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Virginia Key advisory board pursues lower quorum, city attorney to draft bylaw changes
Summary
The Virginia Key Advisory Board discussed chronic attendance problems and a pending ordinance to reduce its quorum. Assistant City Attorney Cindy read the board—s current absence rules and said she will draft proposed bylaw language, including definitions for absence waivers, for the board to consider in October.
The Virginia Key Advisory Board on a weeknight meeting discussed chronic attendance shortfalls, a pending city commission request to lower the board—s quorum requirement, and potential amendments to the board—s bylaws.
Board Chair Peter Ehrlich and three other members in attendance were told by staff that two items were submitted to the city—s agenda office: a request to amend the board—s quorum requirement and a request to direct the city manager regarding the top-ranked proposer for the Miami Marine Stadium request for proposals. Assistant City Attorney Cindy read the board—s current attendance rule aloud for the three members present.
"As per your bylaws section 4, attendance requirement states that it is expected that all members of the board shall attend every meeting. Any board member shall be automatically removed if, in any given calendar year, he or she is absent from 3 consecutive meetings or he or she is absent from 4 of the board's meetings," Cindy said.
The reading prompted discussion of how absences are tracked. Board members said the current practice of using roll call at meetings can fail to identify nonattendance when a meeting is canceled or when members notify staff in advance. Staff and the assistant city attorney said amending the bylaws would be required to change the method for recording absences. Cindy said she will draft proposed bylaw language, including a definition and process for absence waivers and a redline the board can review by the next meeting.
Board member Gary Milano described the operational impact of low attendance. "If we are not able to review the projects, then the city will not be able to move forward with the projects," he said, urging the board to adopt changes that make it easier to hold meetings and enforce attendance rules.
Members discussed practical scheduling fixes as well: moving or canceling the November meeting (currently scheduled two days before Thanksgiving) and holding an earlier December meeting to avoid holiday conflicts. Staff said it will check room availability for proposed dates and will circulate an early agenda for the October meeting so members can plan to attend.
Why it matters: The board oversees planning and capital items affecting Virginia Key. Rewriting attendance rules or lowering quorum requirements would change how many members must be present for the board to act and could affect the board—s ability to review capital projects.
Next steps: Assistant City Attorney Cindy will draft proposed bylaw language and proposed definitions for absence waivers and circulate them to board members ahead of the October meeting (scheduled for October 28). The pending ordinance to reduce quorum is on file with the city—s agenda office and may be scheduled for a city commission meeting in October, staff said.
