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Committee recommends delaying removal of obsolete paper membership form; legal will draft effective-date language
Summary
Human Resources asked the committee to remove a 1963 paper 'application for membership' requirement because new hires enroll electronically; legal counsel recommended replacement language that makes deletion effective on a date and recognizes HR's system. The committee deferred action to allow staff and legal to draft and circulate proposed code language.
Christy Mayo of Human Resources told the committee that the paper "application for membership" form required by code has become obsolete since enrollments now occur in an electronic Oracle Cloud system. Mayo said the form adds an extra, labor-intensive step but does not affect benefits eligibility because payroll and system records provide the necessary data for pension calculations.
Legal counsel recommended drafting language that declares the form requirement removed effective on a specified date, rather than an immediate deletion. Committee members asked that replacement wording should ensure employees retain the ability to enroll and to access records (for example, via an HR system or checkbox that confirms enrollment). The committee moved, seconded and passed a motion to defer final action to the next meeting so legal and HR can supply proposed effective-date text and confirm packet distribution ahead of the vote.
