Board of Commissioners Workshop Meeting

THE CITY OF MADEIRA BEACH, FLORIDA PUBLIC NOTICE BOARD OF COMMISSIONERS 0 0 MEETING The Board of Commissioners of the City of Madeira Beach, Florida will meet at City Hall, located at 300 Municipal Drive, Madeira Beach, Florida to discuss the agenda items of Oty Business listed at the time Indicated below. I 2:00PM MAY26,2015 CONFERENCE ROOM A. CALL TO ORDER - The meeting was called to order at 2:02 p.m. B. ROLLCALL MEMBERS PRESENT: Elaine Poe, Vice-Mayor Terry Lister, Commissioner District 1 Nancy Hodges, Commissioner District 2 MEMBERS ABSENT: Travis Palladeno, Mayor Patricia Shontz, Commissioner District 4 STAFF PRESENT: Shane B. Crawford, City Manager (CM) Vincent M. Tenaglia, Assistant City Manager/Finance Director (ACM/FD) Thomas Trask, City Attorney (CA) Aimee Servedio, City Clerk (CC) Dave Marsicano, Public Works/Finance Director (PW/FD) CM: Explained to the present Board members that the Mayor had a previous engagement and Commissioner Shontz was dealing with a family emergency. Both will be excused formally at the next regular meeting. The Vice-Mayor will conduct the Special Meeting and the Workshop Meeting today. C. ITEMS: 1. DISCUSSION ON BUDGET AND FINANCIAL POLICIES Vincent M. Tenaglia, Assistant City Manager ACM/FD: In February, he began talking about financial policies and analysis that the City should consider putting into practice. In the last few months, he has considered different policies with the CM and a Financial Advisor Firm. Right now, the City has no investment policy which means that there are investments that we are and are not authorized to make. There is also no policy to guide him in terms of City investments as well. The City is essentially starting from scratch in regards to investment. Today will be more of an introduction to some of these policies that the City needs to create, he is not looking for recommendations today. There is also no real budget policy. Currently, he uses language such as ''The City historically has ... '' which isn't terrible, but it still isn't actually a policy. These are not administrative policies, these are governance policies which is why the support and direction is needed by the Board. At the next meeting, he is hoping to have some examples to provide to the Board for consideration. The idea has been a "New Madeira Beach" in which the City is reinventing itself in many ways: expanding, adding more services, taking a more aggressive stance on local issues. With all these changes, we need 05/26/2015 BOC WORKSHOP MEET I NG 112 to consider the long-term picture. He has been working to get his Certified Public Finance Officer License and working with GFOA. He wants to take the education the City has invested in him and establish some best practices and improve the tools at the City's disposal. He then introduced the representatives from PFM who work with many other cities in the area. The two gentleman present, David Hart and David Moore will be working with the City and guide them. PRM: The two representatives from PFM introduced themselves to the Board and described their firm which helps with financial and budget advisory services. Essentially, they will present the many different options available for each policy to help the Board have an understanding to make an educated and informed decision on how they would like the City to operate financially. The firm does not present their decisions, but ·aids the Board with questions, examples, and what from their experience would be beneficial and/or detrimental to the City. Consensus was to have the City Manager, Assistant City Manager/Finance Director, and representatives from PFM continue to work together on future policy presentations to the Board of Commissioners. 2. DISCUSSION ON SOON TO EXPIRE TERMS FOR MEMBERS ON CITY APPOINTED BOARDS Shane B. Crawford, City Manager and Aimee Servedio, City Clerk CM: This item will be presented to you by the City Clerk as we receive City Appointed Board applications. Last year, the City realized the rotation had become out of order and to stagger the election terms to follow the stipulations in the City Charter, positions were drawn from a hat at random. There are five positions currently up for re-appointment: two positions on the Planning Commission, two positions on the Civil Service Commission, and one position on the Library Board of Trustees. The City Clerk has advertised these openings in the paper and on the City website. We have already received a few but the deadline for submission is not set until Monday, June 8, 2015. After that, the City Clerk will provide tabulation sheets for the Board to choose which applicants will be appointed. Consensus was to have the City Clerk put together a scoring tabulation sheet when the submission deadline has passed. The Board will choose the appointments at the next BOC Meeting. D. ADJOURNMENT- The meeting was adjourned at 3:04 p.m. Date approved: O~I 0\ I lOi S Travis Palladeno, MAYOR Submitted by Aimee Servedio, CITY CLERK 05/26/2015 BOC WORKSHOP MEET I NG 212