##VIDEO ID:t3bOhc9pHvk## hi Melissa hello hello Eric can you hear me I can hear you can you hear me yes I can can you hear us Melissa no I think she was just joining so oh how's it going super super yourself so um well we I'll say something when we get started can you hear me yes oh good I can hear you yay sorry places I guess I don't need to be you're very echoey though sounds like you're in a um like e not Echo chamber but try it again it be this is good to be on the other side and see how it's working Hang on we're calling from the other side right I can't get that up let me try this how is that is that better it's a little bit bit better but it's very interesting we really got to get that downstairs worked on well I I don't have the owl up I have I have the computer yeah I didn't do the owl oh okay yeah and I I think Gabe is joining us from afar okay I'm gonna oh she may be because oh that's interesting she said she wasn't going to be in town hall yeah yeah yeah that makes sense I guess we could go ahead and get started right and then when she joins um okay so oh here she is now no that was me oh that was you that's the other computer now it's a second Melissa yeah sorry Melissa's cloned really I want to turn I I I'll turn one of these cameras off because I have to share with one so let me get this one off okay um this one comes off that'll be the sharing computer there we go all right we all set yes so you started the meeting Melissa I did okay so I'll I'll go ahead and um call the meeting to order um today is Thursday January sorry okay why is there an echo give me one second okay it's the two computers no I can't hear you how is it that's better okay so I'm calling the meeting to order today is H Thursday January 9th 2025 this is a special meeting of the shsb select board um and it is a hybrid meeting in town hall and Eric stalker and Rita frell are um participating remotely so we have just one item on the um agenda this evening and that is to um discuss the adoption of a new um job description for the administrative what we're calling the administrative assistant now formally the um admin ministrative secretary and then just to give the go-ahead on Advertising that position so Melissa I'm gonna hand it off to you um if you could just put up the um I know the the Personnel committee reviewed the the job description did few edits to the one that we um that the select board had um drafted so um if you could uh put that up then we can just I'm doing that now okay one moment the one I should have had this prepped I'm sorry me okay but while U Melissa is getting that up I just wanted to mention to um the both of you I know we had contemplated changing annual town meeting to May 10th we talked about that on Tuesday night um subsequent to that Grace who um we probably should have consulted Before we or we should have consulted her before we started discussing this said we have a bylaw now that sets the date and so anyway uh so we have to go back to April 6 unless there's some really compelling reason I mean it's only two weeks later um um I think in that wasn't there a um provision in there that allowed it to be changed Grace thought that it was just in the case of like an emergency or something emergency what's that said funding not knowing what your funding is yeah um the only other problem is when she sent out the street listing I mean I didn't even look at it to be honest with you we just filled it out but she said she mentioned that the um that the town meeting was going to be on the 26th so may maybe what we should do is just um put it on the agenda again for Tuesday night so we all have a little time to think about it I know Paul lion said he had gotten back to me and he said the 10th wasn't ideal for him he could do it but it wasn't ideal um so and I I when I talked to Gabe today she said that um that the like the 17th the 24th you know none of those the two following Saturdays worked for the finance committee so um anyway that's what we all right so I'll I'll just ask Gabe to um to add that and we can finalize it we can talk a little bit more about it Tuesday night and then finalize it okay that that sound good yes yeah okay so can you tell us what the um Lissa can you tell us what the Personnel committee the changes that they made yes so um this oops I'm sorry I just clicked off of it this is the the uh the draft that they had okay um hold on one second let me just it's the one that I sent to you guys I'm going to open it so we can actually um edit if we want to live edit we do well that way so um so I'm G to share it again okay there we go um so uh there's a few highlights here um I'll walk us through those and and we can make decisions as we go um this the first one the the committee liked it there's a few changes of language um moving a couple sentences around just to make it sound a little bit um a little different um in in in intent was still there so I'll walk us through this so the first one was the we normally or in the past um had not put the salary ranges on job descriptions um so they had suggested to take this off I told them I'd come back and asked you guys what you preferred um so if we'd like to leave the salary range on the seller range certainly will go into the ad of course but um traditionally we don't have the salary ranges here on the yeah I think we could keep it off because you know if it changed to it's yeah then you change job description so take that the whole line off yeah that makes sense so we'll Pi that up okay and then uh a little further down um this was the one thing that the Highlight that I had for the uh one drive is I like to think about rather than saying one drive or Google Drive um just at the just adding um the the location that the select location of file for file management it we could put as an example of one drive or Google Drive in there um yeah it may not always be Google drive it could easily change or yeah could we just say shared folder or is that is that too big yes say shared folder yeah and then that could cover a variety of shared uh folder shared um Shar folder yeah web folder that's great yeah and do we want an example here or no no okay I'd say a share fold so you know and put an a between two and shared that's a great idea okay yeah shared folder um the other one here is um the maintains confidentiality while working on it changed the sentence that was there um also talking about confidentiality this just kind of fit with the other bullets to keep the same verbs going um so are you guys okay with maintains confidentiality working with records of sensitive matters yeah I'm okay with that all right yep take that out leave that um we added in a couple of ANS into maintains uh monthly calendar bullet here uh put and maintains internal calendar for building use and the next bullet the same thing closur and holiday postings okay okay there uh the next item was a little bit more of a significant change um there was a couple here the assembles and distributes newsletter was a um and coordinates newsletter submissions and manages bulk mailings the coordinates newsletter was down below assembles and distributes Town newsletter so um and we reworked this sentence a little bit so does the sentence coordinate newsletter submissions for Town departments volunteer boards and committees and maintains publication schedule does that work for you to in this location with the bulk mailings ahead they're not always bulk mailings are not always the newsletter and um if you guys are okay with that sentence I I think that's okay okay R you would you like it a little different is that better can you see it better can you hear us Rita I'm not hearing Rita anymore I'm not either hang on let me text her and ask her you disappeared I know we can hear you we just can't see you I know I'm here I'm gonna I'm gonna log back on okay we see you I think she's I can't see oh here she is there she is and she's muted you're muted Rita mute all right oh God nice sorry it's okay all right um so were you guys okay with the newsletter sentence as it as it states read it do you need me to read it I know you're using your you're okay with it yeah no I'm good all right so I'll pop that one off of highlight um then the next one was the abcc one was a little um for us it made sense because we've been dealing with that for the personel board didn't so this whole section was sort of rearranged in that bullet that says handles requests for renewals of commercial licenses and permits collects records and forwards instead of transfers fees to the treasurer prepares licens related annual reports um which was an addition uh the it did State prepares annual reports um but in this bullet it refers to the licenses so abcc has an annual report um so we use license related in this bullet because it fit with this um right instead right instead of the annual reports um if you guys are okay with that yep okay uh the next part is um and there's a formatting thing I'll have to go back to um prepares weekly Town invoices for Town administrative approval I don't remember what it had said prior but um it had uh it we shortened it to prepare as weekly okay um it uh just to stay with the the verbs that were under that if that's okay with you yep and then at the the um we've learned a lot of grammar in our Personnel Board and um as we go through so um the next bullet for maintains complex building uh files and special assignments we had IE because that made sense to all three of us but EG for an example and rather than spelling out past because there's a lot involved in one little acronym we added the word water yeah pest water project um as the example good then the one there's a question here at the high school diploma um the person El board wondered if we wanted to add some based on the task list and the items above um if we thought that some college or cours work would be preferred for this particular position um so not knowing that exact answer for myself I did a little bit of re search um usually in what I found the majority of admin assistants usually only have high school diploma um listed as a requirement um a few of them had uh specialized training but those were really specialized trades that that person would be in and not just a general thing like ours um so I don't know how you guys feel about that I think I'm okay with saying a high school diploma um we yeah I I think I was just trying to think of like would you want um would you want anybody with an associates degree or specialized training you know who had um let's say somebody had taken courses to so that they could do Excel and that they knew all the compu computer do we have anything about computer proficiency proficiency with micro okay yeah we do that that's when I started thinking and talk thinking about it too we did list some some definite skills down below yeah um so do we want to say like a minimum oh does this say a minimum High School decree high school diploma or general education degree we could put minimum in front of it a minimum requirement or is a minimum requirement yeah right we can certainly add that so U minimum do you want to do it at the beginning minimal requirement is a high school diploma or List it and then put it at the end and say put it at the end yeah I I think it's just um we just want to say that's the minimum you know if you have something greater and you're qualified great if you have a high school yeah that's true you could that implies you could yeah as a minim yeah right Y is it minimal or minimum I just put minimal but I'm happy to go either way as my fingers were typing it doesn't matter we can put minimum it probably sounds better minimum yeah it seems to me it does all right we'll take off that highlight oops have a rogue highlight I'll fix that after going down to that line about proficiency Microsoft Office isn't shouldn't the word asby is required yes nice catch yes that is required um so the rest of this was was was okay um by the Personnel Board so did you guys have any other things you wanted to add I did that that sentence about physical demands if you scroll it bit it seemed like I I recall being kind of a funny sentence like which one physical demands down the go down to the bottom oh yes we fixed it I think um before we move down there I had mentioned something about um like a customer service background knowing this person will be the person who like the right um and then as the Personnel where we started talking about it like what is customer service but we Al we have them all listed interpersonal skills ability to communicate you know right that's more something you might look for on a resume to know they have this rather than as a right so right um minimal demands oops went too far physical demands the sentence I was woring about is the employee must occasionally lift and move up to 25 pounds occasionally more what's what's more 200 pounds I um so this was this is maybe this is you we have to talk about that too so when I had read this in the last um when I read it I had a similar sentence in my job description when I worked for my prior employer and and my current employer so if this person is going to lift bottles of water bottles of water are 40 pounds and boxes of paper or 40 pounds or more so and you need and you need to put it in there and so I think leaving occasionally more is in there because people could claim um never told us that I was going to have to move and I hurt my back right so it it I think it's appropriate so to 25 be 40 if in fact that's what they're we know they're going to be lifting that right we could we could put a range you could put 25 to 40 pounds right you could you could put a range in there why don't we just do that 25 to 40 pounds I have to leave in about five minutes guys okay me too I'll type that out hang on one second okay we're almost done um and that's really it there was no other changes can we just go back very quickly to the uh the part about the abcc that that one there it just seemed to me was was a little awkward language they're like uh let's see sorry question jumping on I made it too big I mean it's sort of like it goes it has that first paragraph about handles requests and then a it goes to alcoholic beverages I mean there's no whatever I mean hands request in maybe should say including alcoholic beverages entertainment and business like you know what I mean it doesn't there's no verb there it's just alcoholic barbes and entertainment bus but there's no verb to that to me there's no verb to that dot or that AB part there because it's the verb is in the is in the bullet and then it just is telling who you handle request just I guess so it's just it's you know I say we could word Smith this thing to death but you know ultimately you know it it communicates what needs to be communicated yeah that's true okay all right okay all right my mother the English teacher will you know she's she's she's long pasted yeah okay good I'm all for it you're good and I think that was the last thing on our list okay there so I did add this one small thing because I think we should have this little piece at the bottom of all these job descriptions kind of gives a little history that's great that was that was me doing that but I knew we would talk about it tonight so um so I guess then at this point I'm I'll take out the other things and make sure it's all formatted they take out the salary range on the left there too yeah and um otherwise do we feel good about this yeah yeah yeah now this is great and I do have to apologize I did not get the job um posting done but I'll have it for Tuesday so we can do that and then post it because we'll want to decide where we post it probably too well I think we could decide where we want to post it I you know I think Gabe Gabe or you could do it and it's it's pretty straightforward it just comes from here I don't feel like we need to review it I think can just go out are you good with that Eric too yeah it's sort of and I work together get that out then yeah yeah make sure Geneva sees it yeah well we just you know we just want to get it out as soon as possible rather not wait till tues okay so I'll work with her to get this out tomorrow so indeed um Gabe do you think in do did indeed yield some resumés um uh she's not on yes it did I think there was last time I looked there was four oh okay good um so I don't know if more have have populated so I think we should do indeed um I think we should probably put out a town announce I think so I'm not sure who knows how to do that but um I well I do know Gabe Gabe well between Gabe and I I know Kristen and MaryAnn know how to do that so so I mean I can I can help with that tomorrow if if um you know if we want somebody else to so that you wouldn't have to do it Melissa since you're doing I have tomorrow off so oh you do well yes other than the massage appointment at noon okay all right great yeah because can I ask a real quick question does who knows how to post a meeting like I we have a meeting now for the search committee a date but I can't post it I'm not I'm not whatever I haven't been blessed with the posting abilities I know how to post okay great what is the date Eric what's up what is the date uh the 16th Thursday the 16th that's great so I'll I'll send you an email Ms or something just tell you how you know yeah and if you have an agenda item or something okay Al righty um Eric do you have an agenda for it or maybe Gabe can work on that no I don't have one but okay I assume it's it's the organizational meeting I don't know there has to be more agenda than that yeah um I had some ideas I'll I'll send them along to Gabe how's that so it should get posted um maybe with a little bit more detail because you might vote on some things at the organizational meetings um also um I was just going to mention and I was going to send the suggestion to Gabe um about what should be sent out to everybody before that meeting so in for the meeting because there are things everybody should review and the confidentiality the confidentiality uh form needs to be signed and that first one yeah yeah we should put that on the agend so I'll send I'll send a list to Gabe how's that that's of of what should be on the agenda yes okay yeah I can get the meeting posted and and just put you know call to order and those General things so there's something on there right right okay thanks all right that sounds good I'll send I'll send you the details but that's well well I'll tell you the details the details are um oh it's since it's in the morning this the at 9 o'l in the morning on the 16th that's great perfect excellent so Melissa are you gonna you'll do that with Gabe then so I'll just send stuff to Gabe yeah yeah yeah okay I'll do that in the morning first thing okay all right okay I don't think there's anything else so um so we'll just uh get that get the notice out now once it's written and um hopefully we can hire somebody soon that would be good yeah okay all right do I hear a motion to do we vote do we vote oh no we had not taken a vote do do we hear a motion to approve the admin assistant a job description and go forward with hiring okay posting you made you made that motion and I'm gonna second it okay all those in favor signify by saying I make peace O'Neal I stalker I barl I okay great oh so so the last thing I started to say that yeah we we'll put the we'll put the town meeting back on the agenda for um yeah for uh Tuesday sounds good and that's our next meeting is next Tuesday right okay and then we go back to our normal then we go back to to biweekly right okay all right guys thanks bye okay bye have a good evening you too bye bye bye