Winter Springs veterans advisory committee recommends changes to size, quorum and duties; sets outreach priorities

The Winter Springs Veterans Advisory Committee voted on April 22 to recommend that the City Commission retain a seven-member committee with a four-member quorum while forwarding a proposed resolution that clarifies member duties, agenda procedures and a chairperson liaison role.

City Clerk Christian Gowen briefed the committee on the draft resolution, saying staff and the mayor’s office had met with stakeholders and the city attorney to produce changes that “provide clarity and structure.” Gowen outlined the main changes: setting the committee size and quorum, adding language that members must submit agenda items at least 10 working days before a meeting and designating the chairperson as a liaison to veterans organizations.

The recommendation to the City Commission was made by Chairperson Laura Ross and seconded by Committee Member Scott Simms. The committee recorded an aye vote with no opposition. The committee agreed staff will present the resolution to the City Commission at its April 28 meeting at 6:30 p.m.

During discussion, members debated two alternate approaches: reduce the committee from seven to five members with a three-member quorum (the staff-drafted option) versus retaining seven members with a four-member quorum (the committee’s recommendation). Several members argued for keeping seven seats so volunteers can serve; others said a five-member body would simplify quorum math. Ross moved that the committee recommend seven members with a four-member quorum; Simms seconded and the motion passed by voice vote.

Committee members also discussed operational details the resolution would add or clarify. Gowen said the proposed resolution would: allow the committee to make newsletter submissions; recommend veterans for city awards; help develop the “hometown hero” selection process; and remove a specific staff title so the city manager may designate the staff liaison. Gowen said the draft sets a 10-working-day deadline for members to submit agenda items and requires any member who submits an item to provide background materials.

On communications and events, Brian Dennegan, director of operations, told the committee staff is willing to work with a designated committee liaison for specific events, such as the city’s Fourth of July celebration and Veterans Day. “It would be helpful,” Dennegan said, “for your board to designate, perhaps Gus as the, just as an example, a liaison between your board and the VFW. So that way, the staff has a clear understanding of roles and responsibilities.” The committee agreed to consider designating liaisons to aid staff coordination for major events.

Members also discussed the committee’s role in the city newsletter and in nominating a Winter Springs resident for the Seminole County “Veteran of the Month.” The communications staff advised the committee that the city newsletter is typically compiled by the end of the month and that submissions should be provided at least two weeks before month end. Committee members agreed to prepare potential newsletter items and nominations for the July meeting.

The committee used its regular meeting process to elect leadership and handle routine business before the public hearing discussion. Laura Ross was nominated and elected chairperson for the current meeting; Robert Miller was nominated and elected vice chair. The committee also approved the July 11 meeting minutes by motion and voice vote.

Public input included a Winter Springs resident asking who schedules meetings (Gowen said the clerk’s office) and a community member who noted the Winter Springs VFW hosts Seminole County veteran service officer sessions twice monthly; committee members agreed that is appropriate newsletter material.

The committee’s recommendation and the staff-drafted resolution will go to the City Commission for final action; the commission has the authority to adopt, modify or reject the proposed ordinance language. If the commission adopts changes, the resolution’s implementation details (seat assignments, term dates, alternates/at-large designations) will be set by commission action.

Votes at a glance: Chair election — Laura Ross nominated and accepted; elected by voice vote, unanimous. Vice-chair election — Robert Miller nominated and accepted; elected by voice vote, unanimous. Approval of July 11 minutes — motion seconded; approved by voice vote, unanimous. Committee recommendation on structure — motion by Chairperson Laura Ross, second by Scott Simms to recommend a seven-member committee with a four-member quorum; approved by voice vote, unanimous.

What’s next: Staff will present the resolution and the committee’s recommendation to the City Commission on April 28 at 6:30 p.m.; committee members agreed to prepare newsletter copy and hometown-hero nomination ideas for the July meeting.