03-22-2000
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City of Edgewater
Employee Advisory Committee
March 22, 2000
Minutes
A meeting of the City of Edge water Personnel Advisory Commmittee was called to order at 2: 14 p. m.
on March 22, 2000 in the City Hall Conference Room.
ROLL CALL:
Deborah Sigler, Chairperson
Tracey Barlow
Jack DeRosier
Patricia Hayes
Calvin Ayers
Thomas Smith
Also present were Elizabeth McBride, Assistant to the City Manager and JoAnn Richard, Recording
Secretary.
APPROVAL OF MINUTES:
None at this time.
COMMUNICATIONS/REPORTS:
There was discussion regarding a City Wellness Program. The suggestion was submitted by Terry
Wadsworth in an Interoffice Memorandum (attached). Chief Barlow stated he was in support of this
program and suggested that the committee should make a recommendation to the City Manager to
negotiate an agreement with the YM.C.A. similar to other area cities such as Port Orange as stated
in the memo.
T om Smith stated that employees in his department are all in favor of a City Wellness Program and
it would be beneficial to the City to have an agreement with the YM.C.A.
Chief Barlow explained that his department has a certain amount allotted in their budget as an
incentive to use the YM.C.A., to keep his employees physically fit. He explained that his employees
get a physical assessment annually. He felt is would be a plus for the YM. C.A. to have the exposure
from the City employees.
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Chief Barlow made a motion that the City Manager adopt a City W ellness Program with the
YM.C.A. With second by Patricia Hayes. Motion CARRIED 5-0
Tom Smith inquired as to a family option along with employees.
Chief Barlow said that a family option may be something that could be negotiated in the future, but
he didn't foresee it happening right away because of the overhead, etc.
Jack DeRosier said that Port Orange was employees only.
OPEN DISCUSSION:
Deborah Sigler, Chairperson, explained that at every meeting they would have an "open discussion"
regarding policies, procedures, language in the handbook, etc.
Deborah said many issues have been brought to her attention one being the subject of nepotism. She
asked if any other committee members had any input or had heard anything pertaining to nepotism.
She explained that in many cases employees were hired with no knowledge that a relative worked in
their department.
Jack DeRosier felt it was discriminating to not hire relatives, and that their job performance is what
mattered.
Deborah explained that it is the City's policy that you could not work under the supervision of
someone who is a relative.
Chief Barlow explained he was a prime example of nepotism, and that the City Manager had to
consult with the City Attorney before he was promoted. He said that the statutes may dictate what
we can and cannot do.
Deborah said that if any employees ask about nepotism, that new hires are not asked if they are
related to other employees because we have no policy against hiring relatives. It may present a
problem only if a new hire is supervised by a relative.
Deborah brought up another issue regarding comp time. She said the PEA representative requested
her to bring this topic to this committee to possibly come up with a City wide consistent way of
dealing with comp time. She explained that it doesn't seem possible to have a City wide plan because
every department has different work times, schedules, etc. She explained that any employee
scheduled to work over their normal 40 hour work week is entitled to comp time or overtime. She
suggested that when a supervisor asks an employee to work over the 40 hours it should be decided
at that time if the employee will receive comp time or over time. The hand book says that if you have
comp time on the books it has to be used within thirty (30) days whenever possible. A log should
be kept within each department of all comp time used so that when an employee leaves the City we
will have a record of their comp time.
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Jack DeRosier explained how his department's log works, and how it has worked for them for six
years.
Deborah said that each employee should be handled in a consistent manner within each department.
Chief Barlow suggested that each department should draft a written policy for their department and
submit it to Personnel.
Deborah explained that the Fair Labor Standards Act says anybody that works over their regular time
will either get the comp time or overtime within that week. That is sometimes unrealistic. Our policy
cannot be more stricter, but can be more generous.
The next issue discussed was Page 37, Section 11.15 "Use of City Property" in the Personnel Policies
and Procedures Manual. Deborah explained that the City Manager agreed that the wording in
Paragraph "C" needed to be changed to be read more clearly.
She said it was questioned if City vehicles are considered City property and they are. Ifan employee
caused an accident in a city vehicle, was cited by the Police Department, and there was significant
damage done, the employee would be responsible for the maximum of$200. 00. The way this section
reads now the employee could be held responsible for an unlimited amount. The way the discipline
was handled previously, if the person so chooses they could forfeit vacation or personal time in lieu
of paying the money.
Chief Barlow recommended that it should state that the insurance deductible is $200.00 so there is
something to justify the amount the negligent employee will have to pay.
Calvin Ayers asked if this was legal.
Deborah answered that it is legal, but the City couldn't garish their wages. She explained that so far
no employee has paid the dollar amount they have only forfeited vacation time.
Jack DeRosier said that the City could punish an employee twice by making them forfeit their
vacation time and suspending them at the same time.
Calvin Ayers expressed his opinion that the Safety Committee should decide if an accident was just
an accident or negligence.
Deborah explained that there are safety incident reports filled out, and she and the Safety Officer
review them. The supervisors are the ones who sign off and make comments. She said this is
something they really need to think about before the next meeting.
Calvin Ayers questioned the wording in Section 11.15 referring to City property. He asked what if
there was damage done, but not to City property?
Jack DeRosier mentioned damaging the phone cables, etc. He used the example if one of his
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employees was mowing U.S. 1, and a rock flew and hit a rear window of a vehicle, would the
employee be responsible?
Calvin Ayers said the way it is written now the employee would be responsible.
Deborah said before the next meeting the board should talk to other employees and get feedback.
Other cities have a dollar figure and that is where our language came from. One other city that she
talked to had steps. Ifit was an employee's first accident he paid $10.00, second $50.00, and third
$100.00. She explained that the $200.00 doesn't apply to everything, only if the employee is
negligent or at fault.
She explained the negligence would be determined by the Department Director, and that the decision
is appealable to this committee.
Tom Smith would like to see other cities' policies.
Chief Barlow suggested forwarding those policies so that they could review them before the next
meeting.
The board decided the next meeting would be Wednesday, June 21,2000 at 2:00 p.m.
ADJOURNMENT:
Tom Smith make a motion to adjourn seconded by Patricia Hayes. Motion CARRIED 5-0.
Minutes submitted by:
JoAnn Richard, Recording Secretary