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HomeMy WebLinkAbout1981-04-16 - City Commission Workshop Meeting Minutesr r 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 April 8, 1981 k",Aly *1160i)00 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, i } )��Becity let" /lc 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. -l- 4/16/81 /lc 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 -2- 4/16/81 /le 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. -4- 4/16/81 /1c 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. Ws A / Iti /RI 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. r_ A/lF/Q1