CHILMARK PERSONNEL BOARD
Meeting Minutes of Thursday, July 3, 2008 @ 8:00 a.m.
Final
MEMBERS PRESENT: Richard Williams, Chairman; Susan Heilbron, Max McCreery,
Jennie Greene, and Steve Lewenberg
ALSO PRESENT: Polly McDowell, Staff liaison, Riggs Parker, Tim Carroll and
Christina Soulagnet, Administrative Assistant
GUESTS: Norman Freed and Ebba Hierta
CALL TO ORDER
Chairman Williams opened the meeting at 8:03 a.m.
CHILMARK LIBRARY
Chairman Williams welcomed Norman Freed, Library Trustee, and Ebba Hierta, Library Director, to the meeting. Mr. Freed began the discussion by providing an overview of the library and its growth over the past several years. Ms. Hierta expressed the importance of employing and retaining qualified staff in order to provide consistent and quality service to the patrons and the community. Ms. Hierta informed the Board that the Library Associate has resigned; last day being July 31, 2008. This situation has prompted two requests by Ms. Hierta:
1) Emergency Summer Staffing Plan. Ms. Hierta has requested to temporarily fill the vacant position with the current Circulation Assistant, who is qualified, and pay this employee at the same grade and step rate as the Library Associate rate. This solution would allow Ms. Hierta to postpone advertising for this position until September 2008, when the busy summer season has concluded;
2) Library Staff Restructuring. Ms. Hierta presented to the Board for review a revised job description for the Library Associate position and has requested the Board to re-grade the job position to reflect the additional supervisory responsibilities and to increase the hours from 31 hours a week to 35 hours a week. By increasing the number of hours a week and re-grading the rate of pay for the position, Ms. Hierta expects this will satisfy the need for the Library and its growing demands, as well as satisfy the need of the employee for a year-round, full-time position. As a result, the Library hopes to eliminate the challenge of retaining quality staff.
The Board discussed the Emergency Summer Staffing Plan, and Ms. Green made a motion to recommend to the Finance Committee a temporary increase in pay for the Circulation Assistant position to Grade 5, Step 2, while performing the Library Associate position for the remainder of the summer (until mid-September 2008). Mr. Lewenberg seconded the motion and all members voted to approve the temporary increase of pay.
The Board continued its discussion on the Library Staff Restructuring. The Board reviewed the revised job description presented by Ms. Hierta. Ms. Hierta stated that increasing the hours of the Library Associate position by four hours a week would meet the growing demand of service in the Library. The job description that presently exists is outdated and is graded at Grade 5. The revised job description includes the supervisory responsibilities that the Library Associate has been assuming and Ms. Hierta is requesting the position be re-graded. Ms. Green led the Board through the Evaluation Process for re-grading the position. After a thorough review and discussion, the Board determined that the Library Associate position is a Grade 6, based on the revised job description.
July 3, 2008 - Personnel Board Meeting - Page 2
Mr. Lewenberg made a motion for the Personnel Board to approve the pay increase for the Library Associate position from a Grade 5 to a Grade 6 and approve the revised Library Associate job description as presented including the minimal job description changes as agreed upon in this meeting; and for the Personnel Board to recommend to the Finance Committee and the Board of Selectmen an increase in hours for the Library Associate position from 31 hours to 35 hours per week. Ms. Green seconded the motion and all members unanimously approved the motion.
Mr. Freed stated that he was very pleased with the discussion and the process. The Board thanked the guests for attending.
RE-APPOINTMENT LETTER
Ms. Heilbron lead the discussion concerning the re-appointment letter that was mailed to the Town employees. Ms. Heilbron stated that some employees were troubled and upset about the letter and asked if all Town employees received this letter. Mr. Carroll confirmed that the re-appointment letter is mailed out to all employees annually, although it hasn't been consistent on a year-to-year basis. Last year every employee received a letter except the Library employees. Mr. McCreery requested that next year's letter provide more of an explanation in the letter. Mr. Williams would like to include at the beginning of the Revised Personnel Bylaws a statement defining the expectations the Town has for an employee, which is based on job performance, work ethic and job description.
The language should include that the Town wants to hire and retain good quality people and that the Town is willing to provide training when an employee falls short of his/her job duties. Ms. Heilbron requested that the Personnel Board review the re-appointment letter before being mailed next year.
TOWN CLERK INTERVIEWS
Mr. Carroll requested a member of the Personnel Board to participate in the interviewing process for the Town Clerk. Ms. Heilbron volunteered, but later discovered there was a scheduling conflict. Mr. Williams offered his availability. Mr. Carroll will confirm date and time of interviews with Mr. Williams.
CALENDAR
Due to lack of quorum for the July 17, 2008 meeting, the Personnel Board will meet on Thursday, July 10, 2008 at 8:00 a.m. to review Revised Personnel Bylaws only.
With no further business to discuss, Chairman Williams adjourned the meeting at 9:55 a.m.
Minutes respectfully submitted by Christina Soulagnet, Administrative Assistant.
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