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06-27-1983 - Workshop , ~ ~ " ~. ~. u u CITY OF EDGEWATER Council Workshop June 27,1983 Mayor Ledbetter called the Council workshop to order at 10:00 A.M. Monday, June 27,1983 in the Community Center. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Councilman Jack Spencer City Attorney Jose Alvarez City Clerk Nancy Blazi Police Chief Earl Baugh Lt. Bill Rickelman Present Present Present Present Present Excused Present Excused Present Mayor Ledbetter opened the discussion of the first item on the agenda: Building Official's Review. Mr. Bradshaw was at this time requested to attend the meeting, and Lt. Bill Rickelman arrived to fill in for the Police Chief. Mayor Ledbetter stated that Councilman Spencer requested this item be on the agenda, so he was asked to begin. City Clerk Nancy Blazi informed the Council that Mr. Bradshaw's probation period ends July 12th. Councilman Spencer suggested that Mr. Bradshaw's performance, health and salary be discussed. He spoke that Mr. Bradshaw has demonstrated an excellent knowledge of the necessary codes that are needed to fill the obligations of this position. He feels some upgrading is being done, which is a good idea and that it is a benefit to the City to have this position an employee of the City,than the way it was pre- viously. Councilman Spencer summed up by saying that he thinks Mr. Bradshaw is doing a very safisfactory job. Councilwoman Bennington asked Mr. Bradshaw several questions regarding the inspections he is able to perform. She brought out the question of how much time is being spent on Code enforcement, adding that it was her understanding when Mr. Bradshaw was hired that he was hired as Building Official and Code Enforcement Officer. This would mean that while he is out on an inspection, if he becomes aware of a code violation he is responsible to write this violation up and bring it before the Code Board. Mr. Bradshaw spoke that these are two separate jurisdictions. If someone brings a complaint to the Code Enforcement Board, it would be his job as Code Enforcement Officer to go out an investigate that complaint. He agreed that if he was out in the field in his Building Official capacity and saw a code violation, he would be responsible to bring this to the Code Board's attention, however he has not had the time as yet to look for such violations. Councilwoman Bennington questioned how long it takes an individual to get their building permit from the time they apply in his office for one. Mr. Bradshaw answered that it has been somewhere between three to five days. o u Councilman Asting questioned if the advisory boards have utilized Mr. Bradshaw's services for information regarding their activities? Mr. Bradshaw stated that he has been requested to attend one Planning Board meeting since he has been with the City. He also answered a question regarding site plans, which was that he does have some site plans to review but has not had the time to do so. Councilman Asting stated that previously Mr. Bradshaw indicated that he should have some kind of identification and questioned whether this has been taken care of? Mr. Bradshaw stated that he has not been able to get over to the Police Department in order to have his picture taken for the iden- tification card. He also answered that he has had no trouble with anyone questioning his authority. Councilman Wargo asked Mr. Bradshaw why he has not had a chance to do all of these things? Mr. Bradshaw explained his daily routine to the Council, stating that there are almost constant phone calls coming in with questions and inspection requests, etc. Councilman Asting asked how many homes are presently under construc- tion that require inspections at various times? Mr. Bradshaw answered there are approximately sixty (60)presently under construction. Councilman Spencer brought out the fact that Mr. Bradshaw had recently been hospitalized and he feels the Council should request him to provide a statement from the doctor indicating his physical condition is such that he could carry out the duties of the Building Official. Mr. Bradshaw spoke to the Council regarding his health and the testing that he went through at the hospital. They found absolutely nothing wrong with him. He knows it was nothing but stress, the very morning that he became ill he had informed Mrs. Blazi that he was going to have to cut back some. The pressure of rushing and always being behind was getting to him. Councilman Asting asked what Mr. Bradshaw feels he needs in the line of help in his department? Mr. Bradshaw stated to set up a proper department for the- immediate future a secretary in the office would suffice. The answering of the phone and record keeping, filling out of cards for inspections, could all be done by this person. These duties are time consuming for him. Councilwoman Bennington questioned whether the stress problem is going to be better with a secretary or whether after a few more months it will be worse? Councilman Spencer suggested that the Mayor poll the Council regarding Mr. Bradshaw's being hired, since formal action can not be taken until the meeting later this evening. Mayor Ledbetter stated that the greatest concern he has had expressed to him is the constant comparing the City of Edgewater with the City of Winter Springs. The other problem he has within the Building Official's department is checking the license of the sub-contractors. He added that he has no problem with the secretary and he is satis- fied with the fact that Mr. Bradshaw is going for a stress test. He is willing to extend the probation period another sixty to give Mr. Bradshaw a chance to take his stress test and come back to the Council with a clean bill of health and with the appropriate help maybe some of the stress will be taken off the man. -2- o u Mr. Bradshaw spoke to the Council regarding the insurance coverage and his probationary period. He does not object to an extension of the probationary period, however he would prefer some insurance coverage prior to that. Councilman Spencer expressed his opinion that there is not really any need for a sixty day extension since Mr. Bradshaw is going to the doctor this week. Councilwoman Bennington remarked that it is not Mr. Bradshaw's performance that she is as concerned with as it is his health and whether the stress of the job is going to be too much for him even after he has the help he needs. She would prefer at least a thirty day extension to his probationary period in order to determine if this works out with the help, if he catches up and if he can fulfill some of the other functions within his jurisdiction. There was discussion again at this time about the responsibilities held by Mr. Bradshaw in regard to the Code Enforcement Officer's duties. Mayor Ledbetter explained to Mr. Bradshaw that his recommendation to extend the probationary period is no reflection on the job that he is doing. It is merely due to the health factor and as far as the insurance matter is concerned, many other places of business do not cover their employees on an insurance plan other than work- mens compensation. Councilman Asting stated that he would like to see Mr. Bradshaw work for a thirty day extension with the appropriate help in the office. Mr. Bradshaw reminded the Council that there were some matters they wanted explanation for. He explained that it is his policy to change anything administratively without asking, however if it is an ordinance, he does not have the right to change it. He proposed a new method of arriving at the building permit fees be put into resolution form and upgraded. This would not be increasing the fees, just a different method of arriving at the fees. He would like to set up a system and have the Council decide whether to use his system. He gave some examples of what he is talking about. It was the concensus of the Council that Mr. Bradshaw should prepare a recommendation of the changes for the Council to approve before he goes to a new system. It was agreed that this is a very good idea. Mr. Bradshaw reminded the Council that when he was hired it was understood that salary would be discussed at the end of his pro- bationary period, which was a ninety-day period. Councilwoman Bennington questioned the proper procedure to follow in regard to the extension of the probationary period and whether the figure of $20,000, which is what Mr. Bradshaw informed the Council of earlier should be considered at the end of the proba- tionary period or the extension period. Her question was directly if this salary figure is granted at the end of the normal proba- tionary period is he going to expect another increase at the end of the extension? Mr. Bradshaw explained to the Council that he feels this figure is a fair one considering his experience and duties and he is not expecting anything further, except that he should be included in wh~tever goes on with the rest of the system affecting all of the employees. His closing statement to the Council was basically that slnce he was hired he has felt ignored and he did not know where he stood. A little moral support is needed which does eliminate some stress in itself. He feels that he can easily handle the position as long as he gets the assistance he needs. He added the cooperation from the employees has been appreciated and he has never worked with a nicer group of people. -~ ~ o u Note: At this time the tape was not working. According to the notes available, Councilwoman Bennington presented a proposal to the Council regarding the separation of authority in the administrative office. A copy of this proposal is attached to these minutes. City Clerk Blazi informed the Council that the City Manager was appointed the Personnel Officer and the personnel records were kept in his office. The Council members began asking questions about the job descriptions. There was discussion regarding the evaluation of the department heads. Councilman Spencer voiced his opinion that the Personnel Officer could evaluate the department heads, subject to the approval of the Council. Also this person can make recommendations for hiring and firing, again subject to the approval of the Council. City Clerk Nancy Blazi asked about the agenda preparation; if this would fall under the City Clerk's responsibilities to handle and then submit to the Finance and Administration office. Councilwoman Bennington explained the proposed intent is that this would fall under the supervision of the Finance and Administration Director, to be perhaps performed under the City Clerk. She also explained the feeling was that public relations would be under the City Clerk... when a complaint comes in the City Clerk would make sure it went through the proper channels, if it could not be handled, then it would go to the Finance and Administrative office and comes to the Council. Councilman Spencer questioned the responsibilities of the Personnel Officer. He asked if it is set by ordinance that this individual is ~ responsible for negotiating with the employees' association. Mayor Ledbetter stated that the Council can appoint whomever they wish as representative of the City in regard to the union contracts. Councilwoman Bennington spoke to the Council about the draft she prepared for the Planning and Building Departments. She added that she has always felt that the Zoning and the Building go hand in hand. Moving the two girls over to this building will provide. the necessary help for Mr. Bradshaw and also make some needed space available in City Hall. These employees are quite capable, and at this point we would not have to hire another employee. It was clarified that this will not be taking any room away from the Fire Department. As far as the offices in City Hall, she would. like to have the former City Manager's office opened up with a conference table to be used for meetings when possible. In some cases there is no reason to air condition and light up the entire Community Center for a meeting. The office that the girls in the Planning Department will be moving from, is proposed to use as the City Clerk's office. The copy machine should be moved back into this room away from the customer window. There is also no reason for the. office supplies to be taking up space in the vault; they should be moved out into this office for the City Clerk to control. At this time City Clerk Nancy Blazi read the job description of the Personnel Officer. Mayor Ledbetter recommended that the Council screen all employee applications, as they use to do. Councilman Spencer expressed that he feels they should have the confidence in the department heads abilities and the Council. should not review every employment application. A meeting would have to be called every time an application was submitted. -4- o o Mr. Walter Gross was given the floor, he spoke to the Council regarding their relinquishing their duties to the City employees and his suggestion was one aide to the Council to take care of some of these problems. Councilman Spencer stated that he feels this is a very active Council, however there is a limit to what the Council can do as far as being involved in all of the detailed daily decisions. Mayor Ledbetter stated that he agrees to some degree with what Mr. Gross is saying. He added that the City has problems and this Council should exert their authority and take care of some of the mess that is going on. This Council is responsible to the tax payers of the City. He added that as long as this proposal has no conflict with the charter, he has no problem with it. He would like the Council to look this over and also to read the duties of the City Clerk as written in House Bill 1668. He stated that the citizens let us know that they did not want a City Manager, but we have got to make a change for the benefit of the people in the City. Councilwoman Bennington explained that she spoke with the city attorney regarding the separation and according to his opinion we can make this change as long as we are not changing the form of government. We are not changing the form of government, and right now the Finance Director is performing some of the duties and the City Clerk is performing some of the duties as spelled out in our Charter. The intent of this is to solve a problem that we are having in communications; we need a chain of command. ~ouncilman Asting pointed out that the Charter does not call for a Finance and Administrative Director. Also, it seems that we are dividing responsibility by having a Finance and Administrative Director and a City Clerk. It may become confusing as to whom to hold responsible for what. Councilwoman Bennington stated this is why she drafted the job descriptions; this way everyone could see the certain duties and a separation of duties was the intent of this plan. If a job wasn't done there will be one individual responsible, yet no one person will have control of everything as did the City Manager. City Clerk Nancy Blazi spoke that long before the City Manager form of government was in effect, she felt that there needed to be a separation between City Clerk and Finance Director. Councilman Asting voiced his opinion that these duties can all be handled by one individual. He feels that the title should be City Clerk/Finance Director and one person should be named as such. There was discussion about the Finance Director's job being a designated function under the City Clerk. Councilman Asting again stated that this responsibility is now listed as a function of the City Clerk. Councilwoman Bennington repeated that she has simply separated the duties into two job titles both of which would be answerable to the City Council. She explained that the City Clerk would attend the Council meetings and be responsible for recording the minutes and distributing the directives to the various departments as the Council determines. The Finance Director, would also attend the meetings, and be responsible for seeing that these directives were carried out. This would serve as a check and balance system. Mayor Ledbetter commented that he would definitely be glad to see a check and balance system, due to the experience he had in the past with some Council members receiving material that other Council members did not receive. -5- o ~ Councilwoman Bennington gave an example of work being done by the Finance Director presently which is listed as a duty of the City Clerk. There was discussion at this point about the Clerk's Cash Statement. Councilman Spencer commented that this seems to be a positive approach to the present situation, although he agrees that perhaps there may be some confusion with the divided responsibilities. This could be administered on a trial basis and if it works out that will be great. The workshop recessed until 1:30 P.M. Reconvene 1:30 P.M. Mayor Ledbetter asked if there was any more discussion regarding Councilwoman Bennington's proposal. ~ Councilman Spencer stated that he feels this could be instigated on a trial basis and it certainly seems to be a good starting point. He questioned if the Council puts this plan in effect, the next item to consider is how to staff it. Councilwoman Bennington admitted that she did have individuals in mind when preparing the proposal, however this would be a Council decision. She did review all of the applications we received for City Manager and although there are several very qualified people she would like to promote from in-house. She suggested that Connie Kinsey be considered as Finance and Administration Director and Nancy Blazi would remain as City Clerk. There has been no consider- ation to this point about a Personnel" Officer. City Clerk Nancy Blazi pointed out to the Council that negotiations are coming up soon, and a decision should be made as soon as possible regarding the Personnel Officer. She added that her opinion is this responsibility should fall under administration. This person would be responsible for evaluating department heads and sending the rec- comendations to the Council for approval. We also have other per- sonnel matters that need attending to and at present there is no one with the authority to do so. Mayor Ledbetter stated that there have been several items recently that concerned personnel which were never brought to the Council, therefore he has a problem with a Personnel Officer. At this time there was a discussion about a particular personnel matter and the manner in which it was handled. Councilman Spencer's opinion was that every personnel matter should not be brought up at a public Council meeting, however if the Council feels they should be informed of all personnel matters we should inform ~the department heads of our wishes. Mayor Ledbetter stated that he would like to have first hand know- ledge of such happenings, rather than being told by a citizen. Councilman Wargo commented that anything of importance should be brought to the Council's attention, however they should not be getting memos on everything. It was agreed that this is the feeling of the Council. Councilman Spencer asked Mrs. Blazi and Mrs. Kinsey how they felt about this proposed plan. Mrs. Kinsey stated she would be willing to give it a try. Mrs. Blazi suggested one change; that the agenda be put under the responsibilities of the City Clerk. -6- u u It was agreed that this was a reasonable change. Mayor Ledbetter pointed out that there is a consideration of compensation for Mrs. Kinsey's added responsibilities to be brought up. It was decided to discuss this matter at the special Council meeting later this evening. The next item on the agenda is the Parks & Recreation Superintendent. There was discussion that perhaps someone within the City's employ- ment should be appointed temporarily in charge until someone is hired. Mayor Ledbetter suggested that since Ms. Greenwood has a slight disability presently maybe she would take on this responsibility. There are two men in the department who can do the physical work, that she is not able to do right now. It was agreed that this would be a temporary solution and Council- man Asting stated that the City is going to be in need of a Parks and Recreation Director before too long. Councilman Spencer suggested that the jobs of Parks and Supervisor be combined with the Recreational Director. that with the recent grant reward, we are going to need this capacity. Recreation He agreed someone in There was discussion about the job description. It was agreed that this would be a good job for the Parks & Recreation Board; drawing up the appropriate job description. Councilwoman Bennington suggested temporarily this department be put under the supervision of the Public Works department head, adding that perhaps in the event there is too much to be done by the three people in this department Mr. Copeland can put a couple of his workers on a job with them for a day or so. Mayor Ledbetter explained that this arrangement did not work before when it was under that department. There was discussion about the building maintenance charges, which are now expensed to the Parks & Recreation budget. Mrs. Kinsey explained the present procedure, stating that a change is proposed for the next budget. In answer to questions from Mr. Cameron it was explained that an advertisement may be put out and interviews made in regard to the Parks & Recreation Superintendent position. Mr. Mike Thomas spoke to the Council of his appreciation that they are showing an interest in the recreation. He explained that the Edgewater Athletic Association is not asking the City for money, all they are asking is for support from the Council. He sees the advancement that has taken place in the last three years and most of the progress is due to the support; we are headed in the right direction. Councilwoman Bennington began a discussion regarding the fence above the handball courts. Children are climbing up to retrieve their tennis balls and something has to be done over there. Mr. Gross spoke to the Council of a moto-cross track being needed in Edgewater. Mayor Ledbetter passed this information to Mrs. Thomas to have brought up at the next Recreational Board meeting. -7- , I u Q Mayor Ledbetter stated that due to the 4th of July falling on a Monday this year, there will be no need to have any of the employees called out on a day off. The pick up work can be done on the next working day. Other City Personnel matters: Councilman Asting brought up the item of the letter from the union representative regarding the evaluation of the City department heads. Another item is the request from the Police Chief to pur- chase a base station in the amount of $2500. Mayor Ledbetter expressed his opinion that the Police Chief should have requested Council permission to go out for a new base station. Also, he does not feel that the City's Water Department and the Public Works interfere enough on the channels to justify spending this additional amount of money to change the crystals and buy a new base station. There was discussion among the Council members and Lt. Rickelman regarding the use of the radio channels. Lt. Rickelman explained that lately the interference has been enough to be annoying. He added that it could happen that the dispatcher has to wait for a conversation to end in order to warn a police officer of a possible dangerous situation. Just one time may be too many in a case like this. Discussion began on the evaluations of the department heads. Councilman Spencer stated that since the Council has had the sessions with the department heads, he feels that each Council member should fill out an evaluation form on each department. City Clerk Nancy Blazi reminded the Council if they are going to appoint a Personnel Officer, perhaps that individual could prepare the evaluations for Council approval. Councilwoman Bennington commented if the Council chooses to ask Connie to take this position and she agrees, the fact remains that she is over due an evaluation for her past performance. Councilman Wargo questioned if all of these department heads are in the certification of the bargaining unit? City Clerk Nancy Blazi informed that all but the Chief of Police are covered by the bargaining unit, however the Personnel Guide which was adopted by Council does cover all personnel. Councilwoman Bennington began a discussion on the proposed Merit Pay Plan. She suggested that this be considered as soon as possible. The Merit Board has done a lot of work on this and it should be acknowledged. Councilman Spencer brought several items out that he feels need modification. He stated his opinion that every supervisor should have a limit put on them as to how many merit increases they can grant each year. A plan like this is going to enable every employee a merit increase. City Clerk Nancy Blazi said this is what has been happening in the past and we are trying to avoid. Mayor Ledbetter added that in the past employees have been given one or two raises during the year because their supervisor likes them and another employee hasn't been given any raise. Councilwoman Bennington agreed that the supervisors should limit their budgets in regard to salaries and they should stay under -8- . ., c u o their budget, however there should not be anything in writing limiting the merit increases. It was agreed that this matter should not be put on the agenda for the meeting this evening, but a decision should be made as soon as possible. Mayor Ledbetter asked for some idea of when some of the Council members are going to be on vacation, so he can arrange his vacation schedule. Councilman Spencer asked to be excused from the July 6th special meeting, and the regular meeting July 18th. Councilman Asting is going to be on vacation during the last of July and the first couple of weeks in August. Councilwoman Bennington reminded the Council that we have been waiting for a full Council to elect a Vice Mayor. This should be on an agenda soon. Mr. Billups congratulated the Council on their willingness to work together; he sees this as quite an improvement for the City. Mayor Ledbetter brought out for the Council to consider appointing another Deputy Clerk in the event of both Mrs. Blazi and Mrs. Wads- worth being out at the same time. He added that Mrs. Kinsey had to fill in the other day in order to handle absentee ballots. Councilman Asting made a motion to adjourn the workshop. Adjourn. Minutes submitted by: Debbie Sigler -9- I "1 g '1 0. f-'. :J II' rt f-'. :J l1Q -I f:? '0 CD ~ f-'. ~ '1 '<: gQ:Jo..oo o c:. . 0 ~, '1 rt rt ~ '1 ~.. . f-'. CD l1:" 0. ::00 CIl 'OCIl _ CD:J ::0 CD r, ~CIl m~~~, rt 0 f-'. ~ rt f-'. t-' rt rt f-'. o . 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I I r 'I o )> " ...I. c....J. ,3::l ctl ......w O::l::l rt......o o VI (I) ,rt ,QI /01 ::l rt 0... ...... o ::l )>n:;03:n g-=:~ ~~......, --' --' en -'. n -' rto...~wc:O" ctlctl , -O,::S QlW ,::SO ~ to ctl ..... 3 QO 0 VI - ::l -0 Vl c> I'Tl c:c:,-"..... 0" "'C 0... ctl ::l -" "'C. 0 c: rt ...... -" rt rt o ...... QO ...... ctl (I) oVln :;:;:lVl:;:;:l::l ....... ctl ctlVl -"........ VI woo rt -t, ....... ...... -t, . 0...... ::so VI (I) ......., (I) , n 7' o c: ::l o ...... -" ~ <vJ o u #1 JOB OESCR! PTI ON CITY CLERK o UTI ES Attends all meetings of City Council and maintains accurate records of all Council proceedings. Processes, records, files and advertises ordinances, resolutions, notices~ etc. Handles liaison work between the public and the Council as may be directed. Administers and records oaths of office. Maintains custody of all official records not specifically handled by other departments. Provide Notary services. Furnishes data to public information media. Directs complaints, correspondence and inquiries for action to various municipal departments. Provides for records management. Provides notification to municipal departments of expiration date on vari ous matters. Election official with quasi-judicial authority. Countersigns checks, bonds and legal documents of the City. Maintain control and stock of all office supplies used by City. Maintains control and records of all documents (ie. request for copies of records - ~~ho, when, what? ) in safe. '. o o #5 JOB DESCRIPTION FINANCE AND ADllINISTRATI ON 01 RECTOR DUTI ES All.regular duties of Finance Director as attached. Receives and files bonds and insurance policies, relating to municipally issued contracts. Conducts business with other city, county, state and federal agencies as directed by the governing body. Conducts city auctions. Processes, records, files and advertises bids for municipal equipment and suppiies. Handles municipal correspondence, both incoming and outgoing. Advertises and records, files the municipal budget. Signs the majority of offical documents. Attends all Council meetings, advises Council on all city business. All departments answer to Director.(excerise, control & direct supervision) Report to Council on City matters. Sees that-the-la'l's and ordinances are enforced. Recommend to the Counei 1 for adopti on such measures as he may deem necessary or expedient and in the interest of the city. Keep the Council fully advised as to the financial condition and needs of the city. Performs other duties, as assigned by the City Council. .- . . o CITY OF EDGEWATE~ ~5 JOB DESCRIPTION CLASSIFICATION: Finance Director DEPARTMENT: Finance & Administration NATURE OF WORK: This is a department head position requiring considerable independent judgment in the supervision of the Finance Department, including supervision of computer operations, accounts payable, purchasing, payroll and utility billing. REGULAR DUTIES: Responsible for all reports, data and information necessary involved in the financial affairs of the City. Handles banking procedures as instructed by Council. Reviews and counter- signs purchase orders. Supervises accounts payable clerk, payroll clerk, cashiers and computer personnel. Assists Building Department in location of lots and determination of correct street addresses. Assists administration with license and permit information and election paperwork. Acts as City liaison with the City auditors. Provides information to customers and clerks on utility accounts, and City regulations concerning utility and refuse services. Assists in the overall budget and financial management of the City as requested by and under the direction of the City Council. Provides information and assistance to other department heads and supervisors regarding day to day administrative financial matters. Performs' other duties, as assigned. MINIMUM QUALIFICATIONS: Thorough knowledge of utility billing pro- cedures, accounts payable, purchasing, payroll and computers. Con- siderable knowledge of. municipal finance regulations and administrative procedures. Ability to maintain effective working relationships with City officials, supervisors, employees and to deal with the public tactfully. Knowledge. of budgeting process. EDUCATION AND EXPERIENCE: High school graduate or equivalency certi- ficate supplemented by courses in bookkeeping and operation of computer systems. Considerable experience in a responsible financial position or an equivalent combination of training and experience.