HomeMy WebLinkAbout1981-04-16 - City Commission Workshop Meeting Minutesr
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5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321
TELEPHONE (305) 722-5900
April 8, 1981
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CITY COUNCIL OF TAMARAC, FLORIDA
There will be a Workshop Meeting of the City Council on Thursday,
April 16, 1981 at 10:30 A.M. in the West Conference Room at City Hall,
5811 N. W. 88th Avenue, Tamarac, Florida.
The purpose of the Workshop is to interview Laura Stuur=s, who has
submitted a formal application for the position of City Manager.
The City Council may consider such other items as may come before it.
The Public is encouraged to attend.
'*Pdtttiant to Chapter 80-M5 'of Florida Law, Senate till Rd; 7W:
If a person decides to appeal any decision made by the City
Council with respect to any matter considered at such meeting or
hearing, he will nccd a record the proceedings and for such
purpose, he may need to ensure that a verbatim record includes
the testimony and evidence upon which the appeal is to be based,
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4/8/81
CITY OF TAMARAC, FLORIDA
CITY COUNCIL WORKSHOP MEETING
APRIL 16, 1981
LAURA STUURMANS INTERVIEW
CALL TO ORDER: Mayor Falck called the meeting to order at 10:30 A.M.,
Thursday, April 16, 1981, in the West Conference Room
at City Hall.
ROLL CALL: PRESENT: Mayor Walter W. Falck
Vice Mayor Irving M. Disraelly
Councilman Philip B. Kravitz
Councilman Irving Zemel
Councilwoman Helen Massaro
ALSO PRESENT
Actg. City Mgr. Laura Stuurmans
City Attorney Arthur M. Birken
Asst. City Clerk, Carol Evans
Mayor Falck read the official notice of the workshop meeting which was
called for the purpose of interviewing Laura Stuurmans who has submitted
a formal application for the position of City Manager.
Mayor Falck stated that Vice Mayor Disraelly had an item that he wanted
considered as part of the Agenda.
Vice Mayor Disraelly said he wished to have added to the Agenda for the
next meeting, April. 22nd, discussion and possible action on a revised
site plan for Sands Point Buildings T, U, and V. They want to install
an awning and the Site Plan will be ready. The Vice Mayor explained
he was not sure that the Site Plan would be ready at the pre -agenda
meeting that morning. There was no objection by members of Council.
Mayor Falck explained the purpose of the meeting is to interview Laura
Stuurmans who has submitted a formal application for the position of
City Manager. Mayor Falck suggested that they try to deal with subjects
and not move from one subject to another and then back again. He indica-
ted if an item came up for discussion, hopefully it could be discussed
by everyone at that time. Also, he suggested they work through the
Chair as much as possible in order to make maximum use of their time.
The Mayor also suggested they not get involved in problems or matters
relating to the work that Laura has been doing over the last three months,
the interview relates specifically to the position of City Manager and
they should not use it as a reporting session. He commented they are
not interested in items going on in the City, but to discuss with Ms.
Stuurmans her interests, qualifications, experience and her plans.
Vice Mayor Disraelly commented on the addendum to the application for
City Manager which was submitted by Ms. Stuurmans. He noted the item
pertaining to organization which is of interest to the City and has been
discussed over the past two years. Vice Mayor Disraelly asked what type
of a table of organization Ms. Stuurmans felt should be set up.
Ms. Stuurmans said she was not in a position to address the subject
departmentally since each department would have to be individually
reviewed. However, in the broad sense the chain of command would be
from the Council to the Manager and from the Manager directly to the
department heads. Referring to the liaison of Council members in certain
areas, Ms. Stuurmans said she had viewed the Council relationship with
all administrative levels and felt with the liaison relationship they
can be productive as long as it is approached in the sense of team --work,
and when a respective member of Council involved in assignments deals
with a department head, as Manager she would expect to be kept informed,
to be a participant and to have the flow through her office and that the
lines of communication remain open. She pointed out that the City is
large and it takes all eyes to bring out certain matters of concern and to
point out a problem area and Council members should feel they could
approach staff.
Councilman Kravitz inquired if Ms.Stuurmans felt Council should be in-
volved in the administration part of the City. She replied that Council
should feel free to deal with, to address a concern to an administrative
officer. Councilman Kravitz noted that most Council people have assign-
ments at the beginning of the year to -certain committees and work.
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Councilman Kravitz asked Mrs. Stuurmans if she would encourage the
Council members to be involved in the administrative part of those duties,
Ms. Stuurmans replied that she would not. She indicated that she would
encourage only that they be overseers or reporters to the Council, with
memos to the Council and to the City Manager's office.
Councilman Kravitz commented that the department heads are under the
supervision of the City Manager. Certain reports are given to the
Council by the City Manager, and he asked if Ms. Stuurmans, as a City
Manager, feels that at all times she should have the budget figure, what
is encumbered and what is unencumbered at any given point when a check
is made out. Ms. Stuurmans replied "absolutely", and that information
is on the purchase requisition for review when checks are submitted
and if a department was going over the alloted budget, and it appeared
to be a problem area, she would monitor it. Councilman Kravitz questioned
what Ms. Stuurmans would recommend to be done if those conditions existed.
Ms. Stuurmans stated if they affected the entire departmental budget
allocation, she would address the department as to how they can reduce
their cost for the balance of the year. Councilman Kravitz asked if
Ms. Stuurmans believed if one department is way below on budget and
another department is going over their budget, would she suggest that
funds between departments be intermingled, so both departments would
be in line in the budget. Ms. Stuurmans said if she felt that would be
appropriate she would take that recommendation to the City Council, since
the City Council would have to make that decision.
Councilman Zemel discussed the phenomena of department heads spending
every dollar in their budget prior to the beginning of a new budget.
He asked Ms. Stuurmans how she would control that; Ms. Stuurmans said
by not signing purchase requisitions if the purchase was not felt to
be necessary. Further, she explained that beginning in July or August
each year the spending by departments is monitored for that reason.
Ms. Stuurmans said in advance of that time an announcement would be
made on that subject.
Vice Mayor Disraelly expressed concern with the situation of the Unions.
Two contracts will be coming up in the Fall and he said he noticed in
the Addendum to Ms. Stuurmans resume' that she would have the Personnel
Department review the job descriptions, which has always been a prime
discussion at negotiations. He commented that he is glad that is being
done at this time, since it had been suggested quite some time ago. Ms.
Stuurmans stated she would not participate, as City Manager, at the
Union Meetings; she noted that she believes in delegating responsibility
and authority. However, she would be involved with the union represen-
tatives outside of the Union Meetings, but she would not sit in the
meetings with them.
Councilman Zemel commented that Ms. Stuurmans, in her Addendum, had said
she would attempt to institute in-house training programs for all
employees. Ms. Stuurmans gave examples of areas where she felt this
training would be useful, and indicated she felt department heads should
be encouraged to train persons to handle their work, since the City has
to have back-up for every department. However, she clarified the state-
ment by saying the person who is trained is not necessarily entitled to
fill the position. Councilman Zemel asked what thoughts Ms. Stuurmans
had on special and regular activities that would tend to lift the morale
of the employees. Ms. Stuurmans said when she came with the City there
was a feeling of family, it was a smaller City, she said she felt that
it is a matter of communications and understanding at department head
level, and nuturing more appreciation of each other. Councilman Zemel
inquired if Ms. Stuurmans, as an Administrator, felt employees should
be complimented for things they do well,as well as chastised for things
they do not do well. She said she felt praise should be given as well
as reprimands, both should occur. Councilman Zemel indicated he was
satisfied with the answer.
Mayor Falck noted Ms. Stuurmans_ had indicated she would build morale
through creating a social climate. He asked about building morale
on the job. Ms. Stuurmans said by opening up communications and trying
to achieve a better understanding of those who are supervised. She
indicated becoming better acquainted through the training program would
break down the jealousies and problems; also recognizing service, and
certainly complimenting major output, not privately,but publicly. Mayor
Falck inquired if it would be her philosophy in addition to staff meetings
that department heads be encouraged to have similar meetingswith their
people. Ms. Stuurmans replied affirmatively. She commented it gives them
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a greater awareness and they are aware of how they are proceeding.
She agreed the communication process would be from the City Manager
to the department heads, and from them to staff.
Councilman Kravitz asked Ms. Stuurmans if she found within the City
of Tamarac that some of the heads of departments who are males are
willing to accept a female city administrator, or has she found any
resentment. Ms. Stuurmans replied that she had not perceived any
resentment. Councilman Kravitz commented he felt people are getting
away from that, regardless of whether Florida has ERA or not. How-
ever, he said there are people who resent it and he wanted to know
if it had been encountered in the City. Ms. Stuurmans said that she
had always felt that she had a comfortable relationship with, and
the respect of her co-workers at all levels.
Councilwoman Massaro indicated that she has a great deal of respect
for Ms. Stuurmans and always has. However, she said she felt the City
has grown so rapidly they need an experienced City Manager. She
questioned if Ms. Stuurmans had reached that capacity. C/W Massaro
also said she was surprised more effort had not been made by the Council
to advertise and attempt to obtain an experienced City Manager. She
commented that a City Manager can lose money very fast by not seeing
the possibilities of saving money which an experienced person would
have seen. Councilwoman Massaro cited, as an example, the billing
at Tamarac Utilities which is running two months behind. She said
that she is not faulting Ms. Stuurmans, but she is faulting the fact
they are talking about a City Manager who does not have the experience
and qualifications needed by a City the size of Tamarac. Also, Council-
woman Massaro stated that she is faulting the fact they have not made
a greater effort to get more replies from applicants for the position.
Councilwoman Massaro noted that Ms. Stuurmans was to fill an interim
position until such time as a qualified City Manager could be obtained,
but the effort has not been made to get one.
Councilman Kravitz questioned the purpose of the Workshop, Mayor Falck
stated it was for the purpose of interviewing an applicant for the
position of City Manager. Councilman Kravitz inquired if they were
going off on a tangent at that point, rather than interviewing the
applicant.
Mayor Falck said he indicated at the offset that he felt Ms. Stuurmans
should be interviewed as an applicant and her performance not be evalua-
ted. Councilwoman Massaro commented she was listening to the questions
that were being asked and invariably they are being answered by the
questioner. Mayor Falck explained that if any other person was being
interviewed it would be the same type of questioning.
Vice Mayor Disraelly commented during the first interview that was
held the person being questioned gave the answers that they knew in
advance, and it is not different. No one would give a stupid answer.
However, the Council would not know the background of that person, other
than what they would be told by him and what was on the resume'. He
noted that one person had discussed the bureaucratic progress that
the City should be making. Vice Mayor Disraelly stated he had tried
to ask his questions without anticipation of an answer.
Mayor Falck commented that he had several interests. First, he said
he is interested in the paper load. There are many different sources
from whom opinions are received and too many times Council does not
receive recommendations, but have to build them on an individual basis
from opinions rendered by others. Mayor Falck expressed concern that
they do not get specific recommendations and asked Ms. Stuurmans for
her observations as to what she thought could be done to obtain
specific recommendations so that the Council can determine what it is
that the various staff members may be proposing.
Ms. Stuurmans observed that one way is to provide a better time -frame
for the development of items in advance of preparation of the Agenda;
possibly setting the day of the pry -Agenda Meeting earlier in the week
would afford the department heads an opportunity to meet and discuss
what they will recommend to be agendized. Ms. Stuurmans noted that
there has not been the time or effort put into staff conferences prior
to the preparation of the Agenda package resulting in piecemeal recom-
mendations and different concepts.
Sim
Mayor Falck said he firmly believes in completed Staff Report forms
and questioned Ms. Stuurmans as to whether that type of procedure is
practical in the City. Ms. Stuurmans replied that given a better
time frame it is possible.
Councilwoman Massaro said Council has no recommendations because they
do not have someone with experience to provide the recommendations.
She said there has to be experience to be able to judge if the depart-
ment heads are giving the kind of recommendations necessary for Council
to make a judgement and be comfortable that is a good recommendation.
Councilwoman Massaro indicated the work -load has been on the Council
and that is not where it is supposed to be, it should be with the
department heads and ultimately with the City Manager.
Ms. Stuurmans pointed out that the City Manager is not the City Engineer
and valuable money is paid for that expertise. The City Manager should
have the ability to scrutinise the information that is being delivered,
but money is wasted if the City does not have a capable person from the
outset as the Engineer or Chief Building Official.
Councilwoman Massaro commented that the City Manager also, in a City
the size of Tamarac, needs to have had the learning process by experience
in other places and that is why she felt the City should be willing to
pay the price to have someone who has had that experience so they would
know if their help is competent.
Councilman Kravitz said this should not be taken up at the time of
interview of a City Manager and he would like to stay just on asking
questions of the Acting City Manager to get her thoughts. There are
certain thoughts that have not been discussed and after the interview
Council can make a decision on going into other paths. Councilman
Kravitz said he would like to respectfully request that they stay on
the purpose of the meeting and nothing beyond that, and asked the Chair
to remain within that phase of discussion.
Mayor Falck stated the Chair will be governed accordingly. Mayor Falck
expressed concern regarding a follow-up system. He said he is interested
in developing a program to enable matters to be cleared up and out of
the way in relatively short periods of time. Mayor Falck inquired if
it is a problem and can such an arrangement be established in the City
so that the City can be operating on a relatively short time -schedule.
Ms. Stuurmans replied in the affirmative, and said that she has no
problem with a follow-up system because she has always maintained that
type of organization of her files. With regard to handling the items
in a relatively short period of time that is the point she made in
the addendum about establishing a list of priorities, collective goals,
Ms. Stuurmans explained. She said she did not think the bulk of items
would have a priority listing.
Mayor Falck asked how a total team effort could be created. Ms. Stuur-
mans noted that this has been lacking. Having Staff meet together
and organize its recommendations and sharing at the outset and by
communicating they are taking the first step toward team effort.
Councilman Kravitz said that he was unaware of many factors that
took place in the past as well as at the beginning when Ms. Stuurmans
took over the office of Acting City Manager. He asked if she could
enlighten him it would help him in making a decision on many of these
things. He noted that originally she took office on the second of
January, 1981, and at that time it was his understanding she did not
consider taking the position permanently. Ms. Stuurmans said that
is correct. Councilman Kravitz mentioned that on February 27, 1981
Ms. Stuurmans filed a formal application for the position of City
Manager and in her letter she wrote that after serving the two months
she was in a position to serve the City and do a proper job. However,
he said, she specifically pointed out in the next month it would be
necessary for the departments to draft their budgets for the next
fiscal year. Councilman Kravitz questioned as to what was done between
February 27 and the present time reference to drafting of budgets for
the next fiscal year. Ms. Stuurmans said at her level and the Finance
Director's level, regarding concepts. They will try to present a
budget that is programmed on cost justifications.
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Councilman Kravitz inquired if the Accountants had ever been requested
for their input or asked to do anything in the way of setting up the
proposed figures. Ms. Stuurmans explained that the City does not
use the Consultants for that purpose. Councilman Kravitz asked if
Ms. Stuurmans had ever contemplated using liaison between Council and
the City Manager's department for the budget. Ms. Stuurmans said only
after preliminary budget figures and after the budget document is
developed, then there is liaison. Councilman Kravitz questioned if
it would be helpful to call in each department head and see what they
require and if it is necessary, before consideration.
Ms. Stuurmans explained that the Charter requires the City Manager
to present the City Council with a budget document. At that time there
is liaison with the Council.
Councilman Kravitz questioned if Ms. Stuurmans felt it is the responsibility
of the City Manager because the Charter says to present the budget, not
to do certain work prior to that and still present the budget, but with
the proper input at the earliest level.
Ms. Stuurmans stated the City Manager is required to recommend a budget
to Council, and at that point Council begins its process of reviewing
and analyzing, etcetera. The wheels have already been set in motion
for the departments to prepare their projections and at the time the
projections are received, the City Manager and Finance Director will
be meeting with department heads and evaluating the departmental budgets.
Ms. Stuurmans indicated she could see no problem with the Council liai-
son sitting in after the departments have turned in their figures and
the meetings begin with the City Manager and Finance Director. After
that it is planned to have staff workshops for staff to review the
entire contents of the budget, and start addressing areas that could
be worked out whether they be duplication of an effort which can be
consolidated into a central area, or assigning one department to be
responsible for it.
Councilman Kravitz asked, as Acting City Manager with actual experience
for three and a half months, if Ms. Stuurmans had ever gone into any
of the departments to see whether or not certain personnel could be
expedited or reduced, or certain expenses could be reduced, or things
could be done in a different fashion to save money within the City
in each department. Ms. Stuurmans replied "yes", but not from the
level of close scrutiny, however she has impressions. She said she
did not want to address cutting departments since she did not think
the present meeting is a forum for that.
Councilman Kravitz questioned if Ms. Stuurmans, through her experience,
felt it would be within the jurisdiction of the City Manager to point
out whether it be to Council or any other group, where she could suggest
that the City could save money based on the present set up. Ms. Stuur-
mans replied she thought it is the responsibility of the City Manager.
Councilman Kravitz asked how she would go about doing those things,
if she was appointed to the position of City Manager. What would she
ask for and how would she go about it as City Manager.
Ms. Stuurmans replied this would start with budget and an examination
of each department by the department head and when they come in to
discuss their budget requests that is the time to address it. The
City Manager is the one who will give the final recommendation to
Council so at that point in time the decision will be made. Ms.
Stuurmans said it is not an option as to whether or not a department
head will or will, not comply with what the manager says is necessary.
Councilman Kravitz questioned if Ms. Stuurmans walked into the City
Clerk's office and saw three girls sitting around talking and not doing
anything, would she investigate further as a City Manager as to whether
one or two of those three girls could be done without; and did she
feel that was part of the function of the City Manager. Ms. Stuurmans
replied in the affirmative that she would expect a response from the
department head as to why the three individuals had found time to be
talking. Councilman Kravitz asked if Ms. Stuurmans had taken the
opportunity of checking with any neighboring City as to how they
operate the different sections or departments of the City governments
as to what they spend and do compared to Tamarac. Ms. Stuurmans
said comparisons are done annually, but she had not had that opportunity
during the period of time she has been acting City Manager.
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Councilman Zemel asked Ms. Stuurmans if, in her opinion, she felt
there are items on Council agendas that could and should be
handled by the administrative staff instead of taking up Council's
time. Ms. Stuurmans replied that Councilman Zemel was asking her
a question that really Council should answer because it is a matter
of policy. She said the policy was issued in 1976 that the Agenda
is part of City Council function.
Councilman Zemel inquired if Ms. Stuurmans was appointed as City
Manager, would she study the agendas and feel that she might like
to recommend there are certain items that can be handled administra-
tively,wi.thout usurping the power of the Council, which would make it
easier for the Council's operation.
Ms. Stuurmans indicated there might be, she said certainly in other
cities their approaches are*different. She noted that Tamarac has
a very lengthy agenda, but that would be purely a matter for her to
offer to Council for their discretion. She pointed out one of the
areas that had been discussed is the payment of bills. She suggested
perhaps Council could suggest limiting the amount of bill that would
be subject to their scrutiny or approval. Another example is the
authorization to go to bid. Ms. Stuurmans said that is a formality
and done as a courtesy, but it is not required in the purchasing
ordinance.
Vice Mayor Disraelly commented that many cities do not review site
plans. He said he is not advocating that, but just indicating it.
Councilman Zemel said he would like to have a workshop for Council
to make a decision as to what they should be doing and shouldn't be
doing.
Vice Mayor Disraelly indicated another area of concern to him is the
five-year plan which is a wish -list for the four years he has been
involved. He asked Ms. Stuurmans if she would consider a method of
implementation. Ms. Stuurmans said she thought whatever is reflected
in a five-year capitol improvement plan has to be within the realm
of possibility. Certainly the potential funding sources should be
indicated, and its accomplishment should be pursued once enacted.
Councilman Disraelly noted, if a grant was obtained they would do
it. If it is put down as a capitol improvement, would Ms. Stuurmans
specifically outline the funding effort. Ms. Stuurmans said it would
be specific, but there are other possibilities under grant revenues.
If a major construction project of city facilities is looked at, they
are looking at bonding. However, she stated she would have specific
proposals for everything that is in the five-year capitol improvement
plan.
There being no further business, the workshop meeting was adjourned
by Mayor Falck at 12:00 Noon.
TY CLERK
This public document was promulgated at a cost of $ or $ n
per copy to inform the general public and public offic rs and employees
about recent opinions and considerations by the City Council of the
City of Tamarac.
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