MINUTES OF THE INFORMAL MEETING OF THE CITY COMMISSION OF JULY 10, 2018 PRESENT: Mayor Liz Alpert (arrived at 3:04 p.m.), Vice Mayor Jen Ahearn-Koch, and Commissioners Hagen Brody, Shelli Freeland Eddie, and Willie Charles Shaw, City Manager Thomas Barwin (arrived at 3:04 p.m.) City Attorney Robert Fournier, and City Auditor and Clerk Pamela Nadalini ABSENT: None The meeting was called to order by Vice Mayor Ahearn-Koch at 3:02 p.m. 1. AGENDA ITEMS (AGENDA ITEM I) 1) RECEIPT RE: MINUTES OF THE INFORMAL MEETING OF APRIL 24, 2018 (AGENDA ITEM 1.1) Minutes of the April 24, 2018, Informal Meeting of the Sarasota City Commission were acknowledged. 2) DISCUSSION RE: VARIOUS CITY-RELATED TOPICS OF INTEREST (AGENDA ITEM 1.2) The following items were discussed: Agenda materials referencing Strategic Plan goals and not just Commission Priorities Agenda Request form reflecting narratives of the Strategic Plan goals Establishing a process for recognizing former City Officials who have since passed away Possibly using Memorial Resolutions to recognize former City Officials who have since passed away Commissioner Shaw stated that the work of the Commission is appreciated, and Commissioner Freeland Eddie was thanked for her dedication to developing a challenge to this year's proposed budget. Discussion ensued about the upcoming visit of Benjamin "Ben" Solomon Carson Sr., United States Secretary of Housing and Urban Development and to include Sarasota Housing Authority (SHA) in discussions. Commissioner Freeland Eddie stated that discussions between Mr. Carlson and SHA should entail obtaining Federal dollars and receipt of grants for Altainableworxtorce Housing. Vice Mayor Ahearn-Koch stated that perhaps the Mayor could draft a letter outlining the City's needs to Mr. Carson. The following items were discussed: Protocol for the required number of items a Commissioner can place on an Agenda Reinstating the City's Sarasota Citizens' Academy City Manager Barwin left the SRQ Media Studio at 3:30 p.m. The following items were discussed: The orientation process for newly sworn Commissioners Updating the Commission's official printed materials in terms of business cards for maintain uniformity Informal City Commission Meeting 1 07/10/18 City Manager Barwin returned to the SRQ Media Studio at 3:39 p.m. The following items were discussed: Visual design and branding consistency Legal disclaimers for Commission emails Inability to for the public to obtain Public Records from either of the public access computers located in the Office of the City Auditor and Clerk Duration and structure of City Commission Meetings Scheduling of City Commission Meetings Enforcement of Robert's Rules of Order Potential disenfranchisement of citizens due to daytime meetings City Manager Barwin left the SRQ Media Studio at 3:55 p.m. and at 3:59 p.m. The following items were discussed: Enforcing an ending time for City Commission Meetings Limiting number of Agenda Items Requiring Commissioners to ask Staff questions prior to the schedule meetings Benefits to receiving Agenda materials early Restriction and redistribution of Agenda Items Distinctions between Consent Agenda Items and New Business Agenda Items Reclassifying Agenda items as presentations rather than Consent Agenda items Discussion limitations due to Florida's Govemment-nteSumanne Laws Stricter limits on length of presentations Earlier starting time for City Commission Meetings Separation of Commission questions and discussion Conflict between Robert's Rules of Order and Florida's Government-in-the-Sunshine Laws Reserving questions for the end of presentations The need for the reduction of paper for printing Agendas and backup materials Discussion ensued about the incident which took place at the Art Ovation Hotel, the social media backlash received due to the incident, the Mayor making a statement as the result of the incident, the Sarasota Police Department to notify the City Manager's Office of any reported hate crimes, and six hate crime incidents occurred in 2015. City Manager Barwin stated that contact has been made with the Federal Bureau of Investigation and the State Attorney's Office, and Mayor Alpert stated that contact was made with the family who experienced the incident. 2. ADJOURN (AGENDAI ITEM II) The Commission adjourned at 4:30 p.m. Informal City Commission Meeting 2 07/10/18