Town Council Workshop Meeting

Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 TOWN OF LOXAHATCHEE GROVES TOWN HALL COUNCIL CHAMBERS 155 F. ROAD, LOXAHATCHEE GROVES, FL 33470 TOWN COUNCIL WORKSHOP MINUTES MINUTES OCTOBER 21, 2025 1. Call to Order, Roll Call & Opening The meeting began at 6:00 PM with all council members present:  Mayor Anita Kane  Vice Mayor Marge Herzog  Council Members Lisa El-Ramey, Todd McLendon, and Paul Coleman The meeting format was a workshop-style session, designed for open communication, brainstorming, and priority-setting rather than formal voting. The Mayor emphasized keeping action notes throughout the session. 2. Public Comment – Community Issues & Concerns 2.1. RedSpeed School Zone Cameras & Enforcement Confusion Multiple residents raised concerns about:  Whether cameras were enforcing speed before drivers reached the school zone sign  Confusion over when the cameras activate  Differences between: o School zone flashing-light enforcement Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 o The town’s 30 MPH year-round enforcement segment on Okeechobee Blvd The council clarified:  RedSpeed cameras activate at the legally posted sign, not before  The school zone enforcement period is larger than the flashing-light window (30 minutes before/after school + all instructional hours)  Residents reported the county sign placement may be incorrect, prompting the council to direct staff to: o Confirm exact location of official speed transitions o Request new advance-warning signs (“Prepare to Slow”) or road striping 2.2. RV Park Application – Transparency & Process Residents expressed frustration that:  A previously noticed RV park hearing was canceled  No explanation had been provided  The project “seems to be lurking” without updates Council clarified:  The applicant canceled the hearing, not the town  The application remains active until the applicant withdraws  Applicants may reschedule as many times as they wish as long as they pay required fees  The council cannot express opinions or pre-judge the application due to quasi- judicial rules  Residents were assured that full public notice will occur when a new hearing date is set 2.3. Late Agendas & Inconsistent Public Notice Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 Residents raised concerns about consistently late agenda posting, especially for:  Charter Review Committee  ULDC Committee  Finance Committee Issues cited:  Agendas arriving only 1–2 days before meetings  Incomplete backup packets  Two different calendars on the town website showing different meeting dates Council Discussion:  Acknowledged the long-standing problem and staff turnover  Proposed solutions: o Require addendum pages to upload late documents o Require agendas be posted one week in advance, even if backup follows later o Direct staff to consolidate or synchronize website calendars 2.4. Spending Transparency, Backup Requirements & Check Signing Residents and council members discussed:  Instances where reimbursement checks lacked proper receipts  Concerns that handwritten notes were submitted instead of documentation  Requests to standardize what qualifies as “acceptable backup” Council emphasized:  Backup must be: o Receipts o Purchase orders o Credible documents Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233  Handwritten lists are not acceptable except under rare, documented circumstances  Council expressed frustration when they are asked to sign checks with insufficient documentation 3. Workshop Discussion – Council Policies, Priorities & Procedures 3.1. Consent Agenda – What Belongs & What Doesn’t The council analyzed how consent agendas should operate. Consensus Points:  Consent should contain: o Routine business o Second readings that have already been discussed o Appointments and items without spending impacts  It should NOT contain: o New expenditures o Items lacking backup o Controversial or large contracts Council noted confusion from residents when consent items were frequently pulled and moved. 3.2. Committees & Tasking – How Direction Should Flow Several council members argued that committees:  Should be tasked directly by council  Should not self-initiate major projects  Must receive clear guidance to avoid drift or confusion Example: The council considered tasking the Finance Committee with reviewing staff’s 5% Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 reduction exercise for potential savings ideas. 3.3. Sunshine Law – Sharing Information Between Council Members The council expressed continued frustration:  They cannot discuss matters outside meetings  They cannot forward information to each other without violating Sunshine Proposal raised:  Allow one-way communication from a council member → to the clerk → to the rest of council  No replies allowed Council agreed to request:  The town attorney provide case law or AG opinions on the legality of one-way distribution 3.4. Priority List & Strategic Plan Council agreed:  The next workshop should focus on the townwide priority list of 100+ items  The list must inform the strategic plan, required under the manager’s contract by March  A “top 10” set of immediate priorities would help staff allocate workload 4. Major Planning & Policy Topics 4.1. Okeechobee Blvd – Proposal to Rename Back to “Middle Road” Council Member McClendon proposed:  Renaming Okeechobee Blvd to Middle Road, its historical name Rationale: Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233  Strengthen the town’s legal position to maintain: o Two-lane configuration o Speed control authority  Reinforce the argument that it is a rural main street, not an urban highway Council consensus:  Supportive  To place the item on an upcoming agenda 4.2. Boundary of the Commercial Corridor (Tangerine → Southern Blvd) Discussion centered on:  Confusion in comp-plan language regarding the “Southern Blvd Commercial Corridor”  Concern that past approvals (Publix center and State College area) created precedent up to Collecting Canal  Need to clarify and strengthen language to prevent expansion northward  Council may direct Charter Review and staff to strengthen boundary protections 4.3. Charter Review – Suggested Amendments Several items emerged for referral to the Charter Review Committee: 1. Making the Town Clerk a charter officer 2. Possibly making the Finance Director a charter officer (council noted pros/cons) 3. Reviewing/removing the clause requiring 4 council votes to terminate the Town Manager o Suggestion: remove clause from charter entirely and keep termination terms negotiated by contract 4. Improving separation of powers and responsibilities between council–manager– staff Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 5. Staffing, Operations & Internal Issues 5.1. Staff Turnover & Missing Roles Residents and council highlighted:  Persistent turnover in front desk, permitting, support staff  Temporary employees without name tags or introductions  Difficulty knowing who performs which role Council agreed:  Need for better onboarding  Name tags at public counters  Clarifying workflows to prevent inconsistent answers 5.2. Two Calendars Problem Issue:  The homepage calendar and meeting-agenda calendar are completely out of sync Council action:  Direct staff to update calendars weekly by Monday noon  Ensure consistency between MuniCode and CivicPlus systems 6. Upcoming Events & Council Coordination 6.1. Wellington Holiday Parade – December 14 Theme: “Celebrating the Season Through the Years” Council discussed:  Decorating the town’s flatbed float  Using a low-cost “DIY” approach (like last year) Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233  Considering themes such as: o Home Alone o Christmas Vacation o Generational Christmas scenes Deadline:  Council to finalize concept at the Nov. 18 workshop 6.2. Founders & Veterans Day Parade – November 8 Planned route:  Start: Medical Center parking lot  End: Samuel Friedland Park Council tasks:  Recruit veterans for recognition  Clean up and verify the veterans list  Encourage residents to submit names by Oct. 31 via text to Councilwoman Herzog 7. Tone, Communication & Public Trust The meeting repeatedly returned to themes of:  Transparency  Misinformation circulating on social media  Unrealistic expectations of council authority  Civility and respectful discourse Residents praised the workshop format as:  The most productive, informative meeting they had attended Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233  A model for improved communication 8. Adjournment The council closed the workshop after approximately two hours of open discussion, concluding with mutual agreement that:  Workshops of this style should occur regularly  The session strengthened understanding, collaboration, and trust between council and the community Docusign Envelope ID: 5F21E29C-166C-444B-B21B-216A682C1233 TOWN OF LOXAHATCHEE GROVES, FLORIDA ATTEST: Mayor Anita Kane, Seat 3 Town Clerk Vice Mayor Margaret Herzog, Seat 5 Councilmember Todd McLendon, Seat 1 Councilmember Lisa El-Ramey, Seat 2 Councilmember Paul T. Coleman II, Seat 4