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Human Resources Board of Chilmark
Feb. 20, 2014
APPROVED MINUTES
Present: Jim Malkin, Chair, Jennie Greene, Max McCreery, Steven Flanders, Bill Rossi, Board of Selectmen Representative, Chuck Hodgkinson, HRBC Staff Representative
Not present: Stephen Lewenberg
Public/ Board or Comm. Members:
Staff: Jennifer Christy, Administrative Assistant, Dennis Jason, Harbormaster
Meeting called to order at 8:00AM
- Jim read aloud the letter received from Tim Carroll regarding the resignation of the Assistant Harbormaster Edward (Spider) Andresen and a request from the Harbormaster to change the organization of the staffing of the Harbor Dept., dated February 5, 2014. Jim asked Mr. Jason to explain his reorganization proposal.
- Mr. Jason described the current status of the staff organization at the Harbor and described the difficulty in obtaining and retaining Assistant Wharfingers.
- The staff organization in the summer of 2013 was briefly described.
- Jennie made a motion to recommend to the Board of Selectmen that the town continue to implement the current harbor staff organization and search for a person to fill the Assistant Harbormaster position for another year and that a CORI check be included in the hiring process for all Harbor Department employees. Max seconded the motion. A vote was taken and there were three ayes, one nay.
- Professional Development & Training:
- Jim opened the topic and summarized his discussion with Mr. Carroll regarding professional development. He noted the funds for professional development are based in each department and Mr. Carroll alerts each department to professional development opportunities.
- Accommodations as per the American Disabilities Act (ADA):
- Max presented a summary of Collins’ memo in the form of key bullet points.
- Max noted the need to discuss how the points should be distributed and handed out a list of talking points. He further noted the need to determine how the process may be supported. He suggested the development of a procedure that department heads may follow.
- Chuck addressed Max’s talking points and stated the need to inquire with counsel on whether seasonal employees are covered under these recommendations. He asked further:
- Is there a need for confidentiality?
- Does this apply to persons on leave or to just accommodations in the workplace?
- Jennie agreed to speak with counsel to answer the questions above and to also ask Mr. Collins for a definition of “reasonable.”
- Jim asked Jennie to inquire with Mr. Collins whether the HRB may gather data on the need for accommodations in the town, currently.
- Max agreed to speak with Marilyn Wortman, the head of the HR dept. in the Town of Edgartown, in order to gather information on how they proceed with accommodations.
- Exit Interview Procedure:
- Jim introduced a draft procedure.
- Jennie suggested changing “Fulltime” to “Year-Round” in the top title sentence. She also suggested changing the phrase to “and/or” in the 4th sentence from the top in order to say: “Either a member of the HRBC and/or a Selectman will conduct the interview.”
- Chuck asked if this procedure precludes a department head doing a separate exit interview on their own, in addition to the official exit interview. It was noted that this procedure would not preclude this. Chuck noted that this should be stated in the procedure explicitly.
- Chuck inquired what the procedure would be for the Library, Police and Assessor departments due to their appointing authority. Discussion continued. It was suggested inserting “and/or Appointing Authority” after HRBC in the last sentence of the procedure draft.
- Steve suggested the employee be required to attend an exit interview. Discussion occurred about whether the requirement may be enforced. Jennie, Max and Chuck suggested that an exit interview be recommended for each employee.
- Professional Conduct Policy:
- Jim introduced the policy draft.
- Chuck suggested, if the policy is adopted, that each employee, upon hire, be given the policy.
- Jennie noted the bylaw states the same points as the policy.
- It was noted that the primary reason to adopt the policy would be to obtain the insurance discount available.
- Jennie made a motion to approve the draft policy draft. Steve seconded the motion. All ayes.
- Max asked if the HR Bylaws need to be reviewed periodically. Jim suggested placing this topic on the next agenda.
- February 6, 2014: Ms. Christy was asked to refer to Board members, in the minutes, by first names in the future. Approved with changes. All ayes.
- March 6, 2014
- March 20, 2014
- Meeting adjourned at 9:08AM
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