Personnel Committee

Personnel Committee Official Meeting Minutes Monday, April 15, 2013, 5:00 p.m. Personnel Committee Present: Jerry Filut- Chair, Glen Collins, Tammy Pollnow, Tom Roanhouse Excused: Judy Spencer Also present: Tina Chitwood, Rebecca Ewald, Lori Peternell, Vikki Zuehlke, and Jeff Dolezal. Filut called the meeting to order at 5:00 p.m. Collins moved and Pollnow seconded to approve the March 18, 2013 minutes as presented. Motion carried. The Committee discussed the insurance opt-out payment. For example, we have a current request for 5 months of opt out as this eligible employee will begin to take the Village’s health and dental insurance benefits beginning June 2013. Page 34 of the Personnel Manual approved on 1/14/13 states “opt-out payment for eligible employees who choose not to participate in the Village’s health and dental insurance program is an annual payment”. In 2005 the Village would provide the annual opt our payment to employee at the beginning of each year. To address situations where employees may leave at some point during the year, the annual opt out payments were prorated and provided quarterly beginning in 2006 when payroll was being done manually at the Village. Now that the Village has outsourced their payroll it could be easily done bi-weekly with payroll processing. Roanhouse moved to strike “annual” and add “bi-weekly”. Collins seconded and the motion passed 4-0. The Treasurer noted that no employees eligible for the first quarterly opt out payment received it, as the staff was waiting for the Board’s direction. The Committee directed the Treasurer to catch up all eligible employees and begin the bi-weekly opt out payment should the Village Board approved the revision. The Committee reviewed the information by Tina Chitwood, Acting Administrator: a. Alicia Schrader, the current Admin. Assist. provided her two week notice (end date of April 19, 2013) b. Acting Administrator Chitwood made a recommendation to the Village Board on 4/8/13 that both the Admin. Assist. and Deputy Clerk/Treasurer and Court Clerk job descriptions be reviewed for possible changes pertaining to job duties and responsibilities by Personnel Committee with recommendation to the Village Board prior to reposting the available position. c. The Clerk, Treasurer, Director of Public Works (direct position supervisors), Acting Administrator, as well as the current Deputy Clerk/Treasurer – Court Clerk and Administrative Assistant together analyzed the current the Deputy and Assistant job descriptions. The staff review indicates that during the first three months of operating under the Deputy/Court/Utility structure, this position is responsible for too many non-related, time-consuming tasks and responsibilities that could be completed more efficiently if the roles/responsibilities were split. The position also contains multiple job functions with deadlines that conflict with each other on a regular basis (for example: the 3rd week of the month is: Court and Court administration, utility billing (quarterly), utility late notices (quarterly), Public Works & Utilities meeting coordination monthly, and preparing for Village Board the following week monthly). d. Utilities and Court activities are both currently consuming the most time of the Deputy/Court/Utility position, and this amount of time is expected to increase from the utilities perspective as the administrative functions temporarily being performed by the DPW Director are ultimately going to be assigned to this position. e. Court transition must continue to provide a seamless service to the Judge and the residents of the Village. The Judge has indicated his concern with our current staff turn-over and how the Court transition plan will be implemented without reassessing the staffing needs going forward. f. Research indicates that the current rate of pay for the Waterford Deputy/Court/Utility position is $4.00 per hour below the average rate of pay of full time Deputy Clerk/Treasurers in Villages located throughout Wisconsin with the average years of service being 9.65 years. The average rate of pay for 1  those with less than 5 years of service in the same survey is $5.56 more than the current hourly rate of our Deputy. Those whom have left employment with the Village have indicated that the Village’s pay rate for the Deputy and Administrative positions is primary in their reasons for leaving. g. Staff indicated that the changes in Court and Utilities both came on around the same time, causing turmoil and increased stress levels in the Deputy/Court/Utility position as well as by the position supervisors as they haven’t been able to fully train staff as they are getting pulled in too many directions. h. After developing four possible options based on the information collected as indicated in items c.-f. above, staff is recommending the Committee consider the following new staffing arrangement: i. Positions 1. Full time Deputy Clerk/Treasurer and Court Clerk 2. Full time Utility Clerk/Dept. of Public Works Clerk 3. Full time Administrative Analyst (with special focus on Court administration) *This proposal eliminates the Administrative Assistant position and both Internship Positions upon their end date of 5/30/13. **Positions 1&2 are to be cross-trained with each other. ii. Details Regarding the New Full Time Administrative Analyst 1. Potentially our current Court Intern 2. Provides for a seamless transition of Court. Analyst can train the Deputy/Court position over a period of time. Eases the frustration of “too much change occurring at one time”. 3. Commitment of 1+ years in this position iii. Hourly Wages 1. Between $16.50-$18 per hour for each of the three positions The Committee reviewed and discussed the recommendations. Committee members noted that all three positions would be essential to assist with the current needs. It was noted that intern Marzahl is interested in staying with the Village in a full time capacity and providing a set time period of commitment to the position in order to assist with the court transition and other projects that require attention. It was also noted that the Administrative Assistant was leaving to another employee only because her personal situation has changed and she was pursuing a more financially lucrative position at $15.25 per hour to assist her family. Pollnow moved and Roanhouse seconded to recommend approval of establishing three new positions: 1) Full time Deputy Clerk/Treasurer and Court Clerk 2) Full time Utility Clerk/Dept. of Public Works Clerk 3) Full time Administrative Analyst (with special focus on Court administration and special projects – fire and rescue transition, police transition and projects as assigned by the Administrator) as described in the recommendations. Motion carried 4-0. The Committee reviewed the pay associated with the positions and discussed seeking the Administrative Assistant’s thoughts on fulfilling the Utility Clerk/Dept. of Public Works Clerk. It was noted that she would be interested in the position. The current Deputy Clerk/Treasurer and Court clerk expressed desire to continue in that capacity under the new recommended positions. Pollnow moved and Collins seconded recommending $16.00 per hour for the Full Time Deputy Clerk/Treasurer, Court Clerk position, $15.25 per hour for the Full Time Utility Clerk/Dept. of Public Works Clerk and $13.50 for the Administrative Analyst position. Discussion continued and the Committee desired to further explore the duties of the Administrative Analyst. Filut noted not he would also prefer that the Deputy Clerk/Treasurer, Court Clerk position specify a range of $15.56 - $16.00 per hour. Pollnow amended her motion to include hourly rate of the Administrative Analyst to be determined when a job description has been reviewed by the Committee at their next meeting, if agreed to by the Board. It was also amended to include the range of $15.56 - $16.00 for the Deputy Clerk/Treasurer, Court Clerk position. Motion carried 4-0. The Committee directed the Administrator to speak with the intern, Administrative Assistant and current Deputy Clerk/Treasurer, Court Clerk the following morning to determine their interest in the recommendations provided to the 2 Village Board. If interested, the Committee agreed to a joint meeting of the Village Board and Personnel Committee to review the recommendation on Thursday, April 18 at 7:00 a.m., as the direction for the current Administrative Assistant was time sensitive, as her last day with the Village is currently April 19. Jack Simenson was recommended for the Public Works seasonal employee position and was interviewed by Dolezal the week of 4/8/13. Roanhouse moved and Pollnow seconded to hire Simenson at $10.00 per hour from approximately May to through August 2013. Motion carried 4-0. The Administrator updated on the expiration of the Teamster contract, June 30, 2013. The union employees have been reviewing the contract and the manual to generate questions for the upcoming contract review. This will be a new process in light of the state statute changes. WPPA has made not contact with the Village since the change of union representative that occurred in January of 2013. The officer will continue to work on the expired contract. The Committee requested the Administrator to request quotes on health insurance from the current provider Central States as the Village has received considerable lower than market rates and two, three year contracts with set rates and bring the feedback to the May meeting. Central States insurance is only provided to the Village due to the relationship with Teamster Local No. 43, as it is provided by the union through two agreements for represented and non-represented employees. It was also noted that an insurance agent specializing in public health care plans should be consulted for shopping the plan if taken to the private market. No discussion was required on future interns due to the recommendations made earlier in the evening. Collins moved and Pollnow seconded to adjourn at 8:15 p.m. Motion carried. Respectfully submitted, Rebecca Ewald 3