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HomeMy WebLinkAboutPersonnel Committee - Agenda - 7/6/2023 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, July 6, 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. Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 290 503 697 854 Passcode: ejza5h Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,190400010# United States, Eau Claire Phone Conference ID: 190 400 010# 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 June 1, 2023 4. Discussion and Possible Action Regarding New Positions and Reclassification Requests for 2024 5. Discussion Regarding 2024 Budget Planning Topics a. WRS Contribution Levels for 2024 b. Employee Benefit Programs, Health, Dental, etc. 6. Discussion and Possible Action Regarding Policy Modifications: a. Meal Reimbursements b. Carry-Over Vacation Clarification c. Sick Leave Allocation 7. Reports a. Personnel Financial Report as of June 30, 2023 b. HR Report c. Exit Interview Summary 8. The committee may enter in and out of closed session pursuant to Wisconsin Statutes §19.85(1) (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 of June 1, 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, July 6, 2023 Item 4: 1. Finance Manager: Preliminary proposal under discussion is to create the position of Finance Director. Still working on what this would look like. Ongoing discussions with Clerk’s Office. 2. Finance Position: 3. County Clerk Office: Part-Time or Full-Time Clerk: Currently, there is a full-time clerk that is shared 50/50 between the County Clerk and County Administrator offices. The original proposal was to hire a part-time support staff for Human Resources. After further discussion and analysis, the proposal is to transfer the current shared clerk position to be full-time supporting the County Administrator/Finance and Human Resource functions. A part-time or full-time Clerk would need to be hired to back-fill duties in the County Clerk’s Office. Human Services Department: (JD Attached) 1. Elderly Nutrition Program Supervisor: The Aging and Disability Services Section Manager is currently responsible for 14 full-time and regular part- time staff, plus several occasional and contract staff. We propose a reclassification of the Aging Services Coordinator to “Elderly Nutrition Program Supervisor”, transferring oversight/supervision of the Meal Delivery Program and staff, which would include the drivers, congregate meal facilitators and subs. This position would continue to report to the Aging and Disability Services Section Manager. 2. HS: Children with Disabilities Program Supervisor: The Aging & Disability Services Section Manager is currently supervising 14 regular staff, plus several occasional and contracted staff. We propose to create a position of Children with Disabilities Program Supervisor. This position would manage a caseload and would supervise the CLTS staff, administer the Birth to 3 Programs, the Children’s Long-Term Services (CST) program, the Children’s Community Options Program (CCOP), and the Coordinated Services Team (CST) program. These programs and position will be transferred to the Family Services Section. 3 HS Mental Health Professional: The Department of Human Services is requesting the addition of a full-time Mental Health Professional for the Behavioral Health and Community Services section. Criminal Justice / DA: (JD Attached) 1. County Supervision Case Manager: The Criminal Justice Program is requesting a full-time Case Manager position as reported in a previous meeting. Zoning: 1. STR, Health Zoning 2. .5 FTE, Office Staff 3. Building Inspector 4. Comprehensive Planning Implementation Facilitator 5. Lead AZAA Maintenance: Energy Intern Monday is the final day for submittals so we may have some more. Item 5: For 2024 budgeting purposes: a. WRS contribution rates for 2024 will be: 6.90% General, Elected Officials (increased 0.10%) 14.30% Protective with Social Security – (increased 1.10%) (not including Duty Disability) b. Health Insurance rates will not be known until September/October. An estimated increase of 10% will be included in budgeted figures. c. Currently, dental insurance is a voluntary coverage, which means employees pay 100% of the premium. This has been identified by a number of staff as a benefit that most employers contribute toward. Item 6: Three recommendations are presented for policy modifications or clarifications for 2024. A. Meal Reimbursements: Bayfield County’s current meal reimbursement rates are: $8 breakfast, $10 lunch, $16 dinner. Total is $34 per day. Amounts may be combined for eligible meal periods. These do not apply if conference meals are provided. A recent survey of counties, with 35 responding, reflects an average meal reimbursement of $10.16 breakfast, $12.72 lunch, $21.55 dinner or $44 a day. Several counties use the published GSA (US General Services Administration) rates, which are: $13 breakfast, $15 lunch, $26 dinner, $54 per day. Several counties provide a daily meal rate instead of a per meal rate. Recommendation: $46, January 1 2024 Breakfast, from $8 to $12 Lunch: From $10 to $14 Dinner: From $16 to $20 Total: $46 B. Carry-Over Vacation Clarification: The current Carry-Over vacation policy allows an employee to carry-over 5 DAYS of vacation. The issue is that not all employees work the same number of hours, or they may work varying shift lengths throughout the week or year, but they work the same total number of hours per year as other employees. • A jailer works 12-hour shifts. 5 days would be 60 hours. • A highway employee works 8-hour days in the winter and 10 hour days in the summer. • A DHS employee has an alternate work schedule and works two 8-hour days, two 10-hour days and one 4-hour day. (Many variations of this, including 4-day workweeks). Recommendation: 3.1 Vacation: Change from days to hours C. Sick Leave: The current sick leave policy allocates 2/3 of a day of sick leave per month. This is 5 hours/month for an employee working a 1950 hour work year, or 5.33 hours/month for an employee working a 2080 hour work year. The monthly sick leave allocation is also pro-rated for any unpaid leave used by an employee in a month. This policy results in fractional amounts of sick leave. The intent of this policy modification is to eliminate the fractional amounts. Recommendation: Under discussion still Item 7: Reports a. Personnel Financial Report as of May 31, 2023: The May report shows overall payroll expenses county wide at 46%. End of June is 50% through the year. Net increase over this time last year, $1.2 million. i. General Fund: 47%, up $800k from last year ii. Human Services: 43%, up $230k from last year iii. Highway: 48%, up $75k from last year. b. Human Resources Report as of June 30, 2023. Minutes of the Bayfield County Personnel Committee Meeting 4:00 PM, June 1, 2023 Meeting was Held In Person in the County Board Room and virtually Members Present: Fred Strand, Marty Milanowski, Brett Rondeau, Mary Dougherty, Dennis Pocernich Excused: Others Present: Mark Abeles-Allison County Administrator, Kristine Kavajecz-Human Resources Director, Kim Mattson-Accountant, Dalt Collins, Gail Reha-Bookkeeper Meeting called to order at 4:00pm by Chairman Rondeau Public Comment: Dalt Collins-Highway Department Patrolman commented on the discussion about wages to take place. Recommends considering a 3-4% mid-year increase to remain in line with the anticipated CPI-U for January 2024. Minutes of May 4, 2023: Motion Milanowski, Dougherty to approve minutes of the May 4, 2023 Personnel Committee meeting. Motion Carried (5-0) Volunteer Policy: Abeles-Allison explained that there are two primary questions related to volunteers: 1) Liability & Work Comp 2) Background Checks Finance Manager Position: County Clerk, Administrator and Accountant have meet several times to discuss this topic. This topic will be discussed again at the next meeting. Policy Modification Considerations: A. Meal Reimbursements: Bayfield County’s current meal reimbursement rates are: $8 breakfast, $10 lunch, $16 dinner. Total is $34 per day. Amounts may be combined for eligible meal periods. These do not apply if conference meals are provided. A recent survey of counties, with 35 responding, reflects an average meal reimbursement of $10.16 breakfast, $12.72 lunch, $21.55 dinner or $44 a day. Several counties use the published GSA (US General Services Administration) rates, which are: $13 breakfast, $15 lunch, $26 dinner, $54 per day. Several counties provide a daily meal rate instead of a per meal rate. The recommendation is to further evaluate rates and modify the policy later this year to reflect new rates for the 2024 budget year. B. Carry-Over Vacation Clarification: The current Carry-Over vacation policy allows an employee to carry-over 5 DAYS of vacation. The issue is that not all employees work the same number of hours, or they may work varying shift lengths throughout the week or year. • A jailer works 12-hour shifts. 5 days would be 60 hours. • A highway employee works 8-hour days in the winter and 10 hour days in the summer. • A DHS employee has an alternate work schedule and works two 8-hour days, two 10- hour days and one 4-hour day. (Many variations of this, including 4-day workweeks). We would like to propose that vacation carryover be modified to specify a designated number of carry-over vacation HOURS (ie: 40) rather than DAYS. The employees in the scenario above all work the same number of hours per year (2080). Reports a. Personnel Financial Report as of May 31, 2023: Up about $630,000 over this time last year. b. HR Report: Report was included in the packet. Highlights reviewed. Motion Milanowski, Pocernich to enter into closed session pursuant to Wisconsin Statutes §19.85(1) (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: Approve Closed Session Minutes of April 6, 2023, and May 4, 2023 and Teamsters Wages. Motion Carried. Entered closed session at 4:36 pm. Kim Mattson was permitted to remain in the closed session. Motion Milanowski, Dougherty to return to open session. Motion Carried (5-0 ). Returned to open session at 4:54pm. July 1, 2023 Wage Adjustments Recommendations to the County Board: Motion Strand, Dougherty to recommend a 1% wage adjustment on July 1 and 1% adjustment on September 1, 2023 and to forward the recommendation to the County Board for action. Motion Carried (5-0) Meeting adjourned at 4:58pm. Minutes respectfully submitted by Kristine Kavajecz COMMUNITY SUPERVISION PROPOSED 2024 BUDGET CRIMINAL JUSTICE DEPARTMENT One full time case manager @37.5 hours @ $23.89 per hour (1950 hours) PERSONNEL $46,585.50 BENEFITS $27,742.46 FICA: @ 6.2% $2,888.30 MEDICARE @ 1.45% $675.49 RETIREMENT COUNTY SHARE @ 6.80% $3,167.81 HEALTH INSURANCE $ $21,003.42 LIFE INSURANCE $7.44 DISABILITY INSURANCE 0.00 OPERATING SUPPLIES $7,217.50 Verizon cell phone/Purchase new phone: $350.00 Monthly fees: $52.50 x 12 months $630.00 Office chair: $450.00 Laptop $2,500.00 Gas Cards client incentives: 90 cards x $20.00 $1,800.00 Drug Testing Supplies: UA’s 25 units per case@$181.25x 6 cases $1,087.50 Office Supplies $400.00 CONTRACTUAL $5,820.00 Licensed Therapist to complete ASAM eligibility assessments. 30 assessments @ $97.00 x 2 hours each MILEAGE Local mileage to home visits, collaborative agency meetings with county vehicle. 500 miles x 62.5= $310.00 Travel to annual WATCP conference: $722.00 CONFERENCE REGISTRATION: $350.00 LODGING: $90.00 x 3 nights= $270.00 MEALS: $102.00 3 breakfasts @ $8.00 x 3 = $24.00 3 Lunches@ $10.00 x 3= $30.00 3 Dinners @ $16.00 X 3= $48.00 Finalized proposed budget: $88,397.46 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 6,819.21 .00 27,924.56 27,175.44 51 25,231.67 Department 02 - Clerk of Courts 358,582.00 .00 358,582.00 40,829.37 .00 187,799.94 170,782.06 52 157,713.38 Department 04 - Criminal Justice 175,782.00 .00 175,782.00 19,134.39 .00 85,935.17 89,846.83 49 74,773.37 Department 06 - Coroner 16,894.00 .00 16,894.00 1,692.53 .00 7,687.29 9,206.71 46 5,596.79 Department 07 - Administrator 330,224.00 .00 330,224.00 36,137.46 .00 158,425.47 171,798.53 48 134,363.82 Department 08 - District Attorney 198,850.00 .00 198,850.00 21,951.74 .00 95,893.47 102,956.53 48 77,951.58 Department 09 - Child Support 259,540.00 .00 259,540.00 26,121.44 .00 115,149.05 144,390.95 44 92,428.60 Department 10 - County Clerk 393,580.00 .00 393,580.00 42,406.78 .00 190,693.75 202,886.25 48 163,908.07 Department 12 - Treasurer 144,768.00 .00 144,768.00 15,434.38 .00 67,059.40 77,708.60 46 57,900.72 Department 13 - Land Records 464,661.00 13,940.00 478,601.00 55,590.48 .00 214,547.54 264,053.46 45 179,183.02 Department 14 - Court House 292,051.00 .00 292,051.00 31,867.24 .00 140,086.88 151,964.12 48 122,681.22 Department 15 - Register of Deeds 169,378.00 .00 169,378.00 18,910.74 .00 82,776.30 86,601.70 49 73,747.20 Department 17 - Sheriff 4,029,571.00 97,107.00 4,126,678.00 454,775.33 .00 1,929,154.87 2,197,523.13 47 1,570,039.89 Department 18 - Emergency Management 122,657.00 .00 122,657.00 13,729.04 .00 60,355.46 62,301.54 49 50,780.91 Department 19 - Veteran's Services 153,546.00 .00 153,546.00 17,190.72 .00 74,911.18 78,634.82 49 46,790.97 Department 20 - Health 776,234.00 (19,427.00)756,807.00 91,630.47 .00 406,356.79 350,450.21 54 375,077.52 Department 22 - Fair .00 .00 .00 .00 .00 .00 .00 +++.00 Department 23 - Tourism 212,889.00 8,134.00 221,023.00 27,091.40 .00 94,273.34 126,749.66 43 74,101.45 Department 25 - UW Extension 102,623.00 .00 102,623.00 9,291.43 .00 40,625.76 61,997.24 40 39,243.82 Department 26 - Zoning 519,257.00 .00 519,257.00 50,742.71 .00 235,471.65 283,785.35 45 177,046.28 Department 28 - Land Conservation 442,281.00 .00 442,281.00 51,763.58 .00 203,088.69 239,192.31 46 146,651.46 Department 29 - Land Use Planning .00 .00 .00 .00 .00 .00 .00 +++.00 Department 31 - Information Services 441,400.00 .00 441,400.00 49,039.59 .00 206,203.14 235,196.86 47 141,752.82 Department 34 - Forestry 1,053,325.00 .00 1,053,325.00 106,452.61 .00 455,226.26 598,098.74 43 428,271.54 EXPENSE TOTALS $10,713,193.00 $99,754.00 $10,812,947.00 $1,188,602.64 $0.00 $5,079,645.96 $5,733,301.04 47%$4,215,236.10 Fund 100 - General Totals EXPENSE TOTALS 10,713,193.00 99,754.00 10,812,947.00 1,188,602.64 .00 5,079,645.96 5,733,301.04 47%4,215,236.10 Fund 100 - General Totals ($10,713,193.00)($99,754.00)($10,812,947.00)($1,188,602.64)$0.00 ($5,079,645.96)($5,733,301.04)($4,215,236.10) Fund 235 - Human Services EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 77.02 (77.02)+++297.35 Department 47 - Behavioral Health & Community 362,369.00 .00 362,369.00 38,146.34 .00 157,471.05 204,897.95 43 106,836.20 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 65,898.40 .00 314,820.78 371,775.22 46 251,958.14 Department 53 - Family Services 588,212.00 .00 588,212.00 53,872.37 .00 223,120.29 365,091.71 38 247,504.62 Department 54 - Economic Support 413,921.00 .00 413,921.00 46,958.96 .00 200,372.77 213,548.23 48 147,964.98 Run by Paige Terry on 06/29/2023 08:14:36 AM Page 1 of 2 Personnel Financial Through June 30, 2023 Through 06/30/23 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 60,535.39 .00 205,446.75 324,138.25 39 130,275.84 Department 56 - GWAAR 277,123.00 .00 277,123.00 18,407.96 .00 119,044.08 158,078.92 43 106,217.49 Department 58 - ADRC-Bayfield Co 125,529.00 .00 125,529.00 4,389.51 .00 44,995.91 80,533.09 36 47,738.94 Department 59 - ADRC-North 122,927.00 .00 122,927.00 13,201.16 .00 59,475.84 63,451.16 48 53,050.30 EXPENSE TOTALS $3,106,262.00 $0.00 $3,106,262.00 $301,410.09 $0.00 $1,324,824.49 $1,781,437.51 43%$1,091,843.86 Fund 235 - Human Services Totals EXPENSE TOTALS 3,106,262.00 .00 3,106,262.00 301,410.09 .00 1,324,824.49 1,781,437.51 43%1,091,843.86 Fund 235 - Human Services Totals ($3,106,262.00)$0.00 ($3,106,262.00)($301,410.09)$0.00 ($1,324,824.49)($1,781,437.51)($1,091,843.86) Fund 276 - American Rescue Plan 2021 Grant EXPENSE Department 20 - Health .00 .00 .00 .00 .00 .00 .00 +++2,671.87 Department 23 - Tourism .00 .00 .00 965.21 .00 965.21 (965.21)+++.00 Department 56 - GWAAR 64,077.00 .00 64,077.00 7,028.16 .00 30,571.41 33,505.59 48 26,389.06 EXPENSE TOTALS $64,077.00 $0.00 $64,077.00 $7,993.37 $0.00 $31,536.62 $32,540.38 49%$29,060.93 Fund 276 - American Rescue Plan 2021 Grant Totals EXPENSE TOTALS 64,077.00 .00 64,077.00 7,993.37 .00 31,536.62 32,540.38 49%29,060.93 Fund 276 - American Rescue Plan 2021 Grant Totals ($64,077.00)$0.00 ($64,077.00)($7,993.37)$0.00 ($31,536.62)($32,540.38)($29,060.93) Fund 710 - Highway EXPENSE Department 71 - Highway Dept 2,444,155.00 .00 2,444,155.00 227,029.15 .00 1,172,230.41 1,271,924.59 48 1,097,720.34 EXPENSE TOTALS $2,444,155.00 $0.00 $2,444,155.00 $227,029.15 $0.00 $1,172,230.41 $1,271,924.59 48%$1,097,720.34 Fund 710 - Highway Totals EXPENSE TOTALS 2,444,155.00 .00 2,444,155.00 227,029.15 .00 1,172,230.41 1,271,924.59 48%1,097,720.34 Fund 710 - Highway Totals ($2,444,155.00)$0.00 ($2,444,155.00)($227,029.15)$0.00 ($1,172,230.41)($1,271,924.59)($1,097,720.34) Grand Totals EXPENSE TOTALS 16,327,687.00 99,754.00 16,427,441.00 1,725,035.25 .00 7,608,237.48 8,819,203.52 46%6,433,861.23 Grand Totals ($16,327,687.00)($99,754.00)($16,427,441.00)($1,725,035.25)$0.00 ($7,608,237.48)($8,819,203.52)($6,433,861.23) Run by Paige Terry on 06/29/2023 08:14:36 AM Page 2 of 2 Personnel Financial Through June 30, 2023 Through 06/30/23 Prior Fiscal Year Activity Included Summary Listing Human Resources Report / Kris Kavajecz As of June 30, 2023 ACTIVITY This Month YEAR-TO-DATE Retirements 0 4 Worker’s Comp Claims 5 18 Resignations 0 8 Terminations 0 3 Other 0 2 HIRES This Month YEAR-TO-DATE Full-Time 3 19 Part-Time 2 6 Temporary/Seasonal 5 10 Interviews 5 72 Exit Interviews 0 5 Details: Retirement: Resignations: Other: Hires: Matthew Dietrich, Invasive Species Technician (Summer) Michael Hanold, Deputy Sheriff Michelle Tutor, PT CCO Madeline Gould, Trail Mapping Intern Sean Meeker, Superior Adventures Assistant (Summer) Madalyn Brilla, PT CCO Lisa McGinley, Temporary Zoning Office Assistant Alessandro Hall, Assistant Zoning Administrator Ashlee Larson, FT CCO Alessandra Tibaldo, Temporary COVID Testing Assistant Other Activities: • Participated in a Regional HR Group meeting. The primary discussion topic was WI Act 4. There are still a few questions to be answered by the state on this topic. • Conducted two New Employee group orientation sessions. We have gone to conducting group sessions for the General Orientation topics such as County Operations/Demographics and Policy Review. This orientation generally takes about 2 hours. I meet with each new employee when they are hired to ensure that we have the correct payroll/employment paperwork and to review benefit details, then invite them to the group orientation session for the more general stuff. It’s a great opportunity for them to meet other new staff and it saves quite a bit of time by conducting group sessions. • Participated in Executive and Personnel Committee meetings. • Listened to webinars: But What if You have a Bad Board Member, Account Based Benefits Plans, • Facilitated a Voluntary Benefits Focus Group meeting to review quotes for a couple of replacement benefit options. Still evaluating this and gathering input from those that are currently enrolled. We plan to discuss this further at the August Personnel Committee meeting. • Participated in a couple of web site redesign meetings. These are fairly short and virtual. We plan for the refresh to go live on July 11th. Did some website clean-up in advance of the go- live date. • Our Employee Assistance Program facilitated two communications trainings for all staff. “Avoiding Miscommunications” was well attended with positive feedback. • Participated in a UW Superior Outreach event in Bayfield. The UW is seeking input on how they can more actively collaborate with employers to assist with community needs. The main topics discussed were: Housing, Childcare and Recruitment. • Only 5 interviews this month! It feels really good to be able to spend some time on a few topics other than recruitment.