FINAL
CHILMARK PERSONNEL BOARD MEETING JULY 7, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:08 AM
PRESENT: Members Jennie Greene, Max McCreery, Richard Williams, Lois Norton and Henry Burkin. Also present: Tim Carroll, Chuck Hodgkinson and Polly McDowell.
MINUTES
The review of the June 10 meeting minutes was postponed to the next meeting.
The June 17 meeting minutes were reviewed. Ms. Norton made a motion to approve the minutes with minor corrections. Mr. McCreery seconded. The vote was four in favor with one abstention (Mr. Williams).
The June 25 Minutes were reviewed. Mr. McCreery made a motion to approve the minutes as presented. Mr. Williams seconded. The vote was three in favor with two abstentions (Ms. Norton and Mr. Burkin).
NEW BUSINESS
EXECUTIVE SECRETARY: Tim Carroll asked for PB input on several matters.
1. DOG OFFICER: Mr. Carroll’s recommendation to change the job title and description for this position was discussed. Ms. Norton made a motion to change the job title for the existing job description to Animal Control Officer. The Personnel Board agreed to review other island towns’ job descriptions before revising Chilmark’s. The Executive Secretary will consult other towns, and Ms. Norton will consult with Oak Bluffs and Tisbury. Mr. Williams seconded and the vote was unanimous in favor.
2. NEW HIRE START DATES: Mr. Carroll asked if the start dates for the two newly hired employees for permanent positions – Administrative Assistant for Planning and Housing and the CAS – can recognize their start dates as temporary employees in Town Hall – August, 2004. Mr. Williams believed that in this case there should not be an additional six-month probationary period because of their ten months of continuous satisfactory service before July 1, 2005. He concluded therefore made a motion as follows: These two employees have passed the six-month probationary period and should be classified as permanent employees
effective July 1, 2005. Mr. Williams added that these employees would also be granted three rights as permanent employees that have successfully passed their six month probationary period: 1. Each would start accumulating benefited leave time starting July 1, 2005 and would be allowed to use this time as it is accrued. 2. Each has the right to file a grievance. 3. Each cannot be terminated without cause. Mr. Williams concluded by stating both employees should be formally notified of their status in writing. Mr. McCreery seconded and the vote was unanimous in favor.
Personnel Board Minutes July 7, 2005 (continued)
On a related matter the PB asked the Executive Secretary to provide a list of temporary and permanent employees that are enrolled in the Town’s Group Health Insurance plan.
3. CAS LUNCH HOUR: The Executive Secretary asked if the CAS position should have a paid lunch hour – as with the other 40 hour per week employee. The request was denied because it had already been discussed at a previous meeting that no new employees would be paid for lunch.
4. CONCOM TRAINING: The Executive Secretary informed the PB that Rusty Walton would stay on as temporary Administrative Assistant for at least one month to train the CAS who will take over as the permanent Administrative Assistant for the CONCOM.
5. Mr. Carroll informed the PB that the temporary Janitor resigned and he will advertise for a permanent replacement.
JULY 21 PB MEETING: The board reviewed a letter from Leslie Weiss, Beach Committee Chair, expressing the Committee’s concerns about returning to 26 paychecks per year from the current weekly pay cycle. The PB agreed to send a letter to the Beach Committee thanking them for their comments and re-inviting them to the meeting on July 21 when other Department Heads will offer their comments.
DRAFT TOWN ORGANIZATION PLAN: As requested, the CAS distributed a first draft of an organization plan for Chilmark Town Services and proposed employee evaluation system for discussion at a later date.
OLD BUSINESS
EMPLOYEE BENEFIT ACCRUAL MEETINGS: Messrs. McCreery and Carroll informed the PB that the only remaining benefit accrual meetings are with the Police Department, Health Administrator/Inspector, Shellfish Constable, Town Accountant and Superintendent of Streets.
It was also mentioned that the benefit accrual reconciliation time period ends April 30, 2005. It was agreed to add the last two months of fiscal 2005 (May and June, 2005) to each employee’s accrued benefits by using the time sheets submitted for those months. ADP will continue tracking these benefits starting July 1, 2005.
SHELLFISH CONSTABLE: It was discussed the Shellfish Constable has been paid his budgeted weekly hours (20) throughout the year even though several of his weekly time sheets listed less than 20 hours per week of work. The Executive Secretary agreed to re-evaluate the time requirement for this position and its effect on health benefit eligibility. It was also agreed to consult with counsel about how to reconcile the pay and time sheet discrepancies.
Personnel Board Minutes July 7, 2005 (continued)
FLEXIBLE WORK HOURS: There was confusion whether specific office hours and days can be specified for salaried, non-exempt employees as opposed to salaried, exempt employees. Ms. Norton suggested reviewing the meeting with Jack Collins or consult with counsel for clarification.
SUPERINTENDENT OF STREETS: It was mentioned that the Superintendent of Streets is budgeted for 30 hours/week and that he has a lot of unused vacation time. The PB discussed that the by-law is clear about the procedure and deadline for using earned vacation time. It was also mentioned that it would be wise to identify a back up person for the Superintendent when he is on vacation.
Mr. McCreery made a motion to adjourn the meeting. Mr. Williams seconded. It was voted and so carried. The meeting adjourned at 10:00 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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