SELECTMEN MEETING MINUTES
SPECIAL MEETING: PERSONNEL POLICIES AND RULES OF EMPLOYMENT
MAY 15, 2012
CALLED TO ORDER AT 6:08PM BY CHAIRMAN, JAMES HOKENBERG (advised audience recorder was on)
PRESENT: James Hokenberg, Guy Palardy, Doug Medor, Steve Aubin, Danielle James and Roxanne Creller
GUESTS: Janet Rothschild and Dick Bayer
Clerk advised there was 2 additions to the agenda:
•1) Town Garage Conceptual Plan #3
Third plan: crematorium entrance right on road and AIDI can have a third parcel with the Town still having 4.5 acres. James Hokenberg made motion to accept Conceptual Plan #3 - seconded by Steve Aubin; motion carried. Clerk to send letter to AIDI expressing acceptance of offer, quantity of land requested, and where the Town would like the land.
Update: Clerk provided Terry Tatro with acceptance letter to AIDI 5/16/12.
Doug Medor made motion to accept Meeting Minutes of May 10th (Cross Consulting Special Meeting) - seconded by Guy Palardy; motion carried.
Doug Medor advised Select Board would go into Executive Session at end of meeting
-Lister Pay Review
James Hokenberg made motion to go into Executive Session with Janet Rothschild and Dick Bayer - seconded by Guy Palardy; motion carried.
Doug Palardy made motion to come out of Executive Session - seconded by James Hokenberg; motion carried.
James Hokenberg made motion to increase Janet Rothschild's pay to $12.00/hour to be retroactive from March 27th and that a cap be put on Lister's pay at $12.00/hour - seconded by Steve Aubin; motion carried. Dick Bayer began on March 7th at $10.00/hour and will be reviewed in September 2012; James Magner currently at $12.00/hour and will remain at that pay.
-Cashier Position at Transfer Station
Clerk provided a draft job description/add for the Islander and Messenger. Select Board decided that Wednesday, Saturday and Sunday were definite days for the cashier but that Clerk to add "thru the week as needed" as well as operating baler and compactor to be added. Clerk to update and email James, Doug, Steve and Guy for final approval.
Clerk provided Select Board pamphlets for various cash registers. Doug Medor made motion to purchase ER-900 series $750 cash register - seconded by Steve Aubin; motion carried. Clerk to order cash register. NWSWD may be able to set up - if not, it will cost $100 to Fleisher Sales for set up.
Update: Clerk ordered cash register 5/16/12 - should be here in 7-10 days.
Doug Medor ordered baler and looking for heater for 1st baler. Baler should be here in 2-3 weeks. Highway Department needs to be at Transfer Station when delivered. James Hokenberg stated it should go through doorway.
-Cashier Position at Transfer Station (con't)
Highway Department working on dumpster. Excavator having electrical trouble - Vendor to be here 5/16. 65 yard compactor needed for garbage.
Doug Medor/Gary Lockerby inquiring what it will cost to bring scrap steel, aluminum and e-waste to Montreal and what we will be paid. 20 tons will be shipped at once. Doug Medor will have Transfer Station - 65' roll off. Our Transfer Station would ship to Drummac's Transfer Station (stopping at Swanton Limestone to be weighed) - Drummac would hold until 20 tons were available and then would ship to Montreal. Doug Medor to update Select Board at earliest convenience.
-Personnel Policies
As decided upon at meeting of April 17th the group to go page by page making motion to change any topics and/or stating OK by all would suffice. Swanton being changed to Alburgh and Selectboard being changed to Select Board throughout handbook.
Clerk advised that personnel folders for all employees, including Auditors, Select Board, Civil Board, Library employees and Town employees are complete and in a file cabinet in the vault.
Clerk provided Request for Time Off Form to Selectmen for review. Compensatory Time to be added to Unpaid Leave section and then OK. Clerk will not finalize until handbook completed in case of more changes.
4.2 Compensatory Time
A) changed to state:
Non exempt (non-salaried) employees will be allowed to accrue compensatory time up to a total of 80 hours rolling time at a rate of one and one half hours of compensatory time off for each hour of overtime worked.
B) to be removed completely.
Guy Palardy made motion to change 4.2 from a total of 40 hours to 80 hours rolling time, remove 320 hours of overtime for eligibility, no time limit to use and eliminate B) totally - seconded by Steve Aubin; motion carried.
4.3 Flex Time
Steve Aubin made motion to delete altogether - seconded by Guy Palardy; motion carried.
4.4 Sick Time
A) change 96 hours of sick leave to 40 hours.
B) OK
C) OK
D) OK
E) change 7 days to 5 days. Remove "All remaining sick leave will be carried" sentence. Add: All remaining sick leave will be paid by January 31st for previous year.
Doug Medor made motion to change A-E as stated - seconded by Guy Palardy; motion carried.
Clerk asked about Rodney James sick time (Rodney has saved 5 days sick time/year for the last 10 years totaling 50 days), since Select Board just voted and approved policy.
Guy Palardy asked if money paid to Rodney if time should be pro-rated per year based on salary. Doug Medor stated if that was the case then Rodney could add 10 years of interest.
James Hokenberg made motion to pay Rodney James for 50 sick days, based on current pay scale - seconded by Doug Medor; motion carried.
Sick time for 2012 will be 5 days. Any remaining days not used up to 5 will be paid by Town Treasurer by January 31st, 2013 or before.
From Page 1 - Personnel Issue(s)
Doug Medor made motion to go into Executive Session - seconded by James Hokenberg; motion carried.
James Hokenberg made motion to come out of Executive Session - seconded by Steve Aubin; motion carried.
Adjourn
Doug Medor made motion to adjourn - seconded by James Hokenberg; motion carried.
Note: Tape recorder batteries ran out in middle of meeting. On system there are 4 different fragmented recordings of meeting.
Respectfully submitted,
Roxanne N. Creller
Alburgh Town Clerk/Treasurer
Please note the above minutes HAVE NOT been approved. Approval or changes to the minutes will be addressed at the next meeting, currently scheduled for May 22nd.