MINUTES
CHILMARK PERSONNEL BOARD MEETING MAY 5, 2005 – CHILMARK TOWN HALL
CALL TO ORDER: 8:30 AM
PRESENT: Members Jennie Greene, Richard Williams and Max McCreery. Also present: Polly McDowell Staff Liaison, Tim Carroll and Chuck Hodgkinson.
MINUTES
April 14, 2005: Max McCreery made a motion to approve the minutes as presented. Mr. Williams seconded. The vote was unanimous in favor.
April 28, 2005: Richard Williams made a motion to approve the minutes with the agreed revisions. Mr. McCreery seconded. The vote was unanimous in favor.
May 2, 2005: Max McCreery made a motion to approve the minutes with the agreed revisions. Mr. Williams seconded. The vote was unanimous in favor.
NEW BUSINESS
ADP BENEFITS TRACKING AND PAYROLL
Richard Williams and Max McCreery summarized the May 3 Board of Selectmen’s comments and agreement to continue investigating the ADP benefits tracking system and possibility of changing to 26 pay periods/year. After discussion it was agreed to work toward implementing the benefits tracking with ADP in July, 2005 and to delay making any changes to the number of pay periods until after the summer season – such as in October, 2005. The pay period delay to October would ensure summer operations would not be disrupted and also provide time to solicit and receive input from all department heads on the pros and cons of changing from 52 to 26 pay periods. Polly McDowell agreed to get input from all Town Hall employees. Chuck Hodgkinson agreed to draft a letter to all department heads about the
proposed changes for the Personnel Board’s approval.
EMAIL CORRESPONDENCE
Jennie Greene reviewed an email from the Library Director that informed the PB about hiring Louis Becker as a seasonal employee at Grade 3 after being employed as a temporary employee at Grade 5. Tim Carroll added that the email is for the PB’s information only and that no action is required.
Tim Carroll reviewed a recommendation from the Board of Selectmen to hire Lisa Nichols as a temporary janitor at Grade 5 Step 3. After discussion it was agreed that this is a temporary placement until July 1, 2005 and the Town must advertise for a permanent replacement when the time comes. Mr. Carroll added that he will place and run the advertisement for the Janitor, Coordinator of Administrative Support (CAS), Year-round Library Associate and the Planning Board/Housing Committee Administrative Assistant before the June 13, 2005 Special Town Meeting.
Ms. Greene asked Tim Carroll to remind the Conservation Commission – and other various Boards and Committees – that it is a conflict of interest if they recommend hiring a temporary employee as a permanent replacement before the advertising and interviewing process takes place. This referenced Pam Goff’s comment at the Annual Town Meeting that stated the ConCom recommended keeping the current administrative structure in place.
VETERAN’S AGENT
Tim Carroll summarized the county’s changed position on funding the Veteran’s Agent for each town. He continued that the Board of Selectmen does not support the county’s new position of requiring each town to fund a prorated share of the Veteran’s Agent salary.
After discussion it was agreed that the Board of Selectmen should be informed of the consequences of both choices – accepting the county’s new proposal of having each town fund a share of the Veteran Agent’s salary and refusing to accept this arrangement and possibly hiring a Veteran’s Agent just for the Town of Chilmark. It was not clear who would inform the Selectmen.
INTERVIEW PROCESS
The PB discussed and agreed to the following interviewing assignments for the upcoming hiring process:
Max McCreery: Library Associate
Richard Williams: Housing/Planning Administrative Assistant
Henry Burkin or Richard Williams: Janitor
Jennie Greene: Coordinator of Administrative Support
LUNCH AND BREAK TIME
Jennie Greene reminded the PB that they must address the Town’s lunch and break time policy for exempt and non-exempt employees at a later date.
Richard Williams added that the PB must also address this for salaried and hourly employees and reminded the group that they must also address Town’s policy for Civic Leave. It currently states that an employee who serves as an emergency responder during regular working hours loses pay unless approved by the department head. Mr. Williams suggested that the policy should be consistent and not left up to each department head’s discretion.
Mr. McCreery made a motion to adjourn the meeting. Mr. Williams seconded. It was voted and so carried. Meeting adjourned at 9:45 AM.
Respectfully submitted by Chuck Hodgkinson.
Chuck Hodgkinson Administrative Assistant Date
| 
