CLOSED MEETING – VA CODE § 2.2 – 3711 A (4)
The Personnel Committee of the Rappahannock Area Community Services Board unanimously approved a motion to convene in a closed meeting pursuant to Virginia Code § 2.2 – 3711 A (4) for the protection and privacy of individuals in personal matters not related to public business. The motion was unanimously approved.

Upon reconvening, all Committee members certified that, to the best of their knowledge, the Committee discussed only matters lawfully exempted from statutory open meeting requirements of the Freedom of Information Act; and only public business matters identified in the motion to convene the closed meeting.

No action was taken in Closed Meeting

EMPLOYEE RECOGNITION AWARD
Michelle Wagaman, Public Information Officer, presented to the Committee a proposal to change from a monthly employee recognition award to a quarterly program. She cited a continued decline in the number of nominations for the monthly award, which limits the pool of qualified and worthy employees. Moving to a quarterly award will encourage more nominations and allow RACSB to increase the amount of the one-time cash award to $500.00 from $200.00. It is the recommendation of staff that this change be effective July 1, 2011.

It was the consensus of the Committee to limit eligibility by employees to receive the quarterly award to once per fiscal year.

The Committee unanimously approved a motion recommending the Board approve the staff recommendation to move to a quarterly employee recognition award and include the policy in the RACSB Employee Handbook with the amendment to limit eligibility to receive the quarterly award to once per fiscal year.
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DISABILITY CLAIMS REPORT
Mary Louise Holmes, Human Resources Manager, presented to the Committee a report of disability claims processed from January 1, 2011 through January 31, 2011 through CIGNA. The total premium paid year-to-date is $10,748.45. Through January 31, 2011, a total of eight (8) short-term claims and four (4) long-term claims have been processed at a cost of $14,170.26. The loss ratio for short-term clams is 121.94%. The loss ratio for long-term claims is 161.28%. Both ratios greatly exceed the 80% target. A total of three (3) short-term claims and two (2) long-term claims remain open at this time. One (1) claim is still pending approval.

Mrs. Holmes reviewed with the Committee that disability insurance pays 60% of the employee salary. It is the policy of RACSB that employees utilize sick leave, annual leave, and personal leave to supplement the remaining 40%. Once the leave balances are exhausted, the employee is on a Leave Without Pay status.

A motion by the Committee recommending the Board approve the Disability Claims Report as presented was unanimously approved.
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EEO REPORT
Mary Louise Holmes, Human Resources Manager, presented to the Committee the EEO Report for January 2011. The report contained 13 months of data. During the first month of the new calendar year, RACSB processed a total of 198 applications. That is a decrease of 105 applications compared to the same time period the previous year. Mrs. Holmes was pleased to report that an individual accepted an offer for the Horticulture Therapist/Greenhouse Manager position on February 8, 2011 and will begin employment in early March.

RACSB currently averages 20 vacancies per week and has recently been recruiting for more skilled positions, which reduces the number of qualified applicants.

In response to inquiries from Mr. Vaughn regarding salaries, Bob Nuzum, Director of Finance and Administration, said that RACSB last conducted a salary survey in 2008, which found wages to be below market. However, an adjustment to the salary scale was not made at that time because of the economic climate. RACSB employees have not received raises for the past three years. Mr. Nuzum reminded the Committee that state and local government employees also have not received raises. He added that the one-time salary supplements are beneficial to staff without hurting the agency in the long-term with increased personnel expenses.

The Committee unanimously approved a motion recommending the Board accept the EEO Report as presented.
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WORKERS’ COMPENSATION LOSS RUN
Mary Louise Holmes, Human Resources Manager, presented to the Committee the Workers’ Compensation Loss Run Report as of December 31, 2010. The report includes data beginning with July 1, 2001 through December 2, 2010. In the second quarter, there were nine (9) claims with $2,269.96 incurred in payments and reserves. Most of the claims filed are for record only and have not resulted in financial claims.

Mrs. Holmes noted that the FY 2010 fourth quarter figures were revised to include additional payments and reserves for the one (1) open claim. Therefore, total expenses for FY 2010 were $73,437.92.

A motion by the Committee recommending the Board approve the Workers’ Compensation Loss Run Report as presented was unanimously approved.
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EXIT INTERVIEWS
Executive Director Ron Branscome was not in attendance and will provide a report of recent exit interviews at the next meeting.

RESOLUTION - VACO GROUP SELF INSURANCE RISK POOL
Bob Nuzum, Director of Finance and Administration, presented to the Committee a membership agreement between RACSB and VACORP. RACSB has been a pool member for workers compensation insurance through VACo Group Self Insurance Association (VACOGSIA). The proposed resolution designates the title of the official authorized to sign member coverage documents.

Effective July 1, 2010, VACOGSIA merged with VACO Group Self Insurance Risk Pool (VACORP). This merger does not affect existing insurance coverage provided to RACSB.  It does, however, provide the possibility to receive a VACORP quote for property and liability coverage without additional official action. RACSB currently uses a separate provider for property and liability insurance coverage.

A motion by the Committee recommending the Board approve the resolution and authorize the Executive Director to be designated to sign member coverage documents with VACORP was unanimously approved.
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The next meeting of the Personnel Committee is scheduled for Wednesday, March 9, 2011 at 10:00 a.m. in Conference Room 201-A at 600 Jackson Street, Fredericksburg, Virginia.