Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CHAMBERS 4243 REMEMBRANCE RD. NW. MONDAY, DECEMBER 13, 2021 4:30 PM Call Meeting to Order - Record Attendance 1. Committee Members: Mayor Carey (Chair), Thom Burke, Elaina Huizenga-Chase, and Alternate is Carol Glanville Discussion Items 1. Approval of Minutes from 11-22-2021 2. DPW Right of Way Supervisor & Technician Position Description and Compensation Request 3. HR & Finance/Income Tax Positions Discussion 4. Performance Evaluation Process - Police and Fire Chief Adjournment Page 1 of 15  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CHAMBERS MONDAY, NOVEMBER 22, 2021 4:30 PM Call Meeting to Order - Record Attendance Committee Members Present: Mayor Carey (Chair), Thom Burke, Elaina Huizenga-Chase, and City Manager Schmalzel, Assistant City Manager Wash and Human Resource Director Bales. Also Present: Fire Chief Pelton and Deputy Fire Chief Host. Discussion Items Approval of Minutes from 10-25-21 Motion by Elaina A. Huizenga-Chase, seconded by Thom Burke to approve Personnel Committee Minutes from 10-25-21. Motion Carried. Fire Department Staffing Update: Proposed adding one additional full-time firefighter, and move full-time staffing to 12 hour shifts. The Fire Department still has a shortage of firefighters with Fire Station 3 being the most critical. Motion by Thom Burke, seconded by Elaina A. Huizenga-Chase to approve adding a fulltime firefighter to the fire department staff. Motion Carried. HR Director and IT Director Position Description and Classification Change Request: HR Director Bales, stated the job descriptions and pay grade levels for these two positions needed updated to coincide with what each position is currently responsible for. There is currently no pay increases at this time, that is done at yearly review time. Motion by Elaina A. Huizenga-Chase, seconded by Thom Burke to approve HR Director and IT Director Position Descriptions and Pay Grade Classifications. Motion Carried. Personnel Committee Minutes 11-22-21 Page 1 of 2 Page 2 of 15  Performance Evaluation Process Discussion for Police Chief and Fire Chief: Mayor Carey explained the difficulty of the City Commission to properly evaluate the Police and Fire Chief on their performance evaluations, instead of having the City Commission conduct these reviews. Mayor Carey asked to have semi annual evaluations done the first two years of these positions and then yearly by City Managers. Mayor Carey asked to plan for monthly Personnel Committee meetings for the upcoming meetings, with the next meeting being scheduled for December 13, 2021. Mayor Carey also asked for the recordkeeper/minute taker of the Personnel Committee to be the Personnel Committee Chairperson. The chairperson will then submit the attendance sheet and minutes to the City Clerk for adding to iCompass record keeping. HR Director Bales reviewed some items that needed added and updated in the Elected Officials Handbook and will bring to the City Commission for final approval on Monday, December 13, 2021. Elected Officials Handbook revisions Adjourned at 5:15 pm Sarah J. Bydalek, City Clerk Personnel Committee Minutes 11-22-21 Page 2 of 2 Page 3 of 15  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: December 8, 2021 RE: Right of Way Supervisor & Technician Position Description & Compensation Requests In 2019 the City implemented a new position in the Department of Public Works (DPW) entitled Inspections Coordinator. This position was in response to the growth within the department and the City with increased demand on right of way activity and compliance related responsibilities. Since that time, this position has experienced a workload that is now beyond that of one person. We are requesting this position be split into two positions: Right of Way Supervisor and Right of Way Technician. The following is requested: 1. Approval of the job description for Right of Way Supervisor as attached. In addition to retaining oversight of the inspections, safety, training, and other technology efforts within the department, this position will also assist in other DPW operations including winter maintenance and road projects. This affords us an opportunity for continued succession planning within this department exposing more leadership roles to administrative and operational activities. These items are reflected in the position description. We are requesting approval of the position description and placement in compensation grade 10 which aligns with all other supervisory positions within that department. 2. Approval of the job description for Right of Way Technician as attached. This position will complete the daily inspections and field work as it pertains to right of way activity. In addition, this position will support safety, training, and winter maintenance or other departmental needs. These items are reflected in the position description. We are requesting approval of the position description and placement in compensation grade 8 which aligns with all other related positions within that department. 2021/2022 Rates Minimum Midpoint Maximum Grade 8 $48,465 $55,736 $63,005 Grade 10 $57,310 $65,907 $74,503 Please feel free to contact me if you have any questions. Page 4 of 15  Right of Way Supervisor Department: Department of Public Works Classification: Full-Time / Non-Exempt Reports To: DPW Director Date: December 2021 Position Description Objective Supervises construction activities within the public right of way including routine and technical monitoring and inspection. Ensures inspections are performed in compliance with appropriate city construction standards and regulations. This position exercises independent judgement, demonstrates strong service-oriented leadership, encourages teamwork, facilitates efficient and effective operations, and effectively communicates with the public regarding department activities. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Manage all telecommunications and Metro Act permitting and inspecting within the City. This includes permitting, temporary traffic control, plan reporting, as-built completion and submittal. 2. Manage all right of way permitting activity within the City, including sidewalk permits and inspections of utilities, telecommunications, storm sewer, asphalt, concrete, and new construction. Supervise all departmental right of way projects and construction. 3. Coordinate departmental required right of way surveying with the City’s contracted engineering firm/consultant. 4. Monitor and coordinate activities within the Downtown Development Authority (DDA) right of way as necessary. Monitor and assist Information Technology Department in field observation and activity for City-owned fiber lines and connections. 5. Work in conjunction with the Community Development Department and Engineering Department to coordinate all small cell facility permitting and administration. Work cooperatively with these departments with the coordination of contractors on projects. 6. Work in conjunction with the Administrative Coordinator to maintain all electronic and paper records management for the department including as-built drawings/plans, recorded documents, plans and other important information. Assist in ongoing development of PubWorks software and other departmental technology. 7. Research FOIA requests and other inquiries from utilities and other organizations. Respond to as-built inquires and provide information as necessary. 8. Supervise all MISS DIG monitoring and marking including 24/7 emergency responses. 9. Research and track above and underground utilities using GIS software. 10. Investigate and resolve complaints and inquiries made by citizens, businesses, or other personnel. Evaluate and develop solutions to issues in a prompt and courteous manner. 11. Provide on-site supervision and coordinate and direct work performed by subordinate staff. Review daily work assignments and records to determine completeness and accuracy. Page 1 of 3 Page 5 of 15 Position Description Right of Way Supervisor Utilize PubWorks software for work requests and monitoring activities, including report writing as necessary. 12. Act as Training Coordinator for the department including coordination of internal and external trainings for department staff pertaining to equipment operation, implementation of new procedures, risk management, or any other training as needed. 13. Act as Safety Coordinator for the department including MIOSHA, OSHA, ADA, equipment safety, or any other training as needed. Manage new hire safety orientation onboarding program. 14. Coordinate all activity for street light utility installation and maintenance. 15. Assist with SWIPPI inspections and other compliance related items as required. 16. Work in conjunction with DPW Supervisors on winter maintenance and construction projects as needed. 17. Promote teamwork and facilitate a positive work environment that encourages creative thinking, sharing of information and consider new and innovative programs and processes. 18. Perform other related duties as required. Supervisory Responsibilities This position manages the following employees and is responsible for the performance management and assist in the hiring of these employees: Right of Way Technician Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Minimum of a high school diploma or equivalent, supplemented by special or technical training or education in civil technology, construction management, engineering, or closely related field. Bachelor’s degree in a related field preferred. 2. Valid Michigan Class A Commercial Driver’s License (CDL) to operate motor vehicles and the ability to maintain one throughout employment required. 3. Experience in a municipal public works or engineering department preferred. 4. Knowledge of municipal laws, ordinances, regulations, utility construction processes and practices, basic civil engineering principles, practices and methods as applicable to a municipal setting preferred. 5. Ability to read construction blueprints and plans. 6. Ability to understand and apply the Michigan Manual of Uniform Traffic Control Devices. 7. Skilled understanding and application of computer-based technologies, including GIS and Microsoft Office products. Working knowledge of BS&A software or PubWorks software is preferred. 8. Experience with above and underground utilities such as telecommunications/fiber optic, natural gas, electric, storm sewer, sanitary sewer, and watermain preferred. 9. Ability to make moderately complex and accurate mathematical computations. 10. Demonstrated ability to maintain complex case records and databases and to prepare reports from such records 11. May require working other than regular work schedule including nights, weekends, etc. 12. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. 13. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, elected officials, community leaders and co-workers. 14. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 15. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 16. Ability to concentrate and pay attention to details; also ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. 17. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 50 pounds to waist-high-level. Page 2 of 3 Page 6 of 15 Position Description Right of Way Supervisor Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends a portion of their time in-person in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations to attend meetings and site visits. This position is not eligible for remote work. Additionally, this position spends a portion of their time in the field conducting field inspections which typically involves moderate physical activity and exertion. An employee in this position visits field sites which may have treacherous terrain or dangers associated with construction sites. An employee must have the strength, stamina and physical coordination required to complete physical inspections in every type of weather condition, including occasionally extreme heat and severe cold weather. Inspections occasionally involve crawling, stooping, climbing or otherwise accessing all areas of the site, and the employee is required to have the vision capabilities needed to complete visual inspections and complete measurements. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 7 of 15  Right of Way Technician Department: Department of Public Works Classification: Full-Time / Non-Exempt Reports To: Right of Way Supervisor Date: December 2021 Position Description Objective Under the supervision of the Right of Way Supervisor, performs routine and technical monitoring and inspection associated with construction in the public right-of-way. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Conduct daily inspections of commercial and residential drives, public sidewalks, storm sewer, road repairs, and asphalt. 2. Conduct telecommunication and utility right of way inspections. 3. Ensure oversight and compliance of City construction standards while conducting right of way inspections and other projects occurring within the City. 4. Implement temporary traffic control as needed for right of way activities. 5. Complete MISS DIG requests, including occasional 24/7 emergency response. 6. Finalize and close out permits within the BS&A Software system. 7. Track and record storm sewer, public irrigation, and other right of way items citywide and integrate into mapping software including ReGIS. 8. Ensure public right of ways are clear of debris, trash, and other hazards. Complete tasks as requested by the Administrative Coordinator based on incoming community requests and complaints. Perform tasks as directed in daily work orders and complete necessary paperwork within the PubWorks software program to monitor daily activities and project completion. 9. Perform GPS/GIS tracking and recording of utilities and other departmental related items. Assist with future development and implementation of departmental technologies to increase efficiencies. 10. Assist with safety and training programs as needed. 11. Assist with winter maintenance operations. 12. Perform other related duties as required. Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Minimum of a high school diploma or equivalent. Education or training in civil technology, construction management, engineering, or closely related field preferred. 2. Valid Michigan Class A Commercial Driver’s License (CDL) to operate motor vehicles (or the ability to obtain one within six months of hire) and the ability to maintain one throughout employment required. 3. Experience in a municipal public works or engineering department preferred. Page 1 of 3 Page 8 of 15 Position Description Right of Way Technician 4. Knowledge of municipal laws, ordinances, regulations, utility construction processes and practices, basic civil engineering principles, practices and methods as applicable to a municipal setting preferred. 5. Ability to read construction blueprints and plans. 6. Ability to understand and apply the Michigan Manual of Uniform Traffic Control Devices. 7. Skilled understanding and application of computer-based technologies, including GIS and Microsoft Office products. Working knowledge of BS&A software or PubWorks software is preferred. 8. Basic knowledge and understanding of above and underground utilities such as telecommunications/fiber optic, natural gas, electric, storm sewer, sanitary sewer, and watermain preferred. 9. Ability to make moderately complex and accurate mathematical computations. 10. Demonstrated ability to maintain complex case records and databases and to prepare reports from such records 11. May require working other than regular work schedule including nights, weekends, etc. 12. Excellent oral communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. 13. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, elected officials, community leaders and co-workers. 14. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 15. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 16. Ability to concentrate and pay attention to details; also ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. 17. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 50 pounds to waist-high-level. Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends a portion of their time in-person in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations to attend meetings and site visits. This position is not eligible for remote work. Additionally, this position spends the majority of their time in the field conducting field inspections which typically involves moderate physical activity and exertion. An employee in this position visits field sites which may have treacherous terrain or dangers associated with construction sites. An employee must have the strength, stamina and physical coordination required to complete physical inspections in every type of weather condition, including occasionally extreme heat and severe cold weather. Inspections occasionally involve crawling, stooping, climbing or otherwise accessing all areas of the site, and the employee is required to have the vision capabilities needed to complete visual inspections and complete measurements. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. Page 2 of 3 Page 9 of 15 Position Description Right of Way Technician ________________________________ __________________ City Manager Date Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 10 of 15  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: December 8, 2021 RE: HR & Finance/Income Tax Positions Discussion Areas of need have been targeted within the administrative offices in both Human Resources (HR) and Finance and Income Tax Departments. After discussion with management and department heads, we are requesting the following: 1. Addition of one full-time position located in the Finance Department that would be responsible for accounts payable entry, property tax processing, income tax mail processing, cash receipting, mail processing and deliveries, and office supply ordering. This position would be stationed at the tax counter and will provide support to visitors at City Hall. A wage study will be completed but the position is anticipated to be $20 - 25 per hour. 2. Addition of one permanent part-time position (24 hours per week) to support the HR department through compliance tracking, assist with recruiting efforts, departmental filing, and communication between applicants and staff. This position will also assist in increasing connectivity between HR & IT regarding new hires and terminations related to city-issued equipment and software access. A wage study will be completed but the position is anticipated to be $20 - 25 per hour. Details regarding each position are included for your review. We are looking for approval from the Personnel Committee to move forward with creating position descriptions for additional support staff in the HR and Finance/Income Tax Departments and begin posting for the positions immediately. Please feel free to contact me if you have any questions. Page 11 of 15 Finance/Treasury Department Assistant List of Anticipated Duties as of 12/02/2021: Accounts Payable: (Estimate 12-15 hours per week) • Data entry of approved invoices into the BSA AP system. • Obtain W9 from new vendors before payment of invoice. • Review of BSA AP records of invoices entered before processing checks. • Run AP checks, various BSA AP posting to GL steps. o create bank positive pay file and upload to appropriate bank account online. • Attach invoice to check stub, put AP check & backup in envelope to mail, file & mail. • Follow up on old uncashed checks. • Assist with annual 1099 creation and processing (January). Property Taxes: (Estimate 15-20 hours per week) • Open mail and enter payments into computer through BSA Property Tax System. • Assist walk in visitors with questions and payments. • Assist people on the phone with questions. • Balance payments received daily (2 hours/week). • Respond to requests for property tax and special assessment information (5 hours/week). General Deposits: (Estimate 4 hours per week) • Open mail and enter general receipts into computer through BSA Cash Receipts System. • Balance payments received daily (2 hours/week). Income Tax Department Related: (Estimate 14 hours per week) • Open and process incoming mail daily. • Process credit card/EFT payments by phone and at counter. • Answer income tax questions by phone and at counter. Other: (Estimate 5 hours per week) • Assist people at front counter and direct to other departments as needed. • Daily sorting of US mail received – also FedEx, UPS, and Amazon orders received (1.5 hrs/week). • Daily empty City drop box and sort contents. • Ordering of office supplies and Amazon orders for staff (2 hours/week). o Oversight of general office supply stock and office supply room. SEE POSSIBLE JOB DESCRIPTION BELOW: Page 12 of 15 POSSIBLE JOB DESCRIPTION: Processes accounts payable according to established procedures. Codes and enters invoices, verifies documentation and appropriate signatures, issues checks and mails payments, maintains related paperwork and files. Respond to vendor inquiries and internal requests related to accounts payable procedures and status of invoices. Receives and processes property tax payments made to the City. Opens mail and enters payments into computer through BSA Cash Receipts module. Accepts payments received in-person and enters into computer. Posts payments to the proper parcel accounts and balances receipts daily. Responds to property tax and special assessment inquiries from property owners and title companies. Receives and processes general payments made to the City. Posts payments to the proper City accounts and balances receipts daily. Assists Walker City Income Tax Department with various tasks including the opening and processing of incoming mail, taking credit card/EFT payments by phone or in person, and answering income tax related questions by phone or at the counter as needed. Performs various administrative activities such as assisting walk-in visitors, sorting and distributing items delivered to the City (US Mail, FedEx, UPS, City drop box), ordering and management of general office supplies. Page 13 of 15 HR Staffing Needs Filing confidential personnel documents (Need: weekly 2 hours) Assist with recruitment efforts. Prep applicant lists for review, answer emails regarding app status, notify applicants of rejections and acceptances, pre-employment screenings, onboarding documents, coordinate between PR & IT. (Need: as positions are filled. 2021 = 102 new PR employees, 50 were election workers. 2020 = 34 new PR employees. 2019 = 46 new PR employees.) Schedule exit interviews for all employees and collect city issued items in conjunction with department head. (Need: as positions are vacated.) Years of Service tracking, ordering, preparing, coordinating event. Other employee related events. Tip of the month, employee bulletin board ideas, citywide drive access, etc. (Need: 3-5 hours per week) OSHA tracking. Work Comp tracking. FMLA/STD/LTD tracking system. Assist with departmental forms. (Need: 1 hour per week) DOT Random Drug Screen monitoring, updating, and notifying department of testing (Need: 2-4 hours per quarter) Monitor departmental emails and ticket requests (Need: 1 hour per week) Safety glass & boot allowance reimbursement requests (Need: 1-2 hours per month) Wellness incentive plan monitoring & tracking (Need: Unknown) COVID vaccination/testing tracking (Need: Unknown) Training & safety program coordination. Schedule trainings, sign in sheets, copies for personnel files, spreadsheets for tracking purposes. (Need: 1-2 hours per week) Break room maintenance. Coffee ordering, vending machines (city hall and public safety), other supplies. (Need: 1 hour per week) Currently performed by other departments: Driving records check for all city staff that operate city vehicles, done annually (Fire Dept) Other suggestions: Office supplies Mail / receiving Page 14 of 15 Performance Evaluation Process – Police & Fire Chiefs Beginning January 2022, the Personnel Committee will give authority to the City Manager to conduct annual performance evaluations for the Police Chief and Fire Chief. The process for the evaluations should be as follows: Annually in June, a performance evaluation will be conducted for both the Police Chief and Fire Chief and will be completed by the City Manager.  For the first year after appointment, a new Chief will have semi-annual performance evaluations with the City Manager. After completion of the first year in that role, the evaluations will move to an annual review. In April/May of each year, HR and City Management will consult with the Personnel Committee to determine the extent of the performance evaluation. The following additional feedback and information can be requested to aid the City Manager in conducting the performance evaluation:  An online survey to all City Commissioners requesting feedback on the Chiefs performance over the previous year.  A 360-evaluation to other department heads, members of respective departments, and/or other colleagues, as determined by the Personnel Committee. The City Manager will request the Chief use the standard city performance evaluation form and complete a self-evaluation and submit to their office within a specified time frame. The City Manager, or designee, will compile the feedback from the respective surveys. The City Manager will use that feedback, along with personal observations and experiences, to complete an assessment of the Chief’s performance over the previous timeframe and complete the supervisor portion of the city performance evaluation form. The City Manager will conduct the personal meeting with the Chief to review the evaluation form, review progress of previously set goals, and set new goals for the upcoming year. The City Manager will complete a summary of the performance evaluation and submit to the Personnel Committee for review. The Personnel Committee can approve at their next meeting a merit increase based on the outcome of the performance evaluation based on the City’s Compensation Policy. The terms of the merit increase can be outlined in a motion made by the Personnel Committee. A summary of the performance evaluation will also be provided to the City Commission at the completion of the evaluation process. Page 15 of 15