MINUTES
CHILMARK PERSONNEL BOARD MEETING APRIL 14, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:08 a.m.
PRESENT: Members Jennie Greene, Richard Williams, Lois Norton, Henry Burkin and Max McCreery. Also present: Selectmen - Riggs Parker and Warren Doty, Polly McDowell Staff Liaison, Tim Carroll, Sylvia Yeomans, Melanie Becker, Tom Wilson, Dennis Jason and Chuck Hodgkinson
· MINUTES: Jennie Greene passed out draft minutes from the March 18, 2005 PB meeting for approval at the next meeting on April 28.
NEW BUSINESS
EMPLOYEE BENEFITS AND BENEFIT RECORDS
Sylvia Yeomans updated the PB on the Payroll Software Search Committee’s progress to date. Sylvia suggested obtaining a signed agreement with each employee to help reconcile and update employee benefit records of sick and vacation time accrued and used. Melanie Becker presented a draft employee benefit accrual agreement for review with each employee. The form was based upon fiscal year 2005. After some discussion on how sick and vacation time is accrued and available for use, it was agreed all eligible employees must accrue vacation time before being able to take paid time off – as outlined in the bylaw.
Melanie Becker mentioned ADP has the capability to track sick and vacation time in accordance with the Town’s specifications or needs.
Regarding vacation or sick leave carryover, it was agreed to review the bylaw to determine the exact procedure for saving unused sick and vacation time. The bylaw states any earned vacation time must be used within 120 days of the next fiscal year. It was agreed to review this policy further because earned vacation time is driven by each employee’s date of hire – as opposed to fiscal year. Mr. Doty asked if the PB has the authority to approve vacation carryover – beyond the stated policy – instead of the Selectmen. Mr. Riggs mentioned the Selectmen can grant the authority to the PB without changing the bylaw and recommended adding this to the agenda at the next Board of Selectmen meeting. It was stated that sick time might be carried over from year to year up to a maximum of
60 unused days for each employee. It was agreed to evaluate the benefits of instituting some form of a sick bank to help fund extended leave due to long term illness.
Sylvia Yeomans agreed to fine tune the draft employee benefits agreement for review at the next PB meeting on April 28. It was also agreed to obtain a summary of the existing sick and vacation time records from Tim Carroll for the next meeting. This combined with the employee benefits agreement must be reviewed with each employee for approval.
Page 2: Personnel Board Meeting Minutes – April 14, 2005
The PB hoped that all of the records would be reconciled and on-line with ADP before July 1, 2005 – the start of the next fiscal year. They understood that this is a goal and that it may not be possible to have it completed by July 1.
DISABILITY INSURANCE
Melanie Becker reported that three employees expressed interest in purchasing disability insurance. She will try to obtain a copy of the short and long term disability policy from the company for the next PB meeting.
DEFERRED COMPENSATION
Currently the Town only offers the state sponsored plan with ING. Richard Williams reported the sub committee that included himself and Frank Yeomans of the FINCOM reviewed two additional plans – from AXA and Great West. The sub committee recommends keeping the state sponsored plan with ING and offering employees the option of enrolling in the Great West plan. Mr. Williams mentioned Great West was chosen over AXA because of superior service, investment results and lower fees. It was stated The Steamship Authority uses Great West and provided a very good endorsement. The PB will get copies of the Great West plan for input before making a final recommendation to the Board of Selectmen.
Mr. Williams summarized that offering employees an alternative to ING is good policy because Great West provides good advice and has an interesting investment portfolio. Lois Norton asked if we should offer both AXA and Great West as options to ING. Mr. Williams added offering and maintaining three plans is possible but not recommended due to excessive administration time. Ms. Norton agreed and endorsed the Great West plan. Mr. McCreery also agreed.
SYLVIA YEOMANS – MISSING PAY FROM 1998.
Sylvia Yeomans brought it to the PB’s attention that she was hired on 8/10/98 and pointed out for the record that she was missing a week’s pay from her first paycheck. She then provided background documentation including a memo she wrote dated May 20, 1999. Ms. Greene reviewed the documentation and pointed out it seems as if Sylvia’s start date was entered incorrectly, earned two weeks pay and was only paid for one week. When asked why this has not been resolved Ms. Yeomans mentioned she was told her back pay would be reconciled when she terminates her employment with the Town. Sylvia asked if the Town would reconcile this issue now since she expects to continue working for the Town for quite some time. The PB agreed this should be done. Polly McDowell suggested
talking with Amy, the Town Treasurer from 1998, before making the final reconciliation and decision. Ms. Greene thought it would be difficult for Amy to remember this specific incident from 1998 but will contact Amy to get her input.
Page 3: Personnel Board Meeting Minutes – April 14, 2005
HARBOR DEPARTMENT INTERVIEW SCHEDULE
Jennie Greene asked if a member of the PB would be available to interview summer employment candidates for the Harbor Department on Saturday, April 16 @ 9:00 AM. Max McCreery volunteered.
EMPLOYEE EVALUATIONS
Ms. Greene asked if employee evaluations are proceeding because the Personnel Bylaw states the PB needs to make salary recommendations based upon performance evaluations to the Board of Selectmen. Ms. Greene continued to point out the various Board chairs need to evaluate their respective Town employees. Ms. Norton added that the deadline for all employee evaluations was 4/1/05. Since this is the first attempt at having current performance reviews for all employees it was agreed to extend the deadline to mid-May, 2005. Separately, it was agreed to review and update employee performance evaluation forms and procedures in the near future.
PERSONNEL FILES
Ms. Greene asked who controls all personnel files in Town Hall. After discussion it was agreed there is no procedure to keep each file current and that the PB should familiarize itself with the contents of each file to assess what is needed for each.
Mr. Williams suggested the perhaps the Coordinator of Administrative Assistants should take inventory of the file contents—for exempt, non-exempt and seasonal employees.
Lois Norton thought the PB should have custody of all personnel files.
Ms. Greene made a motion to adjourn the meeting. Lois Norton seconded, voted and so carried. Meeting adjourned at 9:52 AM.
Respectfully submitted by Chuck Hodgkinson.
Chuck Hodgkinson Administrative Assistant Date
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