# personnel-committee — 18 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2015-03-16-agenda-3430.txt BOARD : personnel-committee DATE : 2015-03-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-03-16-agenda-3430.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03162015-3430 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-03-16-minutes-3430.txt BOARD : personnel-committee DATE : 2015-03-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-03-16-minutes-3430.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03162015-3430 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 3-16-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes March 16, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Scott Chase, Lin Vickery, Kerry Speidel and Nancy Forest Absent: Deb Christen 1. Cheryl Valera, Committee Chair, called the meeting to order at 6:30 p.m. Reviewed minutes of December 4, 2014 meeting and needed to make some minor corrections. Lin will be submitting corrected minutes to Kathy Herrick, Town Clerk. 2. No old business. 3. No public comment. 4. Agenda Items: a. Develop Personnel Committee schedule for the year. The 2015 Personnel Committee Meetings will be on the following dates: • Thursday, April 2, 2015 • Thursday, May 14, 2015 • Thursday, June 4, 2015 • Thursday, July 9, 2015 • Thursday, August 6, 2015 • Thursday, September 3, 2015 • Thursday, October 1, 2015 • Thursday, November 5, 2015 • Thursday, December 3, 2015 b. Review the Board of Selectmen proposed charge for Personnel Committee To review and make recommendations, with regard to the Committee/Board/Commission, recruitment and appointment process for all Town non-elected groups. Including the following: • Recruiting volunteers and building a “talent pool”. Process to cover communication tools, “career day” like forums with sitting boards, PSA’s on public access, booths at town wide affairs, etc. • Administering applications (Talent Bank forms, Re-Appointment “forms”, resumes, waiting lists… • Scheduling informational and selection interviews (with existing Chair, members, appointing body, etc.) • Consulting on decision with selecting body (if requested) • Notification process (successful candidates, unsuccessful candidates, committees Press, etc.) • Orientation of new committee members including an “on-boarding” process • Performance/Progress review process for sitting boards and members Personnel Committee will begin by setting a framework from an advising and counsel standpoint regarding the above. ===PAGE 2=== /FY2015/Personnel Committee/Minutes – 3-16-15.docx 2 of 2 c. Review salary administrative plan & By Law • Jointly administering salary administration plan for all non-union employees (equity between union and non-union is biggest issue). Union employees get reviewed every year and non-union employees get reviewed every other year. • Review pay scale & job descriptions (have not been reviewed in 4 years) • Review benefits for both groups • There are a total of 10-12 employees 50 on-call fire fighters and 15-20 different positions. There is almost zero attrition. Need to figure out a way to make employees aware of their total compensation. • Look at comparable towns, but it varies for different comparisons. Committee needs to access Mass Municipal Association data. Kerri has a list of committees that were used in benchmarking. Cheryl created spreadsheets and the Committee began reviewing Town jobs and the various Union jobs. There was discussion regarding the differences between the steps and grades. Discussion regarding what was the additional added value for someone with 30 years vs. 10 years of experience and the philosophy behind the steps and proficiency within professions once step 8 is reached. Lastly, there was a discussion regarding benefits. 5. Nancy will create a spreadsheet with employee name, grade, step, hours and send to the Personnel Committee. 6. The committee approved the minutes of the last Personnel Committee meeting with some corrections. Lin will make the corrections and send minutes to the Town Clerk, Kathy Herrick. 7. Next Personnel Committee meeting will be April 2, 2015 at 6:30 p.m. at the Lunenburg Library 8. April 2 nd agenda items are: a. Personnel Action Forms Discussion b. Continuation of discussion regarding salary and benefits 9. Adjournment: Lin moved to adjourn the meeting; Nancy seconded the motion, and the committee voted 4- 0 to adjourn at 8:11 pm. Minutes respectfully submitted on March 25, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-04-02-agenda-3431.txt BOARD : personnel-committee DATE : 2015-04-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-04-02-agenda-3431.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04022015-3431 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Notice of Meeting Date: Thursday, April 2, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA-Revised Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from 3/16/15 Current Business 1. Discussion and recommendations for Salary Administration Plan 2. Personnel Action Forms 3. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-04-02-minutes-3431.txt BOARD : personnel-committee DATE : 2015-04-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-04-02-minutes-3431.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04022015-3431 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 5-14-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes April 2, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Deb Christen and Nancy Forest Absent: Scott Chase 1. Cheryl Valera, Committee Chair, called the meeting to order at 6:32 p.m. Reviewed minutes of March 16, 2015 meeting. Minutes were accepted after making one minor correction. Lin will be submitting the corrected minutes to Kathy Herrick, Town Clerk and Lynn Klaft, Assistant Town Clerk. 2. No old business. 3. No public comment. 4. Agenda Items: a. Continuation of discussion regarding salary and benefits There was a discussion around reduction in hours and workload. Board of Selectmen stated that confidential positions cannot be union. The contradiction is that the police secretary is union. Why? Discussed paid time off. Cheryl is taking the action item to illustrate various time-off scenarios. Deb will see if she can find a Word version of the Salary Administration Plan. Discussion around step increase dates anniversary vs. July 1 st . b. Personnel Action form discussion. Lin made a motion that the Personnel Committee is not required to approve the Personal Action form for regular step increases or for new hires hired at the minimum pay. Cheryl seconded the motion. All agreed 4-0. 5. Next Personnel Committee meeting will be May 14, 2015 at 6:30 p.m. at the Lunenburg Library 6. May 14 th agenda items are: a. Continuation of discussion regarding salary and benefits 7. Adjournment: Deb moved to adjourn the meeting; Nancy seconded the motion, and the committee voted 4-0 to adjourn at 8:15 pm. Minutes respectfully re-submitted with changes discussed at May 14 th meeting on May 14, 2015, by Lin Vickery ===PAGE 2=== /FY2015/Personnel Committee/Minutes – 5-14-15.docx 2 of 2 ======================================================================================== DOCUMENT : 2015-05-14-agenda-3432.txt BOARD : personnel-committee DATE : 2015-05-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-05-14-agenda-3432.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05142015-3432 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Thursday, May 14, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from Thursday, April 2, 2015 Current Business 1. Discussion and recommendations for Salary Administration Plan 2. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-05-14-minutes-3432.txt BOARD : personnel-committee DATE : 2015-05-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-05-14-minutes-3432.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05142015-3432 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 5-14-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes May 14, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Scott Chase, Jamie Toale, Deb Christen and Nancy Forest Absent: no one 1. Cheryl Valera, Committee Chair, called the meeting to order at 6:34 p.m. Reviewed minutes of April 2, 2015 meeting. Lin will edit the April 2, 2015 minutes and they will be reviewed again at the June 4, 2015 meeting. 2. No old business. 3. Public Comment: a. Jamie Toale asked the Personnel Committee if we were interested in taking on the following two projects: • Create a framework for a performance evaluation process that includes framework, reasonable goals and time frame. Personnel Committee agreed to take this project on after we complete the review of the Salary Administration Plan. • Create employment process for town volunteer bank for various committees involving attracting, retaining, motivating, marketing and evaluating. Personnel Committee agreed to hold on this project for now. 4. Agenda Items: a. Continuation of discussion regarding salary and benefits • Discussed variances in paid time off and step increases between union and town employees. Cheryl will do an analysis regarding paid time off. Nancy will provide Cheryl with employee names, hire date, hourly rates, step and title, so she can complete the analysis. Scott will do a cost analysis for doing annual step increases vs. every other year step increases. • Discussed changing paid time from days to hours. Cheryl shared with the Committee conversion from days to hours. • Any proposed changes to the Salary Admin plan needs to be presented to Selectmen and possibly Finance Committee (if proposed changes impact Finance) for their review before we present at special Town Meeting. 5. Next Personnel Committee meeting will be June 4, 2015 at 6:30 p.m. at the Lunenburg Library 6. June 4 th agenda items are: a. Continuation of discussion regarding Salary Administration Plan b. Review paid time off analysis that Cheryl Valera will be preparing c. Review cost analysis of doing an annual step increase for town employees prepared by Scott Chase d. Personnel Action Forms ===PAGE 2=== /FY2015/Personnel Committee/Minutes – 5-14-15.docx 2 of 2 7. Adjournment: Scott moved to adjourn the meeting; Deb seconded the motion, and the committee voted 5-0 to adjourn at 8:15 pm. Minutes respectfully submitted on May 14, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-07-09-agenda-3433.txt BOARD : personnel-committee DATE : 2015-07-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-07-09-agenda-3433.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07092015-3433 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Thursday, July 9, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from April 2 nd and May 14 th meetings Current Business 1. July 9 th agenda items are: a. Continuation of discussion regarding Salary Administration Plan b. Review paid time off analysis that Cheryl Valera will be preparing c. Review cost analysis of doing an annual step increase for town employees prepared by Scott Chase d. Personnel Action Forms 2. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-07-09-minutes-3433.txt BOARD : personnel-committee DATE : 2015-07-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-07-09-minutes-3433.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07092015-3433 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 7-23-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes July 9, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Nancy Forest and Jamie Toale Absent: Scott Chase and Deb Christen 1. Cheryl Valera, Committee Chair, called meeting to order at 6:35 p.m. Reviewed minutes of April 2nd & May 14 th meetings. There was no June meeting. Lin will send to Town Clerk for publication. 2. No old business 3. No public comment 4. Agenda Items: a. Continuation of discussion regarding Salary Administration Plan /head2right Town has web-based performance system, NEO.gov. It has performance review demo. /head2right Cheryl reviewed her suggested changes to the Salary Administration Plan. Suggested changes include: • Cheryl reviewed her vacation cost analysis. Only 2 people are affected positively. One is the COA who is retiring. • References to vacation time change from days to hours. • Full-time defined as minimum of 36 hours. Anyone with less than 40 hours will have time-off pro-rated. Vacation time has to be paid out at time of termination regardless of termination reason. • Section I proposed change: “If Personnel Committee doesn’t have enough members to conduct business, the Town Manager shall have the authority to Administer the Salary Administration Plan.” • Section 7 proposed change: Should state when the Salary Administration Plan gets reviewed and how often. • Discussed moving step increases to July 1 st for employees who are on anniversary cycle. b. Review paid time off analysis that Cheryl prepared c. Wasn’t able to review annual step increase that Scott was preparing because Scott wasn’t able to make this meeting. Cheryl will request Scott to present analysis next meeting. d. Personnel Action Forms: COA acting Director approved, Firefighter EMTs approved. 5. August agenda items are: a. Review cost analysis of doing an annual step increase for town employees prepared by Scott b. Personnel Action Forms 6. Adjournment: Nancy moved to adjourn the meeting; Lin seconded the motion, and the committee voted 3-0 to adjourn at 8:15 pm. Minutes respectfully submitted on July 23, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-08-20-agenda-3434.txt BOARD : personnel-committee DATE : 2015-08-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-08-20-agenda-3434.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08202015-3434 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Thursday, August 20, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from July 9, 2015 Current Business 1. August agenda items are: a. Review cost analysis of doing an annual step increase for town employees prepared by Scott Chase b. Personnel Action Forms 2. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-08-20-minutes-3434.txt BOARD : personnel-committee DATE : 2015-08-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-08-20-minutes-3434.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08202015-3434 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 8-20-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes August 20, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Scott Chase, Nancy Forest and Kerry Lafleur Absent: Deb Christen 1. Cheryl Valera, Committee Chair, called meeting to order at 6:38 p.m. Reviewed minutes of July meeting. Minutes were approved, Lin will send to Town Clerk for publication. 2. Old Business 3. No public comment 4. Agenda Items: a. Reviewed and discussed the cost analysis of doing an annual step increase for town employees prepared by Scott. After our discussion Scott made a motion to amend the Salary Admin Plan to adjust step increases to ever year (July 1 st effective date) from every other year with a proposed increase of 2.5%. Cheryl seconded the motion and after a discussion a vote was taken 3 approved, 1 abstained. Amendment will be presented to BOS and Finance Committee for comment. If no issue, then it will be presented with our other Salary Admin Plan amendments at the fall Town Meeting. The Personnel Committee will continue to discuss cost of living increases. Scott recommended that the committee close out all amendments on the Salary Admin Plan and send the amendments out to the Personnel Committee for review so we can discuss at the next Personnel Committee meeting, September 3, 2015. Cheryl will adjust the table as discussed and Kerry will adjust competitive analysis. b. Personnel Action Forms: COA Director appointment approved. 5. September 3, 2015 agenda items are: a. Final review of Salary Admin Plan amendments b. Personnel Action Forms 6. Adjournment: Scott moved to adjourn the meeting; Lin seconded the motion, and the committee voted 4-0 to adjourn at 7:43 pm. Minutes respectfully submitted on August 20, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-09-03-agenda-3435.txt BOARD : personnel-committee DATE : 2015-09-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-09-03-agenda-3435.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09032015-3435 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Thursday, September 3, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from August 20, 2015 Current Business 1. August agenda items are: a. Review of Salary Administration Plan Amendments b. Personnel Action Forms 2. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-09-22-agenda-3436.txt BOARD : personnel-committee DATE : 2015-09-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-09-22-agenda-3436.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09222015-3436 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Tuesday, September 22, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from September 3, 2015 Current Business 1. September 22nd agenda items are: a. Review of step/grade grid b. Personnel Action Forms 2. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-09-22-minutes-3436.txt BOARD : personnel-committee DATE : 2015-09-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-09-22-minutes-3436.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09222015-3436 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 9-22-15.docx 1 of 2 Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes September 22, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Nancy Forest and Deb Christen Absent: Scott Chase 1. Cheryl Valera, Committee Chair, called meeting to order at 6:43 p.m. Reviewed minutes of August 3 rd meeting. Deb made motion to accept minutes and Nancy 2 nd , all were in favor. Lin will send to Town Clerk for publication. 2. Old Business 3. No public comment 4. Agenda Items: a. Before we finalized the step/grade chart Nancy informed us that Kerry told her that there is no money in the FY16 budget for 2% COLA. Recommend reinstate annual step increases for FY16. Employees would not go to the 7/1 date proposed but remain on anniversary date. The cost of this would be $450 for the entire year. We need to submit our COLA increases for FY17 for the May 2016 Town meeting, submit to BOS and Finance Committee prior and have justification when we submit. b. Finalized, reviewed and approved corrections to SAP. Need to submit for warrant before October 3 rd at 3 p.m. The BOS will review. Action Items: i. Cheryl will do the following: correct text add missing jobs, put old salary grid back, contact Jamie regarding warrant ii. Lin will compare the 2 SAP documents and send to Cheryl iii. We need 5 voting members on the Personnel Committee. Speak with Jamie Toale. c. Personnel Action Forms 5. October 5, 2015 agenda items are: a. Personnel Action Forms 6. Adjournment: Nancy moved to adjourn the meeting; Deb seconded the motion, and the committee voted 4-0 to adjourn at 7:50 p.m. Minutes respectfully submitted on October 12, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-10-26-agenda-3437.txt BOARD : personnel-committee DATE : 2015-10-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-10-26-agenda-3437.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10262015-3437 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Monday, October 26, 2015 – Emergency Meeting Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from September 22, 2015 Current Business a. Approval Final Changes of SAP b. Personnel Action Forms 3. Agenda for next meeting Other Business Adjourn ======================================================================================== DOCUMENT : 2015-10-26-minutes-3437.txt BOARD : personnel-committee DATE : 2015-10-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-10-26-minutes-3437.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10262015-3437 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 10-26-15.docx Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes October 26, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Scott Chase, Nancy Forest, Deb Christen and Jamie Toale Absent: 1. Cheryl Valera, Committee Chair, called meeting to order at 6:32 p.m. Reviewed minutes of September 22 nd meeting. Minutes were approved after Lin makes a few spelling corrections. Lin will send to Town Clerk for publication. 2. Old Business 3. Public Comment a. Jamie Toale clarified changes the BOS wanted made to the SAP 4. Agenda Items: a. Reviewed the changes that the BOS and the Finance Committee made to the SAP and approved each change. Changes were made in the following sections: Section 1, 2, 6, 9, 12, 18, 19, 25, 26, 27, 28 and Schedule A. We made one change to the salary schedule. i. Cheryl and Lin will attend the special town meeting on November 16 th . ii. Cheryl will contact Kathy Herrick regarding amendment b. Personnel Action Forms i. There were no forms to sign 5. December Personnel Committee meeting agenda items are: a. Discuss the advice package needed for anyone doing a budget b. Discuss recruiting and review application forms c. Discuss DPW Director grade in comparison with market analysis data d. Personnel Action Forms 6. Adjournment: Scott motioned to adjourn the meeting; Deb seconded the motion, and the committee voted 5-0 to adjourn at 7:50 p.m. Minutes respectfully submitted on November 4, 2015, by Lin Vickery ======================================================================================== DOCUMENT : 2015-11-05-agenda-3428.txt BOARD : personnel-committee DATE : 2015-11-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-11-05-agenda-3428.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11052015-3428 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Revised Date: Thursday, November 5, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Public Comment 2. Review/Approval of Previous Meeting Minutes from September 22, 2015 3. Approve final SAP changes Current Business 1. Discussion about next projects/initiatives 2. Personnel Action Forms Other Business Adjourn ======================================================================================== DOCUMENT : 2015-12-03-agenda-3429.txt BOARD : personnel-committee DATE : 2015-12-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-12-03-agenda-3429.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12032015-3429 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 PERSONNEL COMMITTEE MEETING AGENDA Date: Thursday, December 3, 2015 Time: 6:30 p.m. Location: Lunenburg Public Library AGENDA Call to Order Ongoing Business 1. Personnel Action Forms 2. Public Comment 3. Review/Approval of Previous Meeting Minutes from October meeting Current Business 1. Discuss Advice Package for anyone responsible for a budget 2. Discuss recruiting and review forms 3. Discuss DPW Director grade as it relates to market analysis Other Business Adjourn ======================================================================================== DOCUMENT : 2015-12-03-minutes-3429.txt BOARD : personnel-committee DATE : 2015-12-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2015-12-03-minutes-3429.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12032015-3429 ======================================================================================== ===PAGE 1=== /FY2015/Personnel Committee/Minutes – 10-26-15.docx Town of Lunenburg Personnel Committee: Cheryl Valera, Chairman Scott Chase, Vice-Chairman Lin Vickery, Secretary Deb Christen, Member Nancy Forest, Member Minutes December 3, 2015 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Meeting Posted: Yes Location: Lunenburg Library, Massachusetts Ave., Lunenburg, MA Present: Cheryl Valera, Lin Vickery, Scott Chase, Nancy Forest, Deb Christen, Sherri Freeman, and Jamie Toale Absent: 1. Cheryl Valera, Committee Chair, called meeting to order at 6:33 p.m. Reviewed minutes of October 26 th meeting. Minutes were approved. Lin will send to Town Clerk for publication. 2. Old Business 3. Public Comment a. Sherri Freeman was in attendance and mentioned that the Town website needs updating and if the Personnel Committee members could be listed. She also mentioned asked if there was an employee handbook. Nancy said there was no formal handbook, that policies were approved by Town Counsel and Kerry would be the one presenting the policies to the BOS. However, all new hires are given standard policies when they start, i.e. IT, ADA, and Sexual Harassment. Scott asked if there was any Sexual Harassment training and who handles complaints. Nancy stated that training is due and Kerry handles complaints. Scott motioned that we table further discussion on this topic to a date when Kerry, Town Manager, could attend a Personnel Committee meeting for a more comprehensive discussion. All agreed. 4. Agenda Items: a. Advice Package – We discussed that we would review and make recommendations to the salary grid, discuss with Kerry, present to FinComm and BOS before it is presented to annual Town meeting in May. When the SAP was presented at the Special Town Meeting on November 16 th , the salary grid was attached even though the Personnel Committee did not intend for it to be attached. Cheryl stated at that meeting that the Personnel Committee did not change the salary grid. Nancy mentioned that there were 13 rates that were incorrect and we needed to prepare an administrative order to make the corrections. We need to change back to the previous version of May 1, 2010. The administrative order was prepared at our meeting and Deb agreed to file the administrative order with the Town Clerk. b. Discussed reviewing the talent bank forms and recruiting process for people who are interested in joining town committees and in particular the Personnel Committee. In addition, we spoke briefly about performance review forms. Nancy stated that the payroll system she is using has the capability of customizing performance review templates. The DPW came up with their own performance review form. Scott volunteered to take this action item and will present at the next Personnel Committee Meeting January 7, 2016. c. Discussed the Director of DPW position’s salary grade. Nancy mentioned that this position had a contract but because of Mass General Law it did not qualify as a position that required a contract and the position was moved to the SAP. Nancy felt this positon’s grade needs to be reviewed. She presented compensation data she gathered for similar position in surround towns. This led to a discussion on a compensation analysis. Nancy spoke with department managers and has written job descriptions for each job and presented them to Kerry for her review. Scott motioned to table this to a Personnel ===PAGE 2=== /FY2015/Personnel Committee/Minutes – 10-26-15.docx Committee where Kerry can attend in order to have a more comprehensive discussion. d. Personnel Action Forms i. There were no forms to sign 5. Lin requested that the 2016 Personnel Committee Meeting dates be set. The 2016 meeting dates are as follows: a. Jan 7, Feb 4, Mar 3, Apr 7, May 5, Jun 2, Jul 7, Aug 4, Sept 8, Oct 6, Nov 3, and Dec 1. b. Sherri Freeman made a suggestion that we book our meetings in advance with the Library so we could secure the room needed for the meetings. 6. January 2016 Personnel Committee meeting agenda items are: a. Discuss policies, employee handbook and sexual harassment training with Kerry b. Scott will present findings regarding his review of talent bank forms and explore performance review form templates c. Discuss DPW Director grade in comparison with market analysis data, compensation analysis and job descriptions (Nancy prepared) with Kerry d. Personnel Action Forms 7. Adjournment: Deb motioned to adjourn the meeting; Lin seconded the motion, and the committee voted 5-0 to adjourn at 7:37 p.m. Minutes respectfully submitted on December 4, 2015, by Lin Vickery