Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CHAMBERS 4243 REMEMBRANCE RD. NW. MONDAY, JANUARY 31, 2022 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 12-13-2021 2. Approval of Position Description & Compensation for Finance/Tax Assistant 3. Approval of Position Description & Compensation for HR Assistant 4. Update to Section 130.0 Vacation Leave of the City of Walker Personnel Policy Manual 5. Update on Citywide Wellness Program 6. Personnel will be meeting the 4th Monday of each month moving forward with the exception of this month (today is the DEI training so we moved it to the 5th Monday). Adjournment Page 1 of 12  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CHAMBERS MONDAY, DECEMBER 13, 2021 4:30 PM Call Meeting to Order - Record Attendance Committee Members Present: Mayor Carey (Chair), Commissioner Thom Burke and Commissioner Elaina Huizenga-Chase Discussion Items Approval of Minutes from 11-22-2021 Motion by Elaina A. Huizenga-Chase, seconded by Thom Burke to approve Committee minutes from 11-22-2021. Motion Carried. DPW Right of Way Supervisor & Technician Position Description and Compensation Request Motion by Thom Burke, seconded by Elaina A. Huizenga-Chase to approve DPW Right of Way Supervisor and Technician Position Description and compensations. Motion Carried. HR & Finance/Income Tax Positions Discussion Motion by Thom Burke, seconded by Elaina A. Huizenga-Chase to approve additional staff position in Human Resource Department and also Finance/Income Tax Department. Motion Carried. Performance Evaluation Process - Police and Fire Chief Motion by Elaina A. Huizenga-Chase, seconded by Thom Burke to approve change to the Fire Department and Police Chief Annual Performance Evaluation Process. Motion Carried. Next meeting will be held on Monday, January 24, 2022 at 4:30 pm in the City Commission Chambers. Adjourned Personnel Committee Minutes 12-13-21 Page 1 of 2 Page 2 of 12  Sarah J. Bydalek, City Clerk Personnel Committee Minutes 12-13-21 Page 2 of 2 Page 3 of 12  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: January 24, 2022 RE: HR & Finance/Income Tax Position Descriptions & Compensation Following up from last month’s meeting, we are presenting draft position descriptions for two approved positions in Human Resources (HR) and Finance. We also conducted a wage comparison survey and concluded both positions should be placed within Grade 6 of the City’s compensation plan. The following is offered for approval: 1. One full-time Finance / Tax Assistant 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. 2. One permanent part-time HR Assistant 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. Draft position descriptions are attached. 2021/2022 Rates Minimum Midpoint Maximum Grade 6 $42,937 $49,378 $55,818 $20.64 / hr $23.74 / hr $26.84 / hr Please feel free to contact me if you have any questions. Page 4 of 12  Finance/Tax Assistant Department: Finance / Treasury Classification: Full-Time / Non-Exempt Reports To: Finance Director / Treasurer Date: December 2021 Position Description Objective Assists the Finance/Treasury Department with all duties and activities associated with the financial functions of the department including property tax administration, accounts payable, and monitoring of city monies. Performs accounting duties in accordance with local, state and federal regulations. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Process accounts payable billing and activities according to established procedures. Code and enter invoices, verify documentation and appropriate signatures, issue checks and mail payments, maintain related paperwork and files. Respond to vendor inquiries and internal requests related to accounts payable procedures and status of invoices. 2. Receive and process property tax payments made to the City. Open mail and enter payments into computer through BS&A Cash Receipts module. Accept payments received in-person and enter into computer. Post payments to the proper parcel accounts and balance receipts daily. 3. Respond to property tax and special assessment inquiries from property owners and title companies. 4. Receive and process general payments made to the City. Post payments to the proper City accounts and balance receipts daily. 5. Assist 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. 6. Perform 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. 7. Perform other related duties as required. Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Requires a high school diploma or equivalent and relevant work experience in finance, treasury, income tax, or banking. Municipal experience preferred. 2. Strong mathematical skills and exemplary attention to detail required. 3. Knowledge of modern, professional accounting practices, and principles underlying State and City laws and regulations pertaining to City government. 4. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. Page 1 of 2 Page 5 of 12 Position Description Finance/Tax Assistant 5. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, members, elected officials, community leaders and co-workers. 6. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 7. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 8. Knowledge of relevant computer programs needed in the day to day function of the position. 9. 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. 10. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 30 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 majority 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. 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 2 of 2 Page 6 of 12  HR Assistant Department: Human Resources Classification: Regular Part-Time / Non-Exempt Reports To: Human Resource Director Date: December 2021 Position Description Objective Perform administrative tasks and services to support effective and efficient operations of the human resource department. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Maintain accurate and up-to-date human resource files, records, and documentation. Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately. 2. Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refer more complex questions to appropriate HR staff or management. 3. Provide clerical support to the HR department. Monitor departmental emails and requests. 4. Assist with recruitment efforts including prepping applicant documents for review, answering emails regarding application status, notifying applicants of rejections and acceptances, and pre-employment screening coordination. Conduct or assists with new hire orientation as necessary. Ensure appropriate tracking of city-issued equipment for employees in conjunction with the IT Department. 5. Schedule exit interviews for all employees and collects city-issued items in conjunction with the department head and IT Department. 6. Assist with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations. Coordinate annual years of service program. 7. Coordinate DOT random drug screen monitoring, updating, and notification as necessary. 8. Facilitate safety glass and protective footwear reimbursement program. 9. Assist with training and safety training program coordination including scheduling trainings, preparing sign in sheets, and tracking completion of trainings. 10. Assist with other departmental compliance items including OSHA, work comp, FMLA/STD/LTD, wellness incentive program, and other tracking items. 11. Ensure access to departmental forms on the Citywide drive and other physical locations throughout the City. Assist with employee communication to ensure important departmental information is shared with the necessary employees. 12. Coordinate break room supply ordering and vending machine contracts. Assist with office supply ordering as needed. 13. Perform other related duties as required. Page 1 of 3 Page 7 of 12 Position Description HR Assistant Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Minimum Associates Degree in Human Resource Management, Business Administration, or related field required. Prior related work experience also required; municipal setting preferred. Note: An equivalent combination of training and experience may be used to meet the minimum qualification of education. 2. Experience using, or the ability to quickly learn, human resource information system (HRIS) or similar computer applications required. Use of BS&A Software preferred. 3. Must have knowledge of all HIPPA and privacy requirements. Ability to handle confidential information in a professional and ethical manner. 4. Knowledge of Department of Labor rules and guidelines for compliance with Federal, State, and City laws and policies. Working knowledge of human resource administrative policies, procedures, and regulations. 5. Ability to plan, organize, schedule and oversee completion of work assignments to achieve deadlines in an environment where interruptions occur frequently. 6. Must have exceptional interpersonal skills and ability to work as part of a team, including outside consultants. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, elected officials, community leaders and co-workers. 7. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. Proficient in all Microsoft Office products. 8. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 9. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 10. Knowledge of relevant computer programs needed in the day to day operation of the department, including BS&A Software. 11. Ability to concentrate and pay attention to details; also, ability to organize, prioritize and work independently and in a busy environment where priorities and schedules change. 12. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 30 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 the majority 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 may be eligible for remote work on a limited or situational basis as approved by the Assistant City Manager. 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 Page 2 of 3 Page 8 of 12 Position Description HR Assistant Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 9 of 12  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: January 24, 2022 RE: Vacation Policy Update Attached is a draft version of Section 130.0 Vacation Leave of the City’s Personnel Policy Manual. We are requesting an update to this policy to align our sick leave policy and vacation leave policy regarding utilization of leave for new employees. The sick leave policy was updated with the implementation of the 2019 Paid Medical Leave Act in Michigan. This policy deems 90 days after hire as the required wait period to use paid medical leave. We updated the City’s sick leave policy for all employees to reflect this mandated time period. Additionally, as we continue to welcome new employees, we are finding that a 180 day vacation use moratorium to be too constraining. Therefore, we are requesting that Section 130.0 be updated to match the sick leave use policy and change use of leave from 180 days after employment to 90 days. Several other administrative changes are requested to clarify some language within the policy and better reflect the current practices of this policy. Please feel free to contact me if you have any questions. Page 10 of 12  SECTION 130.0 VACATION LEAVE All full-time and regular part-time employees shall begin accruing vacation from date of hire and shall be eligible to use accrued vacation after 90 days of employmentcompletion of provisional period. Vacation shall be available for use in the first full pay period after the the completion of 90 days of employment. applicable new hire provisional period. All newly hired employees have a 180-day provisional period. Full-Time Employees • Vacation shall accrue on the employee's anniversary date at the rate of five-sixth (5/6) of a day per month. This is deposited monthly on the second pay period of each month into the employee’s vacation leave bank. • Days are defined by the number of hours worked in a regular day. Full-time employees that work a 40-hour week accrue vacation time as an 8-hour day regardless of the shift they work. Full- time firefighters who work a 45-hour week, 9 hours per day, shall accrue vacation time based upon a 9-hour day. • A maximum of thirty (30) vacation days may be accrued. Accrued vacation up to the maximum thirty (30) days may be carried over to the succeeding year. This equates to 240 hours of vacation leave time for 40-hour week employees and 270 hours of vacation leave time for 45-hour week employees. • Full-time employees receive one (1) additional vacation day for every two (2) years of continuous service with the City on January 1st. This vacation time is referred to as “years of service vacation leave” and is deposited into the vacation leave bank on the first pay period of January each year. Regular Part-Time Employees • Vacation time shall be earned pro-rata based on the actual number of hours worked versus the regular work schedule hours. Regular part-time employees with six (6) months service will accrue vacation time every January 1st and July 1st. This vacation time will be deposited into the employee’s vacation leave bank on the first pay period of January and July each year. • A maximum of fifteen (15) vacation days accrued may be carried over to the succeeding year. This equates to 120 hours of vacation leave time. • Regular part-time employees are not eligible for additional years of service vacation leave. Each department supervisor has the responsibility of maintaining adequate staffing in his/her area. Vacation calendars shall be posted by each department by March 1. On or before April 1, each employee, by length of service, shall provide his/her preferred vacation schedules on the calendar. Employees shall have the right to start and end his/her vacation on any day of the week if requested and has prior approval of department supervisor. Management discourages taking vacations one day at a time throughout the year; such requests will only be granted when vacation time -off will not interfere with City operations. For full-time employees, vacation requests of up to and including twenty (20) concurrent workdays must have department supervisor approval. Vacation requests exceeding twenty (20) concurrent workdays must have Assistant City Manager approval. Page 11 of 12 Management encourages its employees to take accrued vacation during each calendar year. Any vacation accrued beyond the maximum thirty (30) days allowed (fifteen 15 days for regular part-time employees) will be forfeited by the employee. Employees while on administrative or special leave of absence longer than four (4) weeks will not accrue vacation credits. Vacation Leave Administration Vacation time is not used in calculating overtime. An employee must actually work forty (40) hours a week before overtime may be accrued. When a paid holiday falls within an employee's scheduled vacation, the paid holiday will not be counted as a day of vacation. All vacation time must be properly recorded on the City of Walker Time Sheet including the number of hours and date taken. Vacation pay shall be computed on the basis of the employee's base hourly rate (straight time) in effect at the time vacation leave was taken. No payments shall be made in lieu of unused vacation credits except upon termination of employment or death. In such event, the employee (or beneficiary) shall be paid for any unused vacation at his/her last hourly wage rate/salary. City management has the final authority to schedule and change vacation schedules in order to ensure orderly operations. Employees are assured, however, that no vacation request shall be unreasonably denied. Section Date Original Issued Date Last Revised Approval Personnel Committee 130.0 10/15/93 01/31/2022 10/14/13 DPS Page 12 of 12