CHILMARK PERSONNEL BOARD MEETING JANUARY 19, 2006
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:08 AM
PRESENT: Members Jennie Greene, Richard Williams and Lois Norton. Max McCreery arrived at 9:00 AM. Also present: Staff Liaison Polly McDowell, Executive Secretary Tim Carroll, Mike Renahan, Matt Poole, Sylvia Yeomans, Treasurer Melanie Becker and Chuck Hodgkinson. Absent: Selectmen’s Liaison Riggs Parker.
MEETING MINUTES: The December 15, 2005 meeting minutes were reviewed and discussed. Ms. Norton made a motion to approve the minutes with a minor correction. Mr. Williams seconded and the vote was unanimous in favor.
MELANIE BECKER ADP UPDATE: Melanie Becker updated the PB on the lack of response she was getting from ADP regarding benefits tracking. There is a conference call appointment for Saturday, January 21. The goal is to have the first paychecks run with accrued and used benefits two weeks after the conference call. The PB asked Melanie to work with Tom to see if there is a way ADP can track comp. time in addition to sick, vacation and personal time. The FLSA clearly establishes the need for employers to maintain accurate comp. time records.
As a reminder, we must also ask ADP how they will store all employee data, how it will be organized and how long they will maintain historical records—should the Town need to research an employee’s specific time sheet or benefits accounts.
While discussing the details the PB agreed to review the Shellfish Constable’s hours. The Treasurer will research the Shellfish Constable’s time sheets and give the facts to the CAS.
There is also a need to reach agreement with the Police Department on how benefits are accrued.
HEALTH ADMINISTRATOR/INSPECTOR: Mike Renahan, Matt Poole and Sylvia Yeomans attended to discuss increasing the Health Administrator/Inspector’s weekly hours from 24 to 28 hours per week. This position will continue to receive extra hours and pay for covering the Board of Health meetings and fixed fees for various field inspections.
Matt Poole explained this extra time is needed to help the Town comply with the Commonwealth’s Emergency Preparedness & Response System that is a part of the national homeland security system. One half of the extra time is needed to attend a monthly coordination meeting off island. The remainder of the time is needed to perform the additional duties that are assigned to the Board of Health Agents in each community.
Mike Renahan suggested evaluating the time requirements in a year or so – after the start up time investment has been made and the necessary plans and procedures are in place.
Richard Williams recommended a motion to approve the extra four hours per week and update the Health Administrator/Inspector job description to reflect these additional responsibilities. Ms. Norton seconded the motion and requested an amendment that adds the reason for the additional hours – to implement the emergency preparedness and response system – along with the PB’s endorsement of this request to the Finance Committee and the Board of Selectmen.
Ms. Norton’s amendment was moved seconded and unanimously approved. The amended motion was subsequently moved seconded and unanimously approved.
PB MEETING DATES AND TIME: Ms. Norton commented that her work schedule will make it difficult to attend the PB meetings at 8:00 AM and inquired if it would be convenient for the Board to meet on the second and fourth Wednesdays of each month at 7:00 PM. After a brief discussion this recommendation was moved seconded and unanimously approved. The next PB meeting will be Wednesday, February 8 @ 7:00 PM.
RECEPTIONIST/ASSISTANT JOB DESCRIPTION: The Town Clerk’s listing of the job responsibilities that require state registration and those that do not require this registration were reviewed. The Board will review this list against the current Receptionist/Assistant job description to help clarify this issue and make a final recommendation to the Board of Selectmen.
With no further business to discuss the meeting adjourned at 9:30 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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