CHILMARK PERSONNEL BOARD MEETING NOVEMBER 17, 2005
CHILMARK TOWN HALL
CALL TO ORDER: 8:10 AM
PRESENT: Members Jennie Greene, Richard Williams and Lois Norton. Also present: Staff Liaison Polly McDowell, Selectmen’s Liaison Riggs Parker, Chuck Hodgkinson, Annette Anthony, Tom Wilson and Melanie Becker. Absent: Henry Burkin, Max McCreery and Executive Secretary Tim Carroll.
MEETING MINUTES: The November 3 meeting minutes were reviewed and discussed. Ms. Norton made a motion to approve the minutes with minor corrections. Mr. Williams seconded and the vote was unanimous in favor.
FISCAL 2007 COST OF LIVING ADJUSTMENT (COLA): Ms. Greene informed the PB that on November 15th the Board of Selectmen approved the FY 2007 COLA recommendation of 4.0 % for budget planning purposes.
Mr. Parker reminded the PB that FY 2006 employee performance evaluations are due for FY 2007 budget planning purposes as well.
CHILMARK BASE SALARY SURVEY: The PB discussed the possible need to update the 1999 salary survey done for the Town. The goal is to determine whether or not Chilmark’s base salaries are competitive with others town with similar costs of living. Chuck Hodgkinson offered to provide an executive summary of the 1999 study to familiarize the PB with the methodology, information and conclusions.
PERSONNEL POLICIES: The latest drafts of the six personnel policies (exempt/nonexempt, salaried/hourly; overtime/comp. time; flexible scheduling; civic duty volunteer; contract labor; lunch/break time) with legal counsel’s input were reviewed and discussed. It was agreed to produce final versions of the policies with the agreed changes. Chuck Hodgkinson offered to draft a presentation of the policies for review with all Town employees. The intent is to explain what the new policies are and why they were done. The staff administration policy is the only remaining policy to be drafted.
The PB agreed to review legal counsel input and determine the pay method for each town employment position – salaried or hourly wage and the exempt/nonexempt classification. These items should probably be determined before holding the employee education meeting.
JOB DESCRIPTIONS: Ms. Greene suggested the next priority for the PB is to update the Shellfish Constable, EMT Coordinator and Fire Chief job descriptions. Chuck Hodgkinson will obtain copies of the shellfish constable job descriptions from other island towns.
ADP BENEFITS ACCRUAL TRACKING: Melanie Becker joined the meeting and informed the PB that Dennis Jason’s and Stanley Larsen’s accrual data as of 4/30/05 has not been turned in. Chuck Hodgkinson said that Dennis Jason’s information is on the ADP accrual spreadsheet and that it will be very difficult to reconcile Stanley Larsen’s data. Ms. Becker also suggested that someone meet with Chief Rich about using the new benefit tracking time sheets. Mr. Parker agreed to meet with the Chief. It was suggested that perhaps the ADP test run could be performed without Stanley Larsen’s accrual data.
TOWN SERVICES ORGANIZATION CHART: Chuck Hodgkinson passed out a revised draft of the Town Services Organization Chart. The PB agreed to draft a final version with minor adjustments.
ANNUAL SALARY DATA: Tom Wilson joined the meeting and was asked if he could add the annual salary equivalent of each employment position for FY 2007 budget planning purposes. Mr. Wilson agreed and said it is not a problem.
With no further business to discuss Ms. Norton made a motion to adjourn. Mr. Williams seconded and the meeting adjourned at 10:04 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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