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12-04-1990 Special /. Q o THE CITY OF EDGEWATER MERIT BOARD SPECIAL MEETING TUESDAY, DECEMBER 4, 1990 7:00 P.M. CITY HALL CONFERENCE ROOM MINUTES CALL TO ORDER: A Special Meeting of the Merit Board was called to order at 7:00 P.M. on Tuesday, December 4, 1990 in the Conference Room of City Hall. ROLL CALL: Members present were: Ms. Cece Stevens, Ms. Sondra Pengov, Ms. Doris Patterson, and Mr. Harry Jones. Ms. Grasberger was excused. Also present were Lisa Kruckmeyer, Mark Miller, and Lisa Miller Recording Secretary. APPROVAL OF MINUTES: The Minutes of October 17, Pengov moved to approve Motion carried 4-0. 1990 were presented for approval. Ms. the Minutes. Ms. Stevens seconded. UNFINISHED BUSINESS: The Proposed Personnel Manual changes that had been discussed by the Board at the previous meeting were presented for the Board's review. The Board made several corrections to the changes typed by the secretary. See the attached sheets for the corrected copy. Mr. Jones brought up the subject of a ~Qualification Rating Form~ to be used in the application process for hiring purposes. Ms. Pengov moved to use the form Mr. Jones gave the Board and propose it at the next meeting with recommended changes. Ms. Patterson seconded. Motion carried 4-0. Mr. Jones stated his views on hiring procedures. Ms. Pengov stated that she felt that hiring procedures did not belong in the employees manual; it is not a Department Head manual. She stated that this was the employee ~Bible.~ Mr. Jones stated that he was under the misconception that the item they were discussing was a personnel manual for the administration of personnel for the City. Ms. Pengov stated that the manual was for everyone, not just Department Heads. Mr. Jones stated that if this was just a toy why not let it go. Ms. Pengov reminded him of the previous incident where items were not read before they were signed. She felt that it was necessary to read all material before any action was taken on it. Mr. Jones stated that he would like to see the City establish and set up a complete personnel manual for all personnel procedures in the City. This would cover all personnel procedures in general. It would be a ~Bosses Handbook ~ so that all managers l>Joul d be fo 11 m",i ng the same document all of the time. Ms. Pengov questioned if he would like to see a Supervisors manual established. Mr. Jones stated yes. Mr. Jones stated that he would like to have the City do a position description of every position in the City so that the duties and responsibilities for that job would be on record. Ms. Pengov stated that the City has just completed an Operations Manual. It states the daily procedures so that if someone is absent for an period of time, a replacement can come in and actually do their job. Mr. Jones stated that he was glad to hear this and that he would like "to see it. ~ . ~ o Ms. Pengov moved the secretary make the proposed changes to the Proposed Personnel Manual and make the final submittal to Mr. Johnson's office for review with a memo. Ms. Stevens seconded. Motion carried 4-0. The next item on the agenda was a memo from the City Manager regarding the change in job descriptions for Service Workers I, II, and III. There was a change in minimum qualifications that requires the employee to possess a valid State of Florida Chauffeur's License. This is a State requirement. Ms. Pengov moved to approve the Job Description change for Service Worker I, II, and III. Ms. Stevens seconded. Motion carried 4-0. Ms. Stevens brought up the subject of smoking. She stated that in some places they are fining stores for selling cigarettes to minors. She questioned how to go about eliminating vending machines within the City so that minors can not purchase cigarettes. It was requested that this be put on the next agenda for discussion and if the Board then wishes they will send a proposal to Council for their recommendation. Ms. Stevens brought up the question of drug testing if there is an accident with an employee. Mr. Jones stated that the Police Department and the Fire Department have regular tests. Ms. Stevens asked if someone was injured and they will probably have to claim Workers Compensation or Disability do they get tested for drugs. Ms. Pengov stated that she believed they did if there was reasonable suspicion. Mr. Jones stated if the Board would like to discuss this, it could be put on the next agenda. Ms. Pengov moved to cansel the December 26, 1990 Merit Board Meeting and to hold the regular meeting in January. Ms. Stevens seconded. Motion carried 4-0. Ms. Pengov moved to adjourn the meeting. Ms. Patterson seconded. Meeting adjourned at 8:15 P.M. Minutes respectfully submitted by Lisa R. Miller Recording Secretary -2- r .".."..,. (.) u THE CITY OF EDGEWATER MERIT BOARD SPECIAL MEETING TUESDAY, DECEMBER 4, 1990 7:00 P.M. CITY HALL CONFERENCE ROOM MINUTES CALL TO ORDER: A Special Meeting of the Merit Board was called to order at 7:00 P.M. on Tuesday, December 4, 1990 in the Conference Room of City Hall. ROLL CALL: Members present were: Ms. Cece Stevens, Ms. Sondra Pengov, Ms. Doris Patterson, and Mr. Harry Jones. Ms. Grasberger was excused. Also present were Lisa Kruckmeyer, Mark Miller, and Lisa Miller Recording Secretary. APPROVAL OF MINUTES: The Minutes of October 17, Pengov moved to approve Motion carried 4-0. 1990 were presented the Minutes. Ms. for approval. Ms. Stevens seconded. UNFINISHED BUSINESS: The Proposed Personnel Manual changes that had been discussed by the Board at the previous meeting were presented for the Board's review. The Board made several corrections to the changes typed by the secretary. See the attached sheets for the corrected copy. '1r. Jones brought up the subject of a "Qualification Rating Form" to be used in the application process for hiring purposes. Ms. Pengov moved to use the form Mr. Jones gave the Board and propose it at _ the next meeting with recommended changes. Ms. Patterson seconded. Motion carried 4-0. Mr. Jones stated his views on hiring procedures. Ms. Pengov stated that she felt that hiring procedures did not belong in the employees manual; it is not a Department Head manual. She stated that this l-Ias the employee "Bible." Mr. Jones stated that he was under the misconception that the item they were discussing was a personnel manual for the administration of personnel for the City. Ms. Pengov stated that the manual was for everyone, not just Department Heads. Mr. Jones stated that if this was just a toy why not let it go. Ms. Pengov reminded him of the previous incident where items were not read before they were signed. She felt that it was necessary to read all material before any action was taken on it. Mr. Jones stated that he would like to see the City establish and set up a complete personnel manual for all personnel procedures in the City. This would cover all personnel procedures in general. It would be a "Bosses Handbook" so that all managers l-lould be follol...,ing the same document all of the time. Ms. Pengov questioned if he would like to see a Supervisors manual established. Mr. Jones stated yes. Mr. Jones stated that he would like to have the City do a position description of every position in the City so that the duties and responsibilities for that job would be on record. Ms. Pengov stated that the City has just completed an Operations Manual. It states the daily procedures so that if someone is absent for an period of time, a replacement can come in and actually do their job. Mr. Jones stated that he was glad to hear this and that he would like to see it. .\ o Q Ms. Pengov moved the secretary make the proposed changes to the Proposed Personnel Manual and make the final submittal to Mr. Johnson's office for review with a memo. Ms. Stevens seconded. Motion carried 4-0. The next item on the agenda was a memo from the City Manager regarding the change in job descriptions for Service Workers 1, 11, and Ill. There was a change in minimum qualifications that requires the employee to possess a valid State of Florida Chauffeur's License. This is a State requirement. Ms. Pengov moved to approve the Job Description change for Service Worker I, II, and Ill. Ms. Stevens seconded. Motion carried 4-0. Ms. Stevens brought up the subject of smoking. She stated that in some places they are fining stores for selling cigarettes to minors. She questioned how to go about eliminating vending machines within the City so that minors can not purchase cigarettes. It was requested that this be put on the next agenda for discussion and if the Board then wishes they will send a proposal to Council for their recommendation. Ms. Stevens brought up the question of drug testing if there is an accident with an employee. Mr. Jones stated that the Police Department and the Fire Department have regular tests. Ms. Stevens asked if someone was injured and they will probably have to claim Workers Compensation or Disability do they get tested for drugs. Ms. Pengov stated that she believed they did if there was reasonable suspicion. Mr. Jones stated if the Board would like to discuss this, it could be put on the next agenda. Ms. Pengov moved to cansel the December 26, 1990 Merit Board Meeting and to hold the regular meeting in January. Ms. Stevens seconded. Motion carried 4-0. Ms. Pengov moved to adjourn the meeting. Meeting adjourned at 8:15 P.M. Ms. Patterson seconded. Minutes respectfully submitted by Lisa R. Miller Recording Secretary -2- o o MERIT BOARD RECOMMENDED CHANGES TO THE PROPOSED PERSONNEL MANUAL At a Special t1eeting of the I'lel-it Boal-d on Hedne'::;day,Octobel- 17, 1990, the Pr-oposed Pel-sonne 1 l"'1anua 1 t-.las p'-esen I;ed. Ale t tel- t',Jas submitted by Ms. Patterson with regard to the items that she herself would like to see changed. The Board discussed her- let tel- and the document at lerll;}th and Nould like 1;0 make the following suggestions: 1. In the Table of Contents - items EXAMINATIONS and EMPLOYMENT. Reverse the order of the TEMPORARY AND PART TIME 2. Page ttl - Undel- General Policy the suggestion l"laS made to clarify the wording in the second paragraph. It was thought that the words alien statu~ would sound better than al ienage. 3. Page #2 Under General Prohibitions to reference AQPendix C after the first paragraph. would make it easier to find. insert This 4. Page tt3 Under REJECTION OF APPLICATIONS in the last sentence where it states ....giving false information concerning past employment history, conviction record, or delete "'for-.!fny" other appropriate reason. 5. Page tt3 - Under APPOINTMENTS The last sentence of the first paragraph change testinq to test. 6. PalJe tt3 - Under APPOINH'IENTS The second paragraph to read: The City reserves the riqht to request applicants or ei!!Q I ovees to be re-exam] ned tD, a physi c] an at any time if reasonable cause exists to assure the City that they are phvsicallv (insert)and P2Y~hqJ,J!.gical..l_'y_abl_~.Q ~r-fOl-m theil- jobs pl-opel-ly and effectively. 7. Page #5 - Under FINf-iNCIAL DISCLOSURE t.he section l"laS r-et,..w i. t ten to I-ead: EmRloyees who are reouired to do so, must file a completed financial disclosure form with the Supervisor of Elections. Empl~es reouired by the State Ethics Cqmmission to file financial disclosure statements will automaticalty pe sent a form and information from tha~~gmmission._ The last sentence would The completion of satisfies the Financial remain the same: the State form automatically Disclosure requirement. 8. Under EXAMINATIONS - the paragraph to be rewritten as AI~ointments . includiQgLthe entrance~Qromotiona~ or transfer to a different classification. shall b~ made on the basis of merii:. fltnes3....._ and abilitv to be detf::'rmined. as far as practical. by e>(arnination'_,_--R~ch !?xaminations shall be desiqfleL~.__ be fair and impartial. and to test the CW-p-l ic_~n1~~bj 1 i tr... eXQ~rience and other r~lated qualifications. !;l{ami nations may consist PL--E__wri tte--'h-_or~ gerformance test. or other ~jJpli.!;.able_test _c:!~emed necessal-V by the DepaT tmen I; Head and aQ.Qn::lved bv the C i I; V !'1anaqet-. 9. Page 6 under ASSIGNMENTS - delete the last sentence of the paragraph. t+-+~-th~-r~~pon~ib+t++y-o+-th~-emptoy~e t.o-teern-h+~-hotlr~-o+-Mor~. 1'"7 .. . 18. 10 , . o Q 10. Page 9 uncle,- DISCIPLINARY ACTIONS it should say SEI;. APPENDIX C. PAGES 47-53. 11. Page 14 under OVERTIME The first sentence to read: Overtime means hours worked in excess of a normal work schedule which must be authorized in advance by an employee's Supervisor or Department Head~ e:~cept that in depat-t;ments -in ~'.Jhich unusua.l l--.JO,-k schedules..... 12. Page 15 under COMPENSATORY TIME The sentence be chanqed to r-ead Prior to any overtime beinq worke~he decision to r-eceive compen':;ator-v time 0'- pav f"o,- over-time ~'HJ,-ked shell 1 be ,-eached beb'Jeen the emplovee and Department Head. 13. Page 15 under COMPENSATORY TIME paragraph four to ,-ead: If any employee resiqns or retires \'/ithout havinq used accumulated compensatory time, the time will be paid out: at the sam~_rate at which it was earned(100Yo>. 14. Page 18 under COMPOSITION OF THE PAY PLAN it should ,-ea.d: The Pay plan shall include: 1. A table of minimum and maximum pay ranqes (Appendix B). 2. A schedule of salary qrades for each title in the classification plan, consistinq of minimum and ma;.(imum ranqes (ARReD.gix~ 15. Page 18 under SALARY RANGES AND PROGRESSION Insert: Qg~pendix A - paqes 41-43 Bet.Neen title and #1. 16. Page 20 unde,- GRI EVANCE AND ARBI TFlAT 1 ON PROCEDURE Step 2: Any qrieyance which cannot be satisfactorily settled with the Supervisor shall be reduced to writinq I'J1thin five (5) wQrk~ daY'S bv the employee.... Page 20 under GRIEVANCE AND ARBITRATION PROCEDURE Step 3: Change it to read Any qri~vance \./hich cannot be satisfactorily settled with the Department Head shall be fi l.ed ~Ii th the Ci ty J"lanaqer. ei ther- thouqh the employee and his representative, or bY' the employee ~imself, at the employees's option. The qrievance a~ specified in Step 2 shall be discussed by and between the employee 3ndTor--t.h~--r~pre~~nt.at.i~e--~nd the City Manaqer and an impartial third party within five (5) ~'J(:q-kinq days afte,- completion of Step 2. The Cit\, l'lanaqer- ':;hall t'.,ithin seven (7) ~'Jol-king days a.ftel- this discussion (or such lonqer geriods of time as i~ mutually agreed upon) render his decision in writinq~ l'1i th a copV' to the employee and the J-mgartia-1-third g a ..c.tY.~ Page 21 under GRIEVANCE AND ARBITRATION PROCEDURE <CON'T) under Step 4 paragraph one: jt should read: At any time t'Jithin ten davs follt.JI'Jincl t'.witten notif"icatioll 9f the City t'lanaqer-'s deci'=ioll~_ emQloyee may submit a wri tten request for fur t~er ~Vie\'l to the f.1er it ~~o aT d.....!.. Page 21 unde,- GRIEVANCE AND ARBITRATION PROCEDURE (CON'Tl under Step 4 paragraph tl'1o: Ttle Merit Board ~'!ill investiqa.te the r-egyest~ hear- the emp~ee and COllc.?r-tled paTties and '5ubmit !";Q____tb~--1=i.tY~o'~_'lCil__A '-ecoOlmendation in I'Jhich i~ 1.'Jill_':;_I,Jm,-,-@-iz~j_t:.~find_tD!..=I.2. :3nd ':; l;a te its d i spos i t ion 0 f the___~...9.se~_-I.b'? e~.f,--19_'ye~ mdV appeal the d~ci-~ir'" l-ecoll1menda t ion [) f the Board to the C i tv. Counc i 1 ~'Jh ich may r-evel-se on 1 V upon a 4/5 vote. -2- Q Q 20. Page "1er i t 21 under MERIT SYSTEM POLICY - Purpose of the System - under item #2 insert: The merit system shall consist of meLLt_of 0 - 4r. based. ~Qon the followinq points received on each employee evaluation. Non-Supervisory Positions Score Percent Increase Below standards Meets standards Exceeds standards ~xceeds standards plus Outstandin9- Outstanding plus 25-74 75 76-84 85-90 91-99 100-111 or. Or. 1r. 2r. ;3r. 4r. QyQervisory positions J3elow standards Meets standards Exceeds standards Exceeds standards plus Outstandinq Outstandinq plus 33-98 99-107 108-115 116-123 124-131 132-151 or. Or. 1r. 2r. 3r. 4r. The merit system increases that are determined at evaluE_t~on. and shall anniversary date. are the be based only on job Rerformances time of ~ach ~l!!Q..loYee~~<!nnu~J_ effec t i Y~__~JLI;m the e!.l!PJ~e ' ?_ 20. Page 22 under LEAVE OF ABSENCE WITH PAY under Leave with Pay: drop the paragraph down so that Leave with Pa\~ is a heading. Leave with Pay: The City Manaqer may authorize leave with pay which will not be charqed to vacation or sick leave under the followinq terms: E'l. Page 22 under Leave I-lith Pay: item n2 should read: 2. Fot- attendance ;~~--;!m--off1:r::1:at--rnl'!!~~1:t,q rOl- a va 1 id munic ipal PUTpo':;e. 22. Page 23 under LEAVE OF ABSENCE WITH PAY (CON'T) Delete the E. and the F. to read: Disapproval may be subject to qrievance procedure. The City has the ,-iqht to l-eqUest a ve'-ification of the death. 23. Page 24 under LEAVE OF ABSENCE WITHOUT PAY (CDN'T) delete the extra space between LEAVE OF ABSENCE WITHOUT pAY (CON'T) and Maternity Leave: 24. Page 24 under SICK LEAVE item #2 should be moved to page 25 so that items # 2 and #3 are consecutive thereby making them easier to understand. 25. Page 33 under WORKER'S COMPENSATION BENEFITS (CON'T) undl~r i tern # 1. Add the Nord "i o"so that i tshou I dread ......the City Manaqer in his discretion. may permit the employee to continue with his normal duties~ reassiqn the emplovee to other duties within the City DepClT tmen t. 01- ~O'-.:ll- i 1 y ,-emove theernp 1 oyee from Ci t'i. sen.....ice.... 26. Page 35 under CODE OF CONDUCT (CON'T) The title Code of Ethics should be in caps: CODE OF ETHICS. -3- u o 27. Page 36 Code of Ethics (CON'T) CODE OF ETHICS (CON'T). should be in capitals 28. Page 37 under CODE OF ETHlCS APPEARANCE (CON'T) Down to heading in lower case: should move DRESS AND be a heading and put the CODE OF ETHICS - Dress and Appearance (Can't> City employees represent the City in all....... 29. PalJe 38 Undenlea tl1 (Con't). Code of should Ethics should be read Employment in capitals. of relatives 30. Page 41~ 42~ 43 - Appendix A - Rather than table put in sidel'/ay=. it Nould look nicer turned around. See Attached example labeled having the if it 1-Ji3S I nsel- t E. 31. Page 44~ 45~ 46 - Appendix B - should be turned around to match lnsert A. On pages 45 and 46 all headings should be carried over. 32. Page 47 - Appendix C - the word Dismissal needs to be lined up with the othel-s in the colullln. 33. Par;Je 48 - Appendb~ C - the Di'3cipline'::; Sllould be listed in ol-del- of sevel-ity~ eithel- staTtinq fn:Hll the least to the ~"Ol-st 01- fl-0lll the ~'J01-st to the least, pl-efe,-ably from the least to the worst. 34. Page 48 - Appendix C Suspension was left out. tf:8 under 3-Dav the word 35. The Board would like to see a Departmental Organizational Chart added to the Proposed Personnel Manual. This would show the reportability structure within the department; not by name but by department. There should be one for the City and one also by Department. This should be done by Job Title~ not by the name of individuals. This should be put in the beginning of the Proposed Personnel Manual. 36. Mileage should be addressed under Other Compensations or Benefits. -4- -'- 0 . _.. "..l':'" - '\.. " \ ~ o CITY OF EDGEWATER JOB CLASSIFICATION PLAN JOB CLASSIFICATION GRADE DEPARTMENT HEADS CITY CLERK PARKS & RECREATION DIRECTOR DIRECTOR OF PUBLIC WORKS DIRECTOR OF UTILITIES FINANCE DIRECTOR FIRE CHIEF PLANNING/ZONING DIRECTOR POLICE CHIEF CITY ENGINEER 21 21 23 23 24 24 24 24 30 ADMINISTRATIVE/CLERICAL OFFICE ASSISTANT 4 CUSTOMER SERVICE REPRESENTATIVE 7 FINANCE CLERK 7 PLANS/PERMIT CLERK 8 PAYROLL/INSURANCE CLERK 10 SENIOR FINANCE CLERK 11 STAFF ASSISTANT 11 DEPUTY CITY CLERK 13 EXECUTIVE ASSISTANT 14 FINANCE OFFICER 17 "~~NI)IErc- I J , .... , nF:!!II~Y E: I "RL..CLGRK._.. 19 PUBLIC SAFETY ANIMAL CONTROL OFFICER 10 DISPATCHER/FIRE 10 TELECOMMUNICATOR 10 COMMUNICATIONS SUPERVISOR 11 RECORDS SUPERVISOR/ PUBLIC INFORMATION OFFICER 11 FIREFIGHTER/EMT 12 DETECTIVE 13 ELECTRICAL & MECHANICAL INSPECTOR 13 FIRE SAFETY INSPECTOR 13 POLICE OFFICER 13 l"tINIMUM SALARY $25,646.00 $25,646.00 $28,267.00 $28,267.00 $29,681.00 $29,681.00 $29,681.00 $29,681.00 $39,832.00 $ 1 1 , 1 90 . 00 $12,958.00 $12,958.00 $13,603.00 $14,997.00 $15,746.00 $15,746.00 $17,368.00 $18,221.00 $21 ,091 .00 $23,254.00 $14,997.00 $14,997.00 $14,997.00 $15,746.00 $15,746.00 $16,536.00 $17,368.00 $17,368.00 $17,368.00 $17,368.00 ~ APPENDIX A 1'1A X I MUI'1 SALARY $37,960.00 $37,960.00 $41,850.00 $41,850.00 $43,950.00 $43,950.00 $43,950.00 $43,950.00 $58,926.00 $16,557.00 $19,178.00 $ 1 9 , 178.00 $20, 134.00 $22, 194.00 $23,29~.OO $23,296.00 $25,688.00 $26,978.00 $31,242.00 $34,424.00 $22,194.00 $22,194.00 $22 , 194.00 $23,296.00 $23,29.6.00 $24,461 .00 $25,688.00 $25,688.00 $25,688.00 $25,688.00 A-I u SAFETY DIRECTOR/ CODE ENFORCEMENT OFFICER DETECTIVE/SERGEANT POLICE SERGEANT POLICE LIEUTENANT FIRE LIEUTENANT BUILDING OFFICIAL 13 17 17 19 19 21 ENVIRONMENTAL SERVICE WORKER I 5 METER READER 6 SERVICEWORKER II 7 WATER PLANT OPERATOR - TRAINEE 7 MECHANICS HELPER 8 UTILITIES SERVICE WORKER 8 SERVICEWORKER III 9 TRADESWORKER I 9 UTILITY SYSTEMS MECHANIC 9 RECREATION SUPERVISOR 11 BUILDING MAINTENANCE FOREMAN 11 MECHANIC 12. TRADESWORKER II 12. WASTE WATER PLANT OPERATOR "C" 12' WATER PLANT OPERATOR "C" 12 FIELD OPERATIONS SUPERVISOR 13 WATER PLANT OPERATOR "B" 13 WASTE WATER PLANT SUPERVISOR 15 SANITATION SUPERVISOR 16 STREETS SUPEMVISOR 16 WATER PLANT SUPERVISOR 17 ASST. PAR~~S & RECREATION DIRECTOR 19 ASST. PLANNING/ZONING DIRECTOR 19 ASST. PUBLIC WORKS DIRECTOR 19 ASST. DIRECTOR OF UTILITIES 19 o $17,368.00 $21,091.00 $21,091.00 $23,254.00 $23,254.00 $25,646.00 $11,752.00 $12,334.00 $12,958.00 $12,958.00 $13,603.00 $13,603.00 $14,290.00 $14,290.00 $14,290.00 $15,746.00 $15,746.00 $16,536.00 $16,536.00 $16,536.00 $16,536.00 $17,368.00 $17,368.00 $19,136.00 $20,093.00 $20,093.00 $21,091.00 $23,254.00 $23,254.00 $23,254.00 $23,254.00 42 $25,688.00 $31,242.00 $31 ,242.00 $34,424.00 $34,424.00 $37,960.00 $17,389.00 $18,262.00, $19,178.00 $19,178.00 $20 , 134.00 $20 , 134 . 00 $21,133.00 $21,133.00 $21,133.00 $23,296.00 .$23,296.00 $24,461.00 $24,461.00 $24,461 .00 $24,461.00 $25,688.00 $25,688.00 $29,329.00 $29,744.00 $29,744.00 $31,242.00 $34,424.00 $34,424.00 $34,424.00 $34,424.00 A-2