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HomeMy WebLinkAboutPersonnel Committee - Agenda - 11/3/2022 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, Human Resources Director Paige Terry, Clerk BAYFIELD COUNTY PERSONNEL COMMITTEE MEETING Brett Rondeau, Chair Fred Strand Mary Dougherty, 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 4:00pm Thursday, November 3, 2022. This meeting will be held Remotely and In Person at the Bayfield County Board Room, Bayfield County Courthouse, Washburn, WI. Supervisors and the public will be able to participate in the Meeting via voice either by using the internet link or phone number below. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 249 849 695 430 Passcode: 2GTpKh Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,967875424# United States, Eau Claire Phone Conference ID: 967 875 424# 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 mark.abeles-allison@bayfieldcounty.wi.gov 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 27, 2022 4. The committee may enter in and out of closed session pursuant to Wisconsin Statutes §19.85(1) (c) Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility and (e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. Discussion and Possible action Regarding: i. Approve Closed Session Minutes, October 27, 2022 ii. WPPA Negotiations Discussion iii. County Admin / Employee Evaluations 5. Review County Tuition Reimbursement program 6. Review Employee Evaluation Process and Procedure 7. Discussion regarding Standards of Conduct Policy 8. Reports a) Personnel Financial Report as of October 31, 2022 b) HR Report Should you have any questions in the meantime, please do not hesitate to contact the County Administrator’s Office at 715 373-6181, mark.abeles- allison@bayfieldcounty.wi.gov 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: Ms. Lynn Divine, Bayfield County Clerk Bayfield County Board of Supervisors The Daily Press, via email NOVEMBER 3, NARRATIVE, PERSONNEL COMMITTEE Item 5: The County Tuition reimbursement process is up to $500 per semester, $1000 max per year. Funding is provided to encourage employees to continue their education when it benefits the county and services provided to citizens. Suggestions are attached from an employee to discuss increasing this based on educational costs. Item 6. Employee evaluations are done quarterly for new employees and annually for all others. Evaluations are due by December 15th this year. An overall Meets Expectations rating or higher is required of employees to proceed to the next step in the wage classification system. NeoGov is the software used to conduct and record evaluations. Item 7: Section IV of the County Personnel Manual, pdf page 41-48 here addresses employee conduct. https://www.bayfieldcounty.wi.gov/DocumentCenter/View/13893/REVISED-Personnel- Policies--Procedures-Manual-Published-2022-08-24 The introductory paragraph is shown here: We would like to review this section and discuss potential modifications over the next couple of meetings. At this meeting we provide a general overview of the various sections: • Property and Premises • Attendance • Performance • Conduct • Records • Ethics • Fraud Prevention Minutes of the Bayfield County Personnel Committee Meeting 2:00 PM, October 27, 2022 Meeting was Held In Person in the County Board Room Members Present: Fred Strand, Marty Milanowski, Mary Dougherty, Brett Rondeau, Dennis Pocernich Excused: Others Present: Mark Abeles-Allison County Administrator, Kristine Kavajecz-Human Resources Director, Rich Burghaus, David Renz Jr, Chris Benton, David Dawson Meeting called to order at 2:00pm by Chairman Rondeau Public Comment: Minutes of October 6, 2022: Motion Milanowski, Pocernich to approve minutes of the October 6, 2022 Personnel Committee meeting as corrected. Motion Carried (5-0) Motion Pocernich, Milanowski to enter into closed session pursuant to Wisconsin Statutes §19.85(1) (c) Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility and (e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. Approve October 6, 2022 Closed Session Minutes, WPPA Union Negotiations. Motion Carried (5-0 ). Entered Closed session at 2:00 pm. Motion Pocernich, Milanowski to return to open session. Motion Carried (5-0) Returned to open session at 4:07 pm. Meeting adjourned at 4:07pm. Minutes respectfully submitted by Kristine Kavajecz September 21, 2022 Kristine Kavajecz, Mark Abeles-Allison, and Personnel Committee Bayfield County County Administrators Office 117 E 5th Street Washburn, WI 54891 Dear Bayfield County, This letter is to formally request your consideration in increasing the Tuition Assistance Program reimbursement amount county-wide for those who participate in the Bayfield County Tuition Assistance Program. Currently Bayfield County will reimburse 66% of educational costs up to $500 per semester, with a maximum of $1,000 per calendar year if the acceptable accredited course work is directly related to the employee’s current job, would improve their skills on a job, and after all other financial aid has been used. Looking at the University of Wisconsin System tuition for the 2022-2023 academic year the average annual instate resident tuition is $5,862.56 based on 26 campuses. Employees may qualify for federal or state grants and possibly be chosen for a scholarship but for many they do not qualify. $5,862.56 is a considerable sum of money to pay out of pocket or to take out student loan debt, even worse it may cause an employee to make the decision to not pursue further education based on financial burden. https://uwhelp.wisconsin.edu/counselors/navigating- financial-aid/uw-system-tuition-chart/ Benefits of increasing the Bayfield County Tuition reimbursement amount can help increase employee loyalty, reduce turnover, increase productivity, show employee’s Bayfield County cares to invest in their employees, as well as providing Bayfield County with a pool of highly skilled employees. Increasing the reimbursement amount can help alleviate the financial burden of employees attending college and lower the overall amount of student loan debt an employee may need to take out making for a happier and more financially stable employee and family unit. I would like to propose two scenarios of increasing the Bayfield County Tuition Assistance reimbursement; option A: to increase the per semester amount to $1,000, with a maximum of $2,000 per calendar year or option B: to increase the per semester amount to $750.00, with a maximum of $1,500 per calendar year. College tuition, like everything else increases as time goes on, the current benefit of $1,000 reduces the cost by 17% however increasing to $1,500 per calendar year could help reduce the cost by 25% for employees and if increased to $2,000 per calendar year it could help reduce the cost by 34% based on the annual tuition in Wisconsin costing $5,862.56. Thank you for your consideration, Alannah Belanger 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 .00 .00 .00 .00 .00 .00 .00 +++681.37 Department 01 - County Board 49,519.00 .00 49,519.00 7,721.82 .00 48,569.04 949.96 98 45,810.54 Department 02 - Clerk of Courts 346,277.00 .00 346,277.00 27,469.12 .00 281,469.42 64,807.58 81 280,760.85 Department 04 - Criminal Justice 155,472.00 .00 155,472.00 12,721.84 .00 130,859.86 24,612.14 84 117,547.65 Department 06 - Coroner 15,031.00 .00 15,031.00 538.08 .00 10,790.12 4,240.88 72 10,436.67 Department 07 - Administrator 291,164.00 .00 291,164.00 23,686.26 .00 239,168.41 51,995.59 82 235,470.88 Department 08 - District Attorney 167,641.00 .00 167,641.00 14,292.33 .00 142,153.11 25,487.89 85 135,846.96 Department 09 - Child Support 218,283.00 .00 218,283.00 16,928.50 .00 166,915.11 51,367.89 76 156,369.08 Department 10 - County Clerk 355,205.00 .00 355,205.00 28,166.68 .00 288,928.51 66,276.49 81 288,601.15 Department 12 - Treasurer 155,144.00 .00 155,144.00 10,785.44 .00 105,903.55 49,240.45 68 128,872.53 Department 13 - Land Records 406,031.00 .00 406,031.00 28,669.67 .00 321,043.25 84,987.75 79 324,473.33 Department 14 - Court House 269,642.00 .00 269,642.00 20,310.36 .00 212,542.28 57,099.72 79 204,291.49 Department 15 - Register of Deeds 159,208.00 .00 159,208.00 12,583.45 .00 129,603.30 29,604.70 81 122,812.28 Department 17 - Sheriff 3,868,112.00 .00 3,868,112.00 298,162.74 .00 2,847,985.16 1,020,126.84 74 2,942,969.74 Department 18 - Emergency Management 107,323.00 .00 107,323.00 9,134.54 .00 91,047.98 16,275.02 85 110,731.01 Department 19 - Veteran's Services 107,498.00 .00 107,498.00 9,887.81 .00 89,402.81 18,095.19 83 74,772.81 Department 20 - Health 780,246.00 .00 780,246.00 65,993.00 .00 668,086.23 112,159.77 86 577,335.31 Department 22 - Fair .00 .00 .00 .00 .00 .00 .00 +++.00 Department 23 - Tourism 197,877.00 .00 197,877.00 15,139.88 .00 162,330.98 35,546.02 82 146,696.18 Department 25 - UW Extension 95,121.00 .00 95,121.00 6,438.30 .00 71,794.32 23,326.68 75 75,025.92 Department 26 - Zoning 379,748.00 .00 379,748.00 37,664.95 .00 336,281.63 43,466.37 89 303,523.91 Department 28 - Land Conservation 267,185.00 .00 267,185.00 26,115.35 .00 293,764.95 (26,579.95)110 236,975.10 Department 29 - Land Use Planning .00 .00 .00 .00 .00 .00 .00 +++.00 Department 31 - Information Services 310,296.00 .00 310,296.00 25,041.19 .00 252,920.40 57,375.60 82 245,910.31 Department 34 - Forestry 1,000,277.00 .00 1,000,277.00 76,979.82 .00 768,741.60 231,535.40 77 729,808.86 EXPENSE TOTALS $9,702,300.00 $0.00 $9,702,300.00 $774,431.13 $0.00 $7,660,302.02 $2,041,997.98 79%$7,495,723.93 Fund 100 - General Totals EXPENSE TOTALS 9,702,300.00 .00 9,702,300.00 774,431.13 .00 7,660,302.02 2,041,997.98 79%7,495,723.93 Fund 100 - General Totals ($9,702,300.00)$0.00 ($9,702,300.00)($774,431.13)$0.00 ($7,660,302.02)($2,041,997.98)($7,495,723.93) Fund 235 - Human Services EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 740.09 (740.09)+++1,516.51 Department 47 - Behavioral Health & Community 219,012.00 .00 219,012.00 25,214.20 .00 209,336.36 9,675.64 96 184,898.37 Department 48 - Community Support Program (CSP)1,671.00 .00 1,671.00 .00 .00 330.70 1,340.30 20 .00 Department 51 - Regional Crisis Initiative 3,850.00 .00 3,850.00 .00 .00 .00 3,850.00 0 .00 Department 52 - AMSO 581,919.00 .00 581,919.00 48,625.33 .00 454,409.36 127,509.64 78 478,042.01 Department 53 - Family Services 1,530,919.00 .00 1,530,919.00 36,151.29 .00 418,987.77 1,111,931.23 27 442,935.56 Department 54 - Economic Support 395,440.00 .00 395,440.00 30,455.80 .00 281,007.96 114,432.04 71 312,358.27 Run by Paige Terry on 11/01/2022 08:24:50 AM Page 1 of 2 Personnel Financial Through October 31, 2022 Through 10/31/22 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 235 - Human Services EXPENSE Department 55 - Aging and Disabilities 151,883.00 .00 151,883.00 28,012.28 .00 237,148.78 (85,265.78)156 237,474.30 Department 56 - GWAAR 277,326.00 .00 277,326.00 18,967.58 .00 192,901.55 84,424.45 70 215,714.17 Department 58 - ADRC-Bayfield Co 114,659.00 .00 114,659.00 9,299.46 .00 89,135.76 25,523.24 78 89,634.23 Department 59 - ADRC-North 115,346.00 .00 115,346.00 9,167.65 .00 93,039.25 22,306.75 81 95,066.47 EXPENSE TOTALS $3,392,025.00 $0.00 $3,392,025.00 $205,893.59 $0.00 $1,977,037.58 $1,414,987.42 58%$2,057,639.89 Fund 235 - Human Services Totals EXPENSE TOTALS 3,392,025.00 .00 3,392,025.00 205,893.59 .00 1,977,037.58 1,414,987.42 58%2,057,639.89 Fund 235 - Human Services Totals ($3,392,025.00)$0.00 ($3,392,025.00)($205,893.59)$0.00 ($1,977,037.58)($1,414,987.42)($2,057,639.89) Fund 276 - American Rescue Plan 2021 Grant EXPENSE Department 20 - Health 53,645.00 (41,000.00)12,645.00 .00 .00 2,671.87 9,973.13 21 12,675.98 Department 56 - GWAAR 90,000.00 .00 90,000.00 4,654.01 .00 46,990.42 43,009.58 52 .00 EXPENSE TOTALS $143,645.00 ($41,000.00)$102,645.00 $4,654.01 $0.00 $49,662.29 $52,982.71 48%$12,675.98 Fund 276 - American Rescue Plan 2021 Grant Totals EXPENSE TOTALS 143,645.00 (41,000.00)102,645.00 4,654.01 .00 49,662.29 52,982.71 48%12,675.98 Fund 276 - American Rescue Plan 2021 Grant Totals ($143,645.00)$41,000.00 ($102,645.00)($4,654.01)$0.00 ($49,662.29)($52,982.71)($12,675.98) Fund 710 - Highway EXPENSE Department 71 - Highway Dept 2,312,561.00 .00 2,312,561.00 159,706.02 .00 1,851,655.48 460,905.52 80 1,737,420.84 EXPENSE TOTALS $2,312,561.00 $0.00 $2,312,561.00 $159,706.02 $0.00 $1,851,655.48 $460,905.52 80%$1,737,420.84 Fund 710 - Highway Totals EXPENSE TOTALS 2,312,561.00 .00 2,312,561.00 159,706.02 .00 1,851,655.48 460,905.52 80%1,737,420.84 Fund 710 - Highway Totals ($2,312,561.00)$0.00 ($2,312,561.00)($159,706.02)$0.00 ($1,851,655.48)($460,905.52)($1,737,420.84) Grand Totals EXPENSE TOTALS 15,550,531.00 (41,000.00)15,509,531.00 1,144,684.75 .00 11,538,657.37 3,970,873.63 74%11,303,460.64 Grand Totals ($15,550,531.00)$41,000.00 ($15,509,531.00)($1,144,684.75)$0.00 ($11,538,657.37)($3,970,873.63)($11,303,460.64) Run by Paige Terry on 11/01/2022 08:24:50 AM Page 2 of 2 Personnel Financial Through October 31, 2022 Through 10/31/22 Prior Fiscal Year Activity Included Summary Listing Human Resources Report / Kris Kavajecz As of October 31, 2022 ACTIVITY YEAR-TO-DATE Retirements 0 4 Worker’s Comp Claims 1 24 Resignations 0 28 Terminations 0 1 Other 0 1 HIRES YEAR-TO-DATE Full-Time 1 31 Part-Time 0 17 Temporary/Seasonal 2 29 Interviews 6 149 Exit Interviews 0 19 Details: Retirement: None Resignations: None Other: None Hires: Nicole Levelius, Jailer Sebastian Tenney, Jailer Brittany Letica, Deputy Sheriff Jerry Esala, Occasional Supervisory Support Other Activities: • Provided materials for the Bretting Center Job Fair. • Participated in a couple of Website Re-design meetings regarding new technology to consider on the web site. • Attended the Wisconsin Association of County Personnel Directors Conference (WACPD) in Sturgeon Bay. Primary presentations were provided on the topics of Resiliency, Labor Law Updates, Total Reward Compensation and a review of the State Life and Income Continuation Insurance Programs. It is always interesting to hear about challenges that are occurring in other parts of the state. Always makes me grateful to work for Bayfield County! • Negotiations with WPPA continued. • Conducted three informational sessions for the 2023 benefits open enrollment. Also participated in a couple of informational webinars with various vendors that provided benefits for county employees. • Advertised several new positions as approved in the 2023 budget. • Continuing to work on innovative ways to attract additional applicants, particularly for Social Work/Case Manager type positions, which are extremely difficult to recruit for. • Compiled and distributed nearly 50 letters to staff that are converting to a 2080 hour work year in 2023, ensuring that the department, payroll and employee are all notified of the modifications. • Worked with a couple of Department Heads on performance and/or communication situations. With over 200 employees, we are fortunate to have a small number of these situations. This speaks volumes for the qualify of employees and supervisory staff. • Finalized the Teamster Contract and distributed to appropriate parties. • Spent considerable time working on union negotiation data research. • Met with our worker’s compensation broker to discuss the “mod factor” for 2023. This is the rate we pay for worker’s compensation insurance, which directly correlates to claims experience (monies paid out). The mod factor uses claims that have occurred over the past 3 years. For the number of staff we have, our claims are fairly low and we continue to receive very positive feedback from our risk management consultants on our safety procedures and worker’s compensation policies with regard to return to work and accommodations.