MINUTES
CHILMARK PERSONNEL BOARD MEETING Jan. 5, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:07 am
PRESENT: Members Jennie Greene, Richard Williams, and Lois Norton. Also present: Selectman - Riggs Parker, Executive Secretary – Tim Carroll, Staff Liaison - Sylvia Yeomans, and Luanne Johnson – Admin. Asst.
MINUTES: The PB reviewed draft minutes from the 15 December meeting. There was a motion to approve these minutes as edited. It was seconded, voted, and so carried.
DISCUSSION OF MOTIONS MADE 15 DECEMBER MEETING
· The PB approved 2 motions at the 15 Dec. meeting regarding Personnel Administration. There had been some questions about the approved policy to change the Town’s record keeping system to record employee sick, vacation, personal, jury, and bereavement time in terms of hours taken, rather than days. Tim Carroll said that he is unable to implement this policy until he finishes the budget process. There was discussion with the board regarding why this policy could not be implemented immediately. Tim said that he will give the PB the updated employee records summarizing vacation, sick, and personal time owed each employee in two weeks that
will be up to date as of Jan.1st, 2005. The PB requested again that the new policy be implemented immediately, and Tim said that he would not implement the policy until he finishes the budget process. He also said that he will bring the employee records to the PB in two weeks, and that the PB can have someone else do the conversions. He will not do the conversions from days to hours. Riggs asked, again, why employees couldn’t begin to report hours worked, rather than days, with the January 1st workweek. Tim refused to process time sheets reported as hourly verses days and the PB agreed to discuss the matter further on 10 January.
· Richard asked Tim if there was any persuasive argument against using ADP as the system to track employee vacation, sick and personal leave time. Tim replied that he has several issues with ADP, particularly problems with many of our employees working different numbers of hours each week and that ADP cannot handle this situation. Jennie had a different view of ADP and stated that she would like to speak with ADP about using them for our system. It was also mentioned that Melanie Becker, when present at the 15 December meeting , said she would track vacation, sick, personal, jury, and bereavement time on pay checks provided she was given time sheets
approved and signed by supervisors. Tim said he was not aware that Melanie was willing to do this task. He also said that he would like to use a different system than ADP because of problems he has had. Riggs asked if some of those problems were due to the Town reporting in days verses hours, and Tim said that was part of the problem. Tim has another system in mind for tracking hours and a plan for tracking them. Lois stated that she was indifferent as to whether the Town used ADP or a simple spreadsheet to track these hours for employees, but that the Town needed to begin using a computerized system. Richard agreed.
ORGANIZATIONAL CHART AND RESTRUCTURING OF SOME TOWN HALL POSITIONS
· Riggs stated that the Selectmen have charged the PB with developing a new organizational chart for the Town. Tim said that he is also working on some recommendations for the Selectmen regarding restructuring. Riggs asked that Tim work with the PB on restructuring as well as the organizational chart so that the PB brings a unified proposal to the Selectmen on the 18th of January that will address current Personnel Administration issues. The PB and Tim agreed to meet on January 10th at 4:30 pm at the Town Hall.
· There was a brief discussion of the issues to be discussed at the Jan. 10th meeting and what was needed for the meeting.
OTHER BUSINESS
· Richard thanked Tim for attending the meeting and said it was helpful to have him share information.
There being no further business, a motion was made to adjourn the meeting. It was seconded, voted and so carried. Meeting adjourned at 9:29am
Respectfully submitted,
Luanne Johnson – Admin. Asst. Date
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