Wellfleet Personnel Board
Minutes of Meeting of September 17, 2002
Town Hall, 2nd Floor Conference Room
Present: Chair Sue Peters; Lisa Benson, John Makely, Ken Kimball; Ira Wood, Finance Committee Representative; Rex Peterson, Assistant Town Administrator
Chair Sue Peters called the meeting to order at 4:08 p.m. The Board welcomed Ira Wood as the new representative from the Finance Committee; Wood replaces Deborah Davis, who has assumed new business responsibilities which make it impossible for her to continue as liaison to Personnel Board.
Completion of Revision of Position Grading Manual. Lisa Benson presented the final draft (9/14/02) of the Manual to the Board, detailing some further revisions which she and John Makely have suggested. She explained that John, as the Personnel Board's newest member, brought "new eyes" to the document and had suggested some additions and clarifications to the text. He also suggested that the Job Questionnaire should be included with the Manual. Ms. Benson asked the Board to go carefully over the document again and let her know of any corrections, after which she would produce final copies and have them bound.
John Makely stated for the record that Lisa Benson had done a terrific job on the Manual; all concurred.
Ken Kimball asked if Makely could go over his new suggestions for the document; they follow:
Page 3, under Summary of Evaluation Factors, addition of percentage of total score for each of the 4 factors: skill, responsibility, working conditions, physical effort
Page 4, Skill, addition of bold type--". . . manipulative activities, and analytical and management activities which require knowledge . . ."
Page 5, Education, in Note, addition of word today--" . . . required by the job today . . ."
Page 6, Experience, change of several to seven in Level 5.0
Page 15, Confidential Information, addition of Data Examples and Job Example to Level 3.0
Page 20, Physical Environment, change jobs to employees in last sentence of Level 4.0
Discussion turned to whether Social/Psychological Conditions, Level 6.0 needed examples for clarification. Ira Wood suggested that it would be better to leave this at a more general level rather than becoming too specific; the Board agreed.
Ken Kimball felt that the completed Manual could be used for the next instance when grading is requested, as Chair Peters had previously suggested (see minutes of 8/20). Peters added that Board members should review the document once more before completion and that the Job Questionnaire should be added. Kimball moved that the Personnel Board Position Grading Manual revision be approved, with fine-tuning being done between this and the next meeting; Makely seconded; the motion passed unanimously 5-0.
Consideration of Revised Job Descriptions, Shellfish Department. The Board turned to three revised job descriptions submitted by Bill Walton, Shellfish Constable. Walton had requested that the Board review his revisions of the descriptions of Shellfish Constable & Marine Biologist, Assistant Shellfish Constable, and Deputy Shellfish Constable, and, if they approve these revisions, adopt them as the official job descriptions.
Ken Kimball explained the "escape clause" in the education requirement for Shellfish Constable & Marine Biologist; if a candidate does not have a marine biology degree, 8 years in equivalent field experience with acquaculture, etc. would substitute.
It was agreed to delete the words "a minimum of" from Experience in both the Shellfish Constable/Marine Biologist and Assistant Shellfish Constable descriptions.
Chair Peters explained for Ira Wood's benefit the proposal for reorganization that Walton has placed before the Board of Selectmen and its probable lack of progress until the Harbor Management Plan has been completed. A discussion arose over the addition of "& Marine Biologist" to the Shellfish Constable title. Wood inquired if this position was named in the Town Charter and who was responsible for appointing the Shellfish Constable.
John Makely questioned #6, under Specific Duties and Responsibilities in the Shellfish Constable description, as to the words "arrests, issues citations"; this element of the constable's duties was explained, as was the use of "periodically" in #14.
Ken Kimball asked whether background checks of drivers' records were done on applicants, who are required to hold valid Massachusetts drivers' licenses. Peterson suggested that this may be required relative to the town's insurance for those who drive town vehicles.
Ken Kimball suggested the word additional be added to the Deputy Shellfish Constable's education requirement: "Additional Education related to . . ." Also suggested was the change, after Position Title, of Deputy Shellfish Constable for Junior Assistant Shellfish Constable.
Lisa Benson moved that the Personnel Board formally adopt the job descriptions for the three positions: Shellfish Constable & Marine Biologist, Assistant Shellfish Constable, and Deputy Shellfish Constable, with the minor corrections noted above. Kimball seconded; the motion passed 4-0-1 (Wood abstained).
Other Business
Date of next meeting--The next meeting will be held on October 15 with Becky Rosenberg (presenting the description of Assistant Head of Recreation for regrading) and Fire Chief Alan Hight (presenting Deputy Fire Chief's position description for grading) on the agenda.
Employee Evaluations--Sue Peters, discussing the Board's interest in promoting a town employee evaluation process, cited the process used by American Express. Lisa Benson noted that Town Administrator Tim Smith did not feel that an evaluation process is needed but stated that he was open to any suggestions the Board may have. John Makely stated that one of the duties of the Personnel Board is to come up with an evaluation process, and Benson suggested that this might be the Board's next project. Ira Wood suggested a liaison with the BOS; Ken Kimball urged a need to somehow convince people of the worth of employee evaluations as incentives to workers. The discussion covered allied topics: bonuses, achievement certificates, incentives such as afternoons off,
employees' understanding of department goals and objectives. Chair Peters commented that thinking of a name other than "evaluation" for this project would be valuable.
Meeting with Finance Committee--Ken Kimball reminded the Board of an earlier idea of meeting with FinCom to discuss the presentation of budget items on warrant articles at Town Meeting. Kimball noted that Personnel Board felt that it was difficult to make recommendations on proposed new positions. Ira Wood suggested that Personnel Board attend the October 30 FinCom meeting at 7:30 in the Senior Center.
Minutes of August 20, 2001--Ken Kimball moved and John Makely seconded the approval of the 8/20 minutes; the motion passed, 4-0-1 (Wood abstained).
Wood moved for adjournment; the meeting adjourned at 5:30 p.m.
Respectfully submitted,
__________________________________ ______________________________
Frances J. Castillo, Assistant to the Sue Peters, Chair
Committee Secretary _______________________Date
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