Policy and Personnel Committee Meeting

May 5, 2016 UNAPPROVED Minutes

Day/date/time:                        Thursday, May 5, 2016 Called to order 7:10 p.m.

Committee members present: Nancy Meinhard-Wardsboro, Jan Ameen-Westminster, David Jones-Brookline, Michelle Cherrier-Chair-Dummerston, Tony Gordon-Marlboro

WSWMD staff present:           Bob Spencer

Board of Supervisors attendees: None                 Visitor attendees: None


Tonight’s agenda:  

1. Agenda Additions/Changes

   Welcome to new committee member Tony Gordon. Motion made and approved to have M.Cherrier be chair

   of the committee.

   For next meeting discussion: the ANR Vermont state DEC audit recommends that written policies be


2. Approval of Minutes – March 17, 2016, April 21, 2016

   Minutes approved for 03/17/16; there was no quorum on 04/21/16, so there are no minutes.

3. WHO is considered our company benefits administrator? The office manager/bookkeeper Vicki Hayes

4. Continue discussion regarding these items and questions pertaining to policies in the Personnel Handbook:

  1. Continue retirement fund SEP discussion:
  • How is the employee advised regarding their choice of investments? They are given information during their new employee orientation. They are advised to contact the bank of their choice with whom to open a SEP-type retirement account.
  • WHAT payment methods are available to the employee? Employee does not pay into their SEP account; as the employer WSWMD pays a defined percentage into the employee’s SEP account.
  • How does this interact with AFLAC (the additional insurance option)? This subject will be discussed with the full board of supervisors at the next board meeting.
  • Is/How is SEP reported as a line item on a W-2? Per V.Hayes-the amount paid into the employee’s SEP fund is not required to be reported to the IRS. However, WSWMD must have it marked on the employees W-2; box 13 must be checked off.
  • Is it a tax reporting requirement? Per V.Hayes-No.
  • Can our payroll company handle this? Per V.Hayes-Yes. She will provide a list of employees who have a SEP account. At this time, all employees are participating.
  • Are the SEP retirement funds not taxable because taxes are only paid when the retirement funds are withdrawn? Correct. SEP funds are not taxable until withdrawal.
  • This committee will insert wording in the personnel handbook for 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? Or perhaps lower our contribution during low revenue years? This item has been referred to the finance committee.
  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?

This subject has been added to the May 2016 board of supervisors meeting agenda.

  1. What is the retirement plan is offered by the state of VT to municipalities? VMERS (VT Municipal Employee Retirement System). The committee does not recommend changing retirement plans at this time.
  • COST (yearly) of each of these benefits: See V.Hayes report.
  1. Review the scope of the Administrative Practices documentation.
  • Who maintains or has input, who has access? Initial work has been done by this committee. Additions will be made as necessary. The office manager-bookkeeper will also add information as necessary. The documentation will include the chart which clarifies part-time health benefits costs and how to calculate.

5. Executive session (if needed) No

Vote 1: is business detrimental to WSWMD to discuss in open, public meeting?        

Vote 2: shall we enter executive session?

6. Other business as legally allowed None

7. Adjournment  8:50 p.m.

NOTE: the next Policy & Personnel committee meeting is Thursday 06/16/16 at 7:00 p.m.

Provided by Michelle Cherrier 05/12/16      

WSWMD Policy Comm meeting unapp minutes 5/05/16.docx