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Human Resources Board of Chilmark
November 5, 2015 APPROVED MINUTES
Present: Jim Malkin, Chair, Jennie Greene, Max McCreery, Steven Flanders, Stephen Lewenberg, Bill Rossi, Board of Selectmen Representative, Chuck Hodgkinson, HRBC Staff Representative
Not present:
Public/ Board or Comm. Members:
Staff: Jennifer Christy, Admin. Asst., Tim Carroll, Exec. Sec., Diana DeBlase, Receptionist & Asst. to the Exec. Sec., Jessica Bradlee, Tax Collector, Ellen Biskis, Accountant
Meeting called to order at 8:00AM
- HRS, Inc. Compensation Study:
- Mr. Malkin noted the purpose of the study was to provide an independent review of compensation for the Town. He summarized the history of the review since August 2015.
- Mr. Malkin noted he had last asked HRS, Inc. for updated information and response due to the Town by Friday, October 30, 2015.
- Mr. Malkin suggested a recommendation to the BOS that the work to date has been unsatisfactory and the Town cannot proceed with the study. The suggestion was moved by Ms. Greene. The motion was seconded by Mr. Flanders.
- Mr. Carroll stated he had received a final report from HRS, Inc.
- Ms. Greene restated the motion to say that the HRB recommends to the BOS that the HR Board has not received a completed independent study and that the BOS utilize the clause in the agreement that states that the work was not performed.
- Mr. Malkin recommended the motion further recommend to the BOS that the current bill not be paid until the work is complete. The amended motion was seconded and was passed unanimously.
- Mr. Malkin noted that the COLA, as calculated by the formula adopted in 2008, has been calculated for FY17 at 0%. The COLA historical chart created by Ms. Christy was reviewed by the Board. Mr. Malkin noted that the history of the COLA has been for the HRB to recommend the number that is produced by the formula. He further stated that it is the decision of the BOS to adjust the COLA if desired.
- Mr. Hodgkinson passed around two charts that explain the calculation of the COLA since FY12 and one that demonstrates the impact of a COLA against the increase in health costs, which the CPI does not address. He noted that approximately 59 employees would be impacted as illustrated by the impact chart.
- Mr. Doty stated that the Town provides benefits but that the increases in those benefits should not provide reason to change the COLA numbers that are produced by the formula.
- Mr. Lewenberg noted he does not hear an argument to vary from the formula.
- Mr. Lewenberg made a motion to recommend to the Board of Selectmen a 0% COLA for FY17 as produced by the currently used formula. Mr. Flanders seconded the motion. Ms. Greene stated her wish that those employees who are outside of the step system but are not eligible for longevity yet were compensated in some way. The motion was brought to a vote and carried unanimously.
- Asst. to the Board of Selectmen/ Receptionist Position Grading:
- The Board graded the position and made a motion to recommend Grade 7 for the position to the BOS. The motion was seconded and voted. All ayes.
- Tax Collector Position Grading:
- The Board graded the position and made a motion to recommend Grade 10 for the position to the BOS. The motion was seconded and voted. All ayes.
- Memo from BOS re Request to Amend Human Resources Bylaw:
- Mr. Doty explained the memo and suggested the bylaws be amended to make sure all employees, including police department employees, receive benefits after 6 months of successful performance.
- Mr. Malkin inquired how the change may affect the financial position of the Town. It was determined that the change would not affect the financial position in the long term, only the cash flow in the short term.
- Ms. Greene inquired about whether the contract requires any changes. No changes appear necessary.
- Mr. Malkin inquired how the Town rectifies the fact that the police employee contract is for a one-year probationary period, but that benefits will be due to the person after 6 months.
- Mr. Doty and Mr. Carroll could not answer, at the time, how this discrepancy would be rectified.
- Mr. Lewenberg made a motion to recommend to the BOS that they proceed with an amendment to the Human Resources Bylaw. More discussion occurred. Mr. Lewenberg amended the motion to say: the HRB recommends a change in the bylaws to allow all employees receive their benefits after the six month initial evaluation period. More discussion occurred. Mr. Malkin noted the request from the BOS is to work with counsel to draft language to present to the BOS regarding a human resource bylaw amendment. The motion was seconded and passed unanimously.
- Asst. Shellfish Constable, Change to Full-time, Benefited Position:
- Ms. Greene made a motion to recommend to the BOS that the Asst. Shellfish Constable become a permanent year-round benefited position. Mr. Lewenberg seconded the motion. Mr. Malkin noted the decision to change the position to a full-time, benefited position is not currently in the purview of the HRB and suggested that the HRB table the issue until the appropriate time for the HRB to address it. The motion was withdrawn.
- All Island Human Resources Board Meeting:
- Mr. Malkin asked what the agenda items would be for a possible island-wide meeting.
- Discussion occurred.
- Mr. Malkin invited anyone who is interested in agenda items for an island-wide meeting to please bring items to the next meeting.
- The minutes were reviewed.
- Changes: 4th bullet from the bottom. Mr. Hodgkinson stated we should use the FY15 data from other Towns.
- Ms. Greene made a motion to approve the minutes with one change. The motion was seconded. The minutes were approved unanimously.
Meeting adjourned at 9:27 AM
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