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Meeting Minutes of January 17, 2008 @ 8:00 a.m.
placePlaceNameChilmark PlaceTypeTown Hall
FINAL
MEMBERS PRESENT: PersonNameJennie Greene, Chairperson; Susan Heilbron,
Steve Lewenberg, PersonNameRichard Williams
ALSO PRESENT: J B Riggs Parker, BOS liaison; PersonNamePolly McDowell, Staff liaison,
PersonNameTim Carroll, and PersonNameChristina Soulagnet, Administrative Assistant
ABSENT: Max McCreery
CALL TO ORDER
PersonNameJennie Greene, chairperson, opened the meeting at 8:05 a.m.
PHONE DIRECTORY
The Personnel Board would like a phone extension on the Town Hall phone directory. Christina will look into this request.
MEETING MINUTES
The board reviewed the meeting minutes of January 3, 2008. Richard moved, Susan seconded and all members approved the minutes as amended.
The board reviewed the meeting minutes of January 9, 2008. Steve moved, Susan seconded and all members approved the minutes as presented.
BEACH SUPERVISOR
The board revisited the assistant beach superintendent discussion, which took place at the January 10, 2008 meeting. It was noted that the Personnel Board would like to receive from the Beach superintendent (Martina) a listing of job duties of the assistant. This will ensure that the Personnel Board will accurately create a job description for this position and assign a fair grade and step wage rate. The board reviewed the issue, which was having two positions at the same grade and step, when the responsibilities and duties differed. The Personnel Board discussed the need to revise the job descriptions and the wage compensation and classification plans and suggested implementing this project next year.
PERSONNEL BYLAW REVISIONS
Section 1.3: Definitions
Tim spoke to the attorney at the State Ethics Commission and confirmed that the definition of "relative" in the bylaw was taken directly from the Family Medical Leave Act. The board suggested deleting the definition of "Relative" and inserting "immediate family" wherever the term relative is used in the document.
Section 7.0: Civic Leave
The board discussed the importance of consistency when dealing with paid hours for volunteers responding to emergencies. The supervisor should evaluate and determine if the response was necessary in order to approve paid leave or not. The bylaw should include a general statement saying the guidelines for supervisors are outlined in the Procedure Manual.
Section 8.0: Holidays
It was noted that special situations may arise this year due the holidays falling on certain days of the week. The Board of Selectmen currently honors a paid holiday half day before Thanksgiving, Christmas and New Years day, even if the holiday falls on the weekend. The board suggested that the Procedure Manual include an explanation of the holiday times, half days and full days as it pertains to full-time and part-time employees.
Section 9.2: Travel Reimbursement Procedure
The board agreed that this section should be taken out of the bylaw and put into the procedure manual.
Section 10.2.2.: Written Warnings
The board included language in this section that confirms the employee received the document (written warning).
Section 10.2.3: Disciplinary Probation
The board discussed the need for repercussion to an employee that has been warned and is not showing an improvement in job performance. Steve suggested adding the language to the effect that the employee must demonstrate significant and sustained improvement
to be included in the written warning to the employee. Perhaps job positions can be classified as senior and junior, which would create the opportunity for a position demotion. Tim will research if it is legal for a pay rate demotion.
In the same section but a different issue, Jennie suggested addressing the need of the rights of the employee. The employee should be able to attend and speak at the meeting of the executive secretary and the Appointing Authority and that the decision of the Appointing Authority is communicated in writing to the employee.
It was suggested to include in the Procedure Manual an outline of procedural steps for the Appointing Authority to investigate the supervisor's recommendation of the probation request of the employee.
COLA FORMULA
Richard confirmed that Mr. Yoeman's, Finance Committee member, stated he accepts the COLA numbers but he is requesting to set up a working committee and come before the Personnel Board with a proposal for the COLA FORMULA. Richard declined to be in the working group.
CALENDAR
The Personnel Board's next meeting is Thursday, February 7, 2008 at 8:00 a.m.
With no further business to discuss, Jennie adjourned the meeting at 10:07 a.m.
Minutes respectfully submitted by PersonNameChristina Soulagnet, Administrative Assistant.
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