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09-13-1984 - Special/Workshop ... u Q ;' CITY COUNCIL OF EDGEWATER SPECIAL MEETING & WORKSHOP SEPTEMBER 13,1984 MINUTES Mayor Ledbetter called the Special Meeting and Workshop to order at 1 :03 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 Jose' Alvarez City Clerk Connie Kinsey Pol ice Chief Douglas Betts Present Arrived Later Present Arrived Later Mayor Ledbetter stated the purpose of the meeting is to review job descriptions and job reclassifications as were presented by the Merit Board. Councilman Spencer stated that he had asked that the earl ier requests from the Uti1 ities Department and Pol ice Department be deferred until the entire package of job descriptions and reclassification requests can be reviewed at one time. He suggested this be done on an annual basis and about this time of year so the budget can be taken into consideration. He stated that he didn't feel they should consider department heads at this meeting but consider them at a separate session. Councilman Astingr moved to go into a workshop session. Councilman Spencer seconded the motion. Motion CARRIED 4-1. Councilman Wargo voted NO. Walter Gross said he was at the Merit Board where these were discussed and the City Clerk reviewed each classification and they explained why the requests were made and they voted and recommended that it go to Council but he didn't think anything would happen except a recommendation for Council to look at it. He said he felt there were some discrepancies in the Pol ice Department when they go from Pol ice Officer to Sergeant to Chief and he recommended a Corporal and that wasn't brought to Council. He said he feels they're in conf1 ict with the union agreement in what they're doing on the Merit Board. Pol ice Chief Betts arrived at the meeting at this time, 1 :10 P.M. Code Enforcement Department was the first to be reviewed. Mr. Frank Opal stated that this wasn't on the agenda that day and City Clerk Kinsey stated that it was the meeting before the last one. Mr. Opal said there was no discussion on it. City Clerk Kinsey again stated that it was the meeting before this last one and Dennis Fischer was there. City Clerk Kinsey noted that this department requests two new positions, one for Plans Examiner/Clerk and the other is Assistant Code Enforcement Officer/Building Inspector. City Attorney Alvarez arrived at the meeting at this time, 1 :17 P.M. Mayor Ledbetter said he has a problem with the Assistant Code Enforcement employee as he might be in conf1 ict since he's an officer in the Fire Department in New Smyrna Beach with the power to issue citations and is working here in the same category on the same basis. He asked for a written opinion from the City Attorney to Council. Councilman Spencer said he has no objection with determining if there's a legal problem with that. City Attorney Alvarez stated that he'd 1 ike an executive session soon, and he'll answer the Mayor's request in writing. Mr. Frank Opal said the same man ran for Council two years ago and he was advised that it was against the City's Charter. Mayor Ledbetter noted that the man is doing a good job but he wants to make sure it's legal. Councilman Spencer stated that they should consider the position and not the individual, and he felt the classification of a 10 is reasonable when he compared it to other jobs in the City as to degree of responsibility. Councilman Wargo suggested under the Regular Duties, they take the (g) "SBCCI Certificate must be obtained within twelve months" and place it as a (k) under Requirements. Councilwoman Bennington stated that his regular duties should include inspections if he's going to have the title. Councilman Wargo suggested adding "building'! on section (c) Regular Duties, for the sentence to read "Enforces comp1 iance with City zoning, sanitation and occupational 1 icense, building codes and ordinances." Councilwoman Bennington asked if the position is a step 10 and it's a part-time person if they'll have to hire them at the regular starting salary. City Clerk Kinsey rep1 ied yes they start them at that grade but for the first 30 days they place them at 4% below scale and then grade them at the end of the 30 days. ~ , , (J u Code Enforcement Department review (Continued)- Councilman Wargo pointed out on the Plans ~aminer/C1erk there isn't anything under ~quirements that they have anything for training of blueprint reading or drafting. Dennis Fischer, Building Official, said a person with good math background is needed to calculate the square footage. Councilman Wargo stated that the Regular Duties 1 ists "reviews blueprints and p1ans" but the Requirements don't list it. Councilwoman Bennington pointed out that they have to be able to read plans to do the calculations. Dennis Fischer suggested blueprint courses. There was a discussion as to the amount of experience and education needed to review blueprints and plans, and it was agreed to add under Requirements "Some experience in blueprint reading and/or drafting." Mr. ~ stated he had to take a one-year course years ago for meta11 izing. Mr. Walter Gross stated that every tradesman has to read a blueprint. Councilman Wargo said it seems they are getting overcrowded in that department with two secretaries and two workers. City Clerk Kinsey noted that the Administrative Secretary I is doing the same thing as before but the position is put in that department for salary purposes and she helps in that department when they have an overflow or when someone is absent. There was a discussion of whether the positions come under the direction of the Building Department or Finance and Administration. City Clerk Kinsey noted that it was charged incorrectly last year and they straightened it out this year. Councilwoman Bennington said she felt it's more appropriate to be under Building instead of Finance and Administration. City Clerk Kinsey noted that she works for the Building Code Board, Board of Adjustments, and Code Enforcement Board. Police Department was then reviewed. City Clerk Kinsey noted that on the front page the position of Corporal" if approved, would be a grade 12. Councilman Spencer stated that the request to change the Te1ecommunicator from a Grade 7 to a Grade 8 came from Chief Overman and Chief Betts agreed. Councilman Wargo asked the amount for this upgrade and Councilman Spencer stated that it would be about $600. increase a year. City Clerk Kinsey pointed out that it would be that amount if the person is at a base level and she explained that a person at a 7C would become an 8D if this were adopted. She noted that this will give a person a longer spread of time to max out. Mr. Walter Gross asked if this will raise salaries for all employees and why it's being done at this time. City Clerk Kinsey stated that the requests aren't to change all classifications and it was done several months ago and sent to Council then. Councilman Spencer pointed out that when the Pol ice and Uti1 ities Department requests came to Council he asked that they be deferred until all department heads submitted their requests at one time and they don't plan to give every employee a pay raise but make the jobs equitable for the degree of responsibi1 ity. Mr. Gross said the classifi- cations that came from the Merit Board would mean raises for about 75% of the City. Councilman Spencer noted that this is part of the Merit Pay Plan that the Merit Board worked on and Council approved. Mr. Gross asked if it conf1 icts with union negotiations. Councilman Wargo said it's very much a part of it. Mr. Frank Opal said this is an integral part of negotiations by what they do in reclassifying. Mayor Ledbetter said he agreed with Councilman Wargo. Councilman Wargo asked if the new telecommunicators are out of probationary and Chief Betts rep1 ied no, and if they raise them from 7A to 8A, he'll get $5.10 an hour. Mayor Ledbetter pointed out that it'll be the same as the person who has been here for years, and the union negotiations will be in addition to that. Councilman Wargo asked how this will affect the Animal Control Officer and City Clerk Kinsey stated that it won't affect her. There was a discussion about the ACO assuming the responsibil ities of the te1e- communicator and the effect it will have on the union contract. Mrs. Mary Opal asked if the girl is still on probation because she's black, and why it's extended. Mayor Ledbetter said he doesn't know but if her time is up she's a City employee. Councilman Wargo agreed that goes unsaid. Council then reviewed the Records Clerk position. Councilman Wargo asked what she's being paid now and City Clerk Kinsey said she didn't know. Chief Betts said she's at grade A and has been here three years. Councilman Spencer noted that in comparing our City's Record Clerk position with comparable size cities, the grade of 8 is mid point in the salary range or sl ight1y higher, and he isn't in favor or increasing that position but does favor increasing telecommunicator. There was a discussion about the sentence under Regular Duties, (b) regarding storage and retrieval system for records. Councilman Wargo noted that this position has a lot more requirements than the telecommunicator. Chief Betts stated that the records clerk position is a tremendous responsibi1 ity plus being a te1ecommunicator, but the tele- communicators should be stepped up also. Chief Betts added that he's cross trained most of the support personnel to fill in other areas. Mayor Ledbetter said he'd heard that the records clerk is the only one authorizing overtime and she's the person in charge in the Chief's absence. Chief Betts said that's just another rumor. Mayor Ledbetter noted that he'd seen her signature on the time sl ips the week they had 116 hours of overtime. Councilman Asting asked Chief Betts if he'd be signing the pay sl ips and Chief Betts repl ied yes. Mayor Ledbetter asked if she's a records clerk or administrative assistant and Chief Betts rep1 ied she's both and is doing a double function. Mrs. Opal asked why they hadn't had that before. -2- Council Special Meeting & Workshop Minutes September 13, 1984 ~ . (.) o Pol ice Department review (Continued)- There was a short recess at 2:05 P.M. Meeting returned to session at 2:08 P.M. Council then reviewed the Telecommunicator Supervisor position. Councilman Spencer questioned the sentence under Regular Duties,"(m)Shall be responsible for recruiting and selecting additional employees within the division" and said he felt it should be the Chief's responsibility. Chief Betts noted that (o)is "Shall consult directly with Chief of Police...". Councilman Spencer suggested that it read: "Shall be responsible for reviewing and recommending additional employees within the division", Councilman Asting asked if this position would be on the microphone and Chief Betts repl ied yes, on a regular shift. Councilman Asting asked if there's a Sergeant on each shift and Chief Betts repl ied yes. Councilman Asting asked if he divides his time between the office and Chief Betts repl ied that he works a zone. Mayor Ledbetter said he under- stood he'd be a floater from zone to zone instead of working it himself. Chief Betts said on the 12-hour shifts the Sergeant has to work a zone and that's why he's instigating the 8-hour shifts to divide into squads and the Sergeant can become a supervisor at that time. Councilman Asting asked if the Sergent would supervise the telecommunicator and Chief Betts repl ied no. Councilman Asting asked if someone is in that position now and Chief Betts said there's someone as Acting Supervisor. Councilwoman Bennington referred to the problems with messed up schedul ing and lapses during vacations due to the lack of a supervisor and there are 5 telecommunicators now. Chief Betts agreed they need a coordinator for that many people. Councilman Spencer noted that one of the existing and experienced telecommunicators will be designated and it doesn't add any more people. Mr. Walter Gross asked if they'll hire a new person. Mayor Ledbetter stated that it's to promote someone within the department. Mr. Gross Stated that they'll need a supervisor for each shift. Councilman Wargo noted that she was in the department for 13 years and this is the first time she's got any recognition and it's $104. a year. Councilmen Spencer and Asting agreed and Mayor Ledbetter noted that she's been a very faithful employee. Pol ice Officer/Detective was then discussed. Councilman Spencer said he's in favor of making this a grade 11 as they've had a high turnover of patrolmen and it IS mostly due to wages, and it doesn't put the pay scale higher than average for a city this size. Mr. Walter Gross again noted that union negotiations are going on now. Councilman Wargo said he'd rather allow the Chief to hire people based on training and experience and set the grade position then. City Clerk Kinsey pointed out that there's a provision in the Merit Plan for that. Mr. Walter Gross said the officer should be 21 years of age. Chief Betts noted that he has a man with college degrees wanting to work here but can't afford it. Mr. John Siburn said he's worked with college men and the education doesn't mean anything when they're up against something. Chief Betts stated that the two men who came to him have 11 years and 5 years experience. Mayor Ledbetter stated that the dollar doesn't guarantee a better man. Councilman Spencer pointed out that the FLOC comparable salary for this position is $14,944.at mid point and Edgewater's is $13,582. Mr. Walter Gross asked if FLOC told the City where to get the money. Councilman Spencer noted that to change from a grade 10 to a grade 11 is very little. Councilman Wargo asked if they'll raise those that are already here and City Clerk Kinsey repl ied no. Councilman Spencer pointed out that the benefit to people who've been here longer is they have a longer time to max out. Councilman Wargo reviewed how they could get one raise with this recommen- dation, a cost of 1 iving negotiated raise, and possibly a merit raise and the fringe benefits would be in addition to that. Councilwoman Bennington said they could make the effective date whenever they want it. Mr. Frank Opal noted that the Pol ice officers put their I ives on the 1 ine and Council is worrying about the money and he asked why they aren't Pol ice officers somewhere else if they have all that experience. Councilman Wargo noted that if they pick someone with experience, then someone else paid the expenses for training him, and asked if they can do it at this point and perhaps amortizing it. Councilman Spencer asked why they couldn't do it immediately and Councilman Wargo said he's thinking about the money. Councilman Spencer said they can make a supple- mentary appropriation and the City is in a good financial position now and it wouldn't require a change in taxes. Councilman Wargo suggested they look at what the overall package will cost. City Clerk Kinsey stated that the entire package would cost $13,166.40 plus the labor burden. -3- Council Special Meeting & Workshop Minutes September 1" 1984 o Q Pol ice Department review (Continued)- Councilwoman Bennington stated that Detective falls in the same category and Councilman Spencer agreed. Mayor Ledbetter asked if the patrolman in the detective unit is permanent and Chief Betts said it's permanent and a detective should be increased above a patrolman because it encounters extra training and being on call for 24 hours a day. Chief Betts noted that he gets $350 for civil ian clothes is all. Mayor Ledbetter asked about using the detective for homicides and if it falls under the Sheriff's and State Attorney's office. Chief Betts said they handle it completely but the Sheriff is the number one law enforcement over the County and he can intervene in the investigation and take it from them if they see fit. He added that a detective is a highly trained Pol ice officer. Councilwoman Bennington said if it's presented later on they can address it then and Councilman Spencer agreed. Patrol Sergeant was then reviewed. Councilman Wargo asked if they plan to put another sergeant on and Chief Betts said next year they plan to because he thinks they'll grow and expand and need a fourth one. Councilwoman Bennington questioned why previous experi- ence isn't 1 isted under Requirements. Chief Betts said one year's experience for a department this size would suffice. Mayor Ledbetter noted that it takes a man three years to reach his potential according to the Chief's previous statement. Chief Betts said he couldn't promote a Patrol Sergeant from the department now. Councilwoman Bennington suggested adding "Shall have previous Pol ice experience" for Patrol Sergeant and "Shall have prev i ous Detect i ve exper i ence" for Detect i ve Sergeant. Ch i ef Betts agreed. Mayor Ledbetter suggested changing the word "Sta,te ordinances" under item (d) of Requirements to "State Statutes", and Chief Betts agreed. Councilman Spencer said he thinks the Sergeants should go to a grade 13 and Councilwoman Bennington agreed. Councilman Spencer pointed out that they'll still start lower then average for cities of this size. Councilman Wargo asked the cost to raise them from a grade 12 to a grade 13 and City Clerk Kinsey said it would be 6~ an hour for the four employees. Deputy Chief was then discussed. Councilman Wargo suggested they add "shall have previous Pol ice supervisory experience". Chief Betts asked if this position is to be appointed by Council and Mayor Ledbetter repl ied that was the motion of Council. There was a short recess at 2:55 P.M. Mayor Ledbetter called the meeting back in session. Publ ic Works Department was then reviewed. There was a discussion about the lowest classification on the pay scale. Earl Copeland, Publ ic Works Superintendent, said he's been starting them at 4% below the lowest grade level and after 30 days he puts them on the grade A level. He added that the starting pay is $3.54 for unclassified and it goes to $3.68 after the 30 days. Councilman Wargo' said he felt that's a terrible amount and Councilman Asting agreed they can't get good help for that amount. Councilman Spencer suggested that for the lowest classification they start at $3.68 with the possibil ity of a raise after six months. City Clerk Kinsey agreed that could be done immediately. Councilman Asting suggested abandoning that. Councilman Wargo said he'd 1 ike the $3.68 to be higher and City Clerk Kinsey pointed out that it's Grade 1 on the scale. Councilman Spencer said they can say that Grade 1 isn't pertinent to anything and make it Grade 2. City Clerk Kinsey noted that Grade 2 would be $3.86. Councilman Wargo asked if the man is evaluated the same if he's skilled or unskilled. Councilman Asting said it should be different for that job. Councilman Spencer disagreed and said it can be used for all employees.although some sections would pertain to certain jobs and not others. Councilwoman Bennington asked how long a General Laborer usually stays with the City and Mr. Copeland noted that's where most of his employees started out. Councilwoman Bennington said she didn't want to raise the rate too high so the people will want to stay and work up as an incentive. There was further discussion about the lowest level being a grade 2 or 3 and Councilman Spencer and Councilwoman Bennington agreed to start them at a grade 2. Mayor Ledbetter pointed out that labor negotiations are going on and stepping out of classifications will cause a problem, and suggested they wait until negotiations are over. Councilman Wargo agreed that he'd 1 ike to wait until after negotiations. Councilman Spencer said he thinks they're separate situations. Mayor Ledbetter stated that in the past the Merit ordinance went into the union contract. City Clerk Kinsey asked if IA should be at $3.68 and Council members agreed. Council- woman Bennington asked why the grade codes are so different and City Clerk Kinsey said the one person does them one way and the other does them another way. There was a review of the number of people as Service Workers I, II, and III. Counci lman Spencer noted that the proposal to reclassify Service Worker I I would put it from a grade 4 to a grade 6. Councilman Wargo asked if those salaries would be raised and Councilman Spencer said only to the next higher or equal but not a full step raise. City Clerk Kinsey reviewed the amounts of the raises. -4- Council Special Meeting & Workshop Minutes Septemberl3, 1984 o <J Public Works Department review (Continued) - City Clerk Kinsey noted that they're requesting the category be e1 iminated and all be Service Workers, either I, II or III. Councilman Spencer agreed and said it's a good differentiation between I, II, and III. Mayor Ledbetter asked if Mechanic's Assistant is new and City Clerk Kinsey rep1 ied that it was her but a person was not put on there. Mr. Copeland agreed it's not a new slot. There was a discussion regarding rumors heard about the mechanic's qual ifications, and the Pol ice Department vehicle repaired other than at the City garage. Buildings and Grounds, Recreation Department was then reviewed. City Clerk Kinsey noted that David Garrett requested a new job description at a grade 9. There was a review of which employees are in which category currently. City Clerk Kinsey roted that the request is to make the grade 4 to a grade 6 for Repair Worker I I and it will be 7~ an hour from $4.76 to $4.83. Councilman Wargo pointed out that this man has to have all the knowledge and skills and other people in the department are making 60~ an hour more than he is. Councilwoman Bennington agreed the entire department isn't making enough money. Councilman Spencer agreed the same categories and grades as Pub1 ic Works seems to be appropriate. Mayor Ledbetter agreed the man does a good job and is capable of doing about anything. Councilwoman Bennington asked why it goes from grade 3 to 6 to 9 and City Clerk Kinsey said some departments don't have an employee in grade 5 but others might. Councilman Wargo asked about the custodian classification doing sign painting and Mr. Garrett said it's under (1) Painting, interior and exterior. Mr. Garrett said held 1 ike to move Jack Corder up to a Repair Worker I I I. Councilman Wargo asked where it comes under the Recreation part and Mr. Garrett rep1 ied it IS under Buildings and Grounds and Recreation, and if he's going to get into Recreation, it should be a level III. Councilman Wargo said he doesn't feel they're at a point to put him there permanently and suggested they add "May be ass i gned to ass i st in recreat ion programs'l under the II level. Mr. Garrett agreed,to putting itasa II. Planning and Development Department was then reviewed. There was a review of who is in the Administrative Secretary I slot currently. Councilwoman Bennington suggested they draw up a job description for a Planner sometime in the future. Councilman Wargo moved to go back to the regular meeting. Councilman Asting seconded the motion. Motion CARRIED 5-0. Councilman Spencer moved that this meeting be recessed to Wednesday, September 19th at 10:00 A.M. Councilman Asting seconded the motion. Motion CARRIED 5-0. Councilman Wargo moved to adjourn. Councilman Asting seconded the motion. Meeting was adjourned at 3:58 P.M. COUNCIL RECESSED MEETING SEPTEMBER 19, 1984 MINUTES Mayor Ledbetter called the recessed meeting to order at 10:00 A.M. in the Community Center. ROLL CALL Mayor David Ledbetter Councilman Melbourne Wargo Councilwoman Gigi Bennington Councilman Neil Asting Present Present Arrived Later Present Councilman Jack Spencer City Attorney Jose' Alvarez City Clerk Connie Kinsey Pol ice Chief Douglas Betts Present Excused Present Excused Councilman Wargo stated that he feels they're making a mistake by going into this before they get the contracts negotiated and it's presenting problems in the negoti- ations.and he moved that they adjourn this meeting. Mayor Ledbetter said he feels it might be detrimental to contract negotiations at this point. Councilman Spencer said he read the union contracts and they refer to the Merit ordinance but Council is reviewing job descriptions and reclassifications as recommended by the Merit Board and he doesn't see it as detrimental to negotiations. -5- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984(Recessed) I \ " '. o ., o Councilman Wargo pointed out that they're handl ing a request from department heads on raises plus talking about $18,000. in the upgrading program plus requested raises may bring the three programs to about $90,000. He added that if they go into these requests before the negotiations are completed, it will cost more money and he asked why there's such a big hurry to do this the last month of this Council IS term. Councilman Spencer noted that the Util ities Department had requested the changes last Spr i ng and he asked that requests be presented all in one package wi th the job descriptions. Councilman Wargo asked to be excused from the meeting as he didn't want to be a part of it. Mayor Ledbetter said he feels the same way and until they finish the union contracts he'd rather see these held as he didnlt want the negotiations to bog down. Councilman Spencer disagreed. Councilman Wargo excused himself from the meeting at 10:07 A.M. Util ities Department was reviewed. Terry Wadsworth, Util ities Superintendent, said the reclassification will pertain to one man. City Clerk Kinsey noted that this has no effect dollar-wise.and the man is working here and they're asking for a category and job description only. Councilman Spencer said he feels they're talking about separate issues with reclassi- fications, job descriptions, and management raises. Councilman Asting suggested finishing it as they talked before about establ ishing pay grades and negotiations shouldn't deter them from continuing. Mayor Ledbetter stated that the Merit ordinance is incorporated in the union contract and it shouldnlt be that way, it's part of the government of the City. There was a discussion about the section in the contract regarding the recognition of the Merit ordinance. Councilman Asting said held 1 ike to get the merit system out of the union contract and Councilman Spencer and Mayor Ledbetter agreed, it should be out. Mr. Wadsworth said the new job descriptions are for Class B Water and Wastewater Plant operators. He said they have nobody affected in Water because only the Super- visor has the B 1 icense and it's part of his job requirements, and Wastewater has one B operator now. Councilman Spencer asked if General Laborer is compatible with Publ ic Works and Mr. Wadsworth repl ied that it's identical. Councilman Asting asked about the requirement for a high school diploma or equivalent and Mr. Wadsworth explained that he wanted them to be able to read instructions, and he'd 1 ike him to have some independent judgement. Equipment Operator/Laborer was then reviewed. There was a discussion about the repair to the Ditch Witch and Mr. Wadsworth said they'll be using the backhoe primarily for 1 ines from now on or can rent one when wider trenches are needed. Mayor Ledbetter asked how the pay scale is changed with his requests and Mr. Wadsworth said only the B operators have requested upgrade and the Wastewater Supervisor. City Clerk Kinsey noted the total is $124.80 a year for his department. Water Plant Operator Trainee was reviewed. Councilman Spencer asked the require- ments for a Class C 1 icense. Mr. Wadsworth pointed out that it's within two years of date of hire and takes about 8~ months at two nights a week. He added that Bobby Copeland just got his. Mayor Ledbetter asked if they can go from Water to Waste- water if necessary. Mr. Wadsworth said they do that with everybody and he wants cross training for everyone. There were no problems with classifications of Waste- water Plant Operator Trainee and Mr. Wadsworth said they have nobody in that position now. Meter Reader/Laborer was discussed. Councilman Asting asked if one meter reader is sufficient with all the new residences in Florida Shores. Mr. Wadsworth said they usually have to give him a half day or put someone on for one day to assist and they're training someone now. Councilman Spencer asked about item (c) under Requirements, "Some knowledge of City water zones" and Mr. Wadsworth explained that's bill ing zones and there are four and they need someone famil iar with those zones. -6- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984 (Recessed) , o o Util ities Department review (Continued)- Util ities Mechanic was reviewed. Mr. Wadsworth noted that they don't have anyone in that position now but if the right person comes along hemght cancel one or change it over. Mayor Ledbetter asked how much cast iron they have and Mr. Wadsworth repl ied it's not very much but they have it on the 1 ift stations. Util ity Systems Technician was reviewed. Mr. Wadsworth said he and the Water Super- visor are doing this work now but as more programs are required by the State, they'll need someone full time. Class C Certified Drinking Water Treatment Plant Operator was discussed. Councilman Spencer asked if a trainee goes to this after he passes the State tests and Mr. Wadsworth said yes, and they need a slot open to be able to pay them for it. Councilman Asting suggested under Regular Duties, (a), the word "clean" be added for the sentence to read "Keeps all laboratory equipment clean, cal ibrated and in working order." Mr. Wadsworth agreed. Class C Certified Wastewater Treatment Plant Operator was then discussed. Mr. Wadsworth agreed they could add "to include cleaning" after preventive maintenance in item (g) of Regular Duties. Councilwoman Bennington arrived at the meeting at this time, lo:42A.M. and apologized for being late. Field Operations Supervisor was discussed. Councilman Asting asked if State 1 icense is required for this position and Mr. Wadsworth said it's desirable but not mandatory. Wastewater Plant Supervisor was reviewed. Mr. Wadsworth said the only change in wording was under Requirements (c), if they have a Class B plant they need a Class B operator, but it's a C and there's someone qual ified now. Class B Certified Drinking Water Treatment Plant Operator was reviewed. Mr. Wadsworth noted that he doesn't have anyone this would affect but he wanted to provide incentive for people to go ahead and better themselves. Councilman Asting asked if the job descriptions are posted where they work and Mr. Wadsworth said there are copies for each plant and his office and these were given to everyone to review but they won't be displayed until they're approved. Class B Certified Wastewater Treatment Plant Operator was discussed. said there was one person in Wastewater this would affect. Councilman agreed it should be added and be one step above the Class C operator. noted that it will be 6~ an hour to put him in the position. Mr. Wadsworth Spencer Mr. Wadsworth Assistant Util ities Superintendent-was reviewed. Mr. Wadsworth pointed out that this person performs his duties in his absence. Councilman Asting asked if this was for Water and Sewer plants and Mr. Wadsworth repl ied yes. Mr. Wadsworth added that Al Shaffer is in this position because of his past experience with these same types of filters and he worked with civil engineering in the Air Force and has knowledge of pipe 1 ines and is very good deal ing with people. He added that Al Shaffer has his distribution 1 icense but later on when they look for someone else, more education or comparable background would be required. Water Plant Supervisor was discussed. Mr. Wadsworth noted that this has the phrase of a 1 icense equal to or greater than the classification of the Water plant. Council- woman Bennington asked about supervisory experience on this and Mr. Wadsworth agreed it probably should have it. It was agreed to add "Supervisory experience or education highly desirable" as item (h) under Requirements. Councilwoman Bennington suggested anytime they have the supervisors description, they should put in that clause regarding the experience or education. Councilman Asting asked the impact of upgrading in the Util ities Department and City Clerk Kinsey said it would be about $249. a year. Mr. Wadsworth stated that it's not an attempt to get anyone a raise but to get the ranks establ ished. He added that the Sewer Plant is 5 days a week and Water Plant is 7 days a week and more hours per day and different degrees of responsibil ity involved and 1 icensing. -7- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984 (Recessed) ~ .- . " o Q Finance and Administration was the last department to be reviewed. City Clerk Kinsey said she had requests for four reclassifications and it would involve two increases of 4c each and two increases of 7c and would total $457.60 a year. She added that she gave each person that does the job a copy of the job description and had them review them and bring them back. There was a discussion of the difference in the Administrative Clerk I and Clerk I I position. City Clerk Kinsey noted that Clerk 1 I is more advanced and has more responsibi1 ities. Councilwoman Bennington questioned if someone new came in if they'd be hired as a Clerk I or Clerk II and City Clerk Kinsey said she'd probably hire her as Clerk I with the six months' probation. Councilwoman Bennington pointed out that they discussed this at a prior meeting about hiring someone at a higher level if they had experience in other fields and this should apply. City Clerk Kinsey said she'd rather start them at a lower level until she sees they're compatible with the specific job here. Councilwoman Bennington asked if the person after probation would go from Clerk I to Clerk I I and City Clerk Kinsey rep1 ied yes. Councilman Spencer suggested determining if they need a Clerk I or Clerk I I and hiring someone meeting the requirements. He added that they don't have a Patrolman I and Patrolman I I based on experience. City Clerk Kinsey said she felt a Clerk I would be someone assigned to answer the telephone and take uti1 ity payments. City Clerk Kinsey stated that she's requesting an upgrade for Clerk I I from grade 6 to 7. Councilwoman Bennington asked why there was such a spread from a grade 4 to a grade 7 for a Clerk I to I I and City Clerk Kinsey said experience plus the Clerk I I does the general insurance package for the City and worker's compensation, plus a Clerk II may be asked to go to an advisory board meeting. Councilwoman Bennington asked if a Clerk I is just there for future need and City Clerk Kinsey stated that it's always been there and they may need it. There was a discussion about whether a Clerk I I would assume the responsibi1 ity of training a Clerk I. Councilwoman Bennington asked who the supervisor would be for the Clerks and City Clerk Kinsey rep1 ied that the Deputy City Clerk supervises also. Councilwoman Bennington asked if the Assistant Finance Director would be over the Clerks and City Clerk Kinsey rep1 ied that they work independently. Councilman Asting asked who's responsible for the computer operations and City Clerk Kinsey said the Finance Director would be. Councilwoman Bennington asked who the Clerks go to if they have a problem and City Clerk Kinsey said it depends on the topic of the problem, such as coding or cash hand1 ing. Councilwoman Bennington noted that as Finance Director Mrs. Kinsey is responsible for money and Councilman Asting and Mayor Ledbetter agreed. Councilwoman Bennington pointed out that the City Clerk is also responsible for all records but the Deputy City Clerk assumes that responsibi1 ity. Payroll Personnel/Insurance Clerk was discussed. City Clerk Kinsey clarified that this employee handles group and 1 ife insurance for employees. Councilwoman Bennington pointed out that it's a change of title and City Clerk Kinsey said it's a rewrite also. Mayor Ledbetter asked if (m) under Regular Duties, "May be assigned as secretary to advisory board..."shou1d be deleted and it was agreed to take it out. Councilwoman Bennington questioned if this employee gets all the paperwork for new hires and City Clerk Kinsey rep1 ied yes. Uti1 ity Bill ing Clerk was reviewed. City Clerk Kinsey said she saw no need to number the Bill ing Clerk as a I or a I I. Councilwoman Bennington agreed that when she reaches the top of the scale the only way to advance is to get out of the job description and City Clerk Kinsey agreed. City Clerk Kinsey noted that this is a grade 6 and she's requesting it be a grade 7 because they need some background for this job and the employee works without supervision on a regular basis. Administrative Secretary I was discussed. City Clerk Kinsey stated this is the secretary to the Planning & Zoning Board. Councilman Asting noted that this job has the disadvantage of evening work. Councilwoman Bennington noted that this is the same as the Payroll Clerk and there are four people in this department on Grade 7. City Clerk Kinsey agreed to that number if it's adopted. Councilman Spencer suggested that the word "some" be deleted from item (g) under Requirements for the sentence to then read "experience in office procedures, preferably in municipal government or an equivalent combination of education and experience". Administrative Secretary I I is the confidential/administrative secretarial position and Councilman Spencer suggested it not be considered with other employees but to be done with the management package. City Clerk Kinsey noted that the title could be changed to something other than Secretary I I. Councilman Spencer said he wants',to consider it separately and not at this time. City Clerk Kinsey noted there's no change requested here. It was agreed to consider this job description with those in management. -8- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984 (Recessed) . , ., o o Finance and Administration review (Continued) - Accounts Payable/Purchasing Clerk was reviewed. City Clerk Kinsey noted that she's requesting an upgrade from a grade 9 to a grade 10. Councilwoman Bennington said under the Requirements, she wants it mandatory experience or education in this field. It was agreed to change item (c) to read "Considerable knowledge and experience of accounts payable procedures and City purchasing pol icies required'l. Councilman Spencer noted that comparing this at grade 10 to the Florida League of Cities survey, this would be similar to a Deputy City Clerk in their categories, and this change won't put the City out of 1 ine with other cities. Deputy City Clerk was discussed. Councilwoman Bennington said she feels this should be higher than a grade 10 because this person is responsible for the City Clerk in her absence. Mayor Ledbetter suggested a grade 11 or 12. Councilwoman Bennington suggested grade 12 because of the qual ifications and responsibil ity in that position. Councilman Spencer noted that making it a grade 11 would make it comparable to the average for other cities. Councilwoman Bennington noted that the Deputy does the occupational 1 icenses and has to know the Code as well. City Clerk Kinsey stated that she knows the election laws also. Councilman Spencer said from a grade 9 to 11 is reasonable. Mayor Ledbetter agreed and said item "h" under Regular Duties regarding 'IMay be assigned as a secretary to an advisory board...."should be deleted, and it was agreed to take it out. Councilman Asting asked if this position is a member of the bargaining unit and City Clerk Kinsey repl ied yes. Councilman Spencer suggested under Requirements, item (b), it read "Considerable knowledge and experience of pol icies and procedures of the City required". Councilwoman Bennington asked the amount if it's raised and City Clerk Kinsey said the base salary would be from $5.35 to $5.85 an hour. Data Processing Coordinator/Assistant Finance Director was reviewed. City Clerk Kinsey noted that this is a title change. Councilwoman Bennington suggested it just be Assistant Finance Director and Councilmen Asting and Spencer agreed. Councilwoman Bennington suggested under Requirements, item (g), they add the word "required" at the end of the sentence. Personnel Officer was discussed. City Clerk Kinsey noted that this is a new job description and it's establ ished in ;the Code but not in job description form. Councilwoman Bennington and Councilman Spencer said it should be included with the management package, plus Finance Director and City Clerk. Councilwoman Bennington stated that this needed to be done for a long time and it should have been done before going into the new budget but because of union negotiations she doesn't feel they should implement any of these changes until negotiations are complete, if they do decide to implement them. Councilman Spencer disagreed and said they can implement them as of October 1st as he doesn't feel it affects the bargaining going on. He added that the total amount would only be about $17,000. Councilwoman Bennington noted that the amounts to implement this will have to come out of unappropriated funds and it will be easier to appropriate the entire amount at one time when negotiations are over. Councilman Spencer said he wants to act on this before a new Council comes in. Councilman Asting said every Council has talked about doing this review and this is the first time it's been done. and the City needs it badly. Mayor Ledbetter said negotiations should be wrapped up soon and this isn1t urgent plus the department heads should be included in this. Councilwoman Bennington pointed out that per the Merit ordinance it will take a four-fifths vote to overturn a recommendation of the Merit Board, and she1s in agreement with the general consensus but isn't prepared to vote yet. She added that it can be made retroactive to October 1st, and suggested tenatively leave it for the October 15th Council agenda. Councilman Spencer asked that the City Clerk provide a copy of the reclassifications they discussed with new titles and new classifications before the meeting. Councilwoman Bennington suggested this Council go over department heads before going out of office and Councilmen Spencer and Asting agreed. Councilman Asting moved to adjourn. Councilwoman Bennington seconded the motion. Meeting was adjourned at 12:24 P.M. -9- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984 (Recessed) Note: Signature page is -10-. .. , . . ',1 .... \ o Q ~ Signature page for Council Special Meeting and Workshop Minutes, September 13, 1984 and September 19, 1984 (Recessed). Minutes submitted by: Lura Sue Koser ATTEST: ~~L~ CITY CLERK ... 4. 7- App roved th i s .J.. c..o-day of 10 (+J.,lO"1 , 1 984 . ~ct ~~4~ .~. lfJC Ji:Jt~_ NY-OR' , h C\. J .(;(l ?r/A/\ ~ COUNCILMAN ~ONE THRlE COUNC~t(;~ ~ ~J5~ J [fM- ~ ?J'<1 I ~ -10- Council Special Meeting & Workshop Minutes September 13, 1984 and September 19, 1984 (Recessed)