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HomeMy WebLinkAboutPersonnel Committee - Agenda - 3/2/2023 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, March 2, 2023. 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: 277 240 750 656 Passcode: NQDeH5 Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,511247894# United States, Eau Claire Phone Conference ID: 511 247 894# 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 January 5, 2023 4. Discussion and Possible Action Regarding Updating of Personnel Policy for Vacation Payouts at end of employment. 5. Discussion and Possible Action Regarding Updating of Personnel Policy for Employee Pay Progression during first year of employment. 6. Discussion and Possible Action regarding Bayfield County Jail Kitchen staffing levels. 7. Reports a. Employee Caring Committee Suggestion b. Personnel Financial Report as of February 28, 2023 c. Human Resources Report d. Time Reporting Discussion e. Diversity Equity and Inclusion Efforts 8. 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, January 5, 2023 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 PERSONNEL COMMITTEE NARRATIVE MARCH 2 Item 4: Vacation Policy Modification: The current policy states that partial-year vacation will only be paid out upon retirement of an employee when eligible for WRS. We would propose to modify this policy to include payout of pro-rated vacation upon death of the employee. It is recommended to make this policy retroactive to January 1, 2023. The current policy reads: Item 5: Pay Progression during first year of employment: The current policy states that employees hired between January 1 and June 30 of any given year shall advance one step on the wage schedule on the subsequent January 1 (provided they meet performance expectations). Those hired after July 1 of any given year are eligible for a cost of living increase on January , but not a step increase until the following January 1 (12-18 months). A policy modification is proposed in which all new hires shall receive a cost of living increase on the subsequent January 1 and will progress to the next step of the wage schedule upon completion of 12 months of employment. They will then progress through the wage schedule steps on each subsequent January 1. Item 6: Jail Kitchen staffing levels: The Jail kitchen has requested an increase in hours for part- time staff. The request is for 21 additional hours per week. The increase in hours would provide more adequate coverage and would ensure that back-up is available to cover leave time such as vacation and sick time. The kitchen has struggled for quite some time with adequate staffing and retention. The additional hours also hopes to improve the retention of staff. The kitchen is currently providing 3 meals per day for inmates, preparing home delivered meals for the Senior congregate/home delivered meal program 5 days per week. The additional cost for the extra hours is estimated at just over $25,000. Funding could come from jail boarding revenues. I believe this is a necessary adjustment for the above reasons. Item 7: Reports a) Employee Caring Committee Suggestion: A suggestion was received that the county consider allowing employees to donate a portion of their wages to a designated fund that could be used for employees experiencing crisis. The county currently provides an Emergency Leave Donation Program where employees can donate vacation time in certain circumstances. Recommendation at this time is to continue with the existing policy. b) Personnel Financial Report as of February 28, 2023: will be shared at the meeting after the end of the month. c) Human Resources Report: Included in the packet. d) We would like to discuss the topic of time reporting systems for employees. e) Diversity Equity and Inclusion update and report: Minutes of the Bayfield County Personnel Committee Meeting 4:00 PM, January 5, 2023 Meeting was Held In Person in the County Board Room Members Present: Fred Strand, Marty Milanowski (remote), Brett Rondeau, Dennis Pocernich Excused: Mary Dougherty Others Present: Mark Abeles-Allison County Administrator, Kristine Kavajecz-Human Resources Director, Ruth Hulstrom, Deb Kmetz, Erica Muelemans (remote), Gail Reha (remote), Kim Mattson (remote), Sara Wartman (remote), Meeting called to order at 4:00pm by Chairman Rondeau Public Comment: None received. Minutes of December 1, 2022: Motion Milanowski, Strand to approve minutes of the December 1, 2022 Personnel Committee meeting. Motion Carried (4-0) Bayfield County Elected Official Introductions: a. Tony Williams, Bayfield County Sheriff: Sheriff Williams reported there are no immediate changes planned. He wants to get a feel for the organization before recommending changes. A request will be made to add another Sergeant position. Williams has been in law enforcement since 1992. Worked for Ashland County for 22 years in many different capacities. Also served as the Chief of police in the Town of Iron River. Serves as an instructor for the state on investigation of sexual assaults. Wife is a supervisor in the Probation and Parole office. b. Deidre Zifko, Bayfield County Clerk of Court / Register in Probate: Has worked for the county for 27 years in several offices and positions. Anticipation is to serve one term. c. Tom Renz, Bayfield County Coroner: re-elected for a second 4-year term. Two deputy coroners retired/resigned this year due to time commitments. Currently recruiting for additional deputy coroners. Renz reported that some counties are moving to an appointed Medical Examiner position rather than an Elected Coroner position. Renz also reported that he is now serving on a state board for coroners. Code of Conduct Section of the Personnel Manual: Motion Strand, Milanowski to approve the modifications to the code of conduct as presented. Motion Carried (4-0) Telecommuting Policy: Review of the policy that is recommended by the Telecommuting Focus Group that met over the past year. Two modifications were noted: Exceptions for situational telecommuting and not allowing use of personal printers. Motion Pocernich, Strand to approve the modified telecommuting policy. Motion Carried (4-0) Nursing Supervisor Position: A temporary Nurse Supervisor position was authorized by the personnel committee in the past. The committee was asked to consider making the supervisory position permanent rather than temporary. Wartman explained the benefits of this position. Motion Strand, Milanowski to approve the Nursing Supervisor position as a permanent position. Motion Carried. (4-0) Reports a) Personnel Financial Report as of December 31, 2022: Included in the meeting packet. Actual figures are expected to come in very close to budget and will be up slightly from 2021. b) HR Report: c) Leave Balances: The committee reviewed existing balances for sick and vacation as well as trends for the past 3 years. Motion Milanowski, Pocernich 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 Closed Session Minutes, December 1, 2022, Discussion and Possible Action Regarding WPPA Negotiations, and Consider an Employee Reclassification Request. Motion Carried. (5-0). Entered closed session at 4:49pm. Hulstrom and Kmetz were permitted to remain in the closed session. Motion Milanowski, Strand to return to open session. Motion Carried (4-0). Returned to open session at 5:30pm. Meeting adjourned at 5:30pm. Minutes respectfully submitted by Kristine Kavajecz 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 +++.00 Department 01 - County Board 55,100.00 .00 55,100.00 4,573.11 .00 5,566.81 49,533.19 10 4,584.49 Department 02 - Clerk of Courts 358,582.00 .00 358,582.00 27,471.91 .00 58,139.52 300,442.48 16 48,623.07 Department 04 - Criminal Justice 175,782.00 .00 175,782.00 13,759.11 .00 24,588.82 151,193.18 14 22,136.61 Department 06 - Coroner 16,894.00 .00 16,894.00 931.01 .00 1,506.27 15,387.73 9 1,076.17 Department 07 - Administrator 330,224.00 .00 330,224.00 25,519.37 .00 45,729.77 284,494.23 14 40,782.78 Department 08 - District Attorney 198,850.00 .00 198,850.00 15,440.76 .00 27,619.43 171,230.57 14 23,995.28 Department 09 - Child Support 259,540.00 .00 259,540.00 18,563.10 .00 33,338.22 226,201.78 13 28,872.08 Department 10 - County Clerk 393,580.00 .00 393,580.00 31,755.17 .00 57,457.35 336,122.65 15 51,466.40 Department 12 - Treasurer 144,768.00 .00 144,768.00 10,523.19 .00 20,055.43 124,712.57 14 21,836.00 Department 13 - Land Records 464,661.00 .00 464,661.00 33,679.86 .00 60,855.04 403,805.96 13 54,839.41 Department 14 - Court House 292,051.00 .00 292,051.00 22,521.30 .00 40,376.73 251,674.27 14 41,481.90 Department 15 - Register of Deeds 169,378.00 .00 169,378.00 13,045.59 .00 24,749.11 144,628.89 15 23,603.70 Department 17 - Sheriff 4,029,571.00 .00 4,029,571.00 292,752.63 .00 528,094.63 3,501,476.37 13 473,201.55 Department 18 - Emergency Management 122,657.00 .00 122,657.00 9,719.59 .00 17,467.62 105,189.38 14 15,243.01 Department 19 - Veteran's Services 153,546.00 .00 153,546.00 12,026.60 .00 21,453.17 132,092.83 14 13,757.09 Department 20 - Health 776,234.00 .00 776,234.00 63,163.63 .00 112,894.92 663,339.08 15 106,398.73 Department 22 - Fair .00 .00 .00 .00 .00 .00 .00 +++.00 Department 23 - Tourism 212,889.00 .00 212,889.00 14,029.12 .00 24,247.56 188,641.44 11 20,489.07 Department 25 - UW Extension 102,623.00 .00 102,623.00 6,663.68 .00 11,854.61 90,768.39 12 11,655.65 Department 26 - Zoning 519,257.00 .00 519,257.00 39,053.63 .00 68,727.00 450,530.00 13 48,863.94 Department 28 - Land Conservation 442,281.00 .00 442,281.00 31,525.76 .00 56,472.07 385,808.93 13 42,083.37 Department 29 - Land Use Planning .00 .00 .00 .00 .00 .00 .00 +++.00 Department 31 - Information Services 441,400.00 .00 441,400.00 32,727.79 .00 54,594.98 386,805.02 12 42,700.61 Department 34 - Forestry 1,053,325.00 .00 1,053,325.00 71,389.78 .00 128,792.86 924,532.14 12 127,861.60 EXPENSE TOTALS $10,713,193.00 $0.00 $10,713,193.00 $790,835.69 $0.00 $1,424,581.92 $9,288,611.08 13%$1,265,552.51 Fund 100 - General Totals EXPENSE TOTALS 10,713,193.00 .00 10,713,193.00 790,835.69 .00 1,424,581.92 9,288,611.08 13%1,265,552.51 Fund 100 - General Totals ($10,713,193.00)$0.00 ($10,713,193.00)($790,835.69)$0.00 ($1,424,581.92)($9,288,611.08)($1,265,552.51) Fund 235 - Human Services EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 .00 .00 +++.00 Department 47 - Behavioral Health & Community 362,369.00 .00 362,369.00 27,028.22 .00 47,103.91 315,265.09 13 32,426.43 Department 48 - Community Support Program (CSP).00 .00 .00 .00 .00 .00 .00 +++.00 Department 51 - Regional Crisis Initiative .00 .00 .00 .00 .00 .00 .00 +++.00 Department 52 - AMSO 686,596.00 .00 686,596.00 52,068.30 .00 93,202.00 593,394.00 14 68,635.19 Department 53 - Family Services 588,212.00 .00 588,212.00 29,319.63 .00 60,209.71 528,002.29 10 75,087.48 Department 54 - Economic Support 413,921.00 .00 413,921.00 32,083.60 .00 57,168.97 356,752.03 14 49,106.56 Run by Paige Terry on 02/24/2023 12:12:23 PM Page 1 of 2 Personnel Financial Through February 28, 2023 Through 02/28/23 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 529,585.00 .00 529,585.00 29,981.90 .00 63,849.08 465,735.92 12 47,953.97 Department 56 - GWAAR 277,123.00 .00 277,123.00 20,976.37 .00 31,807.55 245,315.45 11 28,489.49 Department 58 - ADRC-Bayfield Co 125,529.00 .00 125,529.00 8,484.84 .00 11,098.12 114,430.88 9 10,314.70 Department 59 - ADRC-North 122,927.00 .00 122,927.00 9,605.22 .00 17,458.16 105,468.84 14 16,523.86 EXPENSE TOTALS $3,106,262.00 $0.00 $3,106,262.00 $209,548.08 $0.00 $381,897.50 $2,724,364.50 12%$328,537.68 Fund 235 - Human Services Totals EXPENSE TOTALS 3,106,262.00 .00 3,106,262.00 209,548.08 .00 381,897.50 2,724,364.50 12%328,537.68 Fund 235 - Human Services Totals ($3,106,262.00)$0.00 ($3,106,262.00)($209,548.08)$0.00 ($381,897.50)($2,724,364.50)($328,537.68) Fund 276 - American Rescue Plan 2021 Grant EXPENSE Department 20 - Health .00 .00 .00 .00 .00 .00 .00 +++2,671.87 Department 56 - GWAAR 64,077.00 .00 64,077.00 4,919.05 .00 8,786.17 55,290.83 14 7,945.25 EXPENSE TOTALS $64,077.00 $0.00 $64,077.00 $4,919.05 $0.00 $8,786.17 $55,290.83 14%$10,617.12 Fund 276 - American Rescue Plan 2021 Grant Totals EXPENSE TOTALS 64,077.00 .00 64,077.00 4,919.05 .00 8,786.17 55,290.83 14%10,617.12 Fund 276 - American Rescue Plan 2021 Grant Totals ($64,077.00)$0.00 ($64,077.00)($4,919.05)$0.00 ($8,786.17)($55,290.83)($10,617.12) Fund 710 - Highway EXPENSE Department 71 - Highway Dept 2,444,155.00 .00 2,444,155.00 157,242.82 .00 422,197.39 2,021,957.61 17 442,816.64 EXPENSE TOTALS $2,444,155.00 $0.00 $2,444,155.00 $157,242.82 $0.00 $422,197.39 $2,021,957.61 17%$442,816.64 Fund 710 - Highway Totals EXPENSE TOTALS 2,444,155.00 .00 2,444,155.00 157,242.82 .00 422,197.39 2,021,957.61 17%442,816.64 Fund 710 - Highway Totals ($2,444,155.00)$0.00 ($2,444,155.00)($157,242.82)$0.00 ($422,197.39)($2,021,957.61)($442,816.64) Grand Totals EXPENSE TOTALS 16,327,687.00 .00 16,327,687.00 1,162,545.64 .00 2,237,462.98 14,090,224.02 14%2,047,523.95 Grand Totals ($16,327,687.00)$0.00 ($16,327,687.00)($1,162,545.64)$0.00 ($2,237,462.98)($14,090,224.02)($2,047,523.95) Run by Paige Terry on 02/24/2023 12:12:23 PM Page 2 of 2 Personnel Financial Through February 28, 2023 Through 02/28/23 Prior Fiscal Year Activity Included Summary Listing Human Resources Report / Kris Kavajecz As of February 28, 2023 ACTIVITY YEAR-TO-DATE Retirements 2 2 Worker’s Comp Claims 2 2 Resignations 0 2 Terminations 0 1 Other 0 0 HIRES YEAR-TO-DATE Full-Time 5 9 Part-Time 1 2 Temporary/Seasonal 0 0 Interviews 16 31 Exit Interviews 0 2 Details: Retirement: Resignations: Other: Hires: Nicole Levelius (promoted to FT Jailer) Sebastian Tenney (promoted to FT Jailer) Toni Pothen, PT Cook Emily Nourse, FT CCO Ashley Maki, FT Child Protection Case Manager Cassie Taylor, Forestry & Parks Office Manager Other Activities: • Worked with the Website Re-design team to update the Best Practices Guide. • Worked with a couple of Department Heads on performance and/or communication situations as well as staffing discussions related to leaves and/or vacancies. • Assisted with and facilitated a couple of web site training sessions. • Participated in Department Head, Executive and Personnel Committee meetings. • Listened to a webinar provided by our Labor Attorneys on the topic of I-9 Documentation (Proof Of Citizenship). • Responded to several staff this month regarding benefit questions and operational concerns. • Worked with Mark and the contractor on details for Leadership Training (topic and schedule). • Researched and provided information to assist the Dietrich family with benefit and income continuity. Worked to support the Sheriff’s Office regarding staffing and communication needs. Assisted with fundraiser organization. • Advertised a number of positions including: Land Records Specialist, Real Property Lister, Seasonal and Temporary Highway positions, Environmental Health Intern, PT Reproductive Health Nurse, Invasive Species Technician. Also worked with several departments to review and update various job descriptions. • Spent some time updating information on the web site and onboarding materials in NeoGov.