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MINUTES
CHILMARK PERSONNEL BOARD MEETING Jan. 19, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:14 a.m.
PRESENT: Members Jennie Greene, Richard Williams, and Lois Norton. Also present: Selectman - Riggs Parker, Staff Liaison - Sylvia Yeomans, and Luanne Johnson – Admin. Asst.
MINUTES: The PB reviewed draft minutes from the 5 & 10 January meetings. There was a motion to approve these minutes as edited. It was seconded, voted, and so carried.
DISCRIMINATORY HARASSMENT POLICY FOR THE TOWN
· The PB discussed the draft discriminatory harassment policy for the Town that was prepared by the Executive Secretary. The Town insurance company requires adoption of such a policy for Loss Control Credits. The PB made several corrections and suggestions to the draft document and asked Luanne to acquire an electronic version of the document and make the suggested edits. The PB asked Riggs if they could meet with Town Counsel, specializing in labor law, to review this policy and the suggested corrections and edits to be certain they are within the labor law. Riggs agreed to check with Jack Collins on his availability for the next PB
meeting.
· The PB also discussed the list of Personnel policies deemed “essential” by the insurance company in order for the Town to receive Loss Control Credits. The PB asked Luanne to work with Tim Carroll to review the list of essential policies, assess which policies the PB has set and which need to be created, and return to the PB with a list of all policies outstanding.
OTHER BUSINESS
· Pam Bunker, Assistant Assessor, came before the board requesting they reconsider placing the Assistant Assessor in the category of Administrative Support Staff for the Town. While Pam knows that she is support staff to the Board of Assessors, she also knows that she does much more than support in her position. She is concerned that being placed in an Administrative Support pool will reflect poorly on her professional status. She asked the PB to revisit the job descriptions of Administrative Assistant and Assistant Assessor, as well as the West Tisbury Principle Assessor and consider placing her position with the finance group in the Town organizational chart. Riggs and Jennie reminded Pam that she is the only member of the financial group who reports to a board, and that the organizational chart that is being developed is meant to support her, not demean her or change her job description. Sylvia Yeomans assured Pam that she is also in this administrative support group,
despite the fact that her job description is not that of an administrative assistant. Sylvia reiterated that the new organizational chart is calling for an Administrative Support Coordinator, not a Supervisor, and that Sylvia is comfortable having a coordinator to take care of the details of organizing administrative support and recording hours. She will continue to report to her board, but will cooperate with the coordinator. In response to a question from Richard, Pam acknowledged that she does administrative work for the Town in addition to her work with the Board of Assessors. Pam also mentioned she asked other assessors to comment on categorizing her position with administrative support in an email group posting and presented their comments for the PB’s review. Before departing, Pam again requested that the PB review the materials she presented as they continue working on the organizational chart.
· Lois recognized Pam, the Assistant Assessor, as part of the financial team. However, she would also like to include Pam as part of the Administrative support group for her benefit. She also believes that the organizational chart diagram should be a different structure, perhaps a circular diagram rather than a hierarchical diagram so that people see this as a way to work together.
OTHER BUSINESS
· The PB reviewed a letter from the Executive Secretary, requesting that the PB re-grade Annette Anthony’s position from grade 5 to grade 6, and to change her job description to reflect her current duties. Tim’s letter referred to Annette’s position as “Receptionist/Assistant to the Executive Secretary,” and the PB noted this is not her title. Annette is not the Assistant to the Executive Secretary. Her title is “Receptionist/Assistant,” meaning she works for the entire Town, but reports to the Executive Secretary. Tim requested that the PB change the job description to include this position acting as
Assistant Town Clerk, but the PB believes that this duty is covered under “and other duties as required.” The PB supported a grade increase for Annette’s position. Lois asked if the PB could review the list of duties Annette has given the board, change her job description accordingly, and re-evaluate the grade level in light of any revisions of the job description. Riggs asked the PB to be certain the write a job description as a job description and not a job description for a particular individual.
· The group agreed to meet again on Saturday, Jan. 22nd, at 0 9:00 am, and Monday, Jan. 24th, at 08:00 am at the Town Hall.
· There being no further business, a motion was made to adjourn the meeting. It was seconded, voted and so carried. Meeting adjourned at 9:50 am
Respectfully submitted,
Luanne Johnson – Admin. Asst. Date
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