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Human Resources Board of Chilmark
March 13, 2015 APPROVED MINUTES
Present: Jim Malkin, Chair, Jennie Greene, Steven Flanders, Bill Rossi, Board of Selectmen Representative, Chuck Hodgkinson, HRBC Staff Representative, Max McCreery, Stephen Lewenberg
Not present:
Public/ Board or Comm. Members:
Staff: Jennifer Christy, Admin. Asst., Tim Carroll, Exec. Sec.
Meeting called to order at 8:02AM
- The Dec. 18, 2014 Minutes were reviewed. Ms. Greene made a motion to approve the minutes as corrected. Mr. Hodgkinson seconded the motion. Three ayes and two abstentions.
- Mr. Malkin asked if a response had been received about whether the town would need to act in any way in response to the new legislation.
- Mr. Malkin requested that Mr. Lewenberg review the bylaws to determine if there is a “zipper clause” in them and report back to the Board.
- Mr. Hodgkinson asked that the topic stay on the agenda until resolved.
- Sick Bank Policy Discussion:
- Mr. Rossi stated he feels that a policy should be developed and presented to the employees.
- Mr. Malkin asked the Board members to review the documents and be prepared to discuss the topic at the next meeting in order to develop a draft policy for review by the Board of Selectmen.
- Comprehensive Compensation Plan Review:
- Mr. Carroll stated that Friday, March 27, 2015 is the deadline for a response to the RFP for a comprehensive plan review. Mr. Carroll noted the Human Resource Service has stated they will give the Town a price but that is the only response so far.
- It was determined a draft of the RFP had gone out in December 2014 to seven different companies, but the final version was distributed on Thursday, March 12, 2015. Mr. Carroll noted that HRS submitted a price of $8000.00.
- Mr. Malkin summarized the actions of the Board so far and asked Mr. Rossi for direction on what the Board’s role should be in terms of the compensation plan review. Mr. Carroll stated the RFP states two Board members are to review the RFPs and the entire RFP is to come back to the Board for their review and comment before going to the Board of Selectmen.
- Mr. Hodgkinson inquired whether the study/review is funded. Mr. Carroll stated that Board of Selectmen had stated they would pay for the review from other services fund.
- Senior Citizen Work Discussion:
- Mr. Malkin inquired about the process and rules for this program. Mr. Rossi stated the request will be made to the Executive Secretary. Mr. Carroll stated that the Board of Selectmen have reviewed draft regulations at a previous meeting but the rules have not been adopted yet. Draft regulations are included as attachments in an agenda for a Board of Selectmen meeting last month.
- Ms. Greene asked how the Town could limit the number of people working. Mr. Carroll stated that the Town must limit the numbers because of state law. He further stated that the Assessors need to set aside enough abatement funds to pay for the program.
- Mr. Malkin confirmed there are proposed rules for the program being considered and inquired what is the age limit for the program. There was some discussion about this limit and it was unclear whether the age for eligibility is 65 or 70. Mr. Carroll stated the limit is 65.
- Mr. Hodgkinson suggested looking at the original warrant article to see what the Town originally voted. Mr. Carroll stated he had the documents and he has copies of policies from other towns.
- Mr. Malkin noted the Board needs to find out what the state regulations are and what the process is for the future. Mr. Malkin inquired whether the Board of Selectmen needed the support of the Board to further the implementation of the program. Mr. Rossi stated the Board of Selectmen have the topic on their agenda and will be following up.
- Discussion continued regarding how many senior citizens may take advantage of the program. Mr. Carroll noted that it is an annual program and he does not know if money has been put aside for it for FY16. He stated he is looking into the funding issue.
- The Chair asked if there was any new business to discuss.
- Performance Evaluation of Tri Town Ambulance Chief:
- Mr. Carroll stated he has a meeting with the Tri Town Ambulance Committee (TTAC) to discuss the year-long effort to complete a performance evaluation of the Tri Town Ambulance Chief (TTA Chief.) He stated he had thought the evaluation was done since the Chairperson of the TTAC had agreed to perform the evaluation, but it turns out it has not been done.
- Discussion occurred about whether to perform an evaluation now or wait until next February, the anniversary of the hire date of the TTA Chief. Mr. Carroll stated the TTAC determined the evaluation of the TTA Chief should be done in June, but that the anniversary of the hire date of the TTA Chief is February. The confirmation of the TTA Chief occurred in June of the year he was hired. Mr. Hodgkinson asked when benefits begin for a hired employee. Mr. Carroll stated benefits begin on the initial hire date if the employee is hired permanently.
- Mr. Carroll described the scheduling problems of the TTAC. Mr. Carroll stated the committee is on target to evaluate the TTA Chief in March, which was due to be done in February. However, the committee was already a year behind in performing the evaluation. Mr. Carroll stated that the next evaluation, for this year, should be done in the near future so that the performance evaluation schedule is back in track. Ms. Greene stated the evaluation of the TTA Chief needs to be done right away to be fair to the employee. Ms. Greene read from the Human Resources procedures manual, stating: “Performance evaluations of all non-elected Year-round Employees shall be conducted annually on or about the employee’s anniversary date.”
- Mr. Carroll requested a member of the Board attend the next TTAC meeting. Mr. Malkin agreed to attend the next Tri Town Ambulance Committee meeting. Mr. Carroll stated regular meetings are on the 1st Wednesday of the month.
- Mr. Malkin stated that the TTAC should be informed that the Chilmark Human Resources Board would like the TTAC to complete the required evaluation of the TTA Chief from the time he became and was paid as Acting TTA Chief until now. Mr. Malkin stated that the TTAC should immediately do a performance evaluation of the chief up to and including the month of February 2015 and that the next review be completed at the next due date, February 2016. Ms. Greene stated that the supervisor should not be receiving a step increase until the evaluation is done.
- Mr. Malkin asked Ms. Christy to draft a letter to the Tri Town Ambulance Committee from the Chilmark Human Resources Board stating the Board’s request that the TTAC immediately complete the evaluation of the TTA Chief for the year ending February 2015 and that the next evaluation, due in February 2016, be completed in a timely manner.
- Performance Evaluation of Building Inspector Dept. employees-Plumbing Inspector, Electrical Inspector & Gas Inspector:
- Mr. Carroll inquired whether the Building Inspector may be required to perform evaluations of the inspectors under his supervision. Ms. Greene stated that she had thought those inspectors were exempted from the evaluation requirement.
- The Board stated that the Building Inspector need not perform evaluations of the gas, plumbing and electrical inspectors.
- Performance Evaluation of Tri Town Ambulance Chief, Cont’d.:
- Discussion occurred regarding how the Tri Town Ambulance Committee performs reviews, their role in the organization and their responsibilities.
- Mr. Malkin confirmed with Ms. Christy the need to draft a letter to the Tri Town Ambulance Committee. Ms. Christy stated that she will draft a letter.
- Mr. Flanders moved to reappoint Mr. Malkin as chairperson for one more year, until the first HRB meeting in May 2016. Discussion occurred. It was determined that no action would be taken until the first meeting of the Human Resources Board in May 2015.
- Performance Evaluation of Tri Town Ambulance Chief, Cont’d.:
- Ms. Greene expressed dismay that the evaluation of the Tri Town Chief had not been done. Mr. Carroll stated the chief has not been granted a step increase for the FY15 year due to the fact that the evaluation had not been done.
- More discussion occurred. Review of the Human Resources Bylaw and the procedures manual occurred.
- Mr. Malkin reiterated the need to send the letter to the Tri Town Ambulance Committee regarding the evaluation of the TTA Chief, referenced above, and he stated he would inquire with Melanie Becker, Treasurer, on the process.
Apr. 2, 2015
May 7, 2015
Jun. 4, 2015
Meeting adjourned at 9:02AM
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