Town 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, January 21, 2010
Chilmark Town Hall
8am
Present: Max McCreery (Chair), Frank LoRusso, Stephen Lewenberg, Chuck Hodgkinson (Staff Representative)
Also Present: J.B. Riggs Parker (BOS observer), Marina Lent (Secretary), Timothy R. Carroll (Executive Secretary), Lenny Jason (Building Inspector), Pam Bunker (Beach Committee)
Absent: Jennie Greene
Minutes of October 30th, November 4th, December 7th 2009 approved as amended. The Board then discussed how it wished to see minutes written. It was suggested that, given that an audio archive of Personnel Board meetings is maintained by the Administrative Assistant, the minutes could be framed more concisely to focus on main positions and decisions taken, rather than reflecting the course of the Board’s discussion in detail.
Exit Interviews: The Board felt that the procedure for conducting and making constructive use of the exit interview should be regularized and reflected in the Human Resources Procedures Manual. A member of the Personnel Board should facilitate exit interviews, as the Board is an objective party. Chuck Hodgkinson was asked to draft an exit interview process for review by the Board and inclusion in the Procedure Manual.
Personnel Board FY’11 Budget: The Finance Committee declined to approve the additional 2 hours of staff time per week requested by the Personnel Board for FY’11, and suggested instead that the Personnel Board request funding for an additional two hours per week for the remainder of FY 2009. A motion to request a reserve fund transfer to cover an additional 2 hours per week for the remainder of FY 2010 was approved unanimously.
List of Personnel Board Projects and Tasks: Marina and Chuck were asked to cooperate in producing a list of projects and tasks to be accomplished by the Personnel Board.
Seasonal Paramedic Position Description was signed and approved by Personnel Board, forwarded to Board of Selectmen for signature.
Ambulance Chief Position Description: Randhi Belain commented on the preliminary grading exercise undertaken for the newly-developed position of Tri-Town Ambulance Chief. He felt that Grade 11, Step 1 is comparable to the equivalent positions in other towns, and is appropriate for the Tri-Town Ambulance. He noted that the Tri-Town Ambulance Committee will meet on Thursday, January 28th, and will respond to the Personnel Board’s recommendation. The Board moved to approve the grading of the position at Grade 11, Step 1.
Seasonal Assistant Beach Superintendent hiring process: Pam Bunker notified the Personnel Board that the Beach Committee will hire an additional Assistant Beach Superintendent this summer, as the current Assistant Beach Superintendent is not available in the shoulder seasons, which leaves unreasonable hours (70 per week) to be covered by the Beach Superintendent in May and June, and in late August and September. The position description is up-to-date. As this will be a seasonal position, there is no need for Personnel Board involvement in the hiring process.
Seasonal Employee Evaluation Process: This agenda item was tabled to be discussed at a future session with Jennie Greene present.
Review of Town Finance Positions: It was decided to proceed as quickly as possible with the review of the town Finance positions (in addition to the Assistant Assessor, this includes the Tax Collector, Accountant and Treasurer). The Board wishes to review the revised Treasurer position description at its next meeting, on February 4th, which will begin a half an hour earlier to enable a full two hours of work. The position of Accountant can then be reviewed on February 18th, and the Tax Collector position description on March 4th.
Review of Department head position descriptions: The Board noted that the last review and updating of Town position descriptions took place a good while ago. A systematic, comprehensive review of all position descriptions should be undertaken as needed. Following its review of the Town finance positions, the Board will assess Department head position descriptions to identify the ones which need to be updated.
The meeting adjourned at 10am.
Approved: ______________________________________________ Date:__________
Maxwell McCreery, Chairman
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