200 S Indiana St, Toledo, Illinois 62468

Phone: (217) 849-3211 ~ FAX: (217) 849-3121

In case of emergency after business hours, call 911 or (217) 232-3211

 

 

January 25, 2016

Pat Williamson, BOH Chair called the meeting to order at 6:30 pm and the Pledge of Allegiance was recited.

 

Williamson welcomed Keith Ballinger to the Board of Health.

 

Roll Call:

Present: Ballinger, Beard, Buescher, Carlen, Dill, Marti, Russell, Williamson

Absent: Kowalski

Guests present: Jon Braden, Billie Chambers, Floyd Holkenbrink, Dan Flood, Cheryl Flood, Cris Ingram, Chris Jackson, and Cara Dillier

 

Dr. Kowalski entered meeting at 6:32 pm.

 

A motion was made by Russell to approve the agenda.  Second by Buescher.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none  Motion carried.

 

A motion was made by Marti to approve the November 16, 2015 minutes.  Second by Carlen.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Williamson

            Russell abstained.

Nays: none Motion carried.

 

A motion was made by Ballinger to approve the December 7, 2015 minutes.  Second by Beard.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Williamson

            Russell abstained.

Nays: none Motion carried.

 

A motion was made by Kowalski to approve the monthly bills for $10,479.27.  Second by Marti.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

HR Manager Cindy Hanley gave the Financial and PTO, RS & Flex time reports.

 

A motion was made by Kowalski to approve the FY16 Budget Amendment #2 FDA Grant.  Second by Buescher.

 

Whereas: the Health Department requests an additional + $3,000.00 to be added to revenue and expense lines to the budget:

3361 FDA Grant (+ $3,000.00)

 

4428 Mileage (+ 300.00)

4310 Office Supplies (+350.00)

4411 Contractual Services (+1,500.00)

4481 Association Dues (+850.00)

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

Administrator Sheri Drotor gave her report.

 

Williamson nominated Lisa Carlen as BOH Chair and Beard nominated Paul Marti.  Board voted by ballot with Carlen receiving 7 votes and Marti receiving 2.

 

A motion was made by Marti to appoint Carlen as the BOH Chair.  Second by Beard.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

Lisa Carlen stepped in as the new BOH Chair.

 

A motion was made by Dill to appoint Marti as the BOH Vice-Chair.  Second by Ballinger.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Russell, Williamson

            Marti abstained.

Nays: none Motion carried.

 

A motion was made by Kowalski to appoint Buescher as the BOH Sec/Treasurer.  Second by Beard.

 

Ayes: Ballinger, Beard, Carlen, Dill, Kowalski, Marti, Russell, Williamson

            Buescher abstained.

Nays: none Motion carried.

 

A motion was made by Dill to choose the Payment Option of $25,000 cash for the Old Building.  Second by Kowalski.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

No action was taken on printers.

 

A motion was made by Kowalski to approve the Breastfeeding Contract and the Contractual position as presented.  Second by Williamson.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

A motion was made by Williamson to table closed sessions minutes and have the Chair review the minutes and bring a recommendation to the next meeting.  Second by Marti.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

State’s Attorney Jonathan Braden spoke about the Statues regarding Compensation.

 

A motion was made by Kowalski to approve the Work Classification policy for the Personnel Policy as presented.  Second by Marti.

 

WORK CLASSIFICATIONS

Full-Time:  An Employee who is hired to work thirty (30) or more hours per week, twelve (12) months a year.

Part-Time:  An Employee who is hired to work more than eighteen (18) but less than thirty (30) hours per week, twelve (12) months a year.

Contractual:  An Individual or Group contracted for a specific purpose or services, at a     negotiated rate of pay, and has agreed to all terms of a contract. The contracted                  Individual or Group will be responsible for any and all taxes.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

A motion was made by Williamson to approve the Paid Time Off policy for the Personnel Policy as presented.  Second by Kowalski.

 

PAID TIME OFF (PTO)

PTO hours will be credited to an Employee’s Hours Bank on January 1st of each year based on the Employee’s years of service as of the Employee’s last service anniversary.

                                    PTO Hours                                          Years of Service

                                          ***                                                         0 - 1

                                          100                                                         1 - 5

                                          140                                                         5 - 9

                                          180                                                         10 +

*** PTO hours during the first year of employment will be prorated at the rate of 50 hours for 12 months. Hours are calculated to the first day of the month in which Employee is hired.

PTO hours must be used before an unpaid absence will be granted.

PTO hours do not carry over past December 31st.

PTO hours will be compensated on final paycheck when an Employee terminates employment with the Cumberland County Health Department.

 

Ayes: Ballinger, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: Beard  Motion carried.

 

A motion was made by Kowalski to approve the Reserve Sick Time policy for the Personnel Policy as presented.  Second by Williamson.

 

RESERVE SICK TIME (RST)

RST hours, for an employee with one (1) or more years of service at the Cumberland County Health Department, will be credited to the Employee’s Hours Bank on January 1st of each year at a rate of 80 hours.

 

RST hours during the first year of employment will be prorated at the rate of 40 hours for 12 months. Hours are calculated to the first day of the month in which Employee is hired.

RST hours may be used for:

            *Personal illness,

            *Medical, Dental, or other Health Care Professional appointments, and

            *Family illness – first degree relatives.

RST hours used for three (3) consecutive days or more will require a written medical excuse and/or “return to work” release from the Employee’s Health Care Professional.

RST hours may accrue from year to year with a maximum accumulation of 500 hours.

RST hours may not be used or traded for PTO hours.

RST hours are not required to be compensated when an Employee terminates employment with the Cumberland County Health Department.

RST hours, unpaid and unused for retiring employees, may be eligible for conversion to IMRF service hours. The retiring Employee is responsible for contacting IMRF and verifying conversion.

 

Ayes: Ballinger, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: Beard Motion carried.

 

Floyd Holkenbrink spoke and ask questions about the Flex time.  Chris Jackson, Cris Ingram, Cindy Hanley, Michelle Black and Cheryl Flood spoke about the Flex time.

 

A motion was made by Marti to table the Flex Time policy for the Personnel Policy as presented.  Second by Buescher.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

A motion was made by Marti to approve the Retirement Fund policy for the Personnel Policy as presented.  Second by Beard.

 

RETIREMENT FUND

Employee’s participation in the Illinois Municipal Retirement Fund (IMRF) is mandatory for employees who are scheduled to work more than one-thousand hours (1,000) per year. IMRF contributions are deducted from the Employee’s gross salary based on the prevailing IMRF rate. The Employer’s contribution is based on the prevailing IMRF rate.

 

Employees who have reached the age of seventy (70) when first employed by the Cumberland County Health Department are not eligible to participate in IMRF.

IMRF benefits include retirement, disability insurance, life insurance, and widows’ annuities as explained in the IMRF brochure or on the IMRF website (https://www.imrf.org).

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

A motion was made by Ballinger to approve the Resignation policy for the Personnel Policy as presented.  Second by Buescher.

 

RESIGNATION

An Employee resigning from their position at the Cumberland County Health Department is requested to give at least two (2) weeks (preferably four (4) weeks) notice. The resignation shall be in writing and indicate the last date Employee intends to work.

Employee’s final paycheck will be calculated as follows:

         Employee will be compensated for hours worked up to and including final termination day,

         Employee will be compensated for balance of unused PTO hours,

         Employee will not be compensated for balance of unused RST hours,

         Employee, if Non-Exempt, will be compensated for balance of unused Flex hours.

         Employee, if Exempt, will not be compensated for balance of unused Flex hours

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Marti, Russell, Williamson

Nays: Kowalski  Motion carried.

 

A motion was made by Buescher to approve the Retirement policy for the Personnel Policy as presented.  Second by Marti.

 

RETIREMENT

An Employee retiring from their position at the Cumberland County Health Department is requested to give at least two (2) weeks (preferably four (4) weeks) notice. The retirement intentions shall be in writing and indicate the last date Employee intends to work.

Retirement benefits will be compensated in accordance with the provisions of IMRF and the Social Security Act. The Employee is responsible for contacting IMRF and Social Security for guidance.

Employee’s final paycheck will be calculated as follows:

         Employee will be compensated for hours worked up to and including final termination day,

         Employee will be compensated for balance of unused PTO hours,

         Employee will not be compensated for balance of unused RST hours***,

         Employee, if Non-Exempt, will be compensated for balance of unused Flex hours.

         Employee, if Exempt, will not be compensated for balance of unused Flex hours.

 

 

*** RST hours, unpaid and unused for retiring employees, may be eligible for conversion to IMRF service hours. The retiring Employee is responsible for contacting IMRF and verifying conversion.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

 

A motion was made by Russell to approve the Staff Reduction policy for the Personnel Policy as presented.  Second by Williamson.

 

STAFF REDUCTION

The Administrator may layoff or terminate an employee due to budgetary or work curtailment within the department. The Employee will be informed as early as possible about the anticipated layoff or termination.

The Administrator will provide the Employee with a Letter of Recommendation and a copy placed in the Employee’s Personnel file.

Employee’s final paycheck will be calculated as follows:

         Employee will be compensated for hours worked up to and including final termination day,

         Employee will be compensated for balance of unused PTO hours,

         Employee will not be compensated for balance of unused RST hours,

         Employee, if Non-Exempt, will be compensated for balance of unused Flex hours.

         Employee, if Exempt, will not be compensated for balance of unused Flex hours.

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

A motion was made by Ballinger to approve the Dismissal policy for the Personnel Policy as presented.  Second by Williamson.

 

DISMISSAL

The Administrator may dismiss an employee for disciplinary or work performance reasons.**

Employee’s final paycheck will be calculated as follows:

         Employee will be compensated for hours worked up to and including final termination day,

         Employee will be compensated for balance of unused PTO hours,

         Employee will not be compensated for balance of unused RST hours,

         Employee, if Non-Exempt, will be compensated for balance of unused Flex hours.

         Employee, if Exempt, will not be compensated for balance of unused Flex hours.

 

 

 

**Illinois is an "employment at-will" state, meaning that an employer or employee may terminate the relationship at any time, without any reason or cause. The employer, however, cannot discriminate based on race, color, religion, sex, national origin, ancestry, citizenship status, age, marital status, physical or mental handicap, military service or unfavorable military discharge. If you wish to locate additional information, visit the Illinois Department of Human Rights.

 

Ayes: Ballinger, Beard, Buescher, Carlen, Dill, Kowalski, Marti, Russell, Williamson

Nays: none Motion carried.

 

Agenda items for next meeting: tabled items

 

A motion was made by Kowalski to adjourn.  Second by Williamson.

Motion carried.   Meeting ended at 8:30 pm.