Well, also >> there you go. >> That's it. >> We can we can do anything. >> Takes a village. >> It takes a village >> and AI >> and AI.
>> Well, let's call this meeting to order. Um what I wanted to do first was to um just finish and verify that we have the copy and I I hope I had this right that the
personal handbook. Have we did we have one more review because I remember we'd had a few things we wanted to look at. Um, I know before the last meeting that that we we didn't have but that was scheduled, I had sent a bunch of updates
to Haley and she incorporated them and I think I think you guys did too. >> Yes. Okay. >> I haven't seen anything since then. >> Let me see if there's anything I can find on >> I have it pulled up.
>> Can you share your screen? >> Yep. Sometimes I'm smart enough to save Haley's or save her emails, you know, and I went looking for it today. Oh, sharing is not turned on. Okay, I'm sending you a request. >> Oh, wow. Yes. >> Um,
>> this we can do anything now. Okay, got it. >> So, oh my goodness. Okay, fine. Thank you. >> Thank you. Thank you. >> Zoom is requesting to bypass the system.
I'm gonna allow that. I don't know. That might be the death of me, but So, Kathy, it looks like this looks pretty recent. I don't know if this is what you're thinking of. >> Yeah, that was um those were the things I had had done right before
um when we were going to have our last meeting. >> Yeah. And it looks like >> Oh, I'm sorry. I didn't mean to. >> No, no, no. It It's coming back to me, too. I I remember there were some things at the end. It looks like Haley started to um suggest accept your suggestions, but
there's a couple that she hasn't done yet, but they're they're very >> um minor >> proofreading, you know. So, >> yeah. Yeah. And the part that I flagged was at the end, you know, talking about health care. It became sort of an
advertisement for the healthcare. Oh, to the And it's like that sound it looked like it had been copied and pasted but didn't. >> I remember that too. >> Um, yeah, I saw that too, April. >> I didn't know if that was something they
always did. I think >> I just um tell me if you see it here in this table of contents. Uh is it the health insurance? >> Oh yeah, I think it was the health insurance. Yeah. >> Um
I might have caused this when I was saying to Haley like a lot of the handbook sounded very punitive. So, is there anything you can add around benefits that are that are more positive? But like you said, I
haven't seen this. Sorry, I haven't seen this, but it does look like this is too >> too detailed, right, for the handbook. >> For a handbook, I think so. Yeah. >> Yeah. Handouts during open enrollment that have all of this information in it.
Yeah. >> And it's not the kind of stuff you'd have to revisit because they probably get a benefits book to review during the year. I'm thinking from the insurance company. >> That's right.
But is this just healthy like fitness and health healthy behavior choices challenging an alltime favorite or you know just it seemed and and also the insurance company could change you know that
>> well yeah this looks like it's a healthy this looks like it's a Hampshire Hampshire County one this looks like >> it's Blue Cross Blue Shield. Um, >> I think yeah, >> I think all that stuff is important.
>> I'm just trying to see >> up to to up to this Hampshire County Group stuff. >> I don't know. Maybe. >> Go ahead. I'm looking up my employee handbook. Go ahead, Kathy. >> I mean, it it's it is the kind of stuff
that that could change annually possibly. >> So, you know, I don't know if the handbook gets updated and reviewed that frequently. >> I wonder if there could be a link to a separate document. >> Yeah.
>> All this information and then >> Right. >> Yeah, that would make more sense, I think. and it and it would be easier to update if there's a change. >> Yeah. Let me um we don't have >> we don't have the the chat isn't
activated in these meetings, is it? >> Oh, >> oops. >> I think not. >> It always bug bugs me because I was just going to put the this URL in the chat to you too.
>> Yeah. So you could update. So um April, you could edit your >> my edit >> your um here. I'll send it to you and Kathy. Was Haley planning to join tonight? You
know, I think she said she could be here around 5. >> Oh, okay. >> Um, >> yes. So, maybe what the handbook would would be to just say refer to,
you know, um, actually, if you said Hampshire County Group Insurance, uh, that >> that line >> referred to current insurance um offerings something to that extent. >> Yeah. Something generic like that. Yeah.
>> Yeah. And it could be then linked. >> Yeah. I'm just I'm just looking at my um handbook. There's a separate benefits document. Interesting. I don't think I've ever looked at that. Um, and then there's
stuff about open enrollment, medical insurance. We have we have like a health savings account plan, but it is it is that short-term disability. It's those bigger categories. >> Yeah. But it does say,
"Oh, that's an employee assistant program." It does have the I don't know. I I definitely think a link out would be a great idea. >> Yeah, >> I I I think that just sort of got lumped
into all this. Uh so yeah something to the effect that um no please refer to uh current insurance offerings.
>> Do you want to edit your comment April since it's >> Oh I can't do it. It should be deleted but I let me see if I can find it. Wait, is it >> crazy ass thing
>> should be maybe that's not the comment you wrote. Oh, here it is. >> Oops. >> Delete after >> Siri wants to talk. Oh, I see Siri. >> It is. You know, when I look at mine,
this information about um where did I see it? about mental health support and all that. We have that in our in our handbook. But >> okay, >> I do I do think she could just copy and paste all this information into a
separate document >> and then as you two were pointing out since it could change that way. She would just have to do that. >> Yeah. And it might change. I mean with all the increase in the price of insurance, >> right? >> They should be looking at it annually
anyway. the finance committee weighing in and Yeah. Yeah. >> What did the cost? Yeah. Went up 40% this year or something. >> Insane. >> It was really bad. >> Uh,
okay. I am not getting the one I Oh, I have the final draft. >> Yeah, that's the one I sent you. Did you not get that one? >> No, I have that. It's uh >> you're in. That's you.
>> Yeah. Okay. Search and screening an example. >> Oh, here here's your I don't I mean if you I can if it's if it's turning out to be a pain, I can um
I can just write a reply here. Yeah, that's probably the quickest way. >> Okay. >> Um, moving this. Sorry, I have to see what bad typist I am.
>> Everybody is when people are watching. Oh, I wish I never cheated in my high school typing class and looked at um and then uh embedding a link here to
>> Oh, yeah. Yeah. Yeah. Oh, okay. >> to what? To >> uh health >> Yeah. >> supports whatever we can. >> Yeah. Health insurance and supports and and wellness supports.
>> Oh yeah, health. That's great. Health. >> Yeah. I just >> Does that is that does that represent >> Yeah. >> That's really fine. >> Okay. All right. Anything else that
>> trying to see if there's anything that's not just because Kathy's a lot of these great comments that you put in are >> Yeah, I just kept repeating it was the same thing throughout with policy and handbook >> image
had a space Yeah, I think it's looks like Haley started it. I don't know. I don't think I'm seeing anything else that's substantive. Am I missing anything?
No, I don't think so. I think she was she was working on it the same day I was working on it, but and maybe she maybe she stopped working on it when the meeting got rescheduled. >> Yeah, that Yeah.
>> Wow. So, is this Are we ready to >> I think we need her. >> I'd like Yeah. see. Yeah, she'll come. It looks >> I thought when she said she was going to be a half an hour late, that was a
response to when we said we would were starting at 5. >> I don't know if I don't know if I saved that email from her. >> Uh,
no, I didn't. My husband's been springing in the wood. It's was cold today. It was raw. >> Yeah, it was. Not sure where Melissa is, but um so I would say this is like you know
from my perspective except for that you know how taking out all that detail about health insurance that I think it looks pretty good. >> I think so too. >> I know Haley did a great job with it. Mhm. >> Yeah.
>> Yeah. >> Well, she made it easy for us to review by starting with the great product. So, >> yeah, that was good. So, we could vote
to approve the um the employee handbook version as of today with the um corrections or I don't know if that's the right word corrections with the um
the changes um regarding detail of health insurance uh that that section is it H something rather So, yeah. So, let let's Okay. So, the motion is uh I'll move to accept the the most
current version of the employee person of the employee handbook. Um noting that the section that describes in detail health insurance should be removed and added as
a separate link for employees >> and that is GA2 >> G. Thank you. >> Do I hear a second? >> Okay. >> All right. So, let's vote. Let's vote by
um alphabetical order. >> Okay. Brigham I, Salvador I >> and Stein I so that is >> only three of us. >> I know piece of cake.
>> Easy. And you know and I I I put on the agenda you know unanticipated items and I've been thinking about the unanticipated items that really how do we go about doing this like the the employee the grading of job descriptions
is a really big deal that needs to get done. And I keep saying I'll do it. I'll help. I'll do it. I'll do it. I'll do it. I'm not sure I actually have the time, but I I have to I feel like um I need to meet with with you an and Haley
with the with the uh um I'm not sure what you would call it with the program, you know, the the handbook that we're using um that goes through each employ each job description and puts grades on it.
Um, Becky and I did that almost completed it before she left. So, I have a lot of it done, but I' I've been wondering if maybe it just needs to be started and done again. It It takes some time because you have to go through each
job description and um look at all the, you know, measure, you know, in terms of level of responsibility. And Kathy, you probably know this better than I do because you've been doing this.
>> You have been doing this. >> Um, so that because I we do need to move forward on on that. And the other sticking point is that we need to have access to the job descriptions. You know, there are paper copies
>> in Brennan's office, >> but we need them all uploaded. >> Wasn't he working on that when he first started? Yes, but I don't think it's gone anywhere. >> Oh, sorry. Oh, >> go ahead. >> So, I guess I have a process question
about the work of this committee. I'm so um nervous about violating open meeting laws, but we can we can do work for this committee as like a a subcommittee can go work on this and a subcommittee because I mean
I'm happy to grab a bunch of those print job descriptions and type them. I mean, right, it's just a matter of like typing them into a Word doc, right? How many are we talking about to in total?
>> How many job desert? Well, what have I got here? I'm I'm just wondering if if it's I I if it's um if it's allowed and if it's if it's of interest to the committee members who
are here that we schedule some time for at least some members of the committee to meet at town hall to look at the the the the meeting the the the personnel board related tasks you know like see the actual documents
And April, you're talking about the grading exist, you know, and and then see how we might be able to divide and conquer some of that work because it is hard to think about it for me anyway abstractly. I don't know about you. >> Right. Right. Yeah, I agree. >> Try to make it more concrete. So only
two of us could meet and and to do things like that. Um >> but not more than two >> because three becomes a quorum. >> Oh, that's the problem. Two is um violation of open meeting laws and is
meeting as a quorum without it being posted. >> Thank you for explaining this. >> So you you know I I I know where in town I can see them in town hall where there's a filing cabinet that has all the job
descriptions and there must be 15 of them. 15 or more. It's it includes all the department heads, you know, the uh employees who work for the highway department,
um treasurer, assessor, town administrator, library director. I mean, it's it's it's a >> it's it's a relative. It's >> it's not a lot. >> Yeah. >> Yeah. and having those.
>> I would if if it was appropriate, I would be willing to type up some of those, too, so that Brennan could just take them and upload them, you know, that's that's not a difficult task. And if there's only 15,
>> I wonder, >> yeah, >> Kathy, since you have such good expertise in this area, could we do like a tag team thing? So, April and Kathy, you two meet at the town hall from I'm just making up a time from 3:00 to 3:30
and then I show up at 3:30 and one of you peels off >> and then the other one says, "Here's what we decided. Here's your, >> you know, part of the task. >> We could take them home and do it, >> right?" But if you wanted to explain to
Kathy, what's what's the the rating? >> The classification process. the classification process. >> Yes, it's and it's based on a classification and I wish I could upload this. This was um originally prepared for and the town of Andor Andover. It's
a classification compensation study that then was done for the town of Ammerst and we have um adapted it. Um it's not brand new. It's from 2013.
Uh, but it costs a lot of money to to have it updated. So, seeing as what we're using now is probably generously from the 1990s, >> what what this scale does that the other
one doesn't is the other one has way more emphasis on physical abilities. So jobs that were physical um ended up getting a higher rating rather than jobs where it was more you know thinking and
having and being a different kind of responsibility judgment. That's exactly right. >> So that that was the reason we got this started and it it really does need to be completed as we're moving forward. Um
that way we can make sure that we're really as we're doing our pay um compensation >> as the >> packages um that we're you know each that we're comparing apples and apples
you know that the Yeah. >> And that we don't get something mixed up in a in one of the >> Oh EMT. Who's EMTs? I'm letting somebody in. I think
somebody's in EMT. Oh, that might be Haley. That would be awesome. What's the EMT meeting room? Anyway, so she's coming in, I think. >> Is that one of the smaller offices in the basement? >> It must be.
Is this the EMT meeting room? It's like, is that you, Haley, or is this >> No, it's it's Melissa. Give me a moment. I'm >> Oh, it's Melissa. >> I'm not sure why it says EMT meeting room. >> I was making it because I wasn't sure.
>> Very intrigued. >> Yes. >> I will change my name. What is my name? There we go. >> Here we go. Yeah. >> Well, April, I'd be willing to to look at that with you someday just to see
what it's all about and see how I can help. >> That would be awesome. We could maybe Melissa, what we've been talking about is is we went through and um accepted changes and recommended one change to the employee the personnel book.
>> Um and so that's all ready to go. >> Awesome. >> Yeah, that is awesome. and and we were praising Haley's hard work in getting the format to us. >> Yeah. No easy feat, I have to say. >> Well, yeah. >> I'm going to try to turn my camera on.
I'm not sure if this is going to work. >> Oh. Oh, I am blurred completely. Okay. I'm not sure. >> Are you being held hostage or something? No. >> No. Obviously, I need to change the camera.
integrated camera. No. Well, no. I want this other one. Um. All right. I plugged it in. Now it's supposed to turn on. Oh, you know what? That's why that's why
I don't have it in my laptop. Gonna have to give up this guy over here. It's Let's see. Technology is not my friend today. >> It's never my friend.
>> I got the meeting started. That was the That was the one thing that went right today. No, there were other things other strictly. >> Yeah, I should just plug the camera in and it should just accept it, which it's not. >> Oh, look. >> There you are. There you go. That's
better. Now I can see better too. >> So after So we've moved on to discussing the employee classification that >> Becky and I started probably did 85% of it, but I really think we need to stop
and and just do it redo it. Um and it's a it's a chunk of time, but it's really important that we get that done so that when we're recommending salary structure that >> you know we're comparing the grapes with the grapes, I guess.
>> Oh, that's a great way to put it. Ra apples and oranges, which is, you know, poor apples and oranges. They always get compared. >> Yeah, it's grapes to grapes. >> Yeah, I like that one better. >> And the the other piece we've been puzzling on is how to get is getting the
all of the job descriptions uploaded so that there are first of all, I think they should be on the town website. I there's no reason that they shouldn't be, >> right? and um that there we could have them in a form that is easy to edit, you
know, and and right now I know where all the most current job descriptions are in a file in Brennan's office. >> Okay. >> And some of them most of them are not online. That just never happened.
>> Well, we can ask him to scan them and get them online. >> Well, that's a start. at a start. Um because that's part of his function, right? What whatever we need. Um we can also if his scanner I'm not sure
if the big one there's some settings you have to do on the big one to get it to do it in a way that's readable, but if his scanner in his office has the option to make it readable, it can then be turned into a word document. Some of the
formatting is altered sometimes. >> It's not 100%, but you don't have to retype it. >> Um, you just read through it to make sure it's accurate. And a lot of times it they'll jump out at you because it'll be a symbol, not a letter. >> Um,
>> so you had experience with that, Kathy. You seem to >> I have. Yeah. But you don't have to reinvent the wheel, >> right? You don't have to reinvent the wheel. You get at least a good basis. it it um he may or may not and and I if he
doesn't have the Adobe that does that. We may think about purchasing it at least one person having it like Brennan to be able to do that for people. Um >> yeah, >> that would be great. And we were talking about just typing them in, but it would be wonderful if we didn't have to do
that. >> No. And you could just then proof it, right? Like so so your which is a little easier on the eyes and hands. >> Maybe not the eyes easier on the hands. Maybe not the eyes. Um >> yeah does it because I think I did
something for the AC club stuff because we got it in a PDF format which was not good quality and I think I was able to fudge his machine but I'm not sure. Um I I can ask him that question. I have to ask him two other questions kind of kind
of related. Not really. They did job descriptions, but at least scanning. Um, >> I think the other So, Melissa, before you got on, April was saying that that Brennan just hadn't had the time to do that work. So, >> okay.
>> But, but I think it would still if it is a matter of him scanning them. >> Yeah. I don't think to word like him a timeline on that. >> Yeah. Because I think, and you all can correct me if I'm wrong, but from the
job descriptions I've seen, my memory is is that they're not all written the same way. So, it seems like it's still might be a task for this committee to try to decide on a consistent format. >> Yeah. Yeah. Yeah. >> So, if we didn't have to type them all
in and we could just look at them to talk about what's the best format and then put them all in that format, that might be a better use of our time. >> Yeah. >> Okay. So maybe he does step one, scan them in. >> Yeah. >> Um >> and maybe put them online because the drafts that are currently active can go
online. >> Then we can find out which ones we're missing too. Like that can give us a list of which ones we might be missing or haven't done in a long time. >> Right. >> Um there is a job description that will be coming to us which is the library custodian. Um Haley and the custodian
were working on that particular job. it wasn't being folded into the regular custodian because it's a separate building um >> from the regular. So, I'll have to um anyway, that'll be a new one. Maybe we start with making that that and the
>> the correct format that we'd like to use >> because it looks like more of the documents that are being created have, you know, the Shootsbury town seal on them. >> Yeah. More official. >> Yeah, I think that would make it more official. Definitely.
I wonder if um you know I mean Haley it's like you do good work and then people ask you to do more good work. >> That's the downfall to that isn't it? >> I wonder if has a preference you know and if she could do it for her own job
description. Um >> she could establish a template for it using hers. >> Yeah. Exactly, Kathy. >> Yeah, that would be helpful. >> The one she handed to the custodian
looked pretty well I don't have it here. Um, looked I think what we're looking for or at least a starting base what we might be looking for. >> Yeah. >> Standardized. Yeah, >> we could use that one. And April, didn't you say in an email that there was a job
description we were supposed to be looking at? >> Yes. The land land use clerk. >> Yeah. Yeah, that would be another one. Yeah. >> Yes. That um Nate, who's the head of the planning board, came to us at a couple of meetings sometime during the summer saying that >> um
>> you know try that job needs to be relooked at and to do that we really >> um what's the head of the conservation commission? I'm forgetting her name, Mateo and and Nate, you know, to come and give us suggestions or at least Beth
Wilson. >> Beth Wilson. Yeah. Yes, because that's >> that's sort of been that's a job that's evolved and I I think it it sounds like it needs more tweaking that job description.
Um, was Haley's job description updated when she became TA? >> It was, but I don't know that it was standardized in a way that we are looking we would have looked for. >> Okay. Because a fire chief was done a couple of years ago. Um,
>> highway was done. >> That was done recently. Uh, police, >> the admin assistant one was done. >> Um, police was looked at probably. >> Should we look at that one again? Okay.
>> Yeah. Where are some of the >> Do you know Melissa if Brennan if somebody has a master list of all the job descriptions? >> Um that's a great question. I don't know if master necessarily
exists. Um I think I I don't even know April, you've been on this for a while. I don't even know if we've gone through all of them. Usually it's when someone new comes in. Um, >> right. >> So, we haven't done the treasures. The collectors hasn't been looked at for a
while. >> Hasn't been wondering for us to create a master list. >> Yeah, I was just thinking that like we create a checklist with all the >> job descriptions when they were last updated. >> Um,
>> maybe some that don't have a job, but then we get >> the ones that have contracts seem to get the ones that get redone more often. the contracted ones. >> Um, >> so >> so the town collector I think I've only seen once and that was early on in my days.
>> You weren't born when she started. >> No, actually, no, I was. I was. I was only four years old. Um, >> yeah, I now live across the street from her, which is actually kind of funny. Um,
>> yeah. So, uh, yeah, I think I think a master list like when you guys do the classifications, is that a good place to pull out jobs that maybe we need to, >> you know, >> the ones we're not thinking of. >> Yep.
>> I know we don't do much with the library director, but but um it's probably one we need to have on file anyway. >> That's right. Cuz trustees >> trustees do, but we should have it on file. Um >> and we don't do any the school that's
all done by the school. Um so it's >> but the machine operators and is there positions we should have a job description for. Do we have one? Because I've not seen one for the equipment operators at the highway barn. Right. Like >> I think we do but I'm not sure.
>> But I I mean it's been we might but I've never seen that one. the cemetery the direct the commissioner for the cemetery. I think that's one >> the ground keeper. >> We did the grounder one. >> Yeah, we did the grounder one. >> Couple years since I've been here.
>> Yeah, it was not last year, the year before. Um I'm trying to think. I'm looking running uh the treasurer. Have we haven't looked at that in a while >> since Ryan came on? I don't think
>> so. Collector, >> the assessor clerk. Have we looked at that one recently? >> Yeah, >> I don't know that we have. >> I think we should have. >> We did look at the assistant clerk, but we haven't looked at the town clerk, >> right? And this is a good time to do
that. >> That Yeah, that probably is one we want to put toward the top of the list. I'm in the process of tearing my house apart. So, >> well, that sounds like a great idea. >> It's really on purpose. >> Yes, it's actually I'm getting rid of
all this stuff. We have the uh I cannot find things. Oh, here it is. Okay. Um yeah, we we had a junk removal people come and remove junk and now I can find stuff sort of. Yeah. Yeah. Yeah. Yeah.
No. Oh, no. Tree water warden. We don't have anymore. >> No, we merged that and the highway. >> Although having one as an archived in case we ever have to separate it out. >> We
didn't have we got one for the emergency management director because I know that's also folded into um >> the director. We do because we have we folded it in then we unfolded it um and given them a stipend.
>> Oh, that's right. That's right. >> But we do need a deputy emergency management director. >> Yep. >> Finance. >> And that one, >> this isn't the folder. That one um
uh goes usually with the police chief. >> Yes. >> Um okay. >> Do we need to have a firefighter job description or No, >> I think we do. Yeah.
>> Do we have one? I should say, do we have one? Um we haven't looked at that either. Maybe we should have Lenny look at that. >> Yeah, I thought I had a list of the job descriptions and I'm not seeing them. >> Yeah, that's what I feel like we need. And then
>> I'm sure there's someone notes about >> Yeah. Oh, the damkeeper. Do we have a damkeeper? >> Yes, we do. Um Kinder Dam keeper. >> Yes. >> Yeah. The keeper of our dam. >> Love that. >> He calls himself the damn damkeeper.
Is it a full-time job? >> No. >> No. No. And we have an assistant damke keeper. Um. >> Wow. >> Yeah. They just uh they help with the lowering and watching over the dam when there's inspections. Um
>> he's been doing it forever. >> Yep. >> Yeah. >> The people in that in those positions have been doing it forever. >> Yeah. I'm forgetting his first name. It's >> Howie Kinder. Yeah, >> he's done a great job over the years. >> Wow, that's amazing. >> Yeah.
>> Yeah. It's like he's one with the dam. So, you know. >> Yeah. >> Um >> between him and Walter, they've kept it going pretty well. Mhm. >> So, so we're coming up with needing a master list
>> of jobs >> and maybe little information on there like when they were uh started or written and then right when the last update at least the last update, >> most recent update >> and then and then you're right getting them online.
>> Yeah. in a in a and having them for I think the the formatting makes so much sense because it's and I mean it's it's like the town is is moving I mean we've done things one way for years and years and years and years and years and you
know we're in I think we're in another transition as a community about how how do we do it going forward like you know the use of AI to do minutes was >> who would have thought of that Um, >> how much easier has that made it, April?
>> Oh my gosh. Ridiculously more easy. >> Yeah. >> Yeah. >> And the job. >> Speaking of which, we we have minutes from um September 18th to approve. >> Okay. >> Thank you. You're right.
>> Okay. Well, we do that before we end. >> Yeah. Um trying to think of the next way to proceed. Um >> well you said the classification >> I think the classification but but that
also dovetales with the jobs >> but you know what I need to do it's it's been a little crazy. So let's take take it down a notch. Um,
why don't I plan, it's Monday, Monday, maybe Monday afternoon to go up to Brennan's office and just take out that folder. I know where it is. Gabe put it in this place and said,
"This is where it is." Um, so take that folder and and get the list of the job descriptions that we have. Um, and on that list I can also say when it was most recently updated. >> So, should we have a general policy
about how frequently a job description should be updated or or reviewed? I mean, because right now it seems to be when needed when we're getting a new position. Well, it's always good to have someone look at their job description every
couple of years and ask them for input. Like like Ellen, there may be some extra legal training or specific to her job she's needed to have that may not be in her description, >> which ultimately then becomes, >> you know, the job posting, right? That's
where you feed from that. Um, but it also helps us know that she's staying up to date and when those times where there is an increase, it helps us justify that when we have to at town meeting, right? >> Um, so
>> I like the idea of having an employee review their description with their supervisor annually when they're being reviewed. >> Oh, that's a great idea, Kathy. >> Yeah. >> You know, it may not result in any changes or updates, but at least you know it's current. Yeah,
>> true. True. And you're not and you're not relying on thinking back a couple years of what might have been added. >> Right. >> That's right. >> You could even you could even once the descriptions are are um all digital and uploaded, you could even add the date of
that review as the most current version, >> right? >> So that you're constantly >> right >> updating the date of the version. >> Yeah. So that's >> a really good idea, Kathy. You know, just having it right. There's no reason not to have it on there,
>> right? >> And it's a good basis for for review time. You're right. For that discussion between supervisor. >> Yeah. >> So everybody's on the same page about what needs to be done, what's supposed to be done. >> Who does the department heads? >> Haley.
>> So Melissa, are you >> Yeah. >> Are you gonna ask Brennan about the scanner? Yeah, I'm gonna ask him if he can get them scanned scanned online um at the very least. And then um
>> and if the scanner can can convert >> can do the as long as it does the one where so even this is a little tidbit for your own lives when you scan something if you do it at 600
pixels per uh inch. So PSI. So, um, that gives you a really good scan to be able to tell Adobe, I want this readable, and it usually works out great. Under that, it doesn't. Um, and
you can tell the quality changes. It's slightly blurred. There's slight um, you know, it looks like a copy of a copy of a copy, like when you take a copy of a copy and they take a copy, you know, it just kind of downgrades a little bit each time. Um, under 600. It it it does that um as
well. So, as long as he could do it at 600, we'd be good in good in good fashion. >> So, they get the ability to do that. It just means down purchasing and downloading an an app the anob. >> It's gone with an app. Before it was a
program, you know, you'd load into your computer, but now it's the, you know, it's the Adobe um Adobe Pro I find is the best one. There's a couple of others out there, but >> Acrobat used to be one, >> which is
>> Adobe Acrobat. >> Yeah. Yeah, that's my Adobe Acrobat. But there's a pro version and uh there's a couple of other versions. And the pro version seems to be the one that works the best for this partic well for a lot of things, but this particular um it allows you also to if a scan's dark, it
allows you to lighten it slightly. So, you know, gives you a little bit of of document play that um the reader doesn't do any of that. It allows you to read it and print it. And um this the the pro also lets you make a
comment box. So if you wanted to say, you know, was reviewed and put something on there, you could do that. Um, so >> and so getting this this this isn't like a huge appropriation. This is like
>> Oh, no, no, no, no. And if it was this oneoff sort of thing, I wouldn't mind giving him my password to mine if this was a one-off so he could do it, right? >> Well, that would be >> I think someone in town hall should have the ability to have it. Um, >> absolutely. that could do it.
>> And it it's $24 a month, I think. >> I It's an extravagant bougie purchase for me because I don't use it many times, but when you need it, it's great to have it. >> So, you're talking about the version that allows him to convert to Word. >> Yeah. >> Yeah. >> Yeah.
>> I know. If we if if everything's compiled, you know, and he could just devote a couple hours to doing it, even if the town could pay for him to have that license for a month, >> you know. >> Yeah. And he I >> he may already have it or there may
between him and Haley, one of them may already have it, >> you know. So, we may already have it. And I just, you know, that was not something I know it was not something that we had prior to at least Gabe or Haley. um we had we had an um it we had
something else and it it didn't work the same and um but but I think you know like I said I'm willing to lend him my password and my sign in if they don't have it just to get you know but you're right he could also fit this in while he's you know doing other things and waiting for
things and whatever. It's pretty quick once he's scanned them to be able to do >> work. Yeah. Yeah. somebody pull in forever. >> It's just hard, right? Because >> we think it's a priority, but for him back pocket.
>> Oh, no. No. Yeah, yeah, yeah, yeah. No, I agree with you. And even if he gets it scanned, I mean, I can sit here and and pick them off, you know, while I'm in a meeting >> because it's it's just letting it run and doing it, right? And letting it and
exporting it and saving it. I mean, it it isn't too too difficult. It's just the time, you know, time. >> Yeah. >> I wish my scanner did it. Although mine's a flatbed, so I have to do page each page individually. I don't have a
He's got the scanner that goes You can put whole documenting of >> Oh, >> yeah. So, it's not a plate scanner like mine is a flatbed. >> Well, how do we make this happen? Well, I have to ask him a couple of
questions somewhat related related to our work, but related to select board work. So, let me ask him if he has that ability tomorrow. >> That would be great. >> And then do Melissa, thank you for doing that. I
do do is there is there a way we want to ask Brennan what his if he if he has the equipment that can do it. Do we then want to say and do you think you might be able to have these scanned by X date?
Yeah, we can ask what date did you what date were you shooting for? What kind of a date? I can ask him that. How about give him a month until our next meeting >> and we have to talk about what our hours for meeting too. When when's the best time to meet? That's
>> Yeah. >> Yeah. I mean, I can ask him that question, too. >> And then, sorry, I'm I Melissa >> April knows where the folder is. I don't know where the folder is. >> I do. >> So, she can hand the work to do. I'll
I'll I'll preempt it. She can say this is what Melissa meant. the folder. >> All right. In terms of open meeting laws, is Melissa then able to send the personnel board an email that says,
"I asked Brennan this and this was his response." >> Yeah, that's housekeeping. That follows. That's fine. >> Just don't reply all with opinion or or uh >> Yeah, it's just >> don't reply don't reply all with what, Melissa? >> Not for everybody not to reply all and
give an opinion. Okay. Okay. >> So, a conversation. We don't want to start an email conversation. >> So, you can report a piece of information. Okay. Right. Thank you. >> Yeah. Yeah. Yeah. We can report information. So, things like housekeeping like that. Say, "Hey, Brendan now knows, you know, um and then
he replied this." That's kind of conveying information. Um >> date figuring out scheduling of a time and a date to meet. That's kind of that's housekeeping. Um distributing a document. Say this is for the next meeting. That's housekeeping. So, it's
just the the back and forth is where it gets a little gray, >> right? Like if you got that document and then wanted to comment on the content. >> Okay, >> that you could do to the chair, >> you know, individually. >> We're a big enough group, you could do that in a select board. We can't even do
that >> because we're three. So, that any two of us speaking together or conversing together violates open meeting law. It it's hard with three because of that, you know. Um except for the housekeeping
things, you know, we go through we go through Haley a lot as you know, saying, "Can you make sure the other two members are on um you know, know this or that?" You know, um just because we're overly cautious, >> but it's helpful when there's more than
three, right? That's always been a problem. But here we are. >> So, so far, so we've got a personal handbook 99.8% done. >> Yeah. >> Um,
>> so you recommended to the select board, right, at this point? >> Yes. >> Yes. with the there's there's a piece um where the the the handbook got very detailed in what the exact um benefits
are for some for health insurance that really didn't belong in the handbook. So that that piece we just wanted that removed. Um but I I think we've I think together >> more like a more like a pre-employ or employment package piece.
>> Yes. And that's an addendum maybe versus Yeah. separate but that shouldn't be there. >> Um and also it was naming a particular health insurance that I mean that may not be the health insurance that so that that's >> right because you don't want to be
editing and distributing this um with every edit like that. >> Yeah. >> Right. >> But the framework is done. >> Good. >> And the select board we met our deadline. We did it before the end of 27. >> You
So there's that. >> The end of 27. That was the deadline. >> Exactly. So the the other piece is getting >> We actually got it done really quickly. Then >> we did. We We're ahead of the We should get a raise.
Double We'll get a double >> double double our pay. >> Yeah. Double or triple. Um, and the employee classification, you know, I've been saying I'll I'll help do that. And I really just have been totally crunched for time. So, I
feel like um that's going to be hard for me to do. But I think um sharing the documents about you know the the um the slides from the initial uh presentation for you know what what this is supposed to do
and the the actual and you've probably seen these Kathy where it lists you know each part >> um >> and and applies weights to each section of the description. >> Yeah. And then those weights are varied
and you add them up. And >> yes, >> that needs to be done >> once once we have good job descriptions, you know, that >> we've reviewed and they're they're current, >> that would be the next step, right? And
actually what makes sense and this actually would make it easier for me is if we did the if we did the classification if everything was online and you could just sit at home and do that
>> and then reconcile it some that process I could do I've just brunched for sitting for hours in one place um to do that. Um, >> so here's a here's a thought that I was I think you were segueing very nicely. I
think we're on the same page. Um, April, >> does the personnel board have an email address? >> No, >> because we could set up a Google Drive where that could be possible. >> I thought we did. I thought um Peg had
gotten one and I don't think she even realized because I'm not sure how well it was communicated to her at the time that there was one. I'm pretty sure there there is a personnel board email. >> So if we have if we have that if we have the personnel board it's a Gmail
account. It comes with a Google Drive. The only reason I'm saying that and not one of ours is that can stay with the personnel board email and so we can be invited to those documents and then if someone leaves then they can be
uninvited and then someone new can be invited. So it gives a place to have that stuff online >> to be able to do what with what you guys what you were just saying between the two of you. >> Um >> and the job That would be great, I think.
>> Right. And we can always have Brennan as an option in there, too, because if he has to assist us in any way. >> Um, >> so, you know, and then that would kind of make everything an electronic version, which is nice. >> Yep.
>> We don't have anything saved >> in in any way that's accessible to all five of us, >> right? And then people can work asynchronously >> or if you wanted conversation. >> Yeah. or you're saying, "Hey, you know what was that we did? Did we do the
police chief job description?" You could, you know, at that moment if you felt like it, go on and check and see it, right? Like if you had a thought, you don't have to um ask Brennan to find it. Do you know what I'm saying? Like that would save time there too. >> All around. Yeah.
>> And we are moving toward at least attempting to move toward electronic documents when we can or able to. And this kind of starts to get that going for the personnel board. >> Yep. >> Coming out of the 20th century,
>> jumping both feet, >> right? So, yeah. I mean, the select board's been doing it for a while. We've been doing it since >> before co um we we kind of started using the Google Drive. It's taken off in the last two years. Um where we don't get
packets emailed to us anymore. It's all uh Brennan puts anything we need for every um for every meeting in a folder for that meeting. >> So, we could even have that if there's something we're covering, we can have it and then we could go in and look at it
rather than having it emailed to us >> and then having to search or email for it, right? Um it's worked great. April probably remembers the paper packets that we used to get from from Becky. um which were great then you know just time
and computer has changed us um >> and it's worked great I was doing that anyway for myself because I was like I can't keep looking at email and trying to remember what date did we see this or that so I put it in Google I was using the Google drive on my own in the same way um and it worked out great and
everything for that one meeting is archived if there's an open records request it's all right there um >> how how can we find out if there is a personal word. Yeah, >> email. I mean, I just >> I can email I can email Gfly Shaker and ask her.
>> She would know. Yep. We would have a calendar in there, too. We'd have all the like all the options for Google stuff in there. >> It's going to be too easy. >> You know, this actually makes the argument to have this actually is the
part of the argument to have an email address for every board. Mhm. >> the fin. >> It really is. I mean, >> because it allows you to have that storage. >> Yeah. And it's just so much. And like you said, it's one-stop shopping. It's
not like going through your email or trying to find the like like we did tonight before Melissa joined. >> I think I was like, I think I have that email from Haley with the latest version of the handbook, you know. >> But as you're creating the agenda, you can slide whatever you think they that
we'll need. any one of us would be able to share that on our screen >> if we need to. Right. >> Y >> So, I think I think we're on to something. >> Okay. I'll ask um I'll ask Gail Fugar if
we have personnel board and then we'll and have her reset the password because I don't imagine anyone knows what it is. >> None who would have it. Who >> I don't know the tag. She would know. No, probably not.
>> Yeah. Um, Gail, when I needed to get to looking at the select board email, I was doing a little research prior to me being on the select board. And my selectboard email only goes as far back as when I started. So, I asked for
access to the select board one itself. the not select board then also forwards it to each one of us and the town administrator and the um admin assistant. So when one comes in the five of us get it so that someone can jump in
if we need to. Everybody's getting them right. That's that's helpful. But the initial selectboard email, no one had the password to it was created. And then because they have the rules to it, the password had to be reset each time. And I tried to
figure out who had the password. No one could figure it out. I'm like, can you just reset it? I'll create a new one. I'll make sure who needs it has it, you know. And I was able to do my research cuz that goes back to 2014. Um, but the they weren't using the Google
Drive or anything at that point. It was just the email address. >> I mean, it's it's getting your own Gmail account is relatively recent. >> All a lot. Yeah. Lots of changes. Yeah.
And so this allows us to work and have everything electronic um before before you know at least at this point going forward and we can catch up the back end you know. >> Well uh April that classification stuff
to be put online does that need to be scanned or is it okay um >> yes >> that's a binder if I remember correctly. Yes, I have a folder and I can't I'm I'm rearranging all this [ __ ] in the house,
so I'm having a hard time finding everything, but I I know I have it. >> Yeah. Um if it's a binder, it's easier to do. We can put it in the big machine and scan it through >> because we don't necessarily want to retype that one yet. Maybe that's
something we look at, too. Yes. >> But we can at least get it online in a PDF and you guys can read through it. >> Yeah. Okay. So, we've got that done. We I feel like we're starting to get more organized.
>> Um the other just sort of anecdotally is that as we move towards town meeting, um >> uh the the finances are going to be really challenging this year. you know it's um and the finance committee has
started to meet with departments and finding that very helpful just just to say you know this is a situation and um and so this will impact potentially how I mean last year the cola raises we gave
that the alignment raises we gave half last year with the promise for half this year um to catch people um >> may not be a thing. >> It may Yeah, I hope that can still happen. You know, it's it's just going
to it's it's a tough year. >> Do you um kind of related to that, April, do you know if the employees have received their um cola plus raises? >> They should have. Shouldn't they have gotten that by July 1st?
>> Yeah. Um there was I guess um we had done it in our meeting and FinCom had done it. Um Haley hadn't let the employees know yet and I don't know everybody got the cola but the five or six that we were increasing I don't
believe have received their their amounts yet. >> So what how do we make that happen? >> I don't know. I I think the um >> because it's it's in the budget. >> Yeah. No, it was all in the budget. It
was I think we didn't calculate it. We calculated total not per hour. I had given I had calculated it for um Haley per hour but we haven't seen the P the PAFs yet for the employees um
>> and those those are generated by the town administrator. Is that right? >> Yeah. or some combination of the you know when we had the secretary and the um >> so what what does the PAF stand for I forget that that >> personnel action form so they get it
when they're hired when they resign when they're terminated or resigned and then at each raise in their >> each year with the raise I think they can probably be if we we could make a document where it could
feed it off of an Excel sheet to make it easier easier. Um but I they haven't been distributed yet. >> So that'll and I I would assume that that it would be retroactive to July one.
>> It would have to be. Yeah. Yeah. You >> And are the employees aware of that? >> Some of them have grumbled. Um >> as they should. >> And of course we've just done we've just done Ellen's too and I don't know if she's received hers yet from town meeting.
Okay. So, from >> I haven't I I have to say I haven't asked um I haven't asked her if she's received it. I felt I feel bad that we missed it. So, um but I can I can ask her.
>> And so, I think we also need to ask Haley to make sure the PAFs are done and signed. That's signed by the board. >> Yeah. And board. Yeah. Yeah. >> And to make sure people know it's retroactive.
>> Yeah. >> To July one. Yeah. I'd be grumbling, too. >> Yeah. >> I mean, they know it's coming, right? Or they >> Right. >> It'll be like get it in their hands. Yeah. >> Because if if you know, if it's not
coming out of the budget lines, too, it's artificially showing that we're not spending those, >> right? No, not that they were significant by by any means, but >> yeah. Okay. So, that needs to be done. And so,
are you going to communicate that um directly? >> I'll poke her again. I just was kind of making you guys aware of it in case you heard something. >> No bruises when you poke. Don't poke too hard. >> Okay.
>> Okay. So, okay. I It feels like we have a a direction and and a little more clarify. We're going this way. >> We have something right. >> This way. I talk with my hands. >> No, I love it. I like this.
>> I do, too. It's easier. >> Yeah. Well, I start to just, you know, worry and it's like, wait a minute, wait a minute. We need to get into a direction. And part of that is what time, how can we meet? And I know Veronica,
she's had, you know, family stuff that she's dealing with clearly. Um, right now I I have it written in in in the calendar. It'll be the third Thursday of every month at 4:30.
And that is because I understand Ann your your hard stop is at 6:15 >> and I wanted to make >> re sorry very recently Thursdays have become harder for me um because I now have a Thursday night weekly commitment
but I do work at my job until 5 on Thursdays so I could meet at 4:30 today but I I would >> okay >> I don't really want but I can meet Wednesdays I can you know Wednesdays are wide open for me after work? No, not good for you. >> No, I work actually I work until like
seven on Wednesdays. So that that would >> this retired person works till seven on Wednesdays. Um Tuesdays are tricky because there's the finance committees every other Tuesday.
>> Um and then select boards every other Tuesday from a So is Thursday the best day >> or Monday? Monday. >> Thursday or Monday? And I don't know how people feel about Monday. >> Mondays are typically
>> I'm pretty flexible. Just not Friday. >> No Friday. >> Friday. >> No Friday. >> Yeah, I'm mostly I'm mostly okay. I can I can you know, we we schedule ours out in months, so it's easy enough to make sure. I had forgotten today's was 4:30. I thought today's was five, but you
know, >> no, no, that was live. I wrote it down incorrectly. >> Okay. >> I mean, we Well, I mean, we could I can I can definitely do Thursdays from 5:00 until 6:15.
So, if Thursdays is a good day for everybody, >> I can do that if that's helpful. >> Well, we've been pretty quick with our meetings. Ours, haven't. I mean, editing something's a little different when you're doing non-screen. It could go a little longer, but I think our biggest
editing thing is over right now. >> Well, Melissa, when we're all automated with our Google, we can >> I know a lot of it >> asynchronously and then the meeting is to resolve the comments that people posted, >> right? And so maybe if if things if we
do have larger tasks, we could, you know, shift maybe put another Thursday. >> Sure. >> Yeah. >> Yeah. You could have you could have a meeting just to like edit that or just to do that topic. Yeah, you could do that. Sure.
>> Does that all the time >> more? >> It seems like Thursday is the best. It's working for everybody. So, I would hesitate to change the day because of me. If that time sounds okay. >> All right. That that is doable.
Um >> and third Thursday, right, April? Is that what you said? >> That's right. And right now it's going to go up on the calendar as automatically. This will be my first challenge to see if I can change that on the calendar. And I I think I can.
>> Well, I think you can change it individual. >> Yeah. >> Yep. >> So that means if we do every 3, it's going to be the 18th of December. >> Yep. >> Oh, right. This is November. >> It is surprise.
>> I'm sort of thinking we're in September. Try again. Little lots. Not that much. Okay. >> And 4:30 or for 5:00? >> 5. >> Yeah. >> And so we also need to approve the
minutes from the 18th of September. >> Oh, yeah. Good memory. >> All right. So, I make a motion. I would um I make a motion we approve the minutes from the 18th of the September. >> I'm trying to find them.
>> Actually, Kathy, is there any way you could put them up on the screen so we could just go through and see if anybody has any? >> Oh, sure. You think I'm that technologically? >> So, did to do that, April, you have to give co-host. You have to give her co
you just make her a co-host. >> No, I think we did it earlier. >> Yeah, >> where I shared something. So, April, I think you did it for everybody. >> No, something came up asking saying that you were asking for that. >> Oh, it was only me. I thought you
granted it to everybody. >> I think not. But let me see. Host >> clicks on share. She can ask you. >> I think that would work. >> Oh, yeah. That might work better. We're a small group. Here you go. >> Oh, look at that. >> You did it. Awesome. Good job, Kathy.
>> Yeah, but I don't know where to find the document. >> It's wherever it is in your computer. >> Yeah. >> So, if it's on your screen, our email. Did you send it to us the email? >> Oh, maybe it's here. It's >> in our Google.
>> Oh, no. This was a draft. Oh, let's see. did it. >> I was reading it earlier. I know. I'm looking down here. >> Uh, dot dot dot.
Okay. It wasn't a long time ago. I got them. >> You got them. >> Maybe I got this. Okay. >> I keep pulling up the draft. I'm sorry. I'm gonna stop sharing. >> Don't worry. I'm gonna share. Let's see
if that works. Uh oh my god. Share. Did I do it? >> You did. >> Oh my god. >> I've never done that before. >> I did it. You did. I did it. Okay.
I read through these and I especially given that you weren't at the meeting, Kathy. >> Well, I I mean I watched the the recording of it, so you know, it wasn't too hard and AI of course >> and I just tweak the way AI puts it together.
>> Um, next steps is always at the beginning, which I think is weird. So, I just kind of tweak the the flow of the document a little bit from the summary. Um, and then I look for anything that's obviously not worded properly, but I I
think I got everything. >> No, they look great. Much appreciated. >> Um, April, my name is misspelled. That's the only thing. No E. Oh, that >> that's me. That's my fault. >> That's all right. Just, you know, for the record. >> Got it.
Ah. I think I add an extra L to mine. >> Everybody seems to add an extra L or an >> I added an extra S though. Look at look at your name. There's three S's. >> Oh boy, there's three S's. There is
>> I didn't look at my first name. >> Oh, that's funny. Well, I'll move that uh we accept the minutes from September 18th >> as amended. >> As amended. Yes. As amended.
>> Second. >> Okay. Let's go in alphabetical order. It's a test. >> Brigham I make peaceial eye. >> Salvador eye. >> And spine eye. We know our eye. Right.
No, that's it. So, I think we got a lot done today >> and there's a lot there's a lot more to do. >> There is. >> And um I'll move to a journ. >> Second.
>> All right. Roll call vote alphabetical rigum I >> make peace on your eye. >> Salvador I >> and Stein I. In the next meeting, we should go backwards alphabetically. >> I know. I was just thinking that. Or start in the middle as
>> Yeah, that would be I know because otherwise it's not a challenge for me. >> I know all of you. >> Thanks everybody. This was great. >> Thank you. >> Thank you guys. See you in a few. >> See you. >> Yes. Take good care. >> You too. Bye.
>> Bye. >> Bye. Bye. >> Bye.