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HomeMy WebLinkAboutPersonnel Committee - Minutes - 3/7/2013Minutes of the Bayfield County Personnel Committee Meeting 4:00 PM, March 7, 2013 Emergency Operations Center, Bayfield County Annex, Washburn, WI Members Present: Brett Rondeau, Neil Schultz, William Bussey, John Bennett Members Excused: Shawn Miller Others Present: County Administrator Mark Abeles-Allison, Dennis Pocernich, Dee Kittleson, Marco Bichanich, Kenneth Jardine, Kristine Kavajecz, Jason Bodine, Craig Parks, Dawn Dreschler and Bob StArnold with RJF Agencies. Called to order at 4:00pm by Chairman Rondeau Motion Schultz, Bussey to approve the minutes of the February 7, 2013 Personnel Committee meeting. Motion Carried. Motion Schultz, Bennett to approve the minutes of the February 25, 2013 Personnel Committee meeting. Motion Carried. AFLAC Presentation: Spencer Miller with AFLAC. Abeles-Allison reviewed with the committee that the Labor-Management and Personnel Committees spent time last year exploring additional short-term disability insurances. The current policy allows employees to buy down to a 30-day waiting period upon hire. Because many employees have a longer waiting period that cannot be shortened, additional options were explored as a voluntary policy for employees to consider. AFLAC representative Spencer Miller provided a handout on the policy option they are proposing. A list of other governmental entities currently using AFLAC were provided. AFLAC guarantees renewability, meaning that no matter how many claims a person has, they will not be cancelled. Rates are not increased annually. AFLAC premiums are post tax. Annual open enrollment. There is a rider that could be placed on the policy for on-the-job injuries or illnesses. Policies are portable if an employee leaves employment. There is no requirement that the county would have to stay with AFLAC if they chose to discontinue participation, although employees could continue the coverage on their own at the same premium. Personnel Manual Updates: • Uniforms: Proposal from Highway was to pay out $250 per year per Equipment Operator. Sheriff’s Department utilizes a quartermaster system. Suggestion is to offer (not require) a uniform for Highway Employees. Motion Schultz to postpone this discussion until all 5 members of the committee are present. Motion dies for lack of a second. Continue the reimbursement of up to $50 per year for protective footwear. Suggestion that custodial staff could also be offered the same uniform option as Highway. Uniform policy regarding Forestry has been to provide up to $270 annually for clothing/protective gear purchases. These have been county purchases in the past. L:\COMMITTEES AND BOARDS\PERSONNEL COMMITTEE\2013\Personnel Committee Minutes 2013-03- 07.doc Page 2 of 3 Motion Bussey, Bennett to accept the recommendation to offer a uniform service to Highway Equipment Operators on a voluntary basis. The current policy for Mechanics is to remain unchanged. The committee authorizes Abeles-Allison to negotiate a contract with a vendor. Motion Carried. Motion Bussey, Bennett to leave the Forestry uniform policy in place as in the past and to offer a uniform service to custodial employees similar to the Highway Equipment Operators. Clarification that the Forestry uniform allowance is not paid to employees, but items are purchased by the county and is used for any items the Foresters may need in the field. Motion Carried. No changes to the Sheriff or Cook uniform allowances. • 1.1.1. Motion Bussey, Bennett to change “Pay” to “Compensation”. Motion Carried. • 2.8 Item 8 Motion Bussey, Bennett to give further consideration to time parameters regarding meal reimbursements at the next meeting. Motion Carried. Add the time parameters that are allowable for meal reimbursements. There was some concern expressed regarding the ability of an employee to request meal reimbursement if they went to Ashland for an afternoon meeting. Discussion included putting a 50-mile radius restriction on meal reimbursements. • 3.3.4 Motion Bennett, Bussey to rearrange holidays in chronological order. Motion Carried • 3.4 Motion Bussey, Schultz to allow CCOs to comp holiday time, not to exceed 5 total days comp time. Motion Carried. • 3.1.9 Motion Schultz, Bennett to change “paid” to “compensated”. Motion Carried. • On-Call Pay: Motion Schultz, Bussey to approve inclusion of this policy in the manual as presented and presently in place. Motion Carried. • IT: Motion Schultz, Bennett to approve modified wording “County IT office is responsible for periodic back-up and archive of electronic records”. Motion Carried. Sick Leave Payout for Elected Officials: Currently there are 4 elected officials that were previously Bayfield County employees. Abeles-Allison read the proposed policy. If approved, this would go to the Full County Board in the form of a resolution. Motion Bussey, Schultz to approve the policy as presented. Motion Carried. Wage Study: • Procedure Going Forward For Reviewing Data and Feedback: Abeles-Allison recommended a focus on Sections F-I first. Comment from Jardine that he does not and will never support a merit pay system. • Development of Philosophy: Review of the draft philosophy. Comment from Bussey regarding whether I, II, III positions would still be in the classification system and persons could progress through the I, II, III levels. • Job documentation is the basis of the internal equity analysis and market analysis. Job descriptions should be updated regularly. Salary ranges should overlap slightly, with annual or bi-annual salary range review. • Responsibilities Section: Abeles-Allison recommends that the Personnel Committee be responsible for the approval of any changes to the salary range structure. Suggestion by Bussey that the County Board should have this responsibility. Process: Recommend this go to the County Board and every 2-3 years. L:\COMMITTEES AND BOARDS\PERSONNEL COMMITTEE\2013\Personnel Committee Minutes 2013-03- 07.doc Page 3 of 3 • Salary Range Structure: Question why the salary range spread is recommended at 40% spread. • Pay Adjustments: Discussion regarding how raises would be distributed equitably between departments and within departments. Suggestion to get feedback from Department Heads on their opinions on utilizing a merit pay system. The proposal from Wipfli also includes a list of the different types of pay adjustments that could be considered. • Presentation of Department comments on Internal Equity and Market Study Analysis: Comments received from departments were provided to committee members for review at a future meeting. • Set Meeting Date(s) for Wage Study Specific meeting: The policy discussion will be continued at the regular April meeting and then a special meeting may be scheduled to specifically discuss the wage study data detail. Next regular meeting set for April 17 instead of April 4. Motion Schultz, Bussey to enter closed session pursuant to Wisconsin Statutes §19.82(1), §19.85(1)(c, e) for the purpose of discussion and possible action regarding approval of closed session minutes of the February 7 and February 25, 2013 personnel committee meetings, discussion and possible action regarding compensation of county employees over which the governmental body has jurisdiction or exercises responsibility. (Interim Accountant, Planning & Zoning Director), and discussion and possible action regarding strategy with regard to collective bargaining with Teamsters Local 346. Motion Carrier. All county board members remained in the meeting. Entered executive session at 6:10pm. Motion Bennett, Schultz to return to open session. Motion Carried. Returned to open session at 6:30pm. Motion Schultz, Bennett to approve wage increase for Carolyn Kanneberg to the 12-month Accountant wage effective March 15, 2013 through July 1, 2014. Wage is to be red lined at this rate and not eligible for cost of living increase if awarded in 2014. Motion Carried. Meeting adjourned at 6:33pm.