10-18-1999 Voting Order
Mayor Allman
Councilman Gornto
CouncilmanHammond
Councilman Roberts
Councilwoman Lichter
AGENDA
CITY COUNCIL OF EDGEWATER
REGULAR MEETING
October 18, 1999
7:00 p.m.
COMMUNITY CENTER
1. CALL TO ORDER, ROLL CALL, INVOCATION, PLEDGE OF ALLEGIANCE
2. APPROVAL OF MINUTES - None at this time.
3. PRESENTATIONS /PROCLAMATIONS/PLAQUES
A. Presentation by William Andrews regarding Charter Schools.
4. CITIZEN COMMENTS REGARDING AGENDA ITEMS ONLY
(This is the time for the public to come forward with any comments they may have on any
agenda items other than public hearings. Please state your name and address, and please
limit your comments to five minutes or less.)
5. CITY COUNCIL REPORTS
6. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Res. No. 99 -R -17, recommending approval of renegotiated Maintenance
Agreement with F.D.O.T. for City to perform various types of maintenance
on US 1 and SR 442, and be paid a sum of $3,864 per quarter.
7. CONSENT AGENDA
Items on the consent agenda are defined as routine in nature that do not warrant detailed
discussion or individual action by the Council; therefore, all items remaining on the consent
agenda shall be approved and adopted by a single motion, second and vote by the City
Council. Items on the consent agenda are not subject to discussion. One of the most basic
rules of a consent agenda is that any member of the City Council may remove any item
from the consent agenda simply by verbal request at the City Council meeting.
Removing an item from the consent agenda does not require a motion, second or a vote; it
would simply be a unilateral request of an individual Council member.
A. Requesting Council approval to purchase budgeted Wastewater service
vehicle on State Bid from Caruso's Regency Dodge ($16,641).
8. OTHER BUSINESS
A. Special Activities Permit - Winn -Dixie requesting permission to hold a
"Harvest Fall Sell" festival on October 22, 23 & 24, 1999, from 10 a.m. to 7
p.m. in the parking lot at 1838 S. Ridgewood Avenue, and have the
administrative fee waived.
B. Personnel Policies and Procedures - recommending Council adopt the
amended Personnel Policies and Procedures Manual.
C. Conceptual Development Agreement - recommending approval of a
conceptual development agreement for infrastructure improvements
associated with Dale Street.
9. OFFICER REPORTS
A. City Clerk
B. City Attorney
C. City Manager (Code Enforcement Discussion)
10. GENERAL CITIZEN COMMENTS /CORRESPONDENCE
11. ADJOURN.
Note: All items for inclusion on the November 1, 1999, agenda must be received by the City Manager's office no
later than 4:30 p.m. Monday, October 25, 1999.
Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made with respect to any matter considered at a meeting or hearing,
that individual will need a record of the proceedings and will need to insure that a verbatim record of the proceedings is made.
In accordance with the Americans with Disabilities Act, persons needing assistance to participate in any of these proceedings should contact City
Clerk Susan Wadsworth, 904 - 424 -2407, prior to the meeting. t
w'
AGENDA REQUEST
Date: October 11, 1999
v�,..PUBLIC
HEARING RESOLUTION X ORDINANCE
OTHER
CONSENT BUSINESS CORRESPONDENCE
ITEM DESCRIPTION /SUBJECT:
Resolution No. 99 -R -17 (Maintenance Agreement with F.D.O.T.)
Background:
The City of Edgewater has had a Maintenance Agreement with F.D.O.T. for the past 5 years. This agreement
.nables the City to perform various types of maintenance on the (2) two state roads located within our city.
(Beautification, Litter Control, Mowing, Etc.)
RECOMMENDATION /CONCLUSION:
The current agreement expires this month. This agreement with F.D.O.T. paid the City of Edgewater for
maintenance preformed a sum of $2,177.20 per quarter. City staff has renegotiated a new agreement with
F.D.O.T. The new agreement has no significant changes to the maintenance to be performed and F.D.O.T. has
agreed to pay the City of Edgewater a sum of $3864.00 per quarter. City staff recommends that City Council
approve this agreement with Resolution 99 -R -17.
FUNDS AVAILABLE: ACCOUNT NUMBER:
SPECIFY IF BUDGET AMENDMENT IS REQUIRED
PREVIOUS AGENDA ITEM: YES NO X
DATE: AGENDA ITEM NO.
respectfully submitted,
Po s currenc
- Corder 'en Hoo . -r
erector of Parks,Recreation/Maintenance City Manager
RESOLUTION NO. 99 -R -17
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
EDGEWATER, FLORIDA, AUTHORIZING THE MAYOR TO
EXECUTE A MEMORANDUM OF AGREEMENT BETWEEN
THE CITY OF EDGEWATER AND THE FLORIDA
DEPARTMENT OF TRANSPORTATION (DOT) FOR THE
MAINTENANCE OF STATE ROAD RIGHT -OF -WAYS BY
THE CITY; REPEALING ALL RESOLUTIONS IN
CONFLICT HEREWITH AND ESTABLISHING AN
EFFECTIVE DATE.
WHEREAS, the City of Edgewater, Florida has evidenced the desire to continue ongoing
maintenance services relating to State Road right -of -ways with the Florida Department of
Transportation (DOT).
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Edgewater,
Florida:
Section 1. The City Council hereby authorizes the Mayor to execute the Highway
Maintenance Memorandum of Agreement (Contract #AH733) between the City of Edgewater and
the Florida Department of Transportation.
Section 2. A copy of said Agreement is attached hereto and incorporated herein as
Exhibit "A ".
Section 3. That all resolutions or parts of resolutions in conflict herewith be and the same
are hereby repealed.
ur Section 4. This resolution shall take effect upon adoption.
99 -R -17 1
After Motion by and Second by , the vote on this resolution is as
Noir follows:
Mayor Randy G. Allman XXX
Councilman Jim Gornto XXX
Councilman Myron F. Hammond XXX
Councilman Gary W. Roberts XXX
Councilwoman Judy Lichter XXX
PASSED AND DULY ADOPTED this day of October, 1999.
No '" ATTEST: CITY COUNCIL OF THE
CITY OF EDGEWATER, FLORIDA
By:
Susan J. Wadsworth Randy G. Allman
City Clerk Mayor
APPROVED FOR FORM
AND CORRECTNESS:
err Nikki Clayton
City Attorney
99 -R -17 2
Florida Department of Transportation
JEB BUSH THOMAS F. BARRY, JR.
GOVERNOR 1655 North Kepler Road DeLand, Florida 32720 SECRETARY
Phone (9(A) 736 -5270 Fax (904) 738 -5292
October 1, 1999
Mr. Jack Corder
Director
City& Edgewater
P.O.Box 100
Edgewater, FL 32132
Phone SC 383 -2405
Fax (904) 424 -2409
RE: Memorandum of Agreement
Contract No. AH733
State Job No. 244621- 1 -72 -03
Dear Mr. Corder:
Attached are six (6) original Memorandum of Agreement documents that are ready for signatures. Please
execute all copies and return them with six (6) copies of your City Commission's Resolution. Please leave the dates
on the Agreement blank.
After the agreements are executed and dated at our District office, an original copy will be forwarded to you.
Soon after that, the Department will contact you to arrange a Pre -Work meeting and issue the Notice to Proceed. As
you are aware, the current Memorandum of Agreement with your city will expire on October 16, 1999.
Should you have any questions or if further information is required, please contact our office at (904) 736 -5270.
Sincerely.
Y L _J , -J-6;
Lester Gillis
Contracts Supervisor
DeLand Maintenance
Attachments
ew cc: Mark Clarkson
File
JLG /meh
www.dot.state.fl.us e RECYCLED PAPER
CITY OF EDGEWATER
AND
THE FLORIDA DEPARTMENT OF TRANSPORTATION
*oar HIGHWAY MAINTENANCE MEMORANDUM OF AGREEMENT
Contract No.: AH733
THIS Agreement, entered into this day of , 1999, by and between the
STATE OF FLORIDA, DEPARTMENT OF TRANSPORTATION, a component agency of the
State of Florida, hereinafter called the DEPARTMENT and the CITY OF EDGEWATER State
of Florida, existing under the Laws of Florida, hereinafter called the CITY,
WITNESSETH
WHEREAS, as a part of the continual updating of the State of Florida Highway
'Now System, the DEPARTMENT, for the purpose of safety, has created roadway, roadside areas and
median strips on that part of the State Highway System within the limits of the CITY; and
WHEREAS, the CITY hereto is of the opinion that said roadway, roadside areas
and median strips shall be attractively maintained;
WHEREAS, the parties hereto mutually recognize the need for entering into an
Agreement designating and setting forth the responsibilities of each party; and
WHEREAS, the CITY, by Resolution dated the day of , 19_,
attached hereto as Attachment "A ", which by reference hereto shall become a part hereof, desires
to enter into this Agreement and authorizes its officers to do so.
NOW, THEREFORE, for and in consideration of the mutual benefits to flow each
to the other, the parties covenant and agree as follows:
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 1
1. The CITY shall be responsible for routine maintenance of all paved, landscaped and/or
turfed areas within DEPARTMENT rights -of -way having limits described by Exhibit A, or
* Now subsequent amended limits mutually agreed to in writing by both parties. For the purpose of this
Agreement, the maintenance to be provided by the CITY is defined in Exhibit B.
2. The CITY shall be responsible for clean -up, removal and disposal of all debris from the
DEPARTMENT'S rights -of -way (described by Exhibit A, or subsequent amended limits mutually
agreed in writing by both parties) following a natural disaster (i.e. hurricane, tornadoes, etc.) or
from other normal occurrences such as vehicle accidents and spills. However, the
DEPARTMENT shall not deduct from the payment to the CITY, costs for impairment of
performance of any activity or part thereof defined in Exhibit B, as a result of such event and the
redirection of CITY forces towards fulfillment of the CITY'S responsibility under this article.
Nov 3. To the extent permitted by Florida law the CITY agrees that it will indemnify and hold
harmless the DEPARTMENT and all of the DEPARTMENT'S officers, agents, and employees
from any claim, loss, damage, cost, charge or expense arising out of any act, action, neglect or
omission by the CITY during the performance of this Agreement, whether direct or indirect, and
whether to any person or property to which the DEPARTMENT or said parties may be subject,
except that neither the CITY nor any of its subcontractors will be liable under this section for
damages arising out of injury or damage to persons or property directly caused or resulting from
the negligence of the DEPARTMENT or any of its officers, agents, or employees.
4. If, at any time while the terms of this Agreement are in effect, it shall come to the
attention of the DEPARTMENT'S District Director of Operations, District 5, that the
CITY'S responsibility as established herein or a part thereof is not being properly accomplished
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 2
pursuant to the terms of this Agreement, said District Director of Operations, District 5, may, at
his option, issue a written notice in care of the Director of Parks and Recreation to place said
Nifty CITY on notice thereof. Thereafter the CITY shall have a period of (30) thirty calendar days
within which to correct the cited deficiency or deficiencies. If said deficiency or deficiencies are
not corrected within this time period the DEPARTMENT may at its option, proceed as follows:
(A) Maintain the roadway, median strip or roadside area declared deficient with
the DEPARTMENT or a Contractor's material, equipment and personnel. The actual cost for
such work will be deducted from payment to the CITY or
(B) Terminate this Agreement in accordance with Paragraph 11 of this
Agreement.
5. It is understood between the parties hereto that the work covered by this Agreement
'°ir'' may be adjusted at any time in the future upon written agreement signed by both parties as found
necessary by the DEPARTMENT in order that the adjacent state road be widened, altered or
otherwise changed and maintained to meet with future criteria or planning of the
DEPARTMENT.
6. The Department agrees to pay to the CITY, following a Notice to Proceed,
compensation for the cost of maintenance as described under Item 1 of this Agreement. The
payment will be in the amount of $3,864 per quarter for a total sum of $15,456 per year. In the
event this Agreement is terminated as established by Paragraph 11 herein, payment shall be
prorated to the date termination occurs. Detailed quarterly invoices, as provided further herein
Now shall be sent to the Maintenance Contract Engineer of the Department at 1655 N. Kepler Road,
Deland, Florida 32724. Delivery shall be effective upon receipt of a proper quarterly invoice
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 3
which details all quantities completed and is accompanied by any associated documents.
7. Payment shall be made only after receipt of goods and services as provided in Section
N o"' 215.422, Florida Statutes.
The CITY will report with each invoice submittal, a summary of all maintenance activities
completed that quarter. This report will be based on the F.D.O.T. Maintenance Management
System Activity and Production reporting standards. Seven (7) calendar days will be allowed to
approve goods and services upon receipt of a correct invoice as provided further herein and
allowed by Section 215.422(1), Florida Statutes.
In furtherance of Section 215.422 of the Florida Statutes, the parties agree as follows:
(A) Any penalty for delay in payment shall be in accordance with Section
215.422(3)(b), Florida Statutes. Section 215.422(5), Florida Statutes provides that all purchasing
Nowv
agreements between a state agency and a vendor, applicable to this section, shall include a
statement of the vendor's rights and the state's responsibilities under this section. The vendor's
rights shall include being provided with the name and telephone number of the Vendor
Ombudsman within the Department of Banking and Finance.
(B) The CITY should be aware of the following time frames. Upon receipt, the
Department has seven (7) working days to inspect and approve the goods and services, as allowed
by said statute. The Department has 20 days to deliver a request for payment (voucher to the
Department of Finance). The 20 days are measured from the latter of the date a proper invoice is
received at the location stated herein or the goods or services are received, inspected and
*tor approved, whichever occurs later.
(C) If payment is not available within 40 days, interest at the rate set by Section
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 4
55.03 of the Florida Statute, will be due and payable, in addition to the invoice amount, to the
CITY. Interest penalties of less than one ($1.00) dollar will not be enforced unless the CITY
requests payment. The invoices which have to be returned to the CITY because of CITY
preparation errors will result in a delay in the payment. The invoice payment requirements do not
start until a properly completed invoice is provided to the Department.
(D) A Vendor Ombudsman has been established within the Department of
Banking and Finance. The duties of this individual include acting as an advocate for vendors who
may be experiencing problems in obtaining timely payment(s) from the Department. The Vendor
Ombudsman may be contacted at (850) 410 -9724 or by calling the State Comptrollers Hotline, 1-
800- 848 - 3792."
8. Bills for fees or other compensation for services or expenses shall be submitted in detail
` sufficient for a proper preaudit and postaudit thereof, and that bills for travel expenses specifically
authorized by this Agreement shall be submitted and paid in accordance with the rates specified in
Section 112.061, Florida Statutes.
9. Records of costs incurred under terms of this Agreement shall be maintained and made
available upon request to the Department at all times during the period of this Agreement and for
three years after final payment is made. Copies of these documents and records shall be furnished
to the Department upon request. Records of costs incurred include the CITY'S general
accounting records, together with supporting documents and records, of the CITY and all
subcontractors performing work, and all other records of the CITY and subcontractors
lour
considered necessary by the Department for a proper audit of costs.
10. The CITY shall allow public access to all documents, papers, letters, or other material
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 5
subject to the provisions of Chapter 119, Florida Statutes, and made or received by the CITY
in conjunction with this Agreement. Failure by the CITY to grant such public access shall be
grounds for immediate unilateral cancellation of this Agreement by the Department.
11. This Agreement or any part thereof is subject to termination under any one of the
following conditions:
(A) In the event the DEPARTMENT exercises the option identified by
Paragraph 4 of this Agreement.
(B) In the event the Legislature fails to make an annual appropriation to pay for
the CITY'S services to be performed hereunder.
12. The term of this Agreement commences on the date a written Notice to Proceed is
issued to the CITY Manager by the Department's District Maintenance Engineer, District 5, and
`'W' shall continue for a period of one year from the date of issue of said Notice to Proceed.
This Agreement has a renewal option. Renewals shall be on an annual basis not to exceed
two yearly renewal periods, or if the original term is greater than one year for no longer than one
additional term, subject to the same prices and associated quantities as well as all other terms and
conditions set forth in this Agreement, except that the price to be paid for the renewal periods
may be increased by three (3) percent.
Renewals shall be made at the discretion and option of the Department and agreed to in
writing by both parties; i.e., the CITY Manager for the CITY and the District Director of
Operations, District 5, for the DEPARTMENT. Renewals shall be contingent upon satisfactory
416 performance evaluations by the DEPARTMENT and subject to the availability of funds.
The term of this Agreement may be extended for a period not to exceed six (6) months,
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 6
upon written Agreement by both parties and subject to the same terms and conditions as
applicable for renewal of this Agreement.
`orm 13. In the event this Agreement extends beyond the DEPARTMENT'S current Fiscal
Year that begins on July 1 of each year and ends on June 30 of each succeeding year, the CITY
and the DEPARTMENT mutually agree that the State of Florida's performance and obligation to
pay under this Contract is contingent upon an annual appropriation by the Legislature. In
addition, Section 339.135(6)(a) of the Florida Statutes is incorporated by reference, and set forth
herein below as follows:
F.S. " 339.135(6)(a)" - The DEPARTMENT, during any Fiscal Year, shall
not expend money, incur any liability, or enter into any Contract which, by its
terms involves the expenditure of money in excess of the amounts budgeted as
available for expenditure during such Fiscal Year. Any Contract, verbal or written,
made in violation of this subsection shall be null and void, and no money shall be
paid thereon. The DEPARTMENT shall require a statement from the Comptroller
4ftly of the DEPARTMENT that funds are available prior to entering into any such
Contract or other binding commitment of funds. Nothing herein contained shall
prevent the making of Contracts for a period exceeding one (1) year, but any
Contract so made shall be executory only for the succeeding fiscal years; and this
paragraph shall be incorporated verbatim in all Contracts of the DEPARTMENT
in excess of $25,000 and having a term for a period of more than one (1) year.
14. All work done on the DEPARTMENT rights -of -way shall be accomplished in
accordance with the Department of Transportation Manual on Uniform Traffic Control Devices and
The Department of Transportation ROADWAY AND TRAFFIC STANDARDS CURRENT
EDITION, INDEX 600 SERIES.
15. This writing embodies the entire agreement and under - standing between the parties
hereto and there are no other agreements and understandings, oral or written, with reference to the
subject matter hereof that are not merged herein and superseded hereby.
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 7
16. This Agreement is nontransferable and nonassignable in whole or in part without
consent of the DEPARTMENT.
17. This Agreement, regardless of where executed, shall be governed by and construed
according to the laws of the State of Florida.
18. A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section 287.017, for
'441s. CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
•
list.
Nor
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 8
EXHIBIT "A"
ROADWAYS INCLUDED IN THIS AGREEMENT
SECTION S.R. LOCATION DESCRIPTION LENGTH
79010 5 From the Southerly City Limits of Edgewater (M.P. 11.967) to 4.669 Miles
the Northerly City Limits of Edgewater (M.P. 16.636)
79210 442 From 150 feet west of Willow Oak Drive (M.P. 2.628) to the 1.344 Miles
intersection of S.R. 5 (U.S. 1) (M.P. 3.972)
it
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 9
EXHIBIT "B"
ACTIVELY DESCRIPTION REPORTING
471 Large Machine Mowing 22.0 Acres
482 Slope Mowing 1.3 Acres
484 Intermediate Mowing 3.7 Acres
492 Tree Trimming and Removal 47 Manhours
541 Roadside Litter Removal 27.0 Acres
545 Edging and Sweeping 3.6 Edge Miles
Nosy
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AH733 Page 10
IN WITNESS WHEREOF the parties hereto have caused these
presents to be executed the day and year first above written.
Nair
STATE OF FLORIDA
DEPARTMENT OF TRANSPORTATION
By:
District Director of Operations
District Five
Attest:
Executive Secretary or Notary
Approved as to Form and Legality:
District Counsel
FISCAL WILL STAMP FUNDS APPROVAL:
CITY OF:
BY:
MAYOR
Attest:
CITY Manager
APPROVED AS TO FORM AND LEGALITY:
CITY Attorney
MEMORANDUM OF AGREEMENT CITY OF EDGEWATER FIN NO.: 244621- 1 -72 -03 Contract: AI -1733 Page 1 1
'i P.
AGENDA REQUEST
Date: 10/4/99
`ir. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
CONSENT AGENDA XX OTHER BUSINESS
ITEM DESCRIPTION /SUBJECT:
Request to purchase budgeted Wastewater service vehicle on State Bid.
BACKGROUND:
The requested expenditure is for a replacement vehicle for lift station maintenance which
was approved in the newly adopted budget under Wastewater. ($17,000).
RECOMMENDATION /CONCLUSION:
I respectfully request permission to purchase the /a ton heavy pickup truck from Jack
Caruso's Regency Dodge under state bid contract #070 -500 -425 for $16,641.00.
` FINANCIAL IMPACT: $16,641.00
FUNDS AVAILABLE: ACCOUNT NUMBER: Wastewater/Machinery & Equipment
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED)
PRESENTED BY: Terry A. Wadsworth, Director of Environmental Services
PREVIOUS AGENDA ITEM: YES NO X
Date: Agenda Item No.
Respectfully submitted: Concurrence:
// V i►
Terry A. WkIsworth Ken • eth : ooper
`rr. Director of Environmental Services City Manager
TAW:dmc
CITY OF EDGEWATER
' PURCHASE REQUISITION
VENDOR /# _> ACK i'�r� 5 ��� -�'NC L U Lr� G'
P.O..
ADDRESS : 1 1 1 1 - FL- & r I C. RZ V/),
/ (3
(9CX4.S CA/ V(L -L- . t 7? ? S Date
DEPARTMENT /LINE ITEM #
'''r✓
Quantity Item Description Unit Price Amount
3 /7 7 !ISA -I /V - ve ry PicKuP /P o 0.K l ,o2
C C i . P RC or) - o-
- P i /<l qCC2. N(- 'ACKHI --- 5 9 "
1 P l; 5 ]Zi4 -2)
Reason /Use M 7 -e-C)U ,AT W(- (.{ . TOTAL1/ 6 4
Council Approved(date) / ,4 i p Via - Deliver /Pick Up /Service
Authorized Signature j2, 1, t� ` 1/4 �
(White)A/P (Yellow)Share (Pink)Department
ids
J cL . r ai u3U 3 IN. %.5l.11V Y 11UU6 . i a8t: 1 Ul 1
Jack Caruso's Regency Dodge
ORDERING INSTRUCTIONS
NOTE: ALL ORDERS SHOULD BE DIRECTED TO:
SPURS VENDOR NUMBER: 59-1287755-00 1
(REV 1 MAR 99)
VENDOR: JACK CARUSO'S REGENCY DODGE (A)
-
(REV 1 MAR 99)
STREET ADDRESS OR P. O. BOX: 10979 ATLANTIC BLVD.
CITY, STATE, ZIP: JACKSONVILLE, FL 32225
TELEPHONE: 904 -642 -5600
TOLL FREE NO.: 800 -654 -8426
`ow ORDERING FAX NO.: 904 - 642 -7061
REMIT ADDRESS: 10979 ATLANTIC BLVD.
CITY, STA'L'E, ZIP: JACKSONVILLE, FL 32225
PRODUCT INFORMATION: DIRECT INQUIRY TO:
NAME AND TITLE: WILLIAM FUTRILL, FLEET MANAGER
ADDRESS: 10979 ATLANTIC BLVD.
CITY, STATE, ZIP: JACKSONVILLE, FL 32225
TELEPHONE: 904 - 642 -5600
TOLL FREE NO: 800 - 654 -8426
URL HOME PAGE ADDRESS:
ELECTRONIC MAIL ADDRESS:
I1LLp: //1CII. SLiate.11. US/ St CUIILIQeLS /U /UUU17y1 /UIUCI11.11LII1 1U11/
070 - 500 - 425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
070 - 500-425.3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
(5 -HD)
(REV 20 SEP 99)
NOTE: This detailed specification is not complete unless it is used in conjunction with Specification Number SRAT -1, Special
Requirements All Automobiles and Light Trucks.
INTENDED USE
Page 1 of 10
USED FOR HAULING BULK MATERIAL, LIGHT TO MEDIUM DUTY TOWING AND TRANSPORTATION OF UP TO THREE
INDIVIDUALS ON THE HIGHWAY AND OFF THE HIGHWAY ON UNIMPROVED ROADS.
STD.
CARGO AREA:
STD.
WORKING CARGO CAPACITY:
STD.
TOWING CAPACITY:
OPT.
8006, CHASSIS CAB
PERFORMANCE OPTIONS
CARGO LBS,
OPT.
1.001, DIESEL ENGINE
3050
OPT.
2002, TRAILER TOW PKG.
3450
OPT.
2003, TRAILER. TOW PKG.
3450
OPT.
2004, TRAILER "row PKG. (DSL)
3050
97 inches x 64 inches x 49 inches
34501bs.
4000 lbs.
8600 GVWR
TOWING LBS.
OR 4000
OR 8000
OR 10,000
OR 8500 (GM),
10,000 (Dodge, Ford)
0
http: / /fcn.state.. ) /st_ contracts /070001991 /price40.htm 10/1/99
070 -500 -425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
* Distance between wheel housings
* * Approx, net capacity, deducting weight of driver and one passenger
* ** GVWR = Total maximum weight of a fully equipped, fully loaded truck
10. ENGINE: Gasoline engine, V8, minimum 5.41, (330 CID) and 235 (nominal) Net HP; standard
alternator and battery, standard cooling system.
20. TRANSMISSION Minimum 4 speed automatic with overdrive.
30. AXLES: Standard axle ratio for specified engine /transmission combination.
40. PERFORMANCE :ITEMS: Standard instrumentation; power steering.
50. COMFORT ITEMS: Air conditioning; all glass tinted; AM -FM radio; vinyl seat upholstery.
60. SAFETY ITEMS: 4 -wheel anti -lock braking system, if available; dual outside mirrors; interior dome
lights; air bag, driver, if available. Standard air bag(s) may not be deleted. Fleet deletes for air bag(s)
must not be used.
70. TIRES & WHEELS: Five (5) LT235/85R.16E or larger radial BSW all season tread tires; spare tire,
wheel and rack to be frame mounted; jack and lug wrench.
80. CHASSIS, FRAME, CAB: Minimum 8600 lbs. GVWR; minimum 3750 lbs. (nominal) payload;
minimum 13 1. 0 inch wheelbase; fleetside body, minimum 97.0 inch inside box length; painted or
chrome front bumper; heavy -duty step -type rear bumper, factory installed, bumper shall have a
minimum capacity of 4000 lbs. horizontal pull weight and 400 lbs. vertical tongue weight; fuel capacity,
34.0 gallons, minimum; all manufacturer's standard colors.
STATE: GVWR: (RD)_8800 LBS.. (MD) 8800 PAYLOAD: (RD�3_8.75_LBS. 3875
90. CONDITIONS: All enclosed Conditions and Requirements shall apply.
Page 2 of 10
http: / /fcn.state. ) /st_ contracts /070001991 /pri.ce40.htm 10/1/99
070 -500- 425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
070 - 500 -425
MAKE: (RD) DODGE HD
(5 -FID)
(MD)_DODGE.2500_HD
DEALER
DISCOUNT*
MODEL
PRICE
Western District
JACK_CARUSO'S
50.00
BR2L62
16 131_.00(A)
REGEN DODGE
Northern . District
JACK_CARUSO'S
10.00
BR21,62
1Q081_.00(B)
REGENCY DOD
Central District
JACK_CARUSO'S
25.00
BR2L62
16
REGENCY DODGE
Southern. District
MAROONE DODGE
10.00
BR2L62
16J17.00(1))
NOTE: ONLY THE ABOVE NAMED DEALER(S) IS /ARE AUTHORIZED TO SELL THIS COMMODITS' L NDER THIS
CONTRACT!
SEE FACTORY CUT OFF DATE INFORMATION IN ORDERING INSTRUCTIONS.
*Discount for unit for vehicle picked up by ordering agency at contractor's place of business.
Approximate delivery time required after receipt of order: (RDA 90 -120 DAYS, (MD) 90 -120 DAYS
OPTION: 070 - 500 -426 - Option, Pickup Truck, 3/4 Ton, H.D., 4x2, Spec. 5 -HD
OPTIONS: (RD) JACK CARUSO'S REGENCY DODGE, INC., (MD) MAROONE DODGE, INC.
Page 3 of 10
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070 -500 -425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
1001
Diesel engine, 16 or VS, minimum 5.91, (360
(RD)
CODE: 2CA
:PRICE: 350,00
CID) and 180 (nominal) Net FIR
(MD)
CODE: 2( A�_BTC_
PRICE: 4625,00
(NOTE TO USER: DO NOT ORDER THIS
OPTION WITH OPTIONS 2002, 2003 or 2004.)
1002
O.E.M. alternative fuel conversion ready engine.
To include all internal modifications required for
aftermarket conversions for operation of natural
gas. State engine manufacturer and model no.
bid.
(RD)
MANUFACTURER: T
(RD)
CODE:
PRICE: N/A
(RD)
MODEL NO.: ^,
(MD)
MANUFACTURER: _
(MD)
CODE:
PRICE: N/A
(NI:D)
MODEL NO.: _ ^__
2001
Manual overdrive transmission, 5- speed,
(RD)
CODE: 25A
PRICE: (705.00)
minimum.
(Credit)
(MD)
CODE: DDN
PRICE: (650.00)
(Credit)
Page 4 of 10
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070 -500 -425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
2002 HD trailer towing equipment for towing up to
DODGE: Includes these components: HD
(RD) CODE:.ADJ /C4H
service group (ADJ) - maximum engine cooling,
(MD) CODE: ADJ, DIR
auxiliary transmission oil cooler, 750 CCA HD
battery, 136 amp alternator, 5 -lead wiring
harness, HD flasher, HD Class IV receiver hitch,
10,000 lbs. capacity, installed.
2003 HD trailer towing equipment for towing up to
10,000 lbs.
DODGE: Includes these components: 8.OL V10
(RD) CODE: DSA
engine (EWA), 4.10 rear axle ratio (DMF),
DMF/
maximum engine cooling, auxiliary transmission
28A/
oil cooler, 750 CCA HD battery, 136 amp
64H
alternator, 5 -lead wiring harness, HD flasher, HD
(MD) CODE: DMV,
Class IV receiver hitch, 10,000 lbs. capacity,
DIR
installed.
PRICE: . 525.00
PRICE: 695_._00
PRICE: 1295.00
PRICE: 1- 75.00
2004 HD trailer towing equipment for towing up to
8500 lbs. (GM), 1.0,000 lbs.' (Dodge, Ford).
DODGE: Includes these components: 5.9L turbo (RD) CODE: 2CA/C4H PRICE: 4475.00
Page 5 of 10
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070 -500- 425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
diesel engine (ETC), 4.10 rear axle ratio (DMF),
(MD)
CODE: ETC,
PRICE: 5025.00
136 amp alternator, dual 750 CCA HD batteries,
DME DIR
maximum engine cooling, auxiliary transmission
oil cooler, 5 -lead wiring harness, HD flasher, HD
Class IV receiver hitch, 10,000 lbs. capacity,
installed.
3001 Limited slip or locking differential.
(RD)
CODE: DSA
PRICE: 242.00
(MD)
CODE: DS,
PRICE: 335.00
(NOTE TO USER: THIS OPTION IS
DMF
INCLUDED WITH OPTIONS 2003 AND 2004
FOR DODGE.)
5002 Delete air conditioning
(RD)
CODE: 4XA
PRICE: (660.00)
(Credit)
(MD)
CODE: 4XH
PRICE: (550.00)
(Credit`)
5003 Electronic speed control with resume feature.
(RD)
CODE: AJK
:PRICE: 321.00
(MD)
CODE: AJK
PRICE: 390.00
Page 6 of 10
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070-500-425 3/4 TON HEAVY-DUTY PICKUP TRUCK, 4X2
5005 Rain shields over door windows. Auto Ventshade (RD) CODE: RN
Co. or approved equivalent,
(MD)
CODE: RS-2
5006 Bench seat with cloth or cloth and vinyl
(RD)
CODE: D3-
upholstery.
(MD)
CODE: D3.
"-CLOTHANI)
VINYL
6001 Daytime running lights.
(RD)
CODE:
(MD)
CODE:
6002 Passenger side air bag.
(RD)
CODE: STD
(MD)
CODE: STD
7001 Five (5) LT245/75R16E or larger radial BSW
(RD)
CODE: TY_1A01_
tires, with on/off road or all terrain tread on rear
(MD)
CODE:ATT
tires,
8003 Special state colors, two-tone. Olympic White
(DuPont CentariK903 I A) above dripstrip on cab
and DOT Yellow (DuPont Centari L9069A, GM
9W3, Dodge PYH) on remainder of cab. Factory
painted if available. SEE SPECIFICATION
SRAT- 1, NOTE 1. 1
8006 Chassis-cab model. 55.0 inch CA, minimum,
http://fcn.state. ) /st_contracts /07000'1991 /price40.htm
(RD) CODE: 8
DEALER PAINTED
(MD) CODE:
C
PRICE: 35.00
PRICE: 0._00
PRICE: N/C
PRICE NX
PRICE: N/A
PRICE: N/A
PRICE: N/C
PRICE: N/C
PRICE: _99,00
PRICE: 375.00
PRICE: 695.00
PRICE: N/A.
Page 7 of 1.0
10/1/99
070 -500- 425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
Minimum 8600 lbs. GVWR. A pickup model
with the box removed is acceptable provided the
vehicle is eligible for pickup box removal and
conforms to all FMVSS, the NTEA, and the
manufacturer's guidelines.
(RD) GVWR: 8800 LBS,
(RD) CODE: XBS
(MD) CODE: DCC
(RD) CODE: 8007
PRICE: (275_.00)
(NID) GVWR: 8800 LBS.
8007 Special state color. DOT Yellow (DuPont
Centari L9069A, GM 9W3, Dodge PYH).
Factory painted if available. SEE
SPECIFICATION SRAT -1, NOTE 1.
8008 Special state color. Jade Green Metallic (DuPont
Centari K9027A). Factory painted if available.
SEE SPECIFICATION SRAT -1, NOTE 1..
(Credit)
PRICE: (300.00)
(Credit)
PRICE: 695.00
DEALER _PAINTED
(NID) CODE: PRICE: N/A
(RD) CODE: 8008 PRICE: _695.00
:DEALER PAINTED
(NID) CODE: PRICE: N/A
8009 Special state color. GM #11 - Pewter Metallic, (RD) CODE: 6F4 PRICE: N/C
Dodge PFK -Lt. Driftwood, or approved (MD) CODE: STD PFK PRICE: N/C
equivalent. Factory painted if available. SEE
Page 8 of 10
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070 - 500 -425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
SPECIFICATION SRAT -1, NOTE 1.
9901 Manufacturer's Extended Vehicle Warranty.
(RD) CODE:
PRICE: N/A
Warranty shall be for a period of 5 years or
(MD) CODE:
PRICE. X/A
75,000 miles whichever occurs first. Note to
bidder: This option applies to Ford only. SEE
SPECIFICATION EVW 5/75 (FBC).
(NOTE TO USER: FORD WARRANTY FOR
OPTION 8006.)
9902 Manufacturer's Extended Vehicle Warranty.
(RD) CODE: N157517
PRICE: 81U.00
Warranty shall be for a period of 5 years or
(MD) CODE: NID575
PRICE: 810.00
75,000 miles whichever occurs first. SEE
SPECIFICATION EVW 5/75.
9903 Manufacturer's Extended Vehicle Warranty. (RD) CODE: M6100F PR.ICE:.1650.00
Warranty shall be for a period of 6 years or (MD) CODE: MD6.100 PRICE: 1650.00
100,000 miles whichever occurs first. SEE
SPECIFICATION EVW 6 /100.
9904 Manufacturer's Extended Vehicle Warranty. (RD) CODE: PRICE: N/A
Warranty shall be for a period of 6 years or (MD) CODE: PRICE: NA
100,000 miles whichever occurs first. Note to
bidder: This option applies to Ford only. SEE
Page 9 of 10
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070 -500 -425 3/4 TON HEAVY -DUTY PICKUP TRUCK, 4X2
SPECIFICATION EVW 6/100 (FBC).
(NOTE TO USER: FORD WARRANTY FOR
OPTION 8006.)
Page 10 of 10
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CITY OF EDGEWATER
SPECIAL ACTIVITY1991peggratittibiT
1999 OCT -8 AM 10: 16
Date C)ccioe ) 1q
Business Name j i n4- 61 1LiL
Business Address 12S S:P14\(__FLOCO
Applicant Name nkJi n O 01 2
Telephone -Home hrs Office y IA'ly�✓7 r�
(If the departments are unable to reach you at these numbers, your permit may be
delayed.) /- n,
Type of Activity - 1 j I7v T iaLL SL - LL CIM P Kin( -� LO f )
Address of Activity 64441te kS A0E
(Attach statement from property owners granting permission for use of property)
Organization /Sponsor �'�F -i'11. / ,OE
Address 3 r A3 lotteuF
Date (s) & Time (s) of Event - a /o?
/0 4 3 � � � m�
t�
Description of Proposed Event s � 8 � i O,I,(I I 40
rorn�e Psi 5
(Provide site plan or drawing showing layout of activity)
Equipment to be used: C��B�
Number of Tent /size(s)ftgp� i n f , a Temp.toilet(s) 0slde
Temp.elec — Temp.structure /size(s) Sound equipt. / Band --- Alcoholic
beverages ■ (copy of state permit r:quired) Other
SIGNATURE OF APPLI '��� DATE 1C- -8-_r?
CITY USE ONLY
POLICE DE PAR j NT
APPROVED ✓ J DENIED SIGNATURE Mail./ ( QcnJ tafaia-
COMMENTS : 2. C nln E-, ; Alkez pro c( h lack..
'rlrrr.
F IRE DEPARTMENT
APPROVED DENIED SIGNATURE
COMMENTS:
APPROVED D ENIjD SIGNATURE 11P ,A
COMMENTS :
ILDIN DE PAR I. N�
APPROVED DENIED SIGNATURE ��
COMMENTS:
APPROVAL DENIED CITY CLERK
YL / .6
AGENDA REQUEST
October 11, 1999
PUBLIC
`to '" HEARING RESOLUTIONS ORDINANCE
OTHER
CONSENT BUSINESS CORRESPONDENCE
ITEM DESCRIPTION /SUBJECT:
Personnel Policies and Procedures Manual
BACKGROUND:
The manual developed in 1994 has been updated to include current policies and procedures.
The manual now also coincides with the employee union agreements
RECOMMENDATION /CONCLUSION:
It is the recommendation of staff that the City Council adopt the amended Personnel Policies
and Procedures Manual.
FUNDS AVAILABLE (ACCOUNT NUMBER) N/A
(SPECIFY IF BUDGET AMENDMENT IS REQUIRED) N/A
PREVIOUS AGENDA ITEM: YES NO X
DATE: AGENDA ITEM NO. N/A
Respectfully submitted, Concurrence:
Deborah Sigler enn:t R. Hooper
Personnel Director City Manager
i
PERSONNEL POLICIES AND PROCEDURES
SECTION 1- INTRODUCTION
1.00 GENERAL POLICY
*toy
It is the Policy of the City Council of the City of Edgewater to:
A. Attract and recruit the best qualified candidates from the competitive market.
B. Create a positive and productive environment by providing employees with opportunities for
advancement and career development.
C. Provide reasonable compensation, benefits, assurance and safeguards to its employees.
D. Maintain public confidence in productivity, fairness and cost effectiveness through the establishment
of a system of personnel administration maintained and governed by principles and affirmative action
guidelines which shall be based upon fair and objective personnel standards and measures.
These Personnel Policies and Procedures provide guidance to the City in personnel matters. Nothing in this
document constitutes a contract of employment.
Authority forthe Personnel Policies and Procedures is established by Article IV, Section 4.07 of the Charter of the
City of Edgewater. The provisions of the Personnel Policies and Procedures shall be applicable to all employees
of the City of Edgewater. The terms of employment of the City Manager, City Attorney and City Clerk are
established pursuant to agreements negotiated with the City Council. In the case of a conflict between the
Personnel Policies and Procedures and the respective agreements, the contents of the agreement shall prevail.
Now
1.01 PURPOSE
A. The purpose of these Personnel Policies and Procedures is to foster and promote a positive
employment environment of mutual benefit and protection for employees and the City of Edgewater
which encourages employee and public confidence in the administration of personnel management,
consistent with the policies of the City Council. The policies and procedures provide a means for
equitable recruitment, selection, development, retention, and eventual retirement of employees, and
insure that:
1. All personnel actions are decided on the basis of merit and the fitness of the individual.
2. Job description and classification and pay plans provide for a systematic arrangement of job
classes and a complete inventory of all City positions.
3. Economy and effectiveness in govemment services are mutually beneficial to the citizens of the
City of Edgewater, City officials, and employees.
4. Employment in the service of the City shall be attractive as a career.
5. All employees are encouraged to render their best services to the City.
6. Fair and equitable treatment of all employees will be maintained by fair administration of these
policies and procedures and by consideration of the rights and interests of the employees
consistent with the best interests of the citizens and the City.
Revision October 1, 1999 1
7. The City of Edgewater is an equal employment opportunity employer.
8. The relationship between City management and its employees shall continue to be open and
direct.
B. If any section, subsection, or provision of these policies and procedures are found to be invalid by any
Court, legislation, an authorized board or public official, the ruling shall not affect the validity, intent
and effect of any sections not in question.
C. These policies and procedures are intended to cover personnel actions and employee conduct. Those
not specifically covered will be interpreted by the Personnel Director after consultation with the City
Manager and City Attomey.
D. Guidelines for Using the Personnel Policies and Procedures:
1. References to the use of the word "he ", "him" and "his" in this manual is for brevity only and shall
be interpreted to mean he or she.
2. The words "shall" and "will" are to be construed to be mandatory and the word "may" as
permissive.
3. "City" refers to the City of Edgewater.
4. "Supervisor" means an individual with the authority to assign, direct, and review the work of
subordinates.
5. "Anniversary Date" is the date the employee is hired into any full-time position with the City and
is utilized to establish the probationary period . Employee evaluations are prepared annually
from this date.
6. "Benefit Date" is the date employees' accrued benefits are based on. When a
temporary or part time employee is hired into a full time position, their benefit date
is the date they were made a regular full time employee.
E. These Personnel Policies and Procedures take precedence over any departmental procedures
and are designed to be consistent with the collective bargaining agreements. All written departmental
operating procedures are to be submitted to the Personnel Director, to be consolidated
and maintained.
1.02 EQUAL EMPLOYMENT OPPORTUNITY AND VETERANS PREFERENCE
The City of Edgewater is an Equal Opportunity Employer and will not discriminate against any person because of
race, color, religion, creed, gender, age, national origin, disability, veteran or marital status, or other legally
protected status.
It is the policy of the City of Edgewaterto give preference to eligible qualified veterans and spouses of veterans
in appointment to and retention in City employment positions in accordance with Chapter 295, Florida Statutes.
Revision October 1, 1999 2
1.03 COLLECTIVE BARGAINING AGREEMENTS
The City of Edgewater has three collective bargaining agreements, the terms and conditions of which apply to
specific employees that are members of certified bargaining units.
A. Coastal Florida Public Employees Association
a. General Employees (P.E.A.)
b. Supervisory Employees (S.P.E.A.)
B. The Fratemal Order of Police (F.O.P.)
Bargaining unit employees should referto their respective union agreements for specific policies and procedures
which prevail over this Manual in the case of a conflict.
1.04 COPIES OF THE PERSONNEL POLICIES AND PROCEDURES
A. Copies of the Personnel Policies and Procedures Manual will be available to City employees for their
review. All policy and procedure changes will be posted and every employee is entitled to read all
changes or request to have changes read to them if they cannot read.
B. All employees will be provided with a copy_of this Manual and will sign a statement acknowledging
receipt. This statement will be placed in the employee's personnel record.
C. Revisions or amendments to these policies and procedures will become effective when approved by
the City Council.
Revision October 1, 1999 3
SECTION II - PERSONNEL OFFICIAL
2.00 POLICY
'`rr It is the policy of the City of Edgewater that the Personnel Director is responsible to the City Manager, who is the
Personnel Official of the City. The Personnel Director acts as a consultant to the City Staff by providing professional
expertise in planning the City's personnel policies and provides assistance to supervisors and department heads
in carrying out these policies
Responsibilities of the Personnel Director
A. Assists in development and implementation of personnel standards, policies, procedures and
programs.
B. Assure compliance with applicable legal personnel requirements.
C. Assures compliance with hiring policies and procedures.
D. Assures compliance with disciplinary and termination polices and procedures.
E. Conducts new employee orientations, and employee exit interviews.
F. Administers employee benefit programs.
„` G. Coordinates workers compensation cases.
H. Maintains and updates employee pay system, including field audits to review and update job
descriptions.
1. Serves as liaison between employees and management in regards to personnel policies,
procedures, benefits and programs.
J. Coordinates and attends conferences, hearings and union negotiations.
Revision October 1, 1999 4
SECTION III - COMMITTEES
Now 3.00 PERSONNEL ADVISORY COMMITTEE
Pursuant to Article IV, Section 4.07 of the Charter of the City of Edgewater, there shall be a Personnel Advisory
Committee which shall meet at the call of the City Manager and provide assistance in formulating and maintaining
the personnel system of the City of Edgewater. This committee shall consist of one (1) Department Director,
one (1) Supervisory representative, three (3) general employees appointed by the City Manager and the Personnel
Director shall act as chairperson without voting privilege.
SECTION IV - RECRUITMENT AND SELECTION
4.00 POLICY
A. In accordance with the City of Edgewater's Equal Employment Opportunity Policy, attracting and
recruiting the best qualified candidates shall remain the City's policy for employment recruitment and
selection.
B. When filling vacancies, consideration shall be given first to qualified individuals currently employed
Now with the City of Edgewater, qualified individuals who are in layoff status and to eligible veterans.
C. Written job descriptions are developed, maintained and continually reviewed for all City positions.
They are utilized as a basis for establishing the minimum recruitment qualifications for attracting
candidates for employment. These include, but are not limited to, a description of the position
function, major duties and the minimum qualifications.
4.01 ANNOUNCEMENT OF JOB VACANCIES
A. The Department Head who has a vacant position shall complete a "Request to Fill A Vacancy" form
and submit it to the Personnel Director listing the job title and the preferred date of filling the vacancy.
This request must receive the approval of the City Manager prior to announcement.
B. Job vacancies may be posted on City department bulletin boards and work locations, forthree (3) to
five (5) working days. In the event sufficient applications are not received, additional advertising will
be utilized.
C. The Personnel Department initiates all job vacancy advertisements. If contact with an employment
agency or professional recruiter is necessary to fill a position, approval by the City Manager is required.
The Personnel Department is solely responsible for this process. Individual departments are not
Now authorized to perform these functions.
Revision October 12, 1999 5
4.02 FILING AND MAINTAINING APPLICATIONS FOR EMPLOYMENT
A. All persons evidencing a desire to apply for employment with the City of Edgewater will be given the
opportunity to fill out an application form.
B. In order to be considered, each applicant must:
1. File awritten application on the City's standard employment application form with the Personnel
Department before the application deadline. Resumes will be accepted, but before an interview
is arranged an application must be completed.
2. Supply requested information that is complete, clear and accurate.
3. Sign the application attesting to the truth of all statements and information contained on the
application.
4. Amend, correct or add requested information/documentation within the time limits established
by the Personnel Director.
C. The Personnel Director shall establish and maintain a file of applications for employment. All
applications for employment will remain on file within the Personnel Department for one (1) year from
the date of initial application. Applicants may update their applications during the one year period
which shall extend the active status of the application.
D. Throughout the active status period the Personnel Directorshall review and conskier applicants for
vacancies as they occur. Applicants will be considered for the position for which they applied as well
as for other positions for which they are qualified.
E. All applicants will be notified of this application procedure.
4.03 CONSIDERATION OF APPLICATIONS
A. It is the City's policy to consider City employees (internal applicants) for vacancies before applicants
from the general public (extemal applicants) are considered.
B. Procedures:
1. An employee who wishes to apply for a vacant position must complete a job interest form
available in the Personnel Department. This form shall be submitted to the Personnel Director
by the employee applying for the position.
2. The Personnel Director will review the applications to make sure they meet minimum
qualifications and refer qualified applicants to the Department Director for consideration.
3. During normal wonting hours, intemal applicants may be granted time off with pay to take tests
vim required by the City to be eligible for consideration and/or for attending interviews. Schedules
for this release time must be coordinated between the departments concerned and the
Personnel Director. However, for confidentiality purposes, tests and/or interviews may be
scheduled outside working hours. These arrangements will be made through the Personnel
Director.
Revision October 1, 1999 6
C. If an internal applicant is not selected for promotion to the vacant position, the Personnel
Director will refer qualified extemal applicants to the Department Director for consideration.
D. Family Employment Restrictions:
1. Employment of family members in positions in which either family memberwould be supervised
``No by or supervising, influenced by or influencing the activities or employment conditions of the
other, is prohibited. This criteria will also apply when assigning, transferring or promoting an
employee.
2. In accordance with Section 112.3135 (1) (c), Florida Statutes, family members include mother,
father, son, daughter, brother, sister, uncle, aunt, first cousin, grandchild, grandparent, nephew,
niece, husband, wife, co- habitant, father -in -law, mother -in -law, son -in -law, daughter -in -law,
brother -in -law, sister -in -law, stepparent, stepchild, stepbrother, stepsister, half brother or half
sister.
3. Employees whose family status changes by marriage or other means so as to come into conflict
with this policy may continue employment with the City if a position within another department
or division is found for which one of the employees is qualified. If another position cannot be
found, the employees will be permitted to determine which of them will resign.
4.04 PRE - EMPLOYMENT SCREENING AND REFERRAL
A. Methods.
The City may use any of the following methods to consider, evaluate and screen applicants for
employment :
1. Performance or skill examination.
2. Practical written examination.
3. Evaluation and rating of training and experience.
4. Oral interview.
5. Quality of work and /or length of City service.
6. Other criteria which have been determined to be fair and impartial by the Department
Director and the Personnel Official according to the City's recruitment and selection
policy.
B. All pre - employment examinations and screening methodswill be job - related and impartial in evaluating
applicants' qualifications, knowledge, skills and abilities.
C. The Personnel Official and Department Directors are jointly responsible for determining the job- related
factors and validity of all pre - employment examinations and screening methods. The Personnel
Official is responsible for approving any pre- employment examinations. The Personnel Director will
advise and/or assist in the design and /or implementation of pre - employment examinations.
D. A valid Florida Driver's License is required for anyone who operates a City vehicle.
Revision October 1, 1999 7
E. The Personnel Department is responsible forthe initial screening of applicants after the closing date
of a job vacancy announcement. An application or applicant may be rejected if:
1. The applicant does not possess one or more of the minimum qualification requirements
"'tio' specified in the job description.
2. The application or resume was not received on or before the closing date.
3. The applicant has a record of any prior conviction..
4. The applicant has made any false statement in the application, no matter when discovered.
5. The applicant has failed to sign or complete the application.
6. The applicant is ineligible for employment pursuant to the standards of eligibility set forth in the
Immigration Reform and Control Act of 1986.
F. Referrals.
The Personnel Department will forward applications to the Department Director when:
1. The applicant possesses the minimum qualifications for the position specified in the job
description.
2. The applicant passes any required Personnel Department administered pre - employment
examinations.
3. The closing date of the job vacancy announcement has elapsed.
G. Offers of employment will be made by letterto the applicant and signed by the Personnel Official after
coordination with the Department Director concerned. Verbal offers of employment are expressly
prohibited.
H. Notification of Rejection.
All candidates who apply for a position and receive an interview but are not selected will
be notified in writing by the Personnel Director.
4.05 REFERENCE CHECKS
A. The hiring department may conduct reference checks of prospective employees in accordance with
procedures established by the Personnel Official.
B. Criminal background investigations will be conducted on all applicants under consideration for hire.
C. Thorough background investigations may be conducted on any applicant under consideration for hire.
Nrsor, The City's Police Department may conduct said investigations on an applicant for a Police position.
Revision October 1, 1999 8
SECTION V - CONDITIONS OF EMPLOYMENT
5.00 MEDICAL EXAMINATIONS
A. Post -offer Medical Examinations and Drug Screening
1. Subsequent to any offer of employment, a drug screen will be required for all prospective
employees. The costwill be paid by the City. A medical examination will be required for certain
positions. The examination will be administered bya physician designated and approved by the
City. The cost will be paid by the City.
2. A selected candidate who is medically determined to be unable to meet the essential functions
of the job shall not be appointed to that position.
3. Any time during the probationary period a drug screen may be required. The cost of any failed
drug test will be taken out of their final check.
B. Periodic Medical Examinations.
1. Consistent with the Americans with Disabilities Act, medical examination of an employee during
employment may be requested by the Department Director, Personnel Director or City
Manager. The need for the exam may be triggered by some evidence of a problem related to
job performance orsafety orthe exam may be necessary to determine whether an individual in
a physically demanding job continues to be fit for duty.
fir► 2. The examination shall be at the City's expense by a physician designated by the City.
3. If the employee wishes to be re- examined by a private physician of his choice at his expense,
he shall provide the written findings of the physician to the Personnel Official. In case of conflict
with the original medical examination, a third medical opinion and examination may be directed
by the Personnel Official, at City expense, by a second physician selected by the City.
4. Results of the medical examination(s) will be reviewed by a City designated physician and the
Personnel Official for a determination regarding continued employment.
5. If an employee is determined to be physically unable to meet an essential function of the job,
a reasonable accommodation may be afforded him. It is the obligation of the employee to
request an accommodation.
6. If an employee is determined to be physically unable to meet the essential functions of the job,
he may be reassigned to any available position forwhich he is qualified. Such action is at the
sole discretion of the City.
7. If a position does not exist forwhich the employee is qualified, he may be terminated after
compliance with the Family and Medical Leave Act.
Noire
Revision October 12, 1999 9
5.01 TYPES OF APPOINTMENTS
City employment consists of all existing full -time positions and any future positions which may be created that are
- paid from regular salary accounts, and includes non - exempt and exempt positions.
A. Initial employment status falls into one of the following categories:
1. Regular position: One which is regularly budgeted and authorized; including Department
Directors. Persons employed to fill these positions on a full -time basis shall be deemed regular
employees after satisfactory completion of the probationary period. Filling such a position does
not imply a contract of employment.
2. Part-time position: One which is regularly budgeted and the employee does not work a full (40)
hour work week. Employees that are classified as part-time and work less than (32) hours per
week shall not be eligible for City benefits.
3. Seasonal : One which is hired to perform specific seasonal functions. Employees classified as
seasonal shall not be eligible for City Benefits.
B. Temporary Appointment.
Temporary appointments may be made to fill any authorized full -time or part-time budgeted position
for short term, seasonal, substitute, or emergency employment not to exceed a period of six (6)
months. The City Manager may authorize an extension of temporary employment at the end of the
six (6) months period. Employees whose positions are classified as temporary appointments shall not
` be eligible for City benefits.
C. Limited Term Appointment.
Limited term appointments may be made to fill any full -time or part-time position that has been funded
in whole or in part fora specific period of time for a project or by grant. An individual employed on this
basis shall be separated from employment when the project or grant is completed or there is a lack
of funding forthe position. Employees whose positions are classified as limited term appointments
shall not be eligible for City Benefits, unless these costs are included with funding.(grant, etc.)
D. Temporary Assignment to a Higher Classification.
1. A Department Head may assign an employee within his department to any duties within the
responsibilities of that department. Assignments shall be based upon knowledge of the position,
capability, and ability to perform.
2. In the event a Department Head determines that there is a need to temporarily assign an
employee from a lower classification to a higher classification, he shall request a Personnel
Action form from the Personnel Director . Such assignment is subject to the approval of the
City Manager. Employees providing incidental assistance while someone is out due to vacation
or illness are not considered to be temporarily assigned to a higher classification. However,
there may be times when someone is out due to vacation or illness when it is necessary to
specifically assign an employee to a higher classification. Assistant Department Directors shall
not receive an increase in pay when temporarily assuming the responsibilities of the Department
Director.
Revision October 12, 1999 10
3. Any employee who is temporarily assigned to a position of higher rank for five (5) working days
or more shall be compensated at a rate equivalent to the greater of the minimum salary forthat
classification or five (5) percent above his current salary from the first day of assignment.
4. While serving in a temporary assignment, the value of any monetary benefit received, such as.
paid sick accrual, the cashing in of vacation time, shall be based on the employee's regular
rate of pay.
5.02 PROBATION
The probationary period is an important part of the employee review process and shall be utilized for appraisal of
an employee's performance, adaptability to the position, and for rejecting any employee who does not meet the
desired standards of performance. Subsequent to any employee being released from probation a drug screen
may be required.
A. An employee hired into a regular full-time position is subject to the satisfactory completion of a six (6)
month probationary period before being deemed a regular City employee. An employee hired into
a police or fire full -time position is subject to the satisfactory completion of a one (1) year probationary
period before being deemed a regular City employee. An individual who does not successfully
complete the probationary period will be required to reimburse the City for all education and training
expenses incurred.
Now B. Employees who are promoted, demoted ortransferred will serve a six (6) month probationary period
in the new position commencing with the first day in the new position.
C. During the probationary period, the employee'ssupervisorwill carefully observe job performance.
Weaknesses in performance will be broughttothe employee's attention and may be put in writing by
the supervisor, and submitted to the Personnel Director for placement in the employee's personnel file.
D. Upon completion of the probationary time period, the Personnel Department will prepare a Personnel
Action Form to be executed by the Department Director and acknowledged by the employee either
terminating their employment or releasing them from probation and into regular employment.
Now
Revision October 12, 1999 11
SECTION VI - PERSONNEL RECORDS
6.00 PUBLIC RECORDS /REFERENCE CHECKS
A. Pursuant to Section 119.07 (1) (a), Florida Statutes, the records and files of the Personnel Department
are considered open to inspection under the following conditions:
1. The review must be conducted at a reasonable time, under reasonable conditions, and under
the supervision of the custodian of records.
2. Excluded in accordance with Section 119.07(3) (k), Florida Statues are the home addresses,
telephone numbers, social security numbers, and photographs of law enforcement personnel,
firefighters, and code enforcement officers; the home addresses, telephone numbers, social
security numbers, photographs and places of employment oftheirspouses and children; and
the names and locations of schools attended by their children.
3. Current employees will be informed when review has been requested of their personnel file.
B. Medical examination results are confidential.
C. Employees are responsible for maintaining current and accurate information in their personnel records.
Neitherthe Personnel Department northeCity is liable for incorrect withholding, erroneous beneficiary
designations, loss of employee benefits or promotional opportunities which result from an employee's
failure to keep personnel records current.
D. The Personnel Department is responsible for responding to inquiries concerning
current and former employees. The Personnel Department will only provide information
which can be disclosed in accordance with Florida law.
E. Any department which receives a request for an employment reference or recommendation
conceming a current or former employee may forward the request to the Personnel
Department for response, or answer with valid and truthful information.
6.01 FINANCIAL DISCLOSURE
Financial disclosure is required of some City employees by the State of Florida. Employees who are required by
the Florida Commission on Ethics to file financial disclosure statements will automatically be sent a form and
information from the Commission. Employees who are required to file financial disclosure must complete the form
and file it with the Volusia County Supervisor of Elections.
w
Revision October 1, 1999 12
SECTION VII - CLASSIFICATION AND COMPENSATION
'or
7.00 JOB DESCRIPTIONS
A. Job descriptions and job classifications are established and maintained by the Personnel Directorwith
the approval of the City Manager.
B. Job descriptions include the scope, duties and requirements which may be assigned to each
classification. Minimum training, education and experience requirements are based on projected job
responsibilities and workto be performed. Job descriptions do not necessarily incorporate all of the
duties to be performed and shall not preclude orlimitthe immediate supervisor from assigning other
duties.
C. The Personnel Director may update or revise job descriptions from time to time to expand, reduce or
clarify the job duties and /or responsibilities of any classification. The Personnel Directorwill notify
affected employees of any proposed change when the City Manager approves the proposed change.
D. The position title of each classification, as identified in the job description, shall be the official title of
the position and shall be used for all administrative purposes, such as payroll, budget and personnel
records.
E. The Personnel Director shall assist departments in the drafting of job descriptions for new positions,
the revision of existing positions, and shall maintain the official records of these job descriptions.
F. All job descriptions will be assigned a classification and pay range.
7.01 CLASSIFICATION PLAN
A. Purpose.
1. Provide all employees with a uniform, objective and equitable system for classifying all positions
in the City service.
2. Establish proper relationships (parity) between positions on the basis of difficulty of duties, levels
of responsibilities, and minimum qualifications.
3. Establish properpayforthe City's employees relative to rates received by other employees in
the labor market from which the City employees are recruited.
4. Group positions into classes which can be similarly compensated based upon relative value.
5. Establish promotional opportunity lines.
‘r.r
Revision October 1, 1999 13
B. The Personnel Director has the primary responsibility forthe administration and maintenance of the
Classification Plan and is authorized to:
1. Conduct periodic studies to assure that the Classification Plan and compensation for positions
remains current and uniform.
*row 2. Request the completion and submission of position questionnaires or other related information
when considered necessary for proper maintenance of the plan.
3. Conduct studies of an existing position when there has been a substantial change in the duties
and responsibilities which justify consideration of possible reclassification.
4. Maintain a position authorization summary identifying all authorized positions in the City service.
`C. Composition of the Compensation Plan.
1. The Compensation Plan shall include:
a. A table of minimum and maximum pay ranges.
b. A schedule of salary grades for each title in the classification plan, consisting of minimum
and maximum ranges.
D. Salary Ranges and Progression.
1. The Compensation Plan consists of a salary schedule containing salary ranges, the
compensation associated with the ranges, and a schedule listing the assignments of each class
in the Classification Plan to a grade in the Salary Schedule.
2. Pay increases are not automatic, but may be achieved through performance evaluations,
promotion, reclassification, or pay range adjustment.
E. Changes to the Classification Plan must recommended by the City Manager and be approved by the
City Council.
7.02 CITY SERVICE
A. Continuous Service.
1. An employee's continuous service date is established as the most recent date of hire and cannot
precede the date the employee reported for and began work as a full time employee. Paid
absences do not affect the date of continuous service.
2. The continuous service date for an employee who was initially hired as a temporary or part time
employee and becomes a regular employee is the date of full time regular hire .
3. Authorized unpaid leaves of absence for a period of thirty (30) days or more and layoff as
`taw provided in these policies and procedures are not considered a break in continuous service, but
do affect the employee's benefit date.
Revision October 4, 1999 14
7.03 PAY ADMINISTRATION
An employee shall be paid at the rate of pay specified in the Compensation Plan as approved by the City
Council.
A. Appointment and Starting Rate Guidelines.
'tow
1. Generally, a new employee will be hired at the minimum rate for a position. This rate reflects
the "market place" value of the position based upon the minimum qualifications needed to
perform the work.
2. Hiring above the minimum salary may be authorized by the City Manager, if the applicant's
training, experience or other qualifications are above those required forthe position Hiring may
be approved at a rate upto the mid -point of the range established forthe position, by the City
Manager. The Personnel Director can authorize a new hire upto 10% above the minimum of
the classification. The Department Director can authorize a new hire up to 5% above the
minimum of the classification.
B. Promotion.
A promotion is defined as the advancement of an employee from the current classification
to another classification that is higher. When promoted an employee retains his original
anniversary/benefit date.
1. Policy and Guidelines.
a. It is the policy of the City to fill any given position with the most qualified individual.
Promotion from within the City is a desirable practice in that positions can be filled with
Nioly individuals who are knowledgeable about the operations of the City and accordingly, the
orientation period is significantly shortened.
b. To support this policy, whenever possible, vacant or new positions will be filled by
promoting qualified regular employees from within the City service.
First consideration will be given to employees within the department with the opening.
c. The City employees are encouraged to develop new skills, expand knowledge of their
work, assume greater responsibilities, make known their qualifications for promotion to
more difficult and responsible positions, and compete forvacant positions forwhich they
are qualified.
4. The promoted employee will be required to take a drug test. A physical will be required
if the new position warrants such.
e. The promoted employee's salary shall be at the minimum rate in the higherdassification
or five (5 %) percent above his current salary, whichever is greater.
f. The promoted employee shall serve a six (6) month probationary period upon entering the
promotional position. There will be a one year probationary period for Police and Fire.
Now
Revision October 4, 1999 15
C. Demotion.
A demotion occurs when an employee is reassigned to a position in a lower classification
than the position from which the assignment is made. The new rate of pay is determined
by the type of demotion. When demoted an employee retains his original anniversary/benefit dates.
1. Policy and Guidelines.
a. Employee Requested Demotions.
When an employee requests a demotion due to inability to perform the workdue to health
or other reasons, the employee may be moved to a lower job classification upon the
approval ofthe Department Director, Personnel Director and the City Manager. When a
demotion of this nature occurs, there shall normally be a reduction in the employee's pay
to bring the pay within the salary range for the new classification. However, the
employee's Department Director may recommend, subject to the City Manager's approval,
that the employee remain at the pay level attained prior to the demotion. If the
employee's current salary is above the maximum grade established for the lower pay
grade, their salary will have to be adjusted to fit within pay classification.
b. Operational.
When a demotion is initiated due to operational requirements or for the convenience of
the City, the rate of pay may be reduced, and cannot exceed the maximum pay rate ofthe
new classification.
c. Reduction in Force.
Nor
When a position is abolished and the employee accepts a position in a lower
classification, the rate of pay may be reduced.
d. Performance.
When an employee is demoted due to an inability to meet performance requirements, the
employee's salary will have to be adjusted to fit within the pay classification.
e. Disciplinary.
An employee may be demoted as a disciplinary measure. The rate of pay shall be
reduced.
D. Transfer
1. When employee is transferred from one position to another in the same classification or
to a position in another classification with the same pay grade, he shall continue to be paid
at the same pay rate and shall retain his anniversary date.
2. The transferred employee shall serve a six (6) months probationary period upon entering a new
position.
3. The promoted employee will be required to take a drug test. A physical will be required if the
new position warrants.
Revision October 4, 1999 16
E. Reclassification
When a job changes significantly in terms of job content and responsibilities, a reclassification may
be considered and may result in a higher or lower classification.
1. If the position is downgraded, the new rate of pay shall be determined by the policy described
%Dv in Section C above: Demotions - Operational.
2. When an occupied position is upgraded, the new rate of pay shall be determined by the policy
described in Section B above: Promotions.
7.04 PAY
A. Payday.
Checks will be distributed every Friday unless that day is a holiday, in which case checks
will be distributed the last work day preceding that Friday.
B. Pay Advances.
The City of Edgewater does not make advances on any employee's pay except in the case of vacation.
C. Pay Period.
The pay period runs from Friday through Thursday.
D. Separation from Employment.
Persons leaving the employment of the City between regular pay days will receive their pay checks
at the next regular payday. All City property must be tumed in atthetime of separation and prior to
receiving final pay orthe cost of such property will be deducted from the final pay check. Because the
City pays insurance premiums one month in advance, the prorated cost of the coverage for the
remainder of the month will be deducted from the employee's final pay check.
E. Payroll Deductions.
1. Mandatory Payroll Deductions include:
a. FICA (Social Security)
b. Federal Withholding Tax
c. Medicare Tax
2. Optional Payroll Deductions include:
a. Financial lnstitutes
b. Insurance (e.g., cancer coverage, accidental, life and disability, etc.)
lore c. Retirement contributions (if applicable)
d. Association Dues
e. United Way
f. U.S. Savings Bonds
Revision October 4, 1999 17
F. Direct Deposits are available for employee convenience
G. Any pay check errors should be reported immediately by the employee to his supervisor.
lw rr
7.05 HOURS OF WORK
A. Work Hours.
1. The City Manager establishes the hours of work, meal breaks and rest breaks for all
departments and divisions of the City of Edgewater, depending on the functions and operations
involved.
2. Job responsibilities differ from departmentto department so weeklywork schedules may vary.
Except in the case of an emergency, employees shall be given forty -eight (48) hours notice of
any change in their regular hours of work.
3. Those non - Fire /Police employees working rotating shifts shall receive shift differential pay as
follows: twenty -five (25) cents an hour increase for the swing shift
fifty (50) cents an hour increase for the midnight shift
4. During emergency evacuation situations and /or unplanned time off given to employees the
following shall be adhered to: those already on approved /scheduled time off will remain on
the time approved, those failing to report the day of said time off given shall be required to use
their own benefit time, those reporting to work and given time off will be paid as regular hours,
those placed "on car will be paid regular hours, those remaining at work or called to work
will be paid overtime.
7.06 TIME RECORDS
Each hourly employee is required to maintain a daily record of hours worked to be tumed into his Supervisor or
Department Director at the end of each workweek. Failure to keep, or falsification of, the daily record of hours
worked shall be grounds for disciplinary action or dismissal.
w
Revision October 12, 1999 18
7.07 OVERTIME WORK
A. Definition
Overtime means hours worked in excess of forty (40) hours during a work week.
Overtime for police and firefighters is determined pursuant to the Fair Labor Standards Act.
B. Overtime Policy.
1. Overtime must be authorized in advance by an employee's supervisor or Department
Director.
2. In any department, overtime shall be authorized or directed only when it is in the best
interest of the City and is the most practical and economical way of meeting unusual
workloads or deadlines.
3. Employees shall be required to work overtime when assigned unless excused by the Supervisor
or Department Director.
4. When employees work overtime in excess of five (5) hours before or after their regular shift
hours, the immediate Supervisor shall schedule an unpaid break period of one -half ( %) hour
during the overtime assignment unless the employee's job requires constant attention. In such
case, the Supervisor may schedule the unpaid break period at the end of the overtime
assignment.
5. For the purpose of overtime computation, sick leave, shall not be considered hours worked.
Other compensated leave will be counted as time worked.
*0110` 6. Non - exempt employees shall be compensated at the rate of time and one -half the
employee's regular straight time hourly rate or compensatory time off at a rate of
one and one half hours for each hour worked in excess of a normal work week.
7. The decision to receive compensatory time or pay for overtime worked shall be
reached between the employee and Department Director prior to any extra time being
worked. Ultimately, that is the decision of the Department Director.
8. Compensatory time accumulated by a non - exempt employee shall be used within thirty
(30) days of said accumulation, whenever possible.
9. Pursuant to the Fair Labor Standards Act there is no requirement that exempt employees be
compensated for hours worked in excess of their normal work week. However, to meet the
special needs of a department, at the discretion of a Department Director, exempt employees
may accrue compensatory time. Compensatory time eamed by exempt employees shall be
taken on the basis of hour for hour worked.
10. If an employee resigns or retires without having used accumulated compensatory time, the time
will be paid to the employee at the rate of pay received when the employee leaves the City
service.
11. It is the Department Director's responsibility to maintain an up-to -date log of the accrued
and used compensatory time for each employee in the department.
Revision October 12, 1999 19
7.08 CALL BACK TIME
A. If any employee is called back to work outside his scheduled working hours, he shall receive a
minimum of two (2) hours pay at the rate of one and one -half his regular straight time rate. The two
(2) hour minimum shall not apply to work scheduled outside of regularworking hours forwhich the
employee has advance notice, but is intended to compensate employees who are unexpectedly called
back to work. Employees who are scheduled to wort outside of regular working hours forwhich the
employee has advance notice shall receive a minimum of one (1) hour pay at the appropriate rate at
the regular straight time rate if such time is included within the regularwork week or at time and one -
half if such time constitutes overtime.
B. Any employee who, in the exercise of his official duties, is subpoenaed to appear before any person
or agency on his regularday off shall receive a minimum of three (3) hours pay at the rate of time and
one -half his regular rate.
C. Those employees covered by the Fraternal Order of Police Collective Bargaining Agreement should
consult that agreement to determine the applicable policies.
D. Any management personnel or supervisory who is required to work during a declared emergency
situation shall be paid overtime for any hours in excess of forty (40) hours per week.
Noy
Revision October 4, 1999 20
SECTION VIII - EMPLOYEE BENEFITS
8.00 PURPOSE
'w► In order to achieve the City's general policy to provide reasonable compensation, benefits, assurances and
safeguards to its employees, the City has developed and maintains a comprehensive package of benefits and
programs for its employees.
Benefits are automatically granted to employees based on the criteria described herein. Employees must meet
eligibility guidelines described in this section. The benefits described herein apply to regular employees and part
time employees on a pro -rata basis.
8.01 HOLIDAYS
A. The City will recognize the following as paid holidays:
New Year's Day
Martin Luther King's Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Day
B. Whenever a holiday falls on Sunday, the holiday will be observed by the City on the Monday following
the holiday.
C. Whenever a holiday falls on Saturday, the holiday will be observed on the Friday before the holiday.
D. For those employees working rotating shifts, if the actual holiday falls on an employee's
off duty day, he shall receive an additional day's compensation paid at his regular rate
of pay.
E. For those employees working rotating shifts, if the actual holiday falls on an employee's on
duty day, he shall be compensated at the rate of time and one -half his regular rate of pay
for all hours worked in addition to his holiday pay.
F. In lieu of holiday pay, an employee shall be allowed a day off with pay with the concurrence
of the Department Head. The day taken off in lieu of the holiday must be taken within
thirty (30) calendar days after said holiday.
G. In order to be eligible for holiday pay an employee must work both his last scheduled work
day before the holiday and the first scheduled work day after the holiday unless the
absence is due to compensated leave.
Revision October 4, 1999 21
8.02 PERSONAL DAYS
Each employee shall be entitled to three (3) personal days with pay per year which must be taken
within that anniversary year. Employees shall not receive pay in lieu thereof. Personal days shall be
scheduled with the approval of the Department Director.
`r✓
8.03 VACATION
A. Employees shall be entitled to annual vacation leave with pay at the employee's regular rate of pay,
on the following basis:
Time in City Service Vacation Leave
General Employees:
Less than 1 year 0 hours
1 - 4 years 96 hours
5 - 10 years 144 hours
11 years 192 hours
12 years 200 hours
13 years 208 hours
14 years 216 hours
15 years 224 hours
16 years 232 hours
17 years and over 240 hours
( Supervisory Personnel with 18 years and over: 248 hours)
Police/Fire Personnel:
Less than 1 year 0 work days
1 to 4 years 12 work days
5 to 10 years 18 work days
11 years 24 work days
12 years 25 work days
13 years 26 work days
14 years 27 work days
15 years 28 work days
16 years 29 work days
17 years 30 work days
`rrr
Revision October 4, 1999 22
B. No employee shall be entitled to vacation time without having completed a full year's
employment. Upon completion of one (1) year of employment with the City, an employee shall
be credited with ninety -six (96) hours (12 work days for Police) of vacation leave. Subsequent
to the completion of one (1) year of employment, an employee shall accrue vacation leave on
a monthly basis.
*ow C. Vacation leave accrued, but not used, within any given anniversary period may be carried over
And accumulated. Employees may accumulate vacation leave up to a maximum of five
Hundred (500) hours. (Police & Fire personnel on 12 hour days 750 hours)
D. Upon termination of employment, except forthe commission of a criminal act as determined by
the City Manager, an employee shall be paid for any unused portion of accrued vacation time.
The payment shall be determined by using the rate of pay received by the employee at the time
of termination.
E. In lieu of taking vacation leave, vacation leave may be cashed in an amount equal to one
Half of that accrued within the current anniversary period. The amount of compensation shall
Be determined by using the employee's hourly rate at the time the vacation leave is cashed in.
F. Vacations must be scheduled with the approval of the Department Director.
8.04 LEAVE OF ABSENCE
A. Leave of Absence With Pay.
*my 1. Jury Duty or Witness Leave: Any employee shall be given necessary time off without
loss of pay when performing jury duty or when called by proper authority to be
a witness in a legal proceeding conceming City of Edgewater business, provided
such call to duty is reported in advance to his Supervisor and approved by the
Department Head. Any fees paid to the employee for the performance of jury
duty or being a witness shall be tumed over to the City. Jury duty and witness
leave shall not be considered as hours worked for the purposes of determining
whether overtime is due.
2. Military Leave: Any employee who is a member of the National Guard or an
organized military reserve unit of the United States will be allowed a maximum
of twenty (20) calendar days leave of absence at any one time
when called to active duty or for training. During such period of leave with pay, the
employee's benefits shall continue uninterrupted in the same manner as if
they were on active duty with the City.
Revision October 4, 1999 23
8.05 BEREAVEMENT LEAVE
A. When a death occurs in the immediate family of an employee, that employee shall be
granted up to three (3) days bereavement leave without loss of pay. Additional time
may be taken by the employee as vacation leave, personal days, sick leave, compensatory
time, leave of absence without pay or a day off without pay.
Now
B. The City agrees that immediate family is defined as spouse /cohabitant, parents, grandparents,
children, grandchildren, brothers, sisters, stepchildren and stepparents of either the employee or
spouse /cohabitant.
C. The City has the right to request a verification of the death.
8.06 LEAVE OF ABSENCE WITHOUT PAY
A. Personal Leave
1. The Department Director may grant a regular employee a leave of absence
without pay for a period not to exceed thirty (30) working days. Leaves of absence
without pay for a period in excess of thirty (30) working days shall be approved by
the City Manager. Such leaves may be granted only to employees who have
completed their probationary period and who have exhausted all of their sick,
vacation and personal time accrued.
2. The taking of a day off without pay shall not constitute a leave of absence without
`"a''' pay until an employee has accumulated five (5) days off without pay within any
twelve (12) month period
3. Benefits shall not accrue during a leave of absence without pay. Benefits shall accrue
during a leave of absence with pay until such time as the leave of absence with pay
exceeds sixty (60) working days. Benefits shall not accrue during a leave of absence
with pay exceeding sixty (60) working days.
4. The City shall cover the employee under its group health plan through the end of
the month in which the employee requests that the leave begin. Thereafter,
employees on leave may continue their benefits under the City's group health
insurance plan provided the employee pays the entire monthly premium due
during the leave. Employees who wish to continue their insurance coverage
should so advise the Personnel Director before beginning their leave.
5. Because operations sometimes require that vacant positions be filled, a personal
leave of absence does not guarantee that the job will be available when the employee
returns from a leave. An effort, however, will be made to place the employee in the
previous position or a comparable job which the employee is qualified to perform.
If no such position is available, the employee will be given preference when a position
does become vacant if he has the necessary qualifications.
``fir
Revision October 12, 1999 24
B. Family and Medical Leave - All eligible employees will be given Family and Medical Leave in
accordance with the Family and Medical Leave Act. An employee requesting unforeseen leave must
do so within two (2) days after the serious health condition and said condition must be certified by a
physician. All Family Medical Leave must be arranged through the Personnel Department.
8.07 SICK LEAVE
All employees of the City shall be entitled to sick leave and compensation therefore underthe following terms and
conditions:
A. In order to receive pay for sick leave an employee must notify the Supervisor, Department Director
or designee of the specific employee's department, at the start of the work day which he will miss.
B. Sick leave will be eamed at the rate of eight (8) hours for each month of service (one
day for police and fire personnel). These hours shall accumulate up to a maximum of
three hundred and twenty (320) hours (40 days for police and fire personnel).
After accumulating the three hundred and twenty (320) hours (40 days) maximum sick leave,
an employee shall receive as additional pay the hours in excess of three hundred and
twenty (320) (40 days) up to an additional eight (8) hours (full day's pay) for each month
thereafter that he does not use any sick leave. If, however, the employee uses any
sick leave after accumulating the three hundred and twenty (320) hours (40 days)
maximum sick leave, the employee must restore his accumulated sick leave to the
maximum again before he shall be eligible for any additional pay.
C. Upon termination of employment, except for the commission of a criminal act as
determined by the City Manager, an employee is entitled to a lump sum payment for
any unused portion of accrued sick leave. In the event of death, an employee's
`tror' beneficiary shall be entitled to a lump sum payment for any unused portion of accrued
sick leave. The payment shall be determined by using the rate of pay received by
the employee at the time of termination.
D. Sick leave may be used for illness in the immediate family or donated to any City
employee who has an emergency or long term illness. Immediate family is defined as:
spouse /cohabitant, parents, grandparents, children, grandchildren, brothers, sisters,
step- children and stepparents of either the employee or spouse.
8.08 DONATION OF SICKNACATION /PERSONAL TIME
A. Employees may donate accrued sick, vacation or personal time to a City employee who
has an extended period of illness.
B. The employee receiving the donation must have exhausted all available sick leave,
personal leave and vacation leave.
C. The time will be donated on a day for day basis with no distinction made between
differing hourly rates of employees.
D. The Personnel Department will process requests for and donation of accrued time.
Revision October 7, 1999 25
8.09 WORKERS' COMPENSATION CLAIMS
A. Eligibility.
All employees injured in the line of duty are eligible forworkers' compensation benefits, in accordance
with Chapter 440, Florida Statutes. A workers' compensation managed care arrangement is a health
`"•' care delivery system which provides quality medical care while ensuring proper treatment and
containing medical costs which became mandatory on January 1, 1997. (440.134F.S.)
B. Procedures.
1. If an on the job injury occurs the supervisor must be notified immediately and either the
supervisororthe Personnel Department will call the managed care arrangement representative.
Of course in the case of a life threatening emergency someone should first call 911.
Once the managed care representative has been notified and given the necessary information
about the injury, they coordinate all medical needs, which will include a drug screen in all cases.
Information will have to be provided to ensure the workers compensation benefits are calculated
and reported accurately.
2. The injured employee must report to the Personnel Department as soon as possible (after
medical attention is administered in emergency cases) to complete all necessary paperwork and
receive necessary information.
3. An Incident report shall be completed by the employee and supervisor in each case of a work
related injury oraccident, regardless of severity orwhether medical attention is required. The
report shall be submitted to the Safety Officer as soon as possible for follow up into prevention
of a reoccurrence.
*or 4. No injured employee will be allowed to retum to work without medical release.
C. Questionable Injuries
If the Supervisor or Department Director is suspicious of the reported injury, this shall be
communicated to the Personnel Director and /or the Safety Officer for appropriate action.
D. Workers' Compensation Benefits.
A regular employee covered hereunderwho is temporarily disabled in the line of duty shall receive paid
leave, and benefits for the period of this disability subject, however, to compliance with all of the
following conditions:
1. The disability involved must have resulted from an injury or an illness directly related to or
sustained in the performance of the employee's work.
2. Paid leave shall not exceed ninety (90) work days (135 workdays for police and fire personnel)
for any one injury. If, as a direct result of the continuation of the disability involved, the
employee is unable to return to work at the end of the period, the employee may petition the
City Manager for an extension of full pay status. If the City Manager decides not to permit the
employee to remain in full pay status beyond the period, the employee shall revert to normal
N Workers' Compensation benefits.
3. As a condition precedent to obtaining paid leave, the employee must in writing assign his
Workers' Compensation weekly benefits to the City for the period of the disability leave or any
extension thereof.
Revision October 4, 1999 26
8.10 EMPLOYEE ASSISTANCE PROGRAM (EAP)
Each fiscal year the City enters into an agreement with ACT as the City's Employee Assistance Program.
All employees and their immediate family members have the benefit of free consultation on a variety of
issues. Details on the City's Employee Assistance Program are available from the Personnel Department.
err►
8.11 CLUB CARDS
Employees of the City of Edgewater are eligible for membership in a number of Florida theme parks, i.e., Disney
World, Epcot, Sea World, etc., along with being eligible for membership at Sam's Wholesale Warehouse.
Membership entitles you to certain discounts. Your membership card and further information can be obtained from
the Personnel Department. Membership cards must be returned to the Personnel Department upon termination
of employment with the City.
8.12 GROUP INSURANCE
A. Health and Life Insurance.
1. Any regularfull time employee is eligible for health and life insurance when he has completed
ninety (90) days of employment.
2. The City pays the entire premium forthe employee and fifty (50 %) percent of the dependent's
coverage. The City pays the entire premium for the Department Director and their
dependent's coverage.
3. The City pays the entire premium for life insurance for each City employee in an amount equal
to their annual salary.
4. Insurance benefit books and enrollment papers will be furnished by the Personnel Department,
B. Continuation of Group Health Coverage.
Federal law requires that yourgroup plan allowqualified personsto continue group health coverage
after it would otherwise end. Forthis purpose, "group hearth coverage" includes any medical, dental,
vision care and prescription drugs coverage that are included in the group plan. Pursuant to the
requirements of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and any
subsequent amendments, employees shall be given the opportunity to continue their health insurance
coverage after leaving the employ of the City.
8.13 PENSION
err+
The City of Edgewater provides a pension plan for employees. Information pertaining to eligibility, enrollment,
deductions, vesting, calculation of benefits and retirement ages can be obtained through the Personnel Department.
Revision October 4, 1999 27
•
'ire
SECTION IX - PERFORMANCE APPRAISALS
9.00 PAY FOR PERFORMANCE (MERIT) INCREASES
Employee appraisals are utilized as a communication between employee and management as to
management's expectations and employee's progress. At the start of employment goals are set with the
employee, throughout the year areas needed improvement are documented and each yearend, scores are
logged. Pay increases are not automatic but are granted or denied at the City's discretion. Details on the
pay for performance appraisal system are available from the Personnel Department.
*taw
Revision October 4, 1999 28
•
SECTION X - EDUCATION/TRAINING
10.00 EMPLOYEE EDUCATION/TRAINING PROGRAMS
The City agrees to make a good faith effort to promote on- the -job training for the purpose of improving the
performance of employees, improving the quality of service rendered to the public, aiding employees to equip
themgelves for greater responsibilities and advancement to higher positions when available. Some of this training
must, by its nature, be subject to available funds. The City will not expect any employee to attend required training
to improve job performance and /or required training in specialized techniques outside his normal working hours,
if possible.
TRAINING
It is the responsibility of the City Manager in conjunction with Department Heads and the Personnel Director to
foster and promote in -service training of employees. Standanisfortraining programs will be established to assure
that training is carried out as approved by the City Manager and prepared certificates or other forms of recognition
to persons who satisfactorily complete approved courses and programs will be awarded. These certificates, etc.
will be logged in the individuals official personnel file as training /education accomplishments.
`�.► For training required by the City as a condition of continued employment, the City shall assume financial
responsibility fortuition, books, and travel, if approved in advance by the City. The time and location of all required
training must be approved in advance bythe City. The City will provide on duty training and/or time off with pay,
including travel time as required by law, for all training required by the City forthe purpose of job retention. If the
employee does not satisfactorily complete the course, he may re- enroll at his expense, and take such course on
his own time. Then if the employee does not satisfactorily complete the course, he may be terminated from the
position.
LICENSE RENEWALS /EXAMS
An employee may be given leave for the purpose of taking exams to renew required licenses or obtain a new
license directly related to their work. Expenses will be paid as required by law, however, no over -time will be paid
to an individual taking exams; compensatory time will be given forthe exam time only. The employee will be
reimbursed for license renewals such as commercial drivers licenses which are required by job description.
EDUCATION
In order to increase the efficiency and productivity of City Staff, it may become necessary to enroll in a formal
program or course provided by an accredited educational institution or organization. These courses will be
categorized as Required, or Enrichment.
'.. Required: This is a course needed as a condition of continued employment with the City. Upon prior approval
bythe Department Head and the City Manager for enrollment, the City shall assume financial responsibility for
tuition, books and transportation. If the employee does not satisfactorily complete the course, he may re-enroll at
his expense, and take such course on his own time. Then if the employee does not satisfactorily complete the
course, he may be terminated from the position.
Revision October 4, 1999 29
Enrichment: These are courses not considered a condition of employment but those which may contribute to
improved efficiency and/or work quality. (a) If an employee requests to take an enrichment course, upon prior
approval by the Department Head and the City Manager for enrollment, the employee will receive reimbursement
for 50% of the tuition. (b) If it is recommended that an employee take an enrichment course, upon prior approval
by the Department Head and the City Manager for enrollment, the employee will receive reimbursement for75%
of the tuition. All reimbursements will be subject to satisfactory completion of courses and if the employee remains
in the City's employment for six (6) months beyond the completion of the course. lithe six month requirement is
not met, the reimbursement may be deducted from the employee's last pay check.
In the event an employee is required to take an enrichment course, upon prior approval by the Department Head
and the City Manager for enrollment, the City shall assume financial responsibility for tuition and books. If the
employee does not satisfactorily complete the enrichment course, the employee's related performance shall be
addressed through his annual appraisal.
SEMINARS /CONFERENCES: These are programs not considered a condition of employment but as a contribution
to improved efficiency, work quality, and/orjob knowledge. Upon prior approval of the Department Head and the
City Manager for enrollment, the City will assume all financial responsibility by paying directly or reimbursing the
employee fortravel, lodging, meals, registration, books, materials, tolls, panting and othersuch expenses as are
reasonable and justifiable for an employee to attend a seminar or conference. These expenses shall be subject
to the following.
1. The employee must be a member of the professional organization providing the seminar /courses (if
applicable).
2. The employee's position and /or function would be enhanced and thereby directly benefit the City.
Now
Revision October 4, 1999 30
SECTION XI - CODE OF CONDUCT
*tow 11.00 OBJECTIVES
A. One of the primary objectives of the City of Edgewater is to establish and administer a personnel
management system which provides superior service to the community by employing and retaining
individuals of the highest caliber who display pride and dignity in the performance of their duties.
B. The City Administration advocates acceptance of the concept that with quality public service at all
levels of govemment, the City can attain maximum efficiency and effectiveness.
C. All City employees are encouraged to develop skills and seekformal training that will enhance their
personal development and add to the overall expertise of the organization.
D. Employees are encouraged to maintain their personal appearance in a manner which will reflect a
good image to the public in accordance with departmental rules which may be established for this
purpose.
E. It is the policy of the City to expect from its employees compliance with all personnel rules and
regulations, local ordinances, State Statutes and Federal regulations in the performance of duties, as
well as compliance with all safety rules and standards. An employee who violates any of the standards
of conduct or rules and regulations may be subject to disciplinary action.
11.01 CODE OF ETHICS
All City employees shall be bound by the requirements of the Code of Ethics for Public Officers and Employees,
Part III, Chapter 112, Florida Statutes which includes, but is not limited to:
A. No City employee shall solicit or accept any gifts, including Christmas gifts, favors or service, that
might influence them in the discharge of their official duties.
B. No City employee shall use, or attempt to use, his position to secure special privileges or exemptions
for himself or others.
C. No City employee shall disclose confidential information gained by reason of his official position, nor
shall he otherwise use such information for his personal gain or benefit.
D. No employee shall have or hold any employment or contractual relationship with any business entity
or any agency which is subject to the regulation of, or is doing business with the City; nor shall an
employee have or hold any employment or contractual relationship that will create a continuing or
frequently recuning conflict between his private interests and the performance of his public duties or
that would impede the full and faithful discharge of his public duties.
Nitrir
E. NeCity employee shall transact any business in their official capacity with any business entity of which
tre orshe is an officer, director, agent or member, or in which he orshe ortheirspouse or child owns
a material interest.
Revision October 4, 1999 31
11.02 DRESS AND APPEARANCE
A. City employees are expected to maintain high personal, moral and ethical standards. One of the most
"'gr noticeable expressions of these personal standards is dress and appearance.
B. What is appropriate for employees in one department may not be appropriate for another. Work
clothes and uniforms provided for many departments generally set the standard for their functions.
Determination of an employee's specific dress and appearance is supervisory responsibility and will
be treated as such. Personal appearance standards may be established in departmental rules.
C. City employees represent the City in all dealings with the public. Appearance, attitude, and behavior
all announce to the taxpayers what may be expected from the City govemment. Keeping the work
area in a neat and orderly fashion is also important. It indicates a safe, efficient operation. Forthese
reasons, the City stresses the importance of neat dress, good grooming, and courteous behavior as
minimum standards for City employees.
D. All employees who have been issued City uniforms shall wear the complete uniform at
all times when they are performing work for the City. City uniforms shall not be wom
at times other than work hours except for the normal time of travel to and from work.
Upon resignation, retirement, or dismissal, uniforms must be retumed clean before a final
pay check is issued.
11.03 POLITICAL ACTIVITY
A. No employee, official, or other person shall solicit, orally or by letter, contributions or services for any
political party or candidate from any employee during his work hours.
B. Nothing herein shall be construed to restrict the right of the employee to hold membership in and
support a political party, to vote as he chooses, to express opinions on all political subjects and
candidates, to maintain political neutrality, to attend political meetings after working hours, or to
campaign actively during off -duty hours in all areas of political activity.
C. Any employee who is elected or appointed to any political office within the City shall resign from the
employment of the City.
11.04 EMPLOYMENT OF RELATIVES
A. In accordance with Section 112.3135 Florida Statutes, a public official may not appoint, employ,
promote or advance, or advocate for appointment, employment, promotion oradvancement in orto
a position in the agency in which he is serving or over which he exercises jurisdiction or control any
individual who is a relative of the public official. An individual may not be appointed, employed,
promoted, or advanced in orto a position in an agency if such appointment, employment, promotion
oradvancement has been advocated by a public official, serving in or exercising jurisdiction or control
over agency, who is a relative of the individual.
Revision October 4, 1999 32
B. Public Official means: An officer, or an employee in whom is vested the authority by law, rule or
regulation, or to whom the authority has been delegated, to recommend individuals for appointment,
employment, promotion, or advancement in connection with the employment in an agency.
C. Relative, with respect to a Public Official means: An individual who is related to the public official as
father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece,
spouse /cohabitant, father -in -law, mother -in -law, son -in -law, daughter -in -law, brother -in -law, sister -in-
law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, or half sister.
11.05PUBLIC RELATIONS - RELEASE OF INFORMATION
A. The employee shall at all times be courteous and friendlyto those members of the public who seek
information.
B. Employees are cautioned that information concerning subjects underdiscussion or consideration often
change in content and meaning before becoming an accomplished fact. Any release of such
information before final decisions or disposition of the matter often causes misunderstanding and
confusion resulting in waste of time and money.
C. An employee will decline courteously to reveal information and shall direct such inquiry to the
Department Director or City Manager, keeping in mind that it is not the intent of the City to be
secretive, or to withhold valid information, but to assure that all information released is true and
accurate.
Now
11.06 (vacant)
•
Revision October 4, 1999 33
11.07 DISCRIMINATION AND HARASSMENT POLICY
It is the City's policy that employees should be able to work in an environment free of discrimination, and free of
any form of harassment, based on race, color, religion, sex, age, marital orfamily status, disability, national origin,
or veteran status.
tirr A. To help ensure that no City employee feels that he or she is being subjected to
discrimination or harassment, the City prohibits any offensive physical, written, or
spoken conduct or language which could create either a hostile work environment
or the perception of a hostile work environment. This includes, but is not limited to:
1. Unwelcome or unwanted advances, including sexual advances. This
means patting, pinching, brushing up against, hugging, comering, kissing
fondling, or any other similar physical contact or behavior.
2. Requests or demands for favors, including sexual favors. This includes requests
or expectations, whether blatant or subtle, for any type of favor, including
requests for dates and sexual favors, accompanied by an implied, stated,
or perceived promise of preferential treatment or threat of negative
consequences.
3. Verbal abuse or kidding that is oriented toward a prohibited form of discrimination
or harassment, including that which is sex - oriented or considered unwelcome.
This includes comments about race, color, religion, sex, age, marital or family
status, handicap, disability, national origin, veteran status, or body or
appearance; telling "dirty jokes" or "ethnic jokes "; or any sexually oriented
comments, innuendos, or actions that offend.
4. Any type of sexually oriented conduct or other prohibited form of discrimination
or harassment that would interfere with anyone's work performance. This
includes extending unwanted sexual attention toward someone which reduces
that person's productivity or time available to work at assigned tasks.
5. Creating a work environment that is intimidating, hostile, abusive, or offensive
because of unwelcome or unwanted conversations, suggestions, requests,
demands, physical contacts, or attention which is either sexually oriented or
otherwise related to a prohibited form of discrimination or harassment.
6. Use of profane or abusive language directed at fellow employees or citizens.
The nature of some discrimination and harassment makes it virtually impossible to detect unless someone reports
the discrimination or harassment. Thus, if any employee believesthat he or any other employee is being subjected
to any of these forms of discrimination or harassment, or believes that he or any other employee is being
discriminated against because other employees are receiving favored treatment in exchange for, for example,
sexual favors, he must report this to his supervisor, Department Director, Personnel Director and/or City Manager.
A record of the complaint and the findings will become a part of the complaint investigation record, and the file will
be maintained separately from the employee's personnel file. It is understood that any person electing to utilize
this complaint resolution procedure will be treated courteously, and the problem will be handled swiftly and
` discreetly. The registering of a good faith complaint will in no way be used againstthe complaining employee, nor
will it have an adverse impact on the employee's status with the City.
Revision October 4, 1999 34
11.08 DRIVING RECORD
A. A valid pertinent Florida driver's license is required for anyone who operates a City vehicle. Any
employee whose license is suspended, revoked, canceled, or expired shall not drive any City vehicle
until such time as the license has been reinstated.
B. The number and expiration date of the employee's driver's license or chauffeur's license shall be
recorded in the department's files with periodic reviews to verify compliance with this policy.
C. An employee who is required as a condition of employment to possess and maintain a valid Florida
driver's or commercial license, must immediately inform his supervisor in the event the license is
denied, expired, suspended or revoked.
11.09 DRUG AND ALCOHOL USE
A. The City of Edgewater is a Drug Free Workplace; all employees are prohibited from:
1. Selling any drug, including alcohol or prescription drugs, whether on or off -duty,
unless the employee is legally entitled to sell the substances in question.
2. Possessing any alcoholic beverage or illegal drug while on -duty or on City property at
any time.
3. Using any controlled substance not prescribed for the employee by a physician or
alcoholic beverage which may adversely affect job performance. This may include
,,. both use while on -duty and use while off -duty which can adversely affect on -duty
performance.
4. Reporting to work with the presence of illegal drugs or alcoholic beverages in the
body system which is equal to or exceeds the cutoff detection levels established
pursuant to Chapter 440, Florida Statutes.
B. When reasonable cause exists to believe that an employee is under the influence of any
controlled substance, narcotic drug or alcohol, the employee's Department Director and
Personnel Director upon approval by the City Manager or his designee shall have the
authority to require employees to submit to testing designed to detect the presence of
such controlled substance, narcotic drug, or alcohol. In the event the City requests that an
employee submit to testing and the employee chooses not to submit to such tests, this refusal
shall be grounds for appropriate disciplinary action.
C. An employee who must use a prescription drug which the employee has been advised
will or which the employee may reasonably expect to cause adverse side effects such
as drowsiness, impaired reflexes, or reaction time shall inform his Department Director that
he is taking such medication on the advice of a physician and of the possible side
effects of the drug and expected duration of use.
litor D. Direct involvement in an accident by an employee while on duty shall be considered
reasonable cause to require the employee to take drug or alcohol tests.
Revision October 12, 1999 35
11.10 GENERAL SAFETY AND HEALTH
A. The City provides for the continuous monitoring of the working conditions and equipment of its
employees for observance of safety requirements.
B. Employees will observe all safety rules and regulations established in the City. Employees will report
all unsafe conditions or practices to their Supervisor. Employees are responsible for reporting all
injuries, no matter how minor, to their Supervisor.
C. The City provides, at its expense, certain items of safety equipment that must be wom by employees
to whom the safety equipment has been issued at all times during work hours unless directed
otherwise by immediate Supervisors.
D. Failure of an employee to use issued safety devices and/or failure of an employee to file a written
` report of injury sustained on the job may result in disciplinary action up to and including termination.
E. City vehicles shall be operated in strict compliance with all laws which apply to motorvehicles in the
State of Florida. This includes the Florida Seat Belt Law. Violators will be responsible for any fines
incurred and subject to disciplinary action.
F. The Safety Officer will review safety infractionsfincidents which have or could result in Toss of
productivity, property, efficiency, or other liability to City operations, and may recommend corrective
action to the Department Directors.
11.11 JOB RELATED HEARING
lorry
As a condition of employment, any employee may be required, upon due notice, to cooperate with respect to any
job - related hearing or inquiry conducted by any person authorized by law to conduct such hearing or inquiry, and,
in particular by the City Manager, or any person, committee, board or body authorized to act on their behalf. If
any employee willfully refuses or fails to appear or appears but refuses to answer any questions relating to matters
arising out of City employment which may be asked by the Department Director or any other authorized person
or official, the employee may be immediately terminated from City employment.
11.12 NOTIFICATION OF CRIMINAL CHARGES
An employee is responsible for immediately notifying his Supervisor and Personnel Directorwhen information has
been filed by a prosecuting official against him for any job related offense or crime of moral turpitude as defined
in Section XII, Paragraph 12.02 A.7.b.
11.13 STRIKES AND LOCKOUT
Employees shall have no right to instigate, promote, sponsor, engage in, orcondone anyworkstoppage, boycott,
slow -down, strike, intentional disruption of City operations, orwithhold services for any reason. Each employee
also occupies a position of special trust and responsibility in maintaining and bringing about compliance with the
strike prohibition of Section 447.505, Florida Statutes, and of the Constitution of the State of Florida.
`fir
Revision October 4, 1999 36
11.14 OUTSIDE EMPLOYMENT
Employees are not restricted from engaging in other employment during their off -duty hours. City employment shall
be considered the primary employment and no employee may engage in outside employment which would interfere
with the interest of the City service orviolate the code of Ethics for Public Officers and Employees, Part III, Chapter
112, Florida Statutes. Priorto engaging in other employment the employee must notify their Supervisor and their
Department Director. Priorto engaging in other employment, a Department Director must obtain authorization
from the City Manager.
11.151JSE OF CITY PROPERTY
A. Employees are expected to exercise reasonable care in the safekeeping, use and preservation of City
equipment, tools, vehicles, materials, uniforms, etc. Personal use of City equipment, materials, tools,
supplies, etc., is normally not permitted and may constitute a criminal offense. Employees who use
City property while off -duty shall have priorwritten approval of the City Manager or designee including
dates, location and purpose of use. Employees shall retum City property upon expiration of approval
or upon request of their Supervisor.
B. All employees shall promptly report in writing to their Supervisorthe loss, damage or unserviceable
condition of any City property.
C. Negligence in the use and care of City property, including abuse, misuse, willful or negligent loss or
destruction may result in disciplinary action, the requirement for restitution or prosecution.
11.16 WEAPONS IN THE WORKPLACE
Possession, use, orthreat of use, of a deadly weapon is not permitted on City property, including in
City vehicles, in City owned, leased, or rented facilities, or in private vehicles parked on City property.
An exemption will exist when possession of, or use of such weapon is a necessary requirement of the
job and approved by the City Manager.
A "deadly weapon" may be defined as any object used or threatened to be used in an offensive or
aggressive manner in relation to the facts of a given situation.
It is the City policy to strongly enforce this high priority ban on weapons at work. Possession of a
deadly weapon, even without its use, is a violation of City policy. Due to the high priority on
enforcement of this policy, such serious disciplinary action, including termination, may occur even on
a first offense.
Revision October 12, 1999 37
•
11.17 USE OF E -MAIL, COMPUTERS AND PHOTOCOPIER
`ro.r The intent of this policy is to identify the City's position concerning the use of the electronic E -mail system,
computers and photocopiers by employees, supervisors and directors. Management has the authority and
responsibility for the systems.
A. Computers, computer files, E -mail systems, photocopiers and software fumished to Employees are
office property and intended for business use. Employees should not use a password, access a file,
or retrieve any stored communications without authorization. To ensure compliance with this policy,
photocopier, computer and E -mail usage maybe monitored. Employees should not therefore assume
that electronic communications are personal and confidential and should be aware thatthey may be
monitored and /or disclosed by the City of Edgewater without the permission of the Employee.
B. The City of Edgewater strives to maintain a workplace free of harassment and sensitive to the diversity
of its employees. Therefore, the City of Edgewater prohibits the use of photocopiers, computers and
the E -mail system in ways that are disruptive, offensive to others, harmful to morale orwhich could
constitute unlawful sexual or racial harassment. Misuse of these systems include reproducing or
transmitting images of a sexual nature, ethnic slurs, racial comments, off -color jokes, or anything that
may be construed as harassment or showing disrespect for others.
C. E -mail may not be used to solicit others for commercial ventures, religious or political causes, outside
organizations, or other non - business matters.
litrw D. The City of Edgewater purchases and licenses the use of various computer software for business
purposes and does not own the copyright to this software or its related documentation. Unless
authorized by the software developer, the City of Edgewater does not have the right to reproduce such
software for use on more than one computer system. The City of Edgewater prohibits the illegal
duplication of software and its related documentation.
E. Employees should respect the confidentiality of other employee's electronic communications and may
not attempt to determine passwords, or breach computer and network security measures or monitor
electronic files or communications except by explicit direction of management.
F. Employees should notify their immediate supervisor, Department Director, or the City of Edgewater's
designee upon learning of violations pf this policy. Violations could result in discipline up to and
including discharge.
Revision October 4, 1999 38
SECTION XII - DISCIPLINARY ACTIONS
12.00 GENERAL
A. The Department Director is responsible forthe proper and efficient operation of his department and
for enforcing all policies and regulations. It is the responsibility of all employees to observe the policies
low
and regulations necessary for the proper operation of the department in which they work.
B. Disciplinary action may be imposed upon an employee for conduct or actions which interfere with or
prevent the effective and efficient performance of a department's responsibilities. The purpose of such
disciplinary action shall be to effect correction of employee conduct rather than to be solely punitive.
C. The type and severity of disciplinary action shall be related to the gravity of the offense, the employee's
record of disciplinary action, length of service, and actions taken in similar cases, both within the
department and in other departments.
D. Any adverse action taken against an employee must be based on cause supported by sufficient
evidence, be consistent with other such actions taken throughout City government, and be fair and
equitable.
E. The initiation of disciplinary action for all employees shall:
1. Identify elements of an employee's conduct, work habits and /or performance contrary to the
rules, regulations, policies, procedures, and /or objectives of the department, and /or the City.
2. Provide constructive feedback to the employee.
3. Encourage employees to cooperate and be productive members of the workforce.
4. Correct or improve improperordeficient employee performance or behavior which is seen or
viewed by the Supervisor to be less than acceptable.
5. Provide documentation of the Supervisor's efforts and communication to the employee
regarding his performance.
12.01 DISCIPLINARY ACTION AUTHORITY
It shall be the responsibility of the respective Supervisor to:
A. Review the performance of assigned employees.
B. Identify and recognize employee offenses against or contrary to these policies, procedures, and /or
department operating procedures.
C. Document, initiate and select appropriate preventive and corrective disciplinary measures.
D. Forward proposed appropriate disciplinary actions to the Department Director and the Personnel
Director for review.
tow E. Carry out the appropriate disciplinary actions after the Department Director's and the Personnel
Director's clearance is provided.
F. Assure that the Personnel Director receives completed copies of all disciplinary actions taken against
an employee.
Revision October 4, 1999 39
12.02 INAPPROPRIATE/UNACCEPTABLE BEHAVIOR
The following is a list of prohibited activities. Some activities are so serious in nature that termination is appropriate
without regard to the employee's length of service, prior conduct and performance record. Other activities will result
'4410 in lesser degrees of disciplinary action. Employee behavior will be evaluated based upon all relevant factors.
1. Insubordination:
Failure, or unreasonable delay, in carrying out specific instructions given by a Supervisor.
Blatant disregard of supervisory instructions. Failure to cooperate with supervisory direction.
2. Physical Harm /Assault:
Assault on or inflicting bodily harm on another employee, Supervisor, or member of the public.
Assault is defined as an (indirect ordirect) threatening or aggressive action or language toward
another employee, Supervisor, or member of the public.
3. Theft or Pilfering:
Possessing, taking, removing, destroying, or tampering with City property without proper
authorization.
4. Malicious or Willful Destruction (Abuse) of City Property:
Malicious or willful destruction, negligence or abuse of City property, equipment or facilities.
Damage to property by failing to use proper equipment, care, and /or good judgment.
5. Fraud or dishonesty:
Falsification of City records or record keeping, e.g., employment applications, attendance
records, payroll records, purchasing activities, etc.
6. Drug /Alcohol Use:
See list of prohibited activities in Section 11.09.
7. Violations of Law:
a. Pleading guilty or nolo contendere to a job related felony, misdemeanor or misdemeanor
involving moral turpitude. Being found guilty of a job related felony, misdemeanor or
misdemeanor involving moral turpitude.
b. "Crimes of moral turpitude," as that term is used herein, includes any criminal conviction
or plea of nolo contendere, undera city, county, state, or federal ordinance, regulation,
statute, or law, where the criminal act or conduct involves conduct contrary to justice,
honesty, modesty, community morality, or good morals, generally. A crime of moral
turpitude thus includes, but is not limited to, any crime, the commission of which, reflects
adversely on a person's reputation, integrity or reliability, orwhich otherwise brings, tends
to bring, or may reasonably be expected to bring, discredit or disrepute upon that person
or that person's employer.
8. Conflict of Interest:
Violating Code of Ethics for Public Officers and Employees, Part 111, Chapter 112, Florida
Statutes.
loory
9. Safety Violations:
Unauthorized possession and /or use of weapons, ammunition or explosives. Neglect in the
safety of others or the committing of unsafe acts in the use and care of City property or
equipment.
Revision October 4, 1999 40
10. Unauthorized Absences:
Failure to report to work for three (3) or more consecutive working days without prior
authorization from the employee's Supervisor or his designee.
11. Strikes:
Instigation, promotion, sponsorship, engagement in, or condonement of any work stoppage,
boycott, slow -down, strike, intentional disruption of City operations, orwithholding ofservices
for any reason.
12. Dangerous Horseplay:
Pranks resulting in physical harm or property damage.
13. Misconduct:
a. Gambling on City time and property.
b. Smoking in restricted areas.
c. Any act or language which adversely affects morale, production, orthe maintenance of
discipline.
d. Rudeness or acts of disrespect to the public, Supervisors or co- workers.
14. Absenteeism /Unauthorized Absences:
Habitual or excessive absences from work even if caused by legitimate illness.
15. Incompetence:
Incompetence or inefficiency in performance of assigned duties.
16. Tardiness:
Failure to be present at the beginning of the workday, start of a work shift, or when work
assignments are being issued.
17. Misuse of City Time:
Sleeping or other acts of inattention or neglect of duty.
18. Abuse or Violation of City Policies:
Abuse orviolation of City policies, including the provisions of these policies and procedures, any
department operating policies or procedures, or otherwise established rules and regulations not
constituting a major offense.
19. Leaving Assigned Work Area:
Leaving assigned work area or work site, except for emergencies or when approved by the
supervisor.
20. Inducement:
Attempting to induce any officer or employee of the City to commit an act in violation of any
lawful or reasonable policy or regulation.
21. Safety Violations:
`ww Failure to observe City safety practices and regulations.
Revision October 4, 1999 41
i
22. Illegal Driving:
a. Failure to notify the Supervisor if a license becomes denied, expired, restricted,
suspended or revoked, where a valid driver's license is required in the employee's job
description.
♦r
b. Driving a private or City vehicle while on City business when not possessing a valid
driver's license.
c. Permitting unauthorized individuals to ride in or drive a City vehicle.
d. Failure of a driver and /or passengers to wear seat belts while driving or riding in a City
vehicle.
23. Loss of Minimum Qualification(s) Required for Current Position:
Loss of required license or certificate or other job requirement during employment.
24. Nepotism:
Hiring or recommending the hiring of a relative in the same department over which one has
some degree of authority.
25. False Statements:
Making intentionally false statements, either verbally or in writing, about the City, other
employees, themselves, Supervisors, or work situations.
26. Discrimination or Harassment :
See Section 11.07 for list of prohibited activities.
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27. Personal Use of City Property:
Personal use of City equipment, materials, tools, supplies, etc., is normally not permitted and
may constitute a criminal offense. Where any Cityequipment, materials, tools, supplies, etc.,
is to be used for any non -City purpose (e.g., a civic or charitable event), such must be approved
by the City Manager in writing.
28. Promotion of Private Business:
Promotion of private business for personal gain or benefit within any City building or on City
property on City time, which adversely affects employee productivity.
29. Personal Calls:
Receiving an excessive amount of personal phone calls while on City compensated time.
"Excessive" shall be defined as that which has a significantly negative impact on the specific
work operation of the employee as determined by the Supervisor.
30. Incarceration:
Failure to notify the Supervisor or Department Director within twenty -four (24) hours of
incarceration for an offense, charge, or alleged crime.
Revision October 12, 1999 42
4
12.03 ACTION TO BE TAKEN FOR INAPPROPRIATE /UNACCEPTABLE BEHAVIOR
A. Counseling Statement
The purpose of a counseling statement is to allow the Supervisorto bring to the employee's attention
the need for improving his performance, work habits, behavior or attitude and to serve as a warning
against further repetition of the unsatisfactory conduct. The Supervisor should utilize the occasion to
identify and define the area needing improvement and inform the employee as to how such
improvement can be realistically achieved. Counseling statements are to be documented and include
the result of any further violation.
B. Written Warning.
In situations where verbal wamings have not resulted in the expected improvement or when an
employee commits a major offense, a written waming should be given to the employee. This should
include a complete description of the incident(s) of misconduct and referto specific times, dates,
locations, personnel involved, rules violated and the result of any further violation(s).
C. Suspension.
In the event of continued and repetitive offenses for which the employee has already received
documented verbal and written wamings orwhere the nature of the offense is relatively serious, an
employee may be suspended for a specific period of time.
Noy D. Dismissal.
For unremedied, or not remediable lesser offenses, or repetition of serious offenses, or on the first
occurrence of a major offense, an employee may be dismissed from City employment.
Disciplinary actions shall be no more severe than reasonably necessary to correct the behavior and/or performance
of an employee to meet the standards established in these personnel policies.
In cases where an investigation may have to be made of the employee's conduct or of the seriousness of
the offense, an employee should be placed on indefinite suspension which may be changed to dismissal
depending on the results ofthe investigation. Such suspension may be with orwithout pay and requires the
prior approval of the City Manager.
All disciplinary action measures shall be accomplished in a private place in an informal setting, by discussion
between the Supervisor, other reviewing official, and the employee. However, in all cases, the supervisory
employee initiating the disciplinary action shall be present in the disciplinary action discussion with the
employee. In cases of suspensions or terminations there may be exceptions to this procedure.
Now
Revision October 4, 1999 43
II my
12.04 PRETERMINATION ACTION
The following procedures shall apply to all employees except those serving an initial probationary period or a
probationary period resulting from promotion, transfer, demotion, or those who elect to utilize the grievance
procedure established in the collective bargaining agreement or Section X I I I of this manual. If an employee has
been placed on probation for disciplinary reasons aftera pretermination hearing and termination is recommended
again`for the same reasons, the employee is not entitled to a second pretermination hearing.
A. Priorto any involuntary termination of employment, the employee will receive written notice of the
proposed action which shall include a written statement of the reasons for such action.
B. Upon such notice, the employee will have the right to request a pretermination hearing. The City
Manager will serve as the hearing officer.
C. At the pretermination hearing, the employee will be given an opportunity to challenge the
recommended termination. The employee may be accompanied by a representative of his choice and
utilize other individuals to provide information supporting his position.
D. Following completion of the hearing, the City Manager will notify the employee in writing
*or within five (5) working days of his decision.
Revision October 12, 1999 44
SECTION XIII - EMPLOYEE GRIEVANCE POLICY
v 13.00GENERAL
A. In a mutual effort to provide a harmonious working relationship, it is agreed and understood that a
procedure forthe resolutions of grievances should be established Every effort will be made by the
parties to settle any grievance as expeditiously as possible.
B. Should the grieving party fail to observe the time limits set out in this Section, his grievance
shall be considered conclusively abandoned. Any grievance not answered by the City within
the prescribed time limits shall automatically advance to the next higher step, however, any
time period may be extended with the consent of all parties.
13.01 PROCEDURES
A. Step I.
The employee shall first discuss his grievance with his immediate Supervisor within five
(5) working days of the occurrence of the event(s) which gave rise to the grievance or from
the date on which the employee became knowledgeable of the cause of action. If the
employee was on compensated leave, the five (5) working day period shall commence
running immediately upon the employee's return from such compensated leave. This
r first step between the employee and his immediate Supervisor shall be on an informal and
oral basis, and shall not involve any other representative of the employee, unless requested
by the employee.
B. Step II.
Any grievance which cannot be satisfactorily settled with the Supervisor shall be reduced to writing
within five (5) days of completion of Step I. bythe employee and filed with his Department Head. The
Department Head shall, within five (5) working days after presentation of the grievance, render his
decision in writing.
C. Step III.
Any grievance which cannot be satisfactorily settled with the Department Head shall be submitted in
writing to the City Manager, within five (5) working days of the completion of Step II. The grievance
shall be discussed with the employee bythe City Managerwithin five (5) working days of receipt of the
grievance by the City Manager. The City Manager shall within five (5) working days after this
discussion render his decision in writing with a copy to the employee.
"`r
Revision October 4, 1999 45
a
ti
SECTION XIV - SEPARATIONS FROM EMPLOYMENT
law
14.00 TYPES OF SEPARATIONS
A. Resignation.
A resignation is defined as any act whereby an employee voluntarily leaves City service. An employee
who desires to leave City service in good standing should file with his Department Head, a written letter
of resignation stating the date and reasons for leaving two weeks prior to the effective date of
resignation. The resignation will be deemed accepted when submitted to the Department Head. An
exit interview may be held, upon request. Failure to provide at least ten (10) working days notice may
be cause for denying such employee future employment with the City.
B. Involuntary Resignation (Quit without Notice).
Unauthorized absences from work for a period of three (3) or more consecutive working days may be
considered as an employee's involuntary resignation, or cause for dismissal.
C. Layoff.
Resulting from a need to reduce the work force as the result of shortage of work or funds.
D. Termination
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Discharge by the City for violation of rules, policies, unsatisfactory performance, conduct,
or inability to perform the essential functions of their job.
E. Retirement
There is no mandatory retirement age; however, employees approaching retirement age are
encouraged to consult the Personnel Director to investigate the availability of their
retirement options and benefits.
Now
Revision October 4, 1999 46
Arit
DATE: October 12, 1999
TO: Kenneth Hooper, City Manager
FROM: Deborah Sigler, Personnel Director A -
SUBJ: Revised Personnel Policies and Procedures Manual
To highlight the significant changes in our previous manual:
Pg. 5 Sections 3.00 and 3.01 have been combined into the one Personnel Advisory Committee
which is established in the City Charter. The Employee Advisory Committee was
established by management in 1994 and never functioned productively.
Pg. 7 4.03 Consideration of Applications
D. Family Employment Restrictions: D. 4. was deleted. This was a waiver statement.
There will be no waiver to these restrictions.
Pg. 9 5.00 Medical Examinations
A. 3. has been added. This is consistent with a Drug Free Workplace philosophy...
employees may require a drug test before being released from probation.
B. 5. Consistent with the ADA, it is the employee's obligation to request an
accomodation.
Pg.10 5.01 Types of Appointments
A. 1. Regular position: now includes in writing "department directors ".
Pg.11 5.02 Probation
A. Police and Fire now have a one (1) year probationary period. This is consistent with
the FOP union agreement.
B. Promoted, demoted or transferred employees will now also serve a new probationary
period.
Pg.12 6.00 public Records/Reference Checks
E. Department Directors may reply to reference calls on former employees with valid
and truthful information, if they choose to.
Pg.15 7.03 Pay Administration
A. 2. Allows negotiation opportunities for Department Directors, Personnel Director
and the City Manager.
B. Promotion: 1. d. Promoted employees will be required to take a drug test and, if the
position they are going to has more physical requirements, a physical.
Pg.16 C. Demotion: 1.a. When an employee requests a demotion, his rate of pay does not have
to change, but must fit within the pay classification of the position they are going to.
(b.,c.,d., and e.), all other types of demotion "may" require a rate change.
Pg.18 7.05 Hours of Work
A. 1. Now includes the language to cover the entire old Sec.B. 1 and 2. No specific meal
and break periods are fixed in this policy due to the different situations in all departments.
A. 3. Has been added to allow for shift differential pay for those employees working swing
and midnight shifts. (Other than Police and Fire)
A. 4. Has been added to allow for the pay structure during emergency situations.
Pg.23 8.04 Leave of Absence
A. 2. To be consistent with Florida Statutes, Military Leave is now a maximum of twenty
(20) days.
Pg.24 8.06 Leave of Absence Without Pay
A. 3. Any employee out on a paid leave will not accrue benefits after sixty (60) days.
- This is consistent with the FOP union agreement
Pg.25 8.06 B. Family and Medical Leave... the previous manual contained the entire statutory
language. This now simply explains to the employee they are required to request the leave
within two (2) days and they will receive all the information at that time.
8.07 Sick Leave
E. was eliminated. Employees were previously not allowed to call in and request anything
other than a sick day without prior approval. This now allows an employee to be granted
a personal day, if applicable to their situation.
Pg.26 8.09 Workers' Compensation Claims
This entire section is written to comply with the Florida Statutes and the managed care
requirement which became mandatory Jan.1997. Note: the only recent change for the
employees is the requirement of a drug test for even minor injuries.
Pg.29 Section X - Education/Training
This entire section is new, however, employees received copies last year when it was
prepared. The previous manual had vague language similar to "the City encourages
training and education ". This now explains exactly what is expected and what the City
agrees to pay.
Pg.37 11.16 Weapons in the Workplace
The listing of specific weapons was eliminated from the previous language.
Pg.38 11.17 Use of E -Mail, Computers and Photocopier
This entire section is new; employees received copies when it was prepared.
Any other changes made were insignificant and done to make the manual more user friendly.
It is my intention, upon approval of this manual, to have copies distributed to every City
employee. I appreciate your attention and consideration to this project.
.C-
b
AGENDA REQUEST
Date: October 13, 1999
Nol..r
PUBLIC HEARING RESOLUTION ORDINANCE
CONSENT AGENDA OTHER BUSINESS X CORRESPONDENCE
ITEM DESCRIPTION /SUBJECT:
Dale Street- Conceptual approval for a Development Agreement
BACKGROUND:
Mr. Joe Martin, authorized agent for Scott Porta is requesting "conceptual" development
agreement approval for infrastructure improvements associated with Dale Street. As part of the
FIND project, the Council gave direction to staff to utilize Dale Street as a second means of
ingress to the Planned Industrial Park property. Mr. Porta has provided a conceptual plan for
N "' development of his property located on the west side of Dale Street. As part of the approval
process, infrastructure must be in place concurrent with development. The proposed
responsibilities for those improvements and costs estimates are attached.
RECOMMENDATION /CONCLUSION:
Staff recommends approval. A formal Development Agreement will come before Council at a
later date.
FINANCIAL IMPACT: $ 502,107 (ESTIMATE)
FUNDS AVAILABLE: Yes
PREVIOUS AGENDA ITEM: YES NO X
Submitted by: Concurrence:
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Lynne Plaskett en Ho.0 Nikki Clayton
Planning Director City Manager City Attorney
PROPOSED RESPONSIBILITIES
CITY
'4410
1) Additional Dale Street right -of -way from FEC right -of -way to Park Avenue.
2) Additional Park Avenue right -of -way for westbound deceleration and right turn lane and
extension of center lane for east bound left turn.
3) Permanent public crossing of FEC right -of -way for 80 feet on Dale Street.
4) City as applicant for all permits for Dale Street, Park Avenue, utilities, stormwater/ERP.
5) Reimburse Porta for all costs on a milestone completion schedule. City to pay for permits
under 4 above.
PORTA
1) Prepare all documentation, design, engineering, applications for all utilities, ERP's, Dale
*taw Street and Park Avenue improvements, FEC crossing.
2) Contract and pay for all improvements related to Dale Street and Park Avenue including
utilities.
COST ESTIMATE
1) Dale Street & utilities $ 476,982
(Does not including Park Avenue improvements)
2) Engineering & surveying 25,125
(Does not include permits, fees, landscape architects,
geotechnical or environmental work)
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CODE ENFORCEMENT POLICIES AND PROC1fitTRE§99 4
9
General Summary:
The primary duties of the Code Enforcement Officer are to insure the compliance
with the adopted codes and ordinances of the City of Edgewater. The Officer is
responsible for handling complaints, patrolling the city, investigation, communication
and correspondence with the general public. Prepares cases to be heard in front of the
Citizens Code Enforcement Board. Reports to the Building Department Director.
Compliance Policies and Enforcement Procedures:
1.1 Complaints are received by telephone calls, written correspondence, or referrals.
The code office will discuss the complaint and ascertain the type of complaint and
the location of the alleged violation. The code officer will ask for the name of the
complainant, if the person refuses to give name or address the complainant will be
listed as anonymous. The code officer will then place the complaint form on the
next scheduled patrol date.
1.2 Scheduled patrol dates will be determined by the Director and assigned to each
code office. The code officer will investigate the complaint along with other
scheduled patrols.
1.3 The routine patrol will consist of recently received complaints, follow up
inspections and observations. The patrol will be by sections of the city pre-
determined by the Director.
1.4 The code officer will ascertain from the side of the road if a violation may exist. If
the code officer is unable to determine the location of the violation he /she will
approach the alleged property to try and find the location. The code officer will
first approach the front door of the dwelling and try to locate the owner or tenant.
The code officer will seek permission for the right to investigate the alleged
violation. If the owner or tenant does not give permission, the code officer will
leave the property and report situation to the Director. If no one is present the
code officer will then make a field determination if a violation does exist and
what corrective action is necessary. The code officer will either leave behind a
door card or a business card with the corrective action and time given for
correction. The code officer will log the date and time of the investigation on the
complaint sheet and in the daily inspection log. The code officer will then
continue with the routine patrol.
1.5 The follow up inspection will be from a "bring up" list of previously received
complaints and inspections. The timetable will be closely kept to insure
compliance.
The code officer will determine if corrective action was taken and the violation
brought into compliance. If the code officer determines the violation was
corrected it shall be noted in the inspection log and on the complaint sheet. If the
violation was not corrected the code officer will then try and contact the owner or
tenant and remind them of the violation and the consequences of not coming into
compliance. The code officer may as an option prepare a "Letter of Notice" to
be sent by regular mail to the owner of the property. The letter will state the date
and time of the violation and the section of the code that is in violation. The letter
will also state the corrective action to be taken and the time allotted for the
correction.
1.6 The Code Officer as an option may use a "Letter of Notice" to contact the
alleged violator. The notice will clearly state the section of the code that has been
cited and a description of the violation. The letter will give a specific time period
to correct the violation and a reinspection date. The letter may be hand typed or a
form letter. The Code Officer will sign each letter with the phone number of the
department so any questions concerning the violation can be addressed.
1.7 The reinspection of the violation shall take place on the day stated on the door
card or in the letter of notice. The Code Officer will visit the site and determined
if any corrective action has taken place. The Code Officer will then mark the
complaint form as "In Compliance" if the corrections were completed as stated
in the letter of notice.
1.8 If the reinspection of the violation found only a partial correction of the violation
the Code Officer will determine if additional time is need to finish the correction.
The Code Officer will log the date and time of the reinspection on the complaint
form and in the inspection log the amount of correction that was completed. The
Code Officer will then determined the additional time to be given to fully correct
the violation. If the Code Officer determines that insufficient work was performed
the Code Officer shall mark the complaint form "Not in Compliance ".
1.9 The Code Officer shall issue a "Notice of Violation" when the violation has not
come into compliance in the time prescribed by the officer. The notice of
violation shall be sent by regular mail. The notice shall state the Section of the
Code that is in violation and the corrective action needed to bring the violation
into compliance. The notice will state the time period in which the violation must
be corrected or the violator will be scheduled to appear before the next scheduled
Code Enforcement Board Hearing. The notice shall state the date and time of the
next scheduled Code Enforcement Board Hearing. The "notice of violation" shall
warn the violator of the possibility of a fine being placed against the property if
the violation is not corrected.
1.10 The Code Officer shall reinspect the property after the prescribed time period
given in the "notice of violation" letter. The Officer will take photographs of the
violation with a dated camera. The Officer will then place the violation on the
next scheduled Code Enforcement Board agenda.
1.11 The Code Officer shall prepare the case for presentation before the Board.
2.1 The Code Officer shall prepare the "Notice of Hearing" to be sent by certified
mail with a return receipt to the violator informing them on the date and time of
the next Code Board meeting. The notice must be sent 2 - weeks prior to the
meeting date. (1s Thursday of the month).
2.2 The Agenda for the hearing shall be prepared on the following Monday. All
cases that are pending and any new cases shall be placed on the agenda. Any
cases that have had the "notice of hearing" sent out but have not received the
green card shall have the property posted with the "notice of hearing" no later
than the following day, (Tuesday).
2.3 The Agenda shall be given to the City Attorney's office on Tuesday. The Code
Officer's shall meet with the Attorney and determined what cases are ready for
presentation to the board.
2.4 The following Friday the Code Board members shall receive the packets
containing the case material that is to be heard by the Board.
2.5 The same day as the members receive their packets (Friday) the agenda will be
faxed to the local newspaper and a display ad placed to run the following week. It
is suggested the ad run on Monday. The regular scheduled board meeting is the
third Thursday of each month.
2.6 The Code Officer will re- inspect all locations the day of the Board Hearing
(Thursday) and take photos of the violation and report any report any changes.
2.7 The Code Board shall meet on the third Thursday of each month at 5:30 p.m. in
the Community Center at City Hall.