I call to order the April meeting of the town of Newbury Human Resources Board. It is 401 and present are >> Diane Doyle, >> Mark Lechman, >> Patty Fischer, Lynn Pe. >> Thank you all. Excused as a result of the conflicts in the schedule of both Tony
and Tiko and John Ferrara. But before we have a legal quorum >> and so we are ready to go here. Diane, as always, thank you in advance for um putting together the agenda and uh >> this is from last meeting, right? >> The minutes from last meeting. So, first
order of business is to approve the prior minutes, prior meetings minutes of um March 23rd. If folks have a chance to read through that, >> I did review them. Yeah, I'll give the motion. >> Please. >> Second.
>> Uh any further discussion? Yes. Just just so we uh are clear on it. Under other business, we talked about the ongoing discussions about the uh reserve compensation fund which has been vetted. Now the language uh we caught one thing
very late last week and that is the original language that we looked at a month or so ago talked about the article would say to see if the town will raise and appropriate the sum of $25,000. Technically, that's incorrect. What it should have read and what it will read
going into town meeting is to see if the town will transfer from free cash >> the $25,000. This is not going to be an appropriation that would add to the to the tax levy. This is strictly being proposed as transfer from
uh from free cash to create this reserve compensation. So, that's the only language change that will have it. Otherwise, it's pretty much as we've been discussing. catch >> question that was different than what we talked about last week. I thought it was part of the budget process which >> let's not right
>> um so uh is because it was stated differently and so the town meeting is coming up pretty soon >> next a week from tomorrow next Tuesday. >> Yes. >> Yeah. Um so is anybody going to get the
language that was before correction? No, because the as I understand it, the warrant >> is as we speak being >> Okay. >> created. >> Okay. >> So, the warrant's not out yet. So, there's nothing to correct. >> Okay. All right. Just because I would
assume that that would be up for discussion then, you know, it would create a discussion. >> What what Tom and I just checked on this with Tracy, what Tom Council said was that if it had been the reverse Yeah. If we had said all along we're going to transfer from free cash and then at the last minute said no it's going to read
race inappropriate >> that would have been that wouldn't be problematic but because it's this way it's a non-issue. >> Yeah. And no one will have seen the original language. So okay that was corrected over the weekend or today and so whoever shows up at town meeting or wants to get online to look at the
warrant will see the correct language. >> Okay. Thank you. >> You're welcome. So any other discussion of minutes? >> No. >> Did you have something? >> No. I kind of stepped in front of you. >> Nope. I Nope. I was good. >> Thank you, ma'am. >> N seeing no further discussion, all those in favor of accepting the minutes
as written say I. >> I. >> Thank you very much. Next order of business, employee issues. Diane Chief, >> nothing. >> Nothing to address. Nothing come to our attention. Great.
>> Personnel actions and job vacancies. So, we had one full-time firefighter that had resigned and that's since been filled. Uh, he started on Sunday. He was a call PDM um that left his full-time position to come to Newbury. So, that was exciting.
>> Um, so he started and short of that I don't have any other just refresh my >> I still have two fulltime openings available. >> Okay. Remains a challenge. >> It remains a challenge for civil service
department right now. >> Yeah. So, pipeline is there >> at the moment. >> Pipeline is there for the moment and we're looking at um what we have been doing is looking for people who are already certified. >> Um I'm starting to transition of what
would it look like? What would it mean for us to put somebody through the academy um to get them certified and how would we retain them >> um afterwards? So, we we may need it's not a quick fix by any means. Um, but it is a it's something that we have to look
at. >> Did you say you still have two? >> I still have two full-time. >> And then the other one that you sent to me earlier was just a part time. >> This was part-time. Yeah. We we may be adding a part-time a former part-time um officer who has since retired. His full-time job asked to come back, but that appointment has not happened yet.
>> Got it. And staffing issues are fine at the moment. No. Well, it it's really hard with the two full-time vacancy. I'm only allotted 12 full-time sworn officers. So, being down two is a significant impact. Um, especially with
us going into our busy season, but the staff that I have right now are incredible and are, you know, keeping up morale, doing the best they can with the amount of work that they have to do. >> Um, but yeah, it's something >> you have to broaden the net with different >> figure something out. Yeah.
>> Good luck with that. >> Thank you. question. >> Yeah. >> Um, have we done that before? Hired and then put them through the academy. >> The So, there used to be quick synopsis. We used to hire reserves who would put themselves through a part-time academy. We would hire them as part- timerrs.
They would be called reserves. So, you would vet out who was a good match, who wasn't, and you would you would then send those people uh to the full-time academy to become full-time. Uh, postreform got rid of reser the reserve position across the Commonwealth of
Massachusetts. So now everyone has to be in order for us to hire them as a police officer, they have to be a full-time academy certified um officer, even if they're working part-time for us. >> Y >> um so that is a new change within the
last couple years. And then what recently happened which has been kind of uh the nail in the coffin so to speak for us is civil service reform. So town of Newbury is not a civil service department. uh larger departments are traditionally civil service departments. Civil service used to have to hire off a
list. They couldn't deviate from that list. >> Now, uh civil service can hire up to 50% of their hires on a five-year look back off of the civil service list. Okay? >> So, I can lose my non-Ivil service
officers to a civil service department who pays more, has heavier protections, and those employees then become civil service employees. So the civil service departments are now casting their net into the non-ivil service department pool to take our kind of um our patrol
force >> from us and it's it's a hard thing to say no to because of the pay difference and the benefit difference. Um so that has really hindered our ability to hire and retain um
retain staff. So, if we are bringing some employees in and then putting them through the academy, um it's going to be tough to retain them. >> It I'm looking into all of that with town council about what can we do and and they're not if I put somebody
through the academy between the academy and field training when they get out, they're not solving a problem for me for almost a year, 10 about 10 months. Um, so it's not a quick solution, but there are a lot of smaller departments are now looking at employee contracts and things
like that to try to at least um make it so you're not losing money for investing in them and paying their salaries while they're at the academy and whatnot. So yeah, but it's a it's a tricky new um field that all like I said all smaller departments, all non-civil service
compression coming your way. >> Yeah, it's a lot of compression and it's and it's all at once. You know, we're still we used to, for example, when we were allowed to work reserves, we had our 12 full-time sward, but we could have 12 or 14 part-time employees >> who filled in for all the vacation time,
all the sick time, all the extra beach patrol. If we had a crisis, they were the ones that would come in, you know what I mean, and work. So, budgetarily, they were beneficial because they got paid less. Um, and it it doubled our call pool.
>> Yep. you know, for shifts. So, it cut our availability in half and made it so now when I do have to call somebody in, I'm paying them at full-time officer overtime rate. So, everybody's, you know, full-time now o overtime now when
they're coming in for things. So, it's it's had multiple p punches >> in a variety of categories of what it's doing to police departments in general, but particularly the smaller ones. larger police departments didn't depend on reserves. >> Yep.
>> Um but we have for decades and decades and decades. So um and then civil service, the civil service reform was something we didn't know if it would go through or not. And you know, we're speaking to our legislators about the kind of unintended consequences of their
decisions uh when they make legislative changes. Mhm. >> Um, you know, they did this to keep civil service departments happy and keep them from leaving civil service. >> Um, but they just cut the legs out from
small departments in the process. >> Trick trickle down is more like a firehouse. >> Yeah. Exactly. Exactly. >> Yeah. Sorry to hear that. >> Yeah. But like I said, our staff really good morale doing the best we can with
the resources we have right now. Okay. >> Thanks for the good work that you're doing. >> Thank you. >> Here. >> Wish Wish it was a more positive outlook. >> Uh anything else in terms of uh >> uh Nal actions?
>> Nope. Just uh like said the full-time firefighter that filled one filled the position. >> I'm not aware of any workplace issues, ethics issues, discrimination issues. Nothing's come to my attention. >> Nope. >> No. Uh again, other business, the
reserve comp fund, it'll finally uh be put to the vote of town meeting a week from tomorrow. Our hope is that people will have an appreciation for why it's important. >> Um it's a it's a mechanism that can be
used on a rare but occasional basis. um where the town um which is struggling like all small towns as you just talked about with uh budgets are getting crushed. >> It's it's an opportunity for us to have
a lever available if you know those circumstances are such that that an individual uh who's a valued employee uh we need to get creative somehow in the short term. So, it's not a big ask. The
25K represents less than 1/ half of 1% of all the budgeted uh compensation for the town for the year. So, you know, 25K in isolation is a big
number, but when you measure it against uh both the amount of free cash that's available and the fact that it's it's a very small percentage of of what we're asking for in terms of compensation, budget, uh the hope is that people will
appreciate it. And you know to sort of I was just thinking about the most simplistic way we could describe it to time meeting which I intend to do is is to use the old proverb that you know it's better to have something and not need it >> than to need it and not have it
>> which was the case this last year we lost somebody. >> Yeah. Right. Exactly. >> Yeah. And I think too private sector people understand would have an understanding as to why this is important because it's common
practice in in private practice to be able to >> say hey I got a job offer this is what they're offering to pay I want to stay working here but can you meet me someplace you know >> yeah and the hope is that is that u you know and it's not just that that's
certainly a a scenario >> I Another more likely scenario as we talked about is that as a result of a reorganization, >> as a result of a promotion, someone's classification changes >> and the budget is so tight that that
nothing can be done within the operating budget for that year. It's already set in place. >> And so this again is a lever that's available short term. And then you know going forward that budget will have that excuse me that increase in the operating budget is going to have to be justified
at town meeting going forward. >> So and the fact that it's very transparent the fact that managers have to buy off on it. Town administrator has to buy off on it. Select board has to buy off on it >> if we use that money.
>> Yeah. In order in order to use a penny of that money. >> Yep. A manager would have to go to Tracy and say, you know, I'm in a situation where I'm about to lose a valued employ or Tracy herself would say because, you know, a manager, a key contributor to
the organization, someone with subject matter expertise, somebody who's dealing with the public, >> um, somebody who's a long-term valued employee, >> um, has their responsibilities and duties shifted increased dramatically because of a reorg or perhaps of a
promotion. Mhm. >> It's an opportunity to use the money that way. >> And then the third likely scenario would be, and this is rare, is that if there were, you know, a winter of god-awful snow and and a lot of overtime,
uh, and somebody who who was working under a contract, was working significant overtime without any compensation for it. There would be an opportunity to offer that somebody a small amount as as a token for the the town's appreciation for the work that they've done. That's the first. Yeah.
First I heard of that. Yeah. >> Me, too. That's the first I've heard of that. >> Yeah. >> So, >> those are the three likely scenarios. >> Okay. So, contractor. So, it's a heavy snow year and you're contracting with company B. No. See, that's that's not
paid through payroll. >> Yeah. >> That is not paid through >> No, there's a there's a separate I think they call it a snow and ice fund. >> We have a snow and ice fund. So, our DPW if they're working overtime, they get paid overtime rates for that. What if the DPW director or somebody who was who was under a contract would not be
eligible as I understand it? >> No. For that over that overtime. There'd be an opportunity to say, you know, this individual worked, >> you know,und 100 hours of overtime during the winter. So, here's an opportunity to say here's a small stipend or something like that.
So, >> okay, >> Chief, you're looking quizzical. >> All right. >> I am because I was going to say on the on the average I you know what I mean? like department heads work, right? >> I always need to tell you the last time I worked a $40 week, you know. >> Um >> I would just advise coming back to
things in the one case that we did have that we lost a person, it was a need for there to be increased hours in the role. So, it was a part-time position, right? >> And you know, we deemed when the budget was set, it was set with the intention that this person would work 19 hours.
But then as the as the department sort of unfolded after the budgetary process, they discovered they really needed her here more hours, right? And Tracy couldn't go to either get the increased hours in the budget or increase the rate
and offer what would be then considered a pension uh pension eligible or benefit eligible position. Right? >> And that to me is more of a scenario than someone who's going out getting a job offer and coming in. I mean, yes, if somebody's going to go out and get a job offer, which this person also did
>> because they, you know, there was a need that they they couldn't offer the additional hours, right? >> But I don't know if I would >> just be careful how you >> position. I'll discuss that. Thank you. >> Be very clear about the bullet points that you want to make because I think
that's where you could get chewed up and spit out. >> Yeah. So, even in that example, okay, so this the snow and ice director, you know, gets some kind of a bonus, right? What about um you know an administrative position that's going through tax season
and it's a particularly difficult tax season, right? You know, and so they're working some overtime hours and so why would we not pay them some kind of bonus in addition to what they make? >> Yeah, my contract is written that I do the job no matter how many hours.
>> Well, I'll get because I may have misread that. I'll get clarification. >> I just would love about that. Yeah. Yeah. The three of us are like >> although although I'm going to be working some extra hours and >> um >> I just think just be very clear. Yeah. >> Be very clear and sometimes less is
more. >> Yeah. Absolutely. >> Make one or two, you know, make one or two case scenarios and and >> so you're going to be speaking about this proposal. >> Yeah. Bill, you know, Tracy and and uh Bill
>> Bill Deo, the select board chair, asked if I would be available, >> okay, >> to get up and and you know, a twominute tour of where this came from. >> Okay. >> And and why the the HR board thinks it's a good idea. >> Okay. I'm happy to help prep you for
that if you and with Tracy and >> all the help I can use. >> Yeah. I I think one of the important things that I don't think a lot of people understand is for example um the budget that's getting voted on on Tuesday like I have to have that
submitted to the town administrator by the end of December. >> Yeah. So, you know what I mean? Like it it's it's it's um budgeting, you know what I mean, is difficult in the sense that you're doing it so far in advance so that everything can be prepped for
this, you know, end of April, May meeting >> for the for the town. So I, you know, I think the amount of time between, you know, the last two quarters of this fiscal year that something could happen that would impact my next fiscal year
>> or two months into the fiscal year >> or two months Yeah. two months into the fiscal year, you know, it's um that's where that's a place where you're you're locked too because the the projections that we do in, you know, leading up to December. So you know, my budgets are
due in December. That means that we're starting to work on budgets in October. >> You know what I mean? So like it's there is a part of it that um is an educated guessing game. >> Sure. >> You know that that you could uh >> Yeah. >> There could be created a situation like
I'm thinking of >> you know when my administrative assistant left um I didn't know when I was planning the budget that she was retiring and I wanted to have training time. >> You know what I mean? An overlap. Um, but you can't do that like if you didn't
budget for that. >> So, you know what I mean? That's another scenario of where this money could be helpful because I could go to Tracy and be like, "Hey, I didn't know Martha was leaving, but I've got this great candidate who can start in two weeks." >> Yeah. >> You know what I mean? And I'd love for
them to cross train directly with each other, but I didn't budget for it. >> Right. almost a year ago. >> You know, >> in part that's where this conversation started. If you recall a few months ago when Tracy brought it to us for the first time, >> the scenario was exactly what you just
mentioned. What happens if two months into the new fiscal year, >> you know, on August the 10th? >> Yeah. >> X happens and there's no mechanism by which we can make it right. >> Yeah. Um, and you know, if it's towards
the end of the fiscal year, then somebody might say, "Yeah, I'll hang in there for, you know, for another 30 or 45 days, you know, because the new budgets." >> But I'm saying if you didn't know about it in October to December, there's nothing to hang on to in June for July
1st because what I'm what I'm doing with my money July 1st is what I budgeted for between October and December when I when I wrote my budget, right? So it makes it just it makes that game a little bit hard. >> So the net is that hopefully time meeting approves it. And by the way,
it's it's it's basically it's a one-year experiment >> because every year town meeting >> So what kind of um support do we have from the select board on this? >> Both the select board the select board as I understand it according to the warrant voted five to nothing. Okay,
>> in favor of this >> and FINCOM voted six to nothing in favor of it. It's not always the case. I mean, >> it's it's not that unusual, but there was unanimous consent from both boards that this is a good thing to do. >> Okay. >> So, there are they're both in support of it.
>> It's been vetted by town council the language. >> Um, >> so what time is the meeting on the 5th? >> 7 p.m. >> 7 p.m. at uh Triton. >> Okay. Where it was lost. >> Yep. In the auditorium, right? Yeah.
>> Okay. All right. And so the select board's here >> and um and then the audience is all throughout the auditorium. >> Select board and all sitting >> and select board. >> Okay. >> And town administrator and town council. >> Where are you going to be sitting like
right here? Here's the select board. >> Someone in the audience. >> Sitting in the >> I mean you're not going to be sitting in the So you both can sit in the audience because you obviously live in town but also as your position on the board HR board. Like I when I went I sit with you know the um
>> you have a designated section designated section >> people who don't live in town >> right? >> Yeah. >> If if you're not a resident of the town but you intend to speak or or the the select board of fin would like you to speak on behalf of an article. Yeah. >> Then at the beginning of the meeting
they say >> these four individuals who are not residents >> will be allowed to speak not to the microphone but you know to speak on particular articles. Um, and they're designated. >> We have a designated place where we have
to sit. We can't sit in with the residents. >> Okay. >> Because they're not residents, but they'd be allowed to speak. >> You're not a resident. >> No. >> Okay. >> You're not You don't have to be a resident for your for your >> No. I think it's actually a good thing that I don't I don't I only have to worry about public safety in the town of
Newport. I don't have a dog in any political fight. It It makes no difference to me and my family. You know what I mean? what what's gets voted on one way or another. I I like that it allows me to stay strictly professional with only the lens of police chief,
emergency management director and harbor master, not wife, not resident, not mom too mixed in with that. So, >> okay. >> Um, >> there are there are very few positions in town that require residency. >> Okay. >> Clerk is it right?
>> Okay. All right. So, are you going to stand up at the microphone? >> I I believe I'm going to be asked to speak to the article. Yeah. >> And that's And you would go up to the microphone, >> correct? >> And speak. >> Correct. >> Okay. >> As little as possible. >> I'll have the guidance.
>> I'll have I'll have I'll have a half dozen bullet points and I hope to spend >> two minutes. Yeah. >> Two to three minutes. And if somebody has a question, I'll do my best to answer the question. So, >> Okay. All right. >> Okay. >> Anything else on that? No. Uh, I don't think there's any other new business to
address unless I'm missing something. >> I don't think so. >> No. >> So, next meeting is actually scheduled for Memorial Day. So, >> I'm not going >> I'm not I'm not going to be here.
So I don't know whether we move it back to the calendar June 1st. >> Yeah. My recommendation would probably be to move it to June 1st. June June is is a five Monday month. So that would
make sense if we do the first and we would meet again on the 29th. >> Well, our regular meeting is the 22nd, the fourth Monday. >> Oh, the 2. So we can move the 22nd back to the 29th if we meet the first. I think that make sense. >> I mean, yeah, >> they have a four week gap. >> Yeah.
>> How does >> That's right. >> Monday, June the 1st look for everybody. >> 1st and the 29th look good. >> 1st and the 29th and then we'll end up moving the 22nd and the 29th. >> Okay. Yeah. >> And I I will alert both John and Tony that that is the case.
>> Okay. Okay. >> June 1st from 4 to 5 >> and we'll talk about the 29th. Okay. Thank you for that. >> So, as of now, you folks are good for the first. >> I am. >> Yes. >> Thank you.
>> Anything else to address? >> No. >> Is there a motion to adjourn? Motion. >> Second. >> Any further discussion? >> Nope. We are journ.