Personnel Committee

900 Quay Street City of Manitowoc Manitowoc, WI 54220 www.manitowoc.org Meeting Minutes - Final Personnel Committee Monday, February 6, 2017 6:30 PM Council Chambers 1. Call to Order The meeting was called to order at 6:30 p.m. 2. Roll Call Jessie Lillibridge, Dan Koski, Greg Vadney, Attorney Kathleen McDaniel, Chad Scheinoha, Todd Blaser, Jim Muenzenmeyer, and Debbie Charney. Present: 5- Sitkiewitz, Sladky, Howe, Brey and Able 3. Public Comment None. 4. Consent Agenda These items will be approved by one motion unless any Committee Member wishes to remove an item for discussion. REMOVAL OF CONSENT AGENDA ITEMS: None 17-0093 Approval of January 4, 2017 Personnel Committee Minutes. 17-0094 Review of legal fees billed out through Human Resources. 17-0096 Report out on Health Plan Funding. 17-0097 Report out of Human Resources Initiatives. 17-0098 Report out of City Attorney's Initiatives. Approval of the Consent Agenda Moved by Able, seconded by Sladky, to accept the Consent Agenda and place on file. The motion carried by the following vote: 5. Discussion and Action Items City of Manitowoc Page 1 Personnel Committee Meeting Minutes - Final February 6, 2017 17-0088 Police Department out-of-state travel request - K9 Replacement. Nick Reimer requested an out of state travel request to locate a repplacement K9. There was a K9 fundraiser to pay for this request. Moved by Able, seconded by Sladky to approve the PD out-of-state travel request. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0092 Request to backfill RWAM Security Guard Greg Vadney requested approval to backfill RWAM Security Guard positions due to an employee moving. Moved by Brey, seconded by Able, to recommend to Council approval to backfill RWAM Security Guard up to the 2017 budgeted amount. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0067 Request to revise job descriptions-Weed Commissioner Chad Scheinoha approached the table and explained the 2014 rapid improvement event which based all grass cutting out of one shop. These changes were made permanent in spring of 2016. Chad reviewed changes that would be made to job descriptions to move Weed Commissioner responsibilities to a Parks Laborer. Moved by Sladky, seconded by Able, to approve recommended changes to the job descriptions to council. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0089 Request for Permission to Post Transit Positions As Needed Jim Muenzenmeyer approached the table asking for a resolution for 2017 to hire transit positions as openings arise up to budgeted amount. Moved by Brey, seconded by Able, to recommend approval to council the ability to hire transit drivers for 2017 up to budgeted amount. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 16-1189 Review open positions hiring process. Committee discussed the hiring process for open positions. It was agreed to bring a resolution to the next Personnel Committee meeting with the ability to post the position when vacant and then get approval of both Oversight Committee and Council before hiring. City of Manitowoc Page 2 Personnel Committee Meeting Minutes - Final February 6, 2017 16-1193 Performance review process. Jessie Lillibridge reviewed briefly the performance review process with a few minor changes made since last discussion. Alder Sitkiewitz asked that at the next meeting Lillibridge provide what a training plan would look like from CVMIC for managers and department heads. 17-0065 City of Manitowoc Hearing Conservation Policy The City of Manitowoc Safety Committee along with CVMIC created a stand alone, city-wide Hearing Conservation Policy per CVMIC's recommendation. There is not a city-wide policy in place currently. There was some discussion in regards to the policy about testing. Moved by Able, seconded by Sladky, to recommend to council approval of the City of Manitowoc Hearing Conservation Policy. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0066 Benefits Consultant Request for Proposal. Jessie Lillibridge discussed the timeline to post, review, recommend and request consultants for a Benefits Consultant Request for Proposal for a three-year contract beginning in 2018. Moved by Able, seconded by Brey, to adopt recommendation in Human Resource Directors memo for RFP for Benefits Consultant. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0090 Seasonal Hiring Policy and Rates. Jessie Lillibridge explained the changes made to the Seasonal Hiring Policy including updating the minimum ages and the revised seasonal wage scale. Moved by Able, seconded by Sladky, to recommend to cuoncil approval of the revised Seasonal Hiring Policy. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0091 Wisconsin Bone Marrow and Organ Donation Leave Act Policy Jessie Lillibridge explained briefly the new Wisconsin Bone Marrow and Organ Donation Leave Act Policy which requires employers to allow employees up to six weeks leave for organ donation. Lillibridge would like this added to the employee policy manual. Moved by Brey, seconded by Able, to recommend to council that the Wisconsin Bone Marrow and Organ Donation Leave Act Policy be added to the employee policy manual. The motion carried by the following vote: City of Manitowoc Page 3 Personnel Committee Meeting Minutes - Final February 6, 2017 Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 6. Convene In Closed Session A motion was made by Alderperson Christopher Able, seconded by Alderperson Mike Howe, to convene in closed session at 7:04 p.m. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able Notice is hereby given that the above governmental body may adjourn into a closed session during the meeting as authorized by Section 19.85(1)(c) of the Wisconsin Statutes, which authorizes the governmental body to convene in closed session for the purpose of considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. The specific subject matter that may be considered in closed session is: 17-0068 Request for employee to use unpaid leave during FMLA leave. (Closed Session portion of the Minutes has been redacted.) 7. Reconvene In Open Session A motion was made by Alderperson Jim Brey, seconded by Vice Chair Jason Sladky, to reconvene in open session at 7:08 p.m. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 17-0068 Request for employee to use unpaid leave during FMLA leave. Moved by Brey, seconded by Sladky, to approve the leave request as presented. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able 8. Adjournment A motion was made by Vice Chair Jason Sladky, seconded by Alderperson Christopher Able, to adjourn at 7:09 p.m. The motion carried by the following vote: Aye: 5- Sitkiewitz, Sladky, Howe, Brey and Able Submitted by Jessie Lillibridge, Human Resources Director City of Manitowoc Page 4