# personnel-committee — 44 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 : 2022-01-05-agenda-3502.txt BOARD : personnel-committee DATE : 2022-01-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-01-05-agenda-3502.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01052022-3502 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING AGENDA Date: Wednesday, January 5, 2022 Time: 5:00 p.m. Location: Lunenburg Public Library Community Room – 1023 Mass. Ave.  CALL TO ORDER  APPROVAL OF MINUTES  December 13, 2021  ONGOING BUSINESS:  NEW BUSINESS:  Meeting with Labor Counsel to review recommended changes to the Salary Administration Plan by-law, including but not limited to, Juneteenth, salary schedule, bereavement leave, longevity, and date of reorganizing the Committee  Review timeline for salary schedule compensation review  New position – Assistant Meal Site Manager: Review Position Description and Assignment of Grade  Review Position Description and Reclassification of Meal Site Manager Position  PUBLIC COMMENT:  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4130 ======================================================================================== DOCUMENT : 2022-01-24-agenda-3515.txt BOARD : personnel-committee DATE : 2022-01-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-01-24-agenda-3515.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01242022-3515 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, JANUARY 24, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  APPROVAL OF MINUTES  December 13, 2021  ONGOING BUSINESS:  NEW BUSINESS:  Meeting with Labor Counsel to review recommended changes to the Salary Administration Plan by-law, including but not limited to, Juneteenth, salary schedule, bereavement leave, longevity, and date of reorganizing the Committee  Review timeline for salary schedule compensation review  New position – Assistant Meal Site Manager: Review Position Description and Assignment of Grade  Review Position Description and Reclassification of Meal Site Manager Position  PUBLIC COMMENT  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-01-24-minutes-3515.txt BOARD : personnel-committee DATE : 2022-01-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-01-24-minutes-3515.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01242022-3515 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: January 24, 2022 – Zoom Meeting Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand; Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director; Atty. Marc Terry, Town of Lunenburg, Labor Counsel; Susan Doherty, COA Director; Heather Lemieux, Town Manager, Robert Oliva, DPW Director; Barbara Lefebvre, Sewer Business Manager; Nancy Forest, Payroll & Benefits/Risk Manager; Pauline Roy, Outreach Coordinator Meeting began at 5:04 pm with all attendees present, E. Arnold Committee Chair presiding Approval of Minutes: Minutes of the December 13, 2021 meeting reviewed. D. Fortune noted that her absence from that meeting should be noted on the minutes. Motion by J. Bilotta made a motion to accept minutes as presented, with the addition of indicating D. Fortune as absence. Second: W. Bertrand Roll Call Vote: Donna Fortune abstained as she had not been present at that meeting, all other Members voted in favor of acceptance. No Old Business New Business Changes to SAP Marc Terry was introduced to committee and he outlined the work that had been undertaken to update the Salary Administration Plan by-law. This was done to better align it to the Town Charter and also to adjust several areas that were in conflict with other town groups, where these areas had changed as they were amended per the group’s contract changes. He reviewed where his input merely clarified areas where the SAP outlined practice, but were outside their charter, as well as several areas that were updated to deal with changes driven by practices in other town groups. The Town Manager and HR Director had met with the SAP employees with the draft of proposed changes and the reasons for those changes. The information was quite extensive and a discussion with all parties in attendance was helpful in identifying several areas that needed more thoughtful discussion. Issues like the actual scope of the Personnel Committee, that this group of employees felt they had no recourse if there were disagreements; that other groups may have negotiated for other changes when making changes like adding a new holiday to their holiday schedules; and the same issue as it relates to holiday accruals and longevity payments. There was also a discussion on how potential layoffs would be managed and by whom, as well as issues with definition of “time-worked” for the purpose of consideration of overtime. ===PAGE 2=== Eric proposed that with so many issues to be addressed that the committee members review the material, and notate the areas they felt needed a more through review, so that the committee could begin to more thoroughly examine the most significant changes at the next meeting Review Timetable for SAP compensation review Julie reviewed history of recent dis cussions that would make changes to the Salary Grid . The Personnel Committee had previously discussed starting the grid at minimum wage and condensing the 20 grades into a more reasonable pay grid. 8 steps might be better managed with less levels and less steps. She also outlined that she has requested pay data from comparable commu nities and is awaiting responses. She will continue work on amending the grid, to be presented at future meetings. New Position/Amended Current Position Susan Doherty , COA Director, outlined changes that had taken place during the last two years, driven by the pandemic and the need to provide different services as on site services changed. The previous role of Meal Site Manager did not broadly include management of budgets, food selection and prepara tion, meal manage ment, food quality standards, inventory management and kitchen leadership. She asked the group to consider adding a new role of Assistan t Meal Site Manager to the SAP. She also outlined that she would update the current Meal Site Manage r’s job description to better include those duties that had become essential to the role. The new role better defined what the old work was of the Meal Site Manager. These changes would take place as the budgets for the new year would be presented for approval. Motion by E. Arnold to accept the proposed job description changes to the current Meal Site Manager including the new SAP grade level of Grade 6 ; submit at the annual Town Meeting for Final Approval. Second: J. Bilotta Roll Call Vote: All in favor Motion by W. Bertrand to accept the proposed new job description for an Assistant Meal Site Manager as a Grade 3; submit at the annual Town Meeting for Final Approval. Second: S. Andrews Roll Call Vote: All in favor Public Comment Visitors expressed gratitude for being able to p articipate in these important discussions. Donna Fortune expressed thanks for the long years of service Dave MacDonald provided for this committee. The group identified the importance of continuing to meet regularly to complete the work of updating the SA P and completing the compensation analysis needed to provide to Town Meeting for adoption. Next meeting, Monday January 31, 2022 at 5:00 via Zoom. Motion by J. Bilotta to adjourn the meeting at 7:18 pm Second: D. Fortune Roll Call Vote: All in favor ======================================================================================== DOCUMENT : 2022-01-31-agenda-3491.txt BOARD : personnel-committee DATE : 2022-01-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-01-31-agenda-3491.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01312022-3491 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, JANUARY 31, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  APPROVAL OF MINUTES  January 24, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  NEW BUSINESS:  New hire- Videographer  New position – Firefighter/Advanced EMT (on-call): Review Position Description and Assignment of Grade  New Position – Firefighter/Paramedic (on-call): Review Position Description and Assignment of Grade  PUBLIC COMMENT  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-01-31-agenda-3516.txt BOARD : personnel-committee DATE : 2022-01-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-01-31-agenda-3516.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01312022-3516 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, JANUARY 31, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  APPROVAL OF MINUTES  January 24, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  NEW BUSINESS:  New hire- Videographer  New position – Firefighter/Advanced EMT (on-call): Review Position Description and Assignment of Grade  New Position – Firefighter/Paramedic (on-call): Review Position Description and Assignment of Grade  PUBLIC COMMENT  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-02-16-agenda-3504.txt BOARD : personnel-committee DATE : 2022-02-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-02-16-agenda-3504.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02162022-3504 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, FEBRUARY 16, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  January 31, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  NEW BUSINESS:  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-02-16-minutes-3504.txt BOARD : personnel-committee DATE : 2022-02-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-02-16-minutes-3504.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02162022-3504 ======================================================================================== ===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 ======================================================================================== DOCUMENT : 2022-03-02-agenda-3492.txt BOARD : personnel-committee DATE : 2022-03-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-02-agenda-3492.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03022022-3492 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, MARCH 2, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 792 737 0353# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  February 16, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  NEW BUSINESS:  New Hire – Principal Assessor  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-03-02-minutes-3492.txt BOARD : personnel-committee DATE : 2022-03-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-02-minutes-3492.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03022022-3492 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 2, 2021 – Zoom Meeting Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Not in Attendance: Donna Fortune Also Present: Heather Lemieux, Town Manager, Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager Meeting began at 5:03pm with all attendees present, E. Arnold Committee Chair presiding Public Comment: No comment from either committee or the public attendees. Approval of Minutes: Minutes of the Feb 16, 2022 meeting reviewed Motion by J. Bilotta to accept and approve the minutes as presented Second: E. Arnold Roll Call Vote: All in Favor New Business: J. Belliveau presented a new hi re form for hiring a new principal assessor. She recommended that we consider hiring this candidate at Grade 15 Step 3, due to his extensive experience which included some familiarity with Lunenburg. He had previously worked on a project in town as a consultant. His resume was reviewed and his experience discussed. Motion by E. Arnold to accept the recommendation of the HR Director to hire the presented Principal Assessor at Grade 15 Step 3. Second: W. Bertrand 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 18 covers Paid Holidays. There were several areas that the legal counsel recommended be examined. He also noted that the state had mandated that towns recognize Juneteenth as a holiday and all town halls would be closed on that day. That would require adding Juneteenth as an additional holiday in Lunenburg. A lengthy discussion covered ===PAGE 2=== the issue of how holidays that fall on Saturday should be managed, given that the town hall no longer was open on Fridays and therefore employees were not scheduled to work the day before a Saturday holiday. Motion by J. Bilotta to amend the language of paragraphs A, B, & C to reflect that all employees who are eligible for paid holidays would receive a Floating Holiday if a designated holiday fell on Saturday. Rewording: Paragraph A: Employees shall receive paid holiday leave on the day the Town observes the holiday based on the base hourly rate of the employee for the number of hours the employee is regularly scheduled to work on the day of the week on which the holiday is observed. Paragraph B: Eliminated Paragraph C: Employees shall receive a floating holiday for any holiday that falls on a day that they are not regularly scheduled to work. Holiday leave will be granted on the day the Town observes the holiday, when possible. If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. If an eligible employee is required to work on the day the Town observes the holiday, they will be entitled to a Floating Day which has to be used within 30 days, by agreement of the supervisor and employee. If the department head determines that holiday leave cannot be granted, the employee shall receive payment at one and one=half times the base hourly rate for all hours worked on the holiday, in addition to his or her holiday pay. Final determination is to be made by the Town Manager. Second: W. Bertrand Roll Call Vote: All in Favor Motion by J. Bilotta to add Juneteenth as an observed Paid Holiday to the Lunenburg SAP bylaws Second: E. Arnold Roll Call Vote: All in Favor The recommendations for several areas that were to clarify the Section 19 Sick Leave were generally acceptable, with the exception of adding language that implied employees might be required to see a town appointed doctor. This would have been a new requirement and the group generally felt was not necessary. Motion by E. Arnold to accept the recommended changes by Legal Counsel in Paragraph A, B, and C as noted, and amend recommended changes in Paragraph D, to remove the recommendations suggested regarding seeing a town appointed doctor, leaving the previous sentence regarding providing a doctors note . Second: S. Andrews Roll Call Vote: All in Favor The recommendations for Section 20 Personal Leave were generally acceptable with the exception of reducing the number of days employees were eligible for. The recommendation to reduce the number to offset the addition of Juneteenth was reviewed and the committee did not support this change. The group also clarified the expression of what Personal Leave time was, by recommending the timing be noted as days rather than hours. ===PAGE 3=== Motion by J. Bilotta to amend Paragraph A noting the entitlement of personal leave be 3 days rather than 24 hours, and that other recommendations in Paragraph A, B, and C be accepted. Second: E. Arnold Roll Call Vote: All in Favor The recommendations for Section 22 Bereavement Leave were discussed at length. The group identified what other groups within the Town did with this benefit and ultimately determined that they felt that both the length of time allowed and the types of relationships supported in this section needed to be updated. Motion by J. Bilotta to amend this entire section and update it to the same language that the Clerical Group now has in place, with the number of days and the relationships covered changing to the same benefit. Second: W. Bertrand Roll Call Vote: All in Favor The recommendation from Legal Counsel was to entirely eliminate Section 27 from the SAP bylaws. This is because Discipline is clearly outlined in the Town Charter and does not fall into the purview of the Personnel Committee. Motion by E. Arnold to accept the recommendation to eliminate Section 27 from the SAP by laws. Second: S. Andrews Roll Call Vote: All in Favor The recommendations for Section 28 Definitions was generally acceptable, with just an expansion of types of benefits noted in Paragraph C and the reference to the Benefit Formula noted in Paragraph D. Those words seemed to need clarification as to what was included in such a formula. We determined it was referencing just vacation or sick leave, so decided we should note it that way. The statement of the use of a “Benefit Formula” might also be utilized on other sections, so any change in the use of this term should be reexamined. (Section 17 and Section 19, perhaps others) Motion by E. Arnold to accept the recommended changes to Paragraphs A, B, E, F, and G of the Definitions Section 28. Second: J. Bilotta Roll Call Vote: All in Favor Motion By J. Bilotta to amend the changes in Paragraph C to add Holiday in the explanation of what benefits were covered, and in Paragraph D amend the term “Benefit Formula” to Vacation/Sick Leave Formula. Second: S. Andrews Roll Call Vote: All in Favor ===PAGE 4=== The recommendation for Schedule A was to update all references to the Board of Selectman to Select Board. This would also be updated anywhere it might be referenced throughout the SAP by laws. Motion by J. Bilotta to accept the recommendation for Schedule A or any other area in the SAP by laws to change the reference to the Board of Selectman to Select Board. Second: E. Arnold Roll Call Vote: All in Favor There was a discussion about whether the listing of actual job titles in the SAP be reviewed and any roles that were no longer utilized be removed. We determined that due to the formal approval of jobs by the Select Board, and the possibility that any of those roles might be filled at another point in time, that it was best to leave all job titles in place. Public Comment Both the committee members and the public attendees agreed that much had been accomplished during this meeting with productive collaboration by all.. Next Meeting: We would begin reviewing the salary grid recommendations and review a final SAP by law document that covers all the approved changes. Wednesday, March 9, 2022 Zoom Meeting 5:00pm Motion by W. Bertrand to adjourn meeting at 6:34pm Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-03-09-agenda-3493.txt BOARD : personnel-committee DATE : 2022-03-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-09-agenda-3493.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03092022-3493 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, MARCH 9, 2022 5:40 P.M. – REVISED 3/8/22 @ 10:26 a.m. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public mee ting webinar: https://us02web.zoom.us/j/7663167607 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 766 316 7607# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  March 2, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  Discuss three year Salary Administration Plan salary grids  Discussion on Annual Town Meeting Warrant Articles and Spokesperson from Personnel Committee for Article on SAP Bylaw changes  NEW BUSINESS:  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-03-09-minutes-3493.txt BOARD : personnel-committee DATE : 2022-03-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-09-minutes-3493.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03092022-3493 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 9, 2022 – Zoom Meeting Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Casey Burlingame, Building Commissioner Meeting began at 5:45pm with all attendees present, E. Arnold Committee Chair presiding Public Comment: No comment from either committee or the public attendees. Approval of Minutes: Sue Andrews advised group that the notes on the review of Section 17 of the SAP at the last meeting were omitted in the Minutes of the March 2, 2022 meeting, and would be added to today’s minutes. Motion by J. Bilotta to accept and approve the minutes of the March 2, 2022 meeting as presented, with the understanding that the notes on Section 17 of the SAP by laws would be included in the minutes of the March 9, 2022 meeting. Second: E. Arnold Roll Call Vote: In Favor: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand Donna Fortune abstained as she was not present at this meeting. Ongoing Business: SAP by Law Review Group continued to review and assess the recommendations for changes to the Salary Administration Plan by-law. On February 16, 2022 the committee reviewed Section 17 of the SAP by Laws on Paid Vacations. The need to request summer vacation by May 1 was reviewed to understand the need for such a set provision, mostly due to the year-end fiscal closing being busy, and perhaps some budget issues in planning. The group felt it was not always clear what employees vacation requirements might be by that date. Motion W. Bertrand to amend language in Paragraph B of Section 17 to eliminate the reference to requesting summer vacation by May 1 of each year. Second E. Arnold Roll Call Vote: All in Favor ===PAGE 2=== Motion E. Arnold to amend the language in Paragraph C of Section 17 to accept the recommendation by legal counsel, but adding the word accrual in reference to being paid for “accrued” unused vacation. Second J. Bilotta Roll Call Vote: All in Favor Motion E. Arnold to amend the language in Paragraph F of Section 17, accepting most of the recommendations by legal counsel, but amending the beginning sentence to read, No vacation time may be used in advance of July 1 date on which it would normally be credited. Second: S. Andrews Roll Call Vote: All in Favor J. Belliveau reported that she had received answers, previously submitted to Legal Counsel regarding several areas of Section 16. Most notably the explanations of what different types of work groups were, and outlining what were considered hours of work and how time off was calculated for these groups. These seemed redundant as the section clearly outlined this issue. Motion by E. Arnold to delete Items I, II, III including their subsets of A, and B. in Section 16 Hours of Work, as they were redundant. Second W. Bertrand Roll Call Vote: All in Favor The committee reviewed the open items in Section 11 New Personnel. Previously the towns Legal Counsel recommended that certain references to the Personnel Committee noted in paragraph A be removed as it was not clearly stating the actual process used in new hiring. As the committee does have a role in certain new hire processes. Motion by E. Arnold to amend the initial sentence in paragraph A of Section 11 New Personnel to state “The hiring rate shall be the minimum of the rate range of the job for which the new employee is hired, unless the Town Manager recommends that paying the employee at a higher step, is necessary due to the employees qualifications and experience or marketing concerns. The Personnel Committee must vote to approve any recommendations above step 1. The final sentence will remain as noted previously. Second: J. Bilotta Roll Call Vote: All in Favor The committee then reviewed the open item in Section 5 Reclassification of Employees. The open issue was that it was unclear when any reclassified employee would then be eligible for their next step increase. The group identified that reclassified employees generally had pay adjustments also take place at the time of reclassification. This lead to a clearer understanding of what needed to be amended in this section to insure clarity. ===PAGE 3=== Motion by E. Arnold to amend the last sentence in paragraph A of Section 5, Reclassification of Employees to add: “Eligibility for a step increase of a reclassified employee would be granted one year from the date of reclassification.” Second: S. Andrews Roll Call Vote: All in Favor The Committee then reviewed the open items in Section 12 Grievance Procedure. This section has been one of the most complex to fully examine, as there have been several areas of broad debate. All in an effort to insure all employees have avenues to pursue to remedy grievances. Motion by E. Arnold to amend the first and second sentence in paragraph B in Section 12 Grievance Procedure to “If the grievance is not resolved by the decision of the Department Head, the employee may escalate the grievance to the Assistant Town Manager/HR Director. If unsatisfied the employee may file an appeal in writing with the town Manager within 10 days of receipt of the most recent decision.” Second J. Bilotta Roll Call Vote: All in Favor The committee also noted that a previously discussed and approved Paragraph B in Section 19 Sick Leave had been dropped from the current amended version, so just needed to be added back in. The committee then reviewed Section 18 Paid Holidays. All previous changes had been incorporated and the group then assessed the section again to insure its clarity. With all the previous changes made, the group found that paragraph A was now redundant and wasn’t needed. Motion by E. Arnold to eliminate Paragraph A in Section 18 Paid Holidays, as it was redundant and fully explained elsewhere in the section. Second J. Bilotta Roll Call Vote: All in Favor Previously the group identified that in several sections, we used the term “compensation formula”. This was previously voted on to no longer use that term as it did not reflect an appropriate action. Paragraph A in Section 20 Personnel Leave in the amended version of the SAP bylaws continued to include that phrase. It was just administratively missed in this amended version. No vote needed. In the same vote the reference to 8 hours of personnel time noted in Paragraph B of Section 20 was also to be amended to days not hours. This also was just missed in the current amended version so no vote needed. J. Bilotta brought up that she had reviewed the Town Charter with regard to the Town’s discipline policy. She felt that the topic was lightly mentioned there, with no outline of processes or steps that would be followed. The Personnel Committee, upon the recommendation of the Town Counsel had previously voted to delete Section 27 Discipline Policy from the SAP by laws. The recommendation identified that this policy was covered in the Town Charter, so was not required ===PAGE 4=== in the SAP bylaws. If this was not adequately covered in the Town Charter, the group might want to reexamine. Town Warrant J. Belliveau outlined what the committee would need to include in the warrant for the next town meeting. 1) Final SAP By Law submission 2) Several new positions we have previously voted on to add to the SAP and 3) Proposed new Salary Grid for 2023, 2024 and 2025. Our deadline for submission of our warrant is March 31, 2022 Proposed Salary Grid Due to our limited remaining time for this meeting, J. Belliveau outlined the general direction we had previously discussed and clarified our continued intent of creating a salary grid with fewer levels, but perhaps not less steps. She will prepare a proposal that we would examine at our next meeting. Public Comment The committee members had no additional public comments. B. Lefebvre raised the issue that many department heads were at the top of their grade and step, so only received whatever the COLA adjustment was each year and we should examine that issue. Next Meeting: We would continue reviewing the salary grid recommendations and the final SAP by law document that covers approved changes. Monday, March 14, 2022 Zoom Meeting 5:00pm Motion by E. Arnold to adjourn meeting at 7:35pm Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-03-16-agenda-3498.txt BOARD : personnel-committee DATE : 2022-03-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-16-agenda-3498.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03162022-3498 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, MARCH 16, 2022 7:00 P.M. REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us06web.zoom.us/j/89647233678?pwd=MXYrN0NUTVdzOFRBTGY0OFVnT09Ndz09 or From a telephone, dial the toll free number (929) 205-6099 and enter Meeting ID: 896 4723 3678#, Passcode: 112869 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  March 9, 2022  ONGOING BUSINESS:  Discuss recommended changes to the Salary Administration Plan by-law  NEW BUSINESS:  New Hire – Board Clerk/Secretary  Vote on Annual Town Meeting Articles  Discuss SAP salary grid options  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-03-16-minutes-3498.txt BOARD : personnel-committee DATE : 2022-03-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-16-minutes-3498.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03162022-3498 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 16, 2021 – Zoom Meeting Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Pauline Roy, COA Outreach Coordinator Meeting began at 7:14 pm with all attendees present, E. Arnold Committee Chair presiding, This meeting will not be recorded as we are utilizing the library Zoom Account which does not have the cloud recording feature. Public Comment: The minutes from the March 9, 2022 meeting were not posted, but are being displayed in this meeting for review. Public comment questioned if the corrected version of the SAP was available. J. Belliveau was able to display those areas that were covered at the last meeting. Approval of Minutes: Minutes of the March 9, 2022 meeting, which were displayed for the group, were reviewed. Motion by J. Bilotta to accept and approve the minutes of the March 9, 2022 meeting as presented, Second: E. Arnold Roll Call Vote: All in Favor New Business: Although out of order, the group reviewed a New Hire Form that J. Belliveau submitted for a new hire as a Board Clerk/Secretary that will support the Economic Development, and the Storm Water Committees. These roles have been difficult to fill and candidates with experience need to be brought in at a step higher in the salary grade. She recommended that this candidates experience supported their being place in Grade 6 step 2. Motion by S. Andrews to accept the recommendation of the HR Director to hire this candidate In Grade 6 Step 2. Second: J. Bilotta Roll Call Vote: All in Favor ===PAGE 2=== Ongoing Business SAP by Law Review J. Belliveau placed the updated SAP sections that the group worked on previously so the group could review the changes they voted on at the last meeting. Although there were questions on several sections, most were clarified with more discussion and all found to have been updated as agreed upon. As the group had identified previously, there was an open question regarding a section that was totally removed from the SAP by laws, based upon the Legal Counsel’s recommendations. That was Section 27 Discipline, and our guidance was that it was fully covered in the Towns Charter so did not need to be in the SAP. J. Bilotta reviewed the charter to confirm that this was accurate, and found that the section on discipline in the Town Charter was more general information and did not include the specific detail that had been presented in Section 27 of the SAP by laws. The group felt that this detail was essential to fully understanding this information. Motion by E. Arnold to reinstate the entire Section 27 Discipline, into the SAP by laws, as it was previously represented, with one change, that the word Probation in Paragraph B be removed, leaving the words “waiting period”. Second: J. Bilotta Roll Call Vote: All in Favor Now that we have completed the update on the SAP by laws, J. Belliveau will provide the group with the final amended version for a full and final review, prior to presenting to the Town Meeting. Town Warrant Articles for Personnel Committee J. Belliveau presented a proposed draft of the items that would be needed to be presented at the Town Meeting in April. The first paragraph covered several new positions our group had previously approved be presented at the next Town Meeting. The second paragraph covered the approval of the replacement Salary Schedule for FY23, FY24 and FY25. Motion by J. Bilotta to accept the proposed language submitted for the first two warrant items from the Personnel Committee that outline new positions, and the new Salary Schedule for the next three fiscal periods. Second: W. Bertrand Roll Call Vote: All in Favor J. Belliveau proposed draft of the third warrant item covered the update Section 70 of the Code of Lunenburg, which outlines the SAP by laws. It stated several sections that changed, noted as 70.17, 70.21 and 70.28. Section 70 in its entirety covers the SAP by laws, so it was unclear why these specific sub-sections were mentioned in the warrant. There were many more subsections that had been amended. ===PAGE 3=== Motion by J. Bilotta to amend the third paragraph of the recommended warrant article to remove the reference to the various sub-sections. Second: F. Fortune Roll Call Vote: All in Favor Proposed Salary Grid The group began a review of what were options to changes to the current SAP salary grid. All agreed that the minimum wage changes that the state had incorporated should also apply to municipalities like Lunenburg, even though that was not a compliance requirement by the state. That rate is currently $14.25ph and will go up again next year to $15.00. That change would be quite dramatic to Grade 1 through Grade 3, and by extension the next few grades. The group acknowledged that trying to expand the same increase calculation across every Grade was not appropriate, as the upper grades were more inline with market conditions and did not need to be expanded in the same manner. Several options were discussed and the impact the cost of any change reviewed. We determined that some additional calculations were needed to see various options and the cost of those options needed to be fully examined. All agreed that the town’s budget implications had to be considered. E. Arnold agreed to continue to examine and map out options that might be considered, share those options with the group so that they might be fully explored at the next meeting. J. Belliveau and N. Forest agreed to assist him with additional financial information that would allow of full budget assessment. Although the group agreed that having 20 grades seemed to be excessive, they also agreed that given the limited time available before the Town Meeting, that the work to examine the number of grades would be postponed to later this year. Public Comment There was no additional public comment Next Meeting: The group agreed to meet again Monday March 21, 2022 for a virtual meeting at 5pm Motion by W. Bertrand to adjourn meeting at 9:23pm Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-03-21-agenda-3499.txt BOARD : personnel-committee DATE : 2022-03-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-21-agenda-3499.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03212022-3499 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, MARCH 21, 2022 5:00 P.M. REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7663167607 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 766 316 7607# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  March 16, 2022  ONGOING BUSINESS:  Discuss SAP salary grid options  NEW BUSINESS:  New Hire Form – Board Clerk/Secretary  New position – Civilian Traffic Member: Review Position Description and Assignment of Grade  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-03-21-minutes-3499.txt BOARD : personnel-committee DATE : 2022-03-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-21-minutes-3499.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03212022-3499 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 21, 2022 – Zoom Meeting 5:00pm Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Heather Lemieux, Town Manager, Thomas Gammel, Police Chief; Jeff Thibodeau, Police Lt. E. Arnold opened the Meeting at 5:08pm with all members in attendance Public Comment: There was no public comment from the committee or the public Approval of Minutes: Minutes of the March 16, 2022 meeting were reviewed. Motion by J. Bilotta to accept and approve the minutes of the March 16, 2022 meeting as presented Second: W. Bertrand Roll Call Vote: All in Favor New Business: New Position Although out of order, Police Chief Gammel spoke about the need to change how traffic details are managed. New regulations mandate that even civilian traffic support must complete all the requirements of a police officer. Given that, he developed a new job description for a Civilian Traffic Detail role. Although driven by the Police departments CBA, it is not a union position so must be part of the SAP. Because the salary is governed somewhat by the CBA and not the Grade Levels of the SAP, the committee explored how to accommodate this unique issue. Motion by J. Bilotta to accept the recommendation of the HR Director and accept the job description as presented and to add it to the SAP with a notation that the pay rate be determined by the Police CBA. To be submitted to the Town Meeting for final approval. Second E. Arnold Roll Call Vote: All in Favor New Hire Although out of order, the group reviewed a New Hire Form that J. Belliveau submitted for a new hire as a Board Clerk/Secretary that will support the Parks Commission. These roles have been difficult to fill and candidates with experience need to be brought in at a step higher in the salary ===PAGE 2=== grade. She recommended that this candidates experience supported their being place in Grade 6 step 6. Motion by S. Andrews to accept the recommendation of the HR Director to hire this candidate In Grade 6 Step 2. Second: J. Bilotta Roll Call Vote: All in Favor Ongoing Business Proposed Salary Grid E. Arnold had sent the committee various options for changes to the SAP salary grid. All agreed that the minimum wage changes that the state had incorporated should also apply to municipalities like Lunenburg, even though that was not a compliance requirement by the state. That rate is currently $14.25ph and will go up again next year to $15.00. He built that into each of his examples. The committee examined each and how they impacted the Towns budget over the three year period we are designing the new grids for. Many options for grades and steps were reviewed. Ultimately the group identified that changing the number of grades and or steps would require much more examination given our limited time frame to present to the Town Meeting. All agreed that this work needed to be done, but not at this time. We also determined that we would only submit one years SAP salary grid for the Town Meeting. That would allow the committee to work threw the updating of the Grades this year and submitting additional changes and updated salary grids to next years Town Meeting. Motion by E. Arnold to accept the V2 FY23 salary grid as submitted, and complete the cost review so it would be available to send with the FY23 SAP Salary Grid to the Finance Committee for review. It would then be submitted for review at the Town Meeting. Second: D. Fortune Roll Call Vote: All in Favor Update on SAP revisions As the committee has completed all the revisions deemed required for the SAP by laws, J. Belliveau agreed to prepare the edited version for one final review by the committee. She would send out one final document and asked that the committee’s review with any edits be complete by the beginning of Thursday, March 24, 2022, so she can finalize the document in preparation for the Town Meeting. Public Comment There was no additional public comment Next Meeting: The group agreed to meet again Monday March 28, 2022 for a virtual meeting at 5pm Motion by J. Bilotta to adjourn meeting at 6:52pm Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-03-28-agenda-3505.txt BOARD : personnel-committee DATE : 2022-03-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-28-agenda-3505.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03282022-3505 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, MARCH 28, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/89982943328 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 899 8294 3328# If you have not registered with Zoom you will be asked for your name and an e -mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  March 21, 2022  ONGOING BUSINESS:  Discuss final Salary Administration Plan by-law revisions  NEW BUSINESS:  New Hire form – COA Van Driver  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-03-28-minutes-3505.txt BOARD : personnel-committee DATE : 2022-03-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-03-28-minutes-3505.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03282022-3505 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 28, 2022 – Zoom Meeting 5:00pm Attendees: Joanna Bilotta, Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Sue Doherty, COA Director E. Arnold opened the Meeting at 5:10pm with all members in attendance Public Comment: There was no public comment from the committee or the public Approval of Minutes: Minutes of the March 21, 2022 meeting were reviewed. Two minor administrative errors were noted. Motion by W. Bertrand to accept and approve the minutes of the March 21, 2022 meeting, amending the administrative errors noted. Second: D. Fortune Roll Call Vote: All in Favor New Business: New Hire Form – Sue Doherty presented a request to hire a new COA van driver at a higher step in Grade 4. It has been difficult to recruit for this role and a current employee has graciously agreed to stay till this replacement is brought on. The candidate has previous experience as a school bus driver, a good driving record and her recommendation is to bring the candidate in as a Grade 4 STEP 3 $15.26ph. This is a part time role and the step increase will be equal to the other driver shortly. Motion by S. Andrews to accept the recommendation of the Director of COA and supported by the HR Director and hire this van driver at Grade 4 step 3. Second J. Bilotta Roll Call Vote: All in Favor Ongoing Business Review of SAP revisions The committee did a final review of the revisions of the SAP bylaws. There were some minor administrative adjustments needed in sections 10 and 11. In Section 17 the group reexamined paragraph E which, had, in the original document, a reference for the ability of each employee to be able to take a summer vacation. That paragraph had been changed to eliminate the reference to ===PAGE 2=== this provision. The group discussed this again this evening and decided that the reference had value and provided clarity so should remain as it was noted in the original version. Motion by E. Arnold to return paragraph E in Section 17 Paid Vacations, back to its original status, supporting that employees should be allowed a summer vacation. Second: W. Bertrand Roll Call Vote: All in Favor There was also a discussion on Section 21 Family and Medical Leave. Legal counsel advised that this was not required to be noted in the SAP by laws as it was a mandated program, and the Town was required to provide all employees a copy of the FMLA Policy. As this policy might change overtime the Select Board is responsible for adopting the policy. The group had taken this advice and deleted the section in our amendments. The group thought that it might be better to just note that a copy of the FMLA was available on the Towns website. Motion by S. Andrews that we just note in Section 21 FMLA, that a copy of the FMLA Policy is available on the Towns website. Second: J. Bilotta Roll Call Vote: All in Favor This completed the group’s review of all the changes proposed and approved for the SAP by laws. Motion by J. Bilotta to accept the completed SAP by law amendments as noted, and submit the document for final approval at the upcoming Town Meeting. Second W. Bertrand Roll Call Vote: All in Favor Public Comment The committee members and the public expressed thanks for the effort the committee made in updating this document. Motion by J. Bilotta to adjourn meeting at 6:21pm Second: W. Bertrand Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-04-06-agenda-3494.txt BOARD : personnel-committee DATE : 2022-04-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-04-06-agenda-3494.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04062022-3494 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, APRIL 6, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/9091740347 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 909 174 0347# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  March 28, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire form – Director of Public Works  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-04-06-minutes-3494.txt BOARD : personnel-committee DATE : 2022-04-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-04-06-minutes-3494.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04062022-3494 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: April 6, 2022 – Zoom Meeting 5:00pm Attendees: Joanna Bilotta, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director Absent: Susan Andrews E. Arnold called the meeting to order at 5:03 pm Public Comment: There was no public comment from the committee or the public Approval of Minutes: Minutes of the March 28, 2022 meeting were reviewed and approved as submitted. Motion by J. Bilotta to accept and approve the minutes of the March 28, 2022 meeting Second: W. Bertrand Roll Call Vote: All in Favor New Business: New Hire Form – Julie Belliveau presented a request to hire a new DPW Director at a higher step in Grade 16. Recruitment for this position began on around February 17th. Three applicants were interviewed. The recommended applicant has 7 years of public works experience and over 30 years of experience in engineering. Motion by E. Arnold to accept the recommendation of the HR Director and hire this candidate as the next Director of Public Works at Grade 16 step 7. Second W. Bertrand Roll Call Vote: All in Favor Public Comment The committee members and the public expressed thanks for the effort the committee made in updating this document. Motion by E. Arnold to adjourn meeting at 5:12 pm Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-05-02-agenda-3495.txt BOARD : personnel-committee DATE : 2022-05-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-05-02-agenda-3495.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05022022-3495 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, MAY 2, 2022 6:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7663167607 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 766 316 7607# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  April 6, 2022  ONGOING BUSINESS:  Discuss Salary Administration Plan compensation review  NEW BUSINESS:  New position – Assistant Library Director: Review Position Description and Assignment of Grade  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-05-02-agenda-3500.txt BOARD : personnel-committee DATE : 2022-05-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-05-02-agenda-3500.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05022022-3500 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, MAY 2, 2022 6:00 P.M. REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7663167607 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 766 316 7607# If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  April 6, 2022  ONGOING BUSINESS:  Discuss Salary Administration Plan compensation review  NEW BUSINESS:  New position – Assistant Library Director: Review Position Description and Assignment of Grade  New Hire form – Director of Public Works  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-05-02-minutes-3500.txt BOARD : personnel-committee DATE : 2022-05-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-05-02-minutes-3500.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05022022-3500 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: May 2, 2022 – Zoom Meeting 5:00pm Attendees: Joanna Bilotta, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Barbara Lefebvre Sewer Business Manager, Nancy Forest, Payroll and Benefits Coordinator/Risk Manager Absent: Susan Andrews Call to Order: E. Arnold called the meeting to order at 5:03 pm Public Comment: There was no public comment from the committee or the public Approval of Minutes: Minutes of the April 6, 2022 meeting were reviewed and approved as submitted. Motion by W. Bertrand to accept and approve the minutes of the April 6, 2022 meeting Second: E. Arnold Roll Call Vote: All in Favor New Business: Assistant Library Director – Passed over New Hire Form - Julie Belliveau presented a request to hire a new DPW Director at a step 5 in Grade 16. The recommended applicant has over 30 years of years of experience in civil engineering of which 28 years included snow and ice operations with MassDOT. Motion by E. Arnold to accept the recommendation of the HR Director and hire this candidate as the next Director of Public Works at Grade 16 step 5. Second J. Bilotta Roll Call Vote: All in Favor Ongoing Business: Discuss Salary Administration Plan compensation review – The Committee discussed options on how to proceed with revising the compensation plan. E. Arnold asked J. Belliveau to share all of the SAP job descriptions so the Committee can begin reviewing them. ===PAGE 2=== Public Comment The Committee briefly reviewed the SAP items for the upcoming Town Meeting. Adjournment W. Bertrand motioned to adjourn meeting at 6:52 pm. D. Fortune seconds. Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-06-06-agenda-3496.txt BOARD : personnel-committee DATE : 2022-06-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-06-06-agenda-3496.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06062022-3496 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING AGENDA Date: Monday, June 6, 2022 Time: 6:30 p.m. Location: Town Hall, 2 nd Floor, 17 Main Street  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  May 2, 2022  ONGOING BUSINESS:  Discuss Salary Administration Plan compensation review  NEW BUSINESS:  Discuss and review SAP Job Descriptions  PUBLIC COMMENT  Public  Committee  ADJOURNMENT The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-06-06-minutes-3496.txt BOARD : personnel-committee DATE : 2022-06-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-06-06-minutes-3496.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06062022-3496 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: June 6, 2022 Town Hall, 2nd floor 6:30pm Attendees: Susan Andrews, Eric Arnold, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy Forest, Payroll & Benefits/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Pauline Roy, Senior Center; Deborah A.H. Christe n, resident; Tom Alonzo, Selectperson E. Arnold opened the Meeting at 6:33pm with members noted in attendance Public Comment: Their was a recommendation that in the future submissions like the one we just did with the SAP refresh, with so much being changed…should have broader and earlier distribution so town employees might be better able to review material. The current submission did not allow that time so did not feel transparent. There were no comments from committee Approval of Minutes: Minutes of the May 2, 2022 meeting were reviewed. Motion by W. Bertrand to accept and approve the minutes of the May 2, 2022 meeting as presented Second: D. Fortune Roll Call Vote: All in Favor with S. Andrews abstaining as she was not at meeting. Ongoing Business: T. Alonzo came to address the committee and other attendees, after reading the memo that Select Board members received that represented some disagreement with how the SAP approvals at the Town Meeting were managed. He was not representing the Select Board, but his own thoughts on how the particular warrant issues were handled. He understood there was some tension on the part of some members of the Personnel Committee and the changes that were adopted at the Town Meeting. The two significant changes regarded the awarding time off for Juneteenth, and how holiday time off was managed, given the nature of holidays falling on weekends and their reassignment to other days. He expressed his appreciation on the extent of the work that the committee had done to update the SAP, acknowledging that ultimately the residents of the town did not support the committee’s recommendations on these two items, which is the appropriate review and approval process. The committee’s recommendations on all the other changes were accepted. The committee members asked his guidance on the plans to review and perhaps upgrade the SAP job descriptions, making fewer levels and perhaps different step progressions in an effort to ===PAGE 2=== simplify the grid. He acknowledged it sounded like a good project, and the Select Board was certainly open to simplifying things, but cautioned that his experience in matters similar to this was that employees resisted this type of change, lacking trust in any process that changed their pay or status. If the committee could gain the employees understanding and acceptance, he thought the Select Board would be favor of it. The committee members also asked about recommendations that would be acceptable to the Town regarding the percentage increase to the SAP level grid. As the committee had only submitted one year’s recommendation for 2023, we would not need to address 2024 and 2025. J. Belliveau reviewed that she and H. Lemieux had discussed how a review of job descriptions and job grades might be done. A review like this may require an outside consultant. Any funding would need town meeting approval. Public Comment There was no additional public comment Next Meeting: The group agreed to meet again Monday July 11, 2022, at 6:30pm in person. Motion by to adjourn meeting at 7:34pm by D. Fortune Second: W. Bertrand Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-06-15-agenda-3506.txt BOARD : personnel-committee DATE : 2022-06-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-06-15-agenda-3506.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06152022-3506 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, JUNE 15, 2022 5:00 P.M. AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  June 6, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New position – Facilities Director: Review Position Description and Assignment of Grade  Approval of Administrative Assistant Position Description  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-06-15-minutes-3506.txt BOARD : personnel-committee DATE : 2022-06-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-06-15-minutes-3506.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06152022-3506 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: June 15, 2022 Zoom 5:00pm Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Heather Lemieux, Town Manager J. Bilotta opened the Meeting at 5:01pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes from last meeting not available New Business J. Belliveau presented a new position description for Facilities Director. Her recommendation was to place this new role as a grade 16 in the SAP, which would make it comparable to other directors with similar responsibilities. This new role was approved in the fiscal budget and would carve out facilities, grounds and recreation from the DPW with the role reporting to the Town Manager. Motion by S. Andrews to accept the recommendation of the HR Director. Second: W. Bertrand Roll Call Vote: All in Favor J. Belliveau presented a position description for a n Administrative Assistant. She had recently noticed that there was a clerical union Administrative Assistant job description, but not one in the SAP, although the position is in the classification grid and graded at a grade 8. Motion by S. Andrews to accept the recommendation of the HR Director. Second W. Bertrand Roll Call Vote: All in Favor Public Comment There was no additional public comment Next Meeting: Not discussed, previously noted it would be July 11, 2022. ===PAGE 2=== Motion by to adjourn meeting at 5:10pm by W. Bertrand Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-07-11-agenda-3501.txt BOARD : personnel-committee DATE : 2022-07-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-07-11-agenda-3501.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07112022-3501 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee VIA ZOOM JULY 11, 2022: 5:00 pm REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the Lunenburg Access YouTube channel after the meeting. To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/82779712693?pwd=aW0yc1hYOEI1M0V2dGFaQzlLZWdFUT09 Meeting ID: 827 7971 2693 Passcode:056303 To participate by telephone dial 888 475 4499 US Toll-free Meeting ID: 827 7971 2693 The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  June 6, 2022  June 15, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire Form – Library Assistant  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2022-07-11-minutes-3501.txt BOARD : personnel-committee DATE : 2022-07-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-07-11-minutes-3501.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07112022-3501 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: July 11, 2022 Zoom 5:00pm Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Muir Haman, Director, Library, Barbara Lefebvre, Sewer Business Manager J. Bilotta opened the Meeting at 5:02pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: The minutes of the previous two meetings, June 6, 20 22 and June 15, 2022 were presented and reviewed. W. Bertrand was unable to vote as she had not been formally sworn in, so approval of the June 15th minutes were postponed to next meeting. New Business J. Belliveau presented a request f or new hire approval for a new Library Assistant. M. Haman spoke about the request, and the candidates’ previous experience, in his support for the new hire, which will work 19 hours weekly. J. Belliveau proposed the hire be made at a Grade 5 step 3, due to the candidates’ experience. Motion by S. Andrews to accept the recommendation of the HR Director and hire the candidate at Grade 5 step 3 Second: D. Fortune Roll Call Vote: All in Favor, W. Bertrand abstaining Public Comment B. Lefebvre asked for an update on the job description project. J. Belliveau indicated that she had not yet received formal input from the consultants. Next Meeting: Proposed the second Monday of the month, August 15th, with meeting beginning at 6:30pm to accommodate member’s needs. Motion by to adjourn meeting at 5:14pm by S. Andrews Second: D. Fortune Roll Call Vote: All in Favor, W. Bertrand abstaining ======================================================================================== DOCUMENT : 2022-07-25-agenda-3507.txt BOARD : personnel-committee DATE : 2022-07-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-07-25-agenda-3507.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07252022-3507 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, JULY 25, 2022 6:30 P.M. ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e -mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  June 15, 2022  July 11, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire Form – Administrative Assistant - Conservation  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-07-25-minutes-3507.txt BOARD : personnel-committee DATE : 2022-07-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-07-25-minutes-3507.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07252022-3507 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: July 25, 2022 Zoom 6:30pm Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta, Donna Fortune Not in Attendance: Erik Arnold Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nadia Madden, Conservation Administrator J. Bilotta opened the Meeting at 6:31pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the June 15, 2022 meeting and the July 11, 2022 meeting were reviewed. Motion by W. Bertrand to accept and approve the minutes of the June 15, 2022 meeting, and the July 11, 2022 meeting as submitted. Second: J. Bilotta Roll Call Vote: D. Fortune was not in attendance at June 15, 2022 meeting and abstained from that approval, remaining motion for meetings approved by all in roll call. New Business J. Belliveau presented a request for new hire appr oval for a new Administrative Assistant for the Conservation department. N. Madden, Conservation Administrator, outlined the work the position. Based on the candidates education and experience, J. Belliveau and N. Madden recommend Grade 8, Step 3. Motion by S. Andrews to accept the recommendation of the HR Director and Conservation Administrator and hire the candidate at Grade 8, step 3 Second: J. Bilotta Roll Call Vote: All in Favor Public Comment There were no comments from committee, nor from the Public Next Meeting: Proposed the second Monday of the month, August 15th, with meeting beginning at 6:30pm to accommodate member’s needs. Adjournment Motion by to adjourn meeting at 6:45pm by W. Bertrand Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-08-15-agenda-3508.txt BOARD : personnel-committee DATE : 2022-08-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-08-15-agenda-3508.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08152022-3508 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, AUGUST 15, 2022 6:30 P.M. ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e -mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  July 25, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire Form – Facilities Director  Classification and Compensation study proposal  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-08-15-minutes-3508.txt BOARD : personnel-committee DATE : 2022-08-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-08-15-minutes-3508.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08152022-3508 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: August 15, 2022 Zoom 6:30pm Attendees: Erik Arnold, Susan Andrews, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Heather Lemieux, Town Manager, Barbara Lefebvre, Sewer Business Manager, Absent: Joanna Bilotta Call to Order: W. Bertrand opened the Meeting at 6:33pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the July 25, 2022 meeting were not available for review. New Business J. Belliveau presented a request for new hire appr oval for a Facilities Director, reporting to the Town Manager. The candidate has 10 years of related experi ence as a Facilities Director. This is a new role, approved at the r ecent Town Meeting. The recommendation is to offer Grade 16 Step 6, to support his extensive background. Motion by S. Andrews to accept the recommendation of the HR Director and hire the candidate at Grade 16 step 6. Second: E. Arnold Roll Call Vote: All in Favor J. Belliveau presented a proposal for the Classification and Compensation Study, we have been exploring. There was only one proposal submitted to her from outside consultants. The outline was reviewed and the committee support ed the proposal. The consultant has worked as a n Assistant Town Administrator/HR Director previously, and is the owner of the consulting company. She has successfully managed similar projects. J. Belliveau will continue to examine her references. H . Lemieux and J. Belliveau agreed they would explore the town’s budget to see if the $9,300 mig ht be funded from existing accounts. If not, the funding would need Town Meeting approval. Motion by E. Arnold to move forward with project plan, acquiring references and exploring budget options. Second: D. Fortune Roll Call Vote: All in Favor Public Comment There were no comments from committee, nor from the Public ===PAGE 2=== Next Meeting: Proposed the next scheduled meeting be September 12th, with meeting beginning at 6:30pm to accommodate member’s needs. Motion by to adjourn meeting at 6:45pm by S.Andrews Second: E. Arnold Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-08-29-agenda-3509.txt BOARD : personnel-committee DATE : 2022-08-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-08-29-agenda-3509.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08292022-3509 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, AUGUST 29, 2022 6:30 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  July 25, 2022  August 15, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Meal Site Manager  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-09-01-agenda-3510.txt BOARD : personnel-committee DATE : 2022-09-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-01-agenda-3510.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09012022-3510 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING THURSDAY, SEPTEMBER 1, 2022 5:30 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/87220538997?pwd=aS9STlQ5MGFzV295Rkx1R1JjSXlsZz09 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 872 2053 8997. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  July 25, 2022  August 15, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Meal Site Manager  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-09-01-minutes-3510.txt BOARD : personnel-committee DATE : 2022-09-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-01-minutes-3510.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09012022-3510 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: September 1, 2022 Zoom 5:30pm Attendees: Eric Arnold, Susan Andrews, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Sue Doherty, COA Director E. Arnold opened the Meeting at 5:47pm with members noted in attendance Absent: Wendy Bertrand, Joanna Bilotta Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the July 25, 2022 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the July 25, 2022 meeting as presented Second: E. Arnold Roll Call Vote: All in Favor Minutes of the August 15, 2022 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the August 15, 2022 meeting as presented Second: E. Arnold Roll Call Vote: All in Favor New Business J. Belliveau presented a request for new hire appr oval for the COA Meal Site Manager, reporting to the COA Director. S. Doherty, COA Director, explained the recent changes in how this role had expanded to include more meal planning, budgeting and preparing, than was done in the past. The recommendation is to make an offer as a Grade 5 Step 4, to support the candidates experience and to balance that against the other members of that staff. Motion by S. Andrews to accept the recommendation of the HR Director and hire the candidate at Grade 5 step 4 Second: D. Fortune Roll Call Vote: All in Favor Public Comment There were no comments from committee, nor from the Public Next Meeting: Proposed the next scheduled meeting be September 12th, with meeting beginning at 6:30pm to accommodate member’s needs. Adjournment Motion by to adjourn meeting at 5:55 pm by D. Fortune Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-09-12-agenda-3511.txt BOARD : personnel-committee DATE : 2022-09-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-12-agenda-3511.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09122022-3511 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, SEPTEMBER 12, 2022 6:30 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/82237089350?pwd=Ry9vbTVQWW9Ba1plUEVSbHVxVkY0dz09 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 822 3708 9350 Passcode: 497321. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  September 1, 2022  ONGOING BUSINESS:  Classification and Compensation study proposal  NEW BUSINESS:  Job Description Administrative Assistant - IT: Review Position Description and Assignment of Grade  Job Description update – DPW Director  Special Town Meeting Article  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-09-12-minutes-3511.txt BOARD : personnel-committee DATE : 2022-09-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-12-minutes-3511.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09122022-3511 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: September 12, 2022 Zoom 6:30pm Attendees: Eric Arnold, Susan Andrews, Donna Fortune, Joanna Bilotta, Wendy Bertrand Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Barbara Lefebvre, Sewer Business Manager E. Arnold opened the Meeting at 6:37pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the September 1, 2022 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the September 1, 2022 meeting as presented Second: E. Arnold Roll Call Vote: All in Favor New Business J. Belliveau presented a request that a new Administrator IT Job Description to be added to the SAP. This currently will be a part -time role and her recommendation is to place the role in Grade 8 which is comparable to other Administrative Assistant roles in the SAP. Motion by J. Bilotta to accept the recommendation of the HR Director and add this Admin istrator IT role into the SAP at Grade 8. Second: W. Bertrand Roll Call Vote: All in Favor J. Belliveau indicated the DPW Directors job description was not yet completed. It will be reviewed at a future meeting. Public Comment There were no comments from the Public. J. Bilotta expressed her concern that she did not approve of the outcome of the last Town Meeting, as it related to the updated SAP and our groups recommended changes. She asked if she could address this at the next town meeting. She had not realized that Eric had made the presentation regarding those recommendations at the Town Meeting and spoke to the issues that both the select board and the town attendees had regarding several items. She was also not aware that both Tom Alonzo and Michael-Ray Jeffreys had both communicated with our group after that meeting regarding the quality of the work done and the understanding that the towns voters then had the ability to accept the recommendations or seek alternative recommendations, which they did for a few items. The rest of this committee accepted that the appropriate processes were followed at the town meeting. Next Meeting: Proposed the next regular meeting be October 3rd, with meeting beginning at 6:00pm to accommodate member’s needs. J. Belliveau expressed she might need a quick approval meeting September 15, 2022, and targeted 5:15pm for that zoom call. Motion by to adjourn meeting at 7:01pm by S. Andrews Second: W. Bertrand Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-09-15-agenda-3512.txt BOARD : personnel-committee DATE : 2022-09-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-15-agenda-3512.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09152022-3512 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING THURSDAY, SEPTEMBER 15, 2022 5:15 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e -mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  September 12, 2022  ONGOING BUSINESS:  NEW BUSINESS:  Job Description Production Technician: Review Position Description revisions  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-09-26-agenda-3513.txt BOARD : personnel-committee DATE : 2022-09-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-26-agenda-3513.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09262022-3513 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, SEPTEMBER 26, 2022 6:00 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  September 12, 2022  ONGOING BUSINESS:  NEW BUSINESS:  Job Description Production Technician: Review Position Description revisions  Job Description Recreation Director: Review Position Description revisions  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-09-26-minutes-3513.txt BOARD : personnel-committee DATE : 2022-09-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-09-26-minutes-3513.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09262022-3513 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: September 26, 2022 Zoom 6:00pm Attendees: Eric Arnold, Susan Andrews, Donna Fortune, Joanna Bilotta, Wendy Bertrand Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Karin Menard, Parks Commission, Jo McLaughlin PACC Manager E. Arnold opened the Meeting at 6:02pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the September 12, 2022 meeting were presented and reviewed. Motion by J. Bilotta to accept and approve the minutes of the September 12, 2022 meeting as presented Second: W. Bertrand Roll Call Vote: All in Favor New Business J. Belliveau presented a request for a revised job description for Production Technician to be updated to the SAP. This role has evolved over time and Jo McLaughlin explained the need for the update to be cl arify that more technical skills are required. No change is needed to Grade Level. Motion by J. Bilotta to acce pt the recommendation of the HR Director for this updated Production Technician job description. Second: W. Bertrand Roll Call Vote: All in Favor J. Belliveau presented a request for a revised job description for Recreation Director to be updated to the SAP. She explained this was to transfer this position to fall under the Facilities Director. This position previously fell under the DPW Director. No change is needed to Grade Level. Motion by J. Bilotta to accept the recommendation of the HR Director for this updated Recreation Director job description. Second: S. Andrews Roll Call Vote: All in Favor Public Comment W. Bertrand expressed concerns that we have recently had difficulty scheduling times to meet. More discussion needed. Next Meeting: As needed Motion by to adjourn meeting at 6:17pm by E. Arnold Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-11-07-agenda-3514.txt BOARD : personnel-committee DATE : 2022-11-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-11-07-agenda-3514.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11072022-3514 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, NOVEMBER 07, 2022 6:00 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/9091740347 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 909 174 0347. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  September 26, 2022  ONGOING BUSINESS:  Update on Classification and Compensation study  NEW BUSINESS:  New Hire – Recreation Director  Meeting schedule  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-11-07-minutes-3514.txt BOARD : personnel-committee DATE : 2022-11-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-11-07-minutes-3514.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11072022-3514 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: November 7, 2022 Zoom 6:00pm Attendees: Eric Arnold, Susan Andrews, Donna Fortune, Joanna Bilotta, Wendy Bertrand Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Mary Beth Bernard, HR Consultant, Barbara Lefebvre, Sewer Business Manager, Pauline Roy, COA Outreach Coordinator, Nancy Forest, Payroll and Benefits/Risk Manager E. Arnold opened the Meeting at 6:00pm with members noted in attendance Public Comment: There were no comments from the committee or public Approval of Minutes: Minutes of the September 26, 2022 meeting were presented and reviewed. Motion by J. Bilotta to accept and approve the minutes of the September 12, 2022 meeting as presented Second: W. Bertrand Roll Call Vote: All in Favor Ongoing Business J. Belliveau updated the group on the Classification and Compensation Study Project. She advised that she and the Town Manager had located funding ($9,300) within the current fiscal budget to cover the cost of this project, thus removing the n eed to take the request to Special Town Meeting . She presented the proposal that has been accepted from Mary Beth Bernard, an HR Consultant with broad experience in municipal com pensation planning. Mary Beth a ttended the meeting and gave an overview of how t he project would proceed. She responded to various queries about her specific plans and the tight timing of this project. The timeline begins with an official start 11/28/22. She had confidence that the project would be completed on time with a 2/15/23 completion date. There were some discussions on timing of these meetings, how emergency needs should be managed and how to ensure full cooperation and attendance at regularly scheduled meetings, which are targeted as the first Monday of each month. Public Comment There were no comments from the committee or the public. Next Meeting: As needed and regular meeting December 5, 2022 6pm Motion by to adjourn meeting at 6:37pm by W. Bertrand Second: J. Bilotta Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2022-12-05-agenda-3497.txt BOARD : personnel-committee DATE : 2022-12-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-12-05-agenda-3497.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12052022-3497 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, DECEMBER 05, 2022 6:00 P.M. - ZOOM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be able to be found on the LunenburgAccess YouTube channel after the meeting. The following information is also provided for members of the public that would like to view the meeting remotely: To View Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/7927370353 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 792 737 0353. If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Vote s may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law.  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  November 7, 2022  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Videographer  PUBLIC COMMENT  Public  Committee  ADJOURNMENT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ======================================================================================== DOCUMENT : 2022-12-05-minutes-3497.txt BOARD : personnel-committee DATE : 2022-12-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2022-12-05-minutes-3497.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12052022-3497 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: December 5, 2022 Zoom 6:00 pm Attendees: Eric Arnold, Susan Andrews, Donna Fortune, Wendy Bertrand Also Present: Julie Belliveau, Asst. Town Manager/HR Director; Jo McLaughlin PAC Manager Absent: Joanna Bilotta E. Arnold opened the Meeting at 6:00 pm with members noted in attendance Public Comment: There were no comments from committee, nor from the Public Approval of Minutes: Minutes of the November 7, 2022 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the November 7, 2022 meeting as presented Second: W. Bertrand Roll Call Vote: All in Favor New Business: J. Belliveau presented a new hire request from the PAC for a Videographer. J. McLaughlin the PAC Manager outlined the broad experience of the candidate, much more in-depth experience than outlined in the Job Description. Based upon this greater experience, and with the more recent difficulties in hiring into this group, she requested that the candidate be place in Grade 3, Step 3. General discussion on any adverse impact this might have on current employees was discussed. There would be no such impact with current employees. Motion by W. Bertrand to accept the recommendation of the HR Director to hire this new videographer as a Grade 3, Step 3. Second: D. Fortune Roll Call Vote: All in Favor Ongoing Business J. Belliveau gave an update on the Reclassification Project, which, as of this date, is on target as outlined in the original proposal timeline. There will be onsite interviews on 12/19/22 to review any open issues in the preparation of the job descriptions. Public Comment There were no comments from committee or from the Public Next Meeting: As needed and regular meeting January 9, 2023 6:00 pm Motion by to adjourn meeting at 6:10 pm by E. Arnold Second: W. Bertrand Roll Call Vote: All in Favor