Duties of the White Springs Town Manager by Charter (Not the Council’s duties)

SECTION 3.01 Appointment; Qualifications/ Compensation

The Town Council by a majority vote of its total membership shall appoint a town Manager with the town Manager and town council entering into a mutually acceptable written agreement for the services of the Town Manager. This agreement may specify the terms, conditions and benefits of the appointment. The Town Manager shall be appointed solely on the basis of executive and administrative qualifications. The manager need not be a resident of the Town or the state of Florida at the time of appointment and may reside outside the town while in office with the approval of the council.

SECTION 3.02 Powers and Duties of the Town Manager of White Springs, FL (Per the Town Charter)
The Town Manager shall be the chief administrative officer of the Town, responsible to the Council for the administration of all Town affairs placed in the Manager’s charge by or under this Charter.

(a) Shall Appoint, and when he or she deems it necessary for the good of the Town, suspend or remove the Town employees and appoint administrative officers provided for by or under this Charter, except as otherwise provided by law, this Charter or personnel rules adopted pursuant to this Charter. He or She may authorize any administrative officers who are subject to his or her direction and supervision to exercise these powers with respect to subordinates in that officer’s department, office or agency.
(b) Shall Direct and supervise the administration of all departments, offices and agencies of the Town, except otherwise provided by this Charter or by law.
(c) Shall attend all Town Council meetings. The Town Manager shall have the right to take part in the discussion but shall not vote;
(d) Shall see that all the laws, provisions of this charter and acts of the Town Council, subject to enforcement by the Town Manager or by officers subject to the Manager’s direction and supervision are faithfully executed.
(e) Prepare and submit the annual budget and capital program to the Town Council;
(f) Shall submit to the Town Council and make available to the public a complete report on the finances and administrative activities of the Town as of the end of each fiscal year; The Town Manager shall submit the budget for the ensuing fiscal year in accordance with general law.
(g) Make such other reports as the town council may require concerning the operation of town departments, offices and agencies subject to the town Manager’s direction and supervision.
(h) Keep the Town Council fully advised as to the financial condition and future needs of the Town by providing a financial and budget progress report at each regular Council Meeting.
(i) Make recommendations to the Town Council concerning the affairs of the Town and all agenda items;
(j) Provide staff support services for the Mayor and Council members.

(k) Shall be the purchasing agent of the Town for the purchase of all supplies and equipment in accordance with the approved Town Budget and shall also conduct all sales of surplus Town owned, seized or forfeited personal property which the Town Council may authorize to be sold as having become unnecessary or unfit to the Town’s use. All purchase and sales shall conform to such regulations as the Town Council may from time to time prescribe and shall allow for competition. These restrictions, limitations or criteria on this authority shall be established by ordinance, including but not limited to bidding requirements.

(l) Shall make such recommendations to the Council as the Manager deems necessary or expedient in the interest of the Town relating to the adoption of ordinances and resolutions. Provided, that nothing herein contained shall prevent the Town Council in the exercise of its legislative functions and powers from calling into consultation the boards or departments and other officers and employees of the Town wherever, in the judgment of the Council, it may be necessary. Neither the Council nor any Council Member shall interfere with the conduct of any department head, officer or employee in the discharge of his or her duties.

(m) Shall perform such other duties as are specified in this Charter or may be required by the Town Council.

SECTION 3.03 Absence or disability of town Manager
By letter filed with the town clerk, the town Manager shall designate a town officer to exercise the powers and perform the duties of town Manager during the Manager’s temporary absence or disability. The town Council may revoke such designation at any time and appoint another officer of the town to serve until the town Manager returns.

SECTION 3.04 Removal
The Town Manager may be suspended by a resolution approved by the majority of the total membership of the town council which shall set forth the reasons for suspension and proposed removal. A copy of such resolution shall be served immediately upon the town Manager by registered mail. The town Manager shall have fifteen (15) days in which to reply thereto in writing and upon request, shall be afforded a public hearing which shall be convened by the town council if not earlier than ten (10) days, no later than fifteen (15) days after such hearing is requested. After the public hearing, if one is requested and after full consideration, the town council by a four-fifths vote of the total membership may adopt a final resolution of removal. The town Manager shall continue to receive full salary until the effective date of a final resolution of removal.

SECTION 3.05 Supervision of Departments
Except as otherwise provided in the charter, or by general law, the Town Manager shall be responsible for the supervision and direction of all departments, agencies, or officers of the Town. All departments, officers and agencies under the direction and supervision of the Manager shall be administered by an officer appointed by and subject to the direction and supervision of the Manager. With the consent of the town council, the Manager may serve as the head of one (1) or more departments, offices or agencies or may appoint one (1) person as the head of two (2) or more of them.

SECTION 3.06 Personnel system
All appointments and promotions of town officers except those specifically exempted by ordinance shall be made solely on the basis of merit and fitness demonstrated by elimination or other evidence of competence and to the end, the council shall, by resolution, establish personnel procedures and policies.

Article V Administrative departments

Section 5.09 Personnel Manager
The Personnel Manual will be updated and maintained under the direction of the Town Manager. All provisions of any personnel ordinance or administrative regulations adopted by the town council at any time, shall apply to all department heads, the town clerk, the Police Chief and the Fire Chief and all other employees. If conflicting guidelines or policies occur between the Personnel Manual and this Charter, then this Charter shall take precedence.

SECTION 5.10 Revision of Departmental Powers
The Town Council may by ordinance create additional departments or positions or dissolve existing departments or positions by a 4/5 vote where necessary for the efficient operation of t he town.

Article VI. Finance and Taxation

SECTION 6.02 Long Term capital Projections
(a) Submission for the Town Council, at least three (3) Months prior t the beginning of the fiscal year, the town Manager shall after consulting with the head planning agency, prepare and submit to the town council a proposed five (5) year capital program which shall be in accordance with the comprehensive Plan.
(b) Content. The Program shall include (1) a clear summary of its contents (2) A list of all capital improvements which are proposed to be undertaken during the next five (5) years with appropriate supporting information as to the necessity for and benefits to the public resulting from such improvements (3) cost estimates, methods of financing and recommended time schedules for each such improvement (4) The estimated annual cost of operating and maintaining the facilities to be constructed or acquired
(c) Capital Program. The capital program shall be revised and extended each year with regard to capital improvements still pending or in process of construction or acquisition.

SECTION 6.03 submission of budget
The Town Manager shall submit the budget for the ensuing fiscal year in accordance with general law.

SECTION 6.04 Budget Message
The Town Manager’s message shall explain the proposed budget both in fiscal terms and in terms of capital programs. It shall outline the proposed financial policies of the town for the ensuing fiscal year, describe the important features of the proposed budget expenditures and revenues together with the reasons for such changes, summarize the town’s debt position and include such other material as the Town Manager deems necessary and proper.
SECTION 6.05 Budget Message
The Town Manager’s message shall explain the proposed budget both in fiscal terms and in terms of capital programs. It shall outline the proposed financial policies of the Town for the ensuing fiscal year, describe the important features of the proposed budget, expenditures, and revenues together with the reason for such changes, summarize the Town’s debt position and include such other material as the Town Manager deems necessary and proper.
SECTION 6.09 Administration of the budget
(a) Budget reports. It shall be the duty of the town Manager to review such reports with the department heads and to advise or be advised of any allotment which is in danger of being exceeded. This budget report review must take place at least once each quarter.
(b) Payments and obligations:
1. Sufficiency of funds. No payment shall be made or obligations incurred unless sufficient funds are or will be available to cover the obligations when it becomes due
2. Violations: Authorization of payment or incurring of an obligation in violation of this subsection or any payment so made is illegal. Such actions shall be good cause for removal of any official who knowingly authorized or made payment or incurred such an obligation and that official shall be personally liable to the town for any amount so paid,
3. Out of fiscal Period Payments. Contracts or leases provided for payment beyond the end of the fiscal year must be approved by motion, resolution or ordinance passed by the town council.
4. Signatures. All town checks shall be cosigned by the town Manager and the town clerk. In the absence of either, the Mayor or vice Mayor shall be cosigners.

Section 8.03 comprehensive Land Use Plan Committee
The town shall prepare a comprehensive Land Use Plan which shall be in compliance with general law. The Comprehensive Land Use Plan when approved by the town council shall serve as the town’s long term growth and expansion control plan. From time to time in accordance with general law or when deemed necessary, the town council shall appoint a five (5) person committee to review and modify the comprehensive Land Use Plan. The town Manager shall chair the committee. The other four (4) members shall be the electors of the town. This committee may utilize the services of professional land use planners to accomplish these tasks as necessary.

SECTION 6.07 Budget amendments Post adoption:
(a) Emergency appropriations to meet a public emergency affecting, life, health, property or public peace, the town council may make emergency appropriations. These appropriations may be made by emergency ordinances. If there are no available unappropriated revenues to meet the appropriations, the town council may, by emergency ordinance, authorize the issuance of emergency notes. Emergency notes and any renewal thereof shall have provisions in the succeeding budget for repayment unless repaid within the current fiscal period.

(b) Reduction of appropriations: If at any time during the fiscal year, it appears to the Town Manager that revenues appropriated will be insufficient, he or she shall report to the Council without delay indicating the estimated amount of the deficit. The Town Manager shall suggest remedial action to be taken and recommend to the Town Council such other steps needed to reduce the deficit. The Town Council shall take further action to prevent or minimize a deficit and for that purpose may, by motion, reduce one (1) or more appropriations.

(c) Transfer of appropriation. Should the responsible department head need to transfer part or all of any unrestricted or unencumbered appropriations among line items within that department, he or she may do so or one (1) department may transfer appropriations to another department with the Town Manager’s approval. Any surplus funds, other than funds restricted or encumbered, remaining in any account at the end of the year shall be treated as a general fund carryover and shall not be retained in any specific account or departmental fund.

ITEMS FROM THE CHARTER WHICH MAY HAVE BEEN DUPLICATED ABOVE
By letter filed with the Town Clerk, the Town Manager shall designate a Town officer to exercise the powers and perform the duties of Town Manager during the Manager’s temporary absence or disability. The Town Council may revoke such designation at any time and appoint another officer of the Town to serve until the Town Manager returns
The Town Manager may be suspended by a resolution approved by the majority of the total membership of the Town Council which shall set forth the reasons for suspension and proposed removal. ) A copy of such resolution shall be served immediately upon the Town Manager by registered mail. The Town Manager shall have fifteen (15) days IN WHICH TO REPLY THERETO IN WRITING AND UPON REQUEST, SHALL BE AFFORDED A PUBLIC HEARING WHICH SHALL BE CONVENED BY THE Town Council not earlier than ten (10) days, no later than fifteen (15) days after such hearing is requested. After the public hearing, if one is requested and after full consideration, the Town Council by a four-fifths vote of its total membership may adopt a final resolution of removal. The Town Manager shall continue to receive full salary until the effective date of a final resolution of removal.

Shall be responsible for the supervision and direction of all departments, agencies or officers of the Town. All departments, offices and agencies under the direction and supervision of the Manager shall be administered by an officer appointed by and subject to the direction and supervision of the Manager. With the consent of the Town Council, the Manager may serve as the head of one (1) or more departments, offices or agencies or may appoint one (1) person as the head of two (2) or more of them.

All appointments and promotions of Town officers, except those specifically exempted by ordinance shall be made solely on the basis of merit and fitness demonstrated by examination or other evidence of competence and to this end, the Council shall by resolution, establish personnel procedures and policies.

The Manager shall develop and keep current an Administrative code for the purpose of implementing ordinances passed by the Town Council.

From the TOWN OF WHITE SPRINGS PERSONNEL POLICY AND PROCEDURES MANUAL

E. ANNUAL LEAVE

Annual leave is provided for the purpose of rest, recreation, time with family, travel and other forms of renewal by getting away from the job. It also enables employees to take care of other time consuming personal matters which may arise from time to time. Annual leave is not intended as a substitute for regular on-time attendance and will not be approved by supervisors to make up for habitual lateness. Regular full-time employees shall be entitled to earn and accrue annual leave.

Credits for annual leave shall be allowed on the following basis.
• Eight (8) hours per calendar month effective upon employment.
• Ten (10) hours per calendar month after completion of five (5) years service
• Twelve (12) hours per calendar month after completion of ten (10) years service
Annual leave may be accumulated as stated above, but may not exceed thirty (30) days or two hundred forty (240) hours unless approved in writing by the town Manager.

During the initial month of employment, annual leave will accrue at one quarter of the regular monthly rate for each 40 hours of work. For example, an employee earning 8 hours per month would receive two (2) hours leave for each week of service during the first month.

During the probation period, employees may accrue annual leave, but it is not available for use until after six (6) months. Should probation be extended beyond the initial six months, annual leave will be available to the employee upon approval from the department Head?
1. Request for Leave.
A request for annual leave shall be submitted to the employee’s immediate supervisor on the official “leave request” form. Annual leave of four (4) days or more should be requested as soon as possible; but not less than thirty (30) days in advance. Leave may be taken only after approval of the department head. Consideration of all requests will be made on a timely basis.
2. Duration of Leave
Annual leave shall be limited to thirty (30) consecutive calendar days unless approved in advance of the town manager.

F. SICK LEAVE
All full time employees will accrue sick leave on the following basis:
• Eight (8) hours per calendar month effective upon employment.
• Ten (10) hours per calendar month after completion of five (5) years service
• Twelve (12) hours per calendar month after completion of ten (10) years service
During the initial month of employment, sick leave accrual will be based upon one quarter of the annual rate for 40 hours of work (two hours per week).

1. Use of Sick Leave
Illness, debilitating injury, pregnancy, childbirth, adoption, medical, visual or dental appointments and care for employee’s immediate family are valid uses of sick leave. An employee on annual leave is allow to convert such sick leave to sick leave when the employee becomes ill or injured and proper documentation is submitted to Human resources.
When requesting sick leave for immediate family illness, the person who is ill or injured, as well as the general nature of the illness or injury must be identified.
2. Request for sick Leave
An employee who is to be absent from work and wishes to request sick leave shall submit a “leave request” form, in advance when possible. Otherwise, the employee shall notify his or her supervisor prior to the beginning of the scheduled work time. Upon returning to work, the employee shall immediately submit to the supervisor an official “leave request” form. Failure to do so may result in a loss of pay for the absence. A supervisor may require a medical statement from a physician for use of sick leave when a pattern of abuse is indicated.

4. Payment of Sick Leave Upon separation from the Town
Employees who separate from the town shall be paid for all accrued sick leave up to 240 hours. No payment will be made on sick leave accrued above 240 hours. Existing employees who have accrued in excess of 240 hours of sick leave at the date of the adoption of this policy shall negotiate with the Town on a case by case basis to reach an agreement considering possible buy-out of excess leave or other resolution as deemed appropriate by both parties and in the best interest of the Town of White Springs.

L. Family Medical Leave act (FMLA)
In accordance with the Family and Medical Leave act of 1993, eligible town employees are entitled to extended leave without pay under specified conditions. Depending upon the reason, employees may elect to substitute their accrued annual compensatory or sick leave for any part of the twelve weeks of leave granted under the act.

4. Benefits while on FMLA leave
Employees will retain all accrued benefits while on FMLA leave. No sick or annual leave will accrue during FMLA leave without pay. Health plan coverage will be maintained by the town to the extent they are provided prior to the FMLA leave. Provisions for the collection of employee distributions to health plan coverage shall be made on an individual basis.
• Medical Leave under the Federal Medical Leave Act:
Under the FMLA, you are entitled to time away from your workplace for certain health-related situations. Although you are not entitled to receive your pay during this time of absence, your job is protected and health insurance benefits must generally continue. Under the FMLA, you are entitled to take 12 weeks of unpaid leave during a twelve-month period for: A serious health condition that makes you unable to perform your job

C. SAFETY
The following rules must be observed at all times -12-
1. No alcohol or drugs will be used on the job at any time
2. Report all job accidents in the same day the accident happens
3. Obtain authorization from your supervisor for all non-emergency treatments for accidents
4. Wear seat belts at all times in town vehicles
5. Keep the area where you work neat and clean at all times.
………….
5. Unauthorized absence -14 –
An absence of an employee from duty, including any absence for a single day or part of a day that is not authorized by a specific grant of leave of absence under the provisions of this policy, shall be deemed an unauthorized absence. Any such absence shall be without pay and may result in disciplinary action up to and including termination.

P. Substance abuse

The use, sale, dispensing or possession of illegal drugs, narcotics and alcoholic beverages are prohibited on town premises. Appropriate disciplinary action will be taken against employees who are in possession of or under the influence of alcohol or illegal drugs while on town premises up to and including termination.

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