##VIDEO ID:DGF0sNdeWJ0## okay so call the meeting to order and the first item on the agenda is to review and um approve the outstanding minutes from previous meetings and at this stage of the game the only since Susan is no longer and Betty is not on yeah we don't I don't know how we handle this because we don't have a quorum yeah I agree I think the minutes are going to have to wait until the next meeting okay because then we'll have Joyce Joyce right exactly if Joyce is here we'd be all set yeah yeah so we'll have to hold off on minutes until the next meeting okay well the next thing that I would like to just quickly discuss is first of all welcome Jerry to the to the board thank you committee glad to participate and want to also thank um Betty as I don't know if everybody's aware but she came and talked to me and has decided to step down from the from the committee as an atlarge member so I want to thank her personally thank her for her years on the committee and also Susan Baron was not reappointed and wanted to thank her for her time on the board or on the committee I should say okay other than that um the next item is to is to discuss the job descriptions the hours and the pay rates Pete do you want to take it from there yes so um we have funding approved um in for the CPC the community preservation commiss uh committee they have an administrative line item where they're allowed to use a certain percentage of their funds every year for administrative Services um and support and they want to actually um have a an administrative assistant essentially a clerk for their committee to assist with their meetings their agendas um Jessica currently does their technical support so they're reporting of their um their monies um and the funds but this admin assistant would handle the same that are other admin assistants for the boards it's really just the meetings the postings um they would likely also be taking in any applications for CPC funding um and then the other one is the I commission also was approved a clerk administrative salary item in their current budget um but they never had a job description created so for both of these positions we need to get job descriptions approved by the Personnel committee that we can then bring to the select board so we can go out to um put them out to the market and bring in some um uh some opportunities my suggestion not that it really matters for the Personnel committee but I would likely Market these two positions um as a singular of hopefully for one individual because right the a commission meets so rarely um it's such a minor time commitment that it's probably going to be hard to find a person just to do ad commission where if they can do both they can get a little more money um it's similar to what we did for the planning board zoning board we had effectively two positions for those two boards we hired a individual that covers both of them um so my idea is to do the same thing we would keep the same hourly rate that we do for the current administrative assistance um which I should have pulled up before we got into this um hold on one second it is 2116 so we would keep it at the same hourly rate uh because it's effectively the same role just for different boards um and that's where when we look at the two job descriptions they are essentially the same exact job descriptions as the planning board and zoning board with any board specific references or board specific requirements um like in the CPC job description it says that this person could assist with the accounting the accounting that Jess does um should Jess ever need that Assistance or if Jessica decides that she has too much time commitment somewhere else and wants to push that responsibility on to this person the our job description thankfully is Broad enough that that person could take it on and we would have enough in the hours uh to pay for them as well how many hours do you have between the two positions Pete there I shouldn't have said hours sorry um there are no restricted there are no particular hours assigned they are given a budget and so the budget for the ad commission I want to say is500 but it might be 12200 [Music] um and for the CPC it's based on a percentage of their funds and it's Jess do you remember if it's 10% or 5% of their funds can be used for administrative purposes I want to say it's 10% but um I was muted um I think it's 10% yeah I think it's 10% um so really you could back it out um let me pull up the ey commissions current budget because I know that one here let's see they are 15500 for the year so it's 1500 and we're doing 216 an hour it's um 70 hours over the course of the year the I commission meets not even once a month um they're going to have plenty of money in that fund or in that item where likely I think we need to see this gets into our finance committee conversation but likely we're going to need to see them um um get a person in place and on a regular schedule and that will help us determine do they really need to be budgeted for 1,500 or can we cut that down in I have a feeling we likely can bring that down um but they were given 1,500 for this current fiscal year and do you happen to know what the total funding is for the uh CPC side of the equation I want to say it's definitely more than that um but I don't have their D J I don't know if you happen to have their dollar amount right now do you um let me take a peek really quick I'm just trying to get to the to hours available so the admin expense um for CPC is 10,000 yeah so we have plenty we would not use all of that again um we don't go anywhere near that for our admin assistants to support these boards because they are minimal I think in general um like with the two land use boards they are I want to say 10 to 15 hours total between the two boards per month and that those are very um time intensive boards where they have to run legal ads and um they're handling the different applications that are coming in so um even at 10 10 hours a month across 12 months it's 120 times that 21 rate that's 2500 they both have budgets of 3,000 they have enough leeway there um the CPC while they do accept applications it's only once or it's really once a year and then there's a special if they if people need to request funding for a special town meeting but it's very rare that happens so um their their time commitment would be less the total number of hours between the two is about 10 hours a week potentially 10 10 hours a week Oh you mean based on how much money we have to spend I'm just trying oh yeah okay this person would absolutely not be spending 10 hours a week all right I get it yeah yeah um but yeah that's a good point but there's there is funds um we thankfully we do not adjust the CPC funds because the CPC funds are based on how much is collected and goes into the trust um or into not in the the trust but into the um the account the one that we do account for that we do adjust is the agricultural commission line item though thank you did did anybody have any questions or thoughts on either of the job descriptions no I I put it this way I read them through um again most of it's boilerplate other than the few few short paragraphs as to the real just description part of it and it all looks fine based on my knowledge of what each board presently does and requires um this is Jerry I like the idea of consolidating the two positions I think that makes a lot of sense have when I looked at the job description and forgive me um just for being new um one thought I had was to move that section on work schedule up to the front maybe it's underneath supervisor uh uh exercised so you at least can see up front what are the estimated hours what's the pay rate Etc and it's all right up front before you get to the details of what the position actually does um I don't know if that means you have to change your whole boiler plate I'm assuming this is consistent throughout the organization it is Con it is consistent um thankfully the Personnel committee doesn't have to worry about um uh approving the order of the material you're you're approving the material itself and then I've I've taken Liberties as time has gone on to like rearrange things but I'm happy to like do rearranging as well because I agree some of that stuff it this is an older boiler plate um job description but yeah it could I think we could certainly update it and then with that format change update other ones as we move forward right I wouldn't want to be inconsistent just based on what I'm looking at um the other part that I would add is perhaps your performance review schedule and compensation adjustment schedule maybe that's covered elsewhere in the documentation maybe even in that Personnel handbook that you sent it's in the Personnel policies got it yep yeah nowhere none of our job descriptions do the any of them make mention to an hourly rate because that is something that is constantly changing on a yearly basis and we not we don't need to have anybody going having to go back and modify job descriptions on a yearly basis yeah yeah that makes that makes good sense K and Jerry just so you know too we have the job description and then we do a job posting so there's like a a posting that says we have this job available um and we we we have basically a summary of it we then say what the expected number of hours are what the hourly rate is or the salary is and when the deadline is to apply and what the application process is and that will then provide a link to the full job description but that's where we put that hourly rate is in in the um posting itself rather than in the body of the the job description that that makes sense Brenda did you have any questions no well I guess I wondered from reading the minutes did you guys discuss these descriptions at the last meeting and or this is the first time they're being discussed here there was something in the minutes about discussing job descriptions but I can't tell if these we did do job description discussion last meeting but it wasn't on these positions it was on the animal inspector okay I think it was the animal inspector position it was which that one was a very different one and that one um that job description I um actually utilized a new format on the descriptions which I'd be happy to go and change these to that format as well um I can find it oh actually never mind it was just a change in the font but it's the same exact order of all of the same material there was I did not change the format really so um certainly something that uh could use updating I agree we are just uh so that the entire committee is aware we are in the middle of a compensation and classification study currently underway with a a third party provider HRS um Sandy is nearing completion on that study that study will help us determine um what our compens ation scales need to be because we've been without um a scale for a few years now um which will make it easier for us when we go into budgeting because then we'll know based on the salary studies that have been done in our jobs what we should be doing and expecting going forward based on that that'll be very helpful yeah should we have more discussion on your concept of just melting these two rather than having separate job descriptions just to have one no we should not um because they should be two job descriptions yep in case the town was to um decide that they do not want to fund the ad commission item any longer then we suddenly have to go through and revise a job description where we would have just put that job description on pause I can Market it as one position but I reference or I provide the reference to the two separate documents got it makes sense but yeah I would highly highly discourage us actually combining these into a singular role just because of the fact we do not know that either committee would keep these roles longterm okay um do we have any other discussion on the on the agricultural Commission assistant I mean we sort of talked about both of them in in a broad scope um do you wanna is there anything anybody wants to add to the theu community preservation committee position um I Jerry again one question under the essential duties and responsibilities the second sentence errors may cause minor monetary l way in providing Services that's in both job descriptions what's the purpose that inside of what an admin person would hand sorry I you it might have just cut through a little bit what what you were asking about the errors and right the second sentence inside of essential duties and responsibilities maybe this is boiler plate across the uh the the town descriptions but the errors may cause minor monetary loss and delay in providing Services yep that is a standard um description that we use in nearly all of our job descriptions okay yeah thank you it's just to cover us and it's basically to ensure that the individual knows that there is a responsible element to it that um you don't want to take it flippantly fair enough thank right that's how I take it because if you don't say it that way then the the employee could say well gez I you know no nowhere did it say it was gonna if I made a mistake it's gonna hurt us financially so yeah I agree that it's a little awkward only because every other sentence mostly every other sentence in that whole section starts with a verb like performs or arranges or monitors I don't know it read is a little awkwardly to me I'm not sure what kind of I mean is it saying be careful or is it yeah I don't know if it but it's not a big I mean I was just thinking should you say you know strives to avoid yeah whatever maybe I'm making too much of it it it reads awkwardly to me as well is all I'm saying I think you're on that right point when I read the sentence then that brought to my question what's the performance review schedule and how does all that tie back because that's certainly part of performance review having it in there performance review yeah we do cover that in our Personnel policy correct yeah but it sounded like Brenda was speaking more to a sentence structure it just seems awkward to me I know I guess I think I know what it's trying to say but I'm not if and you certainly have a lot more experience than me so if you're saying that in the field that's a common sentence and self-evident and not awkward to most people then fine and and again I mean um the that paragraph is not consistent the first sentence starts with a verb the second with a noun the third with a verb the fourth with a noun well adjective noun um but outside of that uh this paragraph actually is the same one that's used in all of our admin um descriptions and I will say that phrasing is a very common phrase in HR descriptions um that it is it's well utilized whether or not that just because it's been done forever doesn't mean that we then should continue to do it forever but um I don't believe that there's an issue with it at present uh because it is understandable you it basically is just emphasizing the fact that it this is a responsible role you're um forgetting to post a meeting isn't a oh no biggie we'll just do it tomorrow like it's not that kind of thing like you have to understand you're taking a job that has a potential effect on our services or on our ability to collect funds because of you know applications or um something that the I commission is trying to do so um I think you know we could certainly look at um at some other point maybe looking at all the job descriptions and trying to come up with a way that like come up with a a voice or a tone that we could then use to uh word Smith and update all of the job descriptions if that would make sense I think wouldn't that be covered with Sandy in the wag and classification isn't I don't know that she's doing a mod I don't know that she's doing a modification on the job descriptions right I know Trish had updated gone through and looked and I felt had to job descriptions all set in how she felt it and she's certainly had many years of experience working in the field also so she didn't see that language sticking out as a as a problematic so um yeah and sy's use of the job descriptions really was a way for her to ensure that when she was looking at um other positions in their salary that the responsibilities are that she could compare Them Apples to Apples as opposed to like that happened to have a same job title but actually was a a level Below based on the description but yeah I don't think she's editing job descriptions right now or that's not what we're paying her for better to understand the money needs yeah yeah we need her to finish what she's doing because honestly I feel like it should have been last month but hey we hopefully we'll get and get it this month so um but no I I hear you guys on the the language of it some of it's archaic because it's these do come do come from standardized um descriptions we actually had um on our the town job application one of the um items where you're supposed to evaluate your skill level is shorthand and I've had um applicants ask me what is shorthand and I will I I apologize to them I'm like I I get it like it's not utilized anymore especially because we type nobody types in shorthand they don't they're not trained in shorthand in school um but we still have it in our application so there you know there's little things that we still need to clean up um but yeah I guess you could say the same per cursive yeah true all right well if there's no further discussion on it um does someone want to entertain a motion this is Jerry I'm happy to make a motion to conclude the meeting no we have to approve the job description still Jerry's ready to leave the door for a [Laughter] while okay um I can second that so we have a motion made to to approve the job descriptions as written I'll do a a roll call vote Brenda hi Jerry I and myself I therefore passes unanimously um the next item on the agenda is anything unanticipated did you have anything else Pete [Music] um I'm trying to think I just so that the committee is aware we had I referenced that animal inspect uh job description we had hired an animal inspector back in September unfortunately she gave her notice uh this past weekend and so um I'll be going to the board this Thursday night asking just to repost that position uh the I the problem with that position is it is a stien role um that position has the requirement of handling our barn inspection as well as essentially any rabies any potential RAB um concerns or quarantine measures that need to happen so it's a stien position where that uh individual mostly is doing work in October November to do the inspections and then is called called upon when there is a you know a rabies concern issue but it's it's few and far between during the year outside of that um and the individual that we hired is a works for a veterinarian but uh was finding it very difficult to balance the requirements currently because of the inspection requirements and the the need to do the barn inspection so we'll be reposting it I think um I may try to Market it to internal staff to see if there's a current staff member in the weightly town staff that would be willing to take on the position that way it's somebody that's even closer they know the responsibilities they can uh um balance it a little bit more but I just wanted you to know that right now um she think Megan is going to hold the position through the end of the month though okay um I want to say when we discussed this like a year or so ago we also made the comment about trying to reach out to neighboring communities to their animal inspector and if they're in a scenario where they're they're doing it and they're only a few hours here and there maybe it would be something that they'd be willing to to take on yeah no that's a great idea I can I can send the job posting to the the surrounding animal inspectors and see if they're interested I you know I also asked we're part of the regional animal control program through the Franklin County Sheriff's Office um they've discussed adding in animal Inspection Services but they do not have the staff for it right now um so unfortunately the that program we only have animal control through we do not have animal inspection uh but hopefully at some point we can get it on a regionalized um support where it's it's really hard for a small town to hold on to a staff member for something that is so minimal um or it's minimal during most of the year um so it would be great if Franklin County would add in animal inspection into their services I just don't see that for the foreseeable future but I can certainly send this posting out to the neighboring animal inspectors okay the only other thing I had and you've already done Pete and that was I was just curious where we stood with the wage and classification study and you told me that you know Sandy is just nearing completion on it which is good to hear so maybe that'll be our next meeting's discussion yeah was that the plan like when we had the draft we then engaged the Personnel committee to provide comment do you know if there was an expectation of the personal committee I it seems like I'd have to go back maybe look in the minutes but that's my recollection anyways that that it would it would come to us and we'd review it yeah I don't see any harm in doing that so yeah we'll plan on that now how will the vacancies for Susan and Betty be addressed what's the process to add more members onto the committee so both of those are Town moderator appointees or appointments um so that I'm glad you just mentioned that it's two it's not two positions just one we only we only have one position open it's just Betty's um because Susan was replaced by Brenda I was told by me but I don't know she told me that I replaced her but no one El I think that's right got it so yeah we have the one so put a posting on the website uh today to do it but it's also Nat as the town moderator the town moderator whenever they're doing they have the responsibility of filling vacancies it's their role to engage with community members or based on their previous engagement with community members um seek them out and say you know I feel that You' be great personel committee are you are you willing to do this here's what the responsibility are and then he then appoints them will you have enough people just from a account to get to the quum when we start getting into actually approving payrolls and you know we get to the budget side of things as long as we have three committee members we have a quorum like we do today got it okay thank you um so yeah today and Joyce Joyce generally is free it's just she was teaching right now so she wasn't able to make this one um but normally we we were pretty good with our attendance normally that placement isn't critical for that part of the process got it thank you yeah okay does anybody have anything else hearing nothing I'll entertain a motion to adjourn so moved I have a motion made I'll second it to go ahead and adjourn and since we're Zoom we'll do a roll call vote Renda I Jerry I and myself I okay very good everybody