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HomeMy WebLinkAboutPersonnel Committee - Agenda - 8/9/2023 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-4:30 Wednesday, August 9, 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: 290 504 572 562 Passcode: CjT2um Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,433786207# United States, Eau Claire Phone Conference ID: 433 786 207# 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 July 6, 2023 4. Discussion and Possible Action Regarding Request to Increase Veteran Benefits Specialist Position to Full-Time 5. 2024 Budget Requests for New Staffing 6. Reports a. Personnel Financial Report as of July 31, 2023 b. Human Resources Report 7. 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 July 6, 2023 ii. Reclassification Request-CCS Service Facilitator/Substance Abuse Counselor 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 Minutes of the Bayfield County Personnel Committee Meeting 4:00 PM, July 6, 2023 Meeting was Held In Person in the County Board Room and virtually Members Present: Marty Milanowski, Mary Dougherty, Dennis Pocernich Excused: Brett Rondeau, Fred Strand Others Present: Mark Abeles-Allison County Administrator, Kristine Kavajecz-Human Resources Director, Kim Mattson-Accountant, Gail Reha-Bookkeeper, Elizabeth Skulan-Human Services Director, Kevin Johnson-Veteran Services Officer Meeting called to order at 4:00pm by Vice-Chairman Dougherty Public Comment: Skulan shared that she is not supportive of converting to a quarterly allocation for sick leave. She indicated that this could be a hardship for some staff. Minutes of June 1, 2023: Motion Milanowski, Pocernich to approve minutes of the June 1, 2023 Personnel Committee meeting. Motion Carried (3-0) New Positions and Reclassification Requests for 2024: Skulan reported on the 3 positions that are being proposed for the Human Services Department in the 2024 budget. 2 new positions and one reclassification are proposed. The Human Services Board supports these proposals. 1) Mental Health Professional: New position in the Behavioral Health and Community Services Program Section. This position is primarily funded with non-county funds. 2) Children With Disabilities Program Supervisor: This would be a new position under the Family Services section. It would provide case management and supervision of 3 programs that are currently managed by the Aging and Disability Services Manager. The Aging & Disability Services section manager is unable to effectively oversee these programs with the amount of programs and staff in the section. The position would be under the supervision of the Family Services Section Manager, but would supervise two program staff. 3) Elderly Nutrition Program Supervisor: reclassification of the current Aging Services Coordinator position. This existing position would become a supervisory position responsible for staff and program oversight for the elderly meals program including: drivers, meal site managers and subs. The position would be under the supervision of the Aging and Disability Services Section Manager. Kevin Johnson, CVSO, reported that his current Veteran Benefits Specialist has tendered her resignation. The position was increased from 50% to 75% in 2023. Johnson is proposing to increase the position to 100% in 2024. He feels that the position needs to be full-time in order to attract a qualified candidate and that the number of veterans served justify a full-time position. Kim Mattson explained a request for additional staffing as a result of increased GASB standards and the additional work involved with grant management. The proposal would be to move the Accountant (reclassified to Finance Director) and Bookkeeper to the County Administrator’s Office and to increase the current PT support staff position to Full-time to support the County Administrator, Finance and Human Resources. Mattson reported that it is her goal to minimize the need for reliance on the auditors and meet the separation of duties requirements that are repeatedly identified in the audit. This would create a clerk vacancy in the County Clerk’s office, which is proposed to be refilled as a full—time position to continue to support the County Clerk, Elections and County Administrator offices. Criminal Justice and District Attorney’s Office have proposed a new full-time Community Supervision Case Manager position for the Criminal Justice office. The activity is being piloted right now with existing staff. Several Zoning related position options were discussed: • The Health Department and Zoning Department are considering a shared position to coordinate Short Term Rentals, which involve both departments. • Proposal to convert the seasonal office support position to a permanent part-time year-round support position. • The committee discussed a full-time Building Inspector (UDC Inspector). Recommendation is to hold off on this for now. • Comprehensive Plan Implementation position was discussed. Recommendation is to hold off on this for now. • Establishing a Lead Assistant Zoning Administrator position to assist with administrative duties. This would be a reclassification of an existing staff person. Summer Energy Intern for the Maintenance Department with Excel Energy paying half of the cost. Increasing the .75FTE Fair Coordinator position to 1.0 FTE. This increase was approved by the Personnel Committee earlier in 2023. 2024 Budget Planning Topics a. WRS Contribution Levels for 2024 were reviewed. 6.9% General and 14.3% Protective Status. b. Employee Benefit Programs, Health, Dental, etc. 10% Health Insurance rate increase is budgeted for 2024. Dental premium figures will be shared at the next meeting to discuss the possibility of county contribution. Policy Modifications: Meal Reimbursements: Motion Milanowski, Pocernich to increase the meal reimbursement rates to: Breakfast $12, Lunch $14, Dinner $20 for a Total of $46 per day effective January 1, 2024. Motion Carried (3-0) Vacation Clarification: Motion Milanowski, Pocernich to approve the modification to section 3.1.6 of the vacation policy as presented. Motion Carried (3-0) Sick Leave Allocation: Motion Milanowski, Pocernich to approve the modification to section 3.3.8 and 3.3.11 of the sick leave policy as presented. Motion Carried (3-0) 3.3.11 First Year Employees: Reports a. Personnel Financial Report as of June 30, 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. HR Report was included in the meeting packet and was reviewed. c. Exit Interview Summary. A high-level summary review of Exit Interview comments from Exit Interviews conducted over the past year was reviewed. Care was taken to protect the confidentiality of participants. 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 Approval of Closed Session Minutes of June 1, 2023. Motion Carried (3-0) Entered closed session at 5:30pm Motion Milanowski, Pocernich to return to open session. Motion Carried (3-0). 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 4,971.41 .00 32,895.97 22,204.03 60 32,886.08 Department 02 - Clerk of Courts 358,582.00 .00 358,582.00 29,521.19 .00 217,321.13 141,260.87 61 196,530.98 Department 04 - Criminal Justice 175,782.00 .00 175,782.00 13,762.20 .00 99,697.37 76,084.63 57 92,696.74 Department 06 - Coroner 16,894.00 .00 16,894.00 1,253.95 .00 8,941.24 7,952.76 53 7,776.43 Department 07 - Administrator 330,224.00 .00 330,224.00 25,685.13 .00 184,110.60 146,113.40 56 167,786.73 Department 08 - District Attorney 198,850.00 .00 198,850.00 15,538.90 .00 111,432.37 87,417.63 56 98,727.38 Department 09 - Child Support 259,540.00 .00 259,540.00 18,677.49 .00 133,826.54 125,713.46 52 116,129.61 Department 10 - County Clerk 393,580.00 .00 393,580.00 30,306.10 .00 220,999.85 172,580.15 56 204,051.73 Department 12 - Treasurer 144,768.00 .00 144,768.00 10,552.73 .00 77,612.13 67,155.87 54 73,387.31 Department 13 - Land Records 464,661.00 13,940.00 478,601.00 38,625.32 .00 253,172.86 225,428.14 53 223,536.27 Department 14 - Court House 292,051.00 .00 292,051.00 22,663.21 .00 162,750.09 129,300.91 56 151,611.16 Department 15 - Register of Deeds 169,378.00 .00 169,378.00 13,172.38 .00 95,948.68 73,429.32 57 91,853.41 Department 17 - Sheriff 4,029,571.00 97,107.00 4,126,678.00 350,110.38 .00 2,279,265.25 1,847,412.75 55 1,981,286.59 Department 18 - Emergency Management 122,657.00 7,830.00 130,487.00 8,214.76 .00 68,570.22 61,916.78 53 63,644.38 Department 19 - Veteran's Services 153,546.00 .00 153,546.00 12,104.46 .00 87,015.64 66,530.36 57 59,417.99 Department 20 - Health 776,234.00 (19,427.00)756,807.00 68,207.97 .00 475,452.24 281,354.76 63 463,930.61 Department 22 - Fair .00 .00 .00 .00 .00 .00 .00 +++.00 Department 23 - Tourism 212,889.00 8,134.00 221,023.00 19,914.74 .00 114,188.08 106,834.92 52 99,904.93 Department 25 - UW Extension 102,623.00 .00 102,623.00 7,242.28 .00 47,868.04 54,754.96 47 49,764.15 Department 26 - Zoning 519,257.00 .00 519,257.00 39,706.33 .00 275,177.98 244,079.02 53 225,357.80 Department 28 - Land Conservation 442,281.00 .00 442,281.00 38,131.27 .00 241,219.96 201,061.04 55 203,290.57 Department 29 - Land Use Planning .00 .00 .00 .00 .00 .00 .00 +++.00 Department 31 - Information Services 441,400.00 .00 441,400.00 34,411.55 .00 240,614.69 200,785.31 55 177,796.82 Department 34 - Forestry 1,053,325.00 .00 1,053,325.00 76,261.57 .00 531,487.83 521,837.17 50 536,416.15 EXPENSE TOTALS $10,713,193.00 $107,584.00 $10,820,777.00 $879,035.32 $0.00 $5,959,568.76 $4,861,208.24 55%$5,317,783.82 Fund 100 - General Totals EXPENSE TOTALS 10,713,193.00 107,584.00 10,820,777.00 879,035.32 .00 5,959,568.76 4,861,208.24 55%5,317,783.82 Fund 100 - General Totals ($10,713,193.00)($107,584.00)($10,820,777.00)($879,035.32)$0.00 ($5,959,568.76)($4,861,208.24)($5,317,783.82) Fund 235 - Human Services EXPENSE Department 00 - General Fund .00 .00 .00 .00 .00 77.02 (77.02)+++740.09 Department 47 - Behavioral Health & Community 362,369.00 .00 362,369.00 26,579.99 .00 184,051.04 178,317.96 51 138,585.73 Department 48 - Community Support Program (CSP).00 .00 .00 .00 .00 .00 .00 +++248.05 Department 51 - Regional Crisis Initiative .00 .00 .00 .00 .00 .00 .00 +++.00 Department 52 - AMSO 686,596.00 .00 686,596.00 46,913.46 .00 361,734.24 324,861.76 53 313,907.38 Department 53 - Family Services 588,212.00 .00 588,212.00 36,693.71 .00 259,814.00 328,398.00 44 306,345.45 Department 54 - Economic Support 413,921.00 .00 413,921.00 32,975.39 .00 233,348.16 180,572.84 56 190,847.36 Run by Paige Terry on 07/27/2023 09:15:47 AM Page 1 of 2 Personnel Financial Through July 31, 2023 Through 07/31/23 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 18,234.29 .00 207,995.28 321,589.72 39 166,032.43 Department 56 - GWAAR 277,123.00 .00 277,123.00 28,395.85 .00 156,542.45 120,580.55 56 130,898.48 Department 58 - ADRC-Bayfield Co 125,529.00 .00 125,529.00 12,697.29 .00 64,276.44 61,252.56 51 58,319.84 Department 59 - ADRC-North 122,927.00 .00 122,927.00 9,657.51 .00 69,133.35 53,793.65 56 65,536.30 EXPENSE TOTALS $3,106,262.00 $0.00 $3,106,262.00 $212,147.49 $0.00 $1,536,971.98 $1,569,290.02 49%$1,371,461.11 Fund 235 - Human Services Totals EXPENSE TOTALS 3,106,262.00 .00 3,106,262.00 212,147.49 .00 1,536,971.98 1,569,290.02 49%1,371,461.11 Fund 235 - Human Services Totals ($3,106,262.00)$0.00 ($3,106,262.00)($212,147.49)$0.00 ($1,536,971.98)($1,569,290.02)($1,371,461.11) 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 .00 .00 965.21 (965.21)+++.00 Department 56 - GWAAR 64,077.00 .00 64,077.00 4,950.04 .00 35,521.45 28,555.55 55 33,028.43 EXPENSE TOTALS $64,077.00 $0.00 $64,077.00 $4,950.04 $0.00 $36,486.66 $27,590.34 57%$35,700.30 Fund 276 - American Rescue Plan 2021 Grant Totals EXPENSE TOTALS 64,077.00 .00 64,077.00 4,950.04 .00 36,486.66 27,590.34 57%35,700.30 Fund 276 - American Rescue Plan 2021 Grant Totals ($64,077.00)$0.00 ($64,077.00)($4,950.04)$0.00 ($36,486.66)($27,590.34)($35,700.30) Fund 710 - Highway EXPENSE Department 71 - Highway Dept 2,444,155.00 .00 2,444,155.00 170,952.69 .00 1,343,979.54 1,100,175.46 55 1,351,504.47 EXPENSE TOTALS $2,444,155.00 $0.00 $2,444,155.00 $170,952.69 $0.00 $1,343,979.54 $1,100,175.46 55%$1,351,504.47 Fund 710 - Highway Totals EXPENSE TOTALS 2,444,155.00 .00 2,444,155.00 170,952.69 .00 1,343,979.54 1,100,175.46 55%1,351,504.47 Fund 710 - Highway Totals ($2,444,155.00)$0.00 ($2,444,155.00)($170,952.69)$0.00 ($1,343,979.54)($1,100,175.46)($1,351,504.47) Grand Totals EXPENSE TOTALS 16,327,687.00 107,584.00 16,435,271.00 1,267,085.54 .00 8,877,006.94 7,558,264.06 54%8,076,449.70 Grand Totals ($16,327,687.00)($107,584.00)($16,435,271.00)($1,267,085.54)$0.00 ($8,877,006.94)($7,558,264.06)($8,076,449.70) Run by Paige Terry on 07/27/2023 09:15:47 AM Page 2 of 2 Personnel Financial Through July 31, 2023 Through 07/31/23 Prior Fiscal Year Activity Included Summary Listing Human Resources Report / Kris Kavajecz As of July 31, 2023 ACTIVITY This Month YEAR-TO-DATE Retirements 0 4 Worker’s Comp Claims 4 24 Resignations 0 8 Terminations 0 3 Other 0 2 HIRES This Month YEAR-TO-DATE Full-Time 1 19 Part-Time 0 6 Temporary/Seasonal 1 10 Interviews 9 81 Exit Interviews 1 6 Details: Retirement: Resignations: Other: Maria Renz, Emergency Management Program Assistant temporary increase Lorraine Benson, Cook, hours increased Leila Vaillancourt, Cook, hours decreased Hires: Maggie Morrison, Economic Support Specialist Kaylie Lukas, Temporary Superior Adventures Program Assistant Other Activities: • Participated in two joint dispatch meetings. The consensus of the oversight board is to advertise to have the Emergency Center Director position filled around the first of the new year. • Participated in Executive and Personnel Committee meetings. • The updated county web site was launched on July 11th. Still working on cleaning up a few items related to the refresh. • Met with County Clerk/County Admin staff related to the transition of the Finance Director and Bookkeeper positions. • Conducted two 2024 Budget refresher trainings. • Listened to webinar: Accommodating Mental Illness in the Workplace. • Worked with a couple of employees regarding Leaves of absence. Helping employees to decipher county policy, benefits, state and federal leave laws, and how they all work together is unique in each scenario. • Addressed a couple of employee/employer concerns on topics including: performance, attendance, harassment, mental health. Each day is a new challenge and opportunity. • We have received a couple of resignations that will take place in August. Worked to review those job descriptions and advertise those positions. • FYI: Two of the recent resignations relate directly to childcare. Both employees are resigning to take positions that are more flexible, help them be more available, or closer to where their childcare is. Both have indicated that they love working for Bayfield County.