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Meeting Minutes of January 9, 2008 @ 3:00 p.m.
Chilmark Library
FINAL
MEMBERS PRESENT: PersonNameJennie Greene, Chairperson (arrived at 3:25 p.m.);
Susan Heilbron, Steve Lewenberg, PersonNameRichard Williams,
Max McCreery
ALSO PRESENT: J B Riggs Parker, BOS liaison (left at 3:30 p.m.);
PersonNameChristina Soulagnet, Administrative Assistant
ABSENT: PersonNamePolly McDowell, Staff liaison
CALL TO ORDER
PersonNameRichard Williams, acting Chairperson, opened the meeting at 3:10 p.m.
PERSONNEL BYLAW REVISIONS
Board of Selectmen Appointments
The Board discussed the draft wording in Bylaw Section 1.2 for appointments made by the Board of Selectmen. The wording in the bylaw gives the authority to the Board
of Selectmen; however, they are guided to act within the parameters of the bylaw by changing the word "will" to "shall" in the wording.
Section 1.3: Definition of Department Head
The Board commented that the use of "Department Head and the Executive Secretary" was referred to a number of times throughout the document. It was suggested to re-write the definition of Department Head to include the Executive Secretary. The Board drafted the wording to be included in the definition for Department Head, "For the purpose of this bylaw, the Executive Secretary is considered as a Department Head as designated by the Board of Selectmen from time to time."
Appointing Authority Reference
Throughout the bylaw document, there are references made to the Board of Selectmen and to the Appointing Authority. The board discussed and agreed that the context will determine which title is used.
Section 2.4: Temporary Vacancies
The Board decided to include another paragraph in this section to address short-term employment tasks that come up that need to be fulfilled. This situation would require the approval by the Executive Secretary.
Section 2.9: Employment of Relatives
The definition of "relative" in the bylaws should be consistent with the State Ethics Commission definition. In addition, the Board discussed taking out the word "direct" when referring to employees reporting to another employee in a supervisory or management relationship. In such cases, reporting should be made by a third party.
Section 3.0: Initial Evaluation Period
The Board outlined the benefits an employee is not eligible for until he/she has successfully completed the Initial Evaluation Period. The bylaw will also include language to allow a supervisor to request an extension of the Initial Evaluation Period for no more than three months with approval by the Appointing Authority.
Section 5: Vacation
The Board discussed the accrual and usage of vacation time. It would benefit the Town if the vacation time can be based on a calendar year versus how it is presently tracked on the fiscal year. Accounting confirmed that using a calendar year would be easier to monitor. The language in Section 5 Vacation was revised to reflect this change.
PROCEDURE MANUAL
Included in the Procedure Manual should be the guidelines for the Criminal Offender Request Information (CORI) and Sexual Offender Request Information (SORI).
CALENDAR
The PB will meet tomorrow, Thursday, January 10, 2008 at 8:00 a.m. at Town Hall.
With no further business to discuss, Jennie adjourned the meeting at 5:07 p.m.
Minutes respectfully submitted by PersonNameChristina Soulagnet, Administrative Assistant.
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