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071007 CRC Relationship with City, Budget & Finance Subcommittee illl""',lIillilill.lOiilliill.Mi_liIW." CHARTER REVIEW COMMITTEE Relationship with City. Budget & Finance Subcommittee - ..... Date: Time: Place: Tuesday, July 10, 2007 6:00 PM Railroad Depot Room, 2nd Floor, Sanford City Hall, 300 N. Park Avenue, Sanford, Florida 32771 Present: Dennis Stewart Stephen Coover Chris McLeod Janet Dougherty Sherman Yehl, City Manager Call to Order Mr. Stewart called the meeting to order at 6:17 PM. Approval of Minutes of June 27,2007 ,.... ..... Mr. Coover moved to approve the Minutes as revised. Seconded by Mr. McLeod and carried by a vote of the Relationship with City, Budget and Finance Subcommittee as follows: Dennis Stewart Aye Stephen Coover Aye Chris McLeod Aye Meet with City Manager regarding Civil Service Board ..... Mr. Yehl stated there is a Civil Service Board, but in his 20 months of service the board has never met. He stated the member's positions on the board have technically expired but have not been replaced by new members so they continue to serve until new members are appointed. He stated for a large number of employees it does not apply; any group of employees that are covered by a bargaining unit that have other types of grievance processes are not eligible to use the Civil Service process. Mr. Yehl stated Firefighters, Police and blue collar workers are exempt and make up 2/3 of all employees that work for the city. ",... Mr. Yehl stated if an employee was to be reprimanded by a department head the appeal would go to the City Manager and if a department head was Relationship with City. Budaet & Finance Subcommittee 071007 to do something it goes straight to the City Manager, who they have a contract with. He stated it is very important that the City Manager and the department directors work closely together. Mr. Yehl stated the contracts have arbitration provisions forthe bargaining unit. He stated it goes up the chain of command where the supervisor makes a recommendation, the chief or the captain and the deputy chief concur or make their own recommendation then it goes to the chief for final action. If the employee is unsatisfied with the chiefs determination step two is directly to the City Manager and step three is arbitration, the losing party pays for arbitration it is not shared. Mr. Yehl states the employee always has the option to appeal in court. Mr. Yehl stated that Human Resources drafts most of the personnel policies and are reviewed by the City Manger or the labor attorney. He stated there are some portions of the administrative policy that require City Commission approval and some are purely administerial functions of the City Manager. .... J The Subcommittee concurred that the language regarding the Civil Service Board in Section 4.01 (c) and (d) and 4.02 (c) be removed from the ~a~r. , .. Meet with City Manager regarding PERC Mr. Yehl stated he designates the chairman. He stated the PERC board has not been used but the staff, office of general council, has. Mr. Yehl stated Sanford is one of the few cities in the state that have a mini PERC. The Subcommittee concurred to leave PERC as is and make no changes to the charter. " .,,"~ ~.' -' ,.-- Discussion There was discussion by the Subcommittee and the City Manager regarding Sections 2.03, 3.02, 4.01, 4.02, 5.10, and 10.1 and proposed language. There was no action taken by the Subcommittee. Discussion of final Verbiage for approval The Mr. Stewart proposed amended language for Section 4.02 as follows: J 2 ...... ..... ... .... Relationship with City, Budget & Finance Subcommittee 071007 Section 4.02 (c) Personnel rules. The city manager shall cause the city's designated human resources staff to prepare rules in accordance with existing federal and/or state laws. The rules shall be prepared in accordance city's needs and shall comport with sound, overall management and labor functions. Personnel rules shall be reviewed and approv~d by the City Commission. Personnel rules shall be published in an employee handbook that shall be available to all employees and the general public. Mr. Coover moved to approve 4.02 (c) as set forth in the handout. Seconded by Mr. McLeod and carried by a vote of the Relationship with City, Budget and Finance Subcommittee as follows: Dennis Stewart Aye Stephen Coover Aye Chris McLeod Aye The Mr. Stewart proposed amended language for Section 5.04 as follows: Section 5.04 The budget shall provide a complete financial plan of all city funds and activities for the ensuing fiscal year and, except as required by law, or this charter, shall be in such form as the city commission deems desirable. In organizing the budget, the city manager shall utilize the most feasible combination of expenditure classification by fund, organization unit program, purpose or activity, and object. The budget shall begin with a clear general summary of its contents; shall show in detail all estimated income, indicating the proposed property tax levy, and all proposed expenditures, including debt service, for the ensuing fiscal year; and shall be so arranged as to show comparative figures for actual and estimated income and expenditures of the current fiscal year and actual income and expenditures of the preceding fiscal year. The budget shall indicate in separate sections: The Subcommittee'eoncurred to approve the amended language in Section 5.04. The Mr. Stewart proposed amended language for Section 5.04 (3) as follows: Section 5.04 (3) Anticipated net surplus or deficit funds for the ensuing fiscal year of each Community Redevelopment Agency (CRA) and public utility owned or operated by the city and the proposed method of its disposition; subsidiary budgets for each such CRA and public utility, ,... giving detailed income and expenditure information, shall be attached as appendices to the budget. ... 3 Relationship with City, Budget & Finance Subcommittee 071007 The Subcommittee concurred to look at the wording and clean it up a little and they would like to meet with the Budget Director and/or Finance Director before making any recommendations. ~ if .J The Mr. Stewart proposed amended language for Section 5.04 (2) as follows: Section 5.04 (2) A list of all capital improvements which are proposed to be undertaken during the five fiscal years next ensuing, with appropriate supporting information as to the necessity for such improvements and the commission district(s) where each capital improvement project is located; Mr. McLeod moved that Section 5.04 (2) not be changed and the Subcommittee concurred. Section 5.04 (4) A list of capital reserve funds and/or anticipated to be expended by the end ofthe current fiscal year or extended into the new fiscal year; and, ***New paragraph - change original paragraph (4) to paragraph (5) *** ,.. The Subcommittee concurred to approve the new paragraph (4) Section J 5.04 (4). Adjournment The meeting was adjourned at 7:50 PM. Attest: ceul- .lffitj~ ecretary ~ /' VICE CHAIRMAN jk ,., I ~ ... 4