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HomeMy WebLinkAboutPersonnel Committee - Agenda - 11/5/2020 Bayfield County Administrator 117 E 5th Street, PO Box 878, Washburn, WI 54891 Ph: 715-373-6181 Fx: 715-373-6153 Mark Abeles-Allison, County Administrator Kristine Kavajecz, Assistant Paige Terry, Clerk BAYFIELD COUNTY PERSONNEL COMMITTEE MEETING Brett Rondeau, Chair Fred Strand Tom Snilsberg, Vice Chair Dennis Pocernich Marty Milanowski Dear County Board Members: This letter is written to inform you of the Bayfield County Personnel Committee Meeting scheduled for 3:00pm Thursday, November 5, 2020. This meeting will be held in the County Board Room, Washburn WI, and is also available to access remotely. The public will be able to participate in the Meeting via voice either by using the internet link or phone number below. (A maximum of 25 members of the public will be allowed in-person.) Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 715-318-2087,,962989839# United States, Eau Claire Phone Conference ID: 962 989 839# Find a local number | Reset PIN Learn More | Meeting options Please contact Bayfield County at 715-373-6181 or 715-373-6100 if you have access questions prior to the meeting. During the meeting if you have connection issues please email markaa@bayfieldcounty.org. Notice is hereby given that a majority of the Bayfield County Board may be present at the meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Bayfield County Board pursuant to State ex rel. Badke v.Greendale Village Bd., 173 Wis. 2d 553, 494 N.W.2d 408(1993), and must be noticed as such, although the County Board will not take any formal action at this meeting. AGENDA 1. Call to order 2. Public Comment 3. Discussion and Possible Action Regarding Approval of Minutes of October 1, 2020 4. The committee may enter in and out of closed session pursuant to Wisconsin Statutes: a. §19.85(1)(c,e) to consider employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility: and deliberating or negotiating the purchase of public property, vesting of public funds or conducting other specified business whenever competitive or bargain reasons require a closed session. i. Approve Closed Session Minutes of October 1, 2020 ii. Discuss strategy with regard to union negotiations. iii. Union Negotiations with Teamsters (4:15) iv. Union Negotiations with WPPA (5:00pm) v. Grievance Update vi. Discussion and Possible Action on Employee Performance. 5. Discussion and Possible Action Regarding combining two part-time Criminal Justice positions into one full-time position. 6. Discussion and Possible Action on county wage schedule indexing in 2021. 7. Discussion and possible action regarding Jailer Wages. 8. Discussion and Possible Action Regarding Hazard Pay 9. Discussion and Possible Action regarding health department temporary assistance/hours increase. 10. Discussion and Possible Action Regarding Emergency Leave Policy. 11. Reports a) Human Resources Report b) Personnel Financial Report for the month of October 2020 c) Emergency Management Announcement d) COVID Workplace Updates 12. Next Meeting / Negotiations, date. 13. Adjourn Should you have any questions in the meantime, please do not hesitate to contact the County Administrator’s Office at 715 373-6181 or markaa@bayfieldcounty.org. Sincerely, Mark Abeles-Allison Mark Abeles-Allison Bayfield County Administrator MAA/kak Enc. Any person planning to attend a Bayfield County meeting that has a disability requiring special accommodations should contact 373-6100, 24-hours before the scheduled meeting, so appropriate arrangements can be made. cc: Mr. Scott Fibert, Bayfield County Clerk Bayfield County Board of Supervisors The Daily Press, via email Personnel Committee Narrative, November 5, 2020, 3:00pm This will be an in-person and remote meeting in the County Board room. Item 4: The Personnel Committee will first meet to discuss strategy regarding the negotiations with both Teamsters and WPPA. The committee will meet with Teamster representatives at 4:15 to negotiate a successor collective bargaining agreement. The committee will then meet with representatives of WPPA Local 216 to continue negotiations for a successor collective bargaining agreement at 5pm. The current two-year agreement expires at the end of 2020. Item 5: The Criminal Justice Program has had two part-time Case Manager positions. We are now down to one case manager who is working out very well. Rather than hire a second case manager, we propose converting the two positions to one full-time position. At present this is 100% Treatment Court funded by a DOJ grant. Minimal cost implications anticipated. Item 6: The 2021 budget includes Contingency funds designated for a 1% wage scale indexing for the General Fund ($80k). Area indexing ranges from 0% (Price, Ashland) up to 2.5% (Barron). A recommendation of a 1% wage scale indexing is recommended for consideration by the County Board. Item 7: At the last meeting, the committee reviewed a request from the Jail and recommended by the Sheriff’s Committee, to review Jailer wages. Following the last meeting, further research was conducted on Jailer wages and benefits provided by other counties in the region. A summary is attached in the packet. Based on a review of the job descriptions, in comparison with other county positions, we believe a reclassification is justified. We recommend that Jailers be reclassified from Grade G to Grade H and Jail Corporals from Grade H to Grade I effective January 1, 2021. This recommendation places Jailers at a wage level that is competitive with other counties in the region and also considers internal equity with regard to the education, physical requirements and job complexities required of other Bayfield County positions in that wage grade. Estimated financial impact is estimated at $15,500 for 2021. Item 8. Hazard Pay for workers as a result of COVID is an allowed expense for several supplemental funding sources. Hazard Pay is defined as follows by the US Dept. of Labor: Hazard pay means additional pay for performing hazardous duty or work involving physical hardship. Work duty that causes extreme physical discomfort and distress which is not adequately alleviated by protective devices is deemed to impose a physical hardship. With recent increases in COVID, staff in all departments are having increased exposure. The Health and Maintenance departments however have increased contact chances on an ongoing basis. I would recommend a $1 per hour hazard payment for the next two months, November and December for public health and maintenance staff. We could allocate sufficient grant funds to cover this expense (approximately $10,000) in these two areas. Item 9: Due to the recent spike in COVID cases, the Health Department is in immediate need of assistance. The following recommendations/actions are in place: 1) A Part-time LPN has been temporarily authorized to work up to ten (10) additional hours per week to provide assistance. 2) A local RN was hired on a part-time, temporary basis through December 31, 2020. We recommend that the Personnel Committee authorize the County Administrator to approve the use of additional temporary staff and increases in part-time staffing hours as necessary to respond to the crisis to be funded with CARES Act monies. Item 10: At the October Personnel Committee meeting, the topic of Emergency Leave was discussed. Specifically, if parameters should be set on how much emergency leave can be used when an employee experiences the death of a family member and more clearly defining “unforeseen emergencies and urgent situations”. At present there are two checkpoints in this process. A three-person committee evaluates requests to determine if they are eligible. Second, the program is dependent on employees contributions. Here is the overview of the program. The complete language is in the packet. We would recommend the following additional criteria: 1. Requests may be for one month at a time (20 workdays). Successive month requests need to be resubmitted. 2. Up to a total of three months may be considered. Item 11. • The HR Report will be sent out early this coming week. • The Financial Report for October Personnel is in the packet. At the 10th month of the year we should be at the 83% mark, approximately. General and Human Services funds are beneath this at 75 and 80% respectively. o The General Fund is $130k over the 2019 figure at this time last year. o The Human Services Fund is: $80k over the 2019 figure at this time last year. o The Highway Fund is: $107k over the 2019 figure at this time last year. Overall payroll expenses are up $317,000 over 2019. • Update from Emergency Management Director • COVID Workplace updates. Item 12. If we anticipate the need for a special meeting before the next regularly scheduled meeting of December 3. We had preliminary discussion about another negotiation session on November 18. Minutes of the Bayfield County Personnel Committee Meeting 4:00 PM, October 1, 2020 Meeting was Held Remotely through Microsoft Teams and in person at the Bayfield County Board Room, Washburn, WI Members Present: Dennis Pocernich, Tom Snilsberg, Fred Strand, Marty Milanowski, Brett Rondeau Others Present: Mark Abeles-Allison County Administrator, Kristine Kavajecz-Human Resources Director, Kathleen Haiden-Jail Administrator, Jeremy Oswald, Jen Brown, Jeremy Clapero, Brandon Miller, Luke Kleczka, Brenda Bock Meeting called to order at 4:00pm by Chairman Rondeau Public Comment: None received. Motion Pocernich, Milanowski to approve minutes of the September 3, 2020 Personnel Committee meeting. Motion Carried (5-0) Jailer Wages: Handout was provided with a history of Jailer wages. Captain Haiden shared comments supporting a wage adjustment for Jailers. She shared that the position requires a physical interaction component that differentiates it from other positions that are currently in the same wage grade. Haiden shared some statistics regarding turn-over in the past 2 years. Abeles-Allison and Kavajecz reviewed data with regard to the historic staffing levels and wage progression for Jailers over the past 8 years. Suggestion was made to review the duties and responsibilities of the position in relation to the wage schedule. Motion Strand, Snilsberg recommend that the HR Director conduct further analysis and make recommendation for consideration. Motion Carried (5-0) Reclassifying from G to I suggested by Pocernich. Recommendation to also evaluate the staffing levels. Courthouse HRA Changes: Abeles-Allison reviewed the history of the HRA program. Initially 100% of unused HRA funds remained with employees. That amount was reduced to 25% as the years progressed. The HRA for all but Teamster employees was ended in 2020 when the county no longer offered a High Deductible Health Plan. At present, vested employees are authorized to use up to $2,000 per year of their roll-over account for eligible dental or vision expenses. The balance of funds can only be accessed upon separation of employment or upon retirement. Teamster employees may use their accounts for any purpose. Proposal is to allow vested employees to access the HRA balances for any eligible medical, dental or vision expense once the plan deductible is met. The county currently collects interest on the funds that are maintained in the HRA fund, although interest rates are currently very low. Consensus of the committee is to leave the HRA parameters as they currently are for 2021, continuing the Teamsters “All 213” access and allowing access of up to $2,000 for all other employees. Offering Vision and Accident Insurances through ETF in 2021: Motion Pocernich, Milanowski to authorize participation in the Delta Vision and Securian Accident insurance programs on a voluntary basis at no cost to the employee. Motion Carried (5-0) Temporary Emergency Leave Policy: The committee was asked for input on clarifying the parameters of the Emergency Leave Program. The program states that it can be used for Emergencies or Urgent Situations. Suggestion was made to more clearly define Emergency or Urgent Situation and parameters for use. Motion Pocernich, Milanowski to enter into closed session pursuant to Wisconsin Statutes §19.85(1)(c,e) to consider employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility: and deliberating or negotiating the purchase of public property, vesting of public funds or conducting other specified business whenever competitive or bargain reasons require a closed session. Motion Carried (5-0) Entered closed session at 5:05pm Motion Pocernich, Milanowski to return to open session. Motion Carried (5-0) Returned to open session at 6:20pm COVID Workplace Updates: Kavajecz and Abeles-Allison reported that there are a number of employees currently telecommuting. At least 50% of staff in each department are remaining on- site. Significant time is being spent addressing telecommuting needs/desires, including coordination with IT. Human Resources Report for September activities was reviewed by Kavajecz. Meeting adjourned at 6:35pm. Minutes respectfully submitted by Kristine Kavajecz Bayfield County Jailer Wage Analysis November 5, 2020 BAYFIELD COUNTY JAILER WAGE HISTORY Year Min Mid Max Increase 2014 15.08 18.85 22.62 2% 2015 15.31 19.14 22.97 1.66% 2016 17.82 20.37 22.92 1.57% 2017 17.91 20.47 23.08 Carlson Dettman Study 2018 18.00 20.57 23.15 .5% 2019 18.09 20.68 23.27 .5% 2020 18.36 20.99 23.61 1.5% CURRENT SCHEDULE Hire Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 6 Step 10 Step 11 Jailer (Grade G) 18.36 18.89 19.41 19.94 20.46 20.99 21.51 22.04 22.56 23.09 23.61 Corporal (Grade H) 19.40 19.96 20.51 21.06 21.62 22.17 22.73 23.28 23.83 24.39 24.94 Grade I 20.51 21.1 21.68 22.26 22.85 23.44 24.03 24.61 25.2 25.79 26.37 Wage Comparables: 2020 County Start Mid Max Comments State Avg 19.05 20.92 24.73 From DWD Ashland 17.42 21.77 21.77 Max after complete certification Burnett 19.10 20.69 26.10 Douglas (Non-Cert) 19.60 21.28 26.88 Douglas (Cert) 20.70 22.48 28.40 7 years. Consistent with other BC positions at grade H. Iron 21.79 23 24.21 Price 19.02 19.91 22.24 Sawyer 18.66 19.46 24 Washburn 20.44 20.44 25.98 Bayfield 18.36 20.99 23.61 Benefits: Benefits offered by Bayfield, Ashland, Douglas, Sawyer and Washburn Counties were reviewed. The analysis included: Health, Dental, Vision, Wellness, Sick leave, Personal Leave and Vacation leave benefits. Benefits were very similar in most categories. Bayfield County has a more generous Wellness incentive and vacation schedule, whereas the sick leave policy is less competitive. 2020 BENEFIT COMPARISON *Bayfield County Health Insurance will change very little in 2021 due to surcharge reduction, (same in 2022). When analyzing the appropriate wage grade to place a position into, the job description is reviewed to determine the educational requirements, physical requirements/work environment, technical requirements, and other complexities of the position, such as supervisory responsibilities and more advanced/specialized skills needed. Bayfield Ashland Douglas Sawyer Washburn Health Plan Monthly Premium $118-$291 $92.50-$200 $93-$313 $93.50-$261.88 $131-$335 Deductible $500-$1000 $750-$1750 1500/3000 $3000-$6000 $1,000-$2,000 HRA/HSA 0 $750-$1500 $1000-$2800 HRA $400-$800 HRA Dental $30-$101 $25-$50 $5-$17 $38-$129 $5-$13 Wellness Up to 5% of Health Insurance Premium: $591-$1457 annually N/A $250/$500 HSA Contribution N/A $150-$380, 2 hrs vaca for blood donation Vision $6-$20 N/A N/A $8-$24 $5-$13 Sick 5 hrs/mo 40 hours per year, awarded Jan 1 1 day per month 1 day per month 98 hours per yr (3.77 bi-weekly) Personal Time N/A 30 hours per year, awarded Jan 1 3.5 days per year N/A N/A Vacation 1 week upon hire, Max of 5 weeks after 15 years 1 week after 1 year, max of 28 days after 22 years 6.25 hours per month, use after 6 months. Max of 5 weeks after 17 years 3.5 hours per payroll. Max of 5 weeks after 25 years After 1 year. Max 5 weeks after 25 years Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Organization Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year YTD Fund 100 - General EXPENSE Department 00 - General Fund 2,300.00 .00 2,300.00 .00 .00 664.57 1,635.43 29 2,105.15 Department 01 - County Board 46,509.00 .00 46,509.00 4,780.73 .00 36,439.13 10,069.87 78 29,500.27 Department 02 - Clerk of Courts 344,540.00 .00 344,540.00 27,334.86 .00 288,190.36 56,349.64 84 273,381.48 Department 04 - Criminal Justice 200,434.00 .00 200,434.00 10,807.96 .00 109,777.18 90,656.82 55 108,541.64 Department 06 - Coroner 14,259.00 .00 14,259.00 1,716.40 .00 11,322.52 2,936.48 79 10,090.14 Department 07 - Administrator 266,178.00 .00 266,178.00 21,633.82 .00 224,817.42 41,360.58 84 204,061.06 Department 08 - District Attorney 174,753.00 .00 174,753.00 13,423.50 .00 139,229.56 35,523.44 80 136,036.15 Department 09 - Child Support 226,756.00 .00 226,756.00 14,523.11 .00 174,510.05 52,245.95 77 175,537.00 Department 10 - County Clerk 364,491.00 .00 364,491.00 24,494.16 .00 288,736.14 75,754.86 79 290,537.35 Department 12 - Treasurer 160,509.00 .00 160,509.00 10,235.57 .00 115,336.89 45,172.11 72 130,519.16 Department 13 - Land Records 401,073.00 .00 401,073.00 33,207.70 .00 311,258.35 89,814.65 78 259,382.39 Department 14 - Court House 251,227.00 .00 251,227.00 20,251.65 .00 205,100.22 46,126.78 82 193,319.03 Department 15 - Register of Deeds 160,867.00 .00 160,867.00 11,700.30 .00 130,752.95 30,114.05 81 127,847.02 Department 17 - Sheriff 4,149,678.00 (53,100.00)4,096,578.00 308,915.04 .00 3,105,136.22 991,441.78 76 3,195,021.26 Department 18 - Emergency Management 132,387.00 .00 132,387.00 11,292.48 .00 115,336.57 17,050.43 87 102,859.35 Department 19 - Veteran's Services 106,276.00 .00 106,276.00 7,702.93 .00 96,281.88 9,994.12 91 79,938.58 Department 20 - Health 907,124.00 332,236.00 1,239,360.00 76,945.21 .00 725,752.07 513,607.93 59 651,090.63 Department 22 - Fair .00 .00 .00 .00 .00 .00 .00 +++.00 Department 23 - Tourism 193,022.00 .00 193,022.00 13,122.40 .00 141,764.65 51,257.35 73 151,941.78 Department 25 - UW Extension 92,051.00 .00 92,051.00 7,190.10 .00 73,435.39 18,615.61 80 69,401.73 Department 26 - Zoning 392,508.00 .00 392,508.00 29,960.32 .00 310,175.27 82,332.73 79 304,014.17 Department 28 - Land Conservation 260,289.00 .00 260,289.00 20,207.27 .00 211,578.18 48,710.82 81 211,992.96 Department 29 - Land Use Planning .00 .00 .00 .00 .00 .00 .00 +++.00 Department 31 - Information Services 314,362.00 .00 314,362.00 24,007.32 .00 249,929.59 64,432.41 80 222,722.55 Department 34 - Forestry 952,189.00 .00 952,189.00 73,770.06 .00 742,397.98 209,791.02 78 742,344.46 EXPENSE TOTALS $10,113,782.00 $279,136.00 $10,392,918.00 $767,222.89 $0.00 $7,807,923.14 $2,584,994.86 75%$7,672,185.31 Fund 100 - General Totals EXPENSE TOTALS 10,113,782.00 279,136.00 10,392,918.00 767,222.89 .00 7,807,923.14 2,584,994.86 75%7,672,185.31 Fund 100 - General Totals ($10,113,782.00)($279,136.00)($10,392,918.00)($767,222.89)$0.00 ($7,807,923.14)($2,584,994.86)($7,672,185.31) Fund 220 - Employee Health Fund EXPENSE Department 45 - Employee Health 50,000.00 .00 50,000.00 88.00 .00 876.00 49,124.00 2 3,837.50 EXPENSE TOTALS $50,000.00 $0.00 $50,000.00 $88.00 $0.00 $876.00 $49,124.00 2%$3,837.50 Fund 220 - Employee Health Fund Totals EXPENSE TOTALS 50,000.00 .00 50,000.00 88.00 .00 876.00 49,124.00 2%3,837.50 Fund 220 - Employee Health Fund Totals ($50,000.00)$0.00 ($50,000.00)($88.00)$0.00 ($876.00)($49,124.00)($3,837.50) Run by Kris Kavajecz on 10/26/2020 02:32:18 PM Page 1 of 3 Personnel Expenses through October 31, 2020 Through 10/31/20 Prior Fiscal Year Activity Included Summary Listing Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Organization Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year YTD Fund 225 - Intoxicated Driver Program EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 .00 .00 +++.00 EXPENSE TOTALS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 +++$0.00 Fund 225 - Intoxicated Driver Program Totals EXPENSE TOTALS .00 .00 .00 .00 .00 .00 .00 +++.00 Fund 225 - Intoxicated Driver Program Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Fund 235 - Human Services EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 2,318.33 (2,318.33)+++1,110.58 Department 51 - Regional Crisis Initiative 7,700.00 .00 7,700.00 .00 .00 .00 7,700.00 0 .00 Department 52 - AMSO 552,187.00 .00 552,187.00 35,526.49 .00 485,603.11 66,583.89 88 455,095.20 Department 53 - Family Services 928,324.00 .00 928,324.00 42,441.94 .00 599,250.89 329,073.11 65 578,180.87 Department 54 - Economic Support 518,020.00 .00 518,020.00 16,231.21 .00 308,713.99 209,306.01 60 306,854.94 Department 55 - Aging and Disabilities 167,877.00 .00 167,877.00 13,541.51 .00 222,370.16 (54,493.16)132 200,493.99 Department 56 - GWAAR 263,397.00 .00 263,397.00 14,336.50 .00 231,751.34 31,645.66 88 211,698.88 Department 58 - ADRC-Bayfield Co (38,864.00).00 (38,864.00)8,319.37 .00 88,018.48 (126,882.48)-226 106,283.85 Department 59 - ADRC-North 150,216.00 .00 150,216.00 6,250.17 .00 93,925.10 56,290.90 63 93,239.01 EXPENSE TOTALS $2,548,857.00 $0.00 $2,548,857.00 $136,647.19 $0.00 $2,031,951.40 $516,905.60 80%$1,952,957.32 Fund 235 - Human Services Totals EXPENSE TOTALS 2,548,857.00 .00 2,548,857.00 136,647.19 .00 2,031,951.40 516,905.60 80%1,952,957.32 Fund 235 - Human Services Totals ($2,548,857.00)$0.00 ($2,548,857.00)($136,647.19)$0.00 ($2,031,951.40)($516,905.60)($1,952,957.32) Fund 710 - Highway EXPENSE Department 71 - Highway Dept 5,110,180.00 .00 5,110,180.00 149,162.60 .00 1,766,082.88 3,344,097.12 35 1,659,504.87 EXPENSE TOTALS $5,110,180.00 $0.00 $5,110,180.00 $149,162.60 $0.00 $1,766,082.88 $3,344,097.12 35%$1,659,504.87 Fund 710 - Highway Totals EXPENSE TOTALS 5,110,180.00 .00 5,110,180.00 149,162.60 .00 1,766,082.88 3,344,097.12 35%1,659,504.87 Fund 710 - Highway Totals ($5,110,180.00)$0.00 ($5,110,180.00)($149,162.60)$0.00 ($1,766,082.88)($3,344,097.12)($1,659,504.87) Fund 720 - County Motor Pool EXPENSE Department 72 - County Motor Pool 9,323.00 .00 9,323.00 682.59 .00 5,779.62 3,543.38 62 6,584.55 EXPENSE TOTALS $9,323.00 $0.00 $9,323.00 $682.59 $0.00 $5,779.62 $3,543.38 62%$6,584.55 Fund 720 - County Motor Pool Totals EXPENSE TOTALS 9,323.00 .00 9,323.00 682.59 .00 5,779.62 3,543.38 62%6,584.55 Run by Kris Kavajecz on 10/26/2020 02:32:18 PM Page 2 of 3 Personnel Expenses through October 31, 2020 Through 10/31/20 Prior Fiscal Year Activity Included Summary Listing Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Organization Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year YTD Fund 720 - County Motor Pool Totals ($9,323.00)$0.00 ($9,323.00)($682.59)$0.00 ($5,779.62)($3,543.38)($6,584.55) Grand Totals EXPENSE TOTALS 17,832,142.00 279,136.00 18,111,278.00 1,053,803.27 .00 11,612,613.04 6,498,664.96 64%11,295,069.55 Grand Totals ($17,832,142.00)($279,136.00)($18,111,278.00)($1,053,803.27)$0.00 ($11,612,613.04)($6,498,664.96)($11,295,069.55) Run by Kris Kavajecz on 10/26/2020 02:32:18 PM Page 3 of 3 Personnel Expenses through October 31, 2020 Through 10/31/20 Prior Fiscal Year Activity Included Summary Listing