Personnel Board Chair Maryanne Peabody opened the meeting, and the board voted to revise and submit its annual report in an expanded format by the Sep. 30 deadline.
Grant to assess staffing efficiency: Katherine Ryan, the town’s human resources manager, provided an update on a Community Compact grant, which was applied for in conjunction with the School Department. The grant will focus on evaluating shared functions such as facilities staffing and payroll services. Ryan explained that the grant will allow the town to “review current models and best practices” to determine if consolidating certain town and school services could improve efficiency. The Town has recently received a notice of approval but has not yet received the funds.
Ryan noted that the evaluation and review could involve collaboration with the University of Massachusetts-Boston’s Collins Center for Public Management (www.umb.edu/cpm/).
Wayland hired the Collins Center in 2016 to review the town’s financial structure and policies, and implemented some of the recommendations (www.wayland.ma.us/sites/g/files/vyhlif9231/f/uploads/review_of_financial_policies_and_procedures_-_collins_center_2016.pdf)
Holiday policy discussed: The board discussed revisions to the non-union personnel holiday policy, which would officially recognize Juneteenth and Indigenous Peoples Day. Ryan indicated that this update was necessary to align the non-union policy with recent changes to collective bargaining agreements covering union employees.
Board members debated compensation practices for exempt employees (non-union staff exempt from overtime laws) required to work on holidays. Board member Mary Ellen Castagno questioned whether department heads, such as the fire and police chiefs, would be eligible for additional compensation under emergency circumstances.
“If they’re working a holiday, shouldn’t there be some recognition of that?” she asked.
Ryan clarified that while the town does not provide additional compensation for non-union employees and has no formal flex-time policy, flexible scheduling options may be available in some cases. Board member Paul Morenburg noted that a flex-time policy is dependent on the organization writing the policy. Ryan will investigate what other towns have and report back to the board.
The board approved the revised holiday policy.
Bereavement policy review: The board discussed the need for revisions to other personnel policies, including those governing bereavement and leaves of absence. There was a consensus to review policies from other towns to identify potential improvements.
Peabody pointed out a disparity in bereavement policies, which could potentially favor employees with larger families.
“It seems unfair that someone from a small family might not receive the same benefits as someone from a large one,” she remarked, suggesting the need for a more standardized approach.
The board will continue the bereavement policy review and plans to address the annual leave and vacation policies at future meetings. Ryan indicated that December would the earliest she could provide draft policy updates.
The classification and compensation study was discussed last month and is awaiting the town manager’s approval before a request for proposal will be put out to bid. No date was set.
The board scheduled plans for its next meeting on Dec. 10.
Exempt employees receive a higher rate of pay and should understand that they will, at times, be expected to work holidays or emergencies. I was in HR for 25 years, the last five as Director of Human Resources. The other 15 years as Exempt and the last five as hourly. There were many times that I worked over 40 hours. While I was in negotiations it was not unusual to work until two or three in the morning and still go to work my regular schedule the next day. The cost of paying them even their regular rate would jump the budget quite high. We have a level budget.