Guidelines

Guidelines for Certain Personnel Actions
The purpose of this memorandum is to set forth guidelines governing the responsibility and authority of various Town boards regarding certain personnel actions.

Responsibility & Authority
These guidelines address 3 types of personnel actions which have potential financial implications and which are presented to various boards and Town Meeting for consideration.

(1) Reclassification of Position Titles
This requested action contemplates the reclassification of a position title to a higher compensation grade. There are 2 types of situations which could involve requests for position title reclassification.
Type 1 - The duties of a position title have not changed, but there is believed to be a pay inequity. for example, the Town Accountant may request reclassification of the position title of Accounting Clerk from compensation grade C7 to C8 based on the existing duties and responsibilities of the Accounting Clerk.
Type 2 - The duties of a position title will be changing significantly, with higher level duties and responsibilities being added. For example the Town Accountant may want to have higher level duties and responsibilities added to the position title of Accounting Clerk and to reclassify the position title to a higher compensation grade.
Reclassifications typically involve adjustments of 1 salary grade and never more than 2 salary grades. Type 1 reclassifications are the responsibility of the Personnel Board and the annual Town Meeting and , if approved, are normally authorized and funded by annual appropriations in Article 4. Requests for Type 2 reclassifications must be approved by the Board of Selectmen and the Advisory Committee as part of the annual budget process, and the Personnel Board must develop a job description and determine the compensation grade for the position title. The Board of Selectmen and the Advisory Committee will consider the operational and budgetary impact, if any, of a Type 2 reclassification, should the request be granted and, if it is approved, they will make their recommendations to the annual Town Meeting. If approved by the Town Meeting, the compensation grade for the position title is changed in Schedule one of the classification and salary plan.

(2) New Position Titles Added to the Classification and Salary Plan
Each new position title to be added to the classification and salary plan must have a job description and an assigned compensation grade. If a department head wishes to create a new position title, he/she must obtain the approval of the Town at the annual Town Meeting.

New position titles may be added in one of 2 ways. A “new position title” may be created and filled. Or, higher-level duties and responsibilities may be added to an existing position, and a new position title established. An example of the first situation would be if the Town Accountant wanted the position title of “Internal Auditor” established and filled. An example of the second situation would be if the Town Accountant wanted the Staff Accountant position title deleted, and the new position title of “Internal Auditor” established, and filled by the incumbent Staff Accountant.

Except in unusual circumstances, a request to create a new position title must be approved by the Board of Selectmen and the Advisory Committee as part of the annual budget process. Requests must also be submitted to the Personnel Board by December 1, to develop a job description and to recommend the compensation grade for the position title. The Board of Selectmen and the Advisory Committee will consider the operational and budgetary impact of the new position title, if any, and, if it is approved, they will make their recommendations to the annual Town Meeting. If approved by Town Meeting, the new position title and its compensation grade are added to Schedule one of the classification and salary plan.

(3) Adding Personnel within an Existing Position Title
A department head may wish to add 1 or more employees within an existing position title listed in Schedule one of the classification and salary plan. Thus, for example, if there is an incumbent in the position title of “Internal Auditor” in the Town Accountant’s Office and if, the Town Accountant wishes to add a second Internal Auditor, no action by the Personnel Board would be required since the position title is already established and the matter would be primarily a budget issue, to be decided by the Board of Selectmen, the Advisory Committee and Town Meeting.

In summary, new position titles, job descriptions and compensation grades are the responsibility of the Personnel Board. the Board of Selectmen, the Advisory Committee and Town Meeting determine whether, as a matter of policy, higher level duties and responsibilities should be added to an existing position title, whether new position titles should be established and filled, and whether additional employees should be hired into existing position titles.

Communications
The Advisory Committee usually learns of the intention of the intention of a department head to take one of the above personnel actions at the time the Department’s budget is reviewed. If the department head is requesting funds pursuant to a requested reclassification of a position title, the Subcommittee Chairman of the Advisory Committee should inform the department head that his request must be approved by the Personnel Board. The Subcommittee Chairman might have an opinion whether the reclassification is warranted from his investigation of the department’s affairs. He should make that opinion known to the Personnel Board either directly to the Chairman or through the Advisory Committee’s representatives to the Personnel Board.

If the department head requests funds for the additional funds for the additional personnel, the department head should be informed by the Subcommittee Chairman to submit his request to the Personnel Board. If the request involves additional personnel the Advisory Committee will vote to add such personnel.

Requests for funds for additional personnel are exclusively the responsibility of the Advisory Committee. The Subcommittee Chairman , however, should inquire of the Personnel Board of its views of the request either directly from the Personnel Board Chairman or through the Advisory Committee’s representatives to the Personnel Board.

October 26, 2000