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HomeMy WebLinkAboutPC Minutes 1997TOWN CLERK 273-1721 TOWN OF ITHACA .126 EAST SENECA STREET,ITHACA,N.Y.14850 HIGHWAY 273-1S56 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (507)273-1704 MEMORANDUM TO:Personnel Committee Members,Department Heads,Staff Members. FROM:Judith Drake,Human Resources J DATE:June 12,1997 < AGENDA The monthly Personnel Committee meeting for June will be held,Tuesday June 17,1997 at 8:15 a.m.in the Town Board Room. 1.)Call to order 2.)Approval of May 20,1997 minutes. 3.)Staff to be heard. 4.)Final review of “Grievance Procedure"for committee approval 5.)Continuation of review of working copy of the Personnel Manual. (Starting with Employee Benefits Section.) **Please remember to bring your copy of the Working Copy of the Personnel Manual with you.. TOWN OF ITHACA 126 EAST SENECA STREET,ITHACA,N.Y.14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-3035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1733 FAX (607)273-1704 MEMORANDUM To:Catherine Valentino,Supervisor;Betty Poole,Deputy Town Clerk; Donald Tenkate. From:Judith Drake,Human Resources July 24,1997 There will be a Personnel Committee Meeting 9:00 a.m.,July 29,1997 in the Town Board Room. AGENDA 1 ,)Call to order 2.)Approval of June 17,1997 minutes 3.)Persons to be heard 4.)Final review of Working Copy of the Personnel Manual. TOWN OF ITHACA PERSONNEL COMMITTEE MEETING JUNE 17,1997 At the regular meeting of the Personnel Committee for the Town of Ithaca, Tompkins County,New York held in the Town Hall Board Room there were present: Supervisor Valentino;Councilman Wolff;Donald Tenkate,Working Supervisor; Betty Poole,Deputy Town Clerk. Support staff:Judith Drake,Human Resources Specialist Others attending:Stanley Schrier and JoAnn Cornish-Epps Call to order:8:22 a.m. The May 20,1997 minutes without corrections or additions stand approved. Agenda ,ltern#3 Staff to be heard:None. Agenda Item #4 Final review of the Grievance Procedure: Councilman Wolff brought up that a line should be added about problems with their Supervisor still needed to be discussed with their Supervisor. Supervisor Valentino suggested a strong encouraging sentence to speak with their supervisor and not go above them. “Including problems between the employee and their Supervisor”.She also suggested highlighting the not by underlining and bolding the “not"in Step 2 paragraph C "the Human Resources Specialist will not ...” Mrs.Poole asked about an “Executive Session”for the Town Board in Step 3. Supervisor Valentino stated that it wasn’t always necessary to hold an executive session. After the corrections listed above,the committee approves this policy. Agenda Item #5 Continue review of the Personnel Manual. Ethics Law Supervisor Valentino explained that she decided to insert a paragraph or two and not the entire law since it is so long.Include a statement that the entire law is available in the Town Clerk’s office for review. Introduction Supervisor Valentino stated she will work on the introduction and that she wants to take the right to amend paragraph and include it in the introduction. Hours of Work Supervisor Valentino suggested:in standard hours section it should be worded "...which totals...”instead of “...which makes up...". Supervisor Valentino mentioned flex schedules and night meetings.The Committee discussed that a flex schedule isn’t just based on night meetings.The Committee decided on changing the sentence to “With Department Head approval,some employees maybe required or request a flexible work schedule". Supervisor Valentino asked about Compensatory Time off and whether it should be used up in 14 days.Supervisor Valentino wanted to clarify that employees are paid for Compensatory Time at straight time because it is accrued at time and a half.Should need to be clarified more in the Manual so it isn't questioned later. Call Back Time Add a sentence referenced in the County blue collar contract about pyramiding time i.e.an employee is called back and works 2 hours.Only the 2 hours worked can ba computed into hours worked for calculating overtime.Mr. Tenkate stated as practice in the past all call back time was overtime. Mrs.Drake mentioned that call back time shouldn’t be limited to just the Highway Department.The Committee decided to change policy to include all employees by taking out "highway”. i Weather Related Time Off Supervisor Valentino asked for clarification on this section.Mrs.Drake stated that leave time will not be needed to be used for hours Town facilities were closed.Employees can flex if the facilities aren’t closed but the employee chooses not to come to work dr use their leave balance.Councilman Wolff suggested taking out the last sentence of the first paragraph so it will read:"Flex Time maybe an option with the approval of the appropriate Department Head,to compensate for lost time when banked leave is not used." Employee Benefits Section: Holidays: Supervisor Valentino questioned how long we have had 12 Holidays.The Committee discussed days off around Christmas and how it effects different departments. Supervisor Valentino said she would ask the Town Board about having the f ‘24th of December,added to the Holiday list.Possibly increasing the number of holidays from 12 to 13 or 14.Mr.Shrier asked about the Holiday party.Committee said it would be rescheduled to a different day. Vacation: This section has already been approved by the Town Board. Sick Time: Mr.Tenkate asked about the accrual of time past 120 days.He asked why cap accrual to only an additional 12 days.Why not let it just keep accruing without a limit Mrs.Drake explained what the process is that is currently in effect,The process is that if an employee is over 120 days January First ,the balance is set back to 120 days and the employee starts accruing all over again and can only accrue up to only 12 extra days.It was clarified that the maximum accrual of 120 days which for 3 hour employees is 960 hours.Mrs.Cornish-Epps stated that if you are in your '50t and ’60s you might have a higher chance of using your sick time.Mrs.Poole asked about a person who reached their maximum for 2 full years never took a sick day would they still only have the extra 12 days or would they have 24 extra sick days.Mr.Tenkate said It would only 12 extra sick days. Supervisor Valentino read,the policy so we could all determine exactly what it allowed and what it limits.Councilman Wolff asked to define what the 120 days in the “bank”would be used for.We need to define how the benefit is to be used. Whether the Town is going to promote saving it for retirement Health Insurance premiums or if they are going to promote it as a benefit if an employee becomes ill and needs time off work to get well.Councilman Wolff said a person could have 2 banks.The first days could be the 120 days that would go toward your Health Insurance bank.The second bank would be the extra days to go into a “catastrophic illness bank”.Councilman Wolff is in favor of a no limit on sick accrual,but a limit of 120 days that can be used for Retirement Health Insurance premium.This will promote a “continue work ethic"and not a "use it or loose it’ work ethic.However,this could be a financial problem for the Town. Supervisor Valentino explained that retirees using their sick to pay for health insurance is a big cost to the Town.Councilman Wolff stated that the Town doesn't want to be so generous with this policy so that other benefits would minimized or scaled back.It was stated that it takes ten years of not using any sick time to reach the 120 days.Supervisor Valentino proposed that sick time accrual for the purpose of retiree Health Insurance is 120 days.Councilman Wolff asked -about other employees donating sick time to others.Supervisor Valentino stated in the past the Town has allowed an employee to pay back sick time if they need some,rather than taking from other employees.Supervisor Valentino suggested dealing with this on a case by case basis.Mrs.Poole described the City of Ithaca's sick bank and their committee that decides who gets the sick time. Supervisor Valentino stated opening it up to unlimited accrual is too worry some. Supervisor Valentino asked to cap it at some number.She suggested maybe 30 days or one months worth.If they use up the 30 days they will then need to dip into their 120 days banked.Supervisor Valentino wants it stressed that only 120 days will be allowed to pay for retiree's Health Insurance premium.Mrs.Cornish- i- Epps asked how disability plays into this.Mrs.Drake explained that if you are on disability you can use your sick time to get a full paycheck.Therefore,the 30 days will last longer than 30 days.Supervisor Valentino stated the Town Board might not want to go with 30 days but they might suggest an amount greater than 12 days.Councilman Wolff questioned how we define "retiree”.Supervisor Valentino asked to change Doctor’s statement to documentation.We will accept prescription or some other type. Personal: No change. Bereavement No change. Leaves of Absence: Supervisor Valentino asked when would the Board grant a paid leave.Mrs. Drake suggested making them use up their vacation and comp time first before unpaid leave starts.Supervisor Valentino stressed that vacation time and sick time cannot accrue while on the leave.Supervisor Valentino suggested changing title to “Unpaid Leave of Absence”.Mrs.Drake questioned the health insurance premium and by who it is paid.Supervisor Valentino stated that if an employee goes on a leave they will need to pay 100%of their Health and for Dental Insurance premium.Councilman Wolff asked about using Vacation and Sick time toward paying their Health Insurance.The Committee discussed when the employee is on unpaid leave but is using up Vacation and Sick time the Health would be coming out of pay but when that time is used up then they would need to pay forthe insurance.Mrs.Drake asked about how to address the years of service. The Committee decided there would be a skip in their years of service.The employee wouldn't get a credit for years of service If they weren't serving. Supervisor Valentino asked why we had differentiated between types of leave, especially personal.Basically a leave of absence is a leave of absence. Councilman Wolff thought the personal type was treated differently than other types.He described “Personal”as a person who forgoes pay for the time off. However,their years of,service and fringes stay the same.Supervisor Valentino suggested a time limit of a pay period or 2 weeks.The Committee agrees that personal equals no;more than 2 weeks.Mrs.Drake asked about employees extending or decreasing'their leave.The Committee suggested a minimum 2 week notification for a withdrawal or a request of an extension is required.The Committee decided to take out the “Type of Leaves”and leave it as just general leaves. New York State and Local Retirement Systems: No change. Health and Dental Insurance: No change. Disability : No change. Workers’Compensation: Supervisor Valentino asked if we needed to clarify this policy.The Town does want to keep their employees receiving full pay checks whenever possible so they do not suffer any undue hardships.Mrs.Drake wanted it stressed that the sick time paid back will be paid back at about 2/3rd the time.For example the amount of the check the Town receives divided by the employees hourly wage at the time of the accident.There were a lot of questions about what would happen if an employee is really badly hurt and is out for a long period of time.Mrs.Poole asked about the employee’s insurance coverage.More investigation in this is required by Mrs.Drake. Safety Equipment and training: Mrs.Drake stated that Mr.Noteboom is sending her the Town's "Statement of Safety”to add to this section.Mr.Tenkate wanted it changed to "contact your Immediate Supervisor and if the problem is unresolved then contact the Human Resources Specialist". Retiree’s Health and Dental Benefit Plan: Mrs.Drake stated that we need to add a statement about the maximum 120 days of sick time. Travel and Training: Mrs.Drake added the exhibit of conference and travel expenses form.Mrs. Cornish-Epps and Supervisor Valentino liked the form because it really explains the expenses requested by the employee.Mrs.Drake asked about putting in amounts for meals allowed.Supervisor Valentino liked the form because it really explains the expenses requested by the employee.Supervisor Valentino said she would like it open since .different areas are more expensive than others. Supervisor Valentino wants guidelines of when we will pay certain meals and from where the mileage begins.Mrs.Drake read this section from the County White collar contract.The Committee does want some guidelines added for when meals will be paid and that mileage will be paid from place of work or home which ever is closer to your destination. Personal Use of Town Vehicles: No change.Approved. Military Duty: No change.Approved. Jury Duty: Mrs.Drake did request a copy of the notice to report be attached to employees time card.This policy stands the same for part-time employees.If they need to report on one of their regular days we wilt pay them for that day. Mrs.Drake asked about a Saving Clause statement Supervisor Valentino suggested including it in the Introduction. Supervisor Valentino stated we are ready to send this to the Town Board in July and to set up the employee meetings. Meeting adjourned:10:30 p.m. Respectfully submitted Judith C.Drake, Human Resources Specialist TOWN OF ITHACA 126 EAST SENECA STREET,ITHACA,N.Y.14850 TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-6035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1763 FAX (607)273-1704 Memorandum DATE: TO; FROM: RE: August 3,1997 Catherine Valentino,John Wolff,Ed Conley, Betty Poole,Don Tenkate Judith Drake,Human Resources Personnel Committee Meeting The August 19,1997 Personnel Committee meeting has been cancelled.If you have items to be discussed at the September Personnel Committee meeting, please contact me and I will add them to the Agenda. TOWN CLERK 273-1721 TOWN OF ITHACA 126 EAST SENECA STREET,ITHACA,N.Y,14350 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1793 FAX (607)273-1704 MEMORANDUM TO: FROM: DATE: RE: Catherine Valentino,John Wolff,Ed Conley,Betty Poole, DonTenkate. Judith Drake,Human Resources SpecialisVManager Septembers,1997 Personnel Committee Meeting The September 16,1997 Personnel Committee meeting has been cancelled.If you have items to be discussed at the October Personnel Committee meeting, please contact me at the Personnel office. TOWN OF ITHACA 126 EAST SENECA STREET,ITHACA,N.Y.14850 HIGHWAY 273—1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783 FAX (607)273-1704 MEMORANDUM TO: FROM: DATE: RE: Catherine Valentino,John Wolff,Ed Conley,Betty Poole and Don Tenkate. Judith Drake, Human Resources Specialist October 16,1997 October and November Personnel Committee meetings. The October 21st and November 18th Personnel Committee meetings have been cancelled.There will be a December 16th meeting to discuss the plans for the coming year.Please put it on your calendar.Contact me if you have concerns you would like to discuss at the December meeting. MEMORANDUM TO: FROM: DATE: Personnel Committee Members,Department Heads Members. Judith Drake, April 8,1997 Human Resources Staff The monthly Personnel Committee Meeting for April will be held, Tuesday,April 15,1997 at 8:15 a.m.in the Town Board Room. AGENDA 1)Call to order. 2)Approval of March 18,1997 minutes. 3)Staff to be heard. 4)Finish discussion of Dress Code Policy. 5)Continue reviewing Working Copy of Personnel Manual -starting with Grievance Procedure. FINAL Town of Ithaca Personnel Committee Meeting April 15,1997 8:15 a ,m. At'a regular meeting of the Personnel Committee for the Town of Ithaca,Tompkins County,New York held at the Town Hall Board Room there were present: Members Present:Supervisor Valentino;Donald Tenkate,Working Supervisor and Betty Poole,Deputy Town Clerk. Members Excused:Councilman Conley and Councilman Wolff. Support Staff Present:Judith Drake,Human Resources Manager. Others attending:Kevin Kauffman,Executive Director,SCLIWC; Dani Holford,Senior Typist-Zoning;Stanley Schrier,Cleaner; JoAnn Cornish-Epps,Planner. Called to order:8:25 a.m. Agenda Item #2:Approval of March 18,1997 Minutes: Minutes were approved with no corrections or additions. Agenda Item #3:Staff to be heard.None Agenda Item #4:Finish discussion of Dress Code Policy. Mrs.Drake read the appearance policy from the Personnel Manual of Rockingham County,Virginia.She questioned changing the title from Dress Code Policy to Appearance Policy since it was a softer title.Supervisor Valentino summarized that she is not looking for a rigid dress code for the Town.The only reason this policy was brought up,is because of Civil Service compliance.If the need came up to speak to an employee or discipline them for an on going appearance problem,the Town needs a policy in the manual that could be referred to as a basis for the discipline.Supervisor Valentino felt that the biggest issues brought up at the March meeting was: 1)who makes the decision of what is proper attire and 2)who enforces a dress code. A Dress Code,unfortunately,is subject to one persons perception of what it should be.Supervisor Valentino suggested she do a memo describing what her general feeling are,so that people will know what she expects as Supervisor.This memo would not be subject to any discipline,but used by employees as a basic guideline.However,if the Town Is going to have a dress code, then the Personnel Manual should state how to address it.The manual should state the discipline that will apply.Supervisor Valentino,in regards to,one person's opinion versus another's, suggested having 2 to 3 Department Heads agree whether a clothing item Is appropriate or not before anything Is said to an employee.Mrs.Poole suggested having a dress down day.She also stated that jeans are not as offensive as some other clothing items.Mrs.Poole also questioned having the Department Heads confer with an employee about another employee's dress. Supervisor Valentino was not in favor of this.She thought it might cauqe ill will between employees.Supervisor Valentino asked Mr.Kauffman how a dress code is applied at S.C.L.I.W.C.He stated that they have no policy,however,the subject 1 s on the performance evaluation form.Mrs.Drake stated she was looking to have the policy be more of a guidance of what will happen if an employee is told they have inappropriately dressed.Supervisor Valentino suggested the following process:2-3 Department Heads meet and agree that an employee is inappropriately dressed. First offense:An oral warning Is given with a warning notification form filled out as a record of occurrence. Employee is sent home to change without loss of pay. Second offense:The employee is sent home to change with loss of pay and an official written disciplinary warning signed by the employee and Department Head Is filed in the employee's personnel file. Third offense:Employee is subject to the discipline and discharge policy. Mrs.Poole liked the wording of the Rockingham County,Virginia's appearance policy.The Committee decided to change title from "Dress Code Policy"to "Appearance Policy".Supervisor Valentino and Mrs.Drake will draft an Appearance Policy for the next meeting. Agenda Item #5:Review of Working Copy of Personnel Manual: Ombuds Service Section:Supervisor Valentino suggested putting the telephone number and address for the Service in a larger font and bold.Mr.Tenkate asked If Ms.Tlschler will be coming out to meet with employees.Supervisor Valentino expressed that Ms. Tlschler will be meeting with the Department Heads first.Mr. Tenkate suggested putting in the wording that there is no cost for this service to the employees. Employee Assistance Program: Mrs Drake asked whether the wording is correct since the Town doesn't pay for this service.Mr.Tenkate and Mr.Kauffman suggested combining Ombuds Service with the Employee Assistance Program as the title of "Employee Assistance and Ombuds Service". This newly combined section will be drafted and brought to theMaymeetingforapproval. Americans with Disabilities Act:Approved by committee. Pay Periods:-Mr.Tenkate brought up the subject that some of the employees have requested to be paid every week.Supervisor Valentino said she doesn't want to sign pay checks every week. Supervisor Valentino likes to review pay checks and invoices so she has the knowledge of what is going on.She feels right now the Town is too small.Supervisor Valentino stated that this is not something the Town is looking at presently. Mrs.Poole stated the problems that have been occurring with payroll.There was some discussion of DataRlte versus the Williamson Law Book Company's in house program.Mrs.Drake stated that this new program will allow reports to be printed before paychecks. Mrs.Poole asked to have the employee warned about changes in apaycheckbeforepaydate,If applicable,as a courtesy.Mrs. Drake stated that we are attempting to switch to an in house payroll by the end of May or the first pay period of June. Disciplinary Policy: Mrs.Drake is developing a discipline warning form to be used byDepartmentHeads.Supervisor Valentino stressed that any disciplinary action is subject to the Grievance Procedure. Committee approved policy as written. Grievance Procedure: Changed wording in Exception paragraph. The wording of Step 2 was questioned.An employee can have the Ombudsperson or the Human Resources Specialist assist in writing the complaint. Supervisor Valentino stressed that she wanted the Personnel Committee taken out of Grievance Procedure.Supervisor Valentino did a scenario to figure out the best steps to follow.Wording for Step 2 and Step 3 edited.Mrs.Drake will draft procedure for revlewal at next meeting.Add a Grievance Form to exhibits. Termination of Employment:Committee approved. Time Cards:Mrs.Drake stated this Is an added topic to the Personnel Manual.Committee approved the policy. Meal Period: Mrs.Drake stated this is an added policy to the Personnel Manual.Mrs.Drake stated by law a minimum of thirty minute lunchIsrequired.Mr.Tenkate asked about emergencies,and stopping for lunch.Possibly quote law if any wording about emergencies and meal period. Break Periods: Mrs.Drake explained that this is a new policy for the Personnel Manual.Mr.Tenkate asked to have the word paid added.Wording approved by the Committee after adding "paid break period". Attendance at Town Sponsored Functions:Mrs.Drake explained that this topic in the past has been a "hot topic",so she suggests putting it as a policy in the Personnel Manual. Supervisor Valentino questioned wording about required time to stay at work.Mrs.Drake clarified why that issue was addressed, i.e.end of year party.Changed to "...they are required to stay on the job until the time the function is expected to end or the end of their regular shift;which ever comes first". All sponsored functions should have a specified start and finish time. Meeting adjourned at 9:55 a.m. Respectfully Submitted Judith C.Drake Human Resources Manager Supervisor Valentino,thanked all present for the work being done to complete the review of the manual. Next meeting will begin with Employee Benefits section.Mrs. Drake will also bring back drafted sections worked on for final Committee approval. Next regularly scheduled meeting -May 20,1997 TO: FROM: DATE: Personnel Committee Members,Department Heads,Staff Members Judith c.Drake May 14,1997 Human Resources Manager The monthly Personnel Committee Meeting for May will be held, Tuesday,May 20,1997 at 8:15 a.m.in the Town Board Room. AGENDA 1)Call to order 2)Approval of April 15,1997 minutes. 3)Staff to be heard 4)Consider edited copies of: Appearance Policy, Employee Assistance and Ombuds Service, Grievance Procedure, Attendance at Town Sponsored Function, for Committee approval. 5)Continuation of review of Personnel Manual.(Starting with Employee Benefits Section). “Please remember to bring the Working Copy Personnel Manual with you! TOWN OF ITHACA PERSONNEL COMMITTEE MEETING May 20,1997 8:15 a.m. At regular meeting of the Personnel Committee for the Town of Ithaca,Tompkins County,New York held at the Town Hall Board Room there were present: Members present:Supervisor Valentino,Councilman Wolff,Don Tenkate, Working Supervisor;Betty Poole,Deputy Town Clerk. Support staff present:Judith C.Drake,Human Resources Manager. Others attending:Stanley Schrier,Cleaner;Joan Lent Noteboom,Town Clerk; Jonathan Kanter,Director of Planning;JoAnn Cornish-Epps,Planner;Mary Bryant,Senior Typist. Called to order:8:20 a.m. Agenda Item #2:Approval of April 15,1997 minutes: Motion to approve minutes,Betty Poole;seconded by Mr.Tenkate without corrections or additions. Agenda Item #3:Staff to be heard:None Agenda Item #4 Consider edited copies for Committee Approval: Appearance Policy:The Committee discussed why to have a policy for appearance.It was explained that this policy is needed because of Civil Service. The Committee wanted to add a statement about dress appropriate to the type of work employees do.Policy approved. Employee Assistance and Ombuds Service:The Committee reviewed the drafted copy,since last meeting it was decided to combine these two policies. Supervisor Valentino approved.Councilman Wolff would like a wording change in reference to explaining “self-reference".Possibly this should be spelled out, clearer,so employees,will know what to do.Councilman Wolff asked to have “everyday’taken out of the third paragraph.Councilman Wolff might suggest some clearer language later.Other than some language changes,the substance of the policy was approved.Supervisor Valentino wants employees to be comfortable calling CDRC for help,whenever they need to. Supervisor Valentino wanted members to compare this revised manual to the original manual for topics not covered that should be added.The Committee reviewed what the procedure would be after the revisions of the manual were done. Grievance Procodura:Supervisor Valentino wanted to review paragraph by paragraph.Underline Temporary and Probationary Employees in second paragraph.Councilman Wolff asked for clarification if an employee has a problem with their Supervisor should they still go io their supervisor with the problem. Committee decided all problems should be discussed with the Supervisor,even if it is with the Supervisor.This will encourage open discussion between Supervisors and employees.Mr.Kanter made the statement that we don’t want to encourage employees going around their Supervisor.Mrs.Poole asked to have Political Affiliation and Sexual Orientation added to the list of exceptions in the exceptions paragraph.Committee members agreed to add them.Supervisor Valentino asked about whether the ombudsperson will help the employee writing the grievance.Mrs.Drake slated she will check with CDRC. Paragraph 2(c)-wi!l take out the word “jointly".Mr.Kanter asked to have "defendant"changed to "respondent”. Mrs.Drake asked clarification on procedure 2.Who does the written documentation go to? In Step 3 .wording was changed to "...formally referred to the Town Supervisor". Mrs.Poole asked whether the documentation would go into the employee’s personnel file or grievance file?Supervisor Valentino explained that it will go into a formal grievance file and,If applicable,Civil Service Personnel File. The question was asked about how the County runs their hearings under Civil Service.There is a need to clarify how Civil Service affects the grievance procedure.Supervisor Valentino suggested referencing section 75 of the Civil Service Law.Mrs.Poole asked whether our grievance procedure was an in house procedure?This procedure isn’t a disciplinary action,but this procedure could come about because of a disciplinary action.Mrs.Cornish-Epps asked for clarification that if an employee feels they weren't treated fairly internally,where do they go?To Civil Service?The Committee needs more clarification on this matter. Step 3:Supervisor Valentino wanted the last sentence to state an interim decision that could be overturned by the Town Board.Changed to “..has the option to make an interim decision to be reviewed by the Town Board at an Executive Session for a final determination”. Supervisor Valentino asked if the respondent should have the right to verbally make their case before the Town Board?The Committee agreed to have the Town Board hear both sides of the grievance.Supervisor Valentino stressed that the Town Boaid can only make a final determination based on the written documentation.Any new information not written can't be used to make the determination.We need to add in Step 2 wording that explains that final determination will be based on the written documentation only.Therefore,all written documentation needs to be clear,and precise.Underline "all”.Councilman Wolff asked whether the employees will be invited or how will they know to go to the Town Board meeting.Supervisor Valentino suggested writing a procedure for the Town Board to use,so they know what the procedure is.Mrs.Noteboom asked .that'the Town Board be abie to call in witnesses if there are any.She stressed that this isn’t just a Department Head vs.Employee procedure that it can very well be an employee vs.employee situation.In reference to witnesses,Step 1 does state that the Department Head is to investigate the dispute.Therefore talk to witnesses,if there are any. Supervisor Valentino stated "that the grievance procedure's main purpose is to investigate whether an employee has not been treated fairly under the guidelines of the manual.The only things grievable are items covered in the manual".She explained that if two employees are disputing then that is to be covered under the Ombudsperson Service not the grievance procedure.The grievance procedure is for employees who feel they were not treated fairly under the guidelines of the Personnel Manual.Therefore,that this explanation needs to be clarified better in the purpose paragraph.Councilman Wolff suggested the following for the Purpose Paragraph: "A grievance refers to disputes pertaining to the treatment of an employee under the previsions of applicable guidelines procedures and policies of the Personnel Manual and the laws”. Supervisor Valentino wants a training on how io deal with this procedure for all Department Heads and the Human Resources Manager.This will help keep everyone in line on how to handle the procedure. Also,as part of Step 2 the claimant and respondent should include written documentation from witnesses. Mrs.Drake will rewrite this procedure and bring it back to the June meeting for final approval.As a reminder need to: 1.)have guidelines for Town Board 2.)have informal training/discussion with Department Heads and Human Resources Manager on how this should be implemented.Mr.Kanter would like this expanded to include other management procedures. Mr.Wolff asked about exit interviews:Mrs.Drake stated that she does do exit interviews.Mr.Wolff asked to have this topic addressed in the Termination of Employment Section."All employees will have an exit interview with the Human Resources Manager”. Mrs.Notebuom asked to have ail inieiviewees be given a Personnel Manual and the Ethics Lawi to review.This could them the opportunity to ask questions about them during the interviews.Supervisor Valentino suggested adding the Ethics Laws and Disclosure Statement as an exhibit.Wo nood to havo new employees sign a statement that they have received a copy of the Personnel Manual,Therefore,they can’t deny receiving it. Attendance at Town Sponsored Function: Supervisor Valentino explained why this policy was being addressed.She stressed that all functions must have a specified start and finished time.i.e.1 p.m. io 3 p.m„Committee approved policy. Supervisor Valentino asked to have members compare the revised manual to the current manual in order to make sure all the information is included .She would like to have this working copy available for the Town Board's first review after the June meeting Personnel Committee meeting.Then have it reviewed by employees.She would like to have it in place for the August Town Board meeting. Supervisor Valentino asked to have the next meeting longer in hopes of getting through what is left. Next scheduled meeting of Personnel Committee is June 17,1997. Meeting adjourned:10:00 a.m. Respectfully Submitted by: Judith C.Drake, Human Resources Manager ( TOWN OF ITHACA Personnel Committee Meeting January 21 ,1997 8:15 AM ' At a regular meeting of the Personnel Committee for the Town of Ithaca,Tompkins County,New York held at the Town Hall,126 East Seneca Street,Ithaca,New York,there were present: Members Present:Supervisor Valentino,Councilman Conley, Councilman Wolff and Donald Tenkate,Working Supervisor. Members excused:Betty Poole,Deputy Town Clerk Staff Support Present:Judith Drake,Human Resources,Joan Lent Noteboom,Town Clerk/Director of Administrative Services. Others attending:JoAnn Cornish,Flanner Call to order at 8:15 AM Approval of October 16,1996 minutes. Supervisor Valentino made sure everyone had the same understanding for Call Back Time. Agenda Item #3:Staff to be heard -none. Agenda Item #4:Approval of 1997 meeting dates; One correction -changed February 18th meeting to February 25th. All other dates approved. Supervisor Valentino will be unable to attend the August meet ing. Agenda Item #5:Progress report Personnel Manual : Discussed Personnel Manual as to what has been edited and what topics haven't been discussed as yet.Decided topics ready for draft form are: Employment Pol icies: Anti -Harassment Pol icy/Sexual Harassment Policy Drug and Alcohol Testing Policy and Procedures -Town Board approved,(policy will be added as a whole to the manual). Smoking Policy Employee Assistance Program General Information Policies: Hours of Work -including compensatory and call back time. Part time Employees. Temporary Employees. Probationary Period. Driving Record. Weather related time off (Town Board approved 1994) Performance Review. Salary. Grievance Procedure Policy -(Add Community Dispute Resolution Center). Discipline and Discharge. Termination of Employment. Supervisor Valentino,Mrs.Notebook and Mrs.Drake will review Draft and bring copy to February 25,1997 meeting. Decision made we need to start discussions on the Employee Benefits and Miscellaneous Sections.These sections include the following topics: Employee Benefits Sections: Holidays,Vacation,Sick Time,Personal,(will add Family Leave),Bereavement,Leave of Absence,Family and Medical Leave Act of 1993,Retirement,Health and Dental Insurance,Health and Dental Benefit Plan for Retirees (Town Board approved 1996),Disability Insurance,Worker's Compensation Insurance,Safety Equipment and Training, Ml seel 1 aneous Section: Employee Workshops and Seminars,Mileage Reimbursement, Personal use of Town vehicles,Military Duty,Jury Duty,Right to Amend. Meeting Discussion: Under topic of "Termination of Employment"-Addition of a line detailing that employee's who have not completed their first full year of service are not eligible for vacation accrual pay.Also,if a new employee has borrowed any vacation time,then they will have that time computed to a dollar amount based on their present hourly wage,and It will be deducted from their last pay check. There was no change in the Holiday Section. Any new employee using vacation time before completing their first year of service is determined to be borrowing that time from a futuristic allotment. This borrowed amount will show on their pay stub as a negative balance until the employee has completed their first year of service. -There is a need to change vacation wording so that it is accrued on the first of January instead of the employee's anniversary date -per 1995 Town Board Reso lut i on. Supervisor Valentino proposed additional accrual of vacation time on the first of July.This would allow people hired in the first half of the year their extra week or day earlier,instead of having to wait a wholeyear.Regular vacation allotments would still be givenonthefirstofJanuary. All agreed that accruing on each individuals anniversary date is cumbersome for payroll.Need to decide on annually,semi-annually or monthly accrual, Personal Days:Add wording about proper use of this benefit,not to be used in conjunction with vacation. Example are Doctor's appointments,Lawyer meetings, Banking etc. Supervisor Valentino would like a section added about Faml ly Leave. Sick Time:-Maximum accrual is now 960 hours.Donald Tenkate requested allowing Sick Time to keep accruing since there are employees who have reached the maximum,but are not anywhere near retirement. The suggestion was made to allow Sick Time to accrue, but to add a stipulation line to the Retirement Section."At time of retirement the maximum amount of sick accrual that can be used toward Health Insurance premiums is 960 hours." The Town Board will need to decide on a "grandfather date".Personnel Committee is proposing -January 1, 1997.-Mrs.Noteboom suggested adding a line requiring employees to submit a Doctor's statement to the Human Resources office after being on sick leave for 3 to 5 consecutive days.This would be an alert indicator since disability starts after an employee has been out on sick leave for 5 consecutive days. Requested Agenda Item for February Meeting -Discussion of the process to be completed after the Personnel Committee has a draft form of the new Personnel Manual. Mr.Donald Tenkate requested a review of the Retiree Health Insurance topic. Councilman Wolff added Agenda Item #6: Information Technology Committee's proceedings. IT Committee wants to standardize software and then provide training for all current staff.Councilman Wolff proposed adding to the miscellaneous section a topic of the required level of basic literacy for computer usage. Discussion concluded that after Town Board approves what the IT Committee is proposing something should be added at that time to the Personnel Manual. All discussed adding a topic of Internet Protocol.IT Committee is drafting a memo to go out on Internet Protocol for the present time. Meeting adjourned at 10:00 AM. Respectfully Submitted,——^Judith Drake, Human Resources. "Next regularly scheduled meeting is February 25,1997 X ARCHIVE COPY FINAL TOWN OF ITHACA Personnel Committee Meeting February 25,1997. 8:15 AM At the regular meeting of the Personnel Committee for the Town of Ithaca,Tompkins County,New York held at the Town Hall,126 East Seneca Street,Ithaca,New York,there were present: Members Present:Supervisor Valentino,Councilman Conley,Donald Tenkate,Working Supervisor,Betty Poole,Deputy Town Clerk. Staff Support Present:Joan Lent Noteboom,Town Clerk/Dlrector of Administrative Services and Judith Drake,Human Resources. Members excused:Councilman John Wolff Others attending:Dani Holford,Senior Typist,Zoning;JoAnn Cornish-Epps,Planner and Mary Bryant,Senior Typist,Engineering. Call to order at 8:15 AM. Agenda Item #3:Staff to be heard -none. Agenda Item #4:Finalize vacation section. Vacation Carryover Discussion: Supervisor Valentino discussed that 1.5 carryover was not the intent of the Town Board per February 10,1997 Town Board discussion.Their intention was to allow a carryover of .5 and not the 1.5 times. This is a correction of intent by the Town Board so that staff will take their vacation instead of letting it ride on the books. The Committee decided it would be best not to have a cutoff of when to use the carryover up by l.e.June 30th.Personnel Committee will recommend to the Town Board to have whole year to use up carry over . Supervisor Valentino expressed that some adjustment can be worked out for under staffed departments so that those employees effected won't lose their time,if they are over .5 at the end of the year.Any such adjustments will be put in writing and approved by the Town Supervisor and Department Heads. Proposed Entitlement: Allotments will be given the first of January based on years of service completed as of January 1st. Employees will be getting one day or week a year sooner than the old allotment table,l.e.15 days granted after completed 5 years of service instead,of 6 years completed. New employees are allowed to use vacation time after their 26 week probationary period.However that time used is borrowed time that they will be given after completing their first year of service , Supervisor Valentino and Committee are planning to have the vacation section approved by the Town Board in 1997 but start effective 1/1/98.However new hires will start after approved by the Town Board. Mrs.Drake stressed that time off requests are required and have to go into Personnel files for records management for 6 years from date f 1 led. Agenda Item #5:Review of options for Deferred Compensation Program. Supervisor Valentino suggested looking into other companies other than Copeland-Will need to request proposals from qualified companies. To be put on Town Board agenda for March meeting:Request for Proposals of a 457 Deferred Compensation Plan. Agenda Item #6:(to be discussed after other agenda items if time permits). Agenda Item #7:Review Town Board approved Retiree's Health/Dental Benefit Plan. Mr.Donald Tenkate commented that a person at the Highway Department is worried about losing sick time or not having it used advantageously after retirement.The policy now Is interpreted as Retirees who have used up their sick time get a better benefit than those who haven't. Supervisor Valentino stated there wasn't a set policy for retiree's so the Town Board wanted to set up a specific policy so it would not be based on a person-by-per son basis. Mr.Tenkate suggested using 50%of sick time to pay premium then the Town of Ithaca pays the other 50%of the premium. This suggestion was to have the same percent of sick time used that other retirees (without a sick time balance)are required to pay based on years of service and the Town pays the balance of the premium .Right now if a Retiree has sick time,they are using that to pay 100%of the health insurance premium.Then after the sick balance is used up,they pay a percentage of the premium based on years of service with the Town of Ithaca paying the balance of the premium. Supervisor Valentino suggested taking the policy back to the Town Board to consider the plan as a whole and figure the Impact it will have on the Town. Agenda Item #8:Procedures for review of draft documents. Supervisor Valentino would like to follow the following steps after the Personnel Committee has a good draft copy of the Personnel Manual completed. 1)Personnel Committee has an approved Draft Copy. 2)Send to the Town Board for discussion and draft approval. 3)Circulate Draft approval to Town employees. Set up discussion and Input meetings. 4)Personnel Committee -discussion of employee's input from the meetings.Establish recommendation to the Town Board. 5)Send Final Draft to the Town Board for Final copy approval . Mrs.Cornish-Epps,Mrs.Holford and Mrs.Bryant felt the employees will appreciate the chance to discuss the manual before it is finalized and approved by the Town Board. Agenda Item #6:Review of Draft copy of Employment and General Information Policies. Supervisor Valentino and John Barney,Town Attorney,will put together a more formal introduction. The following subjects were discussed and approved by the Personnel Committee: Fair Employment Practices Ant i -Harassment Policy Smoking Policy -Councilman Conley asked about a smoking designated area for the new Town Hall. Drug and Alcohol Testing Policy and Procedure -add a see exhibit line. Americans with Disabilities Act Pay Periods Part Time Employment Temporary Employment Weather Related Time Off Procedures Emergency Closing Procedures Performance Reviews Salaries. The following subjects are to be brought back to the Personnel Committee with corrections made for approval. Sexual Harassment Policy -change "going to grievance procedures"to "go to the Community Dispute Resolution Center". Employee Assistance Program -Change “Human Resources Specialist"to "Community Dispute Resolution Center." Drug and Alcohol Policy -add "or possession"and "Failure to report any criminal conviction will be a major infraction and grounds for an immediate disciplinary action." Hours of Work -several corrections In wording and add a sub-section about a Flex-time definition. Probationary Period -add statement about promotional employees probationary period. Driving Record -add line about occasional drivers of Town Vehicles. Dress code -considering putting in some guidelines.Mrs. Cornish-Epps asked to have the policy tightened up so that it wouldn't allow ambiguity.Supervisor Valentino suggested as a committee we discuss what attire bothers us and others so we have a better idea what items may be considered inappropriate. Supervisor Valentino expressed that Camille from the Community Dispute Resolution Center may be coming to our next Personnel Committee meeting.During that meeting she should be able to help us with the wording about Grievances Procedures, Supervisor Valentino will be going over with the Department Heads which staff is on Flex-Time. Supervisor Valentino asked Mrs.Drake to do a memo detailing the difference between exempt status for the Fair Labor Standards Act and exempt status for Civil Service since there is still some confusion about the difference. Mrs.Drake suggested that there are topics that need to be added to manual.Examples are;Flex-time definition,Civil Service, Meal Time,Break Periods,Time Cards and Attendance at Town Sponsored Functions. There was some discussion about what goes in a new employee packet and a need for a separate manual for Department Heads. Supervisor Valentino would like to see the Personnel Manual completed by July 1,1997 and approved and in place no later than January 1,1998. Meeting adjourned by Supervisor Valentino at 10:15 AM. Respectfully Submitted, Human Resources TOWN OF ITHACA Personnel Committee Meeting March 18,1997 8:15 a.m. FlNAi At a regular meeting of the Personnel Committee for the Town of Ithaca,Tompkins County,New York held at the Town Hall,126 E. Seneca Street,Ithaca,New York,there were present: Members Present:Supervisor Valentino;Donald Tenkate,Working Supervisor;and Betty Poole,Deputy Town Clerk. Members excused:Councilman Conley and Councilman Wolff. Support Staff Present:Judith Drake,Human Resources and Joan Lent Noteboom,Town Clerk/Di rector of Administrative Service. Others attending:Camille Tischler,Ombudsperson from the Community Dispute Resolution Center;Kevin Kauffman,Executive Director,SCLIWC;P.Erik Whitney,Assistant Town Engineer; Stanley Schrier,Cleaner;Dani Holford,Senior Typist,Zoning; Mary Bryant,Senior Typist,Engineering;Jonathan Kanter; Director of Planning;Daniel Walker,Director of Engineering; JoAnn Cornish-Epps,Planner,and Charles White,Engineering Technician. Call to Order:8:10 a.m. Agenda Item #2:Approval of February 25,1997 minutes. Mrs.Poole asked for clarification on vacation allotment and when those getting their 3rd week would get it.Supervisor Valentino clarified that all allotments will be given January 1st of each new year. Mrs.Drake clarified that the vacation section was completed and would be added to the April 7,1997 Town Board Agenda for their final approval.Supervisor Valentino moved to have February minutes approved and Mrs.Poole seconded. Agenda Item #3:to be addressed later. Agenda Item »4:Introduction of Camille Tischler from the Community Dispute Resolution Center. Supervisor Valentino introduced Camille Tischler,the Ombudsperson for the Town of Ithaca,from the Community Dispute Resolution Center (CDRC).Ms.Tischler will be coming around to meet with everyone and have a meeting with the Department Heads. She would like to take this opportunity to get to know the employees so that they will feel more comfortable when they wish to meet with her.Supervisor Valentino suggested doing a write up about the CDRC and Ms.Tischler to be provided to the staff. Agenda Item #3 :Staff to be heard Mr.Whitney had concerns about the dress code policy that would be gone into further in Item number 7.He wished to go on the record with a number of questions that the Town should answer before deciding to have a dress code policy or not.Those questions are: 1)The Town would need to evaluate what benefits we would realize by insisting on an employee dress code and what liabilities would be Incurred by the Town by having an employee dress code. 2)Will a dress code (sooner or later)be abused by an over zealous manager as a tool for harassment or intimidation? 3)Will the dress code necessitate expensive legal action? 4)Do the potential benefits out weigh the potential 1 labi 1 1 ties? 5)What elements of the dress code could be legally enforced? 6)Should only legally enforceable elements be Incorporated into a dress code? 7)Can employees afford a new wardrobe required by a dress Code? 8)Will the dress code simply boll down to a listing of someone's personal preferences? 9)Who should the dress code apply to? All employees?Elected and appointed officials? Vendors?Contractors?Consultants?Town Residents? Constituents? Mr.Whitney described a time when a person in his office mentioned another person's inappropriate dress. Supervisor Valentino can't answer all the questions Mr.Whitney addressed except that the dress code would only apply to those people hired by the Town of Ithaca,if the Town chooses to have one.Mr.Whitney mentioned that the only dress code he is aware of Is the one enforced by OSHA,l.e.,boots,gloves,long pants. Then there is the Informal rumor of a no jeans policy.Supervisor Valentino mentioned that there isn't a written policy on that at this time.Mr.Whitney would be willing to provide the committee with a written copy of his proposed questions. Supervisor Valentino stated that there has been comments from the public that have come in from time to time but that's not really the major issue on a dress code.There are extenuating circumstances that have happened that is causing us to consider a dress code.Mr.Whitney is concerned about the dress code causing more internal quarrels. Supervisor Valentino summarized the discussion in that the Town is Interested in establishing a minimal standard that goes beyond the norm limits of what would be appropriate in the work place. It would not be getting down to a uniform,but a policy to deal with the extremes.And again the extremes are a personal preference,but maybe there are some minimal standards that can be established. Agenda Item #5;Discussion of Personnel manual with Ms.Tlschler. Supervisor Valentino asked Ms.Tlschler for her comments about our policies such as Sexual Harassment Policy,Discipline and Discharge Policy and our Grievance Procedure. Ms.Tlschler mentioned that she thought the procedures weren't specific enough.It seems that the steps a person needs to go through in order to complete a grievance should be spelled out more specifically. Ms.Tlschler made some suggestions In wording changes In the following sections: Employee Assistance Program.The need to add a contact person and telephone number after CDRC or contact the Human Resource office. Supervisor Valentino stated that basically it Is just a referral program,not a funding assistance program.The possibility of changing name since we don't provide funding.A possible name would be "Employee Referral Program"since that is what the Human Resources office would ba doing. Drug and Alcohol Testing Policy and Procedures.Add an exhibit at the end of the Manual listing drugs defined on Schedule I so employees know exactly what the policy is referring to. Under the Appeal Procedure: Clarify what the actions are that the Town is required to take under federal law or regulation when it pertains to a disciplinary action. Supervisor Valentino suggested putting this Drug and Alcohol Testing Policy and Procedures as an exhibit at the end of the Manual since it is not specifically our policy but is a policy required by the U.S.Department of Transportation. Grievance Procedure Supervisor Valentino explained that this procedure is used when an employee feels that they are not being treated fairly or in compliance with the Manual.Our understanding is that we need to have a procedure in effect that works in conjunction with Section 75 of Civil Service laws.Section 75 regulates how municipalities can deal with an employee,so that they don't fire an employee without cause or opportunity for a hearing. Ms.Tlschler suggested putting In examples when an employee would go to the Ombudsperson,instead of the Town Supervisor.Or leave the determination of where an employee goes first up to the employee . Supervisor Valentino suggested that step 3 should be arbitration and not taken to the Personnel Committee,since we are such a small organization. We realize this section needs to be reworked taking into consideration Civil Service laws and who is covered by that. Supervisor Valentino would like to do some workshops for employees.An example workshop would be on Sexual Harassment. Disciplinary Policy Ms.Tischler suggested explaining how this works with the Grievance Procedure. Mrs.Drake suggested putting this section In front of the Grievance Procedure section. Agenda Item 6;Review corrected draft copies This was the final discussion of the following topics before encompassing them into the Working Copy. Sexual Harassment Policy; Ms.Tischler stated that we need to add some wording that describes what the Community Dispute Resolution Center is. Therefore employees will know what they are being referred to. Mrs.Poole suggested using descriptions given in the Human Service Resource Directory.Mrs.Drake suggested doing one section on the CDRC since it will be referred to in the Manual in many places.If we put in a section in the beginning of the Manual,i.e.after the "Fair Employment Practices"section,that described the Ombuds program.Then in the pertinent sections in the Manual,we could refer employees back to that page for the description,name,telephone number etc. Ms.Tischler also suggested wording for two policies. 1)One for the offended.2)One for the offender.She will send Mrs.Drake some examples of such policies. Employee Assistance Program -discussed changes earlier -approved. Drug and Alcohol Program -discussed,added a few new lines -approved. Hours of Work -discussed what we changed -approved. Probationary Period -added wording for promotional employees -approved. Driving Record -Mrs.Drake discussed what Jeff Farmer from Sprague Insurance told her about employee's driving records.She explained it doesn't effect our policy premiums,but is checked so that the Town Board know whether they have an employee driving a Town vehicle that (do to their past driving record)could be a liability to the Town.It is an awareness procedure only,not a premium reducing procedure. Mr.Tenkate wanted to clarify how strict the Town would be on the "any history of a moving violation"line.He expressed concern that if he gets a speeding ticket now,will he be dismissed? Decision was made to add a new paragraph with the wording "Or any moving violations that could result in the loss of the required N.Y.S.drivers license". Mr.Kauffman asked about a yearly check of Drivers License.Mrs. Lent-Noteboom stated we should trust our employees.Mrs.Drake will check with Sprague Insurance if they will charge us if we ask for a yearly report on all of our drivers.Mrs.Drake suggested checking licenses with the June evaluation process. That would give the Department Head the chance to completely review the employee. Part-time Employees -take out "jury duty"because we have to let them go by law,but we have discretion to pay them while they are on jury duty.We will discuss more when we discuss the Jury Duty section.The intention isn't to have people get an advantaged or disadvantaged by serving jury duty. Agenda Item #7:Continuation of Review of Personnel Manual Working Copy. Open discussion of: Dress Code Policy Mrs.Drake stated we were looking for some guidelines. Supervisor Valentino asked how do we define what is "improper", since everyone will have their own opinion.That is why there usually is no dress code or a very stringent dress code. Ms.Tlschler asked to get to what everyone's real concern is. Mr.Whitney expressed his concern is that the dress code policy will become a management harassment tool and will be applied unevenly.Also concerned about employees pointing fingers at each other which will create poor employee morale. Supervisor Valentino wants employees to look presentable,but also appropriate for the position.She would expect employees to use their common sense.As far as the no jeans policy,there is no written policy in effect.Supervisor Valentino does like the people out in the field i.e.highway employees,wearing uniforms that specify who they are and that they work for the Town of Ithaca. Mr.Kanter asked about identification cards for employees so that,when out in the field,they have identification with them that states they are a Town of Ithaca employee.Building and Zoning employees have these,but are issued by the Tompkins County Sheriffs Department. Mrs.Lent-Noteboom gave the suggestion for a dress down day and the rest of the days,dress in a professional manner. Mr.Kanter responded that the Town does need some type of policy saying this is how we expect employees to present themselves and to give some standards. Mrs.Drake expressed that the Town needs to have some standards or there is no grounds for a discipline procedure. Supervisor Valentino would like some guidelines in the Manual for all Town employees to use that would take into consideration the kinds of jobs they do.She explained that image is important because we are in the public eye,but also that doing a good job is very important too! Will start next meeting with Dress Code Policy. Meeting adjourned at 10:05 a.m. Respectfully Submitted, Judith C.Drake,Human Resources ‘Next regularly scheduled meeting is April 15,1997 TOWN OF ITHACA PERSONNEL COMMITTEE MEETING DECEMBER 16,1997 FINAL 8:15 A M At the regular meeting of the Personnel Committee for the Town of Ithaca, Tompkins County,New York held at the Town Hall,126 E.Seneca Street, Ithaca,New York,there were present: Members:Supervisor Valentino;Betty Poole,Deputy Town Clerk;Donald Tenkate,Working Supervisor. Support Staff:Judith C.Drake,Human Resources Specialist Others attending:Dani Holford,Senior Typist;Daniel Walker,Director of Engineering;Stanley Schrier,Cleaner;Charles White, Engineering Technician:Wayne Sincebaugh,Water/Sewer Maintenance Supervisor;Fred Noteboom,Highway Superintendent;Gene Redman,Deputy Highway Superintendent;Richard Schoch,Working Supervisor;Heavy Equipment Operators Larry Salmi,Ray Manning and Charles Hulbert;Motor Equipment Operators,Tim Eighmey,Jeff Hulbert,Ed Merrick,Rich Tenkate,J.Scott Dean,Robert Strosnider;Laborers,Toby Brown,John Shepardson,David Boyes,Eric Griffin,Ken Seamon,Monty Mouillesseaux. Call to order:8:25 a.m. Agenda Item 2:July 29,1997 Minutes Mr.Tenkate questioned the overtime pay and Call back section.Don stated that they have checked with the County and the way they do it,if you get called in they get overtime pay for the entire 4 hours of call back pay.For example:if you worked 3 hours you would get paid overtime for all 4 hours and not overtime for 3 hours and straight time for 1 hour.Mrs.Drake stated that was the opposite of how the Tompkins County Blue Collar Contract reads.Mr Tenkate agreed that it could be interpreted that way but you could also interpret it the way they do it and that’s the way they do enforce it.Supervisor Valentino stated we would check on it.Mrs.Drake stated she would have to ask the Tompkins County Highway Supervisor how they do it.When she spoke to the pay roll clerk and by the time she gets the time cards it is all filled in.Mr. Tenkate said it is marked on their time sheets as overtime for the 4 hours.Mrs. Valentino stated we would check into it more.Mr.Tenkate stated they have checked with several people in the county and that is how they do it.Supervisor Valentino questioned whether that was legal.She also doesn't want to get the county in trouble. Highway employee explained that there are other places calculating it the same way as the county,like school districts,other highway departments and the state. Supervisor Valentino stated we have to look at the whole thing.We can't duplicate pay for the same hours. Mr.Tenkate gave the example that if he was called in on Saturday to pickup a dead deer and it only took him 1 1/2 hours,he already has his 40 hours in for the week he would get paid overtime for the entire 4 hours if calculated the way the County does it.Instead of only 1 1/2 hours of overtime and the rest at straight time with the way the Town does it Supervisor Valentino explained regardless of what the County does we will comply with the law.We are using an hours to calculate overtime instead of just hours worked.We will check into it again but will comply with the law.We will also check with the County on how they are calculating hours for overtime. The minutes were approved as read. Agenda Item #3:Staff to be heard:none,(everyone attending for the discussion on Agenda Item #5) Agenda Item #5:Discuss weekly pay check vs.biweekly pay checks. Mr.Tenkake presented a petition signed by 33 people to Supervisor Valentino requesting weekly pay checks.Supervisor Valentino explained that her and Judith Drake have looked at the feasibility of the cost for the Town to go to weekly pay checks.It has been decided that we won’t be able to do it for this next year.We don’t have the staff to do it nor can we justify the costs.Some people raised the questions of biweekly vs.weekly for tax deductions.Mrs. Drake explained it would only be an increase of a few cents per payroll period. Mr.Schoch asked if it would be considered for 1999.Supervisor Valentino stated “I will take the petition to the Town Board because I do know how interested in it you are.So,yes,I am certainly willing to come back and revisit this subject again to see if anything changes.Right now with the payroll package we have,we don’t have the staff capabilities to take on weekly pay checks right now." Mrs.Poole asked how much cost wise it would be.Supervisor Valentino explained it would double the cost for the Town,especially due to the staff cost. Mr.Schrier asked about changing it to Thursday instead of Friday.Supervisor Valentino questioned if that would require change pay period and the calculating of overtime accurately.Mr.Walker questioned if that would mean a week hold back.Mrs.Drake explained that the county is paid the same way we are except on Thursday.Mrs.Drake asked if that would be an option the staff would like. Response:every week or nothing .Get direct deposit,Thursday would be good as anything if there wouldn't be a week hold back in pay. Agenda Item #4:Feedback on Personnel Manual Supervisor Valentino has heard mostly positive feedback.Neither Mr.Tenkate nor Mrs.Poole has any feedback to bring forth. Agenda Item #6:Discussion of Health Insurance Coverage for Retirees. Mrs.Drake explained it was in the Talk of the Towns that Town's are not supposed to pay health insurance premiums for retired Board members.We can offer it but they have to pay 100%of premium.We have it in our Manual that they can pay 75%-100%.This has been given to Attorney Barney to review and advise. Agenda Item #7.Discuss 1993 Schedule and 1998 Agenda Supervisor Valentino explained that since the Personnel Manual was completed there probably wasn't a reason to meet monthly.Members can call a meeting if something comes up Supervisor Valentino suggested meeting only quarterly unless something comes up and there is a need to meet more often.Supervisor Valentino has asked Mrs.Drake to research the project of getting information from other local employers on wages and benefits.This will allow us to access what we offer and need to offer compared to other employers in Ithaca. Supervisor Valentino explained that this will be one of our goals for 1993. Supervisor Valentino asked if there was any goals Mr.Tenkate or Mrs.Poole would like to add.They didn’t have any. Supervisor Valentino asked Mr.Tenkate and Mrs.Poole if they were still interested in being appointed to the committee for 1993.Mr.Tenkate was going to canvas the Highway Department to see if anyone else would be interested. Supervisor Valentino asked them to make their recommendation for appointment for 1998,after they talk to the employees. Mr.Tenkate asked what the procedure would be to call a special meeting. Supervisor Valentino explained to call Mrs.Drake to request a meeting.Or you can ask your Department Head or Supervisor Valentino.We will schedule the meeting for the last month of every quarter.We may need to change the time of day of the meetings. Other discussion: Mrs.Drake asked to discuss compensatory time for hourly employees.It seems to be confusing on the time card.We have 2 options:first is to have it automatic, everyone gets comp time for all hours over 37.5 or second to not have comp, time and everyone gets paid for hours worked.Mrs.Drake requested it to be one way or another. Mrs.Drake also requested to have comp,time have an accrual limit and not a specified time frame.Supervisor Valentino stated that she would discuss that more with Mrs.Drake. Mr.Walker as a Department Head explained that he would like to minimize comp,time carry over.Supervisor Valentino suggested discussing it in a Department Head meeting. Supervisor Valentino adjourned the meeting at 8:55 a.m.