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Meeting Minutes of January 3, 2008 @ 8:00 a.m.
PlaceNameplaceChilmark PlaceTypeTown Hall
FINAL
MEMBERS PRESENT: PersonNameJennie Greene, Chairperson; Susan Heilbron, Steve
Lewenberg, PersonNameRichard Williams, Max McCreery
ALSO PRESENT: J B Riggs Parker, BOS liaison;
PersonNameChristina Soulagnet, Administrative Assistant
GUESTS: PersonNameEbba Hierta, Chilmark Library Director
ABSENT: Max McCreery, PB Member; PersonNamePolly McDowell, Staff liaison.
CALL TO ORDER
PersonNameJennie Greene, Chairperson, opened the meeting at 8:08 a.m.
MINUTES
The Board reviewed the draft minutes of December 20, 2007. Richard made the motion, Susan seconded, and all members voted to approve the minutes.
Ebba Hierta, Chilmark Library Director
Ms. Hierta appeared before the Board to request a salary step increase for new hires for the Library Assistant seasonal position. Currently, the hiring rate is a Grade 3 Step 1 ($13.60) and Ms. Hierta is requesting to hire at a Grade 3 Step 2 ($14.57). There was much discussion about the challenges of keeping qualified help, about the various job descriptions and positions and also, the pay scale. Richard made a motion to accommodate Ms. Hierta's request to increase the hiring rate of the Library Assistant position from a Grade 3 Step 1 to a Grade 3 Step 2 and to examine the wage compensation chart this year and bring a revised plan to the Town at the April 2009 Town Meeting. Susan seconded the motion and all members voted to approve the motion. Christina was asked to forward a memo to
Ms. Hierta confirming the Board's approval.
Wage Compensation Chart
The Personnel Board discussed the need to review the Wage Compensation Chart. It was noted that this has not been done in ten years, and it needs to be addressed. The Board suggested that once the Bylaws project is completed, the task of evaluating the Compensation and Classifications Plans needs to be done.
PERSONNEL BYLAW REVISIONS:
Public Hearing/Town Meeting
The Board discussed presenting the Amended Bylaws at the public hearing as well as at the Town Meeting. The revisions in the bylaw will be highlighted in yellow for ease of identification. In addition, it was suggested to create a cover memo for the revised personnel bylaws outlining the major changes, which may include: 1. A performance evaluation procedure to include goals and objectives and to ensure that personnel files are up-to-date with proper documents, 2. Inconsistencies have been removed from the bylaws, 3. Information taken out of the Bylaws will be put into a Procedure Manual, etc..
References made to procedures and regulations will be included in the procedure manual. This will ease the process of amending the manual if a regulation changes. Any change to the personnel bylaw needs town approval at a town meeting.
Procedure Manual
The Board discussed putting into the Procedure Manual an explanation of the evaluation procedure for seasonal part-time and full-time employees.
The Board suggested including bylaw revision lines #156 - 159 and 168-174 in the Procedure Manual. These sections refer to the maintaining of personnel documents in employee files.
SECTION 1.3: DEFINITIONS:
Initial Evaluation Period
The Board discussed the importance of the evaluation period and that every employee, whether part-time, full-time, temporary, or casual, should be evaluated.
Definition of Relative
The Board requested contacting the State Ethics Commission for the wording for the definition of "Relative". We need to confirm with Tim that this definition is correct. In the meantime, Riggs will contact the attorney for appropriate language.
Staff Liaison
The Board voted to take out the definition of "Staff Liaison" because it is defined in Section 1.4 Personnel Board. It states the role and responsibilities of the staff liaison to the town employees and the personnel board members.
Definition of Supervisor
The term/role of supervisor was not defined so the Personnel Board agreed to include the following definition, "Supervisor - An employee who directs the activities and assesses and evaluates the performance of another employee or group of employees."
PERSONNEL BOARD PUBLIC HEARING
A legal advertisement for the Personnel Board Public Hearing scheduled for January 17, 2008 to review the proposed bylaw revisions appeared in the January 3, 2008 MV Times. After a discussion, it was the sense of the Board that the revised bylaw will not be complete by this deadline. The Board made a motion, seconded and all members approved to postpone the public hearing and to advertise a cancellation in the January 10, 2008 edition of the MV Times. The Board made a motion, seconded and all members approved to send a memo to the Board of Selectmen withdrawing the warrant article for the April 2008 Annual Town Meeting.
Administration
1. Christina forwarded the Beach Evaluations to PersonNameJennie Greene.
Calendar
The Personnel Board will meet on Wednesday, January 9, 2008, at 3:00 p.m. in the Chilmark Library and again on Thursday, January 10, 2008 at 8:00 a.m. at Town Hall. Christina will post the special meetings.
With no further business to discuss, Jennie adjourned the meeting at 10:15 a.m.
Minutes respectfully submitted by PersonNameChristina Soulagnet, Administrative Assistant.
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