Personnel Committee

PERSONNEL COMMITTEE Monday, October 17, 2016 6:00 P.M. The Personnel Committee will hold a meeting on Monday, October 17, 2016, at 6:00 p.m. in the Village Hall, 123 N. River Street, Waterford, WI. AGENDA Call to Order Approval of the Minutes 1. Review and act on June 20, 2016 regular meeting minutes. 2. Review and act on October 11, 2016 special meeting minutes. Old Business New Business 3. Review of 2017 wage and compensation. a. Below is a table of the last 5 years of wage increases for non-represented and represented employees by Teamsters – 3 Equipment & Water Operators in the Public Works & Utilities Department. Please note that for years 2012, 2013, 2014 the represented increases were applied on 7/1. Beginning on 1/15 the union agreement was modified to run with the calendar year. Wage Increase History Non-represented Represented* 2012 0.0% 2.00% 2013 0.0% 0.00% 2014 1.0% 0.50% 2015 1.4% 1.4% 2016 1.0% 0.73% b. On 9/22/16 the Village received the Notice of Commencement to Bargain for Teamster Local No. 200 for the Public Works & Utilities Equipment and Water Operators. c. 2011 Wisconsin Act 10 limits represented employee increases to total base wages that may be bargained by local governments. Under Act 10, if a local government agrees to increase total base wages by a percentage that exceeds the CPI change, the governing body must adopt a resolution specifying the amount by which the total base wages increase will exceed the CPI limit. The resolution may not take effect unless it is approved in a referendum. The referendum must occur in November for collective bargaining agreements that begin the following January 1. The results of a referendum apply only to the total base wages in the next collective bargaining agreement. It is important to note, however, that Act 10 allows local governments to unilaterally implement other compensation measures or policies such as performance bonuses, merit increases, premium pay, pay schedules, automatic pay progressions, and supplemental compensation for general municipal employees without the need to go to a referendum. In essence, under the bill represented employees are treated the same as non- represented employees regarding “other compensation” (compensation other than base wages). Local governments will have discretion over how much or how little to award as “other compensation” to general municipal employees. Moreover, local governments may award different levels of “other compensation” to employees based upon the performance of the employee or any other measure the employer deems relevant. d. The Consumer Price Index (CPI) provided by the Department of Revenue for the Wisconsin Employment Relations Commission is attached for your reference and identified a 0.68% CPI increase as of January 1, 2017. e. State statute requires the Village only bargain with respect to base wages for the three represented employees no greater than the total increase, 0.68%, in base wages or $2,260.29. The past two years the Board has decided to apply the 0.68% equally to all three employees. f. Attached is a list of 2016 total employee compensation for the general fund for your review. If you will recall, portions of employee wages are accounted for by the library fund and utilities enterprise. The Library Board approved a 1% increase to library employees. The Village Board does not direct the amount of compensation provided to Library employees per state statute.  g. For your information, the Village Board also approved review of compensation for each position pursuant to the Personnel Committee’s recommendation on 10/11. The goal is to have compiled this information for review by the Board in 2016.  The Committee is requested to provide a recommendation on wages. Closed Session 4. The meeting will adjourn into closed session pursuant to Wis. Stat. 19.85(1)(c) to review wages and compensation of Village employees and for the purpose of considering Teamsters No. 43 union proposal in accordance with Wisconsin Statute s. 19.82(1), 19.85 (1)(e) and 19.86. Reconvene into Open Session 5. Review and provide a recommendation on wage and compensation. Adjourn There may be a quorum of Village Trustees present, which would constitute a public meeting of the Village Board Jerry Filut Chairman Please note that, upon reasonable notice, accommodations can be made for the needs of disabled individuals through appropriate aids and service. For additional information or to request this service contact the Clerk’s Office at 534-3980. Posted 10/14/16, 5:00 p.m.  Personnel Committee Meeting Minutes - Unofficial June 20, 2016 – 6:00 p.m. Present: Bell, Filut, Pollnow, Vaccaro and Allen Also present: Rebecca Ewald and Rick Mueller Filut called the meeting to order at 6:00 p.m. Pollnow moved and Allen seconded to approve the April 18, 2016 minutes. Motion carried. Pollnow moved and Bell seconded to recommend approval of the flexible benefit plan restatement. Motion carried. Bell moved and Allen seconded to recommend approval of amendments to the Standard Operating Guidelines (SOG’s) , specifically Health Information Portability Accounting Act (HIPAA) requirements. Motion carried. The Fire & Rescue Department currently staffs 5 daytime personnel from 6 a.m. – 6 p.m. - 2 are Paid on Premise and receive their hourly rate based upon qualifications - 2 work the Stand-by 12-hour Shift and receive $7.50 per hour - 1 is paid a daytime stipend of $25 per shift and receives Paid on Call compensation if they respond to an emergency call during their shift. In the evening hours five positions are scheduled from 6 p.m. – 6 a.m. and each individual receives a $25 night stipend. If responding to a call during their shift, they receive Paid on Call compensation for the duration of the call. The department is proposing to pay three individuals the $25 a night stipend and utilize the balance of the funds to increase the hourly pay for the third Paid on Premise employee (typically drivers or officers) from 6 a.m. – 6 p.m. a wage based upon their qualifications, typically $11-$12 per hour. The department is seeking to enhance the benefits for recruiting additional driver/officers during the daytime hours, a need for the department. Pollnow moved and Vaccaro seconded to approve the reallocation of 2016 budgeted wages to reallocate 2 night time stipends to increase the hourly wage for the driver/officer daytime position to be paid based upon qualifications from 6 a.m. to 6 p.m. Motion carried. The Committee reviewed the requested draft donation leave policy. Bell moved and Pollnow seconded to request staff to 1) review 3A and include that the leave may be used for the employee or qualifying family member under FMLA, and 2) include other hardship situations that do not need to qualify for FMLA within the policy. Motion carried. The Committee reviewed the Department of Labor rule approved on May 18, 2016. Employers are required to implement the new regulation beginning December 1, 2016. Pollnow moved and Vaccaro seconded to adjourn into closed session pursuant to Wis. Stat. 19.85(1) to review wages and compensation for a specific employee based upon the impacts of Department of Labor overtime regulations. Motion carried by roll call vote and the adjourned into closed session at 7:06 p.m.: Allen –aye Bell – aye Filut – aye Pollnow – aye Vaccaro – aye Filut moved and Bell seconded to reconvene into open session at 7:52 p.m. Motion carried. Vaccaro moved and Bell seconded that the matter of administering the Department of Labor changes be decided upon by the Village Board. Motion carried. Pollnow moved and Vaccaro seconded to adjourn. Motion carried. Meeting adjourned at 7:55 p.m. Respectfully submitted, Rebecca Ewald Village Administrator  Personnel Committee Meeting Minutes - Unofficial October 4, 2016 – 6:30 p.m. Present: Bell, Filut and Pollnow Also present: Rebecca Ewald Filut called the meeting to order at 6:33 p.m. Pollnow moved and Bell seconded to adjourn into closed session pursuant to Wis. Stat. 19.85(1)(c) for the purpose of considering hiring and compensation for the clerk position. Motion carried by roll call vote and then adjourned into closed session at 6:35 p.m.: Bell – aye Filut – aye Pollnow – aye Pollnow moved and Bell seconded to reconvene into open session at 8:20 p.m. Motion carried. Pollnow moved and Bell seconded to: 1) Recommend adding the opportunity for promotion as the first step in the procedure for hiring and also insert the availability for the administrator to exercise discretion to post positions for advertisements internally and externally to alleviate waiting for a committee to convene, 2) Recommend the promotion of Rachel Ladewig to the position of Clerk at a base wage of $44,000, and upon completion of clerk certification and an acceptable annual performance review following certification, increasing the base salary to the Department of Labor threshold of $47,476, 3) Should Ladewig not accept the promotion, a recommendation to post the position externally with salary noted as ‘based on qualifications’, 4) Should Ladewig accept the promotion, post the position of Deputy Clerk & Court Clerk externally with hourly rate noted as ‘based on qualifications’, and 5) Recommend the Village review all general government positions to identify wage ranges based upon comparable communities by population, like job descriptions, and tenure in each position. Motion carried. Bell moved and Filut seconded to adjourn. Motion carried. Meeting adjourned at 8:25 p.m. Respectfully submitted, Rebecca Ewald Village Administrator 10/13/2016 WERC Chart of CPI-U Percentages for Various CBA terms Consumer Price Index Calculation Chart (updated last on 09-30-16) The Wisconsin Department of Revenue (DOR) has advised the Wisconsin Employment Relations Commission (WERC) that the CPI-U increase applicable to one year collective bargaining agreements with a term beginning on the following dates is as noted in the corresponding column in the chart below. Beginning date of one Applicable CPI-U as year collective bargaining determined by WI agreement Department of Revenue March 1, 2017 0.80% February 1, 2017 0.73% January 1, 2017 0.68% December 1, 2016 0.60% November 1, 2016 0.51% October 1, 2016 0.40% September 1, 2016 0.33% August 1, 2016 0.24% July 1, 2016 0.12% June 1, 2016 0.12% May 1, 2016 0.19% April 1, 2016 0.31% March 1, 2016 0.45% February 1, 2016 0.58% January 1, 2016 0.73% December 1, 2015 0.89% November 1, 2015 1.07% October 1, 2015 1.25% September 1, 2015 1.39% August 1, 2015 1.48% July 1, 2015 1.62% May 1, 2015 1.68% April 1, 2015 1.68% March 1, 2015 1.62% February 1, 2015 1.58% January 1, 2015 1.57% October 1, 2014 1.40% September 1, 2014 1.39% August 1, 2014 1.46% July 1, 2014 1.46% June 1, 2014 1.48% May 1, 2014 1.53% April 1, 2014 1.63% March 1, 2014 1.70% January 1, 2014 1.66% October 1, 2013 1.79% September 1, 2013 1.89% August 1, 2013 1.96% July 1, 2013 2.07% May 1, 2013 2.30% March 1, 2013 2.57% January 1, 2013 2.96% September 1, 2012 3.33% July 1, 2012 3.16% April 1, 2012 2.65% January 1, 2012 2.01% July 1,2011 1.64% January 1, 2011 0.97% July 1, 2010 minus 0.36% July 1, 2009 3.84% http://werc.wi.gov/doaroot/cpi-u_chart.htm 1/1