MINUTES
CHILMARK PERSONNEL BOARD MEETING MAY 2, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 5:10 PM
PRESENT: Members Jennie Greene, Richard Williams, Lois Norton, and Max McCreery. Also present: Selectman - Riggs Parker, Polly McDowell Staff Liaison, Tim Carroll, Martina Mastromonaco and Chuck Hodgkinson.
NEW BUSINESS
This was a working meeting to review and discuss all Town staff positions; their grade and step; their classification as hourly versus salaried and status as exempt versus non-exempt.
Ms. Greene summarized the qualifications needed to classify a position as exempt – as outlined in the Fair Labor Standards Act. Tim Carroll and Polly McDowell handed out summary listings and the details for all Town staff positions. There was discussion regarding the Town’s current practice of granting comp time in lieu of paying overtime – for those times when employees work more than their job’s budgeted weekly hours. Mr. Parker asked how comp time is determined, who approves it and who keeps track of each employee’s accrued and used comp time.
It was pointed out that only the Tax Collector, Accountant and Town Clerk track and use comp time and that the amounts are tracked by each employee.
Tim Carroll added that there are only four salaried positions with the exempt classification – the Executive Secretary, Harbormaster, Library Director and Chief of Police. It was also pointed out that there are several “hourly” positions and employees that receive regular paychecks of fixed amounts – regardless of the number of hours worked each week. It was explained that the annual budgeted amount of hours are evenly divided over 52 pay periods – with the understanding that these positions have “busy” times of the year where more than the weekly average number of hours will be required. Mr. Williams asked if this works both ways – do these employees report less than their weekly hours when they are in a less busy time of the year and they may not be
required to work their weekly budgeted hours? The response was no because at the end of the year it all balances out. These employees automatically report their average weekly budgeted hours.
PERSONAL CAR USE
After discussion it was agreed to analyze how personal car mileage used for Town business, car allowances and contracted personal vehicle use is tracked, paid and reported for payroll purposes. Some examples cited were the Fire Chief and the Superintendent of Streets.
SALARIED AND EXEMPT POSITIONS
After discussion Ms. Greene listed twelve positions that seem to be eligible for salaried and exempt classification and merit further investigation. She also volunteered to review each of them with legal counsel. The positions are: Executive Secretary, Police Chief, Library Director, Harbormaster (these four already have this classification) plus, Accountant, Treasurer, Tax Collector, Town Clerk, Fire Chief, EMT Coordinator, Superintendent of Streets and the Building Inspector.
Max McCreery asked Tim Carroll if he was available to meet on May 11th at 1:00 PM to sign off on the final analysis of accrued benefits time for each employee. Mr. Carroll agreed to check his calendar and get back to Mr. McCreery.
Ms. Greene made a motion to adjourn the meeting. Lois Norton seconded. It was voted and so carried. Meeting adjourned at 7:00 PM.
Respectfully submitted by Chuck Hodgkinson.
Chuck Hodgkinson Administrative Assistant Date
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