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1985.01.10_TC_Minutes_Special TOWN OF HIGHLAND BEACH, FLORIDA Minutes of Meeting of Town Commission SPECIAL MEETING Thursday, January 10, 1985 3:00 P.M. A Special Meeting of the Town Commission was called to order by Mayor Louis Y. Horton at 3:00 p.m. in the Town Commission Chambers at Highland Beach Town Hall. Also present were Vice Mayor Mary Louise G. Blosser, Commissioners John J. Basso, William E. Paul and Betty Jean Stewart. Also present were Town Manager Hugh D. Williams and Town Clerk Mary Ann Whaley. Mayor Horton opened the meeting by stating the purpose as being to gain a general understanding of certain administrative policies as well as the discussion of certain employment matters with regard to the Town Manager. After Mayor Horton welcomed Mr. Williams as Town Manager, a memorandum dated January 10, 1985 from Mr. Williams regarding Town Manager employment was discussed. The first item, involving total compensation was discussed. It was agreed that the initial appointment of the Town Manager would be for a six month probationary period, with re-evaluation of salary at the end of the six month period. Following the probationary period and after permanent appointment, the Manager's salary will be reviewed on a one year basis, from date of employment, and will be eligible for any such merit increases as is granted to other Town employees. Vice Mayor Blosser questioned whether there would be a conflict regarding the Resolution adopted by the Town Commission appointing Mr. Williams and the providing of a probationary period, however, it was the general feeling that no conflict existed. Medical and Disability Insurance was Mr. Williams was satisfied with both coverage offered by the Town, howeve be effective by March 1, 1985 rather required under the present personnel expressed in this regard. then discussed. It was noted that the medical and disability r, he requested that this coverage than waiting the customary 90 days policy. There were no objections With regard to life insurance, it was noted that the Town presently provides $5,000.00 coverage for employees. Mr. Williams felt that this amount was inadequate and requested $45,000.00. This would entail an additional $40,000.00 term policy in addition to that already provided. Mrs. Fowler, Finance Director, reported that a minimum policy in the amount of $50,000.00 would have to be obtained and would cost approxi- mately $250.00, whether Mr. Williams was a smoker or non-smoker. Again, Mr. Williams requested that this policy be in force prior to March 1, 1985. There were no objections expressed in this regard. Moving expenses were then discussed with Mr. Williams suggesting a one Town Commission Special Meeting January 10, 1985 Page Two time reimbursement not to exceed $450.00 within nine months of employ- ment. This matter will be further researched as to customary procedures in other towns prior to any decision being made. Severance pay was determined to be thirty days for the first year, sixty days for the'second and ninety days for the third year. This was agreeable to all. Mr. Williams request regarding professional development was then discussed by the Town Commission with a consensus that matters such as the payment of dues for professional organizations and subscriptions need not be involved in any agreement between the Town and the Manager as these matters have always been handled in more of an administrative manner in the past. Regarding Mr. Williams request to attend a minimum of two professional conferences per year, being the ICMA yearly confer- ence and the Florida City and County Manager's yearly conference, it was the general consensus that out of state travel would be curtailed, however, each request would be based on its own merits at the appro- priate time. Mr. Williams is requesting that he be afforded a five percent contribu- tion from the Town into an approved program or IRA of his choice in lieu of the five percent contribution being given to other employees • into the Town's Retirement Program. Mr. Williams further requested that consideration be given to increase this percentage upwards in future years. Another request regarding the retirement benefit would be that Mr. Williams be given the contribution on a quarterly basis with an immediate vestage, rather than the customary five year, percentage basis waiting period required by other employees. Mrs. Fowler will discuss this matter with the Retirement Board, Town Auditors and Town Attorney prior to any decision being made on this request. Regarding sick leave, Mr. Williams felt that the present Town policy was adequate, however, regarding vacation, Mr. Williams requested that the Town Manager be allowed to take a vacation after six months, rather than the one year waiting period as required by other Town employees. There was no objection expressed to a one week vacation after six months being awarded to the Town Manager. It was the consensus that the requirement of a physical examination was unnecessary. It was determined that an Employee Agreement would be adequate in lieu of any contractual arrangement, which document would entail any performance standards which the Town might desire to incorporate. It was also the consensus that a 60 day resignation notice be required of the Town Manager. Mr. Williams will work with the Town Attorney in drafting an Employee Agreement incorporating all of the matters agreed to for submission to the Town Commission prior to the January 29, 1985 Workshop Meeting. Town Commission Special Meeting January 10, 1985 Page Three In general discussion regarding administrative policies, Mr. Williams indicated that he would be involving himself and the Town Clerk in the study of the individual departments and would have a thirty day report prepared for the Town Commission which would include his initial evaluation of the Town's present policies and any recommendations he might have to date. Mr. Williams concurred in the desire of the Town Commission to separate administrative matters from Town Commission matters in an effort to more efficiently and effectively operate the Town's government. There being no further business to come before the Town Commission at this time, the Special Meeting was adjourned at 4:30 p.m. •