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HomeMy WebLinkAbout2004-05-18 RMLD Policy Subcommittee MinutesPolicy Subcommittee Meeting 230 Ash Street, Reading, MA 01867 Tuesday, May 18, 2004 Cafeteria cw- r - Start Time: 6:10 p.m. _ End Time: 8:00 p.m.' r Attendees: M :=D CD Commissioners: Soli and Herlihy Staff: Mr. Cameron and Ms. Antonio " Mr. Soli brought the meeting to order. The first policy reviewed was Policy # 1 Community Relations. Mr. Soli would like to see in Section VI a limit to the scope of the civic work and would like evening/ weekend participation with the General Manager's approval. In Section VIII, #1 and #2 should be changed to A. and B. to keep consistency. On Page 6 letter N. should be deleted since it already appears in other sections. Letter P should be changed to "local civic and community groups/". In Policy #2, Mr. Soli asked that under III131 typographical errors be corrected. In Policy #3 it was recommended that the title of the Chair be Chairperson. Also under III F the language be changed to read that no meetings or tours of facilities will be held without the majority of members attending. In Policy #6 VII will add the Professional union to the list of contracts. Also the correct article of CT is #33 and for LMS it is #34. In Policy #7 III A delete the work "The" that starts from the second sentence. Mr. Cameron went on the Policy #9 and said that he sat down with Materials Manager, Craig Owen and Jim Blomley to make sure the policy follows town change with Article 7. The passage says that the RMLB approve all contracts. All contracts includes all Purchase Orders cut for anything. We have always followed the guidelines for 30B under $500 you use good business sense, $5K-$25K you get 3 written quotes and over $25K you go out for bid. Board members will have to come here every day to sign the p.o's. Article 7 makes the board the procurement officer. There are no provisions to make the General Manager the procurement officer. Mr. Soli wants the policy brought to board for discussion. He also stated that that through the investigation, the IG did not have a problem with our purchasing practices. Mr. Cameron talked with Commissioner Ensminger and he said the spirit of the change was not to have a board member here every day. Mr. Herlihy asked if there was a way to reduce the amount of purchase orders. Can we get a repetitive system on the small stuff to make it easier to manage? Policy Subcommittee 2 May 18, 2004 Ms. Antonio responded that with everything that went on around here over the last couple of years, we are putting everything on a purchase order so that nobody can call into question what we buy. Mr. Cameron stated that the board should say how we handle this Mr. Herlihy said we want a system where everything flows through the General Manager. Mr. Cameron stated that by the time a purchase requisition gets to him it has in some cases gone through 4 or 5 people for review. It has always been that way. Policy #11- Change IIA RMLD Commission to RMLB. Policy # 12 - was new and recently approved by the RMLB. Policy #13 - Conference Rooms- Mr. Herlihy thinks it's great to be able to offer our facilities to have events here. He would like to see it available to people with practical limits. Policy #15 and #16- Sexual Harassment and Violence in the Workplace - Mr. Soli asked if we are planning on having counsel review the changes. Mrs. Antonio replied in the affirmative. Policy #19 - Board of Commissioners - changes were made to make the policy compatible with Article 7. Mr. Soli responded that these changes have to be advertised. Policy #20 - FMLA - Mr. Soli had typographical changes. A discussion was held on whether a recent change in regards to spousal coverage needs to be updated. Mrs. Antonio stated that she will review policy with counsel. Policy #21 - Management Policies will have to be reviewed. Policy #23 - Make current job titles. Mr. Soli made a motion that with the exception of Policies 1, 20, and 21 that the subcommittee wishes them to move forward. Mr. Herlihy seconded. Vote 2-0. Meeting Adjourned at 8:00 p.m.