City Commission Workshop Meeting

APPROVED: 7/2/2015 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, June 11, 2015 5:30PM City Hall CALL TO ORDER: Acting Mayor Holland - 5:34 p.m. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE I. Workshop Item #1 15121 Process for Appointing Interim City Commissioner and Scheduling of Special Election Mary Montez, City Clerk, explained the process used previously for selection of an interim commissioner and presented the application form used at that time. CONSENSUS: It was a consensus of the Commission to use the previous application process and form. The Commission discussed dates for the application period and for a special meeting to review the applications and make a selection. CONSENSUS: It was a consensus of the Commission to hold the application period June 18th through 24th with a special meeting to be held on June 30th at 6:00p.m. for interviews and selection. Ms. Montez explained some of the concerns regarding selection of a date for the special election and recommended the election be set for August 25th in conjunction with the City of Clermont's tentative election which would allow the Lake County Supervisor of Elections to hold the election for the City. CONSENSUS: It was a consensus of the Commission to hold the special election on August 25, 2015 with only one polling location at the Eustis Community Building. II. Workshop Item #2 15120 Discussion of Organizational Structure and Review of Commission Governance Guide and Rules of Order Commissioner Bob commented on the need for the meeting due to the new commissioner and city manager. Acting Mayor Holland noted the previously recommended revisions to the Rules of Order as follows: 1) Adding supplemental information to the agenda after the publication date; 2) Order of Business - Change order to reflect Invocation and Pledge prior to Call to Order. CONSENSUS: It was a consensus of the Commission to make the changes as proposed. Acting Mayor Holland recommended the Request to Speak forms be changed to only capture the speaker's name and whether or not they are a City resident. CONSENSUS: It was a consensus of the Commission to make the change as suggested. City of Eustis, Florida Page 1 Printed on 612612015 City Commission Workshop Meeting Minutes - Final June 11,2015 Ms. Montez explained the recommended change to Protocol #5 in the Governance Guide which would require Commissioners to provide their contact preferences to the City Manager whenever necessary but the information would not be included in the Guide so it would not require updating every time there was a change in contact information. CONSENSUS: It was a consensus of the Commission to make the proposed change to Protocol #5. Derek Schroth, City Attorney, reminded the Commission that they cannot require someone to provide their name in order to speak just as with public records requests. III. Workshop Item #3 15122 City Manager Performance Evaluation Process/Form Ann Isaacs, Human Resources Director, explained that the City Manager's contract specifies that the Commission will perform a performance evaluation in August 2016 and annually thereafter in August. She suggested that the Commission consider adding a six-month review for the first year. She distributed copies of the previously used evaluation form. Due to concerns previously expressed by the Commission, she suggested they expand the items under Section 6 - Citizen Relations. She then distributed copies of the Department Directors' evaluation form. She noted that Section 2 of the form is to list goals specific to that employee. She suggested adding a similar section to the City Manager's evaluation form. She stated that goals should be specific, measurable, attainable and time-based. She noted that citywide goals are included in the strategic plan and provided a sample of examples of six-month and twelve-month goals that would be specific to the City Manager. Acting Mayor Holland suggested that a mid-term evaluation be provided in November 2015. The Commission discussed the benefits to doing a six-month review initially and then doing annual reviews thereafter and possibly doing a small review at 90-days. CONSENSUS: It was a consensus of the Commission to perform an informal review at 90 days in a workshop, a mid-term review in November 2015 and the first annual review in August 2016. The Commission discussed possible items to be included on the City Manager's evaluation form under Section 6 regarding citizen relations. CONSENSUS: It was a consensus of the Commission to make the following changes to the evaluation form: 1) Remove "Dedicated to the community and its citizens" and "Willing to meet with members of the community to discuss their real concerns"; and 2) Add: "Demonstrates exemplary listening skills to obtain an understanding of the needs/requirements of others"; "Demonstrates strong ability to resolve conflicts, interpret policy, explain problems and solicit cooperation in an outstanding and efficient manner''; and "Follows up on all promises or agreements, personally ensuring that matters are resolved in the best possible manner''. IV. Workshop Item #4 15125 Establishing Goals and Objectives for City Manager The Commission discussed adding specific goals for the City Manager with Ms. Isaacs noting that typically they try to keep the set goals from three to five total. CONSENSUS: It was a consensus of the Commission to omit Questions #13 and #14 on Page 4 of the evaluation form and to set three goals in September to be reviewed in August 2016. City of Eustis, Florida Page2 Printed on 612612015 City Commission Workshop Meeting Minutes - Final June 11,2015 V. Public Input Steve Moulden asked if the interim commissioner application could be done online and asked if Commissioners are issued city phones. Ms. Montez indicated she would check to see if the application could be placed online and Mayor Holland confirmed that the Commissioners are not issued City phones. VI. Commission Direction There was no further direction from the Commission. Acting Mayor Holland announced that the Commission would formally elect a new Mayor and Vice Mayor at the June 18th meeting. VII. Adjournment - 6:25 p.m. MICHAEL L. HOLLAND 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.eustis.org and click 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 612612015