City Commission Special Meeting

APPROVED: 9/5/2013 City Hall City of Eustis, Florida 10 North Grove Street Post Office Drawer 68 Eustis, FL 32727-0068 Meeting Minutes - Final* City Commission VVednesday,August28,2013 5:00PM City Hall CALL TO ORDER: Mayor Muenzmay - 5:00 p.m. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE Present: 5 - Vice-Mayor Linda Bob; Commissioner Albert Eckian; Commissioner Michael Holland; Commissioner Karen LeHeup-Smith ; and Mayor Kress Muenzmay I. ORDINANCES, PUBLIC HEARINGS & QUASI-JUDICIAL HEARINGS 13199 Resolution No. 13-62: Budget Amendment Derek Schroth, City Attorney, announced Resolution No. 13-62: A Resolution by the City Commission of the City of Eustis, Lake County, Florida, Amending the FY2012-2013 Budget for the General Fund of the City of Eustis, and Authorizing the Finance Director of the City of Eustis, Florida, to Make the Necessary Adjustments. Jim Myers, Finance Director, explained a difference between the total amount initially included in the resolution and the final amount after all calculations were completed in the amount of $260.29. He stated the Commission could amend the resolution to include the difference or have the difference paid from the regular City Manager payroll. CONSENSUS: It was a consensus of the Commission for the difference to be paid from the City Manager payroll account. Mr. Schroth opened the public hearing at 5:02p.m. There being no public comment, the hearing was closed at 5:02p.m. A motion was made by Vice-Mayor Bob, seconded by Commissioner Holland, to Approve Resolution No. 13-62. The motion carried by the following vote: Aye: 4- Vice-Mayor Bob; Commissioner Eckian ; Commissioner Holland; and Mayor Muenzmay Nay: 1 - Commissioner LeHeup-Smith II. OTHER BUSINESS 13201 City Manager Resignation Mr. Schroth explained the previous action by the Commission agreeing to accept the City Manager's resignation and the release that Mr. Berg's attorney requested that the City sign. He noted that release language from Mr. Berg for the City was included in Mr. Berg's resignation letter. He stated that the Commission needs to determine if it wants to approve the release and accept the resignation. A motion was made by Commissioner Holland, seconded by Vice Mayor Bob, for the Mayor to accept and sign the release and accept the resignation of the City Manager. The motion passed on the following vote: Aye: 5 - Vice-Mayor Bob; Commissioner Eckian; Commissioner Holland; Commissioner LeHeup-Smith; and Mayor Muenzmay City of Eustis, Florida Page 1 Printed on 8130/2013 City Commission Meeting Minutes - Final August 28, 2013 13200 Appointment of Acting or Interim City Manager Mr. Schroth explained the City Charter requires the Commission to appoint an interim City Manager. He stated the Commission can either appoint a City employee as interim for either long-term to serve until a City Manager is hired or short-term until a long-term interim is hired. The Commission discussed the following: 1) whether to appoint a staff member as Acting City Manager for short term and then select a Range Rider as interim manager until a new City Manager is selected; 2) the process for recruiting a new City Manager; and 3) whether to hire a professional recruitment firm to assist with selection of the new manager. The Commission discussed appointing Dianne Kramer, Development Services Director, or Jim Myers, Finance Director, as acting city manager as well as the amount of work load already undertaken by City staff. The discussion included concern regarding the City's ongoing litigation regarding The Meadows and the amount of work facing the Finance Department which is already understaffed. Mr. Myers stated he was not interested in being appointed to the interim position and expressed support for appointing Ms. Kramer as interim. Ms. Kramer stated her willingness to do whatever is needed. She added that she would not be interested in applying for the City Manager's job as a permanent position. Mayor Muenzmay opened floor to public comment at 5:29p.m. Daniel DiVenanzo thanked the Commission for looking inhouse. He commented on the professionalism and helpfulness of City staff and expressed agreement with either Jim Myers or Dianne Kramer. Sue Hooper, 621 N. Eustis Street, expressed agreement with the selection of Dianne Kramer as interim city manager. The Commission clarified that the position is referred to as Acting City Manager under the City Charter. The Commission discussed the need to establish compensation for the acting city manager with Ms. Isaacs indicating she could have the information to the Commission for the September 5th meeting. The Commission discussed that Ms. Kramer has vacation time scheduled for the end of the first week of September. CONSENSUS: It was a consensus to allow Ms. Kramer to take the already scheduled vacation time. The Commission discussed the length of time for Ms. Kramer's appointment and the recruitment process noting a previous suggestion that the City hire an Economic Development Director. It was discussed that if an Economic Development Director were hired then that would not be a significant requirement in the selection of the new manager; but if not, then that would be an important factor. Ms. Isaacs explained the City Manager's responsibilities are listed in the charter. She further explained that during the recruitment process the Commission will develop a profile to assist with the selection of the applicants. Following further discussion, she stated that determining how the Commission wants to approach the recruitment, will determine the process. The Commission discussed the possible use of a professional recruitment firm with Ms. Isaacs confirming that a recruitment firm was utilized in the previous City Manager search. City of Eustis, Florida Page2 Printed on 813012013 City Commission Meeting Minutes - Final August 28, 2013 CONSENSUS: It was a consensus of the Commission to utilize an outside recruitment firm. Ms. Isaacs stated she would begin the process for selecting a firm and noted that it will require getting three quotes. Mr. Schroth noted the previous discussion regarding allowing Mr. Berg to purchase the City Manager's vehicle. He stated that issue will be on the September 5th agenda. He asked what kind of information the Commission would need to make a decision. CONSENSUS: It was a consensus of the Commission to have Richard Hoon look at the vehicle and obtain the Blue Book value. Mr. Myers noted the need for the Mayor and Vice Mayor to be available for signing checks as it will take some time to get Ms. Kramer on the account as a signer. The Commission discussed the need to have the recruitment workshop as soon as possible. A motion was made by Commissioner Holland, seconded by Vice-Mayor Bob, to appoint Dianne Kramer as the Acting City Manager with all abilities outlined in the City Charter and acting until a new City Manager is hired. The motion carried by the following vote: Aye: 5 - Vice-Mayor Bob; Commissioner Eckian; Commissioner Holland; Commissioner LeHeup-Smith ; and Mayor Muenzmay III. ADJOURNMENT - 5:52 p.m. City Clerk Mayor/Commissioner *These minutes reflect the actions taken and portions of the discussion during the meeting. To review the entire discussion concerning any agenda item, go to www.eust1s.org and chck on the video for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording or verbatim transcript of the meeting can be obtained from the office of the City Clerk for a fee . City of Eustis, Florida Page3 Printed on 813012013