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PlaceNameplaceCHILMARK PlaceTypeTOWN HALL
MEETING MINUTES OF December 20, 2007
MEMBERS PRESENT: PersonNameJennie Greene, Chairperson; Susan Heilbron, Steve
Lewenberg, PersonNameRichard Williams
ALSO PRESENT: Polly McDowell, Staff liaison; J B Riggs Parker, BOS liaison;
PersonNameTim Carroll, Staff liaison (arrived @ 8:20 a.m.); and Christina
Soulagnet, Administrative Assistant
GUESTS: Dennis Jason
ABSENT: Max McCreery, PB Member.
CALL TO ORDER
PersonNameJennie Greene, Chairperson, opened the meeting at 8:04 a.m.
MINUTES
The Board reviewed the revised draft minutes of November 15, 2007. A motion was made, seconded and the Meeting Minutes of November 15, 2007 were approved as amended.
The Board reviewed the draft minutes of December 6, 2007. A motion was made, seconded and the Meeting Minutes of December 6, 2007 were approved as amended.
OPEN DISCUSSION
The members discussed the need for the Personnel Board to have the necessary employee documents. The Personnel Board is responsible for reviewing personnel files to ensure that documents are being kept up. Steve volunteered his services and offered to hold a meeting for the Personnel Board members to review employee documents that Town Hall should have and discuss the mechanics of appropriate collection.
The Board discussed the difference between Procedure and Policy. Steve explained that the word "procedure" gives instruction to and guides the employee and management. A Procedure Manual contains the details to back up and enforce the Bylaw. The word "policy" refers to something that you "must" do. Policies are in the bylaws and they may be found to be a contract between the employee and employer. The Board agreed to use the title of "Procedure" Manual instead of "Policy" Manual.
Steve stated that perhaps the Procedure Manual should include a paragraph in the introduction stating, "This is not a contract..." This statement would define the purpose and the importance of the manual.
The Board will schedule a time in the near future to have Steve hold a meeting to discuss necessary personnel documentation for employees.
STEP INCREASE FOR ADMINISTRATIVE ASSISTANT
The Board asked Christina to leave the room so the members could discuss the request by Andy Goldman, Housing Committee Chairman, to increase the salary step for the Administrative Assistant. Andy stated that both the Planning Board and the Housing Committee gave superlative reviews for Christina's job performance. Riggs confirmed that he is impressed with her work, and Richard stated that Christina is a very quick study. Steve made the motion, Susan seconded and all members voted to approve the salary step increase from Grade 6 Step 1 to Grade 6 Step 3; retroactive to December 1, 2007.
In addition, the Board discussed increasing the Administrative Assistant's hours for the Personnel Board from three (3) to four (4) hours a week. Polly confirmed that there is enough money in the FY08 budget to cover this increase. A motion was made, seconded and voted to approve the increase from three (3) hours a week to four (4).
When Christina returned, the Board asked her to inform PersonNameChuck Hodgkinson of the Board's decisions and advise him to write a letter to the FINCOM on behalf of all three boards (Planning Board, Personnel Board and Housing Committee) stating that the salary step increase was approved and to also include in this letter the increase of one additional hour per week for Personnel Board.
FY09 BUDGET
Richard presented his draft budget worksheet for the Board to review. After a lengthy discussion, the Board made a motion, seconded and the FY09 Budget was approved as follows:
Administrative Assistant $3,900.00 (decrease of $81.00)
Professional Development 850.00 (increase of $650.00)
Advertising 100.00 (no change)
Consultants 0.00 (decrease of $100.00)
Postage 30.00 (decrease of $20.00)
In-State Travel 580.00 (increase of $300)
Dues and Memberships 100.00 (decrease of $50.00)
Grand Total $5,560.00 (overall increase of $779.00)
Christina will submit the FY09 Budget to Tom by the December 28, 2007 deadline date.
COLA
The COLA percentage for FY09 is a 2.5% increase. The formula used to calculate the COLA was researched by the Personnel Board and approved by the Board of Selectmen and the Finance Committee at a joint meeting held in January 2007. The Board discussed the memorandum from Richard, which explained the process of determining the COLA data. The procedure he recommended was having one member from the Personnel Board and the Coordinator of Administrative Support (CAS) independently calculate the COLA data, agree on the results and then provide the raw data to the Town Accountant for his confirmation. Riggs commented that having the accountant sign off on the calculations is a good idea. The Board members complimented Richard on the great job of explaining the COLA process. Jennie stated for
the record that it is not necessary for staff to gather COLA data from other towns. Jennie will forward a memo with the COLA data to the Board of Selectmen and the Finance Committee.
Rotation of Chairperson
The Board discussed suggestions for the procedure of the rotation of chairperson and agreed that the tenure method would best serve the Board. In addition, it was the sense of the Board that it would be helpful to assign the next longest tenure member as the vice chair to fill in as acting chairperson. Steve made a motion, Susan seconded and all members voted to approve PersonNameRichard Williams as Personnel Board Vice Chair and also approve the rotation of the Personnel Chairperson on an annual basis with the term beginning on the first meeting following the annual Town election. Riggs asked that the Personnel Board write a letter to the Board of Selectman confirming this procedure.
Personnel Bylaw Revisions
Tim supplied all the members with a complete copy of the draft bylaw revisions. Each member will read through the draft and make notations to be discussed at the January 3, 2008 meeting. Tim has included in the revisions Richard's draft language for the grievance section and Tim suggests the Board adopts Appendix C from the attorney for the Family Medical Leave Act (FMLA). One item the Board would like to discuss at the next meeting is the Family Business Leave section; suggesting the word "business" be changed. The Board thanked Tim for the hard work and dedication that he has put into this project. The Board also requested that he send an electronic version of the draft bylaw revisions to the members.
PlaceNameplaceAssistant PlaceTypeHarbor Master
Dennis Jason asked the Board for approving the transfer of money leftover from the Assistant Harbor Master to the Administrative Assistant of the Harbor Master, who had worked extra hours this past summer. The Personnel Board cannot approve the transfer of funds but can recommend the transfer of funds. A motion was made, seconded and all members approved to recommend the transfer of funding to the Finance Committee.
Dennis also informed the Board that he would like to promote Ginny Jones to the Assistant Harbor Master, in addition to her duties as Administrative Assistant. These are two different jobs with different tasks and both positions are seasonal. The Board recommended that he advertise in the newspaper for the position indicating that there is a strong in-house candidate. Jennie stated that Ginny is very qualified for this position and should be paid accordingly. Furthermore, the grade and step for one position should be equivalent to the other position. Jenny suggested for Riggs to contact the attorney and come back to us with his comments. The Board made a motion, seconded and approved to recommend advertising for the position with a strong in-house candidate.
Administration
1. Library Correspondence: Jennie read aloud the letter from Ebba Hierta, Chilmark
Library Director, which informed the Board that the new Library Associate is working
out great; a wonderful addition to the Library staff.
2. Ebba Hierta: Ms. Hierta called a requested to be put on the January 3, 2008 agenda.
3. Conference Call: It was noted that members participating in a PB meeting via a
conference call cannot have a vote and a quorum cannot be made by their presence.
Calendar
The next PB meeting will be on Thursday, January 3, 2008 at 8:00 a.m.
With no further business to discuss, Jennie adjourned the meeting at 10:08 a.m.
Minutes respectfully submitted by PersonNameChristina Soulagnet, Administrative Assistant.
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