Personnel Committee

MINUTES PERSONNEL COMMITTEE July 24, 2019 VERONA CITY HALL 7:30 AM 1. The meeting was called to order by Sarah Gaskell at 7:34 a.m. 2. Roll Call: Sarah Gaskell and Charlotte Jerney were present. Heather Reekie was absent and excused. Also present: Interim City Administrator Adam Sayre, Human Resources Coordinator Mitch Weckerly, Police Chief Bernie Coughlin and City Clerk Ellen Clark. 3. Approval of the minutes from the May 21, 2019 Personnel Committee meeting. Motion by Jerney, seconded by Gaskell, to approve the minutes of the May 21, 2019 Personnel Committee meeting. Motion carried 2-0. 4. Discussion and Possible Action Re: Negotiations for a collective bargaining agreement with the International Association of Fire Fighters (IAFF) Local 311 unit and the Wisconsin Professional Police Association. The Personnel Committee may convene in closed session as authorized by Section 19.85(1)(e) of the Wisconsin Statutes for the purpose of deliberating or negotiating the purchase of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Personnel Committee may reconvene in open session to discuss and take action on the subject matter discussed in the closed session. The current bargaining agreement between the City and Wisconsin Professional Police Association is scheduled to expire on December 31, 2019. Staff is requesting a closed session to provide the Personnel Committee with an update on the bargaining process. Sayre stated the police union wants to start negotiations. Staff is asking what the expectations are from the Personnel Committee regarding the negotiations. Motion by Gaskell, seconded by Jerney, to convene in a closed session as authorized by Section 19.85(e) of the Wisconsin Statutes for the purpose of deliberating or negotiating the purchase of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Personnel Committee may reconvene in open session to discuss and take action on the subject matter discussed in the closed session. On roll call: Gaskell – Aye; Jerney – Aye. Motion carried 2-0. Adam Sayre, Mitch Weckerly, Bernie Coughlin and Ellen Clark were invited to remain for the closed session. Closed session convened at 7:36 a.m. CLOSED SESSION  Motion by Gaskell, seconded by Jerney, to reconvene in open session at 8:01 a.m. Motion carried 2-0. 5. Discussion and Possible Action Re: Position Description, Advertising and Compensation of Records Clerk Position. Coughlin stated the Police Department hired two LTEs for records clerks this spring. Since then, there have been three records clerk recruitment attempts without success. He would like to job share the full-time night shift position with part time LTEs. If they’re doing a good job after six months, we can bring them on board permanently part time, and give them pro-rated benefits. We could be flexible with their schedules, as well. Most candidates do not care for the 3 p.m. – 11 p.m. shift, so we may have to cut back on open office hours and close the office at 8 p.m. Weckerly explained that a true LTE position does not have to be posted. If the Chief would decide to make that person permanent, the position should be posted at that time. Motion by Gaskell, seconded by Jerney, to approve hiring two LTE records clerk positions to replace the full-time records clerk position USE above – as discussed. 6. Discussion and Possible Action Re: Amendments to City Administrative Policy #4, Section 3-15, Regarding Tuition Reimbursement. Weckerly stated this dates back to December 2018. The proposed amendments to the policy include changes to the eligibility requirements, a newly defined procedure for requesting pre-approval for tuition reimbursement, and a provision requiring employees to repay a percentage of tuition reimbursement received if terminating City employment within two years of receiving reimbursement funds. Procedurally, employees will first contact their department heads with a request for tuition reimbursement. If the department budget allows it, Weckerly will then determine eligibility for reimbursement. If all of the eligibility requirements are met, the request will go before the Personnel Committee for approval. Only regular full-time employees are eligible to receive tuition reimbursement of up to $600 per calendar year. Because courses are not always in semester format, the amended policy allows Staff to use up to $600 per year as they see fit. The course or program must be pre-approved as being related and beneficial to the employee’s position. Gaskell stated it is not necessary for the Personnel Committee to approve the reimbursements if Weckerly has already determined eligibility and approved the courses. Jerney asked that the policy be amended to state that the courses must be taken through an accredited institution or program. Gaskell asked that the policy be amended to increase the required grade point average from 2.5 to 3.0. Jerney stated it would be good to have them justify how the course will benefit their current job.  Weckerly stated if an employee voluntarily separates within a year of receiving reimbursement funds, the entire amount received will have to be paid back to the City. If the separation occurs within two years of receiving funds, the employee will be required to pay back 50% of the reimbursement amount. Jerney asked that the policy be amended to state that the employee must be in good standing with satisfactory performance evaluations in order to be eligible for reimbursement. Motion by Gaskell, seconded by Jerney to recommend to Common Council to approve the amendments to City Administrative Policy #4, Section 3-15, regarding tuition reimbursement, with the following changes:  Add that courses must be taken through an accredited institution or program  Increase the required grade point average to 3.0  Add that the employee must be in good standing with the City  Delete final determination of the reimbursement request by the Personnel Committee Motion carried 2-0. 7. Discussion and Possible Action Re: Employee Tuition Reimbursement per City Administrative Policy #4, Section 3-15. Becky Losby has requested tuition reimbursement for two classes to be completed through Upper Iowa University during the 2019 summer semester. She received reimbursement in the amount of $300 this spring, and is still for $300 through the end of 2019. This reimbursement request is for the additional $300. Sayre stated the request should go to the department head first, so that person can indicate that there’s enough money in the budget. We would like employees to be proactive with their requests, not a last minute decision. Motion by Gaskell, seconded by Jerney to approve tuition reimbursement to Becky Losby in the amount of $300 for 2019 summer semester courses. Motion carried 2-0. 8. Adjournment: Motion by Jerney, seconded by Gaskell, to adjourn at 8:35 a.m. Motion carried 2-0. Ellen Clark, City Clerk