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Home My WebLink AboutBOS MINUTES 07-20-2016Board of Selectmen Workshop Minutes RECEIVED July 20, 2016 T0,41 CLERKS OFFICE Present: Jess Aptowitz, Chairman; Frank DelVecchio, Vice- ChairJ194, Ucfi7el 1 dr(Uftlge, Clerk; George Dentino, Steve Schoonveld, and William Ross, Town Manag1r/,lns F! l'-;_ D Chairman Aptowitz opened the meeting at 7:00pm. � " A. S S A f � tJ 5 t, } IJ Present before the Board is MIS Director Sacha Zlatkova who is presenting the update to the Town's website. Chairman Aptowitz gave a brief history as to the process of the update referencing former Selectman Doug Annino's collaboration with Ms. Zlatkova. Update of Town Website Ms. Zlatkova noted this to be an in -house project worked on by herself, Doug Annino (aesthetics) and Finance Director John Stanbrook (functionality). The foundation for the website is moving to Content Management System (CMS) which is the standard for the industry, allows for multiple editors and improves security. Ms. Zlatkova explained that a template will be created for each Department where a dedicated authorized user will be able to update its page. Mr. Ross asked if there will be a footprint as to who is making changes to which she noted yes but it should only be the assigned user. Ms. Zlatkova went on to explain this will function by Word Press technology which is an open source technology (similar to Facebook and Twitter). It is a free software system with the only purchase being thee plug -ins totaling $900. Ms. Zlatkova went through the Home Page referencing the tabs: About Us, Residents, Businesses, Schools, Town Government, Public Safety and Contact Us. Chairman Aptowitz noted the website should reflect the most popular reason for going to the website while Mr. Schoonveld suggested looking at the most visited sites on the current website. Upon review the Board suggested the following: • Create additional tab for Forms • Combine trash pickup /recycling groupings under Residents • Create Budget /Finance tab. Mr. Stanbrook noted that from a recent meeting it was announced a grant has been received for the Visual Budget allowing for imbedding which takes it to the next level. • Create Historical/History tab • Recreation grouping under Residents • Link for ALL Boards /Committees minutes • Link to company hosting Codification through Town Clerk's office Chairman Aptowitz suggested a discussion with Police and Fire Chiefs about creating their own websites. With regards to Schools Mr. Ross will speak with Superintendent Gianetti with regards to what it would like to see linked from the Town's site. Board Of Selectmen's Workshop July 20, 2016 Pagel of 3 Ms. Slatkova will email a user name and password to each of the Selectmen so that they can explore the site. It was decided that the Town Manager's office will control the Home Page content. Mr. DelVecchio asked what is lost /gain from outsourcing the site to which Ms. Zlatkova explained she and her Department would gain time to work on the many other projects but would loose control of content as an outsourcing company could not keep up to date with all the changes on a timely basis. It was Ms. Zlatkova's hope that once the Board decides to approve the site she would be ready to go live immediately. The Board suggested an email to Department Heads to clean up the content on its current page and then to begin the process of training. It was the hope to go live by mid - September. Personnel Policies Patti Firing, HR Director, is present before the Board to review the Personnel Policies. Mr. Ross noted this to be an exercise in bringing the policies up to date and providing order out of chaos. Ms. Firing noted she is trying to create a communicate process and compliance in one place so that an employee is able to have a document laying out expectations. Ms. Firing noted this document has not been updated since 1999. Ms. Firing referenced an excel spreadsheet providing tracking of each and every section explaining history and change. Mr. Trowbridge led the charge of going through the document by page: • Welcome (page 2): should say Selectmen/Town Manager to change policy as the Selectmen are policy makers. Mr. Ross felt it should state Selectmen and /or Town Manager Chairman Aptowitz is concerned the unions would use the document against the Town. Ms. Firing noted that Town Counsel has reviewed the document. Mr. Trowbridge noted the only financial cost to the Town is the "sick pay buy back ", which he felt should not be a policy but part of a contract. • Mr. Schoonveld noted the reference of an asterisk should apply throughout the document • Whistle Blower (page 6) can whistle blower approach Town Counsel? policies /manual should appoint a person • Media Relations (page 6) Mr. DelVechhio wanted reference to social media and media relations. Ms. Firing suggested combining the two to fall under Mr. Ross for discretion. Mr. Dentino asked how that would be enforced to which Mr. Ross will make the policy available to everyone and assign representatives for each department. Ms. Firing defined the clarification of speaking on behalf of Town would need Town Manager approval and criteria would be speaking from a position on Town matters is the difference. • Town Data (page 10) Mr. Schoonveld suggested a policy protecting Town data with a requirement of using Town email when conducting Town business. • Smoking (page 11) asked for limit to which Mr. Ross noted two breaks per day • Unacceptable (page 13) are they in contracts to which Ms. Firing noted they are not. • Dispute Resolution (page 15) Mr. Trowbridge questioned if a time frame should be referenced. Ms. Firing noted Federal /State has timing which the Town cannot interfere but could institute a reasonable time frame. Board Of Selectmen's Workshop July 20, 2016 Page 2 of 3 • Outside Employment (page 17) asked about part- timers suggested hours could not conflict with Town job r • Compensation (page 23) pay period pay frequency Mr. Ross noted two groups are left to negotiate with all other groups agreeing to bi- weekly and will coordinate with Schools from there • (page 25) Ms. Firing noted the Board approved the policy in 2011 only contract is supervisory and limited to one week • Overtime Pay (page 26) Mr. Trowbridge would like a new interpretation. Ms. Firing explained FLSA recently updated but only changing the test of who is entitled but did not change amounts. Town required to review its positions and salaries. Does not take effect until December, 2016. • Spending Accounts (page 29) Ms. Firing explained this is IRS guidelines. • Tuition Reimbursement (page 31) insert language of an accredited university • Death of Employee (page 32) Mr. Trowbridge questioned if this was an old or new policy to which Ms. Firing noted an old policy • Sick Leave Return To Work (page 34) Mr. Trowbridge questioned the 173 days which is existing language. Would require renegotiation. • Bereavement (page 36) is a reflection of non - familial which Mr. Ross has discretion • Ms. Firing explained that the Policies are strictly compliance related with only Computer and Vehicle as Board Policies. It was sug�ested to make the appropriate changes and for the Board to approve at its meeting on August l Ot . Ms. Firing will circulate the Policies to the Board again. A portion of this meeting focused on a discussion amongst the Board regarding Comp Time and who is eligible. Motion: to adjourn (Trowbridge/DelVecchio) PASSES: 4 -1 (Schoonveld, Nay) Workshop adjourned at 9:48pm. Signature U /tdw Documents used in this meeting: Presentation of Town Website Personnel Policies Board Of Selectmen's Workshop July 20, 2016 Page 3 of 3 Rlabza Date