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HomeMy Public PortalAbout20110505CCMinutes20110505 City Minutes Mayor Buelterman called the special meeting of the City Council to order at 5:20PM on Wednesday, May 5, 2011. Council members present were Mayor pro tem Shirley Sessions, Wanda Doyle, Bill Garbett, Frank Schuman, Sr., Kathryn Williams and Paul Wolff. Also present were City Manager Diane Schleicher and Jan LeViner, Acting Clerk of Council. Shirley Sessions had spoken with Dyanne Reese, City of Savannah’s Clerk of Council (COC), regarding how to advertise for the position of City Clerk. She feels that they should revamp the position with a more exacting job description and skill set. Dyanne Reese suggested that the key to finding the right person will be having a very explicit job description. Wanda Doyle feels it is important that the proposed candidate be certified. Mayor Buelterman asked the council what the timeline would be for the hiring process. Shirley Sessions said that if Janice Elliott could get the job posting out by Monday, May 9, 2011 and have it advertised for thirty (30) days. During this period the council needs to determine what the basic criteria is for the position as well as the salary range. This way the applicants could be rated as to qualifications. Shirley Sessions suggested that the job qualifications should state “preferred certified or in the process of being certified.” Mayor Buelterman agreed with Shirley Sessions and will check with Janice Elliott on the time frame for advertising the position. Shirley Sessions also spoke to Bubba Hughes regarding salary and whether the position would be salaried or hourly. Paul Wolff feels it should be a salaried position as the position requires more than forty (40) hours a week to do the job properly. Council needs to set the salary range as well. Wanda Doyle would like to have specific guidelines for the Interim/Acting Clerk of Council. Paul Wolff stated the Interim/Acting Clerk of Council needs to report to City Council and not to the City Manager. Mayor Buelterman asked Diane Schleicher how this was handled in the past when Jan LeViner held the Acting City Clerk position. Was there a certain number of hours or percentage of time that was dedicated to the administrative assistant position? She said that it was a 50/50 split. Paul Wolff stated that the City Council was in essence asking Jan LeViner to do two (2) part time jobs which would take 35-40 hours. Wanda Doyle asked if Jan LeViner would be doing open records requests or would the requests go to Bubba Hughes. She felt that it was not legal for anyone other than the city attorney to process these requests. Paul Wolff understands that any city employee can process the open records request. Wanda Doyle would like confirmation from Bubba Hughes on where the responsibility lies. Paul Wolff stated that the open records law reads the requester has to pay the rate of the lowest qualified staff person who can process the request. Mayor Buelterman asked the City Council and Diane Schleicher what they felt would be a workable split in hours for Jan LeViner. It was agreed that it would be at 30/10 split. Shirley Sessions told the City Council that she did check with Bubba Hughes to confirm that it was not against the Charter of Tybee Island to have Jan LeViner or the City Manager’s administrative assistant fill the position of Acting/interim Clerk of Council. Frank Schuman made a motion to appoint Jan LeViner as Acting/Interim Clerk of Council; 30 hours per week dedicated to the City Council and 10 hours per week dedicated to the City Manager. Duties would be based on guidelines from Bubba Hughes, City Attorney. Voting in favor of the motion was Shirley Session, Bill Garbett, Kathryn Williams, Frank Schuman and Wanda Doyle. Paul Wolff was not present for the vote as he had to leave due to a previous commitment. Wanda Doyle made a motion to adjourn. Bill Garbett seconded. The vote was unanimous.