T o w n o f C h i l m a r k P e r s o n n e l B o a r d
Approved February 5, 2009
M i n u t e s
Thursday January 22nd, 2009
Chilmark Town Hall
08:00
Present: Max McCreery (Chair),Susan Heilbron (Vice-Chair), Jennie Greene, Stephen Lewenberg, Polly McDowell (Staff Liaison)
Also Present: J.B. Riggs Parker (Selectman), Tim Carroll (Executive Secretary), Marina Lent (Personnel Board Secretary), Martina Mastromonaco (Tri-Town Ambulance Coordinator), Brian Cioffi (Police officer)
Updated Ambulance Positions Descriptions (May 2008)
Susan Heilbron noted that changes made to some descriptions appeared to be quite substantial. A MOTION was made to table the discussion and to appoint a Subcommittee to review the changes undertaken in the revision of position descriptions undertaken by the Tri-Town Ambulance Committee in the course of 2008. The Personnel Board unanimously moved to appoint Susan Heilbron and Martina Mastromonaco, assisted by Personnel Board Administrative Assistant Marina Lent, to review the position descriptions.
Martina Mastromonaco requested that the Personnel Board write a memo to the Tri-Town Ambulance Committee, informing the Committee of this process.
2008 Annual Town Report
The Personnel Board unanimously approved a MOTION requesting Steven Lewenberg to draft a submission for the 2008 Annual Town report.
Hiring Process for Chilmark Chief of Police
Members felt that the selection process which the Personnel Board was to submit to the Selectmen would have to be flexible enough to be adapted to variable numbers of applicants: a process for a total of seven applicants would differ from a process reviewing sixty-seven applicants.
Members agreed that the binder containing applications for the position must be kept confidential, available only to individual Selectmen upon request. All three Selectmen should be able to review all applications; however, only one Selectman can be present for initial interviews, which will be conducted by a Selection Committee. It was agreed that, for the sake of continuity, the same Selectman should be present for all initial interviews.
Brian Cioffi (Police Officer) appealed to the Board to include a member of the Police Department on the initial interview Committee, which would be a valuable addition because members of the Department will have a better understanding of the requirements of this position.
Members noted that an application packet should be finalized this week. The Personnel Board decided to ask Max McCreery and Jennie Greene to complete a draft cover letter for approval by the Selectmen as quickly as possible.
The board felt that the role of the Selection Committee should be to decide on the number of candidates to be included in the first round of interviews, and to carry out the initial round of interviews. The Committee could consist of one Selectman, one Personnel Board member, (whose role would be to guide the process, rather than to evaluate the applicants, and one member of the public).
The Personnel Board decided that Max McCreery and Steven Lewenberg will complete the selection process timeline for submission to the Selectmen as quickly as possible. The closure date for receipt of applications will be March 3rd, 2009.
Administrative Assistant/Receptionist
Tim Carroll reported that eighteen applications have been picked up so far. Frank Fenner, Tim Carroll and Steven Lewenberg will conduct interviews for the position.
Search for new Personnel Board member
The Personnel Board decided to request Tim Carroll to place an ad in the MV Times announcing the opening on the Personnel Board.
Schedule of Meetings in February
Marina Lent was asked to draw up a calendar showing travel plans of Personnel Board members in February for consideration at the February 5 meeting of the board. The Personnel Board decided to hold a special meeting in March, on a date to be decided, to focus on the Personnel Bylaw revisions.
Probationary Period for Chilmark Town Clerk Jessica Bradlee
Tim Carroll informed the Personnel Board that Jessica Bradlee’s probationary period is coming to a close. Members enthusiastically commented on their impressions and experience of Jessica’s job performance, characterizing her as “awesome”, “a breath of fresh air”, “a real professional”.
The meeting adjourned at 09:30am.
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