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09281995 PERC agn & mins CITY OF SANFORD Local Option Public Employees Relations Commission P. O. BOX 1193 SANFORD, FL 32772 -1193 NOTICE OF P.E.R.C. MEETING THURSDAY, SEPTEMBER 28, 1995, 7:00 P.M. SANFORD CITY HALL, SECOND FLOOR UTILITY CONFERENCE ROOM AGENDA 1. Discussion of Termination Procedures for Non - Attendant Board Members. 2. Old Business 3. New Business 4. Adjournment ADVICE TO THE PUBLIC: IF ANY PERSON DECIDES TO APPEAL A DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THE ABOVE MEETING, OR HEARING, HE MAY NEED A VERBATIM RECORD OF THE PROCEEDINGS, INCLUDING, THE TESTIMONY AND EVIDENCE, WHICH RECORD IS NOT PROVIDED BY THE CITY OF SANFORD. (FS 286.0105) CITY OF SANFORD SANFORD PUBLIC EMPLOYEES RELATIONS COMMISSION CITY HALL - CITY COMMISSION CONFERENCE ROOM SEPTEMBER 28, 1995 Present: Garnett White, Chairman Chuck Volk Cliff Miller Althea Parrish, Clerk Tim McCauley, City of Sanford Absent: Mike Gray (called in - excused) Scott Larson (no response) The meeting came to order at 7:01 p.m.. The agenda was in reference to the letter from Mayor Smith. The board met for the purpose of discussing the termination procedures for non attendance board members. After thorough discussion of this matter by the P.E.R.C., it was decided that the termination of P.E.R.C. Commission Members should be governed as provided for in Florida Law, (F.S. 112). As decided by the P.E.R.C. members, a recommendation that the City Commission initiate action in cases whereby a P.E.R.C. member misses two (2) consecutive meetings that are considered to be unexcused. Unexcused absences shall be considered absences without notification to the board chairperson or in the chair's absence, notification to the board's secretary. A letter was typed to the Mayor. The meeting was adjourned at 7:30 p.m. GW /ap attachments o 1 Sanford, F/ ort G d P.O. Box 1 788 - 32772-1788 Telephone (407) 330 -5601 Fax (407) 330 -5666 September 11, 1995 Mr. Garnett White Garnett White Real Estate _ SunBank Building 200 W. 1st Street Sanford, FL 32771 Dear Mr. White: The City Commission recently requested information regarding termination procedures for non - attendant board members. As I am sure you are well aware, regular attendance of board members at their respective meetings is a necessity in order to ensure appropriate representation and meet quorum requirements for conducting business. Attached is information detailing current non - attendance termination procedures from the different city boards and committees. Although these procedures vary significantly from board to board, there is also a disparity in the meeting frequency directly related to the unique function of each board. Boards which deal with requests from residents /developers and advertised public hearings, or function in a quasi- judicial mode, must meet more often than those which serve in an advisory capacity. Although these differences must be taken into consideration, , perhaps we should have rules which are more consistent than is now the case. Therefore, I am requesting that you consider this matter, discuss it with members of the Sanford Public Employees Relations Commission (PERC) and provide me with your recommendation. I would appreciate your reply no later than October 30, 1995. Very truly yours, BettVeD D. Smith Mayor BDS /dc Attachment cc: Tim McCauley "The Friendly City" MEMORANDUM July 24, 1995 TO: CITY COMMISSION FROM: CITY CLERK JANET R. DOUGHERTY RE: PROCEDURES FOR TERMINATION OF BOARD MEMBERS' APPOINTMENTS DUE TO NON - ATTENDANCE AT BOARD MEETINGS PER BOARD LIAISONS AND SECRETARIES: BOARD OF ADJUSTMENT Takes no action to remove a non - attending member. BOARD OF ADJUSTMENT AND APPEALS Takes no action to remove a non- attending member. CDBG ADVISORY BOARDS No policy for termination of board members. CEMETERY ADVISORY COMMITTEE Takes no action to remove a non - attending member. CENTRAL EXAMINING BOARD Ordinance No. 3263: Three (3) or more unexcused absences by a member in any calendar year shall result in the automatic forfeiture by the member of his position on the board. Absences may be excused by the Chairman of the Board or by the City Commission. (This ordinance does not indicate the steps taken to remove the member from the board, per the board secretary.) CIVIL SERVICE Ordinance No. 3058 Section 2 -321. (A) : The members of the Civil Service Board by a majority vote snonfeasance all have eir to expel el an e member thereof f misfeasance, malfeasance, or constitute nonfeasance, per the board secretary.) CODE ENFORCEMENT BOARD Rules and Regulations: If a member misses two of three consecutive meetings without cause and prior approval of the Chairman, he shall forfeit his appointment. (The Rules and Regulations do not indicate the steps taken to remove the member from the board, per the board secretary.) HISTORIC PRESERVATION BOARD Land Development Regulations: Removal may be recommended at any time by an affirmative vote of the Board or by City Commission, provided notice of intention to remove is included as an agenda item on said meeting notice. A member who misses more than three (3) consecutive meetings or more than four (4) meetings within a fiscal year, shall be dropped from the Board. HUMAN RELATIONS ADVISORY BOARD If absent from two (2) consecutive meetings, the member is called /written to see if there is a problem or if they wish to continue serving on the board. If absent from three (3) consecutive meetings, the member is called /written to see if there is a problem or if they wish to continue serving on the board. If there is no word from the member, the member is sent DATE !TEM written notification that their membership is canceled due to missing three consecutive meetings without notification. (These steps are not stated in the rules of procedure, per the board secretary.) P. E . R . C . No rules or regulations regarding non-attendance. PLANNING AND ZONING COMMISSION No attendance provisions. POLICE /FIRE PENSION BOARDS Operating Rules and Procedures: Any Trustee who fails to attend two (2) consecutive meetings of the Board without an excuse acceptable to the other Trustees shall be deemed to have resigned from the Board.' SANFORD MUSEUM BOARD Has no legislation or procedures for removal of non- attending member . SCENIC IMPROVEMENT BOARD No rules orregulations regarding non - attendance. SYSTEMS. DEVELOPMENT FEE ADVISORY COMMITTEE Resolution. No. 1483: Removal may be recommended at any time by an affirmative vote of the Board or by City Commission, provided notice of intention to remove is included as an agenda item on said meeting notice. A member who shall miss two (2) consecutive meetings without reasonable justification shall be dropped from the Committee. The Committee shall determine what is reasonable justification. WATERFRONT MASTER PLAN STEERING COMMITTEE Ordinance No. 3158: Removal may be recommended at any time by an affirmative vote of the Committee or by City Commission, provided notice of intention to remove is included as an agenda item on said meeting notice. A member who misses more than three (3) consecutive meetings shall be dropped from the Committee. The Committee shall determine what is reasonable justification. YOUTH ADVISORY COMMITTEE Has no legislation or procedures for removal of non- attending members. 2 CITY OF SANFORD Local Option Public Employees Relations Commission P. 0. Box 283 Sanford, Florida 32771 September 28, 1995 Dear Mayor Smith: On September 29, 1995, the City of Sanford Public Employees Relations Commission (P.E.R.C) met for the purpose of discussing the Termination Procedures for Non - Attendant Board Members as outlined in your letter dated September 11, 1995. After thorough discussion of this matter by the P.E.R.C. it was felt that the termination of P.E.R.C. Commission Members should be governed as provided for in Florida Law, (F.S. 112). In this regard, we would like to recommend that the City Commission initiate action in cases whereby a P.E.R.C. member misses two (2) consecutive meetings that are considered to be unexcused. Unexcused absences shall be considered absences without notification to the board chairperson or in the chair's absence, notification to the board's secretary. We hope that this recommendation meets with the City Commission's approval. Sincerely, ( )12 arnette White P.E.R.C. Chairperson GW /ap • CITY OF SANFORD Local Option Public Employees Relations Commission P. 0. Box 283 Sanford, Florida 32771 September 28, 1995 Dear Mayor Smith: On September 29, 1995, the City of Sanford Public Employees Relations Commission (P.E.R.C) met for the purpose of discussing the Termination Procedures for Non - Attendant Board Members as outlined in your letter dated September 11, 1995. After thorough discussion of this matter by the P.E.R.C. it was felt that the termination of P.E.R.C. Commission Members should be governed as provided for in Florida Law, (F.S. 112). In this regard, we would like to recommend that the City Commission initiate action in cases whereby a P.E.R.C. member misses two (2) consecutive meetings that are considered to be unexcused. Unexcused absences shall be considered absences without notification to the board chairperson or in the chair's absence, notification to the board's secretary. We hope that this recommendation meets with the City Commission's approval. Sincerely, arnette White P.E.R.C. Chairperson GW /ap