Select Board Meeting Minutes 11/7/23
Minutes of the Select Board meeting 11/7/23
Meeting Date: Tuesday November 7, 2023
Meeting Opened at 9:00 am
Select Board members present: Justin Makuc, chair; Susan Cooper, Frank Abbott
Also Present: Melissa Noe, Mike Earl, Rachel Glisper, Mary Aicardi
Call to Order 9:00 am
- Human Resource Director position interviews:
Justin suggested presenting several items that would be required on a regular basis along with items that would be only on an occasional basis. Justin suggested discussing the responsibility of an annual review of all policies. Frank suggested reviewing the handbook along with time to discuss strategic thinking for needs. Susan discussed recent updates and major tasks that had been completed, such as the handbook, and asked if Monterey would not be a high enough priority for an HR Director due to the limited number of current responsibilities. Frank suggested they look for a partner who could be there for a few years.
Justin said that he felt the hourly rate would work in their advantage, and Susan asked if they would be willing to accept variable hours with the position. Justin outlined the responsibilities to include: an annual review and report on policies, quarterly updates to the Select Board, and some ongoing tasks, such as changes to the law. The Select Board discussed possibilities for trainings where appropriate, and reviewed components of the job description that may be required on an as needed basis or more regularly. Susan asked how to determine the number of hours needed. Frank suggested asking the individual how many hours they thought that the tasks would require. Susan presented the question of whether the Town would have to pay for 10 hours a month if not all hours were necessary every month. Justin said that he thought this would have already been brought up prior to the interviews.
- 9:30am: Mary Aicardi of UMass Collins Center
Justin said that the Select Board would like to discuss her proposal and anything she may like to add. Mary said that the Collins Center has worked with the Town in the past. She reported that she leads the HR practice for this center, and the center completes HR classification and compensation, policy reviews, organizational structure reviews, executive recruitment, succession planning, professional development and training. She reported that she worked for the town of Watertown for approximately 9 years and was responsible for all of the Human resources department. She identified several other HR positions she has worked in, and outlined trainings she has completed. Mary said that at the Collins Center they have the option for gradations of pay and circumstances where either one of the assistants at the center could complete the task supervised by her or she could complete the task herself.
Justin said that the job description is more of a scope of services at this time and outlined the annual review of policies and a biennial review of job. Some tasks may be on an on-call basis. Mary discussed some work with other municipalities that was considered small town work and identified that the Town did not want to overpay, but still required services. Mary explained that the Center has indeed worked with other towns in this way. Mary said that by working with a firm they could complete the work on a billable hourly rate and the rate includes all the overhead. Susan asked what trainings may be offered for personnel development, as the town has begun offering trainings and would like to see this practice continue. Mary said that they have a six-part training that includes topics such as communication, self-management, performance management, and discipline. Mary said they also work with the MMA regarding trainings and said that they should have a baseline training where she can meet the staff.
- 10am: Mike Earl and Rachel Glisper of GovHR
Mike said that he was a senior VP with GovHR Gov Temps, which is a national firm with a strong presence in the Northeast, particularly Massachusetts. Mike said that Rachel lives in Massachusetts and has done a lot of work within the state. Mike said they do interim replacement and are based in Illinois. Rachel said she has been with Gov HR for approximately two years as a consultant. She said that she can work on the HR assessments with municipalities and recruitments. Rachel started with the Massachusetts parole board and moved to eventually the HR Director with the Town of Needham, MA. She said that more recently her experience has been with the public sector. Rachel said on the side she does do some DEI consulting and some coaching.
Justin reported that some of the recurring items for the Town include: a review of the Town’s policy and procedures annually, quarterly board meetings, improving personnel policies, and other items required on an as needed basis, such as recruitment. Justin said that some weeks more hours may be needed than others. Rachel said that the fluctuating schedule would work for her. She asked about the needs for the policy review. Justin said that the Handbook was currently being completed. Justin shared the history of how the work has been completed in the past and said that they only obtained an HR Director approximately a year ago but reported that she accepted a full-time position. Justin said that the Board was proposing that the HR Director may review the Employee Handbook annually along with any other policies.
Susan asked what types of trainings Rachel that has done that may be beneficial for Monterey. Rachel said that she would see what trainings would be beneficial and said that some bias training may be helpful. She also suggested training for policy changes. Mike discussed training options that the company offers as well. Frank asked if there was a direct way for employees to either email or call. Rachel said that she wanted to ensure that this would be a continued service. Susan shared that more recently the Board has reviewed compensation and benefit packages and would like to ensure that this can be continually maintained and reviewed to ensure that they could maintain competitiveness. Justin asked if the Town would work solely with Rachel or if some tasks would be outsourced. Mike said that it would be as though Rachel would be working solely for the Town, but if additional support was needed then Gov HR could provide that support. Rachel asked if Monterey worked with Counsel, and Justin explained the process should counsel be required. Justin said that there was not currently a minimum or maximum number of hours, with the assumption that a few hours a week would be required to start with a potential maximum of eight hours a week. Susan stressed that documents that have been recently updated be maintained.
Discussion of the interviews
Susan said that she appreciated all of the trainings that Mary discussed during her interview. Justin said that Rachel seems qualified, and Mary seems like she has a good sense of the area and the needs of the Town. Melissa said that the Collins Center has a better idea of the needs of the Town. Susan suggested modifying the scope of services document to outline the actual needs of the Town. Justin suggested discussing it more next week, and Susan talked about reaching out to Counsel. Susan said that they need to ask Donna if they can hire or need to go through a different process and said that the Board needs to re-define the scope of services. It was agreed to move forward with hiring the Collins Center as a human resources consultant.
2. Accept Beartown Mountain Road bid
The Select Board reviewed the Beartown Mountain Rd. bid and discussed the differences in cost regarding the materials. Melissa reported that one of the companies was utilizing local resources which cut down on the cost.
Justin moved that based on the recommendation of Foresight to award the Beartown Mountain Rd. property to the low bidder Rifenburg Contracting corporation. Frank seconded. Call a vote: Susan-yes, Justin-yes, Frank-yes.
3. Draft Financial Reserve Policies and Procedures
Justin said that this will be discussed at next week’s meeting with the Finance Committee. Susan said that they could look at the policy prior to the joint meeting.
4. Town Administrator Items:
a. Rural and Small-Town Development Fund Grant for $446,000
The Town was awarded $446,000 for a small-town development grant for the Sandisfield Rd. culvert project. Melissa and Jim wrote the grant, and the work will hopefully be completed next spring and summer.
5. Unanticipated business
Melissa reported that there was a letter of support to MBI (Massachusetts Broadband
Institute) that needed to be signed.
Justin spoke with Dennis about the infrastructure building and said that since they are already working with MBI on the digital equity planning program, would Dennis mind attending the technical assistance webinar that Justin was unable to attend. Dennis is going to investigate other resources.
The Select Board secretary put in her resignation and will be finished on December 2nd, 2023. The Select Board discussed whether the position should include completing minutes and other small tasks for the other boards or just for the Select Board. Melissa will reach out to Laurie to discuss the position and the exit interview.
Melissa presented the Select Board with the reimbursement request for the Chapter 90 funds to sign.
6. Comments & questions from the public
There were no comments or questions from the public.
7. Approve minutes of 10/24/23 and 10/31/23
Susan made a motion to approve the minutes from 10/17/23 as amended. Justin seconded. Call a vote: Justin-yes, Frank-yes, Susan-yes.
The Select Board will review the minutes from 10/24 and 10/31 during the next Select Board meeting.
Justin made a motion to adjourn the Select Board meeting. Susan seconded. Call a vote: Justin-yes, Frank-yes, Susan-yes. Meeting adjourned at 11:05am.
Documents used at the meeting:
- Draft human resources job description
- Human resources proposals from Collins Center and GovHR
- Beartown Mountain Rd. Bid
- Rural and Small-Town Development Fund Grant notification letter
- Letter to MBI