Personnel Minutes 2013-08-20

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Personnel Minutes 2013-08-20

Postby BettyAnn » Tue Dec 17, 2013 3:41 pm

DOUGLAS PERSONNEL BOARD
August 20, 2013
Members Present: Ellie Chesebrough, Debby Heinz, Kristen Stevens, Bob Holmes, BettyAnn McCallum
Non-members: Kent Vincent, Fire Chief

 MINUTES: Minutes from July 16, 2013, accepted as amended.
 FIRE DEPARTMENT: Kent Vincent explained the difference between a Deputy Fire Chief (2nd in command, who runs the department in the Chief’s absence) and the Assistant Fire Chief (3rd in command, who would be in charge of a section of men or a specific area during an incident). The position of Asst. Chief is not new but has been vacant for several years. Kent also explained that members must answer 30% of calls and attend 75% of training in order to remain on the fire department, which has been reduced from 23 members to 19. Kent will work on a job description for the Asst. Chief.
 JOB RATING MANUAL: Kristen completed her update of the job rating manual, with the recent changes combining education/experience and confidential data.
VOTE: THE BOARD VOTED UNANIMOUSLY TO ACCEPT THE JOB RATING MANUAL AS OUR OFFICIAL RATING TOOL. **Board members will use the new manual to rerate the confidential factor on the previously rated job descriptions.
 BOARD OF HEALTH: The Board rated the new job description for the Board of Health Administrative Assistant. The rating was 210, which is an OA-3. This position previously rated at OA-5, and the position has already been filled at that level.
 SICK DAYS: The present policy manual does not require documentation when employees are out sick for a number of consecutive days. Previously employees had to get a doctor’s note when they were out sick for 5 consecutive days. After much discussion of whether to require a note after 3 days or 5 days, the Board agreed on 4 days and will add the following to 5.8: Tardiness and Failure to Report to Work of the Policies & Procedures Manual:
“EMPLOYEES WHO ARE ABSENT FROM THE JOB FOR 4 OR MORE CONSECUTIVE SICK DAYS ARE REQUIRED UPON RETURN TO PRESENT A PHYSICIAN’S NOTE INDICATING THE NATURE OF ILLNESS OR NON-OCCUPATIONAL JOB RELATED INJURY.”
 VACATION/SICK TIME: Ellie questioned whether employees should be allowed to take vacation and sick days in hourly increments, as they do now. She felt that employees should be required to take a minimum or ½ sick or vacation day. Personal time could be taken by the hour.
 COMPLAINT: A complaint was made to Debby about an employee worked only one full week during the whole year. Both Bob and BettyAnn felt that this was a management problem, not a problem for our board. This would come under 5.8 Tardiness and Failure to Report to Work of the Policy Manual and should be documented using Appendix D and discussed with the individual.
 APPENDIX D-GUIDELINES FOR DISCIPLINARY PROCEDURES: The Board will review and rewrite this procedure to make it more effective:
 NEXT MEETING: Tuesday, September 24, at 2:00 p.m. Debby will post.
Items to be discussed for next meeting:
Part-time Conservation Agent-job description
Facilities Maintenance Manager-job description
Confidential ratings using new manual
By-law
Job description template
Appendix D
Vacation/Sick time
BettyAnn
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