Personnel /Finance / Police Committee Minutes 7-28-2023

Personnel /Finance / Police Committee Minutes 7-28-2023

RUTLAND TOWN SELECT BOARD COMMITTEE MEETING

PERSONNEL / FINANCE / POLICE COMMITTEE

FRIDAY JULY 28^th, 2023

The Personnel / Finance and Police Committees of the Rutland Town Select Board met at 11:00 AM on Friday July 28^th, 2023, at the Municipal Town Hall. Present was Select Board Chair Mary Ashcroft, Select Board Member Matt Getty, Town Police Chief Ed Dumas, Town Deputy Police Chief Ted Washburn, Town Police Officer Jimmy Plakas, Town Police Administrator Lyn Gallipo, Town Clerk and Treasurer Kari Clark and Town Administrator Bill Sweet.

Police Committee Topics

1. Discussed calculations for overtime, vacation, sick, and personnel time.
   1. Time calculations at the end of the last fiscal year indicated there may have been a discrepancy with the calculations but after some extensive research, the time appeared to be correct.
   2. Calculations around officers working on a holiday led to most of the confusion.
   3. Language in the personnel policy may need to be updated to reflect this scenario.
2. Discussed the possibility of a repeat study for future needs of the Town Police Department.
   1. This study would give us comparison data to other agencies we do not have access to now. The study is based off population.
   2. The cost of the Crime Research Group is $10,000.
3. Discussed the current state of the Diamond Run Mall property.
   1. There are a growing number of trespassing issues again.
   2. Various options for enforcement were discussed.

Personnel / Finance Committee Topics

1. Discussed time sheets / time keeping practices between different departments.
   1. Each department has a different method for tracking their time.
   2. A single, or at least consistent method would be more helpful in tracking time.
   3. A person to help with the HR consulting would be beneficial.
   4. Discussed outsourcing the payroll. This should stay in house.
2. Teresa Meile has been approached about doing HR consulting for the Town and is in favor of it. The cost would be approximately $2500 and would come from Professional Services.
3. Reviewed year end budget numbers. Final carryover numbers will be available after the audit which is starting soon.
4. Discussed the staff in the Clerks office.
   1. Taylor, who was hired recently, has told Kari she is not able to continue working here due to some health issues. Since Taylor had started, Susan reduced the number of hours she is working as is not increasing them again at this time.
5. Work is moving forward to adding a variety of resources online for residents and researchers. The initiatives underway are:
   1. Land records being available online, Lister cards being available online, expanding online payment options for more than taxes, copies of tax bills with non-public information redacted, and automatic EFT tax payments from residents.
   2. The cost for putting the land records online is over $100,000 for an extensive section of records online. Discussed options for not putting the complete land record set online. The process to add land records with this system is significantly easier.
6. Tax rate calculations are ready for the next Select Board meeting.
7. Discussed bond payments for the Public Safety Building loan. A loan has not been taken out yet, but payments should be included in future discussions.

 

 

The meeting adjourned at 12:24 PM.

Respectfully submitted, Bill Sweet