Staff restructuring for Meredith Planning & Development Dept starts Jan. 1

MEREDITH — Most employees in the town offices don't work the Friday after Christmas, but Town Manager Judie Milner said during the meeting on Dec. 22, she and soon-to-be Human Resources and Special Projects Director Chris Janosa planned to be there, getting things ready for a six-month trial staff reorganization starting in 2026.

As requested, the selectboard was presented four options during their Dec. 8 meeting, which all include merging the Community Development Department with the Planning Department. Milner said this is to better align with the department’s functions. “Alternative 4” was chosen, which notably changes Janosa’s position from HR generalist to HR director/special projects.

Alternative 3 and 4 had the same staffing allocations, except the HR director position will be upgraded to a new salary range for an “evaluation period.” Milner wrote that there will be the expectation the position be be further upgraded if the manager and board continue with this alternative after the evaluation, instead of hiring a separate economic development director. The hiring of a separate economic development director was outlined in the second alternative.

Staffing includes the following changes: town planner changes to senior planner and remains at the same pay grade; code enforcement remains the same; administrative assistant changes to planner, with an increased salary; a full-time office clerk and part-time office clerk changes to an administrative assistant at a higher salary.

Changes in the town manager’s office include the human resources director promotion. This was originally going to change to deputy town manager for human resources and special projects, but was altered during the motion to approve the staffing restructuring option. The restructuring also includes the addition of an administrative assistant.

The HR director would take on “oversight of the department and the administrative duties associated with that oversight — supervision, employee development, evaluations, time approvals, goal setting, etc.,” Milner wrote in the memo.

The town manager’s administrative assistant will help manage schedules, coordinate meetings, agendas, and materials, as well as presentations to assist with the communication aspects of website and content development. This includes taking the minutes at selectboard meetings, as well as serving as a back-up for the Planning and Development Department to take minutes, and for administrative tasks.

Milner wrote this would allow her to “pursue proactive economic development strategies while using a consultant for higher end tasks. Those tasks include 'pro forma generation and grant writing, that include federal, state, and local solutions.'"

The goal is to keep a small town atmosphere, but “entice the highest and best use of properties.”

Alternative 4 mirrors that of Alternative 3, except for it being a trial run and the salary level for the HR director, and Milner’s opinion was the latter was the option most aligned with the directives, expectations, and goals of the selectboard, while also using resources and employees responsibly.

While Alternative 4 was selected for the trial run, as it includes a stipulation for six months, it is a variation of one discussed during the Nov. 10 selectboard meeting labeled as “Alternative 3.”

A memo from Milner to the selectboard states, “it resolves the oversight deficiency and has the two offices working together proactively for economic strategies that best suit the community and most closely fits the board’s expectations.”

Milner said Alternative 4 allows for the town manager and selectboard to evaluate the effectiveness of the restructuring, and determine if a full-time economic development director is needed.

“I still believe Alternative 3 most closely achieves the directives, expectations and goals of the board while responsibly utilizing our resources and people; however, this option allows us to test and re-evaluate if necessary,” Milner wrote.

There were two other options. Alternative 1 was to keep the current model proposed by a former town manager. This had the community development department with 4.5 positions, and the manager functions as a “complaint/resolution” person.

“This alternative is not working for the community or the staff,” Milner’s memo stated. “The staffing configuration is not adequate for the complexities of this office and places too much burden on two positions. There is very little oversight and no leadership for the department leading to staff dissatisfaction and inefficiencies.”

Milner noted the staff is “producing above and beyond” despite difficulties. She said the current model wasn’t sustainable, and not focusing on “the highest and best use” of resources for the community’s economic development goals.

Alternative 2 was introduced at the July 14 selectboard meeting, which would have added a director to the department and changed several positions. That alternative included five positions as recommended in a 2023 study, including a director, senior planner, code enforcement officer, planner, and office clerk.

Milner was asked by the selectboard to review the community development study completed by Jay Minkarah in February 2023, and make a recommendation. On July 14, Milner recommended to the board to rename and reorganize the department, and the board asked her to create alternatives. She opted to wait until the strategic goal process was completed to consider those alternatives.

“The board has made it clear that they expect the manager’s office to take the leadership position in economic development,” Milner wrote. “Based on my experience, the role of economic development closely ties with the planning function of the community. The community development study made it clear that the department needed five positions to operate at their current level, which does not include a proactive approach to economic development.”

By choosing Alternative 4, the fiscal impact of the 2026 budget wage line is $81,858. The proposed 2026 budget also includes $75,000, for an economic development consultant. These are included in the proposed budget to be voted on at Town Meeting in March.