PERSONNEL BOARD
Approved Minutes
August 26, 2010
Members Present: Jennie Greene, Chair, Steve Lewenberg, Frank LoRusso,
Frank Fenner, Selectman, Chuck Hodgkinson, Staff representative,
Todd Christy, Administrative Assistant.
The meeting was called to order by Ms. Greene at 8:07 AM.
The Board continued with their review of the Personnel Bylaw input of the staff starting with Annual Performance Review, section 11.0, Input section #6.
There was continued discussion concerning how the supervisor gets paid retroactively once the performance review is complete. What period of time should be allowed before providing retroactive pay? Should the Town hold the money in escrow? The question was asked how this process was supposed to work, to which the answer was that every year the money for the next year is approved and allocated. The raise of an employee currently is automatic as there is no system in place to alert the Accountant or the treasurer otherwise. It was suggested that to make the system work as designed, the Selectmen should approve the employee performance evaluations for the July FY raise. This would require the Selectmen to have a compiled list of completed evaluations by April 1st of each year, allowing enough time to review by May 1 and approve by
the last BOS meeting of the Fiscal year. If this is not done, then the Personnel Board could assess the penalty to the tardy supervisor. Ms. Greene asked to have the sentence added,”Selectmen must review by last BOS meeting in June, or raise will not be given to supervisor.” Those present Board members agreed to this addition.
Further discussion included a definition of “Timely Manner” for evaluations, allowing 30 days to have a completed performance evaluation. Todd was asked to include supervisors for Tri-Town Ambulance to the evaluation notification process alerting supervisors of upcoming evaluations due; first notification 60 days; second notification 30 days.
Returning to the discussion of Staff Input from the Personnel Bylaw review, in Section 12, #7 Mr. Doty had a note to discuss Disciplinary Action. If there is disciplinary action taken, the issue currently goes to BOS first. Should it go to Personnel Board first for review and initial investigation and establish the next steps taken? Currently, the process for disciplinary action involves: oral reprimand; written reprimand; probation; suspension. In Section 12.2, Mr. Doty would like to see added that an employee may chose executive session of the BOAS or open meeting for disciplinary discussion.
In Section #8, Harassment Policies require that there is prompt and appropriate investigation which may include the chair of the Personnel Board to act as investigator. If this appears appropriate, the involvement of the Department Head could be added to the investigation.
There was a brief discussion concerning the response from counsel regarding Appointing Authority.
At this point, the re-grade of Coordinator of Administrative Support was discussed. The discussion included the Job Description and a process to evaluate that job description numerically, resulting in appropriate compensation based on actual role. The Board agreed to go through the entire re-grade process together to arrive at a fair wage for this position.
The Board proceeded to work through the re-grade, finally arriving with a grading number of 450. This would be a re-grade to grade 11, step 1. The motion was made to re-grade the Coordinator of Administrative Support to Grade 11, step 1. That motion was seconded and approved by all members.
The Chair asked to inform both the Library Director and the Harbor Master that a re-grade of their job descriptions would take place. Todd was asked to inform the Library Trustees and the Harbor Dept. that this re-grade will take place soon.
There was a brief discussion of the loss of Rusty Walton. Rusty suffered from advanced cancer and recently died. The discussion revolved around Rusty’s replacement. Doug Cooper has been performing some of the wetland delineation for Con Comm applicants, while Mr. Hodgkinson is also doing most of the work for the ConComm.
Todd was asked to invite Norman Freed and Bob Bellinger on Sept. 8
With no more business to attend to, the Board adjourned at 9:25 am
Documents discussed: (enclosed)
Minutes respectfully submitted by Todd Christy, Administrative Assistant.
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