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1987.12.15_TC_Minutes_SpecialJ TOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission SPECIAL MEETING Tuesday, December 15, 1987 1:30 P.M. A Special Meeting of the Town Commission was called to order at 1:30 P.M. by Vice Mayor Mary Louise G. Blosser in Town Hall in the Town Commission Chambers, with Mayor Betty Jean Stewart arriving shortly thereafter. Also present were Commissioners John J. Basso, David T. Robinson and Robert F. Scholz. Also present were Town Manager Hugh D. Williams, Town Attorney Thomas E. Sliney, Town Clerk Mary Ann Mariano and members of the general public. Vice Mayor Blosser noted that Mr. Thomas Kennedy of Long and Associates was present in the audience as well as the Chairman and several members of the Financial Advisory Board relating to the first item on the Agenda, being the Long Personnel Report. Vice Mayor Blosser also cited the Financial Advisory Board Summary of the Long Report dated December 11, 1987. The Town Commission had also been supplied with the Quantitative Analysis and Evaluation and Point Table by Long and Associates dated November 24, 1987. Vice Mayor Blosser asked Mr. Kennedy if the report and the salary ranges • therein were predicated on a 40 hour week, noting that some of the employees only worked a 35 hour week. Mr. Kennedy did note that the tables do reflect a 40 hour work week. Mayor Stewart asked whether Mr. Kennedy had supplied the Town with the working materials obtained from other communities with regard to the findings in the report, noting that the F.A.B. had requested such information. Mr. Kennedy stated that his associate, Mrs. Long, had met with the F.A.B. and did not note that additional information was to be supplied. Mr. Kennedy did note that as a matter of routine, the raw material used by Long and Associates was not supplied to the client. Reese James, Chairman of the F.A.B. was present and noted that the F.A.B. had made their recommendations based on in-house study of the surrounding communities and did not feel that the lack of the raw data from Long and Associates hindered them in their findings. Mr. Kennedy indicated that 14 communities had been surveyed to determine the market minimum/maximum pay ranges which was then evaluated with a detailed analysis of each position for comparison purposes. Mr. Kennedy noted that although the Police Department did not participate in the personnel survey questionnaire, enough data was accumulated through interviews with various police personnel to make the assessments necessary in that department. Mr. Kennedy commended the experience level of the police employees in Highland Beach. Mr. Kennedy further noted that the personal interviews were also held with other Town employees prior to the final analysis being prepared. r Town Commission Special Meeting December 15, 1987 Page 2 of 5 Vice Mayor Blosser asked if the Town Commission would be considering an organizational chart today along with this study. Mr. Williams stated that he was not aware that this was to be a part of today's discussion. Mr. James noted that he did not have any further comments on the report other than that included in the F.A.B. Summary, and felt that any further variances from the report as to management levels, etc., could be addressed by the Town Commission. Vice Mayor Blosser questioned the F.A.B.'s recommendation as to adopting a standard 40~ maximum for each position. Mr. James explained that all the pay grades were based on 40~ except for one, and that this standard would alleviate any in-house problems at a later date. Commissioner Robinson noted that if adopted, it should be pointed out that the proposed ranges are based on a 44! hour work week. Commissioner Robinson felt that perhaps the ranges could be adjusted to include the differential between the 35 hour work week and the 4~ hour work week. Mr. James noted that the F.A.B. had gone on record to go to a 40 hour work week by phasing in to 37-1/2 hours in 1988 and 40 hours in 1989. The EXCEL concept was discussed with it being noted that this program • was only for those employees reaching a maximum salary level and was not tied to years of service. Commissioner Robinson commended the F.A.B. for their work on this issue concurring in their final report and summary. MOTION was made by COMMISSIONER BASSO/COMMISSIONER ROBINSON to accept the Long Personnel Report. Under discussion, it was noted that this report would be effective retroactively to December 1, 1987. Commissioner Robinson also pointed out that one of the issues addressed in the F.A.B. Summary was the fact that any employees promoted would use the date of promotion as their new anniversary date rather than the date of hire. Vice Mayor Blosser noted that she concurs in the placement of the Town Manager position at level 125 noting that the Town Manager had recom- mended this position be placed at Level 123. When Chief Cecere was asked as to why the Police Department did not participate in the questionnaire portion of the survey, he noted that the men in the department did not feel that the questions were oriented to police work. When asked about interim positions, Mr. Kennedy noted that an employee that is serving any interim position would be paid at 5$ higher or the minimum of the level of the position being filled, whichever is greater. • Upon completion of the interim position, the same level as previously paid to the employee would be paid. t~ Town Commission Special Meeting • December 15, 1987 Page 3 of 5 Vice Mayor noted that the F.A.B. had made comment on the life insurance issue, however, it was pointed out that this matter was not included in the Long Personnel Report. The MOTION as made was amended by COMMISSIONER BASSO with the approval of COMMISSIONER ROBINSON to approve the Long Report as modified by the E.A.B. in its Long Report Summary dated December 11, 1987. The vote was then taken on the MOTION which carried unanimously. Mr. Williams thanked the Town Commission for their approval of this report, stating that this, along with the recent implementation of the ICMA Retirement Plan was a great step for the employees of the Town. The next item on the Agenda discussed was the Town's water requirements. The Town Manager reported that it was his opinion that the position of Boca Raton was that if South Florida Water Management District did not disagree with the "peak shaving" concept of obtaining water, Boca Raton would be amenable to it. As a short term solution the Town Commission has been discussing the option of "peak shaving", the short term being 1989-1992. Mr. Williams stated that the Town should begin to discuss the long term solutions which will be 1992 and after. Boca Raton has asked that the Town officially request from them some figure as to the • water which the Town might request. Vice Mayor Blosser stated that the Town has an immediate short term problem and feels that the Town should direct a request to South Florida Water Management District for permission to overdraw the wells. Mr. Williams noted that over the past three months he has gotten involved with condo managers and has done some evening meter reading to try to determine some problems. With regard to the condo managers, Mr. Williams stated that he was pleased with the conservation efforts being made by the managers and feels they should continue and a further de- crease in water usage seen. With regard to some of the meters in Town, Mr. Williams feels that due to some malfunctions which are correctable additional water could be saved. Commissioner Scholz noted that those persons exercising conservation measures should be recognized and commended. Mayor Stewart noted that those persons conserving water were already deriving the benefit from a decrease in their water bills. With regard to the long term water supply, Vice Mayor Blosser made the fol- lowing MOTION: I MOVE that we reinstate our efforts with Boca Raton and leave no doubts in anyone's mind by making a specific request in accordance with CDM's recommendations already accepted by us, specifically, that we purchase treated water with the full 3 million gallons per day to be available in 1992, as well as an augmented 80~,4J0~ gpd amount to be made available in 1998. I further move that we promptly communicate this request in • writing to the Boca Raton City Manager and other public officials. Town Commission Special Meeting December 15, 1987 Page 4 of 5 This MOTION was seconded by COMMISSIONER BASSO. Substantial discussion took place regarding the operation of the Town's Water Plant pending the 1992 solution. It was determined that this discussion was premature inasmuch as water rates and other matters would be negotiated with Boca Raton prior to any finalization of the Town's operation of its plant. It was also noted that the 1990 date in the Vice Mayor's MOTION should in fact read 1989 in terms of requesting the City of Boca Raton to pro- vide 800,000 gpd to the Town of Highland Beach. Upon the approval of both Vice Mayor Blosser and Commissioner Basso, the MOTION was amended to read as follows: I MOVE that we reinstate our efforts with Boca Raton and leave no doubts in anyone's mind by making a specific request in accordance with CDM's recommendations already accepted by us, specifically, that we purchase treated water with the full 3 million gallons per day to be available in 1992, as well as an augmented 800,000 gpd amount to be made available in 1989. I further move that we promptly communicate this request in writing to the Boca Raton City Manager and other public officials. The vote was then taken on the MOTION which passed unanimously with favorable votes. • It was the consensus of the Town Commission that a letter stating the Town's position in this regard be forwarded to the Mayor, City Council and City Manager of the City of Boca Raton. This letter will be written by Mayor Stewart on behalf of the Town Commission. The third matter discussed by the Town Commission was the administrative review of the Town Manager. Vice Mayor Blosser noted this item had been included on the Agenda at her request. Vice Mayor Blosser noted that it was her opinion that Mr. Williams had not complied with conditions of his memo of understanding with specific emphasis on item 18 on page 5 and items 4 and 6 on page 2. The Vice Mayor cited several instances where she felt the Town Manager had not acted properly and offered the following MOTION: "That in accordance with paragraph 4, page 4 of the Memo of Understanding between the Town of Highland Beach and the Town Manager that the Town Manager be terminated effective Decem- ber 31, 1987, unless he chooses to offer a written resignation at this meeting." This MOTION was seconded by Commissioner Robinson who read a statement into the record citing Mr. Williams inability to deal effectively with Town employees and other parties. Commissioner Robinson further indicated that his support of the MOTION was not precipitated due to a lack of intelligence on the part of the Town Manager; however, due to his ineffectiveness in being able to continue operation of the Town's affairs in a professional manner. • Town Commission Special Meeting December 15, 1987 Page 5 of 5 Commissioner Basso expressed his disagreement with the Vice Mayor's motion, indicating his support for the Town Manager and further stated that it was his opinion that the Town Manager had modernized Town operations and had been effective in his job. Commissioner Scholz re- iterated those comments made by Commissioner Basso further stating that although Mr. Williams may have made mistakes in the past, he did not feel that it had made him ineffective as a manager. Mayor Stewart commented that inasmuch as the Town Commission, the residents and the employees had been divided on this issue, that the Town Manager was no longer effective in the operations of the Town and stated that she would be voting in favor of the motion made by the Vice Mayor. Mr. Williams was then given the option to resign with the Town Commis- sion agreeing to provide the severance allowance as outlined in his Memo of Understanding, however, the Town Manager did not opt to resign at this time. The vote was taken on the MOTION with the following results: Commissioner Basso 'no'; Commissioner Scholz 'no'; Commissioner Robinson 'aye'; Vice Mayor Blosser 'aye'; Mayor Stewart 'aye' This MOTION carried three to two. There being no further business to come before the Town Commission at this Special Meeting, it adjourned at 2:30 P.M. APPROVED: ~`'•T7~~.e~~.~~"" Betty Jean Stewart, Mayor ATTEST: TOWN CLERK DATE: Mar 'houise Blosser, Vice Mayor J n J sso, ~jissioner id T! RZT'binson, Commissioner r----~ •---- Robert F. Scholz, Commissioner'