Welcome everyone. Thank you for attending the November meeting of the town of Newbury Human Resources Board. It is 401. Let's call the meeting to order. Present are >> Diane Doyle, >> Mark Flechman, >> John Ferrara, Anthony, >> Lynn Pe,
>> Patty Kushner. >> Thank you all. Good to see everyone on Thanksgiving week. Happy holiday in advance. You too. You too. >> Next order of business is to approve the minutes from the prior meeting. Diane, as always, thank you for providing those to us. This is the
meeting of 10:28 25. >> Motion to approve. >> Second. >> Any discussion? >> Assuming everyone's had an opportunity to read through them. >> Yes, I have. >> Seeing no discussion, let's vote on
acceptance of the meetings. All those in favor of the minutes, all those in favor say I. >> I. >> Approved unanimously. Thank you. Employee issues. Diane, let me turn to you and Chief Fisher to see if there's anything we need to be addressing. >> Nothing on my end.
>> Good. >> Nice to blow right by that issue every >> personal actions and job vacancies. I know from just talking to Diane that we filled a couple of positions. Diane, would you like to give us an update? >> Yep. We um last month I reported that we
had the van driver position um was open and we have hired a new van driver. She will be starting on December 9th. Um we had a resignation of a DPW worker who is relocating back down to South
Carolina and we have since filled that position as well. So, we have a new laborer starting on December 1st, and we have um since our last meeting had our new full-time firefighter start in the position that was vacated by Curtis
Walton. Um so, he started on November 10th, and that's all I have. >> I still have one open position, and my uh two newest hires are doing great. So, >> wow. All good news
>> in this tight labor market. Good deal. >> Thank you, Diane. >> Next order of business, workplace issues, discrimination, ethics. I'm not aware of anything percolating. I hope that's still the case. And town hall, PD, FD, everything.
>> All good. Thank you. Safety issues. Anything new to report? >> We don't have anything new to report. That's a good thing. >> Mhm. >> Nothing. >> Okay, we're zooming along here. >> We're cooking right along. >> All right, other business. Couple of quick ones. Um,
ongoing compensation reserve fund discussion. As a reminder, we we uh Tracy brought this to our attention in the October meeting. We had a robust conversation talking about the
practicality of it, the need for it. uh the timeliness of it and the result was that with a couple of ex uh with a couple of um abstensions from Diane and Patty for obvious reasons the board has voted to recommend
that we bring that to the select board >> and depending on how it's structured potentially to town meeting as well and I'll talk about that for just a minute or so here but before I get into that any follow-up thoughts questions anything folks want to share before we
get into it? >> No, just follow on my sword. I forgot I was going to um send an email out to the Essex County Chiefs of Police Association to find out how the departments that were offering um like signing bonuses, how those were set up
kind of um on the administrative end of that. And I forgot to do that, so I just made myself a big fat. >> Great. Thank you. >> Yep. I I met with the Manchester by the Sea past treasurer just because we're close friends. >> Yeah. Good. >> Through association and mentioned it
with no specifics. >> Though the specifics sort of fell in my lap when I went to turn some some paper chase into Gretchen. >> Did that happen? >> I'm sorry. What? >> Her assistant. Is that who we were talking about in our meeting the other
day to try and retain? >> Yes. She had resigned and has left. >> Okay. >> Yeah. I mean, >> but I don't think that was the only that I don't believe that was the only reason for this. >> No, no, I agree. But it was it was part and parcel, >> right? I think
>> so. Did you get any data points from >> He said there's no specific account. It comes under general uh general revenue. Other words, they're holding account the general fund. He said they they go to the finance committee and to the uh the select board and they ask for
opportunity to spend it in a special mode, >> right? >> I mean if there's if there's a manner of of isolating it specifically and the answer is no. >> Yep. >> Okay. Thank you. >> U
discussion last month. I'm I'm questioning that that because I don't think you can increase the budget amount once the budget's been sp been set by town meeting. >> So to go back to the general fund, if you will, to ask for more funds to be set aside for a fiscal expense that's
already been sort of set in stone, I don't know that you can do that. >> Like Tracy said, it had to have been like an emergency unforeseen. like there were two or three check boxes that she was saying she was kind of >> concerned that it didn't meet the um
>> the kind of urgency, >> right? >> Um as she sees asking for that to happen. >> Um >> I think there's the opportunity to go in if you have excess funds in one line item and you need to move them, she could go to the finance committee and request that they be because the budget
itself won't wouldn't change. But I don't I think the point in this was to set aside funds so that she didn't have to go back and correct >> you can't ask for an increase in the budget. >> Yeah, I can offer a little bit more detail on that. >> Um I met with Tracy on this just to
follow up to make sure I understood what her thoughts were on it uh and also spoke to folks from a number of different towns uh who some of whom have items like this in their operating budget. Um, and the
result of that conversation was that Tracy was then going to follow up with town council to get their understanding of, you know, how the town of Newbury might be able to navigate this. And u so far what we've determined is that there at least potentially there is two ways
to be done. The traditional way is to create a line item as Diane was just talking about in the operating budget named to be determined. >> Uh and that line item would be used for the purposes of as you were saying unanticipated
uh circumstances that might popped up pop up during the course of a year. Wouldn't necessarily be union stuff. It might be >> just human resources. >> Yeah. Human resource issues. you know, a key employee >> who the town might be um
you know, might be saying goodbye to for for whatever reason, >> uh a valued employee who we would like to be able to maintain. If if it was a question of dollars, >> then there would be this this pool of money available on an as needed basis.
Some years it might not be used at all >> and other years it might be used once or twice >> but it would sit as a line item in the operating budget. As an example, I talked to the uh the finance director, I think her title was in Salsbury, and
they have this in a line item under the category of I think it's pensions and other liabilities as sort of a catchall >> um to be used as needed. I think they
funded it with $25,000. Um, so that's one way to do it. What Tracy said to me a week or so ago was that her her initial conversation with town council suggested that because
of the way the town of Newbury creates its budget. So Diane, I think you can help me with this. It's not necessarily uh each it's by department or by category. There was some question from town council as to whether we would
be able to create one fund to be used potentially in different areas or if each category in the budget required its own special fund and that of course would be challenging >> to be funded. You know there three of
them are there seven of them. Uh that seemed like it could be a little >> well a governmental expense under the category of retention and and recruitment. uh under a human resources aspect. I mean that wouldn't that would cover all the departments and right
simple idea >> but again because retention >> because of our bylaws the way that the way our our budget is reviewed and and and sent to town meeting there was some initial question from town councils whether that would be the appropriate thing to do. So that's an ongoing
conversation. The other option which is I think is the one that trace that we're leaning towards as as a more realistic possibility would be to create a warrant article to be
brought to town meeting for the purposes of establishing a special fund outside of the operating budget if you will transparent everyone's aware of it time meeting is aware of it the citizens aware of it uh and it would be funed out
of free cash. >> Mhm. >> An amount to be determined based on how the uh select board wants to write the warrant or the article in the warrant for the sake of argument. It might be a $25,000 number. Could be a $50,000,
could be a $15,000 number. Select board would determine along with, you know, town administrator perhaps, you know, fin. What's an appropriate amount? put that on the warrant as an article and if it
passes town meeting it it it becomes a uh it becomes a fund that sits outside of the operating budget to be used on an as needed basis. >> Yeah. With defined parameters. And if if it's a $25,000 fund and during the course of a year
10,000 of it is used, then the following fiscal year $15,000 again comes from from free cash >> to repopulate that fund to keep it at a level 25,000. So that's >> And if we don't if we don't use it that
year, then we're asking for zero dollars. >> Yeah. Exactly. It would require some careful calculus in designing it, communicating it, and passing it because you you wouldn't want it to you wouldn't want it to come out to the employment
group department heads on down to the to the employees. Uh is is a potential let's go in and talk to the manager. And I mean in private industry, it's done at a a quiet level. It starts at a low management, goes to mid management and
then goes up to CEO level. Uh and it's usually after uh is somebody's shown remarkable impetus and and in and intelligent uh aspect contributed to a project or to a
community of of the department. And th those are done quietly in not under the cover but quietly as opposed to every employee realizing that I can go into the department head and say I I I need a raise because the proletizing that's going out
there with social media available is is has to be dynamic at this time in life. And I don't want to speak for Tracy, but I think she feels pretty strongly that this is not a run on the bank kind of a fun thing that that you know this is there on an as needed basis
>> for exceptional employees >> for exceptional circumstances. And again, there may be years where there is no need to touch this fund whatsoever. >> But it's, you know, better to have it and not need it, as they say, than need it and not have it. >> So there's still some work to do. Tracy
is back another week, I guess, or she's she's on vacation now, but so I'll continue the conversation with her in the interim. We'll talk to other towns. I've spoken now to Rowley uh that is now not does not have this kind of a fund available, but the woman I spoke to, Raleigh, was interested in what our
results were, and I I told her I would double back with her. >> Have you finished your conversation with town council? >> Uh, no. I think Tracy is ongoing with town council, but again, I don't want to speak for her because she's not today. I think she got an initial view of from
town council saying that if it sat within the operating budget based on how Newy's budget gets approved >> to Diane's earlier point it may be cumbersome because we we may in New fund available to be used for any
department that might require. So that's that's a little fuzzy at the moment. Good. >> But >> so the hope is that I know we have some time to play with this, >> but my hope is that by the next meeting, Tracy will have more detail and we'll be able to vote on which which way we think is the appropriate.
>> Yeah. Town council is presenting >> the town council's input and then present it to the select board >> a phone call to HRS where they have a broad base of experience. >> That was part of it as well. Yep. >> Did they have any I thought Tracy >> Tracy Tracy was going to speak to Sandy. I don't know if that's happening. Okay.
Because I mean they would have a book full of right of towns and various sizes. >> Yeah. >> And again the description would have to be would have to be completely neutral. Can't be too specific. When I did my
first pass on local communities similar size and type. There were 15 or 20 of them. There were half a dozen. they had something, not necessarily the fund created, but there was some language in either a warrant article or there was language at a select board meeting. You
know, there was suggestion that other towns were contemplating it. We know that some like Salsbury had put it in place, but they're all over the place. Yeah. So, >> yeah. >> So, that's what we're dealing with. Uh made some movement on it, but we're still not quite there yet, especially with Tracy being out of town this week.
So, more to come. >> And this would be for next FY. Yes. >> FY27. >> FY27, especially if it has to go in front of town meeting in May. >> Sure. >> For the following fiscal year.
>> Um, the good news is there's no code red at the moment. >> Yep. >> You know, Tracy brought it to us because she she was in a situation where it would have been great if there was some funds available to hang on to a valued employee. Unfortunately, that didn't happen. But so, we're just trying to anticipate future needs and get ahead of
it as best we can. smart thinking. >> Yeah. So, any other questions or conversation about that? Uh if just quick show of hands, I mean, if if we're able to create something that sits outside of the regular
operating budget funded by free cash, it does require time meeting approval, assuming that happens. To me, that would seem again less cumbersome. Thoughts? >> I agree. less cumbersome than what >> than having to have it sit in the
operating budget and then question whether you need five, you know, five independent ones or whether to John's point we can just have one operating one line item that can be used in different categories. I got the impression from Tracy that town council didn't think in
new that was going to be likely, but again more >> it sounds very complicated. >> Yeah, >> it would certainly be more complicated to do it that way. relatively on the simple side >> and I mean most of my employees you know are are in a contract anyway so this
wouldn't apply to like my my sworn officers but >> if I budgeted more money but highway department didn't budget you know what I mean like then could I give my bud you know what I mean could I transfer mine to him so he could keep his you know that just seems
>> so much more um not transparent than if we just had one fund that anyone could go to whatever the process is decided to make a request >> right >> to do you know to do it that just seems um cleaner to me.
>> Yeah. And it may have to come with some operating authority attached to it. It may be that for sure you know that maybe the select board has to buy off on each individual >> tap into that fund in addition to the town administrator. Well, and I think that that's a good point, Mark, because you don't want it to get the u
reputation of being a slush fund. >> Exactly. >> Exactly. >> And I think that's why Tracy was asking us if we thought it was appropriate to be under this cuz she didn't want to what I heard her saying was basically she didn't want to be a sole decider
>> on on it. but she also needed a process that could move faster >> than the um the fincom meetings, you know what I mean? So that's kind of >> why I felt like she brought it to us in its infancy stage. >> And if it's able to be done outside of
the operating budget, what that means is it doesn't require time meeting approval every year. >> Yeah. >> Like the operating budget does. Okay. So once it's set in place at at a finite amount, whatever that amount might be, >> uh, and then it gets replenished out of
free cash the following year if any months have been dispersed from it. There may be years where there's no funds dispersed from it. So >> Okay. >> So we're getting there. >> Yeah. >> But yeah, it's not it's not as easy as >> as is always the case. So >> Okay. Any else on that? >> No.
>> Great. Thank you. All right. Last order of business in terms of uh other business is um I sent out to everyone uh my final draft or a draft I mean final draft of the new reh board
plus excuse bless you um FY25 annual report. Uh has everyone had a chance to poke through that? >> I did. I thought it looked great. Thank you for doing that. You have one typo. >> I respond to this one. >> Thank you. Where is that?
>> Page two. Pay for play. >> Page two. Where >> in internally equitable and externally comprehensive rates of play for employees? I think you meant pay. >> Okay. >> Well, I don't have the right classes
underneath us, especially the way it's all grayed out. >> Yeah, I know. What towards the end? Page two right there. Your four points made. Okay. Just before you where's your signature? Oh, sign down here. >> Where's your website? >> Yep.
>> First bullet >> right there. And >> it's your internal equity. Internal internally and ethical >> play. Oh, rates of place. Thank you. That's quite right. Thank you. >> Rates of pay.
Thank you for that, John. The substance of it. Fine. >> Good thoughts additions. >> You might want to change sits to ranks. >> Change what? >> In the same same one down here. Change sits to ranks.
>> Help determine where new ranks >> competitively and overall compensation. It could be some of the board members aren't bright enough to figure out what >> where are you >> sits means instead of rank. The last bullet item down towards the bottom, help determine where Newbury I said sits
competitively. John suggested I change sits to ranks. Well, it's more help determine where Newbury ranks competitively. >> Um, I like that. Yeah. >> Okay. Thank you. Thank you for that. >> Good job. >> Good word smithing. >> No, it's perfect. And uh I added one
which sort of emphasized it because you you you discussed the fact that in your additional HR makes takes an occasional special projects recruiting and retention of staff issues related. Maybe you want to actually restate that
once again in your bullet points to reemphasize it even if it's a bit clandestine. I wrote down perhaps assess financial aspects of a vital essential town imperative i.e. the retention in of
exceptional and critical employees. >> Do me a favor after the meeting could you email me that? >> I will because I I didn't get it all. Sorry. >> No, that's quite right. I I'll email it if you if it's worth putting in there. >> Okay. >> Just because it's my ears or my age or
both. Thank you for that, John. >> And that should >> Mark, nice um nice first draft on that. Um I appreciate your commitment to the board. >> Thank you for your response. Also, P. >> Yes. Well done.
>> Um the other thing I wanted, it's funny, I looked at and by the way, this is a template I've used for a couple years now. I'm really just putting in new numbers. It has served us well. uh you know this comes out as part of the overall town annual report and each
board is responsible for creating its own some of them are half a paragraph some of them are three pages ours is kind of right in the middle uh and I just happen to notice yesterday when I was looking through it that a number of the boards at the
bottom don't have any names listed at all. Some of the boards as I've done just have the chair writing the letter and that's it. Other boards have each of the board members names mentioned at the bottom which I think is a nice touch and I'd like to do that. >> I agree. Yep. >> So with your permission I'm gonna sign
it and then add each of your names on the bottom as board members which I should have done in years previous. My apologies for that. Just didn't even think about it. So with your permission I'll add all your names to it and that'll sit in the overall annual report book for the town.
>> I think if I'm a resident that looks nice. It's not something that I need, you know, as a board member, but I agree with you that if I'm a resident looking at it, it's good to see who the entire board is, >> right? Yeah. You know, our names are listed on the website, but people don't often go to the website. So, >> yep.
>> I think we need to share the uh we share the responsibility. We should share the acceptance of of >> you who we are. So, >> sounds good. >> Okay. So, I'll add everybody's name to it. Make sure Tracy gets that as the final draft. But John, I'll wait for your We'll do that first thing.
But anything else on the in your report? Understanding I'm going to make a couple of quick edits here. Let's vote on acceptance of it as the board. Is there a motion? >> Motion. >> Said second. >> Any further discussion?
All those in favor of accepting the town of New HR board FY25 annual report say I. >> I. >> I. Unanimous. Thank you all. Uh unless there's anything else you was there something you wanted to
>> I'm still working on all of the stuff the >> the job descriptions >> job descriptions and so forth. >> Okay. So a thought uh you know historically the December meeting is one that we have cancelled unless there's something
percolating that requires our attention since it's fall so close to the Christmas holiday and knowing what people's schedules are traveling and the like. So, I guess my thought was if if folks are okay with it, I think we should put something in place
for the fourth Monday with the understanding that uh we'll keep it only if something of urgency crops up. If my ongoing conversations with Tracy become a code red and we need to discuss this further, hopefully we'd have a quorum. Uh, so my thought was what if we put
something in place for the fourth Monday in December with the understanding that it will likely be cancelled unless something requires us to be there. >> That's good thinking. >> Rather have it than not need. Is that okay? >> That sounds good to me. >> Smart. >> I will not be here. >> I may want to know. So I'm likely to be
in San Francisco. >> So that would be the 22nd. So we have two possibilities of not I was just going to say if we don't have a corn people aren't we definitely >> that's a moot point if we don't have a corn but >> so we have one definite one maybe so you're definitely not here that week >> my flights are purchased
>> good for you mine mine are in the thinking stage >> okay so you'll let me know here >> I'm definitely here >> I'm here as well >> here >> my bride not be might not be happy if I'm here on the 21st instead of cleaning the house but that's another
Okay, >> I need to provide you with an excuse. >> All right, so let's just pencil that in. >> Okay, >> for HR board on the 21st >> 22nd >> 22nd >> 22nd >> 22nd, >> right? >> Yeah. >> 1600.
>> Yeah, I don't want to be here on a Sunday, Mark. >> No, >> there you go. 4 to 5:00 p.m. December 22nd, 400 p.m. Add with the understanding that it's likely to be cancelled unless we are required to be here for whatever reason.
>> Okay. >> All right. >> Is that good? >> Sounds good. >> It's good. >> Okay. >> Sounds great. >> That having been said, if there's any if there's not any other new business, I'll entertain a motion to adjurnn. >> I'll make the motion. >> Second. >> Second. >> Any discussion?
>> No. All in favor? >> We arejourned. >> Happy Thanksgiving everyone.