Minutes for August 28, 2007
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DRAFT
The Barefoot Bay Recreation District held a workshop on August 28, 2007 in Building D&E, Barefoot Bay, Florida, to discuss the Community Manager’s job description and the Barefoot Bay Charter ballot questions. Chairperson Wilma Weglein called the meeting to order at 5:00 p.m.
The Recording Secretary called the roll. Mr. Bleau was excused. Mr. Repperger was present as counsel.
The purpose of the workshop was to make changes to the Community Manager’s job description and review that position’s essential duties and responsibilities. Mr. Ferris read from the job description. (Attached for reference). Mr. Ferris felt “the use of operating and procedure manual for administrative and internal control” should be inserted at the third bullet.
Ms. Crouse asked who was responsible to review the Manager’s work, reports and observing achieved results? Who is responsible for the performance review? Ms. Weglein explained there is an evaluation form the Trustees fill out once a year on the Community Manager’s anniversary date.
“objectives and performance review” add “by the Board of Trustees.” F.S. is “Florida statute”: Ms. Crouse requested it be written out.
Mr. Ferris suggested that 2 and 5 go together. Ms. Crouse feels the department heads should plan activities, not the Community Manager. Mr. Ferris concurred saying there should be weekly meetings between the Community Manager and all department heads. A mission statement could be declared at that time stating short-term goals and objectives for the upcoming week. Communication improves and the District stays focused on community business. Ms. Crouse felt #2 should reflect “weekly department head meetings” as sufficient. Consensus.
3, 4, 5 were left as is. Mr. Ferris commented that in 1997 the Board talked about the budget in January. Ms. Crouse read that the Trustees “on or before April 1st of each year prepare an annual financial statement of income and disbursements during the prior fiscal year.” On or before July 1st of each year the Trustees shall prepare and adopt an itemized budget showing the amount of money necessary for the operation. Mr. Allan suggested the Community Manager should be familiar with the Charter; the budget dates are in there. 6 was left as is.
#7: The Board concurred the Trustees create policy. Ms. Crouse suggested “District operation” for the words “policy determination.” Consensus. #8: eliminate “and divisions.” Consensus.
#9: Mr. Ferris feels the District must have a standardized method of posting jobs. Any new job creations should come before the Board of Trustees for request and/or approval. Ms. Donahue and Mr. Klosky felt staff that was terminated could have been used in other positions. Mr. Ferris suggested the wording should begin “The Community Manager shall be responsible”. Ms. Crouse felt posting jobs should come into the policies and procedures manual for job creation and employment. Mr. Klosky and Mr. Allan concurred. The Board reached consensus that “a standardized method of posting jobs” would be put in the procedures manual instead of the job description.
#10: Mr. Allan requested to eliminate the last word “direction”. Consensus. #11: Mr. Repperger suggested removing the word “court” and putting in “local”. Mr. Allan concurred. Also remove “interjurisdictional.” Consensus. #12: leave as is.
Ms. Crouse asked the Board to consider a path to conflict resolution between the Board and the Community Manager. Mr. Allan read an excerpt from an ad used by another agency: “work in this class requires the employee to work effectively with, and maintain communications with, elected and appointed officials.” Mr. Ferris commented that ability is difficult to measure in an interview. Mr. Allan and Ms. Crouse concurred that candidates may promise, but delivery may not be assured. Mr. Allan felt the candidates should know before hire that the Board will act appropriately if the requirement is not met. Ms. Donahue commented the Community Manager should be required to communicate with all the Trustees for consensus, not just a few. Mr. Repperger said if the legal office is not aware the Community Manager is operating outside their scope of authority there is no action that can be taken. Ms. Crouse reiterated conflict resolution should enable corrective action short of termination. Ms. Weglein read a paragraph on communication she wishes to include in the job description (attached for reference). Ms. Crouse said, “And what if they don’t?!” Ms. Weglein concurred that an evaluation twice a year might be helpful. Mr. Klosky suggested an initial 90 day probationary period with an evaluation at the end of 90 days. Mr. Repperger said it could also be written into the Community Manager’s contract. Mr. Repperger urged the Board to clearly define their idea of a Community Manager and what the position should look like to them.
Mr. Repperger addressed the matter of a management company as an outside contractor. A management company will not be subject to the same policies and procedures governing District employees. Their terms of service are solely spelled out in the terms of their contract.
Mr. Allan felt the Board’s policies would have to be acknowledged no matter who sat in the seat. He emphasized the last Community Manager tendered a resignation rather than be evaluated; a standard 90 day probationary period culminating in an evaluation is a good idea. Mr. Repperger agreed that a management company is subject to review by the Board of Trustees, but it is not subject to the same policies and procedures that employees of Barefoot Bay Recreation District are. Ms. Crouse moved the question.
Perform related duties as required (peripheral duties): Mr. Allan and Ms. Weglein asked to include the paragraph on communication. Consensus. The previous content, “employee committees” was deleted here. Consensus.
Mr. Allan asked Mr. Ferris to read the bullets. Upon conclusion, Mr. Ferris said he did not have anything to add or delete in the contents. The ensuing discussion centered on including “government finance” as opposed to simply “Business Administration finance”. Ms. Weglein pointed out that GASB-34 accounting requirements are specific. Mr. Allan proposed a Bachelor’s degree is sufficient because book smarts (i.e. a Master’s) are not as important as experience in the job and the ability to perform it successfully. The Board agreed to change “5 years” to “3 years local government experience”. Under Educational Requirements the job description shall read:
Possession of a Master’s degree in Public Administration or Business Administration and three years of local government experience; or a Bachelor’s degree with an equivalent combination of training and experience. Consensus. Under Physical Requirements, Mr. Repperger replied to Ms. Crouse that the description isn’t as important as the compliance. The paragraph indicates Barefoot Bay Recreation District is willing to accommodate disabilities. Leave as is.
Work environment: leave as is. Selection guidelines: Ms. Crouse requested that “background check and drug test may be required” be added after reference check. Mr. Repperger commented the Board might have to get consent from the Community Manager employee before a drug test could be administered since the position is not “safety sensitive”. The issue relates more to “random drug testing” among employees than a hiring issue. Consensus.
The Board agreed to reschedule the Charter discussions; Mr. Repperger commented the topic would come up in the regular meeting following the workshop. Ms. Crouse asked if the Charter amendment is approved that reduces the Board to 5 members, what is 2/3 of 5? Mr. Repperger said he’d check his calendar for the workshop on September 5th. The Charter rescheduling will be put on the September 14th agenda for consideration. Mr. Allan was tasked with composing an advertisement for Community Manager; it will appear on the next agenda. Ms. Weglein commented on a few of the resumes that have come in. Ms. Crouse asked if the Community Manager’s job description, containing the changes, could be used currently even though it had not been voted on yet. Mr. Repperger commented it could be voted on in the regular meeting.
Ms. Weglein entertained for a motion to adjourn. Mr. Allan made the motion to adjourn. Second Mr. Klosky. The workshop adjourned at 6:23 p.m.
Wilma Weglein, Chairperson Barrie Jenkins, Recording Secretary
THIS DRAFT OF MINUTES HAS NOT BEEN APPROVED BY THE BAREFOOT BAY RECREATION DISTRICT BOARD. IT IS SCHEDULED FOR APPROVAL DURING THE NEXT MEETING.
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FAX: (772) 664-1928