CHILMARK PERSONNEL BOARD MEETING DECEMBER 15, 2005
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:04 AM
PRESENT: Members Jennie Greene, Richard Williams, Lois Norton, Henry Burkin and Max McCreery. Also present: Staff Liaison Polly McDowell, Selectmen’s Liaison Riggs Parker, Executive Secretary Tim Carroll, Assessors Lenny Jason and Clarissa Allen, Pam Bunker, Annette Anthony, Margaret Orlando and Chuck Hodgkinson.
MEETING MINUTES: The December 1, 2005 meeting minutes were reviewed and discussed. Ms. Norton made a motion to approve the minutes as presented. Mr. Williams seconded and the vote was three in favor with one abstention (Ms. Greene).
FLSA TELECONFERENCE; JANUARY 31, 2006: The PB agreed to register for the teleconference. The last fifteen minutes of the conference will be opened for live questions from the participants.
HENRY BURKIN: Mr. Burkin informed the PB that his schedule will not permit him to remain on the Board and offered his resignation. Ms. Greene asked the PB if they would be able to change the meeting dates to the first and third Tuesdays of each month at 8:00 AM. The PB agreed this would be possible. Ms. Greene asked Mr. Burkin to reconsider his resignation if the meeting schedule was changed to the first and third Tuesdays. Mr. Burkin agreed to do this and will provide his final decision.
PERSONNEL POLICIES: Additional discussion of nonexempt salaried versus hourly positions was opened. The issue was how will nonexempt salaried and hourly wage employees be compensated for time worked over their weekly budgeted hours but less than forty hours in any given work week. Mr. Williams pointed out that employee supervisors must approve any extra hours worked and must make sure they do not exceed their annual salary budget. He further proposed paying nonexempt hourly workers for the extra time worked over their weekly budget at their hourly rate of pay. Nonexempt salaried employees would receive “flexible time” credit for the extra hours worked under forty hours per week. It was subsequently agreed to postpone further discussion to a later date because of this
meeting’s tight agenda.
BOARD OF ASSESSORS: Lenny Jason and Clarissa Allen distributed a letter recommending an increase in the Assistant Assessor’s weekly hours from 35 hours/week to 37 hours/week. After a brief discussion Mr. Williams made a motion to recommend the request for Board of Selectmen approval. Mr. McCreery seconded and the vote was unanimous in favor.
ASSISTANT TOWN CLERK: Receptionist Assistant Annette Anthony asked the PB for clarification on whether or not she is required to perform Assistant Town Clerk duties if and when necessary and for a clear description of those duties. She cited the PB meeting minutes from January 29, 2005 that indicate the PB agreed to increase the receptionist assistant job grade to a grade six. The minutes also reflect a second PB recommendation against requiring the receptionist assistant to perform assistant town clerk duties.
Mr. Parker recalled the Board of Selectmen approved a recommendation made by the Executive Secretary to increase the receptionist assistant job grade to grade six and have this job also perform assistant town clerk duties when needed. The BOS agreed with the recommendation because it would not be appropriate for the Executive Secretary to supervise the Town Clerk while also acting as assistant town clerk.
Ms. Anthony added it is her understanding that her job was increased to grade six because of added responsibilities that do not include assistant town clerk functions. Mr. Williams asked if all of the town clerk’s current duties required registration with the Attorney General.
Town Clerk Margaret Orlando was asked to join the meeting. She indicated that not all of her current duties require Attorney General registration – such as issuing hunting licenses. She added formal assistant town clerks are supposed to be registered with the state. After further discussion Ms. Orlando pointed out she does not need extra help if the Town adheres to state regulations and only allows voter registration during the Town Clerk’s published hours of Monday – Friday, 8:00 AM – 12:00 Noon.
Ms. Orlando volunteered to outline her duties into two groups – those requiring state registration and those that do not.
Ms. Norton summarized that it is clear the Town Clerk does not need help. The issue is whether or not the Town wants to offer Town Clerk services outside of the Town Clerk’s published hours. If the Town does not want to expand the availability of these services then the receptionist assistant does not require state certification or a new job description. The current job description clearly states that some of the receptionist assistant’s duties are to issue permits and assist all other departments.
The Board of Selectmen will decide whether or not to provide voter services beyond the Town Clerk’s published hours.
FISCAL YEAR 2007 PB BUDGET: A draft FY 2007 PB budget was reviewed and unanimously approved with the elimination of the proposed salary survey and related April 24, 2006 Annual Town Meeting warrant article.
With no further business to discuss the meeting adjourned at 10:00 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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