Fort Walton Beach Council minutes — 10-25-2011-regular — reading text

to Hatch Mott MacDonald to complete a preliminary evaluation and engineering report of the pump station and 30" sewer force main. Dan Keck of Hatch Mott MacDonald presented a power -point and discussed the need for the project and the alternatives. The vote on the motion to authorize the City Manager to execute a Task Order with Hatch Mott MacDonald LLC of Pensacola to complete the final design of Pump Station No. 1 modification and a new force main for a not -to- exceed amount of $ 980, 000. 00 carried unanimously. _.... _...... __.. RESULT: APPROVED ] UNANIMOUS] MOVER: Dennis Reeves, Council Seat 3 SECONDER: Bobby Nabors, Council Seat 5 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rynearson ABSENT: Bull Rigdon 3. Charter Officers Performance Evaluation Determination of a consistent method for Performance Evaluations of, and for, Charter Officers. Sylvia Hanks, Administrative Services Director, discussed the inconsistent process of performance evaluations for Charter Officers. Ms. Hanks advised it has been the practices of the current City Manager to have the Administrative Services Director send out performance evaluations to the Mayor and Council for completion, compiled into one working document by the Administrative Services Director and returned to the Mayor and presented to the City Manager. Ms. Hanks continued the past practice of the City Clerk has been to send out a performance evaluation to the Mayor and Council, which are returned to the Clerk for compilation with no review or discussion taking place. Page 5 Prbrted 111112011 Council of Fort Walton Beach  Minutes rlrr..t. 2011 The City Attorney position is currently a contract position and in the event an in -house attorney is hired as a City employee, a process will need to take place. The recommendation of Staff is that a uniform process for the Performance Evaluation of Charter Officers be instituted by the City Council. Ms. Hanks clarified that comments by Council contained in the City Manager's performance evaluation are written verbatim and compiled and summarized into one working document for easy review. The City Manager advised the document he receives is one document with every councilmember's score and comments on it, compressed into one document to make it easy to comprehend. He then has a meeting with the Mayor to review the form, and with any councilmember that may want to discuss the results. Ms. Hanks advised the process used for the City Manager's evaluation is consistent with that of general City employees, and that it is the standard human resource practice. Mr. Rynearson moved to implement a process for the evaluation of the City' s three Charter Officers similar to that used for employees of the City, to submit the form to the Administrative Services Director to be compiled, then present it to the Mayor or designee to review with the individual. Mr. Nabors seconded motion. Discussion ensued as to approving the concept and later to approve a standardized evaluation form. The City Manager advised that current evaluation forms are the same for all employees and do not address the core values or the mission statements of the City, and that the forms are being changed to better evaluate an individual' s duties. Additional discussion ensued that the current process works fine and should not be changed; that it is important for individual comments to be on the form to grasp what everyone is thinking; that the only thing the Administrative Services Department does is to compile the information into a single document; and which department or individual in the City should compile the information. The Mayor called for the vote on the motion and it carried 4 to 3 with gossom, Anderson, Nabors, and Rynearson in favor and Griggs, Reeves, and Goodwin opposed ( Rigdon absent). RESULT: ADOPTED [4 TO 31 MOVER: Dick Rynearson, Council Seat 7 SECONDER: Bobby Nabors, Council Seat 5 AYES: Joyce gossom, Bobby Nabors, Dick Rynearson, Mike Anderson NAYS: Bobby Griggs, Dennis Reeves, Trey Goodwin ABSENT: Bull Rigdon The City Clerk was advised to handle the evaluation as she has done in the past as the new process is not yet official. The Mayor stressed the importance of everyone completing an evaluation form for the Charter Officers. Cary Cmumi! of Fon Walton Beach Page 6 Printed 111112011  169 Minutes October 25, 2011 Regular Meeting 15. CITY MANAGER REPORTS The City Manager advised that the Government Day Employee Luncheon held last Wednesday was a success and thanked everyone who participated. He informed a survey was conducted and that the responses were positive. 16. CITY ATTORNEY REPORTS None. 17. MAYOR/ COUNCIL COMMENTS Dr. gossom advised she attended the Institute for Elected Municipal Officials Conference and distributed a summary report for Council to review. Mr. Reeves discussed Roberts Rules of Order and asked that in the future a motion be made to waive Roberts Rules of Order for certain discussions. Mr. Goodwin stated he enjoyed the Government Day Luncheon. He also asked that a future agenda item be included giving Staff direction on preparing evaluation forms for Charter Officers and bring to Council for approval. The Mayor stated he hoped Council had a chance to read the information he provided on Opportunity Inc. The Mayor attended the Veteran' s Stand Down at First Presbyterian Church; enjoyed the Employee Luncheon; and announced a legislative delegation meeting on November 10 at Northwest Florida State College. He asked the Mayor Pro Tem to attend the Veteran's Day Ceremony at Beal Cemetery on November 11. The Mayor also stated the TPO will have a meeting on October 31 at 10 am since they did not have a quorum at their regular meeting. 18. ADJOURNMENT: 7: 36 pm Approved: / /, Mayor: kl( e Attest: p City Clerk P,,, 7 Yrinted l M12011 City Cavne(( ofFort Walton Beach