Standing Committee

h **Amended 9/7/2020 11:45am Town of Summerville Standing Committees of Council Tuesday, September 8, 2020 - 5:30 p.m Virtual Meeting livestreamed on www.SummervilleSC.gov AGENDA 1. Parks and Recreation Committee a. Purchase of amenities for Short Central b. Skate Park Expansion c. Update on the Oakbrook Ashley River Preserve d. Discussion of tennis pro backboard** e. Other business, as necessary 2. Planning and Development Committee a. Consideration of an ordinance to adopt the Comprehensive Plan Update, “Summerville: Our Town, Our Future.” Planning Commission held a public hearing and adopted a resolution recommending approval at their meeting on August 17, 2020. b. Petition by Marymeade Associates, LP to annex Berkeley County TMS# 232-00-02- 179 and Dorchester County TMS# 138-00-00-036 (approximately 4.70 acres total) located on Berlin G. Myers Pkwy.; currently zoned GC, General Commercial, in Berkeley County and CG, General Commercial, in Dorchester County, and will be zoned G-B, General Business, upon annexation into the Town of Summerville’s municipal limits. (Council District 1) Planning Commission held a public hearing and made a recommendation for approval at their meeting on August 17, 2020. c. Proposed amendments to the Summerville Unified Development Ordinance, Chapter 8, Section 8.7.4, Maintenance. Planning Commission held a public hearing and made a recommendation for approval at their meeting on August 17, 2020 Standing Committee Meetings Agenda – September 8, 2020 Page 2 3. Public Works Committee a. Public Works Project Updates (1) Bear Island Road (2) Maple Street (3) Cedar Street Extension (4) Central Avenue Sidewalk Project (5) West 5th South St Sidewalk (6) Lee Street Sidewalk Project (7) North Hickory Street Sidewalk (8) Shepard Park Drainage (9) US-78 North Summerville Drainage Study (10) Springview Lane Oakbrook Drainage Study b. LED Street Light Pilot Program 4. Finance Committee a. Presentation of August 2020 financial reports b. Request from DREAM for Summerville Skates funding c. Consideration of amendment to the Town Employee Handbook to add Emergency Pay d. Discussion of 2021 millage e. Financial Requisitions a. Authorization to issue a purchase order to Motorola Solutions in the amount of $47,272.26 for 6 APX All Band Consolettes for the Police Department. Funds to come from budgeted Communications Capitol for server upgrades. This is on a State Contract. f. Surplus Vehicles - All vehicles were purchased with Drug Funds and the proceeds will go back to those funds a. P34 - 2008 Chevrolet Impala b. P217 - 2010 Ford Explorer c. P228 - 2012 Dodge Van d. P290 - 2017 Ford Explorer e. P297 - 2016 Harley Davidson 5. Adjourn Mayor Town Administrator Ricky Waring Rebecca Vance Councilmembers: Town Clerk Bill McIntosh, Mayor Pro Tem Beth Messervy Walter Bailey Aaron Brown Town Attorney Kima Garten-Schmidt G.W. Parker Bob Jackson Terry Jenkins Town of Summerville Memorandum To: Town Council From: Rebecca Vance, Town Administrator Date: September 4, 2020 Subject: Emergency Pay ________________________________________________________________ ISSUE Council approval is needed to add the attached section to the Town of Summerville Employee Handbook to address Emergency Pay. BACKGROUND/DISCUSSION The Town’s current Employee Handbook does not appropriately address pay during an emergency for employees that are required to report for duty or work in some form during the declaration of a state of emergency. Our current policy has not been approved by FEMA and therefore, the Town is not eligible for reimbursement for emergency pay when a Federal or State Disaster is declared. The attached amendment to the Employee Handbook mirrors the policy that Dorchester County utilizes that has been approved by FEMA. The County has been reimbursed for emergency pay through FEMA using this policy. 200 South Main Street, Summerville, SC 29483-6000 * 843.871.6000, Fax: 843.871.6954 www.SummervilleSC.gov Current: Special Compensation for Exempt Employees – In the event of a state of emergency or disaster declared by the Summerville Town Council, the Governor of the State of South Carolina, or the President of the United States, at the discretion of the Town Council, employees who are otherwise overtime exempt may be paid a sum in addition to their regular salary as authorized by the Town Council. Proposed: Emergency Pay Plan To ensure continuity of services to the public, it is the policy of the Town to remain open. However, during extreme conditions due to severe weather, major utility failure or other reasons, the Town may close for the safety and welfare of citizens and employees. All Town employees are considered to be essential to Town operations prior to, during and following declared emergencies until otherwise released by the Town Administrator. Employees designated as essential and required to report to work, remain at work or contact their department when offices are closed must do so. All departments must maintain an updated list of individuals designated as essential or alternate essential depending on the nature of the closure. All employees not designated as essential personnel must select to work an emergency assignment, attend training, and be willing to work their assignment if they are called upon to do so. Supervisors will devise a system to notify the pool of non-designated individuals who will be expected to report to work. Responsibilities and level of participation will differ depending on the type of emergency. Failure to report when scheduled or check in when required may result in disciplinary action up to and including termination. An employee communication from the Town Administrator or designee will be provided to advise work schedule for essential staff. It is not possible to anticipate every possible contingency. Additional measures may be taken, and based upon the severity of the event, the time parameters of this policy may be adjusted by the Town Administrator or designee as needed to support actions in the best interest of public safety. Chart below outlines how emergency pay will be implemented during a declared state of emergency. Exempt/Nonexempt Status Compensation Comments  Nonexempt essential  Employee required to report for  Hours worked during the County closing  Over time under this policy is a benefit work will count toward overtime  Over time must be manually added by  Employee reports for work  Hours worked will be compensated at 1.5 entering the proper earnings code in the of base pay Payroll System, with an explanatory comment and date for audit purposes Nonexempt essential  Employee required to report to  Employee will not receive regular base  Employee must comply with call‐off work pay procedures  Employee does not report for Employee may request annual leave If supervisor does not approve leave, the work based on circumstances (e.g. must drive dept. may consider corrective action through Level 3 rain emergency, etc.) Nonexempt alternate/standby  Employee not required to report  Employee will receive regular base pay as  Employee does not need to contact his for work unless contacted long as the employee has a valid department or report to work if the County  Employee does not report for telephone number on file and reports is closed. work if/when contacted.  Employee must provide a contact telephone number to their supervisor and be accessible.  If employee is contacted to report to work and does not, the rules under nonexempt essential apply Nonexempt alternate/standby  Employee not required to report  Dept. notifies employee that the County is  If the employee is asked to remain at work, for work unless contacted closed, and employee is sent back home. overtime must be paid and manually added  Employee reports for work  If the employee choses to stay at work enter the proper earnings code in the HR they will receive their regular base wage. System, with an explanatory comment and  If the employee is elevated from alternate date for audit purposes to essential, Hours worked as essential  Unit may consider corrective action as personnel will be compensated at 1.5 of applicable for employees who do not leave base pay work as directed Exempt essential  Employee required to report for  Employee will receive regular base pay  Employee reports to preassigned work work  Hours worked over 40 will be location  Employee reports for work compensated at 1.5 of base pay Exempt essential  Employee required to report to  Employee will not receive regular base  Employee must comply with call‐off work pay procedures  Employee does not report for  Employee may request to use annual  Dept. may consider corrective action as work leave or flex time based on circumstances applicable i.e., must drive through Level 3 rain emergency area Exempt alternate/standby  Employee is not required to  Employee will receive regular base pay  Employee does not need to contact their report to work unless contacted  Hours worked over 40 will be department or report to work if the County  Employee does not report for compensated at 1.5 of base pay is closed work  Employee must provide a contact telephone number to their supervisor and be accessible  If employee is contacted to report to work and does not, the rules under exempt essential apply Exempt alternate/standby  If the employee is asked to assume an  Employee does not need to contact their  Employee is not required to essential role, hours worked over 40 will department or report to work if the County report to work unless contacted be compensated at 1.5 of base pay. If the is closed  Employee reports for work employee is not asked to assume an  Employee must provide a contact essential role, hours will be compensated telephone number to their supervisor and at straight pay be accessible