HomeMy WebLinkAbout2023-01-19 Retirement Board MinutesOf'R
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Town of Reading
6a,6 r, ,�s' Meeting Minutes
Board - Committee - Commission - Council:
Date: 2023-01-19
Time: 9:35` AM
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TOWN CLERK
READING. MAA..
2623 MAY -9 PM 1:39
Building: Reading Retirement Administration Location: Conference Room
Address: 2 Haven Street Unit 307 Session: Open Session
Purpose: Version: Final
Attendees: Members - Present:
David Gentile
Carol Roberts
John Halsey
Robert Beck
Members - Not Present:
Sharon Angstrom
Others Present:
Colleen Loughlin
Elaine Kelly
Atty. Keir Wachterhauser, Labor Counsel
Patricia Ives, Gloucester Retirement
Minutes Respectfully Submitted By: Elaine Kelly
Topics of Discussion:
Page I 1
2034
MINUTES OF THE READING RETIREMENT BOARD MEETING
Thursday January 19, 2023
The Reading Retirement Board held a special session meeting on January 19, 2023 in The Conference
Rim at 2 Haven Street, Unit 307, Reading, Massachusetts (remote participation available)
The meeting was called to order at 9:35 AM by Chairman David Gentile with board members Carol
Roberts, John Halsey, Robert Beck, Administrator Colleen Loughlin and Assistant Administrator Elaine
Kelly. Atty. Keir Wachterhauser, Labor Counsel and Patricia Ivas, Administrator Gloucester Retirement
System joined via Zoom. Sharon Angstrom was unable to attend.
OLD BUSINESS
• Continued Retirement office topics including, but not limited to:
- Employee Handbook
- Job Descriptions
Carol Roberts updated the Board at the December 19, 2022 Board Meeting regarding the Employee
Handbook/Job Descriptions and her discussions with Labor Counsel. Carol Roberts provided these
edits to the Board members and Retirement staff for their review and later discussion at the January
19, 2023 special session.
Arty. Wachterhauser was on hand, via Zoom, to provide clarity to these edits and answer any
questions the Board members and Retirement staff may have. Arty. Wachterhauser provided legal
guidance to questions the Board members had with respect to what the Employee Handbook should
contain and what could be omitted. The Board asked questions and discussed these edits with Arty.
Kier Wachterhauser to obtain clarity. Atty. Wachterhauser will need to know what the employee
does on a day to day basis in order to advise the Board on the exempt vs non-exempt issue. Patricia
Ivas stated that in her position as Administrator in Gloucester, she does not make any executive
decisions and therefore, her position is considered non-exempt. Atty. Wachterhauser stated that the
decision is determined on a case by case basis.
Atty. Wachterhauser and Patricia Ivas left the meeting at 10:30 AM
The Board discussed all the possible changes to the Employee Handbook and made edits where
applicable. Carol Roberts will go back to Atty. Wachterhauser to ask his advice on the exempt vs
non-exempt issue and ask what the Board's next step should be. Carol Roberts will work on Draft 4
of the Employee Handbook and Draft 3 of the Job Descriptions with the edits the Board has
discussed and the Board will further review at the January 25, 2023 Board meeting.
• The employee review process needs to be created and followed annually, ideally completed by the
end of the 3'^ quarter. The language for the review process will be updated and the Board feels it
should be added to the Employee Handbook, as a point of reference. The Chairman would like to do
the Administrator's performance review at the February 22, 2023 Board meeting. The Administrator
will prepare and schedule the Assistant Administrator's performance review to be held sometime
before the February 22, 2023 Board meeting. The Board will possibly go into Executive Session
after the February 22, 2023 Board meeting to discuss employee compensation, as a result of the
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performance reviews. This will be an agenda item at the next Board meeting scheduled for January
25, 2023.
• The Administrator stated, with information obtained from PERAC's Legal Dept. and from PERAC
Memo #29/2022, the 5% Local COLA option does not need to go before Town Meeting for approval
as previously thought, but only that of the Select Board for approval.
• CAROL ROBERTS motioned to approve the purchase of new computer equipment for the
Retirement office staff, as reflected in the 2023 Budget.
SECONDED BY: ROBERT BECK
VOTED: (4-0-0)UNANIMOUS
• The color printer has been purchased for the Retirement office but has not been delivered to the
office yet.
• The Administrator will move forward in obtaining a price quote from the IT department to possibly
purchase equipment for the Retirement office conference room in order to accommodate remote
participation.
INFORMATION/OUESTIONS
• The next regular board meeting is scheduled for Wednesday January 25, 2023 at 9:30 AM, in the
Conference Room at 2 Haven Street, Unit 307, Reading, MA
OPEN SESSION FOR TOPICS NOT REASONABLY ANTICIPATED 48 HRS IN ADVANCE
OF MEETING
ADJOURNMENT
• ROBERT BECK moved to adjourn this open session at 12:10 PM.
SECONDED BY: CAROL ROBERTS
VOTED: (4-0-0) UNANIMOUS
2036
Chairman Davi A. Gentile, 1s' elected
Sharon M. Angstrom, Ex Officio (ABSENT)
Vice Chairman Carol B. Roberts, 1" appointed