CHILMARK PERSONNEL BOARD MEETING APRIL 27, 2006
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:00 AM
PRESENT: Members Jennie Greene, Susan Heilbron and Max McCreery. Also present: Staff Liaison Polly McDowell, Selectmen’s Liaison Riggs Parker, Executive Secretary Tim Carroll and Chuck Hodgkinson. Absent: Lois Norton and Richard Williams.
MEETING MINUTES: Approval of the February 8, 2006, March 22, 2006 and April 12, 2006 meeting minutes was postponed to the next meeting.
ADVANCED LIFE SUPPORT (ALS) JOB DESCRIPTION: Chuck H. informed the PB that Chief Rich would share the PB’s questions with the Tri-Town Ambulance Committee. A Committee member will schedule a date to meet with the PB to discuss the EMT organization.
SHELLFISH CONSTABLE JOB DESCRIPTION: The PB agreed to invite the Board of Selectmen and the Shellfish Constable to a future PB meeting to discuss this job description and time requirements.
ASSISTANT TOWN CLERK POSITION: After much discussion the PB and Mr. Parker agreed the Executive Secretary will no longer have the additional duty of Assistant Town Clerk. It was also agreed the Town will only need a backup Assistant Town Clerk to cover essential duties when the Town Clerk is out of the office.
EXEMPT/NONEXEMPT; SALARIED/HOURLY WAGE POSITIONS: The final job classifications and pay methods for each Town position was reviewed. It was agreed to change the Assistant Harbormaster and Beach Supervisor positions from a seasonal, salaried to a seasonal, hourly wage classification. It was also agreed to forward the revised listing to the Board of Selectmen for approval. The revised Overtime and Compensatory Time Policy will also be sent to the Board of Selectmen as follow up information. The policy changes reflect the BOS comments and include the section on straight time “comp. time” for nonexempt, salaried positions. Chuck H. and Tim C. will check with counsel to determine if formal BOS approval is needed for the jobs that will be newly classified as exempt, salaried
positions.
EMPLOYEE PRESENTATION OF POLICIES AND TOWN SERVICES ORGANIZATION:
The PB agreed to schedule the employee presentation for Thursday, May 18th from 9:00 to 11:00AM. The PB approved the draft power point presentation with some minor changes. Tim C. will send a notice to all town employees with the policies and organization chart attached after the May 2 BOS meeting.
EVALUATION FORMS AND PROCESS: Mr. Carroll asked the PB to approve the current evaluation form that Chief Rich is using. The PB agreed to allow this form to be used for the next year. After much discussion of the current employee evaluation status, process and forms Ms. Heilbron made a motion to form a sub-committee headed by her with Tim C. and Chuck H. as assistants to evaluate and redesign the entire process as needed. Ms. Norton seconded the motion. One suggestion that will be considered is having each employee’s evaluation cycle be based upon his or her hire date – rather than using the fiscal year end date or Annual Town Meeting as the deadline. The motion was approved unanimously.
NEW TIMESHEET: The proposed new timesheet that will include a way to track accumulated and used compensatory time was reviewed and approved with a suggestion to place the check off areas in a grid of some sort. Chuck H. will follow up with the Town Accountant. Once adopted, ADP will track and print on each employee’s paycheck the accrued amounts used and net balance for sick, vacation, personal and comp. time.
With no further business to discuss the meeting adjourned at 10:00 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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