Policy and Personnel Committee Meeting

March 17, 2016 UNAPPROVED Minutes

Day/date/time:                        Thursday, March 17, 2016, 7:12 pm

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

WSWMD staff present:          

Board of Supervisors attendees:                         Visitor attendees:


Tonight’s agenda:

1. Agenda Additions/Changes None

2. Approval of Minutes – February 18, 2016  Approved, one modification: remove V. Hayes and K.Benoit as attendees.

3. Continued a in-depth discussion regarding these items and questions pertaining to policies in the Personnel Handbook. Most of these questions require a meeting with the staff – executive director Bob Spencer and administrative assistant Vicki Hayes.

  1. The consensus of the committee is to look at the entire benefits package being offered to employees.
  1. Continue retirement fund SEP discussion:

How is the employee advised regarding their choice of investments?

WHAT payment methods are available to the employee?

How does this interact with AFLAC (the additional insurance option)?

Is/How is SEP reported as a line item on a W-2? V.Hayes will research and report.

Is it a tax reporting requirement?  V.Hayes will research and report.

Can our payroll company handle this? V.Hayes will research and report.

Are the SEP retirement funds not taxable because taxes are only paid when the retirement funds are withdrawn?

Recommend to BoS: SET a time limit for employees to sign up for SEP; ex: must sign up within 90 days, after they’ve completed their 90-day probation period.

Should we continue with 5% contribution? The district’s financial status may determine if we can

continue this benefit.

  1. AFLAC discussion:   Can an employee have their entire SEP 5% invested at their bank, and have the additional insurance through AFLAC be a payroll deduction?

Questions for AFLAC or possibly Brattleboro finance manager John O’Connor: how do they handle employee payment of AFLAC ? Does AFLAC have any payment rules or requirements?

  1. VMERS (VT Municipal Employee Retirement System) is the retirement plan is offered by the state of VT to municipalities.

COST (yearly, when are these paid-monthly or quarterly) of these each of these benefits: V.Hayes will research and report.

  1. Review the scope of the Administrative Practices documentation.

Who maintains or has input, who has access?

Include the chart which clarifies part-time health benefits costs and how to calculate.

4. Executive session (if needed) None

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

M.Cherrier will call Bob Spencer and Vicki Hayes to confirm next daytime meeting time with the committee.

We could contact Paul Grandmaison about how he understood our SEP, and how that may affect the taxes on a W-2. Also discuss management practices and protocols for benefits. Who is the plan administrator?

J. Ameen will make calls to VLCT, VMERS, ICMA (International County Managers' Association) and report back.

6. Adjournment  8:04 pm

NOTE: the next Policy & Personnel committee meeting is Thursday 03/31/16 9 AM, pending confirmation with B. Spencer and V. Hayes.

Provided by Michelle Cherrier 03/24/16   WSWMD Policy Comm meeting UNAPPROVED minutes 03/17/16