Loading...
10-06-1983 - Special Q o ~ CITY COUNCIL OF EDGEWATER SPECIAL MEETING OCTOBER 6, 1983 MINUTES Mayor David Ledbetter called the Special Meeting of Council to order at 7:00 P.M. in the Community Center. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Present Present Present Present Councilman Jack Spencer City Attorney Josel Alvarez City Clerk Connie Kinsey Police Chief Earl Baugh Present Present Present Present The first item on the agenda was to meet with the Merit Board to discuss the proposed pay plan and consider adoption. City Clerk Kinsey asked if Council had any questions on the plan. Councilman Asting commended the Merit Board for the excellent work they'd done in coming up with the pay grade scale and noted they1d done a fine job. Councilman Spencer said he agreed with Councilman Asting and that they'd held a lot of meetings and had done an outstanding job. He said this was a milestone for the employees of the City, and it would provide the employee with a better understanding of how their pay is based and will assist the supervisory personnel to have a firm guide and under- standing of what their evaluations will result in as far as merit pay is concerned. He reviewed the scores and possible percentages of increases on the evaluations, and said he thought they omitted the possibility of a supervisor getting a one or two step increase which would amend the comparable total of 115 points for a one ster increase . and 136 points for a two-step increase. He said those two numbers would make it equitable for supervisory personnel. He said the plan consists of four parts and Council should consider and approve all four parts. He noted the first is a policy statement, the second is a job classification schedule, the third is the actual numerical pay scale and the fourth part is the new evaluation form. Courtcilman Asting asked if the longevity pay that recently was discussed by Council was included in this package. Mr. Bates, Chairman of the Merit Board, said the Board felt that longevity pay should not be included in the merit pay plan and that the subject would be discussed at a later date. Councilman Spencer asked if the last two paragraphs on page two relative to longevity should be deleted for the time being, pending submittal of the new plan. Mrs. Debbie Sigler, employee representative on the Merit Board, said they discussed it at the last meeting but they didn't feel it should be part of the merit pay plan and that was attached to the minutes from that meeting. Councilman Spencer noted that this had been discussed before and the union representatives had been given copies and the Council had provided for implementation of this plan in the budget as to the initial cost. He said that not every employee has a wage that now fits on a pay plan point and they'll have to have their salaries adjusted to the nearest step higher. Councilman Wargo said held run into a problem because if they get a ten cents an hour wage increase the steps between would not be four per cent. He said they're going to a Special Master who has the right or responsibility to arbitrate whatever the wage increase might be and if they get involved in a cents per hour instead of a percentage increase then they wouldn't have four percent between steps on this. Mrs. Sigler said they talked about this in accordance with any cost of living increase and the base figure could be adjusted according to how the Council chooses the cost of living figure and this would change the entire scale all the way up. She asked if that would provide a solution. Councilman Wargo said that would be the way it would have to go and said they1d offered ten cents but if it's a different amount, it would not be on line. o o Councilman Spencer asked they pass the pay plan. taken into consideration at this time. Councilman Wargo if the negotiations would be jeopardized if Councilman Wargo said they could go ahead and this would be by the Special Master~ but they should stay away from longevity Councilwoman Bennington said she attended several Merit Board meetings when they started working on this and she congratulated them as it was a fine job and took a lot of work and research and she felt this was a good place to start. City Clerk Kinsey stated they did a good job and it was a lot of work. Mayor Ledbetter said he wanted to congratulate them on the hard work and said that Mrs. Sigler had kept him advised of what was going on. Councilman Asting moved that Council show its appreciation for the Merit Board by addressing a letter of commendation to each member of that Board for the work on this pay plan. Councilwoman Bennington seconded the motion. Motion CARRIED 5-0. Councilman Spencer moved that Council adopt the pay plan with the amendments concernin~ supervisors evaluation numbers discussed previously and with the deletion of the two paragraphs in it relative to the longevity plan, -and that this pay plan be complete to include the four parts, the policy, job classifications, pay scale, and the new evaluation forms, with an effective date of October 7, 1983.,Councilman Asting seconded the motion. Councilwoman Bennington asked if they have to indicate that if the negotiations throw this off they would have to make an adjustment. City Clerk Kinsey said the adoption would be for a four per cent spread. Motion CARRIED 5-0. The next item on the agenda was the review of the terms and conditions of the temporary employment of Lorin Coppock. Mayor Ledbetter noted that Mr. Coppock was hired as a temporary Building Official and he hadn't been paid yet. City Clerk Kinsey said she'd talked with Mr.Coppock and they tentatively reached an agreement of 50% on all the building permits on a temporary, full time condition pending the review of applications for the permanent position. She said it was suggested that they use the same format they used with the part-time City Engineer. Councilman Asting noted this was a temporary arrangement until they permanently fill the position. Councilman Spencer asked the amounts of the monthly building permits as he thought they were fairly high. City Clerk Kinsey said they fluctuate every month. Councilman Spencer moved they recess for five minutes to research this. Councilman Asting seconded the motion. Meeting was recessed at 7:22 P.M. Meeting returned to order at 7:28 P.M. City Clerk Kinsey said the amount for building permits for September was $12,900.00. Councilman Spencer said half of that would be $6,000.00 and he felt that was too high to pay and he proposed that Mr. Coppock be offered the same rate on an hourly basis as the previous official and that would be $8.65 for the eight hour day. Councilwoman Bennington said they had to consider that Mr. Bradshaw was on a salary with full benefits along with the hourly rate and this is a temporary position in which the man is assisting the City when he's needed. She said all held received for the past two weeks was his mileage. Councilman Asting noted that the month of July was $7,393.00 and that September was unusually high. Councilman Spencer said he realized that it was higher but he suggested a more equitable fee. Councilman Asting said th& Mr. Coppock was a qualified builder and he didn't think he should start in the same category as Mr. Bradshaw, who was earning $20,000.00 when he left plus all the fringe benefits. Mayor Ledbetter asked City Clerk Kinsey what amount of money she had discussed with Mr. Coppock and she said the only thing they discussed was the generality of 50% of the permits due to the time involved and that the work couldn1t be completed on a shorter day. -2- Special Council Meeting Minutes October 6, 1983 o o Councilman Asting asked Mr. Coppock if he would be available for a full day's work rather than part time and Mr. Coppock said he would be. Councilwoman Bennington asked Mr. Coppock if he was putting in a full day now and Mr. Coppock said he had not been. City Clerk Kinsey asked him if the work was there for a full day and Mr.Coppock said yes. Councilman Wargo noted that they were talking about $lO.or $ll.an hour or $400.00 a week with the 25% fringe benefits, and that with workers compensation and others, it costs about $200.00 to put someone on payroll. He said if they approve 50% of the fees he would be responsible for any injuries, his own car, and insurance, and suggested they get someone in the position as soon as possible. Councilman Spencer said that if they pay him on the rate suggested, for the month of September it would be $75.00 an hour, and that was too high for the City to pay. Councilwoman Bennington suggested looking at it on an annual basis rather than for just the one high month. Councilman Spencer said he was trying to suggest an equitable rate. Councilwoman Bennington suggested they go to 40% and asked Mr. Coppock if held work for 40%. Mr. Coppock said he would. City Clerk Kinsey noted that Mr. Coppock would be responsible for employing any help he needs ~/ith the percentage basis but on an hourly basis the City would have to supply the clerical help. Councilman Asting said the last three months averaged about $6,000.00 a month and held be entitled to half of that. Mayor Ledbetter noted that it was no different from what they paid the former Building Official on the 50% rate, and said he had no problem with the 50% rate on a temporary basis not to exceed 90 days or until they hire a Building Official. Councilman Asting said then Mr. Coppock would provide his own help. Mayor Ledbetter said if he deemed it necessary to get a helper in the field then he pays for the helperls expense out of his own pocket. Councilwoman Bennington asked if the proposal was the basic contract they had with Charlie Murphy on a temporary basis not to exceed 90 days or until they hire a City Building Official. She asked Mr. Coppock if that was agreeable to him and he said yes. Mayor Ledbetter said he wouldnlt want to pay the man any less than they were paying the former Building Official who was under contract, and he suggested using an agreement similar to the one used for the part-time City Engineer, inserting the words Building Official in place of the City Engineer. He asked Mr. Coppock if he would be agreeable to that and Mr. Coppock said he would be. Councilman Asting asked Mr. Coppock if held read the job description for the position and Mr. Coppock said he had not. City Attorney Alvarez suggested that since Council had agreed to the compensation and the term not to exceed ninety days and that it will be a temporary position, the other items still to be discussed would be the liability aspect, if any claims or litigation result from the discharge of his duties since he wouldnlt be an employee of the City the City's insurance wouldn't pick it up, the specific excluded fringe benefits, vacation and sick leave, and held be strictly a contract employee with no overtime and the City wouldn't be responsible for any other payments, fees, or injuries except as provided in the agreement. He noted this duty would require interaction with other depart- ments and held need to work in conjunction with others, and if he needed to retain additional help, etc., held be responsible. He said if the City is to,provide clerical help and an office thatls also part of the budget. Councilman Asting asked Mr. Coppock if he had any homes under construction now and Mr. Coppock said he's finishing one in Wildwood now. Councilman Asting asked him who would do the inspections and Mr. Coppock said there weren1t any inspections since hels been Building Official and he has someone in mind to do the inspections, and it could be someone from the County.. Councilman Asting said he thought someone from the County would be satisfactory. Councilman Asting asked him if he would continue with his con- struction business and Mr. Coppock said he had no plans at present except to finish his own home. Councilwoman Bennington asked Mr. Coppock if he was bonded as a contractor and Mr. Co~pock said he had liability but he wasnlt sure if it would apply. City Attorney Alvarez said they need a mutual agreement between the parties that Mr. Coppock would agree to provide some kind of indemnity with the City as a beneficiary in case of any claims for damages resulting from the discharge of his duties.: Mr. Coppock noted that held seen a hold harmless clause in the City Engineer's contract. City Attorney Alvarez suggested Mr. Coppock look into the market and to use the limits of liability for municipalities. Mr. Coppock agreed held provide the insurance. City Attorney Alvarez said the insurance held had was as a builder and he needs to be insured as building inspector. -3- Special Council Meeting Minutes October 6, 1983 o o ;- Councilwoman Bennington asked Mr. Coppock if he was in general agreement and Mr. Coppock said yes and asked if it was retroactive. City Clerk Kinsey noted that it was September 23rd when he had started. Councilwoman Bennington noted that it was only fair and they couldn't expect him to work for free. Councilwoman Bennington moved that if Lorin Coppock was in agreement with the conditions that they just discussed,and it's checked with the Attorney,that they authorize the City Attorney to draw up the contract and make it retroactive to September 23rd. Councilman Wargo asked that it be effective as of that particular date rather than retroactive. Councilwoman Bennington agreed to that change. Councilman Asting seconded the motion. Councilman Spencer said he was still concerned about the amount of money that the 50% brings in and he suggested it be $750. rather than on building permits. City Attorney Alvarez stated the agreement would be from September 23rd until December when it will automatically expire. Motion CARRIED 5-0. The last item on the agenda was to consider authorization to hire two additional officers for the Police Department. Mayor Ledbetter recommended they abolish the position of Lieutenant and advertise for an Assistant Chief with administrative and managerial duties. Councilman Spencer noted that was not a subject on the agenda and when he wanted to remove an item from the table at the last meeting he was denied the motion. He said he'd agree to discuss it at a workshop or at another time since he hadn't had an opportunity to con- sider it properly. Councilman Asting said they have at least three officers who had applications in ?nd could leave and it would be a severe strain on patrolling and he felt they should be authorized to employ two more officers, and one could be a person already in the department. Councilwoman Bennington noted that according to the Charter the Council had the authority to hire Police officers. Councilman Asting asked her to read that section and she read Section 39 on Police Force. Councilman Spencer suggested the City Attorney interpret that as it states the Council will determine the number on the force and it was previously determined and they'd said they would increase the number by two. Councilman Asting said since Sandra Hansen is ready to do patrol work they should authorize the Chief to hire one additional officer and the second additional officer within 60 days. Chief Baugh noted that he has another opening now with Lieutenant Rickelman leaving. Mayor Ledbetter asked the Chief how he was going to handle that and Chief Baugh said according to the contract they have to do it by steps. Councilman Wargo moved that they authorize the City Clerk to advertise for an Assistant Police Chief. Councilman Asting said he should have some sort of rank and they have three sergeants there now, each handling a shift and there has to be a Lieutenant or a Captain designated as an Assistant Chief. Councilwoman Bennington seconded the motion for discussion. Councilman Spencer called a point of order and said it wasn't a subject on the agenda. Councilman Wargo said he feels the Chief needs help and they should get someone with a lot of knowledge and training to assist him to run the department so they don't have the problems. Councilman Spencer advised Councilman Wargo that he'd be glad to discuss it if it were put on the agenda for the next meeting. Councilman Wargo recalled that in the past they made a motion that wasn't on the agenda to advertise for a City Clerk and he said he wasn't asking for any action at this time and he just wanted to advertise. Councilwoman Bennington said they have a problem with manpower in the Police Department and although the item was not on the agenda it directly affects the hiring of two additional officers. She noted there were seven officers who had indicated they either had applications in or were looking at other places to work and they were down one slot and with Lieutenant Rickelman leaving, there's two slots. She said if one of the Sergeants was promoted to Lieutenant, they'd havea problem again. Councilman Spencer said he understood that and that was why the item was on the agenda to hire the two additional officers. Councilwoman Bennington said they could consider the Assistant Chief as an additional officer. -4- Special Council Meeting Minutes October 6, 1983 o o Mayor Ledbetter said he was informed there would be three new policemen put to work and asked who authorized the hiring of the two policemen. He said it was merely budgeted with the assumption that the Council would put two new policemen on. He said the Lieutenant is second in command and is also a shift sergeant and a patrolman. Councilman Asting said the Lieutenant should be an Assistant Chief. Councilman Spencer noted that at the workshop sessions the Council reviewed the request for the two officers and Council voted 5-0 for that budget. He said he thought Council should authorize the hiring of two additional officers as they were aware that the Chief had been giving examinations for this. Councilwoman Bennington said she was concerned about putting three new officers on the road at one time and that the Chief would have to be on the road also if someone was sick. She suggested putting one woman and one man on now and then add after 60 days. She noted that Sandra Hansen had never been on the road before as a Police officer, only as an auxiliary. Councilman Spencer said held ridden in a patrol car with Lieutenant Rickelman and Sandra Hansen and she performed her duties very well and was competent to take on the duties of a Police officer. He said he thought they should act on the officers tested and go ahead with the appointments and that held be happy to consider the change from Lieutenant to Assistant Chief but he wanted to see a job description for the position first. Councilman Asting said he didn't agree with the statement as Assistant Police Chief but will agree to Assistant Police Chief with the rank of Lieutenant. Councilwoman Bennington suggested they have a job description before they advertise. Councilman Spencer asked the City Attorney if it was proper to review this subject when it wasn't on the agenda. City Attorney Alvarez said it depends on what youlre voting on and if it were a motion to hire it would not be appropriate but a motion to simply advertise and nothing more then it would be proper. He said when his motion to remove from the table was denied, it. was because it was understood it was to hire. Councilwoman Bennington offered an amendment to the motion that before they advertise she would like to see a job description written to include Councilman Asting's suggestion and bring it back to Council. Councilman Spencer seconded the amendment. Councilman Asting said he felt the title of Assistant Chief was fine but it should be Assistant Chief/Lieutenant because that way there'd be someone between the Sergeants and the Chief, and in the job description it should be in case of emergency or shortage of personnel that this person can also perform police duties on patrol work. Councilman Wargo said they should advertise for somebody with at least twelve years of experience. Chief Baugh said since the Lieutenant's gone he will not offer an examination for the promotion and will freeze_ it until Council decides how they want to do the job description. He said his urgent need was for people on the road. Mayor Ledbetter suggested pulling a Detective back on the road and if they run short they could call in the Animal Control Officer since he's a certified Policeman.. He said he agreed with the replacement for Frank Ball and the one new man. Mr. Larry Westfall called a point of information that the vacancy for Lieutenant has a certain time frame to test and fill the position and it cannot be frozen but he thought it could be abolished. Councilwoman Bennington asked the time frame and Mr. Westfall said 45 days to put the test schedule up and information pertaining to the test. Councilman Asting said the job description as Assistant Chief can have stated to be with the rank of Lieutenant and list his duties. Chief Baugh said his duties are vested now as second in command. Councilman Wargo said he didn't want to get involved with the contract and wanted it to be administrative. He read from the contract that liThe City has the right to manage and direct the Police Department of the City of Edgewater accordingly" and that they "reserve the exclusive right to: hire, fire, demote, suspend, promote and layoff employees". He said they have the right to pick their own supervisory employees over and abovethe rank of Lieutenant, such as Chief or Assistant Chief. -5- Special Council Meeting Minutes October 6, 1983 . o o Councilwoman Bennington said there were a lot of things the Chief could do insofar as grants and public relations, etc. are concerned, and the Assistant Chief could oversee the scheduling and other things. Councilman Asting asked if there's a shortage on one shift and the Assistant Chief was the only one available to go on the shift and there's a Sergeant in charae of that shift, who does the Assistant Chief take his orders from since the Sergeant is ~TI charge of those patrolmen. Councilman Wargo said the Lieutenant would be the same situation. Chief Baugh said when the Lieutenant covered for a shift he was in charge and not the Sergeant. He said he didn't want to have to pay overtime but had some vacations coming up that had already been re-schedu1ed. Councilwoman Bennington asked Chief Baugh if he could guarantee that he could handle the three new officers with no problems at all. Chief Baugh said he could foresee no problems at all but he couldn't guarantee anything and he felt that within three months they'll be trained. Councilwoman Bennington said if one of the sergeants leaves, it puts him at three with three new people and asked how he'd cover for sickness. Chief Baugh said he'd have to work the schedule to help them. Councilman Asting asked Chief Baugh who would run the Police Department if he became ill or had to go to the ~ospita1 when there isn't a Lieutenant. Chief Baugh said it would be the Sergeant on the shift would be in charge. Councilman Asting said there'd be nobody to coordinate the activities of the shifts and he felt the Chief would be wise to appoint an Acting Assistant Chief. Roll call on the amended motion CARRIED 5-0. Roll call on original motion CARRIED 4-1. Councilman Asting stated he voted NO because he wants the word Assistant Chief/Lieutenant included in the job description, and Councilwoman Bennington pointed out that the amended motion had that in it. He then changed his vote to YES. Councilman Spencer voted NO. on the main motion since he hadn't seen the job description. Councilman Wargo moved that as Councilman Astinq suaqested, they could out the two on now and the third one on in 60 days. . Councilwoman Bennington seconded the motion. Councilman Wargo said they need cars at the moment and they need to get organized on that situation. Councilwoman Bennington said there's also not enough space. Councilman Spencer said Chief Baugh told them he needed the officers and they should do it now instead of waiting for 60 days. Chief Baugh noted that they're giving him just what he had before since he also needs a replacement for Lieutenant Ricke1man. Councilman Wargo said the Department lost two and they're getting two. City Clerk Kinsey noted he's getting two replacements but not two additions. Councilwoman Bennington asked how soon the two new officers would be ready toga on the road and Chief Baugh said it would take a week to ten days for uniforms and equipment. Councilwoman Bennington said that Sandra Hansen could be put on right away and it would be at least ten days for the new ones. Chief Baugh said that was right. Councilman Wargo withdrew his motion and Councilwoman Bennington withdrew her second. Councilman Wargo moved to put all three on. Councilman Spencer seconded the motion. Councilwoman Bennington noted that she's going along with this based on the Chief's saying he could handle this and there is a definite shortage. Mayor Ledbetter stated the whole Council would be watching the situation. Councilman Asting said he wants the Chief to assign an assistant in case he is ill. Chief Baugh asked if he could make the recommendation at the next Council meeting. Councilwoman Bennington said he could make the recommendation to the City Clerk and she could let Council know. City Clerk Kinsey asked if the intent was for three people coming on board, two as replacements and one new. Mayor Ledbetter said you are putting one replacement on, Sandra Hansen for Frank Ball, and two new policemen that were budgeted in the new budget, and they still have the vacancy for the Lieutenant. C04nci1woman Bennington noted they have another vacancy as dispatcher now and she suggested they advertise for that when they advertise for Lieutenant. Motion CARRIED 5-0. -6- Special Council Meeting Minutes October 6, 1983 . '" o o There was a discussion about whether a resolution would be needed and for whom. Chief Baugh said it would be a resolution to increase the number in the department by two people. City Attorney Alvarez said if someone is going to start working tomorrow and they don't have a resolution, they need a motion of intent and the resolution can be adopted at a future date retroactive to the date of appointment. City Attorney Alvarez asked the names of those to be appointed and Chief Baugh said it would be John Brown and Robert Adams for the additions. Mayor Ledbetter asked why the Council wasn't advised of these names. Councilman Spencer noted that this was asked at a previous meeting and the Chief supplied their names. There was a discussion as to whether the names needed to be included in the resolution, and Chief Baugh said they were never named in a resolution before. and the resolution would just be to increase the number in the department.by two people. Councilman Asting moved to authorize the City Attorney to draw up a resolution to pro- vide for two additional Police officers in the Police Department effective October 14, 1983. Councilman Spencer seconded the motion. Motion CARRIED 5-0. Councilwoman Bennington moved to adjourn. Councilman Asting seconded the motion. Meeting was adjourned at 8:45 P.M. Minutes submitted by: Lura Sue Koser o ~~7 cau LMAN - ZONE ONE ~'i~~~ COUNC OMA - ZONE TWO -}~~ COUNCILMAN - Z E THRE COUNCI~it~ ~ ~ ~ ~~ 1~ ATTEST: ~~_/ CITY CLERK ~ " Authenticated trJs '--y;d- ~I 7.b day of , 1 983. q)J~v~~ -7- Special Council Meeting Minutes October 6, 1983