Personnel Committee

Personnel Committee Meeting Minutes Monday, November 18, 2013, 5:00 p.m. Present: Jerry Filut- Chair, Tami Pollnow, Tom Roanhouse and Glen Collins Excused: Linda Laib Also present: Rebecca Ewald Filut called the meeting to order at 5:03 p.m. Collins moved and Pollnow moved to approve the October 21 and 28 meeting minutes with grammatical notation provided by Filut. Motion carried. The Committee reviewed the Central States insurance contracts which included the original recommendations of the Personnel Committee and Village Board from July of 2013. The contracts utilized the prior contract’s language that was reviewed and approved by the Village’s legal counsel. The Committee asked the Administrator to request an educational session with Central States regarding the coverage provided after January 2014. Roanhouse moved and Pollnow seconded to recommend the contracts to the Village Board, request the Administrator to pursue communications with Northwestern Mutual regarding possible long term disability benefits that could be offered to employees at a group rate and paid for by employees, and request and schedule Central States to provide an educational session to employees in first quarter of 2014. Motion carried. Hiring practices of several communities with similar population ranges were reviewed. The Committee requested minor amendments to the language outlining the current hiring practice, including:  Internal postings shall be 72 hours if done prior to the external posting.  The location of external postings will be evaluated on a case by case basis based upon the position.  Subordinates to a position shall not participate in the hiring of that position.  First interviews should be limited to 15 minutes.  First interviews should include the Administrator, Department Head for the employee (if applicable) and (2) members of the Personnel Committee.  Second interviews should include the Administrator, Director Supervisor of the employee (if applicable), the Chairman of Personnel and Village President.  Interns should be recommended for hire by the Administrator.  Seasonal public works employees and snow plow employees should be recommended by the Director of Public Works and Administrator. Due to time constraints, the group reviewed the outline of the current procedure for hiring up to item six and agreed to review the remaining steps at a later date. The Committee requested the Administrator to consult with the Village Attorney as to whether the Committee may preclude other board members from participation or observation in the hiring process. The Committee reviewed the IRS amendments to the FSA plan which allow for up to $500 of unused Health FSA account funds remaining at the yearend to be carried over and paid or reimbursed to the plan participant in the following year. Pollnow moved and Collins seconded to recommend the FSA plan be amended to include the new IRS provision. Motion carried. Staff requested the Committee to consider providing a policy for conducting personnel reviews so that department heads knew when to anticipate their completion each year. Committee members suggested consideration of the end of the first quarter each year; however, they would like to receive input from the departments such as the library and public works who conduct several evaluations. The Committee requested the Administrator to confer with the department heads to see what time of year would be preferred and to report back at the December meeting. 1 The organizational chart was reviewed. The Village Board requested that the chart be revised to include our current organization and any organization changes that have occurred over the last several years. Pollnow moved and Collins seconded to adjourn the meeting into closed session for the purpose of reviewing an exit interview regarding specific personnel in accordance with 19.85(1)(f) by roll call vote at 6:40 p.m.: Roanhouse – aye Collins – aye Filut – aye Pollnow – aye Roanhouse moved and Collins seconded to reconvene into open session at 6:55 p.m. Roanhouse moved and Collins seconded to adjourn at 6:56 p.m. Motion carried. Respectfully Submitted, Rebecca Ewald Administrator 2