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Board -Committee -commission -council: 2822 OCT 24 PH 2: OU
Date: 2022-02-28 Time: 9:30 AM
Building: Reading Retirement Administration Location: Conference Room
Address: 2 Haven Street Unit 307 Session: Open Session
Purpose: General Business Version: Final
Attendees: Members - Present:
David Gentile
Sharon Angstrom
Carol Roberts
John Halsey
Members - Not Present:
Joseph Coughlin
Others Present:
Colleen Loughlin - Board Administrator
Elaine Kelly - Asst Board Administrator
Minutes Respectfully Submitted By: Elaine Kelly
Topics of Discussion:
Page I 1
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MINUTES OF THE READING RETIREMENT BOARD MEETING
Monday February 28, 2022
The Reading Retirement Board held a special session meeting on February 28, 2022 in The Conference
Room at 2 Haven Street, Unit 307, Reading, Massachusetts.
The meeting was called to order at 9:30 A.M. by Chairman David Gentile with board members, Carol
Roberts, Sharon Angstrom, John Halsey and Assistant Board Administrator Elaine Kelly. Joseph
Coughlin was unable to attend.
OLD BUSINESS
Carol informed the Board members that at the last Board meeting on February 23, 2022, she took the
recording device, used to record both the regular session and the executive session, to the IT Manager to
have him extract the executive session and download them separately. Carol Roberts will prepare and
record the executive minutes. The Assistant Administrator will prepare and record the regular minutes.
The Chairman pointed out that the executive session minutes need to have a process that the Board goes
through them; clearing and then releasing them into record. This will be put on a future agenda.
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.
Carol states that the Handbook is ready to have labor counsel review it, although one has not yet been
obtained. Sharon Angstrom will check with the town's Procurement officer to see if there's a dollar
amount before we would be required to do an RFP, stating that this would not require a lot of time.
Sharon will also contact PERAC again for additional guidance.
Carol would like to gathermore information and guidance on the issue involving the 2 -week
termination notice policy. She would also like labor counsel to discuss and clarify the issue of pro-
rating an employee's vacation time, as Atty. Sacco states that the Board cannot do that. The
Chairman asked for clarification regarding the authorizing of vacation time. The Chairman requests
that the 2 Retirement employees do not take vacation at the same time, which is not a standard
practice of the Retirement office.
The vacation timetable for all eligible employees has been revised, updating the current number of
vacation hours allotted to both Exempt and Non -Exempt employees.
The Chairman wanted clarification for the following; if a holiday falls on a Friday or Saturday
(nonscheduled work days) in a calendar year, the staff members will be granted an additional 9 hours
of holiday time, to be taken at a later date. The Board concurred, adding that the additional hours are
not to be taken simultaneously, enabling the Retirement office to remain open. The final wording is
being drafted.
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The entire Employee Handbook language and final decisions are a continuing work in progress
Carol Roberts will have DRAFT 3 available to all Board members when it is complete.
• Job Descriptions
The Board had a general discussion to determine the next step in streamlining the essential job
functions and tasks of the Administrator and Assistant Administrator positions. Carol Roberts states
that the job descriptions need to be more specific and more detailed. Sharon and Carol will
collaborate on this together, as well as input from the Administrator and Assistant. DRAFT 2 will be
provided to the Board when it is complete, with a timeline of Much/April 2022.
The entire job descriptions language and final decisions are a continuing work in progress.
Sharon suggested there be a manual implemented with a step by step guide to outline the daily tasks
and functions of the Retirement office.
The Board had a general discussion regarding the salary and benefit survey that is slated to be
conducted in the 1" quarter of 2022. Carol will work on the salary and benefit survey. This is
intended to be completed by the end of April 2022.
ADJOURNMENT
• SHARON ANGSTROM moved to adjourn this open session at 11:10 AM.
SECONDED BY: CAROL ROBERTS
VOTED: (4-0-0) IMOUS
aQirman Davi A. Gentile,
1-1"Ielectedd
Sharon M.(IAngs m, Ex Officio
V�CNk 2
Chairman Carol B. Roberts, I" appointed
Joseph J. Coughlin, 2"0 elected (ABSENT)
Job Ha , 2" appo�
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