CHILMARK PERSONNEL BOARD MEETING FEBRUARY 8, 2006
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 7:00 PM
PRESENT: Members Richard Williams and Max McCreery. Lois Norton arrived at 7:30 PM. Also present: Mike Renahan, Matt Poole, Sylvia Yeomans, Steve Schwab, Staff Liaison Polly McDowell and Chuck Hodgkinson. Executive Secretary Tim Carroll and Selectmen’s Liaison Riggs Parker left at 7:30 PM. Absent: Jennie Greene.
The meeting was called to order at 7:30 PM.
ASSISTANT TOWN CLERK AND EMPLOYEE EVALUATIONS: Tim Carroll handed out a chronological summary of the events that have taken place regarding the Assistant Town Clerk position. Polly McDowell added that Tisbury’s Assistant Town Clerk position has the same pay grade as an administrative assistant – grade six. Mr. Carroll also distributed a draft letter to all board chairs under the Selectmen’s signature and a plan for evaluating town employees before the Annual Town meeting – April 24, 2006.
MEETING MINUTES: The January 19, 2006 meeting minutes were reviewed and discussed. Ms. Norton made a motion to approve the minutes as presented. Mr. Williams seconded and the vote was unanimous in favor.
MELANIE BECKER ADP UPDATE: A memo prepared by Melanie Becker with the ADP benefits tracking update was distributed. The PB agreed to proceed with this project. The missing data for the Shellfish Constable and Harbormaster can be input at a later date – after the system is up and running. While discussing the details the PB agreed to review the Shellfish Constable’s hours at the next meeting.
HEALTH ADMINISTRATOR/INSPECTOR: Mike Renahan, Matt Poole and Sylvia Yeomans presented a new structure and compensation plan for the Health Inspector/Administrator position. The recommendation called for increasing this position’s weekly hours from the prior approved 28 hours a week to a total of 32.5 per week. Under this new arrangement all of this position’s functions will be compensated as part of the 32.5 weekly hours of work. The original structure had the Health Inspector in the office 4 days per week (28 hours) and receiving extra compensation for meeting coverage and the various inspections. The new structure would provide better service and convenience for taxpayers, as the Health Inspector will have regular office hours Monday – Friday. The benefit for
the Health Inspector will be all of this position’s compensation will contribute to its retirement account. In the past, the various inspections were paid as a flat fee per inspection. This compensation did not count toward retirement.
After discussion Ms. Norton made a motion that the Personnel Board recommend to the Board of Selectmen that effective July 1, 2006, the Health Inspector/Administrator’s weekly hours be increased to 32.5 along with the total compensation structure as outlined in the Board of Health’s recommendation that is all inclusive of kitchen inspections, soil percolation inspections and all other duties required for meetings and the Town’s emergency preparedness. Mr. Williams seconded the motion and the vote was unanimous in favor.
HOUSING COMMITTEE ADMINISTRATIVE ASSISTANT: The Housing Committee Chairman, Steve Schwab, presented a recommendation to increase the Administrative Assistant’s weekly hours from 10 to 12 hours effective July1, 2006. He added that the weekly hours for this position were increased from 8 to 10 last year. Mr. Schwab outlined the additional hours are needed because the Committee’s Affordable Housing Plan for Middle Line Road will be very busy for the next few years. The Request For Proposals (RFP) response will be reviewed and may be awarded shortly. When this happens the Administrative Assistant will have to devote more hours to this project. The Committee has already formed a Middle Line Road Sub Committee and hired a consultant to oversee the RFP process. This
sub committee has additional meetings that are separate from the scheduled Housing Committee meetings.
Ms. Norton asked if the extra time would be needed if the RFP were not awarded. Mr. Schwab said it would be necessary, as the Committee would re submit the RFP for additional response. Mr. McCreery asked if the need for extra hours could be reviewed after the Middle Line Road program is finished. Mr. Schwab agreed.
With no further discussion, Mr. Williams made a motion that the Personnel Board recommend to the Board of Selectmen the acceptance of the Housing Committee’s proposal to increase the Administrative Assistant’s weekly hours from 10 to 12 effective July 1, 2006 and remain in effect until the Middle Line Road project is completed. Mr. McCreery seconded the motion and the vote was unanimous in favor.
FY 2007 COLA: The PB reviewed the materials and support for the FY 2007 COLA recommendation of 4.0 percent. Messrs. Williams and McCreery volunteered to attend the FINCOM meeting on February 15 @ 7:30 PM.
NEW PERSONNEL POLICIES: The revised personnel policies for Civic Volunteers, Flexible Scheduling and Lunch/Break time were distributed. After review Mr. Williams made a motion to approve the final versions as presented. Ms. Norton seconded and the vote was unanimous in favor. Chuck Hodgkinson will provide a complete set of final policies at the next meeting and update the employee presentation for review.
EXEMPT/NONEXEMPT; SALARIED/HOURLY POSITIONS: A listing of all town positions with the budgeted weekly hours for each was distributed. The PB agreed to review the list for discussion at the next meeting. These decisions are needed so they can be incorporated into the employee presentation.
With no further business to discuss the meeting adjourned at 9:15 PM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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