Call to order
Jamie Seaman, presiding as liaison
for the Board of the orientation meeting, called the meeting to order at
5:02 p.m. She gave a brief description of the Growth and Resource
Management Department and the newly formed Land Acquisition and Management
Division under which the Volusia Forever program will be administered and
introduced staff members, Bill Gardner, Rob Walsh, Randy Sleister and
Frank Gummey. .
Overview of the Program and
Resolutions – Jamie Seaman
By resolution each committee
member are public officers and required to file with the County a
financial disclosure form, which was provided to the committee in the
packets. Review of Resolution 200-155, put the language on the ballot and
the "whereas" clauses set forth specifically how the money can
be spent, the policies, procedures and criteria for selecting properties.
Section X, Acquisition Goals, and Section XI, Acquisition Priorities, are
of greatest importance for the committee. Several programs, including the
Florida Forever, CARL, FCT, Greenways and Trails, Game and Fish, and
Forestry are the primary state programs from which matching funds are
available for the local program. Volusia Forever must have sufficient
flexibility in order to meet the state’s programs criteria.
Resolution 2001-69 sets forth the
creation of the committee, its purpose and role of membership. Board
appointments will run until March 31, 2003. Emphasis was placed on that
board members shall have no affiliation with any program applicant, and to
contact staff if any conflicts arise. Section X is standard language in
all county resolutions. Section XI, establishes the code of conduct for
purchasing the land. There was some discussion about clarification of the
prohibitions.
Sunshine Law/Code of Ethics for
Public Officers – Frank Gummey
What it means to be an advisory
board member is described in the brochure included in the committee
notebook. Frank Gummey gave an overview of the Sunshine Law, the open
meetings law and the public records law. Open meetings are previously
announced meetings accessible to the public with deliberations and
decisions being a matter of record. Objection was raised about the
overbroad statement in the Prohibitions clause of the resolution
pertaining to "contact with owners of property …". Mr. Gummey
responded that contact should be presented through the application
process. Members should observe the "honor system" when
discussing matters of the Volusia Forever Program in accordance with the
Sunshine Law. Public records include all materials and communications made
or received by this advisory board in connection with official business of
the committee are open to inspection. Appraisals that the county may
obtain are considered confidential documents. Rob Walsh, as coordinator,
would be the committee contact for dissemination of all materials, emails,
etc. The financial disclosure to be filled out by the committee should
disclose all property and beneficial interest (rule of thumb is 5%) in
Volusia County with exception to personal residence within 30 days. Review
of the Code of Ethics provisions ensued.
By-Law Discussion – Matt Greeson
The draft by-laws were modeled
after the standard county advisory board by-laws being modified to include
the Volusia Forever Program. Mr. Greeson reviewed each Article of the
document with clarification comments submitted by the members and staff.
Article VI. Staff will be provided from Growth and Resource Management
Department, including preparation of agenda, minutes, notices, and other
administrative functions. The members stressed the importance of prepared
documents reflecting committee consensus and be confirmed by the Chair
prior to finalization. Committee recommendations presented to county
council shall route through the liaison of the board. The by-laws are to
be redrafted prior to adoption at the next meeting. The committee can
initiate recommendations for acquisition but must follow the policies,
procedures and criteria manual to be established by the committee.
Goal Setting and Workplan
Discussion – Matt Greeson
The council has done resolution
reviews to establish workplan requirements for all advisory boards within
the county. The purpose being that advisory boards outline annual goals
and then submit to the council for approval. This committee is set up for
a single purpose and not as broad as other advisory boards. Outline
specific tasks and have council buy into those goals.
Jamie Seaman reviewed the various
funding mechanisms available for funding, explaining the process is very
cumbersome. Revenue projections (Tab 8) outlined in the memo from Charlene
Weaver was discussed. Funds from revenues collected through the taxes will
not be in the county coffers until approximately March or April 2002. In
the event of an emergency, the county has the ability to bridge the
financing of a project and then be reimbursed. Before the next meeting
staff will have the updated maps to show the committee the previous and
existing programs.
Jamie suggested that one of the
goals would be to update land management plan for each of the county owned
properties to establish the baseline criteria for future acquisition.
County staff would prepare the plan by the end of this year and present
for review by the committee. Carrie Stewart suggested that each member
prepare a wish list to be brainstormed at the next meeting and then
prioritize. Also, Dennis Bayer indicated that Alachua County currently has
an acquisition program in place. Ms. Seaman said that plan would be
available to the committee for review at the next meeting.
Materials for distribution to the
committee are the maps, the management plans and a list of any issues that
may impact the committee’s goals.
Mr. Kipp suggested that goal
setting should be the topic for discussion over the next couple of
meetings.
Set Meetings Schedule
The adoption of by-laws, elect the
officers and set the meeting schedule to be determined at the next meeting
on May 29, 2001 at 3:00 pm, Daytona Beach International Airport/Volusia
Room.
Clay Henderson handed out
disclosure materials to the committee.
Meeting adjourned at 5:10 p.m.
