Personnel Committee

PERSONNEL COMMITTEE AGENDA DPW CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. MONDAY, NOVEMBER 10, 2025 6:00 PM Call Meeting to Order - Record Attendance 1. Committee Members: Mayor Carey (Chair), Jessica Babcock, Steven Gilbert, and Elaina Huizenga-Chase (Alternate) Discussion Items 1. Approval of Minutes from August 22, 2025 2. Approval of Full-Time Firefighter Positions 3. City Manager Annual Review Follow-up Adjournment Page 1 of 3  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CONFERENCE ROOM FRIDAY, AUGUST 22, 2025 8:00 AM Call Meeting to Order - Record Attendance Committee Members: Mayor Carey (Chair), Jessica Babcock, and Steven Gilbert City Staff: Darrel Schmalzel, Frank Wash, Shannon Bales, Scott Conners, Jake Gardner, Gary Postema, and Jason Rottman Discussion Items Approval of Minutes from June 23, 2025 Motion by Jessica Babcock, seconded by Steven Gilbert to approve the June 23, 2025 meeting minutes. Motion Carried. Acceptable Use of Artificial Intelligence Policy Adoption IT Director, Jason Rottman, provided a summary of the proposed Use of Artificial Intelligence policy. He said that the policy establishes guidelines for using AI tools, including the expectation that staff will not use AI with confidential information or sensitive data. J. Rottman and S. Bales explained one change to the policy's exceptions section that was made after the agenda was sent out. Discussion was held Motion by Steven Gilbert, seconded by Jessica Babcock to approve the Use of Artificial Intelligence Policy with changes as discussed. Motion Carried. Section 100.0 Travel Policy Update HR Director Shannon Bales, reviewed updates to the travel policy with the Committee The updates include updated language and clarified the process for expense reimbursement requests. Motion by Jessica Babcock, seconded by Steven Gilbert to approve Section 100.0 Travel Policy Updates. Motion Carried. Personnel Committee Minutes 8-22-25 Page 1 of 2 Page 2 of 3  Request for approval of new position - Environmental Services Coordinator (DPW) DPW Director Gary Postema provided an overview of the reasoning behind the new position request. He explained that the role would establish a crew leader for overseeing the cleaning and maintenance of city buildings. Discussion was held. Motion by Steven Gilbert, seconded by Jessica Babcock to approve the request for the new position of Environmental Services Coordinator (DPW). Motion Carried. Request for approval of new position - Director of Public Services City Manager Darrel Schmalzel spoke to the Committee about succession planning within the Department of Public Works (DPW) and Engineering departments He explained why they are seeking to create the Director of Public Services position. A proposed departmental organizational chart was provided and discussed. City Engineer Scott Conners provided additional context and information to support the proposal. Manager Schmalzel added that, if the position is approved, additional staffing changes would follow as part of the planned restructuring. Motion by Jessica Babcock, seconded by Steven Gilbert to approve establishment of a Director of Public Services position. Motion Carried. City Manager & Fire Chief Performance Evaluation Discussion Discussion was held by the Committee Adjourn 8:56 a.m. Personnel Committee Minutes 8-22-25 Page 2 of 2 Page 3 of 3