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Human Resources Board of Chilmark
September 25, 2015 APPROVED MINUTES
Present: Jim Malkin, Chair, Jennie Greene, Max McCreery, Steven Flanders, , Bill Rossi, Board of Selectmen Representative, Chuck Hodgkinson, HRBC Staff Representative
Not present: Stephen Lewenberg
Public/ Board or Comm. Members:
Staff: Jennifer Christy, Admin. Asst., Tim Carroll, Exec. Sec., Ellen Biskis, Town Accountant, Diana DeBlase, Receptionist & Asst. to the Exec. Sec., Ben Retmier, Interim TriTown Ambulance Chief, Melanie Becker, Town Treasurer
Meeting called to order at 8:00AM
- The July 2, 2015 Minutes were reviewed.
- Ms. Greene made a motion to approve as written. The motion was seconded. All ayes.
- HRS, Inc Compensation Draft Report:
- Mr. Malkin noted the draft reports are available and the meeting will focus on developing a list of questions for HRS, Inc. to review before the October 8, 2015 meeting.
- Mr. Malkin stated there were two letters that had been submitted to the HR Board prior to the meeting. Mr. Malkin read the letters into the record. The first letter was from Mr. Hodgkinson to Ms. Stapcyznski (of HRS, Inc.) and the second letter was from Mr. Lewenberg, member of the HR Board, addressed to the Board members.
- Mr. Malkin noted the delay in the receipt of the report and stated that the report appears to have deviated from the task that HRS, Inc. was contracted to complete.
- The Board developed questions to send to HRS, Inc. to be answered prior to the October 8, 2015 meeting:
- What is the source information/data that was used to complete the draft reports?
- What fiscal year was used to complete the draft reports?
- Why aren’t all the island towns used for comparison for all jobs?
- What is the comparison data basis used by ERI?
- If the comparison was to be from island towns, why are the comparisons made with off-island sources? Why is the ERI data compiled? Is ERI data included in the Comp Medians? The Board requested a full explanation of the source data for all reports in the Compensation Data Report.
- Is the “Comp Median” inclusive of the ERI data? (same question as above.)
- For each of the columns on the comparative chart, what is the source data, and what is the sample for the comparative set and the Comp Average set? What is in the sample for the Comp Median? The Board requested explanation of the source data for each of the columns. For example, is the Comp Median inclusive of just the 6 island towns?
- Mr. Hodgkinson noted, on the far right of the chart for the Town Treasurer, #12, (page 4) the comp median numbers do not appear to be correct.
- Why was clerical assistant, Receptionist and professional librarian included when the positions do not exist?
- Why are all the TriTown positions unique positions?
- Why is there no information about police detective or lieutenant?
- Why is there no data for the stipend Fire Chief position?
- It was reiterated that the data needs to have a basis to be comprehensive.
- Will HRS, Inc. be open to using the data the HR Board has already collected from other towns?
- The source for the already collected island town data should be assured as the same source used by HRS, Inc. for the report.
- The ERI graphs are confusing. Why are they included? It was supposed that the information provided was an extra piece that was provided at no cost.
- HRS, Inc Job Description Audit Draft Report:
- Discussion occurred about whether the information provided was requested.
- Mr. Malkin stated HRS, Inc. was asked to provide limited feedback on the position descriptions.
- Ms. Greene noted there is no comment on the town’s existing evaluation manual. Mr. Carroll noted he let Ms. Stapcyznski know that the manual had recently been revised and the Board may be reluctant to receive any comment.
- On page 5, Ms. DeBlase, noted that the ADA requirements are a necessary addition.
- Mr. Carroll noted that the sample provided for Clerical Assistant was something that HRS., Inc. was asked to do and it represents a position that no one holds at this time.
- Mr. Hodgkinson noted in each island town the Fire Chief and the Ambulance Chief positions are different and the interaction is different between the positions. It was questioned, in each of the 6 island towns, what are the specific duties of each Fire Chief & Ambulance Chief, what is the interaction between the Fire Chief and the Ambulance Chief positions and specifically, what is the supervisory relationship in each town?
- Ms. DeBlase noted that HRS, Inc., in making the TriTown Chief position unique, may have been correct due to the fact that the TriTown Chief is chief in three towns.
- Mr. Carroll noted that the Board will need to see the source data and the next step is to begin the analysis of the position description comments based on the review of the source data.
- Mr. Hodgkinson noted the Town Clerk position is defined by state statute and the comparable data needs to be reviewed with that in mind.
- Mr. Carroll noted that he would like to review with staff the information collected on each position description. He stated he’d like to do an internal validation of the comments.
- The Board reviewed the comments on position descriptions beginning on Page 8.
- What job description was reviewed for #1.?
- On #2, Mr. Hodgkinson was confused with what “outdated” means. How is #2 “very outdated?” Mr. Carroll noted that the 3rd bullet point was more to the point. What is the date of the position descriptions used to compile this data?
- What does the 1st bullet point of #3 mean? Mr. Retmier described the discussion he had with Ms. Stapcyznski during his interview.
- On #4, the question was asked: Is the Asst. Assessor position comparable to the Assessor positions in other island towns? It was noted that a database of Beach Stickers is not kept by the Asst. Assessor.
- On #5, a question was asked how the first bullet point is relevant to the position description.
- Mr. Hodgkinson stated the Board may benefit from a review of the PAQs (Position Analysis Questionaires.)
- It was stated that the departments where position descriptions have comments should be alerted and the heads of those departments should have the opportunity to review their position descriptions in their department and submit the descriptions for review by the Board, as per the procedure outlined in the HR procedures manual.
- It was inquired whether the Board may have copies of each PAQ submitted by the employees. It was stated the PAQs may have been a confidential document. Ms. Christy will confirm the confidentiality of the PAQs.
- No questions were submitted for #9, #10.
- It was noted that, in #11, the third bullet point is not unique to the deputy position.
- No questions were submitted for #12, #13.
- On #14, Mr. Hodgkinson referred to his previous question regarding the Fire Chief. It was noted, on #14, the second bullet point needs to be clarified and rewritten to say “assign street numbers” rather than “homeowners new numbers.”
- No questions were submitted for #15, #16.
- It was stated the library department head should review and update their own position descriptions.
- It was asked, would HRS, Inc. please pinpoint which positions need the ADA updates specifically and what those updates are?
- It was noted that the Maintenance Supervisor of Town Buildings position description needs to note that the occupant of the position needs to work with the department heads for building maintenance.
- It was noted that legal counsel is being consulted to review and revise the TriTown position descriptions.
- In #21, it was noted the Police Chief should be informed that the position description for “Police Officer” needs to be updated.
- Mr. Hodgkinson inquired what position includes the sexual harassment officer as a duty. It was not known.
- It was noted the Shellfish Constable was not the ADA Coordinator for the town. Mr. Carroll noted the Executive Secretary has this task in its position description.
- It was noted, in #24, the Tax Collector description should not include specific software.
- There were no questions submitted on #25.
- In #26, Mr. Hodgkinson noted that education is not stated on most position descriptions. It was asked why a Bachelor’s degree is required for the Town Clerk position?
- It was inquired, in #27, whether the second bullet point was accurate. Ms. Becker noted it was not and clarified that she is the clerk/secretary of the pooled trust, not an overseer. Mr. Carroll noted he had a list of questions on the position description bullet points and he would supply this to Ms. Christy.
- Mr. Carroll asked that all comments be sent to Ms. Christy to be then sent to HRS, Inc., prior to the October 8, 2015 meeting.
- On page 2 of the job description sample, for Asst. Town Clerk, it states the person has to be a registered voter. It was inquired whether this is true and whether the person would need to be a registered voter in Chilmark or anywhere in the USA?
- Mr. Hodgkinson asked what the next steps will be for the Board.
- Mr. Malkin stated that Ms. Christy will complete the list of questions and Mr. Carroll will submit his questions and comments. The Board will review these questions and comments and, by Monday, September 28, 2015 or thereabouts, the questions and comments will be submitted to HRS, Inc., in advance of the October 8, 2015 meeting.
- Ms. DeBlase stated it might be helpful to invite department heads to a meeting of the Board to understand their responsibilities regarding updating the position descriptions in their department. It was agreed by the Board that the invitation should be made to future meetings if it would be helpful to department heads.
- Ms. Becker noted there is no information regarding the Treasurer source data sets in the draft compensation report.
- Mr. Malkin asked that it be communicated that the Board requests HRS, Inc. respond to the submitted questions and comments prior to the October 8, 2015 meeting to allow sufficient time to review the response for discussion on October 8.
- Ms. Biskis recommended that the math on the calculations for the Treasurer be checked.
- It was also noted that, on the Asst. Assessor position description comments, if the software noted is not that used by other island towns then the information should not be included.
Meeting adjourned at 9:15AM
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