Personnel Committee — Minutes

1 PERSONNEL COMMITTEE MEETING MINUTES 1 Monday, July 20, 2026, 9:00 AM 2 Approved 3 4 1. Call to Order 5 Chair Howson called the Personnel Committee meeting to order on Monday, July 20, 2026, at 9:00 AM. 6 7 2. Roll Call 8 Present: Lousie Howson, Brigid White, Patrice Champeau 9 Also Present: Administrator Benjamin Andrews, Village Clerk Julie Thyssen 10 11 3. Approve Agenda 12 Motion to approve the agenda was made and seconded. Motion carried — all ayes. 13 14 4. Approve Minutes 15 a. June 23, 2026 16 As Champeau was not present at the June 23, 2026 meeting, she did not vote. 17 Motion to approve the minutes of June 23, 2026 was made by White and seconded by H ownson. Motion 18 carried — all ayes (Howson, White). 19 20 5. Comments, Correspondence, and Concerns from the Public 21 There were no public comments, correspondence, or concerns. 22 23 6. Discussion/Action Items 24 a. Employee Handbook Review; Fire Department Support 25 Administrator Andrews presented a revised policy for village employees participating as volunteers with 26 the Sister Bay Liberty Road Fire Department, incorporating feedback from the prior meeting. The 27 committee reviewed the proposed changes and found them satisfactory. 28 29 Motion to accept the updated policy language governing employee participation as a volunteer with the 30 Sister Bay Liberty Road Fire Department for inclusion in the Employee Handbook, and to forward the policy 31 to the Village Board for adoption, was made by Hause and seconded by White. Motion carried — all ayes. 32 33 b. Job Description Review 34 Andrews presented a proposal to systematically review and standardize all village job descriptions, noting 35 that existing descriptions vary widely in format and content and have historically only been updated 36 reactively upon a vacancy. The committee agreed that a proactive, department-by-department approach 37 is appropriate. 38 39 Andrews agreed to develop a standard job description template for committee review. Discussion also 40 identified the need for a formal organizational chart. 41 42 After discussion regarding staff workload during the summer season, the committee agreed to begin the 43 review with the Utilities Department rather than Parks, as Parks staff are at peak seasonal demand. The 44 sequence would then proceed to Administration, followed by Parks and Marina. 45 Future Action Items: 46 • Andrews to develop a standard job description template for committee review. 47 Minutes of the July 20, 2026, Meeting of the Personnel Committee – Approved 2 • Andrews to develop a draft organizational chart identifying all positions, reporting relationships, 1 and FTE designations. 2 • Job description review to begin with Utilities Department at the next meeting. 3 4 c. Budget: Compensation Schedule & COLA 5 Andrews presented the current compensation schedule and Consumer Price Index data in advance of the 6 2027 budget process. He noted that the village's current working assumption, used by the Finance 7 Director in preliminary budget documents, is a COLA of 2.75%, consistent with the prior year's approved 8 rate. Current CPI data indicates inflation running at approximately 3.4–3.5%. 9 10 The committee noted that the combination of step increases and COLA is consistent with compensation 11 practices in similarly sized Wisconsin municipalities and was originally implemented to address staff 12 attrition. 13 14 After discussion, the committee agreed to recommend a COLA of 2.75% to the Finance Committee for the 15 2027 budget. 16 Motion to recommend a COLA of 2.75% to the Finance Committee for consideration and approval as part 17 of the 2027 budget was made by White and seconded by Hause. Motion carried — all ayes. 18 19 Future Action Items: 20 • Andrews to prepare a summary explanation of the step/COLA structure for presentation to the 21 Finance Committee. 22 23 7. Matters to be Placed on a Future Agenda or Referred to a Committee, Official, or Employee 24 a. Employee Handbook Review; Comprehensive Review 25 The committee agreed that a comprehensive review of the Employee Handbook should be deferred until 26 the job description review process is substantially complete. It was anticipated that this would be taken 27 up in the fall or winter. The committee also discussed the potential role of the village's HR consulting firm 28 in supporting that review. 29 30 8. Executive Session 31 a. Wisc. Stats. 19.85(1)(c) to Consider Employment, Promotion, Compensation or Performance 32 Evaluation Data of Any Public Employee Over Which the Governmental Body Has Jurisdiction or 33 Exercises Responsibility. 34 35 b. Preliminary Consideration of Personnel Matters 36 A roll call vote was taken to convene in Executive Session at 9:57 pursuant to Wis. Stat. §19.85(1)(c). 37 Motion to convene in Executive Session at carried upon roll call vote — all ayes (Howson — yes; White — 38 yes; Champeau — yes). 39 40 9. Next Meeting Date 41 Next meeting Tuesday, September 1, 2026. 42 43 10. Adjourn 44 The meeting was adjourned following the conclusion of Executive Session at 10:42. 45 46 Minutes submitted by Julie Thyssen, Village Clerk 47