Personnel Committee
Regular MeetingVerona, WI · July 14, 2020
Minutes
MINUTES
PERSONNEL COMMITTEE
JULY 14, 2020
VERONA CITY HALL
7:00 AM
1. The meeting was called to order by Chad kemp at 7:01 a.m.
2. Roll Call: Heather Reekie, Chad Kemp and Charlotte Jerney were present. Also present: City
Administrator Adam Sayre, Human Resources Coordinator Mitch Weckerly, Mayor Luke
Diaz, Police Chief Bernie Coughlin, and City Clerk Ellen Clark.
3. Approval of the minutes from the February 14, 2020 Personnel Committee meeting. Motion
by Kemp, seconded by Jerney, to approve the minutes of the February 14, 2020 Personnel
Committee meeting. Motion carried 3-0.
4. Discussion and Possible Action Re: Resolution No. R-20-027 honoring the life of George
Floyd with our actions.
Reekie would like the title of the resolution changed to make the purpose of the resolution
clearer. She would recommend the title be more overarching to cover anti-racism in
general.
Jerney agrees that the resolution should be clear that the City is concerned with the
broader issue of racism, and is concerned that the only concrete action mentioned in this
Resolution is regarding the City’s hiring and training policies. She sees the need as a Council
to encourage the public to come forward to help the Council meet its commitment to make
Verona a more inclusive community, specifically as it applies to items 4 and 6 of the
resolution.
Alternate resolution titles were discussed. The Committee agreed the name of the
resolution should be changed to “A Resolution to Decrease the Effects of Institutionalized
Racism.”
Reekie stated the measurability of some of the items in the resolution is difficult. She is
hoping to add something to the resolution regarding staff trainings, as that is something
over which the City has control.
Jerney asked if item 6, which discusses the Common Council and City Staff engaging the
community in dialogue to better understand racism and adopt policies to abolish it, means
that the City would be setting up conversational opportunities in that regard.
Sayre stated COVID is the biggest challenge in terms of face to face interaction at this time.
Several community events have had to be cancelled. That will be a factor going forward.
This item was tabled until after the next two items are discussed.
5. Discussion and Possible Action Re: City training opportunities and policies.
Reekie stated she has been receiving information regarding anti-racism training
opportunities, and would like to see the City financially support training for the entire City
staff.
Diaz asked if it is possible to check the efficacy of a training before spending money and
time on it.
Sayre replied he and Weckerly have been considering virtual options due to COVID-19. They
want to make sure that the training engages the employees, and has value to the
employees and the City.
Weckerly stated we may be able to offer different training options that fall within a certain
topic, and employees could pick what they think would be most valuable to them. A local
resource is Step Up: Equity Matters. They offer virtual trainings set up in two ways –
interactive Step Up Sessions and Step Up Labs. The classes cost between $15 and $30 per
person, and are geared toward teams.
Kemp asked if this will be required or optional training.
Weckerly replied it could be either. He would defer to the committee on that. If it is
required, it will be good to give employees options. The training can also be part of the new
hire process. There are different options for ways to assign it.
Kemp asked about the cost of providing training to every City employee.
Weckerly replied the cost would be approximately $3,000.
Kemp stated this has to be effective training. It may be good to do a pilot program with a
few members of the staff first, then roll it out fully and incorporate the training into the
new hire process.
Sayre stated the internal Employee Wellness Team may be a good group for a pilot
program. There is one representative from each department on that team.
Reekie stated she would like a timeline on the pilot plan to get the training rolled out as
soon as possible.
Diaz asked how the City handles explicit bias versus implicit bias.
Weckerly replied in matters of explicit bias, the City would be looking at work rule
violations. The City also has a code of conduct in place. There are a number of classes thru
CVMIC, as well, that cover behaving professionally in the workplace. Department heads
have been very receptive to having their staff take those courses.
Reekie stated she likes people having a choice of courses, and suggested requiring
employees to pick a number of them over a year’s time. She also suggested using the
Institutes for the Healing of Racism, Inc. as a resource in the future.
Jerney concurs with the training plan as it has been laid out, and would like to see the City
pay for additional training for anyone that wants to go over and above the required amount
of training.
Sayre replied he is not concerned about the cost of the trainings. Department budgets are
able to absorb that amount.
Coughlin stated the Police Department staff does have diversity training available, though
none is required by the state. The training they undergo now leaves little time for
discretionary training, though the department is trying to incorporate diversity into late fall
training. The effectiveness of the training, cost of the training, and backfilling of shifts for
absent staff are all considerations when determining what trainings will be offered.
Reekie asked if the Police Department can take part in the same trainings as the rest of the
City Staff.
Coughlin replied they can.
Jerney asked what kind of feedback the department is getting from the training the officers
have already done.
Coughlin replied he has received a mixed response, but it has been of limited value in the
opinion of most. The department will pursue more of the training that was considered
good, and less of what was considered less valuable.
Sayre stated we should be able to get the pilot program completed within a month, and
move forward from there with the training by the end of the year.
The consensus of the Committee was to direct the City Administrator and Human Resources
Coordinator to coordinate an anti-racism training pilot program utilizing the City’s Wellness
Committee members, and to begin implementation of required anti-racism training by the
end of this year.
6. Discussion and Possible Action Re: Hiring actions and goals.
Reekie stated she doesn’t think the hiring policies are faulty. There are simply not a lot of
people of color living in Verona and being employed at higher levels of City government.
Kemp does not think systemic racism is the case here.
Sayre stated we have had difficulty recruiting for department head positions over the last
two or three years. The reasons are partially because it’s a good economy, and partially
because we have lost employees to other larger communities because of pay.
Weckerly discussed the recruitment process. The City’s general policies are in compliance.
He is also working with CVMIC on an audit of all the City’s policies for compliance. One of
the efforts that has been made is outreach. We have started sharing job posting
announcements with organizations that serve underrepresented groups in our community.
That will be a continuous process. Modifications have been made to some of the best
practices throughout the lifecycle of the recruitment process, as well. When there is a
vacancy, Weckerly and the department heads are taking a hard look at the job descriptions
attached to the vacant positions to eliminate any non-essential employment requirements
from the description. The thinking is that older job descriptions may include requirements
that are not essential to the position, which could discourage some people from applying.
In addition, the City blinds applications by redacting names, ages and other demographics
to eliminate potential bias in the selection process. Panel discussions have also been added
to the selection process. Over time, all of these have an impact, and help us to hire a more
diverse workforce.
Coughlin stated the number of applications for police officer postings have significantly
decreased, which is consistent with the state and the nation. Today, only about 12
applicants for each position are eligible to test, and only a couple of those are eligible to
hire. The last few recruitment attempts showed applicant numbers that were a little higher,
but he is concerned that the numbers will go down again with the George Floyd situation
and COVID-19. The department runs a comprehensive selection process. The application
has point values that are the same for every applicant. The 12 top-scoring candidates are
invited to the assessment center, which consists of all-day exercises made up of five
practical exercises. The names of successful assessment center candidates are submitted to
the Police and Fire Commission. Those chosen from there go back to the Chief. Before hire,
all candidates are required to undergo a drug screen, psychological testing and a
background check. Historically, it has been difficult to recruit minorities. The vast majority
of the applications we do receive from minorities are from Latinos. Though the department
advertises in an effort to recruit minorities, the few minority candidates that are available
to recruit would rather work in Madison or other communities where a larger number of
minorities live and work, and where pay and benefits are better. It comes down to a
comfort level for the recruits themselves.
Reekie stated she believes the hiring policies are in order. The resolution edits may make
Verona a community that is more desirable in which to work for people of color.
Jerney concurred, and appreciates the committed work put in by City Staff and Chief
Coughlin.
Kemp thanked Sayre, Weckerly and Coughlin. He wants to see the City continue to work
hard to improve minority hiring. Part of the reality is the discrepancy in pay. If someone is
given a chance to take a job that pays more in a more diverse work environment, they will
take it. At some point, if we stay persistent, we will find that there are individuals of color
that are interested in working in a suburban community. We could also look at the
successes that other communities have had. He would like the committee to review the
City’s hiring practices and goals, and have staff come back to the committee with those
ideas regarding not only the Police Department, but all departments in the City, to see if
there are improvements to be made to the policies systemically and to set goals to get the
ball rolling.
The committee returned its discussion back to agenda item 4: Discussion and Possible
Action Re: Resolution No. R-20-027 honoring the life of George Floyd with our actions.
Motion by Reekie, seconded by Jerney, to change the title of the resolution to read “A
Resolution to Decrease the Effects of Institutionalized Racism.” Motion carried 3-0.
Reekie asked to add an eighth item to the Resolution stating that all staff will undergo
anti-bias training.
Kemp replied he believes that is already covered under item 5 of the resolution. It could be
added that based on the success of the targeted pilot program, City staff would then
participate in training.
Jerney suggested that this could be incorporated into item 7.
Sayre read a draft of item 7 with the requested changes: “The Common Council directs the
Personnel Committee to review all internal employee and hiring policies and goals to ensure
the City has a diverse workforce that is reflective of our community. The Personnel
Committee has established a pilot training program based on the goals of this resolution.
Based upon the success of the City’s pilot training program, all City staff will undergo
diversity, equity and inclusion training.”
Reekie requested that the word “ongoing” be added before the word “diversity”.
Motion by Reekie, seconded by Jerney, to amend item 7 of the resolution as stated by
Administrator Sayre, with the addition of the word “ongoing”, as requested by Reekie.
Motion carried 3-0.
Motion by Reekie, seconded by Jerney, to recommend to the Common Council to adopt
Resolution No. R-20-027 as amended. Motion carried 3-0.
5. Adjournment:
Motion by Reekie, seconded by Jerney, to adjourn at 8:23 a.m. Motion carried 3-0.
Adam Sayre, City Administrator
Agenda
City of Verona
111 Lincoln Street
Verona, WI 53593-1520
PERSONNEL COMMITTEE
Tuesday – July 14, 2020 – 7:00 A.M.
www.ci.verona.wi.us
AGENDA
Due to the COVID-19 pandemic, the Personnel Committee will hold its meeting
as a virtual meeting. The Personnel Committee will not meet at City Hall, 111
Lincoln Street. Members of the Personnel Committee and Staff will join the
meeting by using Zoom Webinar, as described immediately below.
Members of the public can join the meeting using Zoom Webinar via a
computer, tablet, or smartphone, or by calling into the meeting using phones,
as described immediately below. Those requiring toll-free options are asked to
contact City Hall for details prior to the meeting at
adam.sayre@ci.verona.wi.us or 608-848-9941.
Join the meeting via computer, tablet, or smart phone:
https://zoom.us/j/92286955229
Webinar ID: 922 8695 5229
Join the meeting via phone by dialing:
312-626-6799
Webinar ID: 922 8695 5229
The online meeting agenda and all support materials can be found
at https://www.ci.verona.wi.us/. In addition to the public, all Personnel Committee
members and Staff will also be participating remotely. Anyone with questions prior to
the meeting may contact the City at (608) 848-9941 or adam.sayre@ci.verona.wi.us.
1. Call to order
2. Roll call
3. Approval of minutes from the February 14, 2020 Personnel Committee meeting.
4. Discussion and Possible Action Re: Resolution No. R-20-027 honoring the life of
George Floyd with our actions.
www.ci.verona.wi.us
5. Discussion and Possible Action Re: City training opportunities and policies.
6. Discussion and Possible Action Re: Employee hiring policies and goals.
7. Adjournment
Chad Kemp
Chairperson
POSTED:
Verona City Hall
Verona Public Library
Miller’s Market
City Web Page at www.ci.verona.wi.us
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.
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REQUEST.
MINUTES
PERSONNEL COMMITTEE
FEBRUARY 14, 2020
VERONA CITY HALL
8:00 AM
1. The meeting was called to order by Sarah Gaskell at 8:04 a.m.
2. Roll Call: Sarah Gaskell and Charlotte Jerney were present. Heather Reekie was absent and
excused. Also present: City Administrator Adam Sayre, Human Resources Coordinator Mitch
Weckerly, Senior Center Director Stephanie Ehle, and City Clerk Ellen Clark.
3. Public Comment: None
4. Approval of the minutes from the January 22, 2020 Personnel Committee meeting. Motion
by Jerney, seconded by Gaskell, to approve the minutes of the January 22, 2020 Personnel
Committee meeting. Motion carried 2-0.
5. Discussion and Possible Action Re: Position description and recruitment of Senior Center
Health and Wellness Intern.
Ehle explained the internship position is an opportunity to try something new and for the
Senior Center to give back to the community. She’s worked with interns in the past. Ehle
explained the internship would be mutually beneficial to the intern and the Verona Senior
Center because it would allow the intern to gain required course credit and valuable
experience while helping the Senior Center. Ehle has worked most often with programs
from UW-Stevens Point and UW-La Crosse. Ehle explained that the intern could help with
the employee wellness program in addition to performing duties for the Senior Center. The
position would work approximately 600 hours/ semester. Ehle explained the initial intent
would be to fill the position for the summer semester.
Gaskell asked if we have money to pay them.
Sayre replied as a line item, no.
Ehle explained interns work for credit, not for money.
Gaskell was not in favor of unpaid internships and asked if we could pay a stipend.
Sayre replied we could probably do a stipend at the end of the internship.
Jerney asked how they would be recruited.
Ehle replied we have contacts with UW-Stevens Point, UW- La Crosse and Madison College
and that potential other options could be explored.
Motion by Gaskell, seconded by Jerney, to approve the position description and recruitment
of Senior Center Health and Wellness Intern, and determine an intern stipend upon
successful completion of the internship. Motion carried 2-0.
6. Discussion and Possible Action Re: Position description, recruitment and compensation for
Parks and Forestry LTE position.
Weckerly explained the purpose of the position was to help gather and convert tree data to
electronic form. The position would be seasonal for the summer of 2020 and would pay
$17/hr.
Sayre added the position would focus on GIS inventory and would gather information such
as age, breed etc. Sayre explained the position was half funded by a DNR grant and half
funded by the budget.
Motion by Gaskell, seconded by Jerney, to approve the position description, recruitment
and compensation for the Park and Forestry LTE position.
Motion carried 2-0.
7. Discussion and Possible Action Re: Update on recruitments for current vacancies.
Weckerly explained second round interviews were being completed for the vacant Parks
Maintenance-Arborist position and the vacant Reference Librarian Communication
Coordinator position. The first Utility Accountant recruitment did not result in a hire. The
position was reposted as a part-time position with benefits. Phone interviews were being
scheduled for next week and eight candidates were invited to participate. Second round
interviews for the Fire Chief position were completed last week and the PFC has not made a
final hiring decision. After the full-time Police Records Clerk recruitment did not result in a
hire, the Police Department hired several LTEs to complete the work. One of the LTEs has
been hired permanently into the Police Records Clerk position part-time at 60% FTE.
Additionally, the FTE of a currently filled part-time Police Records Clerk position has been
increased from 50% to 80%. Although a number of FTE shifts have occurred, the positions
are still under budget from the original full-time Police Records Clerk position that was
originally approved.
Sayre stated that the situation worked out well because the department was able to bring
people in and then move them up later as needed. The situation is similar to what could
happen with the Utility Accountant. The first Planning Director recruitment did not result in
a hire. The short-term plan is for the department to work without a Planning Director and
hire consultants as needed throughout the year. Additionally, Adam will speak with
Katherine about her role. A planning LTE or intern may be considered, as well.
Sayre explained the City is experiencing challenges finding management level recruits. The
City is having trouble competing on the wage side and is not bridging the gap.
8. Discussion and Possible Action Re: Negotiations for a Collective Bargaining Agreement with
the International Association of Fire Fighters (IAFF) Local 311 unit.
Sayre stated that he, Alder Gaskell and Mayor Diaz have been involved in the bargaining
process. The latest proposal was made recently and they are waiting on a response to that
proposalHe anticipated that the next proposal would be brought to the Common Council
within the next few weeks.
9. Discussion and Possible Action Re: Cell phone usage policy
Sayre explained he drafted a cell phone usage policy and that it was currently under review
by the City attorney. The City does not currently have a cell phone policy. Currently, some
staff receive stipends on their own phones and some have separate City phones. The
drafted policy is modeled after the one being used in Sheboygan. Under the policy, there is
an option to have a City phone (with approval) or to use your own device and receive a
stipend. The intent is to give staff using their own phones flexibility while on call. Sayre
explained he hoped to get the policy to the committee in the next month or so. He added
the City attorney was reviewing the draft. Specifically, what cell phone items would be
subject to open records request.
Gaskell asked how many phones we have across the City and if it would make sense to put
all the phones under one carrier.
Sayre responded that the City is reviewing the use and need of current landlines. After
completing the review, the City could explore options of combining landlines and cell
phones under the same contract if it would result in additional cost savings.
Jerney asked if employees are getting emails on their personal devices as well.
Sayre replied yes.
Gaskell stated someone should be appointed to keep everyone’s phone up to date and keep
public records information available. The phones should not be scrubbed when an
employee leaves City employment.
Gaskell suggested creating an administration intern position for the summer. The purpose
of the position would be to complete general administrative tasks that other administrative
employees have not had time to complete.
Sayre stated that staff would start drafting a position description and would present it to
the Personnel Committee at a future meeting.
5. Adjournment:
Motion by Gaskell, seconded by Jerney, to adjourn at 8:36 a.m. Motion carried 2-0.
Adam Sayre, City Administrator
CITY OF VERONA
RESOLUTION NO. R-20-027
A RESOLUTION HONORING THE LIFE OF
GEORGE FLOYD WITH OUR ACTIONS
WHEREAS, on May 25, 2020, George Floyd, an African American man, died at
the hands of four Minneapolis, Minnesota, police officers; and
WHEREAS, the actions of those four (4) Minneapolis, Minnesota, police officers
do not represent the thousands of men and women that serve and protect their
respective communities with the highest levels of professionalism, but their actions do
impact the relationships between most communities and their police departments; and
WHEREAS, this act of intolerable violence and other similar acts that have
occurred across this country are unpardonable and must serve as a wake-up call to
every human being that recognizes life as both a gift and human right.
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Verona, Dane County, Wisconsin, that:
1) The Common Council, the City Administrator, the Verona Police Department and
all City employees join with America in sharing its sorrow; and
2) The Common Council recognizes that we all come from a common thread as a
single human race and call on our country to recognize the value of human life;
and
3) The Common Council fully supports and strongly endorses peaceful unification
throughout this country opposing acts of violence against persons of color and
those of different ethnicity, religions, beliefs or expressions, both now and in
perpetuity; and
4) The Common Council calls upon our community to join with us in committing to
introspective evaluation of ourselves as public servants, citizens and as fellow
members of the human family; and
5) The City of Verona is a welcoming community and welcomes all persons of color
and those of different ethnicity, religions, beliefs or expressions; and
6) The Common Council commits itself and the City Staff to be deliberate and
intentional in its efforts to engage the community in constructive, honest, and
substantive dialogue to better understand where racism exists and to adopt
policies to abolish it. These actions must be concrete and intend to bring about
real change and we will consistently measure our success or failure to bring it
about.
7) The Common Council directs the Personnel Committee to review all internal
employee and hiring policies and goals to ensure the City has a diverse
workforce that is reflective of our community.
CITY OF VERONA
SEAL
______________________
Luke Diaz, Mayor
______________________
Ellen Clark, City Clerk
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