Town Commission - Special Meeting

It is the What day is today? 23rd. Uh 23rd. Okay. Um [clears throat] does somebody have an agenda so I can read the thing because I don't know if they delivered a packet or not, but I don't have it. No packet. We're not at our Okay. And Okay. Um [clears throat] uh if you'll call roll. Miss Brown. Mayor Allison Dennington here. Vice Mayor Terry Cronin here. Commissioner Anna Butler here. Commissioner Tim Reid here. Commissioner Sher Corey here. Town Attorney Ryan Knight here. Town clerk Amber Brown is also present. Before I turn around, just

I have 1,500 people. Sorry. Thank you. Thank you. Okay, we will call the pledge allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Looks like we had some seating changes. Yes. And we want to take a vote on going back to the way we were. You want to go back down on the end,

please? Yes, let's do that. We could do that. Could we do that right now? I don't know.

Let's send the uh Okay. So, um I will we will have a moment of silence. So, Okay. All right. I will those are foggy. Read the civility pledge. The commission and the staff of the town of Melbourne Beach pledge to conduct all public discourse in a civil manner. The mayor and all members of the commission will treat one another with courtesy and respect and ask the public to do the same towards the commission, towards each other and towards staff. We will be respectful of one another even when we disagree and we will direct all comments towards the issues. We will avoid personal attacks. Okay. Uh this is the public comment for anything on the agenda. But I see no one in the

audience. So I will close the general public comment and we will move to the one item on this special agenda meeting new business which is consideration of the town manager employment agreement and I will turn it over to Mr. Knight who is visiting us by we see you there last time we didn't see you okay Mr. Mike, go ahead.

Yes, I'm here. Um, so what you have before you is a final agreement. Um, at the last meeting there was to cap severance pay for termination without cause at 16 weeks. Um, as I outlined in my email, Miss Smith did request 20 weeks uh for the severance. Um, and that's without cause. So, the final agreement is before you. What I would need um in order to finalize this would be a motion to approve the f or the employment agreement as is with the 20 weeks uh severance provided. Okay. All right. Is there any discussion or make a motion first? Yeah.

So I move to accept the new uh the new employment agreement as as written. Okay. Is there a second? I'll second. Okay. We have a motion to second. Is there any discussion or questions?

Um yeah. I would like to I would like to put some things on the record regarding um the finances. It'll just take me a minute. The um items before you at the last meeting, it was stated that the previous town manager was given a gas allowance. Um and it was first stated $100 and then it was stated $150. So, I've I've got a copy of the actual agreement that does not show any um gas allowance that was voted on um at the beginning of the the term of the agreement. Um also, the differences um seem to be none that it seems that everything is exactly the same as far as the equipment that the town is going to um give the new town manager. Um, I thought the termination without cause was the same at 16 weeks, but um, it it looks like it may appear that that's going to be a change. So, I just wanted to point out that really the only thing that's different is the um the beginning salary, which it is uh 2026. This original contract for the previous town manager was 2022 and that that is a difference in in time. Um also there is in the previous contract a 4% increase um annually and in this contract there is a 3% uh possibility cost of living increase same as staff or less or more whatever the commission decides for the entire staff. Also, there was an email that was sent to all of us um from a a resident that was questioning the um the $5,000.

I gave you a copy of that. The um the comps that they uh referred to was um Fernandina Beach gave a relocation of 5,000 in 2024. Their budget is 240 million. Boca Raton gave 6,000 in 2025. Their budget is 168 million. Readington Shores in 2023 gave 8,000. Their budget is 117 million. Isle Marada Village 2022 their budget is 65 million. They gave 13,500. Marco Island gave 15 uh,000. As a relocation, their budget is uh 36 million. So, I think based on the budgets of these other uh cities, not municipalities, that us not having a relocation of $5,000 fits well within um perhaps percentages of these other much much larger budgets since our budget is is right around five five.6 million um give or take a few dollars. So, I think that that really reinforces our decision on the relocation and I I wanted everybody to feel better about that the outcome of that vote.

And that was all. Appreciate that. Okay. Is there any other discussion? We have a motion and a second. All in favor say I. I. I. I.

All opposed. That carries 50. Okay. Seeing as we have no other business, we could adjourn. I just but before we do really quickly I do want to I think you you guys may be aware we did get a letter from the JAC and I did speak to them today so I guess I wanted you know because this is the only time we can talk I wanted to kind of tell you all what um and I'm finally I'm finally back in my last year but because it was literally it took forever. It was like all day today. But um uh first they they requested two things. They want to have a meeting of it's basically a conference call. It's kind of a um and they require it's the mayor. They require the mayor um because um under the statutes when the report is final, they basically will subpoena the mayor. It's not any other commissioner. It's the mayor that has to go. If you look at any of these, the mayor goes and then they basically say, "Hi, I'm so and so." And now I turn it over to my town attorney and my manager. Um but it's and it doesn't matter if you're a strong mayor or not. It's that that's just how the statute runs. However, um they they want a point person and I don't intend to be the point person at all. Um uh so I have talked to the town attorney about this just because you all know we're in this transition or whatever. And so um they do require the clerk's information and the finance person, but they don't have to be the point person. Generally most cities it's the manager. So, um, my [clears throat] thought or suggestion was to have the point person originally be the town attorney until I mean it could be our current manager until we get the new one, but because he's been here long enough that it might be easier there. There was an issue that he needed to just check on to whether that would be okay. Uh but we have to set up an um it's like a conference call next week where they're going to kind of tell us what to expect and then they want to be onsite and they would like to do it in February. There's a chance that they may do it um remotely, but they may they may

come in because they have two other cities that they're coming close to and so I think it's about a two-day thing they set up here. Um but there is a chance that they'll do it remotely but it's going to be in February. So, my suggestion was um I'm hope hoping that we can get that um initial conference call next week, which would be myself, the town attorney, the clerk, maybe the finance if she's available um and the manager. That's where they sort of tell us what to expect and what they're going to initially want. And then from that point, they ask for other dates and they give requirements and then I sort of step out of it and they handle it. So, um uh the staff they the there's a three-page letter and it does say and I and it you can go on the JAC and you can watch old um meetings where they call cities in and the mayors in and you can actually watch it's very instructive. I would advise you you know um you can kind of see the questions and you can read the prior reports. Um at the end of the day I don't think that any we should look at this in a bad way at all. I think this is going to be great because what it's going to do is we're essentially going to get almost like a free audit, right? They're going to go through all of our policies and procedures on various aspects and they're going to give us recommendations of you have policies for this but maybe you're not following them or you don't have policies for this and they give you like an 18month I believe time period to do them and they kind of come back and check. So, I think for whoever our new manager is and for all of the staff, it'll be great because they're going to give us a bullet point of here's the things that you need to do and they give you time. So, I don't want anyone to be worried about it, but we do need to take it seriously because if for whatever reason they don't get records or they don't get responses quickly, like very quickly, um that they will put that in the report. And when they put that in the report and you go up to JAC for the hearing to be questioned, they're going to ham they would they'll hammer us on

that. So, I know everybody's busy. All the staff is busy, but to the extent that they're able to when like we do really need to be able to respond right away. Um there will be things that they will ask that are beyond public records that are private. And so they they have a process of doing that. I'm not involved in that in any way, but I just wanted to kind of put y'all on notice of that. Hopefully, we'll be able to set up a conference call, that initial conference call, which will be that group that I told you about after that. It's basically just setting up dates and then I'm out of it. So, they they will then update us. Yes. Go ahead, Madam Mayor. Um, did they u did they just tell you this over the phone or was there a letter that you could share with us?

Yes, there is a letter. I believe that the t I I received it on Wednesday night um and I had to sign it because it's addressed to the mayor. You have to sign it um to acknowledge it. Um, and I I still wasn't in my email. So, I'd asked the town attorney and the clerk, could could you all because it it instructs the mayor to designate an appoint person and to instruct all the employees. And I said, but I one, I'm not in my email, but two, I don't think I don't want to have an email going from me to everybody. So, I think it would be better if it came from the town attorney and the clerk. Sure, but if you could share with all of us, Yeah. But I think you were copied on that. So, I I had asked the town attorney or the clerk if they We were all copied on that. I'm up to date with my emails and I did not receive it. So, Commissioner Reed, Commissioner.

Yeah, we got that letter. We did. Yeah. Um, Thursday morning. Um, yeah, because I got that letter Thursday night. Last week. Yeah. And I No, this week. Oh, I got it.

Yeah. So, it was this Wednesday. Well, the letter may have gone out before, but I had to sign it. So, and I I haven't been in my email for a month, and anyway, finally finally back in. Um so um hopefully there'll be there'll be a conference call next week which is basically just a explanatory conference call. This is what to expect. This is what we're going to need. Here's um they want dates of when they can come down. What they want is they want to be on site in our building and have access to internet so that they can set up a VPN with their auditor general system so for security. So that's something that um Amber that they'll have to set up to be able to give them access and then they'll basically request various records um and then they'll go away with those. They may they may interview various employees as well. Um and then they they'll follow up but there is an on-site um and they want to do it in February. So it may be the first or second or third week of February.

First conference call is just as Yeah. The the email I I'm looking at we got on the Wednesday the 21st. Yeah. So from uh from Jeff uh Bridgentine. Yes. Yeah. Which is the Yeah. Yeah. Yeah. Yeah, I guess. And and so it's not like we need a point person. So I we the the agreement we just approved has a February 9th starting date. So it seems like Yeah. our new town manager would be the

Exactly. Yeah. Yeah. So that that is my plan. I I and I I spoke to him today. I said, "Here's the situation. We have an interim manager. We have an emergency meeting tonight. I don't know what's going to happen, but um if there's a problem, then the interim manager will stay on. So, she'll be the she will be the point person. It's possible that the town attorney might need to be the point person or if we're able to do this, the new manager will be the point person. But he said, "Okay, but what we need from you right now is we need you to schedule a conference. We need dates for a conference call for the initial and it needs to be the records custodian, yourself, and whoever your, you know, the manager, town attorney. Is there a timeline for that call?

Could it be after February 9th? It could be, but I think they wanted I think they want to start it right away because that that that call is basically just where they explain here's what's going to happen. Do you have any questions? Here's what we need. What are your dates for when we can come on site, here's all like who are the people that we can contact, who are their contact, you know, so that that's where they get all the information. and they explain it and then from that point they kind of keep going and then it's just essentially the clerk and the manager. So, um it may be that we push that till after we have the new manager or it may be that we could have that conference call with the town attorney and the clerk and the existing manager wherein she could get it started with the information because they're going to then be able to they're going to they want to be able to contact the employees directly. essentially they want to have a a point of contact where if there's an issue if they they need to know um I don't know who to contact for this but for certain things they may contact the employees directly so and there there are statutes so you can't hinder it in any way it's not uh a situate you know so um

you mentioned that there was somewhere we could see like previous Judas yes there is um I I will send it to the clerk and she can send it to you um The JLA has a website and you can go you can watch them or you can listen to um the former each year they do audits of various cities and you can watch the hearings where they grill the mayor they grill the mayors and the [clears throat] managers and the Yeah. So um I think we should make a request that if they that they do this after our start date for our new okay

um manager. I think she should be involved in this initial meeting which sounds like it's a very large orientation and explanatory I think she should be uh be able to participate in that. I agree and I you know I I just didn't know what was going to happen tonight. So now that we have approved this and we have a February 9 start date, Mr. Knight, is that correct? Yes.

Okay. And then that also sort of relieves you from the issue that you um that you had a concern about. So, um they had he asked me to call him back and let him know. So, I I will call back um and let him know that that this is we do now have um a start date of February 9th and I will try to get that maybe at that initial meeting set up that conference call for after January 9th or February 9th. That way, the new manager will be involved on that and then she'll be able to go ahead. Did you have any

Yes. And in the Yeah. And in the meantime, between now and then, you know, I can obviously prep her and give her some background on the the JAC audit and those documents so she won't come in here completely blind about what's going on. Yeah. Okay. Good. Um I when I talk to him, I will say if if there is any standard list of stuff that you just ask all cities, if you want to provide that to me, I can give that to the town attorney, the clerk. That way she might have we might be able to get a leg up on that be, you know. Um, but I wanted to point that out. So with that's nothing further. If someone would like to make a motion to adjurnn. Thank you for that. Mayor, just Oh, yeah. Go ahead.

Just one housekeeping matter. If you could sign that agreement. Oh, yes. Um, that way I can send it to Marie because I know she's needing some documentation for rentals or the home that she's buying, whatever it is, as proof of employment. So, I'd like to get that to her as soon as possible. Yes, I will. I will be here. You have a You have the agreement and a blue pen. I'll print another copy because the one we printed is ecoapled and so it'll ruin it if I Okay. Detach it. I I'll wait afterwards. Yeah. To do that or I'll I'll just follow you over there after the meeting so I can sign it. Okay. Is there any other business that we have?

Did you want to talk about the seating arrangement? This is this was something I brought up when we were we in the resolution and now now it looks like everyone's kind of uncomfortable with the seating. Did we want to change that or are we comfortable with the seating or is that something we want to address later? Yeah, I think Amber said we could just vote to go back to the way it was a minute uh last meeting, right? So that resolution does set the seating arrangement, but it also says the commission can change it upon voting. Okay. Yeah. So would you like to make a motion? Meaning we change the resolution? No, just change the seating. Ryan, could they just vote to change the seating or would they have to amend the resolution as well? Leave that up.

Sorry. Can you Sorry, can you say that one more time? So, the resolution that sets the seating arrangement also says that they can vote to change the seating arrangement. Would they have to amend the resolution as well or just vote right now to change the seating arrangement and that's sufficient? I you [clears throat] can just vote right now. Okay, good. All right. So, do you want to make a motion that we go back to the way we were when we started? I mean, honestly, don't care either way. Does somebody want to I'm happy to sit by any one of you commissioners and and I'm very comfortable. So, I'm not a I'm not I I liked it how we were before. I I mean, I do I just I then I'd make a motion that we return to the previous seating arrangement. Okay. The second previous one.

Okay. [laughter] We have a motion and a second. All in favor say I. I. I. I. All opposed. Okay. [laughter] He's he's not comfortable sitting by me. You like it on there?

That carries 41. Okay. Now, if there's anything else, I don't think we have any other special meetings. Um I will be in Tallahassee next week. Uh um I will be in Tallahassee that in February for our meeting. So, there is a chance that I will miss my son has an internship in Tallahassee, my teenage son. So, I'm taking him up there. So, I uh there's a chance that I may miss it and the vice mayor will will be able to sit in my place. Um, but there's also a chance I'll drive, but that I may drive back because I hate missing meetings. But, you really did a such a wonderful, fabulous job, so I feel like it's in good hands. Hopefully, there won't be anything. Um, but anyway, I just want to put y'all on and you know, anyway,

thank you. Thanks for the information about appreciate it. And I will uh it'll be very interesting this Tallahassee trip. So, you know, it's with the um we'll see it very Yeah. And then in February, too, because that'll be almost toward getting towards the end. So, all right. So, somebody wants to make a motion to adjourn. So, moved. All right. Second. Second. All in favor say I. I. I. All opposed. Okay. We n [laughter] hilarious. Oh, just having fun with y'all. Okay. Friday night. We that motion to 41. 41. 41. All right. All right. Thanks you guys. Thank you. All right. Thank you. Have a good weekend. Thank you, Mr. Knight. Thank you, Aster.