TOWN OF MELBOURNE BEACH
MINUTES
TOWN COMMISSION - SPECIAL MEETING
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THURSDAY
JUNE 28, 2001
5:30 P.M.
COMMUNITY CENTER
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A special meeting of the Town Commission of the Town of Melbourne Beach, Florida was
called to order by Mayor Wille at 5:35 p.m. on Thursday, June 28, 2001 in the Community Center.
Mayor Wille also led the Pledge of Allegiance to the Flag.
Present: Mayor Wille
Commissioner Smith
Commissioner Stacey
Commissioner Stark
Absent: Vice Mayor Remark
Others Present: Town Manager Ciummo
Police Chief Walters
Town Clerk Masny
I. REVIEW OF LISTING OF STATUS OF ONGOING PROJECTS
Mayor Wille stated that there was a discussion at the last regular meeting regarding the Town
Manager providing a status of different Town projects and the Town Manager has taken on a
management software program to help her put together a report which can be updated on a
monthly basis.
Town Manager Ciummo stated that the data can be provided by individual assignments, task and
notes, project or name. Town Manager Ciummo stated that she is still working on the program;
but, when she completes it, it will contain just about every aspect of the entire operation. Town
Manager Ciummo stated that she has passed out a revised form which is not complete as more
information is needed to be entered into the program.
Mayor Wille stated that it had been discussed that the Town Commission had recognized that
this was a proper direction and goal to have and the efforts being made are laudable; but, there
has to be something as a quick briefing for the Town Commission to be made aware of the
projects and their status.
Mayor Wille requested comments from the Town Commission regarding ideas of the status
report.
Commissioner Smith asked if each Commissioner was supposed to turn in a list of items they
want addressed? Town Manager Ciummo stated that she tried to incorporate some of the listed
concerns into this report.
Mayor Wille stated that he would like a procedure for the Town Manager to answer inquiries at
meetings from Town Commissioners and stated that he got the impression that the Town
Manager felt that any discussions by Commission would need to be on the agenda for action.
Town Manager Ciummo stated that it would not be general discussion, but, sometimes issues are
brought up that need investigation to respond and it would be best to make these agenda items.
Mayor Wille stated that on occasion, it is appropriate to bring up an issue or question in front of
the entire Commission because this is the only time the Commission has to get a sense of what
the others feel on subjects. Mayor Wille suggested that the Town Manager write down the
inquiries needing answers.
Commissioner stated that the Commissioners' lists of questions are getting longer is the
biggest concern because the Town Commission is now monitoring the status of projects and
issues that keep coming up at the end of the meetings indicates that there is a break down in
communication and this has to be resolved. Commissioner Stark suggested that there be written
communication of updates to each Commissioner, which will help the Town move forward.
After a discussion regarding communication between the Town Manager and the Town Commission,
the Town Commission advised the Town Manager that they would like project updates monthly in
a narrative form to include dates; responses to inquiries addressed in writing with copies to each
Commissioner,; and a status report of open items. Mayor Wille asked the Town Manager if she
can respond to the Town Commission regarding these items? Town Manager Ciummo stated
that she did not see a problem with this request.
II. DISCUSSION FOR THE PURPOSE OF CLARIFICATION THE DUTIES AND
RESPONSIBILITIES OF THE TOWN COMMISSION AND TOWN MANAGER
Mayor Wille has stated that the Town Manager has included in the agenda package excerpts of the
Town Manager's job description and the Town Charter regarding her duties.
Mayor Wille stated that some Commission members believe there may not e an equality of
the information available or responsiveness by the Town Manager to any and all of the
Commission. Mayor Wille stated that all Commissioners are equal, all elected by the
residents or Melbourne Beach to do the Town business through the Town staff by establishing
policies and procedures and inquiring about projects.
The Town Commission and Town Manager reviewed the chain of command and how
communications should move through the Commission to the Manager to Town staff and
back and forth to help move projects forward.
Commissioner Stark stated that the Town Manager has previously indicated that she believes the
Commission is intruding into things under her purview which are, in reality, inquiries from
Commission members. Mayor Wille stated that his also has to do with following the chain of
command.
The Town Commission and Town Manager had a lengthy discussion regarding communication,
behavior and trust.
The Town Commission and Town Manager acknowledged that they are willing to improve
communications and improve the ability to move forward to take care of the Town's business
Commissioner Stark stated that the report the Town Manager has started working on to organize
herself is a good step, but, it needs to be transmitted into a format that the Town Commission has
requested.
IV. DISCUSSION AND POSSIBLE ACTION REGARDING TOWN COMMISSION
MEETING POLICIES AND PROCEDURES
Commissioner Smith stated that she would like to request that the Town Clerk contact other
cities to request a copy of policies they have regarding Town meeting policies and procedures.
Commissioner Smith stated that she will work with the Town Clerk on a policy for review by the
Town Commission.
V. ADJOURNMENT
COMMISSIONER SMITH MOVED, SECOND COMMISSIONER STACEY TO ADJOURN.
VOTE: ALL AYES. MOTION CARRIED.
The special meeting of the Town Commission of the Town of Melbourne Beach, Florida
adjourned at 8:45 p.m.
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ROBERT D. WILLE, MAYOR
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CYNTHIA E. MASNY, CMC
TOWN CLERK
NOTE: A mechanical recording has been made of the foregoing procedures of which these minutes are a part and
is on file in the office of the Town Clerk.
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