council except a person mays serve two terms in the position of mayor and an additional two terms as a councilmember. For term limits, the election or appointment of a person to fill a vacancyi int thec council shall bei included as one termi in determining the number of terms that such personhas served if the person fills the vacancy for more than fifty percent of the term. Service of a term which commenced before November 4, 2025 will not be counted toward the limitation imposed in this section. Int the event there are more than two candidates who qualify for any one: seat, there shall be a primary election held concurrently with the statewide primary election provided for in S 100.061, Florida Statutes, as may be amended from time to time, or as set forth by the city council. Thei two candidates for whom the highest number of votes are cast shall stand for election at the, general election. As a result, a prevailing candidate at a general election must receive more than fifty percent of the votes cast. Sec. 3.06. Vacancies; forfeiture of office; filling of vacancies. (e) Extraordinary vacancies. In the event that all members of the council are removed by death, disability, law or forfeiture of office, the governor shall appoint an interim council that shall serve until the next regular city election. At the next regular election three councilmembers. Districts (1),(3), and (5) shall be elected to serve either a two year term or a four year term, and two councilmembers Districts (2) and (4) shall be elected to serve either a two year term or four year term, whichever aligns with the election cycle for the designated district as set forth in Sec. 3.03. FthemewtreguardikyestienoswsinaReMeRumberedyear,thenthee umdimemhe,paMat#w 9am6-5sha-beeetadtosemes-weypartem,amdweewocouneimember, Page 2 of13 Diass-msaatkasst-wwwwsh anedé-numberedyei,thenwosoundimembery0ses-Pamd14shabeeistedtesenveina-we-yea: term,andtheouncinmsimembe,PHia-ameahalbedaadiesemesniaisieneyearte. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: TERM LIMITS WITH FOUR YEAR TERMS OF OFFICE FOR COUNCILMEMBERS AND MAYOR Shall the Charter be amended to impose term limits of two terms as mayor and two terms as a councilmember, while increasing terms of office from two years to four years, and a onetime interim one-year term for councimembers elected in 2027 to Districts 2 and 4? Election or appointment to fill a vacancy shall be included as one term if the person fills the vacancy for more than fifty percent oft the term. Yes No Page 3 of 13 Sec. 5.02. Budget. The budget shall provide a complete financial plan of all city funds and activities for the ensuing fiscal year and, except as required by law or this Charter, shall be in such form as the manager deems desirable or the council may require. In organizing the budget, the manager shall utilize the most feasible combination of expenditure classifications by fund, organizational unit, program, purpose or activity and object. It shall begin with a clear, general summary ofi its contents; shall show in detail all estimated income, indicating the proposed property tax levy, and all proposed expenditures, including debt service, for the ensuing fiscal year; and shall be sO arranged as to show comparative figures for actual and estimated income and expenditures of the current fiscal year and actual income and expenditures for the preceding fiscal year. The City shall endeavor to adopt a structurally balanced budget. Generally, this means that recurring expenditures should be covered by recurring revenues and that non-recurring revenues should be used to fund non- recurring expenditures. The Finance Department shall incorporate information into its budget presentation demonstrating the City's progress in achieving a structurally balanced budget. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: STRUCTURALLY BALANCED BUDGET Should the Charter be amended to require the City to strive to adopt a budget whereby recurring expenditures are paid using recurring revenues and non-recurring revenues are used to fund non-recurring expenditures? YES NO Page 4 of 13 Sec. 3.06. Vacancies; forfeiture of office; filling of vacancies. (d) Filling ofv vacancies. Ay vacancy ini the council shall be filled for the remainder of the unexpired term, ifany, at ther next regular election of the City for which a candidate may qualify during the City's qualification period, regardless of the political district to be filled, but the Council by a majority vote ofa all its remaining members shall appoint a qualified person to fill they vacancy until the person elected to serve the remainder of the unexpired term takes office. Notwithstanding any quorum requirements established herein, if at any time the membership of the council is reduced to less than a quorum, the remaining members may by majority vote appoint additional members in the manner provided above. Avaeaneyinthecwneiahaibe-ladtyamsoeyeesheremanngcoundimenbersappainings swceesserteservetheumewpied-ter. Forms of Balllot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: FILLING VACANT SEAT PRIOR TO EXPIRATION OF TERM OF OFFICE Should the Charter be amended to provide that a vacant seat on city council, except upon natural expiration of a term of office, shall be filled at the next regular election for which a candidate may qualify during the City's qualification period, regardless ofpolitical district to be filled, but initially filled by council appointment until the person elected to serve takes office? YES NO Page 5 of 13 Sec. 4.04. Authority and duties of the city manager. (g) Submit to the council and make available to the public a complete report on the finances and administrative activities ofthc city as of the end of each fiscal year in addition to submittingr reports to the council quarterly as of the cnd of each quarter to include financial statements, outstanding debts. current assets and administrative activities. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: QUARTERLY REPORTS RELATING TO CITY FINANCES, DEBTS, ASSETS AND ADMINISTRATIVE ACTIVITIES Shall the Charter be amended to require the city manager to submit to council quarterly reports as of the end of each quarter to include financial statements, outstanding debts, current assets and administrative activities?. Yes No Page 6 of13 Sec. 3.07. Procedure. (e) Reconsideration of ordinances and resolutions. The registered voters of the citys shall have the power to require reconsideration by the city council of any adopted ordinance or resolution and, if the council fails to repeal an ordinance or resolution so reconsidered, to approve or reject it at a city election, but such power shall not extend to the budget, levy of taxes, or ordinances pertaining to comprehensive planning or zoning. Forms of Ballot. The form of ballot for the Charter amendment proposed in Section 2 oft this Ordinance shall be as follows: CITIZEN AUTHORITY TO REQUIRE RECONSIDERATION OF CERTAIN ORDINANCES AND RESOLUTIONS Should the Charter be amended to provide that the registered voters of the city have the power to require council reconsideration of certain adopted ordinances or adopted resolutions, and if the council fails to repeal an ordinance or resolution sO reconsidered, then the measure be approved or rejected by the registered voters at a city election? YES NO Page 7 of13 Sec. 4.02. Appointment, removal, compensation. (a) Appointment. The council shall appoint a city manager for an indefinite term by a majority vote of all the councilmembers. (b) Removal. The council may remove the manager by a majority vote of all the councilmembers. and, upon demand by the manager, a public hearing shall be held prior to a vote to remove the manager. (c) Compensation. The compensation of the manager shall be fixed from time to time by the council, and-shall atberedweesdwrineshemanagerstenure Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 ofthis Ordinance shall be as follows: COMPENSATION OF THE CITY MANAGER Should the Charter be amended to delete a provision that prohibits the city council from reducing the city manager's compensation during the manager's tenure as city manager? YES NO Page 8 of13 Sec. 3.07. Procedure. (a) Meetings. The council shall meet regularly twice monthly at such time and places as the council may prescribe by rule. Special meetings may be held on the call of the mayor or of a majority of the members and, whenever practicable, upon no less than twenty-four (24) hours' notice to each member and the public. (b) Rules and minutes. The council shal! determine its own rules and order of business and shall provide for the keeping of minutes of its proceedings. (c) Voting. Voting, on ordinances and resolutions, shall be by roll call vote on final action and shall be recorded in the minutes. A majority of the council shall constitute a quorum; but a smaller number may adjourn from time to time and may compel the attendance of absent members in the manner and subject to penalties prescribed by the rules of the council. No action of the council except as otherwise provided in the preceding sentence and in section 3.06 shall be valid or binding unless adopted by the affirmative vote of the majority of a quorum present. (d) Compensation. The council may determine the compensation of councilmembers by ordinance, but no ordinance increasing such compensation shall become effective until the next regular election. (e) Contracts. No contracts, agreements, or financial commitments shall be approved, executed, or renewed by the city council, mayor, or any authorized city official during the period between a municipal election and the official investiture of newly elected officials. Exceptions may be made for emergency expenditures necessary for the continued operation of essential city services, subject to approval by the appropriate authority established by the city council. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 oft this Ordinance shall be as follows: RESTRICTION ON CONTRACTING BETWEEN ELECTION AND INVESTITURE OF NEWLY ELECTED COUNCILMEMBERS Should the Charter be amended to prohibit the city from approving, executing or renewing contracts, agreements, or financial commitments during the period between a city election and the official investiture ofnewly elected councilmembers except for emergency expenditures necessary for essential city services? YES NO Page 9 of 13 Sec. 1.02. Citizen involvement. The people of Groveland establish this Charter for the welfare of our community and the guidance of our local government. The City of Groveland shall treat public engagement as an integral part of effective and trusted governance. and not just an occasional process ofa activity. The active, informed, inclusive and equitable engagement of community members, both individually and collectively, is an essential element of healthy civic life and at thriving local democracy. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 oft this Ordinance shall be as follows: CITIZEN INVOLVEMENT Should the Charter be amended to add a provision that describes the integral role of public engagement in the City's governance and establishes community member engagement as an essential element of healthy civil life and a thriving local democracy? YES NO Page 10 of 13 Sec. 3.07. Procedure. (a) Meetings. The council shall meet regularly twice monthly at such time and places as the council may prescribe by rule. Special meetings mayl be held on the call of the mayor or of a majority of the members and, whenever practicable, upon no less than twenty-four (24) hours' notice to each member and the public. (b) Rules and minutes. The council shall determine its own rules and order of business and shall provide for the keeping of minutes of its proceedings. (c) Voting. Voting, on ordinances and resolutions, shall be by roll call vote on final action and shall be recorded in the minutes. Ar majority of the council shall constitute a quorum; but a smaller number may adjourn from time to time and may compel the attendance of absent members in the manner and subject to penalties prescribed by the rules of the council. No action of the council except as otherwise provided in the preceding sentence and in section 3.06 shall be valid or binding unless adopted by the affirmative vote of the majority of a quorum present. (d) Compensation. The council may determine the compensation of councilmembers by ordinance, but no ordinance increasing such compensation shall become effective until the next regular election. (e) Contract renewals. Contracts may only be renewed within six months of expiration. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: RESTRICTION ON THE TIMING OF CONTRACT RENEWALS Should the Charter be amended to prohibit the city from renewing a contract except within six months of the contract's expiration date? YES NO Page 11 of 13 Sec. 5.02. Budget. The budget shall provide a complete financial plan of all city funds and activities fori the ensuing fiscaly year and, except as required by law or this Charter, shall be in such form as the manager deems desirable or the council may require. In organizing the budget, the manager shall utilize the most feasible combination of expenditure classifications byt fund, organizational unit, program, purpose or activity and object. Itshall begin with a clear, general summary ofi its contents; shall show in detail all estimated income, indicating the proposed property tax levy, and all proposed expenditures, including debt service, for the ensuing fiscal year; and shall be sO arranged as to show comparative figures for actual and estimated income and expenditures of the current fiscal year and actual income and expenditures for the preceding fiscal year. The city! budget shall include a specific line itemt to account for depreciation ofallo depreciable assets according to the cost and life cvcle of each item. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 of this Ordinance shall be as follows: DEPRECIATION OF DEPRECIABLE ASSETS Should the Charter be amended to require the city budget include a specific line item to account for depreciation of all depreciable assets according to the cost and life system of each item? YES NO Page 12 of 13 Sec. 3.10. City Attorney. There shall be a city attorney appointed by the city council. The city attorney shall be appointed and may be removed by a majority vote of all the city counciimembers. The city attorney shall be a member in good standing of the Florida Bar and preferably is board certified in city county local government law. The city attorney shall serve as chiefl legal adviser to the council, the city manager and all city departments, offices and agencies, shall represent the cityi in legal proceedings, ands shall perform any other duties prescribed by state law, byt this charter, or by ordinance. Forms of Ballot. The form ofballot for the Charter amendment proposed in Section 2 ofthis Ordinance shall be as follows: APPOINTMENT OF CITY ATTORNEY BY CITY COUNCIL Should the Charter be amended to provide that the city council appoints and removes the city attorney by a majority vote of all councilmembers? YES NO Page 13 of 13