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01-26-1983 ~ ~ o o .- .~ CITY OF EDGEWATER MERIT BOARD MEETING January 26,1983 Chairman Edgell called the meeting of the Merit Board to order at 7:30 P.M. in the conference area of the Community Center. ROLL CALL Terry Edgell Robert Bates Betty Billups Ray Troian Debbie Sigler Present Present Present Present Present REORGANIZATION City Clerk Nancy Blazi administered the oath of office to the two new members of the board; Mr. Troian and Mrs. Sigler. Mr. Bates made a motion that Mrs. Billups be 6hairman. Mrs. Billups declined the nomination. Mr. Bates stated that he would accept, however he has recently acquired some other extra duties. Mrs. Sigler made a motion that we keep Mr. Edgell as our chairman, being seconded by Mr. Bates. Upon roll call vote, the motion CARRIED 5-0. Mrs. Billups nominated Mr. Bates. as Vice Chairman, being seconded by Mrs. Sigler. Upon roll call vote the motion CARRIED 5-0. APPROVAL OF MINUTES Mr. Bates made a motion to accept the minutes of the November 24th Merit Board meeting, being seconded by Mrs. Billups. Upon roll call vote the motion CARRIED 3-2. Mr. Troian and Mrs. Sigler both voting No. COMMUNICATIONS None OLD BUSINESS Chairman Edgell suggested that the item of Supervisors Salaries be moved down to new business. Review of the Evaluation Forms: Mrs. Blazi explained that the supervisors are not happy with the present evaluation form. The proposed form is one used by South Daytona; all of the supervisors have reviewed this and they were pleased with it. She added that if the Merit Board approves of this change, she would like their recommendation to be sent through for Council approval. After discussion among the board members and the supervisors present, Mr. Bates stated that since the consensus of opinion is for the new form, he made a motion that it be adopted and have this recommendation sent to the Council for their approval, being seconded by Mr. Troian. Upon roll call vote the motion CARRIED 5-0. -. . o o Code of Conduct: Mrs. Blazi stated that this matter had been brought up by Mike Avery. Mr. Avery explained that the section on Outside Employment which gave the City Manager control over the employee if the department head gave his o.k. for the employee to work on the outside, was the only part that should be changed. Mrs. Sigler was asked to read the sections from the Employee Guide and the Code of Conduct. Mrs. Blazi explained that all of the bargaining units accepted the Employee Guide Book as well as the Code of Conduct. Mr. Troian made a motion that we adopt the Personnel Guide and delete any issue in the Code of Conduct that is in conflict with this out- side employment section. Mr. Bates seconded the motion. Mrs. Rickelman questioned whether this recommendation should go to the bargaining unit members for a vote before a change is made, since the Code of Conduct was adopted with the contract. Mrs. Blazi stated that this is a very good idea, if the Merit Board approves of a change, the recommendation will have to go to the bargaining unit employees and then to the Council for adoption. Upon roll call vote on the motion, the motion CARRIED 5-0. Procedure for Merit Increases: Mrs. Blazi explained that the City does not have a specific procedure as to what an employee needs to do, or have in order to receive a merit increase. There is nothing in writing. She added that we have sent to the Florida League of Cities for some information on a pay scale system. Mrs. Kinsey has received some information from Port Orange. The members looked over this, and discussed the chart of our employees salaries. Mrs. Blazi stated that we don't have an evaluation system and this is needed. Chairman Edgell stated that we have to start with the job classifi- cations, putting in the steps and then come up with a procedure. There was more discussion on the pay scale. Mr. Bates suggested that we wait until we get the information that we have requested and then the board members will have something to work with. Mrs. Blazi stated that this is one of the things that the Merit Board does need to work oni since there is no set personnel system at the present time. Mr. Bates questioned who is the Personnel Officer for the City? Mrs. Blazi stated that she had been given all the duties of the former City Manager, therefore she is at present acting Personnel Officer. However it was stipulated that she could not hire or fire anyone. Mr. Bates made a motion that this be tabled until we get more infor- mation on other pay scales, being seconded by Mr. Troian. Upon roll call vote the motion CARRIED 5-0. It was agreed that Mrs. Blazi and Mrs. Sigler would work together with the paperwork from the other cities and do a draft putting our job descriptions into groups. Copies to be made for each of the board members for their next meeting. -2- , , o o Chairman Edgell stated that he wanted to add under Old Business the letter that we need sent to the City Council about changing the time of the Merit Board meetings from 7:30 to 7:00. This has never been done. Mrs. Blazi assured him that this communication will be on the Council agenda February 7th. NEW BUSINESS Mrs. Blazi pointed out, as shown on the chart prepared for the board, we have a few employees who are making more per hour than their supervisors. She explained that at the beginning of the year the Council has granted straight across the board increases for everybody. During the year the supervisors give some of their employees merit increases, but nobody gives the supervisors merit increases. Carrying this out a little farther, in a few years you will have several employees making more money than their supervisors. She added that in the past the Council has come out with resolutions to the effect that a certain supervisor will remain in that position for the year at the salary of... Mrs. Sigler agreed with Mrs. Blazi that this was done every year and this year, the new Council made a motion at their first meeting to retain all City employees and to review the department heads at a later time. Mrs. Blazi stated that this has not been done. There is still a question as to who evaluates the supervisors. The Personnel Officer can evaluate them and perhaps recommend raises, to be approved by the City Council. It was pointed out that a couple of the supervisors have not received merit increases since 1979. The Police Chief stated that he has not received a raise, other than the cost of living increase, since 1977. Mrs. Blazi again stated that there is an inequity with the department heads salaries. They recommend raises for the people in their departments, but there is no one to recommend a raise for them. The City Manager, as Personnel Officer, was evaluating the depart- ment heads. She explained that the union did not get involved with the merit increases, just the cost of living figure. Mr. Bates stated that we should recommend to the Council that they appoint or hire a Personnel Officer. That person would work with the Merit Board to determine these matters. Mrs. Blazi stated that prior to the City having a City Manager the City Clerk was the Personnel Officer and the Council handled the department heads. The City Manager evaluated the department heads, however, he did not grant merit increases nor did he recommend them to the Council. She repeated that the new Council did make the motion on the employees but tabled action on the department heads. Mrs. Sigler asked if it would be out of line for the Merit Board to ask the Council to take this off of table and review the depart- ment heads at their next meeting? Mr. Troian agreed that this would be a good idea, in order just to remind the Council of this. Mrs. Blazi feels that the Council should get a copy of the chart that was prepared on the department heads' salaries. Mrs. Sigler stated that since there are only five supervisors, this would be a good place to start in preparing a wage scale. Tempor- arily, something could be done about the present salaries. Other cities have their own budgets to work with, no matter what infor- mation we get from them, we have to work within our own budget. -3- ~ , o o Mrs. Sigler made a motion to recommend to the Council that at their next meeting they review the department heads and equalize their pay, being seconded by Mr. Troian. Upon roll call vote the motion CARRIED 5-0. Chairman Edgell suggested that this chart go to the Council with this letter for their information. There was discussion again about the wage scale preparation. It was pointed out that once a scale is set, it will help out tremendously at budget time when trying to allocate salaries. It was also pointed out that this could be beneficial to the City because some people would not get as much of an increase, only on their merit would it be recommended. Mr. Bates questioned the actual functions of the Merit Board, now that there are unions involved. Mrs. Blazi read from the Merit Ordinance. She explained that having unions does not effect the Merit Ordinance, since the unions accepted the ordinance. Mr. Bates read from the union contract, Article 28, Merit System, whereby it is recognized that there is a City Merit Ordinance and that this shall remain in full force and effect. Mrs. Blazi stated that this is correct. The Merit Board is respon- sible for the personnel program, review and recommend classification plan, they investigate periodically the operation and effect of personnel provisions and policies for safety of municipal employees. Each department head is responsible for their individual departments, however the Police Chief is the safety officer. There was discussion at this time about the carpet in City Hall. This is a safety hazard. Mrs. Blazi and Mrs. Kinsey are working on the problem at the present time. Mrs. Blazi continued: the Merit Board holds and conducts hearings involving appeals of any classified employee. This would specifi- cally mean any employee who does not belong to the union. It was agreed that, unions or no unions, the Merit Board has a lot of work to do. Mr. Opal questioned whether the union contract has a safety program spelled out? It was explained that the matter was mentioned generally. The former City Manager would not agree with specific safety equipment being included in the contracts. Mrs. Blazi mentioned that uniforms have been discussed for years. This would not only be more professional looking for the City, but the employees could be identified when they are seen working around the City. Discussion began about the problems that the workers at the City Garage are having. They have no heat in the building, there is only one bathroom available. The necessary safety equipment is not available. When it rains, the water stands on the floor, which is dangerous with all of the electrical equipment out there. Mr. Bates suggested that the Council be made aware of these problems. Mrs. Blazi explained that the Council is aware of the trouble; they went out on bids for an addition to the building and it was tabled pending the audit report. -4- , ..\.... o Q Mr. Bates made a motion that a letter be addressed to the City Council that they should act on the conditions at the City Garage, by act, he means implement the corrections that are needed. The motion was seconded by Mr. Troian, who added that he wants to be sure this is within the rights of the Merit Board. Mrs. Blazi read from the Merit Ordinance, "the Merit Board will review and recommend policies for the safety for municipal employees'~ . Upon roll call vote the motion CARRIED 5-0. Chairman Edgell spoke that a representative from the Merit Board should attend the Council meeting. He suggested that he and Mr. Bates both attend. Mr. Bates agreed. Chairman Edgell suggested that at the end of each meeting we give the clerk some ideas of items to be on our next agenda. All of the board members should have input on this. I I I Items for next agenda: Job descriptions, classifications, safety program There was discussion again about the conditions at the City Garage. It was brought out that the insurance safety inspector will write the City up for these discrepancies. Chairman Edgell stated that this may effect the insurance rates. Mrs. Blazi stated that Management Risk sends brochures out on safety programs. She will get copies of these for the board members. ADJOURN Mr. Bates made a motion to adjourn, being seconded by Mrs. Billups. Meeting adjourned 9:15. Minutes submitted by: Debbie Sigler v ~ ? ~I }\~,,\~ -5-