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HomeMy WebLinkAbout2010 09 13 Consent 210 Approval Of August 16, 2010 Workshop Minutes CITY OF WINTER SPRINGS, FLORIDA 4 .o 0 F- 2 r G1 U v1 $..� incorpor S 1 CITY COMMISSION MINUTES WORKSHOP MONDAY, AUGUST 16, 2010 — 7:00 P.M. CITY HALL — COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor John F. Bush Commissioner Jean Hovey - Seat One Deputy Mayor Rick Brown - Seat Two Commissioner Gary Bonner - Seat Three Commissioner Sally McGinnis - Seat Four Commissioner Joanne M. Krebs - Seat Five CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 2 OF 8 CALL TO ORDER The Workshop of Monday, August 16, 2010 of the City Commission was called to Order by Mayor John F. Bush at 7:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor John F. Bush, present Deputy Mayor Rick Brown, present Commissioner Jean Hovey, present 4=7=1 Commissioner Gary Bonner, present Commissioner Sally McGinnis, arrived at 7:16 p.m. a , Commissioner Joanne M. Krebs, present, City Manager Kevin L. Smith, present Attorney Anthony A. Garganese, present J The Pledge of Allegiance followed a moment of twvarsa ..� PUBLIC INPUT Mayor Bush stated, "Gary Brook — he opposes Atlantic Housing." Ms. Bobbie Demme -San Filippo, 108 View Point Place, Winter Springs, Florida: as a resident of Tuscawilla Trace, Ms. Demme -San Filippo spoke in opposition to the proposed Atlantic Housing project; noted that residents have issues with this project; and asked how other residents could also get their thoughts to the City Commission. Mr. James Hansberger, 111 Cherry Creek Circle, Winter Springs, Florida: thanked the City Officials who have attended recent meetings related to the proposed Atlantic Housing project; and suggested that Commissioner Jean Hovey and Commissioner Sally McGinnis possibly attend tomorrow night's meeting (August 17, 2010) related to the proposed Atlantic Housing project. In other City business, City Manager Kevin L. Smith commented on recent Code Enforcement issues related to political signs and said to the City Commission, "I would ask if the Commission would be under the mindset to consider some thoughts that Staff and I have in regards to Political Signs and maybe for a certain period of time, suspending some of those applicable rules — would you be agreeable to having a discussion on that topic ?" Commissioner Joanne M. Krebs remarked, "Yes, I would." Deputy Mayor Rick Brown and Commissioner Gary Bonner said, "Yes." City Attorney Anthony A. Garganese explained, "In talking with Staff, there might be an opportunity here to relax some of the Temporary Sign Code provisions for a short duration of time until the November Election has been completed. And a couple of the suggestions that we bantered around this afternoon were to temporarily suspend the limitation on the number of temporary signs on residential property and commercial property — just lift that restriction. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 3 OF 8 So, for residential properties there would no longer be a four (4) sign maximum. They would be permitted to have an unlimited number of temporary signs until November 3` 2010. And with respect to non - residential property, there would no longer be a limit on the number of temporary signs nor would there be a limit on the total square footage of signs; so there could be an unlimited number of signs on non - residential properties provided the signs don't exceed thirty-two (32) square feet which is a four by eight (4 x 8) piece of plywood." Furthermore, Attorney Garganese noted, "As you know, there is a Permit requirement for temporary on- premise signs if they exceed six (6) square feet. Staff's view was that we could lift that limitation a little bit and just require temporary on- premise sign Permits for signs that exceed nine (9) square feet. And the reason why Staff would not be recommending just lifting the Permit requirement is because for the bigger signs, there is a wind load issue that the Building Department would have to take a look at. The sign would have to be properly ' anchored into the ground so we would again modify the sign Permit requirement for temporary on premise signs ;'r± that exceed nine (9) square feet; and signs of that dimension would only be allowed on non - residential property. "P `=') And lastly, there has been an issue with the Permit Fee. Staff would recommend a Permit Fee of forty-five dollars ($45.00) per Permit Application for a single Applicant which would allow the Applicant to apply for a Permit for multiple signs of the same dimension and construction type, maximum of ten (10) signs. In other words, if you're going to put up the same type of sign throughout the City, you can make one (1) - Application and Staff would review it and then issue a Permit." With further comments, Attorney Garganese said, "The abatement of the Sign Code provisions would go into effect retroactively from July 1, 2010 to November 3, 2010. That's the end of the Election cycle and — the only exception to that would be the Permit Fee revisions which would be effective upon Adoption of the Resolution." Discussion followed on a proposed Resolution, to which Attorney Garganese stated, "My recommendation at this juncture would be just go ahead and if you want to consider this, consider a Resolution just temporarily suspending the requirements for this Election cycle and then we can go back and modify the Code provision if this works out to create this temporary abatement for future Election years." Deputy Mayor Brown asked, "Is there a way to give Kevin (Smith, City Manager) authority to temporarily suspend enforcement of this until the next Meeting ?" Referencing a Resolution that had been prepared, Attorney Garganese suggested, "If you want to act on this immediately, I would recommend that you just go ahead and Adopt the Resolution rather than just tell the Manager just to suspend the Code provisions on his own accord. If you're willing to make that exception, I don't see a problem with you proceeding with the Resolution." "I WILL MAKE THE MOTION." MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER KREBS. DISCUSSION. Commissioner Bonner stated, "Point of Order" and commented on whether a Motion could be made during this Workshop. ATTORNEY GARGANESE EXPLAINED, "BASICALLY YOU WOULD BE SUSPENDING THE RULES THAT YOU HAVE." CONTINUING, ATTORNEY GARGANESE SUGGESTED THAT MAYOR BUSH ASK FOR A MOTION TO SUSPEND THE RULES. ADDITIONALLY, ATTORNEY GARGANESE NOTED THAT, "IF YOU WANT TO MAKE IT CLEAR FOR THE RECORD, GO AHEAD AND JUST SUSPEND THE RULES AND ACT ON THE RESOLUTION." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 4 OF 8 "I WILL MAKE THE MOTION" (TO SUSPEND THE RULES). MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER HOVEY. DISCUSSION. Commissioner Sally McGinnis arrived at 7:16 p.m. VOTE: (ON THE MOTION TO SUSPEND THE RULES) COMMISSIONER KREBS: AYE COMMISSIONER HOVEY: AYE DEPUTY MAYOR BROWN: AYE COMMISSIONER BONNER: AYE COMMISSIONER McGINNIS: AYE MOTION CARRIED. DEPUTY MAYOR BROWN REITERATED HIS PREVIOUS MOTION AND SAID, "I WILL MAKE - THE MOTION AGAIN TO ADOPT THE RESOLUTION (NUMBER 2010 -40)." MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER KREBS. DISCUSSION. . K <. VOTE: (TO ADOPT RESOLUTION NUMBER 2010 -40) `-`' 1 DEPUTY MAYOR BROWN: AYE HOVEY: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER BONNER: AYE COMMISSIONER KREBS: AYE MOTION CARRIED. Mayor Bush then stated that the Workshop was open again. REGULAR AGENDA REGULAR 600. Office Of The City Manager REQUEST: Requesting The City Commission Discuss Their Evaluations Of The City Manager And Also Consider The Results Of The Requested 360 Review Completed By Key Staff, As Attached. FISCAL IMPACT: No Funding Is Requested As Part Of This Agenda Item. COMMUNICATION EFFORTS: This Has Been Distributed To The Mayor And Commission, City Attorney, Department Directors; And Provided To All Entities Through The Clerk's Posting Process. RECOMMENDATION: The City Manager Is Requesting The Mayor And City Commission Discuss The Results Of Their Individual Evaluations Of The City Manager And To Also Consider The Attached 360 Review Completed By Key Staff. Manager Smith spoke of the submitted Evaluation and the 360 Review. Regarding the 360 Review, Manager Smith stated, "The Commission when we last spoke, had discussed or expressed a desire that we engage our Staff in this Evaluation project; so I took the approach in consultation with our Department Heads to take what I consider the classic 360 approach that I know many of you are familiar with, one (1) level up, one (1) level down. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 5 OF 8 In doing that though, I will share with you that the thought process that I had was rather than just go to the Department Heads, our seven (7) Department Heads, I thought it might be appropriate to just get some feedback from some mid -level Managers or others than Department Heads, so with that thought process in mind, I asked each of the Directors to select two (2) of their mid -level Managers, no more than two (2), purely at their discretion to complete this survey; so that resulted in eighteen (18) individuals completing the surveys, seven (7) obviously are Department Heads, and eleven (11) are mid -level Managers." Continuing, Manager Smith explained, `The actual survey was created by your Department Heads during Staff Meeting. I did not create the survey. We created it amongst ourselves using a lot of the questions that were in Commission survey; some others that Department Heads brought forward on their own." With further discussion, Manager Smith mentioned that some of the bar graphs in the original packet were incorrect, and that the revised packet should be used. McGinnis asked how many were employed at the City. Brief comments. Commissioner Krebs said to Manager Smith, "You have put us at a level — where — everything you do, that is -= what we expect you to do - and if you could do better, I don't know how." Commissioner Krebs added, "You get me what I want, when I need it." Discussion followed on metrics and that "Exceeds" is "Outstanding ". Manager Smith suggested, "That could be one thing we could change - we could just have three (3) categories, `Meets', `Exceeds', or `Below'; or `Meets', `Outstanding', or `Needs improvement'. We can narrow that down to three (3). That's something we could look at." Deputy Mayor Brown remarked, "I like a 360 - in any organization, or especially when you start getting into the hundreds of employees, the way that we do, when you go beyond one (1) up and one (1) down, I wonder if you don't start to bring in false negatives along the way. Because I wouldn't expect the Executive of an organization to have that personal one on one, let me fill you in on what is happening with all the subordinates below your Department Heads; that is really their job. And I think by going beyond that there may be some — as good as this is, there may be some false low readings because those folks wouldn't normally in a normal company they wouldn't have that relationship with their Bosses' Boss anyway." Commissioner Krebs added, "Agreed." With further discussion on the 360 Review, Manager Smith said, "Maybe it - shouldn't have been part of this Evaluation, it should have been the classic 360 and then maybe I should have took that as a feedback, suggestion type survey." Commissioner Sally McGinnis thought this was a fine start and that it could be refined in time. Mayor Bush suggested that the pages in the 360 Review should be numbered. Commissioner Bonner also thought this was a good beginning, and stated, "In your first short time of tenure here, you have achieved a change amongst your direct reports that is indicative of the direction that I was hoping for under your leadership. It looks like the opportunity is for that change and that spirit of change to now percolate into the balance of the organization." With further comments, Commissioner Bonner noted, "I look forward to the evolution of this process so that we add a feedback tool where you and we could benefit from direct feedback from the citizens. I think it would be terrific as an evolution again for you to add in some of that citizen feedback that could give us the ultimate reading that we are looking for really — what do the customers think — so, this is a great start and I applaud you for taking this directionally and I just encourage you to go further, keep going." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — AUGUST 16, 2010 PAGE 6 OF 8 Manager Smith commented, "The approach that we took with the 360 survey was to utilize 'SharePoint' through our I.T. (Information Technology) system in a survey type mechanism. The benefit from that is we easily now adapt that to a citizen type survey on our Website, so we are taking those `Baby steps' in that direction." Commissioner Krebs then pointed out, "I echo Gary's (Bonner) comments, most of Gary's (Bonner) comments. What I do feel though is that this evaluation survey, when I do it myself is going to be between you and me in your office" as everyone relates differently. "I personally will be scheduling time with you at the appropriate time so that we could go over this; and if I have any questions, you can also answer them at that time. And I would appreciate it if you send this out to your employees again, that you include that so we can look at it as well, and then we can discuss it." Commissioner McGinnis thought that each page should have the date on it. , Discussion followed on skip levels, anonymity, related comments, and that this was an evolutionary process. - ) tvA Mayor Bush stated, "I have been Mayor eleven (11) years - Kevin (Smith) has done an outstanding job..." ,P ..zrta�P Commissioner Krebs added, "...Yes..." Deputy Mayor Brown verbally agreed also. Mayor Bush continued, "...As a City Manager! I thought at our last Commission Meeting how fortunate the City is to have Kevin -;: I (Smith) leading the City's employees." tr= Mayor Bush then said to Manager Smith, "I applaud you for putting the comment in there." Next, Commissioner Bonner remarked, "This is either news, and great, I enjoyed reading it or it is the input to an action plan and so one of the things that I am interested in hearing is what are you going to do with the feedback, what is the action plan; directionally, what are your thoughts about acting on that so that when we get to this moment in time next year, we are not sitting here going `Okay, how is the newspaper this year ?' and — `Why didn't anything happen'. So, it is really about the action that comes from the knowledge so I look forward to hearing from you on that." Commissioner Krebs then commented on the City Manager "Leading by example." Mayor Bush added, "I am extremely pleased with the job Kevin (Smith) is doing." As to what next, Manager Smith explained, "There is no further action required unless the Commission needs me to do something further." Commissioner McGinnis commented, "I do like Commissioner Krebs' idea with meeting one on one." Furthermore, Commissioner McGinnis remarked, "I would like to meet with you too." Mayor Bush asked the City Commission, "When is the Commission going to evaluate Kevin (Smith)? Are you going to set up the one on ones — what is the plan, or do you just want to let Kevin (Smith) know on your own ?" Commissioner McGinnis stated, "Yes, I would like to meet one on one." Commissioner Bonner noted, "I think we should have some formal process that provides the Manager some sort of a rating." Discussion. Tape I /Side B With further comments, Commissioner Bonner suggested, "We decide that we are going to reconvene on this after some amount of time has transpired, allowing each of us to have our individual one on ones" and then possibly summarize the scores. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 7 OF 8 Commissioner Krebs spoke of her concern with "Points" and such possibly being misconstrued in the public record; and then said, "I am struggling with that right now. Not to say I don't think we should have a rating." Mayor Bush added, "I think Commissioner Krebs has a good point about the number situation." Commissioner McGinnis added. "I agree." Mayor Bush then commented on Medical School Evaluations being done by writing a paragraph or more and suggested, "You might identify the things like Communication, Finance — and then each of you would write your own statement about it." Commissioner McGinnis said, "I like that." Commissioner Krebs remarked, "I like that better." No objections were voiced. Mayor Bush summarized, "You can think about it and I guess we can decide finally at a Meeting when you can s= `, take a Vote on how you want to do it." s Manager Smith then mentioned that "I would think that some level of feedback would probably be a good idea." "r,,, In other City business, the City's presentation for the upcoming Florida League of Cities Annual Conference was F v�; discussed next. ., Mayor Bush said, "Kevin (Smith) and I looked at it together. I don't know if the rest of you have looked at it and of course Kevin (Smith) did this - it is an excellent presentation and by the way - Kevin (Smith) does an excellent job of talking about it too." Manager Smith then said that they would go through the presentation quickly and "Think about maybe which areas — the Mayor will take the lead on, think about which areas we may want to divvy this up; again, we want to take that team approach in my opinion." In reviewing the City's presentation, the following suggestions were made: that a better picture of the Message Board be used; on the "Fiscal Transparency Techniques" page, add Monthly Department Reports; on the "Police Dept. Community Outreach" slide, note that Officers teach Driver's Education; on the "Recreation Activities" page, mention Lightning Sensors; on the "Public Works Projects" page, that the name boxes were too small. It was also suggested that the Citizens on Patrol Program and the Citizen's Police Academy also be referenced during the PowerPoint Presentation. Commissioner Bonner added, "Isn't there our direction for the Citizen's Academy for the whole City?" Manager Smith responded, "It's on the Strategic Plan; it's on the to -do list and I need to get that rolling." On the "Other Tools" slide, Manager Smith stated, "This is just a catch -all. There are a couple tools. I think I need to add a few more." Upon further review of the City's presentation and related to the "Results" page, Manager Smith mentioned that he meant to write, "We don't always hit a home run" and that he would make that change. Additionally, Commissioner McGinnis suggested "Tree City" be used and noted that "We have an Arborist who is a really wonderful Ambassador throughout the City, meeting individually with citizens." Discussion followed on the Mayor involving the City Commission during the Presentation at the Florida League of Cities Annual Conference. Mayor Bush also suggested, "On the Police Academy, I might call on Commissioner Bonner to make some comments. The Lock Box, Commissioner Krebs." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — AUGUST 16, 2010 PAGE 8 OF 8 Commissioner McGinnis stated, "Good job!" Commissioner Bonner commented on the "What's Next ?" page and suggested our expansion of the Citizen's Academy be noted. Next, Mayor Bush thought that at the end of the Presentation he might recognize Manager Smith and that Manager Smith could mention some of the upcoming projects. Manager Smith stated, "Actually I was just going to put a slide in there." Mayor Bush then asked if Manager Smith would assist with forwarding the slides during the Presentation. Manager Smith responded, "I'll be happy to do that." Mayor Bush also added, "Number the slides." Further discussion. Lastly, Mayor Bush asked for copy of the PowerPoint Presentation as soon as it was completed, preferably ° a tomorrow, Tuesday, August 17, 2010. Y, g ADJOURNMENT Mayor Bush adjourned the Workshop at 8:31 p.m. RESPECTFULLY SUBMITTED: ANDREA LORENZO - LUACES, MMC CITY CLERK APPROVED: MAYOR JOHN F. BUSH NOTE: These Minutes were approved at the , 2010 City Commission Regular Meeting. CITY OF WINTER SPRINGS FLORIDA 04 'A. U Incorporated A 1959 CITY COMMISSION MINUTES WORKSHOP MONDAY, AUGUST 16, 2010 - 7:00 P.M. CITY HALL — COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA Mayor John F. Bush Commissioner Jean Hovey - Seat One Deputy Mayor Rick Brown - Seat Two Commissioner Gary Bonner - Seat Three Commissioner Sally McGinnis - Seat Four Commissioner Joanne M. Krebs - Seat Five CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 2 OF 8 CALL TO ORDER The Workshop of Monday, August 16, 2010 of the City Commission was called to Order by Mayor John F. Bush at 7:00 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Mayor John F. Bush, present Deputy Mayor Rick Brown, present Commissioner Jean Hovey, present Commissioner Gary Bonner, present Commissioner Sally McGinnis, arrived at 7:16 p.m. Commissioner Joanne M. Krebs, present City Manager Kevin L. Smith, present City Attorney Anthony A. Garganese, present The Pledge of Allegiance followed a moment of silence. PUBLIC INPUT Mayor Bush stated, "Gary Brook — he opposes Atlantic Housing." Ms. Bobbie Demme -San Filippo, 108 View Point Place, Winter Springs, Florida: as a resident of Tuscawilla Trace, Ms. Demme -San Filippo spoke in opposition to the proposed Atlantic Housing project; noted that residents have issues with this project; and asked how other residents could also get their thoughts to the City Commission. Mr. James Hansberger, 111 Cherry Creek Circle, Winter Springs, Florida: thanked the City Officials who have attended recent meetings related to the proposed Atlantic Housing project; and suggested that - Commissioner Jean Hovey and Commissioner Sally McGinnis possibly attend tomorrow night's meeting (August 17, 2010) related to the proposed Atlantic Housing project. In other City business, City Manager Kevin L. Smith commented on recent Code Enforcement issues related to political signs and said to the City Commission, "I would ask if the Commission would be under the mindset to consider some thoughts that Staff and I have in regards to Political Signs and maybe for a certain period of time, suspending some of those applicable rules — would you be agreeable to having a discussion on that topic ?" Commissioner Joanne M. Krebs remarked, "Yes, I would." Deputy Mayor Rick Brown and Commissioner Gary Bonner said, "Yes." City Attorney Anthony A. Garganese explained, "In talking with Staff, there might be an opportunity here to relax some of the Temporary Sign Code provisions for a short duration of time until the November Election has been completed. And a couple of the suggestions that we bantered around this afternoon were to temporarily suspend the limitation on the number of temporary signs on residential property and commercial property — just lift that restriction. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — AUGUST 16, 2010 PAGE 3 OF 8 So, for residential properties there would no longer be a four (4) sign maximum. They would be permitted to have an unlimited number of temporary signs until November 3` 2010. And with respect to non - residential property, there would no longer be a limit on the number of temporary signs nor would there be a limit on the total square footage of signs; so there could be an unlimited number of signs on non - residential properties provided the signs don't exceed thirty-two (32) square feet which is a four by eight (4 x 8) piece of plywood." Furthermore, Attorney Garganese noted, "As you know, there is a Permit requirement for temporary on- premise signs if they exceed six (6) square feet. Staff's view was that we could lift that limitation a little bit and just require temporary on- premise sign Permits for signs that exceed nine (9) square feet. And the reason why Staff would not be recommending just lifting the Permit requirement is because for the bigger signs, there is a wind load issue that the Building Department would have to take a look at. The sign would have to be properly anchored into the ground so we would again modify the sign Permit requirement for temporary on premise signs that exceed nine (9) square feet; and signs of that dimension would only be allowed on non - residential property. And lastly, there has been an issue with the Permit Fee. Staff would recommend a Permit Fee of forty-five dollars ($45.00) per Permit Application for a single Applicant which would allow the Applicant to apply for a Permit for multiple signs of the same dimension and construction type, maximum of ten (10) signs. In other words, if you're going to put up the same type of sign throughout the City, you can make one (1) Application and Staff would review it and then issue a Permit." With further comments, Attorney Garganese said, "The abatement of the Sign Code provisions would go into effect retroactively from July 1, 2010 to November 3, 2010. That's the end of the Election cycle and — the only exception to that would be the Permit Fee revisions which would be effective upon Adoption of the Resolution." Discussion followed on a proposed Resolution, to which Attorney Garganese stated, "My recommendation at this juncture would be just go ahead and if you want to consider this, consider a Resolution just temporarily suspending the requirements for this Election cycle and then we can go back and modify the Code provision if this works out to create this temporary abatement for future Election years." Deputy Mayor Brown asked, "Is there a way to give Kevin (Smith, City Manager) authority to temporarily suspend enforcement of this until the next Meeting ?" Referencing a Resolution that had been prepared, Attorney Garganese suggested, "If you want to act on this immediately, I would recommend that you just go ahead and Adopt the Resolution rather than just tell the Manager just to suspend the Code provisions on his own accord. If you're willing to make that exception, I don't see a problem with you proceeding with the Resolution." "I WILL MAKE THE MOTION." MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER KREBS. DISCUSSION. Commissioner Bonner stated, "Point of Order" and commented on whether a Motion could be made during this Workshop. ATTORNEY GARGANESE EXPLAINED, "BASICALLY YOU WOULD BE SUSPENDING THE RULES THAT YOU 11AVE." CONTINUING, ATTORNEY GARGANESE SUGGESTED THAT MAYOR BUSH ASK FOR A MOTION TO SUSPEND THE RULES. ADDITIONALLY, ATTORNEY GARGANESE NOTED THAT, "IF YOU WANT TO MAKE IT CLEAR FOR THE RECORD, GO AHEAD AND JUST SUSPEND THE RULES AND ACT ON THE RESOLUTION." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 4 OF 8 "I WILL MAKE THE MOTION" (TO SUSPEND THE RULES). MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER HOVEY. DISCUSSION. Commissioner Sally McGinnis arrived at 7:16 p.m. VOTE: (ON THE MOTION TO SUSPEND THE RULES) COMMISSIONER KREBS: AYE COMMISSIONER HOVEY: AYE DEPUTY MAYOR BROWN: AYE COMMISSIONER BONNER: AYE COMMISSIONER McGINNIS: AYE MOTION CARRIED. DEPUTY MAYOR BROWN REITERATED HIS PREVIOUS MOTION AND SAID, "I WILL MAKE THE MOTION AGAIN TO ADOPT THE RESOLUTION (NUMBER 2010 -40)." MOTION BY DEPUTY MAYOR BROWN. SECONDED BY COMMISSIONER KREBS. DISCUSSION. VOTE: (TO ADOPT RESOLUTION NUMBER 2010 -40) DEPUTY MAYOR BROWN: AYE COMMISSIONER HOVEY: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER BONNER: AYE COMMISSIONER KREBS: AYE MOTION CARRIED. Mayor Bush then stated that the Workshop was open again. REGULAR AGENDA REGULAR 600. Office Of The City Manager REQUEST: Requesting The City Commission Discuss Their Evaluations Of The City Manager And Also Consider The Results Of The Requested 360 Review Completed By Key Staff, As Attached. FISCAL IMPACT: No Funding Is Requested As Part Of This Agenda Item. COMMUNICATION EFFORTS: This Has Been Distributed To The Mayor And Commission, City Attorney, Department Directors; And Provided To All Entities Through The Clerk's Posting Process. RECOMMENDATION: The City Manager Is Requesting The Mayor And City Commission Discuss The Results Of Their Individual Evaluations Of The City Manager And To Also Consider The Attached 360 Review Completed By Key Staff. Manager Smith spoke of the submitted Evaluation and the 360 Review. Regarding the 360 Review, Manager Smith stated, "The Commission when we last spoke, had discussed or expressed a desire that we engage our Staff in this Evaluation project; so I took the approach in consultation with our Department Heads to take what I consider the classic 360 approach that I know many of you are familiar with, one (1) level up, one (1) level down. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 5 OF 8 In doing that though, I will share with you that the thought process that I had was rather than just go to the Department Heads, our seven (7) Department Heads, I thought it might be appropriate to just get some feedback from some mid -level Managers or others than Department Heads, so with that thought process in mind, I asked each of the Directors to select two (2) of their mid -level Managers, no more than two (2), purely at their discretion to complete this survey; so that resulted in eighteen (18) individuals completing the surveys, seven (7) obviously are Department Heads, and eleven (11) are mid -level Managers." Continuing, Manager Smith explained, `The actual survey was created by your Department Heads during Staff Meeting. I did not create the survey. We created it amongst ourselves using a lot of the questions that were in Commission survey; some others that Department Heads brought forward on their own." With further discussion, Manager Smith mentioned that some of the bar graphs in the original packet were incorrect, and that the revised packet should be used. Commissioner McGinnis asked how many were employed at the City. Brief comments. Commissioner Krebs said to Manager Smith, "You have put us at a level — where — everything you do, that is what we expect you to do - and if you could do better, I don't know how." Commissioner Krebs added, "You get me what I want, when I need it." Discussion followed on metrics and that "Exceeds" is "Outstanding ". Manager Smith suggested, "That could be one thing we could change - we could just have three (3) categories, `Meets', `Exceeds', or `Below'; or `Meets', `Outstanding', or `Needs improvement'. We can narrow that down to three (3). That's something we could look at." Deputy Mayor Brown remarked, "I like a 360 - in any organization, or especially when you start getting into the hundreds of employees, the way that we do, when you go beyond one (1) up and one (1) down, I wonder if you don't start to bring in false negatives along the way. Because I wouldn't expect the Executive of an organization to have that personal one on one, let me fill you in on what is happening with all the subordinates below your Department Heads; that is really their job. And I think by going beyond that there may be some — as good as this is, there may be some false low readings because those folks wouldn't normally in a normal company they wouldn't have that relationship with their Bosses' Boss anyway." Commissioner Krebs added, "Agreed." With further discussion on the 360 Review, Manager Smith said, "Maybe it - shouldn't have been part of this Evaluation, it should have been the classic 360 and then maybe I should have took that as a feedback, suggestion type survey." Commissioner Sally McGinnis thought this was a fine start and that it could be refined in time. Mayor Bush suggested that the pages in the 360 Review should be numbered. Commissioner Bonner also thought this was a good beginning, and stated, "In your first short time of tenure here, you have achieved a change amongst your direct reports that is indicative of the direction that I was hoping for under your leadership. It looks like the opportunity is for that change and that spirit of change to now percolate into the balance of the organization." With further comments, Commissioner Bonner noted, "I look forward to the evolution of this process so that we add a feedback tool where you and we could benefit from direct feedback from the citizens. I think it would be terrific as an evolution again for you to add in some of that citizen feedback that could give us the ultimate reading that we are looking for really — what do the customers think — so, this is a great start and I applaud you for taking this directionally and I just encourage you to go further, keep going." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — AUGUST 16, 2010 PAGE 6 OF 8 Manager Smith commented, "The approach that we took with the 360 survey was to utilize `SharePoint' through our I.T. (Information Technology) system in a survey type mechanism. The benefit from that is we easily now adapt that to a citizen type survey on our Website, so we are taking those `Baby steps' in that direction." Commissioner Krebs then pointed out, "I echo Gary's (Bonner) comments, most of Gary's (Bonner) comments. What I do feel though is that this evaluation survey, when I do it myself is going to be between you and me in your office" as everyone relates differently. "I personally will be scheduling time with you at the appropriate time so that we could go over this; and if I have any questions, you can also answer them at that time. And I would appreciate it if you send this out to your employees again, that you include that so we can look at it as well, and then we can discuss it." Commissioner McGinnis thought that each page should have the date on it. Discussion followed on skip levels, anonymity, related comments, and that this was an evolutionary process. Mayor Bush stated, "I have been Mayor eleven (11) years - Kevin (Smith) has done an outstanding job..." Commissioner Krebs added, "...Yes..." Deputy Mayor Brown verbally agreed also. Mayor Bush continued, "...As a City Manager! I thought at our last Commission Meeting how fortunate the City is to have Kevin (Smith) leading the City's employees." Mayor Bush then said to Manager Smith, "I applaud you for putting the comment in there." Next, Commissioner Bonner remarked, "This is either news, and great, I enjoyed reading it or it is the input to an action plan and so one of the things that I am interested in hearing is what are you going to do with the feedback, what is the action plan; directionally, what are your thoughts about acting on that so that when we get to this moment in time next year, we are not sitting here going `Okay, how is the newspaper this year ?' and — `Why didn't anything happen'. So, it is really about the action that comes from the knowledge so I look forward to hearing from you on that." Commissioner Krebs then commented on the City Manager "Leading by example." Mayor Bush added, "I am extremely pleased with the job Kevin (Smith) is doing." As to what next, Manager Smith explained, "There is no further action required unless the Commission needs me to do something further." Commissioner McGinnis commented, "I do like Commissioner Krebs' idea with meeting one on one." Furthermore, Commissioner McGinnis remarked, "I would like to meet with you too." Mayor Bush - asked the City Commission, "When is the Commission going to evaluate Kevin (Smith)? Are you going to set up the one on ones — what is the plan, or do you just want to let Kevin (Smith) know on your own ?" Commissioner McGinnis stated, "Yes, I would like to meet one on one." Commissioner Bonner noted, "I think we should have some formal process that provides the Manager some sort of a rating." Discussion. Tape 1 /Side B With further comments, Commissioner Bonner suggested, "We decide that we are going to reconvene on this after some amount of time has transpired, allowing each of us to have our individual one on ones" and then possibly summarize the scores. CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP - AUGUST 16, 2010 PAGE 7 OF 8 Commissioner Krebs spoke of her concern with "Points" and such possibly being misconstrued in the public record; and then said, "I am struggling with that right now. Not to say I don't think we should have a rating." Mayor Bush added, "I think Commissioner Krebs has a good point about the number situation." Commissioner McGinnis added. "I agree." Mayor Bush then commented on Medical School Evaluations being done by writing a paragraph or more and suggested, "You might identify the things like Communication, Finance — and then each of you would write your own statement about it." Commissioner McGinnis said, "I like that." Commissioner Krebs remarked, "I like that better." No objections were voiced. Mayor Bush summarized, "You can think about it and I guess we can decide finally at a Meeting when you can take a Vote on how you want to do it." Manager Smith then mentioned that "I would think that some level of feedback would probably be a good idea." In other City business, the City's presentation for the upcoming Florida League of Cities Annual Conference was discussed next. Mayor Bush said, "Kevin (Smith) and I looked at it together. I don't know if the rest of you have looked at it and of course Kevin (Smith) did this - it is an excellent presentation and by the way - Kevin (Smith) does an excellent job of talking about it too." Manager Smith then said that they would go through the presentation quickly and "Think about maybe which areas — the Mayor will take the lead on, think about which areas we may want to divvy this up; again, we want to take that team approach in my opinion." In reviewing the City's presentation, the following suggestions were made: that a better picture of the Message Board be used; on the "Fiscal Transparency Techniques" page, add Monthly Department Reports; on the "Police Dept. Community Outreach" slide, note that Officers teach Driver's Education; on the "Recreation Activities" page, mention Lightning Sensors; on the "Public Works Projects" page, that the name boxes were too small. It was also suggested that the Citizens on Patrol Program and the Citizen's Police Academy also be referenced during the PowerPoint Presentation. Commissioner Bonner added, "Isn't there our direction for the Citizen's Academy for the whole City ?" Manager Smith responded, "It's on the Strategic Plan; it's on the to -do list and I need to get that rolling." On the "Other Tools" slide, Manager Smith stated, "This is just a catch -all. There are a couple tools. I think I need to add a few more." Upon further review of the City's presentation and related to the "Results" page, Manager Smith_ mentioned that he meant to write, "We don't always hit a home run" and that he would make that change. Additionally, Commissioner McGinnis suggested "Tree City" be used and noted that "We have an Arborist who is a really wonderful Ambassador throughout the City, meeting individually with citizens." Discussion followed on the Mayor involving the City Commission during the Presentation at the Florida League of Cities Annual Conference. Mayor Bush also suggested, "On the Police Academy, I might call on Commissioner Bonner to make some comments. The Lock Box, Commissioner Krebs." CITY OF WINTER SPRINGS, FLORIDA MINUTES CITY COMMISSION WORKSHOP — AUGUST 16, 2010 PAGE 8 OF 8 Commissioner McGinnis stated, "Good job!" Commissioner Bonner commented on the "What's Next ?" page and suggested our expansion of the Citizen's Academy be noted. Next, Mayor Bush thought that at the end of the Presentation he might recognize Manager Smith and that Manager Smith could mention some of the upcoming projects. Manager Smith stated, "Actually I was just going to put a slide in there." Mayor Bush then asked if Manager Smith would assist with forwarding the slides during the Presentation. Manager Smith responded, "I'll be happy to do that." Mayor Bush also added, "Number the slides." Further discussion. Lastly, Mayor Bush asked for copy of the PowerPoint Presentation as soon as it was completed, preferably tomorrow, Tuesday, August 17, 2010. ADJOURNMENT Mayor Bush adjourned the Workshop at 8:31 p.m. RESPECTFULLY SUBMITTED: A7717 LORENZO - LUACES, MMC CI CLERK APPROVED: ek • ( 5 ,0 4 MA '' ' JOHN F. BUSH NOTE: These Minutes were approved at the September 13, 2010 City Commission Regular Meeting.