MINUTES
CHILMARK PERSONNEL BOARD MEETING APRIL 28, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:07 a.m.
PRESENT: Members Jennie Greene, Richard Williams, Lois Norton, Henry Burkin and Max McCreery. Also present: Selectmen - Riggs Parker and Warren Doty, Polly McDowell Staff Liaison, Tim Carroll, Sylvia Yeomans, Melanie Becker, Tom Wilson and Chuck Hodgkinson.
NEW BUSINESS
PAYROLL SOFTWARE SEARCH COMMITTEE (PSSC)
Sylvia Yeomans presented a detailed report and recommendation with enclosures from the Payroll Software Search Committee dated April 28, 2005. After reviewing the suggestions for consideration regarding Civic Leave, Sylvia recommended that the final policy should be consistent for all departments. The group also agreed a specific definition for a full-time employee must be determined and seemed to think 40 hours per week would suffice as the 100% benchmark for ADP’s software system. ADP’s allocation of accrued benefits for part-time, hourly employees will be determined as a percentage of the weekly hours assigned to a full-time employee.
Further discussion pointed out that if ADP benefit tracking were approved, new time sheets would be designed and tracked on a weekly basis by department heads. A special provision will need to be made for the Police Department’s overtime, holiday and on call assignments. A sample paycheck was reviewed and it was agreed to add the gross payroll tracking of vacation, sick and personal time hours, pay rate and dollars on a pay period and year to date basis.
The presentation also pointed out the cost savings of converting to 24 or 26 pay periods – from the current 52 or weekly pay period. After discussion, it was agreed that 26 pay periods would make better operational sense than 24 pay periods because of the large number of part-time, summer, hourly employees the Town hires – such as beach attendants. Another potential benefit of changing to 26 pay periods is less payroll administrative time. It was further pointed out that there would be no real salary savings to the town because the Town Accountant and Treasurer would re-invest any payroll time savings on more meaningful projects.
Tom Wilson mentioned he reviewed the concept of 24 or 26 pay periods with the Library Director and the Beach Director and that both seemed receptive to the change. It was later agreed to formally recommend the PSSC’s conclusions to the Board of Selectmen.
Separately but related, it was discussed and decided the Personnel Board (PB), with a working knowledge of labor law, has the authority to determine what Town staff positions are classified as exempt or non-exempt. It was further determined the PB and should make these recommendations based upon the law to the Board of Selectmen as needed.
ACCRUED BENEFITS TRACKING
Tim Carroll handed out a report he prepared on 1/31/05 of the accrued and used benefits for all eligible Town employees for the third quarter of fiscal 2005. After mentioning that it was currently displayed in the copy room, it was decided this report should not be posted in a public location as it contains personal information.
Max McCreery suggested that it might be more efficient if he and Richard Williams worked out a schedule of how they could split their time working on the accrual sub committee. This committee is charged with the responsibility of verifying accrued benefits with each eligible Town employee. Lois Norton agreed and made a motion to adopt this recommendation. Jennie Greene seconded and the vote was unanimous in favor.
WORKING MEETING MONDAY, MAY 2, 2005 @ 5:00 pm
Lois Norton suggested the PB have a working meeting to determine whether specific staff positions are exempt or non-exempt. It was agreed to hold this meeting on Monday, May 2nd @ 5:00 PM in the first floor conference room at Town Hall. Jennie Greene asked to have the book of all Town job descriptions for the meeting and also asked Tim Carroll to provide an updated, list of all town employees with their respective job title, payroll grade and step.
OLD BUSINESS
SYLVIA YEOMANS BACK PAY
Jennie Greene mentioned she spoke with the Amy, the Town Accountant in 1998, about Sylvia’s request for back pay from her first pay period as a town employee. Ms. Greene said she would follow up with Tom Wilson and review the back records to resolve this issue.
Ms. Greene made a motion to adjourn the meeting. Lois Norton seconded. It was voted and so carried. Meeting adjourned at 9:55 AM.
Respectfully submitted by Chuck Hodgkinson.
Chuck Hodgkinson Administrative Assistant Date
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