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06-20-1989 - Workshop \. ...... .....,., CITY COUNCIL OF EDGEWATER WORKSHOP JUNE 20, 1989 MINUTES Mayor David Mitchum called the Workshop to order at 6:00 p.m. in the Edgewater Library. He stated the purpose was for interview of Louise Miller, an appli- cant for the City Manager's position. ROLL CALL Mayor David Mitchum Councilman Dan Hatfield Councilwoman Gigi Bennington Councilman Russell Gold Councilman Thomas Fish City Attorney Jose' Alvarez Acting City Manager Susan Wadsworth Lieutenant William Britain Present Present Present Excused Present Excused Present Present Mayor Mitchum recessed the Workshop at 6:03 p.m. to await the arrival of Ms. Miller. He called the Workshop back to order at 7:11 p.m. upon her arrival. Councilman Hatfield reviewed the $35 mi 11 ion dollar capital improvement program and asked what expertise she could bring. Ms. Miller apologized for being late and expressed appreciation for rearranging of their schedules. She stated she's been in three communities and all three have been in different growth modes and one went to a bond situation and they raised revenues with a bond issue with the Days Inn Corporation. She added that they raised capital by annexation and required a large impact fee and bumped up charges relative to the additional property coming in. She noted that she's not sure what bonds the City has out, how they stand with reserve funds and what the capital improvement plans are. She pointed out the most obvious way to raise funds is to raise taxes, which isn't popular. She added that they used grants for property improvements and she got extra funds through the Florida Inland Navigation District and with our waterway, perhaps they could go that way. She pointed out that several communities have done lease purchasing to get into heavy projects and extend the payments and get capital improvements done that way. She said as an alternative it could be impact fees from new developers if they need sewer lines and roads developed. Councilman Hatfield explained the City is putting utilities in now. Councilman Hatfield asked Ms. Miller to explain her management style, what she feels she'd do the first 30 to 90 days, and if she had a problem with Council coming in to talk with her. Ms. Miller replied that's an easier way to function and as an appointed person working with elected officials, she'd think Counci 1 wou 1d be sens it ive to the community that elected them. She noted that the administrator has to administer the policies that are set by Council and communication is critical. She said they had weekly packets because of the Sunshine Laws. She noted that traditionally every day operations come under the Manager and Council doesn't interfere in that area but she's not familiar with our Charter. Councilman Hatfield asked what she'd like to do when she first comes in for the first 30 to 90 days. Ms. Miller replied she'd find out more about the City, such as finances, and she's not familiar with the last Manager or how the continuity of management has been maintained. She added that she'll review the contracts, franchises, purch- asing practices, collections of taxes, garbage bills, and the status of the monies coming in. She said she'd like to hear Council's goals and see what big projects they have in mind and where they are now. She commented on the need for newly elected officials to be aware of their responsibilities and ethics rules. She said she'd touch base with the media to be sure they have good communications because lack of communications can be as harmful as bad communications. She added that can be accomplished with an open door policy. 1 '-' ...., Councilman Hatfield asked if she could do their bidding in a situation with the County, State, or other municipality even if she disagrees with what they have to say, such as going to the County Council if Council felt it wasn't to the City's benefit. Ms. Miller explained her previous experiences along this line when she was in Dade County and at State agencies. Councilman Hatfield asked the City Manager's role to the boards and comm- ittees. Ms. Miller replied that traditionally boards are advisory and they make recommendations and people who are really interested should be put on the boards. She added they need a pipe line to the Council through the Manager. Councilman Hatfield asked if they should corne through the Manager. Ms. Miller replied yes, as it wouldn't bypass the Manager's input and if Council goes directly to the Committee, they may not be aware of certain technical information. Councilman Hatfield asked if she would meet with the boards. Ms. Miller replied yes, she thinks the Manager should be involved. Councilman Hatfield asked what training programs for employees she'd recommend. Ms. Miller replied it's good to look within the staff to start with as long as you have a nucleus to work with as experience will usually lend a lot and she's gone to local community colleges for programs they have available. She added that City Managers have professional organizations with courses that can be shared also. She noted she was Secretary and President of the Dade County Manager's Association and they were networking and that premise would apply to all personnel. Councilman Hatfield asked her most important or strong points and weaknesses she'll bring to the City. Ms. Miller replied quality of performance is her strong point and she likes to have a finished product. She said she has a lot of self-respect so if she puts her name to it, it will be good. She added that she thinks of herself as a fair person and has been in management and in non-management and has been involved in labor negotiations and reprimands. Councilwoman Bennington requested a synopsis of her professional experience and asked what she's doing now and in between the periods on her resume. Ms. Miller replied she's living in Atlanta and is working in a family business and it's not a career business. She noted that it allows time to corne for inter- views and see where she wants to settle down. She pointed out she's main- tained her membership in the Florida City Managers Association and ICMA. She reviewed her prior experience in Ba1 Harbor for three years with an annual renewa 1 of her contract. She stated her educat i on and interact i on and strengths are in the public sector. She said that prior to that she'd worked in Miami Springs for 3 or 4 years and was hired as an Assistant to the City Manager, then became Assistant Manager, and when the City Manager was arrested overnight she became the Manager the next day and she realized she was doing the same things she was doing as an Assistant. Councilwoman Bennington asked the difference between Assistant City Manager and Assistant to the City Manager. Ms. Miller replied it's about $7,000 and the position was created when she got there and when she proved her work it was put in the budget and it became an official position. She added that she enjoyed the responsibility and exposure in the position. Councilwoman Bennington asked how long she was in that position. Ms. Miller replied about 10 months, and prior to that she worked in a community in South Miami for the City Manager and went back to school and got her degree in Public Administration and became City Clerk and then later got her Masters in Public Administration. Councilwoman Bennington asked what she feels is the City Manager's most important role. Ms. Miller replied the City Manager would be at the top in a pyramid and it takes a lot of coordinating and she's a generalist. She said if the departments are functioning all right the City Manager can direct the efforts and take care of coordinating the system, including Council and being responsive to them. She said she'd have staff meetings to have a complete picture and the Manager needs to coordinate. Councilwoman Bennington asked how she'd handle an irate citizen who'd been to see her severa 1 times and had ca 11 ed Counc i1 and comp 1 a i ned about Code violations that weren't enforced. Ms. Miller replied she'd try to take the heat off Council and work with the person and look to the source of what will control it and what laws would apply. Councilwoman Bennington referred to an 2 Council Workshop Minutes June 20, 1989 .,.. ...., instance in the Planning and Zoning Department when the Code Enforcement Officer was being badgered by a resident. Ms. Miller noted she'd tell them to seek legal counselor have an officer around, if necessary, and if claims are ungrounded you have to hold your ground and explain ordinances and rules. Councilwoman Bennington asked if and how she'd respond if a board through their review process came up with various Code violations from a department and gave the City Manager information citing those violations. Ms. Miller replied she'd talk to the Department Head and find out if there's a mis- interpretation and then go from there and if there's an error, you have to do what you have to do. Councilwoman Bennington stated there's a Merit pay system and a union and there are some conflicts and asked how they could work together in unison. Ms. Miller asked if it's regarding salary. Councilwoman Bennington explained that with the merit system youlre evaluated once a year and get a raise based on your merit and the union represents them in negotiations. She added that the union has a standard grievance procedure and the Merit Board was set up long before the union came in and they have a grievance procedure. Ms. Miller replied that one group of employees was covered by unions and others were not so there were two sets of controls. Councilwoman Bennington explained the merit system covers union employees. Ms. Miller replied she doesn't like to work with a house divided and the closer you can get one to the other will provide more harmony and labor relations have to be addressed. She stated that staff should work together to deliver services. Councilman Fish asked what kind of homework or research she'd done on the City prior to applying for the position. Ms. Miller replied she got a copy of the budget and was pleased to see it's a polished looking budget and they'd received the accounting recognition. She asked what happened to the last City Manager. Councilman Fish replied held declined the permanent position. Councilman Fish asked for a description of a proper balance between employee freedoms and management control. Ms. Miller replied balance is the key and employees need to know their work matters and to be motivated by allowing participation and the Manager should be sensitive to that so the employee isn't isolated. She asked the staff size. Councilman Hatfield replied 130. Ms. Miller stated she chose to stay in local governments of less than 50,000 because she enjoys interaction instead of the layers of bureaucracy. Councilman Fish asked her experience with large construction projects. Ms. Miller reviewed the procedures they'd used for bidding out and using con- tractors with input of staff. She said she hadn't participated on the site but they did put in a jogging path. She explained the cities where she was involved didn't have major construction projects on the board but were planning for it and putting money away. She added it could be done with key people such as engineers and attorneys and she would rely on their expertise. Councilman Fish asked how she thought interpersonal conflicts are dealt with best. Ms. Miller replied face to face. Councilman Fish asked what aspects interest her most. Ms. Miller replied size of the community and location and not being in the hub of heavy traffic. She commented on the nice approach to the City. She added the salary is realistic and fair. She said her families are in Florida and Georgia and this is a nice compromise. Councilman Fish asked what aspects concern her most. Ms. Miller replied she doesn't have any real concerns and there's nothing that's a flag jumping at her. She added she'd like to know more about finances of the City and indebt- edness, plus character of the Council and if it's compatible and all going the same direction. Councilman Fish asked if she'd be comfortable jumping into $35 million dollars of water, sewer and paving. Ms. Miller replied she'd sit by the edge to see what they've done and if it's not started, she'd like to be in on planning. 3 Council Workshop Minutes June 20, 1989 ~ ....., Councilman Fish asked if an employee comes to her with a suggestion that would save the City thousands of dollars but the suggestion wasn1t presented to the supervisor, how would she handle it. Ms. Miller replied she wouldn't want to lose the idea and it probably should go through the supervisor and she'd direct the employee back because they have to protect the integrity of the Department Head and it1s undermining to bypass. Councilman Fish asked how she'd handle a situation where a complaint was filed that an employee treated someone badly and after reviewing the employee's record it's found the employee was here 19 years and there were no other complaints within the last 18 months but there had been in the past. Ms. Miller replied she'd listen to the employee and he'd have to deny or explain it and 19 years of services doesn't preclude if there's misbehavior or a problem. Councilman Fish asked how she views the chain of communication in a munici- pality. Ms. Miller replied it would have to be a two-way communication and it can be written memos or workshops but you have to remember the Sunshine Law and it would go from the City Manager to staff by staff meetings and visib- ility by being out of the office in the field, as best recommendations usually come from people who are doing it. She added the Manager should communicate with the media and the Homeowners Associations and the community. She explained a program when local school students came to City Hall to see how it's run. Councilman Fish asked what kinds of decisions she1d delegate to others. Ms. Miller replied she delegates and then it comes back to her such as with a subject where she isn't the expert and she lets the expert make the decision. She added that she needs to know what the decision is and how it fits the entire picture such as having financial implications. Councilman Hatfield asked about employees coming directly to Council and Council going to employees. Ms. Miller replied she doesn't think that's right and it undermines the Manager, especially when you have procedures set up and Department Heads in place. Councilman Hatfield asked if she has a problem with Council talking with Department Heads with her permission. Ms. Miller replied she has no problem, but she has a problem when doors are closed and the Manager's not there because he has to be a part of the team and know what1s going on. Councilman Hatfield noted they socialize with certain employees they grew up with and asked if she objects to that. Ms. Miller replied they have to have confidence that it's getting done and there's a difference between getting an update but she'd be uncomfortable if things were going on and bypassing her just as a Department Head would if the employee went to see the City Manager. Mayor Mitchum requested an overview of the Manager and Council form of govern- ment. Ms. Miller replied the form of government is where the elected offi cia 1 s make the po 1 ic ies and the City Manager comes in to he 1 p them understand how it1s going to be done and to find the money for it even though it mi ght take another year's budget or ra is i ng taxes. She added it's a partnership with officials setting the policies and the Manager shouldn't be a yes person. She stated she has good ideas and she hoped Council would be receptive to her and respect for the experience a professional Manager would have. She pointed out her experience is in the public sector and a Manager shouldn't embarrass the City with his actions. Mayor Mitchum asked if her relationships with employees were traditionally good during her career. Ms. Miller replied it's been traditionally good but the last position was not as she came into a City after a Manager was there 17 years and was hired by one Mayor and at the end of his tenure he resigned and she was left with new officials who perceived her as that Mayor's person and it was hard to make the transition. She added she'd cleaned house on a lot of things that had rolled along for 17 years and a lot of things weren't right. She pointed out she documented it properly and unemployment insurance was denied because of that. She said she didn't have the support of her employees and the ones that did support her weren't addressed by the news- papers and at the end of the contract, she left. Mayor Mitchum asked why she left the last job. Ms. Miller replied it was an annual contract and Council had her evaluated among the employees and it's difficult to have subordinates evaluate you when they have no idea what is going on. 4 Council Workshop Minutes June 20, 1989 .... ...." Councilman Hatfield asked what questions she had for Council. Ms. Miller asked if there's an Interim or Acting until they get settled. Mayor Mitchum replied yes. Councilman Hatfield asked if she'd want a contract and if there's anything particular they should know. Ms. Miller replied she doesn't have any unusual requests but she'd hope to have open communication or evaluations and would like to see the Charter to see responsibilities of the Manager and what is proposed. Counc ilwoman Benn i ngton exp 1 a i ned the powers and dut i es are by ordinance and the act that established the position is a Charter provision. Ms. Miller asked if it's unusual. Councilwoman Bennington replied itls administrative. Mayor Mitchum explained it's a strong Manager form of government. Mayor Mitchum and Councilwoman Bennington explained the proposed change for concurrence of Council regarding appointments of Department Heads. Ms. Miller questioned why Ordinance 88-0-11 was an emergency ordinance. Mayor Mitchum explained there was a voter referendum in February last year which passed 4 to 1 for a City Manager and they created the ordinance to address the problem at that time and took care of it. Ms. Miller stated she believes in the City Manager form of government and they need someone full time and with authority and who can coordinate. She added that with the growing mode and liability and responsibilities it would be scary not to have a Manager. Counc i lwoman Benn i ngton exp 1 a i ned the pr i or Managers and referendums regard i ng the position. Mayor Mitchum explained that Councilwoman Bennington is on the Charter Review Committee and they plan a revision and bringing on a permanent City Manager and putting sewer in a subdivision that has needed it for 30 years. He added that Edgewater will be a good spot on someone's resume. Ms. Miller asked if they'd applied for grants. Mayor Mitchum explained they are pursuing a State revolving fund program for wastewater. Ms. Miller pointed out she was successful in obtaining grants in some areas and if you have to pay a small percentage for someone to lobby, thatls one way to do it. Mayor Mitchum noted the Library was built with a grant and Rotary Park has a grant. Mayor Mitchum stated that whoever is selected, their relations with Council will be tremendously advantageous. Ms. Miller stated it1s exciting to see a middle-aged Council because she can sense the vitality. Ms. Miller distributed a list of references for Council and noted it's a cross section of people she's worked with and she wanted them to understand how she's interacted. Ms. Miller stated she's not married and has two children, one in college and one in the Washington area so she's fairly free to relocate and is independent and can pick and choose. She added that she'd be delighted to have the opportunity to work with them. Mayor Mitchum and Councilman Fish thanked her for coming. Mayor Mitchum suggested a motion to adjourn. Councilman Fish so moved. Councilman Hatfield seconded the motion. Workshop was adjourned at 8:26 p.m. Minutes submitted by: Lura Sue Koser .c;e~ r COUN)JLMAN - ZONE THRE,E ~~~~ ;&- 5 Council Workshop Minutes June 20, 1989 ~ .""" ATTEST: L- L~~ ~ACTING CI~ MANAGER Appr ved this /7 day of , 198-7.-0 6 Council Workshop Minutes June 20, 1989