MINUTES WORKSHOP CITY COUNCIL MEETING JUNE 1, 2015, AT 6:00 P.M. CITY HALL, 116 FIRST STREET NEPTUNE BEACH, FLORIDA

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1 MINUTES WORKSHOP CITY COUNCIL MEETING JUNE 1, 2015, AT 6:00 P.M. CITY HALL, 116 FIRST STREET NEPTUNE BEACH, FLORIDA Pursuant to proper notice a Workshop Meeting of the City Council of the City of Neptune Beach was held June 1, 2015, at 6:00 p.m., in the Council Chambers, City Hall, 116 First Street, Neptune Beach, Florida. Attendance: IN ATTENDANCE: STAFF: Mayor Harriet Pruette Vice Mayor Richard Arthur Councilor John Jolly Councilor Kara Tucker Councilor Scott Wiley City Attorney Patrick Krechowski City Manager Jim Jarboe City Clerk Karla Strait, CMC Director of Public Safety David Sembach Call to Order & Pledge City Manager Contract Terms Mayor Pruette called the meeting to order at 6:00 p.m. and asked City Clerk Strait to lead the Pledge of Allegiance. CITY MANAGER CONTRACT TERMS: City Attorney Krechowski explained the proposed City Manager contract is a work in progress. The draft presented in the agenda packet is the latest. He asked Council to come to a consensus tonight on the final contract terms. Mayor Pruette stated the contract terms will be finalized by Council but will still be open for negotiations with the selected candidate. City Attorney Krechowski explained the terms will be subject to discussion with the candidate selected and other revisions may need to be made to the contract at that time. SECTION 5. LEAVE TIME: Councilor Jolly suggested revising Section 5. D. Employee shall provide a monthly accounting of all leave time to the City s Mayor with a copy to the City Clerk to add Leave requests shall be approved by the Mayor. He stated this would allow the Mayor to know when the City Manager would be out of the office. City Attorney Krechowski stated he added Section 5.D. Employee shall provide a notice to the City s Mayor of all planned vacation leave time. and the old Section 5.D. became Section 5.E. SECTION 6. CAR ALLOWANCE: Councilor Jolly asked if it would be easier for the City to give the City Manager a car allowance instead of providing a vehicle. City Attorney Krechowski agreed it would be easier for the City to provide a monthly car allowance.

2 June 1, 2015 WORKSHOP MEETING PAGE 2 Councilor Jolly stated according to the estimate provided by Finance Director Ramsey the annual cost for the City to provide a vehicle for the current City Manager is $6,850. Mr. Krechowski stated including insurance, maintenance and gasoline, the cost would be approximately $ per month. TO ALLOW A $ CAR ALLOWANCE IN SECTION 6. SECTION 16. MOVING EXPENSES: Councilor Jolly suggested revising moving expenses to add the City will reimburse 1/3 of the cost for moving expenses per year for the first three years not to exceed a total of $15,000. Vice Mayor Arthur stated generally moving expenses are paid up front. Mr. Krechowski advised it is actually more common for the employer to pay moving expenses up front and have the employee reimburse the employer if they leave the position early. He was not comfortable with that arrangement because the City would have to collect the money after the City Manager s termination. Vice Mayor Arthur suggested the City pay relocation expenses up to $15,000 up front and have the City Manager pay the City back quarterly so their liability declines more frequently. City Manager Jarboe suggested placing a three year vesting period on the City Manager s retirement account so if they were to leave before the three year period the City could be reimbursed from the account. Vice Mayor Arthur asked if the moving expenses included any closing costs for real estate. Mr. Krechowski replied the relocation expenses did not include closing costs. He would clarify that in the contract. TO PAY BACK THE COST OF MOVING EXPENSES OVER A THREE YEAR PERIOD 1/3 EACH YEAR UP TO $15,000. SECTION 8. GENERAL BUSINESS EXPENSES: Councilor Jolly stated Director of Finance Ramsey provided an estimated cost of fringe benefits that totaled $48, The estimate did not include the cost for memberships, cell phone, training, travel and participation in civic clubs. Mr. Krechowski advised that Section 8.F states the expenditures described above must be included, described and made a part of the City s annual budget which is subject to approval of the governing body. Council will have the option to approve those expenses during the budget process each year. Councilor Tucker stated if the new City Manager comes from out of State there may be a learning curve. She suggested budgeting $500 to $1,000 so they have the ability to train. TO BUDGET A SET AMOUNT ANNUALLY FOR TRAINING AND TRAVEL SECTION 4. HEALTH INSURANCE: Vice Mayor Arthur stated the benefit percentage for general employees is about 50%. He felt that was a great benefit package which is above average for private industry but average for municipalities.

3 June 1, 2015 WORKSHOP MEETING PAGE 3 Councilor Wiley voiced concern about the rising cost of health insurance. Councilor Jolly stated the City currently pays 100% of the health insurance premium for employees and 50% toward the cost of insuring their families. This contract has the City paying 100% of the cost of health insurance for the City Manager and his family. City Manager Jarboe stated he cut the cost for disability insurance from his expenses. City Attorney Krechowski stated this contract does not include long term disability. He suggested if Council was concerned about the cost of benefits that they consider removing short term disability. Councilor Jolly added the cost of disability insurance will change depending on the age of the City Manager. TO REMOVE THE SHORT TERM DISABILITY BENEFIT. Councilor Tucker stated general employees currently pay 50% of the cost for family insurance coverage. Councilor Wiley suggested the City pay 100% for the employee coverage and have the City Manager pay a percentage of the cost for family coverage. City Attorney Krechowski stated based on what he is hearing the Council wants to provide 100% of the cost for single health insurance, dental and vision and 50% of the cost for family insurance coverage. City Manager Jarboe stated that is what the City pays for general employees. TO PAY 100% OF THE COST FOR SINGLE HEALTH INSURANCE, DENTAL AND VISION AND 50% OF THE COST FOR FAMILY COVERAGE. SECTION 7. RETIREMENT: Vice Mayor Arthur felt the City should consider a three year vestment period for city contributions to the retirement account. City Manager Jarboe stated there is currently a five year vesting period for general employees. TO HAVE A FIVE YEAR VESTING PERIOD FOR THE 401 AND 457 RETIREMENT ACCOUNTS. SECTION 5. EXECUTIVE LEAVE: Councilor Tucker asked if there was a reason for the five additional annual leave days for the executive. City Attorney Krechowski replied that is standard. City Manager Jarboe stated his leave time is equal to the general employees. TO STRIKE EXECUTIVE LEAVE OUT OF THE CONTRACT. Vice Mayor Arthur stated it was his understanding that leave accrual was a maximum of 60 days for general employees and could be sold back quarterly as long as they have a total of 15 days. Mr. Krechowski asked if Council wanted the personal leave accrual to be standard. City Manager Jarboe stated the City does not have sick time, it is all considered personal leave time. He suggested striking sick time from Section 5. TO STRIKE SICK TIME FROM SECTION 5 AND HAVE LEAVE TIME CONSISTENT WITH REGULAR EMPLOYEES.

4 June 1, 2015 WORKSHOP MEETING PAGE 4 SECTION 1. CONTRACT TERM LIMIT: Councilor Wiley suggested putting a termination date in Section 1 of the contract. He recommended a time period of a minimum of five years. Mayor Pruette stated there are terms in the contract for Council to conduct a performance evaluation each year. Vice Mayor Arthur felt the open ended contract was sufficient as long as there is strong language in the contract that Council can terminate the City Manager at any time due to performance issues. TO LEAVE THE TERM LIMIT OPEN AS LONG AS THERE IS STRONG LANGUAGE TO REMOVE THE CITY MANAGER DUE TO PERFORMANCE ISSUES. SECTION 9. TERMINATION: Vice Mayor Arthur stated Section 9 refers to termination as long as there is a majority vote of the Council. City Attorney Krechowski replied that is correct. SECTION 17. INDEMNIFICATION & SECTION 18. BONDING: Councilor Jolly was concerned about the City being obligated to defend the City Manager for inappropriate behavior. City Attorney Krechowski stated the City is covered for that. He added that he removed the bonding provision in Section 18 because he did not see that as a requirement. City Clerk Performance Evaluation CITY CLERK PERFORMANCE EVALUATION: Mayor Pruette stated City Clerk Strait has done a great job the past six months. She received great performance evaluation review marks from the Council and the City Attorney. Councilor Tucker stated she completed the performance evaluation and met with the City Clerk. She thanked the City Clerk for her performance and stated she enjoyed meeting with her to review the evaluation. Councilor Jolly stated he also met with the City Clerk. His performance evaluation speaks for itself. Vice Mayor Arthur stated there is no doubt the City Clerk has done a great job and saved the City a lot of money. He added Council needed to consider a dollar amount salary increase for the Resolution. Mayor Pruette stated the City Clerk has been with the City since Ms. Strait stepped right into the role of Acting City Clerk and City Clerk after the termination of former City Clerk Volpe. She added that Ms. Strait has proven her ability in the work she has produced. Ms. Strait has also saved the City a lot of money by not hiring a Deputy City Clerk. Mayor Pruette recommended increasing the City Clerk s salary to $55,588 which was the same amount as the former City Clerk. Vice Mayor Arthur stated Resolution No appointing the City Clerk called for a 5% salary increase after a satisfactory six month performance evaluation, which would increase the salary to $50,497. He asked if the duties of the Deputy City Clerk position were dispersed among employees. City Clerk Strait stated the Deputy Clerk position has not been filled. She has been performing the duties of both the Deputy City Clerk and City Clerk. The original Resolution appointing her City Clerk also allowed for her to hire a part time assistant. Vice Mayor Arthur asked Ms. Strait if she felt there was a need to hire a part time assistant in the future. City Clerk Strait responded she did not feel it was necessary to hire a part time assistant. Vice Mayor Arthur stated former City Clerk Volpe took advantage of the City s previous educational assistance program while she was the City Clerk and obtained a Masters

5 June 1, 2015 WORKSHOP MEETING PAGE 5 Degree in Public Administration. He asked if a Masters Degree was a requirement for the position. City Clerk Strait replied a Masters Degree was not required for the position and there was no set salary range. Vice Mayor Arthur stated based on the money the City will save by not hiring an Assistant City Clerk he would support increasing the City Clerk s salary to $55,588. Councilor Wiley stated he met with the City Clerk and reviewed the performance evaluation. He felt Ms. Strait has made some great changes in the past six months and he looked forward to any future progress. He supported the salary increase to $55,588 and stated it was well in line with other Florida Cities and Towns. Councilor Tucker stated she also supported the salary increase to $55,588. She asked if the City Clerk would receive another salary increase at the beginning of the fiscal year. Mayor Pruette responded if all other employees receive an annual salary increase the City Clerk will also receive an increase. City Clerk Strait stated regular employees receive salary increases based on union contract negotiations. Normally the appointed employees and department heads receive the same increase. She added Council would be conducting another performance review at the end of the fiscal year and could offer an additional salary increase at that time. PUBLIC COMMENTS Alan Martin, 1113 First Street, agreed with some of the revisions to the City Manager contract. He felt the City Manager should have a vested interest in training and the City could reimburse them after they successfully completed any training courses. He felt the City Clerk is doing a great job and Council should support her. COUNCIL COMMENTS Mayor Pruette reminded Council on June 11 th they will be interviewing four candidates to fill the role of City Manager. She felt this was a very important decision for the future of the City and Council should keep the City s best interest at heart while making their decision. She encouraged each Council member to remember the criteria they asked the City Attorney to look for during the search such as certain experience, education and skills they all agreed were necessary for the position. She also asked each Council member to spend meaningful time with each candidate and get to know them, their sense of character and management skills. She asked that Council select a City Manager based on facts rather than politics. Mayor Pruette thanked City Manager Jarboe and City Attorney Krechowski for all the hard work they have done to help Council fill the position. Adjournment There being no further business, the meeting adjourned at 6:46 p.m. Attest: Harriet Pruette, Mayor Karla Strait, CMC, City Clerk Approved:

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