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01-04-1993 - Orientation Session CITY COUNCIL OF EDGEWATER ORIENTATION SESSION JANUARY 4, 1993 6:00 P.M. SHUFFLEBOARD BUILDING MINUTES Steve Cork briefly went over the agenda that was outlined for the evening. INTRODUCTION AND DISCUSSION OF COUNCIL/MANAGER GOVERNMENT Mr. Cork identified he would begin the City Charter discussion with regard to Article 3 Mayor Duties and Responsibilities and Duties and Prohibitions with regard to the Council At Large. The City Council can best offer management of the City in observing the operations of the City, gaining insight from citizens within the City and providing the feedback and direction to the City Manager in the performance of his functions . He then commented on Article IV - Administration. He then turned the meeting over to City Manager McMahon who would comment on the duties and responsibilities of the City Manager. City Manager McMahon identified later in the discussion he and Mayor Hayman had things they would be discussing. City Manager McMahon commented on what he sees from his perspective as City Manager. He then focused on the Administration of the City Charter. The duties of the City Manager are very clear and spelled out in the City Charter. He spoke of having a City Manager form of government. The City Manager is hired by the Council majority and functions as City Manager under the Council majority by consensus vote. He then identified it would be unrealistic to say that any one Councilperson or the Mayor would not come and discuss operational problems with him as long as it was done under the Sunshine Law, which City Attorney Storey would discuss later. He further commented on it being rational and expected for the Mayor and Council to have discussions with him. City Manager McMahon commented on the Manager form of government which commenced in 1903 in Virginia and the history of Managers being strong and continuing to grow. He spoke of the ICMA Professional Management Association and the Code of Ethics. City Manager McMahon then commented on there being curiosity about what is policy and what is not. He further commented on the City Manager always being accountable to the citizens and the Council . He further spoke of policies becoming very important and commented on administrative policies with regard to the City Manager and political policies with regard to the Mayor and City Council . 1 Council Orientation Session January 4, 1993 City Manager McMahon spoke of a City Manager being appointed on professional qualifications with regard to expertise, knowledge and experience. City Manager McMahon identified the City as being recognized for the first time this year as a professional form of government under ICMA. City Manager McMahon commented on much of the orientation program being put together which was coordinated with the Department Heads and City Manager McMahon. He felt the product they had was one of the better ones he had seen in a number of years as an orientation program. City Manager McMahon then commented on Administration with regard to problem solving including cooperation and coordination with regards to visions, goals and objectives . He also commented on City Manager having the capability of being able to interact without getting professionally involved with politics. City Manager McMahon further spoke of bringing resources together and interacting with the City Council . City Manager McMahon handed out information to Council which he felt would be helpful to them and made a presentation regarding handling citizen complaints . City Manager McMahon then commented on a task team concept when handling issues and making decisions which was a style he had been using for many years . He spoke of this being very effective and felt accountable empowerment was a key to success in that area. City Manager McMahon then turned the presentation over to City Attorney Krista Storey. City Attorney Storey made a presentation regarding the Code of Ethics including new legislation. Mayor Hayman mentioned the Building Trades Regulatory & Appeals Board being chaired by Robert Howard, who is an architect who frequently represents clients before the Land Development & Regulatory Agency. He felt that was a unique situation they may want to talk about. City Attorney Storey further addressed Mayor Hayman' s concerns . CODE OF ETHICS AND SUNSHINE LAW — DUTIES OF CITY ATTORNEY City Attorney Storey then commented on the Sunshine Law and Public Records Law. 2 Council Orientation Session January 4, 1993 City Attorney Storey described for Council the duties and responsibilities of the City Attorney and her staff. She further spoke of serving as the Attorney for the Citizen Code Enforcement Board as well as the advisor to the Land Development & Regulatory Agency. City Attorney Storey further described she and City Manager McMahon were administrating a self insurance program, which they would be bringing back to Council with regard to some suggestions for some changes . City Attorney Storey then briefly described for Council her concept of where the City Attorney fits and ways an Attorney can get in trouble by crossing the line between policy matters and legal issues . The Orientation Session recessed for the Regular Council Meeting to be held at 7 : 00 p.m. DUTIES OF CITY CLERK The Orientation Session reconvened after the Regular Council Meeting with City Clerk Wadsworth making a presentation by describing the duties of the City Clerk and her staff. FINANCIAL MANAGEMENT Finance Director Fred Munoz made a presentation with regard to the financial management within the City. He also commented on the key functions of the Finance Department and identified the duties of the eight personnel in the Finance Department that carried out those functions . He further commented on the utility billing, budget and purchasing processes . There was further discussion with regard to the current purchasing policy. Councilman Mitchum asked for an example of an adjusting entry, which Mr. Munoz described for him at this time. City Manager McMahon commented on knowing cities who have their auditors make the adjusting entries which he felt was a potential conflict of interest if they are doing the auditing and making the adjusting entries . Mayor Hayman commented on municipalities annexing land with regard to collecting the ad valorem taxes. He asked what assurances were in place that they immediately start getting the proper ad valorem contribution, which Mr. Munoz explained for him. Finance Director Munoz commented on having problems with getting the utility service tax and franchise fees . They send a new map on an annual basis to Southern Bell, Florida Power & Light, and the gas companies . 3 Council Orientation Session January 4, 1993 There was further discussion regarding the City receiving the utility service tax and franchise fees for properties that annex into the City. COMMUNITY DEVELOPMENT Director of Community Development Mark Karet commented on communities having administrative impact fees that are charged against businesses or other types of built properties that are annexed in and then that is charged off against the services provided. He further identified why he felt this discouraged annexations . Mr. Karet further described the department was broken down into two divisions, the Planning Division and the Building Division. He also spoke about Code Enforcement and Safety falling under Development Services . Mr. Karet then described the development review process, which included an approval, permitting and inspection process . Mr. Karet brought to Council' s attention areas that the Planning Department needed guidance on with regard to the City' s Land Development Regulations and Comprehensive Plan. POLICE OPERATIONS Police Chief Lawrence Schumaker then made a presentation regarding the Police Department operations . He passed out a handout due to the department being too large to put on one organizational chart. He identified there were two entities in the Police Department, Operations and Administration. He then identified they were commanded by Lieutenants . He spoke of Bucky McEver having under him the Detectives, Patrol, Animal Control and Traffic and Lieutenant Britain having under him the Records Division, Communications and Budget Administration. He further identified the staff in the Detective Division and their duties and responsibilities. He further commented on the City' s participation in the Southeast Volusia Narcotics Task Force. Chief Schumaker identified there were six patrol officers patrolling the City on any given day, traffic officer, sergeant, corporal, two patrol officers and an early car. Chief Schumaker further identified what and who the Administrative Lieutenant was responsible for. He then commented on the dispatchers and their duties . Mayor Hayman commented on a call he received from an irate citizen asking him if he was aware of a halfway house in the City that was going to be placed at the corner of North Ridgewood Avenue and the 4 Council Orientation Session January 4, 1993 street north of the Edgewater United Methodist Church (Evergreen Avenue) in a yellow house. Mr. Karet confirmed he was aware of it but it wasn' t necessarily a halfway house. He offered to discuss this with Mayor Hayman at length. Chief Schumaker referred to the red and blue lines on the organizational chart which indicated who reported to who. He further commented on the reason for chain of command in a police or military organization. He further identified there was a staff meeting held every morning between himself, Lieutenant McEver, Lieutenant Britain and Sergeant Bennett. Chief Schumaker further commented on Lieutenant McEver being well trained to do polygraphs and being able to eliminate things on an investigation just by doing a polygraph. He spoke of the opportunity to establish early on what they are dealing with. Chief Schumaker commented on an article in the Sentinel that dealt with the Edgewater Police Department. He further identified how much Edgewater, Deland, and New Smyrna Beach pay per population for police services . He then commented on Edgewater probably having the finest crime statistics among any of those cities . There was a recess called at this time. UTILITIES DEPARTMENT Director of Utilities Terry Wadsworth made a presentation regarding the organization of the Utilities Department by identifying the experience and the number of years the supervisors have including himself, the Water Plant Supervisor, Wastewater Plant Supervisor, and the Field Operations Supervisor. He further commented on there currently being 12 employees in Field Operations, 10 employees in Water, and 6 employees in Wastewater. Mr. Wadsworth commented on the Field Operations/Administration due to the interaction with the public and the contractors . Mr. Wadsworth commented on the CIP with regard to the substantial completion of the new Water and Wastewater Plants . Mr. Wadsworth identified there were pictures on the table in the back of the Water Plant and Wastewater Plant during stages of construction if anyone wanted to look at them. Mr. Wadsworth further commented on the State requirements for the Water and Wastewater Plants with regard to the CIP. 5 Council Orientation Session January 4, 1993 Mr. Wadsworth then commented on the duties and responsibilities of Field Operations, which included new line installation, hydrant installation, major repairs, and repairs and installation to the sewer system. He further commented on the amount of repairs they had done last year, the year before and this year. He further identified they were in construction mode and were not really doing their day-to-day normal operations . Mr. Wadsworth commented on the water taken in at the Water Plant having to be treated to meet all of the standards of the regulatory agencies . The City currently had 10 wells. He further identified they would have 5 million gallons per day capacity for the new Water Plant. He also identified the new wellfields that would be there that he hoped would get them through to 2005 or 2010 depending on the growth of the City. Mr. Wadsworth then went on to comment on Wastewater paralleling the type of operation at the Water Plant. They receive the product and treat it to meet all local, Federal and State standards . He further identified they have to deal with more agencies with wastewater than water. He further commented on the expansion of the Wastewater Plant. He also spoke of putting a collection system in Florida Shores to avoid contamination of water supplies and natural water bodies. He spoke of next year trying to divert all effluent to irrigation use. FIRE & EMERGENCY MANAGEMENT Fire Chief William Vola commented on the mission statement of the Fire Department and their primary and secondary functions which is accomplished through fire prevention, inspection programs, fire suppression, emergency medical services and disaster preparedness . They had 10 career personnel and 40 volunteers. He then commented on the Operations Division and their interaction with the public. Chief Vola then commented on the Life Safety Division with regard to education and engineering as they relate to safe practices . Chief Vola then commented on the Emergency Management Division with regard to disaster preparedness . Chief Vola went on to speak about organizing a quasi-military structure similar to the Police Department which had proven to be the single most efficient in times of crisis . Chief Vola further identified they had been providing an average of 5 emergency calls every day. Last year they provided direct, hands-on medical services to over 2,200 people in Edgewater. He also identified 75% of their calls were for medical emergencies, 15% were for accidents and 10o were for fires . 6 Council Orientation Session January 4, 1993 Chief Vola then commented on the Fire Chief in Port Orange doing a research project regarding the consolidation of the County' s Fire Services . He further identified the City provided quality services at about $35 per capita and that same service was provided in New Smyrna for $120 per capita. Mayor Hayman referred to the Fire Department' s goals and asked what the fire prevention and protection ordinance was that was referred to by Chief Vola, which he identified for him at this time. Mayor Hayman informed him the only problem he had was with the number of people that are in business that belonged to the Chamber of Commerce were a minority. Councilman Jones also referred to the goals with regard to providing life support by January 1995 and asked where they were at with that vision, which Chief Vola identified for him. There was then discussion regarding being computerized by the end of the year with regard to Material Safety Data Sheets and this being crucial to the HazMat response. ENGINEER ACTIVITIES City Engineer Kyle Fegley commented on the Engineering Department, which had only existed for two years. He spoke of the main objective being to reduce the use of outside consultants . There were only two full-time employees in the Engineering Department and they utilized some of the administration from Public Works . He further commented on the functions of the employees in the Engineering Department which included integrating City policy, developing design standards, developing utility base maps, providing city-wide street lighting, overseeing by managing and monitoring the CIP improvements by coordinating with Mr. Wadsworth and the consulting engineer. Mr. Fegley then commented on the status of the infrastructure improvements in Florida Shores . He estimated a substantial completion date of January 15th for Phase One. There was then a discussion regarding whether or not they had everything from the engineer and the contractor. Mr. Fegley further identified there were some minor field modifications that needed to be done. There was a discussion if the engineering drawings would be housed at the City or if they would be housed at DRMP. Mr. Fegley confirmed the City would have a set of the record drawings. Councilman Hays questioned if they weren't done by January 15th what recourse they had. Mr. Fegley described there were penalties that 7 Council Orientation Session January 4, 1993 would be assessed to the contractor if it was due diligence against the contractor. There was then a discussion regarding DER' s involvement as it related to monitoring and inspections . Mr. Fegley then provided an update on Phase Two which was currently under way. They hadn' t received the Notice to Proceed for Phase Three but expected it shortly. The Phase Four bid opening had been advertised for January 12th. Mayor Hayman asked about the goal of establishing an Auto Cad System. Mr. Fegley informed him they currently had an Auto Cad system online and had the plotter so they could reproduce. City Manager McMahon commented on tying into the County and seeing what they can really accomplish. He further commented on this being expensive. PUBLIC WORKS Director of Public Works Carl Overstreet made a presentation by describing the functions of the Public Works Department with regard to the Building and Maintenance Division, Street Division, Administration, and Stormwater Division. Councilman Jones expressed concern with the City' s grader hitting the manholes once the sewers were in place in Florida Shores . Mr. Overstreet addressed his concerns. There was further discussion regarding the current equipment being used by Public Works . SANITATION Solid Waste Division Supervisor A J Hutchins made a brief presentation with regard to the Incinerator Operation. He had four rubbish trucks that pick up a daily route with eight routes, each truck had two routes allowing residents to have their garbage picked up twice a week. On Wednesdays they picked up bagged leaves and grass . Mr. Hutchins further described how he handles the pickup of large items and the process for hauling or incinerating garbage. He also made mention of the City now having a chipper. Mr. Hutchins then commented on what would warrant an extra trash pickup and the charges associated with this that are charged for disposal . Mr. Hutchins then commented on recycling and Southard' s Recycling being chosen through a bid process due to being able to do it cheaper. He then presented the recycling statistics . With everything that was 8 Council Orientation Session January 4, 1993 being recycled they were at 30%, which was what was being mandated by the State to be achieved by January 1, 1995. Mr. Hutchins commented on the department being an Enterprise Fund and being self-supportive. He identified the residential rates for rubbish and recycling and that commercial rates depended on the volume. Mr. Hutchins then identified his main objective over the next year being commercial recycling by commenting on a program he had been working on. Councilman Hays questioned it was being able to sell for a profit or being able to get the volume they need to take out of the landfill. Mr. Hutchins identified it was more about the volume due to it being more difficult to get 100% participation with commercial recycling. They feel their time is worth more producing or selling the product than it is to recycle and they get more resistance. Mr. Hutchins then commented on having an exclusive franchise agreement for commercial rubbish in the past. That has expired. He then described offering the exclusive franchise agreement with the contingency they source separate everything they pick up in the City and guaranteeing they can pull 25% out of the reduction. He further commented on there being no increase in rates . He further described he wanted them to believe this would work at no cost to the customer, no cost to the City and they would have 100% participation whether they wanted it or not. Councilman Hays asked where they stood with the oil igloos that were part of the recycling program and if they had gotten another one. Mr. Hutchins informed him they did get another one. He commented on the difference in the amounts that were being dumped at each igloo. He commented on the volume they have gotten but it continued to grow. There was then a discussion regarding the Hazardous Waste Collection program and this being regulated by the State and the City not being involved and the collection being done by licensed contractors. Mayor Hayman spoke of Chief Vola' s Hazardous Material requirements and having to have all of the Material Safety Data Sheets and the firefighters having to be aware they may be exposed to other things . He felt somebody needed to know who the generators were. He has seen the City of New Smyrna Beach pick up the garbage at two doctors offices . PARKS AND RECREATION Parks and Recreation Director Jack Corder passed out a handout. City Manager McMahon commented on Mr. Corder interacting with more boards than any other department. He believed Council intended to look at 9 Council Orientation Session January 4, 1993 the different boards and appointments . He asked Council to consider consolidation of some of the boards due to overlapping. Mr. Corder made a presentation by describing the organization and functions of the Parks & Recreation Department. He further described the special events they are involved with. He then commented on the recreational programs the City offers . He further described the amount of staff he has to handle the functions within his department. Mr. Corder then commented on the advisory boards he was involved with. There was further discussion regarding more than one board trying to accomplish the same thing. City Manager McMahon described boards feel very compelled to generate a certain amount of achievement and work to justify the existence and when they do that they generate tremendous work for staff. Mr. Corder then presented an update on the grant the City received for the beautification of U. S. #1, Riverwalk going out for bid, and the resurfacing of the Whistle Stop tennis courts. Mr. Corder then commented on his budget with regard to operating costs, personnel costs, fees and grants . Councilman Jones didn' t see the Senior Citizen Advisory Committee on Mr. Corder' s list of boards. Mr. Corder identified that as being an ad-hoc committee. PERSONNEL OPERATIONS City Manager McMahon then made a presentation about Personnel Operations with regard to the duties of the Personnel Advisory Board, an Employee Advisory Committee that would be comprised of employees, employee policy and procedure, employee benefits and performance appraisals with regard to raises being based on pay for performance. He also commented on the City' s job descriptions being updated as a result of a study done by Hammack Enterprises and cost of living increases . He further commented on the grievance process . CITY MANAGEMENT AND STANDARD PROCEDURES City Manager McMahon then commented on City Management with regard to leadership and team concept. He further commented on Standard Procedures and Policies and Goals and Objectives . Mayor Hayman presented comments regarding previous administrations discussing what they should do as far as the City' s Boards and Committees that tend not to be doing what the public, Council and staff think they ought to be doing. He spoke of identification and assessment of key strategic issues being transmitted into corporate 10 Council Orientation Session January 4, 1993 objective and policy. He felt the problem as he saw it was Council in the days to come would have to develop goals and objectives for the City. He also commented on having a comprehensive, long range plan in place. He also felt they needed to fix if they can the economy of the community by making things easier and better for people to do business . He further commented on having an Administrative Code. He spoke of having unanimous support of the Council on the things he wanted to do or he wouldn't pursue it. Mayor Hayman then commented on having more understanding that he didn't have before as a result of the Orientation Session. City Manager McMahon commented on Edgewater having a tremendous staff who knows what they are doing. Councilwoman Martin commented on a program that was put together a couple of years ago where they accomplished a lot. She didn' t want to go through it again. Councilman Hays spoke of most places having an orientation program for any new employees and suggested creating a video for all employees to watch. City Manager McMahon commented on a retreat that the City of New Smyrna did. City Manager McMahon complimented Council and felt they did a heck of a job knowing what they had to work with in terms of what prior information had been given to them and what orientation they did have. Councilman Hays spoke of learning from other people' s mistakes . Councilman Mitchum felt having an orientation program would educate everyone in the process of what they need. ADJOURNMENT There being no further business to discuss, the Orientation Session was adjourned. Due to there being no notes and only a recording of the meeting, the start time, recess and reconvene times and adjournment time were not available. Minutes submitted by: Lisa Bloomer, CMC 11 Council Orientation Session January 4, 1993