CHILMARK PERSONNEL BOARD MEETING AUGUST 17, 2006
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:00 AM
PRESENT: Members Jennie Greene, Susan Heilbron, Richard Williams and Lois Norton. Also present: Staff Liaison Polly McDowell, Executive Secretary Tim Carroll, and Chuck Hodgkinson. Absent: Selectmen’s Liaison Riggs Parker and Max McCreery.
MEETING MINUTES: The 6/1/06 meeting minutes were reviewed. Ms. Heilbron made a motion to approve the minutes as presented. Ms. Norton seconded and the vote was three in favor with one abstention (Mr. Williams).
The 6/15/06 meeting minutes were reviewed. Mr. Williams made a motion to approve the minutes as presented. Ms. Heilbron seconded and the vote was three in favor with one abstention (Ms. Norton).
The 6/29/06 meeting minutes were reviewed and discussed. Ms. Heilbron made a motion to approve the minutes as amended. Mr. Williams seconded and the vote was three in favor with one abstention (Ms. Norton).
The 7/12/06 meeting minutes were reviewed. Mr. Williams made a motion to approve the minutes as presented. Ms. Heilbron seconded and the vote was three in favor with one abstention (Ms. Norton).
The 8/3/06 meeting minutes will be reviewed at the next meeting.
AMBULANCE COORDINATOR ACCRUED BENEFITS: Chuck H. updated the Personnel Board (PB) on the status of the Ambulance Coordinator’s accrued benefits. The PB agreed with the levels of accrued and unused benefits and the decision to immediately have ADP start tracking the accrued and used benefits for this position.
ASSISTANT TOWN CLERK: As follow up Chuck H. reviewed a list of Assistant Town Clerk duties and procedures that were developed with the Town Clerk’s assistance. Mr. Carroll asked to review this with the Board of Selectmen to get clarification on whether or not there are certain duties that the assistant Town Clerk should perform on a year-round basis—after the Town Clerk leaves for the day—such as issuing fishing and hunting licenses. He will report back to the PB. The Assistant Town Clerk job description will be adjusted accordingly.
NEW HOUSING/PLANNING ADMINISTRATIVE ASSISTANT: The PB was informed that an official hiring letter was sent to this new employee.
SEPTEMBER 25, 2006 SPECIAL TOWN MEETING WARRANT ARTICLE: The draft warrant article regarding the salary adjustments for the Tri-Town Ambulance Advanced Life Support Coordinator (ALSC), Ambulance Coordinator and the Town Clerk and Tax Collector positions was reviewed. The PB asked that the reference to overtime pay for the ALSC be removed. Mr. Williams made a motion to approve the warrant article as amended. Ms. Norton seconded and the vote was unanimous in favor. Ms. Heilbron and Mr. Williams volunteered to attend the Special Town Meeting Finance Committee meeting on September 7 or 8 and also be prepared to field any questions that may arise from the Special Town Meeting floor.
CHIEF TIM RICH LONGEVITY BENEFITS LETTER: The PB acknowledged the receipt of Chief Rich’s longevity benefits letter dated 6/1/06.
BUILDING/ZONING INSPECTOR JOB CLASSIFICATION: The PB discussed the job classification of the Building/Zoning Inspector position. The PB agreed that this position should be an exempt, salaried position because this position supervises the gas, wiring and plumbing inspectors and is licensed by the state to enforce building safety code regulations. Ms. Heilbron made a motion to recommend for Board of Selectmen approval an exempt, salaried classification for the Building/Zoning Inspector position. Mr. Williams seconded and the vote was unanimous in favor.
HEALTH INSPECTOR/ADMINISTRATIVE ASSISTANT JOB ESCRIPTION: Chuck H. distributed draft copies of a revised job description prepared by the Health Inspector/Administrative Assistant. Mr. Carroll pointed out the job title was different than the approved title and the grade for this position was incorrectly stated in the current job description at grade 9. It was correct on the draft revised job description at grade 8. Mr. Carroll also distributed past documentation establishing the job title as Health Inspector/Administrative Assistant. After discussion the PB asked Chuck H. to follow up with the Board of Health on the draft job descriptions and job title.
EVALUATION PROCESS UPDATE: Ms. Heilbron updated the PB on the status of the performance evaluation process and policy. After discussion the PB endorsed the direction to expand the policy’s scope with the goal of it becoming a complete staff administration policy for town employees.
VACATION APPROVAL: Mr. Carroll asked the PB for direction on who approves a vacation request for an employee that works with one or more of the town’s boards. Is it the Board chairman exclusively or, a combination of the Board chairman and the Executive Secretary? It is the Executive Secretary’s responsibility to make sure there is adequate staff coverage for employees on vacation. Without a clarification of this approval process there is a chance that the Executive Secretary may not know when an employee is out of the office on vacation. The PB said this should be included and clarified in the staff administration policy.
With no further business to discuss the meeting adjourned at 9:52 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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