FINAL
CHILMARK PERSONNEL BOARD MEETING JULY 28, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:10 AM
PRESENT: Members Jennie Greene, Max McCreery, Richard Williams, and Lois Norton. Also present: Tim Carroll, Polly McDowell, Riggs Parker, Jonathan Klaren, Martina Mastromonico and Chuck Hodgkinson. Absent: Henry Burkin.
JULY 7, 2005 MEETING MINUTES:
Ms. Norton requested more detail of the discussions and suggested recording future PB meetings for back up reference.
Mr. Williams asked for additional discussion on the start dates for the two newly hired permanent employees—the Administrative Assistant for Housing and Planning and the CAS. 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 and 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.
The July 7th minutes will be amended to reflect this discussion.
ACCRUED SICK AND VACATION TIME: Ms. Norton clarified for the record that the by-law states an employee cannot take vacation or sick leave that they have not yet earned. Mr. Carroll mentioned that there was an exception to this rule for Chief Rich due to unique circumstances. Mr. Parker reiterated that the by-law is very clear on vacation use and suggested the Personnel Board consider adding a concept such as the sick bank. Ms. Norton hypothesized that an employee may want to take sick time off without pay instead of using a sick bank. She concluded the Town needs a policy.
After further discussion Ms. Norton made a policy motion that effective immediately, no vacation time may be taken with pay in advance of it being earned. Mr. Williams seconded the motion. The vote was unanimous in favor.
PROPOSED PAYROLL CYCLE CHANGE: Ms. Greene asked if there was any further discussion on changing the payroll cycle from 52 paychecks per year to 26 paychecks per year. Mr. Williams suggested that aside from the issues voiced by employees, the final decision does have a financial impact on the Town. He added that the PB is being asked to make a financial decision that may be outside its province and more appropriate for the Finance Committee. He summarized that a bi-weekly payroll cycle would save some fees and the timesavings for the Town Accountant and Treasurer but that this cannot be tightly quantified. He also noted that the employees spoke well and forcefully and that Polly spoke only for three employees with the majority of comments coming from the Directors of seasonal employees.
He continued by stating if a 26-paycheck cycle changes the focus of employees from what they should be doing it would not be a good thing to do.
Mr. McCreery added that the employee comments are well taken. The employee hardship is real and the comments and points made were not originally considered in the payroll subcommittee report. The BOS gave the PB their approval to continue exploring the benefits tracking changes and payroll cycle change.
Ms. Norton said she was sorry she missed the July 21 meeting with the department heads because she is interested in what the employees had to say. Ms. Norton continued that she is sympathetic to Tom and Melanie’s time used to prepare the weekly payroll and that from a cost savings standpoint a 26-week cycle does not produce an overwhelming amount of savings for the Town. Seasonal and permanent employees objected to the 26-week payroll cycle. She concluded that the PB is trying to make things better for employees by clearing up vague policy matters and devising a system that works well for everyone. In this light, Ms. Norton recommended staying with the 52-week payroll cycle.
Polly McDowell thanked Ms. Norton for her comments and added the employees she has spoken with do not think their interests are being taken into account and that the cost savings is not significant.
Mr. Parker added one element to the discussion for consideration which was we need to consider everything that has been said and evaluate what might be lost in terms of opportunity cost. The BOS is responsible to the Town for timely financial reporting and that the complexities of municipal government are requiring more detailed financial analyses that are not yet available.
Martina Mastromonico commented that the timesavings for the Town Accountant and Treasurer are vague in regard to payroll processing. She does understand that the processing time is seasonal and higher in the summer. She added that the PB is not learning enough from the field where the problems might be and offered to do whatever she could to shorten their processing time.
Ms. Greene summarized all the discussion and admitted she is torn on the issue of changing the payroll cycle to 26 paychecks per year. She concluded that she would not want a Town Hall where residents might walk in and hear comments from disgruntled employees. She added that the PB is divided on the issue because there are several pros and cons to the change.
Jonathan Klaren commented that employees look at the 52-week payroll cycle as a Town benefit. He added that employment benefits are generally given for a job well done. If the 52-week pay cycle is a perceived benefit then, it would not seem fair if it was taken away at no fault of the employees. He added that he understands the PB has not heard from every town employee.
Ms. Norton said this issue affects employee pocket books. There are 39 employees and the PB is trying to make the system work and motivate the employees to work together. A change in the payroll cycle would not promote good relations because the Town would be taking away something that makes a difference in their daily lives.
Mr. McCreery felt the PB should be unanimous in its recommendation to the Board of Selectmen and that on the strength of what he has heard he is changing his position and supporting the 52-week pay cycle. Mr. McCreery with Mr. Williams’ assistance made a motion that after considering the issues outlined in the sub committee report, extensive research with other towns and the comments from department heads and employees the PB recommends staying with the current 52 week payroll cycle. Ms. Norton seconded the motion. The vote was unanimous in favor.
DRAFT MINUTES JUNE 10, 2005: Ms. Norton distributed the draft minutes from the June 10 meeting with Jack Collins. She pointed out that the job classification for EMT Coordinator and the Assistant Assessor are still unclear. She added that Jack Collins recommended talking with the Department of Labor on these two positions before making a final decision.
Mr. Williams was asked by the Chairman to contact the Department of Labor about the EMT and Beach Supervisor positions after reviewing the job descriptions for these positions.
Mr. Carroll added the Beach Superintendent position is recreational and seasonal and therefore is not eligible for comp. time or overtime. It may however be exempt in the summer when the staff is large and non-exempt in the winter when there is no beach staff. He said the EMT Coordinator might also be exempt part of the year and non-exempt part of the year for similar reasons. Mr. Williams wondered if the two jobs might be sufficiently different that they may not be additive for overtime purposes.
DOG OFFICER POSITION: Tim Carroll gave an update on the progress made on re defining the Dog Officer position to coincide with the already approved title change to Animal Control Officer. Ms. Greene suggested scheduling a meeting with a PB member and the key parties involved to develop a draft job description. Ms. Norton said she would be available in the evening after 5:00 PM – possibly August 1.
BUILDING INSPECTOR: It was pointed out that a decision was needed on whether or not the Building Inspector position is hourly or salaried. Mr. Carroll added that it has a “casual employee” status based upon an hourly rate and 11 hours per week.
Ms. Norton made a motion to classify the Building Inspector position as salaried, non-exempt. Mr. McCreery seconded the motion. The vote was unanimous in favor.
WEEKLY TIME SHEETS: After discussion Ms. Norton made a motion that all employees be required to submit time sheets every week – regardless of their job classification or pay method of salaried or hourly. Mr. McCreery seconded and the vote was unanimous in favor.
AUGUST 2 BOARD OF SELECTMEN RECOMMENDATION: Mr. Williams summarized the issues and made a motion that the Personnel Board recommend the following for Board of Selectmen consideration and vote at their August 2 meeting:
1. ADP track and report all accrued and used employee benefits on every paycheck.
2. The town remain on a 52 paycheck per year payroll cycle.
3. The Personnel Board under the recommendation of town counsel strongly urges the Town require all employees submit weekly time sheets in a timely fashion.
Mr. McCreery seconded. The vote unanimous in favor.
Mr. McCreery made a motion to adjourn the meeting. Ms. Norton seconded. The meeting adjourned at 10:14 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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