TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Discussion Regarding Administrative Safeguards for Permit Processing and Development Services Interactions Involving Elected Officials and Related Parties.
Recommended Action
No action requested. This item is for discussion and transparency purposes only.
City Commission Options
Option 1: Receive the information as presented.
• Pros: Promotes transparency, protects staff from allegations of favoritism or retaliation, and reinforces adherence to ethical and procedural safeguards.
• Cons: May surface concerns regarding City Commissioner conduct that requires further clarification outside this discussion.
Option 2: Provide direction to the City Manager regarding any additional administrative safeguards.
• Pros: Allows the Commission to formally affirm its commitment to ethical boundaries and operational integrity.
• Cons: May require additional policy review or legal consultation.
Background Information
The City Manager’s Office has become aware of recent interactions within the Development Services Department involving a private contractor who holds a contractor’s license within the City and is also an elected member of the North Port City Commission.
The contractor’s professional activities require the routine submission of permit applications and related documentation. In several instances, paperwork submitted has included the Commissioner’s name and/or their name has been presented by associates or family members representing work associated with the Commissioner.
During a recent interaction at the Development Services Building counter, a disagreement occurred between staff and an engineer representing a project associated with the Commissioner. Staff reported that the Commissioner’s name was referenced during the exchange. The engineer denied that assertion. As a result of the conflicting accounts, the City Manager is implementing procedural safeguards to protect employees from potential “he said / she said” disputes and to ensure no perception of fear, favor, or preferential treatment exists.
Additionally, there was a separate instance involving the Commissioner’s brother appearing on City property at Warm Mineral Springs to perform work and referenced the Commissioner’s direction after staff had previously communicated restrictions regarding such activity.
To protect both the organization and the Commission from allegations of improper influence, the following administrative safeguards are being implemented:
Ø Dual-Staff Interaction Protocol: Any future in-person interactions within Development Services involving the engineer referenced above, the Commissioner’s business, or related parties, will have at least two City employees present.
Ø Documentation Requirement: All interactions will be documented contemporaneously in writing.
Ø Commission Transparency Notification: When permit applications or development paperwork is submitted bearing any Commissioner’s name, the City Manager will notify the full Commission to ensure transparency and avoid any future allegations of preferential processing.
Ø Strict Procedural Neutrality: All submissions will continue to be processed in accordance with standard timelines and procedures applicable to all contractors.
This agenda item is not intended to seek Commission action or make findings regarding misconduct. It is presented to ensure transparency, to protect City employees from perceived pressure, and to safeguard the integrity of City operations.
Strategic Plan Pillar
Good Governance.
Financial Impact
Not applicable.
Procurement
Not applicable.
Attachments:
1. Relevant Email Correspondence
Prepared by: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
Department Director: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager