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01-25-1984 " f ~ Q o CITY OF EDGEWATER MERIT BOARD MEETING January 25, 1984 The meeting of the Merit Board was called to order at 7:10 P.M. in the Council Chambers of City Hall. ROLL CALL Betty Billups Robert Bates Dr. Roland Bazin Walter Gross Debbie Sigler Absent Present Present Present Present Also present: Terry Wadsworth APPROVAL OF MINUTES Dr. Bazin made a motion to accept the minutes of the October 26, 1983 regular meeting, being seconded by Mrs. Sigler. Upon roll call vote the motion CARRIED 3-1. Mr. Gross voting no because he wasn't present then. COMMUNICATIONS Ord. 83-0-22 - Merit Plan Mr. Bates stated this is a copy of the ordinances as signed by the Council adopting the Merit Plan. Res. 83-R-80 - Board Appointment Mr. Bates stated this has also been signed by Council appointing Mr. Gross to our board. Tuition Reimbursement Mr. Bates asked if there were any disagreements with this form, adding he highly agrees with it. Mrs. Sigler informed the board there have been some disagreements. She stated Mrs. Kinsey wanted this form to be brought to the board for informational purpose. It is already being used, however there was a question brought to her by Police Department employees. Checking with the City Attorney, Mrs. Kinsey was assured this is perfectly legal. Dr. Bazin brought out the foreseeable problem with #2, referring to unsuccessfully completed courses. He sees no problem with #1. Mr. Gross asked what the changes are in this program compared to what we had before? Mrs. Sigler explained there was nothing to fill out before. Mr. Terry Wadsworth, Utilities Superintendent, stated that his departments have been using this form. He sees no problem with the uncompleted course clause because most of the schools have an incomplete section, where there is some recourse to make up tests or take the course the next session. " / o o Mr. Gross asked when the people take the courses, during working hours, or on their own time? Mr. Wadsworth explained there are some certifications that are required courses, if someone wants the job it's a prerequisite to the job. There are other enrichment courses, that by taking they would make a better employee, this could be substantiated to the department head; this would be optional. Mr. Gross questioned if all of the police department people went out and took a course for sergeant and they all pass it, we would have no laborers. Mrs. Sigler explained there is nothing written that these people would automatically be reclassified because they passed a course. Mr. Wadsworth explained, for example in his departments, there are slots, and if the slot is occupied, even if someone else becomes qualified for it, they are still held in their former job title until the slot opens up. Mrs. Sigler pointed out the possible objection by an employee regarding this form; would be when the supervisor says that an employee has to take a certain course in order to keep their job and then have to sign a form that says if they don't pass they have to pay the City back. On the other hand, if I,as an employee ask the supervisor to send me to a course, because it will help me at my job, there would probably be no objection whatsoever with such a form. Mr. Wadsworth answered other questions regarding the State certifications and courses taken by his employees. OLD BUSINESS Entrance exams Mr. Bates asked what information was received about these exams. Mrs. Sigler stated, as requested by the board, she spoke to two other cities. She reiterated to the board what the New Smyrna Beach Personnel Director told her: They do individual testin~ nothing formal, like a typing test, etc. He feels you are leaving yourself open to questions of the validity of tests, and that excess documentation can be harmful in the long run. Their city is not large enough for formal entrance examinations. Applications are reviewed by the Personnel Director and if felt is warranted, it is filed. When there is an opening the file is reviewed, the applicant interviewed and then referral checks are made by phone. There is a check list of questions to ask references, but no form letter mailed. A letter is mailed to the applicants who were interviewed, but not chosen. This was all discussed with Mrs. Kinsey and we are basically doing the same thing New Smyrna does. Each department has it's own very informal oral testing now; City Hall gives typing tests. Mrs. Kinsey agrees with this procedure, however she would like the Merit Board to assist her in developing a check list for new hires. Mrs. Sigler read from Mrs. Kinsey's list: I) Small basic aptitude test, 2) Basic background check through Police Department, including drivers license and criminal background, 3) Written references submitted by applicant, character and employment, 4) Copy of high school diploma or equivalent test or any other certificate applicable, 5) Copy of discharge from military, if applicable, 6) Completed application, 7) Any other documents proving state- ments on application -2- o o Mr. Wadsworth answered some questions on the interviewing pro- cedures followed now. He added he doesn't know if a simple aptitude test could apply to all of your job classifications. The board suggested adding physical examination to the check list. Mrs. Sigler reminded the board that Mrs. Kinsey was talking to us about a form letter to be sent out to the references, rather than receiving a lengthy letter without the needed information. Mr. Gross pointed out/at this time/that the job classifications are a little over done. For example the job classification for the assistant chief, he feels it will be hard to find someone to meet all of the requirements. He doesn't see how the Recreation Director can cover his responsibilities. A lot depends on the Personnel Manager to have knowledge of the human being and to determine what he can do by his application. Mrs. Sigler agreed, adding that this is where the probationary period is needed also. Continuing on the check list, basically Mrs. Kinsey is asking for some guidance as to what should be asked for from the applicant other than just an application. The board members agreed to think this over and hopefully discuss it next month with Mrs. Kinsey. NEW BUSINESS Letter to City from P.B.A./Reply letter Mr. Bates explained this letter has a list of twenty discrepancies in the Police Department. Mrs. Sigler informed Mr. Bates about the discussion regarding this at the Safety Committee meeting with Chief Baugh. A lot of the items pertain to the actual building itself. Mr. Gross questioned the status of the new building. Mrs. Sigler explained presently the Building & Grounds/Parks & Recreation Supervisor is obtaining estimates from architects on how much it will cost to draw plans for the expansion of the Police Department and an addition to the Fire House for EVER. Mr. Gross questioned why someone is not looking into grant money for a Police station. He explained there is a State bulletin on the different funding that is available; it just needs to be in- vestigated by a member of the Council. Mrs. Sigler informed that the Police Chief requested permission at a budget workshop to look into this. He and one of the Council members are working on this. Mr. Gross spoke of the things being done in New Smyrna with their gas tax money. He reminded the board members that he looked into the funding for recreation and now the money has been received for use in Menard Park. There is a means of getting money if the effort is put to it. Mrs. Sigler stated there is no action our board can take regarding this. The Council is taking the steps to solve the problems. Mr. Bates suggested perhaps we don't have the expertise to gain the grants, and as a board we aren't taking any action, however perhaps Mr. Gross could contact the Council members with his information. Mr. Gross informed the board of the responsibilities he held as a member of the Board of Governors in the past. He spoke of the funding that is available on the state and federal level. -3- o o Dr. Bazin informed the board that he belongs to an organization which put on a grants seminar. He has books on how to write for grants. Memo to City Clerk from Joseph McEver/Pay Incentive Increase Mr. Bates stated it is unfortunate Mr.McEver is not here to dis- cuss this with the board. Mrs. Sigler stated she thought he would be here. All she can give the board is the letter which Mrs. Kinsey gave her. She added that the first rough draft of the classification scale did have the separation between the detectives and patrolmen. She also informed the board the Council has adopted a job des- cription for a Deputy Police Chief to add to the classification scale. Mr. Gross informed the board that at the Council meeting Monday night it was announced that Sgt. McEver was suing the City of Edgewater and there was a question of how much disability was entailed with him. He went on to explain the Council action. Dr. Bazin stated this letter has nothing to do with that. Mr. Gross added it does because if this man is a disabled man, this is a request to advance the sergeant and the next step is a lieutenant. Mrs. Sigler explained to Mr. Gross this is not a request for title reclassification, it is a request to upgrade the detectives and detective sergeants positions, making a division between the patrolmen and the detective. She went over the classification scale as it is now and as it is being requested. The individual will be affected by a change, however three positions will be involved, not just his. Mr. Bates stated there seems to be a conflict as far as the grading is concerned within the Police Department, in other words the difference between detectives and patrols. Mr. Gross stated there is more danger involved for the patrolman, however there is possibly more training and knowledge involved with the investigator. He would like to hear from Bucky and the Chief about all of this. Mrs. Sigler reiterated Mr. McEver's point that if a patrolman and a detective are both in the same grade on the classification scale, what incentive is there for a patrolman to work towards becoming a detective? Mr. Gross spoke of the Merit Board being affiliated with the Safety Board and talking about $6.20 an hour and safety. It is known that a man does his best job in the first eight hours, with two days off in seven. He added that the new contract that is being adopted by Council could mean at any time the Police Department can be cut back to eight hours a day and there could be a lot of problems because this would mean they will be cut sixteen hours a week over- time. It is his opinion that the policemen are under paid and this should be checked into. There is a union contract and he wouldn't even recommend it now. Mrs. Sigler asked if it was his opinion that there should be a step up in the grade for the classifications. Mr. Gross stated, much higher, however there is a new contract and we are going to have a big problem if they ever cut the days back. -4- ~ . o o Dr. Bazin agreed with Mr. Gross; there should be an upgrade and a division between the patrolmen and detectives. Mrs. Sigler questioned if it is correct the farther up the scale you. are, shouldn't you be able to accomplish the job in the grade below you? For example, could a patrolman fill in for the detective and could the detective fill in for the patrolman? Mr. Gross stated a patrol sergeant could fill in for the detective. He feels Bill Britain, Larry Westfall and Lenz could all be inves- tigators. He added he doesn't like an individual police officer coming to the Merit Board with this letter which means a raise in pay and a change of classification. He thinks this should come from the Council. Mr. Bates explained the Merit Board is reviewing this to send a recommendation to the Council. Mr. Gross questioned if the Police Chief agreed with this? Mrs. Sigler stated the Chief received the Merit Board agenda and he did not voice any objection. Mr. Gross asked what the request is for. Mrs. Sigler explained there are four job descriptions placed in two categories and he feels there should be a separation between each four. He feels there should be a patrolman, then up one classification there should be a detective, then up one should be a patrol sergeant and then up one should be a detective ser- geant. Mr. Bates stated he follows along with the reasoning,there should be a separation between the patrol section and the detective section. In order to become a detective, he had to first be a patrolman. The way it is now, if he is a patrolman and is moved to the detective section he has not increased his pay whatsoever. However by jumping the detective to Grade 12, it would put him in with the patrol ser- geant and there would have to be something re-written in the job descriptions in that the police patrol sergeant is a supervisor and you could not have two titles in the same classification, one being a supervisor and one not. His suggestion is that the whole thing be revamped, the job descriptions should be re-written to reflect all of the changes required. Mr. Gross commented that when Mr. McEver was made detective ser- geant under the requirements and classification at that time, now the requirements have changed according to the individual. He doesn't know what the requirements were when he was made a detective sergeant. Mrs. Sigler explained these classifications were devised as part of the recent Merit Plan, he was holding this title when we set the titles under the classifications. He feels we classified him incorrectly and he should be classified a little higher than a patrol sergeant. ' Dr. Bazin stated he agrees with this, and he feels it is a reasonable request. He made a motion that we do recommend an upgrade for detec- tive and detective sergeant. Mr. Gross commented that Mr. McEver is getting equal pay with Britain and Lenz. There is a hearing right now regarding Larry Westfall's pay and now all four sergeants are getting the same money. This would raise McEver above them all. Mrs. Sigler answered she is not aware of the hourly rates presently, but when working on the pay scale it seems they were all below the scale and had to be placed in the first step of the grade to put the pay scale into effect. -5- \ o o Mr. Gross stated he is not against this, but he knows if we do this there will be a complaint from the other sergeants. Dr. Bazin called point of order, there was no second to his motion. Mrs. Sigler seconded the motion, for discussion. Dr. Bazin explained his motion was to honor the request. He added we can be objected but he feels this should come to the Council's attention. There was discussion at this time about the detective sergeant being in the same grade. this was not mentioned in the letter, so it cussion at this time. lieutenant and the It was agreed that is not up for dis- Mr. Gross said he would like more discussion on this. Mr. Bates brought out again about the job descriptions needing revision if you place a detective in the same grade with a supervisory position. It was discussed putting the detective in a Grade 11. Dr. Bazin was in agreement, but reminded the board this was not the request. According to job descriptions, the detective and the patrol ser- geant can logically be in the same grade classification. Mr. Wadsworth was given the floor, and he questioned whether the board was acting prematurely, due to the fact that action is being taken on only one side of the story. Mr. Gross added he doesn't think we have enough information to make a decision. Mr. Wadsworth added he would not think very favorably of the Merit Board if they made a decision on an employee's request without soliciting comment from him. Dr. Bazin explained we have the job descriptions to review and we can tell the difference. Mr. Gross asked how you can tell which man is worth more money? He went on to explain the duties of the patrolman and the patrol sergeant, adding he would rather have the detective sergeant's job before he would want the officer's job out on the road. Now, there are four sergeants who are all making the same amount of money. He's a detective sergeant now, we have a classification of detective sergeant, is this different from the job he is doing? If there is no change, why are we interested; it comes down to he wants a raise. Dr. Bazin explained again, he does not want to be put in the same classification as a patrolman because his job description is different. He asked who would have final word on our decision? Mrs. Sigler explained that our recommendation will go to the Personnel Officer to put on Council agenda. Dr. Bazin called for the question. Upon roll call vote the motion CARRIED 3-1. Mr. Gross voting NO. Mr. Bates stated that a letter will go to Mrs. Kinsey on the action taken by the board. Mrs. Sigler, stated a copy should go to the Police Chief, and in line with this, the whole department's classification scale needs to be re-evaluated, particularly since the Council has adopted a new job description that is not included. -6- , \ o o Dr. Bazin stated this may be a good start to do some revamping. We know we are not just going to be sending this to the Council, other changes are going to corne up in the future. Mrs. Sigler explained that our recommendations go through the Personnel Officer to Council. She may choose to corne back and discuss this with the board before putting it on the Council agenda. Mr. Gross asked if the motion is to accept these job classifications? Dr. Bazin stated it was to recommend the upgrade of the job classi- fication of the detectives. " Mr. Bates added this is from the employees recommendation. Mr. Gross stated he didn't know the employees recommended job classifications, there's something wrong. Mrs. Sigler explained this is a request made to the Personnel Officer. Dr. Bazin again stated this is a proper motion, no matter who made the suggestion, he feels a detective should be upgraded from a patrolman. Mrs. Sigler added when looking at these requests, you have to not consider the individual person involved, but go solely by the job descriptions. It would have been good if some of the people from the department were present for their input. Updates to Merit Plan Policy Mrs. Sigler informed the board that Council has adopted a couple of new job descriptions; Laborer, Deputy Police Chief and Recreation Director. These additions have to be made to our paperwork and she will try to have it all ready before our next meeting. PUBLIC COMMENTS Board Chairman Mr. Bates reminded the board we should elect a chairman. Dr. Bazin made a motion that Mr. Bates be elected as chairman of the Merit Board,being seconded by Mrs. Sigler. Upon roll call vote the motion CARRIED 4-0. Safety Committee Report Mrs. Sigler called to Mr. Bates' attention that Mr. Torn Sheradon who has attended our last two meetings has volunteered to act as Safety Official for the City. He is bringing some recommendations on a program to our next meeting. Seniority Mr. Gross made a motion that the Merit Board consider the matter of seniority for the City of Edgewater at a future meeting, being seconded by Dr. Bazin for discussion. Mrs. Sigler explained seniority is spelled out in the contracts. Mr. Gross stated it is not seniority, as it should be. Dr. Bazin stated he knows what Mr. Gross is speaking of, however with a Merit System this becomes a little complicated. This board works with the merit of employees. Mrs. Sigler told Mr. Gross ,we discussed this right before we finalized -7- "I o o our proposed Merit Plan. It was generally agreed that this subject should be addressed in the union contracts rather than the Merit Plan Policy. Mr. Gross exampled that Mrs. Sigler could be laid off and would have no recourse. Mrs. Sigler explained she has seniority over several girls in the office as long as she could do their job. Dr. Bazin read from the P.E.A. contract regarding lay offs and seniority. Mrs. Sigler asked Mr. Gross if he has not been given copies of these contracts, let her know and she will get copies for him. Mr. Gross stated he has copies of all of the contracts. Mr. Wadsworth answered some of Mr. Gross' questions regarding the seniority program. Mr. Gross withdrew his motion, Dr. Bazin withdrew the second. Mr. Bates added the Merit Pay plan seems to peak out at the end of ten years, what he would hope to see happen in the future would be the pay increases stretch out over a thirty year period of time. Step interval increases between the steps and stretched out farther to give an initiative to continue doing a good job. Both the City and the employee could benefit from a policy like this. This might be considered later on in the future. Mr. Gross asked if we have anything for recognition of service? Mrs. Sigler said one year at a Christmas party certificates were given out. Mr. Gross suggested a fifteen year pen would be something the employee could be proud of. Dr. Bazin made a motion to adjourn, being seconded by Mrs. Sigler. Meeting adjourned. Minutes submitted by: Debbie Sigler -8-