CHILMARK PERSONNEL BOARD MEETING MAY 4, 2006
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:04 AM
PRESENT: Members Jennie Greene, Susan Heilbron, Max McCreery, Lois Norton and Richard Williams. Also present: Staff Liaison Polly McDowell, Selectmen’s Liaison Riggs Parker, Executive Secretary Tim Carroll and Chuck Hodgkinson.
MEETING MINUTES: The meeting minutes for the 2/8/06, 3/22/06 and 4/12/06 meetings were reviewed. A motion to approve the 2/8/06 minutes as presented was made, seconded and approved with three in favor and two abstentions (Ms. Greene and Ms. Heilbron). A motion to approve the 3/22/06 minutes as presented was made, seconded and approved with three in favor and two abstentions (Mr. Williams and Ms. Heilbron). A motion to approve the 4/12/06 minutes as presented was made, seconded and approved with four in favor and one abstention (Mr. McCreery).
EXEMPT/NONEXEMPT BOS MEETING: Ms. Greene summarized the May 2, 2006 Board of Selectmen’s meeting and discussion about the PB’s exempt, nonexempt and pay method recommendations. She informed the PB that the BOS approved all recommendations as outlined in the memo dated 4/27/06. She informed the PB of the BOS’s desire to make sure the Town Clerk position is fairly compensated for the time used to cover all elections and town meetings – as outlined in the Town Clerk job description.
Mr. Carroll handed out an analysis indicating this position is required to work an average of 43 hours/year to cover elections in accordance with statute. It was determined this estimate did not include the time required to cover all Annual and Special Town Meetings. After discussion the PB agreed to recommend increasing this extra time estimate to 52 hours per year to this position’s annual salary starting July 1, 2006. The PB asked Chuck H. to evaluate the other jobs newly classified as exempt, salaried in a similar fashion—Fire Chief, Town Accountant, Tax Collector and Town Clerk. A formal recommendation will be prepared for submission to the BOS.
EIGHT NEW PERSONNEL POLICIES: After a final review of the eight personnel polices that will be presented to all Town staff on May 18, 2006 -- Exempt/Nonexempt Positions, Salaried/Hourly Wage Positions, Overtime and Compensatory Time, Flexible Scheduling, Lunch & Breaks, Contract Labor, Civic Volunteer and Personal Vehicle Use & Reimbursement – Ms. Norton made a motion to adopt all policies as written and indicate on each the approval date of May 4, 2006. Ms. Heilbron seconded the motion and the vote was unanimous in favor.
TOWN SERVICES ORGANIZATION CHART: Ms. Norton also made a motion to formally approve the Town Services Organization Chart that will also be presented to all Town staff on May 18. The May 4, 2006 approval date will be added to the chart as well. Mr. McCreery seconded and the vote was unanimous in favor.
PB STAFF LIAISON: Mr. Carroll informed the PB that the annual nominations for the PB’s Staff Liaison -- currently held by Ms. McDowell – are due May 12, 2006 with a ballot vote deadline of May 26, 2006 @ 4:00 PM. He added that he would handle all the logistics.
BOS EMPLOYEE EVALUATIONS: Mr. Parker hand delivered the completed employee evaluations that were the Board of Selectmen’s responsibility to the PB for filing.
EMPLOYEE EVALUATION PROCESS SUB-COMMITTEE: Ms. Heilbron updated the PB on the employee evaluation sub-committee’s goals and plans to achieve them. She added that while the original challenge was to develop a set of targeted evaluation forms, upon review the committee would expand its recommendations to include a revamped evaluation process.
With no further business to discuss the meeting adjourned at 9:03 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
| 
