HomeMy WebLinkAboutPC Minutes 2001Final Final Final
Town of Ithaca
Personnel Committee Meeting
January 24,2001
12:00 noon
At the regular meeting of the Personnel Committee for the Town of Ithaca,
Tompkins County,New York held at the Town Hall,215 N.Tioga St.,Ithaca,New
York,there were present:
Members:Catherine Valentino,Town Supervisor;William Lesser,Councilman;
Ed Conley,Councilman;Dani Holford,Senior Typist;Larry Salmi,Heavy
Equipment Operator.
Staff :Judith Drake,Human Resources Specialist.
Others:Paul Tunison,General Manager,SCLIWC;Larry Parlett,Administrative
Manager,SCLIWC.
Call to order:12:10 noon.
Persons to be heard:None.
Agenda Item #2:Review of minutes of the November 8,2000 meeting.
Approved.
Agenda Item #3:Persons to be heard.
Mrs.Holford said that there were two things to bring up.1.Could
employees be involved in the State contract to buy computers?Committee
members thought an employee purchasing through State contract is illegal.Mrs.
Drake will look into it.
2.Review of the Jury Duty policy.Mrs.Holford is losing personal time
because of travel to Waterloo.Mrs.Drake read the policy as it is stated in the
Personnel Manual.After discussion the Committee thought the wording allowed
payment for travel to and from court as well as payment for work hours.
Agenda Item #4:Review of Percentages for Part-time employees.
The Committee reviewed the printed handout that explained the
percentages for Health Insurance for part-time employees (copy attached).The
members said the percentages were fair,and approved them.The Town
Supervisor Review Committee will review the statement in the insurance
paragraph,concerning elected officials so it might change after that meeting.
Agenda Item #5:Review Quote for Met Life buy up Options.
The Committee reviewed a quote by the Town insurance agent.The
Town of Ithaca would pay the premium but the employee has the option of
adding insurance for family members at a reduced amount of insurance.No
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medical examination is necessary.The cost to the employer for $25,000
coverage would be $90 per employee for a year.The total being $5,850 per year.
The employee would pay for any additional insurance for family members.The
Committee voted unanimously to send the proposal on to the Bolton Point
Commission and to the Town of Ithaca Town Board in February.
Agenda Item #6:Approve Meeting Dates for 2001.
After discussion the Committee approved the list of meeting dates as
proposed.(Attached).
Agenda Item #7:Other.
Mrs.Drake asked about the review of Personnel Manual by Bolton Point.
Mr.T unison stated he is almost finished with the review.As yet he has not
received comments by Bolton Point employees.
Safety Glasses:
Mrs.Drake read the policy concerning the requirement that certain
employees wear safety glasses or goggles.The Town now pays $55 at Ithaca
Cayuga Optical for the glasses.Costs have risen sharply and the $55 only
covers less than half of the charge.The Committee discussed what constitutes
the necessity of wearing Safety glasses.Mrs.Valentino suggested that whatever
fee is paid,the policy should state that the glasses should meet OSHA
standards.The Committee asked Mrs.Drake to research the cost of the glasses
versus paying a flat fee.Also,the Safety Committee will discuss the policy at
their meeting.
Long-term Disability:
Mrs.Drake said that she has added the Long-term Disability Insurance
paragraph to the Insurance Section of the Personnel Manual.The Committee
suggested that the sentence “Coverage continues until the employee returns to
some form of work or age 65”be changed to “Coverage continues until the
employee returns to some form of work or is covered by Social Security
Disability”.
Meeting adjourned:1:00 p.m.
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Town of Ithaca Personnel Committee Meeting
March 21,2001
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman Ed Conley;Dani
Holford,Senior Typist;Larry Salmi,Heavy Equipment Operator.
Support Staff:Judith C.Drake,PHR
Others:Larry Parlett and Paul Tunison from SCLIWC.
Call to order:12:10 p.m.
Review of Minutes of January 24,2001 meeting.Approved.
Agenda Item #3:Staff to be heard:none
Agenda Item #4:Report by Mrs.Drake regarding State Contract purchases.
Mrs.Drake reported that individuals are not allowed to purchase
computers on State contract.However,Dell computer does have a state
contract and allows employees to purchase computers through them.The State -
plans to have a tax free day for the purchase of computers.
Agenda Item #5:Life Insurance Acceptance/rejection by Town Board.
The Town of Ithaca Board accepted the Life insurance plan for
employees.The starting date will be June 1,2001.Meetings will be scheduled for
explanation and discussion of the plan.
Agenda Item #6:Report on Safety Glasses by Mrs.Drake.
Mrs.Drake presented examples of safety glasses that could be purchased
for Town employees.After discussion,the committee decided to allow the
employee to purchase safety glasses,to cost no more than $40 for the frames
and $50 for the lenses.The employee will pay for the cost of the examination for
the lens prescription.The total cost of the safety glasses will be paid for the by
the Town of Ithaca and the employee will reimburse the Town for any cost above
the set amounts.The Town of Ithaca will only pay for the glasses every two
years.The Committee will send the proposal to the Town Board for the April
meeting.
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Agenda Item #7:Other
(Ergonomics)
Mr.Parlett announced that SCL1WC would have sessions with a physical
therapist demonstrating methods for safe lifting.
Adjourned:1:00 p.m.
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Town of Ithaca Personnel Committee Meeting
May 23,2001
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman William Lesser;
Dani Holford,Senior Typist;Larry Salmi,Heavy Equipment Operator.
Support Staff:Judith C.Drake,Human Resources Manager
Others:Larry Parlett and Paul Tunisoh from SCLIWC.Kristie Rice,Assistant
Zoning Officer and Building Inspector;Cindy Wasleff,Court Clerk;Betty Poole,
Court Clerk.
Call to order:12:12 p.m.
Agenda Item #2:Review of minutes of March 21,2001 meeting.
Approved with grammatical changes by Mrs.Holford.
Agenda Item #3:Persons to be Heard
Mrs.Holford stated that some employees asked about purchasing Town of Ithaca
surplus equipment since it is illegal for them to use the state contract.Supervisor
Valentino said that the Committee should ask Budget officer,Al Caryill about
procedures for such a purchase.Mr.Carvill will be asked to attend the next
meeting to discuss the suggestion.
Agenda item #4:Parking at Town Hall.
Mrs.Holford raised the concern that there were circumstances when
employees were blocked in when there were emergencies and the blocking
employee was out of the building.She asked if a policy could be made that would
give an employee access to keys of the vehicle parked behind them?The
situation arises only when the person [eaves the building and does not make
arrangements to leave keys.Mrs.Wasleff said that another problem is that some
employees do not pull far enough forward when both spots are unoccupied and
they pull in.She faces the problem when she has to come back for court.
Mr.Tunison asked what the policy is for visitors when they come to Town
Hall.The Committee discussed the problems of where one should park in
various situations.Mr.Lesser stated that he leaves a note on his car.The
Committee felt the suggestion for those visiting Town Hall to leave a note giving
their name and their business here is a good one.Mrs.Drake said that she would
review the parking arrangement and see if it is possible to leave spaces for
persons not having an assigned parking space.
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Agenda item #5:Discuss Part-time and Temporary Employment.
Mrs.Drake explained that there has been a policy regarding temporary
and part-time employees.There is a need to look carefully at the policy regarding
part-time and temporary employment in regards to benefits and fringe times and
such.The Highway Department is hiring more seasonal temps and we have filled
positions on permanent part-time basis.Mrs.Valentino suggested Mrs.Drake
look at such a policy and present it to the Committee at the next meeting.Mr.
Lesser said that part of the suggested policy should include an explanation why
the Town is using part-time and temporary employees instead of full time.
Mrs.Wasleff said that there was coverage needed when both she and
Mrs.Poole are on vacation.Mrs.Poole said that when she goes on vacation
Judge Larkin does not have clerical help because of the workload.Someone is
needed to help at the counter,with the mail and calls.Mrs.Holford said she
would be able to fill in when both Court Clerks are out.Mrs.Poole stated that
Diane McFall or Catherine Wall could be hired since they have had Court
experience.Mrs.Drake said when the other Court Clerk was hired,the Court
Clerks were to fill in for each other.The Committee discussed a method of
having someone on call when both Court Clerks are out.Supervisor Valentino
said that Mrs.Drake could look for an arrangement for the Courts.
Agenda item #6:Update on Benefits Passed by the Town Board.
Mrs.Drake explained that the insurance contribution percentage for part-
time employees was passed,as was the prescription safety glass policy.Mr.
Parlett asked if the pay structure was passed.Mrs.Drake said that did not come
from the Personnel Committee but It did pass.The new pay scale will go into
effect in July.At the June Town Board meeting the Board will be considering
what each person will receive as an hourly wage.Mr.Tunison asked what the
difference is between what was passed and what will be reviewed in June.Mrs.
Valentino said the Board would look at specific employee’s wages in June.There
is to be an across the board increase to job rate for the employees but there are
some employees that are already above job rate and they will receive a longevity
payment.It is a one-time payment to five employees who are above their job
rate.Mr.Tunison asked what is the reason the increase is being given in mid¬
year instead of at the beginning of the year.Mrs.Valentino explained that a mid¬
year raise would make it perfectly clear that this is an adjustment to take care of
inequities.If it were given with the January raises it would be confusing to
employees and might lead them to think that these are the sort of raises they will
be given yearly.This is a one-time raise to bring employees into equity.It is riot
an indication of how the raises are going to be established.In August the Town
Board will determine the percentage that the hiring and job rate will increase for
pay raises.Supervisor Valentino explained that the Town has been trying for
several years to work out inequities in our system a little at a time and haven’t
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been able to catch up.We felt that this year we are financially able to make the
one-time adjustment.Since the inequities have been going on for sometime,the
quicker the adjustment could be made,the better.Therefore,the mid-year
adjustment will be made,Mrs.Drake said that it would make next years
budgeting easier.
Mr.Parlett said that when his staff started hearing about the union coming
in at Bolton Point,they were afraid they would be left out.When they saw the
item in the Ithaca Journal about the adjustment for Town employees and it did
not include his staff they wondered if this is the first step to leaving them out.Mr.
Parlett said he explained to them that he did not know what was approved and
he expected it to come up at the meeting today.Mrs.Valentino stated it is up to
SCLIWC to address their adjustment.We should be assuring them that they are
not going to be left behind.The union will negotiate a fair way to address the
inequities.The SCLIWC Commissioners have stated they will not let the non¬
union employees be treated in a less than fair fashion.Mr.Parlett explained that
staff says their paychecks say Town of Ithaca too,therefore are they being left
behind because of the Union delay.Mrs.Valentino said the Administrative Law
Judge made it clear that the Town of Ithaca is the legal instrument for making
sure employees get paychecks and so forth,but also made it clear that the Town
of Ithaca is not their employer.Bolton Point employees have five employers.
The Administrative Law Judge said that SCLIWC is a “strange animal”and has
five employers,so it is up to the Commission to make the decisions for Bolton
Point employees and not the Town of Ithaca.The fact that the Personnel
Committee has been working on a joint Personnel Manual is only to make things
work smoother for everyone.Mr.Tunison said he had been approached by one
of the non-union employees and he told them that he would bring to the
Commission what the Town of Ithaca has done for them to review it.Mrs.
Valentino stated that if the Commissioners want to make adjustments for the
non-union employees they could do that.However it makes it more difficult when
they are in the midst of a negotiation.
Adjourned:12:37 p.m.
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Town of Ithaca Personnel Committee Meeting
August 22,2001
12:00 noon
Members Present:Councilman William Lesser;Councilman Ed Conley;Dani
Holford,Senior Typist;Larry Salmi,Heavy Equipment Operator.
Support Staff:Judith C.Drake,Human Resources Manager
Others:Paul Tunison from SCLIWC:Lisa Titti,Network Specialist.
Call to order:12:10 p.m.
Agenda Item #2:Review of minutes of May 23,2001 meeting.
Approved as read.
Agenda Item #3:Persons to be Heard
Ms.Titti stated that another employee,Chris Lehman,is very involved in yoga
and mention to her how yoga relieves stress.They discussed the idea of offering
to employees twenty-minute videos on yoga.They could be shown in the
employee lounge at lunch times or after work.Ms.Titti asked the Committee if
yoga videos were something they would be willing to offer the employees.Mr.
Conley and Mr.Lesser agreed that there didn’t seem to be a reason not to offer
the videos to the staff.Mrs.Drake mentioned that in the Wellness Program,the
Town of Ithaca offers reimbursement to staff members who attend fitness centers
and weight loss programs.In the same area,at one time there was a suggestion
that the Town purchase exercise equipment to be used by the staff.There are
funds available but the Town attorney should be consulted concerning liability.
Mr.Conley said he felt that the Town of Ithaca should encourage this program
and the yoga program.The Committee felt that Supervisor Valentino should
make the final decision on both programs.Mrs.Drake said she would look into
Worker’s Comp.It was suggested that Larry Salmi and Dani Holford ask the staff
about their interest.
Agenda Item #4:Discussion of Proposed Policy on Part-time and Temporary
Employees,
Mrs.Drake presented a draft of the proposed section on Part-time Employees.
The proposed paragraph states that an employee who works 17.5 hours is
eligible for prorated fringe benefits such as paid holidays,vacation,and sick,
personal time and bereavement time.The Committee discussed the amount of
time a part-time employee should work to receive benefits.The Committee
agreed that 15 hours should be the minimum number of hours an employee
should work to receive prorated benefits.Mrs.Drake explained that temporary
employees are not eligible for any of the benefits unless they work six months or
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more.Temporary employees in the Highway Department and Bolton Point,for
the summer,do not work the six months required for benefits.Mr.Lesser
suggested that the paragraph should read:“Full-time or part-time temporary
employees scheduled to work less than six months are not eligible”for the
benefits.The last sentence should read “Temporary Employees who will work six
months or more are eligible for the same benefits as regular full-time or part-time
employees”.
Agenda Item #5:Discuss Optional Employee Benefit Programs,
Mrs.Drake explained that some staff members had approached her asking about
other payroll deductions.One is New York State College Savings Program that
allows employees to set aside a minimum of $15.00 per pay period for their
children’s tuition.Mrs.Drake stated these are a service for the employee and not
an additional benefit paid by the Town.The Committee discussed the possibility
of implementing such a service and asked Mrs.Drake to get more information
from employees as to their interest in such a service.
Agenda Item #6:Others.
Mr.Lesser,referring to the May 23,2001 minutes,asked if there had been a
solution to the parking question.Mrs.Drake explained that we were trying to free
spaces for the Town Board and Bolton Point employees.After staff changes and
reassigning spaces,she was only to establish one free space.The Committee
discussed the problem of unauthorized parking and Mrs.Drake said that most of
the problems have been solved.
Adjourned:12.45
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Town of Ithaca Personnel Committee Meeting
November 28,2001
12:00 noon
Members Present:Supervisor Catherine Valentino;Councilman William Lesser;
Dani Holford,Senior Typist;Larry Salmi,Heavy Equipment Operator.
Absent:Councilman Ed Conley
Support Staff:Judith C.Drake,Human Resources Manager
Others Attending:Paul Tunison,General Manager,SCLIIWC and Larry Parlett,
Administrative Manager,SCLIWC.
Call to order:12:10 p.m.
Agenda Item #2:Review of minutes of October 17,2001 meeting.
Approved as read.
Agenda Item #3:Persons to be heard:
None.
Agenda Item #4:SCLIWC Union Contract:
The contracted was distributed to this committee so that the committee
would have the chance to discuss it.This is so that there weren’t any
misunderstandings in regards to what the contract said and how it would affect
Town of Ithaca staff.Parts of the Personnel Manual will need to be edited to
correlate with the union contract.
There were questions about whether Bolton Point would be Closed Shop
or Union Shop.Supervisor Valentino explained that “Closed Shop”means that
every employee must join the union and pay dues.“Union Shop”means that the
employee has the option to join the union,but either way would still have to pay
dues.If the employee doesn’t join then they don’t have any voting rights.She
also explained that “closed shops”are now illegal.
There was question in regards to those who don't join,what is there status
with the Union?It was explained that all the employees in the specified job titles
have the right to the benefits and such detailed in the contract.(They can make
a grievance and are do the help by the shop stewards like any other covered
employee.)The main difference is that they wouldn’t have voting rights.
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These questions led into some discussion regarding the benefit of actually
joining or not and why someone wouldn’t join,since they still have to pay dues.
Mrs.Drake explained the dues structure and stated that the formula had
recently changed from:1/a hourly rate plus a $1.00 per week to:1.5%of gross
wages (which includes shift differential and overtime).
There was discussion that focused around what improvements the
employees where seeking.Pay increases to match Cornell University Water
Treatment Plant Operators,and Seniority concerns (if the integrated water
system goes through)were the two discussed.This led to discussion about the
integrated water system and the effect on Cornell employees and City of Ithaca
employees.There was also discussion about how long the City plant can be
productive before possible failure to produce water.
Mrs.Drake asked about the procedure for the contracts being printed and
distributed.Mr.Tunison will check with Mike Schall,union rep.,about the
printing and distributing of the contract
Agenda Item #5:Other:
Meeting for December 2001 cancelled.Mrs.Drake will be scheduling a meeting
for January 2002 after the Supervisor Advisory Committee meetings have been
set for 2002.
Adjourned:12:55 p.m.
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