Committee debates draft personnel policy and code of conduct, flags pronoun and procurement language

Chittenden County Regional Planning Commission Executive Director Charlie Baker and staff presented a draft personnel policy and updated code of conduct at the committee’s Aug. 7 meeting; committee members asked for edits and flagged language on protected classes and procurement enforcement.

The draft includes a new evaluation process for the executive director, updated procurement language and a code of conduct that adds cultural expectations, remote-work guidance and an AI-use section. Baker said staff would take several weeks to draft edits and return a revised version in September for committee action.

"There is also a little change in procurement policy," Baker said, and later noted that a Vermont Emergency Management Department audit prompted a recommendation to add consequences for not following procurement rules.

Anne Nelson Stoner, equity and engagement manager, said the policy shortens and clarifies cultural-expectation language and places a standalone callout on gender and pronouns because it has generated questions. She said the code had been reviewed by an attorney but acknowledged wording could be "finessed".

Committee members pointed to inconsistencies and suggested specific edits. Jeff Carr noted a missing word in one sentence where "resolution" should appear. Catherine McMains flagged inconsistent definitions of regular full-time employment across sections. Bard Hill suggested changing the word "immediately" to "promptly," arguing the former is unrealistic.

D. Albrecht raised a concern that the draft’s discussion of gender and pronouns could be read as disrespectful to people with deeply held religious beliefs that recognize only two genders. "In the absence of other language, I believe this sets up a conflict," he said, and offered suggested phrasing for committee consideration.

Chair Chris Shaw said he appreciated the comment and cited the committee’s practice of accommodating how people prefer to be addressed: "If people ask to be addressed a certain way, like Tom instead of Thomas, then we tend to accommodate that." Stoner said the language was intended to be clarified in a separate callout but that the committee would consider Albrecht’s suggestions.

Baker and Stoner said the organization’s HR consultant, HR Happens, would work with staff to reconcile inconsistencies and draft options for the committee. No formal vote on the policy was taken; staff will present a revised draft in September.

The committee’s discussion also covered conflict resolution changes that emphasize restorative-justice approaches and a clarified reporting path for harassment or discrimination complaints. Baker noted ongoing small editorial comments from staff that will be included in the next version.

The committee did not take formal action on the personnel policy at this meeting; staff were directed to prepare a revised draft and share options that include proposed language from D. Albrecht and others for committee consideration in September.