HomeMy WebLinkAboutPC Minutes 1996TOWN CLERK 273-1721
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
TO:Cathy Valentino,John Wolff,Ed Conley,Joan Noteboom,Don Tenkate,Betty Poole,Fred Noteboom.
FROM:Sherm DiSanto^?
DATE:January 11,1996
The regular monthly Pe rsonnel^Cpmmittee^mee ting for January will be
held on Wednesday,<J.ahu^r-y^^^^AM in the Town Hall
Board Room.
AGENDA
Call to order.
Approval of Minutes -c e m ber Meeting)
Staff to be heard.
Violence in the Workplace Questionnaire -Sherm to discuss.
Safety and Security Rules and Procedures -Sherm to discuss.
Drug and Alcohol Testing Policy -Fred/Sherm to discuss.
Consider having "Do Not Duplicate"stamped on keys -Sherm to
discuss.
Consider process for updating Personnel Manual.
9.Consider retirees Health Plan.
If unable to attend please contact me at 273-1721.
TOWN CLERK 273-1721
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
TO:Cathy Valentino,Steve Smith,Ed Austen,Ellen Harrison,Joan Noteboom,Fred Noteboom.
FROM:Sherm DiSanto
DATE;November 30,1995
RE:Personnel Committee Minutes (November 16,1995)
PRESENT:Cathy Valentino,Steve Smith,Sherm DiSanto.
Others
attending:Fred Noteboom,Don Tenkate,Gail Kroll.
Excused:John Whitcomb,Ed Austen,Ellen Harrison.
Call to Order:8:15 AM
Approval of minutes for October 19,1995
Agenda Item #3:No concerns voiced by attending staff.
Agenda Item #4:Violence in the Workplace Questionnaire was
finalized and is to be sent out to employees.
Agenda Item #5:Security and Safety Policy and Procedures was
approved and recommended to the Town Board for approval at their
December meeting.Cathy mentioned the possibility of having "Do Not
Duplicate"on keys.Sherm is to get estimates of cost for the
project.
Agenda Item #6:Drug and Alcohol Testing Policy was approved
pending John Barney's okay.It was recommended to send to Town
Board for approval pending attorney's recommendation.
Agenda Item #7:Sherm discussed that there is no 80%reimbursement
from prescription card as there is no deductible like health
insurance has.Cathy discussed that we are reviewing other
insurance options and are waiting to hear back from the insurance
company.Put this on the agenda for January 1996.
Agenda Item #8;not all employees who have use of Town vehicles pay
car fringe.Cathy felt it should be consistent.All agreed.
n.
Therefore,it was decided to charge Eric Whitney and WayneSincebaughcarfringe.Dan Walker stated that Eric and Wayne were
confortable with this.
Agenda Item #9:All full time employees will receive three Personal
Days ’in January for 1996.Any time carried over from 1995 must be
taken by their anniversary date in 1996.This will be the only time
Personal Days will be carried over.
Adjourned;9 s 15 AM
TOWN CLERK 273-1721
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
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,Don
Tenkate,Joan Noteboom
FROM:Sherm DiSanto
DATE:February 21,1996
The regular monthly Personnel Committee meeting for February will
be held on Wednesday,February 28,1996 at 8:00 AM in the Town Hall
Board Room.
AGENDA
1.Call to order
2.Approval of minutes -January 17,1996
3.Staff to be heard
4.Update on Violence in the Workplace Questionnaire
5.Consider revising Personnel Manual (Discipline/Discharge
policy)
If you are unable to attend,please contact me as soon as possible
at 273-1721
Attached is .a copy of the latest version of the Personnel Manual.
Bring it with you to the next few meetings for a working copy.
TO:Cathy Valentino,John Wolff,Ed Conley Don Tenkate,Betty
Poole,Joan Noteboom.
FROM:
DATE:
Sherm DiSanto
February 14,1996 F B
RE:Personnel Committee
PRESENT:Cathy Valentino,Ed Conley,John Wolff,Don Tenkate,
Betty Poole,Joan Noteboom,Sherm DiSanto.
Others attending:Dan walker,Sally Alario,Pat Keller,
Fred Noteboom.
Call to orders 8:15 AM
Approved November 1995 minutes (no December meeting)
Agenda Item #3:Fred Noteboom mentioned he is considering
promoting a person to fill a vacated MEO position.Cathy Valentino
stated there will be no more executive sessions of the PersonnelCommittee;these matters will be taken up by the Town Board
Executive session.Cathy said the reason for this was due to the..nature of the ma.keup of the personnel committee (hourly and
salaried personnel),to protect the well being of all involved.
Agenda Item #4:Sherm discussed the Violence in the Work Place
Questionnaire and that these were sent out to employees.Sherm will
begin tabulating results and have a report for the next meeting.
Sherm to get a copy of Questionnaire to John and Ed.
Agenda Item #5:Sherm discussed Safety and Security Procedures.
These were sent out to employees to read,sign and send back.He
has received some back.
Agenda Item #6:Fred/Sherm mentioned that the Drug and Alcohol
Testing Policy is in place;has been reviewed by Fred,Sherm and
Gail,and will be meeting .with Hugh Kent to "fine tune"the Policy.
In January,the highway department had one employee tested with
negative results..;
Agenda Item #7:Having "Do Not Duplicate"stamped on keys was
discussed.Sherm and Joan discussed the cost and labor involved in
having this done.Joan mentioned they are presently numbered and
are signed for by the employee.It was decided to hold off and look
into this when we move into another building.
<Agenda Item #8:Updating the Personnel Manual was discussed.Ed
A ;mentioned adding Civil ’-Service process.Joan mentioned there are
many topics which need to be clarified.Betty suggested that Sherm
send a memo to employees as to what they feel should be
added/modif ied.Cathy mentioned that she wanted to discuss
Discipline/Discharge policy at the next meeting.It was decided to
put different sections of the Personnel Manual on the next few
agendas to evaluate.Sherm to show at the next meeting
samples/break down of different topics of the Manual.Cathy
mentioned we needed to add a section pertaining to retirees.ShermmentionedthatalotoftimegoesintoaPersonnelManualandthatwhenwe're done it should look professional (i.e.bound insomethingattractive).Cathy also mentioned that in the
introduction there should be a statement to the effect "that themanualisnotalegallybindinginstrument",merely a statement ofTownPolicy.It was noted that the last page of the manual states
this fact.Cathy wants updating the Personnel Manual at the top of
Sherm's agenda and the Personnel Committee agenda.
Agenda Item #9:Retiree health plan was discussed.Cathy stated
that the portion of what the Town pays is not consistent with all
retirees.Also,the Town does not have the appropriate plan for
retirees.The retiree with sick accrual uses this equivalent dollar
amount to pay 50%;also dental comes from this amount.Joan
mentioned that spouse of deceased retirees are still receiving full
benefits.It was agreed that 1)the town policy should be
consistent for all retirees?2)when a retire has exhausted all
sick time accrual,the retiree should pay 100%.Also,if the
retirees have no sick time at the time of retirement,they should
fall in this same category.John mentioned we should proceed with
caution with the retiree health insurance as the retiree may not be
financially secure to absorb any more costs,(it may create undue
financial hardship)'.Also,Cathy mentioned we must be aware of any
pre-existing conditions.If the Town draws up a separate policy for
retirees,then the employee rate will go up with retirees out.Ed
mentioned we should look into what the Association of Towns has.It
was decided to put this on the next agenda.John inquired if there
was anything else pertaining to retirees that was inconsistent -No.Joan stated that elected Officers (for retirement recording)
must ;keep record of their first 3 months and average out the
number of hours worked.,per month.Joan to look up the resolution
pertaining to this record keeping of elected officials.
Meeting opened to floor:Don Tenkate asked if vacation could be
traded for sick time to build up sick time accrual upon retirement.
Cathy said "no".Cathy discussed vacation time.She will have final
say about an employee carrying over amounts in excess of 1.5 times
allotment.Cathy stated that if an employee has scheduled vacation
time and due to an emergency cannot take vacation,it should be
discussed and documented with the Supervisor and that it may be
appropriate to extend time frame.Joan mentioned that if an
employee constantly cannot take vacation maybe we need to look into
the staffing situation.Vacation/Personal time needs to be
clarified better in.’the'Personnel Manual.Cathy stated she
mentioned to Department Heads that Personal time cannot be tacked
onto sick or vacation.There does not,however,seem to be an abuse
of this.
Cathy stated that the Personnel Committee meeting was to start no
later than 8:15 and to end no later than 10:00 AM.
Cathy discussed the following ’’old items’’which need to be
addressed in 1996:
1)establish a policy of hiring relatives or family members.
2)guidelines for trucks and equipment operation.
3)use of unauthorized computer software -Sally (ADP
Committee)to come up with statement.
4)look into worker's Comp./Disability "double dipping"-
method of paid holidays
5)what is/is not proper employee attire.
Adjourned 9s 35 AM
RESULTS OF 33 EMPLOYEES RESPONDING.NOT ALL QUESTIONS ANSWERED.14 RESPONDENTS HAD
'COMMENTS WHICH WILL BE AVAILABLE AT THE MEETING.
PREVENTING VIOLENCE IN THE WORKPLACEXCONFIDENTIALQUESTIONNAIRE
The Personnel Committee is soliciting your input to help evaluatethetypesofissuestobeaddressedinapolicycurrentlybeingconsideredtohelppreventworkplaceviolence.
Violence in the workplace can be:homicide,assault,theft,arson,intentional damage,stalking,harassment,intimidation,threats,suicide,extortion,hostage taking,bombing,etc.This violence may be perpetrated by workers,clients,familymembers.This questionnaire is not subject to "Freedom ofInformationAct",therefore answers are confidential and will not
je shared with anyone except the Personnel Office.
ou fearful about violence in this workplace?1.
yes
a victim of violence in a workplace?you been
yes
Select any of the listed situations that make you feel3.
apprehensive,or uneasy,during the course of your day.
Apprehension of being:
INSTRUCTIONS:Please type or write your answers in ink.Place a check orXbesidetheitemthatbestdescribesyourvieworexperience.Seal yourcompletedformintheenvelopeprovidedandreturntothePersonnelOfficenolaterthanDecember1,1995.
30 no
31 no
/attacked or accosted to or from work
I "hit on"by a co-worker or supervisor
3 ./threatened or intimidated by a co-worker or supervisor
the victim of domestic violence
4.Place a check beside any of the listed situations that you
have experienced in the workplace during Town of Ithaca
employment:
witnessed a violent act
5*felt fearful of the actions of another person
g felt harassed,intimidated,or victimized
I 1 been harassed,intimidated,or victimized
narrowly escaped violence (a close call)
5.If you checked any of the items in question 4,was the personresponsible:
4 a co-worker \
el a supervisor)
1yacustomeror resident
a family member
6.Are you aware that some Town employees bring firearms intotheworkplace?
5*1 1 yes IQ no
7.Have you ever carried a handgun or other firearm into theworkplaceoronTownproperty?
Vs yes RD no
8.Are you concerned about this practice?
ISl yes l|no I undecided
9.Select the item below that best completes this sentence:IfeelaggressivebehaviorintheTownofIthacaworkplaceis
I tolerated
.discouraged
I do not feel aggressive behavior is a problem
10.Select from the options below the choice that best describes
the handling of your complaints,if any,concerning intimidating
or aggressive behavior:
\3 complaints have been addressed satisfactorily
complaints have not been addressed satisfactorily
no complaints.
11.Check all types of workplace violence training you have
received from the selections listed below (beyond the overview
provided last fall during the benefits Information meeting):
k safety precaution
5~recognizing potentially violent situations
If recognizing the warning signs of aggression and
violence in others
how to react if violence erupts
12.During your employment with the Town,do you feel you were
adversely affected by a policy or procedure you feel was unfair?.>NO\\ti9^a I Yes,please describe
13.If you answered yes to question 12,do you feel you received7"an acceptable hearing or chance to present your case?>
J Yes .C*'No "—s'''
14.I am a 13 female /*7 male
Public contact?
Off Ice/Fleld/Hlghway
H if
Comments and suggestions for improving your workplace:
TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783
FAX (607)273-1704
TO:
FROM:
DATE:
RE:
Sherm DiSanto
Cathy Valentino,Ed Conley,John Wolff,Betty Poole
Don Tenkate,Fred Noteboom,Joan Noteboom.
March 13,1996
AGENDA
1.Call to order
2.Approval of Minutes -February 28,1996
3.Staff to be heard
4.Review Employee Comments of Violence in the Work Place
results.
5.Review Discipline/Discharge Policy
6..Review of Personnel Manual:
Harassment
—EAP
Hiring /employments.
'^Drug &Alcohol
Retirees health plan"
7.Discuss "Attendance to Workshops".
Z^Sexual
REMINDER:Bring copy of Personnel Manual
If you are unable to attend,please call me at 273-1721
Sherm DiSanto;others attending:Jon Kanter,Sally
Alario,Pat Keller.
Absent:Ed Conley,John Wolff
TO:Cathy
Betty
Valentino,John Wolff,Ed Conley,Don
Poole,Joan Noteboom.
Tenkate ,
FROM:Sherm DiSanto
DATE:March 6,1996
RE:Personnel Committee minutes (2/28/96)
PRESENT:Cathy Valentino,Don Tenkate,Betty Poole,Joan Noteboom,
Call to order:8:20 AM
Approval of January 1996 minutes.
Agenda Item #3
Staff to be heard:Sally asked if health insurance was
changing.Cathy said we will be looking at different proposals overthenextfewmonthsandthatwewillkeeptheemployeesinformed.
Betty stated that a resolution in June 1993 stated (for retirementcreditpurposed)that elected officials should have 6 hours and
appointed officials 7.5 hours.Also,officials are to keep track of
their hours for a three month period to see what the actual number
of hours worked really is.
Agenda Item #4:Joanie is looking into a "bell"of some sort to put
at front door so the Deputy Town Clerks will hear when a person
enters the building.Cathy asked if people were aware that
employees brought knives to work.Answer was "yes"(Jackknives).
Sherm is to look into program/speaker dealing with violence in the
work place.Results of Violence in the Work Place Questionnaire was
discussed.Jon Kantor mentioned having a group session to discuss
violence.Pat Keller mentioned she thought there was a "crisis
training"program out there where people could call a number and
discuss their problem.Jon also mentioned that maybe the
county/civil service may have something.It was decided to make the
results of the questionnaire available to all employees.Sherm is
to give all employees a copy of results and comments and ask
employees to comment on this.Cathy mentioned we should do other
types of surveys more often and to keep violence in the Work Place
on the agenda for a couple of more months.
Agenda Item #5:
Personnel Manual Review:Cathy read from Cornell UAW book,
what they had in place for a Discipline/Discharge policy.This
policy is a result of 15 years of union/management negotiations.
Cathy discussed:
1.This description is for the purpose of helping
individuals.
2.It does not mention the number of oral/written concerns
an employee may have because there may be many small
concerns.Only major infractions are not subject to this
"Progressive Discipline."These "write-ups"are to be
signed by the employee and supervisor.
Discipline/Discharge must be consistent with past
dealings.
3.Cathy will be getting a copy of this policy for the next
meeting.
4.Under civil service an employee has the right to a
hearing.
Sherm is to get for all employees,a copy of civil service law and
hiring procedure and requirements for competitive,non-competitive,
and promotional positions.Next meeting we will review
Discipline/Discharge policy (Cathy to bring),sexual harassment,
smoking,EAP,Drug and Alcohol policy,and hiring/employment
policy.Cathy also wants to have "attendance to workshops"put onMarchagenda.Sherm is to have a "draft"pertaining to health
benefits of retirees.
Adjournments 9s 35 AM
HEALTH/DENTAL BENEFIT PLAN FOR RETIREES
DENTAL
A retiree may wish to have dental coverage upon retirement from
the town.However,the premium will be paid 100%by the retiree.
This premium shal 1 not be paid with any unused 'sick time'
balance.If the retiree wishes dental coverage(individual or
family),he/she shall pay the town by check or cash.As the townpaysthedentalpremiumonemonthinadvance,so shall the
retiree pay his/her premium to the town one month in advance.
HEALTH (THERE IS NO FAMILY HEALTH PLAN FOR RETIREES)
If a retiree has a 'sick time'balance,and he/she wishes to
continue health coverage,he/she may do so under the 1 nd 1 v 1 dua 1
health plan.100%of the premium will be deducted from theretirees''sick time'balance until it is used up,at which time
the retiree may elect to continue coveragefsee below).If there
is a spouse,then his/her premium shall to be paid 100%by the
retiree,by check or cash,as the 'sick time'balance is for use of
the retiree ONLY.
Upon the death of a retiree with a 'sick time'balance,thespousemayuseupthisbalanceinlieuofcashpayment.Upon
depletion of this balance,the spouse may continue coverage,
however ,he/she shall go back to paying as before.
FOR FULL-TIME'EMPLOYEES RETIRING WITH NO 'SICK TIME'BALANCE
'AND RETIREES WHO HAVE EXHAUSTED THEIR 'SICK TIME'BALANCE,
WISHING TO CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF
SERVICE
25 AND OVER
15-24
5-14
LESS THAN 5
RETIREES PORTION
OF PREMIUM
50%
65%
80%
100%
FOR ELECTED OFFICIALS"AND PART-TIME EMPLOYEES RETIRING WISHING TO
CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF
SERVICE
25 AND OVER
15-24
8-14
-LESS THAN 8
RETIREES 'PORTION
OF PREMIUM
85%
95%
100%
AS WITH DENTAL,THE TOWN PAYS ITS HEALTH PREMIUM ONE MONTH IN
ADVANCE,SO SHALL THE RETIREE PAY HIS/HER PREMIUM TO THE TOWN ONE
MONTH IN ADVANCE.
revised 3/96
DISCIPLINE AND DISCHARGE
The Town of Ithaca adheres to the principle that discipline has the objective of
improving the future performance of the employee.
An employee may be disciplined only for cause.Employees have the right to a
representative of their choice during any meeting that might lead to discipline or during a
disciplinary meeting.
The steps in the procedure of progressive discipline shall include oral warnings,
written warnings,suspensions and discharge.
Situations involving major infractions or offenses shall be exempted from
progressive discipline and may subject an employee to discipline,including discharge,
regardless of the employee's prior record.
Any employee who has been given a written warning or disciplined in any manner
or is discharged may file a written grievance .
An employee shall sign a written disciplinary warnings indicating that they have
received a copy,signing does not mean that the employee agrees or disagrees with the
written disciplinary warning.The employee shall have a right to promptly respond in
writing to any written discipline.This response will be kept with the written discipline.
HIRING EMPLOYEES
The Town of Ithaca is required to fill positions in accord with
Tompkins County Civil Service.Positions classified as competitive
require testing and are filled from a list provided by the County.
All other positions are recruited directly by the Town.There is no
testing,but applicants must meet the required skills as approved
by Civil Service and Town of Ithaca.
Filling Vacant Positions;As soon as you are aware that a position
is opening,the Department Head should evaluate the need to fill
the position,then (1)the Department Head contacts the Town
Supervisor/Budget Officer who determines if filling the position is
warranted and approves salary requirements,(2)the Job Description
is reviewed by the Department Head and Human Resources Specialist
for consistency with like positions,before being forwarded to the
Personnel Committee for their consideration.Recommended changes
are then sent on to the Town Board for approval,(3)the Human
Resources Specialist begins recruitment procedures (4)New hire
salary procedures are followed,(5)interviews are held,(6)the
Selection Committee's recommendation is forwarded to the Town
Board.No decisions are final before Town Board approval.(7)A
written job offer that outlines terms and conditions of job
employment will be sent and signed by the candidate.(8)On the
employee's first day of employment,s/he must report to the
Personnel Office for orientation.
Creating and Adding Positions;Creating and adding positions should
only be done during June,July,and August,prior to and in
conjunction with the annual budget process.(1)Department Heads
must submit a request with written substantiation of the need to
add personnel to the Human Resources Specialist,including;details
of any long-term project or new operation in the dept.,specs on
increased workload,type of new or backlogged duties to be
performed,why existing employees cannot perform this work (time
constraints,lack of skills or education,excessive overtime,
etc.),annual hours required to complete these duties,total annual
costs involved,(2)The Human Resources Specialist reviews the
request for completeness and submits it to the Personnel Committee.
(3)The Personnel Committee evaluates the request,listens to
comments,and recommends a job description,salary range,and
starting salary range.(4)This recommendation goes to the Finance
Committee for review.(5)If approved in the budget,all regular
standard procedures must be followed for each individual.(6)No
decisions are final until the Town Board approves the individual
for appointment.Revised 7/24/95
1
HIRING PROCEDURES CONTINUED
Student and Other Temporary Positions:The following procedures
should be followed:(1)Department Heads must notify the Human
Resources Specialist of their intent to hire a student or other
temporary worker and provide a salary request,budget account,and
grant or work study documents,no later that two weeks prior to the
next Town Board Meeting.(2)The Human Resources Specialist will
review the information and evaluate the status of the employee.
Temporary appointments of six months or longer must be sent to the
Personnel Committee for approval.(3)The Department Head and HumanResourcesSpecialistwillworktogethertopreparetheresolution
for presentation to the Town Board,for ratification or approval.
The Town Supervisor may approve temporary appointments that do not ’require individual Town Board approval,ex:work study students not
paid by Town payroll system.
NOTE:Hiring from a temporary agency is done by (1)checking with
the Assistant Budget Officer for available funds,(2)notifying the
Human Resources Specialist who will make the arrangements (3)
completing a requisition for the expense.
Revised 7/24/95
i
2
SALARY PROCEDURES
Regular New Hires:As soon as you are aware that a position is
openings (1)The Department Head recommends a starting salary range
and budget account and reviews with the Human Resources Specialist
for consistency with like positions,before being forwarded to the
Personnel Committee for consideration.(2)The Personnel Committee
listens to comments,evaluates the suggested salary and sets a
salary range,,if needed,and a starting salary range.(3)
interviews are held.(4)The Human Resources Specialist negotiates
with the candidate for the final salary,within parameters set by
the Personnel Committee,,or for Department Head positions,the Town
Supervisor may perform the negotiations and/or make the final
salary offer.(5)No decisions are final before Town Board
approval.
Salary Portion of the Annual Budget Process;(1)Department Heads
submit individual salary recommendations with their annual budget
requests,based upon a method approved by the Town Board.(2)The
Human Resources Specialist reviews the Personnel Committee for
consideration.(3)No decisions are final before Town Board
approval.
Revised 7/24/95
3
HEALTH/DENTAL BENEFIT PLAN FOR RETIREES
DENTAL
A retiree may wish to have dental coverage upon retirement from
the town.However,the premium will be paid 100%by the retiree.
This premium shal 1 not be paid with any unused 'sick time'
balance.If the retiree wishes dental coverage(individual or
family),he/she shall pay the town by check or cash.As the town
pays the dental premium one month .In advance,so shall the
retiree pay his/her premium to the town one month in advance.
HEALTH (THERE IS NO FAMILY HEALTH PLAN FOR RETIREES)
If a retiree has a 'sick time'balance,and he/she wishes to
continue health coverage,he/she may do so under the 1 nd 1 v 1 dua 1
health plan.100%of the premium will be deducted from the
retirees''sick time'balance until It is used up,at which time
the retiree may elect to continue coverage(see below).If there
is a spouse,then his/her premium shall to be paid 100%by the
retiree,by check or cash,as the 'sick time'balance Is for use of
the retiree ONLY.
Upon the death of a retiree with a 'sick time'balance,the
spouse may use up this balance In lieu of cash payment.Upon
depletion of this balance,the spouse may continue coverage,
however ,he/s.he shall go back to paying as before.
FOR FULL-TIME EMPLOYEES RETIRING WITH NO 'SICK TIME'BALANCE
AND RETIREES WHO HAVE EXHAUSTED THEIR 'SICK TIME'BALANCE,
WISHING TO CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF RETIREES .PORTION
SERVICE OF PREMIUM
25 AND OVER 50%
15-24 65%
5-14 80%
LESS THAN 5 100%
FOR ELECTED OFFICIALS AND PART-TIME EMPLOYEES RETIRING WISHING TO
CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF
SERVICE
25 AND OVER
15-24
8-14
LESS THAN 8
RETIREES PORTIONOfpremium
75%
85%
95%
100%
AS WITH DENTAL,THE TOWN PAYS ITS HEALTH PREMIUM ONE MONTH IN
ADVANCE,SO SHALL THE RETIREE PAY HIS/HER PREMIUM TO THE TOWN ONE
MONTH IN ADVANCE.
revised 3/96
TO:Cathy Valentino ,John Wolff,Ed Conley,Don Tenkate
Betty Poole,Joan Noteboom,Fred Noteboom.
FROM:Sherm Di Santo
DATE:March 26,1996
Re:Personnel Committee
Present:Cathy Valentino,Don Tenkate,Betty Poole,Joan Noteboom,
Sherm Di Santo;others attending:Fred Noteboom,Jackie
White,Eric Whitney,Sally Alario,Pat Keller,Mary
Bryant.
Absent:John Wolff,Ed Conley
Call to order:8:15 AM
Approval of February 1996 minutes.
Agenda Item #3 &4:Staff to be heard/Vlo lence in the Work Place
comments:
Erik Whitney discussed the process,of "breaking a horse"and how it
related to the "Violence in the Work Place"Questionnaire;discussing the comments made and finding out how Employees really
feel.Erik mentioned we should schedule a meeting to discuss this.
Also,Erik mentioned employees needed a place to vent frustrations.
Cathy said she would contact a mediation service,and once doingso,Sherm would set up appointments for employees to meet with this
person.Fred asked where all this was leading.Erik mentioned this
would be a good way to relieve stress.The rumor mill tends to
create tension and pressure.Employees are hesitant to discuss with
Sherm,mainly due to the organizational structure.Cathy stated ifweweretogetamediator,the number one rule is that employees
speak for themselves only.Also,the mediator may discover we have
a serious problem of some sort;as they look for facts not rumors.
Betty reiterated that this was a good idea.If employees do not
feel this will work,they are to contact Cathy.Pat Keller stated
that once we get into a new building with more space may reduce the
number of rumors.Our cramped quarters encourages the rumor mill.
Don Tenkate mentioned that there were no dates or anything on
the survey to show that it only pertained to the Town of Ithaca
workplace specifically.Some people who had problems at other work
places mentioned them In the survey,therefore,some responses did
not pertain to Town of Ithaca work place.Also,Don stated that
other surveys should be more specific;l.e.distinguish the
difference between physical and mental harassment.It was agreed to
have Cathy locate a mediator.
Agenda Item #5:Discipline and Discharge Policy:
This policy is practically identical to the one at Cornell.It
is fair to employee rights yet fair to employer.Don asked about
representation.Cathy stated an employee,during a grievance
procedure,may have a friend or co-worker with them.They may have
an attorney but it may be expensive.However,if the employee feels
It necessary to have an attorney,they may.Sally said this
representation would be good for moral support.Cathy agreed and
said this would also give either side a "witness"to what is being
said.Betty agreed and stated that sometimes in these situations
people say things they don't really mean.Joan mentioned it would
be a good idea that even during an oral warning that both the
department head and employee have a representat ion wi th them.Cathy
stated that an "oral warning"is a discipline and should be
documented and the employee should be notified of such and’the
document signed."It must be clearly defined that this is a
discipline."Joan stated that communication works two ways and that
people must have a good working dialogue between each other.
Betty mentioned that maybe department heads heed to "vent"
their stress.Cathy feels they do that by coming to her.
Fred mentioned what is this progressive discipline and what
are the consequences,and are they going to be defined.Cathy
stated that oral warnings (may be one or several)should be
documented and signed by employee and department head.Also,the
first few disciplines would "set the rule".We must be consistent.
Sally and Betty said that if this is the case,how do other
employees find out these disciplines?Cathy said all they have to
do is ask if there were similar situations.Personnel will have
records of such.Also,Cathy said we want to be fair to all
employees and don't want ironclad rules/regulatlons to have to
adjust to the situation.Personnel will set up a "grievance file".
Betty asked what constitutes a major offense.Cathy said
insubordination and theft,however there are varying degrees of
theft.Also,Cathy said that this discipline process will take time
to get use to.Cathy stated that employees may look at their own
personnel records if they desire.Put Dlsclpl Ine/Dl scharge on
agenda for April.
Agenda Item #6:Review of Personnel Manual.
The sexual harassment policy should be run by the Town's
attorney as he was involved initially.Looks like only the last
paragraph need to change.It was asked what if sexual harassment
involves your supervisor.Cathy said the grievance procedure
handles this situation.Joan stated that if sexual harassment
bothers one person it may bother others even to a different degree.
Make sure the situation is addressed and settled to the employee's
satisfaction.
The smoking policy needs changing.It was discussed and
made;to be brought to next meeting.Policy mentions no
smoking on any Town facility.Fred mentioned he allows smoking in
Town barn garage (truck bay).Cathy asked if this was safe?Fred
said yes,basically.It was agreed to put in introduction
"Violation of Policy is subject to Discipline"therefore,it would
not have to be mentioned throughout manual.Put smoking policy on
Apr 1 1 agenda.
No change to EAP.
Drug/alcohol policy -change last 2 sentences to read "..any
violation of this policy will be considered a major Infraction".
Joan mentioned any drug conviction even outside work place should
be subject to discipline.It was agreed.Don Tenkate mentioned that
it should be written into the policy "if convicted of any vehicle
violation the employee must notify his/her supervisor within 3
days.It was agreed.Sherm is to contact Sprague insurance
(liability)and find out what level of violation they need to be
informed on.Add to April agenda:1)Weather-related time-off.2)
pay periods.
Agenda Item #7:Attendance at Workshops -not discussed.Carry to
next meeting.
Adjourned:10:00 AM
HEALTH/DENTAL BENEFIT PLAN FOR RETIREES
DENTAL
A retiree may wish to have dental coverage upon retirement from
the town.However,the premium will be paid 100%by the retiree.
This premium shal 1 not be paid with any unused 'sick time'balance.If the retiree wishes dental coverage(individual or
family),he/she shall pay the town by check or cash.As the townpaysthedentalpremiumonemonthinadvance,so shall theretireepayhis/her premium to the town one month in advance.
HEALTH (IF A RETIREE WANTS A FAMILY PLAN THEY MUST PAY THEPREMIUMDIFFERENCEBETWEENTHESINGLEANDFAMILYPLAN)
If a retiree has a 'sick time'balance,and he/she wishes to
continue health coverage,he/she may do so under the Individual
health plan.100%of the premium will be deducted,from the
retirees''sick time'balance until it is used up,at which time
the retiree may elect to continue coverage(see below).If thereIsaspouse,then his/her premium shall be paid 100%by the
retiree,by check or cash,as the 'sick time'balance is for use of
the retiree ONLY.
Upon the death of a retiree with a 'sick time'balance,thespousemayuseupthisbalanceat100%.Upon depletion of this
balance,the spouse may continue coverage,however ,he/she shallpay100%of premium.
FOR FULL-TIME-EMPLOYEES RETIRING WITH NO 'SICK TIME'BALANCE
AND RETIREES WHO HAVE EXHAUSTED THEIR 'SICK TIME'BALANCE,
WISHING TO CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF
SERVICE
25 AND OVER
15-24
5-14
LESS THAN 5
RETIREES PORTION
OF PREMIUM
50%
65%
.80%
100%
FOR ELECTED OFFICIALS AND PART-TIME EMPLOYEES RETIRING WISHING TO
CONTINUE HEALTH COVERAGE,THE FOLLOWING PERTAINS:
YEARS OF
SERVICE
25 AND OVER
15-24
8-14
LESS THAN 8
RETIREES PORTION
OF PREMIUM
75%
85%
95%
100%
AS WITH DENTAL,THE TOWN PAYS ITS HEALTH PREMIUM ONE MONTH IN
ADVANCE,SO SHALL THE RETIREE PAY HIS/HER PREMIUM TO THE TOWN ONE
MONTH IN ADVANCE,
revised 5/96
Hourly Personnel
DRAFT
Time Ln Classification Tears tenths
'Job Tltle/ClasslflcatlonIevlevPeriod;Tron toDateoflevlew.
HaseDepartment
Date of Enplopent
o.^uate the employee on the Job now being pertorxed.Consult the job descriptions so you
have In mind the expected duties.Chech the box In the lover right corner of thedescriptionwhichlostnearlyexpressesyouroverallevaluationIneachcategory.Cross
out or add words as desired.The care and accuracy wl th which,this review Is aade windetermineItsvaluetoyou,the eaployee,and the Town.
Consider the employee's perform¬ance since the last review.Check out
!liprove-
lent
sane de¬
ci!nt
QDMHHOTWU .The volume of wort produced
under norul conditions.
Disregard errors.
Cnsufflceutproduction.Inacceptable.
fort usually
coipleted
ahead of
schedule,p-
Improveient
encouraged.Hlnliu
accepatable.।—
Good production.
qdalitt OF TOK
neatness,accuracy,depend¬
ability of results,Disregard
voluie,
Usually good.Quality
unacceptable.
r
High quality.
Practically no
mistakes.
Should reduceerrorsorrejections.Xlnlsum
acceptable.।—
KHOHLEDGE or w
Gained through experience;
general education;specialized
training.
Knowledge needs
Improvement
Klnlmacceptable.]—
Good overall
tnowledge.
Knowledge level
unacceptable.
r~
Couplets tnowledge
In all aspects.
JUDGEKEHT A3D COHOE SZHSK
Ingenuity;decision-making
abilities;developing and
presenting new Ideas.
Good judgement.
Hilling tosolveownproblems,r—
Could give non
thought.
Klnlnun
acceptable.।—
Inventive,logical,
nates decisions ofhighcuallty.r-
Prefers not to make
judgements and/oroverlooksimportantItems.Unacceptably—
urcoai
I lelatlonshlps with employees,
supervisors and the public.
Teamwork couldInprove.r-
Positive wott¬
ing relation-
ships .[—
Approach to wortrelationshipsIs
unacceptable.।—
forts well withothers.
1“
LEADKRSHI?Supervisory stills.Consider
teiporary assignments.
Ho opportunity to:—„*.,.Observe —Dewnstrate
Does not want
to,and/orshouldnot
direct orsunervlse.
1“
natural super¬
visor.
Hoti vates
others.
r-
Leadership not
strongly developed.Xlnliux'acceptable.
Directs or
supervises
competently.
ATTITUDE
Towards job..Towards otheremployeesandpublic.
{Positive ./.perspective.-r
J Good outlook.
r
{Viewpoint could
improve.*r
{General outlook
unacceptable.
s«nr '
.Comltuent to working In a ..sate,,responsible lanner.
Exemplary.
Loots forhazards.^j pt
.Above average1.commitment..-.Gpgd.jttitude|-
Adequate coultment
Hears personal pro--tectlve equlpmentr-
.Tates unnecessary
risks.-Unacceptable.j—
"EDDCATIOH ACTIVITIES^Employee.Sponsored:’,.
--a'--^XQVEIALL CUI2KHT PMOlBSfif
1.Excel Iei>><51.Sat Istawdry
J.Satisfactory
4.Mnlmi acceptable XUnacceptable
Employee Date
.4 ...
Employer Sponsored:Supervisor Date
r
..Department Head Date-’*
Town Supervisor Date
Supervi sor/Department Head comments:
Employee comments (self-review):
Employee's overall concerns (l.e.Department,organization,etc.):
126 EAST SENECA STREET,ITHACA,N.Y.14850
TOWN OF ITHACA
TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783
FAX (607)273-1704
April 8,1996
TO:Cathy Valent ino ,Ed Conley,John Wolff,Betty Poole,Don Tenkate ,Joan Not eboom,Fred Noteboom
FROM:She rm DlSanto^^?
RE:Cancellation of Personnel Committee meeting
The Personnel Committee meeting scheduled f orQagggES^nSc^c'^.There will not be an April meeting.
The meeting in May™iLs«3Sd*l>Mwst3hedu4.re^^t6T?sIi4^
TO:Cathy Valentino,Ed Conley,John Wolff,Betty Poole,
Don Tenkate,Fred Noteboom,Joan Noteboom.
FROM:Sherm Di Santo
DATE:May 15,1996
Re:Personnel Committee meeting -5/22/96 -8:15 AM.
AGENDA
1.Call to order.
2.Approval of minutes -March 26,1996 (no April meeting)
3.Staff to be heard.
4.Sherm to discuss Sprague Insurance notification upon license
violations.
5.Discuss Violence in the Work Place -mediation process.
6.Discuss PHP.
7.Discuss Retirees Health Plan.
8.Review Evaluation Review form.
9.Review of Personnel Manual:
ADA.
Smoking policy.
Weather-related time-off.
Pay periods.
Disclpl ine/Dlscharge policy.
Hir Ing/Employment policy.
10.Attendance .to workshops (from March agenda Item #7 -not
discussed).
Please bring your copy of the Personnel Manual with’you to this
meeting.
If you cannot attend this meeting please call me at 273-1721.
TOWN OF ITHACA
126 EAST SENECA STREET,ITHACA,N.Y.14850
TOWN CLERK 273-1721 HIGHWAY 273-1G5G PARKS 273-6035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1703
FAX (607)273-1704
MEMORANDUM
TO:Department Heads
Town Employees
John Barney,Attorney for the Town
Town Board Members
Personnel Committee Members
FROM:Catherine Valentino,SupervisorCiZ^
DATE:June 12,1996
Due to a mandatory commitment,the Personnel Committee Meeting and the Staff
Meeting scheduled for June 19,are being changed to the following date and times:
Thursday,June 20th -8:15 a.m.
Thursday,June 20th -10:00 a.m.
Personnel Committee Meeting
Staff Meeting
TOWN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 ZONING 273-1783
FAX (607)273-1704
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom,Fred Noteboom.
FROM:Sherm .Di Santo
DATE:June 12,1996
Present;Cathy Valentino,Betty Poole,John Wolff,Ed Conley,
Joan Noteboom,Sherm Di Santo,JoAnn Cornish-Epps,Jonathan
Kanter,Dan Walker,Mary Bryant,Gall Kroll,Sally Alar io,Larry
Parlett,Erik Whitney.Excused:Don Tenkate.
Call to order :8:15 AM
Approval of March 1996 minutes -No April meeting.
Agenda Item #3:
'Staff to be heard -no concerns expressed.
Agenda Item #4;
Sherm discussed Insurance notification for drivers license
violations.We need to notify SpraqueT.Insura^speeding,ticket within a'^yesTr^and so forth.Minor infractions .
%such as parking tickets or failure,to wear seat belts Is not a
serious enough offense to notify Sprague.Ed Conley stated we
should use our own judgement and not-over react.
Agenda Item #5:
Cathy Valentino re-iterated the Violence in the Work Place
mediation process.If employees wish to personally talk to the
mediator they will be paid if it is outside normal work hours.
After the mediator has accumulated all the data,they,will send
Cathy a generalized report and maybe recommendations depending on
the seriousness.
Agenda Item #6:
PHP was discussed in-length.Cathy stated that the County
offers PHP as an option and felt the Town of Ithaca should offer
it as an option as well.If we could have this option in place by
July,we would have another opportunity to sign on/off the plan
in December.John Wolff asked if this was going to be mandated.
Cathy said no.It was decided that Sherm give all employees a
comparison between PHP and BC/BS.Cathy stated there would
definitely be a cost savings;how much savings would be
determined by the number of employees switching to PHP.One idea
was to have the Town pay 100%of the premium for employees
switching to PHP.Also,mentioned was passing the savings on to
the employee.Ed Conley said he hoped the Town Board would look
at this as a benefit to the employees not just as a cost savings
to the Town.Erik Whitney commented that the side by side
comparison of BC/BS and PHP was a good idea.He also mentioned we
should get financial statements from the two organizations suchastheshareholdersreport.He felt this would help the
employee analyze the company.Larry Parlett asked what plan the
Town was leaning towards,$10 or $15 co-pay.Cathy said $10.Erik
Whitney further mentioned that possibly raising the deductible
and reimbursing the employee this amount.This may be a cost
savings on the premium.Betty Poole asked about the State plan.
Cathy said the "Empire"plan was expensive.Larry Parlett alsostatedtherewere"big holes"in this plan.
Agenda Item #7:
The retiree health plan was discussed and approval with 2minorchanges.1)Define part-time employee,and 2)to beeligibletheretireemustbereceivingretirementbenefits,(thisdiscussionwascontinuedlaterInthemeeting).
Agenda Item #8:
Discussion of the Employee Evaluation Form was Initiated by
Joan Noteboom.Both employee and the Department Head are to
review together;sign form,and that all completed Evaluation
forms are to be sent to the Town Supervisor for final review.It
was noted that signing this form only means that it has been
read/dl scussed;that Is all.It was decided that the old systemwascumbersome.John Wolff asked if there was a reason why the
descriptions were not in order.Dan also questioned this.ThiswasdiscussedandItwasdecidednottohaveitinorder.That
way,it will encourage people to read all boxes to see what
applies.Job descriptions should be with the evaluation so both
the Department Head and employee knows what is expected.Erik
mentioned there should be some sort of "Goal Sheet"to see if the
employee met goals.Dan felt this "Goal Sheet"should be separate
from the review sheet.Cathy stated that Department Heads should
keep In mind what the goals are and review with employees
throughout the year.(This should be an on-going process).John
Wolff mentioned possibly putting "additional"comments on back.
Joan mentioned that the'Department-Heads—put forth an honest
effort to rate employees f air ly.VCathv statedT^here should be no
surprises on the"'evaluation and that this should be used only as
a tool to observe/discuss employee.s_wo.rk habits.This eva lua t log
form is in no way associated withfwaqesl It was decTdecl‘“to~'taken*
but "overall comments"and~have'Department Heads "write"this in
under comments'.Not to change the subject,but Betty Poole asked
about time sheets.Cathy stated that all employees are required
to fill out time'sheets.Under the Fair Labor Standards Act,this
is a legal document.Even Cathy fills out a time sheet.Cathy
stated she doesn't want to change what's been working well,but
we need to comply with the law.Also,she encourages comp,time
in lieu of overtime.Dan mentioned if an employee has built up a
lot of comp,time hours (l.e.200 hours)then something is wrong.
Jon’Kanter felt there should be flexibility as to when comp,time
flexibility as to when comp,time is to be taken,such as withinamonth's time rather than that pay period.Cathy stated that
Department Heads need to monitor comp,time so it doesn't get out
of hand.JoAnn Cornish mentioned having guidelines as to whencomp,time should be taken.Joan felt it should be up to the
Department Heads to notify employees of possible times when comp,
time can be taken.Cathy believes comp,time Is presently being
handled "OK".
Agenda Item #7:(further discussion)
Cathy initiated the discussion of the retirees health plan.
This plan needs to be standardized.Dental Is optional.Upon
death of a retiree,the spouse may continue coverage but at 100%.To some retirees,this new policy would result In higher costs
under BC/BS but lower costs under PHP.Joan mentioned that at age
65 Medicare becomes primary provider and BC/BS,secondary,
therefore the retiree may wish to drop our Insurance.Eligibility
to the plan was added:A retiree,upon retirement,must be
receiving retirement benefits,such as from the New York State
Retirement System to be eligible.Also,part-time employees
needed to be defined as working a maximum of 18 hours per week.
With these changes It was decided to give the policy to the Town
Board of Ithaca for consideration.
It was decided to add the rest of the agenda to the next
meeting.
Adjourned:9:50 AM
TOWN CLERK 273-1721
TOWN OF ITHACA
126 EAST SENECA STREET,ITHACA,N.Y.14850
HIGHWAY 273-1656 PARKS 273-6035 ENGINEERING 273-1747 PLANNING 273^747 ZONING 273-1783
FAX (607}273-1704
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,Don Tenkate,Joan Noteboom,Fred Noteboom.
FROM:.Sherm DlSantc^Human Resource's Specialist
DATE:June 13,1996
The regular monthly Personnel Committee meeting for June will be
held Thursday,June 20,1996 at 8:15 AM in the Town Hall Board
room.
AGENDA
1.Cal 1 to order
3.Staff to be heard
4.Discuss Violence In the Work Place -mediation process
5.Discussion of PHP -Process of switching from BC/BS
6.Review of Personnel Manual (from previous agenda)
ADA
Smoking Policy
Pay Periods
Dlscipl ine/Dlscharge Policy
Hl ring /Employment Policy
Please remember to bring your copy of the Personnel Manual.
If unable to attend,please contact me as soon as possible at
273-1721.
MEMORANDUM
TO:Cathy Valentino
Ed Conley
John Wolff
Betty Poole
Don Tenkate
Fred Noteboom
Joan Noteboom
FROM:Sherm DiSantct^P
DATE:August 9,1996
RE:August Personnel Committee Meeting
The August 21,1996 meeting of the Personnel Committee has been
cancelled due to vacations.
The next scheduled meeting will be September 18,1996,8:00 AM in
the Town Board Room.
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom,Larry Parlett.
FROM:Sherm DiSanto,
Human Resources Specialist
DATE:September 10,1996
The regular monthly Personnel Cambodia Meeting for September will
be held Wednesday,September 18,1996 at 8:15 am in the Board
Room of the Ithaca Town Hall.
AGENDA
1.Call to order.
2.Approval of minutes -June and July (no August meeting)
3.Staff to be heard.
4.Review of Personnel Manual sections completed to date.
Discussion of Harassment Policy of Bolton Point.
(see attached)
Please remember to bring your copy of the Personnel Manual.
If you are unable to attend,please contact me as soon as
possible at 273-1721.
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom,Fred Noteboom.
FROM:Sherm DiSanto^^^Human Resources'Spec i a 1 1 st
DATE:August 7 ,1996
Re:Personnel Committee Meeting minutes (June 20,1996)
Present:Cathy Valentino,John Wolff,Betty Poole,
Joan Noteboom,Don Tenkate.
Others attending:Larry Parlett,Mary Bryant.
Meeting called to order by Cathy Valentino at 8:15 AM.
Agenda Item #2:John Wolff moved acceptance of the May,1996
-.minutes.Carried.
Agenda Item #3:No staff to be heard.
Agenda Item #4:.Cathy Discussed where we were with Violence in
the Work Place.The mediators we hired called and said that the
surveys were given out to every employee.They only received 6
responses and no one requested a personal interview.They are now
in the process of drawing their comments from the 6 they received
although there will be less qualifiers on it because the number
is so small.You have to take it for what it is worth.Cathy
stated that they will comment on the lack of responses and we
will review it and make'sure that we put in any qualifiers.No
one asked for an interview.They did receive one phone
conversation butJnot a person to person Interview.We will see
what they come up with.That will pretty much bring us to the end
of the process.
Agenda Item #5:Discussion of switching to PHP.Joan stated that
69 people have medical coverage with the Town and that 14 people
returned their responses whether they are going to switch or stay
with BC/BS;nine are going to PHP and five said no they are not
going to switch.The deadline is the 24th.Everybody is to
respond.Those who don't will stay with BC/BS.Larry Parlett will
hand carry Bolton Point employees responses.Cathy stated that
Dec/Jan people can change.There are different things we might
want to look at.As we discussed,come January we might decide
that we are not going to offer both options fully.After January
the Town Board could decide to continue the way it is,let
anybody change,they could go back to BC/BS,they could decide
that we are going to require that everyone that is eligible to be
on PHP will have to go to PHP and only those people who have anoverridingreasonwillbetheonlyonesallowedtostayon
BC/BS.Those are the options that the Town Board will be
discussing.Cathy stated that is why we were offering the
Incentive to encourage people to buy it then that would give us a
bigger group to look at come January.If people don't switch it
will be a hard choice to look at and say,its going to put a lot
of pressure on us financially because of the increasing rates of
BC/BS are phenomenal and we have to look for quality health care
at reasonable cost.’The cost savings to the employee would be
substantial.Joan mentioned Family people could save 86.72 a
month.Don Tenkate felt that in the Highway Department all but
two or three people will switch.Joan stated that all of the
retirees have responded.Several have decided not to have anycoveragewiththeTown.Cathy is to discuss with John Barney as
to whether we should offer health Insurance to retirees who werenotofferedItatthetimeofretirement.
Agenda Item #6;
Larry is to send a copy of their harassment policy.Sherm will
make copies and review at the next meeting.
Joan stated we do not have ADA so we may have to have John Barney
draft something,(reasonable accommodation discussion,what it
is,have to lo.ok at the Act itself.)
Cathy felt we should defer until we get a copy of the Act and she
will talk to John Barney about that.
As far as "Hours of Work",Joan stated that effective July 1 we
will be open until 4:00 PM for public hours.The reason for this
is that it has been recommended by the city police department
that we not have one staff member alone downstairs from 4 to 4:30
PM when the public can come in.The practice right now is that
Mary Saxton works from .4 to 4:30 and there are times when she is
here all alone downstairs.Ithaca City Police department has
suggested that might not be the safest idea especially during tax
collection time.Most .of the people that come in between 4 and
4:30 are the people for,-the upstairs offices.We only get one or
two people a week between'4 and 4:30 to conduct Town Court
business.And the',people that go upstairs know about the back
door and usually have"made arrangements.John Wolff asked if any
employees are on an>ongoing flex time schedule that are odd hours
but ends up being the'correct amount at the end of the day.Joan
said she has a keyboard specialist who does all the minutes for
the planning,zoning and engineering.Her flex time is carried
over for more than’two weeks because she might have three
meetings in one week and the next week she has to get the minutes
done so she cannot take time off to use flex time.On slower
weeks she may not work the 37.5 hours.Cathy stated we do have
some.We try to encourage people to use it up In two weeks but
that is not always possible.
Cathy stated she needed to get a list of the policies we have
done so far.Also,after we as a committee have reviewed all the
policies they should go to the Town Board for approval.We can't
just change it.It was decided to review all policies and have
the whole book submitted for review by the Town Board.
Joan stated the Drug and Alcohol Policy has already been done and
adopted.We just have to incorporate it into the Manual.
Joan further stated as far as "hours of work"is concerned as of
July 1 we will be open until 4:00 PM for public hours.The reason
for this Is that it was recommended by the City Police Department
that we not have one staff member alone downstairs from 4:00 to
4:30 PM when the public can come in.The practice right now is
that Mary Saxton works from 4:00 to 4:30 and there are times when
she is here all alone downstairs.Ithaca City Police Department
has suggested that might not be the safest idea,especially
during collection time.
Cathy stated we will redraft some policies for people to review
next time.
Much discussion followed pertaining to flex/comp time.Nothing
decided,refer to next meeting.Refer rest of Items to next
meeting.
Adjourned:10:00 AM.
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan noteboom,Larry Parlett.
FROM:Sherm DlSanto^xJ^Human Resources Specialist
DATE:August 7,1996
RE:Personnel Committee Meeting Minutes (July 17,1996)
Present:Cathy Valentino,Betty Poole,Joan Noteboom,Fred
Noteboom,Sherm Di Santo.
Others present:Gail Kroll,Mary Bryant,JoAnn Cornish-Epps.
Absent:John Wolff,Ed Conley.
Call to order:8:15 AM
Approval of June minutes to be prepared by August meeting.
Agenda Item #3:Fred Noteboom mentioned he should not be on
mailing list for Personnel Committee meetings.So approved.Ed
Conley's Personnel Committee packet should be sent to his home.
Agenda Item #4:Retirees with Town insurance are all on track.
The Introduction of PHP appears to be going fine.Sherm called
BC/BS in reference to the 34 day prescription on maintenance
drugs.Supposedly,per BC/BS,this has been corrected,and
employees may get up to a 3-month maintenance drug only.
Agenda Item #5:Personnel Committee members are to read the
harassment policy of Bolton Point for discussion at the next
meeting.
Agenda Item #6:Personnel Manua 1 rev 1 ew:
(1 )ADA -OK,as is.
(2)Hiring and Employment Policy -change title to Fair
Employment Practice!.Add statement pertaining to civil service
law mandate.
(3)Sexual Harassment will be reviewed at the next meeting.
Members are to review copy from Bolton Point.
(4)Smoking Policy -changes were made and it was decided
the policy is OK.Sherm is to order a "Butt"canister for the
front of the building.
(5)Employee Assistance Program -Only change is to delete
"Personnel Manager"and replace it with "Human Resources Manager.
(6)Drug and alcohol policy was OK'd.It was decided to
include the Drug and Alcohol Testing Program,which is a Federal
mandate.
(7)Hours of Work -Town Hall hours should be 8:00AM to
4:00pm."Call-in"time should be "Call-back"time.A lengthy
discussion followed as far as 4 hour minimum and 1/2 hour travel
time;meal time.It was decided to discuss it further at the next
meeting.Sherm to discuss with John Barney about employees
working long hours (Town's responsibility).Also,flex-time and
Compensatory time is to be reviewed.
(8)Weather related time-off.Discussion was not completed.
We are to pick up here at the next meeting.Discussion got
carried into lunch time coverage.A 20-minute discussion
pertaining to lunch time coverage resulted.Cathy stated that 12
to 2 is usually the busiest time and that we heed coverage.Cathy
will discuss the matter with those Involved.
Adjourned:10:05
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate^Joan Noteboom,Larry Par Lett.
FROM:Sherm DlSantOj^Jr/
Hunan Resources zSpecialist
DATE:October 8,1996
The 'regular monthly Personnel Committee Meeting for SeptemberwillbeheldWednesday,October 16,1996 at 8:15 am in the Board
Roomof the Ithaca Town Hall.
AGENDA .
1.Call to order.
2-&ept'<^erSm^^
3.Staff to be heard.
4.Review of Personnel Manual sections completed to date.
Discussion of Harassment Policy of Bolton Point.
(see attached)^
Please remember -to bring your copy-of -the Personnel Manual .
If you are unable to attend,please contact me as soon as
possible at 273-1721.'
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom,Fred Noteboom.
FROM:Sherm DiSanto^^^Human Resources'Spec i a 1 i st
DATE:August 7,1996
Re:Personnel Committee Meeting minutes (June 20,1996)
Present:Cathy Valentino,John Wolff,Betty Poole,
Joan Noteboom,Don Tenkate.
Others attending:Larry Parlett,Mary Bryant.
Meeting called to order by Cathy Valentino at 8:15 AM.
Agenda Item #2:John Wolff moved acceptance of the May,1996
minutes.Carried.
Agenda Item #3:No staff to be heard.
Agenda Item »4:Cathy Discussed where we were with Violence in
the Work Place.The mediators we hired called and said that the
surveys were given out to every employee.They only received 6
responses and no one requested a personal interview.They are now
in the process of drawing their comments from the 6 they received
although there will be less qualifiers on it because the number
is so small.You have to take it for what it is worth.Cathy
stated that they will comment on the lack of responses and we
will review it and make sure that we put in any qualifiers.No
one asked for an interview.They did receive one phone
conversation but not a person to person interview.We will see
what they come up with.That will pretty much bring us to the end
of the process.
Agenda Item #5:Discussion of switching to PHP.Joan stated that
69 people have medical coverage with the Town and that 14 people
returned their responses whether they are going to switch or stay
with BC/BS ;nine are going to PHP and five said no they are not
going to switch.The deadline is the 24th.Everybody is to
respond.Those who don't will stay with BC/BS.Larry Parlett will
hand carry Bolton Point employees responses.Cathy stated that
Dec/Jan people can change.There are different things we might
want to look at.As we discussed,come January we might decide
that we are not going to offer both options fully.After January
the Town Board could decide to continue the way it is,let
anybody change,they could go back to BC/BS,they could decide
that we are going to require that everyone that is eligible to be
on PHP will have to go to PHP and only those people who have anoverridingreasonwillbetheonlyonesallowedtostayon
BC/BS.Those are the options that the Town Board will be
discussing.Cathy stated that is why we were offering the
incentive to encourage people to buy it then that would give us a
bigger group to look at come January.If people don't switch it
will be a hard choice to look at and say,its going to put a lot
of pressure on us financially because of the increasing rates of
BC/BS are phenomenal and we have to look for quality health care
at reasonable cost.The cost savings to the employee would be
substantial.Joan mentioned Family people could save 86.72 a
month.Don Tenkate felt that in the Highway Department all but
two or three people will switch.Joan stated that all of the
retirees have responded.Several have decided not to have any
coverage with the Town.Cathy is to discuss with John Barney as
to whether we should offer health insurance to retirees who were
not offered it at the time of retirement.
Agenda Item #6:
Larry is to send a copy of their harassment policy.Sherm will
make copies and review at the next meeting.
Joan stated we do not have ADA so we may have to have John Barney
draft something,(reasonable accommodation discussion,what it
is,have to look at the Act itself.)
Cathy felt we should defer until we get a copy of the Act and she
will talk to John Barney about that.
As far as "Hours of Work",Joan stated that effective July 1 we
will be open until 4:00 PM for public hours.The reason for this
is that it has been recommended by the city police department
that we not have one staff member alone downstairs from 4 to 4:30
PM when the public can come in.The practice right now is that
Mary Saxton works from 4 to 4:30 and there are times when she is
here all alone downstairs.Ithaca City Police department has
suggested that might not be the safest idea especially during tax
collection time.Most of the people that come in between 4 and
4:30 are the people for the upstairs offices.We only get one or
two people a week between 4 and 4:30 to conduct Town Court
business.And the people that go upstairs know about the back
door and usually have made arrangements.John Wolff asked if any
employees are on an ongoing flex time schedule that are odd hours
but ends up being the correct amount at the end of the day.Joan
said she has a keyboard specialist who does all the minutes for
the planning,zoning and engineering.Her flex time is carried
over for more than two weeks because she might have three
meetings in one week and the next week she has to get the minutes
done so she cannot take time off to use flex time.On slower
weeks she may not work the 37.5 hours.Cathy stated we do have
some.We try to encourage people to use it up in two weeks but
that is not always possible.
Cathy stated she needed to get a list of the policies we have
done so far.Also,after we as a committee have reviewed all the
policies they should go to the Town Board for approval.We can't
just change it.It was decided to review all policies and have
the whole book submitted for review by the Town Board.
Joan stated the Drug and Alcohol Policy has already been done and
adopted.We just have to incorporate it into the Manual.
Joan further stated as far as "hours of work"is concerned as of
July 1 we will be open until 4:00 PM for public hours.The reason
for this is that it was recommended by the City Police Department
that we not have one staff member alone downstairs from 4:00 to
4:30 PM when the public can come in.The practice right now is
that Mary Saxton works from 4:00 to 4:30 and there are times when
she is here all alone downstairs.Ithaca City Police Department
has suggested that might not be the safest idea,especially
during collection time.
Cathy stated we will redraft some policies for people to review
next time.
Much discussion followed pertaining to flex/comp time.Nothing
decided,refer to next meeting.Refer rest of items to next
meeting .
Adjourned:10:00 AM.
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan noteboom,Larry Parlett.
FROM:Sherm DiSanto^xj^
Human Resources Specialist
DATE:August 7,1996
RE:Personnel Committee Meeting Minutes (July 17,1996)
Present:Cathy Valentino,Betty Poole,Joan Noteboom,Fred
Noteboom,Sherm DiSanto.
Others present:Gail Kroll,Mary Bryant,JoAnn Cornish-Epps.
Absent:John Wolff,Ed Conley.
Call to order:8:15 AM
Approval of June minutes to be prepared by August meeting.
Agenda Item #3:Fred Noteboom mentioned he should not be on
mailing list for Personnel Committee meetings.So approved.Ed
Conley's Personnel Committee packet should be sent to his home.
Agenda Item #4:Retirees with Town insurance are all on track.
The introduction of PHP appears to be going fine.Sherm called
BC/BS in reference to the 34 day prescription on maintenance
drugs.Supposedly,per BC/BS,this has been corrected,and
employees may get up to a 3-month maintenance drug only.
Agenda Item »5:Personnel Committee members are to read the
harassment policy of Bolton Point for discussion at the next
meet ing .
Agenda Item #6:Personnel Manual review:
(1)ADA -OK as is.
(2)Hiring and Employment Policy -change title to Fair
Employment Practice.Add statement pertaining to civil service
law mandate.
(3)Sexual Harassment will be reviewed at the next meeting.
Members are to review copy from Bolton Point.
(4)Smoking Policy -changes were made and it was decided
the policy is OK.Sherm is to order a "Butt"canister for the
front of the building.
(5)Employee Assistance Program -Only change is to delete
"Personnel Manager"and replace it with "Human Resources Manager.
(6)Drug and alcohol policy was OK'd.It was decided to
include the Drug and Alcohol Testing Program,which is a Federal
mandate.
(7)Hours of Work -Town Hall hours should be 8:00AM to
4:00pm."Call-in"time should be "Call-back"time.A lengthy
discussion followed as far as 4 hour minimum and 1/2 hour travel
time;meal time.It was decided to discuss it further at the next
meeting.Sherm to discuss with John Barney about employees
working long hours (Town's responsibility).Also,flex-time and
Compensatory time is to be reviewed.
(8)Weather related time-off.Discussion was not completed.
We are to pick up here at the next meeting.Discussion got
carried into lunch time coverage.A 20-minute discussion
pertaining to lunch time coverage resulted.Cathy stated that 12
to 2 is usually the busiest time and that we need coverage.Cathy
will discuss the matter with those involved.
Adjourned:10:05
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom.
FROM:Sherm Di Santo,
Human Resources Specialist
DATE:October 29,1996
RE:Personnel Committee Minutes -October 16,1996
Present:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,Don
Tenkate,Sherm DiSanto,Joan Noteboom.
Others attending:Ray Manning,Tim Eighmey,Jeff Dean,Dani
Holford,Dan Walker,Mary Bryant,Jon Ranter.
Call to order at 8:15 a.m.
Approval June and July minutes.
Agenda Item #3:Staff to be heard:
Discussion of Call-Back Time.Don Tenkate mentioned it was the
same,as the County.Time and a half starts after 40 hours.Four
hour minimum starting at time of call.One half hour of travel is
included in the four hour minimum it the employee works less than
four hours..If the employee works longer than four hours the one
*half hour Is not Included.Cathy to look into City,County
contracts to see how they do Call-Backs.Cathy stated that
Overtime (time and one half)is paid after 40 hours of paid time
worked,including,pre-approved vacation and Personal time.Sick
time is not considered time worked.For example;If an employee
took sick time,do’lngj'/the^week and then was called back,time and
.one half would not,start’until the employee has worked 40 hours.
These 40 hours could Include pre-approved vacation or personal
time.-Cathy stated ;.that<this should be in the Personnel Manual.
Also,overt i me.-'must'jbe’^'approved in advance by the supervisor
unless it is an^emerg'encyT Cathy will look into paying comp time
at one and one ^half time/There appears to be a mix as to how
comp time should -be spaYd.This needs to be clarified.Cathy
mentioned that highway',.personnel should get paid time and a half
for overtime rather ’than?taking comp time.There may be times
(winter)that comp .time.'could build up measurably.Jon Ranter
mentioned that ’job?f classifications should be more defined as to
who -could take pald’comp.-time.Cathy agreed,but it should not be
too rigid.
Cathy stated,to summarize:
Highway personnel to be paid time and a half for over 40
hours worked (to Include pre-approved vacation and personal
time)sick time is not included in the 40 hours worked.
General practice at the Town Hall Is to take comp time in
lieu of being paid overtime.If a 37.5 hour employee;paidcomptimeatstraighttimefor37.5 to 40.Greater than 40
hours would be at time and a half.Department heads are to
maintain this comp time so as to evaluate if it is being
abused or a necessity of adding personnel.Comp time is to
be taken during the pay period if possible;however,no
later than the following pay period.If comp time Is not
taken by the end of the month,the employee shall be paid
for the unused comp time.There must be an agreement between
the supervisor and employee for comp time.Comp time
guidelines will be put in writing.
The harassment policy in place at Bolton Point was discussed.A
few modifications were discussed.Jon Kanter questioned the use
of the word "repeated"in paragraph 2.John Wolff questioned
"protected status'1.Nothing decided.Cathy mentioned the
possibility of putting the Mediation people on a retainer so
employees would have a place to vent their feelings without fear
of any repercussions.She.will have the Town attorney review
this.As far as an EAP,the personnel office provides information
of referrals to support groups.This is to be discussed at next
meeting.
The Drug and Alcohol policy which was mandated by the Federal
Government Is to be put in the Personnel Manual with our present
policy.Cathy,Joan and Sherm to review "Hours worked"and bring
back to committee..
Upon termination of employment for cause,an employee will not
receive payment for unused vacation.
COBRA should be added with more information as to what it is.
The benefits section is to be reviewed by Cathy,Joan and Sherm
and presented at next meeting.
Cathy will be taking to the next Town Board meeting the health
insurance.If we stay the way we are,BC/BS will go up 9.2%;if
the Town switches to the Traditional Plan,the rate remains the
same.There are a couple slight differences in the two plans.
Town Board is to discuss at the November meeting.
There will be an October 25th meeting from 12-2 PM at the Town
Hall for all employees to voice their concerns.Cathy believes
this should be an.annual event.
Don Tenkate mentioned that if meetings are cancelled,they should
be rescheduled.Dani Holford mentioned she believes there is no
equality In the way the different Department Heads supervise.
Cathy says she wants all employees to be treated fairly and
consistently.However,everyone must realize that the departments
are different and the needs and requirements are different.Ed
Conley mentioned that all Department Heads must establish a
typical work day for the department,then adhere to it.Joan
mentioned guidelines should be written.Ed Conley stated that itisdemoralizingtoemployeesIftheyfeelothersareallowedto
do certain things and they aren't.Again,Cathy reiterated that
each Department functions differently and has different needs.Everyone needs to be aware of this.
Adjourned 10:00 a.m.
MEMORANDUM
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom,Larry Par let t.
FROM:Sherm Di Santo,
Human Resources Specialist
DATE:November 14,1996^^
RE:November Personnel Committee Meeting
Due to several Town of Ithaca staffing changes effecting the
availability of some of the committee members,the Personnel
Committee will not meet in November.We will try to reschedule
the meeting and will inform you of the date and time when it is
arranged.
MEMORANDUM
TO:John Wolff,Ed Conley,Betty Poole,Don Tendate
Joan Noteboom,Larry Parlett.
FROM:Cathy Valentino
DATE:December 5,1996
RE Personnel Committee Meeting.
The next Personnel Committee meeting is tentatively scheduled for
Tuesday,January 21,1997.I would like to try to schedule the
Personnel Committee meetings for Tuesdays instead of Wednesdays
during 1997.It you cannot attend the January meeting or have a
conflict on Tuesdays,please let me know as soon as possible.
Sherm DI Santo,Human Resources Director has resigned to take
position with the Hotel Syracuse as Human Resource Director.Wewish'him success in his new job.We welcome Judy Drake in Human
Resources Department who will be taking Sherm's place.
TO:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,
Don Tenkate,Joan Noteboom.
FROM:Sherm Di Santo,
Human Resources Specialist
DATE:October 29,1996
RE:Personnel Committee Minutes -October 16,1996
Present:Cathy Valentino,John Wolff,Ed Conley,Betty Poole,Don
Tenkate,Sherm DiSanto,Joan Noteboom.
Others attending:Ray Manning,Tim Eighmey,Jeff Dean,Dani
Holford,Dan Walker,Mary Bryant,Jon Kanter.
Call to order at 8:15 a.m.
Approval June and July minutes.
Agenda Item #3:Staff to be heard:
Discussion of Call-Back Time.Don Tenkate mentioned it was the
same as the bounty.Time and a half starts after 40 hours.Four
hour minimum starting at time of call.One half hour of travel is
included in the four hour minimum if the employee works less than
four hours.If the employee works longer than four hours the one
half hour is not included.Cathy to look into City,County
contracts to see how they do Call-Backs.Cathy stated that
Overtime (time and one half)is paid after 40 hours of paid time
worked,including pre-approved vacation and Personal time.Sick
time is not considered time worked.For example;if an employee
took sick time doing the week and then was called back,time and
one half would not start until the employee has worked 40 hours.
These 40 hours could include pre-approved vacation or personal
time.Cathy stated that this should be in the Personnel Manual.
Also,overtime must be approved in advance by the supervisor
unless it is an emergency.Cathy will look into paying comp time
at one and one half time.There appears to be a mix'as to how
comp time should be paid.This needs to be clarified.Cathy
mentioned that highway personnel should get paid time and a half
for overtime rather than taking comp time.There may be times
(winter)that comp time could build up measurably.Jon Kanter
mentioned that job classifications should be more defined as to
who could take paid comp time.Cathy agreed,but it should not be
too rigid.
Cathy stated,to summarize:
Highway personnel to be paid time and a half for over 40
hours worked (to include pre-approved vacation and personal
time)sick time is not included in the 40 hours worked.
General practice at the Town Hall is to take comp time in
lieu of being paid overtime.If a 37.5 hour employee;paid
comp time at straight time for 37.5 to 40.Greater than 40
hours would be at time and a half.Department heads are to
maintain this comp time so as to evaluate if it is being
abused or a necessity of adding personnel.Comp time is to
be taken during the pay period if possible;however,no
later than the following pay period.If comp time is not
taken by the end of the month,the employee shall be paid
for the unused comp time.There must be an agreement between
the supervisor and employee for comp time.Comp time
guidelines will be put in writing.
The harassment policy in place at Bolton Point was discussed.A
few modifications were discussed.Jon Kanter questioned the use
of the word "repeated"in paragraph 2.John Wolff questioned
"protected status".Nothing decided.Cathy mentioned the
possibility of putting the Mediation people on a retainer so
employees would have a place to vent their feelings without fear
of any repercussions.She will have the Town attorney review
this.As far as an EAP,the personnel office provides information
of referrals to support groups.This is to be discussed at next
meeting.
The Drug and Alcohol policy which was mandated by the Federal
Government is to be put in the Personnel Manual with our present
policy.Cathy,Joan and Sherm to review "Hours worked"and bring
back to committee.
Upon termination of employment for cause,an employee will not
receive payment for unused vacation.
COBRA should be added with more Information as to what it is.
The benefits section is to be reviewed by Cathy,Joan and Sherm
and presented at next meeting.
Cathy will be taking to the next Town Board meeting the health
Insurance.If we stay the way we are,BC/BS will go up 9.2%;if
the Town switches to the Traditional Plan,the rate remains the
same.There are a couple slight differences In the two plans.
Town Board is to discuss at the November meeting.
There will be an October 25th meeting from 12-2 PM at the Town
Hall for all employees to voice their concerns.Cathy believes
this should be an annual event.
Don Tenkate mentioned that if meetings are cancelled,they should
be rescheduled.Dani Holford mentioned she believes there is no
equality in the way the different Department Heads supervise.
Cathy says she wants all employees to be treated fairly and
consistently.However,everyone must realize that the departments
are different and the needs and requirements are different.Ed
4
Conley mentioned that all Department Heads must establish a
typical work day for the department,then adhere to it.Joan
mentioned guidelines should be written.Ed Conley stated that itisdemoralizingtoemployeesiftheyfeelothersareallowedto
do certain things and they aren't.Again,Cathy reiterated that
each Department functions differently and has different needs.
Everyone needs to be aware of this.
Adjourned 10:00 a.m.
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