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2025-05-29 Workshop Minutes1 MEETING MINUTES MAY 29, 2025 6:30 PM COUNCILCHAMBERS 1) CALL TO ORDER Mayor Jerome Charles called the meeting to order. 2) MOMENT OF SILENCE / PLEDGE OF ALLEGIANCE 3) ROLL CALL 4) PUBLIC COMMENTS Dana Vignale, a Doctors Charter School board member, spoke in support of the school's recommendation regarding board composition appointments. She urged the Council to select qualified individuals who understand their role is to advocate for what the community wants - a premier school choice option for grades 6-12 in the neighborhood. Ms. Vignale expressed concern about the declining Miami Shores enrollment at the school, which has fallen to 15%. She called for raising expectations and appointing Village representatives ready to raise the bar for the neighborhood school. 5) DISCUSSION 5.A DISCUSSION REGARDING THE COUNTRY CLUB ADVISORY BOARD. The Council discussed the structure and role of the Country Club Advisory Board. Board Chair Bill Griffith noted the board has been more reactive than advisory. He suggested getting board members with experience in golf operations and long-term financial planning. ● There was discussion about expanding the board's role in membership drives and marketing, especially once renovations are complete. ● Councilmembers expressed a desire to empower the board more and have them take on a more visionary, preemptive role. 2 ● Board member Kevin King suggested giving the board more autonomy to move faster on decisions. ● The Council discussed potentially changing the name from "advisory board" to just "board" to give it more authority. ● There was debate about whether to adjust the $200,000 spending limit that requires Council approval. Some suggested raising it to $250,000-$300,000 to account for inflation since it was set. ● The Council agreed the board's communication back to the Council needs improvement. Mayor Charles opened the floor to public comments. Charles "Marty" Mennes noted the changes must be done upfront. Scott Maroon asked Council to consider amending the powers of the board from advisory to decision-making. Drew McIntosh stated the Country Club is the epicenter of the Village for many years. He further recommended a change to the structure of the board, eliminating the direct reporting structure to the Country Club General Manager. The attorney noted she's received consensus from the board. Village Attorney Chanae Wood said she would review how other municipalities structure similar boards and look at options for giving the board more authority while being mindful of contractual agreements. 5.B DISCUSSION REGARDING DOCTORS CHARTER SCHOOL BOARD OF AUTHORITY. The Council had an extensive discussion about the structure and composition of the Doctors Charter School Board. Key points included: ● Board member Alice Burch recommended reducing the board size from 13 to 11 members by eliminating the two Miami Foundation seats that have been vacant. ● Current board chair Rachel Fabricant supported reducing board size to improve efficiency and quorum issues. ● There was debate about potentially reducing Barry University's representation from two seats to one. Some Councilmembers felt Barry has not been as involved as they could be. ● Board member Dana Vignale advocated for keeping Barry's 2 seats to maintain a strong relationship with the university. ● The Council discussed the need to increase Miami Shores student enrollment at the school, which has declined to about 22%. ● There was agreement on the need for a new strategic plan and better communication between the school board and village Council. ● The Council expressed interest in potentially raising the $200,000 spending limit that requires Council approval. 3 ● Village Attorney Wood said she would research whether recent state legislation affects Barry University's ability to serve on the board. ● No final decisions were made, but there was consensus in progress to reduce board size. Nancy Frehling noted the focus should be excellence and not the membership composition. Attorney Wood stated she would explore the membership composition in relation to state legislation and address the request to increase the $200,000 threshold. The Council called a recess at 8:22 PM. 5.C DISCUSSION REGARDING THE LIBRARY BOARD OF TRUSTEES. The Council reviewed the structure and role of the Library Board of Trustees. Key points included: ● Board Vice Chair Nancy Frehling gave an overview of the board's responsibilities and emphasized its active involvement in library operations and events. ● There was discussion about updating some of the language in the ordinance, particularly around the board's authority to hire/fire the library director/librarian and assistants and fix his/her compensation. ● Village Manager Esmond Scott raised questions about where the manager fits into the board's authority structure. ● Library Director Michelle Brown explained that the library's structure, with the director reporting to the board, is standard practice nationally to maintain political neutrality. Mayor Charles opened the floor to public comments. Cheryl Gowing noted that Ms. Brown had not undergone a compensation review since her initial hiring, and the board subsequently prepared a recommendation for the Village Manager and Council. Nancy Frehling spoke in support of amending the ordinance to reflect a reporting structure for the librarian that is like other departments who report to the Village Manager. Alice Burch recommended amending the language of the ordinance to reflect “appoint a suitable librarian and assistants with collaboration of the Village Manager” and eliminate the provision that stipulates “remove them from office at pleasure…” Ms. Burch spoke to the unique nature of the library board which manages a facility. The Council discussed the possibility of updating the language to better reflect current practices while ensuring the continued independence of the board. The Village Attorney stated that she had collected input from individual Councilmembers and would prepare a draft amendment incorporating those comments for the Council’s future consideration. 5.D DISCUSSION REGARDING THE PERSONNEL APPEALS BOARD. 4 The Council discussed the Personnel Appeals Board, which has not been activated since 2011. Key points included: ● There was debate about whether to maintain the board given its infrequent use. ● Village Manager Scott advocated for keeping the board as an important option for employee representation. ● Some Councilmembers questioned having volunteers on standby for years without being called upon. Ultimately, there was consensus to keep the board as currently stipulated. 5.E DISCUSSION REGARDING THE RECREATION ADVISORY COMMITTEE. Parks and Recreation Director Angela Dorney provided an update on the Recreation Advisory Committee. Key points included: ● The committee requested no changes to its current structure. ● Dorney said the 9-member size is helpful to ensure quorum and community representation. ● The committee is actively involved in the ongoing parks master plan process. ● Councilmembers expressed satisfaction with the committee's work and engagement. The Village Clerk noted this concluded part II of the boards and committee’s review, with part III to follow at a future meeting. 6) ADJOURNMENT The workshop adjourned at 9:29 PM.