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052297 sm agenda & min. AGENDA Sanford City Commission Special Meeting Thursday, May 22, 1997 '{""6:.,00 P.M. City Commission Chambers Sanford City Hall, 300 North Park Avenue Sanford, Florida ****************************************************************************** 1. Consider the selection of a police consultant. ADVICE TO THE PUBLIC: IF A PERSON DECIDES TO APPEAL A DECISION UADE WITH RESPECT TO ANY MATTER CONSIDERED AT THE ABOVE MEETING OR HEARING HE MAY NEED A VERBATIM RECORD OF THE PROCEEDINGS, INCLUDING THE TESTIMONY AND EVIDENCE, WHICH RECORD IS NOT PROVIDED BY THE CITY OF SANFORD. (FS286.0105) PERSONSWfTH DISABILITlES NEEDING ASSISTANCE TO PA..RTICIPATE IN ANY OF THESE PROCEEDn~GS SHOULD CONTACT THE PERSONNEL OFFICE ADA COORDINATOR AT 330-5626 48 HOURS IN ADVANCE OF THE MEETING. 474 I MINUTES City Commission, Sanford, Florida SPECIAL SESSION Nay 22 The City Commission of the City of Sanford, Florida met in Special Session on Thursday, May 22, 1997 at 4:00 o'clock p.m. in the City Manager' s Conference Room, City Hall, 300 North Park Avenue, Sanford, Florida. Present: Mayor-Commissioner Dale Commissioner Whitey Eckstein Commissioner Velma H. Williams Commissioner Brady Lessard Commissioner Kerry D. Lyons City Manager William A. Simmons Acting City Clerk Cynthia Porter Absent: City Attorney William L. Colbert City Clerk Janet R. Dougherty The Chairman called the meeting to order. Police Consultant Selection Committee bids and recommendations. Mayor Dale asked Chief Diltard to voice his opinions and recommendations in the selection of a police consultant to conduct a management review. Bids had been received from The Fairfax Group, Ltd., and PAS (Public Administration Service). Mayor Dale reported that references had been checked for both but more for PAS because that is the one the Selection Committee had recommended. This was because PAS had done more work for government/police departments in comparison to The Fairfax Group which had done more for private companies. Commissioner Willjams stated PAS seemed more experienced in the field we were looking for. Commissioner Lyons felt that since there were only two to choose from PAS seemed to definitely know what they were doing and had a good presentation. Chief Dillard reiterated that the police department' s past experience with representatives from PAS had been very impressive. He felt the City would be making a wise choice by going with this group. Commissioner Lessard asked ifPAS was going to come in and show us what to do with the police department, tell us what is being done wrong, or a combination of both. Commissioner Eckstein commerrted he was sure they would take a look at our resources but we need to express what, we desire them to do, such as allocations of personnel. He was intrigued by their proposal. The City Manager commented that PAS proposes to contact key community and elected officials with questionnaires, and also to talk to members of the police department. He thought this would be very thorough. Commissioner Eckstein felt that since the Charter gave the Commission the power to be in charge of the police chief, this would be very educational for the Commission and the Mayor, and it has got to boost morale. The two people that will be the main people from PAS in charge of this study would be George Hubler and Peter Billmio. Mayor Dale pointed out the 60 day timeline PAS proposed, and said he felt they could start within two weeks. Mayor Dale asked for a motion to negotiate a contract with PAS. Commissioner Williams moved to negotiate a contract with PAS and Commissioner Lessard seconded the motion. The motion was carried by a vote of the Commission as follows: Mayor-Commissioner Dale Aye Commissioner Eckstein Aye Commissioner Williams Aye Commissioner Lessard Aye Commissioner Lyons Aye Board appointment for Civil Service Board. ~9 97... F.~0535~ MINUTES City Commission, Sanford, 'Florida 475 SPFCIAL SFSSiON May ?? 1997 City Manager Simmons reported that Civil Service Board member Amos Jones passed away th/s week and the Comm/ssion needs to appoint a replacement for the remainder of his term, and the new term starting in July. The Commission concurred to make a decision at a later time. ChanCe Order to the David M. Griffith personnel contract The City Manager discussed a change order to the David M, Griffith personnel contract. He re ,~....ned that in reviewing the information from DMG which provided the survey data on the 39 odd benchmarks which were established, it has become clear there are still some areas of conca from the consultant. To fill in the blanks and get all of our approximately 120 positions appropriately classified and rated, and to move fortyard with a regrade scenario to take effect the first of October and probably to remain in effect for two years before we do this again, we need to get a little bit better fit on the inte_rnal relationships between these different positions, and particularly where the same positions by name occur in different departments. It is a complete package to get a better fix. The alternative is to tell our Personnel Director to do in-house the completion of a job which was begun by our consultant The City Manager felt this was important to give each of the City's employees a feeling that we put our best foot forward in getting each of them placed just where they belong in the grading system, since we are going to ask them to live with it for at least two years. The additional cost of this service is $t2,900.00. Even with this additional change order we are within the $25,000.00 budgeted for personnel consultant costs in the current year budget. Mr. McCauley mentioned that Seminole County is doing something very similar to this. He recommended that we go ahead and do this. Commissioner Eckstein felt if this was done in-house we would lose credibility. The employees have to realize this was not stacked. We need to move forward on this. Commissioner Lessard questioned if this additional work was a part of the original contract. City Manager explained it was not and the original contract was for a survey where the consultant was to collect dam on 39 mutually agreed upon benchmarks which represented a broad section of our positions, for example we may have done a benchmark for Maintenance Worker II, but not for Maintenance Worker I or III, simply in the interest of conserving costs. There were several positions for which the consultant could not find matches. Commissioner Lyons cautioned we also need to look at job descriptions. Mr. McCauley reported that is actually a part of this second phase. Mayor Dale cautioned.that if the Commission goes ahem with the PAS contract they need to look at where the money is going to. come from. He recommended that the City Manager get together with Chief Dillard to see what is available as excess in the police budget, possibly in the contingency fund, and then maybe from the reserve funds. The City- Manager felt ~9nfident they could find the money in the police budget and the contingency fund. Mayor Dale directed the City Manager to go ahead with finding the available funds. Commissioner Eckstein moved to approve the change order and Commissioner Williams seconded the nt0ti~. The motion carried by vote of the Commission as follows: Mayor-Commissioner Dale Aye Commissioner Eckstein Aye Commissioner Willjams Aye Commissioner Lessard Aye Commissioner Lyons Aye E405354 476 MINUTES City Commission, Sanford, Florida SPFCIAI SFSSION Mav 22 19 97 Privatization of the City's Data Processing. The City Manager proposed that the Commission consider privatizing the data processing operation as a whole. At this time Carolyn Small, Finance Director has resigned and one of the two data processing division employees is also leaving the employ of the City. This will leave just one employee, who has just become vested in the FRS the early part of June. From a quality standpoint we really need to go to three people and we need a higher level manager more knowledgeable in data processing than we have had in the past. Carolyn Small, Finance Director has obtained a proposal from HTE forthe data processing operations. HTE is our software vendor, and if we hire anyone else besides HTE for these operations it would mean a complete change of software because this is proprietary software. This is standard for software. The City Manager requested authorization for staff to work out a proposed contract with HTE with the objective being to bring this back to the Commission on June 9, 1997 for approval and immediate implementation. · Ms. Small provided a copy and discussed a rough draft of the HTE proposal. This proposal includes two scenarios: one would be if riTE purchased a new mainframe and ran it for us, the other if we purchased a new mainframe and HTE would run it for us. She felt the better proposal would be for them to purchase the hardware and have in the contract the ability of the City to either lease it or buy it if the contract was terminated. Ms. Small reported $335,000 is curren~y budgeted for data processing. The proposed cost of riTE is $265,000. HTE would provide us with three employees to work as City employees 'but they would be employees of riTE. Ms. Small pointed out that the proposal ou~ines what HTE would be responsible for and what the City would be responsible for. The Commission was concerned that there was only one choice as far as who to employ for data processing, and also that the proposal was fbr five years. Mayor Dale felt that because HTE already has a good presence in the City, and they are a very stable company, we should highly consider them at this time. He also felt that there was not sufficient time to do an RFP and have operations in place in a timely manner to do the required work effect/rely and efficiently. Ms. Small cautioned the need to consider that if they do an RFP they would have to possibly purchase both hardware and software which would be very costly, whereas since we already use HTE software it would be much more economical to use their services. The City Manager commented that the County is at this time putting out an RFP for their data processing operations. Ms. Small commented that the County had to put out an amendment to their RFP and one of the big differences between the County and the City was that the County has a great deal of in-house developed software. HTE is bidding on the County' s RFP. The City Manager felt that reliability and quality was the main concern rather than the cost. Commissioner Eckstein was concemed about the increase in cost each year over a five year period. It was agreed that the negotiated contract would have a fair cost adjustment schedule. Commissioner Williams wanted to know if this matter was a state of emergency since we are losing two employees. Mayor Dale explained this is not a state of emergency but if we going to privatize this would certainly be the time to do it. Commissioner Lessard was concemed that the City Manager and Finance Director should not be the sole negotiators in regards to a contract. The Commission directed staff to draw up a proposed contract and get back to them on June 9, I997. The City Manager reported that at Carolyn Small' s exit from the City' s employ Sandy Moore will be Acting Finance E405354 MINUTES City Commission, Sanford, 'Florida 477 SPECIAL SESSION May 22 19~7 Director for all purposes except the budget. Kevin Smith, Chief Accountant will report directly to the City Manager for purposes of the budget for next year. The announcement for a new Finance Director was advertised in the Orlando paper last Sunday, and it is planned to advertise in the West Volusia paper for responses to come in next Friday. The Commission questioned if we want to expand our search and it was decided to advertise in the FGFOA and Wall Street Journal. Also it was decided to put the pay range in the announcement. Commissioner Willjams mentioned that Seminole Community College just did a search for a Vice President of Finance and received a lot of applications from some very good candidates. Possibly we could ask them for referrals of resumes of people that may fit our needs. It was agreed this might be a good source and worth looking into. Annual audit. Carolyn Small requested the direction of the Commission in regards to the upcoming audit and the circumstances of her resignation. She feIt this would be a very difficult time to make a change in the firm that will be doing the audit. She presented some comparisons of what other Florida cities were paying for audits and whether they were using local or national firms for those audits. Sanford seems to be about average in the/r cost with Coopers and Lybrand, the national firm which has done the audit for the past ten years. The City Manager felt that it was late in the process to put out an RFP, it should have been done in about February. He felt the process would be started later and at an inconvenient time and it would take a while for a firm other than Coopers and Lybrand to learn the City's operation. He felt the timing was problematical. Mayor Dale felt that since we have had Coopers and Lybrand for ten years we should have new blood come in. Corm-nissioner Eckstein moved to retain Coopers and Lybrand for one more year and then put out an RFP for next year. The motion died for lack of a second. Commissioner Lessard moved to put it out for RFP. Commission as follows: Mayor-Commissioner Dale Aye Commissioner Eckstein Aye Commissioner Willlares Aye Commissioner Lessard Aye Commissioner Lyons Aye Proposed Budeet calendar. Lyons seconded the motion and it carried by vote of the The City Manager stated that in accordance with the Charter he will get the proposed budget out to the City Commission not later than June 30, 1997. He requested best dates to have budget work sessions and he recommended work sessions starting July 7, 1997. It was decided the work sessions will be held July 7 and July 8, 1997at 2:00 p.m. Ms. Small reminded the Commission that to be within the guidelines the tentative budget should be adopted at either the July 14 or July 28, 1997 Commission meeting. She also cautioned them to remember that they could lower their budget when they get to a public hearing, but not raise it. Loiterine and curfew laws. ChiefDillard announced that they had been doing some research on the curfew ordinance and found out that some of the things other municipalities were doing could not be incorporated for Sanford. There would be a problem with the age of the people, and some of the ordinances had been ruled unconstitutional. He has re-allocated some personnel to increase the F_.,405354 I 478 MINUTES City Commission, Sanford, Florida SPECIAL SESSION N~3V coverage on 13th Street from about 4:00 p.m. to 2:00 a.m. by two foot patrol officers. This re-allocation can start as early as this weekend. The two foot patrol officers will have sufficient back up available if there is a need. Additional auction items. City Manager distributed a list of additional items to be sent to auction and asked for approval. The Crown Victoria that was eliminated from the original list will be transferred to the Utilities Department. The Ram Charger on the original list will also be utilized by the Utilities Department and they will defer purchasing a new vehicle. On motion by Commissioner Eckstein, seconded by Commissioner Willjams and carried by vote *of the Commission as follows: Mayor-Commissioner Dale Aye Commissioner Eckstein Aye Commissioner Willjams Aye Commissioner Lessard Aye Commissioner Lyons Aye the additional list of items was approved. Board appointments. City Manager handed out additional completed applications for Board appointments to each Commissioner. Planning and Zoning Commission appointment. Commissioner Lessard suggested Jim Hattaway be appointed to the Planning and Zoning Commission. He has an application on file in the City Clerk's office. Commissioner Eckstein suggested Kevin Hypes. He has no application on file. Commissioner Eckstein moved to appoint Jim Hattaway to the Planning and Zoning Commission. The motion was seconded by Commissioner Lessard. Commissioner Willjams asked to go on record as saying that the Civil Service Board's and Planning and Zoning Commission's composition should reflect the ethnic composition of all the people in the City. The motion to appoint Jim Hattaway was carded by a vote of the Commission as follows: RFP for Auditor. Mayor-Commissioner Dale Aye Commissioner Eckstein Aye Commissioner Williams Aye Commissioner Lessard Aye Commissioner Lyons Aye Carolyn Small, Finance Director, requested a chance to discuss a sample RFP for an auditor which includes: as part of the package the evaluation procedures that would be used and the evaluation committee that would be used. The evaluation' committee should include a Mayor pro tern, a Finance Director and a Finance Department Director. This would be:~luivalent to our Chief Accountant, our Finance Director and one of our Commissioners. She wondered if the Commission would like to decide who the Commission' s representative would be so it could be included in the RFP. AIm, whether they should include the acting Finance Director. Mayor Dale felt the Evaluation Board should be comprised of the City Manager, somebody from Finance, and a Commissioner. Commissioner Eckstein agreed to accept the appointment to the Evaluation Board. 221997. F_~05354 MINUTES City Commission, Sanford, 'Florida SPFCIAI: SFSSTON 479 May ?? ,--= City Commissioners' reports. A.) Commissioner Eckstein. 1) Commented he appreciated the oppormn/ty to bm/nstorm and listen to other Commissioners opinions and comments. B) Commissioner Willjams. 1) Felt we were losing a jewel in Carolyn Small. C) Corranissioner Lessard. 1 ) Would like to thank Commissioner Williams for letting him go along with her to Jeff Blake Day at the Boys and G/rls Club. Commissioner Willjams presented a Key to the City to Jeff Blake. D) Commissioner Lyons. 1 ) He commented he is excited about the changes taking place within the City. E) Mayor-Commissioner Dale. 1) Announced that Diane Crews graduated Summa Cum Laude and should be recognized by the Commission. The City Manager will purchase a card. 2) He and Commissioner Williams went to the Airport on Wednesday and presented a Key to the City to Kevin Brookes of TBI. Development of land. There was considerable discussion as to the use and development of the existing land in the Airport area. New map. The Commission concurred with the City Manager's suggestion to replace the large map in the City Manager's Conference Room with a smaller version in color prepared by Jay Marder, D/rector of Planning and Development, and to include more of the area to be annexed in the future on the new map. There being no further business, the meeting was adjourned. A~est: