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01-28-2008 - City Clerk Interviews Workshop CITY COUNCIL OF EDGEWATER WORKSHOP JANUARY 28, 2008 5:30 P.M. COMMUNITY CENTER MINUTES CALL TO ORDER Mayor Thomas called the Workshop to order at 5:30 p.m. in the Community Center. ROLL CALL Mayor Michael Thomas Councilwoman Debra Rogers Councilwoman Gigi Bennington Councilwoman Harriet Rhodes Councilman Ted Cooper Interim City Manager Tracey Barlow Interim City Clerk Lisa Bloomer City Attorney Carolyn Ansay MEETING PURPOSE Present Present Present Present Present Present Present Present The purpose of the Workshop was to hold interviews for the position of City Clerk. Interim City Manager Barlow informed Council the purpose of the workshop advertised was for interviews for City Clerk. At the January 17th workshop, Council selected 6 applicants to bring back for interviews. His recommendation tonight was since they were limited on time they would have approximately 15 minutes to allow the applicants to come in and introduce themselves an explain their qualifications and what they would bring to the table as a consideration for the City Clerk position. From there they could schedule a second tier, which would be more comprehensive interviews, sometime this week, to spend 40 or 45 minutes with them with a list of questions for Council to ask. After tonight they could select all six to come back or eliminate some or select only a few of those to come back for interviews. He informed Council they could talk about that later in the agenda at the regular meeting and give him direction. He had the Personnel Director there to assist with process. Page 1 of 19 Council Workshop January 28,2008 Mayor Thomas suggested they try to limit to ten minutes each and let the applicant introduce themselves and say what they think they could bring forward to the City and then they could ask any pertinent questions. Interim City Manager Barlow informed him this would be an opportunity for the applicant to sell themselves to Council. Mayor Thomas would try to limit the interviews to ten minutes. Interim City Manager Barlow informed Council the Personnel Director made up the names and she would randomly pull the name and allow them to come in and start from the beginning by introducing themselves and it also gives the citizens an opportunity to meet who their next City Clerk may be. Mayor Thomas suggested the Council introduce themselves to the two applicants that were not currently working for City. Mayor Thomas commented on the applicants being extremely nervous. Interim City Manager Barlow wanted to give the community as well as the Council the opportunity to see how the applicants conduct themselves. Councilman Cooper commented on it being more of a first impression introduction from the candidates. Julie Christine-Clinton Mayor Thomas informed Ms. Christine-Clinton they would give her ten minutes to tell them about herself and describe what she thought she could bring to the City of Edgewater. Ms. Christine-Clinton handed out to Council a biography about herself. She then informed Council she was born in Connecticut. She had been in the City of Edgewater since 1976. She went to elementary school, junior high school and high school here. She loves the City of Edgewater. A majority of her family are here. She decided when she graduated high school to have an opportunity to become an employee with the City. Councilwoman Bennington asked her to give them an idea of what she perceived of the job and what she could bring to the job. Ms. Christine-Clinton explained when she started with the City she was in customer service and then went to the Finance Department. She felt she had learned a lot in the Finance Department. After leaving the Finance Department she decided to take a different avenue and she applied for the Personnel Director Page 2 of 19 Council Workshop January 28,2008 position. She was trying to get a different aspect of the City. When she tried to challenge herself into a different area, she felt knowing everybody employed here was a good opportunity to have a job in Personnel. When the City Clerk job came open she felt that would be a challenging thing for her. It would be a good challenge for her to be able to meet the needs of the City and to work for the City and Council to continue with the growth and success of the City. Councilwoman Bennington asked her what kind of skills she would bring. Ms. Christine-Clinton informed her she felt a positive about herself was her personality. She described herself as being a confidential person, honest and trustworthy. She felt once she forms a friendship or a relationship with any individual she becomes friends with them. She also felt she was a good listener. She then commented on her schooling background. She had an Associates Degree at Daytona Beach Community College and was working on her Business Administration degree at UCF. She was also going for a minor in organizational management and possibly a minor in legal studies. She felt the aspects of her attending college and learning in the college atmosphere was going to enable her to bring a lot to the table of the City Clerk. She felt she had learned a lot by attending college and that it made her become the person she is. It's made her become a stronger person and more sure of herself to better help the City and to become City Clerk. Mayor Thomas asked if anybody had any questions. Councilman Cooper commented on Ms. Christine-Clinton going to school right now. He informed her she would have to attend classes for this profession and get certified. He asked her if she was going to have any conflicts. Ms. Christine-Clinton informed him yes. Councilman Cooper asked her how she planned to work that out. He would hate to see anybody drop out of obtaining their degree. He informed her there would be a lot of time demand. Ms. Christine-Clinton stated she knew the Council meetings were on Monday nights and that she would try to make sure that she didn't attend class on Monday nights. Right now she was attending class on Wednesday and Thursday. She would definitely move forward with attending the class to get her certification. She felt education was a huge thing in a person's career. She feels the more you know the better you are and the more you learn the better you can be. Councilman Cooper asked her if she had enough time allowed Page 3 of 19 Council Workshop January 28,2008 with schooling to take that time out to attend the course for the City Clerk's position and get her certification. Ms. Christine-Clinton stated she definitely wanted to inspire to do that. Councilwoman Rhodes stated she would wait. Councilwoman Bennington stated she would wait. Councilwoman Rogers stated she would wait. Ms. Christine-Clinton felt she was not prepared. She thought it was going to be a sit down. Councilwoman Rhodes informed her that was their fault and not hers. Ms. Christine-Clinton stated she was more prepared for questions and answers. Mayor Thomas stated it is really hard to sell yourself. Councilwoman Bennington asked Ms. Christine-Clinton how she was going to handle working for five bosses. Ms. Christine-Clinton saw the Council as individual people. She would try to get to know them each individually as a person and then form a bond between Debra, Gigi, Mike Harriet, and Ted and form a bond within herself with each individual person. She would try to meet the needs associated that Council would need from her. She would be working for Council so she wanted to do whatever they thought she needed to do. She wanted to be a success for the Council. Mayor Thomas and the Council thanked Ms. Christine-Clinton. Tyna Hilton Mayor Thomas informed Ms. Hilton they would give her ten minutes to sell herself about what she could bring to the City and that when she was done they would ask a few questions. Ms. Hilton informed the Council she had been with the City for 23 years and she started her career in 1985. She brought on board her Associates Degree. She later decided she wanted to go back to school. In 1996 she went back to school while working full time and raising seven children. She received her Bachelors Degree in 2003. She had taken utility management certificate. She had been part of the Pension Board, to which she was elected by her coworkers. Page 4 of19 Council Workshop January 28,2008 She was also on the Board of Directors for Public Employees Association. She had been actively involved on the Safety Committee, again elected by her co-workers. She has also been very involved in the community as far as Boys and Girls Club. She was a Chapter Board member for Edgewater and Oak Hill. She has been involved in the interlocal government solid waste committee for the past few years. She works for the Public Works Department now known as the Department of Environmental Services. She has stayed in the same department for 23 years. She was also Vice President of Edgewater Parent Teacher Association. She stays very involved in her community which she felt was a major thing to do. She has been a dedicated, loyal and trustworthy employee. She has been entrusted with the gas system for the entire City of fleet. She has been entrusted with the budget for her department as well as the purchasing. She has done numerous committees throughout the years of her service with City to which she volunteered for some and was elected to some. She felt that as City Clerk she would love to be community involved as well as to help the Council in doing whatever jobs they may need their goals. She knew there was the Mayor and Council and a lot of different goals and avenues. She prides herself in being very tedious and she does her homework and research. If they give her a job she would make sure she had done her homework to get it done to the fullest capacity. She felt that between education and years of experience, she brings a lot to the table. She has been loyal. She has been known as "Save The City Tyna" throughout her years of service. She was proud of it. She takes it very serious when she is entrusted with the City's funds, the City's image. She thinks that it should be first. This has been her family for many years and she has treated it as so. She has a large family. She felt very honored that she has been able to call the City of Edgewater her family as well. Councilman Cooper asked her what special challenges she saw if she was appointed to the Clerk other than positions she had done in the past. Ms. Hilton felt it would be a whole different world. She has done strictly environmental. This would be more of Council/Mayor. She has not worked as close with them. She has worked different committees with Council but not as a whole. She felt the challenges of trying to suit five different goals would be the biggest challenge. Councilman Cooper understood the five Councilmembers being a challenge. Ms. Hilton commented on working for five bosses with five personalities. She felt Page 5 of 19 Council Workshop January 28,2008 she had the quality to be able to administer each and every one of their goals and thoughts and wishes throughout City. She has done that in many different capacities with Public Works and also through dealing with all the different employees. They all have different ideas. Councilwoman Rogers felt there was a lot to be said about her being in one department for 23 years. She commented on the previous City Clerk being City Clerk for a long time and asked her if she as prepared. Ms. Hilton stated for the long haul, yes. She wasn't saying it wouldn't be hard to leave her department due to 23 years being a long time but she was ready. Councilwoman Bennington stated she would think years she would be ready to leave for change. stated a new challenge and that she would miss the team out there. after 23 Ms. Hilton the guys and Ms. Hilton thanked the Council for the opportunity for letting her have her own little commercial. She thanked them and told them to have a good night. Markae Rupp Ms. Rupp informed Council she had a copy of her resume that she would give to the Interim Clerk. Mayor Thomas introduced the Council and informed Ms. Rupp they would give her ten minutes to introduce herself and tell them about herself and why she would want to be City Clerk of the City of Edgewater. Ms. Rupp informed Council her most recent experience was as City Clerk in West Melbourne in Brevard County for 3 ~ years. She had a severe leg injury and was in the hospital for several months. After that she was not employed. She had not been employed and had been helping out with her aged and ailing family. Now she was ready to get back into the public service. She felt that she had the education and the experience and expertise to be a wonderful City Clerk. She has a proven record. She has accomplished many things in a variety of communities throughout Ohio and Florida. Her career started in Ohio in the early 1980's. She has advanced from the Chief Clerk in the Auditor's office in the 1980's. She has worked as an Interim City Manager as well as City Clerk Administrator in a community that did not have a City Manager. She has served as Page 6 of 19 Council Workshop January 28,2008 Interim City Clerk and Interim Police Chief for administrative purposes in one community. She had a Masters in Business Administration. She was a Certified Municipal Clerk as well as a Florida certified records manager. She has taken numerous classes in Human Resources for HIPPA. She has done the work of a Personnel Director in many communities so she was well aware of the employment laws. She felt her expertise was in records management and emergency management. She has helped write an emergency management plan for a community that was given to the County and approved. She also worked during the 2004-2005 hurricanes manning City Hall by running communications and taking care of the volunteers and the City workers that were working 24/7 making sure they were fed, had rest and had the equipment they needed. She was a certified Paralegal. She was also certified in community emergency response team. She was also a licensed amateur view operator. She has spent her life in service to her communities wherever she lived. She loved everyone of them. She loves people and she loves the community. She felt that her work has a proven record of ethics, efficiency and effectiveness. Councilman Cooper commented on being intrigued with Ms. Rupp's resume and application. He spoke of her having the credentials for this position and others within our City. He asked if her present address was correct at this time. Ms. Rupp informed her it was, in Lakeland. Councilman Cooper asked her if she had any problem moving to Edgewater in the near future. Ms. Rupp informed him it was not a problem. She had already gone on the computer and started looking at some possibilities for residential housing here. Councilman Cooper asked her if an opportunity were to arise, where a corresponding or parallel position were offered would she be interested. Ms. Rupp informed him she would consider it. Councilwoman Rhodes asked Ms. Rupp if she was willing to move to the City because their Charter requires it. Ms. Rupp stated she read the Charter and she had no problem with that. Councilwoman Bennington asked Ms. Rupp how she would handle 5 bosses. Ms. Rupp stated very cautiously. She has had as many as seven. Councilwoman Bennington stated so five shouldn't be much of a challenge. Ms. Rupp felt the most difficult thing was not necessarily her relationship with Page 7 of 19 Council Workshop January 28,2008 each individual but trying to smooth out the relationships between those individuals. That is a challenge and one she has met but it was not easy. She felt that was the most difficult thing she had was trying to smooth out the ripples so that they are cohesive instead of fighting each other all the time. Councilwoman Rogers commented on Ms. Rupp's mention of creating an emergency management plan and it being approved. She asked her if it was for a coastal community. Ms. Rupp informed her it was in Brevard County in West Melbourne but it did not have any waterfront. Councilwoman Rogers asked her if when she did that she was employed as City Clerk. Ms. Rupp informed her yes. They had an Executive Committee that wrote the plan itself, which was headed up by the Police Chief. She sat on that executive committee. Councilwoman Rogers asked her about being there 24/7 during emergencies. Ms. Rupp informed her she was there twice. One time was 3 days and one time was 5 days. Councilwoman Rogers felt it was obvious from her resume plus her degrees, her experience with records management, and her certifications that she had been there, done that. She asked her what else she could bring to the City. Ms. Rupp informed her she had a lot of ideas. She has written records management plans as well as emergency management plans. She felt one of the biggest things was when she moves into a community she takes it to heart. She wants to do everything she can to help the community grow in a positive way. Whatever she sees as an outsider that she thinks could help cause she takes it upon herself to not only bring it to the attention of the Council but to bring a plan to Council and say have you considered this. Obviously it is the Council's decision. As an outsider she feels when she moves into a community she wants to call it her home and to be the best for herself and the citizens. Ms. Rupp then thanked Council for considering her. She was looking forward to the opportunity to serve the City. She came early and drove around town. She was impressed with the community and felt it seemed like a nice town. There is a good mix of industrial, residential and recreational. She felt it would be a great place to work. Councilwoman Bennington told her to remember beauty was only skin deep. Ms. Rupp stated there are always problems but it was usually in City Hall. Page 8 of 19 Council Workshop January 28,2008 Robin Matusick Mayor Thomas informed Ms. Matusick they would give her ten minutes to sell herself and tell them what she could bring to the City of Edgewater and then they would ask a few questions. Ms. Matusick informed Council she was currently the City Paralegal. She started working for the City in April 1992, resulting in over 15 years experience with the City. She expressed her appreciation for Council considering her for position. She felt if she was chosen that she and Interim City Clerk Bloomer would continue to work well together and accomplish any new goals they might establish in the City Clerk's position. She spoke of not only working as the Paralegal but due to vacant positions they have in the City she has been assigned additional duties, including what was left by the Assistant City Manager and some of the City Clerk positions and workloads. She was currently preparing all Council meeting notices, some of the legal advertisements, as well as the agendas and packages. With some of the functions Council recently moved from the City Clerk's position, she could fulfill the requirements of that position and continue her position was City Paralegal. With the budgetary constraints the City was currently working under and the possibility of Amendment #1 a positive note would be that by having that position, she could potentially save the City money. They would have the Paralegal position that would be available to be utilized as another position, possibly an Assistant for the City Manager. She felt she has always been a dedicated team player and she can accomplish all the City goals. Councilwoman Bennington asked how she works for five bosses. Ms. Matusick felt she had been accomplishing most of it and she was open to suggestions. Councilwoman Rhodes asked her to tell her in one word the most important part of the City Clerk's position. Ms. Matusick informed her communication. Councilman Cooper expressed his appreciation for Ms. Matusick's service and informed her she was doing an excellent job and that she needed more pats on the back for what she does. Her job is an important job to this City. He asked her if she was selected for this position what she would do to help with that transition. Ms. Matusick Page 9 0[19 Council Workshop January 28,2008 informed him she would continue to do what she has been doing which was to step forward and do what additional duties needed to be done. If they were to hire an Assistant for the City Manager she would continue to help that transition and train that individual to take over anything that needed to be done in the City Manager's office. Councilman Cooper commented on that being a large workload. He asked her if she saw that as a problem in switching over to the City Clerk. He pointed out Interim City Clerk Bloomer really could use help over there. Ms. Matusick felt she and Interim City Clerk Bloomer could work anything out and whatever they both had been doing could be accomplished and organized where everything could be done in an organized manner. Mayor Thomas asked Ms. Matusick if she was hired as City Clerk what she thought her biggest challenge would be. Ms. Matusick stated she try to would get everything a little more organized and open up more communication with the Council, City Manager, staff and the public. Ms. Matusick expressed her appreciation for Council's consideration of the City Clerk position. Gwen Gortmans Mayor Thomas introduced the Council to Ms. Gortmans. He informed her he would give her ten minutes to sell herself and let them know what she could bring to the City of Edgewater if she was hired as City Clerk and then they would ask her a few questions. Ms. Gortmans informed Council she was a native of Florida. She was born in Ocala and graduated from Coral Springs High School. She had a child at a young age and then she furthered her education and received an AS Degree in Legal Assisting. She decided in high school that she wanted to work for attorneys so she proceeded that way and worked for Jim Reich who was a certified criminal defense attorney. She started working for him at the age of 19. As the years went by, her responsibilities increased. She became the Office Manager. There were several other attorneys in the building along with other staff. She went to court with him on major cases. She was responsible for hundreds of documents. It was her job to locate certain documents on the spot. She decided she wanted to live closer to the ocean so she started looking in St. Augustine and couldn't Page 10 of 19 Council Workshop January 28,2008 afford a thing there, she worked her way down the coast and ended up in Edgewater. She loves Edgewater. She moved here in 2004. She has four shitzus. She was here with her fiance. This was where she wanted to spend the rest of her life. Where she was currently working was not very fulfilling to her because she could not utilize her skills. She could only do so much there and there was no room for advancement. She has set a personal goal that she would like to be more involved with her community. Get a better job and live a better life. Councilwoman Rogers commented on Ms. Gortmans having her AS degree in legal assisting. The experience she had with record management of all of record keeping she would assume at the law firm. Ms. Gortmans informed her he was a sole proprietor but he was pretty busy. Councilwoman Bennington stated as City Clerk she would have five bosses and asked her how she would handle five different people since she was used to working for one. Ms. Gortmans stated that was a good question. Right now she had two bosses and it's wasn't a problem. As long as she knows what her responsibilities are she had no problem with five bosses. If she was doing something wrong she would want them to tell her so she could work on doing it right. Councilwoman Rhodes stated she was just telling the Mayor how you handle five bosses. It's called Prozac. She said she would wait since they were going to do a second round of interviews. This is nerve wracking. They messed up by not allowing enough time for interviews. This was short and sweet to meet the candidates and get an idea and feel and first impression. They would do a more in depth interview at a later date. Councilman Cooper stated City Clerk unlike a law firm's office that has many challenges and like Councilwoman Bennington brought out they end up picking up the Council as their bosses. A lot of the problems she would be facing are different than a law firm were citizens complaints and requests and demands. He asked what about her personality she felt would allow her to handle those in a professional manner. Ms. Gortmans stated she tries to do everything with dignity and she tries to treat people with respect. She could be in position one day where she needed help and Page 11 of19 Council Workshop January 28,2008 she would like to be treated nicely. Manners don't cost a thing. Ms. Gortmans informed the Council she was friendly and she really does try to treat people with respect. The majority of her work has been with criminal defense attorneys and sometimes people are guilty and sometimes not. That's not for her to judge and she doesn't judge and she gives them that respect. They have to provide service. Bonnie Wenzel Mayor Thomas informed Ms. Wenzel he was going to let her introduce yourself and give her ten minutes to sell herself and what she think thought she could bring to the City as being City Clerk. Ms. Wenzel informed Council she had been with the City for 7 years in the Planning Department where she was a Planning Technician. She started as a Planning Secretary and was fortunate enough to get promoted to Planning Technician. In her capacity in the Planning Department she worked with occupational licenses. She was a Certified Occupational Licensing Official. She also worked on subdivisions, preliminary plats and annexations and had recently started doing site plans for commercial and industrial. She maintained the Land Development Code and Comprehensive Plan for the City and when her Director was not in the office or not available she attended meetings on his behalf, City Council meetings also. What she looked for with the City Clerk position was advancing and bettering herself and hopefully bettering the City. She felt she had a lot to offer. Being with the City for several years she had worked with Susan and Lisa on several occasions helping them out when they needed it. She also thought it was a job that would be very interesting and exciting. She felt she would be very good at it and it would be great to work with the Council. She was currently working on her Bachelors Degree for Public Administration which she felt was a benefit working with the City and also would be helpful with getting the Certified Municipal Clerk certification. Councilman Cooper informed Ms. Wenzel her position was very vital to City right now. He felt she was more than the title gives and the support agent there and could be missed dearly. If she had a magic wand or if she was charged with Page 12 of 19 Council Workshop January 28,2008 the task of making an outline to make the transition from her position to City Clerk and training her replacement, how would she handle that. Ms. Wenzel stated fortunately the staff in the Planning Department was excellent. They have all worked very well together. Everybody knows all the aspects of the department. That would be one benefit if she did leave. There would still be people there. Anything she could as she always does as far as helping the new person work into the position. She stated she also had a lot of notes and things written down on how the processes go especially with dealing with the State on what has to be done. Those things would go to that person. If she was to move over to City Hall any time they needed help she would absolutely be there to help them out in any way she could. Councilman Cooper asked if it was possible to put a time frame on training her replacement. Ms. Wenzel stated they were always learning something new. She estimated it could be done probably within a month because of the staff that was also in the department. That was a great benefit. They wouldn't be there by themself. Councilwoman Rhodes asked Ms. Wenzel why she stopped being hair stylist. Ms. Wenzel informed her mostly because she was living on own and couldn't afford to eat and pay her rent and truck payment on that salary. Starting out you don't make a lot of money. Councilwoman Bennington asked Ms. Wenzel how she would handle five bosses. Ms. Wenzel stated she never had five bosses before. She felt she had to take each person individually and learn about that person to know all the different aspects of them so you know how to deal with that person. You have to take one thing at a time and can't let yourself get overloaded. Take one thing at a time and prioritize what you have to get done for each person because everyone will want something from you. Councilwoman Rogers stated she was impressed with Ms. Wenzel. Mayor Thomas asked Ms. Wenzel what she thought would be the biggest challenge between the change of her job and moving into City Clerk. Ms. Wenzel felt the challenges would be it was a whole nother aspect of the City that she would have to learn. There were a lot of things she didn't deal with with that position and that there were a lot of things she did deal with in her current position that the City Page 13 of 19 Council Workshop January 28,2008 Clerk does work with. She thought it would be learning about the elections. She votes. She didn't know much more beyond that. There was a lot of learning and a lot of work to be done to get the certification. Another aspect of learning how the City functions. when she started at the City she didn't know the City had a Planning Department let alone what they did. She felt she learned pretty well what they do there. COUNCIL DISCUSSION Mayor Thomas asked if they wanted to eliminate down two or three. Councilwoman Rogers asked if they could talk now and then they could get there. Councilwoman Rhodes pointed out it was on the regular meeting agenda and felt if they discussed it now they didn't need it on the agenda. Councilwoman Bennington stated they couldn't take any action at the workshop. Mayor Thomas stated but they could talk about it. City Attorney Ansay informed them they could talk about it now and act later. Councilwoman Rhodes again mentioned it being an agenda item on their regular meeting tonight. Councilwoman Bennington informed her if they could come to a consensus they would tell Interim City Manager Barlow officially at the meeting. Mayor Thomas stated it was Interim City Manager Barlow's suggestion that they narrow it down. Interim City Manager Barlow informed him he certainly could take marching orders from Council. He could bring all six back or however many they wanted. It was Council's direction. He suggested they see how many they land with and then they would back into a date and work on a time. Councilwoman Rogers stated Robin was talking about Paralegal and City Clerk. What she was thinking about and there will need to be at some point an Assistant to the City Manager. Perhaps if they were looking at Robin to remain as Paralegal but also take on the role of Assistant to the City Manager. She was already talking that her position she could do it in addition to being the City Clerk. She thought that Robin was very important to City and her level of knowledge and confidentiality back in the City Manager area was such a benefit to the City to have her be removed and go to another area totally or even half Page 14 of 19 Council Workshop January 28,2008 way. She felt they weren't using her to the maximum benefit they could for the City. She suggested they let Robin be the Paralegal and Assistant to the City Manager and her suggestion would be to look at Bonnie Wenzel and perhaps Tyna Hilton to become City Clerk. If they were to narrow it down to two people she would say Tyna and Bonnie and then think more and let's talk more about Robin remaining as Paralegal but being the Assistant to the City Manager. Mayor Thomas stated the last time he talked to Susan it used to be where the Paralegal was in with the Clerk's office. Councilwoman Rogers and Councilwoman Bennington felt the Paralegal needed to stay with the City Manager. Interim City Clerk Bloomer explained her understanding was the Paralegal's job was created with some of the duties the City Clerk handled. He spoke of being contacted with the election results and Robin being there and already having a vast knowledge of that job. He saw a couple of people that could go in tonight and start the job. He suggested Robin and Ms. Rupp. Councilwoman Rhodes agreed. Mayor Thomas suggested they leave it up to the City Manager and felt he needed some type of assistance. He thought the Paralegal position could be transferred to the City Clerk Department. When Susan left he spoke to her in depth about what she would like to see and that was what she thought would work the best. Councilwoman Bennington applauded Robin for the job she does but she agreed with Councilwoman Rogers. She didn't want to move her out of her position because she does so well at what she does. Councilwoman Rhodes stated but maybe she wanted to move out of her position. Councilwoman Bennington maybe she did or she wouldn't have put in her application. Mayor Thomas stated he was looking at getting double the money. Mayor Thomas commented on having Interim City Clerk Bloomer who he felt was very competent. Councilwoman Bennington had a problem with moving the Paralegal into the City Clerk. The City Clerk is there as a checks for the legal and the rest of the government. When they move Paralegal into that you have taken one of the checks out of it. Mayor Thomas stated they didn't want to do that because they need checks and balances in government. Councilwoman Rhodes felt she shouldn't be the City Clerk/Paralegal and that it should be one or the other. Mayor The reason Robin is a Paralegal is because years ago Council had an attorney that sat there for every meeting and it costs them between $500 and $1,000 a month. That was $24,000 a year they could save. Robin at that Page 15 of 19 Council Workshop January 28,2008 time was not a Paralegal but was going to school but she acted in that capacity. Robin attended the meetings. It was a lot cheaper and anything that needed to go to the Attorney funneled through Robin. Now that they have an Attorney that sits there every meeting, why can not the Paralegal position be eliminated and they use Carolyn's paralegal. Robin if they so choose would be the City Clerk and then they would hire an Assistant to the City Manager. Let the Manager hire that. She agreed Robin should not be the City Clerk/Paralegal. City Attorney Ansay explained the Paralegal was the support person she works with at the City. The City of Edgewater is very unique. They are the only city in volusia County that has an in-house Paralegal without an in-house attorney. Most bigger cities that have a slew of in-house attorneys will have an in-house Paralegal. Most cities the size of Edgewater don't have in-house counsel because they can't get the diversity they need. Items she has. One person can't do and know all that. There are a lot of things and they do put themselves with Robin. They have always said they could do more. One of the ways they bid their rate with the City was her paralegal when she works on Edgewater stuff the City doesn't pay. She is a free resource and she and Robin get along great. She felt there were probably things she could do more for Council where she is handling more of the drafting of the resolutions that Robin wouldn't have to do if they were to go that route. If they make that decision she felt that need had probably weaned a lot in terms of needing to have her do that type of work when she could have her assistant do a lot more of that for Council and take that need off of City staff. Essentially that was one of the benefits they had through her. Councilwoman Bennington felt they needed to consider the Charter when they are addressing the applicants. The Charter says department heads need to live within the City. Robin lives in New Smyrna Beach and she has asked her and she is not going to move into the City. She felt they had to consider that. Councilwoman Rhodes stated the Charter says they can hire outside of the City in order to get qualified personnel. She felt they had qualified personnel here without going outside the City. She didn't think in that respect they live up to the Charter if they were to move Robin to City Clerk. If there were no other qualified applicants, then she would say absolutely. Page 16 of 19 Council Workshop January 28,2008 Councilman Cooper felt they had confused the issue. They were here to hire a City Clerk and they created another position. They were not here to even talk about a created position. He felt the nuts and bolts of it was if they look at Ms. Matusick obviously she is qualified. Obviously there was a demographic problem with the moving. If they were considering creating an assistant to the City Manager, what better assistant could they have than a Paralegal. Maybe instead of creating a position, they stay away from that as a promotion and enhance her responsibilities and reward her accordingly and then look at the other candidates. He agreed with the capabilities of the individual and that could be done. It was the City Manager's job and the person would have to be able to work strongly with whomever the City Manager was going to be. He felt they were putting the cart before the horse. Councilwoman Rhodes was just presenting a scenario where it could work. She felt that was a way that could work and satisfy all the things they want. Councilman Cooper felt if they considered that avenue, then they now cut their candidates down. He was assuming for all of the Council, she was probably one of the top five. If they were thinking that way, as an assistant and a Paralegal, what better assistant could you have. He would love to see them go that way and then they would be down to looking at the candidates here. They may be able to do a move with the proper person into the City Clerk's position and look to expand the responsibilities of the other individual's job and they get two for one and don't have to create another salary. Councilwoman Bennington stated it was her understanding Robin was doing some of the job that the City Clerk would have normally done such as the agendas. The City Clerk is responsible for that. Councilwoman Rhodes stated not since she has been on Council. Councilman Cooper asked Interim City Manager Barlow if he had an opinion on this. Interim City Manager Barlow informed him whichever direction they go he could realign tasks and responsibilities. Councilman Cooper asked if he saw the City Manager's position as needing, obviously he would have a need for a Paralegal because it does work very well with Ms. Ansay's company but on the same token would it be an asset to be the Paralegal as well as the Assistant to the City Manager position. Interim City Manager Barlow felt it could work in either direction. As far as the Paralegal not only does filing and works in conjunction with the Clerk but is also the liaison with City Attorney. He felt those functions could be coordinated under the umbrella of Page 17 of19 Council Workshop January 28, 2008 the City Manager, Paralegal or Assistant to the City Manager and/or City Clerk. Councilwoman Rhodes felt a Paralegal would be an asset in either position. Councilman Cooper felt if they were to expand that position it would be an excellent resource. Councilwoman Rhodes felt if they wanted to narrow this down to a lower number to interview then they needed to decide if living in Edgewater was going to be a deal breaker. If it was then that eliminated Robin from this already. Mayor Thomas stated that didn't affect him in the least as close as she lives. Councilwoman Rhodes stated the Charter didn't say live close. It says they must live in the City unless they cannot find a qualified applicant in the City. Councilwoman Rogers stated that was for the City Clerk position but since Robin brought up doing both Paralegal and the City Clerk, then one would have to sit back and say to themself she was obviously saying the Paralegal position was not a full time position. She was also expressing an opinion that the City Clerk was not a full time position. She was already doing some of the City Clerk type of work and had been doing so over a number of years. The City Paralegal and then the fact that an Assistant is necessary to the City Manager, she felt they needed to talk with her because if they did that didn't need to be concerned about violating the City Charter because that wouldn't matter. The two she mentioned were both residents of the City. She spoke of there being three employees under her suggestion that are already working for the City that have already showed loyalty and devotion. She was not saying not to hire from outside but they have three people inside. She felt it was a wonderful opportunity. If it were Bonnie or Tyna to get the position of City Clerk then those positions are going to come available. She wasn't certain what their pay scales were or Julie Christine-Clinton would even be interested but she saw her as a young person wanting to grow and move forward. She may be wanting to go for one of those positions. Councilwoman Rhodes felt they had to admit that the most qualified person was Markae Rupp. Councilwoman Rogers stated she was the most qualified but her concern was the lack of time on so many different jobs. Councilwoman Bennington felt they needed to look at the money too and who they could get for the best price to do the job. Robin was by far the most expensive based on the salary she was making now compared to the others. Councilwoman Rogers stated that was why she was already talking about doing City Clerk and Paralegal. When they had an Assistant to the City Manager all along she saw Pagel8ofl9 Council Workshop January 28,2008 Robin doing that job anyways. She has seen Robin wearing a lot of hats. It was time to give her the recognition and a little increase in salary as well and to keep her on. Councilman Cooper felt they were going around and around but he felt they were all thinking the same way. He thinks the Paralegal position was vital but not full time. They could get both hats out of it. He was saying go with that and take the selections down to three on the City Clerk position. He asked if they felt they could get it to three tonight with the understanding they were going to look towards a dual position. He believed the City Clerk's position was the City Clerk's position and they needed that desperately. Councilwoman Rogers felt they could narrow the City Clerk's position down to two people instead of three. Councilwoman Rogers asked where the Mayor's magic board and stickys were. City Attorney Ansay informed him they needed to do that at the Regular meeting. Councilwoman Rhodes stated they needed to decide how many they were going to narrow it down to. She wanted to narrow it down to three. Mayor Thomas stated he wanted two but that three would be fine. Councilwoman Bennington was okay with three. Councilwoman Rhodes felt they needed a more in depth interview with the two that Debra mentioned and she wanted another one. Mayor Thomas confirmed they would go with three. Interim City Manager Barlow asked if they wanted to come up with a date this week for the second interview. The Council decided to hold the interviews at 1:00 p.m. on Wednesday. Interim City Manager Barlow informed Council he would post it as a Special Meeting. City Attorney Ansay informed Council they could act if they decide they wanted to. ADJOURNMENT There being no further business to discuss, Mayor Thomas recessed the meeting at 6:50 p.m. until the Regular Meeting to be held at 7:00 p.m. Minutes submitted by: Lisa Bloomer Page 19of19 Council Workshop January 28,2008