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02-29-1988 - Special u () CITY COUNCIL OF EDGEWATER SPECIAL MEETING FEBRUARY 29, 1988 MINUTES Mayor Baugh called the meeting to order at 6:00 P.M. in the Community Center. He stated the items on the agenda were: Negotiations with Carl Overstreet for Public Works Superintendent, and City Manager selection. ROLL CALL Mayor Earl Baugh Councilman Louis Rotundo Councilman Russell Prater Councilman Neil Asting Mayor Baugh stated that he'd this meeting. City Attorney Alvarez asked to move the second item on the agenda up to this time because they have a guest who agreed to talk to the Council. There was no objection from Councilor from Mr. Carl Overstreet, who was in the audience. Present Present Present Present Councilman David Mitchum City Attorney Jose' Alvarez Acting City Clerk Wadsworth Chief Lawrence Schumaker Present Present Present Excused excused the other City Department Heads from City Manager Selection City Attorney Alvarez stated he consulted with I.C.M.A. and City Managers in the County, and there are basically two ways to proceed for the selection of City Manager. He said one is through an executive recruiting firm which special- izes in public sector recruiting and they are paid to proceed with the adver- tisement, interviews, evaluations, and making recommendations to Council of the top candidates. and that's referred to as head hunting. He said the second method and one that's been used prevalently throughout the County and State is the screening committee that serves the same purpose as the executive recruiting firm but it's composed of local or experienced City Managers who perform the same task at a lot less cost to the City than the previous method. He noted they establish through an analysis of the City's size, budget, growth and expected growth, personnel in the City, and background, a profile of the-needs of the community and the type of City Manager that will best serve those needs. He added that in his discussions, one man's name kept coming up and it was Pete Knowles and he contacted him and asked him to attend this meeting. He pointed out they have a resume and biographical sketch and some materials he compiled including a model ordinance for establishing a Council-Manager plan as adopted and prepared by I.C.M.A. He stated that Pete Knowles has 36 years as a manager in three cities and is presently the program coordinator for the Institute of Government at the University of Florida, and as public administration consultant and the state representative for I.C.M.A. and the Florida City and County Managers Association. He added that Mr. Knowles served, on selection committees and was chairman of the selection committee for manager of South Daytona. He then intro- duced Mr. Knowles to the Council. Pete Knowles stated he's the Range Rider for I.C.M.A., and they're retired City Managers selected because of their standing in the Association and are available to assist cities or other fellow City Managers free of charge, and I.C.M.A. and Florida League of Cities pay their travel expenses. He said he's aware of the background here with the referendum that indicated the public wanted to go with a City Manager form of government. He said they legally and literally don't have a Council-Manager form of government because it wasn't put into being. He suggested they could do it by a local ordinance or set up a whole new Charter and going through the Charter amendment usually is by referendum. He added that the Charter work usually takes about 1-1; years for the amendment, and there's a need for having a professional administrator on hand and it leaves no choice but to adopt a local ordinance setting up the City Manager in the organizational structure. He suggested they could pass an emergency ordinance good for 90 days or use the standard form with public hearings. -- o o City Manager Selection (Continued) - Mr. Knowles stated there's a fill-in method as there's an interim manager program and some of the material in included in the information he provided to the City Attorney. He added there's a service supplied by I.C.M.A. for interim management services, and if it goes through the Association, it costs money, but they don't have to go through the Association and can do it locally without cost and very expeditiously. Mr. Knowles stated they have people available with backgrounds in public administration who could serve as interim managers while going through the process of adopting an ordinance and maybe down the road amend the Charter. He added that the interim person could help through the steps during this interim time, and if charged with the duties, he could set this up and help. He noted that he would also be available as a representative of I.C.M.A. and F.L.O.C. and his services are at no cost to the City. Mr. Knowles stated that the model ordinance establishes a Council-Manager plan and could be adapted to Edgewater, and the second page outlines the normal powers and duties of any administrator in any community in any city in any state. He pointed out they could use it without change and just fill in the blanks. He added that the question of pay has to be answered by Council and the interim manager has to be paid. He said he attached the latest compilation of wages for public adminis- trators allover the United States and the last page is a section that lists it for the south due to economic conditions in different areas. He noted that it's categorically by population and for 10-25,000 population, they pay $41,000 to $52,000, but for an interim City Manager, he doesn't think they should pay that much but it's up to Council. He stated there are people in Central Florida who are qualified and would be available within 24 hours and he has access to records for these people. He named them as: Dennis Kelly, former Manager of Deland; Ron Waller, former City Manager of Longwood; former City Manager of Fruitland Park, Roman Yoder; and the Assistant County Administrator from Alachua County is a lady whose husband was just promoted and she has to move to the Central Florida area. He added that these four people are all immediately available. Mr. Knowles stated he served on many screening committees and devised adver- tisements, and they usually screen applicants to 10 and name the top 5 and the second 5. He said they can provide a professional screening committee of people experienced in public administration who are active in the field and will know many of the people who will apply and their background and how they get along and handle the communities. He added that he's never served on a committee where the elected officials had to look beyond the first 5 and he's been told they were very satisfied. He said there are people in Volusia County available for a screening committee and it could be done very quickly and they can look at the records to see that they jive with the resumes. He again stated this is free of charge and the profession does it to assist a community and assure the profession will have a well qualified, honorable person as a member. He noted that those who hop around on jobs to climb the ladder are not a credit to the profession. He pointed out that I.C.M.A. has a code of ethics more strict than the legal profession and they police it themselves and expel their own members and prohibit anything that would give the perception of a violation of ethics. He added that after someone is appointed, the association is always available with the largest library and data base for anyone needing it. City Attorney Alvarez asked how many screening committees he's served on and Mr. Knowles replied probably 50 to 75 over 32 years. City Attorney Alvarez asked how many were Volusia County. Mr.. Kno~.les replied one in South Daytona and he was called in for Deltona Lakes but that didn't get off the ground, and he served on a screening committee for Daytona Beach but not for a Manager. City Attorney Alvarez asked the average time for selection and placement of a professional City Manager and Mr. Knowles replied it depends on the local elected officials, but once they decide to advertise and establish the criteria for the ad and get it to publication for circulation, it's usually a 30 day waiting for the publication, and the screening committee can usually handle the names in 3-10 days. He pointed out they want to find out how the individual will leave his present employer as they shouldn't hire someone who says they can report the next day because if he's working for a city, he'd do the same thing here at a later date. He added the normal notice is 30 days, and he gave Sanford 11 months. -2- Council Special Meeting Minutes February 29, 1988 o o City Manager Selection (Continued) - Mr. Knowles suggested they have an interim Manager, not necessarily the one they want the next few years, and the individual could be available now and Council could pass an emergency ordinance and hire within 24 hours. Mr. Knowles referred to the availability of the Headhunters in Southeast United States, but pointed out they don't quote the fees and Council doesn't have to use that service and can do it locally with the help of the Florida Range Riders. Mayor Baugh asked who draws up the list of questions for the top five candidates. Mr. Knowles stated he's not representing his firm because that would create a billing but they can help devise what is wanted in the kind of individual, and there are in the back section of the documents he'll distribute some model questions and areas of information the elected officials would be interested in reviewing. He pointed out these were just suggestions and perhaps they could build their questions around these. Mr. Knowles pointed out that the manager is an executive and it's a two-way street and he'll be aski~g questions of Council. He added that the universities have an over-supply of public administrators. He said the Managers in the area can help and I.C.M.A. and he'll help discuss it, but they won't tell them what to ask. He suggested they ask similar questions to have a true comparison. Councilman Mitchum asked if the selection committee could be made up of area City Managers and Mr. Knowles replied very definitely, and they have some good people to call upon for assistance, such as Tom Kelly, the County Manager. Councilman Mitchum asked how they'd address an interim manager and Mr. Knowles replied they could pass an emergency ordinance which could go for 90 days but they have to outline the duties and what they'll require him to do, and that could be passed at this meeting. Councilman Mitchum asked how they'd know who to pick and Mr. Knowles replied he'd give them names and he could telephone them and have them here in 24-48 hours, and he knows these people and knows they're interested. Councilman Asting asked if the average salary of $48,400 takes into consideration the fringe benefits and Mr. Knowles replied that's salary, and he added that Edgewater could have a number of applicants with an advertised salary of $38,000- $38,500 to $42,000-$42,500 with requirements of 3 to 5 years of progressive manag- erial experience in local government, and a minimum baccaulerate degree in public administration, and/or a related field. He suggested they may want someone familiar with the Growth Management Act of 1985 and someone interested in develop- ment, in finance work, and perhaps someone familiar with utility operations. He added that he has a degree in engineering and it helped with Public Works and capital improvement projects. He stated that the people named will be familiar with all the fields but may have specific strengths. Mayor Baugh asked what the interim City Manager's salary would be. Mr. Knowles replied they may want to increase the limits of $38,000 to $42,000 by $2,000 for the permanent manager and put in the ad that it depends on qualifications. He added that the manager will probably ask to be evaluated in 6 to 8 months for consideration for a pay increase and that's normal. He stated that most managers will be asking for a written contract of employment, and if they do, always keep a clause to terminate as they can terminate in 24 hours because State law requires 24 hours to sit and act officially. He added they like a little security to prevent being fired for political reasons and that's usually in the form of a severance pay for departure for no justifiable causes except politics. He noted the average tenure is 4.7 years. Mayor Baugh asked when his services would be available if they decide to do this and Mr. Knowles replied tonight and at any time as he works at the uni- versity but it's a job where he can come and go. -3- Council Special Meeting Minutes February 29, 1988 o o City Manager Selection (Continued) - Councilman Mitchum asked for the City Attorney's comments regarding an interim City Manager. City Attorney Alvarez replied that it's hard to disagree with an expert. Mr. Knowles pointed out that the interim City Manager doesn't mean an exclusion of anyone they want to select and Council may want a provision that he can apply for the permanent full time position or say that it's not acceptable. Councilman Mitchum stated that Mr. Knowles named some people and asked how they'd select someone tonight or in the next few days and interview them for an interim position. Mr. Knowles replied they can take his word and ask him to prioritize the four people he named, but he's not sure he'd like that responsibility. He added that he'll give Council the names and addresses and telephone numbers and they can arrange to meet tomorrow, and he can give them backgrounds and he thinks he has their resumes. Councilman Mitchum suggested the City Attorney could get the resumes and they can address it in the next few days. City Attorney Alvarez stated that Council needs to make a decision of what's happening in the City and to stabilize the affairs of the City until a permanent manager is hired, and if they decide to interview the four individuals suggested, then they should request the resumes and set a meeting. There was a discussion about available dates and times for the meeting. Council- man Asting suggested they allow one-half hour for each interview. Mayor Baugh asked Mr. Knowles if he'd make himself available to meet because he'd like to talk with him about questions to be asked and Mr. Knowles agreed he'd do that. There was a brief discussion about getting the resumes to City Attorney Alvarez for his distribution to the Council. City Attorney Alvarez asked if pursuant to the services he'll render to I.C.M.A. he'll attend the special meeting when Council will make a decision on those four individuals and Mr. Knowles replied yes, but usually the elected officials don't want him present and they try not to impinge upon the thought processes of elected officials and they don't prioritize when they give the top five names. He added that he can be present. There was further discussion about a date and time when all Council members could be present, and it was agreed to meet Wednesday, March 9th, at 7:00 P.M. Harold Hardester, from the audience, asked if Mr. Knowles would be available and Mayor Baugh replied yes. Mr. Knowles reviewed the normal interview procedure with at least one hour each and never schedule more than one per 24 hours because the interviewers get tired and the repetition doesn't allow them to give adequate consideration and they should consider meeting him over lunch also for an informal interview. Councilman Mitchum asked if they'd have to advertise they're going to lunch with him and Mr. Knowles replied they schedule the interview. There was dis- cussion about interviewing just three and allowing one hour each and Mr. Knowles agreed he could prioritize them. Councilman Mitchum suggested they could do that and give them 45 minutes for each interview. Mr. Knowles stated that he could also narrow it down to two. Councilman Mitchum pointed out that he wants to be fair about it. Mr. Knowles stated he'd talked with all four in the last 10 days but something may have come up that someone's been hired or has a job interivew, and he could do a preliminary contact to see if they're available on the 9th for inter- view and lay it out for 7:00 to 7:30, etc., and schedule each for one-half hour. Mayor Baugh asked him to do that for them if Council desires. Councilman Mitchum so moved. Councilman Prater seconded the motion. City Attorney Alvarez asked if Mr. Knowles should do the preliminary contact before sending out the resumes to see if they're still available and interested. Mr. Knowles assured Council he'll call all four the next morning to see if they're interested and still available and will put resumes in the mail the next day also. City Attorney Alvarez asked if there's information for Council about questions they may be asked and Mr. Knowles replied no. Motion CARRIED 5-0. Mayor Baugh thanked Mr. Knowles for coming and said he's looking forward to working with him on this. -4- Council Special Meeting Minutes February 29, 1988 o o ~\ Mayor Baugh called a five-minute recess at 7:07 P.M. He called the meeting back to order at 7:18 P.M. Negotiations with Carl Overstreet for Public Works Superintendent - Carl Overstreet stated he'd hoped the salary would run around the mid 20's but it was advertised for $19,000 to $22,000. He said according to the papers, the interim manager at Public Works is getting a salary of $22,609. He stated that he feels with 40 people to manage and to satisfy the residents of Edgewater, the salary advertised was a little low, and he's looking at $4,000 to $5,000 to relocate to the City, which he understood when he applied. He noted the medical and dental plan is very good. Councilman Rotundo asked if the $22,609 is with benefits and Mayor Baugh replied it's salary. Mayor Baugh pointed out that Ron Austin only made $22,000 when he left. Councilman Mitchum stated that's irrelevant and they know what it was advertised at, and he has no problem with a probationary period and upping the pay, but he has to prove himself to them and they want the employees to make a good living. Mayor Baugh stated that Ron Austin started at $20,500 and there was an increase in pay later and he suggested they start at $21,000 the first six months and at the end of probationary period, reopen it and increase him to what he should be making, and it not be mandatory until after the probationary period to move until he's proved himself, and then allow 90 days after the six-month probation. Councilman Asting asked his rank in the service and Mr. Overstreet replied Chief Warrant Officer. Mayor Baugh asked Mr. Overstreet's feeling on his suggestion. Mr. Overstreet asked if they have a percentage of increase at the end of the six-month period and Councilman Mitchum replied that's open for negotiations, and he'd get his raises like other employees. There was discussion about when Mr. Overstreet would report to work. Mayor Baugh stated that under the City's insurance program, he'll be eligible for insurance on the first of the month after he completes 30 day of active work. Mr. Overstreet agreed that's normal. It was pointed out that the physical has to be completed. Mayor Baugh stated he could start after the doctor clears him. Mr. Overstreet said he'd planned ahead and trained people to take over what he had been doing and his last day was Saturday. Mayor Baugh requested a motion to that effect. Councilman Mitchum so moved on the Mayor's suggestion of salary, probation, and negotiations and insurance. Mayor Baugh added that within 90 days he be required to move after probation. Councilman Prater seconded the motion. Motion CARRIED 5-0. Councilman Rotundo asked if his moving to the City will be after his 90 days and Councilman Prater explained it's 90 days after probation. Mayor Baugh agreed it's after becoming a permanent City employee after the six-month probation. Mel Wargo, Pinesedge Court, stated benefits are 27.25% above the salary. Mayor Baugh requested a motion to adjourn. Councilman Prater so moved. Councilman Rotundo seconded the motion. Meeting was adjourned at 7:29 P.M. Minutes submitted by: Lura Sue Koser ~a + o NCILMAN - NE WO ~ ~ ~~~ CO~. - ONE V?f COUNCILMAN - ZONE FOUR ' ATTE~ ~~J~ CITY CLERK tftAc;;Jjg) A~d tt" day of ~ , 19~. MAR ~/ir -5- Council Special Meeting Minutes February 29, 1988