Personnel Committee

City of Verona PERSONNEL COMMITTEE FRIDAY, MAY 17, 2019 7:30 A.M. VERONA CITY CENTER – 111 LINCOLN STREET CONFERENCE ROOM D122 AGENDA 1. Call to order 2. Roll call 3. Approval of Minutes from the April 26, 2019 Personnel Committee meeting 4. Discussion and Possible Action Re: Position Description and Compensation of Senior Center Administrative Assistant Position 5. Discussion and Possible Action Re: Position Description, and Compensation of Senior Center Nutrition Coordinator Position 6. Discussion and Possible Action Re: Request for Public Works Water Utility Limited Term Employee (LTE) Position 7. Discussion and Possible Action Re: Request for Reclassification of Nutrition Aide Position 8. Discussion and Possible Action Re: Amendments to City Administrative Policy #4- Personnel Policy, Regarding Holidays 9. Adjournment Sarah Gaskell Chairperson POSTED: Verona City Hall Verona Public Library Miller’s Market City Web Page at www.ci.verona.wi.us Notice is hereby given that a quorum of the members of the City Council or other standing committees of the City Council may be present at the meeting of the Personnel Committee to gather information about a subject over which they have decision-making responsibility. The City Council and any other standing committees will not take formal action at this meeting IF YOU NEED AN INTERPRETER, MATERIALS IN ALTERNATIVE FORMATS, OR OTHER ACCOMMODATION TO ACCESS THE MEETING, PLEASE CONTACT THE CITY CLERK AT 845-6495 AT LEAST 48 HOURS PRECEDING THE MEETING. EVERY REASONABLE EFFORT WILL BE MADE TO ACCOMMODATE YOUR REQUEST. www.ci.verona.wi.us  MINUTES PERSONNEL COMMITTEE April 26, 2019 VERONA CITY HALL 1. The meeting was called to order by Sarah Gaskell at 7:32 a.m. 2. Roll Call: Sarah Gaskell and Charlotte Jerney were present. Also present: Interim City Administrator Adam Sayre, Human Resources Coordinator Mitch Weckerly, and City Clerk Ellen Clark. Heather Reekie was absent and excused. 3. Approval of minutes from the April 19, 2019 Personnel Committee meeting. Motion by Jerney, seconded by Gaskell to approve the minutes of the April 19, 2019 Personnel Committee meeting. Motion carried 2-0. 4. Discussion and Possible Action Re: Position description and recruitment of Senior Center Director position Weckerly explained proposed changes to the current Senior Center Director position description. In the Essential Job Functions section, the job duties were revised to emphasize overall supervision and leadership capabilities to highlight that we need a strong leader in this role. Also, numbers 19, 20 and 21 were moved from the Required Knowledge, Skills and Abilities section to the Essential Job Functions section. Several additional items emphasizing leadership, communication, and directing work were added to the Required Knowledge, Skills and Abilities section. In the Education and Experience section, the list of desirable education was expanded to include public administration and business administration. Equal opportunity language was also added. Jerney would like to see a bachelor’s degree required, versus desired. Sayre stated this position is more about leadership and managing the entire center. It would be good for someone who is interested in working with the senior population, but not being part of daily activities. Gaskell stated we want this person out and about in the building, not in an office all day. Weckerly will add collaboration with clients to the duties section. Jerney likes the wording in the General Statement of Position regarding ensuring that the community is provided comprehensive and progressive senior services, and in Essential Job Functions, #12, regarding acting as a resource person for the City on issues of concern to older adults. Those are important to bring up, and help the Board tune into specific concerns. Sayre stated that Staff recommends posting this position as soon as possible, without waiting for Council approval. Weckerly reported the salary range is $58,137.09 – $72,228.01  Gaskell stated we do not want to go above the salary range. Motion by Gaskell, seconded by Jerney to approve the job description for the Senior Center Director position. Motion carried 2-0. 5. Discussion and Possible Action Re: Position description for City Administrator position Weckerly explained that with a Human Resources Coordinator in place, the Administrator will no longer serve as the personnel officer for the City. The Knowledge, Skills and Abilities section was expanded to include more specific items but day to day functions did not change drastically. In the Education and Experience section, the list of acceptable education was expanded to include degrees in finance, human resources, or related field. Equal opportunity language was also added. Motion by Gaskell, seconded by Jerney, to approve the job description for the City Administrator position. Motion carried 2-0. 6. Discussion and Possible Action Re: Background check process Weckerly informed the committee that the City may be making a policy revision to the background check process, which would require an update to the Personnel Policy. The current policy talks about department heads and the Police Department performing background checks for new employees. With him having such a big part in the hiring process in his role as Human Resources Coordinator, it may be more efficient for him to do the records checks and inquiries. Criminal background checks would still be done by the Police Department. Performing background checks in this way also helps centralize and track the information we found for each applicant. More discussion with the Police Department will take place before any changes are made. Sayre explained that nothing has triggered this. It is just a clean-up of the policy to allow for better hiring practices. 5. Motion by Jerney, seconded by Gaskell, to adjourn at 7:53 a.m. Motion carried 2-0. Ellen Clark, City Clerk  MINUTES PERSONNEL COMMITTEE April 29, 2019 VERONA CITY HALL 1. The meeting was called to order by Sarah Gaskell at 6:18 p.m. 2. Roll Call: Sarah Gaskell, Charlotte Jerney, and Heather Reekie were present. Also present: Human Resources Coordinator Mitch Weckerly, Mayor Luke Diaz, Alderperson Katie Kohl, and Alderperson Kate Cronin. 3. Interview candidates for the position of City Administrator: Weckerly provided the group with an overview of the interview process. Motion by Gaskell, seconded by Reekie, to convene in a closed session for the purpose of interviewing candidates for the position of City Administrator as authorized by Section 19.85(1)(c) of the Wisconsin Statutes to consider employment, promotion, compensation or performance evaluation data of any public employee subject to the jurisdiction or authority of the City of Verona. The Personnel Committee may reconvene in open session to discuss and take action on the subject matter discussed in the closed session. Human Resources Coordinator Mitch Weckerly, Mayor Luke Diaz, Alderperson Kohl and Alderperson Cronin were invited to remain for the closed session. Individual candidates will be invited to the closed session upon their arrival. On roll call: Gaskell – Aye; Jerney – Aye; Reekie – Aye. Motion carried 3-0. The Personnel Committee convened in closed session at 6:30 p.m. CLOSED SESSION Motion by Jerney, seconded by Reekie, to reconvene in open session. Motion carried 3-0. 4. Motion by Jerney, seconded by Reekie, to adjourn at 10:40 p.m. Motion carried 3-0. Sarah Gaskell, Chair  Field Code Changed Verona Senior Center 108 Paoli Street Verona WI 53593 608/845-7471 Position Title: Administrative AssistantAdministrative Assistant General Statement of Position: The Administrative Assistant is the first point of contact for visitors to the Senior Center visitors. This position ey are responsibleis responsible for creating a positive, welcoming environment for seniors, overseeing front desk operations, providing oversight and coordination supervising volunteerof assigned duties to volunteer receptionists, and maintaining a well-organized, efficient work flow at the front desk. This position will provide daily support to Nutrition Department staff and will be responsible for performing all administrative support activities for the Meals on Wheels program. Patience, respect, good humor, and sensitivity to the needs of older adults are essential skills. Essential Job Functions:xamples of Work Performed:  Greet Senior Center visitors, and answer visitor questions as needed.  Answer telephone calls, respond to questions or refer callers to appropriate department.  Establish and document front desk policies and daily proceduresoperating procedures and best practices.  Provide training and direction to volunteer receptionists on front desk operating procedures and duties.  Oversee and coordinate work schedules and assigned activities of volunteer receptionists. Train and coordinate volunteer receptionists.  Perform administrative support activities related to the Meals on Wheels Programs. Activities include placing meal orders, monitoring, updating, and maintaining meal schedules and communicating updates to Nutrition Department staff as needed.  Manage and fully utilize MySeniorCentersenior center software.  Enter and maintain accuracy of data in Schedules Plus software.  Maintain Senior Center webpage and Facebook page.   Generate and submit reports for Meals on Wheels, Driver Escort, and General Volunteering RSVP programs. Coordinate RSVP Volunteer Driver program.  Register participants for senior center events and activities.  Accurately record and track payments.  Serve as receptionist when volunteers are unavailable  Assist in general office tasks and other duties as assigned. OTHER JOB FUNCTIONS:  Register participants for senior center events and activities.  Assist Program Manager in organizing and coordinating special events as needed.  Provide backup support to Nutrition Coordinator as needed.  Other duties as assigned. Formatted: Font: Not Bold, No underline Required Knowledge, Skills and Abilities:  2-3 years of experience working in an office setting  Ability to adapt to changing work priorities  Ability to multitask  Experience working with seniors and volunteers  Strong computer skills with competency in Microsoft Office  Excellent oral and written communication skills  Experience operating multi-line phones  Ability to establish and maintain positive and effective working Formatted: Normal relationships with seniors, volunteers, co-workers, supervisors, and the general public. Formatted: Font: 14 pt  Ability to speak clearly  Ability to lift up to 20 lbs.  Ability to maintain confidential information  Associate’s Degree in business, marketing, or a similar discipline  A high school diploma or equivalent is required. The above is intended to describe the general content of the requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of duties, responsibilities, or requirements. The City of Verona is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.Candidates with an equivalent combination of education, experience, and training which provides the required knowledge, skills, and ability may be considered for this position. Equal Employment Opportunity It is the policy of the City of Verona to provide equal employment opportunity to all employees and applicants for employment without regard to race, color, religion, sex, national origin, place of birth, age handicap, sexual orientation or veteran status, and to base all employment decisions so as to further this principle of equal employment opportunity. To this end, the City of Verona will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, place of birth, age, handicap, gender identity, gender expression, sexual orientation or veteran status, and will ensure that applicants are employed and employees are treated during employment without regard to these characteristics. Rev. 8.1.16mjh Rev. 5.15.19 mrw  Verona Senior Center 108 Paoli Street Verona WI 53593 608/845-7471 Position Title: Administrative Assistant General Statement of Position: The Administrative Assistant is the first point of contact for Senior Center visitors. This position is responsible for creating a positive, welcoming environment for seniors, overseeing front desk operations, providing oversight and coordination of assigned duties to volunteer receptionists and maintaining a well-organized, efficient work flow at the front desk. This position will provide daily support to Nutrition Department staff and will be responsible for performing all administrative support activities for the Meals on Wheels program. Essential Job Functions::  Greet Senior Center visitors, and answer visitor questions as needed.  Answer telephone calls, respond to questions or refer callers to appropriate department.  Establish and document front desk operating procedures and best practices.  Provide training and direction to volunteer receptionists on front desk operating procedures and duties.  Oversee and coordinate work schedules and assigned activities of volunteer receptionists.  Perform administrative support activities related to the Meals on Wheels Programs. Activities include placing meal orders, monitoring, updating, and maintaining meal schedules and communicating updates to Nutrition Department staff as needed.  Manage and fully utilize MySeniorCenter software.  Enter and maintain accuracy of data in Schedules Plus software.  Generate and submit reports for Meals on Wheels, Driver Escort, and General Volunteering RSVP programs.  Accurately record and track payments.  Assist in general office tasks and other duties as assigned. OTHER JOB FUNCTIONS:  Register participants for senior center events and activities.  Assist Program Manager in organizing and coordinating special events as needed.  Provide backup support to Nutrition Coordinator as needed.  Other duties as assigned. Knowledge, Skills and Abilities:  2 years of experience working in an office setting  Ability to adapt to changing work priorities  Ability to multitask  Experience working with seniors and volunteers  Strong computer skills with competency in Microsoft Office  Excellent oral and written communication skills  Ability to establish and maintain positive and effective working relationships with seniors, volunteers, co-workers, supervisors, and the general public.  Ability to lift up to 20 lbs.  Ability to maintain confidential information  A high school diploma or equivalent is required. The above is intended to describe the general content of the requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of duties, responsibilities, or requirements. The City of Verona is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.  City of Verona Senior Services 108 Paoli Street Verona WI 53593 845-7471 Position Title: Nutrition Site Coordinator General Statement of Position: The Nutrition Site Coordinator is responsible for all components of Verona Senior Center’s nutrition program, which provides nutritious meals that support the health and well-being of Verona area seniors. They work collaboratively with seniors, staff, and volunteers to maintain a congenial dining atmosphere and timely delivery of home delivered meals. Examples of Work Performed: The following duties are typical for this position; however, this list is not all inclusive. Other duties may be assigned. 1. Supervise and direct Nutrition Aides and volunteer hosts. 2. Supervise and schedule delivery drivers. 3. Ensure that all staff and volunteers follow food safe serving practices. 4. Maintain cleanliness of kitchen and dining area. 5. Maintain inventory of dining supplies. 6. Prepare kitchen & dining room for daily food service operations. 7. Package meals for home delivery 8. Serve meals to congregate diners. 9. Place meal orders daily. 10.Maintain accurate participation records. 11.Prepare computerized invoices for home delivered meal participants. 12.Review operations with a focus on continuous improvement, reporting any concerns or suggestions to the Senior Center Director. Required Knowledge, Skills and Abilities: 1. Ability to establish and maintain effective working relationships with seniors, co-workers, volunteers, service providers, and the general public. 2. Ability to operate kitchen equipment safely and efficiently. 3. Ability to maintain an acceptable level of cleanliness and hygiene. 4. Ability to work independently with a minimum of supervision. 5. Ability to respond appropriately to unexpected changes/challenges.  6. Knowledge and consistent practice of food-safe serving procedures. 7. Knowledge of portion control, scoop sizes, and measurements. 8. Basic computer skills. Education and Experience: Graduation from an accredited high school or GED equivalent is required. Vocational/technical training in food service and/or prior food service experience is highly desirable. Experience working with older adults is a plus. Basic computer skills are required. Work Conditions and Physical Requirements: Must be able to do some lifting and stand for periods of 4+ hours. Must maintain personal cleanliness and hygiene. Must be able to perform at a pace that results in food being served at a maintained temperature. Equipment Used in Performing Tasks: This position requires daily use of a steam table, dish sanitizer, food packaging equipment, coffee makers, and typical kitchen appliances. Additional Requirements: Must have transportation to the meal site location. Position Reports to: Senior Center Director Revised 7.11.17 mjh  CITY OF VERONA POSITION DESCRIPTION Seasonal Utility Maintenance Worker GENERAL STATEMENT OF POSITION: The Seasonal Utility Maintenance Worker position is a seasonal Limited Term Employment (LTE) position. As part of a public Works crew, this position performs manual, unskilled, or semi-skilled tasks in a wide variety of Public Works maintenance operations. Decisions within the area of responsibility are made in consultation with the Public Works Street Superintendent, Asst. Public Works Director and Public Works Director. EXAMPLES OF WORK PERFORMED: Examples of the specific tasks for the Seasonal Utility Maintenance Worker position include, but are not limited to, the following: 1. Operate mowers and pickup trucks for maintenance of utility grounds, fire hydrants, and utility facilities. 2. Perform preventive maintenance work on utility fire hydrants, utility grounds and utility facilities. 3. Properly store utility equipment. 4. Perform necessary maintenance for proper upkeep of utility lands, such as mowing grass, planting and trimming trees, shrubbery and flowers and removal of trash, leaves and other debris. 5. Maintain and repair utility facilities, such as pump houses, booster stations, lift stations, utility building and other utility facilities. 6. Relay complaints regarding utility maintenance in writing to the Street Superintendent. 7. Perform such other duties as assigned. EDUCATION AND EXPERIENCE: 1. High school diploma or GED preferred. 2. Experience and/ or ability to drive mowers and pickup trucks. 3. Must possess a valid Wisconsin Driver’s License. WORK CONDITIONS AND PHYSICAL REQUIREMENTS: Work is performed outdoors (85%) and indoors (15%). Frequent exposure to hazards or risk of bodily injury, heat/cold extremes, temperature changes, noise, vibration, odors and dust. Occasional exposure to toxic conditions and poor ventilation. Seldom exerts 76-100 lbs; exerts 31-75 lbs occasionally (up to 1/3 of the time); exerts 0-30 lbs frequently (up to 2/3 of the time). Frequently stands and walks; occasionally sits The above is intended to describe the general content of the requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of duties, responsibilities, or requirements. The City of Verona is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.  Verona Senior Center 108 Paoli Street Verona WI 53593 608/845-7471 Position Title: Nutrition Aide General Statement of Position: The Nutrition Aide supports the Verona Senior Center’s nutrition program, which provides nutritious meals that help to maintain the health and well-being of Verona area seniors. The Nutrition Aide works collaboratively with seniors, staff, and volunteers to maintain a congenial dining atmosphere and to provide timely delivery of home delivered meals. Examples of Work Performed: The following duties are typical for this position; however, this list is not all inclusive. Other duties may be assigned. 1. Set up kitchen and dining area. 2. Package meals for home delivery. 3. Serve meals to congregate diners. 4. Work effectively with volunteer hosts and drivers. 5. Monitor inventory of supplies and report needs to Nutrition Site Coordinator. 6. Clean up kitchen and dining area. 7. Place meal orders daily. 8. Maintain accurate participation records. Required Knowledge, Skills and Abilities: 1. Ability to establish and maintain positive working relationships with seniors, co-workers, volunteers, service providers, and the general public. 2. Ability to operate kitchen equipment safely and efficiently. 3. Ability to maintain an acceptable level of cleanliness and hygiene. 4. Ability to work independently with a minimum of supervision. 5. Ability to respond appropriately to unexpected changes/challenges. 6. Knowledge and consistent practice of food-safe serving procedures. 7. Knowledge of portion control, scoop sizes, and measurements. 8. Ability to use standard office equipment to transmit orders. 9. Basic computer skills. Education and Experience: Graduation from an accredited high school or GED equivalent is required. Vocational/technical training in food service and/or prior food service experience is preferred. Experience working with older adults is a plus. Work Conditions and Physical Requirements: Must be able to lift 30-40 pounds. Must be able to stand for 4+ hours. Must be able to work steadily at a pace that results in food being served on a timely basis and at a maintained temperature. Must be capable of working effectively with senior volunteers. Must maintain personal cleanliness and hygiene. Equipment Used in Performing Tasks: This position requires daily use of a steam table, dish sanitizer, food packaging equipment, coffee makers, typical kitchen appliances, and basic office equipment. Additional Requirements: Must have transportation to the meal site location. Position Reports to: Nutrition Site Coordinator Revised 07.11.17 mjh 3-5 Holidays – Changes Tracked Regular full-time and regular part-time employees working an average of twenty (20) hours per week shall receive holidays with pay for the following legal holidays observed by the City: 1. New Year’s DayJanuary 1 1.2.Martin Luther King Jr. Day 65. Thanksgiving Day 2.3.Memorial Day 76. Day after Thanksgiving Day 3.4.July 4Independence Day 87. December 24Christmas Eve 4.5.Labor Day 98. December 25Christmas Day Employees who are required to work on a holiday shall be paid in accordance with the City’s overtime and compensatory time policies. Employees who are not eligible for overtime who are required to work on a holiday shall receive an additional day off that may be scheduled with the approval of the employee’s supervisor. When a legal holiday falls on a Saturday the preceding workday shall be observed and when a legal holiday falls on a Sunday the following workday shall be observed. 3-5 Holidays –Changes Accepted Regular full-time and regular part-time employees working an average of twenty (20) hours per week shall receive holidays with pay for the following legal holidays observed by the City: 1. January 1 2. Martin Luther King Jr. Day 6. Thanksgiving Day 3. Memorial Day 7. Day after Thanksgiving Day 4. July 4 8. December 24 5. Labor Day 9. December 25 Employees who are required to work on a holiday shall be paid in accordance with the City’s overtime and compensatory time policies. Employees who are not eligible for overtime who are required to work on a holiday shall receive an additional day off that may be scheduled with the approval of the employee’s supervisor. When a legal holiday falls on a Saturday the preceding workday shall be observed and when a legal holiday falls on a Sunday the following workday shall be observed.