T o w n o f C h i l m a r k P e r s o n n e l B o a r d
DRAFT
M i n u t e s
Thursday March 5th, 2009
Chilmark Town Hall
08:00
Present: Max McCreery (Chair), Susan Heilbron (Vice-Chair), Jennie Greene, Stephen Lewenberg, Polly McDowell (Staff Liaison)
Also Present: J.B. Riggs Parker (Selectman), Tim Carroll (Executive Secretary), Marina Lent (Personnel Board Secretary),
Minutes of February 5th, 12th and 19th, 2009 adopted as amended.
The Personnel Board will hold a Special Session March 12 to address Personnel Bylaw revisions.
Administrative Assistant to the Office of the Selectmen Steve Lewenberg reported on the successful conclusion of the hiring process for this position and noted that the process had provided a good template for future hiring processes in the Town.
Cemetery Superintendent The Board had before it changes to the Cemetery Supertintendent position description, but had questions which required clarification from the Cemetery Committee. Jennie Greene and Max McCreery agreed to contact John Flender concerning the Board’s questions, and invite him to explain the changes at the next Personnel Board meeting.
BOS/FinCom decisions Polly McDowell reported on the final joint session of the Board of Selectmen (BOS) and the Finance Committee (FinCom). The BOS/FinCom had decided to keep the weekly payroll for the time being; the question will be reviewed in the future. A 3% COLA was approved.
Polly McDowell noted that the staff meeting held to discuss the question of the bi-weekly payroll had proved to be very constructive and important.
Police Chief hire Max McCreery reported on the Police Chief hiring process. Three completed applications have been received, initial interviews will be held next week, recommendation to the Selectmen will determine the reference checks to be made.
Performance Review Steve Lewenberg reported on his meeting with Department Heads and Commission/Board chairs to introduce this year’s performance review process. He had explained that this is a very simple process, unstructured and straightforward, where the reviewing party will answer three questions, and develop goals and objectives for the upcoming period in collaboration with the employee. He had encouraged department heads and chairs to adapt the suggested framework of the review to the needs of the department.
Current position descriptions will be made available to department heads and chairs during this process so that they can also evaluate whether the description is up-to-date and adequately reflects the job being done by the employee.
Review of COLA and Step increases for seasonal positions Polly McDowell is in the process of collecting relevant information from other Towns on their COLA and step increase procedures for seasonal employees. She will report to the Board at its next session. Tim Carroll suggested that Department heads with seasonal employees be contacted informally to update them on the Personnel Board’s consideration of the issue.
Tax Collector’s Working Hours
The Personnel Board reviewed Polly McDowell’s proposal to adjust her working hours to work four days per week, starting with a 2-week “test-run” in April, the busiest time for the Tax Collector. The proposal has been shared with the BOS. It was pointed out that the proposal had been designed according to the employee flex-time policy developed by the Personnel Board: the number of working hours remains the same, and Polly has emphasized that if the new work schedule impairs her ability to accomplish her job up to her usual standard, she will revert back to her existing work schedule.
The meeting adjourned at 10:02am.
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