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1999-02-24CALL TO ORDER: - Mayor: February 24,1999, City Council Special Meeting,12 o'clock noon, III. MAYOR, COUNCIL AND STAFF ATTENDANCE - City Clerk. Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. City Attorney John R, Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S. Thomas Deputy Clerk S, Lane Gamiotea CITY OF OKEECHOBEE SPECIAL CITY COUNCIL MEETING SUMMARY OF COUNCIL ACTION Mayor Kirk called the February 24, 1999 Special City Council Meeting to order at 12 o'clock noon. Clerk Thomas called the roll: Present Present Present Present Present Present Present Present Present PAGE 1 OF 4 III. Consideration and Approval of City Hall Personnel Reorganization Plan - Mayor Kirk announced that this Special Meeting is for the consideration and approval of a city hall personnel City Administrator/City Clerk (Exhibit 1). reorganization plan, that is exhibit one in your packet. Council Member Markham began by making a motion to approve option two for two full time employees and to move one part-time up to full-time employee for secretarial services; seconded by Council Member Chandler. Mayor Kirk opened the floor for discussion. Council Member Markham stated that at the last Council meeting it was discussed that we needed to see where we were going to get the funding for this, (Option Two), and at that time we thought we would have to amend the budget. The Finance Department has since informed us that the funding is in the budget and that we can move it around so there would not be any budget amendments needed for the rest of this year for these three positions. Mayor Kirk asked, can the money from that line item be used for this? Attorney Cook responded that he had discussed that with Finance Coordinator Parker and he asked her, is the source of this money the shared gas tax revenue we get from the State or is it funded by us? She responded it is the gas tax money. The Attorney continued, yes we can use it, we cannot count it in the annual transportation related expense for computation of gas tax sharing. &71 Cv7,2 FEBRUARY 24,1999 -SPECIAL MEETING -PAGE 2 OF 4 III. Consideration and Approval of City Hall Personnel Reorganization Plan Council Member Watford commented, he thought he started this transfer thing because he felt like that that money that continued. we received from the gas tax could be used to help fund the Public Works Department. In other words anything to do with streets, drainage, mowing, those type items are transportation related and so therefore that money could be used to help fund that department He certainly did not mean for it to be used to fund other things, only on things that the City can count as transportation related items. He would hate for the Council to start using it for other things. And he realized it does in a round about way, free up other money, since it is that much less tax money you have to generate or if you generate the same amount then you can use those in other areas but he would hate for the City to use that fund. Council Member Markham responded that he agreed with Council Member Watford on using that money to put into the budget to be used yearly. What he would like is to just use it to fund, (Option Two), the rest of this year. Next year the Council would not look at that money to be brought out to be used there. We would go into the budget and budget those salaries the normal way. Since it would only be used one time he did not see a problem doing it like that but he did not want to see it being used yearly either. Mayor Kirk then asked, how does that affect the City as far as getting funds back? Attorney Cook responded, he did not do the finance part but it seemed difficult to him to keep track of it because when the City computes transportation related expenditures that is submitted annually, somehow someone will have to earmark that so that it does not get confused with transportation related expenditures. Aside from that, the calculation runs as the agreement is set out with the County, keep track of the expenditures and there is going to be a time to recalculate for a new interlocal agreement and it just means that that percentage, which is a relatively small percentage of the whole amount will not go into the computation. Council Member Watford asked what happened to the idea that was discussed at the Saturday meeting? He stated that he thought we were basically talking about using the money that we would save from the Public Works salary. The person that is promoted would receive the same salary that the current Director receives but we would not hire another employee to replace him, so we would save that amount Council Member Markham interjected that that was discussed, and we did not have all the information at the time. If we had had all the information at that time, we may have discussed more than just the salaries we were saving there to use. But since this other information has been brought forward to us, the more information you get the more ways you have to look at things. Mrs. Parker offered, the difference in the salary is twelve thousand, six hundred twenty-eight dollars, twenty cents ($12,628.20). FEBRUARY 24,1999 - SPECIAL MEETING - PAGE 3 OF 4 IP73 Consideration and Approval of City Hall Personnel Reorganization Plan Mayor Kirk stated, if we move in this direction one of the things he wanted everyone to be conscience of is in the next continued. budget year to cover these positions with benefits is going to cost about sixty-two thousand dollars and that does not include the main street salary. This is notjust a seven month commitment, the Council is going to have to turn around and fund this in October. The City held a line on salaries last budget year and now we are finding sixty thousand dollars to fund positions and we are going to have to come back in October and find that amount of money again. So does that mean we are going to end up in a position where we will not be able to look at salary adjustments again? Chandler interjected, either that or we are going to have to go out on a limb. Mayor Kirk continued by cautioning Council about counting too heavily on anticipated revenues from development such as the new Super Walmart Center. Council Member Oliver asked what about the proposed full time code officer? That is another salary we will have to incur plus the City Attorneys revised contract Mayor Kirk responded exactly. If this is the direction we want to go in that is fine but he wanted everyone to be aware of all the factors before the decision is made. Come budget time there is going to be some hard decisions that have to be made there as far as funding and that we know it now. Discussion continued, the Council agreed these positions were needed, they did not dispute that. However, the funding mechanism was the hold up. The pending motion and second was withdrawn from the floor. Council Member Markham moved to approve hiring a full time finance assistant only and leave all others until budget time, using salary savings to fund the position; seconded by Council Member Oliver. Council discussed and agreed that the additional staff in finance was the most critical at this time. The current finance secretary would continue working part time in finance and part time in administration. Mayor Kirk questioned whether we are going to be able to do what we want to do here with just one person? Until the new budget year? Mr. Bradshaw stated, in the Finance Department, yes. Mayor Kirk stated this is a good compromise, it will be a very interesting seven months. Council agreed that this could come back before them again too. If it is not working we need to hear from Mr. Bradshaw. And he needs to stay informed. People can only work effectively to a point. If they get overburdened with duties they have a tendency not to perform any of them well so we all need to be conscience of that, particularly Mr. Bradshaw. Keep up with the Department Heads. Maybe we can make it until budget time(new budget year) with this. Council agreed that we have enough money almost to cover the position for the seven months and then pull the Main Street funding when that starts from that $75,000. Even though they did not like to do that, pulling $14,000 (from the gas tax fund) is not like pulling $70,000. The main street position will have to be funded from the gas tax money. 04 FEBRUARY 24,1999 - SPECIAL MEETING - PAGE 4 OF 4 III. Consideration and Approval of City Hall Personnel Reorganization Plan continued. IV. ADJOURN SPECIAL MEETING - Mayor. PLEASE TAKE NOTICE AND BE ADVISED that if a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to insure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. ATTEST: BONNIE S. THOMAS, CMC, CITY CLERK JAMES E. KIRK, MAYOR Vote on the motion is as follows: KIRK - YES CHANDLER - YES MARKHAM-YES OLIVER - YES WATFORD - YES MOTION CARRIED. There being no further times on the agenda, Mayor Kirk adjourned the special meeting at 1:03 p.m. --4 CITY OF OKEECHOBEE SPECIAL CITY COUNCIL MEETING HANDWRITTEN MINUTES I. CALL TO ORDER: I�i14,�o�Vt?� . called the Feb 24, 1999 City Council Special Meeting, to order at'f II. MAYOR, COUNCIL AND STAFF ATTENDANCE PRESENT Mayor James E. Kirk Council Member Noel A. Chandler ✓ Council Member Lowry Markham �✓ Council Member Robert Oliver ^� Council Member Dowling R. Watford, Jr. ✓ City Attorney John R. Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S. Thomas Deputy Clerk S. Lane Gamiotea ABSENT III. Consideration and Approval of City Hall Personnel Reorganization Plan - City Administrator/City Clerk (Exhibit 1). �- Ltnn 4-o e-,�Nast olk- Z , Z �.(1 z � / P17- 19 F1T- Z-►�d " k) 0- . v-4 , A.t.tLlD d , O J-0-7� of tP - ��a� 4-c - m p kilo ifu 0( dAv wzu Vt 4�A'QnCd JkVV-0 COS c&)jd C+ p't ao�\� A-o w�,� �'A Alck A,04 �� okj�) C�_ DX4 ��w CITY OF OKEECHOBEE SPECIAL CITY COUNCIL MEETING HANDWRITTEN MINUTES I. CALL TO ORDER: called the Feb 24, 1999 Citv Council Special Meetinq, to order at IL MAYOR, COUNCIL AND STAFF ATTENDANCE d)2�-I2� PRESENT Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. v City Attorney John R. Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S. Thomas v/ Deputy Clerk S. Lane Gamiotea ABSENT III. Consideration and Approval of City Hall Personnel Reorganization Plan - City (ExhibiAdministratoriCity Clerk t 1 �, f / � �- S 7 - -A-,_ CITY OF OKEECHOBEE SPECIAL CITY COUNCIL MEETING -.tOA10OFFICIAL AGENDA 0'ttt PAGE 1 OF 1 I. CALL TO ORDER: February 24, 1999, City Council Special Meeting, 12:00 O,Clock Noon. II. CHAIRMAN, MEMBER AND STAFF ATTENDANCE - City Clerk Mayor James E. Kirk Council Member Noel A. Chandler Council Member Lowry Markham Council Member Robert Oliver Council Member Dowling R. Watford, Jr. City Attorney John R. Cook City Administrator Robert J. Bradshaw City Clerk Bonnie S Thomas Deputy Clerk S. Lane Gamiotea III. Consideration and Approval of a City Hall Personnel Reorganization Plan - City Administrator/ City Clerk - (Exhibit 1) IV. Lunch to be served at 12:30 p.m. V. ADJOURNMENT PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the Planning Board with respect to any matter considered at this proceeding, such interested person will need a record of the proceedings, and for such purpose may need to ensure a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk tapes are for the sole purpose of backup for official records of the Clerk. CITY OF OKEECHOBEE MEMORANDUM To: Mayor, Council Members, and City Clerk From: Robert J. Bradshaw Date: February 22, 1999 Re: Option Two OPTION TWO As illustrated in the following chart, Option Two creates two new full-time positions, upgrades one part-time position to full-time, and funds a full-time Program Manager position for Okeechobee Main Street for a six month period followed by one-half ' funding for an additional six month period. Interim funding for the period March 1- September 30 can be provided by reallocating existing dollars in the amount of $75,000.00 from Line Item 389000 Pubic Facilities Improvement Fund in the 1998- 99 Budget (please see attached memo). Permanent funding will be addressed during 1999-2000 Budget. 7-MONTH ANNUAL CITY DEPARTMENT CLASSIFICATION SALARY* SALARY City Clerk/General Services Staff Assistant $14,639.55 $21,000.00 Finance Account Clerk $14,639.55 21,000.00 Administration Administrative Secretary $14,639.55 21,000.00 MAIN STREET 7-MONTH Va FU NDING FOR SALARY 6 MONTHS Program Manager $14,639.55 $7,319.78 *Based on $20,000 (6-month probationary period salary) COST AND BALANCE Line Item 389000 $75,000.00 Total Cost of 7-Month Salaries ($58.558.201 Balance $16,441.80 In order to implement the proposed personnel changes, some additional costs may be incurred due to expansion/relocation of employee workstations. Funding for the proposed expansion/relocation will be drawn from the above balance. itv of O.gEECHOB„�,.F. Offlee of the City ClerAlPersonnel DWn wxt MEMORANDUM TO: Administration FROM: Bonnie S. Thomas, City Clerk/Personnel Administrator DATE: February 17. 1999 SUBJECT: Of, f ice Assistants ACCOLFAT CLERK., Performs routine calculating, posting, and verifying duties to obtain primary financial data for use in mWWWWing amoumft mwrdL Requires a high school diploma with one year of sped vocational experience. Experience in general clerical work and bookkeeping is preferred S_ay=ge: Minimum - $17,702 Maximum - $25,149 Actual Average - $21,121 AD WMTRATIME SECRETARY - Clerical work involving complex work methods. Prepares, processes and maintains specialized reports, records and forms Interprets rules, regulations, andprocedures of the unit to which assigned. Maintains office files, prepares departmental reports and statistical data. Requires graduation from high school and two years of responsible clerical experience. Salary Rangy e: Minimum - $18, 990 Maximum - $26, 811 Actual Average - $21,121 STAFF .TNT Clerical work with duties similar to that of Administrative Secretary. This job includes being secretary to the Planning Board/Board of Adjustment&Design Review Board and processes applications from citizens for Rezonings, Comp Plan Amendments, Special Exceptions and Variances. Sets up and attends meetings of these boards, takes minutes and processes them along with all necessary correspondence resulting from these Boards. Also serves as secretary to the Director of Public Works. Other duties include but are not limited to assisting the Administrative Secretary in the Building Department and as time allows assist in other areas of the office as a backup when a secretary is either on vacation or sick leave. This position requires graduation from high school and at least two years responsible clerical experience and office procedure knowledge. Salary Rangy e: Minimum -$18, 990 Maximum - $26, 811 Actual Average - $21,121 TO: Mayor and Council DATE: February 22,1999 TBRU: Robert Bradshaw, City Administrator SUBJECT: funding for staff organization FROM: Lola Parker, Finance Coordinator ***************************************************************************** Mr. Bradshaw, Bonnie and I mot Monday morning Feb uuy 22,1999, to discuss finding for staff organization and changes. The consensus of each of us is. Rather than use small amounts of finding from various accounts, transfer the $75,000. that is a budgeted transfer -in from Public Facility into General Fund. Last year we budgeted for 5100,000. transfer -in but the revenuues came :n to meet the .. r needs. With same ,M., ., ."ons the monies could be transfered in to cover the additional cost. When the moires are transferred in, it goes into the General Fund account to cover revenue shortages. As stated above the $75,000 Is already budgeted, Therefore an amendment shouldn't be necessary. Below are the cost and balance. Transfer -in from Public Facility $75,000.00 3 Administrative Secretaries with benefits March - Sept. 1 City CkmWGen Serv. (14,639.55) 1 Administrator (upgrade Julie to fulltime) (14,639.55) 1 Main Street -with benefits (14,639.55) 1 Account Clerk for finance (14,639.55) $16,441.80 balance can be used to cover the cost for renovating front office in finance department and purchasing computers needed for additional staff. L3 1_-1 1 .__.f 1_ _f L_.A 1 � i � I E 1___ 1 1 __l 1 1 1 1 1 ` 1 1 1 F 1' 1 1 1 1 1 1 1996-97 ACTUAL 1997-98 BUDGET 1997-98 ESTEWATE 1998-99 PROPOSED -0- 100,000 -0- volm 389100 Emergency and Disaster Relief Fd -0- 55. OZ —8.000 S 0 0 TOTAL -0- 155,075 8,000 130,000 TOT L. REVENUES AND OTRER FUNDING SOURCES 2,989,868 3,017,463 2,760,116 3,033,914 TOTAL PROPOSED REVENUES ABALANCES 6,171,291 5,750,998 5,659,882 5,787,559 DEDUCT EJ�PENDTTL>RFS Operating Expenses 3,271,525 3,034,234 2,906,237 3,062,960 -F TOTAL EXPENDTTURE_S 3,271,525 3,034,234 2,906,237 3,062,960 FUND BALANCE, SEPTEMBER 302_ 8_ 7. 1� 7 . L..._I L.....I L.j L-i Li i....J 1 11 L. J L..._.,1 L....J -- L...J Li L_j i._.. f tJ L—J L.J L-i L.-J PUBLIC WORKS 549 PUBLIC FACILITIES I1"ROVEMENT FUND SUMMARY 1996-97 ACTUAL 1997-98 BUDGET 1997-98 ES11HATE 1998-99 PROPOSED Fund Balance, October 1 1,410,897 1,285,555 1,511,137 1,101,219 REVENUES: 312410 Local Option Gas Tax 192,388 110,400 132,973 132,900 335122 SRS Eight -cent Motor Fuel 64,746 60,000 60,000 60,000 i 312420 Local Alter. Fuel User Fee 235 200 200 200 336490 Motor Fuel Tax Rebate 2,063 2,500 1,500 2,500 361100 Interest Earnings 74,022 50,000 40,000 50,000 369100 Miscellaneous 13.768 100 100 500 TOTAL 347,222 223,200 234,773 246,100 TOTAL REVENUES AVAILABLE 1,758,119 1,508,755 1,745,910 1,347,319 EXPENDITURES: Operating Expenses 246,982 823,882 644,691 627,100 _0_ 100.000 -0- WRIPM TOTAL EXPENSES 246,982 923,882 644,691 702,100 Fund Balance, September 30 ULL37.137 85LIMM9 64 1 C CHOBEE Office of Me City► CleAVPereoxxet De eMxeW MEMORANDUM TO: Robert Bradshaw, City Administrator DATE: February 22, 1999 FROM: Bonnie S. Thomas, City Clerk SUBJECT: News Ad time line for new personnel As we discussed this morning I have gathered the following information: The new ads for a Program Manager for Main Street, an Account Clerk for the Finance Department and a Staff Assistant for the Building/Zoning and City Clerk Departments could be published the first time Friday, February 26, 1999, provided the ads reach the news office by 11: 00 a.m. Thursday, February 25, 1999. We can run the ads again Wednesday March 3, and possibly the following Sunday March 7, 1999. Hopefully we will be able to fill the positions by mid March or so depending upon the responses received from the ads. If the part --time Administrative Secretary position in the Administration ice is changed to full time that position will not need to be advertised if the present part-time employee applies and is accepted for that position according to City Policy. As far as the City Residency requirement Policy applies for this employee, Council may wish to make a "case by case" exception here instead of amending the policy permanently.