2021-03-08 Handwritten MinutesCITY OF OKEECHOBEE
FLAGLER PARK DESIGN REVIEW ADVISORY COMMITTEE
MARCH 8, 2021, REGULAR MEETING
HANDWRITTEN MINUTES BY LANE GAMIOTEA
I. CALL TO ORDER
The initial meeting of the Flagler Park Design Review Advisory Committee was called to order
by City Clerk Gamiotea, on Monday, March 8, 2021, at 4:00 P.M. in the City Council Chambers,
located at 55 Southeast 3rd Avenue, Room 200, Okeechobee, Florida.
II. ATTENDANCE by Deputy City Clerk Jenkins
PRESENT ABSENT
Regular Member Robbie Chartier X
Regular Member Susanne Clemons X
Regular Member Bert Culbreth X
Regular Member Regina Hamrick X
Regular Member Kathy Scott X
Regular Member Jennifer Tewksbury X
Regular Member Denise Whitehead X
Alternate Member Greg Maynard X
Alternate Member Paulette Bragel (resigned March 5,
Staff members also present:
City Attorney John Fumero
Deputy City Clerk Bobbie Jenkins
David Allen, Public Works Director
2021 via email)
City Administrator Marcos MontesDeOca
Executive Assistant Robin Brock
Patty Burnette, General Services Coordinator
A. Election of Chair
Clerk Gamiotea opened for nominations for the Chairperson.
A nomination was made by Member Maynard and seconded by Member Denise Whitehead.
The second was not a requirement per Roberts Rules of Order.
No other nominations were offered.
An alternate member not sitting in place of a regular member cannot offer motions. In order to
clear up this issue, the nomination is to be noted to be made by Member Whitehead and a
second is not required.
VOTE: AYE'S: Chartier, Clemons, Culbreth, Hamrick, Scott, Tewksbury, Whitehead.
Motion Carried.
The Chairperson's seat was relinquished by Clerk Gamiotea to the newly appointed
Chairperson, Robbie Chartier.
Election of Vice Chair. Chair Chartier opened the floor for nominations for a Vice Chair. Member
Scott nominated Bert Culbreth. No other nominations were offered.
VOTE: AYES: Chartier, Clemons, Culbreth, Hamrick, Scott, Tewksbury, Whitehead.
Motion Carried.
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 1 of6
III. AGENDA AND PUBLIC COMMENTS
A. Motion by Member Clemons, seconded by Member Scott to approve the agenda as
presented.
VOTE: AYES: Chartier, Clemons, Culbreth, Hamrick, Scott, Tewksbury, Whitehead.
Motion Carried.
B. There were zero agenda item forms or comment cards submitted for public participation
for any issues not on the agenda.
IV. NEW BUSINESS
A. Presentation on application of sunshine, public records, and ethics laws to committee
members.
Fumero-3 laws that apply to you:
SLIDE 3 Ethics: F.S. Chapter 112 Part III, Florida Commission on Ethics. Public Records: F.S.
Chapter 119, Florida Attorney General. Public Meetings: F.S. Chapter 286, Florida Attorney
General
SLIDE 5 You are like an elected official, anything about Flagler park you cannot discuss with
each other outside of this meeting. You can talk about anything that is foreseeable to come up.
Email you about great ideas about the park, that is a public record. Keep any email
correspondence about this committee separate from your personal email. Hired by Martin
County on their public records. It is a pain to log into government issue. County got sued by
landowner, who wanted all emails. They were able to go into their personal emails, it was not
fun, do not co-mingle emails. Interact with members of the public do so using that email system.
Public records and ethics and sunshine, city clerk well versed on this issue, she thinks its odd
shell call me. All of us are here for you.
SLIDE 4 Code of Ethics applies to members of Advisory Bodies, "public officer" includes any
person elected or appointed to hold office in any agency, including any person serving on an
advisory body. Florida Statutes Section 112.313
Key Ethics Concepts. Cannot accept gifts to influence a decision. Cannot do business with
your agency (e.g. sell goods). Cannot misuse your public positions to secure a special privilege,
benefit, or exemption for yourself or others. If something doesn't smell right or feel right contact
the city clerk's office or me.
SLIDE 6 Ethics Laws. Florida Constitution -"A public office is a public trust". Code of Ethics for
Public Officials. Florida Statutes Chapter 112 — Part III. Florida Commission on Ethics. Orders
(following a complaint). Advisory Opinions
SLIDE 7 The Sunshine State: Florida Public Records Law. Florida has a rich and impressive
history of commitment to open records. Florida is known as the home of "Government-in-the-
Sunshine" laws, which promote a policy of open government meetings and records. The policy
has been described as a"cornerstone of our political culture." All writings, texts messages,
whole idea of keeping your private and public lives separate.
SLIDE 8 Public Meetings - Florida Sunshine Law. Florida Attorney General.
http://myfloridalegal.com/webfiles.nsf/WF/MNOS-B9QQ79/$file/SunshineManual.pdf
or www.myfloridalegal.com
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 2 of 6
IV NEW BUSINESS ITEM A CONTINUED:
SLIDE 9 Entire decision-making process must be in the Sunshine. "Every thought, as well as
every affirmative act, of a public official as it relates to and is within the scope of his official
duties, is a matter of public concern; and it is the entire decision-making process that the
legislature intended to affect by the enactment of the statute before us." Times Publishing
Company v. Williams, 222 So. 2d 470, 473 (Fla. 2d DCA 1969).
SLIDE 10 Open Public Meetings. all meetings of any local gov. must be open to the public. No
formal action is binding except as taken at an open meeting. Must provide opportunity for public
comment. Florida Constitution Article I, Section 24(b). Florida Statutes Sections 286.011(1)
and 286.0114
SLIDE 11 Public Records Law. It is the policy of the State of Florida that all state, county, and
municipal records shall at all times be open for personal inspection and copying by any person.
The Public Records Law (ch. 119, F.S.), requires that public records be made available for
public inspection, be kept in usable condition, in safe places, and in convenient places, and
that copying of records be provided at reasonable costs.
SLIDE 12 A Three-part Test. 1. All "documents, papers, letters, maps, books, tapes,
photographs, films, sound recordings, data processing software or other material regardless
of the physical form, characteristics, or means of transmission" (includes electronic
communications like Facebook postings, text messages, emails, blog, vlog, tweets). 2. Made
or received pursuant to law or ordinance or in connection with the transaction of official
business. 3. By any local government which is used to perpetuate, communicate or formalize
knowledge or information.
SLIDE 13 The Modern Realities. Conducting governmental business using non-governmental
equipment or devices. Public records stored on private computers and/or cell phones. Public
records send or received on private email accounts.
SLIDE 14 Practice Tips. A public record is defined by the nature of the document - meaning
the purpose that it was created or information that is conveying, not by where the document
is located, i.e., government-owned device versus a personally owned device.
SLIDE 15 Conclusion. Application of these laws is very fact specific. Feel free to contact the
City Attorney if you have specific questions.
B. Discuss goal of committee.
MDO - As you may know, the FPDRAC's purpose is to gather analysis and information, and
make recommendations to the City Council concerning improvements to Flagler Park. Flagler
Park and other parks within the City are an integral component of Cityscape. Specifically,
FPDRAC will advise and recommend to City Council proposed Flagler Park improvements,
landscape plans, structures, signs, design guidelines and other relevant considerations based
upon their deliberations and public input.
How do we want to see and how we are going to get there?
How many parks at a time?
Financial standpoint from the City, already a landscape architect.
Street usage, striping, and surrounding park area will be the last area we will look at.
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 3 of 6
IV NEW BUSINESS ITEM B CONTINUED:
Conceptual plan that will be at the next meeting, see where the committee wants to go. Council
is behind you. Put something that is detailed and obtainable. Other aspect keep in mind, a lot
to do with other uses, design standards, park standards, etc this would be the body to take it
up. 2 big goals that are huge. Bare canvass to start with.
Bert fundraiser ides from this committee to help come up with a budget.
MDO — looking at grants, let's do the scope now. There are different grants we can go after
and other avenues outside the city funds.
Susan — maintenance budget now?
MDO — will have to get that to you, comingled with other, approx. $30,000 mostly mowing and
sidewalks. Tree replanting etc,
Susan — has the city committed funding for this?
MDO — not specifically yet, once we have a scope, we will present to them. Vary favorable that
they will approve.
JF — this committee develops a product that the LA puts forth? MDO yes.
JF — then we need to know what they are thinking as well.
RC — some dollar ideas would be helpful to know what we should look at, scope of the dollars
to know.
MDO — Tammy will be at the next meeting, and then we can send info to council. Define what
the committee wants to begin with and then let council know. Landscaping first? Sidewalks
first? LA will be in the room to help.
RC — maintenance $ already there to look more over.
Susan — private dollars for cattle project, if we're going to have a timeline going to have a jump,
lighting and landscaping, several hundred thousand dollars committee.
KS, design of that park, is already taken care of, majority done, funding is for the park entirely,
the landscaping, lighting, etc. that architect is making sure proper, just not put in pretty, but
historically which cows follow which, horses, brahman bulls. Majority of funds raised, may be
short on some funds, you may have funds you can use on that. At the end of this year.
MDO — may be laid out but OKMS needs to bring to this committee, then to the council.
Coordination with the time. typical maintenance, $30 to $50,000 but up to what this committee
wants to see.
RC — grant writer?
To Denise, maybe ask what they could do and help the city, she is very resourceful. Ryan
would be willing to help, small investment.
Ryan is ?????
Jennifer — start with the plan done by Economic Council.
KS — other sculptures that OKMS can look at arts and cultural alliance and apply for those
grants. Aesthetic.
JT scope could get very board, power lines underground, some limitations to what we need to
focus on.
MDO limitations are dollars.
RC — priority in our mind first.
JF — one thing, money you can design a caddy or chevy, or yugo. Lot of times come up with a
menu ultimate decisions with dollars, explains coming up with a 10 year project that is funding
over the course of several years.
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 4 of 6
IV NEW BUSINESS ITEM B CONTINUED:
BC — planning and maintain it and making sure not going back and redoing or moving,
MDO — each park will be designed differently and different funds, timeline with which parks are
priority as well. Change from one meeting to the next.
GM — restrictions to what can be done in the parks?
MDO — some but straight forward.
JT — signage, etc
MDO — Tammy next meeting like them to know what we're talking about. Do it right the first
time. they know what you all are discussing.
Clerk Gamiotea requested for the record the persons name that was mentioned earlier
when discussing grant writing? Ryan Ruskay, RMPK funding.
C. Discuss rules and procedures.
Information provided in memo from Attorney Fumero to Committee:
Composition and committee operation
FPDRAC is comprised of 7 members who serve at the pleasure of the City Council in an
advisory capacity. Two alternate members were also appointed to FPDRAC. Such alternate
members should attend all meetings and fully participate in FPDRAC discussions and
deliberations to the point of voting. The committee member terms begin immediately upon
appointment of the members, and shall sunset one year from the date of the First meeting
which shall take place at City Council chambers on March 8t'', 2021, at 4:00 p.m.
Members are required to file a State of Florida, Financial Disclosure Form 1 upon being
appointed, and Form 1- Final upon resignation, or sunset of term. For these forms and
additional information regarding financial disclosure, please contact the City Clerk's office. As
an advisory board, the FPDRAC is subject to the sunshine/open meetings public records and
ethics laws of the State of Florida. Any questions regarding these obligations should be directed
to the City Attorney or City Clerk's office.
JF — any ideas and information, send to MDO/RB and they will distribute to the Committee and
have them review.
Meetinqs, Officers, and Conduct.
The committee shall meet on a regular basis and establish a meeting schedule. Quorum must
be present for the conduct of regular meetings. A majority of the members appointed shall
constitute a quorum. Meetings will be advertised by the Office of the City Clerk, as required by
Florida Statute, so the public may attend and provide feedback. All meetings shall be open to
the public at all times and minutes shall be taken at each and every meeting. Meetings shall
generally be governed by Roberts Rules of Order. At the initial meeting of the Committee, a
Chairperson and Vice -Chairperson will be elected among the members for a one-year term.
The responsibilities of the Chair shall be to conduct the meetings in an efficient manner,
regulate and facilitate discussions, present recommendations and/or reports to the City Council
on behalf of the FPDRAC. Duties of the Chair shall be to: Call meetings to order; Establish and
schedule meetings as necessary; Develop and provide an Agenda for each meeting; Preside
at the meetings; Service as the primary liaison to staff and City Attorney; Perform such other
functions as may be necessary or drrected by City Council; Declare the alternate to be a voting
member for the duration of the meeting, should any permanent member be absent. Meetings
shall be held on a regular schedule, to be determined by the Chair in consultation with City
Administrator Marcos Montes De Oca. The Vice -Chair shall perform the duties of the Chair in
the Chair's absence and such other duties as the chair may assign.
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 5 of6
IV NEW BUSINESS ITEM C CONTINUED:
If a vacancy occurs in the office of the Chair, then the position shall be assumed by the Vice -
Chair for the remainder of the term. The City Administrator shall serve as non-voting ex-officio
member of the FPDRAC. Administration and support staff for the FPDRAC shall be provided
by the City Administrator's office. Should you have any questions or comments, please do not
hesitate to contact the City Administrator Marcos Montes De Oca, or his Executive Assistant,
Robin Brock.
D. Discuss webpage and assign City emails for committee members.
MDO — assigned emails for each of you, information and instructions, auto archives.
RB email you with your email and temp passwords and how to set them up.
Any issues well call Rick at ICS.
Webpage will be designated for this committee, we will post your agendas, minutes, plans,
photos, conceptual plans, designs, townhall meetings that will work in conjunction with it.
Meeting on the scrolling banner.
JF — may want to conduct workshops to get public input out there.
Useful to have a substantive discussion, learning more about what the end game is here.
Define and do so up front, would be helpful. Really impress with what they have done in
public parks. Important at the next meeting for them to tell you creative plug in and hopefully
will be well defined.
RC — mission up front *start agenda with*
Susan our mission cannot be maintenance. Don't want that to be our focus at all.
RC to MDO — so you will bring the maintenance budget at the next meeting.
Susan and what you spent it on.
MDO — separate line time for arch land, separate from landscaping and tree replacement.
RC and outlining for next agenda 2 pretty detailed discussions.
E. Discuss upcoming meeting schedule.
Susan — don't want to meet at night.
Regina — earlier
KS — flexible.
JT —
RC — somewhat flexible.
How many times a month do you want to meet?
RC — next meeting figure out how many per month.
Mondays
Susan, 3�d Monday every other month.
3 PM
Next meeting will be Mar 29, 3 pm.
V. Chair Chartier adjourned the meeting at 4:54 P.M.
L. Gamiotea Handwritten Minutes, FPDRAC, March 8, 2021, Page 6 of 6
CITY OF OKEECHOBEE
FLAGLER PARK DESIGN REVIEW ADVISORY COMMITTEE
MARCH 8, 2021, REGULAR MEETING
HANDWRITTEN MINUTES BY BOBBIE .1ENKINS
I. CALL TO ORDER
The initial meeting of the Flagler Park Design Review Advisory Committee was called to order
by City Clerk Gamiotea on Monday, March 8, 2021, at 400 P.M. in the City Council Chambers,
located at 55 Southeast 3rd Avenue, Room 200, Okeechobee, Florida.
II. ATTENDANCE
PRESENT ABSENT
Regular Member Robbie Chartier _x
Regular Member Susanne Clemons _x_
Regular Member Bert Culbreth _x_
Regular Member Regina Hamrick _x_
Regular Member Kathy Scott _x
Regular Member Jennifer Tewksbury _x_
Regular Member Denise Whitehead _x_
Alternate Member Greg Maynard x
Alternate Member Paulette Bragel (resigned March 5, 2021 via email)
City Attorney John Fumero _x_
City Administrator Marcos MontesDeOca _x_
City Clerk Lane Gamiotea _x_
Deputy City Clerk Bobbie Jenkins _x_
Executive Assistant Robin Brock x
A. Election of Chair
Robbie -Greg/Denise
Members Chartier , Clemons , Culbreth , Hamrick , Scott ,
Tewksbury Whitehead . Motion Carried.
Bert-KS/JT Vice Chair
Members Chartier , Clemons , Culbreth , Hamrick , Scott ,
Tewksbury Whitehead . Motion Carried.
III. AGENDA AND PUBLIC COMMENTS
A. Motion by Member SC , seconded by Council Member KS to
approve the agenda as presented.
Members Chartier , Clemons , Culbreth , Hamrick , Scott ,
Tewksbury Whitehead . Motion Carried/Denied.
B. There were agenda item forms or comment cards submitted for public
participation for any issues not on the agenda.
B. Jenkins Handwritten Minutes, March 8, 2021, Page 1 of 8
I 1�� � I ����I ��II+�1►L��?
A. Presentation on application of sunshine, public records, and ethics laws to committee
members.
JF-now that you're committee member, 3 laws apply to you.
Ethics has to do with accepting gifts, money, favors, etc.
2na law-sunshine law. Florida has a very expansive law. The issues that come before this
committee, anything regarding flagler park, you shouldn't discuss amongst yourselves
outside of this meeting. There was an advertisement, anyone can come here and listen to
you deliberate. Outside of this meeting, two or more of you cannot talk about flagler park
issues. It applies to all elected officials in the state of Florida.
3�d law-public records law-Florida liberal law, i.e., email you I have these great ideas and sent
you an email, that email is a public record. We're going to talk to you about emails. Keep any
email correspondence regarding this committee separate from your personal emails. Hired by
martin county 4 years ago, I testified at the criminal trial as an expert on public records. Many
county commissioners over time would use their personal account when a constituent would
email them. Sued over emails, able to go into each personal email, hire a 3rd party expert, not
fun. Don't want to co-mingle that. MDO is going to talk to you about setting up a separate
email account. So, if you want to interact with members of the public, you do so using that.
SLIDE 3
Ethics: F.S. Chapter 112 Part III, Florida Commission on Ethics
Public Records: F.S. Chapter 119, Florida Attorney General
Public Meetings: F.S. Chapter 286, Florida Attorney General
SLIDE 4
Code of Ethics applies to members of Advisory Bodies
"public officer" includes any person elected or appointed to hold office in any agency, including
any person serving on an advisory body. Florida Statutes Section 112.313
We can spend a day talking about ethics.
SLIDE 5
Key Ethics Concepts
• Cannot accept gifts to influence a decision (consultant involved wants to take you to
dinner, that's a no-no)
• Cannot do business with your agency (e.g. sell goods) you can't sell pencils to the city.
You are now an arm. Keep a little bit of distance.
• Cannot misuse your public positions to secure a special privilege, benefit, or exemption
for yourself or others (I can do things that might benefit you-no no) General rule of
thumb, something doesn't feel or smell right there's a reason for that. Presented with a
situation please contact the city clerk's office or myself.
SLIDE 6
Ethics Laws
• Florida Constitution -"A public office is a public trust"
• Code of Ethics for Public Officials
• Florida Statutes Chapter 112 — Part III
• Florida Commission on Ethics
B. Jenkins Handwritten Minutes, March 8, 2021, Page 2 of 8
- Orders (following a complaint)
- Advisory Opinions
SLIDE 7
The Sunshine State: Florida Public Records Law
• Florida has a rich and impressive history of commitment to open records.
• Florida is known as the home of "Government-in-the-Sunshine" laws, which promote a
policy of open government meetings and records. The policy has been described as a
"cornerstone of our political culture."
Publicly noticed meeting — assume everything is a public record, notes on the agenda, formal
or informal.
Text messages are a public record, new technology app that will allow you to produce your text
messages from identified strings. I can tell you this, represented cities and counties, public
records request made for all text messages. Calendars on desk, and the notes on it. Emails
primarily.
3-part test-all documents, papers, letters, maps, books, tapes, photographs, data processing
software, physical and non-physical form, social media posts, Facebook, tweets, blogs.
Public record is defined by the purpose of the document. Doesn't matter where its located,
deemed a public record if it relates to the charge of this business. Not only what is before you
but what can come before you. Here you have a well-defined purpose.
SLIDE 8
Public Meetings - Florida Sunshine Law
Florida Attorney General
http://myfloridalegal.com/webfiles.nsf/WF/MNOS-B9QQ79/$file/SunshineManual.pdf
or
www.myfloridalegal.com
SLIDE 9
Entire decision-making process must be in the Sunshine
"Every thought, as well as every affirmative act, of a public official as it relates to and is within
the scope of his official duties, is a matter of public concern; and it is the entire decision-making
process that the legislature intended to affect by the enactment of the statute before us." Times
Publishing Company v. Williams, 222 So. 2d 470, 473 (Fla. 2d DCA 1969)
SLIDE 10
Open Public Meetings
• all meetings of any local gov. must be open to the public.
• no formal action is binding except as taken at an open meeting.
• must provide opportunity for public comment.
Florida Constitution Article I, Section 24(b)
Florida Statutes Sections 286.011(1) and 286.0114
SLIDE 11
Public Records Law
B. Jenkins Handwritten Minutes, March 8, 2021, Page 3 of 8
• It is the policy of the State of Florida that all state, county, and municipal records shall
at all times be open for personal inspection and copying by any person.
• The Public Records Law (ch. 119, F.S.), requires that public records be made available
for public inspection, be kept in usable condition, in safe places, and in convenient
places, and that copying of records be provided at reasonable costs.
SLIDE 12
A Three-part Test
1. All "documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software or other material regardless of the physical form,
characteristics, or means of transmission" (includes electronic communications like
Facebook postings, text messages, emails, blog, vlog, tweets).
2. Made or received pursuant to law or ordinance or in connection with the transaction of
official business.
3. By any local government which is used to perpetuate, communicate or formalize
knowledge or information.
SLIDE 13
The Modern Realities
Conducting governmental business using non-governmental equipment or devices.
Public records stored on private computers and/or cell phones.
Public records send or received on private email accounts.
SLIDE 14
Practice Tips
A public record is defined by the nature of the document --- meaning the purpose that it was
created or information that is conveying, not by where the document is located, i.e.,
government-owned device versus a personally owned device.
SLIDE 15
Conclusion
• Application of these laws is very fact specific
• Feel free to contact the City Attorney if you have specific questions
Any questions, comments or concerns. - NONE
JF-once a year, elected officials are required to do a 5-hour class for ethics.
B. Discuss goal of committee.
MDO-city council put this committee out, recommendations to the council from this committee.
Get into this the next meeting, design, tributes, what you want to see, how you want to get
there. The reason I say that is next meeting how many parks do you want to look at at one
time. Develop a scope to give the landscape architect to start working, street usage, restriping,
recommendations, etc. Where does the committee want to start. Accepted conceptual plan,
will have at the next meeting. Very straight forward process. Know the council is behind, not
an issue. Want to put a detailed obtainable scope. The other aspect, how can we develop the
6 parks, uses, design standards, park standards, something else you want to see, this is the
committee to do it. Bunch of parks that are bare canvasses.
B. Jenkins Handwritten Minutes, March 8, 2021, Page 4 of 8
BC-fundraising ideas from this committee?
MDO-lets do the scope first, I'm looking into DEO right now. Sidewalks, SCOP or SCRAP, it all
depends on the outcome of the scope. Not yet, different avenues.
RC-any other questions
SC-what is the maintenance budget now for the parks
MDO-sidewalks taken out of public works budget, just $30,000
SC-mainly mowing
MDO-yes ma'am, my goal is after the committee be in one line item. A little bit more homework
on our side
SC-has the city committed money for this committee to utilize?
MDO-no, but scope is delivered, very favorable from the council to push dollars for this. Already
have a landscape architect.
JF-so is this committee going to develop a product that the architect develops into the plan.
Make sure this fits what the architect sees as well.
RC-sometimes knowing what the city can afford before designing helps, because you want to
know how much we can spend before developing. Are they looking for funding from the city,
do grants, all are viable, scope of dollars so it fits.
MDO-Tammy will be here next meeting. Next meeting will determine how many parks to take
on at once. Develop scope, 2.2 million dollars, we will meet reluctance from council. DO you
want to focus on landscaping first, sidewalks, discuss more at length at the next meeting.
RC-provide the committee what the maintenance budget is currently, so the focus of the
committee is not the maintenance.
SC-a lot of private dollars has been raised for the cattle drive project, so if we're going to have
a timeline, we're going to jump to lighting, landscaping, several 100 thousand dollars have been
committed.
KS-I can tell you that the design of that park, Jennifer knows, has been taking care of, but our
funding for the cattle drive was not just for the sculpture but for the lighting, architecture,
landscaping. Good consultant working with us as an artist on the park, just not going to be
designed aesthetically but proper. Just isn't going to be put in there to look pretty, historic factor,
as far as to let the committee off a little bit, budget and majority has been raised, couple more
thousand to go. Our project for the cattle drive included the lighting, infrastructure, landscaping.
MDO-main street has a layout, must come to this committee, then to the council.
KS-I don't think this committee would have a problem
MDO-30-40K outside of maintenance for all of our parks, but again it depends on what this
committee wants to see and what park.
RC-does the city have a grant writer. Denise, I know Ryan could do some of that. Talk to Denise
about that Grant Writer, County side, there working on this.
DW-Ryan Ruskay with RMP Kay funding is willing to help
RC-did the Council embrace the ECOK conceptual plan
JT-I can provide the hard copies,
RC-that will help as well.
JT-groundwork,
RC-instead of working with a clean state.
KS-while you're talking about grants, the artistic portion of each of these parks, you may want
to add sculptures, OKMS can look for arts & cultural alliance that can cover the artistic part of
the parks.
MDO-I'd like this to go a little more streamlined form the CCRAC meeting.
RC-anyone have any questions on the goal.
JT-feel like the scope can get pretty involved. Are there some limitations of what to focus on?
MDO-because it's government there will be limitations.
B. Jenkins Handwritten Minutes, March 8, 2021, Page 5 of 8
RC-aesthetically pleasing first, committee make the priorities.
JF-you can design a Cadillac or chevy, you need to kind of know. They can come up with kind
of like a menu, so decision makers with dollars, but you can come up with a ten-year project.
BC- I think the most important part is to plan it correctly, and maintain it, plus implementation.
MDO-landscape architect, we've established a fund for this park, may take two years, but we
will address this next meeting. Completely up to council.
GM-are there any restrictions on what can and can't' be done in the parks.
MDO-pretty straight forward on what we can
JT-landscape architect can help us on that
MDO-yes and they will be here next meeting because I'd like them to know what we're talking
about. But they put together a plan to know that we are all on the same page.
RC-any other questions.
As you may know, the FPDRAC's purpose is to gather analysis and information, and make
recommendations to the City Council concerning improvements to Flagler Park. Flagler Park
and other parks within the City are an integral component of Cityscape. Specifically, FPDRAC
will advise and recommend to City Council proposed Flagler Park improvements, landscape
plans, structures, signs, design guidelines and other relevant considerations based upon their
deliberations and public input.
C. Discuss rules and procedures.
MDO-Point of contact is our office, obviously reach out to the attorney. Feel free to meet, call
or ask questions.
JF-MDO can distribute any information that you have.
MDO-JF is going to be there, feel free to ask John.
Composition and committee operation
FPDRAC is comprised of 7 members who serve at the pleasure of the City Council in an
advisory capacity. Two alternate members were also appointed to FPDRAC. Such alternate
members should attend all meetings and fully participate in FPDRAC discussions and
deliberations to the point of voting.
The committee member terms begin immediately upon appointment of the members, and shall
sunset one year from the date of the First meeting which shall take place at City Council
chambers on March 8, 2021, at 4:00 p.m.
Members are required to file a State of Florida, Financial Disclosure Form 1 upon being
appointed, and Form 1- Final upon resignation, or sunset of term. For these forms and
additional information regarding financial disclosure, please contact the City Clerk's office.
As an advisory board, the FPDRAC is subject to the sunshine/open meetings public records
and ethics laws of the State of Florida. Any questions regarding these obligations should be
directed to the City Attorney or City Clerk's office.
Meetinqs, Officers, and Conduct.
The committee shall meet on a regular basis and establish a meeting schedule. Quorum must
be present for the conduct of regular meetings. A majority of the members appointed shall
constitute a quorum.
B. Jenkins Handwritten Minutes, March 8, 2021, Page 6 of 8
Meetings will be advertised by the Office of the City Clerk, as required by Florida Statute, so
the public may attend and provide feedback. All meetings shall be open to the public at all times
and minutes shall be taken at each and every meeting. Meetings shall generally be governed
by Roberts Rules of Order. At the initial meeting of the Committee, a Chairperson and Vice -
Chairperson will be elected among the members for a one-year term. The responsibilities of
the Chair shall be to conduct the meetings in an efficient manner, regulate and facilitate
discussions, present recommendations and/or reports to the City Council on behalf of the
FPDRAC.
Duties of the Chair shall be to:
i) Call meetings to order,
ii) Establish and schedule meetings as necessary;
iii) Develop and provide an Agenda for each meeting;
iv) Preside at the meetings;
v) Service as the primary liaison to staff and City Attorney;
vi) Perform such other functions as may be necessary or directed by City Council;
vii) Declare the alternate to be a voting member for the duration of the meeting, should any
permanent member be absent.
Meetings shall be held on a regular schedule, to be determined by the Chair in consultation
with City Administrator Marcos Montes De Oca. The Vice -Chair shall perForm the duties of the
Chair in the Chair's absence and such other duties as the chair may assign. If a vacancy occurs
in the office of the Chair, then the position shall be assumed by the Vice -Chair for the remainder
of the term.
The City Administrator shall serve as non-voting ex-officio member of the FPDRAC.
Administration and support staff for the FPDRAC shall be provided by the City Administrator's
office.
Should you have any questions or comments, please do not hesitate to contact the City
Administrator Marcos Montes De Oca, or his Executive Assistant, Robin Brock.
D. Discuss webpage and assign City emails for committee members.
MDO-because we're keeping you out of trouble, we are going to email you your city email
and password to your personal email.
RB-going to email you your address, temp password, and instructions.
MDO-if you have any issues at all, we'll all Rick.
MDO-webpage-home page, contact information, pictures, sure would ask for us to be setting
up a separate page.
RC-transparency from the City, good idea
MDO- a lot more critical, put the conceptual plan and some of the designs, we are going to
have TH meetings to go along with it, conjunction with the website. It will be up very soon, on
the city banner on the home page as well. Also be posting the agenda on that page.
RB-Government, and you'll have your own page.
JF-may want to consider having a public workshop in the future. Public input is important. 2"a
on the mission, candidly the mission is in the resolution that I drafted. I think it would be very
useful to have a substantive discussion about what you think is your mission. There's not a
lot of guidance in the resolution that created the committee. I think you can define that before
B. Jenkins Handwritten Minutes, March 8, 2021, Page 7 of 8
you get too far down the road. Really impressed with the landscape architect's presentation.
Its going to be important at the next meeting what to plug in.
RC-starting the agenda with that at the next meeting
SC our mission can't be maintenance of what's already there. There's already issues.
Landscaping that needs to be trimmed. I don't want that to be our focus at all.
RC-going to bring us a maintenance budget too
MDO-what's in the budget this year would be more of a knowledge standpoint. This year
won't tell you a whole lot. When we talk with council, this was a completely separate project.
The big one is going to be separate.
RC-tammy is going to come talk to us. Think about the timing of that before we set this next
meeting.
MDO-any detail questions or anything you guys want to see, let me know.
E. Discuss upcoming meeting schedule.
MDO-tammy fairly open. Call a meeting to set a time, didn't want to put this off. Now that this
committee is formed, we're behind everyone. Do you want it during the day, evening,
RC-open up to the committee.
SC-no meeting at nights at all
JT-daytime is good,
BC-daytime is fine
RH-liked to have it a little earlier
KS-flexible
RC-not as flexible, just depends.
MDO-how many times a month do you want to meet.
RC-think at this point, start with the next meeting and figure out from there. We don't know
how much work we have in front of us.
RC, DW, JT, - Mondays are fine with us
RC-3 pm better with everyone-consensus.
March 29t" at 3PM.
MDO-if anyone does not get their emails, just give me and robin a call.
V. The meeting was adjourned at 454 P.M.
B. Jenkins Handwritten Minutes, March 8, 2021, Page 8 of 8