# personnel-committee — 51 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 : 2023-01-09-agenda-149.txt BOARD : personnel-committee DATE : 2023-01-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-01-09-agenda-149.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01092023-149 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, JANUARY 09, 2023 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  December 5, 2022  ONGOING BUSINESS:  NEW BUSINESS:  Job Description Revision - Civilian Traffic Member  HR Consultant update  New Hire – Facilities Director  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 : 2023-01-09-minutes-149.txt BOARD : personnel-committee DATE : 2023-01-09 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-01-09-minutes-149.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01092023-149 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: January 9, 2023 Zoom 6:00pm Attendees: Susan Andrew Eric Arnold, s, Donna Fortune, Wendy Bertrand, Later arrivals Joanna Bilotta (6:13pm), Eric Arnold (6:15pm) Also Present: Julie Belliveau, Asst. Town Manager/HR Director; Thomas Gammel, Police Chief, Bill Bernard, DPW Director, Pauline Roy, COA, Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager, Barbara Lefebvre, Sewer Business Manager, Mary Beth Bernard, HR Consultant Wendy Bertrand opened the Meeting at 6:07pm with members noted in attendance Public Comment: There were no comments from the Public, W. Bertrand wanted to be sure to get an update on the Recreation Directors position. Approval of Minutes: Minutes of the December 5, 2022 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the December 5, 2022 meeting as presented Second: S. Andrews Roll Call Vote: All in Favor New Business: Job Description Revision J. Belliveau presented the updated Civilian Traffic Member job description, assisting Chief Gammel who was having internet connection issues. The update mainly addressed the addition allowing active public safety employees to be considered for the role to broaden the availability of candidates. Motion by D. Fortune to accept the recommendation of the HR Director for the update of the Civilian Traffic Member job description, and for it then to be submitted at the next available town meeting for final approval. Second: S. Andrews Roll Call Vote: All in Favor H.R. Consultant Update Mary Beth Bernard brought the committee up to date on the Job Description/Job Classification Project she is responsible for. The project is on target with rough drafts of 75% of descriptions completed, meetings with key stakeholders finished, and collection of outside survey materials in progress. She has also utilized available public municipality data. She has done FLSA reviews and classification reviews as each job description completed. There is an open issue that they are reviewing to assess if the Administrator role should be expanded to create department specific administrators as she has seen a wide disparity in these roles. Some changes noted as departments modernized and roles changed. She suggested that when final job descriptions were approved that employees be asked to acknowledge receiving the job description. The pay plan proposal will be completed for review by February 8, 2023 and final drafts of proposal will be February 15, 2023. There was a discussion regarding the need for more in person interviews, which will be considered as this was a voluntary process. ===PAGE 2=== Facility Director J. Belliveau updated the group on this opening. There is a candidate that is being reviewed, not yet offered the role as of thi s date, but should be reviewed by Select Board shortly. The role will be a grade 16, and with this candidate’s background, the pay step is targeted at step 5. She asked for the committee’s approval of this action. Motion by S. Andrews to approve the recom mendation of the HR Director to offer this role of Facility Director at Grade 16 step 5. Second: J. Bilotta Roll Call Vote: All in Favor Public Comment There were no additional comments from committee, or from the Public Next Meeting: As needed and regular meeting February 6, 2023 6pm Motion by to adjourn meeting at 6:45pm by J. Bilotta Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-02-06-agenda-150.txt BOARD : personnel-committee DATE : 2023-02-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-02-06-agenda-150.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02062023-150 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, FEBRUARY 6, 2023 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/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  January 9, 2023  ONGOING BUSINESS:  HR Consultant update  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 : 2023-02-06-minutes-150.txt BOARD : personnel-committee DATE : 2023-02-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-02-06-minutes-150.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02062023-150 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: February 6, 2023 Zoom 6:00pm Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand, Later arrivals Joanna Bilotta (6:10pm) Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Bill Bernard, DPW Director, Barbara Lefebvre, Sewer Business Manager, Nancy O’Rourke, Amanda Moore, Mary Beth Bernard, HR Consultant Wendy Bertrand opened the Meeting at 6:03pm with members noted in attendance Public Comment: There were no comments from the Public, W. Bertrand wanted to be sure to get an update on the Recreation Directors position. Approval of Minutes: Minutes of the January 9, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the January 9, 2023 meeting as presented Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business: H.R. Consultant Update Mary Beth Bernard brought the committee up to date on the Job Description/Job Classification P roject she is responsible for. Completed 57 job de scriptions and remainder of interviews. Spent time with the fire chief on the on call employee’s profiles. The pay plan proposal is still on target to be completed for review by February 8, 2023 and final drafts of proposal will be February 15, 2023. Her initial findings found the clerical roles within 5% to 12% off the market, the mid level professionals and mid management 10% to 15% off the market and the Director levels higher. Understanding the nature of affordability in small towns she expected a c onservative recommendation as she completed this work. She would recommend that we eliminate Grade 1 as it was below minimum wage and suggested an alternative grading system using alpha designations. She would submit her final report and her recommendati ons to Julie upon completion. Julie would then forward this report to the committee members for review. Public Comment There were no additional comments from committee, and Barbara Lefebvre reminded the group that the finance committee would need to see the proposal for the SAP pay grade adjustments. Next Meeting: Perhaps a call to review the final proposal on February 27, 2023 and regular meeting March 6, 2023 6pm Motion by to adjourn meeting at 6:57pm by J. Bilotta Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-02-27-agenda-140.txt BOARD : personnel-committee DATE : 2023-02-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-02-27-agenda-140.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02272023-140 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, FEBRUARY 27, 2023 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  February 6, 2023  ONGOING BUSINESS:  HR Consultant update  Revised Job Description discussion  NEW BUSINESS:  New Hire – Administrative Assistant - IT  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 : 2023-02-27-minutes-140.txt BOARD : personnel-committee DATE : 2023-02-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-02-27-minutes-140.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02272023-140 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: February 27, 2023 Zoom 6:00pm Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Barbara Lefebvre, Sewer Business Manager, Nancy O’Rourke, Payroll and benefits Risk Manager, Heather Lemieux, Town Manager Joanna Bilotta opened the Meeting at 6:01pm with members noted in attendance Public Comment: There were no comments from the Public, W. Bertrand asked for clarification on the need to restructure the committee given the recent resignation of Chair, Eric Arnold from the committee. J. Belliveau advised that no changes could be made till the end of the town’s fiscal year in June, until then the vice chair takes over the responsibility for leading the committee. Approval of Minutes: Minutes of the February 6, 2023 meeting were presented and reviewed. Motion by W. Bertrand to accept and approve the minutes of the February 6, 2023 meeting as presented Second: D. Fortune Roll Call Vote: S. Andrews, D. Fortune, and W. Bertrand all in favor; J. Bilotta was not in attendance on February 6, 2023 so did not vote on motion. New Business Motion by W. Bertrand to move the new agenda article to beginning of meeting, thus leaving the ongoing business of the Job Evaluation Project to the end. Seconded: S. Andrews Roll Call Vote: All in Favor New Hire – Administrative Assistant IT J. Belliveau presented a recommendation to hire a candidate into a new role as administrative assistant in IT in Grade 8 Step 6. This role has been open and interviewing ongoing since September 2022. Like many other open positions in town, qualified candidates have been difficult to source. This candidate brings valuable skills to the role and her experience level is commensurate with the step 6 pay rate. This is the only administrative role in this group and the pay grade and step do not disrupt any other employees pay status. Motion by S. Andrews to accept the recommendation of the HR Director to hire this candidate into the role of Administrative Assistant in IT at Grade 8 Step 6. Seconded: D. Fortune Roll Call Vote: All in Favor Ongoing Business: HR Consultant update - Consultant was unavailable for this meeting; J. Belliveau gave an update on progress. W. Bertrand noted that the overall pr oject seemed to be behind on the delivery of project targets. Acknowledging that the project had some delays and that the consultant still had several open issues pending even though the project submissions shoul d be completed. The lack of an updated recommendation for a new salary grid was especially worrisome. Since the updated job descriptions were previously made available to members of this committee, they had provided feedback to J. Belliveau. Most were minor notations and did not materially change their outcome. Several descriptions were reviewed and minor issues explained more fully. The descriptions are in good order and committee will continue to review any updated provided. The group questioned if any descriptions resulted in grade changes. While ===PAGE 2=== not formally identified, J. Belliveau thought there might be just one or two minor changes that she will better identify at our next meeting. The group was generally concerned about finalizing this proje ct, especially the proposed salary grid recommendations that are needed to be submitted for the Finance committee and ultimately at town meeting. The group recognized the limited timeline to complete this project and agreed to meet again Monday, March 6, 2023 at 6pm on Zoom. This was done with the request that the committee get updated prior to the meeting with an updated salary grid and any other job description changes prior to the meeting so they might be review prior to the meeting. Public Comment There were no additional comments from the public or the committee Next Meeting: March 6, 2023 6pm Zoom Motion by to adjourn meeting at 6:38pm by W. Bertrand Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-03-06-agenda-142.txt BOARD : personnel-committee DATE : 2023-03-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-06-agenda-142.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03062023-142 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-03-06-minutes-142.txt BOARD : personnel-committee DATE : 2023-03-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-06-minutes-142.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03062023-142 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 6, 2023 Zoom 6:00pm Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Barbara Lefebvre, Sewer Business Manager, Nancy O’Rourke, Payroll and Benefits/Risk Manager, Pauline Roy, COA Outreach Coordinator, Heather Lemieux, Town Manager; Mary Beth Bernard, HR Consultant (6:03pm – 6:23pm) Joanna Bilotta opened the Meeting at 6:03pm with members noted in attendance New Business Motion by S. Andrews to move the Consultants presentation on the agenda to the beginning of meeting, to accommodate her agreement to call in during her vacation. Seconded: D. Fortune Roll Call Vote: All in Favor Mary Beth Bernard outlined the HR projects goals and current status covering the formal proposal she had prepared for the committee. The balance she attempted to build in to deal with recruitment and retention issues as well as taking in constraints of the municipalities need to manage under Prop 2 ½. She also submitted a proposed change in the overall SAP salary grid, moving from a 20 level grid to a 16 level grid. This proposed grid also has been built to balance the midpoint differentials from grade to grade as well as the spread within each grade that more closely aligns with other comparable corporate standards. As the material was delivered to the committee late today, committee members were unable to offer opinions on submission. It was also determined that the material had not been made available to anyone outside the committee. J. Bilotta requested that J. Belliveau make the material available to others. Mary Beth suggested the committee consider renaming levels of the grid from numeric to alphabetic to allow for the loss of the four grades. The entire committee agreed that a great deal of analysis was needed to determine how to proceed. Heather and Julie had begun to assess this and would share their findings. The committee would also need to understand what the change would be in actual town spending, either for 2023 or if spaced unto 2024. Public Comment: The public comment was regarding the lack of receiving the above mentioned consultants proposal. J. Bilotta addressed this as noted in new business notes. D. Fortune noted that she had gone back to the job descriptions in the drop box, that she had commented on to be sure the comments were there and found no evidence of that accurately happening. J. Belliveau/H. Lemieux would go back to IT to research this issue. Approval of Minutes: Minutes of the March 6, 2023 meeting were presented and reviewed. Motion by S. Andrews to accept and approve the minutes of the March 6, 2023 meeting as presented Second: D. Fortune Roll Call Vote: All in favor Ongoing Business The committee explored the issue of our limited timeline to complete this project and present our proposal to both the Finance Committee and ultimately the Select Board for delivery at Town Meeting. The updating of the job descriptions needed to be assessed as much previous work might have been lost. Extensive review of the entire proposal especially the SAP salary grid would be needed. Julie and Heather indicated they had already started to assess the impact and would share their findings with the group as it become available. The group agreed to meet again the following Monday, hoping that additional analysis would become available and open issues like the commenting of the job descriptions would be corrected. ===PAGE 2=== New Business The initial milestone for the committee was presenting an article to be submitted for the town meeting. J. Belliveau presented a proposed article for that submission. The need for full disclosure of our proposal was reviewed and it was determined that the article was a generalized statement and would not include any specifics to a final submission date of March 30, 2023 would be met. A minor clarification was added to the article. Motion by S. Andrews to accept the recommendation, with one minor clarification, that had been proposed by the HR Director for the submission of the committees Town Meeting Article. Second: D. Fortune Roll Call Vote: All in Favor Public Comment B. Lefebvre acknowledged her appreciation for the extensive work that the committee was doing on this important project. Committee comments were from J. Bilotta regarding the loss of the chairperson E. Arnold and the diminished committee membership, noting the need to recruit another member. Next Meeting: Monday, March 13, 2023 7pm Zoom Motion by to adjourn meeting at 6:55pm by J. Bilotta Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-03-14-agenda-141.txt BOARD : personnel-committee DATE : 2023-03-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-14-agenda-141.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03142023-141 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, MARCH 14, 2023 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/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 6, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Recreation Director  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 : 2023-03-14-agenda-155.txt BOARD : personnel-committee DATE : 2023-03-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-14-agenda-155.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03142023-155 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, MARCH 14, 2023 6:00 P.M. - ZOOM 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 6, 2023  ONGOING BUSINESS:  Discussion on revised job descriptions  Discussion on proposed compensation plan  NEW BUSINESS:  New Hire – Recreation Director  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 : 2023-03-14-minutes-141.txt BOARD : personnel-committee DATE : 2023-03-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-14-minutes-141.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03142023-141 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-03-14-minutes-155.txt BOARD : personnel-committee DATE : 2023-03-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-14-minutes-155.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03142023-155 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 14, 2023 Zoom 6:00pm Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Manager, Pauline Roy, COA Outreach Coordinator Absent: Joanna Bilotta Wendy Bertrand opened the Meeting at 6:05pm with members noted in attendance Public Comment: There were not comments from the public, nor comments from the committee. J. Belliveau noted that J. Bilotta continued to attempt to join the zoom meeting, but was unable to complete the connection. Approval of Minutes: Amended Minutes of the March 6, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the March 6, 2023 meeting as presented Second: S. Andrews Roll Call Vote: All in favor Ongoing Business J. Belliveau outlined the current status of the HR Consultant project, and noted the material she had sent out the previous day and her concerns that the delays that had been experienced were a concern and asked if we would be better served to just postpone, and not rush an incomplete project before the Select board and for approval at Town Meeting, but rather propose a COLA for FY24 and move to complete the project by fall. D. Fortune offered that we might just move the job descriptions portion to the fall. W. Bertrand expressed frustration that we needed to get this done as we had discussed it for the last year. How that might be accomplished was discussed and when we should meet again, perhaps in person if that was possible. As the town was currently in a severe snowstorm and most participants did not have power and the HR consultant was not able to be on the call, all agreed continued effort to complete be project for Annual Town Meeting should be made. New Business J. Belliveau presented a pay rate request to the selected candidate for Recreation Director at Grade 9 Step 3 due to her education and experience. She noted that the town has been recruiting for this role since August 2022 and had few qualified applicants. Motion from S. Andrews to accept the recommendation of the HR Director to offer the candidate for Recreation Director the role as a Grade 9 Step 3. Second D. Fortune Roll Call Vote: All in Favor Public Comment There was no public comment, nor comments from the committee Next Meeting: Target: Wednesday, March 22, 2023 6pm Zoom Motion by to adjourn meeting at 6:55pm by D. Fortune Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-03-22-agenda-143.txt BOARD : personnel-committee DATE : 2023-03-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-22-agenda-143.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03222023-143 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, MARCH 22, 2023 5:00 P.M. Ritter Memorial Building – First Floor Meeting Room 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 14, 2023  ONGOING BUSINESS:  HR Consultant update  Discussion - Job Descriptions and Salary Grid  NEW BUSINESS:  Committee Reorganization  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 : 2023-03-22-minutes-143.txt BOARD : personnel-committee DATE : 2023-03-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-22-minutes-143.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03222023-143 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-03-27-agenda-144.txt BOARD : personnel-committee DATE : 2023-03-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-27-agenda-144.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03272023-144 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, MARCH 27, 2023 5:00 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  March 22, 2023  ONGOING BUSINESS:  COLA  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 : 2023-03-27-minutes-144.txt BOARD : personnel-committee DATE : 2023-03-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-03-27-minutes-144.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03272023-144 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: March 27, 2023 5:00pm Zoom Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Manager, Nancy O’Rourke, Payroll and Benefits Risk Manager J. Bilotta opened the Meeting at 5:03pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: No minutes were available from the last meeting Ongoing Business J. Belliveau expressed that after our last meeting on March 22, 2023, she had second thoughts regarding how we should proceed, so opened up discussion on the option to change our recommendation to recommending a Cola for the current grid. This was mainly driven by the concern that employees should not feel the impact of any salary inactivity. The group discussed this and agreed that we might consider other options. A motion by J. Bilotta to recommend that we propose a 3% Cola adjustment to the SAP salary Grid for FY2024. Second: W. Bertrand Discussion regarding this motion moved through how it would be received, budget considerations, how it compared to other municipal employees group’s adjustments and how it would fit into our continued project to complete a new SAP salary grid later this year. We also examined what the Cola adjustment had been to the SAP salary grid over the last several years. A motion by S. Andrews to amend the initial motion to propose a 2.5% Cola adjustment to the SAP salary grid for FY2024 Second: D. Fortune Roll Call Vote: All in favor The group agreed to make this proposal to the upcoming Finance Committee review later this week. Joanna Bilotta agreed to organize the proposal, with the help of Nancy O’Rourke to estimate the cost of this option and present it at the Finance Committee meeting. The following week would be the presentation to the Select Board. Sue Andrews and Donna Fortune agreed to do that presentation using the material that Joanna and Nancy prepared. Public Comment There was no public comment, but the committee raised concerns of their disappointment that the HR Consultant had not satisfactorily completed the project in the timeline agreed upon. This included the examination of the comparisons of the various employee groups in town to insure we were treating the SAP employees equally to the other groups. They agreed that the final payment for this work not be made till we were provided all the information that was agreed upon in our contract with her. Proposed next meeting Wednesday, April 12, 2023. Motion by to adjourn meeting at5:27pm by S. Andrews Second: W. Bertrand Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-04-12-agenda-145.txt BOARD : personnel-committee DATE : 2023-04-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-04-12-agenda-145.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04122023-145 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-04-12-minutes-145.txt BOARD : personnel-committee DATE : 2023-04-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-04-12-minutes-145.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04122023-145 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: April 12, 2023 5:00pm Hybrid – Town Hall/Zoom In Person Attendees: Susan Andrew, Donna Fortune, Wendy Bertrand, Via Phone: Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Nancy O’Rourke, Payroll and Benefits Risk Manager, Pamela Roy COA, Outreach Coordinator Wendy Bertrand opened the Meeting at 5:07pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: Minutes of the March 22, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes of the March 22, 2023 meeting. Second: S. Andrews Roll Call Vote: All in Favor Minutes of the March 27, 2023 meeting were presented and reviewed. Motion by S. Andrews to accept and approve the minutes of the March 27, 2023 meeting Second: D. Fortune Roll Call Vote: All in Favor Ongoing Business H.R. Consultant update was given by J. Belliveau as the consultant was not available. The consultant had submitted a follow-up to the last series of questions that the committee posed to her. J.Belliveau read through each question and the consultant’s response. The committee has some clarifying questions but essentially came to understand that any final adjustment to the work was more our own committee adapting any unique set of conditions that might be unique to a role in Lunenburg. The consultant created job descriptions and placement in grades based upon standard comparable municipal roles in other towns. Our work now would be to determine if any Lunenburg roles should be reexamined to determine if the nature of the work was uniquely different from the standard role that the consultant outlined in the job description. There was a general discussion of the option to rename the grades to simplify any misconceptions as we consider moving from 20 grade levels to 16 levels. Perhaps changing to an alphabetic grid might be an option to help employees identify with a new grade scheme. J. Belliveau noted that she had initially understood that the HR Consultant would be utilizing a more standard leveling process to identify what grade a job fell into. She explained having used other job ranking tools that graded responsibilities with a point system so comparisons became more standardized. She would research that option more and report back on availability of using such a tool. The group also attempted to understand how the SAP changes might be aligned with similar roles in the other town employee groups. Generally the only comparisons might be made to the clerical roles that were part of each group. Both J. Belliveau and N. O’Rourke believed there was little difference in these roles across the employee groups. Additional discussion regarding the updating of the job descriptions in drop box and how better to utilize the tool as we proceed. The group agreed to create a spreadsheet for the committee, in dropbox, with all the jobs, their old grade levels, their new grade levels and utilize that grid to examine for any disparities as we move forward. The committee members would be able to make notations as they identify items that may need further research. J. Belliveau noted that the proposed FY24 SAP salary grid had been prepared for submission as previously approved by the committee, so it was available for the Town Meeting final approval in May. ===PAGE 2=== Due to another meeting commitment, J. Bilotta left meeting at 6:15pm Some additional time was spent by committee to better understand how drop box was updated and how additional spreadsheet might be helpful. J. Belliveau will post additional information in drop box in next few days. New Business J. Belliveau presented an updated Job Description for the Building Commissioner. The only change was to the reporting relationship directly to the Land Use Director. Previously this role reported to the Town Manager. With the current vacancy of the role of Building Commissioner it was the appropriate time to make such a change. Motion by S. Andrews to accept the recommendation of the HR Director to update the Building Commissioner’s job description as submitted. Second: D. Fortune Roll Call Vote: All in Favor Public Comment There was no public comment, nor Committee comment Proposed next meeting Wednesday, May 1, 2023. 5:00pm Hybrid – In Person/Zoom Motion by to adjourn meeting at 6:59pm by W. Bertrand Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-05-01-agenda-146.txt BOARD : personnel-committee DATE : 2023-05-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-05-01-agenda-146.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05012023-146 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-05-01-minutes-146.txt BOARD : personnel-committee DATE : 2023-05-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-05-01-minutes-146.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05012023-146 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-05-31-agenda-153.txt BOARD : personnel-committee DATE : 2023-05-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-05-31-agenda-153.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05312023-153 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, MAY 31, 2023 6:00 P.M. Town Hall – 2nd Floor - Bilotta Meeting Room AGENDA The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chai r. 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  May 1, 2023  ONGOING BUSINESS:  Job Description Review  NEW BUSINESS:  Job Description revision – COA Outreach Assistant  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 : 2023-05-31-minutes-153.txt BOARD : personnel-committee DATE : 2023-05-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-05-31-minutes-153.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05312023-153 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: May 31 2023 6:00pm – Town Hall In Person Attendees: Susan Andrews, Wendy Bertrand By Phone: Donna Fortune, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Pauline Roy COA; Sue Doherty COA Director W. Bertrand opened the Meeting at 6:15pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: Minutes of the May 1, 2023 meeting were presented and reviewed. Motion by J. Bilotta to accept and approve the minutes of the May 1, 2023 meeting. Second: S. Andrews Roll Call Vote: D. Fortune abstained as she had not reviewed the documents, all remaining members voted to approve motion. New Business As Sue Doherty was present to discuss the new job description for COA Outreach Assistant, W. Bertrand made a motion to adjust the meeting agenda to review this item first. Seconded: S. Andrews Roll Call Vote: All in favor J. Belliveau presented a request to amend the current job description of COA Outreach Assistant. This request is to cover a part time person in this role and updates the various duties that are part of this role. This position has more recently been vacant, but the new fiscal budget approved the addition of the role in the COA. Motion by S. Andrews to accept the recommendation of the HR Director for the changes to the COA Outreach Assistant job description Second: W. Bertrand Roll Call Vote: All in Favor J. Belliveau reminded the committee that they had a mailbox in Town Hall for any correspondence for the committee. Ongoing Business The group began a general discussion regarding the continuation of the Job Description and SAP grade level project. J. Belliveau advised the group that she had received authorization from Bernie Lynch of Community Paradigm Associates, LLC that we were able to utilize the Position Classification System (PCS = Position Classification System) they had done for the Town of Winchendon. The key difference is that Winchendon has 16 Grades vs. Lunenburg’s current 20 Grades. The group familiarized themselves with the classification system and, taking the various jobs within the Council on Aging group began to explore how this system might work within this small group. By utilizing the updated job descriptions and also reviewing the past job descriptions the group was able to adapt the job requirements into how they fit in the Classification System. As this system is somewhat universal, the twelve evaluation factors and the weighting of each fit comfortably into the job descriptions we had for our SAP employees. The group assessed four roles as they were represented in the job descriptions and were able to come to agreement as to their potential responsibility levels. 1) Dietary Aid = currently SAP Grade 2, The PCS assessment totaled 305 points = Grade 2 ===PAGE 2=== 2) COA Assistant Meal Site Manager = currently SAP Grade 3, The PCS assessment totaled 350 points = Grade 3 3) COA Meal Site Manager = Currently SAP Grade 5; The PCS assessment totaled 445 points = Grade 4 4) COA Onsite Coordinator = currently SAP Grade 9; The PCS assessment totaled 605 points = Grade 8 This was the group’s first attempt as utilizing this methodology and all agreed that it closely fit our needs; the group will continue to assess job descriptions group by group to validate each to the PCS system. The group also agreed it was helpful to have P. Roy at the meeting, as she clarified several areas of work for the committee. Because of this, the Committee will ask the department head from the group to be assessed to come to the meetings to assist in clarification of specific roles identified in the job description. Public Comment There were neither committee comments, nor public comments during this time. Proposed next meeting Tuesday, June 13, 2023. 6:00pm – In Person/Zoom Motion by to adjourn meeting at 8:22pm by J. Bilotta Second: W. Bertrand Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-06-06-agenda-154.txt BOARD : personnel-committee DATE : 2023-06-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-06-agenda-154.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06062023-154 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, JUNE 6, 2023 6:00 P.M. Ritter Building – Upper Level Meeting Room AGENDA 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  May 31, 2023  ONGOING BUSINESS:  NEW BUSINESS:  Job Description Review: - Police Administrative Assistant - Reserve Officer - Recreation Director - Beach Director Lifeguard  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 : 2023-06-06-minutes-154.txt BOARD : personnel-committee DATE : 2023-06-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-06-minutes-154.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06062023-154 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: June 6, 2023 6:00pm – Ritter Building In Person Attendees: Susan Andrews, Wendy Bertrand, Donna Fortune By Phone: Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Pauline Roy COA Outreach Coordinator, Christopher Ruth, Facilities Director, Thomas Gammel, Police Chief W. Bertrand opened the Meeting at 6:05pm with members noted in attendance Public Comment: There were neither Committee comments, nor public comments during this time. Approval of Minutes: Minutes of the May 31, 2023 meeting were presented and reviewed. Motion by S. Andrews to accept and approve the minutes of the May 31, 2023 meeting. Second: D. Fortune Roll Call Vote: All in Favor New Business With the assistance of the police chief, the group explored the job responsibilities of the Administrative Assistant’s role in the police department, utilizing the grading tool the Committee has been using to clarify grade levels on various roles in the SAP. The initial outcome resulted in 340 points but several areas were identified as potential upgrade situations. The group identified that there might be two levels of Administrative Assistant’s in this group and more work is needed before this would be clear. The Chief then identified that the current Reserve Police Officer role will need to be rewritten as standards have changed. He will work with Julie Belliveau to address the new requirements. The Committee, with the help of the Facilities Director explored the Beach Director’s job description utilizing the grading tool noted above, as well as the job descriptions for Lifeguards and the Recreation Director. The group realized that the beach roles had some significant risk/responsibilities given the need to keep beach users safe, and had to have a variety of certifications to perform these roles. Then when examining the Recreation Directors role there were some issues given that this role manages the beach positions, but does not require the certifications, nor have same high responsibility levels as the Beach Director. The group agreed to do additional work on this group to insure the correct grade identification was made. Beach Director: Points 625; Lifeguard: Points 475; Recreation Director: Points 570 The Committee did not make any motions to complete these reviews at this time; more work will be done to insure the correct outcome is accomplished. Public Comment There were neither Committee comments, nor public comments during this time. Proposed next meetings Tuesday, June 13, 2023 - 6:00pm – In Person Wednesday, July 5, 2023 – 6:00pm – In Person/Zoom Motion by to adjourn meeting at 7:54pm by D. Fortune Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-06-13-agenda-147.txt BOARD : personnel-committee DATE : 2023-06-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-13-agenda-147.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06132023-147 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, JUNE 13, 2023 6:00 P.M. Ritter Building – Upper Level Meeting Room REVISED AGENDA 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, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Administrative Assistant (Conservation)  New Hire – Call Firefighter/EMT  Job Description Review: - Building Commissioner - Administrative Assistant (Conservation) - COA Assistant Outreach Coordinator - COA Van Driver - Intermittent Heavy Equipment Operator - Seasonal Cemetery Laborer - Sewer Business 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 : 2023-06-13-agenda-148.txt BOARD : personnel-committee DATE : 2023-06-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-13-agenda-148.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06132023-148 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, JUNE 13, 2023 6:00 P.M. Ritter Building – Upper Level Meeting Room REVISED AGENDA 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, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Administrative Assistant (Conservation)  New Hire – Call Firefighter/EMT  Job Description Review: - Building Commissioner - Administrative Assistant (Conservation) - COA Assistant Outreach Coordinator - COA Van Driver - Intermittent Heavy Equipment Operator - Seasonal Cemetery Laborer - Sewer Business 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 : 2023-06-13-minutes-147.txt BOARD : personnel-committee DATE : 2023-06-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-13-minutes-147.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06132023-147 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: June 13, 2023 6:00pm – Ritter Building In Person Attendees: Donna Fortune, Wendy Bertrand, Joanna Bilotta-Simeone Via Teams: Bill Bernard Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Pauline Roy COA Outreach Coordinator; Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager, Adam Burney, Land Use Director, Sue Doherty, COA Director Absent: Sue Andrews J.Bilotta opened the Meeting at 6:01pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: None to Approve New Business James "Jim" Ricci is a recently retired Fire Captain returning as a call Firefighter/EMT. Because he has over 30 years of experience, suggested rehiring at a grade 9, step 8 - $27.76. No discussion as all agreed this was justified. Motion by J. Bilotta, Secord by D. Fortune. Approved 3-0 vote. Ashleigh Denio is the candidate for the Administrative Assistant - Conservation department. Based on her education and experience, the recommendation is a grade 8, step 2 FY24 rate $21.86 (starting after 7/1/23-new FY24 rate). W. Bertrand asked A. Burney if she had been told proposed rate already. No additional discussion as all agreed this was justified. Motion by W. Bertrand, Secord by D. Fortune. Approved 3-0 vote. Ongoing Business Job Description Review: 7 positions reviewed. J. Belliveau reviewed rating system - all positions rated using new point/rubric system. There are 12 catagories (knowledge and training, level of experience, supervision required, supervision exercised, accountability, judgement, complexity of position, personal contact/interactions, confidential Information, occupational hazards, work environment, physical demands) are looked at for each position, and supervisors gave the committee input, along with committee discussion and each category was assigned points based on degree needed for the role. Positions reviewed were: -Building Commissioner ===PAGE 2=== - Administrative Assistant (Conservation) - COA Assistant Outreach Coordinator - COA Van Driver - Intermittent Heavy Equipment Operator - Seasonal Cemetery Laborer - Sewer Business Manager J. Bilotta reminded the committee that all positions need this collaborative discussion from committee, and supervisors who are present. All assigned points in each category and total number of points determined, and recorded. D. Fortune and J. Belliveau said the points sit on our new grid will be looked at during later meetings. Public Comment Public Comment –none Committee Comment – J. Belliveau provided the Committee with information regarding the upcoming Board and Committee training on Public Records, Open Meeting Law, and Conflict of Interest on 6/22 at the Senior Center, and referred the Committee to their Town email for further detail. Next meeting Wednesday, July 5, 2023. 6:00pm – In Person Motion by to adjourn meeting at 8:12pm by J. Bilotta Second: W. Bertrand Vote: All in Favor ======================================================================================== DOCUMENT : 2023-06-13-minutes-148.txt BOARD : personnel-committee DATE : 2023-06-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-06-13-minutes-148.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06132023-148 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: June 13, 2023 6:00pm – Ritter Building In Person Attendees: Donna Fortune, Wendy Bertrand, Joanna Bilotta-Simeone Via Teams: Bill Bernard Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Pauline Roy COA Outreach Coordinator; Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager, Adam Burney, Land Use Director, Sue Doherty, COA Director Absent: Sue Andrews J.Bilotta opened the Meeting at 6:01pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: None to Approve New Business James "Jim" Ricci is a recently retired Fire Captain returning as a call Firefighter/EMT. Because he has over 30 years of experience, suggested rehiring at a grade 9, step 8 - $27.76. No discussion as all agreed this was justified. Motion by J. Bilotta, Secord by D. Fortune. Approved 3-0 vote. Ashleigh Denio is the candidate for the Administrative Assistant - Conservation department. Based on her education and experience, the recommendation is a grade 8, step 2 FY24 rate $21.86 (starting after 7/1/23-new FY24 rate). W. Bertrand asked A. Burney if she had been told proposed rate already. No additional discussion as all agreed this was justified. Motion by W. Bertrand, Secord by D. Fortune. Approved 3-0 vote. Ongoing Business Job Description Review: 7 positions reviewed. J. Belliveau reviewed rating system - all positions rated using new point/rubric system. There are 12 catagories (knowledge and training, level of experience, supervision required, supervision exercised, accountability, judgement, complexity of position, personal contact/interactions, confidential Information, occupational hazards, work environment, physical demands) are looked at for each position, and supervisors gave the committee input, along with committee discussion and each category was assigned points based on degree needed for the role. Positions reviewed were: -Building Commissioner ===PAGE 2=== - Administrative Assistant (Conservation) - COA Assistant Outreach Coordinator - COA Van Driver - Intermittent Heavy Equipment Operator - Seasonal Cemetery Laborer - Sewer Business Manager J. Bilotta reminded the committee that all positions need this collaborative discussion from committee, and supervisors who are present. All assigned points in each category and total number of points determined, and recorded. D. Fortune and J. Belliveau said the points sit on our new grid will be looked at during later meetings. Public Comment Public Comment –none Committee Comment – J. Belliveau provided the Committee with information regarding the upcoming Board and Committee training on Public Records, Open Meeting Law, and Conflict of Interest on 6/22 at the Senior Center, and referred the Committee to their Town email for further detail. Next meeting Wednesday, July 5, 2023. 6:00pm – In Person Motion by to adjourn meeting at 8:12pm by J. Bilotta Second: W. Bertrand Vote: All in Favor ======================================================================================== DOCUMENT : 2023-07-05-agenda-380.txt BOARD : personnel-committee DATE : 2023-07-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-07-05-agenda-380.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07052023-380 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE HYBRID MEETING WEDNESDAY, JULY 5, 2023 6:00 P.M. Zoom and Town Hall – 2nd Floor - Bilotta Meeting Room 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/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  June 6, 2023  June 13, 2023  ONGOING BUSINESS:  Job Description Revision – Reserve Officer  NEW BUSINESS:  Job Description Review: - Call EMT - Call EMT Intermediate - Call Firefighter - Call FF/AEMT - Call FF/EMT - Call FF/EMT/LT 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148 ===PAGE 2=== - Call FF/EMT/Capt. - Call FF/EMT/Deputy Chief - Call FF/Paramedic - Call Paramedic - Public Safety Coordinator  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-07-05-minutes-380.txt BOARD : personnel-committee DATE : 2023-07-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-07-05-minutes-380.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07052023-380 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: July 5, 2023 6:00pm – Town Hall/Hybrid In Person Attendees: Susan Andrews, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Patrick Sullivan Fire Chief Phone: Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager Absent: Joanna Bilotta W. Bertrand opened the Meeting at 6:08pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: Minutes of the June 6, 2023 meeting and the June 13, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve both sets of minutes from the June 6, 2023 meeting and June 13, 2023 meeting. Second: S. Andrews Vote: All in Favor W. Bertrand made a motion to adjust the agenda to review the job descriptions from the Fire Department to accommodate Chief Sullivan’s attendance in the meeting. Second: S. Andrews Vote: All in Favor New Business: With Chief Sullivan’s assistance the group reviewed the departments job descriptions and identify how it might be assessed using the grading tool. The group covered the following jobs: On Call EMT (590 Pts); On Call EMT/Intermediate/Advance (640 Pts); On Call Firefighter (640 Pts); On Call paramedic (690 pts); On Call Firefighter/EMT (680 Pts); On Call Firefighter/Paramedic (750 Pts); On Call Fire Lieutenant (815 Pts); On Call Captain (850 Pts). The Chief identified that the current Public Safety Coordinator job description should be rewritten and updated. The existing job description was not graded. He also identified that there was an issue in promotions to these on call roles as they are covered by SAP salary grid and sometimes a promotion only moved the employee up by 10 cents. The promotion practice does place employees in the next step closest to the current salary, and at times the amount might be minimal. We suggested that the only way to deal with these types of promotions would be to request an exception to policy and request a step more appropriate to nature of promotion. Ongoing Business J. Belliveau presented an updated job description for a Police Reserve Officer. She had worked the updated role with the Chief of Police to better outline the requirements of the job. D. Fortune made a motion to accept the new job description for a Police Reserve Officer. Second: S. Andrews Vote: All in Favor Public Comment There were neither committee comments, nor public comments during this time. The group attempted to identify the next meeting date, because we didn’t have all members, J. Belliveau agreed to send a note to entire committee seeking the best alternatives for a future meeting. D. Fortune made a motion to adjourn at 8:08pm Second: S. Andrews Vote: All in Favor ======================================================================================== DOCUMENT : 2023-07-19-agenda-397.txt BOARD : personnel-committee DATE : 2023-07-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-07-19-agenda-397.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07192023-397 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE HYBRID MEETING WEDNESDAY, JULY 19, 2023 6:00 P.M. Zoom and Town Hall – 2nd Floor - Bilotta Meeting Room 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 anticipate d 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  July 5, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Reserve Officer  Job Description Review: - Reserve Officer - Library Page - Library Assistant - Staff Librarian - PACC Production Technician - Videographer - Senior Videographer 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-07-19-minutes-397.txt BOARD : personnel-committee DATE : 2023-07-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-07-19-minutes-397.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07192023-397 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: July 19, 2023 6:00pm – Town Hall/phone Hybrid In Person Attendees: Susan Andrews, Wendy Bertrand, Donna Fortune Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Muir Haman, Library Director W. Bertrand opened the Meeting at 6:06pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: Minutes of the July 5, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes from the July 5, 2023 meeting Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business There were no ongoing business issues on the agenda New Business J. Belliveau presented a new hire for Reserve Police Officer. She requested that we consider adjusting the hire into Grade 10 step 8 as the hire was for a recently retired Sergeant from the Lunenburg Police Department, so had extensive skills not normally included in candidates for Reserve Officers. The group agreed this was justification for such an adjustment. Motion by S. Andrews to accept the recommendation of the HR Director to offer the Reserve Office Grade 10 Step 8 from the SAP. Second: D. Fortune Job Description Review of PACC jobs. We covered the following jobs and utilizing the position classification system manual we assigned points as noted: PACC Production Technician (425 pts); Videographer (330 pts); Senior Videographer (420 pts). Job Description Review of Library jobs. We covered the following jobs and utilizing the position classification system manual we assigned points as noted: Library Page (305 pts), Library Assistant (380 pts); Staff Librarian (550 pts). Public Comment There were neither committee comments, nor public comments during this time. The group attempted to identify the next meeting date, because we didn’t have all members, J. Belliveau agreed to send a note to entire committee seeking the best alternatives for a future meeting. D. Fortune made a motion to adjourn at 7:26pm Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-08-23-agenda-370.txt BOARD : personnel-committee DATE : 2023-08-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-08-23-agenda-370.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08232023-370 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE HYBRID MEETING WEDNESDAY, AUGUST 23, 2023 6:00 P.M. Zoom and Ritter Memorial Building REVISED AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being record ed 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 t he 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  July 19, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Videographer  Job Description Review: - Administrative Assistant - IT - Assistant Town Manager/HR Director - Board Clerk/Secretary - Council on Aging Director - DPW Director  Vacation Leave Accrual 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-08-23-minutes-370.txt BOARD : personnel-committee DATE : 2023-08-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-08-23-minutes-370.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08232023-370 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: August 23, 2023 6:00pm – Town Office Annex - Hybrid In Person Attendees: Susan Andrews, Wendy Bertrand (6:45pm), Donna Fortune, Joanna Bilotta Also Present: Julie Belliveau, Asst. Town Manager/HR Director, Heather Lemieux, Town Manager Pauline Roy, COA Outreach Coordinator, Jo McLaughlin, PACC Manager, (Teams) Nancy O’Rourke, Payroll & Benefits Coordinator/Risk Manager J. Bilotta opened the Meeting at 6:03pm with members noted in attendance Public Comment: There were neither committee comments, nor public comments during this time. Approval of Minutes: Minutes of the July 19, 2023 meeting were presented and reviewed. Motion by S. Andrews to accept and approve the minutes from the July 19, 2023 meeting Second: D. Fortune Roll Call Vote: All in Favor Ongoing Business There were no ongoing business issues on the agenda. New Business J. Belliveau presented a new hire exception request from Jo McLaughlin to bring in a new videographer at Grade 3 step 5. This is based on the candidate’s years of experience and additional skills as a certified drone pilot, a great addition to the PAC group. This is a part-time role, and non-benefited. The Committee agreed there was justification for starting at step 5. Motion by S. Andrews to accept the recommendation of the HR Director to offer the videographer Grade 3 Step 5 from the SAP. Second: D. Fortune Roll Call Vote: All in Favor Job Description Review of jobs The Committee reviewed the following jobs utilizing the position classification rating guide, and assigned points as noted: Administrative Assistant – IT (370 pts); Asst. Town Manager/HR Director (595 pts); Board Clerk/Secretary (250 pts); COA Director (685 pts); DPW Director (815 pts) Vacation Accrual Issue Wendy Bertrand put this issue on the agenda to review our current vacation accrual policy. This was triggered when a few employees increased their hours of work as of July 1, 2023. Town employees, under the SAP, accrue vacation time during the year of work, but they are not authorized to use that time till July 1 of the following year, when their entire accrual for the previous year is available for their use. So the employees recently with increased hours at work will not be able to utilize that new accrual till next July when it becomes available to use. It is unclear how long the town has practiced this particular accrual methodology. Additional research will need to be completed to explore if this current practice should be amended in any way. Sue Andrews offered to research this issue further to explore any options. Public Comment There were neither committee comments, nor public comments during this time. The Committee attempted to identify the next meeting date, and targeted September 6 at 6:00pm. They also targeted September 20, 2023 at 6:00pm as another potential meeting date. S. Andrews made a motion to adjourn at 7:59pm Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-09-06-agenda-313.txt BOARD : personnel-committee DATE : 2023-09-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-09-06-agenda-313.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09062023-313 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE HYBRID MEETING WEDNESDAY, SEPTEMBER 6, 2023 6:00 P.M. Zoom and Town Hall – 2nd Floor - Bilotta Meeting Room 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. Vo tes 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  August 23, 2023  ONGOING BUSINESS:  Vacation Leave Accrual  NEW BUSINESS:  Job Description Review: - Executive Assistant to the Town Manager and Select Board - Facilities Director - Land Use Director - Network Administrator - PACC Manager - Payroll/Benefits Coordinator and Risk Manager - Principal Assessor - Treasurer/Tax Collector 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-09-06-minutes-313.txt BOARD : personnel-committee DATE : 2023-09-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-09-06-minutes-313.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09062023-313 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: September 6, 2023 6:00pm – Ritter Building - Hybrid In Person Attendees: Susan Andrews, Wendy Bertrand, Donna Fortune Also Present: Heather Lemieux, Town Manager, Pauline Roy, COA Outreach Coordinator, Nancy O’Rourke, Payroll & Benefits Coordinator/Risk Manager, Bill Bernard, DPW Director Absent: Joanna Bilotta W. Bertrand opened the Meeting at 6:07pm with members noted in attendance. Public Comment: There were no comments from committee members. B. Bernard questioned the type of assessment system that the committee was using, as he felt the weighting of certain job characteristics did not fairly represent how work was actually valued. He had done some research and felt there were better tools available. Approval of Minutes: Minutes of the August 23, 2023 meeting were presented and reviewed. Motion by D. Fortune to accept and approve the minutes from the August 23, 2023 meeting Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business W. Bertrand made a motion to move the discussion of the Vacation Leave Accrual to later in the meeting as we expected J. Bilotta to arrive later, and she would be able to participate in the discussion Second: S. Andrews Roll Call Vote: All in Favor New Business The committee reviewed the following jobs utilizing the position classification rating and guidelines and assigned points as noted: The Ex. Asst. to Town Manager and Select Board was not yet available; Facilities Director (750 pts); Land Use Director (750 pts.); Network Administrator (630 pts.); PACC Manager not yet available; Payroll/Benefits Coordinator and Risk Manager (510 pts.); Principal Assessor (605 pts.); Treasurer/Tax Collector (555 pts). Ongoing Business Vacation Accrual Issue S. Andrews reviewed her discussion with Nancy O’Rourke regarding how vacation accrual was determined across the various employee groups within the municipality. Nancy has been responsible for this benefit during her 12 years with Lunenburg. The current method of accruing has been in place throughout her tenure. The only group that is not treated within the current accrual practice would be any employee that receives a formal contract, predominately the Town Leaders, Police/Fire Chiefs and a variety of employees in the school department. All other employees share the same accrual process, and mostly the same vacation amounts. There were just a few practice variations, but none created any disparity between groups. Each year there are a small number of employees that have changes to their hours of work that allow for increased accruals. The current practice is for the accruals to be earned throughout the year and then become available for use the following July. Employees that change hours, then correctly accrue the newer calculations and per policy, they will be available to be used the following July. As J. Bilotta had not been able to attend this meeting, the group agreed to discuss again at the next meeting. Public Comment There were neither committee comments, nor public comments during this time. The group attempted to identify the next meeting date, and targeted September 20 at 6:00pm. S. Andrews made a motion to adjourn at 8:11pm Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-09-26-agenda-343.txt BOARD : personnel-committee DATE : 2023-09-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-09-26-agenda-343.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09262023-343 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE HYBRID MEETING TUESDAY, SEPTEMBER 26, 2023 5:00 P.M. Zoom and Ritter Building upstairs meeting room 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/89548699384 or From a telephone, dial the toll free number (888) 475-4499 and enter Meeting ID: 895 4869 9384. 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 Ch air. 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 6, 2023  ONGOING BUSINESS:  Vacation Leave Accrual  NEW BUSINESS:  Job Description Review and Rating:  Assistant to the Sewer Business Manager  Reserve Officer  Public Safety Head Clerk Coordinator - Fire  Executive Assistant to the Town Manager and Select Board  PACC Manager  Next steps after rating all SAP positions 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-09-26-minutes-343.txt BOARD : personnel-committee DATE : 2023-09-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-09-26-minutes-343.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09262023-343 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: September 26, 2023 Revised 5:00pm – Ritter Building - Hybrid In Person committee Attendees: Susan Andrews, Wendy Bertrand, Donna Fortune Also Present: Heather Lemieux, Town Manager, Julie Belliveau, Assistant Town Manager/HR Director, Thomas Gammel Police Chief, Bill Bernard, DPW, Paula Bertram Sewer Business Manager, Amanda Moore, Administrative support Police Department, On phone: Patrick Sullivan Fire Chief, Pauline Roy, COA Absent: Joanna Bilotta W. Bertrand opened the Meeting at 5:05pm with members noted in attendance Public Comment: There were no comments from committee members, Paula Bertram spoke about her concerns that the previous leadership in the sewer department had created the job description for the Sewer Business Manager and the current manager and she had changed the role and the previous JD no longer represented the current active role. The committee agreed that the new leadership should adapt the JD as needed and present it to the HR Director for review. Approval of Minutes: Minutes of the September 6, 2023 meeting were presented and reviewed. Motion by S. Andrews to accept and approve the minutes from the September 6, 2023 meeting Second: D. Fortune Roll Call Vote: All in Favor Ongoing Business S. Andrews made a motion to move the discussion of the Vacation Leave Accrual to the next meeting as J. Bilotta was not in attendance and the group wanted her to be able to participate in the discussion Second: D. Fortune Roll Call Vote: All in Favor New Business Job Description Review Chief Sullivan presented an amended job description for the Public Safety Head Clerk he had worked on with the HR Director to update it to include what the current responsibilities are. This role was identified in the SAP but no previous JD was located. S. Andrews made a motion to accept the recommendations of the HR Director to establish this job description for the P.S. Head Clerk Coordinator in the SAP, pending final approval by the Select Board. Second D. Fortune Roll Call Vote: All in Favor Chief Gammel presented an amended job description for a Reserve Police Officer that he had worked on with the HR Director to update it to include what the current responsibilities are. This role now had a variety of certifications that had been added to update it to current requirements. W. Bertrand made a motion to accept the recommendations of the HR Director to amend this job description for the Reserve Police Officer in the SAP, pending approval by the Select Board. Second: D. Fortune Roll Call Vote: All in Favor Heather Lemieux presented an amended job description for the Executive Assistant to the Town Manager and Select Board that she had worked on with the HR Director to update it to include what the current responsibilities are. D, Fortune made a motion to accept the recommendations of the HR Director to amend this job description for the Executive Assistant to the Town Manager and Select Board in the SAP, pending approval by the Select Board. ===PAGE 2=== Second: S. Andrews Roll Call Vote: All in Favor Job Description Rating The committee then reviewed the following jobs utilizing the position classification rating and guidelines and assigned points as noted: Asst to the Sewer Manager (380pts); Reserve Police Officer (775 pts); P. S. Head Clerk Coordinator (475 pts); Executive Assistant to Town Manager and Select Board (475 pts) PACC Manager – not completed at this time. Next Steps The committee agreed that they would now analyze the grid and explore how group ratings complement the different areas, looking for any outliers that may need some reexamination. The group targeted October 17, 2023 as next scheduled meeting. Public Comment There were neither committee comments, nor public comments during this time. D. Fortune made a motion to adjourn at 6.52pm Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-10-04-agenda-3586.txt BOARD : personnel-committee DATE : 2023-10-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-04-agenda-3586.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10042023-3586 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, OCTOBER 4, 2023 6:15 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/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, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Seasonal Cemetery Laborer 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-10-04-minutes-3586.txt BOARD : personnel-committee DATE : 2023-10-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-04-minutes-3586.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10042023-3586 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: October 4, 2023 Revised 6:15pm – Zoom Mtg. Committee Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta Also Present: Julie Belliveau, Assistant Town Manager/HR Director, Bill Bernard, DPW Director J. Bilotta opened the Meeting at 6:21pm with members noted in attendance Public Comment: There were no comments from committee members, nor the public Approval of Minutes: Minutes of the September 26, 2023 meeting were not available for review. Ongoing Business None New Business Bill Bernard reviewed the potential hiring of a Seasonal Cemetery Laborer that was a candidate. He felt the candidate had more experience than they usually found for these roles and suggested that this candidate should be hire in at Grade 4 step 3. He has two openings for this type role and it is a part time role up to 19 hours weekly. J. Belliveau also recommended this request be approved as the references came back very supportive and the candidate had previously worked in a similar role in Lowell. S. Andrews made a motion to accept the recommendation of the Assistant Town Manager/HR Director to make this current hire into Grade 4 Step 3. Second: W. Bertrand Roll Call Vote: All in Favor Public Comment There were neither committee comments, nor public comments during this time. W. Bertrand made a motion to adjourn at 6:26pm Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-10-17-agenda-310.txt BOARD : personnel-committee DATE : 2023-10-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-17-agenda-310.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10172023-310 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, OCTOBER 17, 2023 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/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 26, 2023  ONGOING BUSINESS:  NEW BUSINESS:  Job Description Review and Rating:  PACC Manager 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-10-17-minutes-310.txt BOARD : personnel-committee DATE : 2023-10-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-17-minutes-310.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10172023-310 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: October 17, 2023 5:30pm – Zoom Mtg. Committee Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta, Donna Fortune Also Present: Julie Belliveau, Assistant Town Manager/HR Director, Heather Lemieux, Town Manager, Jo McLaughlin, PAC Manager J. Bilotta opened the Meeting at 5:37pm with members noted in attendance Public Comment: There were no comments from committee members, nor the public Approval of Minutes: Minutes of the September 26, 2023 meeting were reviewed, noted were several minor areas not accurately noted that will be corrected for the record. Motion by W. Bertrand to accept and approve the minutes, with the amended corrections for the September 26, 2023 meeting. Second D. Fortune Roll Call Vote: All in favor Minutes of the October 4, 2023 meeting were reviewed, noted were several minor areas not accurately noted that will be corrected for the record. Motion by W. Bertrand to accept and approve the minutes, with the amended corrections for the October 4, 2023 meeting. Second S. Andrews Roll Call Vote: All in favor Ongoing Business None New Business Amended PAC Manager Job Description J. Belliveau presented a revised job description for the Public Access Cable Manager. This updated role better outlines the responsibilities of the PAC Manager. The committee amended several areas to be clearer about responsibilities of the role. Motion by D. Fortune to accept the recommendations of the Assistant Town Manager/HR Director to amend this job description for the PAC Manager in the SAP. Second: S. Andrews Roll Call Vote: All in Favor Job Description Rating The committee reviewed the following job utilizing the position classification rating and guidelines and assigned points as noted: PAC Manager (660 pts). The employee in that role was present and was concerned the rating seemed to be lower than expected. The employee noted that many more hours were spent on the job than the budget supported (28 hours weekly). The committee felt that several areas might not accurately reflect the roles responsibilities, and would examine that more closely as project proceeds. Public Comment There were neither committee comments, nor public comments during this time. Potential next meeting will be October 24, 2023, at 5:30pm W. Bertrand made a motion to adjourn at 6:33m Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-10-24-agenda-812.txt BOARD : personnel-committee DATE : 2023-10-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-24-agenda-812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10242023-812 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, OCTOBER 24, 2023 5:30 P.M. Zoom and Ritter Building upstairs meeting room 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 joi n 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. 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  October 17, 2023  ONGOING BUSINESS:  NEW BUSINESS:  Vacation Leave Accrual  Discussion on job description consistency with rating guide  Discussion on best way to reevaluate current 'outliers' identified as the following positions: • COA Dietary Aide • COA Van Driver • Seasonal Cemetery Laborer • Beach Director • Recreation Director • PAC Manager • Payroll/Benefits Coordinator/Risk Manager • Treasurer/Collector • Assistant Town Manager/HR Director • Principal Assessor  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-10-24-minutes-812.txt BOARD : personnel-committee DATE : 2023-10-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-10-24-minutes-812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10242023-812 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: October 24, 2023 5:30pm – Ritter Bldg, - Hybrid Committee Attendees: Susan Andrews, Wendy Bertrand, Joanna Bilotta, Donna Fortune Also Present/or or on the call: Julie Belliveau, Assistant Town Manager/HR Director, Pauline Roy, COA, Paula Bertram, Sewer Business Manager, Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager; Dave McDonald, Brett Ramsden J. Bilotta opened the Meeting at 5:36pm with members noted in attendance Public Comment: D. Fortune asked that J. Belliveau update the objectives of the current project of the revision of job descriptions as their appeared to be some confusion on the part of some employees and some town leaders on the project. Dave McDonald addressed the committee on the project, as he felt that the project may not be accurately reflecting the responsibilities of the employees, referencing the sewer department’s recent inputs. He felt that the members of the sewer committee should be included in these discussions. Julie Belliveau then outlined the project objectives, noting the use of a rating tool that has been utilized in other similarly sized municipalities like Winchendon Ma. The tool helps to standardize job descriptions to objectively evaluate the various responsibilities. This current focus is insuring accurate job descriptions that are inclusive of roles responsibilities, rating that role and finally adapting the current leveling system of the SAP to better reflect the roles identified. It is a lengthy process and we are currently in the initial phase of the project, insuring accurate job descriptions. It is not the intent of this project to adversely harm any employee’s current status. Pauline Roy spoke about the previous reference that most of the various town vacation policies were similar. She had researched the various groups and had sent on overview of her findings to the committee previously. She referenced the document and spoke to a variety of differences that she felt warranted additional review by the committee. Approval of Minutes: Minutes from previous meeting not available Ongoing Business None New Business Vacation Leave Accrual As the committee had previously discussed, the method of calculating vacation accrual had several applications that employee felt were neither fair nor equitable. The committee reviewed the current plans, and any options that might easily balance these programs throughout the municipality. Nancy O’Rourke was attending and clarified a series of concerns and possible remedies. Wendy Bertrand offered to be the project lead to research this important issue and come back to the committee with recommendations on a possible remedy. The target of any policy change would be the May 2024 Town Meeting. J. Bilotta made a motion to direct W. Bertrand to research and recommend any changes to the vacation leave accrual policy, back to this committee for final resolution Second D. Fortune Roll Call Vote: All in Favor Job Description Rating Project – Next steps the group believes that we now have examined each SAP job description that is currently active. Several are in process to reexamine and amend as needed, but most are done. S. Andrews and D. Fortune will examine the Benefits Coordinator/Risk Manager JD. D. Fortune will update the current spreadsheet to reflect current active elements so that the group might begin to look ===PAGE 2=== for jobs that don’t seem to fit correctly. We might examine departments as a group, then levels within those departments, or specialized areas such as administrators across departments. Proposed next meeting will examine COA and Library departments Public Comment There was no committee comments, Nancy O’Rourke recommended that while looking at the vacation accrual time we should include sick time as well. Potential next meeting will be November 13, 2023, at 5:30pm; then another on November 28, 2023. D. Fortune made a motion to adjourn at 7:15m Second: S. Andrews Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-11-13-agenda-3522.txt BOARD : personnel-committee DATE : 2023-11-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-11-13-agenda-3522.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11132023-3522 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING MONDAY, NOVEMBER 13, 2023 5:30 P.M. Zoom and Ritter Building upstairs meeting room 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 joi n 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. 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  October 17, 2023  October 24, 2023  ONGOING BUSINESS:  NEW BUSINESS:  New Hire – Assistant to the Sewer Business Manager  Warrant Article language for Annual Town Meeting RE: Section 70-18 & 70-19  Re-rating of positions • Library • COA  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-11-13-minutes-3522.txt BOARD : personnel-committee DATE : 2023-11-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-11-13-minutes-3522.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11132023-3522 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: November 13, 2023 5:30pm – Ritter Building - Hybrid Committee Attendees: Susan Andrews, Joanna Bilotta, Donna Fortune Also Present/or on the call: Julie Belliveau, Assistant Town Manager/HR Director, Nancy O’Rourke, Payroll and Benefits Coordinator/Risk Manager; Bill Bernard DPW Director Absent: Wendy Bertrand J. Bilotta opened the Meeting at 5:38pm with members noted in attendance Public Comment: There were no public or committee comments Approval of Minutes: Minutes from the October 17, 2023 meeting of the Personnel Committee were reviewed Motion by S. Andrews to accept the minutes as presented for the October 17, 2023 Personnel Committee Meeting Second: D. Fortune Roll Call Vote: All in Favor Minutes from the October 24, 2023 meeting of the Personnel Committee were reviewed Motion by S. Andrews to accept the minutes as presented for the October 24, 2023 Personnel Committee Meeting Second: D. Fortune Roll Call Vote: All in Favor New Business The committee realized that the Zoom connection was not working and we were neither connected nor recording. J. Belliveau connected back to the support group and was able to get the connection back at 5:50pm. The committee restarted the meeting and again opened the Public Comment and receiving none also restated the approval of the minutes from the October 17, 2023 meeting and the October 24, 2023 meeting so that the items would be recorded. B. Bernard presented a request to the Committee to offer the Assistant to the Sewer Business Manager candidate a Grade 8, step 4 as she had related experience from her prior employment with another municipality. J. Belliveau also supported this request. Motion by S. Andrews to accept the recommendation of the Assistant Town Manager/HR Director to offer Grade 8 Step 4 to the candidate for Assistant to the Sewer Business Manager. Second D. Fortune Roll Call Vote: All in Favor J. Belliveau discussed the language for a warrant article for the Annual Town Meeting in May, per the Committee’s request, outlining the request to change current practice in paid vacations and sick leave to calculate the time in hours, changing that practice to calculating in days. The Committee discussed the issue as part of an ongoing project that W. Bertrand is leading to examine the SAP vacation and sick leave practices. The warrant discussion was targeting the spring 2024 Town Meeting. The committee felt any discussion regarding how the warrant would be established should be part of the entire project determinations. No warrant preparation is needed at this time. Positions in the Council on Aging were re-examined as a result of the initial grading. With the help of the spreadsheet containing the Committee’s initial grading of each SAP position, the Committee was able to compare levels of similar types of jobs. The Committee quickly noted that each of the COA positions had been given top degree ratings in the area of confidentiality, when similar roles had been graded with lesser ratings. The Committee realized that this was one of the ===PAGE 2=== initial group of positions that were evaluated. As the Committee has learned over time, their initial understanding of different elements of this grading has been amended. As municipalities have significant responsibilities to transparency for public access of information, there is very little confidentiality that employees have access to. Each job role was reevaluated from 100 pts down to 20 pts. in this specific area. The Committee was unable to complete the review of COA positions, as well as Library positions, due to a conflict with the Zoom link. The goal is to complete the reevaluation of these departments at the next meeting. Public Comment There were no comments from the public or the Committee. Next meeting is November 28, 2023 at 5:30pm in-person only at the Ritter Building. S. Andrews made a motion to adjourn the meeting at 6:44m Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-11-28-agenda-6092.txt BOARD : personnel-committee DATE : 2023-11-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-11-28-agenda-6092.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11282023-6092 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, NOVEMBER 28, 2023 5:30 P.M. Ritter Building upstairs meeting room AGENDA 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  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  November 13, 2023  ONGOING BUSINESS:  Continuation of re-rating of COA positions  Re-rating of Library positions  NEW BUSINESS:  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-11-28-minutes-6092.txt BOARD : personnel-committee DATE : 2023-11-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-11-28-minutes-6092.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11282023-6092 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: November 28, 2023 5:30pm – Ritter Bldg, - in person meeting Committee Attendees: Wendy Bertrand, Susan Andrews, Joanna Bilotta, Donna Fortune Also Present Julie Belliveau, Assistant Town Manager/HR Director J. Bilotta opened the Meeting at 5:36pm with members noted in attendance Public Comment: There were no public or Committee comments Approval of Minutes: Minutes from the November 13, 2023 meeting of the Personnel Committee were reviewed Motion by D. Fortune to accept the minutes as presented for the November 13, 2023 Personnel Committee Meeting Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business: The Committee continued to examine the re-rating of the COA positions. D. Fortune and S. Andrews had adapted the current spreadsheet for easier review and the Committee began examining the various roles within each grade level, focusing especially on the COA and library roles as they related to similar roles in each grade level. The Committee identified the following recommendations to be considered with the Department Managers: Dietary Aide: The 11/13/23 meeting identified that Confidentiality seemed to be weighted to high; at this meeting we identified that the description the consultant drafted showed an average weight of up to 30# and the previous description showed up to 60#. Needs to be clarified Asst. Meal Site Manager: The 11/13/23 meeting identified that the confidentiality measure seemed to be weighted too high. No other items identified at this meeting. COA Outreach Assistant: The current JD seems very limited without much content, recommend revision; perhaps we were missing a page? Meal Site Manager: The 11/13/23 meeting identified that the confidentiality measure seemed to be weighted too high; at this meeting we identified that we felt that the work experience should be weighted higher (D2 to D3), and perhaps the supervisor role lower and work environment higher. COA Van Driver: The 11/13/23 meeting identified that the confidentiality measure seemed to be weighted too high. At this meeting we identified both judgment and physical demand seemed to also be too high. COA Outreach Coordinator: The Committee felt that the experience level of this role should be measured higher than noted and the Occupational Hazards might be too high. COA Director: The Committee felt that the experience (D3 to D4) and supervisory measures should be higher (D5 to D6). The Committee had a general discussion on measuring Directors and were there different levels of Directors, example: Beach Director perhaps is more reasonably noted as Beach Supervisor. Library Assistant: The Committee questioned if the level of experience was too high; unclear if this is PT high school student assignment or someone more skilled ie: education HS Diploma or equivalent. Staff Librarian: The Committee questioned that the level of education should be higher i.e. Masters Degree; and that level of experience might be lower? Library Page: There are currently no employees in this category Videographer: The Committee questioned that the Occupational Hazards should be measured higher (D1 to D2). Sr. Videographer: The Committee questioned that the Experience should be higher (D3 = 3-5yrs) Admistrative Asst – Conservation: This description opened a conversation on the differences in these types of roles; each department appears to utilize their employee if various ways utilizing different skill requirements. This will be explored as we move ahead. For now the Conservation role seems to have higher weighting in several areas that seems too high: accountability, judgment, complexity and personal contact. Needs more review. Administrative Asst. – IT: The Committee questioned if this is more a customer service type role rather than administrative Assistant, but ratings seemed appropriate: ===PAGE 2=== New Business None Public Comment There were no comments from the public or the Committee Our next meeting will be December 12, 2023, at 5:00pm Ritter Building W. Bertrand made a motion to adjourn the meeting at 7:28pm Second: D. Fortune Roll Call Vote: All in Favor ======================================================================================== DOCUMENT : 2023-12-12-agenda-6115.txt BOARD : personnel-committee DATE : 2023-12-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-12-12-agenda-6115.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12122023-6115 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING TUESDAY, DECEMBER 12, 2023 5:00 P.M. Ritter Building upstairs meeting room AGENDA 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 brou ght 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  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  November 28, 2023  ONGOING BUSINESS:  NEW BUSINESS:  Sewer Business Manager job description revisions  Committee rating of positions: PACC Production Tech., Exec. Asst to TM and SB, PS Head Clerk Coord., PACC Mgr., Sewer Business Mgr., Seasonal Cemetery Laborer, Payroll and Benefits Coord./Risk Mgr., Treas/Tax Collector, Intermittent HEO, Asst. TM/HR Director, Network Admin., Principal Assessor, Call EMT, Call EMT-Advanced, Call FF, Beach Director  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-12-20-agenda-6133.txt BOARD : personnel-committee DATE : 2023-12-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-12-20-agenda-6133.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12202023-6133 ======================================================================================== ===PAGE 1=== Town of Lunenburg PERSONNEL COMMITTEE MEETING WEDNESDAY, DECEMBER 20, 2023 5:00 P.M. Town Hall meeting room AGENDA 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. 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 P: 978.582.4130 F: 978.582.4148  CALL TO ORDER  PUBLIC COMMENT  Committee  Public  APPROVAL OF MINUTES  November 28, 2023  ONGOING BUSINESS:  NEW BUSINESS:  Sewer Business Manager job description revisions  Committee rating of positions: PACC Production Tech., Exec. Asst to TM and SB, PS Head Clerk Coord., PACC Mgr., Sewer Business Mgr., Seasonal Cemetery Laborer, Payroll and Benefits Coord./Risk Mgr., Treas/Tax Collector, Intermittent HEO, Asst. TM/HR Director, Network Admin., Principal Assessor, Call EMT, Call EMT-Advanced, Call FF, Beach Director  PUBLIC COMMENT  Public  Committee  ADJOURNMENT ======================================================================================== DOCUMENT : 2023-12-20-minutes-6133.txt BOARD : personnel-committee DATE : 2023-12-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/personnel-committee/2023-12-20-minutes-6133.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12202023-6133 ======================================================================================== ===PAGE 1=== Town of Lunenburg Personnel Committee Minutes: December 20, 2023 5:00pm – Town Hall - in person meeting Committee Attendees: Wendy Bertrand, Susan Andrews, Joanna Bilotta, Donna Fortune Also Present Julie Belliveau, Assistant Town Manager/HR Director J. Bilotta opened the Meeting at 5:06pm with members noted in attendance Public Comment: There were no public or committee comments Approval of Minutes: Minutes from the November 28, 2023 meeting of the Personnel Committee were reviewed. Motion by D. Fortune to accept the minutes as presented for the November 28, 2023 Personnel Committee Meeting Second: S. Andrews Roll Call Vote: All in Favor Ongoing Business: None New Business The Sewer Business Manager Job description was not available for review, will be done at next meeting. The Committee began to examine several positions that previously were noted as having some question regarding degree rankings. PACC Production Tech both items in question, Education and Occupational Hazards were determined to be correctly represented. Exec Asst to TM and SB, Personnel Contact was changed from Degree 6 to Degree 4, and Confidential was correctly represented. PS Head Clerk, Confidential was correctly represented. PACC Manager, Experience was changed from Degree 3 to Degree 4. Seasonal Cemetery Laborer was changed in a number of areas; Experience was changed from Degree 4 to Degree 3; Accountability was changed from Degree 3 to Degree 2; Judgment was changed from Degree 3 to Degree 2; Physical Demand was changed from Degree 4 to Degree 3. Payroll and Benefits Coordinator/Risk Manager, the Committee felt that the job description was incomplete and needed to be rewritten. Tax Collector/Treasurer, the Committee found no reason to change current grading. Intermittent Heavy Equipment Operator, Supervision should be noted as Degree 1. Asst. TM/HR Director, Accountability was changed from Degree 5 to Degree 6. Network Administrator, this job description was found to have been correctly graded. Principal Assessor, Supervision Received was changed from Degree 5 to Degree 6, Complexity was changed from Degree 5 to Degree 4, and Personnel Contact was changed from Degree 4 to Degree 5. Beach Director, the Committee felt the title needed to be changed to Supervisor/Coordinator to better reflect the level of responsibility. The final roles were from the fire department and all were left unchanged. Public Comment There were no comments from the public or the committee Our next meeting will be January 17, 2024, at 5:00pm, location to be determined And potential following meeting on January 31, 2024, location to be determined W. Bertrand made a motion to adjourn the meeting at 6:51pm Second: S. Andrews Roll Call Vote: All in Favor