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Human Resources Board of Chilmark
February 18, 2016 APPROVED MINUTES
Present: Jim Malkin, Chair, Jennie Greene, Max McCreery, Chuck Hodgkinson, HRBC Staff Representative, Steven Flanders
Not present: Stephen Lewenberg, Bill Rossi, Board of Selectmen Representative
Public/ Board or Comm. Members: Warren Doty, Matt Poole, BOH Member
Staff: Jennifer Christy, Admin. Asst., Tim Carroll, Exec. Sec., Diana DeBlase, Receptionist & Asst. to the Board of Selectmen, Marina Lent, BOH Admin./Inspector
Meeting called to order at 8:00AM
- The minutes of January 7, 2016 were reviewed.
- Mr. Flanders made a motion to approve the minutes as drafted. The motion was seconded. The minutes were approved unanimously.
- BOH Position Description:
- Mr. Poole addressed the changes to the position description and stated the Board of Health supports the position description revision.
- Discussion occurred regarding changes to section J. on the last page of the draft position description.
- Ms. Greene made a motion to recommend the BOH position description with changes to J. under Required Knowledge, Skills and Abilities: Certification will occur within 3 years and the pay Grade is 7 until completion of certification. A grade 8 will be the pay grade when certification is complete. The motion was seconded and the Board voted unanimously to recommend the position description to the Board of Selectmen as amended.
- HRS, Inc. Compensation Study:
- Mr. Malkin summarized the events that have occurred since the January 7th meeting.
- A recommendation was made to the Board of Selectmen to take the work already completed, with an explanation of the Town’s needs, to accounting-type firms in order to obtain the services needed to complete the study.
- The Board of Selectmen directed the HR Board to act on the recommendation.
- Mr. Hodgkinson distributed a document titled Chilmark Comparative Compensation Study, which he was asked to develop after the Board of Selectmen’s meeting on January 19, 2016, and discussion occurred.
- Mr. Hodgkinson noted the most time-consuming portion of the task, for the entity that is contracted to do the work, will be the collection of position descriptions and the evaluation of which position descriptions are comparable for the purposes of the study. Mr. Malkin agreed that the main issue will be the comparability of position descriptions. Mr. Malkin noted that the entities that may be contracted to do the work will not be able to start until after April 15th at the earliest.
- Ms. DeBlase inquired about the process of selection of comparable positions. Mr. Hodgkinson and Mr. Malkin stated that the pay level of positions will not be considered at the initial study of position comparability.
- Mr. Malkin noted the first step is to contract with an island entity that may be able to do the work required.
- Mr. Malkin stated that the Admin. Asst. and the Chairperson would determine entities that may be able to collect the data needed and perform the review of the position descriptions. Mr. Malkin noted tax/accounting firms that may be interested in performing the work.
- Mr. Doty inquired about the request that the Board of Selectmen made at the January 19th meeting to have Mr. Hodgkinson develop a recommendation for the completion of the compensation study that was acceptable to the staff. Mr. Hodgkinson stated the recommendation developed is acceptable to the staff.
- Mr. McCreery offered his assistance in the work to develop an inquiry to tax/accounting/law entities.
- Changes were made to the “draft brief” that was distributed by Mr. Hodgkinson:
- Under the section, “Methods & Timing”, add in a bullet point in the beginning that states Review Completed Work of the Independent Committee.
- Change dates noted in “Methods & Timing”, #5, to May 15, 2016 and change dates noted in “Wage Comparisons”, #5, to June 15, 2016.
- Procedure of Election of Employee Representative to HRB:
- Discussion occurred and the Board moved to clarify the procedure to state the election of the employee representative will be selected in April prior to Annual Town Meeting on an annual basis and take office after the Annual Town Meeting.
- Mr. Carroll stated he is willing to continue to administer the annual employee representative election. He summarized the steps of an employee election process.
- The motion was seconded and the Board voted unanimously to approve this clarification of the procedures for the annual election of an employee representative.
- Discussion re HR Bylaw proposed amendments to Section 6:
- Mr. Carroll presented the rationale for the proposed amendments to Section 6 and noted the differences to benefits available to employees in the Police and School departments.
- Mr. Carroll stated the proposed changes would bring the Town employees more in line with the benefits that are afforded the Police department employees particularly.
- Discussion occurred regarding:
- Sick leave
- Vacation earned for employees who have been employed 20 years and 25 years.
- Use of unused earned time.
- Payment of unused earned time.
- Discussion occurred regarding the overall benefit package that is provided to Town employees.
- Mr. Malkin stated his reluctance to change the benefits schedule based primarily on comparison with the Police Dept.
- Mr. Doty stated he would support the motion to revisit the discussion of the proposed changes after the completion of the compensation study.
- No action was taken by the Board.
Meeting adjourned at 9:00 AM
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