WEBVTT

METADATA
Video-Count: 1
Video-1: youtube.com/watch?v=KVzRSrdc5pc

Part: 1

1
00:00:02.800 --> 00:00:18.640
So, in accordance with the requirements of the Massachusetts open meeting law, please be advised that this meeting is being recorded. The meeting will also be broadcast on the Lunberg Public Access channel and uploaded to the Lunberg Public Access YouTube channel. This meeting will be conducted via Zoom.

2
00:00:18.640 --> 00:00:38.200
Members of the public wishing to participate remotely may join using the following Zoom link um that is in the agenda that was posted. Participants may also join by telephone by dialing 888-475-4499 and entering meeting ID 766 3167607.

3
00:00:38.320 --> 00:00:55.360
I think that's well I think we have a different meeting ID. That's incorrect. So please refer to the newest agenda. Uh we were assigned a a personal committee meeting ID after this one had gone out. If prompted for a participant ID, simply press the number um icon. Telephone

4
00:00:55.360 --> 00:01:12.000
participants may press nine to request recognition by the chair. Participants joining by computer or the Zoom app may use the raise hand feature. Um, just an FYI, the agenda lists the topics reasonably anticipated by the chair to be discussed at this meeting. Votes may

5
00:01:12.000 --> 00:01:28.960
be taken on any of the listed items. Not all agenda items may be discussed and to the extent permitted by the Massachusetts open meeting law. Other matters not listed may also be brought up before the committee. Um, so generally we start with the pledge of allegiance, but I don't see a flag in

6
00:01:28.960 --> 00:01:44.799
here. Uh, do you guys just want to stand and I don't think we should do it without flag. >> Yeah. Okay. Um, >> not every meeting does. >> And we're going to call We're going to roll call. I'm going to call myself Tanya Dah. Um, we'll just go around and >> Yep.

7
00:01:44.799 --> 00:02:00.560
>> David Bark, >> Colleen Roy. >> Great. Um, we are the personnel committee that has just been appointed by the town of Lunenburgg. There are three of us right now. If anybody sees this, we have five spots. Um, so if you would like to be part of the personnel

8
00:02:00.560 --> 00:02:18.080
committee, just go to lunberg.gov and find the application there. Um, before we do the introductions, I think we should do election of officers so that we can get this meeting underway. We have three um, seats to elect today and there's three of us. So, there'll be a

9
00:02:18.080 --> 00:02:33.920
chair, there will be a vice chair, and there will be a clerk. Is anybody interested in being a chair? >> I nominate Tanya D to be chair. >> I second that. >> Okay. Um >> accept. >> I accept. We'll take a roll call. Um

10
00:02:33.920 --> 00:02:49.680
Pauline >> I. >> David. Yes. >> And an I for myself. So that's three positive. I will be the chair. Um is there anybody that wants to be the vice chair? >> I'll nominate Miss Fine. >> Okay. I second that nomination. I'll >> accept.

11
00:02:49.680 --> 00:03:06.400
>> Okay. Um, let's do a call. Uh, Tanya Doll is an I for me. Pauline >> I, >> and David is an I. >> Okay, that's three votes for yes for Pauline. And that leaves town clerk to uh, David Bartlett. I make a nomination to nominate David Bartlett as the clerk

12
00:03:06.400 --> 00:03:21.280
of the personnel committee. >> I second that. >> Oh, you. >> Do you accept? >> I do. >> Okay. Um, I'm gonna do a quick quick call. Uh, it's deny for me, Pauline. >> Hi. And >> and I for me, David. >> Perfect. So I will take control of the

13
00:03:21.280 --> 00:03:38.720
key card for entrance to the building. Um and we can move forward. Uh let's do just quick introductions about why you know quickly why we want to be on the personnel committee introducing ourselves to the public. Um this committee has been inactive since 2024.

14
00:03:38.720 --> 00:03:55.760
Um and we're very excited to put this back into action. Um and so Pauline, you want to kick us off? >> Sure. Uh Pauline Roy. I have been a resident here in Lunberg for 24 years. Uh first time stepping onto board and I'm very excited. Um I used to be a

15
00:03:55.760 --> 00:04:11.280
municipal employee. I was also present at you know many of the town meetings where this was discussed as well as the personnel meetings where this was discuss or you know personnel meetings that were held before disbanded. Um and I just really felt like there was a need to bring this back and as the voters had

16
00:04:11.280 --> 00:04:28.240
said they wanted it. Hey, David Bartlett. I'm new to your town, being here just about 3 years, having served in other offices outside of the uh town, but I look forward to being part of this. Uh it's an important role. Many have talked about it and you

17
00:04:28.240 --> 00:04:45.040
know, sad that it dissembled, but hopefully between three of us and if we get two new members uh to get it going again. So, I look forward to working both of you. >> Y and what's your address? >> Uh West Street here in Lunberg. >> Chestnut 105 Chestnut Street. >> Okay. I'm 860 Massachusetts Avenue. Uh

18
00:04:45.040 --> 00:05:02.800
my name is Tanya Wlette Dah. Um I this is the first committee that I applied for when I first came here a couple of years ago. They didn't have enough um volunteers, so now we do. This is wonderful. I also sit on the uh finance committee and in the parks um board. Um

19
00:05:02.800 --> 00:05:19.440
so three of my favorite things, you know, budgeting, parks, and um people. So, I look forward to working with both of you and and town manager and town hall to kind of look at the things that we're doing and figure out um a good

20
00:05:19.440 --> 00:05:35.919
space for us to move forward. So, great. Uh let's see. Let's do we don't have any public online and we don't have any public in the house. Um so, we don't have any public comment right now. Um,

21
00:05:35.919 --> 00:05:51.600
so looking at discussions of committee priorities, there's there's three buckets here that I put down that I'd love to chat about um at our meetings. Uh, one is the review of the committee's purpose and responsibilities, looking

22
00:05:51.600 --> 00:06:07.440
over uh the salary admin administration plan and what some of our roles are there. Um, and along with that is our current personnel related priorities. uh what are we looking at prioritized in the

23
00:06:07.440 --> 00:06:24.560
town based on our committee and what our responsibilities are. Um we definitely want to review the town bylaws. Um just to go over and look through them and understand them and um possibly amend some or update some that we feel may the

24
00:06:24.560 --> 00:06:40.720
responsibilities may fall outside of our purview. Um and that I think is going to take just a little bit um to do that. Um, does anybody have any questions or comments about the three things that I think right there?

25
00:06:40.720 --> 00:06:56.960
>> Yeah. Um, so we did receive uh two job descriptions that have been in the works for a bit for the HR director and the um new assistant

26
00:06:56.960 --> 00:07:14.639
manager's position. Um those have been signed off by Jen and the fire chief um was signed off by Jen as well. That was in by June 30th. So none of those JDs really have anything to do with us since we are a July 1 committee. Um but moving

27
00:07:14.639 --> 00:07:32.160
forward, we may have some responsibility there. Um Jen had suggested that we have the town council um attorney Terry come to our next meeting on the 20th to kind of go over some of the language and our bylaws

28
00:07:32.160 --> 00:07:46.960
to make sure we're interpreting interpreting it correctly um as well as they are. So kind of getting together and figuring out like what exactly is our um our responsibility. um with a little bit of guidance from

29
00:07:46.960 --> 00:08:03.759
him. I'm hoping that uh if we have any questions or that possibly uh HR director uh will also attend that meeting. So I'll put you know an invitation out to her and I think it would be nice to have everybody sitting around the table at that time so that we can all hear and understand what's going

30
00:08:03.759 --> 00:08:20.240
on. Um are we all committing to be here being here on the 20th? >> I am. >> Yeah. Okay, great. So, >> um, are you okay with inviting attorney Terry and and other folks? >> Yeah, I think it's important.

31
00:08:20.240 --> 00:08:37.440
>> Great. >> Um, so establishing a regular meeting schedule. We can go back to discussions on committee priorities. Let's just let's just establish our schedule first. And we may jump around a little bit on this agenda only because this is our first

32
00:08:37.440 --> 00:08:56.480
time this is kind of thrown together. Um for now and I think only for now for the next couple of months before we get everything established uh by monthly works well bi-weekly works well >> for us but I think once a month going

33
00:08:56.480 --> 00:09:13.120
forward I think is going to be fine um once we read through everything. Um, is this navigable for you, David, and you Pauline in this building? Cuz we can already always change >> upstairs here. >> I'll have to look. I think the owl is

34
00:09:13.120 --> 00:09:29.200
here. >> Um, but we also may be able to get a different space. So, we can think about the senior center. We have this booked. Um, we can also use the library, but we can change locations um very easily. So, I can kind of look into that for the next meeting cuz this might be

35
00:09:29.200 --> 00:09:45.440
especially in poor weather >> movable. And it looks like it could be. >> It looks like it could be, but I don't know if it's attached to like the Wi-Fi in here. >> Um, I will ask Mason. >> Yeah. >> Like what that's about. I'm not sure if I could like just carry this under my

36
00:09:45.440 --> 00:10:00.320
arm. >> It looks expensive. So, um, I'll put a um a question into Mason about that. uh and include you both on the email so that you're aware of like what's going on. >> Okay. >> Um

37
00:10:00.320 --> 00:10:17.240
so yeah. Uh does has anybody had a chance to look at the salary administration plan? >> Yes. >> All right. Um do we want to kind of go

38
00:10:17.440 --> 00:10:34.800
point by point and maybe do a few tonight? Get those under our belt. discuss what we think they need. Um maybe put some questions, you know, think about it. Put some questions together for attorney Terry when he's here. Um

39
00:10:34.800 --> 00:10:52.880
what are your thoughts on that? >> Sure. We're here now. >> Um great. So we're going to pull up the salary administration plan um chapter 70 and it was adopted by the town of Lunberg as last amended. Um

40
00:10:52.880 --> 00:11:08.160
I just think it it actually was amended early later than 56 2023. I think there was just amended an amendment last November at town meeting. There was a couple of articles but um we

41
00:11:08.160 --> 00:11:24.720
have the newest uh one available as well. >> So this one here is not the newest one. This is 563. So what the thing the things that are different in it are the salary distribution plan wage schedule that's been updated as well as

42
00:11:24.720 --> 00:11:42.480
what about um let's say employees A and B for um the changes to pol A and other things. >> Yeah well they are in here >> there and there the changes are there >> part time A and part time B. >> Okay.

43
00:11:42.480 --> 00:12:01.920
I'm going to pull up the most recent one that Jen sent me. I believe this is the link that she sent me. So, this should be the most upto-date one. >> Oh, this is the one I put up today. >> Okay. So, our SharePoint is also not working.

44
00:12:01.920 --> 00:12:20.839
So, we don't have any access to put documents in. And I have found that there's a couple of outdated things in there. Um, so we're going to be working on um getting that updated and getting ourselves

45
00:12:21.200 --> 00:12:37.519
um set for success. Let me say Dave, have you been able to get onto your email? >> Yes. >> Right. >> I have not. >> Oh, hold it. Which the town email? No, I have not.

46
00:12:37.519 --> 00:13:05.360
>> Have you been set up yet? >> Yes. Okay, I will try again. Let's see what's supposed to be. Um, I'm going to take the recording that this provides and um make sure the minutes happen

47
00:13:05.360 --> 00:14:23.000
based on this recording. Let's see. I have the most up to date. LA there were updates November 2025. I'm going to share with you here. So, let's go through starting with

48
00:14:26.320 --> 00:14:42.160
responsibilities. Okay. Purpose and scope. This bylaw establishes a salary administration plan here and after called the plan which classifies several positions of town services into groups, establishes salary schedules, establishes so-called fringe

49
00:14:42.160 --> 00:14:57.920
benefits or indirect pay provisions such as holidays and vacations with pay sick leave and the like and establish a personal committee to administer the plan as in here and after provided and to represent the interest of both taxpayers and town employees. How do we

50
00:14:57.920 --> 00:15:22.240
feel about that purpose and scope or that mission statement? >> I think it's to the point. >> Okay. >> But that's >> taxpayers and town employees. Okay. >> How >> basically an in between between the taxpayers and town employees.

51
00:15:22.240 --> 00:15:38.399
>> Yeah. So how do we serve the taxpayers? I know how we serve how we're serving the town employees here. Um is it just for um transparency for taxpayers and how things are done in this town? Is are we

52
00:15:38.399 --> 00:15:55.040
a checklist to make sure that things are being done fairly? How is this refer like how does this how is this interest of the taxpayer scoped into personnel committee >> if they call in on during a meeting or send in information?

53
00:15:55.040 --> 00:16:10.959
>> Okay, >> it could be personal or for a little group. >> Yep. I mean I think taxpayers are also served by having consistency of employees having um you know qualified employees that are going to do the job of the town to have the

54
00:16:10.959 --> 00:16:26.800
town running smoothly. So in that case you know needs of the employees are being met which also serves the taxpayers. >> Yep I agree with that. Um so in its entirety the purpose and the scope I like think we should not amend or

55
00:16:26.800 --> 00:16:44.639
update. Um >> I don't think there's anything in that part that is >> out of line. >> I agree >> in any way. >> I agree. >> Yeah, I agree. >> Great. >> And this might be tedious to viewers or

56
00:16:44.639 --> 00:16:59.120
even to us looking through this piece by piece, but I think it's best to understand like piece by piece how, you know, what our role is and how we're going to fit into it and make sure that we all talk it through. I mean, I think the purpose and scope is perfect, but I like that you brought the taxpayers in

57
00:16:59.120 --> 00:17:13.120
in that way of transparency. Um, so that's that's good. All right. Personnel committee, five members, hoping for two more. Um, residing in the town of Lunberg, uh, to be appointed by the

58
00:17:13.120 --> 00:17:30.320
select board. Great. Um, it's all about terms here. I think it's pretty cut and dry. We have two spots left. That can be 32 or one, I believe. Is that what she said at the town

59
00:17:30.320 --> 00:17:45.760
meeting? >> Yeah. >> Okay. All right. Um, >> we are currently all 321. >> 32 and one. >> Anything else? >> Okay. Great. Um, town employee may have a staff assignment to serve as a subject matter expert and non- voting member of the

60
00:17:45.760 --> 00:18:00.000
personnel committee and may be called upon from time to time to provide information requested by the personnel committee. so the personnel committee can make well-informed decisions and proposals. Um so I think this is a really important

61
00:18:00.000 --> 00:18:17.120
thing to keep or have. Um we've seen others with great subject expert um matter expert on other committees that really do lend um some great knowledge.

62
00:18:17.120 --> 00:18:33.840
Uh so I like that as well. And then if we ever have um >> and that person could be either HR director or payroll and benefits. Yes, I'm assuming this is referring to our HR

63
00:18:33.840 --> 00:18:51.120
director, but it also that's who who I'm assuming it's referring to, which I think is the person that it should be >> to keep us um apprised of all the rules and regulations from a the HR side. Yes.

64
00:18:51.120 --> 00:19:07.120
To protect us and protect the town. Um so I think definitely keeping that. Um, we elected a chair, vice chair. Um, three members shall constitute a quorum. So, if one of us, one of us isn't going to be here, we'll have to cancel the

65
00:19:07.120 --> 00:19:27.840
meeting at this time. Um uh personnel committee is hereby authorized to administer the provisions of this bylaw except for such duties as may be specifically assigned by statute town charter or bylaw to other town officers boards or committees.

66
00:19:27.840 --> 00:19:45.200
So far I don't think anything has been given to anybody else um except for us. town manager has been acting on behalf of the personnel committee and doing a great job. Um but uh we are here now. So

67
00:19:45.200 --> 00:20:01.520
um the personnel committee may from time to time issue, amend or revoke administrative orders for the purpose of giving effect to the provisions of this bylaw for the purpose of giving effect to the provision provisions of such other bylaws and votes of the town pertaining to personnel administration.

68
00:20:01.520 --> 00:20:17.600
As said committee may be responsible for administrating and or enforcing each such order shall be numbered in sequence and said committee shall maintain the town office in the town office of file for such orders issued said file to be open to public inspection. So if that

69
00:20:17.600 --> 00:20:36.880
does happen once our shareepoint is up and running that's where all of our um information will be kept. Um reclassification of employees. No employee shall be reclassified to a job in another group either higher or lower

70
00:20:36.880 --> 00:20:53.120
till the personnel committee shall have determined that such a reclassification will be consistent with the provisions of the salary administration plan. Eligibility for a step increase of a reclassified employee will be granted one year from the date of reclassification.

71
00:20:53.120 --> 00:21:10.480
Um, so being an former SAP um employee, Pauline, uh, my assumption is this, like someone's getting a reclass or a retitle within the town and it has to kind of go

72
00:21:10.480 --> 00:21:29.200
through the personnel committee to make sure that everything is following the um, SAP. >> Yep. >> Okay. All right. Um, the personnel committee shall maintain written job descriptions. So, this is something that I think we're

73
00:21:29.200 --> 00:21:44.240
going to be talking about with the attorney about language. Um, the personnel committee shall maintain written job descriptions of the jobs or positions in the plan describing the essential functions, requirements, and duties. The description shall not be interpreted as either complete or

74
00:21:44.240 --> 00:22:00.480
restrictive. An employee shall continue to perform any duties assigned by an employee supervisor. Job description shall be reviewed at a minimum upon the exit of an existing employee before the talent seeks to fill the vacancy. Um, I think this one's kind of important,

75
00:22:00.480 --> 00:22:16.720
uh, just to make sure there's a consistency of hiring. Um, and to make sure that folks are not doing jobs that are out of their job description causing uh, capacity issues.

76
00:22:16.720 --> 00:22:33.039
Um, so what are your thoughts, Pauline, on this one? >> And just too that we have good accurate job descriptions so people know what they're being. Absolutely. >> The expectations are clear. >> Yep. >> Um at least every 3 years, the personnel

77
00:22:33.039 --> 00:22:49.440
committee shall review the wage and salary schedules of all positions in the plan and be in a position to recommend to the select board any actions deemed desirable to maintain a fair and equitable pay level. So this one is kind of um I think it's 100% necessary. I

78
00:22:49.440 --> 00:23:04.400
don't know that the personnel committee should be the ones reviewing. I think probably you should have um I've been in other towns where HR will do that or they have a a representative that will do that or we

79
00:23:04.400 --> 00:23:21.360
could have um our um attorney uh attorney Terry do that uh or a consultant. >> Yep. But I think it's extremely important to stack up our town with other like towns and what people are being paid just so that we stay

80
00:23:21.360 --> 00:23:37.919
consistent town to town. Um so I don't know when the last one of those was. I'm trying to look through the old minutes. Um so we may be coming up on on >> I think that was always kind of an area where it was hard to get good accurate

81
00:23:37.919 --> 00:23:53.039
data. >> Yep. um you're always up against you would try to find comparable towns but then maybe they wouldn't have the exact same job description or people we might merge jobs that other towns don't. So I think that's something that we definitely

82
00:23:53.039 --> 00:24:07.520
>> uh need to be talking about and need to find a way to a way forward to manage that. Yeah. >> That is doable uh manageable and also fair and effable. What are some ways that we

83
00:24:07.520 --> 00:24:24.240
could talk about that do you think? >> Website to the particular town. >> Okay. >> We see if this is hosted as well as this. >> Mhm. >> Or a phone call to that. >> Okay. >> Because it is public record.

84
00:24:24.240 --> 00:24:40.400
>> Yep. >> You can mail it to us. We just compare. Are we looking at like same size towns, same demographics, same >> I think that'd be a good thing to have a discussion with HR director on because I think she's done a lot of that work in the past and we have a lot of good

85
00:24:40.400 --> 00:24:54.559
insight into that. >> Yeah. Yeah. I'm looking forward to a really close collaborative working relationship with her with our HR director and our our town attorneys just so that >> we make sure we're doing the right

86
00:24:54.559 --> 00:25:10.320
things. Um, annually the town manager shall make recommendations to the select board regarding the annual cost of living increases for considerations at annual town meeting. That seems normal. Um 70-8 salary schedule. The

87
00:25:10.320 --> 00:25:24.960
classification and salary schedule of the salary administration plan set forth in schedule A of this bylaw which is the updated one that we received shall consist of the maximum and minimum salaries and step rate salaries for the group and positions in the

88
00:25:24.960 --> 00:25:44.000
classification and salary schedule. The salary range of a group shall be the salary range for all positions classified in such group. Irrespective of the period of time for which pay rates may be shown in the salary schedule. All employees shall continue to be paid on an hourly,

89
00:25:44.000 --> 00:25:59.919
weekly, monthly or other basis as at present unless otherwise authorized by the personnel committee or by amendment of the salary administration plan. So one question I do want to ask um HR or even the town attorney is what

90
00:25:59.919 --> 00:26:17.240
happens when you bump up against the highest salary of your step. >> That is the next one. 70-9. >> Oh, look at that. I was already >> Yeah, it becomes a personal rate I believe. >> Okay. Yep.

91
00:26:18.000 --> 00:26:39.200
Great. Yeah. Okay. Um >> I think often you're stuck at the top unless you're given a first rate above that. >> But again, that's a townhouse question. >> Yep. I can't speak. >> Anyway, so let's just keep a couple of

92
00:26:39.200 --> 00:26:54.559
these questions in mind. that when I go back and do the minutes, I will um put together a question sheet for uh attorney Terry and for Julie and we can give that to them so that they have

93
00:26:54.559 --> 00:27:11.440
a little bit of time to do some thinking before we meet next um and we can make the most of our meeting time. Uh layoff procedure. If the town decides to lay off employees, it shall determine from which classifications or job functions. Um, layoff shall be made. Layoff shall

94
00:27:11.440 --> 00:27:29.840
then be made based on seniority within the classification. Seniority shall be at the length of an employees continuous service measured from the employees most recent appointment date provided an employee seniority might be reduced for periods of unpaid leave unless otherwise prohibited by law.

95
00:27:29.840 --> 00:27:45.120
two or more employees in the same classification have the same seniority, the employee who has the shorter term of continuous employment with the town shall be laid off. Um, if there are two or more employees in the same classification with the same seniority and the same term of continuous employment with the town, a part-time

96
00:27:45.120 --> 00:28:00.640
employee shall be laid off before a full-time employee. If there are still two Wow. If there are still two or more employees in the same classification, the town manager shall determine which employee shall be laid off. So, we have no um responsibility there um as that

97
00:28:00.640 --> 00:28:17.840
goes and nor should we. Um, an employee that is scheduled to be lay laid off shall have the right to bump other employees in lower classification classifications with less seniority, provided that the town manager in their sole discretion, but with consultation of the department head shall make a determination that the employee retained

98
00:28:17.840 --> 00:28:35.039
its qualified employee retained is qualified and able to perform the duties of the lower classification subject to disability discrimination laws. Great. Um, employees who have been laid off from employment are responsible for keeping the time in town advised of their current address for the purpose of

99
00:28:35.039 --> 00:28:50.640
potential recall from layoff. Wouldn't that be great? >> Yes. Um the recall policy if the town conducts a recall for from layoff recall shall be offered in reverse order of layoffs by classification provided the layoff employee is qualified and able to

100
00:28:50.640 --> 00:29:06.880
perform the duties of the classification to which the employees being offer offered recall subject to disability discrimination laws. Employees shall only be eligible for recall from layoff under the terms of this policy for one year um of the employees layoff. Any

101
00:29:06.880 --> 00:29:23.600
employees who is recalled from layoff under the terms of this policy shall retain their seniority less the period of layoff. Great. The town will notify an employee of a recall opportunity by certified letter or other variable method of delivery to the employees last known address. An employee who has been

102
00:29:23.600 --> 00:29:38.399
offered an opportunity to be recalled from layoff must advise the town of their intention to accept within five working days. That's tight, but okay. Like what if you're on vacation? So, okay. Um,

103
00:29:38.399 --> 00:29:54.320
yeah. All right. Transfers, promotions, and reclassifications, which we have a couple going on right now. Upon promotion, the employee will automatically be placed on the pay grade for the new position at the step that that it is closest to, but not less than

104
00:29:54.320 --> 00:30:13.120
their current rate of pay. Whoops, I went up too far. Um, I went way up. Okay. Uh, and not less than the step increase they would have achieved on their next anniversary date had they not been promoted. They may also receive at

105
00:30:13.120 --> 00:30:28.880
the time one or more step rate increases provided the maximum for the job is not exceeded. If the department head recommends that qualification and performance warrant warranted and the personnel committee approves. Okay. So there we have our first we need

106
00:30:28.880 --> 00:30:45.840
to approve of it. Um the department head should feel that there should be a trial period before recommending the promotional step rate increase or in increases on recommendation of the department head. The personnel committee may approve any such deferred promotion increase at the conclusion of the trial

107
00:30:45.840 --> 00:31:02.559
period. So that's going to be that's like one of our first things here that really says that we have to approve it which means signing off on it is my thought. Um, do you think that should that should

108
00:31:02.559 --> 00:31:18.159
stick with the personnel committee? Is that something that we want to keep as a bylaw? >> And I just think so. >> Yes. Okay. And why do you think that? >> Because it's it's another eyes taking a look at what's going on at maybe an

109
00:31:18.159 --> 00:31:33.039
environmental review. >> Okay. And Pauline, >> yeah, I don't disagree. Um, I don't really have thoughts on this yet. I think >> more time might be for you. >> Not putting you on the spot.

110
00:31:33.039 --> 00:31:49.600
>> Input um on maybe positives or negatives on this, but you know, maybe there's things we're not taking into account, but um I do think that does come into play with timing. Um we need to be available for quick meetings here and there. >> Yep. >> Absolutely.

111
00:31:49.600 --> 00:32:06.000
>> So, >> um >> just to not slow down the process. >> Yep. Absolutely. We know how how sometimes hiring can be a slow go and >> and then it's quite what it needs to be. >> That's right. Um okay.

112
00:32:06.000 --> 00:32:27.840
Uh B. I don't like this little either. Okay. Yep. If an employee is transferred to a job with a lower rate or rate of pay, they shall enter it at the enter it at the pay rate closest to their current

113
00:32:27.840 --> 00:32:55.519
rate or at the maximum rate for the job, whichever is lower. >> Would they lose money in that case? >> I mean, they could, right? I mean, that's a great question. Yeah. enter at the pay rate closest to their

114
00:32:55.519 --> 00:33:11.360
current rate or at the maximum rate for the job. So technically, yes, they could lose money. Um, if they're going from a step, >> so it's a devotion then >> kind of if they're going from a step one and and they're already at a grade I

115
00:33:11.360 --> 00:33:26.320
mean step two they're already at a grade eight and they go down to a step one or grade one, step eight, they're losing a dollar. >> Yeah. >> You know, um, at the highest rate. So, yeah, that seems

116
00:33:26.320 --> 00:33:42.320
take it or leave it type of thing, right? Um, I might have a couple questions on that one. I'm going to think on that. >> Yeah. >> If an employee is reclassified to a higher grade, the employer will be placed to the highest grade at the step that is closest to but not less than

117
00:33:42.320 --> 00:33:57.919
their current rate of pay. >> Higher grade, not highest. >> Higher higher grade, not highest. Yes. Okay. Thank you. um but not less than their current rate of pay and not less than the step increase they would have achieved on their next anniversary date had they not been

118
00:33:57.919 --> 00:34:16.320
>> reclassified. So this is a promotion >> and I think that was one of the newer amendments. The one of the what? >> One of the newer units. >> Okay. >> The highest grade at the step that is closest but not less than their college. >> Yeah, that's pretty that that seems

119
00:34:16.320 --> 00:34:31.520
clear. >> It is there was issues with that. >> All right. It seems clear to me and it seems right. >> Like if you're going to be reclassified, they're not going to put you a step higher and put you, you know, >> or >> put you a grade higher and a step lower, you know. So,

120
00:34:31.520 --> 00:34:48.000
>> I think that's right. Um, David. >> Yes. >> Okay. Let's see. New personnel. All employees shall be hired at the minimum of the rate range of the job for which the new employee is hired unless the town manager after consultation consultation with the chair of the personnel

121
00:34:48.000 --> 00:35:05.280
committee authorize paying the employee at a higher step due to the employees qualification and experience or market conditions. The personnel committee must formally vote to approve any proposal by the town manager to pay the new employee above step four. In the event that the

122
00:35:05.280 --> 00:35:20.400
personnel committee does not have enough members to conduct business, the select boards have the authority to administer this provision of the salary administration plan, which is where it comes into play, Pauline, that we may have to have like emergency meetings if something's going on. Um cuz we want to

123
00:35:20.400 --> 00:35:36.400
make sure that we get eyes on something and it's just not going like through through us. Um does anybody have any questions on that one? >> No, I agree 100%. >> Okay. >> Yeah.

124
00:35:36.400 --> 00:35:50.640
>> And we can always bring up more questions on these. >> And I mean if we're consistently coning across that we're hiring people at higher steps the time obviously then our salary schedule is wrong. >> Yes. Yes. Then that's something we >> Yep.

125
00:35:50.640 --> 00:36:06.880
>> One is not update. >> That one. >> This is our newest one. >> It was 111825. >> Yeah. >> Hopefully it wasn't too. >> This is the the um the latest one that was I believe this is voted on a town meeting. The wage schedule as an

126
00:36:06.880 --> 00:36:21.680
amendment possibly. >> Um town meeting. >> Yeah. >> Okay. >> But this amendment I think was done at special town meeting. 5 seconds. >> Special town meeting, which is the fall meeting. >> Yeah. >> Yep. >> Um

127
00:36:21.680 --> 00:36:37.119
so yeah, let's see. Um effective July 1, 2015 for for new full-time and new part-time A or part-time B personnel. Eligibility for a step increase will depend on the

128
00:36:37.119 --> 00:36:51.839
employees date of hire. fired between January 1 and June 30th, the employee is not eligible for a step increase until July 1, which is how we do fiscal years. Um, so fiscal year runs until the end of June and the new one starts at the beginning of July. But I think you know

129
00:36:51.839 --> 00:37:08.240
that and you know that. Um, if hired between July 1 and December 31, the employees eligible the employee is eligible for their first step increase on the upcoming July 1. So, it looks like everything goes through July 1, like starts July 1, which seems that

130
00:37:08.240 --> 00:37:25.280
seems very common. Effective July 1, 2022, for new full-time and new part-time staff A and part B personnel, eligibility for a step increase will be on the anniversary date of employment. Interesting. Okay. >> Yeah. So, I think they moved to just

131
00:37:25.280 --> 00:37:40.560
doing things on anniversary date because it's much more equitable and just rather than making people wait a year and a half to get >> Yep. Um, I'm wondering how that affects budgets of town departments.

132
00:37:40.560 --> 00:37:58.480
If they are giving increases like mid, how does it affect their bud their prior budget? >> You probably had a lot. >> I know. That's why I'm asking. >> Okay. >> I think that's worked into the budget, the >> the increases. Okay. It's good to know.

133
00:37:58.480 --> 00:38:15.040
Um, maybe something that can be reiterated to department heads. >> There's a little bit more >> one. Yeah. Um, great. Recruitment incentives. The town acknowledges that there may be times of

134
00:38:15.040 --> 00:38:30.960
extremely low unemployment, a discipline specific shortage of qualified applicants, or recruitment challenges posted by the town's wage structure because it doesn't pay to work in government. We all know that. We don't do it for the pay. um that the recruitment of needed employees may

135
00:38:30.960 --> 00:38:46.079
prove so difficult as to make it problematic to deliver certain missions critical ser and critical services upon the town manager making such a finding. They may offer the prospective employee a recruitment incentive. Incentives may include but are not limited to the

136
00:38:46.079 --> 00:39:02.640
depositing of up to 5 days of vacation leave uh time a one-time signon bonus or other similar limited allowances. So, this looks like it's in the purview of town manager. >> Yeah. >> Um, and I'm not sure if she needs to run

137
00:39:02.640 --> 00:39:18.640
this by um the town board, select board, or if she's just can do it on her own. Um, so I'm going to ask that as well. Um, grievance procedure. The town will

138
00:39:18.640 --> 00:39:34.160
promptly consider and respond to employee grievances. The towel the preferred method of addressing grievances is informally with the employee supervisor to correct the cause of grievance and encourage employees and supervises to address and resolve problems as they arise. In a perfect

139
00:39:34.160 --> 00:39:51.200
world if the cause of a grievance cannot be resolved informally, the below procedure should be followed. Any employee who believes that they have been subject to a violation of the salary administration plan must bring the agreements forward within 10 working days of the incurrence or knowledge of the event. The employee is encouraged to

140
00:39:51.200 --> 00:40:06.000
discuss the grievance initially with their department head. The employee is not comfortable discussing the matter with their department head or if the matter is not settled, the employee should submit the said grievance to the human resources resource director. The human resources director shall meet with

141
00:40:06.000 --> 00:40:21.280
the employee and respond in writing to the employee within 14 days of the meeting. Great. If the grievance is not resolved by the decision of the human resources director, the employee may escalate the grievance to the town manager within 10 days of receipt of the most recent decision. The town manager

142
00:40:21.280 --> 00:40:37.040
will meet with the employee within a reasonable time after receipt of the appeal and will respond in writing to the employee. Grievance within 30 days after meeting the employee. The town manager's decision shall be final and binding. So this basically says we do not hear grievances. We do not reconcile

143
00:40:37.040 --> 00:40:52.800
grievances and we do not give any advice to anybody that comes to us via email in person for grievances. This is the steps that we follow. Um my suggestion would be to like copy paste this if you ever

144
00:40:52.800 --> 00:41:09.760
receive an email. Um just so that we know that we're following our own bylaws. Um sometimes often people think the personnel committee is also a place to air grievances that we can do something about that but we do not have that power. Um and nor can we be

145
00:41:09.760 --> 00:41:27.599
involved. So um just to let folks know that this is the procedure and this is what we're going to follow. Yep. Uh no exceptions from us. Um department budgets. Each department head shall include in the annual budget request a pay adjustment section to provide for

146
00:41:27.599 --> 00:41:43.200
funds for anticipated pay adjustments. Pauline, you got that one. Um during the ensuing year, expenditures to be made there there from only in accordance with the salary administration plan with approval of the personnel committee.

147
00:41:43.200 --> 00:41:59.760
So be I'm reading this before they can put it in their budget if they're planning on an increase um within the salary administration plan. They need the approval of the personnel committee >> to put that in the budget. Pauline, does

148
00:41:59.760 --> 00:42:18.079
that sound correct to you as read? >> I mean I would like some clarification. I think I mean we follow a very every year you are moving up a step. There is no >> Oh, really? >> Yeah. There is no like you might get a step or you might not. Okay? >> There's no um it's not based on your

149
00:42:18.079 --> 00:42:33.760
performance or anything like that. It is purely >> and based. >> Okay. So no matter what >> see that we're really I mean I think we have oversight into putting together the new wage schedule.

150
00:42:33.760 --> 00:42:49.599
>> Yep. But I mean, >> so if you start at a step one in eight years, you have to automatically move to a step two. >> No, you each year move to another step, >> right? You I mean, you have to after eight years, you have to move up a grade.

151
00:42:49.599 --> 00:43:06.480
>> No, you don't move up agree unless your position is reclassified. >> Okay. >> So, you just stay at the max. You just stay there forever. >> You would get cost of living after that. >> Okay. Okay. Um All right. But that is my understanding. That might

152
00:43:06.480 --> 00:43:28.319
be a great question for Labor Council if there is Yep. I'm going to plug in that laptop. Um, >> how do we know what departments fall under what grade? >> At the very end, there should be a list of all the positions and what the grade

153
00:43:28.319 --> 00:43:43.280
is for that sub. I don't have that in mind but um or I don't have it printed in front of me but there is there is a chart that has all the positions listed and not all positions are filled. Sometimes we keep

154
00:43:43.280 --> 00:44:00.720
ones where the town has kept just so that it's there. Yeah. >> So it doesn't have to be reestablished. >> Um but everything is assigned value. >> Great. All right. severability. In the event any

155
00:44:00.720 --> 00:44:18.000
provisions of this bylaw or application thereof shall be held to be invalid by the proper authorities, the shall not be construct construed to the effect and the valility of any other provisions or application thereof of this bylaw. >> Okay.

156
00:44:18.000 --> 00:44:36.720
>> Cut or draw. >> Held to be invalid by the proper authorities. Who are the proper authorities? be the board maybe town manager. >> Okay. >> HR >> I'm gonna ask >> or HR rules serve labor laws. >> Yep.

157
00:44:36.720 --> 00:44:59.760
>> Um civil service. Nothing in this bylaw salary administration plan shall be construed to conflict with chapter 31 civil service or of the general laws. That's cut dry. Um, hours of work, overtime, conf compensatory time, non-exempt employees.

158
00:44:59.760 --> 00:45:15.119
The regularly scheduled hours to be worked shall be determined by the appropriate department head in consultation with the town manager. Sounds good. Non-exempt positions are entitled to overtime pay at 1 and a half at 1 and 1/2 times the regular rate for

159
00:45:15.119 --> 00:45:32.319
work. actually performed in excess of 40 hours within a work week. Included in the comp uh computation of 40 hours shall be all hours of work actually performed at all duly paid time off including but not limited to holidays, sick leave, vacation, personal

160
00:45:32.319 --> 00:45:46.960
days and bereavement leave. Unauthorized leave or leave for which the employee is not entitled to compensation shall not be included in such computation unless otherwise required by law.

161
00:45:46.960 --> 00:46:03.599
That sounds right. Um, notwithstanding anything in the foregoing paragraphs, the employee may request uh, and the appropriate department head may approve compensatory time off at the rate of 1 and a half times the hours worked that qualify for overtime instead of paying

162
00:46:03.599 --> 00:46:19.440
the overtime rate. Compensatory time must be taken within 60 days. So instead of paying overtime, they're giving days off. >> Yeah. >> Okay. And employees are happy with that. >> Can't speak to that. >> Okay. All right.

163
00:46:19.440 --> 00:46:36.880
>> Kind of hope they would be, but >> exempt employees. Employees primarily performing work that is not subject to the overtime provisions of the um FLSA. Employees who meet the L FLSA exemption testing generally work in an executive, administrative, professional

164
00:46:36.880 --> 00:46:53.280
or computer occupation. Okay. Do we have a list of which positions are exempt versus not exempt? I guess that's probably in the job descriptions. >> It is, but it might be nice to put together um like maybe a cheat sheet or

165
00:46:53.280 --> 00:47:09.760
a fact sheet that we can put in our on our SharePoint so that um residents can look at that. >> Mhm. >> Uh so that they kind of know who's you know what position is is what. Um

166
00:47:09.760 --> 00:47:25.359
so yeah we can work on some of the operations and some of the SOPs that we can put in there so that we are very very transparent um not only to the town but to the residents. Uh paid vacations all person employed regularly by the town and

167
00:47:25.359 --> 00:47:41.200
classified as either full-time or part-time A or part-time B shall acrew paid vacation according to the following schedule. Vacation will be prrated accordingly. The vacation and sick leave formula shall be used to determine the prorated leave. I feel like this was

168
00:47:41.200 --> 00:47:56.880
kind of updated. >> I feel like it was, but I also know that there's a lot of union contracts that have just gotten signed. >> That's right. So, >> so I think before we really speak to that >> Yep. Um, we probably need to know kind of what the

169
00:47:56.880 --> 00:48:13.280
>> um, generally do do we get copies of the union contracts? >> They are usually posted online as well. >> Okay. So, they're public. >> They are. They should be. >> Okay. >> And I I believe that's in our things

170
00:48:13.280 --> 00:48:30.000
that we should be able to see what we need to see. >> Yep. >> Um, and I we haven't come up on that yet, but I'm not sure where that is. So, we can make a request um to have those sent to us once they're finalized. And I think you're right. I think they were definitely in the works, if not done.

171
00:48:30.000 --> 00:48:45.760
>> I think that's been a big area where things are changing a little bit. >> Um so once we get those, we can kind of look through them and talk about them. But I think some of those fringe benefits >> once they're in, I think they're in. Um

172
00:48:45.760 --> 00:49:06.000
so let's see. So let's skip the vacation. and paid holidays. Um, these are very common holidays. I don't think these change. I don't think there's been any changes uh aside from adding Junth like several

173
00:49:06.000 --> 00:49:24.640
years ago. Um, they get one floating holiday. Um, those working more than 20 hours a week. Uh, all persons employed by the town except those in a classification of intermittent or seasonal shall receive paid holiday leave on the day the town

174
00:49:24.640 --> 00:49:39.839
observes the holiday provided the employee is regularly scheduled to work on the day the town observes the holiday based on the hourly rate of the employee for the number of hours the employee is regularly scheduled to work on the day of the week on which the holiday is observed. No supervisor or employee may

175
00:49:39.839 --> 00:49:55.839
change the employees regular schedule in advance of a holiday and attempt to earn paid holiday. Smart. Nor may schedules be adjusted to allow an employee to exceed their regularly scheduled work weekly hours. Um, holiday will be granted on the day the town observes the

176
00:49:55.839 --> 00:50:12.800
holiday when possible. If the holiday falls on a Saturday, it be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. An eligible employee is required to work on the day the town observes the holiday. They will be entitled to a floating day which has to

177
00:50:12.800 --> 00:50:29.520
be used within the fiscal year by agreement of the supervisor employee. The department head determines that holiday leave cannot be granted. The employee shall receive payment at 1 and 1/2 times the base hourly rate for all hours worked on the holiday in addition to his or her holiday. Final

178
00:50:29.520 --> 00:50:44.720
determination is to be made by the town manager. Okay. So, nothing for us to do there. Um this is uh this one was updated at special town meeting I believe last year. Call firefighters oh might might have been regular town meeting in in

179
00:50:44.720 --> 00:51:01.520
May. Call firefighters assigned to work a day shift at the fire station on a holiday shall be paid one and a half times their hourly rate for the hours work. For purpose of this section only holiday time shall be considered the calendar date of the holiday regardless of the day of the week it falls on. To

180
00:51:01.520 --> 00:51:16.960
be eligible for paid holiday leave, an employee must be in a paid status for their full assigned shift on his or her regular scheduled working workday before a holiday and the next regularly scheduled working day following the holiday unless the absence on either day is approved in accordance with the

181
00:51:16.960 --> 00:51:37.920
town's leave policies. Great sick leave. Um, do you think this was affected? This was not affected, I don't think, by the new agreements. I'm not sure. So, we'll we'll we'll go

182
00:51:37.920 --> 00:51:54.640
through it quickly. Upon hire, all persons employed in a classification of full or part-time B employees credited with the equivalent of three days of sick leave with hours prrated in accordance with the vacation in sick leave formula. Additional sick leave will not be acred until the employee

183
00:51:54.640 --> 00:52:10.960
completes three months of service at which time they will begin to acrue sick leave in accordance with the vacation and sick leave formula. So I think that was updated as well that they get like immediate sick days when they start and then they free them after 3 months. Full-time employees assigned to a

184
00:52:10.960 --> 00:52:27.280
40-hour work week position shall acrew 8 hours of sick leave per month or 96 hours a year. All other full-time employees and all part-time B employees shall acrew sick leave in accordance with the vacation and sick leave formula. A new sick leave shall be cumulative up

185
00:52:27.280 --> 00:52:44.160
to a maximum of 1,200 hours and shall be carried forward. Sick leave may only be donated to other employees through participation in the sick leave bank should such a bank be established. Do we have that? >> I think I know there's been a lot of talk about that and I know it was originated by SAP and then it got pulled

186
00:52:44.160 --> 00:53:01.280
out because then it was just SAP. So I think that is under the town. >> Okay. >> Like maybe select board policy to have the sick leave bank now so that it's available to >> Oh, but again that could be a good point of >> Yep. Let's uh let's bring that one up too. Um upon hire, all persons

187
00:53:01.280 --> 00:53:16.880
classified as part-time A employees shall be credited with the equivalent of one day of sick leave with the hours prrated in accordance with the vacation and sick leave formula. After completion of the sixmonth waiting period, the employee shall be entitled to sick leave up to twice the number of hours they are

188
00:53:16.880 --> 00:53:32.319
regularly scheduled to work in a week. The vacation and sickly formula shall be used to determine the employees prated sick pay. Okay. And when an employee finds it necessary to be absent because of accident or illness, they shall report the fact to their immediate supervisor as soon as

189
00:53:32.319 --> 00:53:47.520
possible in person or by agent. Sick leave will not be granted and such unless such a report is made for the protection of the town. The department head or supervisor may require the uh presentation of a doctor's note in connection with the claim for sick leave that exceeds or is equal to three missed

190
00:53:47.520 --> 00:54:03.839
days of work. This is pretty common. >> Any employee who refused to submit a doctor's note shall not be entitled to sick leave. >> So again, we're out of it. That's between managers and >> town and employee. An employee who retires in good standing shall receive

191
00:54:03.839 --> 00:54:19.440
compensation based on a percentage of their accumulated unused sick leave up to the maximum of 480 hours as follows. 5 years continuous service 10% 15 is 50% 25 is 75%. It's a long time. >> But this is only for people who were

192
00:54:19.440 --> 00:54:38.880
hired before June 30th, 2010. I wonder how many people are still under that. >> Oh wow. Okay. Do we have anybody that's only 15 years? >> 16 years. Yeah, there probably are still, but >> okay. >> Um

193
00:54:38.880 --> 00:54:55.119
>> um sick time can be used for any of the following reasons. Care for employees own physical or mental illness, injury or medical condition that requires home care or rest. Professional medical diagnosis or care or preventative medical care. Care for the employees child, spouse, parent or or parent of a

194
00:54:55.119 --> 00:55:10.000
spouse who is suffering from a physical or mental illness, injury or medical condition that requires home care, professional medical diagnosis or care or preventative medical care. Attending the employees routine medical appointment or routine med medical appointment for the employees child,

195
00:55:10.000 --> 00:55:24.800
spouse, parent or parent of spouse. Parental leave. If an employee if an employee becomes a parent with or without giving birth because the employee spouse gives birth to a baby or the employee adopts a child employees may access provided

196
00:55:24.800 --> 00:55:40.800
there is prrated cap up to 320 hours on the usage of sickly for such purpose. Yeah. Okay. Reserved. There's the sickly bank adopted repealed.

197
00:55:40.800 --> 00:56:00.640
>> Okay. Great. So, there's the reserved and revised. Um, personal leave. All persons employed in a classification of full or part-time B shall be entitled to personal leave of 3 days per fiscal year, which shall be

198
00:56:00.640 --> 00:56:17.280
prrated in the employees first year of service. Employees who do not use any sick leave within 3 months period calculated quarterly will be entitled to one additional personal day for each such quarter. Said personal days are to be used in the same fiscal year in which they are earned. Personal leave shall be

199
00:56:17.280 --> 00:56:33.599
scheduled with the approval of the department head and or the designate. Uh personal leave shall not be cumulative. So use it or lose it. >> Um family medical leave. The town provides leave in accordance with the family medical leave act FMLA

200
00:56:33.599 --> 00:56:49.760
um and its FML policy as adopted by the select board and as it may be amended from time to time. Copy of the town's FMLA policy is available on the town's website. bereiement in the event of a death in an employes's family, spouse, child, parents, in-laws, stepchildren,

201
00:56:49.760 --> 00:57:04.640
steparent, sibling, step sibling, s significant other, or someone who is under your direct care and living in your home up to and including 5 days off duty shall be granted with pay. In the event of death of a grandparent, grandchild, sibling, in-law, uncle,

202
00:57:04.640 --> 00:57:22.400
aunt, nephew, or niece, 3 days off shall uh off duty shall be granted with pay. Two additional days off with pay may be granted at the discretion of the town manager not to be charged against sick leave. Any time above these days is to be charged against sick leave.

203
00:57:22.400 --> 00:57:38.160
So that responsibility lies with the town manager. If anybody wants to add town time, the town provides military leave in accordance with state and federal law. Jury duty the best. All persons permanently employed in a classification of full and part-time A, part-time B

204
00:57:38.160 --> 00:57:54.799
called for jury duty shall be paid by the town. An amount equal to the difference between the compensation paid for a normal working period and amount paid by the court excluding allowances for travel and this will be certified by the town clerk or treasurer upon presentation of the check for monies

205
00:57:54.799 --> 00:58:11.200
received for jury duty. Jury duty pay is for up to 3 days of pay. Longevity pay after reaching 10 years of employment and thereafter each employee permanently employed in a classification of full or part-time B shall receive an

206
00:58:11.200 --> 00:58:27.760
annual bonus equal to 2% of their annual salary and is payable on the first pay period after the employees anniversary date at 15 years of continuous service 2.5% of their annual salary and at 23%. So, not only do they get the increase of

207
00:58:27.760 --> 00:58:45.440
step, they get after 10 years the increase of pay. >> Well, they get a one time pay the tape. >> Yep. At 10 years and then at 15 they get another is that two >> they get it each year. >> And then at 15 goes up.

208
00:58:45.440 --> 00:59:01.119
>> So stay stay employed. Stay here. I >> mean just for that alone. Anyh who, um, travel reimbursement shall be signed voucher at the rate established by the IRS when using the employees own car plus tolls and parking

209
00:59:01.119 --> 00:59:17.599
fees. Those fees can be found on uh the Massachusetts um that might be >> that might be federal. um the mileage. Um and then >> for I think reimbursements for meals and incidentals is by state and then by town

210
00:59:17.599 --> 00:59:33.119
>> cuz it costs more to eat in Boston than it does in Lunberg. Maybe >> I don't think this talks about meals or anything. >> No, the travel reimbursement. >> Yeah, they're just talking about mileage. >> Just mileage. >> Okay. So travel reimbursement is mileage only.

211
00:59:33.119 --> 00:59:49.839
>> I don't know. >> Okay. I don't see anything talked about other than just the car toy. >> I will ask because I'm sure that you know people go to conferences and things like that and how that works. Um items disciplinary discipline policy

212
00:59:49.839 --> 01:00:06.400
items which constitute grounds for disciplinary action against the employee include chronic absenteeism, tardiness and subordination, refusal to work infraction of work and safety rules, threat of physical violence against fellow employees, use of profane language to a supervisor or fellow employee or offenses of comparable

213
01:00:06.400 --> 01:00:24.359
gravity. So I don't know if we have any responsibility here. I think >> I don't think it should be in our perfect I agree. >> I don't see any language. >> I'm just looking to make sure.

214
01:00:28.000 --> 01:00:42.880
>> Yeah, >> I think it lives in the plan, but it's not under >> it lives in the plan, but let's see. So, that might be something we want to amend from these bylaws if we're not responsible.

215
01:00:42.880 --> 01:00:59.680
>> I mean, that's a question. Is this like our employee handbook or is this >> these are the bylaws and I think that you know looking at those bylaws >> one more I don't know maybe an employee handbook >> yes >> as to policy and procedure but >> I think one of the things that this committee is going to be doing is

216
01:00:59.680 --> 01:01:15.440
looking at these and finding out like which bylaw should be in here and which bylaw should be amended or updated or taken out. Um and you know meeting these next couple of months we can kind of determine um

217
01:01:15.440 --> 01:01:30.799
with town council and town manager collaborative working with you know and HR like why are these in here? What was the purpose? Do these belong in here? Should we be amending these? And then we can bring this up for a motion to the select

218
01:01:30.799 --> 01:01:48.319
board and to you know um town meeting if we want to take things out that we feel like like this doesn't involve us at all and things that are just under the purview of town manager also don't involve us. >> Right. >> They're better home for them.

219
01:01:48.319 --> 01:02:06.040
>> That's right. So let's see. And then we have our definitions. We're done. We went through the whole thing. how we are. That's how we are. Um, I went through these definitions

220
01:02:07.040 --> 01:02:23.760
and let's see. I think we could add some here. >> More steps or >> um more more definitions. Um, it's always good to have acronyms that we use

221
01:02:23.760 --> 01:02:43.599
often as a definition. Um, I think we can actually look through I'm going to look through and kind of highlight uh maybe some of the things that could use a definition at the end cuz I was I was like, "Oh, I would look at these definitions and then I was like, "Okay, that's what that is." But if I didn't

222
01:02:43.599 --> 01:03:03.680
see something, I would look it up >> um you know, through a chat function um or dictionary or other towns that have like more extensive lists of definitions. Um yeah, employee contracts tile manager

223
01:03:03.680 --> 01:03:18.480
may negotiate and execute an employee contract for a period of time not to exceed 3 years to provide for the performance standards, salary, fringe benefits, and other conditions of the employment including but not limited to severance pay, reimbursements for expenses incurred in performances of

224
01:03:18.480 --> 01:03:34.960
duties of office, liability insurance, performance standards, and leave for all department heads provided that the select would may authorize the town manager to enter into an employee employment agreement with employees and other titles due to market conditions or

225
01:03:34.960 --> 01:03:51.119
for positions requiring specific skills, education or level of experience. Such employee employment contract shall be subject to select board approval under the proceers set forth in the charter for the ratification of appointment and

226
01:03:51.119 --> 01:04:06.640
shall prevail over any conflicting provisions of any town personnel bylaw rule or regulations. Is this what is this? Is this new? This looks new as of last November. >> Yeah, it looks like amended 11825. Um I think this was to give the town manager

227
01:04:06.640 --> 01:04:23.039
a little bit more flexibility to negotiate with department headsets. >> Okay. >> Um I this would be great. I mean when I read this it makes me wonder I think we need clarification at some point maybe by HR director. Y >> um

228
01:04:23.039 --> 01:04:38.480
>> what employees like if you look at that list of who's under the SAP which of those have employee contracts. >> Yeah. which are actually filled or not built >> or which are, you know, being met under I know firefighter I think they fall

229
01:04:38.480 --> 01:04:54.799
under some of I'm not sure. Yeah, >> maybe some clarification on that. >> So, we have a good sense of like who's really under the SAP versus who isn't because it sounds like this can pull >> allow for additional and then they fall back to the SAP if not noted in

230
01:04:54.799 --> 01:05:12.400
contract. >> Okay, so um those are all great questions. Um, selectable approval under the procedure as set forth in the charter, the ratification of appointment and shall prevail over any conflicting provisions

231
01:05:12.400 --> 01:05:29.760
of any town personnel bylaw. >> Yeah, I've heard talk of like, you know, if someone has an employee contract, if if it's not noted in the contract, if it's silent on some issue, then it falls to the SAP. >> Okay. said in the SAP. >> Well, let's try to make sure that that's

232
01:05:29.760 --> 01:05:45.119
what that means. >> Yeah. >> Um and again, I think um attorney Terry will be able to go over this with us and answer any questions on language. Um because interpretation of language can be very

233
01:05:45.119 --> 01:06:01.599
different from person to person. Um, so you know, we kind of need to know what falls on our lap, what falls on town manager lap, what falls on select board lap. Um, and then amend our bylaws

234
01:06:01.599 --> 01:06:19.200
according to all those things. >> And I feel like labor council would be a good one to, you know, what should live here and what shouldn't as they probably have a lot more >> um oversight of other towns. Yeah. >> Yeah.

235
01:06:19.200 --> 01:06:35.520
>> And I know that attorney Terry has been with the town for a really long time, so he's got some cultural knowledge. Um, and you know, I'll probably take take a peek at this from the law perspective um quite

236
01:06:35.520 --> 01:06:51.119
closely and also compared to other personnel committees in other towns just to make sure that we're kind of aligning with um what other towns do and to make sure that we're serving not only the SAP community, but it it says right in our

237
01:06:51.119 --> 01:07:05.920
bylaws the the residents. So, um, and figure out what that looks like. Um, so there's a couple of questions in here about what should lie with us and what should lie with the town and whatever.

238
01:07:05.920 --> 01:07:24.000
Um, we can start ticking off those. Um, and my suggestion would be to submit any questions if uh look through this, think about what we chatted about. Um, listen to the recording. I'm going to listen to

239
01:07:24.000 --> 01:07:39.359
the recording and see where we might have some questions for either town manager or town council or HR and we can um invite town council and the HR director to our next meeting. But it would be great to

240
01:07:39.359 --> 01:07:55.280
have the questions in the Monday before so that they have >> a week to look. And often times they might answer our questions um through public email and then we can just go through the answers um at our meeting uh

241
01:07:55.280 --> 01:08:12.160
and make it public knowledge verbally and on the zoom. Um and it just is going to cut our meeting down time down like way way down. I like to have questions answered prior if I can. Um >> it makes life much simpler.

242
01:08:12.160 --> 01:08:29.880
>> Yeah. And then we if we have questions when we, you know, during the meeting if something else comes up, that's fine. Um but you know, we're not here to be here for like five or six hours unless we really need to. Um so

243
01:08:30.000 --> 01:08:46.560
we looked at the committee's purpose and responsibilities. We discussed the current personnel related um priorities based on the SAP. Um we we reviewed the town bylaws relevant to the committee. Um we did skip over

244
01:08:46.560 --> 01:09:03.199
um some of the fringe and benefits because we don't have the current contracts, union contracts. Um so we will make a compar comparative analysis when we get those contracts. Um,

245
01:09:03.199 --> 01:09:18.560
and let's see. Um, we are going to meet the first and third Monday of each month and then modify hopefully. Um, we may be able to modify after about a month or so, I think, if we can figure out what we want in and

246
01:09:18.560 --> 01:09:35.920
out. Um, and I'm going to look into the library or the senior center um, for a more accessible meeting space. I think that's I think that's better. Um because these older buildings, the R

247
01:09:35.920 --> 01:09:51.839
building in town hall like these I don't know that scares me. So um >> Oh. >> Yeah. >> This one looks better than town hall though. This one looks much better than town hall. This one. Yeah. Yeah.

248
01:09:51.839 --> 01:10:07.920
Everybody in the town hall >> a minute to figure it out, but we got there. >> Did you town Everybody in the town hall. Okay. I can get up. It's coming down the I'm unsteady. >> Okay. >> It's just going to take time to heal that. >> That's okay. >> So, you haven't used the lift to town hall then? >> I'm sorry. >> You didn't use the lift to town hall.

249
01:10:07.920 --> 01:10:22.239
You went twice. >> Oh, okay. >> I can get up the stairs already, but it's coming down. Yeah. >> So, I take it and just up at ease. >> But yeah, >> you felt safer there. >> Well, first is finding the damn thing and finding how the door opens. So, then

250
01:10:22.239 --> 01:10:37.360
I got that done and then riding down door doesn't slide. I'm not scared. >> And I just put up just a little bit so it wouldn't push it open. >> I'm think I'm shy. This thing is in this building. >> Yeah. >> And then take a deep breath. Like I said

251
01:10:37.360 --> 01:10:53.679
to you, bring it down just an air more. >> I heard the clicks. Okay. When does this open? And I'm pushing on the wrong side. >> So I respect. >> Oh my gosh. >> You know, >> take your life into your own hands attending meetings. >> But it's only seconds. I mean, you're not there.

252
01:10:53.679 --> 01:11:11.679
>> Yeah. But still, >> we appreciate it. >> Yeah. >> Um, other business correspondents and announcements. Um, all of our we are not allowed to discuss things outside of open meetings. Um,

253
01:11:11.679 --> 01:11:28.480
if I do send an email that has information in it, uh, you can respond directly to me with questions that we can add. Uh we can do agenda items uh in together on open public uh emails. Um but we are not allowed to discuss any or

254
01:11:28.480 --> 01:11:45.280
deliberate. >> Yeah. Business um matters not reasonably anticipated by the chair 48 hours prior to the meeting as permitted by the Massachusetts open meeting laws. We can add things last minute. Um, I like to get my agenda in

255
01:11:45.280 --> 01:12:01.040
at least three business days before at least. Um, and that's going to town clerk, which I was sending directly to her and she was on vacation so we had a little snafu. But thank you Kathy and Jen for making sure our agenda got up uh so we could

256
01:12:01.040 --> 01:12:16.000
have this meeting. Um, so now we're pretty much um good to go. Um, >> so we have our info to you by Wednesday before should be sufficient. >> Yes. Yeah. But if we could come up with

257
01:12:16.000 --> 01:12:33.280
any questions that we have for HR or um, attorney Terry based on what we talked about tonight or what we read. Um, some any type of clarification on language. um any

258
01:12:33.280 --> 01:12:50.000
part of the bylaws that you think may not be um in our responsibilities in our realm of realm of responsibilities. There are some things that really should not be our responsibility. Um yeah, we actually

259
01:12:50.000 --> 01:13:07.199
skipped over under 70-2 there's a section F. Except as otherwise provided by law, the committee shall have access to all facts, figures, records, and other information relating to the personnel of the town departments. >> Yeah. >> Um >> that I think we need some

260
01:13:07.199 --> 01:13:23.360
discussion on and I'm not sure that all of that necessarily needs to be in our purview. Um but the stuff that relates to, you know. >> Okay, let's see. Part >> Yeah. Part. >> Did we not read the whole thing? >> No, we jumped.

261
01:13:23.360 --> 01:13:40.239
I'm sorry. Let's go let's just go back to that then. >> Yeah, that was one I >> think that as a question, you know, and I think that's where that idea that we should be able to see the contracts if need be. I mean, I think those are things that are in our preview. >> Y >> um

262
01:13:40.239 --> 01:13:56.880
clarification. I must have >> I mean there's obviously things that >> by law we can see it's private but um >> respond pantum issue amend or revoke administrative orders for the purpose of giving effect to the positions of this bylaw

263
01:13:56.880 --> 01:14:13.440
um shall have access to all facts figures records and other information relating to the personal personnel of town departments and the same shall be furnished forth with by any such department whenever so requested by the personel committee. >> Okay.

264
01:14:13.440 --> 01:14:28.239
>> I think some clarification of what's in our app, what isn't, and yeah, what that really means because I think that that's pretty broad. >> What are some of the things that you think wouldn't be >> um any disciplinary stuff? I don't think >> Yeah, we don't need to. Mhm.

265
01:14:28.239 --> 01:14:42.960
>> Um, so we want to kind of make this a little bit a little bit more granular with some very transparent things that we are going to be able to be have access to. So we want to kind of

266
01:14:42.960 --> 01:14:59.360
amend it to say exactly what we have. >> Yeah. Like I think maybe things regarding the position but not the person um >> would make more sense. Um but again, >> yeah, >> those are good questions to have. How did I even skip that?

267
01:14:59.360 --> 01:15:19.199
>> I noticed if I didn't want to stop your number. >> No, no, no. Please >> not. >> Stop me. I must have hit my I don't like these finger pads cuz I can't control too. So, >> yeah. But we got the G part >> and we got the E part. Yeah. Should have

268
01:15:19.199 --> 01:15:37.199
skipped right over F. Okay. Um, so yeah. >> No, David. Well, thanks for catching that, Pauline. >> No problem. >> Um, yeah. So, I think we have a good starting off point of

269
01:15:37.199 --> 01:15:54.719
what's in the bylaws, what can what we might what might not be in our responsibility or what might not be under our role. Um, a couple questions that we have already. That's good. Um and we will invite HR director and Terry

270
01:15:54.719 --> 01:16:11.520
to the next meeting. Um attorney Terry to the next meeting and we should have if we could have any questions, concerns, things we want to bring up uh to either one of those folks um by

271
01:16:11.520 --> 01:16:29.320
Monday, next Monday, which is the 13th. Um, I can give it to them by end of day Monday or I can give them give it to them by beginning of day on Tuesday. Um, and then we'll have our agenda in by Wednesday.

272
01:16:35.360 --> 01:16:56.080
>> I should look at mine, too. I think I I think I looked at mine all the way. >> I don't believe I have any issues with this, believe it or not. Um, and it might be nice to also like kind of figure out

273
01:16:56.080 --> 01:17:12.080
what the hiring is going to be or what anticipation of hiring. I know we're going to be going the opposite direction unfortunately on some positions in the town that may or may not be on the SAP. Um

274
01:17:12.080 --> 01:17:28.400
but maybe to get like >> maybe just get an overview on >> an overview of what's happening like what's going on who's you know who has to >> what's the status of >> yeah of the employees here like are there going to be openings who's going to be being laid off um based on our

275
01:17:28.400 --> 01:17:43.520
available >> or retiring our fire chief and miss uh yeah so great Uh, let's see. I think that's everything that I have. I think we did a

276
01:17:43.520 --> 01:18:00.560
I think we did a good chunk. >> Oh, I think >> we did more than I thought we were going to get to. >> Um, I'm a mover and a shaker. I like to get things toggled out. >> Let's go through it all. And now settled in. >> Yep. Um, I think it was good. >> It's July already. We're looking at bringing anything to special time.

277
01:18:00.560 --> 01:18:15.679
That's tight. >> It is tight. Um but I think our next meeting we will have um a better visual into what can come out like right away. You know what I mean? Like that does not belong with us.

278
01:18:15.679 --> 01:18:30.800
>> Um and then we some of the gray stuff we can talk about and we can talk about with HR, we can talk about with uh Charlie Terry. Um but there are some like things that should come like out immediately. So that's an easy amendment. that's something easy to

279
01:18:30.800 --> 01:18:48.719
bring to um the you know town select board and then something easy to put on the agenda for town meeting in May. But there'll be some of those wishy-washy things. Um but I think we'll be able to take out, you know, a couple of big big

280
01:18:48.719 --> 01:19:06.159
things out of here. Um and kind of redefine what the personnel committee is along the way. So, >> and maybe do what we did here. Go right through everything. >> Yep. It's great. >> Depending on who's >> Yeah. >> what? >> Yep. Um, so any questions you have, just

281
01:19:06.159 --> 01:19:22.960
get them to me. >> Um, and any clarification you need. Um, also feel free to email on your own. I mean, this is a, you know, you can also gather information on your own. I think it's um important for everybody to have like the same the voice and just

282
01:19:22.960 --> 01:19:40.159
chairing it is just kind of keeping everything going and moving forward and you know getting agendas and things like that but I feel like this is more of a collaborative collective has to be um team >> so all right

283
01:19:40.159 --> 01:19:55.440
does anybody want to call a motion to adjourn or I can call >> a motion to return to the 20th >> yep I Second that. >> All those in favor? >> Okay. >> Great. Yeah. >> I >> I and David >> I

284
01:19:55.440 --> 01:20:11.199
>> Okay. Um this meeting has been adjourned and we will provide minutes and the recording will be on uh YouTube in I don't know how many days. I'll find out. Um and thank you all for uh coming in.

285
01:20:11.199 --> 01:20:16.800
>> Thank you for this. >> All righty. Bye bye.