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01-11-1985 - Special/Workshop o ~ CITY COUNCIL OF EDGEWATER SPECIAL MEETING & WORKSHOP JANUARY 11, 1985 MINUTES Mayor Earl Baugh called the Special Meeting and Workshop to order at 2:00 P.M. in the Community Center. He stated that the purpose was for department head review and the Management Pay and Benefit Plan. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Present Present Present Present Councilman James Inman City Attorney Jose'Alvarez City Clerk Connie Kinsey Police Chief Douglas Betts Present Present Present Arrived Later Mayor Baugh suggested a recess from the Council Special Meeting into the Work- shop and Councilman Asting so moved. Councilman Prater seconded the motion. Motion CARRIED 5-0. Earl Copeland, Public Works Superintendent, was the first department head to meet with Council. Mayor Baugh stated that he's suggesting that a Council member work with department heads to try to work out a 3 to 5 year plan for goals and pro- jections. Mr. Copeland distributed copies of his department's activities and responsibilities, plus an updated listing of street conditions. Mr. Copeland noted that he'd contacted DER regarding the trash incinerator and they gave him three names of dealers, one of which has gone out of business. He had brochures on a trash incinerator which is portable and stated that the dealer is supposed to get in touch with him around the beginning of February. City Clerk Kinsey read the cover sheet audience and press could be informed. discuss any of the items after Council of Mr. Copeland's information so that the Mr. Copeland stated that he'd be glad to has had a chance to review them. Councilman Rotundo asked Mr. Copeland in what areas he feels they need to improve. Mr. Copeland replied that with the equipment he has now and what he's authorized to buy in 1985 he feels they'll be in the best shape ever and doesn't foresee any major problem. He added that culverts could possibly present a problem. There was an extensive discussion about the sizes and locations of the culverts. Councilman Rotundo asked if there's enough money in the budget for the culverts and suggested he go ahead and do what's necessary to avoid collapses and someone getting hurt. Mr. Copeland said they bought six last year and they can't always tell when they're going to collapse, and he referred to the large number that collapsed during the last hurricane. Mayor Baugh suggested a crew go out and look at them to determine if some are dangerous. Councilman Prater noted that they have 70 pieces of equipment to maintain and asked if one mechanic and assistant is sufficient. Mr. Copeland replied that it sometimes is and sometimes isn't but they make sure that the garbage, fire, police, and rescue vehicles are running. Councilman Asting asked if they schedule vehicles in for maintenance checks and Mr. Copeland replied that they put stickers on them and like to have them at 3,0000 miles for checkups. Councilman Asting suggested they coordinate this at the next department head meeting since it's the responsibility of the department head, and so that all the vehicles won't come in at one time. Mr. Copeland said he'd keep a log at the barn and there's a memo that all vehicles are to come through the barn or if not, the mechanic will make arrangements to have the work done elsewhere so they'll know the work being done on that vehicle. Councilman Asting asked how they plan to operate the two trucks and Mr. Cope- land replied that he's planning to put one in the old part of town and one in Florida Shores and will probably use the railroad tracks as the divider and if one route falls short, they can overlap. Mr. Copeland noted that they put in 287 culverts this past year under driveways and the trash truck is used for special pick ups, hauling of culverts, steel and cement for making posts, plus for lumber. o o Earl Copeland, Public Works Superintendent (Continued) - Councilman Asting asked about the stop signs and other identifying signs and Mr. Copeland said they've made up 50 or 75 but they've just completed the building and put the machine in it and they'll start making stop signs very soon. Councilman Asting asked if they have the materials and Mr. Cope- land replied yes. Councilman Inman asked where they're going to install the signs and Mr. Copeland replied that they'll start with the main thoroughfares and then go to Willow Oak and go east to the railroad tracks and get a street complete. Councilman Inman agreed the main arteries should be first. Mr. Copeland said he doesn't want them hopping around. City Clerk Kinsey pointed out that they're going to start an inventory of signs and number and date them when the signs go up to have a running inventory. Mayor Baugh asked if those that are in good condition now are going to be inventoried and Mr. Copeland replied that he'd like to put new faces on them and make them uniform at 30-30 for the primary roads especially and with the best reflectors available. Councilman Inman stated that regarding the proposed benefits for management, they'll discuss it during the special meeting portion and will advise all the department heads. Councilman Rotundo asked if the present insurance is as proposed and City Clerk Kinsey said it's presently $10,000.00. Councilman Inman noted that $25,000.00 is proposed. Councilman Rotundo asked the cost and City Clerk Kinsey said it's 64~ per thousand per month. Mr. Copeland displayed a colored picture of the incinerator and Councilman Asting asked Mr. Copeland to advise Council when they can see it. Mayor Baugh asked Mr. Copeland his budget status and Mr. Copeland replied that it's fine and a little below and he's keeping close watch on it. Mayor Baugh asked if the portable incinerator could be used at the barn and Mr. Copeland said it could be. Mayor Baugh asked if the other one could be set up there also and Mr. Copeland replied it could be, and it doesn't require a large area. Mayor Baugh asked how often they would have to burn and Mr. Copeland replied about once a week but he'd have to try it, and it it might be less, depending on the amount collected. Mayor Baugh asked if he has a full crew and Mr. Copeland replied yes. Mayor Baugh asked for a Council volunteer to work with Mr Copeland and asked Councilman Rotundo if he'd be interested in this. Councilman Rotundo agreed. Mayor Baugh said he feels this will be very beneficial to the Council and the citizens. Mayor Baugh called a short recess at 2:32 P.M. for the next department head to arrive, and called the workshop back in session at 2:33 P.M. David Garrett, Recreational Director, Building & Maintenance Superintendent, was the next department head to meet with Council. Mayor Baugh advised Mr. Garrett that each department head will be asked to work with a Council member to determine a five-year plan. Councilman Rotundo asked Mr. Garrett how he thinks he can improve the relation- ship with Council and the City Clerk. Mr. Garrett replied that his biggest problem has been with the City Engineer because of the delays in replies and it's held back quite a few of his projects. He added that he realizes the City Engineer has a heavy work load but it's delayed the projects with the Department of Natural Resources and with the Port Authority for grants and permits. Councilman Rotundo asked how this problem can be corrected and City Clerk Kinsey pointed out that he isn't a City employee, but under contract, and suggest for future thought a combination City Planner and Engineer for 40 hours a week, in-house, and on the payroll. Councilman Rotundo asked if the City Engineer is free to come to the City at any time and City Clerk Kinsey said they have to keep contacting him. Councilman Asting pointed out that the contacts are through the City Clerk. City Clerk Kinsey said some of the Engineer's delays can be with the County and State, plus he has a private practice also. -2- Council Special Meeting & Workshop Minutes January 11, 1985 .... o o David Garrett, Recreational Director, Building & Maintenance Superintendent (Continued) - Councilman Prater asked the status of the park at Riverside Drive and 442 and Mr. Garrett replied that they have to get approval, which should be at the end of the month from the Port Authority, and it will probably be budgeted for next year, or possibly for two years. Councilman Prater pointed out that they're losing ground to erosion and Mr. Garrett agreed they'll have to stablize the ground erosion. Councilman Prater asked what he has in mind for a fishing pier size and Mr. Garrett replied it would be about six foot wide and it will run out about fifty foot with a forty foot "T" at the end. Councilman Prater asked if the fifty foot would be near the channel and Mr. Garrett replied that it will be fairly close. Councilman Prater agreed it should be close for good fishing. Councilman Prater asked if he needs additional help from Council and Mr. Garrett replied that he'll need it for future parks and for community needs. He added that he'd like input from teen-agers and suggested a Junior Recreation or Steering Committee. Councilman Asting agreed it would be a good idea and suggested a writeup in the newspaper for volunteers for the committee. Councilman Rotundo agreed it was a good idea. Mayor Baugh referred to the interest shown when he spoke at the Junior High School. Councilman Asting suggested a leter to the school and Councilman Rotundo suggested a trip to the school. Mr. Garrett pointed out that it takes a lot of volunteers to run a recreation deparmtent and Council members agreed. Councilman Prater asked if he'd looked over the 14 acres and Mr. Garrett said he'd looked over it with Councilman Rotundo. Councilman Rotundo stated that he'd walked it and it's mostly high and dry with only one low spot near the railroad tracks and there's a hydrant at both ends of the property. Mr. Garrett said it's 30th to 28th Streets. Councilman Inman asked the tentative completion date of the bike path and Mr. Garrett stated that as soon as the County permit is signed they can go out for bids on it. Councilman Rotundo asked the materials to be used and Mr. Garrett replied that the Engineer suggested concrete and it will have to have a two foot concrete curb at about $6.00 a foot, as that's the only way the County will give permission is to divide the path from the highway. Mayor Baugh asked if that's a new regulation and City Clerk Kinsey explained it's a use permit from the County. Councilman Inman pointed out that Daytona Beach put in a path to the school and used macadam. Councilman Asting asked how long the bike path will be and Mr. Garrett replied it will be five foot wide and four foot wide. Councilman Rotundo suggested they might get lower prices from Lone Star or Rinker if they're doing the work themselves but they can look at the bids and go from there. Mayor Baugh asked the completion date of Menard Park, and Mr. Garrett replied July of this year and he hopes to have it done by then. City Clerk Kinsey pointed out that the plans were just received 2 or 3 weeks ago from the Engineer. Mayor Baugh asked the budget status and Mr. Garrett replied that he's doing fine. Councilman Inman advised Mr. Garrett that the Council will review the benefit and pay plan and will advise all department heads of the decision. Mayor Baugh asked for a Council volunteer to work with the Parks and Recreation Department and with the Building Department for the five-year plan. Councilman Prater volunteered. Mayor Baugh asked Councilman Asting if he would work with Utilities and Councilman Asting agreed. Mayor Baugh asked Councilman Inman if he'd work with Police, Fire and Rescue and Councilman Inman Agreed. Mayor Baugh stated that he'd work with the City's Administration. Mayor Baugh called at short recess at 3:51 P.M., awaiting the next department head. He called the Workshop back in session at 3:54 P.M. -3- Council Special Meeting & Workshop Minutes January 11, 1985 \ ~ o o Dennis Fischer, Building Official, was the next Mayor Baugh advised Mr. Fischer that Councilman with him on a five-year plan. department head to be interviewed. Prater had volunteered to work Councilman Rotundo asked Mr. Fischer where he feels he needs improvement and Mr. Fischer explained that he distributed information that explains his goals and problems. He noted that Volusia County is registered in the top twenty counties for construction in the United States and he read from the statistics outlined in his information. He stated that he will soon give Council costs to add on to his department as his space is so limited now, and he's planning to establish a master plan permitting system and a data base record system. He added that he wants to register all the contractors and subcontractors in the community. He stressed the need for continued education in his department and noted that he's enrolled in a construction program and is doing a correspondence course. He reviewed his proposed personnel for the department. Mr. Fischer suggested removing the responsibility of the Code Enforcement Officer for non-related building violations and transferring it to the Police Department as other cities have done. Councilman Rotundo said they need to review it before making a decision but the City is growing and he needs some assistance. Councilman Prater asked Mr. Fischer if any ordinances hold him up that possibly could be updated to assist him and Mr. Fischer replied he has trouble with inter- pretting some ordinances but doesn't have anyone in particular but they need to look at the Building Code portion of the ordinances. He added that he's on the 1985 committee for the County to adopt uniform building ordinances, and they can look at the areas where it's deficient after the revision is adopted. Councilman Asting asked if the vehicle authorized for the Building Department is to be used for Code Inspection instead of by the Building Inspector. Mr. Fischer reviewed that he's leased a vehicle with GMAC which gets extremely good gas mileage and it would be a financial disadvantage to terminate the lease. He added that the Code Enforcement Officer shares the City vehicle with the girls in City Hall. City Clerk Kinsey pointed out that City Hall employees use it to pick up mail, going to the bank, the printers and for office supplies and there are conflicts on occasion if an employee wants to drive it to a school, and they sometimes take their personal vehicles if it's in Daytona Beach. There was a discussion regarding the lease agreement for the vehicle. Councilman Asting asked if he's a member of the Building Inspectors Association and Mr. Fischer replied yes, and his other memberships and qualifications are listed on page 4 of the information he distributed. Councilman Inman pointed out that a personnel proposal is for a part-time building inspector and they've received a resume for a person to be a member of the board who is an electrical contractor and is retired. Mr. Fischer said he's looking for someone on a contract basis because they don't need someone full time, but who is State certified, and if he's a master electrician, he'll qualify. Councilman Inman questioned the arresting powers of the Code Enforcement Officer. Mr. Fischer pointed out that it's for non-building related violations and they don't get the respect in the field they would if they were in uniform. He recalled that they once had to have an officer accompany them. Councilman Asting noted that Council had discussed providing a badge for the Code Enforcement Officer. City Clerk Kinsey pointed out that the badge doesn't have any authority. City Attorney Alvarez agreed that the badge is just an insignia of office. Mr. Fischer noted that they use business cards now. City Attorney Alvarez suggested the badge could go with a picture I.D. to gain entrance to a building. Mayor Baugh asked if they could have a Police officer named as a Code Enforcement Officer for other than building violations since they're there to enforce the ordinances of the City. City Attorney Alvarez said he'd have to research that since it might provoke a situation due to reaction to a Police officer. Mayor Baugh said he's referring to instances such as removal of junk cars. City Attorney Alvarez agreed if the enforcement falls with the Police Department he should handle it and he sees no problem with sending someone from the Police Department to a specific area when it's something other than building. Mayor Baugh pointed out that when he was Police Chief it was handled that way and worked very well. -4- Council Special Meeting & Workshop Minutes January 11, 1985 I ~ o o Dennis Fischer, Building Official, (Continued) - Councilman Asting asked City Clerk Kinsey to have ordered the picture identification cards as he didn't feel badges were necessary. Mayor Baugh agreed. Councilman Inman advised Mr. Fischer that Council will discuss the benefit and pay plan during the special meeting portion and will let him know the decision. Mr. Fischer noted that he listed in his information the surveys of the County, the Florida League of Cities, and outside areas and a copy of the budget for his department. Mayor Baugh asked if the Building Department is in Code Enforce- ment and Mr. Fischer replied yes. Mayor Baugh asked the status of the budget now and Mr. Fischer said they're right where they should be and he doesn't see any overbudgeting. He added that he estimates about $3,000.00 for the materials for the addition to his department. Mr. Fischer stated that he received 25 building permits for single family homes for the first two weeks of this year and their department is slowly straightening out the procedures with the water and street departments, but he doesn't have any other major problems. He reviewed the proposed additional room and added that the air conditioning and heating would have to be updated. Mayor Baugh asked if City crews could do the inside work and Mr. Fischer replied that they can do a portion of it. He added that cooperation has been excellent from Council and he appreciates working with everyone. Mayor Baugh requested a copy of the Quarterly Report and Mr. Fischer said he'd provide it. Mayor Baugh recessed the Workshop at 3:30 P.M. to await the next department head. He called the Workshop back in session at 3:35 P.M. Terry Wadsworth, Utilities Superintendent, was then interviewed. Councilman Rotundo asked Mr. Wadsworth how Council can assist to make things easier and Mr. Wadsworth replied that things are going pretty well now and he has a good rapport when submitting items to Council and getting them back. Mr. Wadsworth stated that the major thing for the City this year is the water treatment and supply study which is being done by Conklin, Porter and Holmes and they want to get with Council to brief them on the status and to get input for service areas and policies in regard to annexation. Councilman Rotundo suggested that Mr. Wadsworth and Councilman Asting work on that and agreed that the water plant needs to be expanded as fast as possible. Councilman Prater asked if the expansion would be all new equipment or if they'd use existing equipment. Mr. Wadsworth replied that they plan to use what they have becasue it's not that old but they may want to modify some for a different type of treatment for detention time for recarbonation for the softener units there. Mr. Wadsworth said he'd want to use all they can and expand, pending it being within the finances available to the City. Councilman Prater asked if there's any cost determined yet and Mr. Wadsworth replied that the report from Conklin, Porter and Holmes will tell them that but they have some money available in the impact fee fund and there will be different options at different price ranges but they need to meet with the engineers. He added that the engineers are having problems getting exact figures from the suppliers. Councilman Asting asked if the engineers are taking into consideration where they might be able to locate well sites and Mr. Wadsworth replied that was requested and they're working with the County and the State on that but sometimes they can't get any- thing definite until they start the permitting process, and the area around 1-95 will be ideal for the City. Councilman Asting asked if the same method will be used if they modify the treatment process and Mr. Wadsworth replied that it would be the lime treatment due to the type of water in this area. Councilman Asting asked if it would be more costly and Mr. Wadsworth replied that some equipment is cheaper originally and some more costly to operate and they have to consider what is the best investment for the City. Mr. Wadsworth pointed out that they have some old pipes in the ground and some of the problems are not with the plant but with distribution. Councilman Asting asked about the problem on 35th Street between Needle Palm and Queen Palm and Mr. Wadsworth replied there's 2" PVC line on 35th and it was designed to serve residences, and the last 6" line is 34th and it's all 2" line around the perimeter. -5- Council Special Meeting & Workshop Minutes January 11, 1985 o o Terry Wadsworth, Utilities Superintendent, (Continued) - Councilman Asting asked what equipment is planned for the water department and Mr. Wadsworth replied that they budgeted for three new vehicles and he has the specifications and they can go with State bid or as a fleet, whichever is cheaper. Mr. Wadsworth noted that the Ditch Witch is down but he doesn't think it warrants repair and he suggested they auction it off. He added that they periodically upgrade and replace their equipment. Councilman Asting asked the condition of the water towers and Mr. Wadsworth replied that Park Avenue is scheduled in the budget to be done this year and the other one will be done next year and each should last 3 to 5 years. Councilman Inman asked the status of well #1 where they were losing pressure and Mr. Wadsworth answered that Layne Atlantic has pulled the pump and it's in Orlando for analysis. He added that they had to repair well #2 also but he hasn't been notified as to the condition of the pump and he'll advise Council when he hears. Councilman Rotundo asked if they have back up pumps or if they're too costly and Mr. Wadsworth replied that they don't have spare pumps because they take different ones but he hopes to standardize them with the new well to what they have on wells #4 and #5. Councilman Rotundo asked how much time it takes and Mr. Wadsworth replied that he's to be advised the next Tuesday. Councilman Inman asked if the engineers are considering the possibility of fluoride in the water also and Mr. Wadsworth said they didn't request them to do that but it's fairly economical and not a major consideration from an engin- eering standpoint, and it's the City's option. Councilman Inman noted that he'd been told it would be more feasible and less expensive to do it with the expansion and Mr. Wadsworth agreed. Mayor Baugh asked if they want plant expansion or a new plant and Mr. Wadsworth replied that they're considering both but there's not much money for grants for water plants, only for wastewater. He added that it if they can't find something compatible with the plant they may have to think of a new one they can phase in as money is available. Mayor Baugh expressed his concern of how long it would be practical with the population increase. Mr. Wadsworth pointed out that they have to see where St. Johns Water Management will let them locate the plant. Mayor Baugh reviewed a presentation at the last VCOG meeting on percolation and advised they'll make it available to the City for a program to show the best locations for wells with no cost involved for the program. He added that most of the wells are going west of 1-95 and south of Daytona Beach. Mr. Wadsworth recalled that they'd recommended for Edgewater the vicinity of Lake Ashby but that wouldn't be practical. Mayor Baugh suggested this presentation be included with the meeting with Conklin, Porter and Holmes. Mayor Baugh asked the status of his budget and Mr. Wadsworth replied that they're fine and usually don't make major purchases until after some of the revenues are in and the auditors make some changes but he feels they'll be in good financial shape. Mayor Baugh asked if the water hookups are what were anticipated and Mr. Wadsworth replied that it's a little below but the economy will determine that. Councilman Inman advised Mr. Wadsworth that Council will discuss the benefit and pay plan later in the meeting and will advise him by letter of what action the City takes. Mayor Baugh called a recess at 3:55 P.M, awaiting the next department head. He called the Workshop back in session at 3:58 P.M. -6- Council Special Meeting & Workshop Minutes January 11, 1985 o o Douglas Betts, Police Chief, was then interviewed. Mayor Baugh advised Chief Betts that a Council member will be working with each of the department heads to establish a five-year plan and Councilman Inman will be working Police,Fire and Rescue. Councilman Rotundo asked Chief Betts how he thinks he needs to improve the Police Department, with the Council's help. Chief Betts replied that he's had training and has made steps to improve the department in many areas and the Council could direct suggestions in areas that appear weak to them. He said in going over equipment, managerial practices, and organizational structures, he has instigated them and Council has a list of his improvements. He added that most beneficial to him would be input from the Council on areas they would have questions or suggestions on and they could sit down and discuss it. Chief Betts stated that they're making good progress and he displayed a graph that showed the number of calls for service from July of last year until January and noted they've had a 300% increase in calls for service since August 1st. He added that these calls include actions taken by the department members and services performed, which is recorded and filed. He stated that he is working diligently to improving the service and the basic law enforcement structure, and would appreciate any Council suggestions and will implement if necessary. Mayor Baugh asked how far back the 697 for the month goes and Chief Betts replied it's since his arrival and prior to that they were in the area of 175 to 200 calls since last January. Mayor Baugh stated that they were averaging 500 to 600 a month. Chief Betts stated that monthly reports are available. Councilman Prater asked his number one priority to get done what he'd like and Chief Betts said it's going along the way he likes and his priority would be training of the departmental personnel and the officers should be trained for 1985 and for the future and training will prepare the men for 10 years ahead. Councilman Asting stated that he's concerned about the purchasing procedures in the Police Department and noted that a repair to vehicle #311 was authorized at Goodyear and the requisition was signed that the work was done. He added that when the City's garage had the vehicle the mechanic said there were no parts put in the front end at all and it was not aligned. He noted that the bill from Goodyear was for $131.88. Chief Betts said that he considers the vehicle to be unsafe-was why he took it to Gooodyear. Councilman Asting pointed out that there were two vehicles parked in front of the -Police Department to be used for patrol work and they're requiring Police officers to go out in what he considers to be unsafe vehicles. He asked Chief Betts for an explan- ation on this and Chief Betts said he hadn't talked to the mechanic about this but he will and then give him an answer. Councilman Asting noted that it was released by Sherry Reed to the Purchasing Clerk certifying that the work was performed and no repairs were made. Chief Betts said he'll talk to the City mechanic and get a report back. Councilman Asting stated that he brought up some time ago that he's not happy with the purchasing procedure and it hasn't improved any. Councilman Inman stated that in reference to vehicle #311, the Plymouth has 99,000 miles on it and he considers it worn out for use for Police work. Chief Betts agreed. Councilman Inman reviewed the uses of the three new vehicles and suggested that #311 be parked out front of the Department. He recalled the accident that occurred a few years ago and said he doesn't want to see anything like that happen again. He added that he considers this vehicle unsafe and wouldn't drive it if he was on the force. He suggested the one vehicle be painted and equipped for patrol and added that he knows there's a problem with the cage because of cramped space but he thinks he should take care of this matter. Chief Betts said he'll look into it. Councilman Inman asked about the new tires put on the car because the car was not tracking right and said if the front end is worn out the tires won't help. Councilman Inman asked about the new hubcaps put on the Chief's car and Chief Betts said he got them to conceal the police look and they list at $160.00 per set and he got them for $40. and the tires he took off because he didn't think they felt comfortable and he set the old ones aside for later and had a new set put on. -7- Council Special Meeting & Workshop Minutes January 11, 1985 Q o Douglas Betts, Police Chief (Continued) Councilman Prater asked why he'd put the tires on a patrol car if they were unsafe for him. Chief Betts replied that when they passed 45 or 50 they had a vibration. Councilman Prater asked if they could go back to the tire manu- facturer on the warranty instead of a new set and Chief Betts agreed that would have been a possibility and it might be done. Councilman Asting stated that he might not be able to go 85 safely with the tires on the vehicle. Councilman Inman stated that he was very disturbed about the article on 85 on the highway. Councilman Asting agreed he also was. Mayor Baugh asked what the hurry was to get back and Chief Betts said he doesn't remember. Mayor Baugh asked his hurry to get to D.B.C.C. and Chief Betts said it was a 911 meeting but he didn't hurry up there. Mayor Baugh said he thinks he did. Councilman Inman stated that he doesn't want to tell any department head how to run his department but he's available to be called on the telephone if there's a problem and will give his input. He recalled two reasons for terminating, one is if you're caught sleeping on the job and the other is falsifying a report. Chief Betts agreed. Mayor Baugh asked if the hub caps were $40. from a salvage yard and Chief Betts replied that he thinks it was $40. Mayor Baugh asked if there were two bills and Chief Betts said there was possibly irregularities and they couldn't read it. Councilman Asting stated that when the three Police vehicles came to the City he had stated that they had to be used for patrol work and only one is being used for patrol and another is being used by the Chief and one by his Assistant which is in violation of what was stated in a Council meeting and the Chief had agreed to at that meeting. Chief Betts asked if the Council has the October 1st meeting minutes which would answer that and which is what he went by. Mayor Baugh pointed out that Councilman Asting wanted an answer as to why the cars aren't on the road and Chief Betts replied that he didn't promise it. Councilman Asting suggested he listen to the tapes. Councilman Inman asked the date and Chief Betts replied it was October 1st and it has the entire discussion of the purchase and it's an adequate answer to that question. Councilman Inman asked Chief Betts if he took a City vehicle to the West coast on Thanksgiving week-end and Chief Betts replied no, the car did not leave here unless it had Council's permission. Chief Betts stated that it doesn't appear they're interested in the department and are going over items he expected Council to come to him with. Councilman Asting stated he doesn't go to him, but expects the Chief to come to Council. Mayor Baugh pointed out that he'd come to see him and he wasn't there. Chief Betts said he hasn't had any contact or telephone calls with Council and he was under the impression from the old Council they would take the time to give him a call or come by if there was a question if it was built on reason and they could either change it or improve it. He added that he would welcome the input to him and with no communication from Council he assumed it was being done to par at least and he had no problems. He stated that he was appointed to run the department as the head and he's been doing that in accordance with State Statutes and City ordinances. He said if there are any blemishes or suspicions or wrongdoings, a telephone call would have been handled instantly. He stated that he admires the Council greatly with their experience, their age, and their position and he was trained that way. He added that it's not his business to cheat the City, guide the City, or take from the City to better himself. He pointed out that he's at the top of his profession and his salary is adequate and he needs nothing else but to do a job and finish it and he's not finished yet, and with their help it can be quicker. -8- Council Special Meeting & Workshop Minutes January 11, 1985 I o o Douglas Betts, Police Chief (Continued) Mayor Baugh stated that on November 27th the Chief was scheduled to come to a department head meeting and he'd said he'd be there but didn't show up and after the meeting he went to the Police Department to see where he was and was told that the Chief was at a private meeting. Mayor Baugh said he'd talked with a couple of officers and they said the Chief had called a mandatory meeting that day for 3:00 and he didn't show up until 4:15 or 4:30 and the officers just sat there. Mayor Baugh stated that on November 24th the Chief was unavailable and that was when he went to the West coast and he was told to take a personal day on the 26th. Mayor Baugh recalled other instances when he tried to reach him and he was away but his time sheet showed he was on duty. Mayor Baugh stated that regarding the hub caps, the Chief got them on a Saturday and told the man he'd give him a purchase order in an hour or so and when it was questioned on Monday, there was another bill issued by that agency for $30, for those hub caps, which was after it was questioned why they were purchased prior to a purchase order. Mayor Baugh stated that in checking with the City Clerk, the purchasing pro- cedure has not improved any and regarding working things out with the City Clerk, there was one meeting with her. City Clerk Kinsey agreed that was correct. Mayor Baugh pointed out that the Chief had no meetings with the City Clerk regarding purchasing and he still doesn't follow the procedures as far as purchasing goes, and asked when he'll learn that he has the manual for pur- chasing and that's what has to be followed. Mayor Baugh asked Chief Betts if he'd signed all his pay sheets and Chief Betts replied yes. Mayor Baugh said he's going to get that verified because he believes those were signed by someone other than him. Mayor Baugh stated that he's not happy with what's going on over there. Mayor Baugh asked if the patrol car that he's seen Mrs. Reed drive several times has ever gone over to Seminole Community College and if so, why. Chief Betts replied yes, twice. Mayor Baugh pointed out that was after Council had tabled the request for a City car. Chief Betts said he assumed that it was tabled on going to the school. Mayor Baugh stated that the whole item was tabled, and it was misuse of the City car. Chief Betts said he didn't realize that. Councilman Asting stated that between now and the end of the month Council has to make a determination regarding Chief Betts as his probation ends the 31st of this month and he suggested any correspondence or anything pertaining to Chief Betts and his management of the Police Department be made known to the Council members, both the good and the irregularities and between now and then they'll have another meeting and determine how they're going to handle the matter. He added that what's made available to Council should be made available to Chief Betts so they can listen to him if he wishes to contest any of it. Mayor Baugh asked City Clerk Kinsey if it's improved any in the last month or month and a half regarding City Hall and purchasing. City Clerk Kinsey replied that she doesn't feel that it's changed in the last month and has not improved. Mayor Baugh asked Chief Betts if he ever authorized a patrol car to be on the road without a tag. Chief Betts replied no, he didn't authorize it. Mayor Baugh stated that he has a picture of one that has no tag and;:the Chief told them to drive it without a tag and he'll make th~ picture available. Chief Betts said that he'll probably need it. Councilman Inman asked Mrs. Reed's job title and Chief Betts replied that she's a Records Clerk. Councilman Inman pointed out that when he went to the Chief's office he was introduced to her as a secretary and a very efficient one. Chief Betts agreed and said without Sherry Reed his transition would have been almost impossible and she's one of the most efficient office personnel he's come across. Councilman Inman asked why Mrs. Reed has a pager if she's a Records Clerk. Chief Betts replied that it's her pager and she donated two pagers to the department and they're paying rent on the lines and they have a 50-mile range. He added that when he first came here his pager was inadequate and now they have a toll free line for unlimited long distance calls and she volunteered these pagers and he has one and she has one. Mayor Baugh asked what happened to the old pagers and Chief Betts replied they've been placed inactive in his office. Councilman Inman asked if Mrs. Reed has a Police radio in her private car and if so, why. Chief Betts replied that it's in case he has to get in touch with her and since he doesn't have a #2 man, he puts a lot of responsibility on her and leans on her in that capacity many times. -9- Council Special Meeting & Workshop Minutes January 11, 1985 o o Douglas Betts, Police Chief (Continued) Mayor Baugh asked if it's a City radio in her private vehicle and Chief Betts replied yes. Councilman Asting said that's misuse of City property. Mayor Baugh asked if the pager system is out of Daytona and Chief Betts replied yes. Mayor Baugh asked what's wrong with the pager system they had as they used it clear down to Brevard County and suggested they get it fixed if something's wrong and not pay the rent. Chief Betts said the equipment's there but he doesn't know if they're paying any money on it, and he thinks they belong to the department. City Clerk Kinsey stated that they're paying rent on the two from Daytona Beach. Mayor Baugh stated that he sees no need for pages from Daytona and the Chief can let them know where he's going. Councilman Inman said regarding the affirmative action plan, there was a female officer who applied for a position August 31, 1984, and required a 40 hour refresher course to be recertified and then a few weeks ago he submitted a request to send Sherry Reed to a school for 420 hours when he already had an applicant to balance the plan. He asked the Chief why he didn't hire the female officer to comply with the plan and Chief Betts replied that the position was already spoken for and he wasn't happy with the application of the lady who applied and Council can look at the application. Councilman Inman asked when he'd be in the office and Chief Betts replied whenever it's convenient and they agreed to a meeting at 9:00 A.M. the following morning. Councilman Inman asked if he has training officers and and Chief Betts replied yes. Councilman Inman asked how many hours of training they had last month and Chief Betts replied 20 working days. Councilman Inman asked if the men ride with a training officer and Chief Betts replied yes. Mayor Baugh asked why a new man was in a car alone on the second day and Chief Betts said it was because of sickness or vacation, and he had to cover that area. Mayor Baugh pointed out that it was his second day and he should have had 20 days. Chief Betts replied that it was a managerial decision and he felt he needed him out there, and he stated that previous men were brought in and put on the road with no training program. Mayor Baugh stated that they had training before and Chief Betts asked what kind of training and if they had a field training officer. Mayor Baugh replied yes. Chief Betts asked if he was certified by the State and Mayor Baugh replied yes. Chief Betts asked who it was and Mayor Baugh replied it was Bucky McEver and Sergeant Lenz. Chief Betts asked if they'd gone through the schools and Mayor Baugh said yes. Mayor Baugh stated that he'd asked the Chief about any openings and he'd told him no and about a week later he hired another man and he asked why. Chief Betts said he doesn't remember the conversation. Mayor Baugh pointed out that it's in the minutes. Councilman Inman noted that on December 31st on the daylight shift they had two patrolmen on the shift in one car and this was with one patrolman with two days here and the other with~bout two months' experience and they patrolled the whole City when a man called in sick. Chief Betts recommended they go over that in their meeting the next morning. Chief Betts stated that these problems spring up and he's the head of the department to handle it. Councilman Inman noted that he used to keep the shift going off for an extra four hours and the next shift would come in four hours early. Chief Betts said that it was an administrative decision of his. Mayor Baugh suggested another meeting and perhaps holding it the first part of next week, to let Chief Betts know where he stands and Council can get infor- mation from the City Clerk and other people and the Chief can have it so Council can make a decision a& to his probation or if he continues with his employment with the City. Councilman Asting agreed this matter should be given their sole attention. Mayor Baugh advised Chief Betts that he'll be notified when they schedule the meeting and it will be strictly for his probation and there will be no other items on the agenda. Councilman Asting requested City Clerk Kinsey to furnish the information to Chief Betts. -10- Council Special Meeting & Workshop Minutes January 11, 1985 " o o Connie Kinsey, City Clerk/Administrator was then interviewed. Mayor Baugh asked City Clerk Kinsey if she had any suggestions and she replied that some were for budget time in June or July and her distributed information covers the main items. She pointed out that one item that will save hours of research time by the City Attorney and City Engineer would be the hiring of an in-house City Engineer-City Planner, and the salary would be justified. She reviewed some of the items on her list such as the computer update and pointed out that the City got a Certificate of Conformance for the first time in its history and they had a carryover of over $300,000. in the 1983-84 fiscal budget which indicates the City has good auditing practices. Mayor Baugh pointed out that there are a lot of needs to be met for the City such as streets being capped. Councilman Inman agreed that would be his next project also to avoid complete paving on some of the streets. Mayor Baugh requested Councilman Rotundo and Mr. Copeland to work on this and come back to Council. Councilman Inman stated that he was interested in the program implemented by New Smyrna Beach. Councilman Rotundo asked City Clerk Kinsey how she'd like Council to help and she replied that she's very pleased with this Council's actions to this point and has expressed her needs in the information distributed. Mayor Baugh noted that Port Orange got a new building under a federal grant and he'd spoken to the City Clerk about it, and Council should authorize grant applications. City Clerk Kinsey noted that a City Planner will do that. Councilman Asting pointed out that they didn't budget for a Planner. City Clerk Kinsey suggested they consider it later. Councilman Prater stated that since he's been on Council he's well satisfied with his dealings with the City Clerk. Councilman Asting said he's well satisfied. Councilman Inman agreed he is also. Mayor Baugh said he has no questions. Councilman Rotundo asked City Clerk Kinsey if she can handle the work load and she replied that it seems to be delegated satisfactorily. Councilman Inman said that's the sign of a good manager. City Clerk Kinsey said the auditors called her regarding the administrative procedures which have been written up for at least 10 years and the project is done and just has to be retyped, but the rough draft has been approved by the auditors. She noted that's for City Hall only but it affects purchasing and many other areas of the departments. Councilman Rotundo asked if they're receiving ad valorem tax money and City Clerk Kinsey said it's the largest amount this early that she remembers receiving. Mayor Baugh recessed the Workshop and asked for a motion to reconvene the Special Meeting. Councilman Asting moved to reconvene the Special Meeting. Councilman Inman seconded the motion. Motion CARRIED 5-0. Council members discussed a date and time for the Special Meeting with the Police Chief on probation and it was agreed ~hat it would be on Tuesday, January 15, 1985 at 2:00 P.M. in the Community Center. Mayor Baugh asked if City Attorney Alvarez would be available and he said he'd check his schedule. Mayor Baugh suggested the Council members meet with the City Clerk in the meantime so copies can be made available to everyone. Councilman Asting pointed out that Council had requested background checks and requested that be included in the package. Proposed Management Pay and Benefit Plan - Mayor Baugh asked for Council input and said he felt it's an excellent proposal. Councilman Rotundo asked if it's about the same percentage of raise and Mayor Baugh said it's about 10%. Councilman Asting asked if there are salary increases budgeted and City Clerk Kinsey replied that no employee raises were budgeted, and a budget amendment will be necessary in March or April for the larger items that weren't budgeted. -11- Council Special Meeting & Workshop Minutes January 11, 1985 ~ o o Proposed Management Pay and Benefit Plan (Continued) - Mayor Baugh asked if there were any problems other than salary. members reviewed the various items and City Clerk Kinsey pointed on vacations they've added 30 working days for 16 or more years. Baugh noted that they need it if they've been here 16 years. Council out that Mayor Councilman Inman said he had a problem with the sick leave, last paragraph and City Clerk Kinsey pointed out that it's the wording from the other two contracts. Councilman Inman stated that he never got paid for sick leave. Mayor Baugh pointed out that in the Police Department it was an incentive not to miss work and it's cheaper than paying overtime to cover for the person out on sick leave. City Clerk Kinsey noted that currently three department heads collect the day a month and the other three haven't been here long enough. Councilman Inman said he had no problems with benefits and Councilman Rotundo said it would just be the sick leave. Councilman Prater noted that the added $15,000. on life insurance will be less than $10.00 per employee. City Clerk Kinsey agreed that figure was correct. Councilman Rotundo asked an amount of these package deals, and City Clerk Kinsey said she didn't have that figure available. Mayor Baugh asked if any Council member had an objection to other than the salaries and no Council member expressed an objection. Mayor Baugh said he didn't think the Police Chief should be considered at this time since he's still on probation and when evaluated a salary could be deter- mined later. City Clerk Kinsey noted that the salary he requested was at the completion of one year of service. Mayor Baugh suggested they consider it later and Councilman Asting agreed. Councilman Inman suggested the employees be on permanent status before being considered for a raise. Councilman Asting suggested since no salary increases were built into the budget that a percentage increase of 7~% be granted, which is 2~% over the other employees, and they deserve more of an increase than regular employees. City Clerk Kinsey calculated the amounts by department head if it were to be 7~% and read the totals. She pointed out that the merit increase of 4% is no longer in affect for department heads which would have allowed them 9% for an increase. There was a discussion that some of the department heads on the lower scale should be higher and Mayor Baugh suggested they all be raised by $1,592. which was 7~% of the City Clerk's salary. Mayor Baugh asked City Attorney Alvarez if they get a motion to accept it and the department heads accept it if it could be put into effect immediately. City Attorney Alvarez agreed it could and asked if they wanted it approved by all. Mayor Baugh said he would think the majority and Councilman Rotundo agreed. City Clerk Kinsey said if someone. or all department heads don't accept it, then they can let Council know and set up another meeting. There was a discussion about the effective date and City Attorney Alvarez said they shouldn't penalize management employees. and give tHem anything less. Mayor Baugh pointed out that the other employees were given raises retroactive to October 1st and that was his recommendation, and to be 7~% of the City Clerk's salary. City Attorney Alvarez clarified that it would be 7~% of the City Clerk's salary to each of the department heads listed by the memo of December 7th from Terry Wadsworth. subject to their individual approval. Councilman Prater suggested $1,593 across the board for all department heads retro- active back to October 1st. and he made that a motion as stated. Councilman Inman seconded the motion. Motion CARRIED 5-0. Councilman Asting moved to adjourn. Councilman Prater seconded the motion. Meeting was adjourned at 5:35 P.M. -12- Council Special Meeting & Workshop Minutes January 11, 1985 .' (, <.) o Signature page for City Council Special Meeting & Workshop Minutes for January 11, 1985. Minutes submitted by: Lura Sue Koser (?a-J- ~~ MAYOR ~~'cy.-A coli 'CILMAN ONE ONE ~ ~/ MJ '€~ CO NClL~ - ZONE T@ ~v;Y;~t-~ COUNCILMAN - tONE THREE V ~~~ .~~~~ COUNCILMAN - ZONE' FOUR U ATTEST: ~~~ CITY CLERK Approved this~day of f~' k -., 6i= MAYOR , 1985. ~ ~ F ~~ ...y~ ../ -13- Council Special Meeting & Workshop Minutes January 11, 1985