City Commission Workshop Meeting

APPROVED: 10/17/2013 City Hall City of Eustis, Florida 10 North Grove Street Post Office Drawer 68 Eustis, FL 32727-0068 Meeting Minutes - Final* City Commission Workshop Thursday, October 3, 2013 7:27PM City Hall CALL TO ORDER: Mayor Muenzmay- 7:27 p.m. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE Present: 5 - Linda Bob; Albert Eckian; Michael Holland; Karen LeHeup-Smith; and Kress Muenzmay I. Workshop Item 13234 Merit Pay Program Dianne Kramer, Acting City Manager, explained that input has been received from all of the department heads and they support what is being presented. Ann Isaac, Human Resources Director, noted that the discussion will not include the Police and Fire employees due to the collective bargaining negotiations. She explained that the City already has had a merit program since 2001 but it was suspended in F¥2009-2010 due to budget cuts. She explained the previous merit program was tied each year to the Employment Cost Index with the increases tied to a numeric score. She stated that, other than lump sum bonuses, most employees have not had an increase since 2009-10. Ms. Isaac stated there are some issues and cited problems with the current evaluation form stating that it is not suitable for use with merit pay as it is more subjective than objective. She reviewed the current evaluation form and presented the following recommendations: 1) Staff will develop a new evaluation form in the coming year to be in place by FY2014-15; 2) Implement a fully graduated merit program in FY2014-15; 3) Implement a modified merit for FY2013-14 with employees who receive "meets" or "exceeds" expectations to receive a uniform merit increase; and 4) Integrate the merit increases with the previously approved pay range increases so that all employees receive at least an amount equal to the uniform merit percentage. She provided examples of pay increases based on the 4% integrated merit. She emphasized that employees that did not meet expectations would not receive either the range increase or merit increase. She then reviewed the budgeted funds for both range and merit increases for F¥2013-14. She added that the review does not address the fire and police bargaining units and that the budgeted amount must also cover the bargaining units. II. Commission Discussion The Commission discussed the following: 1) the provision of Jump sum bonuses to employees who have reached the maximum of their range and how the ranges should be adjusted annually; 2) evaluating the pay ranges annually; 3) revising the evaluation form; 4) three-year implementation rather than two-year; and 5) having the new evaluation form ready for the mid-year evaluations. III. Public Input- None City of Eustis, Florida Page 1 Printed on 1011012013 City Commission Workshop Meeting Minutes - Final October 3, 2013 IV. Commission Direction CONSENSUS: It was the consensus of the Commission for staff to proceed with the merit plan implementation as recommended. The Commission discussed decorating Commissioner Holland's car for use in the Eustis High School Homecoming Parade which the Commission would be riding in with Mayor Muenzmay volunteering to prepare and donate magnetic signs to be used on the car. CONSENSUS: It was a consensus of the Commission for Mayor Muenzmay to prepare magnetic signs that would say "City of Eustis Commission" rather than individual names so they could be used again. V. Adjournment-7:42p.m. Mayor/Commissioner *These minutes reflect the actions taken and portions of the discussion during the meeting. To review the entire discussion concern ing any agenda item, go to www.eustts.org and chck on the vtdeo for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording or verbatim transcript of the meetmg can be obtamed from the office of the City Clerk for a fee . City of Eustis, Florida Page2 Printed on 1011012013