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HomeMy WebLinkAbout2022-01-06 Retirement Board MinutesO� Orq�' Town of Reading RECt1VED 3�r Meeting Minutes TOWN CLERK `� � READING, MA. �a'�MCOPrY� Ph. Board - Committee - Commission - Council: 2022 APR -6 PH 1147 Retirement Board Date: 2022-01-06 Time: 11:00 AM Building: Reading Retirement Administration Location: Conference Room Address: 2 Haven Street Unit 307 Session: Open Session Purpose: Version: Final Attendees: Members - Present: David Gentile Sharon Angstrom Carol Roberts Joseph Coughlln-remotely John Halsey Members - Not Present: Others Present: Elaine Kelly Minutes Respectfully Submitted By: Elaine Topics of Discussion: Page 1 1 1926 ° MINUTES OF THE READING RETIREMENT BOARD MEETING Thursday January 6, 2022 The Reading Retirement Board held a special session meeting on January 6, 2022 in The Conference Room at 2 Haven Street, Unit 307, Reading, Massachusetts. The meeting was called to order at 11:00 A.M. by Chairman David Gentile with board members, Carol Roberts, Sharon Angstrom, John Halsey and Assistant Board Administrator Elaine Kelly. Joseph Coughlin was approved by the Chairman, prior to the meeting, to participate remotely. SPECIAL ITEMS • Employee Handbook Carol Roberts continues to lead the effort in updating the employee handbook, with feedback from all Board members and the Retirement office staff. Many items were touched upon, with more specific items such as, buyback sick time, longevity, vacations and holidays listed below. The Board Administrator requested a buyback sick time policy for the retirement office staff. After much discussion, the Board concluded that they will not institute a buyback sick time policy at this time, but would take into consideration the idea of a Short- or Long -Term Disability policy. Discussions will continue regarding this item. The Administrator would like the Board to consider a longevity employee incentive. The Board will consider this proposal and continue discussions, perhaps referring to it as compensation rather than longevity. Discussions will continue when pay study is done for the overall package. The vacation timetable for all eligible employees will be revised, updating the current number of vacation hours allotted to both Exempt and Non -Exempt employees. The Retirement office staff requested that if a holiday falls on a Friday or Saturday (nonscheduled work days), that the staff members be granted an additional 9 hours of holiday time, to be taken at a later date. The Board concurred, however, stating that it is not to be taken simultaneously, enabling the Retirement office to remain open. The Board allowed the new Federal holiday, Juneteenth, to be added to the holiday bank, bringing the total to twelve (12) paid holidays. The final wording is being drafted. The Administrator would like the ability to close the Retirement office during a State of Emergency or hazardous weather conditions, as warranted, for the safety of the staff. The Bond agreed this is a reasonable request but will require the Administrator to notify the Chair or Vice Chair of that decision. Discussion will continue. The Board will take a more detailed look at the necessary requirements for someone's resignation, Jperhaps extending the 2 weeks' notice of resignation requirement. Discussion will continue. 11927 The Board will continue to have discussions regarding the Disciplinary Action policy that is now in place for the Retirement office with regard to protocol. The entire Employee Handbook language and final decisions are a continuing work in progress. Carol Roberts will have DRAFT 2 available to Board members when it is complete. Job Descriptions The Board members had a general discussion in an effort to finalize the classification of the Administrator's position. The Board members have expressed their opinion that the Administrator is an Exempt position based on the currentjob description and the various tasks that the Administrator's position is required to perform, but would prefer to wait until they hear from Labor/Employment Council before implementing a decision. Sharon Angstrom will gather information on identifying and hiring Labor/Employment Council to review the Administrator's job description in order to help clarify in determining if this is an Exempt or Non -Exempt position. It has been determined, by the Board members, that the Assistant Administrator is a Non -Exempt position. • Employee Performance Reviews The Board members will continue to complete the performance evaluation sheet regarding the Administrator's performance review and send to Sharon Angstrom with a specific February 2022 deadline. It was determined that the Board will conduct the performance review for the Administrator at a scheduled open session meeting. The Board would like to hear from Labor/Employment Council regarding the job classification of Exempt or Non -Exempt before conducting the performance review. The Assistant Administrator's performance review will be done by the Administrator and the Chairman. The timeframe is to have both completed for the Febmary Board meeting. The Board would like to upgrade the Performance Review forms to be more specific regarding what constitutes a satisfactory verse a non -satisfactory review. The Board will review the forms and give feedback to Carol Roberts. Discussions will be ongoing. • Other The Board agreed to a 3.5% COLA increase for the Retirement office staff effective 1/1/22. The Step increase, if any, would be retroactive to 1/1/22, following the employee performance review. Any adjustment to the COLA, with future data, will be adjusted to 1/1/22. The Board discussed the possible implementation of an email -based notification system for active members and retirees to provide a higher level of customer satisfaction. Discussions will be ongoing. 1928 SHARON ANGSTROM moved to adjourn this open session at 2:00 PM SECONDED BY: CAROL ROBERTS ROLL CALL VOTE: SHARON ANGSTROM Aye JOSEPH COUGHLIN Aye CAROL ROBERTS Aye JOHN HALSEY Aye DAVID GENTILE Aye VOTED: (5-0-0) UNANIMOUS l n�� 1< Vice—Chairman Carol B. Roberts, I- appointed