Print
Share page with AddThis

Personnel Sub-Committee - Special Meeting Minutes - June 1, 2015

Meeting date: 
Monday, June 1, 2015

BOARD OF SELECTMEN

Personnel Sub-Committee – Special Meeting

Monday June 1st, 2015

6:00 P.M. – Simsbury Public Library – Program Room 1

725 Hopmeadow Street

MINUTES

  1. Call to Order

The meeting was called to order at 6:04 pm.  Sub-Committee Chair Chris Kelly and Sub-Committee members Cheryl Cook and Sean Askham were present.  Director of Administrative Services Tom Cooke and Deputy Director of Administrative Services Sean Kimball were also present.  Building Inspector Henry Miga was present to answer questions about the proposed changes to position descriptions.

  1. Pledge of Allegiance
  1. Public Audience

Joan Coe spoke at public audience.  She stated that the Deputy Building Official position should not receive any benefits.  She also stated that the Sub-Committee should not have any meetings about Charter Revision and that it should move forward with appointment of a Charter Revision Commission and vet the appointments of the Commission to make sure the appointees support moving forward with a Town Manager form of government.

  1. Approval of Minutes of February 9th Special Meeting

       Approval of Minutes of March 23rd Regular Meeting

       Approval of Minutes of April 27th Regular Meeting

There were not changes to Minutes for the meetings on February 9, March 23 and April 27, 2015.

  1. Approval of Job Description Updates
  1. Building Department Specialist

Mr. Kimball explained that duties of the existing Administrative Secretary II – Building had increased in complexity and scope and that the proposed changes to the title, job description and salary range were necessary to bring these categories in line with the existing job functions.  He pointed out that the proposed changes had been raised during the budget process and that the budget for FY2016 included the necessary funds.  Ms. Cook asked whether the change would require the addition of other personnel and Mr. Cooke responded that no additional personnel were necessary.  He added that the increasing need for technical skills and the use of judgment justified the proposed changes.  After further discussion of the content of the position, Mr. Askham moved recommendation of approval of the changes to the full Board of Selectmen.  Ms. Cook seconded the motion and it passed unanimously.

  1. Assistant/Deputy Building Official

Mr. Kimball explained the basis for changing the position description for Assistant Building Official to Deputy Building Official, noting that the proposed position included expanded responsibilities and the authority to act on behalf of the Building Official in his absence.  Mr. Miga explained that the position over time has required a greater knowledge of codes and an increasing number of certifications which are difficult to obtain.  He stressed that the Town’s ability to respond promptly to requests for inspections was dependent upon approval of the proposed changes.  Mr. Kimball explained that the number of hours was minimal and did not qualify the position for benefits; and he added that the Board of Selectmen had budgeted for the position as revised in the budget for FY2016.  Mr. Askham moved recommendation of approval of the changes to the full Board of Selectmen.  Ms. Cook seconded the motion and it passed unanimously.

  1. Review Time Frame and Structure of Charter Revision

Mr. Kelly reviewed the time frame for and structure of a Charter Revision process referring to a summary of information previously provided by Town Counsel.

  1. Develop Draft Charge for Charter Revision

Mr. Kelly stated that as part of the process recommended by Town Counsel, the Sub-Committee had requested input from Town Staff, Boards and Commissions concerning possible areas for review and change as part of a Charter Revision process and for inclusion in a Board of Selectmen charge to the appointed Charter Revision Commission.  Mr. Askham asked whether the charge to the Charter Revision Commission needed to be given at the time of its appointment or whether it could be provided after appointment and during the Commission’s deliberations.  Mr. Cooke stated that he would contact Town Counsel and obtain an answer.

The Sub-Committee proceeded to review the recommendations of Town Staff, the recommendations it had developed at its previous meeting and the charge to the Charter Revision Commission dated July 22, 2004.  Noting that many of its recommendations would depend upon whether or not the Commission itself would recommend a change in the form of government and that there were a variety of forms to be considered, the Sub-Committee identified areas for review without specific recommended changes.

The Sub-Committee identified a list of recommendations which is attached hereto.  It asked Mr. Cooke to work with Mr. DeCrescenzo on creation of a charge to a Charter Revision Commission that would require the Commission to address the issues raised.  It also asked Mr. Cooke to obtain a recommendation Town Counsel concerning the amount of time necessary to address the items included in the charge and the appropriate number of Commission members for appointment.

  1. Adjourn

Mr. Askham moved adjournment of the meeting.  Ms. Cook seconded the motion and it passed unanimously.  The meeting adjourned at 7:16 pm.

 

DOCUMENTATION PREPARED BY SUB-COMMITTEE:

 

The Personnel Subcommittee was requested to formulate a recommended scope of review for the Board of Selectmen’s consideration and possible approval.  The recommendations made by the sub-committee address ideas suggested by staff and considered by the Personnel Sub-committee.

Some recommendations follow:

 

  • Allow town officers to execute contracts under their jurisdiction.
  • Review the budget referendum and budget calendar (address the dates and timelines for the budget public notices.
  • Review required content for budget public notices
  • Review combining the Planning and Zoning Commissions into one commission
  • Review terms of Board of Selectmen, First Selectman, and all Boards and Commissions (Section 302)
  • Review form of government (First Selectman, Town Manager, and variations thereof).  With any changes identify:
    • Impact on terms and election process
    • Separation of powers
    • Integration of other boards and commissions, especially the Board of Finance
    • Any impact upon other processes and boards; ie Board of Finance
  • If commission recommends no changes to form of government; clarify the duties and responsibilities for First Selectman (502)
  • Review the permanent subcommittees contained within the Charter (601)
  • Review and update the permanent staff positions within the Charter (704)