Personnel Committee

Personnel Committee Meeting Minutes Monday, September 16, 2013, 5:00 p.m. Present: Jerry Filut-Chair, Tami Pollnow, Tom Roanhouse, Linda Laib and Glen Collins Also present: Rebecca Ewald Filut called the meeting to order at 5:12 p.m. Pollnow moved and Collins seconded to approve the minutes. Filut noted a typo in the August 19 minutes. Pollnow moved to amend her motion to include correction of the typo in the last paragraph in August 19 minutes to read “they” as opposed to “that” in the second sentence. Collins seconded. Motion carried. Ewald updated that the applicant offered the position of clerk will be providing a written request to the Board in response to their offer regarding vacation and salary. The Committee noted that they would be amenable to providing the vacation within the first year paid, providing a week after six months and an additional week after a full year of employment. It was noted that the Board would be provided with a copy of the minutes for their consideration. Collins moved and Pollnow seconded to move item four on the agenda up. Motion carried. Marzahl discussed the Waterford Information Portal and requested comments from the Committee. Laib inquired as to whether the portal would provide the same information to all users. Marzahl noted that there would be internal and external portals. Roanhouse suggested that election, specifically candidate information, term of office and the capability for interested community members to submit applications for appointment to Village Committees/Boards/Commissions. There are likely people who would desire to get involved and we need to let them know how and what the commitment would entail. Filut suggested that all applications such as the Talent Bank Questionnaire and employment be done on-line. Roanhouse inquired as to whether the payments each month will be archived. Roanhouse noted that the monthly bills should be kept in an archive for the public to view. Roanhouse inquired as to what a blog would entail. Filut noted that his subdivision did a blog and they decided to discontinue it because it became an arguing site rather than constructive. Roanhouse noted that the portal will be the way the Village conducts business in the future. Pollnow noted that it may be a good idea to send an alert to those interested once a ballot is finalized to notify people of the election, where to vote and who is on the ballot. The Committee requested more information on what a blog is and noted that staff should find out if the vendors charge by how many features the Village has in the portal moving forward. Laib recommended an employee section with the personnel manual, benefits information and related forms. Roanhouse suggested a “What’s New” page. The Administrator noted that she was waiting on information from another vendor to prepare a comparison for the next meeting relative to life, short term disability and accidental death and dismemberment. It was noted that health insurance quotes were also requested for purposes of establishing a baseline on the private market prior to the implementation of the exchanges on October 1. After conclusion of more Affordable Care Act (ACA) implementation in 2014, the Committee may desire to seek another quote for comparison purposes. The Committee discussed the resignation of the management analyst. Filut suggested that we review the recent applications for the clerk position to see if there would be any applicants for this position. Ewald noted that she was under the impression that the position was short term. Further clarification would need to be provided by the Village Board. It was noted that the intern program was a great success. It was noted that Marzahl will be challenging to replace. It was clarified that the position is titled Administrative Analyst. It was noted that the salary range prior determined for the Administrative Analyst position was $12 - $15 per hour. The Committee suggested contacting the finalists interviewed for the clerk position and notifying them that there has been another position that opened up for purposes of assessing whether they would be interested in this position should they not be offered the clerk position, noting the salary difference. Pollnow moved and Collins seconded to move forward with seeking a replacement for the 1 Administrative Analyst by first contacting the three qualified applicants that were already scored and interviewed. If none of them are interested in the position, the remaining applications will be reviewed and scored by the original review team. If any of three desire to accept the Administrative Analyst position they will have a second interview with the President, Chair of the Personnel Committee and Administrator. Motion carried. The Committee reviewed how Paid Time Off (PTO) is determined when a regular part time employee transitions to regular full time employee. Regular Part Time Employees earn Paid Time Off (PTO) for each year worked. The PTO is available for use on the anniversary date of the employee at the conclusion of the anniversary year. The personnel manual does not specifically outline how to address time earned by an employee in a Regular Part Time position that would transition during the year if the employee transitions to a Regular Full Time position. Filut recommended and Laib seconded for the Administrator to explore implementation of an accrual system for earning vacation. The vacation could then be earned and utilized throughout the course of the year. Motion carried. Ewald noted that it may take a bit of time since she would need to coordinate with the Treasurer and Utility/DPW Clerk on the process and it is budget season. The Committee agreed that it should be done as time permits. Roanhouse moved and Collins seconded to adjourn at 7:19 p.m. Motion carried. Respectfully Submitted, Rebecca Ewald Village Administrator 2