HomeMy WebLinkAboutPC Minutes 2002Final Final Final
Town of Ithaca Personnel Committee Meeting
February 13,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman William Burbank;
Dani Holford,Senior Typist
Absent:Councilman William Lesser;Larry Salmi,Heavy Equipment Operator
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Larry Parlett,Administrative Manager,SCLIWC;
Stanley Schrier,Laborer;Cindy Wasleff,Court Clerk
Call to order:12:08 p.m.
Agenda Item #2:Review of minutes of November 28,2001 meeting.
Approved as read.
Agenda Item #3:Persons to be heard:
Mrs.Drake explained that additional members maybe added to the
committee;an additional employee from Highway and one from Town Hall as
chosen by the employees.
Agenda Item #4:Review Conference/Seminar and Credit Course Policy:
Courses taken through Tompkins-Cortland Community College (TC3)are
currently $105 per credit hour.
Mr.Parlett gave a brief description of Bolton Point’s policy.If a class
helps on the job they will pay.But they will not pay toward a degree program (i.e.
will not pay for non-job related elective courses).
Supervisor Valentino put forth what she believes may be good policy.
Town would pay 50%per credit hour -not to exceed a predetermined number of
credits per year,employee must receive'a passing grade,have been employed
with the Town at least a year,class should be taken outside working hours if
possible,if not available employee could flex.Need department head approval
and if amount exceeds $300.00 would require Town Board approval.
Councilman Burbank supports but would like to know the interest of
employees.Bigger commitment for job related versus personal enrichment.
1
Final Final Final
The consensus of the committee is not to pay a percent based on grade
received and not to pay for travel time.
Mrs.Drake will draft some sample policies.
Agenda Item #5:Review Mileage Reimbursement Policy:
Discussed paying for within county mileage.Supervisor Valentino
commented that for exempt personnel,travel in the local area in personal car
without reimbursement is part of job.But it is not an expectation for an hourly
employee and could be burdensome.Mrs.Drake disagreed and felt it was
burdensome for all employees regardless of job level.
There was discussion around Stanley Schrier as he is required to drive to
Warren Road to do crossing twice a day and down to the Public Works Facility
once a week to clean.
Bolton Point use to pay mileage reimbursement on a monthly basis.
Paying mileage has not been a real issue since there is usually a Bolton Point
vehicle available,but if not,mileage would be paid.
Need to find out what other municipalities have as a policy for mileage for
local (around)county travel.
Adjourned:1:00 p.m.
2
Final Final ARCHIVE COPY Final
Town of Ithaca Personnel Committee Meeting
April 10,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman Will Burbank;
Dani Holford,Senior Typist;Larry Salmi,Heavy Equipment Operator;
Don TenKate,Working Supervisor
Absent:Councilman William Lesser;Cindy Wasleff,Court Clerk
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison and Larry Parlett,SCLIWC
Call to order:12:00 p.m.
Agenda Item #2:Review of minutes of March 13,2002 meeting.
Approved as read.
Agenda Item #3:Persons to be heard:None
Agenda Item #4:Follow up on Town Board discussion on Credit Course
Policy:
Changes from draft that was discussed by the Town Board and Personnel
Committee:
(1)Town will pay tuition up front instead of reimbursing employee.
(2)Employee would have to reimburse the Town if they are unable to attend (and
can’t receive refund)or don’t receive a “C”grade or better.
(3)Employee has to commit to six (6)months of employment with the Town of
Ithaca for each semester paid,unless waived by the Town Board or reimbursed
to the Town (Judy will create a form to be signed by the employee).
(4)Remove the sentence about a course or two -since it no longer pertains.
Paul Tunison questioned department heads having discretion about time
off because some will be more flexible then others.However,it’s their
responsibility to know the constraints of the department.
This policy doesn’t coincide with required training because if they don’t get
a “C”or better we can’t ask the employee to reimburse employer.
It was discussed that this policy would not be limited to undergraduate courses.
1
Final Final ARCHIVE COPY Final
Agenda Item #5:Follow up on Town Board discussion on Sick Pay
Maximum:
The Town Board verbally agreed to increase accrual maximum of sick
time from 135 days to 165 days.This change will take place immediately.The
change will be included in the revised Personnel Manual the Town board will
consider later this year.
Agenda Item #6:Other Discussion:
Larry Parlett asked why the vacation buy back (currently only offered to
Bolton Point employees)can’t be paid out now instead of in November.
Employees are losing their vacation time now when they hit their max.Judy
explained that November was chosen because it falls after the summer vacation
season and gives the employee extra money just before Christmas.
Don TenKate asked if the Town would be considering this for the Town
employees this year.Judy Drake explained not this year but for 2003,since it
wasn’t budgeted for in 2002.
Don also asked when the maximum accrual for vacation is looked at.
Judy explained the 1st of every month,no longer at the end of the year like
previous plans.
Paul Tunison wanted to know if Judy had received any new health
insurance premium information.Judy has not received anything from Univera yet
so meetings will be based on current rates.
Adjourned:1:00 p.m.
2
Final Final archive copy™
Town of Ithaca Personnel Committee Meeting
May 15,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Dani Holford,Senior Typist;
Cindy Wasleff,Court Clerk;Don TenKate,Working Supervisor
Absent:Councilman William Lesser;Councilman Will Burbank;
Larry Salmi,Heavy Equipment Operator
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison and Larry Parlett,SCLIWC;Mary Bryant,Senior
Typist;Stanley Schrier,Laborer.
Call to order:12:10 p.m.
Agenda Item #2:Review of minutes of April 10,2002 meeting.
Corrected member’s present/absent.
Agenda Item #3:Persons to be heard:
Dani Holford asked us to review/discuss emails sent to some members of
the committee by Al Carvill,Budget Officer (emails attached).Judy had
responded to Al’s inquiries by return email previous to this meeting (also
attached).No changes or recommendation of changes were made.
The Personnel Committee supports employee input,but encourages
attendance at the meeting so the person bringing the issue can actively
participate in the discussion.
Agenda Item #4:Update on Health Insurance Issue:
Judy Drake explained Univera is being dissolved by Excellus and will not
be available after 12/31/02.The Town will be doing a Request for Proposals for
other healthcare coverage.
Dani Holford asked if we are only looking at HMO’s.Judy explained the
different kinds of products available.Examples are:HMO’s,PPO (Participating
Provider Organization)and indemnity plans.Most seriously looking at the PPO
plans.
1
Final Final ARCHIVE COPY Final
Agenda Item #5:Vacation Buyback:
Judy explained the policy as it was bargained for by S.C.L.I.W.C.
employees.In November,employees could “sell”up to one (1)week of vacation
time back to the Town.However,the employee has to have used at least one (1)
week of vacation time in the past twelve (12)months to qualify
This is a benefit to the employees in two ways:1.)They have extra cash
available to them prior to the holidays and 2.)It helps to decrease their vacation
balance if they are close to the maximum and are at risk of losing future accruals.
Additionally,this is a benefit to the Town by reducing the amount of time an
employee is out of work and the need for arranging coverage for that person
while out.It will also reduce the large financial liability the Town carries from one
year to the next for accrued vacation time.
Potential costs to the Town would be about $35,000.00 if every employee
“sold”one (1)week of vacation time back to the Town.This number is based on
2002 wages,but the benefit would not be available until 2003.
There is employee interest,but we need feedback from the Town Board
before moving forward.The Committee asked to have this added to the June
agenda of the Town Board for their initial input.
Agenda Item #6:Health Insurance Buyback:
Judy explained this was a new policy bargained for by S.C.L.I.W.C.
employees.It pays an employee 30%of the individual health insurance premium
if they opt not to be covered by the Town’s policy.This benefit would begin on
1/1/03 since the employee has to make this decision during open enrollment in
November.
To take advantage of this,employees must have other coverage,which is
comparable or better than the Town’s.This benefit is a savings to the Town (see
attached cost analysis).The Committee asked to have this added to the June
agenda of the Town Board for their initial input.
2
Final Final Final
ARCHIVE COPY
Agenda Item #7:Draft #6 of Personnel Manual:
Judy distributed a draft of the Personnel Manual for the committee’s
review.She will prepare a summary of the changes to go with the draft.The
committee should be prepared to discuss any changes at the next meeting.
Next meeting:Wednesday,June 12,2002
Adjourned:1:00 p.m.
3
Potential Cost to Offer Health Insurance Buy Back ARCHIVE COPY
Minimal*Potential Savings to Town:S 11,092.62
*Potential users could have double or family coverage
versus the individual coverage costed out.
2002 Individual coverage monthly premium $264.11
Buy Back percentage applied 30%
Cost per employee per month S 79.23
Cost Annualized $950.80
Potential users of program 5
Cost to Town $4,753.98
otherwise:
Annualized cost for individual coverage $3,169.32
Potential users of program 5
Cost to Town $15,846.60
Draft Draft Draft
Agenda Item #7:Draft #6 of Personnel Manual:
Judy distributed a draft of the Personnel Manual for the committee’s
review.She will prepare a summary of the changes to go with the draft.The
committee should be prepared to discuss any changes at the next meeting.
Next meeting:Wednesday,June 12,2002
Adjourned:1:00 p.m.
3
Page 2 of 3
These are hopefully some clarifying points.If they are not helpful,please see me or attend next weeks personnel
committee meeting.
**ARCHIVE COPY
Original Message
From:Al Carvill
Sent:Tuesday,April 02,2002 1:14 PM
To:Judy Drake;Catherine Valentino;Mary Russell;Dani Holford;Cindy Wasleff
Subject:Questions and/or Points
Hi Everyone,
It has not been my habit to attend the personnel committee meetings.After reading the minutes of the last
meeting I was left with some mindful questions.Perhaps they require more understanding on my part or
they are simply my thoughts that the committee may find helpful or have overlooked.Whatever the case,
thank you for your considerations:
1.Page#2 Agenda Item#5:Mileage Reimbursement
Annually the Board passes a mileage rate reimbursement.Should this also include language
referencing back to the Town's Personnel Manual?
I find the odometer reading concept fruitless.We all use the odometer to calculate our miles traveled.
With that said,I asked myself;What purpose does this reimbursement request requirement serve?The
answer it generated for me was a tedious one.Odometer readings of an employee can be checked from
one voucher to the next.That is a good internal check for honesty,tracking cost as well as skewed mileage
reporting.Now I ask;Whom is going to do this checking?Particularly if the employee only incurs
reimbursable mileage once a year.Sort of an internal labor intensive policy for checks and balances?Then
I was not clear as to what the difference was between the requesting of mileage reimbursement between
an hourly or salaried employee?We both get our miles traveled from the odometer.
It seemed self evident to me that the annual mileage rate resolution said it.Any employee is reimbursed
for town business miles travel,at a given rate.
I recognize the "Stanley Rule"and those that feel that they have to get paid between here and the
highway dept.These appear to be exceptions versus the fact that
a simple annual resolution resolves the issue plus the personnel manual already addresses the point
that town business miles are reimbursable.
To me the real question is:What are and will be deemed as business miles?
2.Page#2 Agenda Item#6:Accumulated Sick Time
Can an employee have their accumulated sick time added to their service time if they leave town
employment voluntarily or do the have to like attain the eligible
"retirement"status?
E.G.Let us say that an employee has 9 1/2 years of employment service.They now leave town
employment with 6 months of accumulated sick time on the books.
These applied 6 months would render the employee vested in the pension plan.I think the point
in question is clear in this example.
I would like to have the committee consider the idea that a departing employee should be paid for all
or a %(e.g.50%)of her or his unpaid accumulated sick time.
5/9/02
Page 3 of 3
Versus the "use it or loss it.'philosophy.After all,the town did benefit by employee not abusing
(pretending)to be sick during their employment.
I think we can all vouch to the fact that we have (ourselves included)seen coworkers who
should be at home in bed versus being at work.
Surely,the town has benefited from this employee's commitment and dedication.
3.Page#3 "The Stanley Vacation Question"
I asked myself if Stanley's question regarding vacation maximum has merit.Again perhaps,this is
something I need clarification on myself but it seems to me that once an employee earns vacation time
status on their anniversary it is time due them for the year regardless of the accrued hours or days.
E.G.Take myself as the example.This past December I celebrated my five year employment
anniversary.This made me eligible for three weeks of paid vacation.
But let us say that I only have one week of accrued time on the books at the time of I leave my
job.(Now I am not leaving.This is only an example.)Do I lose
the other 2 weeks of vacation given to me by the Town in fulfillment of my years of service?
Vacation time is accrued monthly but the eligible benefit is based
upon service time.Somehow this sounds like the "use it or loss it attitude"in reverse.It is lost
before it gets accrued and used?
Al Carvill
Town Budget Officer
Town of Ithaca
215 Tioga Street
Ithaca,NY 14850
Ph#(607)273-1721 Ext #113
Email:ACarvill@town.ithaca.ny.us
5/9/02
Page 1 of 3
Judy Drake
From:Judy Drake
Sent:Thursday,April 04,2002 9:07 AM
To:Al Carvill;Catherine Valentino;Mary Russell;Dani Holford;Cindy *p -(
Cc:Paul Tunison (E-mail);Larry Parlett (E-mail);William Lesser (E-mail)"’"'MIE COP'
Subject:RE:Questions and/or Points
Al,
Thank you for your comments.Everyone's ideas are a value as these policies or procedure affect all.I want you
to know that you are more than welcome to attend any of the Personnel Committee meetings.
I would like to comment on some of the points that you raised.
Mileage Reimbursement:
1.2002 is the first year the Town Board has ever had a resolution setting the reimbursement rate.That is
why the personnel manual states that the rate is equal to the IRS rate.Therefore the board passed a
resolution they really didn't have to do.since it is already an established policy they set.
2.The odometer readings I agree are not a great indicator,but it also makes the employee keep track of the
actual miles and not estimated miles,which might be more than the actual.
3.As for the Salary versus hourly employees,I tend to agree that there shouldn't be a difference.As the
minutes reflect the discussion was that salaried employees are expected to do some traveling and absorb
that cost,and it is not an expectation of hourly employees.If you have any further comments about this
please address them with Cathy.
Accumulated Sick Time
1.This time is only useable at retirement the following ways:‘increase service time and ‘contribute toward
retiree health insurance premiums.
2.If an employee leaves service but not through retirement the sick time is lost time,you are
correct.Employees do receive their vacation balance in lump sum payment if they leave.I would not
support the Town also paying for unused sick time.The benefit was designed to aid the employee if they
or a family member is sick and they needs to be home.This allows them the time and they will not lose
pay for taking the time.We do not police if someone needs to go home and they don't,that is their own
discretion.It is not traditional to pay a terminating employee unused sick time.However,if we were to do
any kind of benefit with this time I might suggest allowing a terminating employee to use it toward COBRA
health insurance if they needed it.
3.We can not add service time by using the sick balance if an employee leaves service,that is a benefit at
retirement only.
The Stanley Vacation Question
1.For clarification:vacation time is accrued the first day of every month for completing the previous month.
On that date if the employee's balance is at the max they do not accrue more time until the balance is
decreased,then they will continue to accrue.So yes this part is
2.Therefore,if you leave service you are getting what you have accrued and not used in a lump sum
payment.
3.The old system was designed that you had to work the complete year in order to get your vacation
allotment.This monthly accrual system allows the employee to get the time every month as they earn it
instead of wait to the end of the year for it.You are getting the time you earn every month instead of one
lump at the end of the year.
4.The maximum amount is designed so that we don't have employees with weeks and weeks of vacation that
they aren't using.By setting a max it encourages the employees to take time off,which is why there is the
benefit in the beginning.
5/9/02
Page 1 of 1
Judy Drake
From:Al Carvill
Sent:Wednesday,May 08,2002 7:01 PM
To:Catherine Valentino;Judy Drake;Dani Holford;Cindy Wasleff
Subject:???????
When reading the April Personnel Committee meeting minutes I was surprised,maybe disappointed is more my
feeling,that questions or thoughts which I presented in written form to those sitting on the committee did not even
reach a discussion point.They did not even get acknowledged.YES!Judy sent me an email with clarification.
That does not constitute my agreeing with policy.I thought anyone and everyone's comments,thoughts and or
questions would be addressed by the committee at large.
I guess once again my understanding is an incorrect one?Maybe I am zoned out on the point,I still am not
convinced that an employee isn't loosing annual vacation time.etc.So much for the Boston Tea Party?
Al Carvill
Town Budget Officer
Town of Ithaca
215 Tioga Street
Ithaca,NY 14850
Ph#(607)273-1721 Ext#113
Email:ACarvill@town.ithaca.ny.us
^/Q/m
Final Final Final
Town of Ithaca Personnel Committee Meeting
June 12,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman Bill Lesser;
Cindy Wasleff,Court Clerk;Don Ten Kate,Working Supervisor
Absent:Councilman Will Burbank;Dani Holford,Senior Typist;Larry Salmi,
Heavy Equipment Operator
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison and Larry Parlett,SCLIWC
Call to order:12:10 p.m.
Agenda Item #2:Review of minutes of May 15,2002 meeting,
Approved as read.
Agenda Item #3:Persons to be heard:
Cathy Valentino referred back to Al Carvill’s emails from the May 15th
meeting regarding accrued sick time.Maybe a terminated employee should be
able to use the accrued sick time toward COBRA health insurance.It merits
some discussion in a future Personnel Committee meeting.Cathy points out that
the reason that you never see sick time used for anything but toward health
insurance at retirement is that sick time is not defined as a benefit;it’s a privilege.
Larry Parlett will provide the committee with a copy of the State
Comptroller's opinion on sick time.
Agenda Item #4:Follow up on Town Board discussion -Vacation Buyback
The Town Board agreed to have this included in the Personnel Manual
and will become a part of the acceptance of the manual when complete.
Bill Lesser is concerned that this may be difficult on new employees since
they receive only 2 weeks vacation which isn’t much.If they sell a week back
they are only able to take 1 week.Judy Drake points out that an employee does
not have to sell back the whole week -vacation can be sold back in days or even
in hours.Cathy thinks the people selling it back will be the ones who usually max
out their time (long term people).It will be interesting to monitor it,to see who
takes advantage of this benefit.
1
Final Final Final
Agenda Item #5:Follow up on Town Board discussion -Health Insurance
Buyback:
The Town Board agreed to have this included in the Personnel Manual
and will become a part of the acceptance of the manual when complete.
Judy Drake stated that one of the discussions that did come up at the
Town Board meeting was Councilman David Klein’s concern if an employee
takes advantage of this benefit and their spouse loses their insurance and they
don’t notify us.Judy will have Attorney John Barney review the affidavit that the
employee is required to sign.We will probably need to add a sentence making
the employee responsible for notifying the Town if insurance is lost/dropped,so
they can be added back to the Town’s insurance.Bill and Cathy agree that the
Town has a moral obligation to make sure all Town employees’have health
insurance coverage.Each year,during open enrollment,the employee will have
to sign an affidavit stating they have other insurance.Don TenKate questioned if
an employees spouse loses insurance does the employee have to wait for open
enrollment?Judy explained that this would be a qualifying event,so the
employee would not have to wait.Judy further explained that it is very important
to keep insurance because they can get hurt on the “pre-existing condition"
clause contained in health insurance policies.
Don TenKate asked when more information about the health insurance
buy back would be available so employees can decide if it is beneficial for them
to take advantage of the benefit.Judy responded that if an employee opts for
this benefit they are paid 30%of the individual rate (264.11 x .30 =79.24/monthly
for 2002),Judy also pointed out that this is a taxable benefit.There will be more
information about buy back rates during open enrollment.
Agenda Item #6:Update on Health Insurance Issue:
Judy brought the committee up to date on what happened with the
consortium she was looking into:we can form a consortium,but it would not be in
our best interest.Groups are broken down as small (2 to 50 people)and large
(over 50 people).If even one of the municipalities has less than 50 people,
everyone is assumed to be a small group.The disadvantage of being
categorized,as a small group,is that you cannot pick and choose the benefit
coverage you want.Small groups receive the community rated and you get
"canned”programs.
The Town Board issued an authorization for Judy to do an RFP (Request
for Proposals)for health insurance that she will be sending out this week.
2
Final Final Final
Agenda Item #7:Security Conference discussion:
Deferred to the next meeting by Cindy.
Agenda Item #8:Draft #6 of Personnel Manual:
Paul Tunison had some “housekeeping"items and additional
comments/questions that he noted on his copy of the Personnel Manual,which
he passed onto Judy to incorporate into her master.
Larry Parlett questioned the “no sneakers”policy on page 15 under Safety
Toed Shoes.Bolton Point has an employee who has recently purchased safety¬
toed sneakers -are these allowed?Judy responded that the “no sneakers”was
basically put in there for the Town Highway.We didn’t want them wearing soft
soles or anything that could be punctured.The leather on safety toed shoes
provide much better protection.It was suggested to change the wording to
exclude Bolton Point from not being able to wear sneakers,but Paul actually
likes the idea of no sneakers.Paul/Larry will get back to Judy.Don asked
whether there needs to be additional language added to this paragraph to
address individuals who can not wear safety toed shoes due to a medical
condition.Judy stated that if a person is unable to wear safety toed shoes they
will need a doctor's note stating this.The note will stay in their health file and
they would not receive the allowance for it.There was some discussion about
where this information should be noted.After much discussion,for now it will be
put into the introductory paragraph for ALLOWANCES FOR PERSONAL
PROTECTIVE EQUIPMENT.It may also be appropriate to restate it under a
“saving clause”paragraph.
Larry also had some comments regarding Compensatory Time and
Overtime (page 20 a,b).Compensatory Time reads (Generally for Town Hall
employees)and Overtime reads (Generally for Highway and Commission
employees).Per Paul the Union contract now allows for Compensatory Time.
We need to include Commission employees in the Compensatory Time.Judy
clarified/justif ied how overtime and compensatory time works between Town Hall,
Highway and Commission employees.Judy will rework the wording on these two
sections for better understanding.
Larry pointed out that under Shift Differential (page 20 d)the term “shift”4
&5 may be confusing for people who are accustomed to a 1,2nd and 3rd shift.
Larry believes there should be some explanation so people will understand the
“shifts”better.There was some discussion on why we are using the shift 4 &5
(probably due to different rates -same shifts).After much discussion it was
3
Final Final Final
decided to change shift 4 &5 to shift 2 &3.Also remove (shift 4)&(shift 5)from
the paragraph.
Staying with the same paragraph,Don points out the shift differential for
Highway has not increased over the past 4 or 5 years and compares it to the
Commissions rates,which are higher.Judy will follow through with a study on
shift rates to see if we need to adjust.
Paul stated that Larry put together some language changes for page 4,
which refers to the history of SCLIWC (see attached).Cathy will pass onto John
Barney for review.
brought forward the need for changes to the 457 Deferred
Compensation Program section (page 40)due to recent changes in the rules.
The maximum 25%of gross wages rule has been dropped.Now it is just the
dollar amount determined,for that year.
Don also requested clarification on the Retiree's Insurance Percentages
(page 45).Judy explained the changes to this section.Most of the changes
were made in 2001.
Judy will incorporate the recommended changes to the draft and bring a
“clean"one back to the committee for the next meeting.
Next meeting:Wednesday,July 10,2002
Adjourned:1:05 p.m.
4
The Commission is the executive body created by an Agreement of Municipal
Cooperation,(AMC)in order to,among other duties,manage,serve and operate projects
I and II,which consist of a water supply and transmission system.The Towns of Dryden,
Ithaca,and Lansing and the Villages of Cayuga Heights and Lansing are parties to this
AMC,which is authorized in accordance with Article 5g of the General Municipal Law
of the State of New York and Title 1-A of the Local Finance Law.For legal
requirements,the Commission has designated the Tow of Ithaca to provide specific
personnel services.Therefore,the Commission employees are considered Town
employees,with respect to the personnel policies and procedures outlined in this manual
Insomuch as the Commission position as stated by a September 2001 Resolution is:
“Commission employees arc subject to the wage structure,benefits,and employee
policies of the Commission regardless of the wage structure,benefits and employee
policies of the employer of record.”
Suggested rewording of page 4 paragraph 1:
The Commission is the executive body created by an Agreement of Municipal
Cooperation,(AMC)in order to,among other duties,manage,serve and operate projects
I and II,which consist of a water supply and transmission system.The Towns of Dryden,
Ithaca,and Lansing and the Villages of Cayuga Heights and Lansing are parties to this
AMC,which is authorized in accordance with Article 5g of the General Municipal Law
of the State of New York and Title 1-A of the Local Finance Law.The Commission has
designated the Town of Ithaca to provide specific personnel related services such as
payroll and associated reporting.Those functions result in the Town of Ithaca bearing
the status of “Employer of Record”.Commission employees are subject to the wage
structure,benefits,and employee policies of the Commission regardless of the wage
structure,benefits and employee policies of the employer of record.For economy of
scale,the Commission also participates with the Town of Ithaca in various group health,
life,and disability commercial policies covering its employees.As such,many of the
Commission employee benefits match those of the Town of Ithaca.The merits of
combining Commission and Town of Ithaca resources for efficiency and economy gave
rise to consolidating personnel manuals into this document.
Final Final Final
Town of Ithaca Personnel Committee Meeting
September 11,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman Will Burbank;
Dani Holford,Senior Typist;Don Ten Kate,Working Supervisor;Larry Salmi,
Heavy Equipment Operator
Absent:Councilman Bill Lesser;Cindy Wasleff,Court Clerk;
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison,SCLIWC;Carrie Whitmore,Deputy Town Clerk;
Jonathan Kanter,Director of Planning
Call to order:12:13 p.m.
Agenda Item #2:Review of minutes of June 12,2002 meeting.
Approved as read.
Agenda Item #3:Persons to be heard:
None.
Agenda Item #4:Security Conference Discussion:
Tabled until a future meeting.
Agenda Item #5:Update on Reguest for Proposals -Health Insurance:
Judy Drake distributed a plan description (attached)of what the Blue PPO
offers.The Town Board approved the $10 copay,which is what we currently
have with Univera.The Town Board also approved the prescription copay of
$5/$15/$30.The 3rd tier is actually a $5.00 decrease compared to Univera rates.
The rest of the plan remains much the same.Judy responded to Dani Holford’s
inquiry of what “OV”copay means:it’s the office visit copay.There is difference
in the copay amount if you go to the hospital emergency room or to someplace
like Convenient Care (after hours free standing urgent care).The copay for the
hospital emergency room would be $35.00 vs.$25.00 for Convenient Care.The
reasoning behind the different copays is to encourage people not to use hospital
emergency rooms for things that are not an emergency.An example of a non¬
emergency would be a broken leg.The main thing about the PPO is that there
are no primary care providers.You just have to go to a provider that is
participating.The same thing applies to specialist.Referrals'are no longer
1
Final Final Final
necessary as with the HMO’s.If you want to see someone who is not
participating there will be a $250.00 deductible and a 20%co-insurance.
Don Ten Kate asked for clarification on the pre-authorization penalty.
Judy explained that it is her understanding that the pre-authorization for surgery
is the responsibility of the doctor.
Most of the providers that are currently being used by employees are
signed up with Blue PPO.There are about three specialists that are not signed
on.We are waiting for a response from our representative for the status on
those.
Paul questioned whether we would have a representative come in to
explain and answer questions.Judy responded that this would happen during
our normal open enrollment in November.
Agenda Item #6:Review 2003 Salary Scale:
Cathy Valentino explained that there have been some adjustments made
to the Salary Scale initially discussed in August by the Town Board.
Judy distributed a new draft of the 2003 Salary Scale (attached)and
explained why changes were made.When percentages were applied,for 2003
salary increases,it created a greater dollar gap between grades than was
intended.The goal is to keep the dollar amount between grades the same as
when it was set up in July 2001.
There was a $2.65 gap between the “O”and the “P”grades.That was
reevaluated and decided it was to much of a jump -decreased it to $2.25,which
created a ripple effect that increased all the salaries below these grades.
The difference between “I”to “S"for January 2002 was $15.62.With the
changes in the 2003 increases the difference is $15.60,which is where we want
to keep it.These salaries will be going back to the Town Board to be approved
with the primary budget.
Cathy emphasized that if we increased salaries by a set percentage
across the board,the distance in real money between people at the highest end
and the people at the lowest end would continue to get wider every year.What
we decided was to have a safety net of 3.5%.Nobody would receive less then a
3.5%increase.The other increases are based on a dollar amount close to the
amount received by the grades the percentage was applied to.Cathy and Don
stated that the Highway employee’s are very happy with the changes.Town Hall
staff hasn’t reviewed the changes that were made.
2
Final Final Final
Will Burbank asked what the aggregate affect is on the budget.Judy
explained that these adjustments will increase the budget an additional $27,000.
But was quick to point out that since we had not received the Health Insurance
cost quote prior to budget preparations she automatically used an increase of
15%,working on past experience,when preparing her budget.When we
received the quote she was able to reduce the budget about $36,000.So we still
ended up with a savings.
Judy commented that the five people that were hired in 2001 will not be
brought up to job rate in 2003,but they will in 2004.They are all close to job rate
and will still receive 10-12%increases.
The overall rate increase over last year is 7.1%.This is actually lower
than 2001 and 2002.
Paul Tunison inquired if we try to get people up to job rate in 3 years.
Judy responded that we try to get new hires up to job rate in 2 years,if possible,
but with the changes in the salary structure over the last two years we have been
unable to do this.The people who were hired in 2001 will see another jump in
salary in 2004 to get them to job rate
Agenda Item #7:Draft #7 of Personnel Manual:
Judy acknowledged that Bill Lesser sent her comments (mostly editing)on
the manual.Judy went on to say that Larry Parlett from SCLIWC,had sent her
an email with some questions regarding the manual:
1.Page 15,Section 1 #9 -Personal Protective Equipment:Larry Parlett
suggested that the wording “personal protective equipment is provided for
employees such as hard hats,rain gear,safety goggles,gloves and ear
plugs,as based on the position”.Larry suggested it be changed to “as
appropriate for the task assigned”.Committee agrees with the suggestion.
2.Page 16,#11 -Smoking Policy:second paragraph,second sentence reads,
“The exception is that smoking is permitted in vehicles when others are not
present or in ones own designated vehicle.”Larry made a recommended
change to read,“the exception is that smoking is permitted in vehicles when
alone or when all vehicle occupants are smokers.”Dani pointed out that the
third sentence ties the whole thing together.The Committee agreed to leave
the wording as is.
3.Page 20,#1B -Compensatory Time:Judy explained the major change to this
section as discussed extensively in past Personnel meetings.In the past,if
somebody used vacation or sick time in the same week that they have comp.
3
Final Final Final
time,the fringe time would be reduced so they wouldn’t earn as much comp,
time.Now it will equal the same as overtime (i.e.if they are sick Monday and
end up working a total of 44 hours their sick time does not have to be
reduced.They will still earn the 4 hours of comp time @ time and a half).
Cathy commented that this is a great improvement.The people who work
extra hours on a regular basis were at a disadvantage if they happened to be
sick during a week they worked extra hours.This was really unfair to them.
Larry Parlett also recommended changing the last sentence under
Compensatory Time regarding the written agreement.Change the "in place"to
“on file”.Judy explained that this is a Fair Labors Standards Act requirement that
in order to accept comp,time vs.overtime we need to have an agreement that
the employee agrees to receive comp time at time and a half vs.being paid
overtime.
4.Page 20,#1D -Shift Differential Pay:changed last part of sentence to read,
“based on regular rate of pay plus shift rate”.
5.Page 20,#1E -Call Back/Call In Time:Judy added to the wording to try and
clarify the difference between these two and shift differential.
6.Page 23,#5 -Part-Time Employees:Judy explained that during the bidding
of the Health Insurance policy it was very difficult to put through our
company policy that allowed employees at less than half -time (17.5 hours)
to be on our policy with the employee 100%responsible for the premium.The
insurance companies believe that if the Town paid anything toward the
employee’s premium this should also include the less than 17.5 hour
employees.So we are changing the policy to read you have to work at least
17.5 hours a week to be eligible for the coverage.
Cathy commented that the rational of the insurance companies is that the
only people that would take the Health Insurance if they were working so few
hours,are people who have a health problem.
Judy pointed out that this is a good time to change the policy because we
don’t have anyone utilizing it at this time.The same thing is true for the Dental
Insurance.
Don Ten Kate reminded the committee that there was suppose to be
something under the Allowances For Personal Protective Equipment addressing
the issue if someone was not medically able to utilize the equipment.This is
addressed on page 9,#2 -Americans With Disabilities Act (ADA).
4
Final Final Final
The Committee agrees to send the draft of the Personnel Manual out to
the employees and Town Board members for review.It will also be on the
agenda for discussion at the October Board meeting.
Agenda Item #8:Others:
None.
Next meeting:Wednesday,October 23,2002
Adjourned:12:50 p.m.
5
Town of Ithaca
BluePPO
1
-A Option H V
In-Network Out-of-Network
Deductible (Aggregate)None $250/5750
Coinsurance None 20%
Copay $10 V None
Out-of-Pocket Maximum
(Includes Ded/coins,no copay)
None $1,000/53,000
Lifetime Maximum None
Dependents 19 19
Students 19 .19
Waiting Periods Waived
Pre-auth Penalty $500 or 50%whichever is less
INPATLENI HOSPn AL/FACILITY BENpnTS'
Unlimited days scmi-private room
and board*
Covered in Full*Ded/Coins*
Other hospital-provided services,
facilities,supplies ,equipment*
Covered in Full*Ded/Coins*
Maternity Covered in Full Ded/Coins
Routine newborn nursery care Covered in Full Ded/Coins
Skilled nursing facility*Covered in Full (120 days,
rider to 45)*
Ded/Coins (120 days,rider to 45)*
<outpatients ILITY BENEFITS^-V
Surgery OV Copay Ded/Coins
Pre-surgical testing Covered in Full Ded/Coins
Respiratory,physical,speech,
occupational therapies
OV Copay (45 combined
visits)
Ded/Coins (45 combined visits)
Cardiac Rehab OV Copay Ded/Coins
Chemo/radiation therapy Covered in Full Ded/Coins
Diagnostic machine tests OV Copay Ded/Coins
Diagnostic X-ray examination OV Copay Ded/Coins
Diagnostic laboratory Covered in Full Ded/Coins
Kidney dialysis Covered in Full Ded/Coins
Accidental injury and sudden and
serious illness (emergency room)
$50 Copay $50 Copay
After Hours-Office OV Copay Ded/Coins
After Hours-Freestanding Urgent
Care
$25 Copay Ded/Coins
After Hours-ED $50 Copay $50 Copay
Routine annual pelvic exam &pap
smear (18 or older -1 each
calendar year
Covered In Full Ded/Coins
Routine mammography screening
(according to guidelines)
Covered In Full Ded/Coins
OTHERINSTITUTIONAE
Home health care (coverage
cannot be less than 75%coins or
more than $50 ded)*
Covered in Full (unlimited
visits)*
Ded/Coins (unlimited visits)*
Infusion Therapy*Covered in Full*Ded/Coins*
6/1/02
‘Pre-Authorization Required {All inpatient admissions,home health,infusion therapy,DME over $200,
MRI,CAT scans,PET scans)
Note:Bold indicates standard option
Town of Ithaca
BluePPO
Option H
In-Network Out-of-Network
;OTHER INSTITUTIONAL BEN EFITS:CONTINUED^,-J .
Outpatient alcohol/substance
abuse:60 visits,includes 20
family counseling visits/calendar
year
OV Copay Ded/Coins
Hospice Covered in Full (unlimited
days)
Ded/Coins (unlimited days)
Birthing center Covered in Full Ded/Coins
J’ROFESSIONALMEDICAL/SURGICAL BENEFITS
Office visits OV Copay Ded/Coins
Well child visits up to age 19 Covered In Full Covered In Full
Inpatient visits Covered in Full Ded/Coins
Office Surgery OV Copay Ded/Coins
Surgical assistance Covered In Full Ded/Coins
Breast reconstruction surgery Covered in Full Ded/Coins
Pre/Post Natal Care Copay for initial visit then
covered in full
Ded/Coins
Anesthesia Covered in Full Ded/Coins
Maternity care Covered in Full Ded/Coins
Chiropractic services OV Copay Ded/Coins
Diagnostic x-ray examination OV Copay Ded/Coins
Diagnostic machine tests OV Copay Ded/Coins
Laboratory tests Covered in Full Ded/Coins
Chemo/radiation therapy Covered in Full Ded/Coins
Respiratory,physical,speech,
occupational therapies
OV Copay (45 combined
visits)
Ded/Coins (45 combined visits)
Allergy testing -office visits OV Copay Ded/Coins
Allergy treatment -injection &
serum
Covered In Full Ded/Coins
Kidney dialysis Covered in Full Ded/Coins
Routine mammography
(according to guidelines)
Covered In Full Ded/Coins
Annual pelvic exam &pap smear
(18 or older -1 each calendar
year
Covered In Full Ded/Coins
Diagnostic gynecological exams OV Copay Ded/Coins
Second surgical opinion/second
medical opinion
OV Copay Ded/Coins
Annual routine physical OV Copay Ded/Coins
Outpatient mental/nervous 50%Coinsurance (20 visits)Ded/50%Coins (20 visits)
Diabetes education equipment and
supplies
OV Copay Ded/Coins
Ambulance OV Copay Ded/Coins
Consultation service -office OV Copay Ded/Coins
Consultation hospital inpatient Covered in Full Ded/Coins
2
6/1/02
*Pre-Authorization Required (Alt inpatient admissions,home health,infusion therapy,DME over $200,
MRI,CAT scans,PET scans)
Note:Bold indicates standard option
Town of Ithaca
BluePPO
Option 11
In-Network Out-of-Network
RIDERS ;;
Inpatient rebab of ale &sub*Covered in Full (30 days,2
adm per life)*
Ded/Coins (30 days,2 adm per life)*
Inpatient mental/nervous or
emotional disorder (Includes
inpatient mental health day/night
care)*
Covered in Full(30 days)*Ded/Coins (30 days)*
Skilled Nursing Facility
Prosthetic appliances,DME*,
medical supplies (bracketed
benefit in the contract)($15,000
annual limit on external
prosthetics)
20%Coinsurance*Ded/Coins*
Elective Sterilization (bracketed
benefit in the contract)
OV Copay Ded/Coins
Reduction of ER copay (bracketed
benefit in the contract)
Reduced to $35 Reduced to $35
Students Age 25 25
Domestic Partner Covered Covered
Prescription Drugs
Includes Contraceptives
$5/15/30 Not Covered
3
6/1/02
‘Pre-Authorization Required (All inpatient admissions,home health,infusion therapy,DME over $200,
MRI,CAT scans,PET scans)
Note:Bold indicates standard option
JOB CLASSIFICATION LISTING 2002 SALARY SCALE
3 53%
2003 SALARY SCALE
$2 568 00
2003 SALARY SCALE ULv/o's
$2.568 00
441%
IEffectlvr 4/19/01 TB Res#:49-01
£[ass Civil Service Title
%INCREASE
3.50%or J.50
Minimum
Effective:1/1/2002 Res#101-8/6/01
FINAL
HIRING
MINIMUM JOB RATE
%INCREASE
3.50%
MINIMUM
Effective:1/1/2003 Res#127 -8/12/02
FINAL
HIRING
MINIMUM JOB RATE
%INCREASE
3.50%
MINIMUM
Effective:1/1/2003 DRART 'OTBET
n-o-p changed=$3.35
HIRING MINIMUM JOB RATE
SALARIED POSITIONS SALARIED SALARIED SALARIED
FS Director of Engineering
Director of Planning
Highway Superintendent
Salary
Hourly:
per hour increase:
$52,785.00 $57,960.00
$25.38 $27.87
$0.86 $0.95
40 hrs/wk
Hourly:
per hour increase:
$55,328.00 $60,528.00
$26.60 $29.10
$1.22 $1.23
40 hrs/wk
Hourly:
per hour increase
$55,328.00 $60,528.00
S 26.60 $29.10
S 1.22 $1.23
$1 00
3 72%
$1 00
3 56%
$1 00
3.56%
R Director of Building and Zoning
Budget Officer
Salary
Hourly:
per hour increase
$50,715.00 $55,890.00
$24.38 $26.87
$0.82 $0.91
40 hrs/wk
Hourly:
per hour increase:
$53,248.00 $58,448.00
$25.60 $28.10
$1.22 $1.23
40 hrs/wk
per hour increase
$53,248.00 $58,448.00
$25.60 $28.10
$1.22 $1.23
351%
S 2.558 00
4 58%
$2.558 00
4 58%
$299
12 52%
$250
9 77%
$250
9 77%
Q Town Clerk
Human Resources Manager
Salary
Hourly:
per hour increase:
$44,505.00 $49.680.00
$21.40 $23.88
$0.73 $0.80
40 hrs/wk
Hourly:
per hour increase:
$48,048.00 $53,248.00
$23.10 $25.60
$1.70 $1.72
40 hrs/wk
Hourly:
per hour increase
$48,048.00 $53,248.00
$23.10 $25.60
$1.70 $1.72
3 47%
$3 568 00
720%
$3,568.00
7 20%
HOURLY POSITIONS HOURLY $240
11 17%
HOURLY $250
1082%
HOURLY $250
1082%
P Network/Records Specialist1/03)
Assistant Director of Planning
Assistant Director of Engineering
Parks Maintenance Manager
Deputy Highway Superintendent
Water/Sewer Maintanence Supervisor
1950 =37.5 hours 40 hot 2080 1950 =37.5 hours 40 hot 2080 1950 =37.5 hours 40 hours=2080
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$36,835.50 $41.886 00
$18.89 $21.48
$39,291.20 $44,678.40
$0.64 $0.73
3 52%
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$40,170.00 $45,045.00
$20.60 $23.10
$42,848.00 $48,048.00
71 $
$3.159 00
7 54%
$3,369 60
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase
$40,170.00 $45,045.00
$20.60 $23.10
$42,848.00 $48,048.00
$1.71 $1.62
$3,159 00
754%
$3,369 60
$1 81
9 20%
$265
12 96%*225
10 79%
0 Assistant Director of Building &Zoninc
Environmental Planner
Senior Civil Engineer =Promo only
Senior Planner Promo only
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$33,306.00 $38,356.50
$17.08 $19.67
$35,526.40 $40,913.60
$0.58 $0.67
3 53%
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$35,002.50 $39,877.50
$17.95 $20.45
$37,336.00 $42.536.00
$0.87 $0.78
$1.521 00
397%
$1.622 40
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase
$35,782.50 $40,657.50
$18.35 S 20.85
$38,168.00 $43,368.00
1.27 $
$2,301.00
6 00%
$2,454 40
S 1 04
5 58%
$1 15
596%
$1 10
5.57%
N Planner
Civil Engineer
Working Supervisor
Heavy Equipment Mechanic
Senior Engineering Technician
Building Inspector/Zoning Officer
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$31,278.00 $36,328.50
$16.04 $18.63
$33,363.20 $38,75040
$0.54 $0.63
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase:
$32,760.00 $37,635.00
$16.80 $19.30
$34.944.00 $40.144.00
$0.76 $0.67
37.5 hrs/wk
Hourly:
40 hrs/wk
per hour increase
$33,637.50 $38,512.50
$17.25 $19.75
$35.880.00 $41,080.00
$1.21 $1.12
3 50%
$1.306 50
3 60%
*1.393 60
$2.184.00
6.01%
$2 329 60
$0 78 $075 I 0 75
Judy Drake9/16/02 Page 1 class-wage-scale
iVoB CLASSIFICATION LISTING 2002 SALARY SCALE 2003 SALARY SCALE >003 SAL/RY SCALE^■^«4/19/01 TB Res#49-01
Civil Service Title
%INCREASE
3.50%
or 5.50
Minimum
Effective:1/1/2002 Res#101-6/6/01
FINAL
HIRING
MINIMUM JOB RATE
%INCREASE
3.50%
MINIMUM
Effective:1/1/2003 Res#127 -8/12/02
FINAL
HIRING
MINIMUM JOB RATE
%INCREASE
3.50%
MINIMUM
Effectiv^/1/2003 DRAFT DRAFT
n-o-p changed=$3.35
hiring minimum JOB RATE
4 37%4 04%3 95%|
%M Administrative Assistant
Deputy Town Clerk(Dept.Rec.of Tax)
Principal Account Clerk Typist
37.5 hrs/wk
Hourly:
40 hrs/wk
$29,776.50 $34,807.50
$15.27 $17.85
$31,761.60 $37.128.00
3 48%
37.5 hrs/wk
Hourly:
40 hrs/wk
$31,297.50 $36,172.50
$1605 $18.55
S 33.38400 S 38,584.00
$1 365 00
3 92%
$1 456 00
37.5 hrs/wk
Hourly:
40 hrs/wk
$32,175.00 $37,050.00
S 16.50 $19.00
$34,320.00 $39,520.00
$2.24250
6 44%
$2.392 00
Bookkeeper to trie Supervisor per hour increase:$0.52 $0.60 per hour increase:$0.78 $0.70 per hour increase $1.23 $1.15
$0 77 $0 75 $0 75
4 51%4 21%4 11%
L Court Clerks
Secretary
Senior Account Clerk Typist
37.5 hrs/wk
Hourly:
40 hrs/wk
$28,275.00 $33,306.00
$14.50 $17.08
$30,160.00 $35,526.40
352%
37.5 hrs/wk
Hourly:
40 hrs/wk
$29,835.00 $34,710.00
$15.30 $17.80
$31,824.00 $37,024.00
5 1 404 00
4 22%
$1 497 60
37.5 hrs/wk
Hourly:
40 hrs/wk
$30,712.50 $35,587.50
$15.75 $18.25
S 32,760.00 $37,960.00
S 2.28150
6 85%
$2.433 60
Engineering Technician I per hour increase:$0.50 $0.58 per hour increase:$0.72 per hour increase $1.25 $1.17
Heavy Equipment Operator
Maintenance Worker
$1 81 $1 75 »1 75
11 85%10 90%1061%
K Deputy Town Clerk
Senior Typist
Motor Equipment Operator
37.5 hrs/wk
Hourly:
40 hrs/wk
$24,862.50 $29,776.50
$12.75 S 15.27
$26,520.00 $31,761.60
3 53%
37.5 hrs/wk
Hourly:
40 hrs/wk
$26,422.50 $31,297.50
S 13.55 $16.05
$28,184.00 $33,384.00
$1.521 00
5 11%
S 1 622 40
37.5 hrs/wk
Hourly:
40 hrs/wk
$27,300.00 $32,175.00
$14.00 $16.50
$29,120.00 $34,320.00
$2.398 50
8 06%
S 2 558 40
per hour increase:$0.50 $0.50 per hour increase:$0.80 $0.78 per hour increase $1.25 $1.23
$1 77 t 1 75 $1 75
13 11%12 24%11 86%
J Automotive Mechanic Assistant 37.5 hrs/wk
Hourly:
40 hrs/wk
$21.450.00 $26,325.00
$11.00 S 13.50
$22,880.00 $28,080.00
3 85%
37.5 hrs/wk
Hourly:
40 hrs/wk
$23,010.00 $27,885.00
S 11.80 $14.30
$24,544.00 $29,744.00
$1 560 00
5 93%
$1664 00
37.5 hrs/wk
Hourly:
40 hrs/wk
$23,887.50 $28,762.50
S 12.25 $14.75
$25,480.00 $30,680.00
$2.437 50
9 26%
5 2.600.00
per hour increase $0.50 $0.50 per hour increase:$0.80 $0.80 per hour increase $1.25 $1.25
$1 25 $1 50 $1 25
10 20%11.72%9 26%
I Keyboard Specialist
Typist
Account Clerk/Typist
37.5 hrs/wk
Hourly.
40 hrs/wk
$19,500.00 $23,887.50
$10.00 $12.25
$20,800.00 $25,480.00
4 26%
37.5 hrs/wk
Hourly:
40 hrs/wk
$20,085.00 $24,960.00
$10.30 $12.80
$21,424.00 $26.624.00
$1.072 50
4 49%
$1 144 00
37.5 hrs/wk
Hourly:
40 hrs/wk
$21,450.00 $26,325.00
S 11.00 $13.50
$22,880.00 $28,080.00
$2.437 50
1020%
$2.600 00
Laborer per hour increase $0.50 $0.50 per hour increase:$0.55 per hour increase $1.00 $1.25
Not Crossing Guards
classifier Planning Intern
Temporary staff per hour:$9.75
Crossing Guard per crossing rate $9.00
2 63%
0 00%
Temporary staff per hour:$10.25
Crossing Guard per crossing rate:$9.50
5 13%
5 56%
Temporary staff per hour:$10.25
Crossing Guard per crossing rate:$9.50
513%
5 56%
Engineering Aide
Receiver of Taxes
Deputy Town Supervisor
Secretary to the Supervisor
NOTES 'New employees hired between Hiring Mnimum and Job Rale
'Employees shal reach Job Rate by thee 2nd anniversary
'Hiring Minimum and Job Rate wet be ncreased each year based on a
living adjustment percentage as determined by TB in August
'Employees over Job Rate wi«receive a tnnng adjustment %each year
that equals the %applied to the Hiring Mawnian and Job Rate
'Employees 10«years of service wiH receive a longevity payment
ItoS-
$15 62
NOTES 'New employees heed between Hiring Mranum and Job Rate
'Employees Shan reach Job Rate by then 2nd anniversary
'Hmg Mewnun and Job Rate w4 be increased each year based on a
Irving adjustment percentage as determined by TB in August
'Employees over Job Rate mi receive a tnnng adjustment %each year
that equals the %applied to the Hiring Minimum and Job Rate
'Employees 10*years of service wW receive a longevity payment
1 loS
$1630
NOTES 'New employees hired between Hong Mewnum and Job Rate
Employees shall reach Job Rate by their 2nd anniversary
Hiring Minimum and Job Rate w#be increased each year based on a
living adjustment percentage as determined by TB in August
'Employees over Job Rate wil receive a living adjustment %each year
that equals the %applied to the Hsing Minimum and Job Rate
Employees 10»years al service wd recarve a longevity payment
ItoS-
*1560
Judy Drake9/16/02 Page 2 class-wage-scale
TOWN OF ITHACA
215 NORTH TIOGA STREET,ITHACA,N.Y.14850
TOWN CLERK 273-1721
HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783
FAX (607)273-5854
PERSONNEL COMMITTEE MEMORANDUM
FROM:Judith C.Drake,PHR
Human Resources Manager
DATE:October 11,2002
The regular meeting of the Personnel Committee will be held:
Wednesday,October 23,2002
12:00 noon to 1:00 p.m.
Aurora Conference Room,Town Hall
(All employees are openly invited to attend)
AGENDA
1.)Call to order.
2.)Review Minutes of September 11,2002 meeting.
3.)Persons to be heard.
4.)Personnel Manual -Comments
5.)Security Conference Discussion.
6.)Others.
Final Final Final
Town of Ithaca Personnel Committee Meeting
October 23,2002
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman Bill Lesser;
Dani Holford,Senior Typist;Don Ten Kate,Working Supervisor;
Larry Salmi,Heavy Equipment Operator;Cindy Vicedomini,Court Clerk
Absent:Councilman Will Burbank
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison and Larry Parlett,SCLIWC
Call to order:12:05 p.m.
Agenda Item #2:Review of minutes of September 11,2002 meeting:
Approved as read.
Agenda Item #3:Persons to be heard:
None.
Agenda Item #4:Personnel Manual -Comments:
Judy Drake distributed a list of questions,which also contain her
responses that came down from Bolton Point (attached).The Personnel
Committee reviewed and discussed the questions and answers.
Additional comments by the committee:
1.Judy added that the employee remains an “at will”employee through their six
month probation period.Judy also stressed that during this time period it is
very important for department heads to make some final decisions.In
addition,the Town (department head)does two performance appraisals
during this time.One at three months and the other at six months.If a
person is permanent and accepts a promotion they have to go through an
eight-week probation period.If the employee is unable to meet the positions
standard during the eight-week probation,they can go back to their previous
position.
The six months a person must wait before utilizing vacation should not be
confused with the six month probation period.Paul Tunison asked if six
months probation is optional.For example,a person has been working on a
1
Final Final Final
provisional basis for a year and the civil service test comes up.Do you have
to wait the six months probation before they attain permanent status,
especially if they have already proven over the past year to be a good
employee?Judy explained that the Town policy is to wait the six months,but
you don’t have to.For civil service there is a minimum of eight weeks and a
maximum of 26 weeks for probation periods.Bill Lesser agrees with the
Town policy of an across the board six month probation period for all
employees.Otherwise,it becomes personal and you are making a prior
judgment if you decide to abbreviate the probation for some employees and
not others.
2.Cathy Valentino commented that in the past supervisors believed there was
an agreement for the employee to receive compensatory time instead of
overtime,only to have the employee dispute that there was an agreement.
It's best to have in writing to eliminate any misunderstanding in the future.
Paul asked if during any particular overtime incident can the employee
choose to be paid overtime even if there is a signed agreement on file?Judy
responded,“Yes”.
3.Bill Lesser asked if something like this should be witnessed.The concern
being that the employee can say that they never saw the disciplinary warning
or performance review.Judy believes it’s not always convenient to find a
witness.Larry Parlett stated that it wasn’t uncommon,in his previous
employment,if someone refused to sign he would pull somebody in and say,
“I need you to sign,just attesting that this person has had the opportunity to
sign and they choose not to”.That’s all they would witness.
4.No additional comments.
5.Judy further explained that if someone was suspended for six months,we
would be into a section 75 disciplinary action and lawyers would be involved.
Accruals would then be addressed at that time.
6.No additional comments.
7.No additional comments.
Some of the other comments/questions received are:
1.Smoking should not be allowed in any Town vehicle.The smoke smell
lingers behind and is horrendous for non-smokers.Judy commented that this
has come up in other emails.At Cathy’s request,Judy read the smoking
policy to the committee.Cathy agrees that the lingering odor is unpleasant
but does not believe that the smell can be considered unhealthy.Unlike,
actually being present when someone is smoking.Cathy puts forth that there
2
Final Final Final
are many unpleasant odors that linger in a car from time to time.Judy
recognized that if Highway personnel are out in the middle of the night doing
a long plow,this just might be what is keeping them awake and alert.Bill
Lesser agreed.He continued that we al!know smoking is not good for you,
but if people choose to smoke and we asked them to work extra hours,it can
be difficult for them to work a number of hours and have their smoking
restricted.Judy stated as long as we don’t have an issue of a non-smoker
not being able to say,“I don’t want you smoke”,then the policy should be
okay as written.Larry Pariett commented that a few people have asked him
what the paragraph means.Will it change the meaning of the two sentences
if you removed the words "or in ones own designated vehicle”?Committee
agrees to strike out the words “or in ones own designated vehicle”.
2.There was a question about birthday time off.This does not appear in the
Personnel Manual since it is not a “policy”,but rather a Town Supervisor
discretionary benefit.
3.Page 12,Section 5,Sexual Harassment Policy,#2.Received a question
whether this includes stick on girlie calendars for official vehicles and if this is
not followed by policy then the Human Resource person should check all
Highway vehicles.Judy believes this is a little beyond her capabilities.She
contacted Highway Superintendent,Fred Noteboom regarding this matter.
Fred does occasionally go through and make sure this type of material is not
up.When we go through the training on this,we'll remind people this material
is not acceptable.
4.A request was received to increase personal days from three days to five.
Please.Bill Lesser asked where three days came from,is it standard and is it
in the Bolton Point union contract?It is standard and is in the union contract.
Cathy also points out that personal days are not intended to be used like
vacation or sick days,but should be used to attend to the things that you can
not take care during non work hours.Cathy goes on to say that based on all
the improvements and benefits that the Town has made over the past few
year’s for the employees,she does not want to recommend this to the Town
Board at this point.
Larry Pariett explained the “Perfect Attendance Day”,which is provided by the
hospital.If you don’t call in sick for the year,you receive a perfect attendance
day.Cathy said that our perspective is ”we don’t want you showing up if you
are sick”.
Dani Holford asked if Bereavement was ever five days and switched to three
days.Nope.It has always been three days.
3
Final Final Final
Judy explained that Tompkins County rolls any unused personal time into the
employee’s sick time at the end of the year.The committee agrees that this
may be an incentive for employee’s not to "rush”to use the personal time by
December 31st.There may even be a financial benefit to the Town.There
may be less of an influx of personal time being paid out at the end of the year.
The committee agrees to send this to the Town Board as a recommendation.
Dani questioned the requirement of asking for prior approval when using
personal time.Sometimes things like a family emergency comes up and it is
appropriate to use personal time to deal with these emergencies.Judy and
Cathy agree when there are extenuating circumstances,the requirement
would,of course,be waived.Judy also points out that sick time is opened up
when an employee needs to care for a sick family member.
5.Another question received was “if somebody comes in and is violent of
nature,how is this handled”?Judy explained that this technically dealt with
under Violence in the Workplace.
6.The final question has to do with the wording on Bereavement Leave.The
question has to do with spouse’s/partner’s immediate family,which is
included in the defining of an employee’s “immediate family”(parents-in-law,
sons/daughter-in-law)that allows for three days of bereavement leave.
Spouse’s/partner’s immediate and non-immediate family is also defined in the
“non-immediate”family of an employee in the section that allows for one day
of bereavement leave.
Larry Parlett recommends the following to correct the first paragraph:The first
sentence should be changed to read,“In the event of a death in an
employee's or employee’s spouse’s/partner’s immediate family”.And follow
through to the second paragraph,first sentence,“For an employee’s or
employee’s spouse’s/partner’s “non-immediate”family.
Dani asked about the equality in the Department Head discretion if a person
in one department is allowed a day leave for a close friend,but a person in
another department is not.If an employees feels proper discretion has not
been used,they should discuss it with the Human Resources Manager,who
will request the Department Head to provide reasonable justification for
denying the leave.The next step would be to the Town Supervisor.
Agenda Item #5:Security Conference Discussion:
Cindy Vicedomini stated that the one thing that the speaker brought up is
that in all emergency situations,pull the fire the fire alarm first,so you have an
emergency crew coming,and then call 911 and let them know what the
4
Final Final Final
emergency is.Another thing is the type of fires.There are wood,electrical and
flammable liquid fires.There are also three types of fire extinguishers,which she
has never been trained on or even made aware of.Cindy believes we should
have all three types in Town Hall.Dani,Judy and Cathy believe we do have
what are called ABC extinguishers,which can be used to extinguish wood,
electrical or flammable liquid fires.There was some discussion of where the
extinguishers are located.Judy explained that there are evacuation plans
located throughout the building,which indicate where the extinguishers and pull
stations are located.Pull stations are usually located by exterior doors.The idea
being that on your way out of the building you can pull the alarm.
Don Ten Kate stated that Highway personnel have been trained by Kristie Rice in
the use of fire extinguishers.Judy explained that there was training sessions
scheduled for Town Hall employees,but we can’t have them at the Highway at
this time due to the construction down there.It is illegal to burn in the city,so we
can’t have the sessions at Town Hall.Cathy does not believe that the operating
instructions on the extinguishers are very complicated,but if you are under stress
in an emergency situation you don't want to be trying to read them.It may not be
a bad idea to remind employee’s to be aware where the extinguishers are and
take the time to read the instructions once in awhile,instead of trying to read
them under a panic in an emergency situation.Paul Tunison pointed out that
there are procedures of how you approach a fire,after you get the extinguisher
out and ready to go.
Agenda Item #S:Others:
None.
Adjourned:1:05 p.m.
5
Personnel Manual Comments
Even though a provisional employee’s probationary period does not begin until they
reach permanent status,are they still an “at will”employee while provisional?
A provisional employee is an “at will”employee and that is why they don’t go on
probation until after they reach permanent status.
Why are employees required to sign an agreement to accept compensatory time?They
sign their time sheets and compensatory time accepted it noted on those.
The signed agreement is required for the compensatory time earned at time and half
versus getting paid time and half.This is a requirement of the FLSA to establish the
policy before the work is completed.A paper form is not required if a verbal agreement
has been reached,but I greatly prefer to have the written formal notice on some of these
things if possible.This form will be included in the orientation package from now on so
we won’t have to worry about getting it signed as things happen.
What happens if an employee refuses to sign a written disciplinary warning?
The supervisor should indicate on the form in front of the employee that “This warning
has been discussed with John Doe and he has refused to sign the form.”Supervisors
signature.This also holds true for the performance review or any other document,which
needs employee signature.(But always write that on in front of the employee.)
FMLA —Does benefit time accrual cease when an employee starts a period of unpaid
leave?Yes,as long as it is unpaid and not using up their fringe time.Accruals will begin
again once they return.
Is benefit time accrual suspended if an employee is suspended without pay as part of a
disciplinary action?Not usually for 2 or 3 day suspension without pay.If we had
someone go out for a large amount of time without pay then we would want to put it in
the disciplinary action letter that the benefit accruals cease while determining further
action.
Pg 45—The headings for the last columns under C.should have SCL1WC added along
with Town’s.“TOWN’S/SCLIWC PORTION”
This can be changed to "Employers Portion”
Pg.14—Is it appropriate to address “Dangerous/Emergency Situations”in a personnel
manual.
I think this could be debated.On a legal side (covering the employer’s bottom)the
employer has given policy in regards on how to handle such situation.This is very
important if something was to happen and the employer needed proof that the employee
knew of the employer’s policy on such actions.
On another hand this should be more appropriately handled in a Safety Manual and
during Safety Awareness Training.
I personally feel the importance is getting the policy said and making sure employees
believe that we really do not want them to put themselves in any undue harm to “protect”
the employer.
I want to thank you for these comments,they were very good!I hope I was able to
answer some of the reasoning for the policies.