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MINUTES October 9, 2013. Florida Association of City Clerks Christy L. Goddeau Board Certified City County And Local Government Attorney Glen J. Torcivia & Associates 701 Northpoint Parkway Suite 209 West Palm Beach, FL 33407 (561) 686-8700

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MINUTES October 9, 2013


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    Presentation Transcript
    1. MINUTESOctober 9, 2013 Florida Association of City Clerks Christy L. Goddeau Board Certified City County And Local Government Attorney Glen J. Torcivia & Associates 701 Northpoint Parkway Suite 209 West Palm Beach, FL 33407 (561) 686-8700 CHRISTY@tORCIVIALAW.COM

    2. MINUTES Goals & Objectives • How We Got Here • History of Municipalities and Minutes • Court Cases • Attorney General Opinions • WHAT IS REQUIRED NOW & WHEN • Florida Constitution & Florida Statutes • Sunshine Law • Public Records Law • Miscellaneous Requirements • Local Requirements • PANEL DISCUSSION

    3. MINUTES DISCLAIMERS • A little information is a dangerous thing. • Check with your attorney! • Each City is unique. • Check your charter, code and internal policies and check with your attorney! • Each City has its own interpretation. • Interpretations offered in this presentation do not necessarily represent the interpretation of any particular city (check with your attorney)!

    4. MINUTES Sunshine Law Clarification Requirements: Public notice Open to the public Minutes Public participation* * As of October 1, 2013. See § 286.0114, Fla. Stat.

    5. MINUTES – HOW WE GOT HERE • History of Municipalities • Formation and Limitations • 1822 – St. Augustine and Pensacola first Florida cities (territorial powers granted) • 1845 – Florida becomes a State (27th) • Legislature controlled formation of municipalities • Legislature controlled powers afforded to municipalities

    6. MINUTES – HOW WE GOT HERE • History of Municipalities • Early Statutory Laws (pre-1969 Constitution) • Generally • Legislature dictated powers of municipalities • General laws • Local laws • 1885 Constitution imposes some limits • Referendum required for local laws • Legislature worked-around

    7. MINUTES – HOW WE GOT HERE • History of Municipalities • Early Statutory Laws (pre-1969 Constitution) • Sunshine Law • Section 165.22, Florida Statutes (1905 - 1973) (1) All meetings of any city or town council or board of alderman of any city or town in the state, shall be held open to the public of any such city or town, and all records and books of any such city or town shall be at all times open to the inspection of any of the citizens thereof. (2) Any city or town councilmen, or member of any board of alderman, or other city or town official, who shall violate the provisions of this section shall be guilty of a misdemeanor of the second degree, punishable as provided in §775.082 or §775.083. (3) Such conviction shall immediately vacate the office held by such city or town councilman, or member of the board of aldermen, or other officer of such city or town.

    8. MINUTES – HOW WE GOT HERE • History of Municipalities • Early Statutory Laws (pre-1969 Constitution) • Public Records Law • Section 165.20, Florida Statutes (1905 - 973) • The city or town council shall keep or cause to be kept a regular record of their proceedings and ordinances, and they shall promulgate, without unnecessary delay, all laws and ordinances which them may enact by posting at the door of the city or town hall, and at one other public place within the municipality, or by publishing the same in any newspaper in said city or town, in either case for a period of not less than four weeks.

    9. MINUTES – HOW WE GOT HERE • Home Rule Power • Passed in 1968 / codified in 1969 Constitution • Article VIII, Section 2(b): “Municipalities shall have governmental, corporate and proprietary powers to enable them to conduct municipal government, perform municipal functions and render municipal services, and may exercise any power for municipal purposes except as otherwise provided by law.” • Legislature enacted statutory provision in 1969 & in 1973 re-enacted after court battle • Codified in Florida Statutes, § 166.021, Fla. Stat.: “… may exercise any power for municipal purposes, except when expressly prohibited by law.”

    10. MINUTES – HOW WE GOT HERE • Home Rule Power • What it changed • What it did not change • Constitutional pre-emption • Statutory pre-emption • What remained • Sections 165.20 & 165.22, Florida Statutes • 1967 enactment of section 286.011, Florida Statutes • 1909 & 1967 enactments of Chapter 119, Florida Statutes

    11. MINUTES – HOW WE GOT HERE • Home Rule Power • 1974 Legislative Changes: • Sunshine Law: • Section 165.22, Florida Statutes, repealed • Due to passage of Sunshine Law, section 286.011, Florida Statutes • Public Records Law: • Section 165.20, Florida Statutes, repealed • Due to changes to Chapter 166, Florida Statutes

    12. MINUTES – HOW WE GOT HERE • As of 1974, two statutory requirements for “minutes”: • 166.041 & 286.011, Florida Statutes: • 166.041: • All ordinances and resolutions to be in writing. • Official notice provided regarding ordinances. • Vote of each member entered “on the official record of the meeting”. • Upon passage, every ordinance or resolution “be recorded in a book kept for that purpose”.

    13. MINUTES – HOW WE GOT HERE • As of 1974, two statutory requirements for “minutes” (continued): • 286.011, Florida Statutes (1967 version): (1) All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or any political subdivision, except as otherwise provided in the constitution, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution, rule, or formal action shall be considered binding except as taken or made at such meeting. (2) The minutes of a meeting of any such board or commission of any such state agency or authority shall be promptly recorded, and such records shall be open to public inspection. The circuit courts of this state shall have jurisdiction to issue injunctions to enforce the purposes of this section upon application by any citizen of this state.

    14. MINUTES – HOW WE GOT HERE • As of 1974, two statutory requirements for “minutes” (continued): • 286.011, Florida Statutes (current version): (1) All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution, including meetings with or attended by any person elected to such board or commission, but who has not yet taken office, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution, rule, or formal action shall be considered binding except as taken or made at such meeting. The board or commission must provide reasonable notice of all such meetings. (2) The minutes of a meeting of any such board or commission of any such state agency or authority shall be promptly recorded, and such records shall be open to public inspection. The circuit courts of this state shall have jurisdiction to issue injunctions to enforce the purposes of this section upon application by any citizen of this state.

    15. MINUTES – HOW WE GOT HERE • Court Cases on Minutes • 1886 to 1967 - references to municipalities’ minutes • 1967 to present • Continued references to municipalities’ minutes • Sunshine Law cases • Do not address minutes specifically • Address issue with applicability of law to all meetings • Where a quorum is not present • To various committees • Except: Grapski v. City of Alachua, 31 So. 3d 193, 200 (Fla. 1st DCA 2010)

    16. MINUTES – HOW WE GOT HERE • Florida Attorney General Opinions on Minutes • Opinions Issued • Not the law • Not binding (unless you requested opinion) • But are highly persuasive • Opinions on Minutes • Brief summary or series of brief notes (AGO 82-47) • Minutes required of workshops (AGO 74-62 & AGO 08-65) • Minutes required in addition to recording (AGO 75-45) • Written transcript as minutes (Informal AGO 1993)

    17. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Constitution (Article I, Section 24) • Right to inspect or copy records of agencies • Right of notice and right to attend meetings for all agencies • No mention of minutes • Florida Statutes • Sunshine Law • Must prepare for all Sunshine meetings • Must prepare “promptly” and provide for inspection • Public Records Law • All “minutes” or notes are subject to inspection • Comment on drafts

    18. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Code Enforcement under Chapter 162 (Part I) • Requires hearings to be public and “testimony recorded” • Section 286.011 applicability • Orders vs. minutes • Section 255.0518 – sealed bids for construction • Although exempt under Chapter 119, if opening prices for construction or repairs of public building or public work: • Meeting in compliance with section 286.011 • Announce name of bidder and price • Make name and price available (i.e., put it in your minutes)

    19. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Section 286.012 – Voting requirement No member of any state, county, or municipal governmental board, commission, or agency who is present at any meeting of any such body at which an official decision, ruling, or other official act is to be taken or adopted may abstain from voting in regard to any such decision, ruling, or act; and a vote shall be recorded or counted for each such member present, except when, with respect to any such member, there is, or appears to be, a possible conflict of interest under the provisions of s. 112.311, s. 112.313, or s. 112.3143. In such cases, said member shall comply with the disclosure requirements of s. 112.3143.

    20. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Section 112.3143 – Voting Conflict • All public officers prohibited from voting on measure which would: • Inure to his or her special private gain or loss • Inure to his or her principal / parent org. / subsidiary • Inure to a relative or business associate • Must before the vote is taken: • Publicly state to the assembly the nature of the conflict • Within 15 days after the vote: • Disclose nature of interest in public record (COE Form 8B) • Provide to person responsible for minutes • Be included in minutes

    21. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Section 286.0105- Notices of meetings and hearings “Each board, commission, or agency of this state or of any political subdivision thereof shall include in the notice of any meeting or hearing, if notice of the meeting or hearing is required, of such board, commission, or agency, conspicuously on such notice, the advice that, if a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The requirements of this section do not apply to the notice provided in s. 200.065(3).”

    22. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Section 286.0115 – Access to public officials and ex parte communications • Municipality may adopt policy on ex parte communications • If adopted for general meetings, it requires the ex parte communication to be included in the “record” • If adopted for quasi-judicial, it does not require the ex parte communication to be included in the “record” • Check your policy • The “record” may be your “minutes”

    23. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Section 447.605 – Collective Bargaining • All discussions between CEO (e.g., City Manager) or representative and governing body is exempt (i.e., minutes not required) • All discussions between CEO (e.g., City Manager) or representative and bargaining agent must comply with section 286.011 (i.e., minutes required) • Applies before impasse • Applies after impasse

    24. MINUTES – WHAT NOW AND WHEN • Florida Constitution & Florida Statutes Requirements for “Minutes” • Florida Statutes (continued) • Other Laws • Quasi-judicial hearings • Exceptions to Sunshine Law (e.g., closed executive sessions; competitive solicitation negotiations; etc.) • Review applicable law as for what is required • Verbatim / Transcript • Recording • Local Ethic Commissions • Form 8B • Other forms for conflicts

    25. MINUTES – WHAT NOW AND WHEN • Local Requirements for “Minutes” • Charter • Clerk’s duties • Legislative requirement • Code of Ordinances • Clerk’s duties • Legislative requirement • Governing Board Policy • Clerk’s duties • Approval process • Verbatim vs. summary • Changes

    26. MINUTES – PANEL DISCUSSION • Kelly Koos, MMC, City Clerk, City of Lakeland • Lori Stelzer, MMC, City Clerk, City of Venice

    27. FLORIDA STATUTES QUESTIONS & COMMENTS THANK YOU!