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09-25-1985 ,:" o o ~~~~ CITY OF EDGEWATER MERIT BOARD September 25, 1985 7:00 p.m. MINUTES The Merit Board meeting was called to order at 7:00 p.m. in the Community Center by Mr. Gold, Chairman. ROLL CALL: Russell Gold Walter Gross Gwynne Turner Cecelia Stevens Linda Kuhbander Present Present Present Present Absent Also present: Mrs. Martinez, City Clerk/Administrator; Mr. James Prater, Mechanic, City of Edgewater; Councilman Neil Asting. A2PROYAL' OF MINUTES, A motion was made by Mr. Gross to approve the minutes of the last meeting, seconded by Mr. Turner. CARRIED 4-0. NEW BUSINESS Merit Evaluation Report The Merit Board reviewed the Merit Increases report for the month of August, 1985, as presented by the Personnel, Payroll, Insurance Clerk. Review of Evaluation Format Mr. Turner presented each member with a copy of the Evaluation Format and suggested they consider a new form. After an in-depth discussion, Mr. Turner made a motion that the Department Heads submit to the Merit Board their recommendations of an Evaluation Format that would fit their department, seconded by Mrs. Stevens. CARRIED 4-0. Mechanic Upgrade Mr. Gold stated Mechanic Upgrade would be next on the Agenda. Following a lengthy discussion on the various duties required of a Mechanic, Mr. Gross asked what salary is being paid to the mechanic at this time, and Mr. Turner replied $12,400. Mr. Turner then introduced Mr. James Prater, mechanic of Edgewater, and asked him to describe, in his own words, what he is actually doing, compared to the description of the job requirements itself. Mr. Prater went into quite a detailed explanation of the regular duties expected of a mechanic. Mr. Prater also informed the Board of innovative changes he had made personally, and that he had expended the sum of $1500 to $1800 for the purchase of tools. Mr. Prater also expressed concern for the safety of the people who have to ride the vehicles serviced by his garage. Mr. Gross then expressed his view that the responsibility of this job warrants more money than Mr. Prater is receiving. Mr. Gold then asked if there was any provision in the merit system that could advance an employee one extra step for performance at the time of evaluation, for an exceptionally good job; could he go two steps. Mrs. Martinez answered GO; you can start at a higher level if you are more qualified then intended. Mrs. Martinez then went on to explain that when you first come on board, at six months you go to the next level, and in a year you go to the next level, and in the interim comes a cost of living raise, so there is a fine opportunity in the first year to get three increases. I . o o .~-. ':Y Mr. Gold then stated he believes there should be some way to compensate Mr. Prater for his ability and knowledge and the good work he is doing and wondered if a motion could be made here to take to Council. Mr. Gold then asked Councilman Asting if a motion was made here to take it to Council would it help any, and Mr. Gold added further explanations such as one extra step~ from step 1 to step 3, say 49 or 509. Mrs. Martinez then asked how his super- visor would feel, if he passes his supervisor, and that we would be eliminating the merit plan procedures. Mr. Gross said the only way to straighten that out would be to give the supervisor a raise, too. Mr. Prater then stated Mike Tenney is not his supervisor. Mrs. Martinez explained that the mechanic works under the direction of the superintendent, and Mr. Prater replied that he did, too. Mrs. Martinez stated Mr. Prater works for Earl Copeland, the superintendent of that department, and that under Earl is another person. After much discussion of this problem, Councilman Asting stated he couldn't speak for the majority of the Council but that he, himself, believes we should have a shop supervisor, to see the job is done right, the records maintained, and have someone with the skills to see it is followed through and the job gets done. He also recommended we have a shop supervisor, simply for mechanical work. Mrs. Martinez then explained that what she was basically getting at was that with a two-step increase for Mr. Prater, a situation could arise where a supervisory capacity is going to get passed by an employee without creating another job description. Mr. Turner stated he would like this settled in a motion that we recommend the job description of Shop Supervisor, seconded by Mrs. Stevens. Councilman Asting responded that the description be changed to Automotive Supervisor. Mr. Gold then stated it has been moved and seconded that we create a job description for Automotive Shop Supervisor. PASSED 4-0. Mr. Turner then turned to the subject of salary, stated he would like to stay with Grade 11, and if the present mechanic is designated as the new supervisor, his months' previous service be taken into con- sideration and have him start at Step C. Mrs. Martinez stressed she believes this action would defeat the purpose of the plan, as he would be one step above the refuse supervisor and the street supervisor, one step above. Mr. Gross stated there is no comparison between shop supervisor in the automobile shop and the refuse supervisor. The discussion then turned back to the salary question and it was moved by Mr. Turner that the Grade level be established at 11, and the salary at $6.27 per hour, seconded by Mrs. Stevens. CARRIED 4-0. Mr. Gold then stated both of these motions have to be given to Council, and Mrs. Martinez said a job description has to go along with it. The Boam decided it will review this next month. Draft/Job Description-Planning Assistant/Grant Administrator Mr. Gold stated he understood Council had already approved this position salary wise, and Mrs. Martinez explained Council just gave her author- ization to bring it to the Merit Board; that $20,000 was put in the budget. Mrs. Martinez also explained we presently have the title "Planning Assistant", that that grade has already been established, and the job description has been established; however, she further explained the reason she has brought back another one is that the "Grant Administrator" __ portion has to be added on to this one. Mrs. Martinez commented that the Florida League survey seems to have an average of around $15,000 for an assistant planner. She further stated this job we are talking of is $12,300 at the level we have established now. Merit Board Minutes September 25, 1985 -2- ;l (.) o -.~ .. Mrs. Martinez then stated that perchance a planning assistant could be a part time student, a recent graduate, or perhaps one with a two year college course, who could be recruited at a lower salary. Mrs. Martinez also expressed the opinion there is a possibility as the City grows, and he or she proves his worth, and assists us _in getting City Hall grants and Police Station grants, road grants, and whatever else, we could go for a Planner, and the assistant could go into that position. Mr. Go~d then asked if what we are to do is to combine the Planning Assistant and Grant Administrator under one, and Mrs. Martinez said yes, that she did not draw it up in final form until the Board decided if they want an assistant part time versus full time, and that it has to be drawn up. Mr. Turner said he was personally concerned with the grant side of it and Mrs. Martinez agreed that it is desperately needed. Mrs. Martinez stated she will bring this back in final draft form with- out a motion if it is agreeable with the Board and will include the Grant Administrator into a final finished product. Fire Safety Inspector Mr. Gross made a motion we table this until the next meeting, seconded by Mrs. Stevens. TABLED 4-0. There being no further business, Mrs. Stevens made a motion to adjourn the meeting, seconded by Mr. Gross. The meeting was adjourned at 8:35 p.m. Minutes submitted by Dorothy C. Garrity Merit Board Minutes Sept-ember 25, 1985 -3-