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03-09-1988 - Special """" "".... U Q CITY COUNCIL OF EDGEWATER SPECIAL MEETING MARCH 9, 1988 MINUTES Mayor Baugh called the meeting to order at 7:02 P.M. in the Community Center. He noted the location was changed to accommodate the number of people present. He read the items on the agenda: 1) Adoption of emergency ordinance 88-0-10 creating the position of City Manager, 2) Interview of candidates for Interim City Manager, and 3) Appointment of Interim City Manager. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Present Present Present Present Councilman David Mitchum Present City Attorney Jose'Alvarez Arrived Later Acting City Clerk S. Wadsworth Present Chief Lawrence Schumaker Present ADOPTION OF EMERGENCY ORDINANCE 88-0-10 CREATING THE POSITION OF CITY MANAGER - Mayor Baugh read the Ordinance by title. ORD. 88-0-10 - AN EMERGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA, AMENDING "CHAPTER 2, ADMINISTRATION" OF THE CODE OF ORDINANCES OF THE CITY OF EDGEWATER, BY ESTAB- LISHING A "COUNCIL-MANAGER" FORM OF GOVERNMENT; BY PROVIDING THE CITY MANAGER'S APPOINTMENT, REMOVAL, POWERS, DUTIES AND OTHER TERMS AND CONDITIONS OF EMPLOY- MENT; THIS ORDINANCE TO BE AN EMERGENCY ORDINANCE FOR THE PURPOSE OF FLA. STATUTES SECTION 166.041 (3)(b), DISPENSING WITH THE REQUIREMENT OF TWO SEPARATE READINGS BY AT LEAST A TWO-THIRDS VOTE OF THE CITY COUNCIL; CONTAINING A REPEALER PRO- VISION, A SEVERABILITY CLAUSE AND PROVIDING FOR AN EFFECTIVE DATE. Councilman Asting asked that the Ordinance be read in full for the benefit of people not familiar with the details. Mayor Baugh read the Ordinance in full and inserted his recommended changes. Following are his suggested additions ( ) and deletions (---). Section 3. Appointment of City Manager. The city manager shall be appointed by majority vote of the city council for an indefinite term. The manager shall be chosen by the council solely on the basis of executive and administrative qualifi- cations with special reference to actual experience in or knowledge of accepted practice in respect to the duties of the office hereinafter set forth. At the time of this appointment, the appointee need not be a resident of the city or state, but within six months of such appointment, he/she shall establish and main- tain residency within the corporate limits of the City of Edgewater.Ne-eeHRef~- memeef-sfis~~-feeefve-sHefi-appefRemeRe-dHffRg-efie-eefffi-fef-wfifefi-efie-msRsgef-sfis~~ fiave-eeeR-e~eeeed-Ref-wfefifR-eRe-yesf-afeef-efie-e*pffaefeR-ef-efie-eeHRef~memeef~s eefm7 Section 4. Removal of City Manager. The city council may remove the city manager at any time by a majority vote of its members. If requested, a public hearing shall be granted by the council within 30 days following notice of removal. BHffRg-efie-fReef4ffi-efie-eeHRe4~-may-sHspeRd-efie-maRsgef-ffem-dHey,-eHe sfis~~-eeRe4RHe-efie-maRsgef~s-ss~SfY-SRd,-4f-efie-femevs~-eeeemes-f4Ra~,-sfis~~-psy ss4d-ss~afy-fef-efifee-es~eRdaf-meRefis-fe~~ew4Rg-efie-f4RS~-femeva~-daee7 Section 5. Powers and duties of City Manager. E7-ReeemmeRd-ee-efie-gevefRfRg-eedy-a- seaRdafd-sefiedH~e-ef-pay-fef-esefi-appefRe4ve-eff4ee-sRd-pes4e4eR-4R-efie-e4ey sefv4ee,-4Re~Hd4Rg-m4R4mHm,-4Reefffied4aee-sRd-ma*4mHm-fseeS7 I. Supervise the purchase of all materials, supplies, and equipment for which funds are provided in the budget; let contracts necessary for operation or maintenance of city services for amounts up to and including $2,000.00, receive sealed bids for pur- chases or contracts in excess of $3,000.00 and present them to council for approval, and advise the council on the advantages or disadvantages of contract and bid proposals. No purchase shall be made, contract let or obligation incurred for any item or service which exceeds the current budget appropriation without a supplemental appropriation by the council. Ne-eeRefsee-fR-e*eess-ef $-sRd-Re-eeRefsee-fef-Rew-eeRsefHeefeR-sfis~~-ee-~ee-e*ee~e-ey-efie-efey-eeHRe4~7 ~fie-ffisRagef-may-4ssHe-sHefi-fH~es-gevefR4Rg-pHfefiasfRg-pfeeedHfes-wfefifR-efie adffifRfsefse4ve-efgsRf~sefeR-ss-efie-eeHRef~-sfis~~-appfeve7 M. Draw and sign vouchers upon depositories, which vouchers shall be countersigned by the City Clerk, Mayor or Vice-Mayor, or by the Acting Mayor in the event of their absence or disability, and keep, or cause to be kept, a true and accurate account of same. o o ADOPTION OF EMERGENCY ORDINANCE 88-0-10 CREATING THE POSITION OF CITY MANAGER (Continued) - 8ee~f6fi-67-66ttfief~-N6~-~6-ffi~effefe-wf~h-A~~6ffi~mefi~B-6f-Rem6~fi~B7-Nef~hef-~he e6ttfief~-fi6f-fifiY-6f-f~s-membefB-Bhfi~~-6ffee~-6f-feqtteS~-~he-fi~~6ffi~mefi~-6f-fifiY ~efB6fi-~6,-6f-fem6~fi~-ff6m,-6fffee-by-~he-ef~y-mfififigef-6f-fifiY-6f-~he-ef~y-- mfififigef~B-Bttb6f6ffifi~eS,-6f-ffi-fifiy-mfififief-~fike-~fif~-ffi-~he-fi~~6ffi~mefi~-6f-fem6~fi~ 6f-6fffeefB-fifi6-em~~6yees-ffi-~he-fi6mffifB~ffi~f~e-Bef~feeS-6f-~he-ef~Y7--E~ee~~ f6f-~he-~ttf~6Se-6f-ffiqttffy,-~he-e6ttfief~-fifi6-f~B-membefB-Bhfi~~-6efi~-wf~h-~he- fi6mffifB~ffi~f~e-Bef~fee-B6~e~y-~hf6ttgh-~he-ef~y-mfififigef-fifi6-fief~hef-~he-e6ttfief~ fi6f-fifiy-membef-~hefe6f-Bhfil~-gf~e-6f6efB-~6-fifiY-Bttb6f6ffifi~eS-6f-~he-ef~y-mfififigef, ef~hef-~ttb~fe~Y-6f-~ff~fi~elY7 -8ee~f6fi-+7--Emefgefiefes7--ffi-efiBe-6f-fieef6efi~, 6fsfiB~ef,-6f-6~hef-effettmB~fifieeB-efefi~ffig~~ttb~fe-emefgefiey,-~he-ef~y-mfififigef mfiY-fiWfif6-e6fi~ffie~B-fifi6-mfike-~ttfehfiBeB-f6f-~he-~ttf~6Be-6f-mee~ffig-Bfif6-emefgefieyt btt~-~he-mfififigef-Bhfi~l-ff~e-~f6m~~~y-wf~h-~he-e6ttfief~-fi-eef~fffefi~e-Bh6wffig-Stteh emefgefieY-fifi6-~he-fieeeSBf~y-f6f-Stteh-fie~f6fi,-~6ge~hef-wf~h-fifi-f~emf~e6-fiee6ttfi~-6f fill-e~~efi6f~ttfeB7 8ee~f6fi-le7-VfiefifieY7--AfiY-~fiefifiey-ffi-~he-6fffee-6f-ef~y-mfififigef- Bhfi~~-be-ff~le6-wf~hffi-6e-6fiYS-fif~ef-~he-effee~f~e-6fiee-6f-Btteh-~fiefifieY7 Councilman Asting suggested it be included in the ordinance per the referendum to approve or disapprove the City Manager's performance every two years. He also stated he'd like to include an administrative secretary to prepare memos and letters for the Council without having to go through the City Manager. Mayor Baugh stated he didn't know if that would come under this ordinance for the City Manager but it could come under the direction of Council later. Councilman Asting pointed out that the City Manager would be the administrative head of the City and all the secretarial and office workers would be under him. He again stated the ordinance should include some kind of statement that the City Manager is to be approved every two years as stated in the referendum. Councilman Mitchum called a point of order, and asked if they should move on this ordinance and then have discussion. Councilman Asting asked that these be incorporated before the vote. Councilman Mitchum moved they accept Ordinance 88-0-10. he goes along with the Mayor's suggestions for changes. seconded the motion. Councilman Asting said Councilman Prater Frank Roe, from the audience, asked to speak. Mayor Baugh advised he'd let him speak but won't let him draw it out. Councilman Mitchum asked Mayor Baugh the reason for changing Section 10, Vacancy. Mayor Baugh replied it's in the event they can't meet the 60 day requirement to get the notice out to organizations such as ICMA. Councilman Mitchum asked if he's suggesting a time limit. w. E. "Pete" Knowles, explained that the vacancy clause is so they won't leave it vacant and before 60 days, they could appoint the City Clerk or someone to act as City Manager, but that the position will be filled. He said it's a normal clause so the position won't remain vacant and go to oblivion. Mayor Baugh said he spoke with the City Attorney and he understood they have to have another City Manager within 60 days. Councilman Mitchum suggested it be worded to the effect that they appoint someone from within. Mayor Baugh said he has no problem with that. Mr. Knowles suggested it be "temporarily filled within 30 days and shall be permanently filled within 6 months". Mayor Baugh asked for Council comments and there was no objection expressed. Councilman Mitchum questioned section 6 and stated that was why they were getting a City Manager so Council wouldn't have to do that and they shouldn't be doing it. Mayor Baugh stated that he'll talk to a Department Head. Councilman Mitchum stated this says "give orders to any subordinate of the City Manager". Mayor Baugh said they don't do that now. Paul Kasko, News Journal reporter, asked Mr. Knowles if he recommends they strike the entire section. Mr. Knowles replied that it completely guts the City Manager form of government and it would be a City Administrator form. He added it's the crucial section and keeps politics out of administration and politics stay with policy formation. -2- Council Special Meeting Minutes March 9, 1988 o o ADOPTION OF EMERGENCY ORDINANCE 88-0-10 CREATING THE POSITION OF CITY MANAGER (Continued) - Councilman Mitchum recommended Section 6 be retained in the ordinance. Mayor Baugh said this ordinance can be changed and they can put any duties or responsibilities on an Interim City Manager, but until it's settled in his mind, he wants to see it struck. Councilman Mitchum asked if it's just for Interim and Mayor Baugh replied he wants to study it more and wants it worded differently. Mr. Knowles pointed out they can put certain conditions on the Interim and can do it by resolution and specify duties that may not be addressed in this ordinance, or they may want to modify it. He stated that if they're going to hold someone responsible for something, they need to give the authority to accomplish it. Mayor Baugh agreed. Mr. Knowles stated that's why section 6 is crucial. Mayor Baugh again said he wants more research on section 6 and rewording and he'd talked to the Attorney and he didn't see any problem with doing it that way. Councilman Asting again stated he wants in the ordinance the fact of the voters performance approval every two years. Mayor Baugh explained to Mr. Knowles the passage of the referendum to have voters performance approval every two years with authority of the Council. Mr. Knowles suggested an evalu- ation be done more often than every two years, at least annually. Mayor Baugh clarified it would be done more often by Council but the citizens want a voice of whether he's doing a good job or not and it was mandated by the voters. Mr. Knowles cautioned that they're hiring an individual to carry out policies they set and they're responsible for his performance, and if they're not satis- fied with his performance, fire him with 24 hours notice. Mr. Knowles asked if it will be a referendum every two years and Mayor Baugh replied not a refer- endum but the right to review by the citizens, and perhaps they could handle this in another ordinance. Councilman Asting stressed that the people will have the opportunity for approval. Mr. Knowles suggested they put in the job description or in the personnel ordinance that the Chief Executive will be evaluated at least annually. Mr. Knowles pointed out that the Attorney may have an incorrect word on page 2, where it says "manager", it should be "member". Frank Roe, 2732 Juniper Drive, asked about the emergency resolution. Mayor Baugh replied this is per Statutes and it was passed on Monday night to have the emergency ordinance. Mr. Roe asked if the City Manager will be eliminating the City Clerk's job. Mayor Baugh pointed out the City Clerk is in the Charter. Mr. Roe stated that in the motion, Councilman Mitchum asked that the City Attorney investigate Mrs. Martinez and now he's said he can't do it. Mayor Baugh asked what this has to do with this ordinance. Mr. Roe said he was told it would eliminate any investigation. Mayor Baugh explained it repeals any ordinance or resolution pertaining to this but this is just for a City Manager. Mr. Roe asked if he's in the position to oversee Department Heads and Mayor Baugh replied yes. Mr. Roe asked what constitutes an emergency and Mayor Baugh pointed out it was a 5-0 vote by Council to make this on an emergency basis and that's what was done. Mayor Baugh called the time limit. Mr. Roe asked if the City Manager is budgeted in this year's budget as they're already over budget. Mayor Baugh replied no, but the voters said they would do this. Mayor Baugh asked if the motion to accept includes as amended. Councilman Mitchum said he'd like to see Section 6 remain, at least the last sentence and he agrees with Mr. Knowles that they want a City Manager and not a puppet. Mayor Baugh explained the intent is to redo it when they have a permanent City Manager. Councilman Mitchum asked if they'll redo it and Mayor Baugh replied he wants it done for Edgewater and they'll amend it. Councilman Asting said if it will be amended, he wants the amendment to provide for the two years. Mayor Baugh said he'll call a special meeting for the amendments and will invite Mr. Knowles to the meeting. Councilman Asting stated it should be before final approval. Councilman Mitchum suggested a workshop. Mayor Baugh asked Council to approve it as he recommended and they'll have a work- shop or special meeting to make the changes. Councilman Mitchum made that motion with Section 10 cleared. Mayor Baugh said he has no problem with that. Councilman Mitchum so moved. Councilman Prater seconded the motion. Motion on first reading CARRIED 5-0, with Councilman Asting stating it's subject to amendment. Motion on second reading CARRIED 5-0. -3- Council Special Meeting Minutes March 9, 1988 o o ADOPTION OF EMERGENCY ORDINANCE 88-0-10 CREATING THE POSITION OF CITY MANAGER (Continued) - Mr. Knowles stated he's having trouble with the term City Manager and these people think they're applying for a City Manager's position and they're pro- fessionals and are thinking one thing and Council has indicated another. Mayor Baugh explained that after they make the selection, he could call a special meeting for the next evening to outline the duties and responsibilities so they'll know where Council stands and know what their duties will be. Paul Kasko, News Journal reporter, asked if they'll review Section 6 and Mayor Baugh replied no, the ordinance has been passed. INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER Dennis W. Kelly was the first applicant to be interviewed. Mayor Baugh asked his philosophy for managing a city like Edgewater and Mr. Kelly replied he dedicated his career to be a professional City Manager and the relationship with the City Council and Manager is unique and very rare. He added that based on the Charter provisions and Ordinance provisions, it's the City Manager's responsi- bility to carry those ordinances out in a fair and equitable manner. He said he has a strong background of working with elected officials and feels he's their servant and he has an obligation to make sure Council has information it needs to make decisions. He added that he's reviewed the Charter responsibilities and feels there should be a separation between legislative and administrative processes. He stated the three basic resources are people, time and money. Councilman Mitchum asked why he's applying for an interim position and Mr. Kelly replied he was between jobs and was contacted by Mr. Knowles that Edgewater was looking for an Interim City Manager and he indicated to him he'd be happy to put his name into consideration by the City. Councilman Mitchum asked if he's no longer with Deland and Mr. Kelly replied he's on leave of absence from Deland until May 16th. Councilman Mitchum asked that he describe his first couple of weeks of activities if he were hired. Mr. Kelly replied he'd meet with Council privately and indiv- idually to discuss their expectations and will get a report back to Council. He said he'd make an effort to sit down with employees, especially Department Heads, individually and as a group, and will meet as many employees as possible. He added that he'd make a quick review of the basic documents in the City, primarily the City Charter, Comprehensive Plan, budget, audits, minutes, and financial reports. He noted that he'd come by City Hall the previous day and reviewed some of the documents. He said he'd do a quick organizational analysis to get an idea of the organization as it relates to pay grades and do an organizational pay analysis on the City. He added that he'd layout an outline of an interim plan, not knowing how long the interim will be, and will get the plan back to Council in a couple of weeks. He noted that the plan will address the full time position and selection process and he'll develop a calendar regarding the budget since the budget season is on them and they need to get started on it now at staff level to have it ready to go to Council by June. He said he'll review contracts and schedules outstanding with the Comprehensive Plan and the contracts with D.C.A. and will develop a calendar of where they stand. He added that he'll examine the systems and processes from an administrative standpoint, such as the budget pro- cess, purchase order process and time accounting process for personnel and various personnel rules and regulations on the books, and see what's working and what needs to be improved and changes needed. Councilman Mitchum asked if he'd be interested in the position permanently and Mr. Kelly replied he'd not close the door to it and he was going to ask if the Interim position forfeits the opportunity to be considered for the full time position. Mayor Baugh replied no. Mr. Kelly stated he'd be open to the perma- nent position. Councilman Mitchum asked if that would affect his work as Interim and Mr. Kelly replied no. and he'll give a professional job whether interim or permanent. or whatever. -4- Council Special Meeting Minutes March 9, 1988 o o INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) Dennis W. Kelly (Continued) - Mayor Baugh asked if he'd expect any favor- itism because he was Interim or would he go through the entire procedure as any other candidate for City Manager. Mr. Kelly replied he'd go through the same procedure as any other candidate. Councilman Asting asked why he resigned from Deland. Mr. Kelly replied there were two reasons, one was politics as there were strong philosophical differences on some key issues with the City Commission and he couldn't effectively manage with those differences. He added that he felt it appropriate to leave and sub- mitted his resignation. He said people who know him know he won't compromise his professional integrity. He noted he can take no for an answer but won't compromise his professional principles in terms of working with the City Council. Councilman Asting asked if he has a Master's degree in public administration and Mr. Kelly replied yes. Councilman Asting asked what he'd expect for salary for the interim position. Mr. Kelly replied that's negotiable, and he'd like something in the neighborhood of $35,000 to $40,000 for the Interim position. He added he doesn't want that locked into a salary that would be carried over to the full time position when it's open. Councilman Asting asked how much working time he has to devote to the Army Reserve and Mr. Kelly replied two weeks a year he'd take for annual training and one week-end a month on the average. He added that his unit sometimes doubles up the week-ends in the winter months and doesn't meet during the summer. He said the two weeks is the last two weeks of May. Councilman Prater asked if he has any problems with making tough decisions quickly and Mr. Kelly replied no, he's made them all his life. Councilman Prater asked if he has the ability to deal with and motivate people and solve problems and Mr. Kelly replied he thinks that's one of his strong points and he has a good track record doing that, and if the Manager is free to do his job, he can do it without difficulty. He pointed out it's imperative that relations between the City Council and staff be established properly. Councilman Prater asked if he's a good planner and communicator and Mr. Kelly replied he thinks he is and he tries not to embarrass anyone publicly and if there's a disagreement, he'll try to work it out behind the scenes, and will be as tactful and diplomatic as possible. Councilman Prater asked if he can take constructive criticism and Mr. Kelly replied yes. Councilman Prater asked if he can assume responsibility for all actions of the staff and Mr. Kelly replied yes, if the ordinance is designed that the staff works at the pleasure of the City Manager, he has no problem with it. Councilman Prater asked if he shows favoritism to the different departments and Mr. Kelly replied no, and one characteristic is to be objective in dealing with Department Heads and if one does a good job, he gets recognized for it, and if there's an error and a reprimand is in order, it's forthcoming. He added that he makes sure the Department Head is trained and has the knowledge to do the job. Councilman Prater asked if he thinks he'll fill the needs of City Manager of Edgewater and Mr. Kelly replied he took the initiative to stop by and examine some basic documents and took a short tour of the community and recognizes Edge- water as a high growth area with some water expansion projects going on and development of a capital improvement program. He noted Edgewater is in a flood zone and he had flood zone experience in another community. He commented on the large amount of senior citizen population and a growing family population and a lot of unpaved streets. Councilman Rotundo asked how he'd handle a situation if they had a problem with a Department Head. Mr. Kelly replied it depends on the nature of the problem, and if it's purely administrative, it would be handled administratively if the ordinance is such the Department Head works for the City Manager, and the City Council wouldn't need to get involved. He added it will be interfaced with personnel rules and regulations and if it's a behavioral problem and nothing to do with operations, he'll try to identify it and a report will come to Council outlining what was done. He reviewed the accelerated disciplinary steps. He said he puts a lot of emphasis on training and refresher courses and he tries to keep Department Heads from getting involved in political activities. He added he deals with problems on a case by case basis. -5- Council Special Meeting Minutes March 9, 1988 -- o o INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) Dennis W. Kelly (Continued) - Mayor Baugh asked if he feels he has any short- comings and Mr. Kelly replied one of the biggest is when he has a problem with a Department Head, he takes a long time dealing with the issue, but he's trying to work on that and doesn't like the Department Heads to come up on the short end of the disciplinary stick. He added that he doesn't have trouble with other recommendations and decisions and he can make decisions under pressure and per- forms better under pressure. Mayor Baugh asked how many hours a week a Manager should devote to the job and Mr. Kelly replied he usually puts in 50 to 55 hours a week and promised himself he wouldn't put in a lot of week-ends. He added he doesn't think this job will be an average work week and there will be hours at nights and week-ends for budget preparation plus other times of the year are busier. Mayor Baugh asked if he would be on call in the event he's needed and Mr. Kelly replied yes, he's always available. Mayor Baugh thanked Mr. Kelly for coming and called a short recess at 8:17 P.M. Mayor Baugh called the meeting back to order at 8:25 P.M. Phyllis L. Allison was the second applicant to be interviewed. Mayor Baugh asked her philosophy for managing a city like Edgewater. Mrs. Allison replied her philosophy in terms of government is to have adequate participation from the community, the employees, and the elected officials, and appropriate information and analyses are provided to the governing bodies to make appropriate decisions. She said her management style is to gather information for research to determine the issue and take guidance from the elected officials and the community and put it together with input from the employees to build a plan for long term and interim and short term plans of action. She said they need to establish goals and objectives and develop a budget that meets those goals and objectives. Councilman Mitchum asked why she's applying for an interim position. Mrs. Allison replied it appeals to her since in her personal life her husband recently accepted a position in Orange County and she resigned her position to relocate to that area. She added this will give her the opportunity to use her skills and abilities as a Manager and to develop a City Manager form of government so they'll be on the path Council established when the permanent Manager comes on board. She added it's personal and professional reasons. Councilman Mitchum asked her to describe the first couple of weeks if she were selected. Mrs. Allison said it would include a great deal of time with elected officials and staff to look at the issues and review the current budget and current personnel policies and procedures and the Charter and its requirements and minutes of meetings from the last year to see how the Council works together and what issues they dealt with in the past. She said she'd probably spend a lot of time researching where they are and then look at where they want to go and the financial situation is critical. She added she'd assess the current staff to determine skills and abilities. Councilman Mitchum asked if she's been an interim and Mrs. Allison replied an interim County Administrator but not in a city. Councilman Mitchum asked if she~ be interested in the position on a permanent basis and Mrs. Allison replied no because her husband accepted the position in Orange County and he has to reside in that County and she wants to continue the residence. Councilman Asting asked why she resigned her last position and Mrs. Allison replied to relocate to Orange County. Councilman Asting asked if she's had bond issue experience and Mrs. Allison replied as Budget and Research Director of Fort Collins she established a budget and was associated with water and sewer bond issues and capital improvement programs. Councilman Asting asked if she has her Master's degree and Mrs. Allison replied yes in Public Adminis- tration from the University of Southern California. Councilman Asting asked if she's had experience in self-insurance funds and Mrs. Allison replied in Alachua they went from premium paid insurance to self-insurance in 1979 and she was involved in setting that up. -6- Council Special Meeting Minutes March 9, 1988 o o ~ INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) Phyllis L. Allison (Continued) - Councilman Prater asked if she has problems making tough decisions quickly. Mrs. Allison replied skills she offers is a quick study and she goes for information and makes decisions and if they need to make adjustments later, she'll do that. Councilman Prater asked if she has the ability to deal with and motivate people and solve problems and Mrs. Allison replied very definitely, yes, and she can give references of employees who worked for her. Councilman Prater asked if she can keep her cool and be unemotional in a crisis. Mrs. Allison replied she's more concerned about keeping her cool in crises and not letting emotions involve decisions or her performance in a public and difficult situation, due to being a female. Councilman Prater asked if she can assume responsibility for all actions of the staff and Mrs. Allison replied very definitely, and the staff needs to know you're going to support them and they'll make mistakes, but it's important not to lay blame and find out what went wrong. Councilman Prater asked if she'd show favoritism and Mrs. Allison replied they have to be fair and treat every- one equitably and the pay plan can't reflect favoritism and they need to pay based on performance and service and follow rules and guidelines so people know what to expect. Councilman Prater asked what salary she had in mind and Mrs. Allison replied she heard they'd consider $38,500 to $42,500 for this position and she would be available for close to the top of that range. Councilman Prater asked if she'd consider benefits and Mrs. Allison replied it would depend on the type of benefits and normally they have a standard salary and there may not be a car allowance associated with that, but it could be negotiated since she doesn't require medical and dental benefits. City Attorney Alvarez arrived at the meeting at this time, 8:35 P.M. Councilman Rotundo asked how she'd handle a problem with a Department Head and Mrs. Allison replied it would depend on the problem and how it came to her attention. She added she'd talk to the Department Head if he brought it to her attention and if it's a performance problem where they had certain expectations or standards for Department Heads and one said he wouldn't do it, she'd discuss the goals and objectives of that person with him. Mayor Baugh asked if she feels she has any shortcomings and Mrs. Allison replied if they talk to elected officials of Alachua, they'll be told she's known to work too hard and to work her staff too hard. She added she will deal with problems and if they want something dealt with, she'll come back to them with options and pros and cons. Mayor Baugh asked how she'd help establish goals and object- ives for the City. Mrs. Allison replied she'd design a program to accomplish the objective and it would include getting information from the community, from the Council and from staff, and then talk about it in an informal session and then do a strategic plan for the City. Mayor Baugh thanked her for coming. He then called a 5-minute recess at 8:40 P.M. He called the recessed meeting back to order at 8:45 P.M. Ronald Lee Waller was the third applicant interviewed. Mayor Baugh asked his philosophy for managing a city like Edgewater. Mr. Waller said his philosophy is to build on all the good elements in the organization and to work to improve any area that needs improving. Councilman Mitchum asked why he's applying for the interim position. Mr. Waller replied coming into a city as Interim Manager with the possibility of becoming a full time Manager is very appealing to him and he sees it as a way of getting acquainted with the City and the City getting acquainted with him. Councilman Mitchum asked what his first two weeks would be like if he were selected. Mr. Waller replied getting acquainted with people, working for the City Council members, people interested in City government, and Board members. Councilman Mitchum asked if he's been in an interim position before and Mr. Waller said no. Councilman Mitchum asked if he'd be interested in this position on a permanent basis and Mr. Waller replied yes, he would be. Councilman Mitchum asked how that would affect him as an Interim Manager if he knew he would be considered for the permanent position. Mr. Waller replied after four months, they could tell him goodbye, and it would increase his adrenaline a little. -7- Council Special Meeting Minutes March 9, 1988 " o o INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) Ronald Lee Waller (Continued) - Councilman Asting asked why he left his previous position. Mr. Waller replied he was in a difficult position and the Commissioners wanted him to fire the Police Chief and he wouldn't do it. Councilman Asting asked if he'd had experience with bond issues and Mr. Waller replied yes, he was at a city where they floated upward ofa4million dollar bond issue and the idea would be comparable to what Edgewater wants to do. Councilman Asting asked if he has experience with self-insurance funds and Mr. Waller replied no, they always bought insurance on the open market, even if it was difficult sometimes. Councilman Asting asked if he has a Master's degree in public administration and Mr. Waller replied no, he didn't receive his degree but has graduate studies for a Master's. Councilman Asting asked what he'd expect in salary and Mr. Waller replied in the low 40's. Councilman Prater asked if he has problems making tough decisions quickly. Mr. Waller replied no, and he doesn't like to make them rashly, but he can make them quickly if need be. Councilman Prater asked if he has the ability to deal with and motivate people and solve problems and Mr. Waller replied yes. Councilman Prater asked if he can keep his cool and be unemotional in crises and Mr. Waller replied a lot of people commented that's one of his better talents. Councilman Prater asked if he can take constructive criticism and Mr. Waller said yes, and he's received a lot in his time. Councilman Prater asked if he can assume responsibility for all actions of the staff and Mr. Waller said yes, and he had to take responsibility for people working for him who might make mistakes. Councilman Prater asked about favoritism and Mr. Waller replied some- one said they never had an idea of what department in the city was his favorite and that was his intention. Councilman Prater asked about job safety and Mr. Waller replied yes, if it's about workers on the job, and it's one of the easiest places to save the City money quickly to reduce the workers' compensation insurance rate. Councilman Rotundo asked how he'd settle it if he had a problem with a Department Head. Mr. Waller replied he likes to meet with people individually if there's a problem and he doesn't like to reprimand or critcize anyone in public. Mayor Baugh asked what he feels are his shortcomings. Mr. Waller replied that in the past he put his family before his job and has never been sorry, but he would have to do it. Mayor Baugh asked how he'd help establish goals and objectives for the City and Mr. Waller replied meeting with people and getting acquainted and finding out projects and problems. He noted that he'd worked with Dyer, Riddle, Mills & Precourt on a large sewer project. Mayor Baugh asked how much time the Manager should devote to the City on a weekly basis and Mr. Waller replied 55 plus or minus hours a week. Mayor Baugh asked if a Manager actively promotes events and interests of the community and Mr. Waller replied yes. Mayor Baugh asked if he's familiar with Edgewater and its surroundings and Mr. Waller replied he's talked with a number of people since he talked to Pete Knowles and came over last Saturday and went to the Library. Councilman Asting asked if he's had experience applying for grants and Mr. Waller replied yes. Mayor Baugh thanked him for coming and called a recess at 8:56 P.M. He called the meeting back to order at 9:00 P.M. Roman A. Yoder, Jr. was the fourth and last applicant to be interviewed. Mayor Baugh asked his philosophy for managing a city such as Edgewater. Mr. Yoder said his philosophy is based on three key elements, interpersonal relationships, which is leadership, goal setting, which is defining organizational objectives, and decision making. He stated that if these three elements are applied to any organization, it will increase productivity, morale, and essential operations of the city. Councilman Mitchum asked why he applied for an interim position. Mr. Yoder replied his career is city management and he's committed to being a part of the local government process and feels an Interim Manager is an opportunity for him to continue it and develop some of the goals and skills he has. -8- Council Special Meeting Minutes March 9, 1988 '. o o INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) _ Roman A. Yoder, Jr. (Continued) - Councilman Mitchum asked a description of the first two weeks on the job. Mr. Yoder replied he'd set up meetings with staff and do research with current ordinances, meet with Council people to get direction and clarify the overall job description and any short term objectives they're looking to meet and then try to apply the goals to some type of productivity format. Councilman Mitchum asked if he's been interim before and Mr. Yoder replied no. Councilman Mitchum asked if he'd be interested in the position on a permanent basis and Mr. Yoder replied yes, interim and permanently. Councilman Mitchum asked if working toward that goal, how it would affect the job on an interim basis, if he'd be looking down the road to further his personal position for the permanent job and do what has to be done. Mr. Yoder said he thinks the short term needs supersede the long term needs and he's committed and dedicated to doing what has to be done during the interim regardless of whether he was ever offered the full time job. Councilman Asting asked why he left his previous position and Mr. Yoder replied the internal political situation was beginning to deteriorate and he felt there was going to be a character assassination. Councilman Asting asked where that was and Mr. Yoder replied Fruitland Park, and he left last July. Councilman Asting asked if he'd resigned and Mr. Yoder said yes. Councilman Asting asked if he's familiar with floating bond issues and Mr. Yoder replied yes, they approached a bond issue in Fruitland Park but never got to do it, but he did the initial research and knows what's involved. He added one of his strengths is in financial management and he's experienced in the private sector as a financial analyst. Councilman Asting asked if he's familiar with the self-insurance fund and Mr. Yoder replied yes, he was an insurance agent and risk manager when he was in the private sector. Councilman Asting asked if he has a Master's degree in public administration and Mr. Yoder replied no, his degree is in management of human resources, and he's applied to D.S.F. to start the Master's program and has been accepted, but will forego it for the time being if offered this job. Councilman Asting noted he was an Administrative Assistant to the Mayor of Orange City, and asked why he left that position. Mr. Yoder replied he was offered the job of Manager of Fruitland Park. Councilman Asting asked what he expects in salary and Mr. Yoder replied the salary range of $38,500 to $42,500 is acceptable to him. Councilman Prater asked if he has problems with making decisions quickly and Mr. Yoder replied one of his strengths is making decisions. Councilman Prater asked if he has the ability to deal with and motivate people and solve problems and Mr. Yoder said yes, and he hired all the Department Heads over the 4~ years he was there. Councilman Prater asked if he's a good planner and communicator and Mr. Yoder replied yes, and one strength is long range planning. Councilman Prater asked if he can keep his cool and be unemotional in crises. Mr. Yoder replied yes, in most situations he can maintain his cool and has been placed in some very stressful situations. Councilman Prater asked if he can take con- structive criticism and Mr. Yoder replied yes, and he encourages that and wants a semi-annual or annual review of job performance. Councilman Prater asked if he can assume responsibility for actions of the staff and Mr. Yoder said yes, and they have to be ready to go to bat for them. Councilman Prater asked if he shows favoritism and Mr. Yoder replied he tries to be as objective as he can. Councilman Prater asked if he feels he'll meet the needs of Edgewater and Mr. Yoder replied yes, and he's dedicated to the management process and Edgewater is a growing city and he'd like to be involved in it. Councilman Rotundo asked how he'd handle a problem with a Department Head and Mr. Yoder said he'd analyze the situation and if there's a serious problem, he'll follow the procedures of the personnel policies or if not, the Statutes. He added he'd evaluate the length of service of the employee and if he's salvagable. Mayor Baugh asked what he feels are his shortcomings and Mr. Yoder said he has a temper, but a strength is to control it, and he also tends to be timid or shy but is working on that. Mayor Baugh asked how he'd help establish goals and objectives and Mr. Yoder said it depends on Council as he believes in the team management process. Mayor Baugh asked how many hours a week the Manager should devote to his job and Mr. Yoder replied he'll do whatever's needed to get the job done. -9- Council Special Meeting Minutes March 9, 1988 '" '. o o INTERVIEW OF CANDIDATES FOR INTERIM CITY MANAGER (Continued) - Roman A. Yoder, Jr. (Continued) - Mayor Baugh asked if the Manager should actively and earnestly promote the interests of the community and Mr. Yoder replied yes. Mayor Baugh asked if he's familiar with our activities or had looked at any facilities. Mr. Yoder replied not for about 5 years as he's spent most of the past years in Fruitland Park. Mr. Yoder asked if it's easy for Council as a body to come to a consensus. Mayor Baugh replied he doesn't think they have a problem, and didn't have in the past. Mr. Yoder asked if there are any budgetary problems he should be aware of and Mayor Baugh replied the newspapers reported they overspent but they've been cited the past 3 or 4 years in auditing and budgeting and the auditors say they're in good shape. Mr. Yoder asked the name of the auditors and Mayor Baugh replied it's Brent Millikan. Mr. Yoder asked if there are any major personnel problems and Mayor Baugh replied yes, but this isn't the time to go into it. Mr. Yoder said he doesn't want surprises and treats Council like that. Mr. Yoder asked what role Council sees the Manager filling in the interim. Mayor Baugh replied the Manager is to come in and operate the day to day type operations and report back to Council and let them know what's going on. He added he wants the Manager to keep the Council abreast, and if Council desires something, he should do it and get it back as soon as possible. Mr. Yoder asked the time frame for the decision on a Interim Manager and Mayor Baugh advised him it would be that night. Mayor Baugh thanked him for coming and recessed the meeting at 9:20 P.M. He called the meeting back in session at 9:29 P.M. APPOINTMENT OF INTERIM CITY MANAGER Mayor Baugh asked Council to prioritize their selections. Councilman Rotundo questioned if the person hired would be the permanent City Manager. Councilman Asting pointed out that he didn't select Mrs. Allison because she was only going to be here on a temporary basis. Mayor Baugh said he felt that was a strong point and she'd do a better job. Mayor Baugh said his first choice was Dennis Kelly and second choice was Roman Yoder. Councilman Rotundo's first choice was Dennis Kelly, second choice was Roman Yoder, and third choice was Phyllis Allison. Councilman Prater's first choice was Dennis Kelly, second choice was Roman Yoder, and third choice was Phyllis Allison. Councilman Asting's first choice was Dennis Kelly, second choice was Roman Yoder, and third choice was Ronald Waller. Councilman Mitchum's first choice was Dennis Kelly, second choice was Roman Yoder, and third choice was Phyllis Allison. Mayor Baugh stated that Dennis Kelly was first choice of all the Council members, and he suggested they ask him to come back to work out terms with him and if not, the next choice would be Roman Yoder. Mayor Baugh called a recess at 9:35 P.M. He called the meeting back to order at 9:38 P.M. Dennis Kelly was called back to the meeting for further discussions with Council. Mayor Baugh explained the changes in the ordinance and City Attorney Alvarez read the changes. Mayor Baugh pointed out that he had Section 6 deleted to have it tailor made to fit our City. Mr. Kelly stated he'd be approaching this position from an interim standpoint with the understanding that one of the issues Council will need to address is the hiring of a permanent City Manager. Mayor Baugh agreed. Mr. Kelly said he didn't see any real problems with working with this ordinance on an interim basis and will qualify it as they move closer to the permanent position, and if he becomes an applicant for the permanent position, he'd have other questions, but it will be a relatively different approach from an interim standpoint to the permanent position. Phyllis Woodard, from the audience, asked about Section 4 and Mayor Baugh replied he'd covered that. Bill Klein, 2910 Needle Palm, asked if they deleted Section 6 to tailor it to the City of Edgewater, as he thinks it's very specific. Mayor Baugh replied it will come back as a recommendation from the Interim Manager and City Attorney and Mr. Knowles. Mr. Klein pointed out that Mr. Knowles made the statement that if they delete it, they're deleting the important part of the City Manager and going back to City Administrator. Mayor Baugh said that will be addressed. Mr. Klein asked if they're hiring a City Administrator or Interim Manager, and Mayor Baugh replied an Interim Manager, and he can have the authority Council gives him. Mr. Klein stated the people mandated a Manager, and not a puppet. -10- Council Special Meeting Minutes March 9, 1988 . '. o o APPOINTMENT OF INTERIM CITY MANAGER (Continued) - Councilman Prater asked that Acting City Clerk Wadsworth review the fringe benefits as a Department Head. Councilman Mitchum questioned if that pertains to interim. City Attorney Alvarez suggested that for the sake of simplicity, on an interim basis the same benefits be granted that Department Heads receive. Mr. Kelly said if they approach if from the standpoint they're going to have a full time City Manager in a matter of months, they're going to want to bring that person on at least under the same umbrella as other employees, such as group health and retirement and benefits, but they might want to negotiate a different package for him. He encouraged they get up to where the full time person will be with fringe benefits and if there's a car allowance, that should be incorporated now, and they could get it amended now to put it in the budget. Mr. Kelly stated that during this interim time, he'll be gone three weeks during that time, and he has his resume out and will be interviewing for other jobs in other areas and will be taking a day and will be asking to have a leave or they couldn't pay him for that day when he'll be gone. He added that he needs that latitude and doesn't see himself here every day over the next three months. He noted that's why he came in with a $35,000 request, but it will be different on a full time permanent position. Mayor Baugh said he'd be entitled to benefits they have now. Mr. Kelly stated that from an interim standpoint, he'd be concerned with salary, some type of car allowance because he'll be using his personal car in the field, and would like some type of exception or variation in terms of the pension or retirement program as he belongs to lCMA Deferred Compensation Program and what- ever percentage is for Department Heads, he'd like given to the ICMA Plan rather than the City's program. City Attorney Alvarez said he understands how that works and it's a decision of Council. Mayor Baugh said he has no problem with that because they'd be putting it into a pension plan anyway. No Council member expressed an objection. Mayor Baugh stated they pay 2lC a mile car allowance. Mr. Kelly asked if that's per month and Mayor Baugh replied yes. Councilman Asting stated that's for use of the car after he gets to work and not to and from Deland. Mr. Kelly said he has no problem with that. Councilman Rotundo asked how he'd be covered with the self-insurance. Mayor Baugh replied he'll have his own insurance and will receive mileage payments. Frank Roe, from the audience, stated the City would be responsible and he has to be covered by the City. Res. 88-R-18 - City Attorney Alvarez read this Resolution. RES. 88-R-18 - A RESO- LUTION OF THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA, APPOINTING AN INTERIM CITY MANAGER TO FILL THE POSITION OF CITY MANAGER UNTIL SUCH TIME AS A PERMANENT CITY MANAGER IS SELECTED; PROVIDING FOR TERMS AND CONDITIONS OF EMPLOYMENT, DUTIES AND RESPONSIBILITIES; PROVIDING FOR COMPENSATION; REPEALING ALL RESOLUTIONS IN CONFLICT HEREWITH, AND PROVIDING AN EFFECTIVE DATE. He read Sections 1, 2, and 3, inserting after Section 3, "plus .21 cents per mile for automobile use while in the city. Pension contributions to go to the ICMA portable pension plan." Councilman Mitchum so moved. Councilman Prater seconded the motion. Motion CARRIED 5-0. Mr. Kelly asked to make arrangements to meet with each Council member the next day. Mayor Baugh stated he's starting tomorrow (Thursday) but Monday will be the day. Pete Knowles complimented Council on how they handled the interviews. He noted ther~s nothing in the law or proceudres that requires they go any further in a search and they can screen applicants or they can lay it on the table and let the Interim City Manager proceed, as they may find the permanent with the Interim. He added they only need a motion to reclassify and he recommended they consider it to save time, trouble, and expense. Mayor Baugh thanked him and expressed appreci- ation for his time and efforts. Councilman Asting moved to adjourn. Councilman Prater seconded the motion. Meeting was adjourned at 10:00 P.M. Minutes submitted by: Lura Sue Koser -11- Council Special Meeting Minutes March 9, 1988 NOTE: Page 12 is signature page only. ... ~ ..". o (.) Signature page only for minutes of City Council of Edgewater Special Meeting, March 9, 1988. ATTEST: A~ 0 ~L)~~/! ACTING CITY~LERK Approved this 71 ~A~ MAli-"~ f?v day of ,198 ~ k'L~~ COUNCILMAN - E THRE Arrived later in the meeting COUNCILMAN - ZONE FOUR -12- Council Special Meeting Minutes March 9, 1988 ? 0J (/ bf- 9--J!~