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HomeMy WebLinkAbout1984-08-02 - City Commission Special Meeting Minutes (2)MAIL REPLY TO: P,O. BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 July 30, 1984 NOTICE OF SPECIAL MEETING CITY COUNCIL CITY OF TAMARAC, FLORIDA There will be a Special Meeting of the City Council on Thursday, August 2, 1984 at 10:00 A.M. in the Council Chambers of City Hall, 5811 NW 88 Avenue, Tamarac. The purpose of this meeting is discussion and possible action regarding selection of candidates for City Manager. The Council may consider and act upon such other business as may come before it. The public is invited to attend. Carol A. Evans Assistant City Clerk .Pursuant toSection 286.0105, Florida Statutes It 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 need a record of 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. "An Equal Opportunity Employer" CITY OF TAMARAC, FLORIDA CITY COUNCIL SPECIAL MEETING AUGUST 2. 1984 Tape CALL TO ORDER: Mayor Kravitz called the meeting to order at 1 10:00 A.M. on Thursday, August 2, 1984 in the Council Chambers. ROLL CALL: PRESENT: Mayor Philip B. Kravitz Vice Mayor Sydney M. Stein Councilman Raymond J. Munitz ABSENT AND EXCUSED: Councilman Jack Stelzer Councilman John J. Dunne ALSO PRESENT: Steve Wood, Acting City Manager Jon Henning, City Attorney Roslyn Brauner, Secretary Mavor Kravitz read the Notice of the Special Meeting into the record. PLEDGE OF ALLEGIANCE: Mayor Kravitz called for a Moment of Silent Meditation followed by the Pledge of Allegiance. 2. Freeze on Hiring of New Employees - Discussion and possible action. SYNOPSIS OF ACTION: Agendized by Consent. (See Pages 4 and 5) C/M Munitz said he had previously mentioned at a public hearing that he is in favor of a freeze on employment in the City; and in discussion with the Personnel Director, he said he would prefer a Motion of the City Council on this. C/M Munitz MOVED to Agendize by Consent discussion and possible action on a Motion by the Council to declare a freeze on new employees in the City except where indicated by the City Council. SECONDED by V/M Stein. Mayor Kravitz stated that in order for a Motion to pass at this Council meeting, there would have to be a unanimous vote. ► 91102i ALL VOTED AYE 3. Succession Procedure on Acting City Manager - Discussion and possible action. SYNOPSIS OF ACTION: Agendized by Consent. See Page 7). C/M Munitz said the Acting City Manager was recently ill and a situation occurred. C/M Munitz MOVED to Agendize by Consent, discussion and possible action on a succession procedure as to who the Acting City Manager will be until such time as there is a City Manager. SECONDED by V/M Stein. VOTE: ALL VOTED AYE 4. Tamarac Lakes South Guardrail - Discussion and possible action on bid award. SYNOPSIS OF ACTION: Agendized by Consent.( See Pages 7 and 8). Acting City Manager Steve Wood explained that at the previous Council meeting, the award was coven to Fence Masters for the installation of the guardrail. The name should have been Mike Hunter, Inc., who is the County contractor,for $12,251.00, to furnish and install the guardrail. -l- 8/2/84 /rb C/M Munitz MOVED to Agendize by Consent,,discussion and possible action on the bid award for the guardrail. SECONDED by V/M Stein. VOTE: ALL VOTED AYE 1. Selection of Candidates for City Manager - Discussion and possible action. r SYNOPSIS OF ACTION: Accepted for submission to Dr. Henkel, 15 names submitted by Personnel Director, Mr. Perretti instructed to select 5 names from those submitted by C/M Munitz,, totalling 20 can- . _... -- _.... didates for City Manager's position,to be returned to Council by Dr. Henkel no later than Aua. 13, 1984. Mr. Larry Perretti, Personnel Director, said he submitted to the Councilmembers this morning, a final recommendation of the top fifteen candidates for City Manager position after careful scrutiny of all the applications. He said the City received seventy-eight applications through 5:00 P.M., August 1, 1984; which was the cutoff date. Mr. Perretti said at the beginning he thought it would be extremely difficult to narrow down the candidates. However, when he set his goals higher it became easier to narrow it down to fifteen candidates. He said he was looking for educational background, actual City Manager experience, populations of the cities as to how they pertain to Tamarac and the budgets of the cities as to how they pertain to Tamarac. Mr. Perretti said the fifteen names he is recommending are listed on his memorandum (See Attachment 1). C/M Munitz asked Mr. Perretti whether he made a distinction between basic_ and advanced educational background; and Mr. Perretti said he was more concerned that the candidates have a B.S. in one of the sciences or in Business Administration. He said many of the candidates have Masters degrees in Business Administration. C/M Munitz asked whether some of the recommendations have onlv a Bachelors degree; and Mr. Perretti said that is correct. C/M Munitz said it is his understanding. Dr. Henkel agreed to accept twenty recommendationsand he has an additional sixteen candidates who would qualify under the rating mentioned at the earlier meeting. He asked Mr. Perretti whether he could select an additional five candidates from his listing; and Mr. Perretti said he could. C/M Munitz stated for the record, those numbers are 31, 51, 55, 58, 62, 64, 66, 67, 68, 69, 70, 72, 74, 75, 76 and 77 (See Attachment 2). Mayor Kravitz asked whether c/M Munitz agrees with Mr. Perretti's list of fifteen candidates plus an additional list, from which five candiates will be selected�..and C/M Munitz said he does. Mayor Kravitz stated that twenty names will be submitted to Dr. Henkel and by Monday, August 13, Dr. Henkel will have reviewed tnose candidates and will come up with between three to five top candidates, to be considered by Council. Those candidates will then be interviewed and a final choice will be made at a later date in September. Mrs. Florence Bochenek, resident, said she read in the newspaper that the present Assistant City Manager was not being considered at all, and she was shocked. C/M Munitz explained that Mr. Browne is not the Assistant City Manager, but is the Assistant to the City Manager, which is a big difference. Mrs. Bochenek said Mr. Browne has been acting in a somewhat official capacity and has done some outstanding things; and she was wondering why it was so definitely stated he was not being considered. -2- 8/2/84 rb V/M Stein explained that the Personnel Director has been instructed to check some of the individuals he recommended, to determine whether thev have Bachelors or Masters degrees_ as well as experience. The Vice Mayor said Mr. Browne's application was screened. However,. he does not qualify as he does not have the educational requirements or the experience. V/M Stein said this has nothing to with the individual; and if the City did not know the man and the application was received, it would be put on the side because he does not aualify. Mrs. Bochenek asked whether all the individuals on the list have a Masters decree; and V/M Stein said they all do and also have five years experience. He said the City is not looking for people to train. The City is looking for a professional City Manager who has been a City Manager or Assistant City Manager for at least five years. Mr. John Lachmann, resident, asked whether Dr. Henkel can give the Council a brief review of the manner in which the applicants will be screened and the criteria that will be utilized in selecting the five outstanding candidates. Dr. Bill Henkel said in anticipation of this request, he has provided Mr. Perretti with twenty sets of a packet. He said he will screen twenty candidates down to a maximum of five and deliver a report to the. Council Monday afternoon, August 13. Dr. Henkel said he has prepared a memorandum to the finalists that will, be selected this morning, indicating that he has been retained by the City of Tamarac to assist in the evaluation of the candidates. He said he has attached to the memorandum, a disclosure statement in original and carbon copy with a self-addressed envelope, asking the applicant to sign, allowing himself and his associates to immediately begin the undertaking of contacting professional references, information on the applicant's character, general reputation, personal characteristics, mode of living and financial responsibility. Dr. Henkel said that in addition, if there are other references that the applicant, for one reason or another, did not include with the resume, there are six categories where he or she may add further references. He said he is asking the applicants to mail those back to him at his Boca Raton office. Dr. Henkel further advised that in addition to educational background, as well as the City_ in which the candidate was most recently employed and the experience factor, he is strongly of the opinion that the candidate should have City Manager experience of three to five years. He said the position of Administrative Assistant or Assistant to the City Manager in cities the size of Tamarac is a very nebulous position and very seldom does that position encompass the full day-to-day operation of a deputy City Manager. Dr. Henkel said for example, a situation such as that existed in Broward County before Mr. Jenkins departed, and in restructuring,the County administrator is not replacing that deputy. Dr. Henkel said he will look very closely at the leadership and management skills that the candidate exhibited in his previous positions as to whether that person was a leader in reorganizing and restructuring the City in municipal government where he worked. or whether he was content not to develop the type of cost saving efficiency that is necessary in governmental services today. He explained that City Managers today have several opportunities to enrich themselves through in-service activities. For example, in Florida there are two associations, the Florida Citv-County Management Association which is affiliated with the League of Cities. and the Florida Innovation Group. These are organizations which allow a management individual to enrich his experiences through a great deal of in -training workshop activities. On the national level, there is the International City Managers Association. Dr. Henkel said he will look into the enrichment advantages the candidate has had in that area. -3- 8/2/84 /rb Dr. Henkel said he feels it is incumbent upon the applicants to have some familiarity of the City of Tamarac and the tremendous growth experienced in West Broward County. He said he will give the applicants the opportunity to have that information but would hope the final twelve or fifteen candiates will have done enough research to know the characteristics of the City and West Broward without the consultant having to tell them. Dr. Henkel said he hopes to find applicants that are sincere in wanting to stay in the City for three to five years and it is not just a career stepping stone for a couple of years, especially among the applicants that applied from the midwest or northeast looking for an opportunity to come to Florida. He said this is a challenging assignment and he thinks the salary will be commensurate with what is on the market today. He said he will provide Council.- with the top three to five candidates and will have heavy background on his selection of these applicants as well as the other fifteen. Dr. Henkel said he will be here for the presentation after Auaust 13. V/M Stein MOVED to accept for submission to Dr. Henkel, the fifteen names submitted by the Personnel Director; and in addition, the Personnel Instructor be instructed to select the five top names of the names submitted by C/M Munitz, so the total amount submitted will be twenty, and these names will be the final candidates for the position of Citv Manager, to be returned to Council no later than August 13, 1984 by Dr. Henkel. SECONDED by C/M Munitz. 1iialwo ALL VOTE AYE C/M Munitz asked Mr. Perretti to provide Council with an outline as to the procedure that can be expected from now on. Mr. Perretti explained that a Police investigation will be conducted on the top five candidates. After that, it is necessary to prepare a miminum of ten, maximum of twenty, questions that will be given to each of the five candidates. It is anticipated when all Councilmembers return after Labor Day, the interviews will be conducted.Mayor_Kravitz said he will call a meeting at_thattim_e_.. C/M Munitz asked Mr. Perretti whether he could formulate the questions referred to, so they will be available by August 13, and Mr. Perretti said he could. 2. Freeze on Hiring of New Employees - Discussion and possible action. SYNOPSIS OF ACTION: Agendized by Consent on Page 1. No Action taken. C/M Munitz MOVED that the Council direct the Personnel Director to institute a freeze on employment of new personnel, effective immediately, except those previously designated by the City Council. Acting City Manager Steve Wood inquired about the positions which are currently vacant and are being recruited for at this time. C/M Munitz said the freeze covers employment of any new personnel with the exception of those previously directed by the Council. Mr. Wood said the Chief Building Official has advised of his need for two inspectors and is requesting approval today____to fill these two positions. V/M Stein said that would have to be done if this Motion passes, but it has not yet been passed. V/M Stein asked whether the intent of the Motion is to make the Council a part of the hiring procedure; and C/M Munitz said that is not the intent of the Motion. He said the reason for the wording of the Motion is due to the fact that three additional Code Enforcement Officers were requested by the Council; and if that were not included in the Motion, the three additional Code Enforcement Officers could not be hired. C/M Munitz said he is referring only to the Code Enforcement Officers. r -4- 8/2/84 ? /rb L Mavor Kravitz stated that the reason Council became involved was for the adoption of the corrected budget. However, Council is not involved with the employees. V/M Stein said he is opposed to a blanket statement of that kind as that can only hinder the City. he said he feels the Building Official should have the right to come before Council to explain why he needs additional employees and the Council might agree that they are needed. V/M Stein said the Building Department is a self-supporting arm and by not having the additional employees, the City might lose money. He said possiblv the Council should state the policy is to freeze employment and that any new personnel -are to be approveff by the City Council. C/M munitz said that is exactly the intent of his Motion. He said the City is faced with a budget which must be cut. Roughly, 70% of the budget is payroll and related expenses that go along with the payroll such as insurance, FICA, etc. He said the budget must be cut, and a good way to start is by declaring a freeze. if the Building Department feels they need two additional employees, when Council considers the budget, that will be given consideration. However, in order to give direction to the Personnel Director, the feeling of the Council must be given.He said it is not the intent of the Motion to involve the Council in any personnel hirings. The indication that in order to control the budget, an absolute freeze is necessary and is the sole intention of the Motion. The MOTION died for lack of a Second. V/M Stein MOVED that a freeze be declared on all employees subject to approval of exceptions by the City Council. He said he wants to limit the ability of the Personnel Director and the City Manager to hire any new people without the Council knowing and approving of same. SECONDED by C/M Munitz. Mr. Wood asked whether the Council will call a special meeting during the month of August, if it is necessary. He said for example, in some of the areas such as Police and Fire, if they lose a couple of people, they would have a real need to replace them as soon as possible. V/M Stein said the Council will be here up until August 13 and if a police officer were not replaced for a week, he does not feel that would be a catastrophe. He said he feels this can wait until the first meeting in September, as the City is not that short-handed. Mr. Wood asked whether he should prepare the proposed budget and eliminate the additional positions requested for next year. V/M Stein said that should be done. City Attorney Jon Henning stated that the new Motion does not mention the Personnel Director. He said any directions regarding hiring should be to the Acting City Manager who will act in accordance with the Councills, directions rather than going to the Personnel Director. Mr. Henning said he understands no additional employees should be Placed on the payroll, except those called for by union contract. Mayor Kravitz asked Mr. Perretti to review the positions presently available. Mr. Larry Perreti, Personnel Director, said that at present the City is advertising for a video operator. This position has been advertised for two months. It is a critical area and the City has not been able to get a candidate for the position, which is in Utilities West. He said nobody has applied for this position and this is one of the exceptions he would have requested. Mr. Perretti said he has advertised for a Records File Clerk in the Police Department,and two days ago Chief McIntosh informed him to put a hold on this. Mx. Perretti further stated that due to a resignation, the Building Department is in need of a Building Inspector. This has been ad- vertised and applications are now being received. There is also need for a Plans Examiner. -5- 8/Z/84 /rb � � r Mr. Stevens explained that the Plans Examiner is a new position which had been approved in the budget. He said the Building Department is going to build the teen center at the Communitv Center and this, would also help the workload of the Plans Examiner. Mr. Stevens said last month there were $63,000. in permit fees. V/M Stein mentioned that there has been a drop in construction and during the past year, the City's permit fees have dropped considerably compared with previous years. Mr. Stevens advised that the`°total value of construction is increasing and therefore, the demand for services increases. He said people outside the City are now being used to assist with plan review; and the City is also paying overtime to some people for plan review. But the department is still not up to schedule and there is a backlog of plans to be reviewed. He said it is impossible to keep up with it with the present staff. Mr. Stevens said he had also included in the amended budget two people to assist in the computer program. He said this has been previously discussed with the Council. The money is in the budget for this vear for two part-time individuals. He stated that he is also working on the microfilm program. These are all programs which have been done previously and the department is just trying to catch up. Mayor Kravitz said Council is discussing a freeze, but it is ending up the same way as exists todav without a freeze. V/M Stein said the purpose of the Motion is not to allow the City Manager to hire anybody without the permission of the City Council. He said it would be wrong to state the City stop hiring because t a is not the_wa- the City works. If a man is needed to do work and it is not done, nothing is accomplished. The City needs tighter control on hiring and if an employee is needed, the Council will decide whether they agree with the head of the department that an employee is needed. V/M Stein said he is opposed to a blanket freeze without the authority for the department head to come in to request an employee and if the Council agrees, they would be allowed to hire. Mt. Perretti advised that one police officer has resigned and two C.S.A.'s have resigned. He said he has not had the opportunity as yet to speak with the Police Chief about the replacements. Mayor Kravitz said he is concerned with the budget, as well as the freeze on hiring new employees. However, he is equally as concerned that the Council does not do administrative work. That would indicate that the City Manager cannot do anything,�and th&lPersonnel Director cannot do anything until they come before the Council. The Mayor said if the City Manager and the Personnel Director are not capable of doing what Council feels they should do, they should not be in those jobs. However, he said he is opposed to the Motion and feels this should not come before Council. C/M Munitz said the Mayor was quoted in the newspaper as saying the opposite of what was just stated. Mayor Kravitz said his position is that he would like to see a freeze, but is -opposed to Council ..................... havinqto_-approve it. - _. V/M Stein said he does not want to involve the Council, but wants Council there-on1y for emergency as if there is a freeze, nobody can hire anybody by law. He said he wants to leave an opening so that the Council can do that. He said he also feels the Council should have confidence in the City Manager and the Personnel Director not to add people to the payroll unless they both feel it is absolutely necessary. Under the circumstances, V/M Stein said he will withdraw his Motion. all: �J 'A Mayor Kravitz said he feels the City has employees in certain departments who can be transferred to other departments instead of hiring new employees. In that way, the Council will have confidence in the City Manager and the Personnel Director and the Council will not become involved. C/M Munitz said this discussion now leads to the question of how efficient the various departments are operating. He said he feels the City Manager and Personnel Director should examine this to accomplish what Mayor Kravitz has recommended. Tape Mayor Kravitz said the City might have an efficiency expert come 2 in to_.inve-stigate problems. He stressed that he is opposed to the Council doing administrative work as pertains to a freeze. Mr. Sam Pizzarello, resident, said there is a tremendous amount of logic in the Mayor's statements about transferring people from one department to another because that way, there will be partially trained people who will not have to find their way around City Hall; and it would eliminate additional job openinas. However, he would state that whenever Police and Fire want to pad their payroll, they plead a gloom and doom display. Therefore, their requests should be taken with some logic and reasoning and there would be a much more favorable conclusion. Mr. Moni Avidon, Chairman of the Charter Board, said since the previous Motion was withdrawn, he would like to caution the Council that under Sections 4 and 5 of the Charter, it ,is his opinion that Council would be out of order. He said he has read the duties of the City Manager and the duties of the Council and there is nothing in the Charter to indicate that the Council has the right or privilege of calling for a freeze. He stated this is his interpretation. - Mayor Kravitz said it was the purpose of Council to recommend to the CityManager and Personnel Director to institute a freeze, but not to direct them. V/M Stein said the Council has the right to freeze the budget, and if Council freezes the budget, that would place a freeze on hirinq legally. Mayor Kravitz informed the Council and the residents that his aide, Mr. Sy Kaplan and his wife, Jackie, were killed in Europe a day ago in an automobile accident. The Mayor said this is a great loss to the City. 4. Tamarac Lakes South Guardrail - Discussion and possible action on bid award. SYNOPSIS OF ACTION: Agendized by Consent on Pages 1 and 2. Bid awarded to Mike Hunter, Inc. not to exceed $13,000.00. Mr. Steve Wood advised that this bid was previously awarded to Fence Masters on July 25, 1984. and a Motion would be in order to change that to Mike Hunter, Inc., the County contractor in an amount not to exceed $13,000. C/M Munitz MOVED to award the bid previously awarded to Fence Masters on July 25, 1984, to Mike Hunter, Inc., for an amount not to exceed $13,000.00. SECONDED by V/M Stein. VOTE: ALL VOTED AYE 4. Succession procedure on Acting City Manager - Discussion and Possible Action. SYNOPSIS OF ACTION: Agendized by Consent on Page 1. No action taken. C/M Munitz said Steve Wood is the Acting City Manager. With his unanticipated illness, it was a eroblem and it might be appropriate to set up some sort of a progression if Steve Wood were unable -Eo act due to illness or other circumstances. Mr. Wood stated that there is a provision in the Charter for the Acting City Manager to be appointed by the City Manager. CIFAM 8/2/84 rb 177 V/M Stein said he feels if there were an emerqency in the absence of Steve Wood, the Council would be called into session, and by Resolution, they would appoint an Acting City Manager. He said he does not feel this should be done at the present time. He stated there is a City Attorney, a Personnel Director and an Assistant to the City Manager and all these individuals are capable of doing some administrative work. He said if there is a big decision to be made, the Council will call a special meeting. Th-erefore., he does not think -a succession procedure is in order. -- City Attorney Jon Henninq said for the record, that Section 5.03 of the City Charter refers to this subject. Mayor Kravitz adjourned the meeting at 11:00 A.M. ATTEST: ASSISTANT CITY CLERK This public document is promulgated at a cost of $72.29 or $2.80 per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. -8- 8/2/84 /rb CITY OF TAAIA"C AiO1D AT MEETING OF Qty C418A J ATTACHMENT I TO MINUTES OF 8/2/84 - CITY COUNCIL SPECIAL MEETING PAGE I OF 2 PAGES CITY OF TAMARAC INTEROFFICE MEMORANDUM PERSONNEL DEPARTMENT TO: Mayor and Council FROM: Larry Perretti, Personnel Director SUBJECT: FINAL RECOMMENDATION/TOP 15 CANDIDATES FOR CITY MANAGER POSITION DATE: August 2, 1984 COPIES: PAGE : _ Pale 1_2f 2 ........................................ Listed below are my recommendations for the 15 candidates for the position of City Manager. There were a total of 78 candidates whose applications were received by 5:00 P.M., August 1, 1984. The 15 candidates are being recommended to you based on the following criteria: 1. Educational background 2. City Manager experience 3. Population of cities 4. Budget of cities #8 William J. McGill #10 Gene A. DeMarie #28 Tracy E. Stafford #41 LaVern Bechtel #43 Anton H. Harwig #44 Van G. Whaler #46 George A. Shaw #48 William J. Noonan #49 Harry G. Perkins #50 Albert R. Pierce #52 Elly F. Johnson #59 Leonard A. Matarese #60 Dennis R. Sparks #63 David M. Gatchel #65 Ernest E. Fisher Dr. Henkel has requested Monday, August 13, 1984 be the day he submits the top five (5) recommended candidates to you. Since Council members will be away during the month of August, I am recommending September 5, 1984 and September 6, 1984 be set aside for interviewing the five (5) candidates. It is anticipated each candi- date should be interviewed between 1-2 hours with the same questions being asked of each candidate. By holding the interviews on the 5th and 6th, it then will AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS -9- 8/2/84 /rb ATTACHMENT 1 TO MINUTES OF 8/2/84 - CITY COUNCIL SPECIAL MEETING PAGE 2 OF 2 PAGES TO: Mayor and Council FROM: Larry Perretti, Personnel Director SUBJECT: FINAL RECOMMENDATION/TOP 15 CANDIDATES FOR CITY MANAGER POSITION DATE: August 2, 1984 PAGE: Page 2 of 2 enable Council at the regular meeting on Wednesday, September 12, 1984 to choose the new City Manager. LP/p LARRY PERRETTI Personnel Director -10- 8/2/84 /rb ATTACHMENT 0 0 ' a 0 V) . N h- I yr Z fY T d W Q a a (.0a- Ln 0 rn yr � Q W Z� W P-i U a W H- 1 W d N v >~ } I Ln r U TO MINUTES OF 0 0 0 C7 d' Lr} 22 8/2/84 - CI'. 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