CHILMARK PERSONNEL BOARD
Meeting Minutes
Thursday, August 7, 2008 @ 8:00 a.m.
approved 8/21/2008
MEMBERS PRESENT: Richard Williams, Chairman; Steve Lewenberg, Jennie Green, Susan Heilbron and Christina Soulagnet, Administrative Assistant
ALSO PRESENT: Polly McDowell, Riggs Parker, Tim Carroll and Marina Lent
ABSENT: Max McCreery
CALL TO ORDER
Chairman Williams opened the meeting at 8:01 a.m.
ASSISTANT BEACH SUPERINTENDENT JOB DESCRIPTION
Susan Heilbron met with Chuck Hodgkinson to evaluate the Assistant Beach Superintendent job position. Based on the re-grade evaluation, Ms. Heilbron recommended a Grade 6 for the Assistant's job position. It was the sense of the Board that clearly this position has less responsibility than that of the Beach Superintendent and a lower risk level. Ms. Heilbron noted that the new grade level will not affect the present incumbent but will apply to new employees in the position for the future. Ms. Heilbron moved to rank the Assistant Beach Superintendent as Grade 6. Steve Lewenberg seconded the motion and all members present unanimously approved the motion.
PERSONAL RATE
Mr. Williams led a discussion concerning employees with personal wage rates. According to the Personnel Bylaw, a personal rate is when an employee has reached the highest grade and step for that position and therefore not eligible for a wage increase until such time when the grade and step equals the employee's personal rate. At present, the person is receiving her personal rate plus COLA, but the Bylaw currently has no specific language on the COLA. The Board will consider including language referencing the COLA; but in the Procedure Manual, since a COLA adjustment is not a guarantee each year. It was agreed that the current Assistant Beach Superintendent is at a personal rate and benefits from a COLA increase only and not a step increase.
BUILDING INSPECTOR
Lenny Jason, Building Inspector, was not present at the meeting; however, he did request an item on the agenda for discussion. Tim Carroll began the discussion based on a conversation he had with Mr. Jason, who stated to Mr. Carroll that he should not have to evaluate part-time employees. Mr. Williams said performance evaluations are important and relevant in all cases of employment with the Town, and if the employee is paid by the Town, an annual evaluation must be completed.
PERFORMANCE EVALUATIONS
Mr. Carroll informed the Board that employee performance evaluations are progressing nicely. Mr. Carroll received input from approximately half of the Boards/Committees. To date, he has met with four employees to review the evaluations. It was noted that establishing goals and objectives must be part of this process and that the Supervisor and the employee must agree upon the goals and objectives for the coming year. Mr. Carroll agreed to this procedure.
MEETING MINUTES
The Board members reviewed the July 3, 2008 meeting minutes. Ms. Heilbron moved to approved the minutes, Ms. Green seconded and all members unanimously approved.
The Board members reviewed the July 10, 2008 meeting minutes. Ms. Heilbron suggested two minor edits. Ms. Heilbron moved to approve the minutes as amended, Mr. Lewenberg seconded and all members unanimously approved.
The Board members postponed review of the July 21, 2008 meeting minutes due to lack of quorum with members present at that meeting.
The Board members reviewed the July 24, 2008 meeting minutes. Ms. Heilbron moved to approve the minutes, Mr. Lewenberg seconded and the members approved. Ms. Green was absent from the July 24, 2008 meeting, so she abstained from the vote.
REVISED PERSONNEL BYLAWS
A copy of the Revised Personnel Bylaws Draft 4 was distributed to the Board members.
Mr. Williams outlined two policy issues that need to be addressed in the Revised Personnel Bylaw. The first issue deals with applicability of the Personnel Bylaws to elected and/or appointed Town boards and committees with regard to supervision of a paid employee. Secondly, the Revised Personnel Bylaw needs to explain that the employees have rights and that those rights are protected by the Bylaw. The Bylaw also needs to explain the process of annual re-appointment, which the Board believes should be based on job performance, cooperative attitude, and quality of service to the public. Mr. Williams will draft language on these two policy issues and present to the Board at a future meeting.
With no further business, Chairman Williams adjourned the meeting at 8:55 a.m.
Meeting minutes respectfully submitted by Christina Soulagnet, Administrative Assistant.
| 
