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
M i n u t e s
Thursday June 18th, 2009
Chilmark Town Hall
8am
Present: Max McCreery (Chair), Susan Heilbron, Frank Lo Russo, Steven Lewenberg, Polly McDowell (Staff Liaison), Chuck Hodgkinson (Staff Liaison-Elect)
Also Present: J.B. Riggs Parker (Selectman representative), Tim Carroll (Executive Secretary), Martina Mastromonaco (Tri-Town Ambulance Coordinator), Chief Randhi Belain (Chair, Tri-Town Ambulance Committee), Marina Lent (Personnel Board Secretary)
Absent: Jennie Greene
Welcome to Staff Representative-Elect Chuck Hodgkinson: Max Mcreery congratulated Chuck Hodgkinson on his election by Town Hall staff to represent them on the Personnel Board, and warmly welcomed him as the new Staff Representative on the Board. He then thanked Polly McDowell for her service, and opened the floor to Board members for their comments. “No accolade that we could give would be sufficient to recognize what Polly has done for this Board”, pronounced Stephen Lewenberg. Susan Heilbron recognized the stellar contributions Chuck Hodgkinson has been making to the ongoing work of the Board, and hopes that this valuable function could continue. Chuck Hodgkinson assured the Board that, as his work for other Town Boards allows, he
is happy to contribute to the work of the Personnel Board. Frank LoRusso noted that Chuck’s extensive direct experience working for a wide range of Town Boards, Departments, Committees and Commissions will surely be a valuable asset to the Board.
Martina Mastromonaco’s Compensation for hours worked to fill the vacant Clerical Assistant position: Max McCreery asked the Board to hear Martina’s request for a clear rationale from the Board for having voted to pay her at the lower rate of compensation while establishing a policy that will have employees compensated at their own pay rate for doing such work.
Frank LoRusso expressed his position that Martina should not have been compensated at all for the hours worked. As a Department Head, he feels she carries significant responsibility for having allowed an unacceptable situation to develop.
Susan Heilbron noted that the draft Procedure Manual will provide guidance on such questions as how compensatory time is to be granted and used. However, she further noted that the Tri-Town Ambulance Committee has not been adhering to existing Chilmark personnel policies and procedures on this matter. The current policy states that an employee should not exceed regular working hours without prior approval from the supervisor, that more than one week of compensatory time may not be accumulated, and that comp time must be used during the fiscal year in which it was accrued.
Martina Mastromonaco noted that she had not exceeded the regular hours for her own job and the 15-hour per week job she had been asked to fill, and that she had kept her supervisors regularly informed of her hours. She felt that she had adhered to Chilmark personnel policies and procedures.
Chief Randhi Belain (Chairman, Tri-Town Ambulance Committee), reminded the Board that changes to the Clerical Assistant’s position description suggested during the hiring process had delayed the hiring, prolonging Martina’s extra hours.
Stephen Lewenberg noted that the role of the Personnel Board is to help the Town’s governing bodies to comply with Town personnel policies, and asked Chief Belain how the Personnel Board could work with the Tri-Town Ambulance Committee to work within Town policies in the future. Chuck Hodgkinson acknowledged that Chief Belain would not normally have a working knowledge of Chilmark’s policies. It is the Department Head’s responsibility to keep Boards informed, he said. Polly McDowell said that the Tri-Town Ambulance Committee should be given a copy of the Personnel Policies.
Board members felt that it will be very important to hold a joint meeting with the Tri-Town Ambulance Committee once the question of Chilmark representation on that Committee has been decided by the Chilmark Board of Selectmen.
Stephen Lewenberg made a MOTION to hold a joint session with the Committee to address the issue of Martina’s compensation, and to work out better means of communication between the Committee and the Personnel Board in the future. Vote of 2 in favor, 2 abstentions, not carried.
Stephen Lewenberg presented a reformulated MOTION by which the Personnel Board will invite the Tri-Town Ambulance Committee to a joint meeting to improve coordination and increase communication between the two bodies; Martina Mastromonaco’s accumulation of compensatory time and related questions provide an example of the type of situation that calls for an improved working relationship between the Personnel Board and the Ambulance Committee. The Board unanimously approved the motion.
Procedure for Intersessional Decision-Making: Susan Heilbron suggested that the Board discuss this item in concert with the current status of the Bylaw/Procedure Manual. The only outstanding issue in the Manual is the Town’s recruitment and hiring policy, which will include procedures for hiring processes where immediate action is required between sessions of the Personnel Board.
Susan will work with Tim to produce a draft on recruitment and hiring procedures to go before the Board at its next meeting. In the meantime, the draft Bylaw/Procedure Manual will go to legal counsel for review, then will be presented to Department Heads, Chairs and employees for their input, before final adoption by Town Meeting.
Updates on current hiring processes: Max McCreery reported on the Police Patrolman hiring process, for which a timeline has been developed. There are two applicants so far; the application process will close on June 25th. Max McCreery and Frank LoRusso will observe the interviews on behalf of the Personnel Board.
Coralee (Coco) Adams is being recommended by the Cemetery Commission to fill the position of Cemetery Superintendent.
The updated position description for the Tax Collector will be on the Personnel Board’s agenda at its next meeting. The revisions reflect changes which were included in the posted Vacancy Notice. Polly McDowell’s departure is set for July 31st, giving her a two-week overlap with a newly-hired Tax Collector. Twelve applications have already been received.
Summer Schedule for the Personnel Board: At the request of Personnel Board Secretary Marina Lent, the Personnel Board agreed, contingent on Jennie Greene’s availability, to shift the Personnel Board meetings from the first and third Thursday of the month to the second and fourth Thursday at 8am for starting July 9, 2009, and return to a “winter schedule” from November to April.
The meeting adjourned at 9:36 am.
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