Loading...
Item M5 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 20, 2001 Division: County Administrator Bulk Item: Yes No -1L Department: County Administrator AGENDA ITEM WORDING: Approval of revised Administrative Procedures for the Board of County Commissioners, ITEM BACKGROUND: In previous discussions, the Board and the Administration agreed that the Board's Administrative Procedures would be brought up-to-date. The attached package has been prepared by the Administrator and the County Attorney's office. The previous Administrative Procedures included a package of other policies. These should now be removed from the overall package. To the extent that they are already in the revised Administrative Procedures they will not be retained as separate documents. To the extent that they are still necessary they will be revised and placed in Administrative Instructions from the County Administrator. PREVIOUS RELEVANT BOCC ACTION: As above. CONTRACT/AGREEMENT CHANGES: Within the Administrative Procedures. STAFF RECOMMENDATIONS: Approval. TOT AL COST: -0- BUDGETED: Yes No COST TO COUNTY: -0- REVENUE PRODUCING: Yes No AMOUNTPERMONTH_ Year APPROVED BY: County Atty--2L OMB/Purchasing _ Risk Management -~~ James L. Roberts DIVISION DIRECTOR APPROVAL: DOCUMENTATION: Incl uded x To Follow_ Not Required_ DISPOSITION: AGENDA ITEM # / -!JJS VARIOUS OTHER APPOINTMENTS/NOTES Industrial Development Authority The following appointments were made at the 7/19/01 meeting: Chairperson - Charles McCoy Vice-Chairperson - Dixie Spehar Secretary - George Neugent Murray Nelson Nora Williams NO ACTION NECESSARY. Florida Association of Counties Board of Directors Commissioner Williams appointed on 12/14/00. This is a two year term ending in 2002. NO ACTON NECESSARY. Health Care Coalition/Rural Health Network Mayor Neugent and Commissioner Spehar appointed on 12/14/00. Terms have no expiration date. NO ACTION NECESSARY. OTHER ITEMS THAT WERE VOTED ON AT THE DECEMBER 14,2000 BOARD MEETING THAT NEED UPDATED APPOINTMENTS: A 5-0 motion was made to approve Mayor Neugent's delegation of COMMISSIONER NELSON as the point person between the Board of County Commissioners and Representative Sorensen for one year. NEED APPOINTMENT/REAPPOINTMENT. PREFERENCES . Nelson A 5-0 motion was made to approve resolution authorizing Commissioner McCoy to represent the Board on issues concerning highway safety and beautification, excluding the 18 Mile Stretch of U.S. 1 and to be our State and Federal government liaison on these issues. NEED APPOINTMENT/REAPPOINTMENT. PREFERENCES . McCoy A 4-0 (Nelson not present) motion was made to the appointment of COMMISSIONER NELSON to serve with the Florida Commission on Veterans Affairs. NEED APPOINTMENT/REAPPOINTMENT. PREFERENCES . Nelson _..,-_....<'_.__..__...,._.._~..,--_._--_. 2002 ORGANIZATION FOR ROTATIONAL COMMISSIONER A TIEND~CE: 1. UBRARY ADVIsoRY BOARD a. January - Nelson (1/22 - Key Largo Library) b. February - McCoy (2/19 - Big Pine Library) c. March - Neugent (3/19 - Marathon EOC) d. April - Williams (4/23 - Islamorada Library) e. May - Spehar (5/21 - Key West Library) f. June - McCoy (6/25 - Big Pine Library) g. July - Neugent (7/23 - Marathon Library) h. August - Nelson (8/20 - Key Largo Library) 1. September - Williams (9/24 - Islamorada Library) J. October - Spehar (10/22 -Key West Library) k. November - McCoy (11/26 -Big Pine Library) 1. December - Neugent (12/17 -Marathon Library) * At the December 18, 1996 BOCC meeting, the Board requested to assign each Commissioner to the meeting area nearest them. All meetings begin at 10:30 AM. 2. OLDER AMERICAN ADVISORY BOARD a. January - Nelson ~ b. February - Williams c. March - McCoy d. April - Spehar e. May - Neugent f. June - Nelson g. July - OAAB Vacation (each year) h. August - OAAB Vacation (each year) 1. September - OAAB Vacation (each year) J. October - Williams k. November - McCoy 1. December - Spehar MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ADMINISTRATIVE PROCEDURES SECTION I Section 1.01 - Introductory Items. a) Except as may be provided by these Rules and By-Laws, questions of order, the methods of organization and the conduct of business of the Commission shall be governed by Robert's Rules of Order, Newly Revised, 1990 Edition, which is hereby adopted by the Commission. b) The Mayor: In Chapter 65-1931, Laws of Florida, the Chairperson of the Board of County Commissioners was designated the Mayor and the Vice Chairperson the Mayor Pro- Tem. Therefore, in these administrative procedures, the terms Mayor and Chairperson, and Mayor Pro- Tem and Vice Chairperson, refer to identical officers and are used interchangeably. Section 1.02 - Meeting. a) Regular Meetings: The County Commission shall hold regular meetings, usually on a Wednesday and the immediately following Thursday of each month, in a week at the time(s) determined by motion of the County Commission. Other times and dates may also be established by a motion of the County Commission. No regular meeting may be scheduled when the day fixed for a regular meeting falls on a designated holiday. The locations for regularly scheduled meetings of the County Commission shall be established by motion of the County Commission but the monthly location for the regularly scheduled meetings must rotate among the Lower, Middle and Upper keys. All meeting sites must be in compliance with the American Disabilities Act and any other applicable civil rights statutes. In an extenuating situation (e.g., a hurricane or other disaster), and with the notice reasonably provided in light of the situation, the Mayor or County Administrator may designate another location and time for a regularly scheduled meeting of the County Commission. The County Commission shall not schedule any particular time of the year as a vacation period but shall individually stagger their vacation times so that the County Commission may continue to function throughout the year. b) Special Meetings: A special meeting of the County Commission may be called by the Mayor, or in his/her absence the Mayor Pro Tem whenever, in his/her opinion, the public's business requires it. A special meeting may also be called by three members of the County Commission. All requests for a special meeting must state the purpose of the meeting and a proposed time and location. When a special meeting is called by the Mayor, then a written request for the meeting must be delivered to the Clerk. When a County Commissioner (other than the Mayor) wishes to call a special meeting, he or she must send the written request to the Clerk and, at the same time, send the request to all other members of the County Commission, and the County Administrator. If, within two business days, two other County Commissioners send to the Clerk written approval of the requested special meeting, then the special meeting will be considered called. The County Commissioners who send the Clerk written approval of the requested special meeting must als'o,. at the same time, send copies to the County Administrator. If the Clerk determines that the special meeting was properly called, then the Clerk must promptly provide verbal or written notice, unless specifically waived, to the County Commission members, the County Administrator and the County Attorney, stating the date, hour and place of the meeting and the purpose of the meeting. The Clerk must also send written notice of the special meeting to the local media outlets. Only the business stated in the notice of the special meeting may be considered at the meeting unless the Mayor or the County Administrator determines that the public's best interest would be served if additional items were considered and an amended written agenda is delivered by the County Administrator to all County Commissioners, the County Attorney, and the local media outlets a minimum of one business day in advance of the special meeting date. Alternatively, a majority of the County Commissioners present at the special meeting may agree to add additional items to the special meeting agenda. When the Clerk has received a request for a special meeting that complies with this subsection 1.02(b), he or she must make sure that there are at least four hours between the call for the meeting and the date and hour of the meeting unless an extenuating circumstance (e.g., an impending hurricane) prevents that, If, after reasonable diligence, it was impractical to give notice to each County Commissioner then that failure will not affect the legality of the special meeting if a quorum is present. The minutes of each special meeting must show the manner and method by which notice of the special meeting was given to each member of the County Commissioners or the waiver of the notice. c) The notice requirements set forth in this Section 1.02 are in addition to, and not the replacement for, notice requirements mandated by general law. d) All County Commission meetings are open to the public unless a specific exemption is provided by general law. e) minutes. The Clerk must record, and is the custodian of, all County Commission Section 1.03 - Agenda: a) An official agenda will be prepared by the County Administrator's office for every regular meeting or special meeting of the Commission. The Commission shall not take action on any matter, proposal, or report of item of business which is not listed in the official agenda, unless there is a majority consent of the members of the Commission present on the day of a scheduled meeting to the addition of other items to the agenda for consideration and action. All regular meeting agenda items must be delivered to the County Administrator's office by 5 PM no later than 14 days before the meeting date, or as determined by the Administrator. The agenda must be prepared and distributed no later than seven days 2 before the first meeting date. The delivery deadline and distribution deadline do not apply to: (i) items added to the agenda by vote of the County Commission; and (ii) items that the County Administrator determines are necessary to be on the agen-da, for example (by way of illustration and not limitation), the necessity of meeting a grant application deadline. Unless mandated otherwise by a general law, all scheduled times on the County Commission agenda are approximate even if denominated as "time certain." The Mayor should however, conduct the meetings in such a manner that the agenda schedule is followed as closely as circumstances allow. Invocation will be a moment of silent prayer. b) Regular Meeting Agenda: Matters for action may be placed on the regular meeting agenda only by a Commissioner, the County Attorney, County Clerk and County Administrator, with written comments and/or recommendations from staff as is appropriate. c) Sounding Board: A separate section of the regular meeting agenda will be reserved for Sounding Board. Sounding Board must be scheduled for a time approximate for public convenience. The purpose of the Sounding Board is to allow individuals to address the County Commission on a matter pertaining to County government, excluding matters in litigation and complaints against specific personnel. The initial speaker on an item - whether representing him or herself, or a non-profit organization - may address the County Commission for a period up to ten minutes. Subsequent speakers who are speaking for themselves on the same item may speak for three minutes. A subsequent speaker on the same item may address the County Commission on behalf of another nonprofit organization for five minutes. Individuals who wish to utilize Sounding Board must contact the County Administrator's Office in writing in order to be scheduled on the agenda, must specify the subject matter of the presentation, and must comply with the agenda deadlines established in this Section 1.03. No action may be taken by the County Commission on an item on the Sounding Board agenda. d) Presentations May not be promotional for products and services and will be limited to a maximum of 15 minutes. Presentations must be sponsored by the County Administrator or a County Commissioner. e) Appeals of the Planning Commission decisions before the County Commission shall be limited to 20 minutes of oral argument for each party and the appellant may reserve 5 minutes for rebuttal. f) When necessary, the Board of County Commissioners shall convene as the Board of Appeals to consider such appeals as may be required. Such hearings shall be scheduled for a time certain on the day it is advertised by the County Attorney. Such appeal shall be scheduled on the agenda. The Board shall consider the appeal and by motion adopt a resolution affirming or denying said appeal and all such motions shall include authorization for the Chairperson of the Board to execute said resolution when prepared. 3 g) Tabled items: An agenda item under consideration by the County Commission may be removed from the table (tabled) by a majority vote of those Commissioners present. A motion to table any item that has received a second shall be voted upon without discussion. The effect of such a vote is to remove the item from consideration by the Commission. The item may be placed back on the table and considered by the Commission by a majority vote of the Commission but only if such vote takes place during the course of the meeting of the County Commission for which the item was on the agenda. Once that County Commission meeting is adjourned, either on the second day of a regularly scheduled meeting or at the conclusion of a special meeting, then the item may not be recalled from the table but must be placed on a subsequent County Commission meeting agenda by a person authorized to do so by these rules of procedure. Items that are required by general law or ordinance to be heard at a time certain public hearing may not be tabled but may be continued by a majority vote of the County Commission present to a time and a place certain but only if such a continuance is not contrary to general law or ordinance. h) Continuances: Unless contrary to general law or ordinance, any item on the County Commission meeting agenda may be continued by a majority vote of those County Commissioners present. The continuation must be to a time and place certain which may be later during the course of the same County Commission meeting or to a subsequent meeting. i) Reconsideration: During the course of a meeting and after a vote has been concluded on an agenda item, any Commissioner who voted with the majority may move for reconsideration of that item. If the motion is approved by a majority of those Commissioners present, then the Commission may ratify, rescind, or amend the decision made by their initial vote. Provided, however, in the case of any agenda item where a statute or a County ordinance requires published notice and a public hearing, then the approval of a motion for reconsideration will operate to stay the effect of the initial vote until the notice can be republished and a subsequent public hearing held. Upon conclusion of the subsequent public hearing, the Commission may ratify, rescind or amend the decision made by the Commission's initial vote. At the next regular County Commission meeting, any Commissioner may move to rescind or amend the decision on an agenda item that was the subject of a vote at the previous regular or special County Commission meeting. If the motion is approved by a majority of those Commissioners present, then the Commission may ratify, rescind, or amend the decision made by their initial vote. Provided, however, in the case of any agenda where a statute or County ordinance requires a published notice and public hearing, then the approval of a motion for reconsideration will operate to stay the effect of the initial vote until the notice can be republished and a subsequent public hearing held. Upon conclusion of the subsequent public hearing, the Commission may ratify, rescind, or amend the decision made by the initial vote. No previously voted upon agenda item may be the subject of a motion for reconsideration after the adjournment of the regular County Commission meeting that immediately follows the meeting at which the initial vote was taken. j) A County Commissioner may not engage in a discussion about a quasi judicial agenda item outside the confines of the County Commission meeting with any 4 party having an interest in the item. If a County Commissioner is in doubt as to whether an agenda item is quasi judicial, then he or she should contact the County Attorney (or an assistant) before engaging in a conversation with an interested party. -. - Section 1.04 - Presiding Officer, Election, Duties: a) Chairperson: The Presiding Officer of the County Commission is the Chairperson/Mayor, who shall be elected by a majority vote of the members present at the regular meeting of the BOCC in November. The November meeting in election years must be on the date newly elected commissioners assume office as provided by law. Selection of the Chairperson/Mayor shall be by nomination from the floor, with no second required, followed by alphabetical roll call vote of Commissioners on each nomination, in order of the nominations made. Selection of the Vice Chairperson/Mayor Pro Tem shall be in an identical manner. b) Vice Chairperson: If, for any reason, the Chairperson is absent or unable to perform his/her duties, the Vice Chairperson, who will have been elected under the same circumstances as the Chairperson, shall succeed him. If the Commission determines that the disability or absence is expected to extend for a period of time in excess of the length of the meeting at which this is determined, a new Vice Chairperson shall be elected by a majority of the members present at the meeting. Section 1.05 - Parliamentarian: The County Attorney or his/her designee shall act as parliamentarian and shall advise and assist the Presiding Officer in matters of parliamentary law. Section 1.06 - Attorney: The County Attorney, or designee, in his/her absence, shall be available to the Commission at all meetings unless excused by the Mayor or Administrator. He shall draw ordinances and resolutions for any member of the Commission when and as directed. Section 1.07 - Call to Order: The Chairperson shall take the chair at the hour appointed for the meeting and shall immediately call the Commission to order. In the absence of the Chairperson and the Vice Chairperson, the Clerk shall then determine whether a quorum is present and in that event shall call for the election of temporary Chairperson. Upon the arrival of the Chairperson or the Vice Chairperson, the temporary Chairperson shall relinquish the chair upon the conclusion of the business immediately before the Commission. Section 1.08 - Roll Call: Before proceeding with the business of the Commission, the Clerk or his/her designee shall call the roll of the members in alphabetical order unless the Chairperson stipulates all are present and the names of those present shall be entered in the minutes. 5 Section 1.09 - Quorum: A majority of the whole number of members of the Commission shall constitute a quorum. No ordinance, resolution or motion shall be adopted by the Commission without the affirmative vote of the majority of all members present. Should no quorum attend within thirty (30) minutes after the hour appointed for the meeting of the Commission, the Chairperson, or the Vice-Chairperson, or in their absence, the Clerk or his/her designee, may adjourn the meeting until the next day. Section 1.10 - Order of Business: All meetings of the Commission shall be open to the public. Promptly at the hour set forth for each meeting, the members of the Commission, the County Attorney, the County Administrator and the Clerk shall take their regular stations in the Commission Chamber, and the business of the Commission shall be taken up for consideration and disposition in accordance with the agenda for the meeting. The agenda shall constitute the order of business, unless otherwise determined by the Mayor. Section 1.11 - Rules of Debate: a) Each meeting agenda must state: "Any person who wishes to be heard shall, prior to the item being called, provide the Clerk with his/her name and residence, and the agenda item on which he or she wishes to be heard. An individual has three minutes. However, the first person representing an organization has five minutes to address the Commission. Subsequent speakers for the same organization have three minutes to address the Commission. For land use items, the time statement will be: "The petitioner and, if the owner is different than the petitioner, then the owner of the property that is the subject of the land use item, will be allowed 20 minutes to address the Commission. Other persons are allowed five minutes to address the Commission." b) Questions under Consideration: When an item of business has been announced by the Clerk, the Clerk shall notify the Chairperson of any persons who wish to be heard on that item. Upon conclusion of audience participation, the Board shall then consider the item. After the Commission has begun its discussion of the item, no further audience participation is permitted, unless the Mayor (or other Presiding Officer) permits a member of the audience to respond to questions from the Commissioners. A motion must be made and properly seconded in order for official action to be taken by the Board. The presenter/mover shall be allowed to address the Commission on the m-otion initially, whereupon each of the other Commissioners shall be allowed to address the Commission on the motion before the Board on any matter in alphabetical order as is done on regular roll call except the presenter/mover shall have the right to address the Board initially and to close the debate on the matter under consideration. c) As to the Chairperson: The Chairperson or such other member of the Commission as may be presiding may move, second, and debate from the chair, subject only to such limitations of debate as they are by those rules imposed upon all members 6 and shall not be deprived of any of the rights and privileges of a Commissioner by reason of his/her being the Presiding Officer. d) Obtaining the Floor, Improper References to be Avoided: Every member desiring to speak for any purpose shall address the Presiding Officer, and upon recognition, shall confine himself to the question under debate, avoiding all personalities and indecorous language. e) Interruption: A member, once recognized, shall not be interrupted when speaking unless it be to call him or her to order or as herein otherwise provided. If a member, while speaking, be called to order, he/she shall cease speaking until the questions of order be determined by the Presiding Officer, and if in order, he/she shall be permitted to proceed. Any member may appeal to the Commission from the decision of the Chairperson upon a question of order when without debate the Chairperson shall submit to the Commission the question, "Shall the decision of the Chair be sustained?" and the Commission shall decide by a majority vote. f) Roll Call Vote: No member of any state, county or municipal governmental board, commission, or agency who is present at any meeting of any such body at which an official decision, ruling, or other official act is to be taken or adopted may abstain from voting in regard to any such decision, ruling or other official act, and a vote shall be recorded or counted for each member present, except when, with respect to any such matter, there is, or appears to be, a possible conflict of interest under the provision of Florida Statutes Sections 112.311, 112.313, or 112.3143. In such cases said member shall comply with the disclosure requirements of Florida Statutes Section 112.3143. Section 1.12 - Reading Minutes: Unless a reading of the minutes of a meeting is requested by a majority of the Commission, such minutes shall be considered approved without reading; provided that the Clerk delivers a copy thereof to each member of the Commission, the County Attorney and the County Administrator at least one full working day preceding the meeting at which the minutes will be approved. The minutes of prior meeting may be approved by a majority of the members present, and upon such approval shall become the official minutes. Section 1.13 - Votes by Roll Call: The vote upon every resolution or ordinance may be taken by roll call in alphabetical order except the Chairperson shall be the last member called, and the. vote shall be entered upon the minutes. Resolutions and ordinances shall be signed by the Presiding Officer at such meetings and by the Clerk before they are entered upon the minutes. Each resolution and ordinance shall contain, at the conclusion of the 'Passed and Adopted' clause, a list of the members of the Commission and the vote cast by each ('Yes', 'No', 'Abstention,' or 'Not Present'). 7 Section 1.14 - Decorum: Any person making impertinent or slanderous remarks or who becomes boisterous while addressing the Commission shall be barred from further audience before the Commission by the Presiding Officer, unless permission to continue or again address the Commission be granted by the majority vote of the Commission. Section 1.15 - Sergeant-at-Arms: The County Sheriff, or his/her designated deputy, shall be the sergeant-at-arms at the Commission meetings and will carry out all legal orders of the Chairperson for purposes of maintaining order and decorum in accordance with these rules and Florida Statutes. Section 1.16 - Ordinances, Resolutions, Motions, Contracts and Other Documents a) Preparation of ordinances and resolutions: The County Attorney, when requested, shall prepare ordinances and resolutions, a copy of which shall be delivered to the County Administrator, whereupon the Administrator shall forthwith furnish a copy to each Commissioner. The original of the ordinance or resolution shall be filed with the Clerk of the Circuit Court at the time said ordinance or resolution is submitted to the Board for action. There shall be a public hearing on all ordinances other than emergency ordinances. The procedures as set forth in the Florida Statutes for adoption of ordinances shall be followed. b) Approval of Ordinances by County Attorney: All ordinances, resolutions and contract documents before presentation to the Commission shall have been reduced in writing and shall have been approved as to form and legality by the County Attorney. When so referred, the County Attorney shall affix his/her signature on the document certifying to the legal sufficiency and shall append his/her recommendations as appropriate. c) Introducing for Passage or Approval: Ordinances, resolutions and other matters and subjects requiring action by the Commission must be introduced and sponsored by a member of the Commission, except that the County Attorney and County Administrator may present ordinances, resolutions and other matters or subjects to the Commission for consideration, and any Commissioner may assure sponsorship thereof by moving such ordinance, resolution, matter or subject be adopted in accordance with law; otherwise they shall not be considered. Any ordinance or resolution prepared at the request of a Commissioner, Administrator, Division or Department Director shall bear the name of the person on the document. Prior to placement on the Agenda of contracts or other similar matters to be approved by the Board as official actions, such document shall have been completely processed according to Administrative Orders issued by the County Administrator. 8 d) All ordinances, resolutions, contracts and other documents approved by the County Commission must be signed by the Mayor, or Mayor Pro Tem in the absence of the Mayor, as promptly as possible.' - Section 1.17 - Adjournment: A motion to adjourn shaH always be in order and decided without debate. Section 1.18 - Clerk, Minutes, Correspondence: a) The Clerk of the Circuit Court, or his/her designated deputy, shall act as Clerk ex officio to the County Commission. The Clerk shall prepare the minutes and attest to all resolutions and ordinances. b) The official minutes as prepared by the Clerk shall be as brief as possible and reflect on the very essential elements or actions. Those items specifically requested by the Board shall appear in the minutes in the manner as directed. c) The Clerk shall be custodian of the County Seal, affixing the seal to documents as appropriate and attest to the signature of the Presiding Officer on all ordinances, resolutions and other documents. Section 1.19 - Committees. a) Committees shall be established by Board of County Commissioner resolution and shall be for a specific time duration and purpose. b) Function. 1. The Committee will only function in an advisory or investigative manner, as specified by the establishing resolution, and will have no legislative, directive or enforcement authority. 2. Any item requiring formal action shall be referred to the Board of County Commissioners for action at a regular meeting for consideration. 3. Committee meetings shall be properly noticed according to requirements of statute. All committee meetings must be held in the sunshine as mandated by Sec. 286.0105, Fla. Stat. 4. Committee reports to the Commission may contain recommendations of action but must contain all data and views concerning the matter so as to inform the Commission of all available information prior to their decision, and not simply consensus views. 5. The County Administrator shall provide the committee with a County employee to take written minutes of all Committee meetings. The County Administrator's Office shall also be the custodian of those minutes. 9 c) Composition. 1. Committees may be composed of any number considered- to be beneficial but appointments must be equally distributed among Commissioners, so as to reflect county-wide composition. 2. Committees shall elect their own respective chairperson. d) Committees shall adhere to the rules adopted by the Board of County Commissioners as Governing Rules Section 1.01 of these procedures. e) Committees shall provide the Board of County Commissioners with a written or oral report on a schedule to be determined by motion of the Board. jdconBOCCAdmProc 10 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ADMINISTRATIVE POLICIES TABLE OF CONTENTS Impact Fees CPI Career Service Council Appointment of Commissioners, Travel Resolutions Events, Coin Toss Annual Charge of Agendas Meeting Locations County/City Commission Meetings Agenda Format BOCC Meeting Times & Dates South Florida Water Management District Condemnation & Demolition Preface to Bulk Items Agenda Packet, Placement & Standardization Appointment of public to Boards & Committees Appointment of Commissioners to Boards & Committees Administrative & Operational Policies & Procedures Receipt of Bid Policy Assignment of issues to Special Counsel Use of Promo 5000 Account for BOCC sympathy PAGE 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 18 22 25 26 28 30 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ADMINISTRATIVE POLICIES TABLE OF CONTENTS Impact Fees CPI Career Service Council Appointment of Commissioners, Travel Resolutions Events, Coin Toss Annual Charge of Agendas Meeting Locations County/City Commission Meetings Agenda Format BOCC Meeting Times & Dates South Florida Water Management District Condemnation & Demolition Preface to Bulk Items Agenda Packet, Placement & Standardization Appointment of public to Boards & Committees Appointment of Commissioners to Boards & Committees Administrative & Operational Policies & Procedures Receipt of Bid Policy Assignment of issues to Special Counsel Use of Promo 5000 Account for BOCC sympathy PAGE 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 18 22 3 25 26 28 30 Impact Fees March 7, 1989 Randy Ludacer, County Attorney, discussed the proposed Concurren- cy Rule and possible required changes to the impact fee regula- tions. Jim Lewis addressed the Board. After discussion, motion was made by Commissioner Lytton and seconded by Commissioner Jones establishing it is the position of the Board of County Commissioners that impact occurs at the time of occupancy and use and that impact fees would be collected accordingly, said position to be effective JUly 1st. Motion carried unanimously. 3 (2) CPI November 1, 1989 Motion was made by Commissioner Puto and seconded by Commission- er Jones directing the County Staff to use the Annual CPI Rates from January to December of the previous year on all future con- tracts. Motion carried unanimously. -' (3) Career Service Council January 10, 1990 Commissioner Harvey discussed the method of selection of members to the Career Service Council. Motion was made by Commissioner Harvey and seconded by Commissioner Jones that each Commissioner propose an individual for appointment to the Career Service Coun- cil and directing the County Administrator to write to the other responsible agencies and ask them to make their appointments representing a County-wide distribution of the Board. Motion carried unanimously. ~ (4) Appointment of Commissioners January 10, 1990 Motion was made by Mayor Stormont and seconded by Commissioner Jones to accept the recommendation that appointments (of Commissioners to Boards and Committees) be made through December of each year. Motion carried unanimously. Commissioners' Travel January 20, 1993 Motion was made by Commissioner Reich and seconded by Commissioner Freeman to establish a policy that if you belong to a Board/Committee, travel will be automatic. Motion carried unanimously. June 21, 1995 Motion was made by Commissioner Reich and seconded by Commissioner Douglass to establish a policy that travel to National Association of Counties and Florida Association of Counties meetings by County Commissioners will not require prior Board approval. Motion carried unanimously. -' ( 5 ) Resolutions January 24, 1990 Motion was made by Commissioner Jones and seconded by Commission- er Harvey to adopt as official policy the following excerpt from Mayor Stormont's memorandum dated January 17, 1990: 1. A Resolution is required to be executed where the paper- work or action time is indeed contained in.the Resolu- tion: A. Statements either supporting of opposing other governmental agency actionS/functions/projects B. Transfer of funds (excluding transfers within Cost Centers) C. Receipt of unanticipated funds D. Amendments to transfer of funds Resolutions and receipt of unanticipated funds Resolutions E. Where explicit Resolution requirement might be made by other entity, in accompanying documents F. Establishment of boards, committees, councils Setting times and dates for required for advertising abandonments, etc.) H. Explicit interlocal agreements with other govern- mental entities . G. Public purposes hearings when (such as road I. Where official exist regarding determinations, cerning appeals, recording documentation needs to property determination (boundary plats, decisions of the Board con- vested rights hearings, etc.) J. Others deemed appropriate (should be itemized for later reference and guidance) K. Certain existing documents should also then be re-formatted so that the information is indeed contained in the Resolution (therefore not requir- ing another accompanying document; i.e. Contract for admission to Bayshore Manor should be headed "Resolution", with several appropriate "Whereas" (6) clauses leading into the body of the contract, much in the same way that current Resolutions are drawn for "nonprofit" transfer of budget-allocated funds) 2. Resolutions are not required: A. For execution of contracts, agreements and leases when otherwise trackable B. Authorizations for solicitations of bids c. Authorizations for advertisement of surplus proper- ty, ordinance public hearings D. Appointment to boards, committees, councils E. Others which may be deemed appropriate (should be itemized for later reference) F. It is possible that other paperwork functions now requiring 'Resolutions' for simply tracking in Official Records books, which purpose has no basic legal ramifications, could evolve into a 'tracking system' -' (7) Events Rp.quests for temporary closing of state roads will be placed on the agenda for consideration and approval or disapproval by the Board. An individual Commissioner does not have the authority to authorize such closings. Coin Toss Events January 20, 1993 Board approved that no coin tosses will be granted. -' ( 8) Annual Charge for Agendas November 14, 1990 Board approved and authorized the increase to $30.00 per year of the annual charge to individuals, corporations, etc. requesting copies of the Agendas of the Monroe County Board of County Com- missioners, commencing January 1, 1991. -' (9 ) Meetinq Locations December 5, 1990 Motion was made by Commissioner London and seconded by Commis- sioner Jones to change from four meeting locations to three meet- ing location on the rotational schedule of Board of County Com- missioners' meetings. Roll call vote was unanimous. y (10) county/City Commission Meetings December 6, 1990 Joint County/City Commissions The Joint Boards discussed future meetings and agreed that the Chair should rotate between the Mayors at meetings, that there should be rotational Agenda, that the Boards should follow the rules of the "home" commission, and that these meetings should be held on a quarterly basis. The County Administrator and City Manager were directed to work these matters out. -' (11 ) Agenda Format December 19, 1990 The County Administrator discussed a change in the Agenda format to schedule Division Directors' items and items of the Consul- tants first. Motion was made by Mayor Harvey and seconded by Commissioner Jones to approve the County Administrator's recom- mendation to change the Agenda format to schedule items of Divi- sion Directors and Consultants first in the meetings. Motion carried unanimously. -' (12) Meeting Times & Dates February 19, 1991 The Board discussed meeting times and dates. Motion was Commissioner Cheal and seconded by Commissioner Jones Tuesday meetings will begin at 9:00 a.m. Motion carried mously. (13 ) made by that all unani- _l South Florida Water Management District February 19, 1991 Commissioner Cheal discussed South Florida Water Management Dis- trict meetings. Motion was made by Commissioner Cheal and second- ed by Commissioner Jones establishing a procedure whereby the County Commissioners will attend South Florida Water Management District meetings on a rotational basis and directing the County Administrator to develop a procedure and a rotational schedule and to request that. copies of agendas and minutes be provided to the County Commissioners. Motion carried unanimously. ~ (14) Condemnation & Demolition March 12, 1991 Motion was made by Commissioner Cheal and seconded by Commission- er Stormont to accept Staff recommendation to establish a policy which assesses all costs related to the condemnation, demolition and removal of debris to the property owner; and to authorize the County Administrator to incur all non-budgeted related costs involved in accomplishing this task using appropriate County personnel or local contractors. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes No Yes Yes Yes y (15) - , Preface to Bulk Items April 24, 1991 Motion was made by Commissioner Cheal and seconded by Commission- er Jones to approve that the following preface to bulk items be read by the designated Commissioner: "Bulk items are normally of a routine nature and have been reviewed by each commissioner prior to the meeting. I will read the agenda number of those items proposed to be passed in bulk. If a commissioner, staff member or any member of the public wishes that item to be withheld, please indicate at the time the item is called and it will be held aside. I move the following items be approved in bulk: etc...... -' (16) Agenda Packet Placement & Standardization April 24, 1991 Motion was Jones to Is1amorada all items 11. Motion present. made by Mayor Harvey and seconded by Commissioner approve adding an Agenda Packet for placement at the Library, and also to authorize the standardization of submitted for the Agenda to a paper size of 8 1/2 X carried unanimously with Commissioner Stormont not -' (17) Commissioner Stormont Policy Statement No. -=;Ci"2.~$ A POLICY STATEMEN'l' OF THE BOARD OF COur.ITY COMNISSJONF.R5 OF' MONROE COlJNTY, FLOIUDA, REGARlJll';(, APPOIN'l'NEN'l'S '1'0 VARIOUS DOI\I<OS AND COM!-IIT'1'EES OF' THE COUNTY OF MEMBERS OF 'l'HE PUBLIC. WHEREAS, certain appoIntments to Boards and Committees of the County are governed by specific ordinance requirements as to appointee sponsor and geographic representation, and, mlEREAS, certain other appointments to other Boards and Committees of the County are vested solely in the Board of County Commissioners, as a body, and without regard to geographical representation, and, WHEREAS, the Board of County Commissioners of Nonroe County desire to unify and standardize Board and Committee appointments, to provide for more timely and representative appointments of citizens, as well as provide controls to insure that appointments are made expeditiou~ly and recorded appropriately, THEREFORE, THIS POLICY STATEMENT IS HEREBY ADOPTED: Section 1. Numbers of 1\ppoin!ments - rotation Appointm~J1ts to Boards and Committees specifically designated as Board of County Commission/Mayoral appointments shall be made according to Statute, except when the particul~r position of the Nayor being allotted n~rc appointments than are other Commissioners, the appointment (or re-appointment) shall be by title rather than by named appointer. (Example: Mayor/Commissioner V - 2 appointees Commissioner 1-1 . 1 appointee Commissioner X 1 appointee Commissioner Y 1 appointee Commissioner Z I appointee Appointments are for 2 year terms. Commissioner U _1 succeeds Mayor/Commissioner V by election to office, or Commissioner Y succeeds Nayor/Commissioner V by selection as Mayor, Hayor/Commissioner V thereafter (18) would have only one appointment with the second appointment being made by Mayor/successor; or Commissioner U, succeeding by election Mayor/Coromissioner V, would be entitled to only one appoir.tment, with ~;dY'OI-/~uccessor makir.g the other) . Section 2. Board appointees Khere appointment. by statute, indicates "appointm8nt by the Board of County Commissioner~;'" proper nominations are to be received and ncted upon from other Commissioners, rather than assumption of appointment by Mayor, every Commissioner having been previously notified as to nomination opportunity. Where there does not exist statutory indication as to method of appointment, assumption shal: be that appointment is to be by the Board of County Commissioners, as a body. Section 3. Jurisdiction of Appointees All citizen appointments hereafter to Boards and Committees which act on matters involving only Unincorporated Honroe County, where not otherwise specified by geographic area, shall be filled by residents only of the Unincorporate~ area, in order that their actions be guided by and be responsive to only the Unincorporated aren for which they govern. Such Boards and Committees shall include, but by no means be limited to Planning Commi!:sion, Code Enforcement Board, Highway Beautification Committee, and the like. Section 4. Geographic RepresentCltion All citizen dppointment~ hereafter to Boards and Commi ttees, I"here not otherwise spe-cified by geographic area, shall additionally be constituted to be representativ~ of the geogr~phic area of total Monroe County, to include the City of Key I\est, if Board or Committee actions involve responsibilities throughout Monroe County, or be representative of the geugraphic areas of Unincorporated Monroe County only, if Board and Committee actions invol~e responsibilities only in the, Unincorporated Monroe County. -' (19) Section 5. Implementation o~ Policy As Boards and Committees hereafter hecome constituted, specificness of representation and of appointment method shall be designated in the enabling Resolution or Ordinance, to assure implementation of this Policy Statement. Section G. Standardization of Appointment Dates At the discretion of the County Administrator, his office shall attempt to conform future appointments to membership on Boards or Committees too establish, where !',ut otherwise required, an appointmerit date to coincide with the first regular meeting of the Board of County Commissioners in the month of January. Section 7. Consistency of Policy As Resolutions or Ordinances become modified in the future, such modifications shall additionally implement tl,is Policy Statement. At the discretion of the County Administrator, he may bring modifications of previous Resolutions or Ordinances to the attention of the Board of County COllL'Tlissioners for theil- revision se as t.o conform to this Policy Statement. Section a~ Terms of Appointments As appointments are made, they shall, if necessary due to the failure of appointment according to specifically designated time frames, be for the balance of a time pe~iod commensurate had the appointment been made timely. (Example: Appointment X is for a term of two years, beginning January 1, 1986 through January], 198B. Appointment of new person Y takes place April 1, 1988. Y's term will run from April 1, 198B through January 1, 1990, so as to keep continuity in conjunction with terms of the other Board or Committee members.) Section 9. Termination of Acoointmpnts Appointments shall be terminated by statutory requirements or by direction of term, unless appointee no longer meets residence or other criteria requisitp for appointment. -' (20) Section 10. Unexpired Terms Appointments to !ill unexpired terms shall be for the balance of the deRignatcd term only, with new appointment (or re-appointment) being made by the de,signated date for the new term. Section 11. Appoin~ment Carry-over Appointments mad,~ by Commissioners while in office, shall not be terminat~d sol~ly upon that Commissioner leaving office, so as to maintain Co balance and 'uniformity of process. -' (21) ~'..'_t.. { ( ..J- CommilJs.1oner Stornlont Policy Statement No.~.:JLt~ A POLICY STA'),,.;MF.NT O}o' 'J'm; UOAkD Clio' COUNTY COMMISSIONERS OF MONROE COUNT).', F'I.ORIDA, REGARDING THE APPOIN'I'MENTS '1'0 VARIOUS DOMDS MJD COMMI'l''l'l~t~s OF INDIVIDUAl. COUNTY COMMISSIONERS. WHEREAS, the Boord of County Commisaionern of Monroe County, Florida, desire that the> burdens of government require participation, experience and knowledge of all Commissioners as to the varied aspects and function6 of government provided by sElrvice on Jlor\rds and Committeea, and that this i8 be8t accomplished on a rotational baSis among Commissioners, and, WHEnEAS, memberships on the, vltried Doards ond Committeos availbblc and roquired as duties of office rt.~quire additionAl service beyond those normal 90vcrnmental duties of Commissionera, and, WHEREAS, tho Board of County C~mmi8aionors desires to rosponsibly c8tabliah equity in sharin9 tho duties ot government among its members, and, WHEREAS, all Commissionors, reC]l\rdless of temperllment, gender, affiliation, philosoPhy, interests, as~ociations or other criteria arc equally and dUly el~ctcd by a majority of electors for the duration of their term nf offjce, .1nd are .- deemed to be equally qualified and c~pabl~ of &erviog in various capacitie. relating to thbir posJtion&, and, WHEREAS, all Conunhsioners, 1n their positions, hold no legal stature apart from ot~Qr COnlnliSllionera which Would prov1de thenl with separate abllJt"ios or pc,wcra to PErrfocm certain Board or Committeo responsihilities required at general governmental Obligations, or preclude th('an froll! sharing the rosponsibilitina of gover'nmcnt, THEREFORE, THIS PO~ICY STATEMEN~' IS Hr.R~BY ADOPTED, Section 1. Inte~ .' It is hernby th~ desire of tho nObrd of County Commissioners of Monroe County to t'Q\l t tut.ly c]1:;;tributo and share the bUrd~ns and duties of govornmont among thnmsolve~ llS are necessary and incumbent upon their office. It is (22 ) also the dcfOire of tho Bonrd of County Commi sfiioll(:rs of Monroe County t.hat. all Cornmi8sionol.~, upon ll&sun'ption elf off.ice, be ftCqulIinled and farn:! UlIJ"i?od t(l the <Jrf~..tC[lt ox tent possible wi th qovoJ"nn,entlll fUlwU on(< prov i cl~c1 by various Doarels und Committecs ltpllrt" from tlldr HorRlttl dutteR. Sectio.!L..? AJ}poir~_.!:>.ll.t-" All represent.ation on 1l0Clr.ch. 1111<1 Commi tlees, where not otherwise governcd by Statute, to which memhership is required or made available, shall l~reDrter ~e made at th~ first regular moeting of the ROilJ:c] of County CommJsslorlers in January of each yoar. Section 3. u~~i..!',!ti.~.!:.~f~ All appu.1rlt.nlento to Roare1c. i&Oe1 Commilteos of Commissionors by the office of M,'YCll" shall ht~ ollly iHI designated by opeci fie st.L1t.ute. All ot h(lr" apf>oinlmentz; to Boards and COlMlittees of Comm:lasiont:1.H ahtlll be hy so)(~cti(m of peers. So c t j on 4 ~~~ f\'p'p"oj}) t.!!~~)~~E. Where not. otherwis~ dutunni 1Ic::t1 by 8pl~t.:i fie.: sttltute, terms of Comm1'ssionorl:l (In UoardH Ilud Committl!t.l!; shall br- for one year if .'lppoint.ment. is Inad(l at t.ho rh.st. regulor IlIel!tillY of tho Board of County Commi6Hiouen. in ""lIlUClI 'i. Ulll(~ss such appointment is made during the }'(!Clr, in whle}, case, th~, llppointmcllt shall term! nate as of thE! first regulnr 1I1~(:t i 09 of the Board of Counly Commissionl.'rH in .1amlUry. .. !!!ct.1on 5. Met.hod_..~L~}~~.~.i.o.~ _1 Unless ('loctian by or appcdntDlcnt to <illY br.ld'i .is I)ovcrncd by apeciUc By-Laws of thlll body rcgulrtling appointment. of members thereto, alJPolntr.u:mtn to Roardr; And Comm1ttoos at the first regular IR(!ct'.incJ of t.he Buarc1 of County Commissioners in January nhllll UP. hy alphllul!tic:Lll rotation by COlllmlbSional" nlllRE! all'OllCJ all Commi IJRioncl'a for tlPl'ointmcnt t.o R(tards /llld ('omrnitlcflf; llprJ(!,1r,iIlY on a lh.! previously dilllriuutt>d by th~ C()UIlt.y Adminifltrllt.or. Further, any appoinlmenta to ROeU'elK anct Commi ttces which Ar'l (~3) .., .' "". , designated by ~t~tuto to be the prcro9ntiv~ oS ~h~ Mayor shall be by alph~bvtical rotation by Commi~sionar name among all Commissionerf-. Soction 6. Travel Requirements Any travel or othar legally rujmbursabJe cXp~n~eE iJlcurred by any Conulliasionur in p(~rformJng dutios on veb'llf of, or attendance ct any meeting of Roard or Committeo to which he has been appointed, J.B hc)rchy authori~ed, unlells such expenses are reimhursftble by the Ronrd or Commilt~e itself from its own funds. " " _1 .' (24 ) Administrative IX OperattQ.~aJMPolicies IX Procedure May 26, 1993 The County Administrator presented the following policies, which were adopted by the Board of County Commissioners: 1. Once the MCBOCC has approved a project, concept, and/or specific capital budget item, subsequent additional, redundant approval by the MCBOCC is specifically not required as a precedent for the applicable Departments to initiate Advertisements, Requests for Proposals (RFP's), Requests for Qualifications (RFQ's) or Bids. 2. County Administrator is authorized to approve construction project change orders of up to $25,000.00 if not doing so would result in significant project time delay and/or additional costs. Subsequent MCBOCC formal ~xecution of the change order is still reqtlired. 3. County Administrator is authorized to approve and execute Airport Sign Leases in accordance with the Monroe County Purchasing Policies and Procedures Doctrine (this authority is to be granted by an appropriate amendment to the ordinance that provided the Administrator contractual authority for agreements less than $1,000.00.) 4. County Administrator is authorized to approve refunds no exceeding $5,000.00 in accordance with established MCBOCC policy And procedures. 5. County Administrator is authorized to approve pauper burials in accordance w:it.n established MCBOCC policy and procedures. 6. Specific MCBOCC approval of final contract payments not required unless there exists unusual or extenuating cir.cumstancer-: r.onct=>rning said contract. ~ 7. Normal term for all lease rlqr~",ments is to be a minimum of three (3) years. 8. Adopt a set of Monroe County Standard Contract Document Forms containing all statutory and unique County policy or procedural requirements for use in the preparation of all contr.act documents, leases and agreements. (25) RECEIPT OF BID POLICY July 17, 1991 Board policy is that the time of the cut-off for the receipt of bids would coincide with the opening of the bids, and that any bids received after that time would be automatically rejected. November 21, 1995 Board policy directing that all bids, Requests for Proposals and/or Request for Qualifications received after the advertised time of submission be returned unopened and not be presented to the Board. ~ (26) , ~. \ caissons for the New Monroe c;;ounl;J" U....-..----- ----- - ~. firm of Toppino's Inc., in the amount of $1,292,526.25. Roll call vote was taken with the following resultsl commissioner Cheal Commissioner Jones Commissioner London Mayor Harvey Yes No Yes Yes Motion carried. During discussion of procedures used for the bidding of construction of the facilities, the Board discusseo.the Record's Center construction. The'C1erk advised the Commission that he would recommend that the tra- ditional methods be used in the bidding and procurement of construction services for the record's center on ~ackson pquare. Motion was made Commissioner London and seconded by . Commissioner Jones to direct that construction of the record's center will proceed on the basis of the traditional bidding process, rather than breaking the job up into many individual componants. Boll call vote on the motion carried unanimously. Motion was made by Commissioner London and seconded by Commissioner Jones to approve Alternate No. 23 of the Sid Package No.5, Site Grading and Caissons, for the New Monroe county Detention Facility. Roll call vote carried unanimously. Motion was made by Commissioner Cheal. , and seconded by Commissioner London to approve Alternate No. 24, of Bid package No.5, for the New Monroe County Detention Facility. Roll call vote carried unanimously. The Clerk advised the~Soard that he was in receipt. of late received bids for the planning, programming and ini- tial schematics of the Jackson Square and Truman School ~ Renovations, recieved after the time for filing as per the published notice. During Board discussion, the Soard was advised that these bids did not include dollar amounts, but . were expressions of interest and qualifications. Motion was made by Commissioner Jones and seconded by Commissioner London to authorize the Clerk to open the late receiv.ed bids. Roll call vote carried unanimously. The Board then entered general discussion of the bidding process. Hotiqn . W~l. ,"9'"J~f .,CQllUliQ.tone~ Janes and seconded by Cammisslcme~ . qbl,!l~\,~":'.!i,~J.i.'h . ~~&i~OllC:i" ~b,~ ~b,. t~l9.. ot. th~ C\1t- get~lP.t:.th...qf'Q.J9t: 0 '. 0' would; coinclde..wl":~~,~.gpenlng ,>>~;:,~_':1l1ds;.>and" that any blc;1~. ;~ceived after that time ' '~pU~~.b' automatically rejected. : Roll call vote ca~rtea '~n.ni~us1Y. Motion was made by Commissioner Cheal and seconded by Commissioner Harvey to appoint the firm of ~ Morrison Knudson/Gerrits and the County Eng,ineer, to review, and rank the proposals and to recommend not to exceed five ' firms who would make a presentation to the'Soard for final selection. Roll call vote was unanimous. The Board of County Commissioners re!=essed..: oj /1 . iI~ ') CJ ....... (27) * AUs ~I, ~ I (Yly ll/l C .tJ1" }<d- -H) ~ t:1 (){-.,l-f- ~,<- <-'C ~- '/"'7: * * iJul? /7 * ~j " POLICY ASSIGNMENT OF ISSUES TO SPECIAL COUNSEL BACKGROUND Monroe County utilizes the services of a number of attorneys as special counsel to deal with specific areas of expertise. Examples are land use issues, labor relations and telecommunications. An issue has recently arisen concerning the manner in which subjects/cases/opinions are assigned to special counsel. This document is a suggestion for a policy to be adopted by the BOCC concerning how this can be clarified for the future. PROPOSAL The County Attorney and the County Attorney's office are assigned the responsibility for the general legal work. Where issues arise that do not fall within the scope of that general legal work and pertain directly to the subject areas covered by existing special counsel, those issues should be referred -' directly to special counsel. Where a question exists concern~ng whether an issue should be transferred to special counsel, that question should be raised with either the County Attorney or the County Administrator and a decision will be made as to where the issue should reside. (28) .. , One example is the question of whether an issue falls ~ithin the purview of special litigation counsel. Since many issues are potentially litigious, the determination of where to send the issue should be made by the County Attorney and/or the County Administrator. ---:::::T James L. Roberts County Administrator April 18, 1994 Approved by the BOCC on May 17, 1994 -' (29) , lIJ -.: USE OF PROMO 5000 ACCOUNT FOR BOCC SYMPATHY Approved at May 17, 1994 BOCC meeting (copy of minutes attached) Approval of a policy for the utilization of the Promotional Account for expression of sympathy by the Board of County Commissioners. -' (30) '-""-~'''''''-~ 't 'cl)w. ')"'1'\ a.c) n I I q q L) ~~ 94/159 County Administrator, James Roberts and Acting Director of the Office of Management and Budget, Eva Limbert, presented the Five (5) Year Budget Trend. Motion was made by Commissioner Cheal and seconded by Commissioner Freeman granting approval of a policy to allow the Administrator to approve expenses for interviewed for positions of Division Director, Department Director and other significant level positions as determined by the Administrator. Motion carried unanimously. Motion was made by Commissioner Reich and seconded by Commissioner Harvey granting approval of a policy for the utilization of the Promotional Account for expression of sympathy by the Board of County Commissioners. Roll call vote was taken with the following results: commissioner Cheal No Commissioner Freeman Yes Commissioner Harvey Yes Commissioner Reich Yes Mayor London Yes Motion carried. Motion was made by Commissioner Freeman and seconded by commissioner Cheal granting approval for the Administrator to advertise for Qualifications for the hiring of a facilitator for the strategic planning process. Motion carried unanimously. Motion was made by Commissioner Freeman and seconded by Commissioner Cheal granting approval of a policy for referral of issues to Special Counsel and directed the County Administrator to also state who may task the attorney and to whom the attorney may respond. Motion carried unanimously. Mr. Roberts and the Board discussed the approval of a proposed policy for the handling of major issues and contact with citizens. No official action was take. J Mr. Roberts and Ms. Limbert made a presentation of the revised Capital Improvement Program. Motion was made by . Commissioner Reich and seconded by Commissioner Freeman granting approval of the revised Capital Improvement Program. Motion carried unanimously. MISCELLANEOOS BOLK APPROVALS Motion was made by Commissioner Cheal and seconded by Commissioner Reich granting approval to send a letter to Virginia Wetherell, Secretary, Florida Department of Environmental (31)