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10-23-1991 `' ..r CITY HALL CONFERENCE ROOM MERIT BOARD WEDNESDAY, OCTOBER 23, 1991 7:00 P.M. CITY HALL CONFERENCE ROOM CALL TO ORDER: The Regular Meeting of the Merit Board was called to order at 7:05 p.m. on Wednesday, October 23, 1991, in the City Hall Conference Room. ROLL CALL: Members present were: Ms. CeCe Stevens, Ms. Erna Cook, Ms. Jan Morris, and Ms. Doris Patterson. Ms. Shirley Roberts was excused. Also present were Fire Lieutenant Larry Carson, City Attorney Krista Storey, Fire Chief William Vola and Recording Secretary, Lisa Kruckmeyer. . APPROVAL OF MINUTES: Ms. Stevens made a motion to approve the minutes of September 25, 1991, seconded by Ms. Morris. Motion CARRIED 4 -0. UNFINISHED BUSINESS: Firefighter /E.M.T. Fire Lieutenant Chief Vola asked what the Merit Board's definition of a job description is. Chairman Patterson stated we follow the Cody Report. She stated the Cody Report is what they have to hang their hat on and the only reason the discrepancy came up was because the Merit Board felt the job descriptions were rather lengthy and wondered if they could be abbreviated to be more general in nature. Chief Vola stated the Cody Report does not contain the definition of a job description. Chairman Patterson stated her definition of a job description is something that describes what a person does when they go to work. She stated it has to be different enough from other job descriptions to apply to that one position. It has to be general enough not to narrow it down so there is no room for extra assignments. Ms. Morris stated the board talked in the past about the department having a more detailed description of the jobs within their department but with the Cody Report they are more concise. Chairman Patterson asked Chief Vola to clarify the board on what he sees as those things are. Chief Vola stated he would refer to two reports. One is a training manual for government supervisors known as the ICMA green book. The second is a report done by the U.S. Department of Labor called Managing Fire Services. They describe a job description is basically the road map that makes a complete disclosure of the expectations of the employer and the employee. U.S. Department of Labor's handbook describes a job description as that which makes it a disclosure of the responsibilities of a particular employee and the expectations of the employer. A job description is a specification for an evaluation. If the job description defines the position, responsibilities and performance objectives then writing a valid performance evaluation for that position is very easy and follows a logical step. 1 11110 0 011100 Chairman Patterson stated so it should in fact be based on the job description. Chairman Patterson asked what the difference is between that and the specification. Chief Vola stated he has suffered through three other similar reports in a different jurisdiction. These reports are written generically so that they can pull the name of one city out and plug a different name in and it will still be valid. Chief Vola stated the Fire Lieutenant description says nothing. There is no requirement in there to meet state statute to be a certified firefighter. There are also numerous other laws and regulations that put requirements upon a firefighter and a fire officer. Chief Vola stated this is so generic that you could take this to any fire department in the country and say this is what a company officer should do and be correct. Chairman Patterson stated in what she sees in the Cody Report it's intent was never to be anything other than generic. She thinks the problem in Edgewater is that we don't yet have an employee manual which is where these specifics and job descriptions should be addressed. Chief Vola stated the Cody Report was never intended as the guide for personnel issues. These position descriptions were not submitted as something to attach to the Cody Report. These were submitted as job descriptions for the specific position of engine company officer lieutenant of Firefighter E.M.T. to reflect what is required of a Firefighter E.M.T. in the City of Edgewater. He stated it was intended to reflect the job description for the employee so the employee is aware of what the job expectations are. I did not intend it to be included in the Cody Report. It is not a regulatory document. Ms. Morris stated it is the one that was adopted by Council to go by was it not. Chief Vola stated it is not a regulation. Chairman Patterson stated so basically these job descriptions that the board is reviewing and recommending for approval are really part of the "employee manual" that should exist. Chief Vola stated at some point they will be. Chief Vola stated the Cody Report was merely an evaluation tool of the status of the employment personnel matters with the City of Edgewater at the time it was done. Chief Vola stated these job descriptions disclose to his employees what is expected of them and that is what a job description is all about. This based on some of the performance related language in here gives him a key to their evaluation to make it more valid. City Attorney Krista Storey stated the new personnel manual is one of the items that is waiting on the new City Manager. She stated Chief Vola saw the need to redo what was the current job description. She agreed they are generic and in some cases they don't need to be as specific as he is indicating but there is nothing wrong with that. His is a very technical field. Page 2 Merit Board October 23, 1991 New' NNW Chief Vola stated it would appear from reading the minutes of several of the meetings that this board has been getting a very biased view of some personnel issues from disgruntled employees. Comparisons are being made without benefit of the opposing view. There were some comments that arose at one of the meetings in regards to assistant Public Works Director and comparisons to Lieutenant Carson. 1 have a real problem with that comparison because you are comparing the supervisor of a service worker to a manager which Lieutenant Carson is classified under by Florida Statute. He is not a supervisor, he is a manager of an emergency service. His decisions are not subject to review, his decisions are final. I do not believe that the comparisons that were made that evening were appropriate and I don't believe that they were valid and they were one sided. The one employee had nine years of service in this community and he was making a comparison to another employee that had two years experience, failing to recognize that employee had several years experience with another organization before he was hired on. The second part of that is that employee his job position and classification require very little formal education where the position he compared himself to requires extensive formal education and experience. Chief Vola stated he thinks the board got a biased view and in order for them to make a valid decision they need both sides or the total picture. Ms. Morris stated she thought Mr. Tenney went through the chain of command because she remembered asking him that. Chief Vola stated he was never questioned as to how, the why's and the whereas's of Lieutenant Carson's employment which was made by the City Manager. He stated he did not hire Lieutenant Carson. He was not hired as a supervisor, he was hired as my assistant, a management position. The City Manager is the one that said his salary commensurate with his abilities and his experience and training. Chairman Patterson asked Chief Vola if there was something he would like to come from this. Chief Vola stated the next time there is a hearing all parties concerned will be notified of that hearing and advised as to what their role in that is. Chairman Patterson stated she would like to suggest to the board members having a discussion for a specific way of going about these hearings. Chief Vola stated the dragging in of other departments is inappropriate. Chief Vola stated the past meeting bothered him because he didn't think it was fair and it was very unprofessional. Of one employee to try to compare himself to another employee without getting a balanced view point. Chief Vola stated it seems like there are individuals that are trying to use this board as leverage and the board is not getting accurate information. It is not the first time, its one of several times and this last one particularly annoyed me because of the manners and some of the comments that were made. Ms. Morris stated the board didn't actually have a hearing on Mr. Tenney. Page 3 Merit Board October 23, 1991 Chairman Patterson stated this is why they need to address the fact that a hearing is going to be a separate meeting altogether and you don't hold a hearing without the facts and without all parties being notified that they have a right and should be present. Chief Vola stated I am not slamming Mr. Tenney. I am just saying that it would appear that the way this was approached there was no communication with the total issue. Ms. Stevens made a motion to accept the Firefighter /E.M.T. job description Grade 12, seconded by Ms. Morris. Motion CARRIED 4- O. Ms. Stevens made a motion to accept the Fire Lieutenant job description Grade 19, seconded by Ms. Morris. Motion CARRIED 4- O. Field Operations Supervisor - Grade 13 to Grade 16 Ms. Stevens made a motion to upgrade the Field Operations Supervisor from a Grade 13 to a Grade 16, seconded by Ms. Morris. Motion CARRIED 4 -0. Building Maintenance Foreman - Grade 11 Ms. Stevens made a motion to accept the Building Maintenance Foreman Grade 11, seconded by Ms. Cook. Motion CARRIED 4 -0. Request for Grade & Class Description for new position - Legal Secretary - Grade 11 Ms. Stevens made a motion to accept the Legal Secretary position - Grade 11, seconded by Ms. Morris. Motion CARRIED 4 -0. Request for Grade & Class Description for new position - Engineering Technician - Grade 14 Ms. Morris made a motion to accept the Engineering Technician position - Grade 14, seconded by Ms. Stevens. Motion CARRIED 4- O. Board Member Input on Charter and Procedures Ms. Stevens asked Ms. Storey for some input on the legal clarification. Ms. Storey stated her position is that any of the boards and committees are her client just as well as the Council. She stated she has been attending the Code Enforcement Board meetings and the Land Development & Regulatory Agency meetings. Ms. Storey stated a concern has been expressed about the duties and functions of the Merit Board. She stated the City Manager also understands that personnel matters need to be a high priority. She stated during the next couple months Mr. McMahon and she are going to be working closely on some of these issues. She stated he has a great deal of experience in administration so he may have some good input as far as hearing procedures. Chairman Patterson stated a letter of recommendation needs to be sent to the City Manager accepting the job descriptions that the Merit Board voted on. Ms. Morris stated she would like to suggest that these memos to the City Manager be sent within a week after the meeting. Page 4 Merit Board October 23, 1991 vie ADJOURNMENT: There being no further business to discuss, Ms. Stevens made a motion to adjourn, seconded by Ms. Morris. The meeting adjourned at 8:04 p.m. Minutes submitted by: Lisa Kruckmeyer Page 5 Merit Board October 23, 1991