Fort Walton Beach Council agenda — 11-26-2007 special agenda — reading text

Council making that evaluation Mike Minich - exactly Mayor - I just had a comment on that, why don' t we have them on all the Charter Officers? Virgil Miller - he made that in his presentation last time Mike Minich - yeah, we talked about that. Who does the evaluation on the City Clerk, nobody? Mayor - nobody, there is no evaluation done Dr, Pullen - I'm sorry, there is an evaluation every year whether we approve her pay raise or not. Mayor - okay, but that' s, I was just curious why it was not for the attorney Mike Minich - she' s a contract City Attorney - I am a contract attorney but probably the first few years that I worked for the City, the City Manager had drafted her own performance evaluation and she gave that to me and I drafted it also, and got none returned, except for maybe one with one comment. So I would say that unless, for my own job, if we do a performance evaluation, which I do have one drafted one now, that we' re going to expect to get them back. Mayor - certainly, Okay, and the same with the Finance Director because we have, the only I've seen is the one on the City Manager, Mike Minich - the Finance Director is City Manager - I think you' ve already talked about that one, The relationship is different with the City Clerk in the Charter City Clerk - I'll make up a nice one for you Mayor - okay so, back to this one it' s just then for the City Clerk, okay, Yes Mr, Miller? Page 10 Recommendation # 12 cont. Virgil Miller - Dr, Long, when you were here before you said we should add the City Attorney for an annual evaluation also, you verbalized that. Dr, Long - did I say that? Virgil Miller - yeah Dr, Long - Great idea then, No, I believe that's true, I think if they are reporting and responsible to the Council then the intent of this, for the City Clerk' s position also, is that these positions have feedback in terms of their performance, good, bad, or whatever, that create a record so that there is a trail of performance on- going, Mayor - any questions or discussion on this one, Do we have a motion then? Mike Minich - I made the motion City Manager - there was no second Mayor Mike Minich - I made the motion to approve the City Manager' s recommendation to conduct an annual performance evaluation of the City Clerk position, Mayor - okay, is there a second on that? Jim Hartwell- 1'11 second that Mayor - okay, Mr, Hartwell seconded Mr, Minich' s motion, Any comments on it? Jim Hartwell - I have a comment. A lot of times people think that evaluations are to show you what you are doing bad, Now what it does it clarifies where you stand and I think it would be a great tool when it comes time for pay increases, evaluations, you' ve got to have a tool other than I really like so and so or I don' t like so and so, We do it with the City Manager and as long as we have responsibility for the Charter Officers, I believe all Charter Officers should do that. It' s good for them, it' s good for us, So now my question sir, can we add to this? Mayor- you want to make an amendment to the motion? Jim Hartwell - well, I don' t know if it's an amendment to that motion but, I guess it is if we' re going to add Virgil Miller - point of order Mr, Mayor Mayor - yes sir, go ahead Virgil Miller - Mr, Minich made the motion to accept the City Manager' s recommendation but he read the recommendation of Dr, Long, The City Manager reco11111i.endation was performance reviews should be completed for all personnel. Mike Minich - she agrees Page 11 Recommendation # 12 cont. City Manager - I agreed with Mike Minich - she agrees with his, those are comments Mayor - that' s not a recommendation Mike Minich - she agrees with his action step, and I read it Mayor - she agreed with his recommendation, Okay, and now did you want to amend it sir, the motion? Jim Hartwell - yes sir, I would like to amend the motion even though I seconded his, I'd like to amend the motion to read conduct an annual performance evaluation on the City Clerk position and the City Attorney position, Virgil Miller - second that motion Mayor - okay Mr, Miller seconded Mr, Hartwell' s motion to amend it to include the City Attorney, Discussion on that? Mike Minich - Mr, Mayor, she' s a private contractor; I think it' s a different thing, I don' t have any real big heartburn one way or the other, Certainly we can just revoke her contract. The thing with the others is they are City employees, That's just a small comment. Mayor - anything else? Yes Mr, Miller, this is on the amendment. Virgil Miller - well I do have some heartburn with this because we' re asking for a Mayor - didn' t you second it? Virgil Miller - yes, we' re asking for annual performance evaluation of the City Clerk and the City Attorney but we' re not asking for a performance evaluation for the City financial director, City Manager - you handled that earlier Mike Minich - we addressed that earlier Virgil Miller - well we' re making exceptions to Charter Officers Mayor - did you want to further amend the motion? Virgil Miller - well yes, I think that we should Mayor - just a second, do we have to vote on the first amendment? He seconded the amendment to include the finance director, all those in favor of including, excuse me the City Attorney in addition to the City Clerk on this, Mr, Minich' s motion, please vote, Okay it does pass 4 to 3, Okay, so now the motion reads conduct an annual performance evaluation of the City Clerk position and the City Attorney position, Okay, any other discussion on that? Page 12 Recommendation # 12 cont. Virgil Miller - well I'd like to amend that, to reflect conduct an annual performance evaluation of the City Clerk, the City Attorney, the City Manager, and the City Financial Director, Mike Minich - Mr, Mayor, we already voted on the Finance Director earlier, I don' t believe that's a proper motion, We already decided the City Manager was do that. going to Virgil Miller - we never voted Mike Holmes - is there a second? Virgil Miller - we talked about Mike Minich - I don' t think it' s a proper motion Virgil Miller - we talked about direct report, we didn' t talk about appraisals, Mayor - is there a second to the proposed Dr, Pullen - I'll second City Manager - just for the record, you already do one on me Mayor - right, but it' s not City Manager - it' s part of my contract Mayor - right Mike Minich - it's still an improper motion, we already do one on the City Manager, Virgil Miller - is it in the City Manager' s, , , Mayor - okay so Mike Minich - I have a question on parliamentary procedure, Mr, Mayor, It' s already, to add that to, I believe, it' s an improper motion to add the City Manager because we already do that to the City Manager Mayor - it' s part of her contract Mike Minich - correct Virgil Miller - how do we know it' s not part of the city, the Financial Director' s contract? Is it part of her contract? Mike Holmes - the city attorney Virgil Miller - is it part of her contract? Page 13 Recommendation # 12 cont. City Attorney - no Virgil Miller - because you used the City Manager' s as a basis Mayor - it's not part of it right now, okay, that was your question Virgil Miller - yeah, okay can I restate my motion? Mayor - yes sir Virgil Miller - conduct an annual perfonnance evaluation of the City Clerk, City Attorney, and the City Financial Director Dr, Pullen - I'll second Mayor - okay, any further discussion on the proposed amendment? Please vote, And it does fail 3 to 4, So back to the motion that was approved as amended is to conduct an annual perfonnance evaluation of the City Clerk and the City Attorney, Any further discussion on that? Please vote, And it does pass 6 to 1, Page 14 I11III Executive Summary The City of Fort Walton Beach requested a study of alternative delivery I methodologies for City services. All areas of the City' s operations ( excluding Fire) have J been subject to study and recommendation. Critical analysis and reporting has focused on: m Organizational Structure Services Provided Staffing Levels I..'~ Consolidation Potential Streamlining or Eliminating Functions Technology Usage Major Organizational Policies and Procedures There are a total of 62 recommendations within the various chapters of the report. E The recommendations are summarized in an Implementation Table within chapter 14. 0. Each recommendation identifies the action step, the party with lead responsibility for carrying the item forward, the estimated completion time, potential impact, and the projected savings or costs associated with the recommendation. Some of the report recommendations confirm that a particular service should be continued by the City, possibly with the same level of staffing. These recommendations are an endorsement that the department is using its resources effectively to meet the service level demands. Each department was subjected to a review of the potential for I contracting out or coordinating with another agency for its services. The report identifies the trade- off considerations for contracting major services, and concludes that there are I few services in which it would be clearly to the City' s advantage to provide them outside I of the City government. This applies to the major departments such as Police, Utilities, Public Works, and most of Parks and Recreation. Some limited contracting is currently I done in the City and that is encouraged. I Alternative Services Delivery Study for Fort Walton Beach, Florida Page ES- 1 I  Community Development Major recommendations for the City' s consideration include: t A reorganization to reduce the number of direct reports to the City Manager, to include the Finance Director position; II A change in the City' s contribution percentages for medical insurance premiums for employees to 900/0 and for dependents to 500/0 to save il:, approximately $ 110, 000 per year; Evaluate contracting out minutes production to save up to $ 17, 000 per year; I Privatize certain accounting functions with a cost of about $ 65, 000 annually; I Eliminate a Purchasing