07-26-1989 Special
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CITY OF EDGEWATER
MERIT BOARD
SPECIAL MEETING
6:30 P.M.
COMMUNITY CENTER, CITY HALL
WEDNESDAY, JULY 26, 1989
Chairman, Harry Jones called to order a Special Meeting of the
Merit Board at 6:30 p.m., Wednesday, July 26, 1989, in the Com-
munity Center at City Hall.
ROLL CALL:
Karen Grasberger
Marvin Owens
CeCe Stevens
Sherry Young
Harry Jones, Chairman
Present
Present
Present
Present
Present
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Also present were ~ary Ann VcndTo.:.;co ,Po.yro11/Por::onne1/In::ur::mce
Clerk and Sondra Meager-Pengov, Secretary.
DUTIES OF THE MERIT BOARD:
Mr. Jones brought the Board up-to-date on the duties of the Board
as set up by ordinance. He then opened the floor to discussion
of the duties and functions of the Merit Board for revisions, if
necessary.
Mrs. Grasberger indicated that possibly we are premature in dis-
cussing this, stating that the new City Manager may want some input.
Mr. Jones said he did not think this is premature as he had dis-
cussed the issue with Mr. Johnson yesterday (July 25, 1989.) Mr.
Johnson stated the Board has his "blessings" to submit the revisions
for his review.
Mr. Jones does not feel that the Merit Board should have the res-
ponsibility for the entire program of administration. He had pre-
pared the following process to suggest to the Board.
At least annually review and inspect the employment process procedures
of the City including but not restricted to:
the employment procedure - the process and advertising
of vacant positions - receipt and recording applications
for advertised positions - method and procedures for
rating applications - establishing registers of eligible
applicants - method of interview and selection.
Mr. Jones stated he has not been effectively told how applications
are received, whether they are received by an applicant walking in
the door or what. Mrs. Young explained, from her experience, how
applications are accepted. A person comes into the front office
of City Hall and requests an application for employment. After the
applicant has filled it out and returned the application, they
may inquire as to whether there are any positions available.
These positions are posted on the public bulletin board and an
applicant may apply for a specific position and their application
will then be distributed to the department with the opening. The
application is kept on file for one year.
Mr. Jones inquired as to how and who rates the applicant for the
job. Mrs. Stevens explained that the department head reviews the
application, then tests, when necessary, specific functions relating
to the specific job. An inquiry of their drivers license is done
and other paperwork filled out and finally a physical.
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City of Edgewater
Merit Board Special Meeting
July 26, 1989
Page -2-
Mr. Jones still wanted to know how the applicant is rated. For
example, if a job op:ming is on the bulletin board how are the 10
or 12 applicants rated.
Mr. Jones presented a suggestion for method of interviews and
systems: position advertisement would state: 1) what position
is, 2) what the duties are, 3) what the education requirements
are, 4) how much experience is required. These four requirements
to the applicant would then get a rating of 70. There would be
a minimal as far as the register is concerned. Mr. Jones further
indicated other points that would be accumulated for additional
experience, schooling and so forth.
Mr. Jones continued to discuss interviews. He feels the Merit
Board should annually review the hiring duties.
Mrs. Grasberger did not feel the Merit Board should be entering
in the hiring procedure at this time. Mrs. Stevens agreed with
Mrs. Grasberger.
As there appears to be no set policy for hiring, the Board feels
a policy should be executed through the department heads and a
personnel director. Mr. Jones feels that what ever policy is drawn
up, the Merit Board should annually review the hiring duties.
Mr. Jones has inspected the personnel files and found the 8' by 11'
personnel file has papers "stuck in" with no fastening in the
folder of any kind. These papers should be secured so as not to
lose any of the documents within the folder, and create a system
as to the order of the documents. However, Mr. Jones did state
that the security of the personnel files is very good.
Further discussion of the policy followed with the Board agreeing
that they should review: the procedure of the process of advertising
vacant positions, recording applications of advertised positions,
method and procedures of rating the applications, establishing a
register of eligible applicants and methods of interviews and
selections. The Board would review these procedures and make recom-
mendations to the department heads.
The Board recommended changes to the duties and functions of the
Merit Board as listed per attachment. Mrs. Grasberger made a
motion that the required changes be typed for the Board's review
and consideration at a Special Meeting scheduled for August 2,
1989 at 11:45 a.m. in the conference room of City Hall. Seconded
by Mrs. Stevens. Motion CARRIED 5-0.
Considerable discussion followed as to job discription and the
duties of the personnel.
There being no additional business to come before the Board Mrs.
Young made a motion to adjourn, seconded by Mrs. Stevens. Meeting
adjourned at 7:30 p.m.
Minutes respectfully submitted by
Sondra Meager-Pengov, Secretary
ATTACHMENT
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POSTOFFICE BOX 100
EDGEWATER. FLORIDA 32032
M E M 0 RAN DUM
TO:
Mayor Mitchum and City Council
Via City Manager
FROM:
DATE:
City of Edgewater Merit Board
July 31, 1989
SqB~ECT: Merit System Personnel Policies and Procedures
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The attached amendments were recommended for City Council
review at a Special Merit Board meeting held July 26, 1989.
attachment
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ARTICLE II. MERIT SYSTEM PERSONNEL
POLICIES AND PROCEDURES
The following amendments were recommended by the Merit Board at a
Special Merit board meeting July 26, 1989:.
Sec. 13-22 - Organization for personnel administration:
(c) Duties and functions of the merit board. The merit
board of the city shall have the following functions
and duties:
To assist in the. effective administration and
technical direction of the merit system personnel
program;
At least annually recommend rules and regulations
and revisions and amendments thereto of the
personnel program for the consideration of the
official channels;
Review and recommend a position classification
plan for all merit system employees for the
consideration of official channels, and install
and maintain such a plan, as approved;
Advise the official channels on all matters of
personnel policy;
All other functions to remain in effect as shown.
(1)
(2)
(3)
(6)
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CITY OF EDGEWATER
MERIT BOARD
REGULAR MEETING
7:30 P.M.
COMMUNITY CENTER
WEDNESDAY, JULY 26, 1989
Chairman, Harry Jones called to order the Regular Meeting of the
Merit Board at 7:30 p.m., Wednesday, July 26, 1989 in the Community
Center.
ROLL CALL:
Karen Grasberger
Marvin Owens
CeCe Stevens
Sherry Young
Harry Jones, Chairman
Present
Present
Present
Present
Present
Also present were Mary Ann Vendrasco, Payroll/Personnel/Insurance
Clerk and Sondra Meager-Pengov, Secretary.
APPROVAL OF MINUTES:
Mrs. Young made a motion to approve the minutes of June 28, 1989 as
presented. Seconded by Mrs. Grasberger. Motion CARRIED 5-0.
UNFINISHED BUSINESS:
Policy for Part-Time Employees - As recommended by the Board the
attached changes were made. Under Procedure for Permanent Part-
time Employees, line c) to read: "(40) hours per week), line d) to
read: Part-time employees shall accrue vacation leave (per attached
schedule), line e) to read: Part-time employees shall accrue sick
leave (per attached schedule.)
Temporary (NTE) Employees recommended changes. Line b) to read:
Temporary (NTE) Employees will not receive any City benefits.
Temporary (WAE) While Actually Employed Employees, recommended
changes. Line b) to read: Temporary (WAE) Employed Employees will
not receive any City benefits.
Mrs. Grasberger made a motion to approve the corrections as stated
for recommendation for City Council, via official channels. Seconded
by Mrs. Stevens. Motion CARRIED 5-0. (Copy Attached)
Drug Testing for New Employees - Mrs. Stevens made a motion that the
Board would like to recommend to the City Council and Unions to
approve the institution of drug testing for new *employees to include
new volunteer emergency personnel as a condition of employment/mem-
bership. (*Employee - means any person who works for salary, wages,
or other remuneration for an employer). Seconded by Mr. Owens.
Motion CARRIED 5-0. (Copy Attached)
Mr. Jones mention that he had spoken to the Fire Chief and he is in
favor of the drug testing. Considerable discussion was had by the
Board before reaching the above motion. The Board's concern was the
fact that the Fire Fighters are volunteer and not employed by the
City. But, they are still covered under City compensation.
Mary Ann Vendrasco stated the City does enforce the drug/alcohol
policy.
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City of Edgewater
Merit Board Meeting
July 26, 1989
Page -2-
NEW BUSINESS:
Report from Board Members/Chairman - Mr. Jones reviewed the merit
increases.
Mr. Owens read a note from Mrs. Joann Sikes (contract employee, who
had been present at the meeting but had to leave because of the
late hour), she stated, I would like to get paid for the hours I
work. I am only paid for 40 hours a month, and lots of months I
work 50 hours. I am not being paid for these extra hours. I would
like this to be looked into.
Mr. Jones said he had spoken to the Finance Officer concerning Mrs.
Sikes, and he said she is currently making $7.50 per hour. She
has no annual leave or sick leave. However, if she is sick or un-
able to come to work she still receives the same amount of pay, she
is considered salaried.
After discussion, the Board felt Mrs. Sikes wants the Merit Board
to look into this matter for her. Mr. Jones said he will speak
with her department head, Dave Garrett.
Mrs. Stevens discussed the fact that she sees nothing wrong with
nepotism.
Mrs. Stevens also discussed the possibility of a new policy for the
Fire Department. Firemen should not be smokers. She would like
to introduce hiring persons who are non-smokers. Reason being,
fire fighters are subject to smoke inhalation and they could come
back and say they have a disability because of smoke inhalation.
There being no further business to come before the Board, Mr. Owens
moved to adjourn. Seconded by Mrs. Young. Motion CARRIED 5-0.
Meeting adjourned at 9:25 p.m.
Minutes respectfully submitted by
Sondra Meager-Pengov, Secretary
ATTACHMENT
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POSTOFFICE BOX 100
EDGEWATER. FLORIDAJ20J2
M E MaR AND U M
TO:
City Council and Unions
via City Manager
FROM:
DATE:
SUBJECT:
City of Edgewater Merit Board
August 7, 1989
Drug Testing - Procedures For Part-time Employees
The Merit Board respectfully recommends review by ,the City
Council and Union of the attached Drug Testing and Procedures
for Part-time Employees. as discussed at the Regular Meeting
of July 26, 1989.
ATTACHMENT
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At the present time we do not require drug test of prospective
employees. While we are cognizant of and appreciarethe constit-
utional and privacy concerns, it appears well settled that the
City. can require such test as a condition of gaining employment.
The drug test we will perform will cost about $25.00 each. If a
positive is obtained and additional test will be performed wh~ch
also costs about $25.00. Please keep in mind that this would
only be done after the interview process has been completed and
a decision made as to the successful applicant.
RECOMMENDATION:
We would respectfully recommend that the City Council and Unions
approve the institution of drug testing for new*employees to incl-
ude new volunteer emergency personnel as a condition of employment
or membership. (* Employee means any person who works for salary,
wages, or other remuneration for an employer.)
PURPOSE:
The City of Edgewater recognizes its responsibility to provide a
safe and healthy working environment for all employees and its
obligation to the citizenry to hire and offer continued employment
only to those individuals who are and who remain drug free.
POLICY STATEMENT:
All City of Edgewater employees are prohibited from using, being
under the influence of, having present in their system, possessing
or distributing controlled substances, narcotics, and other mind-
altering .substances at any time because of their illegality and
the risk to fellow employees and the public.
Employees arrested or implicated in the use, sale or possession of
controlled substance, drugs, or other mind-altering substances
will immediately be suspended without pay pending investigation and
resalution and may be subject to discipline up to and including
discharge.
If the use of controlled substances, narcotics, or other mind-
altering substances is found on City property or suspected on
City property, the proper law enforcement officials will be notified
immediately.
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POLICY:
1. All prospective employees who have passed the initial personnel
screening process shall sign a consent to substance screen form
and shall submit to urinalysis testing as part of the physical
examination as a condition of employment.
2. Refusal to sign the Consent to Substanee Screen form and submit
to urinalysis testing shall prohibit consideration of employment
for a period of one year.
3. A positive urinalysis test shall prohibit consideration of
employment for a period of one year.
4. With the exception of prior positive test results, no regular,
probationary, or temporary employee shall be required to sign
'the Consent to Substance Screen form and submit to urinalysis
testing without reasonable suspicion.
5. Any regular employee who tests positive shall be placed on a
six-month probation period during which time she/he shall be
carefully monitored for reasonable suspicion and shall submit
to unannounced follow-up urinalysis testing.
6. Violation of the above policy may result in discipline up to
and including discharge.
Employees are prohibited from possessing, using, being under the influence of,
or having alcohol present in their system while on City property.
Employees are prohibited from possessing controlled substances, narcotics, or
alcohol on their person, in their lockers, desks, or vehicles. The desks,
lockers, cabinets, drawers, and vehicles utilized by employees are City property
and, with reasonable suspicion, may be searched. If an employee places a
personal lock on a locker, desk, cabinet, or other storage area, upon reasonable
suspicion, he or she must remove such lock upon request and permit a search
by management.
The approved use of prescription drugs by a physician is not prohibited;
however, employees may be subject to discipline up to and including discharge
for the abuse of prescription drugs. Further, any employee using drugs at the
d~rection of a physician will immediately notify his or her supervisor when
the use of these substances may affect his job performance such as causing
drowsiness.
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PROCEDURE FOR PERMANENT PART TIME EMPLOYEES
Part-time employment is important to the growing City of Edgewater
since there are duties that need to be accomplished but are not
sufficiently time consuming to justify a full time employee at
this time.
It is possible that these duties may, as the City grows, become full
time positions.
Therefore, the following are the recommendations of the Merit Board:
a) It is recommended that the part-time employees be hired from
established registers of qualified applicants, however, if
there is no register and a qualified applicant is available
this requirement may be waived on their behalf.
b) Should a position be changed to full time the position will
be published through the promotional process, should the
incumbent be selected, the necessity for a probationary
period would be waved.
c) Part-time employees will be paid at the same rate as regular
City employees including overtime for duties required over
forty (40) hours per week.
d) Part-time employees shall accrue vacation leave per attached
schedule.
e) Part-time employees shall accrue sick leave per attached
schedule.
f) Part-time employees working thirty (30) hours per week or
more will qualify for health coverage.
g) Part-time employees will have a regular schedule of hours.
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July 26, 1989
SICK AND VACATION LEAVE
Sick and vacation leave will be accru~d in accordance
with the following schedule:
WEEKLY HOURS WORKED
HOURS MONTHLY
20-29
30-39
40
4
6
8
The employees record will be credited to their leave
record on the monthly .da te of his employment as shown
on their personnel action form.
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TEMPORARY (NTE) EMPLOYEES
In em~rgency conditions Temporary (NTE) Employees, with the prior
approval of the City Manager may be hired to accomplish a specific
function. They will be employeed for a specific period of time.
This period may be extended with the prior approval of the City
Manager, but not to exceed ninety (90) calendar days.
a)
Temporary (NTE) Employees will be paid at the same rate ~ ~
other City Employees of the same rate including overtime) (~~~O~;~
Temporary (NTE) Employees will not receive any City benefits.
b)
c)
Temporary (NTE) Employees may be terminated at any time.
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TEMPORARY (WAE) WHILE ACTUALLY EMPLOYED EMPLOYEES
When it is necessary to perform intermittent and sporadic duties
for the City of Edgewater, with prior approval of the City Manager,
employees may be employed in this category.
a) Temporary (WAE) Employees will be paid at the same rate as
other City Employees of the same rate including overtime,
after forty (40) hours per week.
b) Temporary (WAE) Employees will not receive any City Benefits.
c) Temporary (WAE) Employees may be terminated at any time.
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