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Little Manatee South Working Group Meeting Thursday, June 27, 2019 6:00 – 7:00 p.m. SouthShore Regional Library Community Room 2 15816 Beth Shields Way Ruskin, FL 33573 Meeting Agenda 1) Call to Order and Introductions 2) Election of Officers 3) Rules of Order Consideration and Approval 4) Public Comment 5) Sunshine Law Primer 6) Goals of the Workgroup 7) Little Manatee Community Plan Overview 8) Future Meeting Schedule Consideration and Approval 9) Adjournment
Transcript
Page 1: Little Manatee South Working Group - Hillsborough County€¦ · official action is to be taken unless there is or appears to be a possible conflict of interest ... A motion to reconsider

Little Manatee South Working Group Meeting 

Thursday, June 27, 2019    6:00 – 7:00 p.m. 

SouthShore Regional Library  ‐  Community Room 2 15816 Beth Shields Way 

Ruskin, FL 33573 

Meeting Agenda 

1) Call to Order and Introductions

2) Election of Officers

3) Rules of Order Consideration and Approval

4) Public Comment

5) Sunshine Law Primer

6) Goals of the Workgroup

7) Little Manatee Community Plan Overview

8) Future Meeting Schedule Consideration and Approval

9) Adjournment

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Little Manatee South Working Group Hillsborough County, Florida

Rules of Order Rule 1. INTRODUCTION

The purpose of these rules is to provide for the smooth and orderly functioning of the

business of the Little Manatee South Working Group (Group) and to provide a basis for

resolving questions of procedure when they arise.

Rule 2. STANDING RULES OF ORDER

The Roberts Rules of Order--Newly Revised (2019 Edition), are adopted as parliamentary

authority for the conduct of all meetings of the Group except when they are inconsistent

with these rules of order or any other provisions of law which apply to this Group.

Rule 3. QUORUM.

A quorum is the number of Group members necessary to legally transact business. Three

(3) Members of the Group shall constitute a quorum. Should a quorum not be present, the

Group is authorized to take citizen comment, to take steps to obtain a quorum, and to

adjourn.

Rule 4. PRESIDING OFFICER

The Chairman shall preside at all meetings of the Group. In the absence of the Chairman,

the Vice-Chairman shall preside. In the absence of either the Chairman or Vice-Chairman,

a presiding officer shall be selected by a majority vote of those Group Members present.

The Chairman and the Vice-Chairman shall be selected at the Group’s organizational

meeting. The presiding officer of the Group shall have the following functions:

(a) determining that a quorum is present.

(b) opening the meeting and calling the meeting to order.

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(c) recognizing Members of the Group to speak.

(d) recognizing members of the general public or staff to speak.

(e) putting to vote all questions which come before the Group as motions.

(f) deciding all questions of order.

(g) refusing to recognize frivolous or dilatory motions.

(h) refusing to recognize motions out of order.

(i) adjourning meetings when there is a sudden emergency affecting the safety

of the Group and others.

The decision of the presiding officer shall stand unless reversed by a majority vote of the

members present after the proper motion has been made and seconded to reverse such a

decision.

Rule 5. VOTING

Voting shall be done by a show of hands.

Rule 6. ABSTENTION.

No Group Member may abstain from voting on any matter before the Board upon which

official action is to be taken unless there is or appears to be a possible conflict of interest

under the provisions of applicable laws. In such cases, said Group Member shall comply

with the disclosure requirements of State Law.

Rule 7. MOTIONS

No matter may be officially acted upon by the Group unless a motion has been made by a

Group Member to take such action and said motion has been seconded by another Group

Member. When a motion has been made and seconded, the presiding officer shall conduct

debate on the merits of the motion.

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The presiding officer shall have the authority to close debate and call for a vote on the

motion. The presiding officer cannot close the debate as long as any Group member wishes

to speak, unless a majority of the Group votes to call for the question and to vote on the

motion. The presiding officer, as a matter of prerogative and duty of the chair, may once

during each hour and thirty minutes of the meeting of the Group call a ten minute recess.

Rule 8. RECONSIDERATION

A motion to reconsider any vote or proceeding of the Group may only be made by a

Group Member who had previously voted on the prevailing side. No item may be

reconsidered unless a motion has been made and seconded and a majority of the

Group votes to so reconsider.

Rule 9. SCHEDULING OF AGENDA ITEMS

The Chairman has the primary authority and responsibility for determining subject matter

appropriateness relative to the scheduling of all agenda items before the Group.

Accordingly, the Chairman will screen all agenda scheduling requests for appropriate

disposition. Group Members may request that items be placed on the agenda by filing

written requests with the Chairman via staff one week preceding the next Group meeting.

At each meeting, upon motion and second, Board members may place item on the next

agenda by majority vote.

Rule 10. AGENDA AND ORDER OF BUSINESS

An agenda of matters to be discussed by the Group shall be prepared by the Chairman and

shall be made available to the public a reasonable time before the Group meeting. In cases

of special circumstances or emergencies, items not on the agenda may be acted upon by

the Group.

Rule 11. REGULAR MEETINGS

Regular meetings of the Group shall be held a minimum of once monthly at a time to

be set and a place to be selected by the Chairman.

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Rule 12. SPECIAL MEETINGS

Special meetings of the Group may be called at any time by the Chairman, or by the Vice-

Chairman in the absence of the Chairman. Notice of special meetings shall be in writing or

by telephone or by electronic communication as designated by the Member.

The Chairman or his duly authorized representative shall serve each Group Member with a

notice of a special meeting at least 48 hours before the meeting. Said notice shall state

subject matter(s) to be discussed at the special meeting.

Rule 13. EMERGENCY MEETINGS

Emergency meetings of the Group may be called at any time by the Chairman, but at

emergency meetings there can be no vote or no action on matters relating to the substance

of any Charter Amendment. Notice shall be given in writing or by telephone or by electronic

communication in whatever manner is best designed to give actual notice to the Member.

Emergency meetings may be called although “due public notice” may be impracticable or

impossible. Minutes of emergency meetings must be kept in the same manner as those for

regular and special meetings.

Rule 14. MINUTES

Written minutes of all meetings of the Group shall be recorded by the

__________________. These written minutes shall be open for public inspection.

Minutes of previous meetings may be circulated for corrections and studying by Group

Members as long as any changes, corrections or deletions are discussed during an official

meeting and are duly approved by the Group at said meeting.

Rule 15. OPEN MEETINGS

All regular, special, and emergency meetings of the Group shall be open to the public in

accordance with Chapter 286, Florida Statutes.

Rule 16. AUDIENCE COMMENTS

This agenda item is designated to furnish a public forum for citizens to address the Group

concerning matters of personal and general interest. Each person appearing under this

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section of the agenda will be limited to three (3) minutes. At the discretion of the Chair,

this time may be changed.

Sign-in sheets shall be made available for citizens to request the ability to address the

Group. The following statement shall be printed on the sign-in sheets:

“The Little Manatee South Working Group welcomes comments from citizens about any issue or concern. Your opinions are valued in terms of providing input to the Group members. However, it is requested at the same time when you address the Group that comments are not directed personally, but rather directed at the issues. This provides a mutual respect between the Group members and the public.”

Rule 17. WAIVER OF RULES OF ORDER

Where not in conflict with law, any of the above rules of order may be temporarily

suspended for the meeting in session by a majority vote plus one of those Group Members

present at said meeting.

Rule 18. AMENDMENTS

These rules of order may be amended by action of a majority vote of the Group Members

present at a regular or special meeting of the Group; provided, however, such amendments

shall not become effective until the same have received a like vote at the next regularly

scheduled meeting.

Rule 19. EFFECTIVE DATE

These rules shall become effective immediately upon adoption by the Group.

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Florida Sunshine Law FAQ’s Provided Courtesy of the Florida Office of the Attorney General

  

Page 1 of 4 

What is the Sunshine Law? Florida's Government-in-the-Sunshine law provides a right of access to governmental proceedings at both the state and local levels. It applies to any gathering of two or more members of the same board to discuss some matter which will foresee ably come before that board for action. There is also a constitutionally guaranteed right of access. Virtually all state and local collegial public bodies are covered by the open meetings requirements with the exception of the judiciary and the state Legislature which has its own constitutional provision relating to access. What are the requirements of the Sunshine law? The Sunshine law requires that 1) meetings of boards or commissions must be open to the public; 2) reasonable notice of such meetings must be given, and 3) minutes of the meeting must be taken. What agencies are covered under the Sunshine Law? The Government-in-the-Sunshine Law applies to "any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation or political subdivision." Thus, it applies to public collegial bodies within the state at both the local as well as state level. It applies equally to elected or appointed boards or commissions. Are federal agencies covered by the Sunshine Law? Federal agencies operating in the state do not come under Florida's Sunshine law. Does the Sunshine Law apply to the Legislature? Florida's Constitution provides that meetings of the Legislature be open and noticed except those specifically exempted by the Legislature or specifically closed by the Constitution. Each house is responsible through its rules of procedures for interpreting, implementing and enforcing these provisions. Information on the rules governing openness in the Legislature can be obtained from the respective houses. Does the Sunshine Law apply to members-elect? Members-elect of public boards or commissions are covered by the Sunshine law immediately upon their election to public office. What qualifies as a meeting? The Sunshine law applies to all discussions or deliberations as well as the formal action taken by a board or commission. The law, in essence, is applicable to any gathering, whether formal or casual, of two or more members of the same board or commission to discuss some matter on which foreseeable action will be taken by the public board or commission. There is no requirement that a quorum be present for a meeting to be covered under the law.

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Florida Sunshine Law FAQ’s Provided Courtesy of the Florida Office of the Attorney General

  

Page 2 of 4 

Can a public agency hold closed meetings? There are a limited number of exemptions which would allow a public agency to close a meeting. These include, but are not limited to, certain discussions with the board's attorney over pending litigation and portions of collective bargaining sessions. In addition, specific portions of meetings of some agencies (usually state agencies) may be closed when those agencies are making probable cause determinations or considering confidential records. Does the law require that a public meeting be audio taped? There is no requirement under the Sunshine law that tape recordings be made by a public board or commission, but if they are made, they become public records. Can a city restrict a citizen's right to speak at a meeting? Public agencies are allowed to adopt reasonable rules and regulations which ensure the orderly conduct of a public meeting and which require orderly behavior on the part of the public attending. This includes limiting the amount of time an individual can speak and, when a large number of people attend and wish to speak, requesting that a representative of each side of the issue speak rather than everyone present. As a private citizen, can I videotape a public meeting? A public board may not prohibit a citizen from videotaping a public meeting through the use of nondisruptive video recording devices. Can a board vote by secret ballot? The Sunshine law requires that meetings of public boards or commissions be "open to the public at all times." Thus, use of preassigned numbers, codes or secret ballots would violate the law. Can two members of a public board attend social functions together? Members of a public board are not prohibited under the Sunshine law from meeting together socially, provided that matters which may come before the board are not discussed at such gatherings. What is a public record? The Florida Supreme Court has determined that public records are all materials made or received by an agency in connection with official business which are used to perpetuate, communicate or formalize knowledge. They are not limited to traditional written documents. Tapes, photographs, films and sound recordings are also considered public records subject to inspection unless a statutory exemption exists.

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Florida Sunshine Law FAQ’s Provided Courtesy of the Florida Office of the Attorney General

  

Page 3 of 4 

Can I request public documents over the telephone and do I have to tell why I want them? Nothing in the public records law requires that a request for public records be in writing or in person, although individuals may wish to make their request in writing to ensure they have an accurate record of what they requested. Unless otherwise exempted, a custodian of public records must honor a request for records, whether it is made in person, over the telephone, or in writing, provided the required fees are paid. In addition, nothing in the law requires the requestor to disclose the reason for the request. How much can an agency charge for public documents? The law provides that the custodian shall furnish a copy of public records upon payment of the fee prescribed by law. If no fee is prescribed, an agency is normally allowed to charge up to 15 cents per one-sided copy for copies that are 14" x 8 1/2" or less. A charge of up to $1 per copy may be assessed for a certified copy of a public record. If the nature and volume of the records to be copied requires extensive use of information technology resources or extensive clerical or supervisory assistance, or both, the agency may charge a reasonable service charge based on the actual cost incurred. Does an agency have to explain why it denies access to public records? A custodian of a public record who contends that the record or part of a record is exempt from inspection must state the basis for that exemption, including the statutory citation. Additionally, when asked, the custodian must state in writing the reasons for concluding the record is exempt. When does a document sent to a public agency become a public document? As soon as a document is received by a public agency, it becomes a public record, unless there is a legislatively created exemption which makes it confidential and not subject to disclosure. Are public employee personnel records considered public records? The rule on personnel records is the same as for other public documents ... unless the Legislature has specifically exempted an agency's personnel records or authorized the agency to adopt rules limiting public access to the records, personnel records are open to public inspection. There are, however, numerous statutory exemptions that apply to personnel records. Can an agency refuse to allow public records to be inspected or copied if requested to do so by the maker or sender of the documents? No. To allow the maker or sender of documents to dictate the circumstances under which documents are deemed confidential would permit private parties instead of the Legislature to determine which public records are public and which are not.

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Florida Sunshine Law FAQ’s Provided Courtesy of the Florida Office of the Attorney General

  

Page 4 of 4 

Are arrest records public documents? Arrest reports prepared by a law enforcement agency after the arrest of a subject are generally considered to be open for public inspection. At the same time, however, certain information such as the identity of a sexual battery victim is exempt. Is an agency required to give out information from public records or produce public records in a particular form as requested by an individual? The Sunshine Law provides for a right of access to inspect and copy existing public records. It does not mandate that the custodian give out information from the records nor does it mandate that an agency create new records to accommodate a request for information. What agency can prosecute violators? The local state attorney has the statutory authority to prosecute alleged criminal violations of the open meetings and public records law. Certain civil remedies are also available. What is the difference between the Sunshine Amendment and the Sunshine Law? The Sunshine Amendment was added to Florida's Constitution in 1976 and provides for full and public disclosure of the financial interests of all public officers, candidates and employees. The Sunshine Law provides for open meetings for governmental boards How can I find out more about the open meetings and public records laws? Probably the most comprehensive guide to understanding the requirements and exemptions to Florida's open government laws is the Government-in-the-Sunshine manual compiled by the Attorney General's Office. The manual is updated each year and is available for purchase through the First Amendment Foundation in Tallahassee. For information on obtaining a copy, contact the First Amendment Foundation at (850) 224-4555.  

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Page 21: Little Manatee South Working Group - Hillsborough County€¦ · official action is to be taken unless there is or appears to be a possible conflict of interest ... A motion to reconsider

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Page 31: Little Manatee South Working Group - Hillsborough County€¦ · official action is to be taken unless there is or appears to be a possible conflict of interest ... A motion to reconsider

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Page 32: Little Manatee South Working Group - Hillsborough County€¦ · official action is to be taken unless there is or appears to be a possible conflict of interest ... A motion to reconsider

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