CHILMARK PERSONNEL BOARD MEETING FEBRUARY 16, 2007
CHILMARK TOWN HALL FINAL
CALL TO ORDER: 8:04 AM
PRESENT: Members Jennie Greene, Susan Heilbron, Max McCreery and Richard Williams. Also present: Executive Secretary Tim Carroll, Staff Liaison Polly McDowell, Selectmen’s Liaison Riggs Parker, Dennis Jason and Chuck Hodgkinson.
MEETING MINUTES: The 1/18/07 minutes were reviewed. Ms. Heilbron made a motion to approve the minutes as presented. Mr. Williams seconded and the vote was unanimous in favor.
The 1/31/07 minutes were reviewed. Mr. McCreery made a motion to approve the minutes as amended. Mr. Williams seconded the motion and vote was three in favor with one abstention (Ms. Heilbron).
2006 ANNUAL REPORT: The draft 2006 annual report was reviewed. After discussion it was agreed Ms. Heilbron would work with Chuck H. to include a few changes.
EMPLOYEE EVALUATIONS: Ms. Heilbron summarized the employee evaluation section of the Employee Administration Policy -- draft # 9. She also distributed a proposed implementation plan and schedule for receiving department head input to the complete policy and drafting any amendments to the Personnel Bylaw that might be needed and put to voters at the September 2007 Special Town Meeting. The timeline also proposed using the current evaluation system and forms for this year’s set of annual evaluations because the process must continue while the Board creates the long term procedures.
There was a great deal of discussion regarding how the open meeting law affects performance reviews. There was specific reference to how a discussion of professional competence shall not be discussed in executive session. Mr. Carroll explained that while there is no specific open meeting guidance for performance reviews there are procedures for handling disciplinary actions.
There was additional discussion regarding how performance reviews will be prepared and conducted for the small set of town hall administrative positions that report to one or more boards or committees. It was agreed a separate procedure would be developed for these three or four positions.
The question of whether or not the Town’s Cost of Living Adjustment (COLA) should be awarded based upon merit was discussed. Mr. Williams commented that the COLA does not apply to individuals. It applies to salary schedules and therefore should not be awarded subjectively based upon merit or performance.
Mr. Carroll distributed a draft employee evaluation form for the Board’s input. Ms. Heilbron thanked Tim and suggested reviewing the form and providing individual feedback.
RECRUITMENT AND HIRING PROCEDURES: Harbormaster Dennis Jason explained that he is in the process of hiring a part-time administrative assistant and followed the draft recruitment and hiring procedures. He added the interview process is complete and asked several questions: 1. Who makes the final hiring decision in the process? 2. What happens if the Board of Selectmen acting as the Appointing Authority disagrees with the recommended hire? There was significant discussion and debate between the department head’s authority to make the hiring decision and whether or not the decision should be a consensus of the three-person interview team. Mr. Williams commented that he does not think the Board of Selectmen should be involved in the hiring decision or hiring
decision process – unless the person reports directly to the Selectmen—such as the Police Chief. Not all Board members agreed. It was decided to continue discussion and seek further input on this issue.
After reviewing travel schedules the Board agreed to hold the next meeting on Thursday, February 22 @ 8:00 AM.
With no further business to conduct the meeting adjourned at 9:55 AM.
Respectfully submitted by Chuck Hodgkinson, CAS.
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