HUMAN RESOURCE BOARD of CHILMARK
Approved Minutes
October 6, 2011
Members Present: Jennie Greene, Chair, Max McCreery, Steve Lewenberg, Steve Schwab, Todd Christy, Administrative Assistant.
Public: Frank Fenner
The meeting was called to order by Ms. Green at 8:07 AM.
Minutes:
Mr. Lewenberg questioned whether the minutes should reflect in greater detail the discussion that took place regarding the proper classification of job descriptions as either exempt/ non-exempt. Mr. Lewenberg discussed briefly the overtime exempt policy and the administrative exemption in terms of thresholds that he would like to see reevaluated. Mr. Lewenberg was pointing out that in some cases, he believes that some of the jobs that are classified as non-exempt, may actually be exempt. Some positions in town may exercise independent judgment and discretion and in many cases the job positions are more individualized than the true scope of the job being performed.
This segued into a discussion regarding the evaluation process for employees. (The HRBC had approved an employee evaluation form several years ago but it appears that this form is not being used. Todd will send out the form and the procedure for the procedures manual included to each employee and supervisor.) The discussion included the process by which employee performance evaluations are done and how they are reviewed by the various supervisors and then finally the Board of Selectmen. A question was who ultimately sees the evaluation forms and makes the recommendation to the financial team, approving step increases? The Approved Form requires several signatures, including: Chair of the HRBC, Supervisor, employee, BOS, Treasurer/Accountant. Step increases are built into the department budget and become difficult to parse out during review,
allowing the step to go forward unless there is a notification to the contrary. The evaluation process was once again defined as: reminder to both employee and supervisor; process of evaluation; evaluation form; employee sees and signs evaluation form. The final form must be signed by the HRBC chair, the Supervisor, the employee and the financial team.
Evaluation Manual Review:
Several key items were included for review concerning the draft evaluation manual; including the possibility of parsing out the different aspects that include physical vs administrative. Also, the members would like to see fewer levels in each category, becoming more consistent across all the categories. Todd and Max will continue to work on the draft.
Todd was asked to contact the MMA concerning possible drafts of current evaluation manuals.
Minutes:
The minutes from September 15, 2011 were approved as amended.
With no other business to attend to, the meeting was adjourned at 9:26am
Minutes respectfully submitted by Todd Christy, Administrative Assistant.
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