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Human Resources Board of Chilmark
August 26, 2013
APPROVED MINUTES
Present: Stephen Lewenberg, Chair, Jennie Greene, Max McCreery, Steven Flanders, Jim Malkin, Bill Rossi, Board of Selectmen Representative, Tim Carroll, Executive Secretary
Not present: Chuck Hodgkinson, HRBC Staff Representative
Board or Committee Member/Public: Clarissa Allen, Board of Assessor
Staff: Jennifer Christy, Administrative Assistant, Pam Bunker, Asst. Assessor, Melanie Becker, Treasurer
Meeting called to order at 8:10AM
- Minutes: August 8, 2013
- Minutes from August 8 were reviewed. Mr. Malkin made a motion to approve the minutes from as written. Mr. Flanders seconded the motion. All ayes.
DRAFT Municipal Position Evaluation Manual (MPEM) Testing:
- Re-testing of the draft MPEM occurred using the Administrative Asst. Job Description. The Board reviewed the position description. Discussion occurred about having position descriptions with two levels due to the fact that applicants to the position may have more or less experience and education. Ms. Greene noted that the town already raises the step of very qualified people in order to attract & reward well-qualified applicants. Mr. Lewenberg noted the key issue is the purpose of the grading process. He asked whether the purpose is to grade for the minimum level of necessary experience and education. It was agreed that this was indeed how the Board grades a position. The test of the MPEM using the Administrative Asst. position description resulted in a Grade 6, its current Grade. Discussion occurred
about the subjectivity of the process of evaluating position descriptions. Mr. Lewenberg discussed the past re-evaluation and grade revision of the Asst. Assessor position description. He described that process and noted the amount of emotion that was brought to that process. Mr. Lewenberg noted that the re-grading resulted in a higher grade. Since that time, he stated he has become uncomfortable with the process. Ms. Greene noted the employee occupying the Asst. Assessor position had achieved the top step. Mr. Malkin & Mr. Flanders noted the need to keep the position as it is rather than tailor it for the employee. Mr. McCreery noted there were other factors that drove the higher re-grading the Asst. Assessor position. Mr. Rossi noted that it is a personal choice to take a town position that has a limit to the pay grade. Ms. Greene noted that the
town is fortunate to have high quality workers. Mr. Lewenberg noted that he raised the topic of the re-grading of the Asst. Assessor so that the Board would be careful in the future to not re-grade based on an employee performance.
- Position Analysis Questionnaire:
- Ms. Greene noted that the questionnaire may be helpful for the Board to use in reevaluation of the position descriptions.
- Mr. Carroll noted the document was included with the original MPEM and was distributed to the Board 2 years ago, at the start of the review of the MPEM.
- Ms. Greene reiterated the value of the document as a tool to evaluate or reevaluate position descriptions. Mr. Malkin noted his support of using the document during evaluation or a variation of the document.
- Mr. Carroll noted the questionnaire document was distributed to the employees when the MPEM was being developed for the town and the employees had no access to the the scores of the levels.
- Mr. Carroll noted that there may an inequity apparent in the sense that some employees work for a Board and have a number of advocates in the process of re-grading whereas some employees are represented by a single supervisor who is not necessarily solely advocating for the employee. Higher grades, he noted, happen more often when the employee is represented by a Board.
- Test of the MPEM using the Coordinator of Admin. Support Position Description:
- The Board began a test of the MPEM using the Coordinator of Admin. Support position description and, after a few minutes, decided to return to the testing at another time due to the fact that the Board of Assessors member, Clarissa Allen, was present and ready.
- Asst. Assessor Timesheets:
- Chair Lewenberg summarized the issue of keeping timesheets by the Asst. Assessor. Ms. Allen stated Ms. Becker has concern about accountability to the auditors and that the Board of Assessors (BOA) thought there was a directive from the HRB re recording compensatory hours on timesheets. Ms. Allen also noted that, during revaluation years, Ms. Bunker works an extra 200 hours. Ms. Bunker noted a previous meeting of the HRB whereby the change was to make the position 38.5 hours to account for the extra hours that occur periodically. Ms. Allen stated they are asking for clarity and solutions.
- Ms. Greene noted the hours were increased to balance out the increased hours worked in revaluation years and stated that hours should be recorded.
- Ms. Allen inquired about the reason why the Asst. Assessor is not a salaried position. Discussion occurred about whether the position is exempt or non-exempt. Chair Lewenberg noted the HRB has explored the possibility of making the Asst. Assessor position an exempt position. At the time it was reviewed by the town’s labor counsel, in 2010, it was stated that it was not qualified for exemption based on an administrative level. Since the position is non-exempt, exact time records must be kept and overtime must be paid over 40 hours.
- Chair Lewenberg noted Ms. Becker administers a record-keeping process that is required by the town. He asked that the Asst. Assessor adopt the same record-keeping procedure as the other employees at the same level, salaried & non-exempt.
- Mr. Malkin asked Ms. Becker for clarification of the record-keeping process. Ms. Becker described the process depending on salaried and hourly, exempt and non-exempt. Non-exempt employees record “in and out” times. Mr. Malkin asked if the problem is that the Asst. Assessor did not write “in and out” times on the timesheet. Ms. Becker agreed that it is the issue and noted that it seemed to her that the Board had wanted this to be done. Chair Lewenberg noted the Board only is required to require that accurate record-keeping procedures. Mr. Malkin noted the Board would recommend a consistent record-keeping process. Ms. Allen inquired of Ms. Becker how the same types of employees in town record their hours. Ms. Becker described how a timesheet would appear from a similar level employee and noted
that the Asst. Assessor stopped recording “in and out” hours on July 1, 2013. Ms. Bunker questioned whether if her “in and out” hour amounts are different from what she is to be paid for each week, will she continue to be paid for 38.5 hours per week even if 37 hours are worked in a week. Ms. Bunker inquired of Ms. Becker what would happen if the “in and out” hours recorded amounted to less than 38.5 hours in a given week. Chair Lewenberg noted that the Asst. Assessor is basically paid on a salary basis but accurate records must be kept. He further noted that a non-exempt employee needs to keep an accurate record of the hours worked. Ms. Bunker clarified that if she worked 30 hours per week, she would still be paid for 38.5 hours for a week. Ms. Greene stated the position should probably be a salaried position. Mr. Malkin clarified that the Asst, Assessor gets paid for 38.5 hours per week whether the employee works 20 hours or 50 hours a week.
The Board agreed that was the procedure. Chair Lewenberg stated that the Asst. Assessor keep accurate records of “in and out” hours and follow the procedures outlined by the Treasurer for all non-exempt employees, recording on the timesheet (not separately) the particular hours worked. Ms. Becker asked, however, in a week that the Asst. Assessor may work 50 hours in a week, would time and one half comp time be paid for any hours over 40 per week. Mr. Carroll stated that it was the intent of the HRB to account for an seasonal overages by paying the position 1.5 hours more per week, year-around, but wondered if this was an adequate solution. Mr. Carroll stated the town was not in violation of the Fair Labor Act. Mr. Malkin noted that the immediate questions have been answered and further clarification of comp time will need to be reviewed. Ms. Becker noted the Board may need to review the procedure as outlined in the procedures manual to make sure that it is
compliant with current laws. Chair Lewenberg asked Ms. Greene to inquire of town labor counsel how comp time should be taken. Ms. Greene stated that she would ask counsel what to do if Asst. Assessor works 20 or 50 hours.
- Next Meetings:
- September 12, 2013
- September 19, 2013
- October 3, 2013
- Meeting adjourned at 9:47AM
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