MINUTES
CHILMARK PERSONNEL BOARD MEETING Feb. 11, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:18 a.m.
PRESENT: Members Jennie Greene, Richard Williams, Lois Norton, and Max McCreery. Also present: Selectman - Riggs Parker, and Luanne Johnson – Admin. Asst.
· MINUTES: The PB reviewed edited minutes from the 29 January meeting. There was a motion to approve these minutes as edited. It was seconded, voted, there was one abstention, and it was so carried.
COORDINATOR OF ADMINISTRATIVE SUPPORT
· Max made a motion that Jennie write a letter explaining to the Selectmen and Finance committee that the Coordinator of Administrative Support position does not require a “raise,” or additional funding, and how it will save the Town $3000 over last year. Thus, the position does not require a warrant for Town meeting. The motion was seconded, voted, and so carried.
· Lois suggested that the PB have a meeting with all Town employees to explain the role of the Coordinator of Administrative Support within Town hall and how this position will benefit everyone. It appears that the role and impact of this position is misunderstood by many, and it would be beneficial to bring the employees together to answer their questions and correct any misunderstandings. All agreed, but wanted to finish the organizational chart to present at such a meeting.
ORGANIZATIONAL CHART FOR THE TOWN
· The PB examined several draft organizational charts, including a 3 dimensional chart. All agreed they would like to examine organizational charts for other towns and some non-profit agencies in order to consider multiple options for depicting the organization of the Town. Max will acquire an organizational chart for the town of Edgartown, and the PB will continue to work on drafts until the next meeting.
EMPLOYEE BENEFITS (HOURS EARNED AND USED)
· Jennie noted that the Jan. 19th deadline has passed when the Executive Secretary was due to turn over to the Selectmen documentation of all hours earned and used by each employee.
· The PB agreed that Jennie should send a letter to the Selectmen noting that the delay in receiving these records is hampering progress towards creating a more effective system.
OTHER BUSINESS
· Lois made a motion to allow Luanne to purchase a USB drive for saving copies of PB files and transporting them to and from Town hall. The motion was seconded, voted, and unanimously approved.
· The next meeting of the PB will be on Thursday, February 24th, at 8:00 a.m. at the Town Hall. In March, the PB will meet on Friday, March 18th at 08:00 at the Town Hall. Beginning in April, the PB will meet on the 2nd and 4th Thursdays of each month, which will be the 14th and 28th.
· There being no further business, a motion was made to adjourn the meeting. It was seconded, voted and so carried. Meeting adjourned at 9:25 am
Respectfully submitted,
Luanne Johnson Administrative Assistant Date
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