Personnel Committee

1 PERSONNEL COMMITTEE MEETING MINUTES 2 Tuesday, April 8, 2025 3 (Approved Version) 4 5 Agenda Item No. 1. Call to Order 6 The April 8, 2025 meeting of the Personnel Committee was called to order by Chair Louise 7 Howson at 4:00 P.M. 8 9 Agenda Item No. 2. Roll Call 10 Present: Chairperson Howson and members Nate Bell and Lilly Orozco. 11 12 Staff: Village Administrator Julie Schmelzer and Clerk Heidi Teich 13 14 Agenda Item No. 3. Approval of the Agenda 15 A motion was made by Bell, seconded by Orozco that the Agenda for the April 8, 2025 meeting of the 16 Personnel Committee be approved as presented. Motion carried – All ayes. 17 18 Agenda Item No. 4. Comments, correspondence, and concerns from the public 19 No correspondence was received for this meeting. No other comments were shared. 20 21 Agenda Item No. 5. Discussion/Action Items 22 a) Discuss job description for Administrative Assistant 23 The position of Village Administrative Assistant will be vacant with the departure of long-time 24 employee Janal Suppanz this week. Schmelzer suggested a change to the format of the position, 25 as much of Suppanz’s work over the past couple of years has been not so much as that of an 26 administrative assistant and more oriented to a specific village project. She proposed that the 27 position be comprised of a 50% village administrative assistant and 50% assistant to the Parks 28 and Streets Director. Currently, the utility and marina each have someone to assist with 29 preparation of meeting packets and transcribing minutes, among other clerical tasks. The Parks 30 department has not. As Parks and Streets Director Linczmaier becomes more involved with 31 the creation of agendas and staff reports for the Parks, Properties and Streets Committee, an 32 admin assistant would be invaluable help to him. Also, because Linczmaier works hand-in- 33 hand with his crew in the field, his assistant could work out of the administration office, 34 thereby filling the need at the office as well. 35 36 The committee then discussed specifics of the role, which included supervision by both the 37 Parks and Streets Director and Village Administrator, the ability to become a notary public, the 38 ability to track the receipt of grant funding and related expenditures on village projects, and 39 being the first point of contact for visitors to the administration office. This person would not 40 be required to assist with elections and would have flexibility in work hours when attending 41 evening meetings. Thos meetings would include the Parks, Property and Streets Committee, as 42 well as any committee that was created out of Parks, such as the Parking Committee, Ad Hoc 43 Administrative Building Review Task Force, and Housing Committee. The salary as noted in 44 the current village compensation schedule is $24/hr. 45 46 Schmelzer indicated that the position would be posted around the village, submitted to the 47 newspaper for publication, and included in Door County job postings online immediately.  Minutes of the April 8, 2025 meeting of the Personnel Committee - approved 1 2 b) Review Employee Evaluation Forms 3 Schmelzer prepared revisions to several employee evaluation forms over the weekend and 4 emailed them to the committee members ahead of this meeting. Those evaluations included 5 one form to assess either the 3-month, 6-month or annual evaluation of general employees, a 6 Manager evaluation form, and an Administrator Evaluation Form. 7 8 During discussion on the forms, Howson reminded the members that the general employee 9 form and Manager Evaluation are options for those who conduct those evaluations. The only 10 form that they would like to see used is the Administrator Evaluation, over which this 11 committee has authority. It was the consensus of the committee that all forms include more 12 space to write comments when they are finalized. 13 14 After taking note of the various verbiage changes the committee suggested during the meeting, 15 Howson indicated that these would be revised and brought back to the committee for review 16 one more time before being implemented this summer. It was also suggested that all forms be 17 presented in a fillable pdf format for completion by staff and trustees. 18 19 Agenda Item No. 6. Matters to be placed on a future agenda or referred to a committee, official 20 or employee. 21 It was the consensus of the committee that the following items be addressed at a future meeting: 22 • Presentation of the revised Employee Handbook to the Village Board for approval 23 • Final review of Employee Evaluation Forms 24 • Development of Employee contracts 25 26 Agenda Item No. 7. Next Meeting Date 27 The next regular meeting of the Personnel Committee has yet to be determined. 28 29 Agenda Item No. 8. Adjourn 30 A motion was made by Orozco, seconded by Howson to adjourn the April 8, 2025 meeting of the Personnel 31 Committee at 4:49 P.M. Motion carried – all ayes. 32 33 Respectfully submitted, 34 35 Heidi Teich 36 Village Clerk 2