MINUTES
CHILMARK PERSONNEL BOARD MEETING MAY 19, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:03 AM
PRESENT: Members Richard Williams, Max McCreery, Lois Norton and Henry Burkin. Also present: Riggs Parker Board of Selectmen, Polly McDowell Staff Liaison, Tim Carroll, Melanie Becker, Tom Wilson and Chuck Hodgkinson. Absent: Jennie Greene.
MINUTES
May 5, 2005: Approval of the minutes from May 5, 2005 was postponed to June 2, 2005.
NEW BUSINESS
ADP BENEFITS TRACKING AND PAYROLL
Melanie Becker updated the Personnel Board (PB) on how she is communicating with the Edgartown Treasurer, who also uses ADP, about ADP payroll products and uses. Melanie mentioned that she would attend an ADP training class next week in Waltham.
After discussion, it was agreed to begin using the ADP benefits tracking system this July – as close to July first as possible. Tom Wilson and Melanie confirmed there is ample time to make the necessary changes for July implementation.
PAYROLL AND BENEFITS LETTER TO DEPARTMENT HEADS
After discussion it was agreed to revise the draft letter from the Personnel Board to all Town Department Heads before releasing it. A second draft will be sent to all PB members for further input.
BENEFITS ACCRUAL RECONCILIATION
The proposed draft benefits reconciliation form titled “Employee Benefit Report” dated May 13, 2005 was discussed. Mr. Williams suggested clarifying the introduction and time line. Ms. Norton made a motion to adopt the form with the understanding that the necessary changes will be made. Mr. McCreery seconded. The vote was unanimous in favor.
After discussion, it was agreed the Executive Secretary would distribute the Employee Benefit Report, with each employee’s accrued benefits based upon Town Hall records, and an explanatory cover memo. The reports will be distributed before the employee meetings are scheduled to give each employee time to review their individual accruals for accuracy. When appropriate and relevant, the form will include an exempt or non-exempt designation based upon counsel’s input, the PB’s recommendation and final approval by the Board of Selectmen.
The agreed timing for this process is:
June 2: Obtain counsel’s input.
June 3: Submit final recommendations to Board of Selectmen.
June 7: Board of Selectmen vote on the PB recommendations.
June 8: Executive Secretary distributes benefits reconciliation forms to all eligible employees.
After June 8: Schedule individual meetings with each employee, Executive Secretary and a PB member to reconcile accrued benefits.
LUNCH AND BREAK TIME
After a brief discussion, it was agreed to obtain counsel’s input before addressing these issues. It was further agreed to obtain counsel’s opinions on several other items such as: comp time, overtime eligibility and use; civic duty time; personal vehicle use and reimbursement; contract labor and overtime; personnel by-laws’ applicability to the Police Department.
Mr. McCreery made a motion to adjourn the meeting. Mr. Williams seconded. It was voted and so carried. Meeting adjourned at 9:22 AM.
Respectfully submitted by Chuck Hodgkinson.
Chuck Hodgkinson Administrative Assistant Date
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