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Human Resources Board of Chilmark
Oct. 10, 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:
Public/ Board or Comm. Members:
Staff: Jennifer Christy, Administrative Assistant, Chuck Hodgkinson, HRBC Staff Representative
Meeting called to order at 8:02AM
- Municipal Position Evaluation Manual (MPEM) DRAFT Discussion:
- Discussion occurred about the continuation or conclusion of the testing of the MPEM.
- Members unanimously agreed the MPEM is a document ready to be recommended for adoption.
- Mr. Hodgkinson expressed concern about the tests that were done on the MPEM with position descriptions that resulted in lower grades. He also expressed confidence that a grading or a re-grading of a position would benefit from the new procedure adopted in August 2013.
- Mr. Hodgkinson suggested that Ms. Christy prepare the MPEM document for recommendation. Mr. Lewenberg volunteered to prepare a description of the process used to develop the new draft of the MPEM.
- Mr. Hodgkinson suggested the procedures for grading a position be included in the beginning of the MPEM. He also suggested the excel file detailing the test results of the MPEM draft be included in the members’ MPEM copies.
- Mr. Malkin suggested that a preamble be inserted in the beginning of the manual noting when the manual will be used.
- Ms. Greene noted that section 2 in Experience needs to be changed. The changes are:
- Page 3, section 2 in Experience, must be changed to reflect “experience required” rather than “time to learn the position”
- Page 5, Judgment and Initiative, delete “can this be made part of E?” note
- Mr. McCreery asked whether staff should be invited to review the recommended draft. It was decided this was not necessary due to the length of time the topic and testing of the drafts have been on the agendas of the HRB meetings.
- Mr. Lewenberg stated the Board has most likely saved the Town $25,000-30,000 in consultant fees.
- Mr. McCreery noted some Selectmen do not appreciate the work the HRB does.
- Ms. Greene made a motion to clean up the MPEM and bring the document to the next meeting.
- Performance Appraisal Procedure:
- Chair Lewenberg stated there is resistance to providing performance appraisals to the Chair of the HRB by the Library Dept. and Police Dept.
- Mr. Malkin read the procedure in the manual, on page 20 of the new draft of the manual.
- Mr. Hodgkinson stated there has been an issue with performance appraisals being lost in the Executive Secretary’s office.
- Discussion occurred about the process of completing and filing performance appraisals.
- Chair Lewenberg asked should the procedure be left as is or should the procedure be changed. Ms. Greene stated the procedure should be left as is and the process works well. Mr. Malkin stated he did not prefer “work-arounds” (separate departments keeping personnel files rather than providing them to the Exec. Sec. as the procedures manual directs supervisor’s to do) due to an apparently disorganized office filing system but in this case thinks that alternate plans are ok.
- Discussion occurred about the role of the administrative assistant and the performance appraisal process. Mr. Malkin suggested including an email to the supervisor on the due date of the appraisal in addition to the one-month-prior email reminder. He further suggested Ms. Christy copy the Chair and the Board of Selectmen on the one-month-prior and day-of emails.
- It was agreed that the procedure for performance appraisal in the manual should not be changed.
- Step Increase Change Request, Virginia Jones, Harbor Dept. Assistant:
- Ms. Greene noted that it had been previously agreed that the Board supported Ginny’s preference to not receive a step increase.
- Mr. Hodgkinson noted that Ginny received, at the beginning of the fiscal year, a step increase and a COLA (cost of living adjustment).
- Discussion occurred about the position and the employee’s request.
- Mr. Malkin stated the HRB agreed to accede to her request. Mr. Rossi stated he would speak with Ms. Becker, Treasurer.
- Chair Lewenberg noted the Harbor Asst., Ginny Jones, is entitled to the increase but has chosen not to receive the increase.
- Ms. Greene made a motion to recommend Ginny Jones not be awarded an increase in step-increase wages. The motion was seconded and all members voted aye.
- Ms. Greene suggested a note be sent to Ginny thanking her for her commonsense approach to the topic.
- Work From Home Policy Discussion:
- Discussion occurred. Mr. Flanders stated his opposition to establishing a work-from-home policy.
- Mr. Hodgkinson stated a policy for hourly workers may be needed, but not for salaried workers.
- Mr. Malkin proposed a policy statement: employees who work from home shall do so with the approval of their supervisor and only under exceptional circumstances.
- Mr. Hodgkinson stated that some employees have access to the town hall computers in order to work from home.
- Mr. Carroll stated there is a policy/procedure that covers work-from-home.
- Members perused the bylaws and procedures manual. Mr. Carroll stated the only employee who regularly works from home is the Asst. Assessor.
- Mr. Malkin read a passage from the procedure manual on page 23. He felt this section of the procedures covers the work-from-home situation.
- Mr. Malkin stated that having a flexible policy is better than having a specific work-from-home policy that allows a specific situation.
- Mr. Hodgkinson stated that the Treasurer should be apprised of the section of the manual on page 23. Chair Lewenberg asked Ms. Christy to write a memo to the Treasurer referring to the discussed section of the procedures manual.
- Temporary Clerical/ Clerical Assistant Position Description:
- Discussion occurred and it was suggested Ms. Christy and Mr. Carroll look through past minutes to try to determine what was decided in the past.
- Mr. Malkin summarized the issue and the Board agreed not to address the lack of a description due to the fact that the position is not a permanent one and may be occupied by various employees at various pay rates and duration.
- The minutes were reviewed. Discussion occurred. The topic of the name of the Dog Officer to Animal Control Officer was discussed. The BOS representative noted the BOS has not forced the issue of changing the name officially. Ms. Greene made a motion to approve the minutes as written. Mr. Flanders seconded the motion. 4 ayes, 1 abstain.
- October 24, 2013
- November 7, 2013
- November 21, 2013
- December 5, 2013
- December 19, 2013
- Meeting adjourned at 9:08AM
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