Policy and Personnel Committee Meeting

February 18, 2016 UNAPPROVED Minutes

Day/date/time:                        Thursday, February 18, 2016, 7:05 PM

Committee members present: Nancy Meinhard, Jan Ameen, David Jones, Michelle Cherrier-Chair

WSWMD staff present:           Bob Spencer, Vicki Hayes, Kristen Benoit

Board of Supervisors attendees: none            Visitor attendees: none


Tonight’s agenda:

1. Agenda Additions/Changes none

2. Approval of Minutes – January 21, 2016

   Prior meeting minutes moved, seconded and approved.

3. Continued discussion regarding these items and questions pertaining to policies in the Personnel Handbook:

  1. Committee and staff discussed the Employee Orientation packet that is provided once a person is hired. The definition of who is the Board of Supervisors will be added to the packet, based on the description from the Supervisor Handbook.

Employees receive their own copy of the Personnel Handbook once they are hired. They can always inspect the most recent version by asking the office administrative assistant.

Employees are notified if there are updates to the Personnel Handbook by postings on the employee bulletin board. If there is a significant change, the executive director will call a meeting.

  1. Regarding the Pg. 15 Urgent Care Provider: this information provided in the new employee orientation paperwork packet. It is also posted on the employee bulletin board. The provider is not specifically named in the Personnel Handbook, as the first point of contact for any urgent care is the employee’s supervisor.
  2. SEP discussion: the employee retirement benefit has been 5% for as long as all the current employees have institutional memory.

The employee has the choice of which bank will invest their funds.

The frequency of payment into each employee’s account has been modified from time to time by the administrative assistant; it has been paid monthly, quarterly, biannually and annually. Vicki Hayes, our current administrative assistant has chosen to pay it quarterly

The waste district makes payments to each individual’s choice of bank, so there are multiple payees.

The calculation of the 5% benefits computed via a spreadsheet, not by the payroll company.

Next meeting items: make inquiries to the payroll company if they can make this calculation.

Also, what, if any, are the reporting requirements on the employee’s yearly W-2 statement of earnings? V.Hayes will research and report.

Open question for next meeting: must employee have SEP retirement fund in order to participate in AFLAC (additional insurance)? V.Hayes will research and report.

  1. Still an open item for general Board of Supervisors discussion: Should we continue with 5% SEP retirement contribution? Or should we modify based on our current financial status?
  2. There is another retirement plan, offered by the state of Vermont: VMERS VT Municipal Employee Retirement System. Further research is required for next meeting; assigned to M.Cherrier

Comp time had previously been provided by WSWMD rather than paying overtime; that practice has been discontinued, except for the above mentioned exempt employees.

4. Executive session (if needed)

Vote 1: is business detrimental to WSWMD to discuss in open, public meeting?         Vote 2: shall we enter executive session?

5. Other business as legally allowed

6. Adjournment  8:55 PM

NOTE: the next Policy & Personnel Committee Meeting is March 17, 2016 at 7 PM

Provided by Michelle Cherrier 03/14/16       WSWMD Policy Comm meeting DRAFT agenda 02/18/16.docx