===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: February 16, 2021 – Zoom Meeting Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Heather Lemieux, Town Manager, Julie Belliveau, Asst. Town Manager/HR Director, Sue Doherty, COA Director, Nancy Forest, Payroll & Benefits Coordinator, Casey Burlingame, Building Commissioner, Barbara Lefebvre, Sewer Business Manager Meeting began at 5:02pm with all attendees present, E. Arnold Committee Chair presiding Public Comment: Some members of the committee referenced the previous meetings discussions regarding the role the Personnel Committee and their concerns about the nature of the committees support to SAP employees. Several issues were voted on at that meeting that did not support the active engagement with employees in several areas such as the grievance process. The group reviewed several of these items, and an open discussion ultimately lead to referencing the actual votes that took place at that meeting, which confirmed the committee’s decision on each. Approval of Minutes: Minutes of the January 31, 2022 meeting reviewed Motion by J. Bilotta to accept and approve the minutes as presented Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business: Group continued to review and assess the recommendations for changes to the Salary Administration Plan by-law. Section 17 Paid Vacation section included a new condition to request summer vacation plans by May 1, to better facilitate planning. Various discussions questioned the need to add this as year end closing was very busy and there didn’t seem to be long term issue with vacation planning. It had been added to some of the contracts in other groups, the need to add it to this group did not seem needed. Motion by W. Bertrand to keep current language and not add the May 1 condition. Second: E. Arnold Roll Call Vote: All in Favor ===PAGE 2=== Continued review of this section then covered the next paragraphs reference to employment termination. The changes recommended the elimination of several sentences that just explained how time was calculated and group felt their removal was appropriate for clarity. The use of the term unused vacation was also discussed and the group felt a better way to express that was accrued vacation. Motion by E. Arnold to accept the recommended elimination as proposed, but change the words unused vacation to accrued vacation. Second: J. Bilotta Roll Call Vote: All in Favor The next paragraph outlined the approval process of vacation, with a recommendation that the reference to special conditions that should be met for approval of summer vacation be deleted. The group also felt the language in the initial paragraph was confusing, so recommended a few additional changes. They felt the final paragraph’s recommendations were acceptable. Motion by E. Arnold to accept the recommended changes in both paragraphs as well as amend the initial sentence of the first paragraph as follows: “Vacation shall be approved by the Department Head/designee for such time or times as best serve the public interest.” Second: S. Andrews Roll Call Vote: All in Favor The group then started to cover recommendations made in Section 18, Paid Holidays. The group had a lengthy discussion on the impact of the towns Friday closings and how it impacted holidays that fell on a weekend. There was considerable dialogue that the policy did not seem appropriate as it was the town’s decision to close on Fridays, covering some of the lost hours on Tuesday and Thursday early evening hours. This resulted in employees not being scheduled to work on Fridays, so a Saturday holiday would be lost. As the group was unable to continue its zoom access past 6:30pm due to another meeting scheduled to use the technology, they decided that the discussion on this issue would be continued at the next meeting. Next Meeting: Wednesday, March 2, 2021 Zoom Meeting 5:00pm Motion by W. Bertrand to adjourn meeting at 6:34pm Second: J. Bilotta Roll Call Vote: All in Favor