741 Colonel Ledyard Highway

Ledyard, CT 06339

TOWN OF LEDYARD

Administration Committee

Meeting Minutes

http://www.ledyardct.org

Chairman Kevin J.

Dombrowski

Regular Meeting

Wednesday, October 11, 2023

5:30 PM

Town Hall Annex- Hybrid Format

In -Person Location goes here

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CALL TO ORDER

the Meeting was called to order by Councilor Ingalls at 5:30 p.m.

at the Council Chambers Town Hall Annex Building.

Councilor Ingalls welcomed all to the Hybrid Meeting. She stated for the Town Council

Administration Committee and members of the Public who were participating via video

conference that the remote meeting information was available on the Agenda that was

posted on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Councilor Andra Ingalls

Councilor Mary K. McGrattan

Councilor Whit Irwin

Present:

In addition, the following were present:

Marisa Iannella- RodriguezDirector Human Resources

Jennifer Smith Library Director

Roxanne MaherAdministrative Assistant

III.

IV.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

APPROVAL OF MINUTES

MOTION to approve the Administration Committee Meeting Minutes of September 13,

2023

Moved by Councilor Irwin, seconded by Councilor McGrattan

VOTE: 3 - 0 Approved and so declared

APPROVED AND SO DECLARED

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

VI.

OLD BUSINESS

Any other Old Business proper to come before the Committee

None.

VII. NEW BUSINESS

MOTION to approve proposed updates to the Director of Finance Job Description as

presented in the draft dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Director of Human Resources Marisa Iannella-Rodriguez explained that she

was working to complete the process to have a number of job descriptions finalized and

approved. She stated that most of the job descriptions that were being presented this

evening were updated prior to her arrival in April, 2023 and were posted in a “Draft”

format to advertise and fill positions. However, she stated that they were not forwarded

to the Town Council at that time for their review and approval, which was the reason

some of the Draft dates were from a year ago.

Councilor McGrattan noted that many of the “Director” positions were Mayor

Appointments explaining that when a new Mayor was elected that they could remove

those who were Department Directors, such as the Finance Director, Public Works

Director, Town Clerk, and others to appoint the individuals that they would like to have

on their staff. Therefore, she questioned whether this should be stated in the Job

Description, so that those who were applying for a Director’s position would know that

upfront. Director of Human Resources Marisa Rodriguez noted that the positions that

were the Mayor’s direct appointments were addressed in Chapter VI of the Town

Charter. She also explained that the job descriptions state that the Mayor was the

Director’s immediate Supervisor. Therefore, she suggested that rather than include

language to address the hiring/appointing authority in the Job Descriptions that during

the interview process they explain that the Director was an “At Will” position appointed

by the Mayor.

Councilor Ingalls stated in reviewing the Job Descriptions that the formats were not

consistent. Therefore, she stated that although she did not have any questions regarding

the Finance Director’s duties and responsibilities presented in the draft this evening that

she would suggest that format for all the Job Descriptions being reviewed this evening

be reformatted for consistency.

The Administration Committee agreed that format of the Job Descriptions should bee

consistent noting the following:

Headings be Bold and CAPITALIZED

Bullets be used to note the “Essential Job Functions”

Include the following two statements:

(1) *****The duties listed above are intended only as illustrative of the

various types of work that may be performed. The omission of

specific statements of duties does not exclude them from the position

if the work is similar, related or a logical assignment to the position.

*****

(2) ****This job description does not constitute an employment

agreement or contract between the employer and the employee and is

subject to change by the employer as the needs of the employer and

requirements of the job change.****

VOTE: 3-0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve proposed updates to the Director of Human Resources Job Description

as presented in the draft dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Director of Human Resources Marisa Iannella-Rodriguez explained that this

was the draft Job Description that was posted when she applied to the Town for the

position. She stated that she was not involved in updating the job description.

The Administration Committee agreed that they did not have any questions about the

duties and responsibilities that were included in the draft Job Description. They noted

one punctuation which was to add a comma to a paragraph in the Essential Job

Functions Section as noted below:

ESSENTIAL JOB FUNCTIONS:

· Manages and evaluates the Town's employee health, dental, life insurance and

benefit programs, including retirement, employee assistance and wellness

programs, and deferred compensation plans. Where necessary, work in

conjunction with outside consultants or legal counsel for support in these

areas".

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

RESULT:

Whit Irwin

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve proposed updates to the Administrator of Emergency Services Job

Description as presented in the draft dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Councilor McGrattan provided some background regarding the

establishment of the Administrator of Emergency Services position. She explained

during Mayor Fred Allyn’s, Jr., term that he found that the emergency services

volunteers needed some assistance with the paperwork and other requirements

associated with the operations of the Fire Departments, and at that time, the Ledyard

Volunteer Emergency Squad (LVES-Ambulance); and therefore, he worked to

establish the Administrator of Emergency Services. She noted the Administrator of

Emergency Services would be a paid position and would act as a Liaison between the

volunteers and the Mayor’s Office. She stated initially the Emergency Services

Volunteers were not happy with the decision. However, she stated they have finally

settled down and the operations were running smoothly.

Administrative Assistant Roxanne Maher noted that Mr. Steve Holyfield was the

Administrator of Emergency Services and that he supports both the Ledyard Center

Fire Department and the Gales Ferry Fire Department with preparing and submitting

grant applications, purchase orders, submitting Legislative Files to the Town Council,

the management of their apparatus replacement schedule and many other

administrative duties to both support and to relieve the volunteers from having to do

this work.

Councilor Irwin provided clarification noting that the Administrator of Emergency

position was not posted, stating that the position was currently filled; and they were just

updating the Job Description.

Director of Human Resources Marisa Iannella-Rodriguez stated that the town’s current

Administrator of Emergency Services Steve Holyfield has been working under the Job

Description as presented this evening. She noted that she did not make any edits to any

of the job descriptions that were being presented this evening.

The Administration Committee agreed that they did not have any questions regarding the

duties and responsibilities as presented in draft Administrator of Emergency Services

Job Description.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve proposed updates to the Building Official as presented in the draft

dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Councilor McGrattan noted recently the town has had difficulty hiring land

use officials. Therefore, she questioned whether the draft Job Description included any

special licenses or certifications that would be restrictive enough to prevent someone

who may have the experience but not all of the certifications from being considered for

the position.

Director of Human Resources Marisa Iannella-Rodriguez stated that the language in the

proposed Job Description stated that they would “prefer” certain education and

certifications, as not to be too restrictive in attracting a candidate pool. She stated it has

been very challenging to fill the land use official positions in Southeastern Connecticut,

explaining that there was a lack of interest in this field of work.

VOTE:

3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve proposed updates to the Zoning and Inland Wetland Official Job

Description as presented in the draft dated October 11, 2023.

Moved by Councilor McGrattan, seconded by Councilor Irwin

Discussion: Councilor McGrattan requested clarification noting that the Zoning and

Inland Wetlands Official would be supervised by the Land Use Director. Therefore, she

questioned whether Juliet Hodge was the Town Planner or the Land Use Director.

Director of Human Resources Marisa Iannella-Rodriguez explained that Juliet Hodge’s

title was Land Use Director, noting that she was the Town Planner and provided

supervision to the Zoning and Inland Wetlands Official and the Building Official.

Councilor Ingalls noted under section titled “Experience and Training” that the

following language has been added to the Zoning and Inland Wetland Official Job

Description:

Certification by the Connecticut Association of Zoning Enforcement

Officers

(C.A.Z.E.O) within 2 years of date of hire and certification by the

Department of Environmental Protection (DEP) of having attended

Inland Wetlands and Watercourses Commissioner/Agent Training -

Segments I, II, III.

Councilor Ingalls noted in the past the person had to have their C.A.Z.E.O to be hired for

the Zoning and Inland Wetland Official. However, she stated that the town can now

hire an individual while they were in the process of obtaining their Certifications while

they were working in field.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Whit Irwin

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve proposed updates to the updates to the Youth Services Coordinator as

presented in the draft dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Councilor Ingalls noted that the Supervisor of the Youth Services

Coordinator was being changed from the Mayor to the Nursing Administrator.

Director of Human Resources Marisa Iannella-Rodriguez explained the Supervisor was

changed from the Mayor to the Nursing Administrator to provide more focused

oversight.

Councilor McGrattan stated with the discontinuation of the Ledyard Visiting Nurse

Association that the town no longer had a Nursing Administrator. Ms. Rodriguez stated

that Karen Goetchuis was the Nursing Administrator. Councilor McGrattan stated it was

her understanding that Ms. Goetchuis was overseeing the School Nurses and that she

was also the Municipal Agent for the Senior Citizens Center.

The Administration Committee reviewed the Job Description noting the following:

NATURE OF WORK

This is highly responsible, professional and administrative work includes

developing, implementing, supervising and evaluating education, counseling, and

services for youth and their families. The Youth Services Coordinator ensures and

provides counseling, therapy, and intervention services for “at-risk” (i.e. truant,

delinquent, neglected, abused) children, youth, and their families

Councilor McGrattan addressed the section titled “Experience and Training” and the

requirement to have a Master’s Degree. She commented that the town may have

difficulty replacing Youth Services Coordinator Kate Sikorsky-Maynard, noting that she

did not have a Master’s Degree when she began working for the town. She went on to

note that the town had difficulty finding Counselors with a Bachelor’s Degree to fill the

per diam positions that were added using the American Rescue Plan Act (ARPA)

Funding. She suggested they strike the word “Possession of” and state the following:

“Master’s Degree is preferred”.

Director of Human Resources Marisa Iannella-Rodriguez agreed that making those

language changes would provide some flexibility in working to fill the position in the

future.

Councilor Ingalls stated because of Ms. Sikorski-Maynard’s education the town has been

able to utilize intern College Students who were in the Master’s Program because Ms.

Sikorski-Maynard could supervise them. However, she stated someone with a lower

qualification would not be able to provide that level of oversight; and therefore, Ledyard

would lose out on that opportunity. She stated when she served on the Social Services

Board, which was over ten-years ago, that Ms. Sikorski-Maynard had her Master’s

Degree at that time and was supervising students who were working on their Internship.

She stated that she agreed with the thought that requiring a Master’s Degree could

potentially be too restrictive in trying to fill the position in the future. However, she

stated, should the town lose Ms. Sikorski-Maynard that the town would have to

reevaluate the service and the climate, noting that this would be true for any position.

Councilor McGrattan stated that she agreed noting that many positions have evolved

over time. Councilor Ingalls stated that she would agree with using the word “preferred”

as noted below:

EXPERIANNCE AND TRAINING

Possession of a Master’s Degree is preferred in counseling, marriage and family

therapy, psychology, social work, or a closely related field, and four years of

full-time employment experience serving youth and families. Appropriate candidates

will also hold a professional license in their professional field. In addition,

candidates must have completed the Supervisor Education and Training required by

their profession to provide supervision toward licensing of unlicensed staff and

students”.

Director of Human Resources Marisa Iannella- Rodriguez stated that the Administration

Committee made some good points this evening. However, she stated that the town was

not trying to recruit at this time, noting that they were working to clean-up the Job

Description and finalize what they have in-place, stating that the proposed job

description updates reflected what the town currently had. She stated when they have to

recruit to fill this position that they could review the job description relative to the

town’s needs at that time. She explained when the town advertised a job opening that

they could change the education or other requirements in the description, while they

were working to develop the formal job description.

Councilor Irwin stated he agreed with the using the word “preferred” noting that an

individual could have many years of experience that would equate to being able to

supervise, and all the other functions. He noted the importance of having a balance

between work experience and education.

The Administration Committee agreed to the changes they noted this evening (see

above) as “friendly amendments”.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve Assistant Librarian I- Adult Services job description as presented in the

draft dated October 11, 2023.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Library Director Jennifer Smith stated the Library has been working to

update the Job Descriptions to clarify the title of the positions because they were all very

similar noting that they had:

Librarian Assistants

Assistant Librarians

Ms. Smith stated the proposed Job Description update was to change the name of the

position to better reflect the job.

Councilor Ingalls addressed the section titled “Physical Demands” noting the following

paragraph:

“The employee must be free from mental and physical disorders which

would interfere with performance of duties as described and have the

ability to maintain composure with the public and coworkers in

everyday stressful and emergency situations.”

Councilor McGrattan stated suppose a person does have mental health issues, but was on

medication and was controlled.

Director of Human Resources Marisa Iannella-Rodriguez stated the language Councilor

Ingalls noted was antiquated, and she explained under the American with Disabilities

Act (ADA) if someone could perform the essential duties of the position with or without

an accommodation that they have to be considered for employment, which was what the

town followed.

Library Director Jennifer Smith stated that the language was in place from the existing

job description; and she suggested the language be consistent and in compliance with

American with Disabilities Act (ADA). Ms. Iannella-Rodriguez stated it would make

more sense to include language pertaining to the employees “ability to maintain

composure with the public and coworkers in everyday stressful and emergency

situations.” on the town’s employment website and not necessarily within all of the

job descriptions.

The Administration Committee agreed to strike the following paragraph:

“The employee must be free from mental and physical disorders which

would interfere with performance of duties as described and have the

ability to maintain composure with the public and coworkers in

everyday stressful and emergency situations.”

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to approve the Library Associate job description as presented in the draft dated

October 11, 2023.

Moved by Councilor McGrattan, seconded by Councilor Irwin

Discussion: Councilor Irwin questioned the difference between the role of the two

Library Job Descriptions presents this evening.

Library Director Jennifer Smith explained the following:

Assistant Librarians were often in-charge during her absence.

Library Associates were part-time non-union employees who typically work 7 - 14

hours per week.

Ms. Smith stated that the main change to the Job Description was to change the name of

the position, noting that it was being updated from Library Assistant to Library

Associate.

The Administration Committee agreed to strike the following paragraph:

“The employee must be free from mental and physical disorders which

would interfere with performance of duties as described and have the

ability to maintain composure with the public and coworkers in

everyday stressful and emergency situations

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Whit Irwin

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

It was noted that although some of the Job Descriptions that were addressed this evening

did not have any substantive changes, they would all be dated October 11, 2023 because

the formatting would be adjusted to provide consistency.

Councilor Ingalls thanked Ms. Rodriguez and Ms. Smith for attending tonight’s meeting.

Ms. Iannella- Rodriguez and Ms. Smith left the meeting at 6:06 p.m.

MOTION to reappoint Mr. Eric Treaster (R) 10 Huntington Way, Ledyard, to the Board of

Assessment Appeals for a four-year term ending December 5, 2027.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Councilor Ingalls stated that Mr. Treaster was interested in continuing to serve

on the Board of Assessment Appeals and his reappointment was endorsed by the Board and

his respective party.

Councilor Ingalls went on to note that Ms. Jennifer Lineweaver was also due for

reappointment. However, she stated that Ms. Lineweaver was not interested in continuing to

serve, and that she informed the Board’s Chairman that she would step down at the end of

her term, which was December 5, 2023.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

MOTION to reappoint the following members to the Library Commission for a two-year term

ending November 7, 2025:

10.

Mr. John Bolduc (R) 14 Monticello Drive, Gales Ferry

Ms. Ellin M. Grenger, (D) 15 Bittersweet Drive, Gales Ferry

Ms. Barbara Candler (D) 3 Goulart Road, Ledyard

Mr. Brian Cronin (U) 12 Erins Way, Ledyard

Ms. Elizabeth Rumery (D) 2 Bluff Road, Gales Ferry

Moved by Councilor McGrattan, seconded by Councilor Irwin

Discussion: Councilor Ingalls noted all these members were interested in continuing to serve

on the Library Commission and that their reappointments have been endorsed by the

Commission and their respective parties.

Councilor McGrattan, Liaison to the Library Commission, noted that these members were

active participants.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Mary K. McGrattan

RESULT:

MOVER:

Whit Irwin

SECONDER:

Ingalls, McGrattan and Irwin

AYE:

Appointment Application Parks, Recreation, & Senior Citizens Commission:

Ms. Carol Schneider (D) 101 Inchcliffe Drive, Gales Ferry

11.

Moved by Councilor Irwin, seconded by Councilor McGrattan

Discussion: Councilor Ingalls stated that Ms. Schneider served on the Senior Citizens

Commission for many years; and was interested in continuing to serve. However, she

explained in combining/merging the Parks & Recreation Commission with the Senior

Citizens Commission that the number of members did not provide the ability for all of

the members to move to the combined Commission. She went on to explain that because

Ms. Marjorie Winslow was not comfortable driving to night meetings she resigned from

the Parks, Recreation, & Senior Citizens Commission. Therefore, she stated that Ms.

Schneider would be appointed to fill Ms. Winslow’s alternate vacancy.

VOTE: 3 - 0 Approved and so declared

RECOMMENDED FOR APPROVAL

Whit Irwin

RESULT:

MOVER:

Mary K. McGrattan

SECONDER: