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07-24-1985 J: ~ <.J CI'IY OF EDGWATER MERIT IDAP.D MEETING July 24, 1985 MINUTES The Merit Board meeting was called to order at 7:00 p.m. in the Council Charrbers of City Hall by Mrs. Stevens, Vice Chairman. ROIL CAlL Walter Gross Gwynne Turner Russell Gold Cecelia Stevens Present Present Excused Present Also present: Connie Martinez, City Clerk/Administrator, and new member GV~ TU&~, Police Officer for Edgewater Police and employee representative. Mr., Turner was welcomed by Mrs. Stevens. Mr. Gross made a notion to table the minutes of June 26th and July 1, 1985 until the next meeting, seconded by Mrs. Stevens. TABLED 3-0. OlD BUSINESS Police Department - Shift Supervisor 1rrs. Martinez brought the board up to date on Council action regarding their reconm:mdation on the Temporary Shift Supervisor position. She explained a change that was made in the recorrrrendation, after talking with the sergeant in the Police Department and discovering that a two-step increase for the Ten~orary Shift Supervisor could, in some cases, bring that position within 13~ of an experienced sergeant. The suggestion from the Police Department to the Council was that the Shift Supervisor go one step up, rather than two steps. This recorrrrendation was taken to Council, not trying to overrule the Merit Board by any means, but with that logic. Council did approve it to the City Attorney for an amendment to the Merit Pay Plan at one step. At this time there was discussion about the effective date of this position's pay increase. It was explained to the Board that the recorrrrendation was, after fifteen (15) days the increase would take place. Mrs. Martinez gave an example of how confusing this could become, due to vacations, sick leave, etc. There are times that employees cover for other employees during vacations, sick leave, etc., and no actual transfer is made. Council agreed with this effective period. Mr. Gross did not think this time period was fair, believing he should be paid from the day he starts in that capacity. Mr. Turner stated that from the Police Department's viewpoint, a patrolman replacing a sergeant, the senior of those two patrolmen becomes acting super- visor. He feels comfortable with the fifteen day shift, rather than cause the paperwork for a shorter time period. Mr. Gross asked if it was fifteen days for a year, or consecutive days. Mrs. Martinez explained the procedure of the City; we have vacations and sick leave throughout 85 employees, no matter what their status, no matter what their job is, there is an obligation to cover when one is away. r~. Gross asked if the Union has anything to do with this. Mrs. Martinez stated not at this point; hOvYBver, their approval must be given before it is implemented. -. . . ..< ~ u A discussion of the various steps followed, No further discussion. REVIEW MERIT OOARD BY LAWS Mrs. Martinez stated this is sorrething brought up several rreetings ago because there were new rrembers on the Board and it should be reviewed. Mr. Gross made a rrotion to table this until all were present, unofficially, and Mrs. Stevens unofficially tabled it until a quorum is present. EVALUATIONS OF MAY .Mrs. Stevens brought up the Merit Evaluations of May. Mrs. Martinez says May evaluations were discussed in May, but there were no copies in the packets. The new evaluations are in the packets now. Mrs. Mart inez then explained the merit system to Mr. Turner. NEW BUSINESS None. MISCELLANEOUS Mr. Turner discussed evaluations due in the Police Departrrent that were not fulfilled :tQI:'8everal rronths and explained it was probably due to the change of comnand, etc. Several rrembers questioned whether the ninety (90) day period starts from the date their evaluation was supposed to have been done or the date their evaluation was done. Mrs. Martinez stated the reevaluation takes place no rrore than ninety (90) days later, from the date the evaluat ion was done, even though it was ninety (90) days later. Mr. Gross asked the status of Mr. Turner I s responsibility here on the Merit Board and his responsibility to the employees and if there is any change whatsoever in the voting. He asked who Mr. Turner represents. Mrs. Stevens answered he represents the~mployEBS of the City of Edgewater. Mr. Gross asked in what capacity; if the people corre to Mr. Turner and say they are asking for a reclassification and could he bring it up at the Merit Board rreeting. Is that what you understand, Mr. Turner? Did anyone explain to you your responsibility to the Merit Board and the employees when they appointed you to the Merit Board? The question I have now is the status of the representative of the employees. Mrs. Stevens answered that he is doing that just now - the probleIIB of the employees - he is doing his job. It could be the Police Departrrent or any other departrrent. Mr. Gross then asked if it should be in writing-, and it was decided not unless it was an official grievance. ~IT. Turner stated it is his understanding that he was voted by the employees as a whole to represent them and that he was going to represent them to the best of his ability, and if they have a problem and seek answers that is for the Merit fuard, then he is the one to get the answers for them, to represent them. Mrs. Stevens stated he brought up a problem, now let's get the answer. Mr. Turner then stated he believed the "Ninety Day" problem is not clear. 1ITs. Martinez then attempted to clear up the question on the Ninety Day problem. Department Heads try their level best not to run late; unfortunately, there are reasons and circUIIBtances beyond their control. However, in the event a person is granted a rrerit increase, it is insignificant when it is done; if it is done ten years late,. it goes back to the Friday after the date it was due. 1~rit Board Meeting July 24, 1985 -2- - . . ,~ u (J ~rrs. ~mrtinez read that in the event a step increase is not request a reevaluation will take place no later than ninety tirre during that ninety day frarre, they can be reevaluated. evaluation shows the employee deserves a step increase, the not be retroactive awarded, upon days; so any If the re- increase will Mr. Gross asked the status of Sgt. Britain. Is he a Lieutenant, and was his salary range approved by Council. ~rrs. 1mrtinez answered he is now a Lieutenant and assured that the salary range was approved. Mr. Gross then asked if he was starting at the $16,000. level and Mrs. Martinez said no, that goes to the next step above what he was making. Mrs. Martinez then stated what is causing the confusion is when they were thirty days late with evaluations. In the event you got evaluated thirty days late and you got an increase , it went into effect retroactively. The ninety days start's with the day you sign the evaluation. It's juSt that you have to adjust the reevaluation period according to how many days late you are on the evaluation. Mr. Gross then asked if an Employee does not agree with the evaluation and they don't sign it, what happens? 1rrs. ~illrtinez then stated they don't get the raise, nor can they be re- evaluated in ninety days, so they have to sign it and request reevaluation. Mr. Turner pointed out that there is an appropriate place on the form for him to corrment before he signs. Mrs. Martinez stated that in July we had a similar circumstance when Mrs. Isaacs carre over from the Police Departrrent regarding this. Mrs. Stevens stated 11rs. Isaacs was not happy with her evaluation. Mr. Turner said he had never heard of anyone not signing their evaluation and ~ks. Martinez agreed, adding, not since the plan was implerrented. Mr. Gross asked if she signed the evaluation and asked for a reevaluation. 11rs. Martinez stated she asked for her evaluation to go to the Merit Board. Mr. Gross then asked if she is now going to be reevaluated in ninety days and 1rrs. ~mrtinez said yes, that is so. There being no further business to corre before the Board, upon notion by 11r. Turner, seconded by }Irrs. Stevens, the rreet ing was adj ourned at 7: 32 p. m. Minutes submitted by: Dorothy C. Garrity Merit Board Meeting July 24, 1985 ~~