FINAL
CHILMARK PERSONNEL BOARD MEETING AUGUST 4, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:10 AM
PRESENT: Members Jennie Greene, Max McCreery, Richard Williams, Lois Norton and Henry Burkin. Also present: Tim Carroll, Polly McDowell, Martina Mastromonico, Rodney Bunker, Steve Gallas and Chuck Hodgkinson.
RODNEY BUNKER DOG OFFICER: Mr. Bunker informed the PB of his intention to apply for the Dog Officer position and proposed performing these duties on a contract basis. He continued that this would eliminate any concern that the combined hours of his full time Custodian job and the Dog Officer position would exceed 40 hours per week and thus, require time and a half overtime pay. The PB thanked Mr. Bunker and said they would consider his proposal.
STEVE GALLAS VOLUNTEER FIRE FIGHTER HEALTH INSURANCE: Steve Gallas informed the PB, at the Board of Selectmen’s request, of his desire to take advantage of a state law that enables towns to offer their group health insurance coverage to volunteer fire fighters and EMT volunteers. If approved, the volunteers would pay 100 percent of the monthly insurance premium. Mr. Gallas said this requires voter approval at Town Meeting and he would like to place the proposal on this fall’s Special Town Meeting Warrant.
Mr. Gallas distributed the proposed warrant article and the eligibility requirements that a volunteer fire fighter must achieve to become a “member in good standing” and thus, qualify for the health insurance coverage. Mr. Williams asked if a fire fighter’s status would be evaluated monthly. Mr. Gallas said Chief Norton would evaluate them annually.
Ms. Greene asked how and who would administer the policies and how the monthly premium payments would be collected. She was particularly concerned with the Town’s potential exposure to late premium payments and the Treasurer’s limited amount of available time for collecting late payments. Ms. Greene recommended the Fireman’s Association collect the monthly premiums instead of the Treasurer. After much discussion it was stated that the PB has no problem offering health insurance for these volunteers. It was further agreed that both the Fireman’s Association and the EMT Coordinator would work with Chuck Hodgkinson and Polly McDowell to devise a set of administration procedures that works for everyone involved.
Max McCreery made a motion to inform the Board of Selectmen of the PB’s support for the volunteer health insurance plan and coverage – subject to acceptable administration procedures and voter approval at this fall’s Special Town Meeting. Mr. Williams seconded and the vote was unanimous in favor.
AUGUST 2 SELECTMEN’S MEETING VOTE: Ms. Greene communicated that the Board of Selectmen approved the PB’s three recommendations – ADP benefits tracking, keeping the 52 week annual payroll cycle and requiring all town employees fill out a weekly time sheet. The Selectmen however, voted that exempt employees would only submit weekly use of accrued benefits and not submit weekly hours worked.
Mr. Williams took exception to this stating the PB has the responsibility to decide this matter and recommended going back to the BOS for reconsideration. Mr. Williams summarized the reasons why it is in the Town’s best interests and important to have all employees submit complete weekly time sheets: 1. Legal counsel recommends this because it is in the Town’s best interests to maintain accurate records of actual time worked for all positions. 2. It provides data to assess the accuracy of a position’s budgeted work hours and resulting salary budget. Ms. Greene added the BOS needed to see the total list of exempt employees – that is beyond the current four positions of Executive Secretary, Library Director, Police Chief and Harbormaster.
Mr. Williams suggested checking with other towns to compare what records are kept for exempt employees.
ANIMAL CONTROL OFFICER: Tim Carroll reported that the BOS would like the PB to re evaluate the Dog Officer job description, job title and pay grade. After much discussion, Ms. Greene recommended the PB rescind the earlier vote to change the Dog Officer title to Animal Control Officer. Mr. Williams suggested the PB go through the exercise of establishing the proper pay grade for the Dog Officer position. After a lengthy evaluation of each grade-determining factor it was concluded the Dog Officer qualifies as a Grade 6 position and should be advertised as such.
Ms. Norton subsequently made a motion to rescind the earlier vote to change the job title and recommended the title return to Dog Officer. Mr. Williams seconded and the vote was unanimous in favor to change the title back to Dog Officer.
Ms. Norton continued and made a motion, based upon the PB’s earlier evaluation, to give the Dog Officer position a grade 6 payroll rating. Mr. Williams seconded and the vote was unanimous in favor.
Mr. McCreery made a motion to adjourn the meeting. Ms. Norton seconded. The meeting adjourned at 9:50 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
NOTE: At a subsequent meeting, Polly McDowell and Chuck Hodgkinson met with the EMT Coordinator Martina Mastromonico and Chief Norton. A meeting then followed with the Fireman’s Association on August 8 @ 7:00 PM where the following was agreed: 1. The Treasurer would like to personally oversee the collection of the monthly premium payments from any participating volunteer fire fighters or EMT’s. 2. The Treasurer will inform the Fire Chief or EMT Coordinator of any late payments due. 3. The Fire Chief and EMT Coordinator will notify the respective volunteers of any overdue payments and work with the Treasurer to communicate any late payment deadlines or policy cancellation deadlines. Martina proposed a set of criteria for identifying eligible EMT volunteers. Chief Rich, Chairman of the Tri-Town EMT Board, approved it. Both sets of eligibility criteria – for volunteer fire fighters and EMT volunteers -- are attached. Both groups agreed that if a volunteer cannot meet a
monthly premium payment he or she would be dropped from the health insurance plan.
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