Finance & Human Resources Committee

Village of Weston, Wisconsin OFFICIAL PROCEEDINGS OF THE FINANCE & HUMAN RESOURCE COMMITTEE held on Monday, August 19, 2024, at 4:30 p.m., in the Board Room at the Municipal Center, Chairman Ermeling presiding. AGENDA ITEMS. 1 Finance & HR Committee Call to Order & Welcome by Chairperson Ermeling. Meeting called to order at 4:30 p.m. by Committee Chairperson Ermeling. 2 Pledge of Allegiance to the Flag. 3 Roll Call by Recording Secretary. Roll call of Finance & HR Committee indicated 5 members present. Member Present Dirks-Luebbe, Micki YES Ermeling, Barbara YES Vacant -- Hackbarth, Linda YES Hegg, Robin EXCUSED Meinel, Steve YES - PHONE Pinsonneault, Jim YES Trustee Zeyghami, Hooshang is sitting for vacant position 4 Approval of minutes from previous Finance meeting: July 15, 2024 Motion by Pinsonneault, second by Dirks-Luebbe, to approve previous minutes. Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda -- Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES Hackbarth walks in and joins the meeting at 4:31 p.m. 5 Public Comments. N/A Motion by Pinsonneault, second my Zeyghami to suspense the rule and change the order of the agenda as presented, some members have to leave early, to move up 11, 13, 14, and closed session after Public Comments, then follow agenda as presented. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Member Voting Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 1 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES OLD BUSINESS. 11 Discussion and/or action on 2025 Budget - Pay Plan Adjustment, Wage Increases, and Merit/Market Reserve Gebert, Administrator clarified that this committee will only see the wages and benefits portion of the 2025 budget instead of the full budget process. Hackbarth spoke how she strongly support for using merit instead of market increase for wage increases. Dirks-Luebbe agrees with Hackbarth and express how important it is to have documentations of the staff's performance to receive a merit. With the documentations, the direct supervisor of the staff, will work with the Administrator to come up with a final recommendation before going to the committee. - Benefits Update Trautman explained that health insurance is looking at around +10% for 2025. There were a few discussion if the employee should pay more of the premium (currently 15% or 10% if they completed their health assessment), or change the plan structure to reduce the premium for everyone. Trautman questioned the committee if the Village should be considering total compensation not just wage increases. Pinsonneault ask if a survey can be sent out to employees to voice their opinion on this matter and how they want to be compensated. - Net New Construction Number Gebert summarized the finalized net new construction number for Village of Weston, reflecting that it is currently at 1.67%. - Updated Capital Improvement Plan (CIP) Gebert mentioned that the draft 2023-2027 CPI was previously approved in 2023 and wanted to include an update to the numbers of the project. Motion by Pinsonneault, second by Hackbarth, to acknowledge the 2024 and 2025 Capital Improvement Plan as presented. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 2 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES NEW BUSINESS. 13 Discussion and/or action on amendments to Job Description for the Deputy Clerk 3/Administrative Support Specialist Position Description Gebert spoke briefly about the minor update to the current responsibilities of the Deputy Clerk 3/Administrative Support Specialist position Motion by Hackbarth, second by Dirks-Luebbe, to recommend the Village Board approve the Job Description for the Deputy Clerk 3/Administrative Support Specialist as presented. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 14 Discussion and/or action on creation of Associate Planner position and position description Gebert explained that the Planning Department would like to create an Associate Planner position. Higgins, Director of Planning & Development, expressed how important it is to create this position within our Matrix. Higgins talked about how over the last four years, there have been four employees in the Assistant Planner position. In order to retain the current employees as they continues to grow in experience, an internal promotion is needed or they will seek out new employment options to achieve the next step in the hierarchy. Motion by Dirks-Luebbe, second by Hackbarth, to recommend the Village Board approve the Job Description of Associate Planner as presented. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES MOVE TO CLOSED SESSION PER §19.85(1)(C) Move to closed session to consider employment, promotion, compensation, or performance evaluation Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 3 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  data of any public employee over which the government body has jurisdiction or exercises responsibility to wit: • Reclassification Review Procedure from Public Works Maintainer to Public Works Operator • Reclassification Review Procedure from Assistant Planner to Associate Planner Motion by Pinsonneault, second by Hackbarth, to move to close session. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES (Present in closed session were Dirks-Luebbe, Ermeling, Zeyghami, Hackbarth, Pinsonneault, Gebert, Brehm, Higgins, Trautman, and Lao. Meinel was put in a waiting room.) RECONVENE TO OPEN SESSION Motion by Hackbarth, second by Pinsonneault, to reconvene to open session. Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve -- Pinsonneault, Jim YES POSSIBLE ACTION ON CLOSED SESSION ITEMS • Reclassification Review Procedure from Public Works Maintainer to Public Works Operator • Reclassification Review Procedure from Assistant Planner to Associate Planner Motion by Pinsonneault, second by Hackbarth, to recommend the Board of Trustees approve the reclassification of Public Works Maintainer to Public Works Operator as discussed in closed session and reclassification of Assistant Planner to Associate Planner as discussed in closed session. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 4 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES ACKNOWLEDGE WORK PRODUCT TRANSMITTALS. 6 July Budget Status Report Motion by Pinsonneault, second by Dirks-Luebbe, to acknowledge the budget status report. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 7 TIF 1 and TIF 2 Detail Reports for July Motion by Pinsonneault, second by Dirks-Luebbe, to acknowledge the TIF 1 and TIF 2 reports. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES 8 Legal Detail Motion by Pinsonneault, second by Zeyghami, to acknowledge the Legal Details. Yes Vote: 6 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda YES Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES EDUCATION PRESENTATIONS & REPORTS. 9 Review 2025 Budget process adoption schedule Gebert is sharing the draft 2025 budget process adoption schedule. The budget process will be at Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 5 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  the Board level, but all staff/committee/commission members are welcome to attend. 10 Discussion and/or action on feedback on the updated draft of the Annual Performance Review Form Gebert provided the updated draft of the Annual Performance Review form to include any department specific goals/evaluation sections. This would be for supervisory or management positions. Non-supervisory position would not include the leadership page. Hackbarth walks out at 5:30 p.m. Dirks-Luebbe comment how important it is that both the supervisory/management position along with the staff to fill in the comment section. This will help determine if a merit should be given. Motion by Dirks-Luebbe, second by Pinsonneault, to approve of the new Annual Performance Review Form as presented. Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda -- Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES OLD BUSINESS. 12 Additional Lease of space Opportunities for Village Owned properties Gebert explained that Crowe, Director of Technology and GIS, developed a map of all Village owned parcels. Pinsonneault stated that he would like to view the lease agreement for the Crane Meadows driving range. Zeyghami expressed his concern regarding the Mesker building. He would like to negotiate with the Town instead of terminating the lease. Pinsonneault is open to explore a new lease with the Town after terminating the current lease. He also has questions if there has been any update regarding the open space above the board meeting. Gebert said that as of right now, a sign can be put together for space available for rent if that's the best interest from the committee. Motion by Pinsonneault, second by Dirks-Luebe, to direct staffs to explore opportunities to lease the available space above board room at 4747 Camp Phillips Road. Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 6 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda -- Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES NEW BUSINESS. 15 Discussion and/or action on review of fee schedule Trautman discuss how it's been years since the Village did a comprehensive look at fees for licenses and permits. A more finalize draft of the fees will be available to view at the next committee meeting. 16 Discussion and/or action on RFP for GO debt issuance for streets maintenance Trautman express her concerns with issuing a RFP for GO debt issue for street maintenance. With the delay of the referendum for Fire/EMS, the Village will be using levy funds, normally used for street maintenance, for funding the Fire/EMS increase. The Village will be issuing General Obligation Debt to pay for street maintenance in 2025. The debt will have a maturity greater than one year, but have no penalty for paying off early. The Village is planning to pay the note off early February/March of 2025, with no significant impact from interest rates. Trautman prefers that the Village starts a conversation with Intercity; in the past, Intercity has been significantly lower on their interest rate. Motion by Pinsonneault, second by Zeyghami, to recommend staff start the conversation with Intercity to issue a note for street maintenance. Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda -- Hegg, Robin -- Meinel, Steve YES Pinsonneault, Jim YES REMARKS FROM COMMITTEE MEMBERS - Dirks-Luebbe comment that she maybe absent the next two meetings. REMARKS FROM CHAIR - FUTURE ITEMS Next Finance & HR meeting date(s): - Monday, September 16, 2024 @ 4:30 p.m. ADJOURNMENT OF FINANCE & HR COMMITTEE Motion by Pinsonneault, second by Zeyghami, to adjourn the Finance & HR Committee meeting at 5:52 p.m. Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 7 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes  Yes Vote: 5 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Dirks-Luebbe, Micki YES Ermeling, Barbara YES Zeyghami, Hooshang YES Hackbarth, Linda -- Hegg, Robin YES Meinel, Steve YES Pinsonneault, Jim YES Ermeling adjourned the Finance & HR Committee meeting. Song Lao, Recording Secretary Mtg_F&HR_240819_Minutes Song Lao updated @8/26/2024 1:05 PM Page 8 P:\GOVERN\COMMITTEES\Finance & HR\2024\240819\Mtg_F&HR_240819_Minutes