Finance and Personnel Committee Agenda & Packet (PDF)

MEETING AGENDA FINANCE & PERSONNEL COMMITTEE OF THE PLYMOUTH COMMON COUNCIL COUNCIL CHAMBERS 128 SMITH STREET CITY OF PLYMOUTH, WISCONSIN TUESDAY, SEPTEMBER 29, 2026 @ 6:00 PM 1. Call to Order and Roll Call. 2. Approval of Meeting Minutes for September 8, 2026 meeting 3. 2027 Budget Work Session – Capital Improvement Plan Budget, Small Fund Budgets (Committed, RLF, USDA RLF, Housing, WSL RLF, TIF 5 – TIF 11, Health, Risk, Housing Increment, Police Referendum) 4. Discussion and Potential Recommendation on Paylocity Human Resources Information System (HRIS) 5. Fire Department On-Call Pilot Program Informational Update 6. Adjournment It is likely a quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information. No action will be taken by any governmental body at the above stated meeting other than the governmen tal body specifically referred to above in this notice. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appro priate aids and services. For additional information or to request this service, please contact the City of Plymouth Clerk’s Offic e, located at Plymouth City Hall at 128 Smith St., Plymouth, WI or call (920) 893-1271. Members Present: ____ Mayor Pohlman ____ Angie Matzdorf ____ Jeff Tauscheck ____ Diane Gilson ____ Mike Penkwitz (Chair) Staff: ____ Tim Blakeslee ____ Anna Voigt Other: UNOFFICIAL MINUTES FINANCE & PERSONNEL COMMITTEE OF THE PLYMOUTH COMMON COUNCIL COUNCIL CHAMBERS 128 SMITH STREET CITY OF PLYMOUTH, WISCONSIN TUESDAY, SEPTEMBER 8, 2026 1. Call to Order and Roll Call: Chairperson Penkwitz called the meeting to order at 6:00 PM. On the call of the roll, the following were present: Mayor Pohlman, Angie Matzdorf, Jeff Tauscheck, Diane Gilson, and Mike Penkwitz. Other Alderpersons present: Dave Herrmann, John Binder, Kevin Sande and Dana Haucke. Staff present: City Administrator/Utilities Manager Tim Blakeslee, Assistant City Administrator/Community Development Director Jack Johnston, Fire Chief Jim Klug, Electrical Operation Manager Ryan Roehrborn, Finance Manager Chris Russo, and City Clerk/Deputy Treasurer Anna Voigt. 2. Approval of Meeting Minutes for April 28, 2026 meeting: Motion was made by Gilson/Tauscheck to approve the minutes from April 28. A unanimous aye vote was cast. Motion carried. 3. 2027 Budget Work Session – General Fund, Garbage & Recycling Fund, Debt Service Fund, Stormwater Utility Enterprise Fund: Blakeslee presented the proposed levy, estimated assessed tax rate with and with out the referendum , garbage/recycling fee contract increases, and Debt Service. He also went over each department’s general fund revenues and expenses. 4. Adjournment: Motion was made by Tauscheck/Gilson to adjourn. A unanimous aye vote was cast. Motion carried. City of Plymouth 128 Smith St. - P.O. Box 107 Plymouth, WI 53073-0107 DATE: September 15, 2026 Telephone: Facsimile: Web Site: (920) 893-3745 (920) 893-0183 plymouthgov.com TO: Finance and Personnel Committee FROM: Angela Olszewski, HR Manager RE: Recommendation to Implement Paylocity as the City’s Human Resources Information System (HRIS) Background: This memo provides a formal recommendation for the City of Plymouth to implement Paylocity as its Human Resources Information System (HRIS). The recommendation is based on operational needs, cost analysis, and long-term efficiency gains. Plymouth currently operates without an HRIS, relying on paper timesheets, paper time-off requests, manual personnel forms, and fragmented recruiting and onboarding workflows. As the organization grows, these manual processes increase administrative burden, create inefficiencies, and elevate compliance risk. A centralized electronic system is necessary to modernize HR operations and improve accuracy. The transition to an HRIS aligns with our strategic goals of Efficient Operations and Financial Sustainability in the 2027 to 2029 City of Plymouth Strategic Plan, specifically Objective 1.2 “The City will improve how City systems and processes operate” and Objective 2.1 “The City will manage its finances with discipline and a long-term view”. The HRIS system will both modernize and create long-term operational efficiency. What Paylocity Is: Paylocity is a fully integrated HRIS that centralizes payroll, time and attendance, recruiting, onboarding, benefits administration, workflow automation, document management, reporting, and employee self-service. The system replaces paper processes with digitized workflows, automated tasks, centralized documents, electronic benefit enrollment with carrier EDI feeds, real- time scheduling, and dynamic reporting capabilities. Systems Evaluated: Before identifying the most suitable HRIS, Staff evaluated multiple platforms currently available to municipalities to ensure the City selected the most effective and cost-efficient solution. Two additional systems were evaluated: • NEOGOV: While NEOGOV offers modules related to recruiting and HR functions, the platform was found to be less intuitive for both HR staff and department users. Navigation and workflow setup were more cumbersome, and overall usability did not meet the level of efficiency we are seeking. In addition, NEOGOV’s total cost was higher than Paylocity’s proposed investment, making it a less favorable option for long-term adoption. • miPay(CaselleExtension): miPay integrates with the existing Caselle platform; however, it is not a true, full -service HRIS. It offers limited HR functionality and does not provide comprehensive recruiting, onboarding, workflow automation, benefits administration, or advanced reporting features. Because miPay lacks the enterprise-wide capabilities required to modernize our processes, it would not meet the needs identified across HR, Payroll, and departmental operations. After comparing usability, feature completeness, long-term value, and total cost of ownership, Paylocity demonstrated the strongest and most comprehensive HRIS solution for the City. Cost Overview: Paylocity’s average cost structure is as follows but fluctuates slightly based on headcount: • Monthly cost: $2,457.77 • Annual investment: $30,806.24 • One-time implementation cost: $4,261.09. • Costs will be allocated between the City and Utilities Cost protections and incentives include: • A two-year price lock and maximum 4% annual increase cap in years 3–5 • One month free plus free W-2s the first year (valued at $3,625.69) Long-Term Savings and Operational Impact: Implementation of Paylocity will increase efficiency across HR, Payroll, and all departments by: • Eliminating manual payroll, benefits enrollment, timekeeping, and compliance processes • Reducing the potential for benefit enrollment delays or keying errors through automated Electronic Data Interchange (EDI) feeds to insurance carriers • Streamlining onboarding, time-off requests, and scheduling through electronic workflows • Providing real-time reporting and compliance tools that reduce audit/regulatory risk and allow for better future forecasting • Consolidating systems and removing the need for separate recruiting software These efficiencies significantly reduce administrative time, improve accuracy, and create long-term financial and operational benefits for the City. Paylocity is included as a high-priority Capital Budget item in the draft 2027 Budget, however given the implementation timeline is 6-9 months staff would like begin implementation in mid-October 2026. Funds would not be expended until 2027. Based on documented costs, system functionality, and long-term operational savings potential, I recommend that the City of Plymouth implement Paylocity as its Human Resources Information System. Recommendation: Move to recommend that the Common Council approve Paylocity as presented. Attachments: N/A Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 Plymouth Fire Department Pilot On-Call Program Proposed Evaluation Period: October 1 – December 31, 2026 Purpose The purpose of this proposal is to evaluate whether the Plymouth Fire Department can modify its current officer on-call system to provide reliable officer availability when it is most needed while reducing the burden the current system places on our officers, their families, and the department’s ability to recruit and retain qualified officers. This proposal is intended to begin as a three-month pilot program. The goal is not to eliminate accountability or officer availability. Rather, the goal is to determine whether we can maintain an appropriate level of officer response while creating a system that is more sustainable for our members. The proposed pilot would begin October 1, 2026 and conclude December 31, 2026. At the conclusion of the pilot, the program would be evaluated using actual response data, officer feedback, and operational experience. 1. Current Situation The Plymouth Fire Department currently utilizes an officer on-call system that includes: • Fire Chief • 2 Assistant Chiefs • 6 Captains • 3 Lieutenants The current system provides the following on-call shifts each week: • Monday-Friday, 6:00 a.m. – 6:00 p.m. • Monday-Friday, 6:00 p.m. – 6:00 a.m. • Saturday, 6:00 a.m. – 6:00 a.m. • Sunday, 6:00 a.m. – 6:00 a.m. The Fire Chief currently serves as the primary weekday daytime on-call officer. Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 Under the current system, an officer assigned to on-call receives: • One hour of pay for each weekday evening on-call shift • Two hours of pay for each weekend 24-hour shift • Three hours of pay if they cover a weekday shift (Cover Chief) The current structure has provided a predictable officer resource, but feedback gathered through recent one-on-one conversations has identified concerns. Concerns Identified The on-call schedule can create conflicts with personal and family commitments. These conflicts exist for our current officers, including getting children to sporting events, attending school activities, scheduling appointments, and participating in other weekday family events. We have also received feedback that qualified officers have previously stepped down from officer positions because the on-call requirement was not sustainable for them and their families. We currently have two open officer positions. Based on conversations with the Assistant Chiefs and several members, there is concern that some otherwise qualified members may be unwilling to accept an officer position because of the current on-call expectations. This creates a potential organizational problem: If our on-call system becomes a barrier to qualified members serving as officers, the system may ultimately weaken the department’s officer cadre rather than strengthen it. The department needs an on-call system that provides operational value while also being sustainable enough that good members are willing to accept and remain in leadership positions. 2. Proposed Pilot Beginning October 1, 2026, the department would pilot a modified officer on-call system. Primary Changes • The weekday on-call time (generally covered by the Fire Chief) will be 6:00 a.m. to 4:00 p.m. • There would be no formal officer on-call requirement Monday evening through Thursday evening. Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 Formal Officer on-call coverage would instead focus on: • Friday at 6:00 p.m. through Monday at 6:00 a.m. This would provide dedicated officer availability during the weekend while significantly reducing the number of on-call shifts required. The current compensation plan would continue with this new program. An officer assigned to on-call receives: • One hour of pay for each weekday evening on-call shift • Two hours of pay for each weekend 24-hour shift • Three hours of pay if they cover a weekday shift (Cover Chief / Holiday Coverage) The philosophy behind the change is simple: • During the traditional work week, the Fire Chief is generally in the area and available to respond. • During evenings Monday – Thursday, members are generally at home and available. • Weekends are different. Members are more likely to have family activities, travel, sporting events, camping, vacations, or other commitments. • Having a designated officer on-call during the weekend provides the department with a known officer resource when other members may be unavailable or out of town. This pilot would allow us to determine whether formal weekday on-call coverage is actually necessary to maintain appropriate officer response. 3. Weekday Daytime Coverage I recommend that we recognize Monday – Friday, 6:00 a.m. – 4:00 p.m. as the departments normal daytime operational period, generally covered by the Fire Chief. This would not be considered an additional formal “on-call” assignment. It would simply recognize that the Fire Chief is normally working or available during those hours. If the Fire Chief is unavailable because of vacation, training, illness, meetings, or other circumstances, the daytime coverage could be opened to the officers for coverage. The pilot would allow us to evaluate whether the timeframe adjustment creates any meaningful operational problem. Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 4. Weekend On-Call Schedule: • Friday 6:00 p.m. – Saturday 6:00 a.m. • Saturday 6:00 a.m. – Sunday 6:00 a.m. • Sunday 6:00 a.m. – Monday 6:00 a.m. 5. Holiday Coverage I also recommend establishing designated officer coverage for major holidays. Holidays are times when we can reasonably expect more members to be traveling or unavailable. The proposed holidays would include: • Memorial Day • Good Friday • Independence Day • Labor Day • Thanksgiving Day • Day after Thanksgiving • Christmas Eve • Christmas Day • New Year’s Eve • New Year’s Day The designated holiday offer would receive: Normal on-call compensation + $100 holiday incentive (per 24-hour holiday shift), or $50 holiday incentive (per 12-hour holiday shift). The holiday incentive is intended to recognize the addition burden of committing to remain available during a major holiday and to make these assignments easier to fill. The holiday assignment would be separate from the normal weekend rotation when necessary. 6. Cost Analysis The current system provides approximately: 9 on-call shifts/week x 52 weeks = 468 on-call shifts/year (broken down in 12-hour shifts blocks) Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 The department’s current officer pay rates are: • Lieutenant: $13.75 • Captain: $18.25 • Assistant Chief: $18.75 There are currently: • 3 Lieutenants • 6 Captains (2 open positions) • 2 Assistant Chiefs The weighted average hourly rate for those 11 positions is approximately: $17.11/hour If on-call shifts were distributed relatively evenly among those positions, the current annual on- call compensation would be approximately: 468 shifts x $17.11 = $8,009 annually (estimated) Proposed Pilot A weekend model utilizing five 12-hour shifts would provide: 5 shifts/week x 52 weeks = 260 shifts/year That represents a reduction of: 468 current shifts – 260 proposed shifts = 208 fewer shifts annually At the estimated average officer rate: 208 x $17.11 = approximately $3,560 in annual savings Therefore, the proposed system would not be expected to increase the department’s on-call compensation costs. It is estimated that this savings would cover the additional holiday incentive costs being proposed. This is an estimate only. Actual costs will depend on how shifts are distributed and how holiday coverage is structured. Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 The great potential benefit is retaining qualified officers and making officer positions more attractive to members who currently view the on-call requirement as a barrier. 7. What We Would Measure During the Pilot The Chief staff will evaluate the pilot using actual data rather than assumptions. During the three-month evaluation period, we would monitor: Response • Number of calls • Number of officers responding • Whether an officer is consistently available when needed Member Impact • Officer feedback • Member feedback • Ability to fill on-call assignments • Ability to fill open officer positions • Interest in future officer positions • Whether members report improved work/family balance Operational Effectiveness The Chief staff will specifically identify whether eliminating weekday night on-call coverage creates any operational deficiency. If the data shows that weekday officer response is inadequate, the department can adjust the program rather than waiting until the end of the pilot. Likewise, if the program proves to be successful before the end of the pilot period, plans can be put into place to make the pilot program the long-term on-call plan. 8. Monitoring & Adjustments One of the advantages of conducting this pilot is that we do not have to assume the program will work. The department can monitor the results in real time. If we determine during October, November, or December that weekday officer response is inadequate, the Fire Chief and Assistant Chiefs can address the problem immediately. Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 Options could include: • Returning to the current on-call model • Adjusting the weekend schedule The goal is to test a different model while maintaining the ability to return to the current system if the data demonstrates that it is necessary. 9. Proposed Pilot Objectives At the conclusion of the pilot, the department should be able to answer the following questions: 1. Can the department maintain adequate officer response without mandatory weekday night on-call coverage? 2. Does the weekend-focused on-call coverage provide sufficient command availability? 3. Does the modified system improve officer participation and willingness to serve? 4. Does the modified system make the Lieutenant, Captain, and Assistant Chief positions more attractive? 5. Can the department successfully cover holidays with an incentive-based system? 6. Does the modified system improve morale and work/family balance without negatively affecting emergency response? 7. What changes, if any, should be made before making the program permanent? 10. Recommended Process I recommend moving through the proposal in the following order: Step 1 – Assistant Chief Review Review the concept with the Assistant Chiefs first. The goal at this state is not to finalize the program, but to identify operational concerns and develop a recommendation that the command staff can support. Step 2 – Presentation to City Manager After receiving feedback from the Assistant Chiefs, present the proposal to the City Manager for review, particularly regarding: • Compensation • Holiday incentives • Liability • Personnel policies Plymouth Fire & Rescue Serving Plymouth since 1868 James Klug, Fire Chief jklug@plymouthfd.com | (920) 893-3744 P.O. BOX 294 • 111 E. MAIN STREET • PLYMOUTH, WISCONSIN 53073 PHONE (920) 893-1331 • Budget implications Step 3 – Discussion with Fire Department Officers Following City Manager review, present the proposed pilot to the officers. Solicit feedback regarding: • Weekend coverage options • Officer rotation • Holiday assignments • Other concerns The final schedule should incorporate reasonable feedback before implementation. Step 4 – Implement October 1 Implement the pilot on October 1, 2026. Step 5 – Evaluate December 14 Review the operational and personnel data on December 14th to determine whether to: • Make the program permanent • Modify the program • Extend the pilot • Return to the existing system The goal of reviewing the data on December 14th would be to determine if the pilot program will end on December 31st or be instituted long term.