|
Meeting Minutes of January 10, 2008 @ 8:00 a.m.
placePlaceNameChilmark PlaceTypeTown Hall
FINAL
MEMBERS PRESENT: PersonNameJennie Greene, Chairperson; Susan Heilbron,
Steve Lewenberg, PersonNameRichard Williams, Max McCreery
ALSO PRESENT: J B Riggs Parker, BOS liaison; PersonNamePolly McDowell, Staff liaison,
and PersonNameChristina Soulagnet, Administrative Assistant
CALL TO ORDER
PersonNameJennie Greene, chairperson, opened the meeting at 8:03 a.m.
PROCEDURE MANUAL
The Board clarified the purpose for having a procedure manual. The Procedure Manual will explain processes or procedures delineated in the bylaw. It will cite references to Massachusetts General Law. Unlike the bylaw, this document can be updated without going to town meeting for approval. It was also noted that the bylaw might need to be revised again once the Procedure Manual is complete.
PERSONNEL BYLAW REVISIONS
Section 3.0: Initial Evaluation Period
The board discussed the difference between a casual and a part-time regular employee. The initial evaluation period applies to all town employees.
Section 5.1: Vacation Time
The current bylaw states that an employee accrues vacation time during the fiscal year and shall be taken within 120 calendar days following the end of the fiscal year, unless an extension has been approved. With this current procedure, the town is faced with employees taking vacation time during the summer months, when activity at town hall is at its peak. It was suggested that the vacation time be accrued and taken based on the calendar year. Riggs discussed this idea with the Treasurer (Melanie Becker), and she stated that it would be easier to track vacation time and personal time on a calendar year basis. The board revised the bylaw to reflect this discussion to track vacation time on a calendar year basis. The board noted that once the bylaw is approved, the vacation time
calculation will need to be looked at, since the new procedure would go into effect mid-year.
Section 5.3: Injury Leave
This bylaw should be clarified to indicate that an employee incurring injuries outside of work (at home) can receive disability benefits; as opposed to an employee incurring an injury while on the job (at work) would receive worker's compensation. In either case, the employee shall not collect a supplement that would be more than his/her regular full salary. Polly will speak to Tim concerning this issue.
Section 5.4: Bereavement Leave
The board established that the term "immediate family" is too narrow. The board discussed revising the language to reflect a broader family base, which would include stepfamily members.
Section 5.5: Military Leave
Jennie stated that the current bylaw is not in compliance with Mass. General Law. The bylaw should state that the employee's position would be kept open for his/her return from military duty. Steve suggested that the bylaw make an overall statement such as, "We will comply with all the provisions of the Veteran's Re-Employment Act". Tim will confirm that the statement of Support for the National Guard and Reserve in the bylaw is an accurate citation of Mass. General Law.
Section 6.10: Family Business Leave
The board suggested revising the language to reflect days instead of hours. In addition, the board expressed renaming this section either Family Activity Leave or Family Necessity Leave. Steve added that this section of the bylaw should be replaced with a statement of reference to Mass. General Law and to include the explanation of the Family Business Leave in the Procedure Manual.
Revised Bylaw Draft 2 - Final
The board suggested that the complete draft 2 of the revised bylaw use uppercase when referring to appointing authority, department head, supervisor, etc. and use lowercase when referring to bylaw. In addition, the context in the document will determine if appointing authority or Board of Selectmen is used. Also, all references made to the Mass. General Law need to be checked for accuracy.
BEACH POSITION
Melanie Becker came before the board to discuss the seasonal job position of assistant beach superintendent. This position was created approximately seven years ago, but was never appropriately graded. The position pay rate was set at the same grade and step of the superintendent. The board discussed the need to create a job description for this position and to classify an appropriate grade and step.
COLA FORMULA
Richard brought to the attention of the board that a member of the Finance Committee has questioned the COLA formula and has requested to attend a future Personnel Board meeting to review the procedure for determining the annual COLA.
HOLIDAYS
Jennie asked that the board members think about the FY09 holiday schedule to be discussed at a future Personnel Board meeting.
CALENDAR
The Personnel Board's next meeting is Thursday, January 17, 2008 at 8:00 a.m.
With no further business to discuss, Jennie adjourned the meeting at 10:05 a.m.
Minutes respectfully submitted by PersonNameChristina Soulagnet, Administrative Assistant.
| 
