Bradenton Beach city attorney Ricinda Perry was so eager to write a resolution limiting Mayor Bill Shearon’s authority, she offered to do the work for free.
That was Perry’s pledge during the Jan. 7 commission meeting in response to Commissioner Jake Spooner’s questions about the process by which the mayor — whom the charter designates as chair of commission meetings — sets meeting agendas.
In many cities, particularly those that have no city manager, the mayor or board chair sets the agendas for commission meetings. But that’s no longer the case in Bradenton Beach.
The motion commissioners passed Jan. 7 tasked Perry to write a resolution on agenda policy. Per the discussion, the commission directed a resolution requiring the mayor include all requests for agenda items from the four commissioners.
Instead of being a declaration that every item submitted by commissioners be placed on the agenda, as was Spooner’s original stance, Resolution 15-852 bestows the agenda preparation on the city clerk.
Nowhere in the minutes for the Jan. 7 meeting discussion on agenda policy does anyone mention enhancing the powers of the city clerk. But Perry’s resolution gives city clerk Terri Sanclemente the authority to remove agenda items.
Efforts to reach Perry by phone Jan. 29 were unsuccessful.
The resolution states that the clerk “shall be given discretion to limit the agenda to matters that are within the jurisdiction of the city commission.” Previously, this too was the mayor’s responsibility.
The resolution states that the clerk “shall be given the discretion to amend the city commission agenda.” Another of the mayor’s responsibilities.
It also states the clerk can put any item on the consent agenda — where discussion is not required before a vote — that the clerk deems to be “in the best interest of the city.”
That language gives the clerk discretion over the commission discussion and, possibly, what debates to block. This used to be subject to the mayor’s discretion.
In Bradenton Beach, commissioners vote at the beginning of meetings to approve agendas and can ask to remove individual items. And there is now the potential for commissioners to place dozens of items on an agenda and the clerk must comply.
Shearon used to meet with Sanclemente to establish meeting agendas. She then carried out the agenda preparation and compiled the backup materials and handled distribution and notices.
The commission voted unanimously Jan. 21 to adopt Perry’s resolution, thereby eliminating the mayor’s involvement in meeting preparation. Shearon said he voted to adopt the resolution to support the will of the commission.
In other cities
In other island cities, the meeting chair — not the clerk — has final say on meeting agendas.
In Anna Maria, city clerk Diane Percycoe said she compiles meeting agendas, bringing forward any old business from the previous meeting. Mayor Dan Murphy and commissioners may request that new items are added. Commission Chair Doug Copeland approves the agenda or makes changes.
After Copeland approves an agenda and it is noticed to the public, all items must at least be read into the record and either heard or continued during the meeting.
In Anna Maria, there are occasions when items are pulled from the agenda during a meeting — the item is not ready or staff can’t be present — that direction comes from the chair or the mayor — not by commission vote. There are also times when the agenda is rearranged to accommodate speakers.
In Anna Maria, the commission is not involved in that process.
“This works very well for us,” Percycoe said.
In Holmes Beach, commissioners and Mayor Bob Johnson can request items be placed on meeting agendas. Commission Chair Judy Titsworth sets the agendas. She works with Johnson to ensure there will be sufficient staff time to address issues that will come before the commission.
As in Anna Maria, there is no provision for commissioners to approve agendas at the start of meetings. “It works smooth here,” city clerk Stacey Johnston said.