Personnel Committee

1 PERSONNEL COMMITTEE MEETING MINUTES 2 Wednesday, September 24, 2025 3 (Approved) 4 5 1. Call to Order 6 Chairperson Howson called the Personnel Committee meeting to order on Wednesday, September 7 24, 2025, at 10:03 AM. 8 9 2. Roll Call 10 Present: Chair Howson and members Kurt Harff and Brigid White 11 Staff: Village Administrator Julie Schmelzer and Administrative Assistant Sarah Bertges 12 13 3. Approve Agenda 14 Motion by Harff, second by White, to approve the agenda. Motion carried – all ayes. 15 16 4. Comments, Correspondence and Concerns from the Public 17 None. 18 19 5. Discussion/Action Items 20 a. Village Administrator Recruitment Firm Kick-Off Meeting 21 Howson introduced Jay Shambeau from Innovative Public Administrators, or IPA, who joined the 22 meeting via Zoom to discuss the recruitment process for a new Village Administrator. 23 24 Mr. Shambeau thanked the committee for selecting IPA and expressed confidence in their ability to 25 recruit a Village Administrator to replace Schmelzer, who he understood was retiring in January. He 26 outlined the recruitment timeline: 27 ● Week 1 (current): Kickoff call and development of marketing materials 28 ● Weeks 1-4: Active recruitment period 29 ● First review date: Approximately 4 weeks after posting 30 ● After first review: Schedule interviews and coordinate community tours 31 ● Final steps: Assist with offer, negotiations, and employment contract 32 33 Mr. Shambeau explained they were actively developing marketing materials and working with 34 Schmelzer and Howson to obtain photos and videos to promote the position. He noted that 35 recruitment documents, including the position description and recruitment brochure, would be 36 available for review by the end of the week. 37 38 Howson discussed providing photos from the Sister Bay Advancement Association, as the village had 39 limited photos of its own. She asked for clarification about the job description review process, and 40 Mr. Shambeau explained that IPA would review the existing description and create a shortened 41 version for the recruitment materials. 42 43 The committee discussed several additions to the job description that would be in the recruiting 44 materials, including: 45 ● Grant writing skills – Board members emphasized this was critical as Schmelzer had been 46 exceptional in this area 47 ● Technological proficiency - Howson noted this was important for improving office efficiencies 48 ● Zoning experience - The committee discussed at length the complexity of the village code and 49 the current combination of zoning duties with the administrator role 1  Minutes of the September 24, 2025, Meeting of the Personnel Committee - approved 1 The committee also discussed compensation parameters. Schmelzer indicated the starting salary 2 was approximately $129,000 with 3% annual increases. After discussion, the committee determined 3 a beginning salary range of $129,000 to $145,000 would be appropriate for the posting. 4 5 Mr. Shambeau explained the next steps in the recruitment process: 6 ● A position assessment survey would be sent to trustees and key staff within the next few days 7 ● The posting would go live by the end of the week 8 ● The first review date would be approximately 4 weeks after posting 9 ● Interview panels would include trustees, department heads, and possibly community leaders 10 11 Mr. Shambeau concluded his portion of the meeting, thanking the committee and providing his 12 contact information for any questions. 13 14 The committee identified supervisors who should receive the assessment survey: Dave, Eric, Megan, 15 Vlad, Sarah, and Sam. 16 17 The committee briefly discussed future considerations regarding the employment package, 18 including: 19 ● Housing stipend options 20 ● Relocation expenses 21 ● Conference and professional development allowances in that current allowances are minimal 22 ● PTO policies that consider experience levels vs. no recognition for experience 23 24 6. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 25 The following items were identified for an upcoming meeting agenda: 26 ● Relocation expense policy 27 ● Housing stipend options 28 ● Conference and professional development allocations 29 ● PTO policies 30 ● Review of job description (if needed) 31 ● Employee handbook review 32 ● Employment contract review 33 34 7. Next Meeting Date 35 Scheduled Tuesday, October 14, 2025, at 10:00 AM. 36 37 8. Adjourn 38 At 11:31 A.M. a motion was made by Harff, second by White to adjourn. Motion carried – all ayes. 39 40 Respectfully submitted by Sarah Bertges, Administrative Assistant 2