Let's call to order the >> September meeting of the town of Newbury Human Resources Board. It is 404. >> Present are >> Diane Doyle, >> Mark Lechman, John Ferrara, >> Anthony Antico. >> Thank you all for being here. We have a
quorum. We'll start. I think Chief Fishell will be with us momentarily and I expect Lynn uh also will be joining us. So let's uh let's kick off here. Let's approve the meeting minutes from the prior meeting of August 25th. Has
everyone had an opportunity to read through those minutes? >> Yes. >> Yes. >> Is there a motion to approve? >> So move. >> Second. >> Second. >> Any discussion? Seeing none, all in favor of accepting the minutes as written, say I. >> I.
>> Thank you. As always, Diane. >> Kevin. Employee issues. Um, attorney, anything happening in uh town hall we should be aware of? >> Uh, nope. check. Hopefully the chief will join us
momentarily. We'll ask her if anything's happening with DVD. Personnel actions and job vacancies. Last month we talked about the fact that the police department had hired one new patrolman, but there were still a couple of other positions available. Last month, the library associate position
had been filled and the assessor's clerk position had been posted with Stephanie's retirement. >> Yep. So, we have filled the um assessor's clerk position. Uh he started last Monday. Um so that's great. That's
been filled. Um there was an additional resignation in the library for the information assistant. Um it had been previously filled by um someone who had moved up here from down south who's returning
down south. So that now um potentially has a shift again where somebody that's in a associate position is going to move and that will have a um there'll be some moving. Yeah, we'll probably have another opening but I I don't have that yet. >> Okay. Thank you.
>> I'm just looking through I can't think of any other >> and the the firefighter resignation was official as of a week or so ago if I'm not mistaken. Right. >> That's been posted. I believe that they've received 14 resumes, >> right?
>> So, I don't know where he is with the um interview process on that, but um they have gotten a few several resumes. >> Thank you. Uh no workplace issues, discrimination issues, ethics issues that I'm aware of,
I'm assuming. Uh >> likewise, I think Tracy I mean uh Patty should be here. >> Okay. Okay. Well, we can double back with the chief if she uh she's in with Tracy now. So, >> okay. Other business. Uh we talked last month about the fact that today Diane
was meeting with the town administrator to finalize the documents used in the new classification and comp plan. >> Diane, thank you. You're welcome. There's a bunch bunch of things there. I'll walk us through it. >> Thanks.
So I just >> Yeah, if you wouldn't mind. >> Okay. So >> before you let me Lyn, I know you're on a time budget. So >> I'm good. >> Okay. We have a quorum. You know, even if you have to so we understand you may have to run a little bit. Perfectly fine. Yep. >> Perfect. Thank you.
>> Okay. So I think it was um last meeting um we talked about finalizing the documents that we use in classifying a job and then talking about the process moving forward of updating job descriptions etc. So I've had some time to meet with Tracy and to work with Joy
the assistant town administrator to help me with some of the technical issues of taking these documents off of the HRS website and bringing them on and making some changes. So the first document that you have is the classification and grades. And basically what I did there was if
you remember they were in inverse order from low position like a 12 moving upwards to the 24. So we've redone the document um put it in inverse order and these are the ratings assigned as part
of uh Sy's um work that she did. Um and we've taken off the 0.1 point 2.3 factors. >> So the only thing I would say on this and I want people to take a look at it and you know spend some time with it. Um
it compares to the one that we currently use if you remember it had like 19.1 and then it was a thing and then so it was very the other one was very cumbersome because it had 0.1.2.3 for all of >> more streamlined. Um, the only thing I would say is as we update this, I would
put an amendment footnote of the date that it gets updated. Right now there's no date. >> There's no date on it. >> Y great. >> Um, so that has been created and this is for you to insert into your binders and use as we move forward. Um, and if
anyone has questions as I go along, just jump in. The next three pages are the classification factors. Again taken from the HRS website. This going this way. This shows all the positions, the factors and the points
given to each job. >> Y >> um on the copy that's maintained digitally. This spreadsheet is fed into by every single job rating. Um so every single job has a tab
>> and it's fed into this document. Um, and it assigns the ratings. I did modify the document. If you can see the second next to positions, there's a rating date. >> If you're looking across here, >> yeah, >> second second column, it says rating date.
>> That will be the date that the jobs are rated as we move forward. And we're going to start with a September of 2025 date for every single position because we'll be looking at every one of those job descriptions come September. So, the reason why this couldn't be
combined into two sheets is because of all of those tabs that it became too cumbersome and the macro technology piece of of filtering those job ratings was too cumbersome. So, that's why it's three sheets, not two. And again,
they've been put in inverse order from high to low. >> Got it. Thank you. >> Okay. So, that's that. And then the next and last two documents are the rating system. How the points are assigned.
Like when we go through our jaw rating, you know, if you give it a one or two or three, it shows the points. It's no longer times 15% or by 25%. It's assigned a point factor. Um, so that's that's how so in other words, if
we had a job description that we were rating and we were giving something a three in skills and effort number item number four, it's going to be assigning 30 points. So it's all done on points rather than points times 15% to come up to 100.
>> It's a little bit different because it's assigning points. >> It'll be um great to see this in practice, >> right? So, we'll get to that when I get to the next section. I I agree we we have yet to go through one of these. >> Yeah. >> Um
>> I think it'll all come together. And the last page is the breakoff by points as to how a rating gets assigned. >> Sound 100 points to 175 points is a 12. 176 points to 200 is a 13. So that's how
these are assigned from here. So those are sort of our working documents. um look at them, questions, suggestions. I'm happy to, you know, the biggest thing was adding the rating date for the
for the for the job. Um >> 1900. Oh my god, we're living in the dark ages, aren't we? >> So, those are the those are sort of our working documents that I wanted to work on the last time and getting them in preparation and format and so forth. Um,
any questions on that so far? No. >> A lot of work that Diane, thank you so much. >> Well, Joy Joy was a huge help technologically wise to help me with some of this. Um, so moving forward, as we talked about, um, all the job descriptions are going to be sent out to
the managers by the end of this week. Um, >> and that's in advance of the >> the meeting on the 30th 30th. So Tracy and I went through sort of this process and um we we kind of just talked it through to make sure that we were both sort of on the same page. So um job
descriptions will go out to department managers by this Thursday. They'll be due back the following Thursday, but on the 30th we'll have a manager meeting. Um I don't anticipate that jobs will have a lot of changes because we've done so many reviews and we've updated so
many in the last couple of years. Um but you know who knows right we may um but if there are insignificant changes what we'll do is we'll finalize the job description assign the new rating >> 22 20 18 instead of the 14.2 two,
>> right? >> And then at the same time, I'm going to make sure that the current rate of pay falls within the range. And so by doing that, I'm going to find out if there are any outliers, either jobs that haven't been rated, jobs that um fall outside
the pay range, um or jobs that need job descriptions that need um an updated review or classification. I do know of one that I think will come up that we can use as an example. And as I mentioned, Sandy said that she would be happy to sit here with us and go through
that. I think it will alleviate a lot of like I don't know how this all works because it's it's the same but it's different. >> Um, >> and is I'm curious is that one >> just by happening is a job that has not been raided recently or are you anticipating some movement?
>> No, it's one that hasn't been raided in a while >> and I don't think it was present when she started her project. We're we're still in a position where there's nothing coming down the down the coming in the pipe in terms of necessity because someone has resigned
or new position being created. >> Nope. The one the one that was just filled um fell within the range the job the job rating had updated a little bit um when she rated the jobs but the pay range was significant that it fell within the range. So, um I would
anticipate when I come back in October, um I will have a stack of new job descriptions that need to be signed with new ratings with new rating dates, >> in which case >> I'm not anticipating changes in these ratings because that's all been done by Sandy,
>> but the rating date would all be September of 2025, which is what we said we would do on an annual basis. >> Okay, sounds good. Good. Lots of great work here. Thank you. >> All right. Yep. >> Lots to do in the next couple
>> questions, observations. Good. Good. >> And I do agree. I think when we go through a job, I think it'll become a little clearer because it's it's the same, but it's different. >> You know, we're so used to easily going through, right? >> I think we'll find that it will become
it's very similar, but I think we just haven't rated one yet. >> Um, okay. So, >> I know we had discussed this a few months ago and decided to hold off because some of these documents weren't ready yet. Does the board still feel like we're in good enough position that
we can wait until we actually need to rerate a position to have Sandy join us as opposed to just a test run with a position that >> secure? Yeah, >> absolutely. Need practice on this. >> At least >> very different looking from from the
other documents you used to work with. in 14 categories. It's a lot of measure. >> Wow. >> And you you all have the ratings in here. It's in the first it's in the first report. >> Yeah. >> Um let's see. Or no, wait, hold on. It's the second second tab, the rating
manual. >> So, it's the same, you know, we look at the the the characteristic, if you will, pick a rating, right? >> Pick the points that are applied. It's the same sort of um >> methodology. Thank you. Y >> um they just look a little different.
>> Okay, >> this stuff gets to be, you know, tricky. And so again, you know, when we have examples and we can go through them, I think that it'll be easier for us to um get familiar.
>> Okay. Yep. Thank you for the work. >> Great. >> Anything else on that? >> No. So again, if you have suggestions on things that you see or I just I think I think it looks pretty good. >> Yeah, great. >> It does. >> Okay.
>> Anyone have a chance to poke through these and then bring any questions or observations for the next meeting? And >> are you not here next month? >> Um I am here next month. >> Oh, it sounded like you were going to Do we not have a meeting in September? >> This is September.
>> Oh, October. >> October. >> Yeah, we do. So what's >> I think when what do you say when you come back in October? I think maybe that's >> I meant like to the next >> meeting um when we come back to the next meeting. >> Okay. I think
>> keep me honest Mark. >> Okay. Thank you. Anything else on the classification and compensation plan? >> No. Open the floor to any other issues that folks would like to address. No,
>> relative to safety issues. Um, again, chief looks like may not be joining us, but I'm assuming there's nothing that's meeting >> co or anything else. There's nothing happening in and around town hall. >> Okay. >> So, she's been in with
>> That's fine. If they get caught up, no problem. >> I'm looking at the calendar. Looks like October 27, fourth Monday in October. Is that a good date for everyone? >> Mhm. >> Mhm. >> Yes. >> Okay. Let's uh schedule our next meeting
for October the 27th at 400 p.m. October 27, 4 p.m. Okay, with that done, there's no other business. I'm going to make make a motion to adjurnn. >> I'll make the motion. Is >> there a second?
>> Any further discussion? >> Wejourned. >> Thank you.