TOWN OF FAIRFAX

SELECTBOARD MEETING MINUTES

MONDAY, July, 13, 2011

FAIRFAX TOWN OFFICE - 6:30 PM

Selectboard Members Present: Bill Ormerod, Bob Horr,Randy DeVine, Peter King and Chris Santee.

Public Present: Lee Minor and Jim Meunier.

Staff Present: Deb Woodward, Town Clerk & Treasurer

The meeting was called to order by Selectboard Chair Bill Ormerod at 6:30 PM.

Agenda:

“Possible payroll error”.

The first and only item on the agenda is to address a possible payroll error with the Town Clerk & Treasurer.

(All Board members reviewed the material to be discussed prior to the meeting. Bill was designated to conduct the meeting on behalf of the other members of the Board.)

Bill informed the public that there was not going to be any scheduled public input for this meeting. He stated that they weren’t going to go into executive session unless a motion was made; this is an open public meeting.

Bill asked Deb if she brought copies of the documents that the SB had requested (her pay stubs for the calendar year of 2011). Deb was asked if she has a copy of the memo the SB sent her,dated 12/22/10, regarding the “2011 Rate of Pay and Health Insurance contribution schedule and amounts”. She was asked if she had seen this memo before today. She was asked what the value noted in the “2011 hourly rate” column for herself. She stated $18.00 per hour. She was asked if she has a copy of the compensation and benefits statement, dated 1/5/11, which was addressed directly to her; which she stated “yes”. She stated she had seen this before Today. Bill asked her what the value noted as the “hourly rate of pay” was. She stated $18.00 per hour. Bill asked Deb if she had a copy of the letter addressed to her, dated February 14, 2011, that thanks her for her assistance assembling the town report. She stated yes. What is the value noted as the “salary budget to perform her duties, including substitutes shall not exceed”. She stated $37,346.00. Bill asked Deb if this document indicated an hourly rate of pay. Deb stated “no”. Bill asked if she had any other documentation from the SB that speaks to, or addresses her hourly rate for fiscal year 2011. She stated “no”. Bill asked Deb what date did she change her hourly rate of pay from $18.00 per hour to $18.30 per hour. Deb stated 3/7/11, pay period after town meeting (2/27/11 through 3/5/11). Bill asked Deb why she changed her rate of pay. Deb stated that everyone had been reviewed except for her. She stated that she asked to be put on the agenda for a review. (An elected official does not generally get a review.) Bill asked Deb during the fall of 2010 did you request, and were granted, a leave of absence because of a family emergency/situation. Deb stated “yes”. He asked her approximately how many weeks was she on a leave of absence. Deb stated 13 weeks. Bill asked how many of those weeks during her leave of absence she went without being paid. Deb replied “none”. Bill asked Deb ifduring her leave of absence was there any interruption in the benefits (health insurance or municipal employees retirement contributions provided to you by the Town of Fairfax. Deb replied “no”. Bill asked Deb if she was aware that only the Selectboard may set wages in the Town of Fairfax. Deb replied “yes”.

Bill stated to Deb that effective immediately her wage was to be changed back to $18.00 per hour.

Bill stated to Deb that as of the last pay period she had received an additional $199.95 in unapproved gross pay. Bill asked how she planned to make restitution to the town. An agreement was reached between Deb and the Board for restitution.

Adjourn:

Bob Horr made a motion to adjourn at 7:10 PM.

Seconded by Randy DeVine. Motion carried. Vote 4-0-1

Executive Session:

Peter King made a motion to enter into executive session at 7:11 PM, without Deb present.

Bob Horr seconded the motion. Motion carried. Vote 5-0

Peter King made the motion to exit executive session at 7:20 PM.

Bob Horr seconded the motion. Motion carried. Vote 5-0.

Respectfully, submitted by Stacy Wells, Adm. Asst.

___________________________________

William Ormerod, Chair

WO/sw