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10-21-85 v • AGENDA CITY OF ATLANTIC BEACH SPECIAL CALLED MEETING October 21, 1985 Call to Order Invocation and Pledge to Flag 1. Further discussion on the proposed Long $ Associates job classi- fication and pay plan. 2. Authorization for Mayor and Clerk to execute proposed utility service contract for water service for off-base Navy housing through the Buccaneer Water & Sewer District. 3. Discussion regarding procedures to be followed relative to the acquisition of materials and labor in connection with installing necessary meters, high service pumps, and lines to provide water service to the off-base Navy housing project. 4. Any other business which may come before the City Commission. ADJOURN A MINUTES OF THE SPECIAL CALLED MEETING OF THE ATLANTIC BEACH CITY COMMISSION HELD AT THE CITY HALL ON OCTOBER 21, 1985 AT 7:15 P.M. PRESENT: William S. Howell, Mayor-Commissioner Robert B. Cook, Sr. William I. Gulliford, Jr. John W. Morris, Jr. Catherine G. Van Ness, Commissioners AND: Richard C. Fellows, City Manager John Dickinson, Acting City Attorney Adelaide R. Tucker, City Clerk The meeting was called to order by Mayor Howell. The invocation, offered by Commissioner Cook was followed by the pledge to the flag. 1. Further discussion on the proposed Long & Associates job classification and pay plan. Mayor Howell opened the floor for discussion with a correction on page 7, 2nd paragraph, line 4 "and incorporates all positions, exclusive of the City Manager". The words and City Clerk should be added after the word "Manager" as the City Clerk's salary is also set by the City Commission. Commissioner Morris asked for the City Manager's comments on the proposed plan. Mr. Fellows said the plan was a step forward. It provided more realistic entrance salaries. When he came on board he felt the beginning salaries were a little too high or out of line from his own observations and experience. The plan also provided much more of an opportunity for motivating employees for long term service. Mr. Fellows said he and his staff had stayed completely out of the development of the plan because they wanted it to be done with absolutely no in- fluence from any employee presently working for the city. He thought the plan was objective, fair, equitable and a very good step forward. He explained that several corrections had been made since the first presentation that was discussed at the last meeting. In preparing the budget, they had followed the recommendations of the consultant and the current budget reflected the funds necessary. He commented "there was a very good opportunity to eliminate the tendancy of all public governments to automatically on October 1st raise every- one's pay. Perhaps in the days when inflation was running 8-12% that might have been necessary, but with inflation down around 3% it did not appear to be neces- sary every October 1st to come in and raise the pay of everybody in the city. The merit plan will give the opportunity to give to only deserving individuals." Commissioner Morris expressed the opinion re page 10, 2nd paragraph, line 9, "it is recommended that the amount of merit increase awarded to an employee be 5%" that the percentage should not be shown as this year it might well be in line but inflation jumped again, they might have to do a 5% for 1986 and look at 7% in 1987. There was always that possibility in order to keep up with inflation. Mrs. Dorothy Kerber, Hospital Board representative for the city, commented the Hospital Board recommended, for the past two years, that their employees be given anywhere from 1% to 6% based on their performance for the year. Mr. Fellows said you had to differentiate between the cost of living and merit increases. The cost of living ostensibly was given the same amount to every employee to take care of inflation. The proposed plan was a merit pay plan and had nothing to do with cost of living. Commissioner Cook asked who determined PAGE TWO SPECIAL CALL OCTOBER 21,1985 the merits. Mr. Fellows said the Supervisor determined the merits and then presented his findings to the City Manager. Mr. Fellows said there may have been some confusion at the last meeting on changing the Personal Leave policy. The plan recommended a cap of sixty (60) days instead of 120, not an elimination of the bank of personal leave days. He said he did not believe the current policy that required employees to take a minimum number of days of annual leave was being followed. Commissioner Gulliford said he understood the total value of accrued leave as of 9/30/85 was $81,608 and he did not approve of carrying over unfunded liabilities. Mr. Fellows said they had a special pay category budgeted so that employees wish to buy their PL days the money would be available. Commissioner Gulliford expressed concern over the high range of clerical salaries based on private sector experience plus the benefit package given. Commissioner Morris suggested some of the salaries had to do with "trade-off." Low salary ranges and other fringes. He personally did not approve of that method as he felt people liked to see dollars in their hands and let them decide what they wanted to do with their dollars. Commissioner Gulliford was also concerned over seasonal high ranges. He said you need to differentiate between a cost of living increase and merit pay. Following discussion, he sug- gested they pass the plan on beginning salaries and leave the high range open. Mayor Howell was concerned about salary increases in the past that might have caused the problem on page 23, 2nd paragraph. He and Commissioner Gulliford were also concerned about the high range of salaries down the road where titles have been changed in this proposed plan. It recommended change of titles and salary ranges for Planning, Zoning,Bldg. Secretary to Community Development Coordinator and Police Sgt. to Police Lt. along with several others. Mr. Fellows said they were very minor salary adjustments, at least for FY85-86. Different methods of adjusting the high ranges at a later date were discussed. The City Manager suggested he prepare several grids beginning at 21/2%, 3% and 4%. and bring back after they had adopted the basic plan. Commissioner Gulliford said he would also work on it in the private sector for comparisons. Mr. Fellows suggested statistical data from the Jacksonville Chamber of Commerce as evidence of private sector. Mr. Alan Potter offered the comment that the Times-Union had recently published a survey on "pink collar workers". Mr. Fellows will obtain a copy. Following discussion, it was the consensus of the Commission the following changes should be made: page 12, 2nd paragraph, 2nd line. Delete "a 5.% and insert an to read "an increase to the minimum level in the new grade". line 10 strike word "back" after the word "re-assigned." line 12 after the word "level" strike "the pay shculd_be at_the-same dollar_ level-" and insert "the employee enjoyed prior to the temporary re-assignment." to read :the pay should be at the same dollar level the employee enjoyed prior to the temporary re-assignment. Strike the following sentence "Should-the- employee's salar y_exceed the -maximum -in- the- new_ range, and the reassignment_ is _ not for- d-isciplinary .reasons, the salary-level-o t e- emplo-yee-would-remain at the- employee's-highest-salary- a-ttained._" PAGE THREE SPECIAL CALLED OCTOBER 21,1985 Commissioner Cook moved to adopt the Pay and Classification Study prepared by Long Associates holding in abeyance the high figure in the proposed range for further study by the Commission with a January, 1986 deadline for completion and noting the corrections made on pages 7 and 12. The motion was seconded by Commissioner Gulliford and carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * @. Authorization for Mayor and Clerk to execute proposed utility service contract for water service for off-base Navy housing through the Buccaneer Water & Sewer District. Mayor Howell said there was a minor difficulty in that the Navy does not pay in advance. The city has to make the connection before the Navy can pay the impact fees. Mr. Fellows said he could submit partial payment requests as they go along. Commissioner Gulliford moved to approve the contract with the United States Navy for serving their housing project with water through the Buccaneer Water & Sewer District. The necessary officials be authorized to sign on behalf of the City. The motion was seconded by Commissioner Cook and carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Mayor Howell announced The Chicago Insurance Co. , writer for all the city's properties, not liability, workmen's compensation, or health insurance, had in- formed him they will no longer write windstorm for the city. They have renewed the policy, but with windstorm and hail pulled out. They suggested the city place the windstorm and hail in the windstorm pool, but the only building eligible was the city hall as all the other buildings were beyond the 1,000' limit. (lying east of Sherry Drive and from Seminole Road at Sherry Drive) Mayor Howell obtained a quote from The St. Paul Fire & Marine Co. They agreed to write the whole policy just as it was written, including windstorm, for $14,488, with $1,000 deductible. He pointed out some items needed to be corrected and changed. Also the city had no boiler and machinery coverage. St. Paul Fire & Marine will quote on that coverage. The City Attorney had advised the charter did not require you to go to bid for insurance and this was also an emergency. Commissioner Morris moved to place the city's property insurance through Wilson Insurance Agency with St. Paul Fire & Marine Co. for a term of one year, at a cost of $14,488. The motion was seconded by Commissioner Van Ness and carried unanimously. is * * * * * :: * * * * * * * * * * :: * * * * * * * * * * * * Mr. Fellows asked for authorization to engage the services of an engineer for a figure less than what the City Manager is authorized to spend to do the small amount of engineering required to make the connection for the Navy off-base housing.- engineering for high service pumps; construction of meter vault for the 8-inch compound meter and for 250 feet of 8-inch C900 PVC water line, which will be put out for bid. The cost will be reimbursed by the Navy. PAGE FOUR MINUTES OCTOBER 21, 1985 Commissioner Gulliford moved to authorize the City Manager to engage the services of an engineer for the connection to provide water service to the off-base Navy housing project. The motion was seconded by Commissioner Morris and carried unanimously. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Mayor Howell reminded the Commission regarding the fire insurance policy just approved that there are a number of items on the list that are part of The Buccaneer Water & Sewer District and their part would be deducted from the city's total price of $14,488. Commissioner Gulliford asked Mr. Fellows to acquire some information on the Coastal Management Legislation and its impact on our city. Mayor Howell said it was his understanding that on March 1 , 1986 any construction within 1,000 ft. basically, of the ocean, is going to have to be built to withstand winds of 140 miles per hour and probably have to be built on pilings, and approved in Tallahassee. Mr. Fellows said Mr. Braid had worked with the contractor and engineers to bring the cost down $45,000 by removal of some of the "gold plating" in the proposals that came in on the new pump stations. He requested approval of the change order. Commissioner Cook moved to approve the changed order requested by the City Manager. The motion was seconded by Commissioner Gulliford and carried unanimously. * * ;: * * * * * * * * * * * * * * * * * * * * * * * * * There being no other business to come before the Commission, the Mayor declared the meeting adjourned. (SEAL) 17".&*(1 /'1 William S. Howell Mayor/Presiding Officer ATTEST: Adelaide R. Tucker City Clerk