Personnel Committee Meeting — Agenda Packet

CITY OF MAYVILLE PERSONNEL COMMITTEE MEETING AGENDA SEPTEMBER 28, 2026 6:00 PM MAYVILLE CITY HALL 15 S. SCHOOL STREET 1. CALL TO ORDER AND ROLL CALL 2. CITIZEN COMMENTS Citizen Comments are to be kept to a maximum of five minutes per speaker unless the chairperson allows an extension of time. Each citizen is to make comments at the podium after stating name and address. Each citizen may comment only one time per public hearing / meeting. 3. APPROVAL OF MINUTES 3.1. Approval of Minutes of the July 27, 2026, Personnel Committee Meeting 4. DISCUSS WITH POSSIBLE ACTION 4.1. Discuss, with Possible Recommendation, the Updated City of Mayville Employee Handbook 5. ADJOURNMENT Ald. Kim Olson, Presiding Officer Meeting at 6:00 PM or immediately following the Finance Committee meeting. NOTE: Persons with disabilities requiring special accommodations for attendance at the meeting should contact City Hall at least one (1) business day prior to the meeting. Page 1 of 57 CITY OF MAYVILLE PERSONNEL COMMITTEE MEETING MINUTES JULY 27, 2026 6:00 PM MAYVILLE CITY HALL 1. CALL TO ORDER AND ROLL CALL The meeting was called to order at 08:17 PM by Ald. Kim Olson, with the following roll call: Present: Ald. Mary Winter, Ald. Jason Buske, Ald. Kim Olson. Excused: None. Absent: None. Staff present: DPW/Parks Director Jake Schellpeffer, EMS Director Julie Staffin, EMS Deputy Director Devin Sellnow, TAG Center Director Jess Loomans, Fire Chief Geoff Engel, Police Chief Ryan Toellner, Police Lieutenant Jeremy Johnson, Cameron with Elevated Municipal Consulting, and Clerk/Executive Assistant Anastasia Gonstead. 2. CITIZEN COMMENTS None. 3. APPROVAL OF MINUTES 3.1. Approval of Minutes of the June 22, 2026, Personnel Committee Meeting The motion to approve the minutes of the June 22, 2026, Personnel Committee Meeting was made by Ald. Buske and seconded by Ald. Winter. Ayes: Ald. Winter, Ald. Buske, Ald. Olson Nays: None Vote Count: 3 - 0 Motion has Passed 4. DISCUSS WITH POSSIBLE ACTION 4.1. Discuss, with Possible Recommendation, Section 11 of the City of Mayville Employee Handbook, for Update Process The motion to approve section 11 of the City of Mayville Employee Handbook, for update process was made by Ald. Buske and seconded by Ald. Winter. Ayes: Ald. Winter, Ald. Buske, Ald. Olson Nays: None Vote Count: 3 - 0 Motion has Passed 4.2. Discuss, with Possible Recommendation, Addition of "Good Standing" Verbiage to Section 3.3 of the Employee Handbook, for Update Process Page 2 of 57 The motion to approve the addition of "good standing" verbiage to section 3.3 of the Employee Handbook, for update process was made by Ald. Buske and seconded by Ald. Winter. Ayes: Ald. Winter, Ald. Buske, Ald. Olson Nays: None Vote Count: 3 - 0 Motion has Passed 4.3. Discuss, with Possible Action, Selection of Aldermanic Representative to Serve on the Bargaining Committee for Upcoming Police Union Contract Negotiations Mayor Boelk gave an overview. He said the Chief and the Clerk sit on the Committee for Collective Bargaining. They need an Aldermanic Representative to serve with them. The motion for Ald. Kim Olson to be the representative, was made by Ald. Winter and seconded by Ald. Buske. Ayes: Ald. Winter, Ald. Buske, Ald. Olson Nays: None Vote Count: 3 - 0 Motion has Passed 5. ADJOURNMENT The motion to adjourn the meeting was made by Ald. Buske and seconded by Ald. Winter. Ayes: Ald. Winter, Ald. Buske, Ald. Olson Nays: None Vote Count: 3 - 0 Motion has Passed. The Personnel Committee meeting was adjourned at 8:22 PM. Respectfully submitted by Lexi Volbright - Deputy Clerk Page 3 of 57 15 South School Street, PO Box 273, Mayville WI 53050 Phone: 920.387.7900 Fax: 920.387.7919 www.mayvillecity.com STAFF MEMO Meeting Date: September 28, 2026 To: Personnel Committee From: Anastasia Gonstead – Clerk/Executive Assistant Subject: City of Mayville Employee Handbook Update BACKGROUND The Personnel Committee is being presented with an updated City of Mayville Employee Handbook for consideration and recommendation to the Common Council. The updated handbook is the culmination of approximately one year of review, discussion, and recommendations regarding the City's personnel policies and employment practices. Recommendations developed through that process have been incorporated into this revised version of the handbook for the Committee's consideration. In addition to the substantive policy updates, the handbook has undergone a comprehensive formatting and layout update. The revised format incorporates City of Mayville branding and is intended to provide a cleaner, more professional, and easier-to-navigate resource for City employees. ATTORNEY REVIEW Following incorporation of the proposed revisions, the handbook was submitted for final review by the City's legal counsel. Counsel has reviewed the current version and is in agreement with the handbook as presented. IMPLEMENTATION Should the Personnel Committee recommend approval and the Common Council subsequently approve the updated Employee Handbook, City Hall staff will work with Department Heads to distribute the updated handbook to all City employees. Each employee will be asked to review the updated handbook and sign an acknowledgement confirming receipt and review of the document. This acknowledgement process was recommended by the City's legal counsel as part of the implementation of the updated handbook. Page 4 of 57 1 Approved by Common Council XX/XX/2026 CITY OF MAYVILLE EMPLOYEE HANDBOOK Page 5 of 57 2 Approved by Common Council XX/XX/2026 TABLE OF CONTENTS • Section 1 – Introduction of Basic Principles (Page 1) o Section 1.01 – General Purpose o Section 1.02 – Disclaimer Statement o Section 1.03 – Rights and Responsibilities of the Employer o Section 1.04 – Non-Discrimination/EEO Statement o Section 1.05 – Anti-Harassment and Anti-Retaliation o Section 1.06 – Harassment and Discrimination Procedures o Section 1.07 – Americans with Disabilities Act o Section 1.08 – Drug-Free and Alcohol-Free Workplace Policy o Section 1.09 – Smoking and Smokeless Tobacco o Section 1.10 – Immigration Reform Act Notice o Section 1.11 – Nepotism o Section 1.12 – Gifts and Gratuities o Section 1.13 – Employee Orientation to Personnel Policies o Section 1.14 – Compliance with Policies, Rules, and Expectations of Conduct o Section 1.15 – Communications and Confidentiality o Section 1.16 – Social Media o Section 1.17 – Electronic Technology Use Policy o Section 1.18 – Secondary Employment Policy o Section 1.19 – Concealed Weapon Policy o Section 1.20 – Workplace Violence o Section 1.21 – Pending Charges or Convictions • Section 2 – Recruitment and Employment (Page 17) o Section 2.01 – Advertising o Section 2.02 – Definition of Department Heads o Section 2.03 – Hiring of Department Heads o Section 2.04 – Hiring of Personnel o Section 2.05 – Residency Requirements o Section 2.06 – Orientation Period o Section 2.07 – Pre-Employment Physical Exam and Drug Screen o Section 2.08 – Employment Categories • Section 3 – Pay Arrangements (Page 20) o Section 3.01 – Payroll Period o Section 3.02 – Payroll Deductions o Section 3.03 – Separation from Employment o Section 3.04 – Direct Deposit • Section 4 – Reimbursement for Job Expenses (Page 23) o Section 4.01 – Schooling, Conferences, and Meetings o Section 4.02 – Education Reimbursement o Section 4.03 – Convention and Travel Policy o Section 4.04 – City Vehicle Usage o Section 4.05 – Mileage Reimbursement Page 6 of 57 3 Approved by Common Council XX/XX/2026 • Section 5 – Working Hours (Page 26) o Section 5.01 – Working Hours o Section 5.02 – Attendance and Punctuality o Section 5.03 – Appointments o Section 5.04 – Overtime/Compensatory Time • Section 6 – Employee Benefits, Holidays, and Leaves (Page 28) o Section 6.01 – Holidays o Section 6.02 – Sick Leave o Section 6.03 – Funeral Leave o Section 6.04 – Vacation o Section 6.05 – Jury Duty o Section 6.06 – Leave of Absence o Section 6.07 – Federal and Wisconsin FMLA Guidelines o Section 6.08 – Military Leave o Section 6.09 – Worker’s Compensation o Section 6.10 – Health and Dental Insurance o Section 6.11 – Life Insurance and Short-Term Disability Insurance o Section 6.12 – Retirement o Section 6.13 – Regular Part-Time Employees o Section 6.14 – Deferred Compensation Plan o Section 6.15 – Employee Service Recognition Awards for Regular Full-Time Employees and Regular Part-Time Employees o Section 6.16 – Protective Eyewear Reimbursement and Required Safety Equipment o Section 6.17 – Commercial Driver’s License (CDL) o Section 6.18 – Uniform Allowance o Section 6.19 – City-Issued Cellular Phones o Section 6.20 – Utility Employee Safety Footwear • Section 7 – Termination of Employment (Page 41) o Section 7.01 – Resignation • Section 8 – Employee Discipline (Page 42) o Section 8.01 – Policy o Section 8.02 – Disciplinary Actions • Section 9 – Grievances and Appeals (Page 43) o Section 9.01 – Grievance Procedure o Section 9.02 – Definitions o Section 9.03 – Grievance Steps • Section 10 – Personnel Records (Page 49) • Section 11 – Pay Plan (Page 50) • Section 12 – Performance Reviews (Page 51) • Section 13 – Job Descriptions (Page 52) • Section 14 – Employee Acknowledgement (Page 53) Page 7 of 57 4 Approved by Common Council XX/XX/2026 SECTION 1 – INTRODUCTION OF BASIC PRINCIPLES Section 1.01 – General Purpose The general purpose of these policies is to establish guidelines for the employees of the City of Mayville (the “City”). These guidelines address various issues relevant to City employees but cannot and will not address all possible issues that may arise in the course of employment. The City has the right to promulgate rules and regulations. The rules and regulations regarding expectations of conduct apply to all employees, including police union personnel. To the extent this manual conflicts with language in an applicable collective bargaining agreement, the collective bargaining agreement shall control. Section 1.02 – Disclaimer Statement This employee manual has been prepared for informational purposes only. None of the statements, policies, procedures, rules, regulations, or the like, contained herein constitute a guarantee of employment, a guarantee of any other right or benefit, or a contract of employment, express or implied. Employment with the City is at- will and is not guaranteed for any definite period of time. You or the City may terminate your employment at any time, for any reason, or no reason, with or without advanced notice. The provisions set forth in this manual may be altered, modified, changed, or eliminated at any time by the City with or without notice. The City reserves the right to modify, remove, cancel, or suspend any benefit described in this manual. Only the City may alter or modify any of the provisions in this manual. No statement or promise by a supervisor, manager, or department head constitutes or should be interpreted as constituting a change in policy or an agreement with any employee. This employee manual supersedes any and all previous handbooks, statements, policies, procedures, rules, or regulations given to employees, whether verbal or written. Section 1.03 – Rights and Responsibilities of the Employer Certain rights and responsibilities are imposed on the City by state and federal laws, rules, legislation, and court decisions. Many of these implicate the policies and procedures which may govern our employees. For this reason, a summary of the basic rights and responsibilities of the City might be helpful. These rights and responsibilities include, but are not limited to, the following:  To manage the employees of the City, including the hiring, promotion, schedule, transfer, assignments or retention of employees in positions with the City, and to establish work rules; and  To establish and alter employment policies and procedures, including those set forth in this manual; and  To suspend, discharge, or take other appropriate disciplinary action, when necessary; and  To schedule overtime work as required, consistent with the operational needs of the City; and  To develop job descriptions to guide each position’s duties and responsibilities; and  To assign employees to specific duties; and  To introduce new or improved methods or facilities, or to change existing methods or facilities; and  To fulfill the City’s obligations in contracting out for matters relating to its operation; and  Any other right or responsibility the City may have by law or otherwise. Section 1.04 – Non-Discrimination/EEO Statement Page 8 of 57 5 Approved by Common Council XX/XX/2026 The City of Mayville does not discriminate because of race, creed, age, sex, color, national origin, ancestry, handicap or disability, marital status, citizenship status, veteran status, military service, sexual orientation, gender identity, religion, arrest or conviction record, union or political affiliation, use or nonuse of lawful products outside of work hours, or any other characteristic protected by law. This applies to all employment decisions including, but not limited to, hiring, promotion, demotion, lateral reassignments, transfer, recruitment, layoff, terminations, rates of pay or other compensation, selection for training, or any other benefit. Each member of management will give this non-discrimination policy full support through leadership and personal example. It is also the duty of every employee to help create a job environment that promotes equal opportunity. Any incident or situation that you believe violates this policy should be brought to the immediate attention of your Department Head, the Mayor, or any member of the Personnel Committee. Section 1.05 – Anti-Harassment and Anti-Retaliation The City is committed to maintaining a work environment that is free of harassment and discrimination. In keeping with this commitment, the City will not tolerate harassment of City employees by anyone, including any supervisor, coworker, vendor, client, or customer of the City. It is the policy of the City that all employees have the right to work in an environment free of all forms of harassment. The City will not tolerate, condone, or allow harassment or discrimination by any employee or other non-employee who conducts business with the City. The City considers harassment and discrimination of others to be forms of serious employee misconduct. Therefore, the City shall take direct and immediate action to prevent such behavior, and to remedy all reported instances of harassment and discrimination. A violation of this City policy can lead to discipline up to and including termination; with repeated, even if “minor”, violations resulting in greater levels of discipline, as appropriate. The purpose is to maintain a healthy work environment in which all individuals are treated with respect and dignity, and to provide procedures for reporting, investigating, and resolving complaints of harassment and discrimination. All employees are responsible for helping to ensure that harassment is avoided. If you feel that you have experienced or witnessed harassment, you are to immediately notify your Department Head, the Mayor, or any member of the Personnel Committee. The City forbids retaliation against anyone who has reported harassment. The City’s policy is to investigate all such complaints thoroughly and promptly, and take all appropriate action that may be necessary to end the harassment and prevent this misconduct from reoccurring. There will be no reprisals against the employee for making the report; however, knowingly making false accusations will result in disciplinary action. All reports of harassment will be promptly and immediately investigated by the Mayor, the Mayor’s designee, and/or the Police Department. If the complaint involves the Mayor, the matter will be referred to the Personnel Committee, which may consult with legal counsel and members of the Personnel Committee/elected officials, the Committee’s designee and/or the Police Department will investigate the complaint. To the fullest extent practicable, the City will keep complaints and the terms of their resolution confidential. If an investigation confirms that harassment has occurred, the City will take corrective action, up to and including termination of employment, as is appropriate. Page 9 of 57 6 Approved by Common Council XX/XX/2026 Section 1.06 – Harassment and Discrimination Procedures 1) Prohibited Activity Defined a. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: i. Submission to such conduct is made either explicitly or implicitly a term or condition of employment; or ii. Submission to or rejection of such conduct by an employee is used as the basis for employment decisions affecting the employee; or iii. Such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile, or offensive working environment. iv. Sexual harassment may include, but is not limited to, explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented kidding or teasing, sexual practical jokes, jokes about gender-specific traits, foul or obscene language or gestures, display or foul or obscene language or images printed or visual material, and physical contact such as patting, pinching, or brushing against another’s body. b. Harassment is any verbal, written, visual, or physical act that creates a hostile, intimidating, or offensive work environment or interferes with an individual’s job performance based on that individual’s membership in a protected class. i. No employee shall either explicitly or implicitly ridicule, mock, deride, or belittle any person. ii. Employees shall not make offensive or derogatory comments to any person, either directly or indirectly, based on race, creed, age, sex, color, national origin, ancestry, handicap or disability, marital status, citizenship status, veteran status, military service, sexual orientation, gender identity, religion, arrest or conviction record, union or political affiliation, use or nonuse of lawful products outside of work hours, or any other characteristic protected by law. Such harassment is a prohibited form of discrimination under state and federal employment law and/or is also considered misconduct subject to disciplinary action by the City. c. Discrimination pertains to any adverse action in the workplace based upon an employee’s race, creed, age, sex, color, national origin, ancestry, handicap or disability, marital status, citizenship status, veteran status, military service, sexual orientation, gender identity, religion, arrest or conviction record, union or political affiliation, use or nonuse of lawful products outside of work hours, or any other characteristic protected by law. i. This applies to all employment decisions, including but not limited to, hiring, promotion, demotion, lateral reassignments, transfer, recruitment, layoff, termination, rate of payor other compensation, selection for training, or any other benefit. 2) Covered Individuals Defined a. Individuals covered under this policy include employees, applicants for employment, volunteers, members of the public, elected officials, and appointments to boards and commissions. 3) Supervisory Responsibilities a. Each Supervisor shall be responsible for preventing prohibited activities as defined above by: i. Monitoring the work environment on a daily basis for signs that harassment may be occurring; and Page 10 of 57 7 Approved by Common Council XX/XX/2026 ii. Providing training and/or counseling all employees on what constitutes harassment and sexual harassment, on the types of prohibited behaviors, and the City’s policy and procedures for reporting and resolving complaints of harassment; and iii. Stopping any action that may be considered harassment and taking appropriate steps to intervene, whether or not the involved employees are within their line of supervision; and iv. Taking immediate action to prevent retaliation toward the complaining party or witnesses and to eliminate the hostile work environment where there has been a complaint of harassment, pending investigation. If a situation requires separation of the parties, care should be taken to avoid actions that appear to punish the complainant. Transfer or reassignment of any of the parties involved should be voluntary, if possible, and, if involuntary, should be temporary pending the outcome of the investigation. b. Each Supervisor has the responsibility to assist any employee of the City who comes to that Supervisor with a complaint of harassment in documenting and filing a complaint with the internal investigation authority, as designated by the City. c. Failing to carry out these responsibilities will be considered in any performance appraisal (evaluation) or promotional decision and may be ground for discipline, up to and including termination. 4) Employee Responsibilities a. Each employee of the City is responsible for assisting in the prevention of harassment through the following acts: i. Refraining from participating in or encouraging action that could be perceived as harassment; and ii. Reporting acts of harassment to a supervisor; and iii. Encouraging any employee who confides that they are being harassed or discriminated against to report these acts to a Supervisor. 5) Complaint Procedure a. Initial Contact i. Any employee encountering harassment is encouraged, but not required, to inform that person that their actions are unwelcome and offensive. This initial contact can either be verbal or in writing. The employee is to document all incidents of harassment, in order to provide the fullest basis for investigation. b. Report to Supervisor i. An employee who is unable to stop the harassment by speaking to the individual and who believes that they are being harassed shall report the incident(s) as soon as possible to a Supervisor, so that steps may be taken to protect the employee from further harassment and so that appropriate investigative and disciplinary measures may be initiated. Where doing so is not practical, the employee may instead file a written complaint with the Mayor of the City Attorney. ii. Failure of any Supervisor, or other person to whom the complaint is reported, to carry out the above responsibilities will be considered in any performance appraisal or promotional decision and may be grounds for discipline, up to and including termination. c. Internal Investigation i. The Supervisor shall meet with the complainant employee within 24-hours, or one business day, of receiving the complaint, or as soon as reasonably practicable. The Page 11 of 57 8 Approved by Common Council XX/XX/2026 Supervisor shall document the incident(s) complained of, the person(s) performing or participating in the harassment, any witnesses to the incident(s), and the date(s) on which the alleged harassment occurred. If the Supervisor does not feel qualified to meet with the complainant employee, or believes there may be a conflict, the Supervisor must immediately notify the Mayor, Mayor’s designee, or the City Attorney. ii. After documenting the information regarding the complaint, the Supervisor must provide the documentation to the Mayor, the Mayor’s designee, and the City Attorney immediately. iii. The Supervisor shall immediately notify the Chief of Police, the Mayor, and the City Attorney if the complaint contains evidence of a criminal activity, such as, but not limited to, stalking, criminal harassment, battery, rape, or attempted rape. iv. Upon receipt of the documentation, the Mayor or Mayor’s designee will appoint an Internal Investigation Authority, which will be responsible for investigation the complaint. The Internal Investigation Authority will consist of, at a minimum, the City Attorney. v. The investigation shall include a determination of whether the allegations are true to a reasonable degree of certainty; whether other employees are being harassed by the person(s) to a reasonable degree of certainty; and whether other employees participated in or encouraged the harassment to a reasonable degree of certainty. vi. If the Internal Investigative Authority finds that there is reason to believe an employee violated this policy, City Attorney will notify the Mayor or the Mayor’s designee and the Mayor or Mayor’s designee shall determine what form of discipline shall be warranted, up to and including termination. 1. If the person alleged to have violated this policy is not an employee, the Mayor or Mayor’s designee shall consult with the City Attorney about what action may be taken against the person. vii. If the Internal Investigation Authority finds that the allegation is not sustained to a reasonable degree of certainty, or does not rise to the level of being a violation of this policy, no further action shall be taken by the Internal Investigation Authority beyond informing the employee who made the complaint and the individual accused of the behavior of the outcome of the investigation. viii. Records 1. A file of harassment and discrimination complaints shall be maintained in a secure location with the City Attorney. The file shall include the investigator’s summaries and notes from the investigation. The Mayor of the Mayor’s designee shall be provided with an annual summary of these complaints. ix. Confidentiality 1. The complaining party’s confidentiality shall be maintained throughout the investigatory process to the extent that is practical and appropriate under the circumstances, and to the extent permitted under the Wisconsin Public Records laws. d. Retaliation i. Retaliation against any employee for filing a harassment or discrimination complaint, or for assisting, testifying, or participating in the investigation of such a complaint, is illegal and is prohibited by this City and by Federal and State Statutes. Page 12 of 57 9 Approved by Common Council XX/XX/2026 ii. Retaliation is a form of employee misconduct. Any evidence of retaliation shall be considered a separate violation of this policy and shall be handled by the same complaint procedures established for harassment and discrimination complaints. iii. Monitoring to ensure that retaliation does not occur is the responsibility of the Mayor, Mayor’s designee, Supervisors/Department Heads, and the Internal Investigation Authority. e. Definitions i. Verbal Sexual Harassment: Sexual innuendoes, degrading or suggestive comments, repeated pressure for dates, jokes of a sexual nature, unwelcome sexual flirtations, degrading words used to describe an individual. Obscene and/or graphic descriptions of an individual’s body or threats that their job, wages, assignments, promotions, or working conditions could be affected if the individual does not agree to a suggested sexual relationship. ii. Non-Verbal Sexual Harassment: Sexually suggestive or offensive objects or pictures, inappropriate usage of voicemail, email, the internet, or other such sources as a means to express or obtain sexual material, comments, printed/written materials including offensive cartoons, suggestive or offensive sounds, whistling, catcalls, or obscene gestures, and material which inappropriately raises the issues of sex or discrimination, treating an employee differently than other employees when they have refused an offer of sexual relations. iii. Physical Sexual Harassment: Unsolicited or unwelcomed physical contact of a sexual nature, which may include touching, hugging, massaging, kissing, pinching, patting, or regularly brushing against the body of another person. iv. Other Forms of Harassment: Persistent and unwelcome conduct or actions on the basis of race, creed, age, sex, color, national origin, ancestry, handicap or disability, marital status, citizenship status, veteran status, military service, sexual orientation, gender identity, religion, arrest or conviction record, union or political affiliation, use or nonuse of lawful products outside of work hours, or any other characteristic protected by law. v. Harassment on Any Basis Exists Whenever: 1. Submission to harassing conduct, either explicitly or implicitly, is made a term or condition of an individual’s employment; and/or 2. Submission to or rejection of such conduct is used as the basis for an employment decision affecting an individual; and/or 3. The conduct interferes with an employee’s work or creates an intimidating, hostile, or offensive work environment. vi. Unwelcome Conduct: Conduct is unwelcome whenever the person subjected to it considers it unwelcome. The conduct may be unwelcome even though the victim voluntarily engages in it to avoid adverse treatment. Section 1.07 – Americans with Disabilities Act The City complies fully with the Americans with Disability Act (ADA). An employee who is a qualified individual under the ADA will be provided with reasonable accommodations that allows the employee to perform the essential functions of the employee’s job, unless such accommodation creates an undue burden on the City or poses a direct threat to the safety of the employee or others. If you believe you may need a reasonable Page 13 of 57 10 Approved by Common Council XX/XX/2026 accommodation, please make your Supervisor, the Mayor, or the Mayor’s designee aware of your request. The City will work with the requestor to engage in the interactive process. Section 1.08 – Drug-Free and Alcohol-Free Workplace Policy It is the policy of the City to provide a drug-free and alcohol-free workplace for all of its employees. The City requires that employees neither use, possess, sell, exchange, nor be under the influence of drugs, intoxicants, alcohol, narcotics, or any other controlled substance in the workplace and that a zero-tolerance standard shall prevail in the workplace. The City recognizes the importance of maintaining a safe, efficient, and healthy workplace, as well as the social responsibility to provide assistance to its employees. Therefore, employees are required to report to work free from any alcohol or controlled substances that could inhibit their ability to perform their duties. Medications prescribed by a physician may be possessed and used on premises during working hours by the employee for whom they were prescribed, as long as they have been legally prescribed for the employee, are kept in the original container, and are used in accordance with the intended dosage and purpose. Employees who take over-the-counter medication or other medication that can legally be prescribed under both federal and state law to treat a disability, should inform their Supervisor if they believe the medication will impair their job performance, their own safety, the safety of others, or if they believe they need a reasonable accommodation before reporting to work while under the influence of that medication. The City encourages any employee who may have a drug and/or alcohol problem to seek professional assistance before such problem becomes a workplace issue. If medically necessary, an employee may request a leave of absence in order to undergo a drug or alcohol treatment program to the extent consistent with state and federal leave laws. Although the City has no intention of requiring regular drug or alcohol tests after pre-employment screening, unless required for a CDL license, the City does reserve the right to require an employee to submit body substance samples (such as hair, urine, breath, and/or blood) to test for the presence of drugs or alcohol if the City determines that there is reasonable suspicion that the employee is under the influence of drugs or alcohol or has otherwise violated this policy. All testing will be performed in a fair and respectful manner and in accordance with any applicable federal, state, or local laws, and established City protocols. An employee’s refusal to take the test or an employee’s delay in taking the test may be grounds for termination. Section 1.09 – Smoking and Smokeless Tobacco Smoking, including the use of e-cigarettes, and smokeless tobacco are not, at any time, permitted inside of City buildings or vehicles. The designated smoking area at City Hall is the outside area by the Police Department garage. Section 1.10 – Immigration Reform Act Notice It is our policy to only employ persons who are legally eligible to work in the United States. The Immigration Reform and Control Act of 1986 requires that the City verify the identify and work eligibility of all people employed with the City. Each employee will be required to complete a verification form (Form I-9) and furnish both proof of identity and eligibility to work in the United State. This must be produced within three working Page 14 of 57 11 Approved by Common Council XX/XX/2026 days of beginning employment with the City. If a new or rehired former employee is unable to provide the necessary documentation within three working days from the date of hire, they must provide proof that they have applied for the required documents. If this is not provided, the employee will be terminated. Section 1.11 – Nepotism No employee will hold a job over which a member of their immediate family member exercises supervisory authority. The immediate family will be defined as mother, father, brother, sister, son, daughter, stepson, stepdaughter, spouse, mother-in-law, father-in-law, brother-in-law, sister-in-law, and the grandparents and grandchildren of the employee and the employee’s spouse. Section 1.12 – Gifts and Gratuities Employees are expected to follow Municipal Code Section 105-3(G)(1), which states: “No employee or official of the City shall receive or offer to receive, directly or indirectly, any gift, gratuity, or anything of value in excess of $15 which he is not authorized to receive from any person if such person is: 1) Has or is seeking to obtain contractual or other business or financial relationship with the City or the Council; or 2) Conducts operations or activities which are regulated by the City or the Council; or 3) Has an interest which may be substantially affected by the City or the Council.” The receipt of any gift, gratuity, or anything of value, as denoted above, is contrary to City ordinance and public policy of the City. Section 1.13 – Employee Orientation to Personnel Policies All new full-time employees will be scheduled to meet with the designated payroll administrator during their first week of employment for general orientation. The payroll administrator will distribute and explain the various enrollment forms that must be filled out including, but not limited to, W-4 and I-9. Each new full-time employee will be provided with information on employee benefits and City policies and operations, including a copy of this employee handbook. The hiring department provides additional information to new employees, including: 1) Work standards and regulations; 2) Hours of work, work time recording, and leave requests; 3) Duties of the position (job description); 4) Safety rules and procedures, location of safety or protective equipment; 5) Tour of the work area, including location of equipment and supplies; 6) Introduction to co-workers; 7) Schedule for lunch and breaks; 8) When and whom to report absence from work; and 9) Who is responsible for performance planning and review. Section 1.14 – Compliance with Policies, Rules, and Expectations of Conduct The City has established these policies and its rules of conduct in furtherance of the effective operation of the City and to provide high-quality service to all citizens, individuals interacting with the City, and visitors. The City expects all employees to demonstrate professional, competent and reasonable behavior, and to serve on duty Page 15 of 57 12 Approved by Common Council XX/XX/2026 as positive examples of the high-quality personnel affiliated with this organization and consistent with the high expectations of the public. Compliance with the policies, rules, and general expectation of conduct is of paramount importance in order to fulfill these objectives and for the employee to have a successful career in the City. Failure to comply with these policies, rules, and general expectations of conduct can undermine these objectives, and the trust and confidence of the public, businesses, employees, and officers of the City must have in that employee. The City treats all violations of policy, the rules, and general expectations of conduct very seriously. Violations of these policies, the rules, and general expectations of conduct can subject an employee to discipline up to, and including, termination. Section 1.15 – Communications and Confidentiality Communication is a joint responsibility shared by the City and all employees. No information concerning the internal operations of the City including, but not limited to, the release of records of the City, may occur except through, and with the permission of, the Department Head or the public records office. If requests for information are received by employees, whether on or off duty, from any person, the employee is required to direct that individual to their Supervisor for response to that inquiry. Section 1.16 – Social Media This policy provides guidance for employee use of social media which would include blogs, wikis, microblogs, message boards, chat rooms, electronic newsletters, online forums, social networking, and other sites and services that permit users to share information with others. The following guidelines apply to the use of social media on behalf of the City, as well as personal use of social media when referencing the City. Employees need to know and adhere to this manual and other applicable City policies. 1) The information that employees post online may be public information indefinitely. 2) Employees should be aware that the City or other employees may observe content and information made available by employees through social media, including where the employee takes steps to make the content private. 3) Examples of prohibited conduct include, but are not limited to, posting commentary, content, photos, or images that are defamatory, pornographic, confidential, harassing, libelous, or that can create a hostile work environment. 4) Employees shall not publish, post, or release any information that is considered confidential or not public. 5) Employees do not have authorization to speak on behalf of the City, unless permission is specifically granted by the City. Information shared via social media about the City, when authorization is not granted, is the opinion of the individual only – not the City. Employees are responsible for communicating that any opinions are their personal opinions only and not the opinions of the City. 6) Employees must keep City-related social media accounts separate from personal accounts. 7) Any questions about what is considered confidential or appropriate should be directed to your Supervisor. However, information to which an employee only has access to as a City employee, and that is not otherwise public, should be considered confidential as a general rule. Page 16 of 57 13 Approved by Common Council XX/XX/2026 8) Subject to applicable law, after-hours online or social media activity that violates this or any other applicable City policy may subject an employee to disciplinary actions up to, and including, termination. Section 1.17 – Electronic Technology Use Policy The City’s computers, programs, networks, communication devices and tools, internet, and other technologies (collectively “technology”) are intended as tools to serve the public and the City, and are provided so employees may better perform their job-related responsibilities. Inappropriate use can adversely affect the City, interfere with the work of its employees, increase its costs, and even expose the City to damage, liability, and security risks. This policy establishes guidelines for appropriate utilization of the technology in a manner consistent with related City policies and applicable laws. This policy applies to all City employees and elected/appointed officials using the City-provided technology resources described herein in their assigned job responsibilities (herein termed “users”). In order to protect the interests of the City, the City reserves the right to monitor all use of technology. No employee should expect privacy or secrecy in the use of City-owned technology, including accessing City- provided internet. The City has software and systems in place that monitor and record internet usage. Users are advised that these systems are capable of recording for each user every world wide web site visit, news group, email message, and file transfer into and out of the City network. The general (non-user specific) nature of the internet utilization by the City will be monitored on a regular basis by the City. In the event that inappropriate utilization occurs, the user will be identified and the applicable Supervisor/Department Head notified for corrective measures with the employee, as necessary. Computers, phones, cellular air cards, and other computer resources are assigned according to job responsibilities and employees are expected to use them properly. Employees will be permitted access to computer resources upon approval by the appropriate Supervisor/Department Head. The City’s computers and related resources are to be used for City-related business. Incidental personal use of the City’s computer resources must be reasonable. Users are prohibited from using the City’s computer resources for personal or private financial benefit. Use should be consistent with common sense, common decency, civility, and the City’s policies. Use of the City’s computer resources is also subject to all federal, state, and local laws. Users shall not use computer resources to infringe the copyright or other intellectual property rights of third parties. When questions regarding public access of electronically stored data arise under public records laws, the City Attorney should be consulted. In general, all computer files are public records. Exceptions are applied to the Mayville Police Department in regards to confidentiality of police records and otherwise as determined upon consultation with legal counsel. City computer resources shall not be used to harass or otherwise threaten another user. This includes but is not limited to insulting, sexist, racist, obscene, or sexually suggestive comments. Similarly, users shall not use the City internet or network to access obscene, objectionable, or otherwise improper material. The City reserves the right to block access from the City network to inappropriate sites if necessary. The City recognizes that users may connect accidentally to an inappropriate site. In this event, the user should immediately disconnect from the site. Page 17 of 57 14 Approved by Common Council XX/XX/2026 The City’s computer consultant is responsible for managing the City’s computer resources. User changes to computer resource parameters shall be prohibited; all changes shall be made by the City’s computer consultant. Sharing any user identification with any other person shall be prohibited, with the exception of the City’s computer consultant or users authorized by the applicable Department Head/Supervisor. However, upon request or upon departure, an employee must provide all City passwords to the designated Department Head/Supervisor. Deletion or modification of computer files and/or data without prior consent of the primary user shall be prohibited. City virus protection procedures as provided by the City’s computer consultant shall be followed in all forms of electronic communications. All software and hardware acquisitions shall be made through the Department Head, in conjunction with the City’s computer consultant. This is necessary to ensure that a consistent environment may be maintained and ensure the security and supportability of the network. Users shall not load any applications onto computer resources without coordinating with the Department Head in conjunction with the City’s computer consultant, including any software loaded via the internet. Employees must notify the Department Head, in conjunction with the City’s computer consultant, prior to deleting any software from any City computer. Original software licenses and legal information must be maintained in City Hall and should also include all documentation, purchasing information, and other applicable documents to allow the product to be adequately supported. The final selection of any new software package shall be made by the appropriate Department Head in conjunction with the City computer consultant. Email may be used for organizational and individual information, when appropriate, for general business purposes. This section applies to both City internal email, as well as internet access email. City provided email should be used for City-related business only. It is not intended to be used for personal business. Users must utilize signature files in messages sent to third parties that make it clear which user has sent the message, as well as any limitations on the extent to which the messages from the user may be understood to have been sent on behalf of the City. Backup mechanisms are in place to help ensure the availability of the email system, but the City cannot guarantee the integrity or origin of the message. Additionally, users should not rely upon the email system regarding critical or time sensitive information as the only means of communication. Public group messages are available to distribute information related to City business. Non-City related business messages should not be disseminated to public groups. The City, its internet service providers, nor the cellular service provider have control over, and therefore, cannot be responsible for the content of the information available on the internet. Users must evaluate and bear the responsibility of validating the subject matter, accuracy, completeness, or usefulness of any content available on or through City internet connections. Users should be aware that the internet is not secure and should take appropriate measurers when transmitting information. Certain programs have inherent risks in operations and therefore, the City will block these programs from being downloaded. Users with specific business needs for these services should coordinate with the Department Head and City’s computer consultant. The City’s web address is www.mayvillecity.com. The City encourages departments to have a web presence on the City’s website and will assist in preparing information for distribution via the internet. Department Heads are responsible for providing current information for this purpose, as necessary. Department webpages should Page 18 of 57 15 Approved by Common Council XX/XX/2026 be linked to the City website. In the event that a department page must be created via another location, the sites shall be linked to and from the City’s official website. All new sites should be designed to provide a consistent and uniform look. Voicemail is provided to all City offices for the purpose of receiving messages when users are generally unavailable. Voicemail greetings should be kept current or general in nature. Voicemail messages (incoming and outgoing) should be business-like and professional. Although backup mechanisms exist, users should not rely upon the voicemail system regarding critical or time sensitive information as the only means of communication. The Mayville Public Library retains control over all its software and hardware acquisitions, automation systems, public access internet, workstation computers, and any other items pertaining to the library’s electronic technology. The library has specific policies in place to deal with the library-related technology and communication procedures. Section 1.18 – Secondary Employment Policy Employment with the City by full-time employees should be considered the employee’s primary employment. Employees are expected to report their secondary employment to the City to ensure no conflicts of interest are implicated. Secondary employment with other entities must not conflict, whether real or implied, with the duties of the employee, including an employee’s ability to work their scheduled hours and/or overtime. Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours. An employee who engages in secondary employment must clearly define themselves as an employee of the secondary employer and not act or treat themselves as an employee of agent of the City. Employees must still comply with all policies, rules, and general expectations of conduct when engaging in off-duty behavior, regardless of such secondary employment. The City may terminate the employment of an employee whose secondary employment may interfere with the performance of their work, where a conflict exists, whether real or implied, where the interests of the City are impacted as a result of the secondary employment, or where such employment or conduct negatively affects the image of the City or employees. An employee will not be permitted to work for another employer while absent for illness or family/medical leave from the City. Section 1.19 – Concealed Weapon Policy No City employee, with the exception of police officers, shall carry a concealed weapon on their person while working in any capacity as a City employee. This includes City vehicles, buildings, and facilities. This policy does not prohibit employees from storing a secured weapon in their personal vehicle while the vehicle is on City property, or while using their personal vehicle during the course of performance of their job duties for the City. Section 1.20 – Workplace Violence The City is committed to providing a safe and healthy work environment for all City employees. The City will not tolerate any threatening or abusive conduct or acts of violence against an employee or third party by an employee or third party on City property, on a City-controlled site or in connection with City employment, or while on City business. Page 19 of 57 16 Approved by Common Council XX/XX/2026 All employees are responsible for reporting to management any threats or violence that they have been subjected to or witnessed in the workplace. Even without a specific threat, all employees should report any behavior they have witnessed that they regard as potentially threatening or violent, or that could endanger the health and safety of an employee resulting from their work as a City employee or while on City property. To the extent possible, the City will keep any such report confidential; however, the City cannot guarantee absolute confidentiality. Any reported act or threat of violence will be taken seriously and investigated promptly. Any person reported to have made threats, exhibited threatening behavior, or engaged in violent behavior will be removed from the premises as quickly as safety permits and shall remain off City property, pending the outcome of an investigation. Any violation of this policy by an employee may result in disciplinary action up to, and including, termination. The City reserves the right to take any legal steps needed to protect its employees or third parties on City property, including the involvement of law enforcement. Section 1.21 – Pending Charges or Convictions This policy provides a process which enables the City to review the circumstances of a pending charge or conviction to ensure that the circumstances of the pending charge or conviction do not substantially relate to the circumstances of an employee’s position. All City employees must report any arrest, pending charge, no contest plea, or conviction as soon as practicable, but no later than two business days after such arrest, charge, plea, or conviction. The report must be made to the employee’s Department Head. Any employee making such a report may be asked to provide additional documentation and/or information regarding any pending charge, no contest or guilty plea, or conviction reported to the City. The pending charges and convictions required to be reported under this policy include charges or convictions of a felony, misdemeanor, or any other offense, including municipal citation. Routine traffic-related infractions, such as, but not limited to speeding, unsafe movement, and improper equipment, are not required to be reported under this policy, unless driving or operating other mobile equipment is a required part of the employee’s regularly assigned job duties. Failing to report a pending charge, no contest or guilty plea, or conviction under this policy or to cooperate with City personnel in regard to a reportable matter under this policy may subject the employee to disciplinary action up to, and including, termination of employment. Page 20 of 57 17 Approved by Common Council XX/XX/2026 SECTION 2 – RECRUITMENT AND EMPLOYMENT Section 2.01 – Advertising All City job positions shall be advertised on the City website, City social media, posted at City Hall, the library, and the TAG Center, and submitted to the League of Wisconsin Municipalities. Some positions will require a broader search and additional advertising should be done via other recruitment sources, as deemed appropriate. Information concerning the position advertised should include wage, application procedure, position description, and position requirements. An EEO and affirmative action statement shall be included in all job advertisements. Section 2.02 – Definition of Department Heads The following positions shall be Department Head status: City Clerk/Executive Assistant, Comptroller/Treasurer, Director of Public Works & Parks, Utilities Director, Chief of Police, Fire Department Chief, EMS Director, Library Director, and TAG Center and Recreation Director. These individuals shall meet, as scheduled, with the Mayor to discuss matters of mutual concern. Section 2.03 – Hiring of Department Heads The Personnel Committee shall do the screening and interviewing of applicants for Department Head positions, except for the Chief of Police, Fire Chief, and EMS Director, which will be done by the Police & Fire and EMS Commissions, the Utilities Director, which will be done by the Utilities Commission, and the Library Director, which will be done by the Library Board. Following the interview process, the Personnel Committee will recommend a candidate to the City Council. Department Heads are appointed by the City Council, by a majority vote. The same for the previously listed Department Heads and their respective board/commission. The Police Department will conduct a background investigation on any Department Head provided a job offer. The job offer shall be contingent upon passing the background investigation. Nothing in this section shall be construed to supersede or modify any appointment, confirmation, approval, or other personnel authority established by state statutes or Mayville municipal code. Where a conflict exists between this policy and applicable law or ordinance, the requirements of the law or ordinance shall control. Section 2.04 – Hiring of Personnel Except as otherwise provided by municipal ordinance or state statute, non-department head personnel shall be interviewed and selected for employment by the Department Head responsible for the respective department. The Department Head may seek the assistance and participation of the Mayor in recruitment, interviews, and selection process, as deemed appropriate. Certain positions are subject to specific employment or hiring procedures established by the municipal code or state statute and shall not be governed solely by the general hiring process for non-department head personnel. For these positions, the hiring process set forth in Section 2.03 of the employee handbook, including any applicable City Council, board, or commission approval or other requirements established by law, shall apply. These positions include, but may not remain limited to, deputy clerk, sworn Police Department personnel, Fire Department personnel, and EMS personnel. Page 21 of 57 18 Approved by Common Council XX/XX/2026 Nothing in this section shall be construed to supersede or modify any appointment, confirmation, approval, or other personnel authority established by state statutes or Mayville municipal code. Where a conflict exists between this policy and applicable law or ordinance, the requirements of the law or ordinance shall control. Section 2.05 – Residency Requirements The City follows State statute §66.0502 regarding residency requirements. Residency requirements for law enforcement personnel are set forth in the applicable collective bargaining agreement. Section 2.06 – Orientation Period All newly hired City personnel shall have an orientation period for the first twelve (12) months of their employment. This orientation period is designed to give the employee time to learn the position and to give the Supervisor/Department Head time to evaluate the employee’s potential and performance. During the established orientation period, the City reserves the right to terminate employees at will. At the end of the orientation period, the employee is formally evaluated and provided written documentation of progress. It is expected that informal evaluations will be conducted during the course of the orientation period to assess performance and to advise employees of expectations regarding performance. Significant job deficiencies shall be documented in the employee’s personnel file housed at City Hall. At a minimum, the employee will participate in a performance evaluation at three months, six months, and one year of employment. Performance evaluations will be performed annually after the employee passes the orientation period. These performance evaluations are to be conducted by the Department Head. Documentation shall be provided for the employee’s personnel file housed at City Hall. With mutual consent between the City Council, or applicable board/commission, and the employee, the orientation period may be extended. The orientation period extension is only done upon recommendation of the Department Head and Personnel Committee, or applicable board/commission, and is subject to the approval of the City Council, where applicable. With regard to inter-City transfers, once an employee has successfully completed their orientation period of three months in a new position, they will be granted non-orientation status in a new position. If after three months an employee wants to return to their previous position, they may do so if approved by the Department Head. Section 2.07 – Pre-Employment Physical Exam, Drug Screen, and Background Check All employees will be required to have a drug screen and background check successfully completed prior to the employee’s start date. This will be at the City’s expense and at a facility of the City’s choosing. Employees classified as regular full-time employees or regular part-time employees, as defined in Section 2.08 of the employee handbook, shall also successfully complete a pre-employment physical prior to the employee’s start date. This will be at the City’s expense and at a facility of the City’s choosing. Physical exams, background checks, and drug screens will be required of all employees of the Police Department, Fire Department, and EMS, regardless of the anticipated hours of employment. The requirements of the physical exam, and any other applicable exam, shall be determined by the Department Head, subject to approval by the Police & Fire and EMS Commission. Page 22 of 57 19 Approved by Common Council XX/XX/2026 Record of completion of an employee’s pre-employment physical exam, drug screen, and background check shall be provided for the employee’s personnel file housed at City Hall. Section 2.08 – Employment Categories 1. Regular Full-Time Employees: Employees who are scheduled to work an average of 32 hours per week, or at least 139 hours in a month. A regular full-time employee is only an employee designated by the City as a regular full-time employee and working in a designated full-time position for the purposes of eligibility for or to earn benefits listed in this Employee Handbook. a. For regular full-time employees hired after February 1, 2027, who work at least 32 hours but less than 40 hours per week, shall receive holiday, sick, and vacation benefits listed in this employee handbook at a proration of 75%. b. Regular full-time employees working at least 40 hours per week will receive the full benefits as listed in this Employee Handbook. 2. Regular Part-Time Employees: Employees who are scheduled to work less than 32 hours per week are defined as part-time. A regular part-time employee is only an employee designated by the City as a regular part-time employee for purposes of eligibility for funeral leave, jury duty, and deferred compensation, on a prorated basis, based on regularly scheduled hours. a. Eligibility to participate in the City’s group health, dental, and/or vision insurance program, life insurance, and Wisconsin Retirement System, are set in accordance with the terms of the Wisconsin Employee Trust Fund’s (ETF) eligibility rules. Further information is outlined in Section 6.13 of the Employee Handbook. 3. Temporary Employees: Employees who work for a specific time period of less than 180 days in a year, unless extended by City Council. Such employees receive no benefits, except as required by law or noted herein. 4. Seasonal Employees: Employees who work for a specific time period on a year-to-year basis. Such employees receive no benefits, except as required by law or noted herein. 5. Library Part-Time Employees: Employees employed by the Library who work less than 1040 hours annually. Such employees receive no benefits, except as required by law or noted herein. a. Library employees hired before December 12, 2011, the date of passage of Resolution 4549- 2011, will continue to receive their prorated holiday, personal days, and vacation days while maintaining their established hours. b. Library employees hired on or after December 12, 2011, the date of passage of Resolution 4549- 2011, will receive prorated benefits, as applicable, outlined in Section 2.08(2) of the employee handbook. Page 23 of 57 20 Approved by Common Council XX/XX/2026 SECTION 3 – PAY ARRANGEMENTS Section 3.01 – Payroll Period Payroll is processed every two weeks, with paychecks deposited every other Friday. Section 3.02 – Payroll Deductions Mandatory deductions from paychecks will include federal and state taxes, social security, and court-ordered deductions. Wisconsin Retirement System deductions are set in accordance with the terms of the Wisconsin Employee Trust Fund’s (ETF) eligibility rules. Voluntary deductions may be made upon written authorization of the employee. Section 3.03 – Separation from Employment: Good Standing and Separation Payouts Separation of employment is an inevitable part of personnel activity within any organization, and many of the reasons for separation are routine. Below are a few common examples of some of the most common circumstances under which employment is separated:  Resignation: Voluntary employment termination initiated by the employee while in good standing with the City.  Termination: Involuntary employment termination initiated by the City.  Layoff: Involuntary employment termination initiated by the City for budgetary or financial reasons.  Retirement: Ceasing all employment and accepting retirement benefits from the Wisconsin Retirement System. An employee who voluntarily resigns or retires from City employment may be eligible for payment of accrued and unused leave or other separation benefits as provided by this handbook, provided the employee separates from employment in good standing and satisfies all applicable eligibility requirements. For purposes of separation and eligibility for separation payouts, an employee shall be considered to have separated in good standing when the employee: 1. Provides the required written notice of resignation or retirement: a. Department Heads and Supervisory employees shall provide at least thirty (30) calendar days’ written notice to their appointing authority or Department Head. b. All other eligible employees shall provide at least two (2) weeks’ written notice to their respective Department Head. 2. Maintains satisfactory job performance throughout the notice period, including continuing to perform the essential duties and responsibilities of the position in a manner consistent with the standards expected during active employment. 3. Maintains satisfactory attendance and work conduct through the notice period, including reporting to work as scheduled, following established attendance and leave procedures, and complying with City policies and supervisory directives. 4. Continues to meet reasonable productivity and work-quality expectations and makes reasonable efforts to complete assigned work and assist with an orderly transition of duties. 5. Returns all City property, records, equipment, keys, uniforms, identification, and other City-owned materials in the employee’s possession, as directed. Page 24 of 57 21 Approved by Common Council XX/XX/2026 6. Has not been terminated for cause or engaged in conduct during the notice period that would otherwise constitute grounds for disciplinary action or termination. Failure to satisfy the required notice period or standards of good standing may result in an employee being ineligible for separation payout, to the extent permitted by applicable law and this Employee Handbook. The City reserves the right to place an employee on paid administrative leave, release an employee from some or all remaining duties, or establish an earlier final day of active work during the notice period, when determined to be in the best interest of the City. Such action by the City shall not, by itself, constitute a failure by the employee to provide the required notice or cause the employee to lose eligibility for a separation payout, provided the employee otherwise satisfies the requirements of this section. Separation payouts shall include: 1. Employees will be paid unused vacation, prorated to the date of separation. Vacation is provided to eligible employees for use on January 1st annually. 2. Eligible employees will be paid unused sick leave as follows: a. Employees hired prior to January 1, 2011, who resign, as described above in this section, from the City, will be eligible for a payout of their unused sick leave, at their existing rate of pay as follows: Five (5) years of service 60% Ten (10) years of service 68% Fifteen (15) years of service 74% Twenty (20) years of service 80% b. Employees hired on or after January 1, 2011, are not eligible for payout of unused sick leave upon separation except that 80% of the employee’s unused sick leave may be paid out at the employee’s existing rate of pay if: i. The employee has accrued 20 years of service with the City and the employee retires as describe as above in this section, or ii. Is totally disabled, which means when an employee qualifies for disability payments under Wisconsin Statutes §40.63 An employee who is eligible for a payout of sick leave in accordance with this section may have the option of receiving the payout of unused sick leave or applying the unused sick leave toward health insurance premiums. In either case, the payout is subject to standard withholdings. The employee may also use the monies paid to them for unused vacation toward health insurance premiums. Vacation payout is also subject to standard withholdings. After the employee receives the separation payout, they may return the funds to the City for use in paying the health insurance premiums for that employee. Any separation payout due to an eligible employee shall be calculated in accordance with the provisions of this Handbook and applicable City policies. Deductions may be made from the employee’s final separation payout, as permitted by applicable law and City policy. Such deductions may include, but are not limited to the cost of City-owned property not returned, costs associated with employment-related commitments that cannot be cancelled or recovered by the City, education or training costs subject to repayment or deduction as established in Section 4.02 of the Employee Handbook, and any other amounts that the employee has Page 25 of 57 22 Approved by Common Council XX/XX/2026 authorized or that the City is otherwise permitted by applicable law or City policy to deduct from the employee’s final payout. Separation payouts will be made after approval from the Personnel Committee. The City will provide the employee with a written calculation of the final separation payout. A copy of the payout calculation form will be mailed to the employee’s last known address following separation from employment. The City may require the employee to satisfy outstanding obligations to the City that cannot lawfully be deducted from the final separation payout through other appropriate means. Employees terminated for a violation of policy or for unacceptable performance are not eligible for separation payout. Section 3.04 – Direct Deposit All employees will be paid through direct deposit to the financial institution of the employee’s choice. In general, deposits are made available to the employee’s account the morning of the designated payday. The direct deposit paystub is available to employees electronically, through MiPay. Page 26 of 57 23 Approved by Common Council XX/XX/2026 SECTION 4 – REIMBURSEMENT FOR JOB EXPENSES Section 4.01 – Schooling, Conferences, and Meetings If any employee would like to attend a conference, seminar, meeting, school, examinations, etc., they must submit to their Department Head/Supervisor a request for such attendance. The employee must substantiate, in writing, the advantages they and the City will receive from their attendance. Attendance for such programs must be met within budgetary guidelines. Section 4.02 – Education Reimbursement Examples of applicable education for reimbursement include, but are not limited to: 1. Direct Training: The training that relates directly to an employee’s current job skills needed to perform work for the City. All costs associated with this type of training will be covered at 100% by the City. When able, pre-payment for the costs will be made. 2. DNR Licensing Exams: The Utilities Department will reimburse Water Wastewater Utilities employees for passing the DNR licensing exams. Sub-grades are used within the City. 3. Degree Programs: Courses through accredited schools that can be applied toward some type of certification or degree are eligible for this type of assistance, provided that the degree or certification is related to the employee’s job function and within budget guidelines. Employees are eligible after one year of service to the City. The eligible costs for this education are the direct course tuition expenses. A grade of C or better must be obtained in order to be eligible for reimbursement. The costs for this type of education are not eligible for pre-payment. Reimbursements are made after successful completion of the course(s). a. Books, workbooks, supplies, fees, wages, mileage, meals, and lodging for attending these courses are not eligible for assistance. b. Employees who are reimbursed will sign an agreement stipulating to the conditions of this policy. If the employee voluntarily resigns from their position within three years of any payment, the breakdown of repayment of said loan shall be prorated from the date of payment as follows: i. If the employee voluntarily resigns within one year from the date of any payment by the City under this policy, the employee is required to repay 100% of the amount paid by the City. ii. If the employee voluntarily resigns within two years from the date of any payment by the City under this policy, the employee is required to repay 85% of the amount paid by the City. iii. If the employee voluntarily resigns within three years from the date of any payment by the City under this policy, the employee is required to repay 65% of the amount paid by the City. c. The agreement also stipulates that the employee authorizes the City to deduct the amount owed from the final paycheck. The employee may be asked to sign an authorization at the time of resignation related to said deduction from the final paycheck or separation payout. If the final paycheck or separation payout is insufficient to cover the amount, the employee will owe the City the remainder of the educational reimbursement amount. Terms of repayment on any further balance shall be determined by the Finance Committee. Page 27 of 57 24 Approved by Common Council XX/XX/2026 d. All education reimbursement must be pre-approved by the Department Head or the City Council. Prior to the City providing a reimbursement under this program, any eligible employee seeking educational assistance benefits must provide documentation (a grade report or unofficial transcript) of successful completion of the coursework, proof of the tuition payment (copy of receipt or paid bill), if the City does not pay an amount directly to the institution, and other documentation reasonably requested by the City. Section 4.03 – Convention and Travel Policy Convention Attendance 1. Registration fees will be paid by the City. Membership fees in a professional organization, if required, will be paid by the City. 2. When four or fewer persons are traveling in a private vehicle to the same destination, on the same day, milage expenses shall be reimbursed for only one vehicle at the then existing IRS rate. If it is more practical for one or more not to attend the entire meeting, two or more vehicles may be used. Meal Allowance 1. Receipts for meals, including the tip amount, need to be attached to the reimbursement claim form. No alcoholic beverages will be reimbursed at any time. 2. Meal costs shall be reimbursed only if reasonable, actually incurred, and meeting the following guidelines: Breakfast $15.00, including tax and tip Lunch $20.00, including tax and tip Dinner $25.00, including tax and tip 3. The maximum allowable tip is 20%. If a meal is provided with a conference, the meal allowance will not be allowed. 4. Employees leaving the City in the morning and returning the same evening are allowed only lunch for reimbursement, except that breakfast may be allowed if the employee leaves the City before 6:30AM and the evening meal may be allowed if return to the City is after 6:30PM. Lodging Allowance 1. Lodging allowance shall be based on the most reasonable accommodations available. When making lodging arrangements, please make sure to indicate that the stay is for municipal business. Tax exempt forms will need to be taken to prove tax exempt status. If this is not done, the employee will be responsible for the tax charged on the room. All in-house charges, except permitted food expenses, shall be at the expense of the employee. 2. Lodging allowance shall not be paid for meetings of one-day duration attended within a 75-mile radius of the City, unless authorized by the Department Head. Examples of exceptions include night workshops, adverse weather conditions, or extended meetings. 3. The City departmental credit cards should be used to reserve the reservation and payment of the lodging. Page 28 of 57 25 Approved by Common Council XX/XX/2026 General Provisions 1. Exceptions to this policy will not be made unless submitted to the City Council for approval and necessary dollar appropriation made prior to the date of attendance. 2. An expense voucher, provided by the Comptroller/Treasurer’s office, shall be submitted for approval prior to reimbursement. All receipts must accompany the voucher. 3. For applicable reimbursements for Utilities and Library Directors, the expense voucher shall be submitted for approval by the Mayor prior to reimbursement being requested of their respective board/commission. All receipts must accompany the voucher. Section 4.04 – City Vehicle Usage The use of City vehicles for employee travel is at the discretion of the Department Head. Any employee authorized to use a City vehicle for work purposes must have a valid driver’s license and a clean driving record. A copy of the employee’s current, valid driver’s license is to be kept on file at City Hall in the individual’s personnel file. Section 4.05 – Mileage Reimbursement Mileage for work-related travel is eligible for reimbursement at the current IRS rate when the employee is using a personal vehicle. It is expected that employees requesting reimbursement use discretion in their travels, and plan trips in the most efficient manner. A mileage log must be submitted to the Comptroller/Treasurer and may be subject to review by the Finance Committee. Requests for reimbursement for milage that is discovered to be non-work related will be considered sufficient cause for suspension or dismissal of the employee. For applicable reimbursements for Utilities and Library Directors, the expense voucher shall be submitted for approval by the Mayor prior to reimbursement being requested of their respective board/commission. All receipts must accompany the voucher. Page 29 of 57 26 Approved by Common Council XX/XX/2026 SECTION 5 – WORKING HOURS Section 5.01 – Working Hours The standard work week for City employees is Monday through Friday, from 8:00AM until 4:30PM. However, departments may have variations according to their needs and other factors, and this is determined by the respective Department Head. Employees are expected to follow the schedule assigned to them by the department for which they are working. This schedule will include start times, end times, lunch periods, and break times. The work week may be altered if working on a weekend is necessary or if attendance at City meetings is part of the job requirement. Section 5.02 – Attendance and Punctuality Employees who find they will be unable to report to work on time or unable to report for a full day must inform their immediate supervisor at their earliest opportunity, but no later than the start of their shift or workday. Good and sufficient reason must be provided for tardiness or absence. Absence without proper notification or approval may be considered sufficient cause for suspension or dismissal of an employee. Section 5.03 – Appointments Employees should make every effort to avoid scheduling medical and dental appointments during working hours. If necessary to do so, prior approval must be obtained from the Department Head/Supervisor. Section 5.04 – Overtime and Compensatory Time 1. Hourly Employees a. All hourly employees shall be paid at a rate of one-and-a-half times (1.5x) their hourly rate for work performed in excess of forty (40) hours worked in a week, to be paid out or provided in compensatory time, at the employee’s choice and Department Head’s approval. Paid leave, such as sick, vacation, holiday, and personal time, used by hourly employees shall not be included in hours worked when calculating the forty (40) hours worked in the week beyond which overtime compensation must be paid. b. Call-In Pay: Notwithstanding the provisions below regarding Utilities and Public Works employees potentially required to respond in emergency situations, hourly employees shall be paid a rate of one-and-a-half times (1.5x) their hourly rate, and for no less than one hour of work, whenever they are called in to perform work outside of their regular schedule. Such compensation is to be paid out or may be in compensatory time, at the employee’s choice and Department Head’s approval. c. Compensatory Time: Compensatory time shall be accumulated in a running account, up to a maximum of fifty (50) hours. Employees must give, at least, 24 hours’ notice to their Department Head/Supervisor for a compensatory time off request to be considered, unless agreed upon by the employee and the Department Head/Supervisor. All compensatory hours accumulated during the calendar year beyond the fifty (50) hour maximum shall be paid out to the employee. All compensatory time account balances shall be paid out at the end of each calendar year, at which time the employee’s account shall reset. Employees are being paid out their compensatory time account and then building back up to fifty (50) hours. Page 30 of 57 27 Approved by Common Council XX/XX/2026 d. Utilities employees who are scheduled to carry and respond to the department emergency cellphone are not required to remain on employer premises and are free to engage in personal activities such that they are not deemed to be “on call” for purposes of state and federal wage and hour laws. However, in recognition of their limited obligations, such employees shall be paid a stipend of fifty-five dollars ($55.00) per day for doing so on weekends (Saturday and Sunday) or City-designated holidays. Such employees shall be paid a stipend of thirty dollars ($30.00) per day for doing so on regular weekdays (Monday - Friday). In addition, such employees shall be paid for no less than two (2) hours of work, at a rate of one-and-a-half times (1.5x) their hourly rate when they are required to report to work in response to an emergency. Management reserves the right to perform on-call work. In lieu of on-call pay, an operator on call may also take one day off following or preceding the on-call week, at the discretion of the Utlities Director. e. Department of Public Works employees who are required to be available and potentially report for duty during an anticipated snow event are not required to remain on employer premises and are free to engage in personal activities such that they are not deemed to be “on call” for purposes of state and federal wage and hour laws. However, in recognition of their limited obligations, such employees shall be paid a stipend of fifty-five dollars ($55.00) per day for doing so on weekends (Saturday and Sunday) or City-designated holidays. f. Full-time hourly employees required to work on a City-designated holiday or Sunday, outside of their regular scheduled shift, shall be paid double time (2x) at their regular rate of pay. g. Lunch: All hourly, non-exempt employees are entitled to a 30-minute, unpaid lunch between the third and sixth hour of their shift. Employees are expected to take a full 30-minute lunch and track their time accurately. If employees are required to work through their lunch period, they must modify their timesheet to reflect paid time for this period. 2. Salaried Employees a. Salaried personnel are expected to accrue a combination of work and paid leave, such as sick, vacation, holiday, and personal time, totaling 2,080 hours per year, as a performance measurement, unless stipulated otherwise by contract or other rule/regulation. Salaried employees may be subject to discipline if such time is not accrued. b. Such personnel shall not be subject to deductions of pay for absences from the normal working schedule for less than one day. For absences of more than one day, deductions from pay may be made by the City when permitted by applicable law, unless sick, vacation, other paid leave time, or when flex time is recorded on the timecard. The City may request that time records of a salaried employee be provided to attest to the 2,080 hours per year requirement is being met in the even that flex time is recorded on one or more timecards. Page 31 of 57 28 Approved by Common Council XX/XX/2026 SECTION 6 – EMPLOYEE BENEFITS, HOLIDAYS, AND LEAVE Section 6.01 – Holidays 1. Policy: Full-time employees will receive the following paid holidays: New Years Day Independence Day Friday after Thanksgiving New Years Eve Friday before Easter Labor Day Christmas Eve Two Personal Holidays Memorial Day Thanksgiving Day Christmas Day 2. Procedure: When a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday. If the holiday falls on a Sunday, the following Monday shall be observed as the holiday. 3. Any holiday occurring during an employee’s vacation will not be considered as a day of vacation. 4. Police Department employees covered by a collective bargaining agreement shall refer to their agreement for additional information. 5. Any regular part-time Library employee who works 600 or more hours in a year will receive the following when working the Friday before Easter and/or the day after Thanksgiving: a. Double pay for hours worked; or b. Pay for hours worked and usual holiday pay c. The chosen option will be whichever is greater and applicable. Section 6.02 – Sick Leave Eligible employees shall earn sick leave with pay at a rate of eight (8) hours each month of service. 1. Employees hired on or before December 12, 2011, may accumulate a maximum of 120 sick days / 960 hours. 2. Employees hired on or after December 13, 2011, may accumulate a maximum of 60 sick days / 480 hours. 3. Employees may accumulate an additional 30 days / 240 hours, but this additional amount may only be paid out pursuant to the terms in Section 3.03 of the Employee Handbook. Each day an employee is out for an illness, they must call or text their immediate supervisor, depending on their supervisor’s preference, to inform them of the illness. A doctor’s certification may be required for absences in excess of three (3) working days of continuous absence. When a serious illness or injury occurs in the employee’s immediate family, which shall be defined as spouse, children, and parents, and it is necessary that the employee provide care to the family member, said employee shall be granted sick leave time off, which shall be deducted from the employee’s sick leave account. The City shall have the right to require documentation of the illness or injury if such leave extends beyond three (3) working days. An employee who exhausts their sick leave account and is still sick or injured may be placed on medical leave, without pay, which will be granted upon verification of such illness by the Personnel Committee. Any medical leave will run concurrently with state and federal Family and Medical Leave Act (FMLA) leave, when applicable. Page 32 of 57 29 Approved by Common Council XX/XX/2026 Section 6.03 – Funeral Leave 1. Policy: Full-time and part-time City employees are eligible for funeral leave, after probation, subject to this policy. 2. Procedure: a. All employees will be granted funeral leave of up to five (5) days, with pay, for a death occurring in the immediate family. Immediate family shall be defined as: Employee’s Parent Employee’s Child Employee’s Spouse/Partner Employee’s Step-child b. All employees will be granted funeral leave of up to three (3) days, with pay, for a death occurring in the extended family. Extended family shall be defined as: Employee’s Grandparent Employee’s Sibling Employee’s Step-sibling Employee’s Step-parent Employee’s Half-sibling Employee’s Grandchild Employee’s Mother-in-Law Employee’s Father-in-Law Employee’s Daughter-in-Law Employee’s Son-in-Law c. If additional leave time is required beyond that specified above, such time make be taken and deducted from the employee’s sick leave accumulation or earned vacation time, provided that authorization for additional leave is first obtained from the Department Head. Section 6.04 – Vacation Full-time employees will be granted vacation time with pay. The amount of paid vacation time an employee receives each calendar year increases with the length of their employment, according to the following schedule: Service Years Days/Hours Earned per Year Service Years Days/Hours Earned per Year Service Years Days/Hours Earned per Year After 90 days 5 days/40 hours 6 16 days/ 128 hours 11 21 days/ 168 hours 1 11 days/88 hours 7 17 days/136 hours 12 22 days/ 176 hours 2 12 days/ 96 hours 8 18 days/ 144 hours 13 23 days/ 184 hours 3 13 days/ 104 hours 9 19 days/ 152 hours 14 24 days/ 192 hours 4 14 days/ 122 hours 10 20 days/ 160 hours 15 25 days / 200 hours 5 15 days/ 120 hours These vacation allotments will be prorated based upon a new employee’s date of hire. For example, if an employee is hired on July 1 of a year, after 90 days of employment, they will be entitled to 2.5 days or 20 hours of vacation leave for use during the remainder of the year. On January 1 of the following year, an employee will be allotted 11 days/88 hours of vacation leave reflective of having one year of service as of the new calendar year. Page 33 of 57 30 Approved by Common Council XX/XX/2026 Police Department employees covered by the union should reference their current contract for their vacation allotment schedule. At the time of hiring, eligible employees may receive credit for the number of years of directly related service with their recent employment, within the last five years, on a 2-to-1 basis. The immediate supervisor should establish a determination of total years of applicable experience, verification could include consultation with Wisconsin Retirement System, other public pension systems, and or the private employers, such as a job description. The Mayor, or the Mayor’s designee, shall have final determination on what employment counts as verifiable service under this policy. The vacation determined to be available after one month of hire will still be subject to the proration as outlined above. The Mayor, or the Mayor’s designee, is authorized to grant an additional five (5) days of vacation to Department Heads. Department Heads are enumerated in Section 2.02 of the Employee Handbook. There may be circumstances that will not permit an employee to exhaust all their vacation time by the end of the calendar year. In those circumstances, a request to carry over a maximum of 10 days/80 hours of earned but unused vacation must have written authorization by their immediate supervisor. The carried over vacation time must be used within the first ninety (90) days of that calendar year (March 31 st). The City will not permit the “borrowing” of future vacation time. The time allotted for use in any given calendar year is based on time worked and vacation time earned in the preceding calendar year. Vacation usage must be requested in writing as soon as possible in advance of the requested vacation period, with a minimum 24-hour notice. The written request should be submitted to the immediate supervisor, who will approve or deny the specific period requested based upon the department’s anticipated operational and staffing needs for that period. After vacation usage is approved, approval may be revoked only under extraordinary circumstances by the immediate supervisor. Section 6.05 – Jury Duty An employee serving on a jury as a result of being called for jury duty before any judicial body or serving as a witness at the directive of the court or District Attorney, shall be paid the difference between their regular salary and the verified amount received for jury duty or testimony. The employee must submit proof of jury duty and/or witness pay received in order to receive payment from the City for their period of service. Employees shall provide a copy of the jury duty summons to their immediate supervisor as soon as possible so that the supervisor can make arrangements to accommodate the employee’s absence. Employers are required to report for work whenever the court schedule permits. Section 6.06 – Leave of Absence Request for leaves of absence may be granted for periods of time, not to exceed six (6) months, if reasons are justifiable and the leave does not impose an undue burden on City operations. A written request must be made to the Department Head/Supervisor for leaves other than those qualifying for Family Medical Leave Act (FMLA). Section 6.07 – Federal and Wisconsin Family Medical Leave Act (FMLA) Guidelines Page 34 of 57 31 Approved by Common Council XX/XX/2026 The City will follow the requirements of both the Federal and State Family Medical Leave Act (FMLA). The Federal and State FMLA laws differ in a number of areas. The City will comply with the more generous provisions, as required by law. 1. An employee who has been on the City payroll for fifty-two (52) consecutive weeks and who has been paid for more than 1,000 hours during the preceding calendar year is eligible for Wisconsin FMLA. 2. An employee who has been employed for twelve (12) months and who has worked 1,250 hours during the twelve (12) months before leave is requested is entitled to unpaid leave under the Federal FMLA. 3. Unpaid leave is available for one or any combination of the following circumstances: TYPE ELIGIBILITY MAX. DURATION FOR STATE LEAVE MAX. DURATION FOR FEDERAL LEAVE Personal serious health condition; inpatient hospitalization, chronic condition, or continuing care by a physician. Unable to work because of serious health condition. Up to two (2) weeks per calendar year. Up to twelve (12) weeks per rolling 12-month period. Birth, adoption, and/or foster care. Birth of a child, placement of a child for adoption or as a pre- condition to adoption, or foster care placement. Up to six (6) weeks per calendar year. Up to twelve (12) weeks per rolling 12-month period. Family serious health condition, inpatient hospitalization, or chronic or continuing care by a physician. Necessary to care for a spouse, child, or parent with a serious health condition. Up to two (2) weeks per calendar year. * Also covers care for qualifying domestic partners. Up to twelve (12) weeks per rolling 12-month period. Leave to care for a seriously ill or injured military service member who is a spouse, child, parent, or next of kin. Spouse, child, parent, or next of kin service member has been injured on active duty, and service member is undergoing medical treatment, recuperation, or therapy; is otherwise in outpatient status; or is otherwise on the temporary disability list for a serious injury or illness. None. Up to twenty-six (26) weeks per rolling 12- month period, per service member, per injury. “Qualifying exigency” leave due to employee’s spouse, child, or parent being on or called up for active duty in the Armed Forces. None. Up to twelve (12) weeks per rolling 12-month period. 4. Method of Calculating Leave Entitlement: Page 35 of 57 32 Approved by Common Council XX/XX/2026 a. To determine the amount of Federal FMLA to which an employee is entitled, the City uses a rolling 12-month period, measured backward from the date an employee uses any FMLA leave. Each time an employee takes FMLA leave, the remaining leave entitlement would be any balance of the twelve (12) weeks which has not been used during the immediately preceding twelve (12) months. Pursuant to Wisconsin law, entitlement to State FMLA leave will be calculated based on calendar year. Federal and State FMLA leave run concurrently, not consecutively. b. Unless leave is taken on an intermittent or reduced schedule, as set forth in Section 8 of this policy below, leave will be taken on a continuous basis. c. When a married couple both work for the City, the aggregate number of work weeks of leave they may take for birth, adoption, foster care, care of a seriously ill parent, or leave for a qualifying exigency is twelve (12) weeks under Federal FMLA. Up to a combined total of twenty- six (26) weeks may be used to care for a seriously ill or injured military service member. 5. Substitution: Any employee may elect to substitute accrued leave for any State FMLA leave, but will not be required to substitute such paid leave. After the State FMLA leave has expired, and during any remaining Federal FMLA leave, the City will require that accrued paid time off or other paid leave be substituted for part or all of the remaining FMLA leave, provided the leave otherwise qualifies under the City’s applicable paid leave policies. 6. Worker’s Compensation and FMLA Leave: When an employee is absent due to a work-related illness or injury which meets the definition of a serious health condition, the absence will be counted against the employee’s entitlements under the Federal and State FMLA. In other words, FMLA and worker’s compensation will run concurrently. 7. Request for Family or Medical Leave: a. Except in situations where the employee is unable to provide a written request because of the need for emergency health care, the employee is to provide their Department Head/Supervisor with a written application for FMLA leave prior to the requested commencement of the leave on the “Family and Medical Leave Request Form” from the Comptroller/Treasurer’s office. The request shall indicate the date the employee is expected to return to work. In cases where the need for the leave is foreseeable, the request is to be made at least thirty (30) days prior to the anticipated leave. b. If the employee gives less than thirty (30) days’ notice of the need for leave, the City may require the employee to explain why it was not practicable to give said notice. In such case, the timing of the request may delay the City’s approval of the FMLA leave, except in circumstances where the employee is unable to comply because of the need for emergency health care or other reasonable excuse. c. In cases of emergency, verbal notice of the need for leave should be given as soon as possible and in accordance with the City’s applicable absence policy, but in no case later than two (2) working days after the need for FMLA leave has become apparent. Calling in sick, without providing additional information, is not sufficient notice of the need for federal FMLA leave. d. If an employee has been out for three (3) or more days in a row, or if the City has information that the employee is out for a FMLA-qualifying reason but has not requested FMLA leave, the City may require the employee to complete a FMLA Request Form and Medical Certification so the leave may be properly designated. The City may also retroactively designate FMLA leave when it later learns that certain leave was FMLA qualifying. Page 36 of 57 33 Approved by Common Council XX/XX/2026 e. The employee is to advise their Department Head/Superior if their return date changes. An employee who overstays a leave of absence will be considered to have voluntarily terminated, unless the employee was unable, due to a health care emergency, unable to provide such notice. 8. Intermittent or Partial Leave: a. Under the State FMLA, leave may be taken in non-continuous or intermittent blocks or increments for birth or placement of a child for adoption, provided the last increment of leave begins within sixteen (16) weeks of that birth or placement. An employee may take intermittent leave, whenever medically necessary to care for a parent, spouse, domestic partner (under State FMLA only), dependent child with a serious health condition, or their own illness for certain military-related leaves. Also, if the leave is for planned medical treatment and will be taken on an intermittent basis or by a reduced schedule, the employee is expected to schedule the treatment so as to create minimum disruption for the City. To comply with this requirement, an employee should provide the City, in writing, with the employee’s proposed schedule of partial absences with reasonable promptness after the employee learns of the probable necessity of such leave. b. The smallest increment for partial leave is the smallest measure of time that employees are able to take time for any non-FMLA leave. c. Where intermittent leave or reduced work schedules are requested for foreseeable or planned medical treatment, the City may temporarily transfer the employee to an available equivalent position if the employee is qualified and the position better accommodates recurring leave. 9. Medical Certification: a. When an employee requests medical leave for their own health condition or leave to care for a family member, the employee must provide medical certification from an appropriate health care provider on a form approved by the City. This certification should be furnished at the time the leave is requested and at most fifteen (15) days from the date such medical certification is requested. In the case of unforeseen leave, the certification should be furnished as soon as practical. b. Failure to provide the requested medical certification may result in delay or denial of the leave. This means the absence may then be counted against the employee for purposes of discipline for attendance. c. Where medical leave is involved, the City may, at its expense, require the employee or a family member to obtain the opinion of a second health care provider chosen by the City to verify the need for leave. If a dispute exists, a third opinion may be secured. The City may also request re- certification on a periodic basis as permitted by law. 10. Insurance: a. An employee who is enrolled in the City’s group health or dental insurance plans may continue to participate in the program at the same contribution rate as before the leave, for the duration of the leave. b. During leave taken under this policy, the City will continue to pay any portion of group health insurance premiums for coverage that it is responsible for paying immediately prior to the leave as required by law. The employee will be responsible for paying their portion of health insurance premiums regardless of whether their family and medical leave is paid or unpaid. It is the employee’s responsibility to make arrangements with the Comptroller/Treasurer’s office to provide premium payments for group health insurance during leaves. Page 37 of 57 34 Approved by Common Council XX/XX/2026 c. If a staff member fails to return to work or fails to remain at work for a period provided under the law, the City may recover its portion of premiums paid for medical benefit coverage during the leave. 11. Fitness for Duty Certification: If leave is due to the employee’s serious health condition, they may be required to present certification for fitness of duty to their Department Head/Supervisor upon returning to work. 12. Return from Family or Medical Leave: An employee will be returned to their former position upon return from statutory family or medical leave if the position is vacant. If the former position is not vacant, an employee on statutory medical or family leave will be returned to an equivalent employment position unless the employee would have been terminated during the statutory leave for a legitimate business reason. The employee, however, has no greater right to reinstatement or benefits than if they had been actively employed during the leave. If the employee exhausts all their statutory leave before returning to work, return to work will be controlled by the City’s policies, practices, and other applicable documents such as collective bargaining agreements. Section 6.08 – Military Leave 1. Policy: a. Leaves of absence will be granted for certain eligible employees serving in the uniformed services, including but not limited to the United States Armed Forces or National Guard and Reserves, including voluntary and involuntary service, in accordance with applicable federal and state law. Employees who are enrolled members of the Reserve components of the United States Armed Forces are entitled to leave of absence as is necessary to enable them to attend field training exercises for military deployments which have been duly ordered. Such leaves shall be without pay and not to exceed five (5) years. Employees shall be allowed to use vacation time or compensatory time while fulfilling their military obligations. To the extent that this policy conflicts with any existing collective bargaining agreement, the agreement shall be observed. 2. Procedure: a. Notice of service must be given to the employee’s Department Head/Supervisor at the earliest possible date, but must be given prior to the beginning of the service. This notification requirement also applies to employees who serve in the National Guard and/or Reserves and who will miss work for regular monthly training. National Guard and Reserve employees should provide their monthly training schedule for the year as soon as it is available. b. Accrued, unused vacation, and sick leave at the time the leave commences will be held in the employee’s account, unless requested to be paid out. Upon return from uniformed service, the employee will once again start to accrue future vacation and sick leave. c. If an employee chooses, health insurance coverage may continue in one of two ways. Coverage can continue under federal law known as COBRA. Coverage can also continue under the federal law known as USERRA. COBRA generally provides coverage for eighteen (18) months, although this period can be extended to twenty-nine (29) or thirty-six (36) months in certain circumstances, such as a second qualifying event. USERRA is available only for individuals who qualify under this military leave policy. USERRA provides for up to twenty-four (24) months of coverage after uniformed service leave commences. If both COBRA and USERRA are elected, Page 38 of 57 35 Approved by Common Council XX/XX/2026 they run concurrently and not consecutively. The City of Mayville will pay 50% of the COBRA share up to one year per deployment. d. For the first thirty (30) days of uniformed service, the employee will be required to pay the employee’s share of any premium. For uniformed service, beyond that date, employees will be required to pay 50% of the total cost of coverage (employer share plus employee share), if the employee elects to continue coverage for up to one year per deployment. After the first year per deployment, the employee will be required to pay 100% of the total cost of coverage (employer share plus employee share). Timely payments must be made to the City separately. Contributions are due on the first of the month for which coverage will be provided. A grace period of thirty (30) days will be provided for late contributions. If the amount owed is not received by the end of the grace period, coverage will be retroactively cancelled to the beginning of the month. Coverage is only available on a month-by-month basis; no partial months are allowed. e. Employees on uniformed service leave for greater than thirty (30) days must notify their Department Head/Supervisor and the Comptroller/Treasurer prior to the commencement of their uniformed service that: i. They will be out on uniformed service; and ii. Whether they elect to continue health insurance coverage. 1. If both of these requirements are not satisfied, or if requirement ii is not satisfied, the City reserved the right to cancel plan coverage as of the first of the month after the employee’s departure from employment for uniformed service. However, if the employee failed to satisfy either requirements, or just requirement ii, because advance notice was not possible, was unreasonable, or was prevented by military necessity, plan coverage will be reinstated retroactively upon the election to continue coverage and payment of all amounts due. In this situation, the election and payment must occur within thirty (30) days after it becomes possible for the election. f. If health insurance coverage for an employee is cancelled because of uniformed service leave, such coverage shall be reinstated upon the employee’s re-employment. g. City-provided life insurance and supplemental life is discontinued while on uniformed service leave. The employee may elect coverage continuation and pay the entire cost. Long-term disability insurance is discontinued while on uniformed service leave. h. Employee service credits for military leave within the period will be determined by the State of Wisconsin Department of Employee Trust Funds. i. The City will comply with all federal and state military and/or uniformed service leave laws and reinstate employees who have been on uniformed service leave in accordance with applicable federal and state laws. Generally, all of the following criteria must be satisfied to be eligible for reinstatement: i. Employee provides advance notice of their service; and ii. Employee returns to work of applies for re-employment in a timely manner after the conclusion of service; and iii. Employee has five (5) years or less of cumulative uniformed service while with the City; and Page 39 of 57 36 Approved by Common Council XX/XX/2026 iv. Employee has not been separated from service with a disqualifying discharge or under other than honorable conditions. j. The employee will retain seniority rights as if employment had been continuous and had not been interrupted by uniformed service. Employees will be eligible to participate in all benefit programs in which they would have participated had they not been on leave of absence. k. In certain instances, employees may be required to undergo fitness-for-duty examinations prior to returning to work. l. Time limits for returning to work depend, with the exception of fitness-for-duty examinations, on the duration of the employee’s uniformed service: i. Service of one (1) to thirty (30) days – Employee must report to work by the beginning of the first regularly scheduled work day that would fall eight (8) hours after the end of the calendar day on which service ended. ii. Service of thirty-one (31) to one hundred eighty (180) days – Employees must submit an application for re-employment no later than fourteen (14) days after completion of uniformed service. iii. Service of one hundred eighty-one (181) or more days – Employees must submit an application for re-employment no later than ninety (90) days after completion of uniformed service. m. Failure to seek timely re-employment and/or exceeding the unpaid leave granted may result in termination of the leave and termination of employment. Section 6.09 – Worker’s Compensation All employees shall be covered by worker’s compensation insurance. In the event an employee suffers compensatory injury or illness in the course of performing their duties, they shall receive their regular salary. If the illness or injury is of a duration in which worker’s compensation is paid, they shall receive the appropriate amount of worker’s compensation pay and will, in addition, receive an amount from the City which in aggregate equals their normal net take home pay, for up to twelve (12) weeks. There is a three (3) day waiting period regarding workers’ compensation benefits. An employee is not entitled to compensation for the three (3) days following the last day of work for the injury. However, if the employee is still disabled as of the eighth day following the work injury, the three (3) day waiting period is waived and the employee qualifies for benefits for the three (3) days. An employee may use sick leave or vacation time for the three (3) days. Time paid for this article shall not be charged to sick leave. Employees involved in an accident may be required to take a blood and/or alcohol test. Section 6.10 – Health and Dental Insurance Each employee will be eligible to participate in the City’s group health and dental insurance program in accordance with the terms of the Wisconsin Employee Trust Fund’s eligibility rules and beginning the first of the month following thirty (30) days of employment. Page 40 of 57 37 Approved by Common Council XX/XX/2026 All employees, including applicable part-time employees, participating in the Wisconsin Retirement System are eligible for group insurance and must be offered coverage if the employer elects to provide coverage under the Wisconsin Public Employers Group Health Insurance Plan. This includes: 1. Active employees participating in the Wisconsin Retirement System. 2. Retired employees receiving an annuity from the Wisconsin Retirement System (including a lump sum or disability annuity) who were participants in the employer’s preceding group health insurance plan. 3. Insured employees terminating employment after age 55 (age 50 for protective category employees) having twenty (20) years of Wisconsin Retirement System creditable service who defer the annuity. Insured employees, who terminate employment for reasons other than gross misconduct and fail to meet the above age and service requirement, must be offered continuation coverage. 4. Rehired annuitants that elect to return to active Wisconsin Retirement System coverage. An employee who is eligible to participate in the City’s group health and dental insurance program may be responsible for contributing to the premium for the insurance program coverage and for paying out of pocket expenses such as deductibles, co-payments, drug co-payments, and coinsurance. A regular part-time employee may be responsible for contributing a greater amount to the premium for the insurance program coverage. Annually, the City Council sets the employee and employer premium contribution rates for the insurance premiums. If eligible under ETF’s rules, an employee, upon disability and/or retirement, may continue to be covered by the City’s health and dental insurance plans provided that said employee pays 100% of the premiums for coverage in advance to the City. Offering the dental insurance option is at the City Council’s choice. When dental insurance is offered as a separate policy not included in the ETF health insurance option, dental coverage is offered to full-time, eligible retired and disabled employees. Section 6.11 – Life Insurance and Short-Term Disability Insurance Employees are provided life insurance in conjunction with the Wisconsin Retirement Fund and the terms of the life insurance program. The City will pay the full cost of the basic premium, plus 20% as required. Employees may also elect to purchase additional units of life insurance. Payment for these additional units may be deducted from the employee’s paycheck on the first payroll of each month. The City agrees to pay up to $3.00 per month toward the cost of spouse and dependent life insurance coverage for current employees. Employees who work regular, full-time positions are provided short-term disability insurance, which will compensate a weekly payment per policy for claims up to twenty-six (26) weeks. Also provided under the short-term disability plan is an additional $10,000 of life insurance. The City shall pay the full cost of the short- term disability premium for eligible employees. Section 6.12 – Retirement The City participates in the Wisconsin Retirement System. Eligibility for employee participation in Wisconsin Retirement System is established by ETF. Eligible employees shall be responsible for making employee- required contributions to the Wisconsin Retirement System. Any employee may contribute an additional Page 41 of 57 38 Approved by Common Council XX/XX/2026 amount to the Wisconsin Retirement Fund, should they desire to do so, by payroll deduction or other means mutually agreed to by the employee and the City. Section 6.13 – Regular Part-Time Employees Only regular part-time employees will be eligible for any fringe benefits, except for the retirement program where any employee meeting the requirements will be eligible. Regular part-time employees shall be permitted to enroll in the City’s medical insurance, life insurance, and retirement programs and must meet all eligibility requirements. If eligible, the City shall pay all premiums of the employee on a prorated basis, based on the number of hours worked by the employee. Other fringe benefits will also be entitled on a prorated basis, based on the number of hours worked by the employee. Section 6.14 – Deferred Compensation Plan The City provides an option to any regular full-time or part-time employee to invest a portion of the employee’s present earnings into a deferred compensation plan. This is an arrangement where a certain dollar amount can be designated by the employee to be withheld from the employee’s paycheck and invested for payment at a later date, usually at retirement. Under this arrangement, neither the deferred amount nor earnings on the investments are subject to current federal income taxes until such time as the employee receives payment from the plan. Contributions to the program are financed solely by the employee through payroll deductions. Benefits received through this program are in addition to any social security or public employee’s retirement program benefits for which the participating employee would be eligible. There are two plans available to employees to choose from: 1. Wisconsin Deferred Compensation Program 2. North Shore Bank Section 6.15 – Employee Service Recognition Awards for Regular Full-Time and Regular Part-Time Employees The following are awards in recognition of continuous service to the City of Mayville: 5 Years $35 Gift Certificate 25 Years $120 Gift Certificate 10 Years $45 Gift Certificate 30 Years $170 Gift Certificate 15 Years $60 Gift Certificate 35 Years $200 Gift Certificate 20 Years $95 Gift Certificate 40 Years $250 Gift Certificate Each regular full-time and part-time employee will receive the appropriate gift certificate and Certificate of Appreciation for the City at the final City Council meeting of the year. The gift certificate will be from Main Street Mayville. Upon retirement, the City will issue a $100 gift certificate from Main Street Mayville with a Resolution of Appreciation. Section 6.16 – Protective Eyewear Reimbursement and Required Safety Equipment Page 42 of 57 39 Approved by Common Council XX/XX/2026 Once every two (2) years, the City will reimburse personnel for prescription safety glasses/protective lenses and frames if their position requires this type of equipment. The eyewear should be purchased from a licensed ophthalmologist or optometrist. Should the employee’s safety glasses be broken on the job, the City will pay for the actual cost for replacement, subject to Department Head/Supervisor’s authorization and certification that the breakage occurred during working hours for the City. The maximum reimbursement for protective eyewear will be $275. The City shall provide required safety equipment to employees so as to comply with OSHA standards. Section 6.17 – Commercial Driver’s License If a position required a commercial driver’s license and an employee loses their commercial driver's license, they must notify the Department Head/Supervisor immediately. If an occupational license is not subsequently granted, the employee may be assigned tasks and duties that would not require the possession of a commercial driver’s license. Such assignment of tasks and duties shall be at the sole discretion of the Department Head. While on assigned duties, the employee will be paid at the general hire rate of pay. Section 6.18 – Uniform Allowance All non-union police department personnel are required to wear uniforms. During the initial year of employment, the City shall provide all necessary uniform articles and equipment without cost to the personnel. After the initial year of employment, the Police Chief and Police Lieutenant shall receive an annual uniform allowance of $550. The police dispatchers shall receive an annual uniform allowance of $250. This uniform reimbursement shall be for articles necessary to complete the employee’s uniform only. Effective as of January 1, 2012, and thereafter, by January 31 st annually the disbursement will be made on the employee’s paycheck. An employee who terminates their employment during the first year of service shall return the clothing and equipment to the City within five (5) days of their termination. In the event that uniforms are damaged in the course of the employee’s duties, they shall be replaced at no cost to the employee, provided that the clothing is turned over to the Chief with a written report of the incident as soon as possible after the incident. Such cost shall not be deducted from the employee’s uniform allowance. Section 6.19 – City-Issued Cellular Phones The City may provide a City-issued cellular phone to employees whose job duties require its use, as determined by the City. City-issued cellular phones are City property and are to be used for City business only. Employees are responsible for the care and security of the phone and shall promptly report any loss or damage. Upon separation from employment, or when it is no longer required for the employee’s position, the employee shall return the City-issued cellular phone prior to departure. Section 6.20 – Utilities and Public Works Employee Safety Footwear Page 43 of 57 40 Approved by Common Council XX/XX/2026 Utilities and Public Works employees that are required to wear safety-toed footwear as a condition of employment shall be reimbursed up to $150. Such reimbursement shall be limited to once per employee every twelve (12) months. Actual dated receipts submitted to the employee’s Department Head and will be reimbursed via payroll, up to the actual purchase price but not exceeding $150. Page 44 of 57 41 Approved by Common Council XX/XX/2026 SECTION 7 – TERMINATION OF EMPLOYEMENT Section 7.01 – Resignation If an employee decides to leave the employment of the City, we hope it will be under pleasant circumstances. The reason for leaving and future plans should be discussed with the supervisor. A written notice of resignation shall be given to the Department Head/Supervisor, who shall furnish a copy to City Hall for the employee’s personnel file. Further information on leaving in good standing and resignation timelines can be found in Section 3.03 of the Employee Handbook. Page 45 of 57 42 Approved by Common Council XX/XX/2026 SECTION 8 – EMPLOYEE DISCIPLINE Section 8.01 – Policy It is the intention of the City to administer a fair and effective means for discharging, suspending, demoting, or reducing the pay of non-probationary employees. Any employee who violates any City policy, procedure, rule, or regulation, whether written or unwritten, shall be subject to disciplinary action which may, but need not, include oral warning, written warnings, suspension without pay, work restrictions, or any other discipline up to, and including, termination. The nature of discipline will depend upon the nature of the violation and the surrounding circumstances. Some examples for which an employee may be disciplined up to, and including, termination include, but are not limited to, the following:  Failure of an employee to perform their duties as listed in the job description with competence and integrity.  Neglect of duty, contractual obligations, or other rules and regulations.  Refusal or failure to obey legitimate orders from a supervisor, unwillingness to submit to the supervisor’s authority, or insulting behavior toward a supervisor.  Failure to respect confidentiality of records.  Drawing salary for time not actually on duty.  Frequent tardiness and absenteeism.  Falsification of forms or expense vouchers.  Reporting for work, or while at work, visibly displaying evidence of having consumed alcohol or illegal drugs, or having possession of such items.  Unauthorized possession of firearms or other weapons on City property.  Physical fighting or assault on a coworker or citizen.  Theft, destruction, defacement, or misuse of City property or of another employee’s property.  Serious deliberate misuse of equipment or abuse of keys.  Acceptance of gift or gratuities if in excess of limitations in municipal code.  Misuse of internet or email. Section 8.02 – Disciplinary Action Types of corrective action include a verbal reprimand, a written reprimand, suspension, or discharge. While the City may choose to follow a progressive discipline protocol, the City is not required to issue discipline in any particular sequence. The nature of the offense will determine which level of discipline is appropriate. If the action taken is suspension or discharge, the employee must receive written notice. Said notice must include: the specific reason for the corrective action, the corrective action to be imposed, and the effective dates and length of the corrective action. The original copy of the written notice of corrective action must be directly given to the employee. A copy of the written notice must be filed with the Department Head, City Hall for personnel file, and Personnel Committee. The disciplinary process may be invoked at any step based on the severity of the incident. Disciplinary action against first responders will be handled according to Wisconsin Statutes §62.13. Disciplinary action against library employees will be handled by the Library Director. SECTION 9 – GRIEVANCES AND APPEALS Page 46 of 57 43 Approved by Common Council XX/XX/2026 Section 9.01 – Grievance Procedure 1. Policy: a. The City of Mayville has established the Grievance Procedure Policy for an employee to utilize for matters concerning (i) discipline, (ii) termination, and/or (iii) workplace safety that are covered by this policy. This policy provides an employee with an individual opportunity to address concerns regarding discipline, termination, or workplace safety matters, to have those matters reviewed by an Impartial Hearing Office, and to appeal to the Common Council of the City of Mayville. b. The City expects employees and management to exercise reasonable efforts to resolve any questions, problems, or misunderstandings prior to utilizing this policy. An employee subject to a contractual grievance procedure shall follow the contractual grievance procedure to the extent those procedures cover matters covered by the Grievance Procedure. An employee subject to statutory dispute resolution procedures shall be subject to those procedures to the extent those procedures cover the matters covered by the Grievance Procedure. The Grievance Procedure does not create a legally binding contract. c. The City reserves all rights, and this policy does not create a contract of employment. Employees of the City of Mayville are employed at-will and may resign with or without reason. The City may terminate the employment relationship at any time with or without reason, except as required by law or contract, and without violation of applicable law. 2. Procedure: a. Definitions: For the purpose of this policy, the following words and terms shall have the following meanings: i. Administration: Means the Mayor or the Mayor’s designee, who is authorized to respond to a grievance filed by an employee. ii. Employee: Means all full-time and part-time employees of the City, not including those employees subject to a collective bargaining agreement addressing employee discipline, termination, and workplace safety, statutorily-appointed individuals identified specifically in statute as serving at the pleasure of an appointing authority, elected officials, and independent contractors. iii. Employee Discipline: Means an employment action that results in disciplinary suspension, with or without pay, disciplinary termination, or disciplinary demotion. “Employee discipline” does not include oral reprimands or warning, written reprimands or warnings, performance improvement plans, performance evaluation or reviews, documentation of employee acts or omissions, administrative leave or suspension with or without pay, non-disciplinary wage, benefit, or salary adjustments, changes in assignment, action taken pursuant to an ordinance created under Wis. Stats. §19.59(1m), or other non-material employment actions. Page 47 of 57 44 Approved by Common Council XX/XX/2026 iv. Grievant: Means the employee who has filed a grievance with the City. v. Termination: Means a separation from employment by the employer for disciplinary or quality of performance reasons. “Termination” does not include layoff, furlough, or reduction in workforce, job transfer, non-disciplinary demotion, reduction or position elimination based on failure to meet qualifications, resignation, abandonment, retirement, nonrenewal of contract, death, separation as a result of disability, action taken pursuant to an ordinance created under Wis. Stats. §19.59(1m), or the end or completion of temporary employment, seasonal employment, contract employment, or assignment. vi. Workplace Safety: Shall be narrowly construed and not construed to include basic conditions of employment unrelated to physical health and safety. Means conditions of employment related to the physical health and safety of employees, as long as such conditions are not enforceable under state or federal laws, and includes safety of the physical work environment, the safe operation of workplace equipment and tools, provision of protective equipment, training and warning requirements, workplace violence, and accident risk. “Workplace safety” does not include conditions of employment unrelated to physical health and safety matters including, but not limited to, hours, overtime, sick, family or medical leave, work schedules, breaks, termination, vacation, performance reviews, and compensation. b. Matters Not Covered by This Policy: i. The scope of a grievance that is subject to the jurisdiction of a governmental body or specific procedure by other Wisconsin Statutes shall be governed by those statutes and not this policy. ii. The scope of a grievance that is subject to a grievance procedure in a collective bargaining agreement may not be brought forth under this policy. iii. The scope of a grievance that is subject to other Policy Ordinance for formal or informal investigation or dispute resolution procedures may not be brought forth under this policy. c. Grievance Steps: i. Verbal Grievance and Dispute Resolution: Within five (5) working days of the employee discipline, or actual or reasonable knowledge of the workplace safety issue, and prior to filing a written Grievance, the Grievant must discuss the dispute with the supervisor who made the decision. The supervisor and employee must informally attempt to resolve the dispute. The supervisor shall notify the Mayor, or Mayor’s designee, of this meeting and the results of the meeting. ii. Written Grievance Submission: The employee must file a written Grievance within fifteen (15) working days of the termination, employee discipline, or actual or reasonable knowledge of the workplace safety issue. The Grievance must be in Page 48 of 57 45 Approved by Common Council XX/XX/2026 writing and must be filed with the supervisor, with a copy to the City Clerk. The Grievance shall contain a clear and concise statement of the pertinent facts, the dates the incidents occurred, the identities of the persons involved, documentation related to the Grievance in possession of the Grievant, the steps taken to informally resolve the dispute and the results of those discussions, all reasons why the actions of the supervisory should be overturned, if applicable, and the remedy that should be issued. 1. A Grievance alleging a workplace safety issue shall also identify the workplace rules allegedly violated, if applicable. iii. Representation: The Grievant shall have the right to representation during the Grievance procedures, at the Grievant’s expense. The representative may be an attorney or a personal advocate selected by the Grievant. The representative shall not be a material witness to the dispute. iv. Administrative Response: The Administration shall meet with the Grievant within ten (10) working days of receipt of the written Grievance, to discuss voluntary resolution of the Grievance. If those discussions do not resolve the Grievance, then the Administration will provide a written response to the Grievance within five (5) working days of the meeting. The written response shall contain a statement of the date the meeting between the Administration and Grievant occurred, the decision to sustain or deny the Grievance, and the deadline for the Grievant to appeal the Grievance to an Impartial Hearing Officer. v. Importance of Timeliness and Process: A Grievance will be processed pursuant to the established timelines. A Grievant may advance a Grievance to the next step if a response is not provided within the designated timeframes. A Grievant may not file or advance a Grievance outside of the designated timeframes. The Administration may advance a Grievance to the next step at the written mutual agreement of the Grievant and Administration. The failure of the Grievant to follow the timeframes and other requirements in this policy shall result in the Impartial Hearing Officer not having jurisdiction over this matter and shall terminate the Grievance Procedure for the Grievance. The Impartial Hearing Officer has jurisdiction, which may be subject to review by the governmental body. vi. Scheduling: Grievance meetings and hearings will typically be held during the Grievant’s off-duty hours. Time spent on Grievance meetings will not be considered as compensable work time. vii. Individual Claim: Any Grievance filed regarding workplace safety must relate to issues personal to the Grievant filing the Grievance and may not relate to, without limitation by enumeration, safety of property, or third parties. A Grievance filed regarding workplace safety must be filed by the Grievant claiming they have been personally affected by the alleged workplace safety violation. Page 49 of 57 46 Approved by Common Council XX/XX/2026 viii. Impartial Hearing: The decision of the Administration as to the Grievance shall be final unless the Grievant files a written appeal requesting a hearing before an Impartial Hearing Officer. The written appeal shall be filed with the City Clerk and within ten (10) working days of the Administrative Response. If no Administrative Response has been filed within the timeframe of the Policy, then the written appeal shall be filed within ten (10) working days of the voluntary resolution meeting. 1. Costs: Each party shall bear its own costs for witnesses and all other out- of-pocket expenses, including possible attorney fees, in investigating, preparing, or presenting a grievance. The fees of the Impartial Hearing Officer shall be paid equally by the Grievant and the City. 2. Selection of Hearing Officer: Following receipt of the appeal requesting a hearing before an Impartial Hearing Officer, the Administration shall provide the name of the person who shall serve as an Impartial Hearing Officer. 3. Impartial Hearing: The Impartial Hearing Officer shall be assigned and notice provided to the Grievant within ten (10) working days of the receipt of the notice of appeal. The Impartial Hearing Officer shall be a Dodge County Court Commissioner or an attorney representing a Dodge County municipality, unless a mutually agreed upon alternative Impartial Hearing Officer is selected by the Administration and the Grievant. 4. Administration Representative: The Administration shall be represented before the Impartial Hearing Officer by the Mayor, or the Mayor’s designee, the Department Head, and/or the City Attorney. 5. Conciliation: Prior to the Hearing, the parties and Impartial Hearing Officer may engage in conciliation meetings to resolve the dispute. In cases involving allegations of workplace safety, the conciliation meeting shall be mandatory and shall occur not more than ten (10) working days after assignment to the Impartial Hearing Officer. The Impartial Hearing Officer’s involvement in any conciliation process shall not disqualify the Impartial Hearing Officer from hearing the merits of any Grievance unless all parties agree to replace the Impartial Hearing Officer. 6. Pre-Hearing Conference and Timeliness: The Administration, Grievant, and Impartial Hearing Officer shall conduct a pre-hearing conference and select a date for hearing not more than thirty (30) calendar days from the date of assignment of the Impartial Hearing Officer. The Impartial Hearing Officer shall assign dates for preliminary matters that may arise prior to the hearing. 7. Record of Proceedings: The Impartial Hearing Officer shall conduct the proceedings and make a record of the proceedings. Following the Page 50 of 57 47 Approved by Common Council XX/XX/2026 issuance of the decision, the record shall be provided to the City Clerk for preservation. 8. Burdens: The Grievant shall bear the burden of production and burden of proof. The rules of evidence shall not be strictly followed, but no factual conclusions may be based solely on hearsay evidence. Not less than ten (10) days prior to the hearing, the Grievant and the Administration shall exchange lists of witnesses and documentary evidence that they intend to introduce at the proceedings. 9. Written Response: After receiving the evidence and closing the hearing, the Impartial Hearing Officer shall issue a written response. The Impartial Hearing Officer may request oral and written arguments and replies. The recommendation shall contain findings of fact, analysis, and a recommendation. The Impartial Hearing Officer must answer the following question: Based on the preponderance of the evidence presented, has the Grievant proven the decision of Administration was arbitrary or capricious? The Impartial Hearing Officer shall file a written response within fifteen (15) working days of the close of the hearing. 10. Powers of the Hearing Office: The Impartial Hearing Officer shall have the power to issue a response to the Grievance. The Impartial Hearing Officer shall have no power to issue any remedy, but the Impartial Hearing Officer may recommend a remedy. Remedial authority shall be subject to the determination and approval of the Personnel Committee and shall be addressed by that Committee in the event the Grievance is sustained. ix. Appeal to Common Council: The non-prevailing party to the impartial hearing may file a written request for review by the Common Council within ten (10) working days of receipt of the Impartial Hearing Officer’s response. 1. Written Appeal: The written notice of appeal shall contain a statement explaining the reasons for the appeal and a copy of the Grievance, the Administration’s response to the Grievance, and the Impartial Hearing Officer’s response. The written notice may not include information that was not presented at the hearing. The request shall be filed with the Mayor and with a copy to the prevailing party. 2. Record of the Hearing: Upon appeal of the response of the Impartial Hearing Officer, a copy of the record shall be provided to the members of the Common Council. 3. Review: The Common Council shall review the record and determine whether a rational basis exists for the Impartial Hearing Officer’s decision. The findings of fact of the Impartial Hearing Officer shall not be overturned unless clearly erroneous. In the event the Common Council does not sustain the Impartial Hearing Officer’s decision, then the Page 51 of 57 48 Approved by Common Council XX/XX/2026 Common Council may render a new decision and remedy, request the Impartial Hearing Officer to take further evidence, assign an Impartial Hearing office to create a recommendation for the Common Council’s review, or hold a new hearing and make an independent decision. The City Attorney shall provide legal advice to the Common Council during any review and shall not represent the position of the Administration at the review. 4. Additional Information: The Common Council may offer the Grievant and the Administration the opportunity to provide information to the Common Council in a meeting duly noticed for closed session or open session discussion. The Common Council may request written or oral arguments from each party. 5. Decision of the Common Council: The Common Council shall hold a meeting within thirty (30) calendar days of the filing of an appeal of the decision of the Impartial Hearing Officer. A decision by the governmental body will be made within sixty (60) calendar days of the filing of the appeal unless the governmental body extends this timeframe. All decisions of the Common Council involving the Grievance shall be by simple majority vote and in writing, and filed with the City Clerk within five (5) business days of the date of the final decision. A copy of the final decision shall be delivered to the Grievant and the Administration. The Common Council’s decision is final and is not subject to appeal. Page 52 of 57 49 Approved by Common Council XX/XX/2026 SECTION 10 – PERSONNEL RECORDS A personnel file will be maintained for every employee and will contain records relevant to the employee’s position in the City. Such records shall include, but not be limited to the following:  Application and references  Letter of employment, including job description, salary, and personal leave information.  Training activities  Performance evaluating record  Home address, telephone number, and emergency contact. Vacation record, sick leave record, and compensatory time record are maintained in the payroll system. Personnel records maintained at City Hall and within the respective employee’s department shall be held in strictest confidence except as follows:  The City Council shall have access to performance reviews, which are part of the personnel records, upon request to the Department Head or City Clerk. Employees shall have a right to inspect their personnel files at a minimum of twice per year in accordance with Wis. Stats. §103.03, upon seven days’ notice. The file will be available for inspection within the City and a copy will be provided at the employee’s expense. Employees have a responsibility to make sure their personnel records are up to date and should notify the Clerk’s office, in writing, of any changes in, at least, the following:  Name  Address  Phone Number  Martial Status (for benefits and tax withholding purposes only)  Number of Dependents (for benefits and tax withholding purposes only)  Address and phone numbers of dependents and spouse or former spouse (for insurance purposes only)  Beneficiary Designations for any of the City’s Insurance, Disability, and/or Pension  Persons to be Notified in Case of Emergency  Salary Adjustments In addition, employees who have a change in number of dependents or marital status must complete a new W-4 form for income tax withholding purposes withing ten (10) calendar days of change, if the change results in a decrease or increase in the number of dependents. Page 53 of 57 50 Approved by Common Council XX/XX/2026 SECTION 11 – PAY PLANS The function of the Pay Plan is to provide for the equitable pay of the employees, to reward employees for performance, and to guide City officials in the consideration of problems involving salary and wage payments. A Pay Plan eliminates the necessity for considering individual positions (and therefore, possibly personalities) and simplifies the work of the City Council in providing equitable treatment for all. The Pay Plan will be reviewed annually and modifications made to keep salaries/wages competitive. Attached is a sample of the Pay Scale which will also be reviewed annually to determine its accuracy to the market values of the noted position. There are twelve (12) scales in this Pay Plan. The following, full-time, positions ae as follows: GRADE POSITION 12 11 Police Chief 10 Clerk/Executive Assistant 9 Comptroller/Treasurer (Certified), Utilities Director, DPW & Parks Director 8 Police Lieutenant, EMS Director, Comptroller/Treasurer (Non-Certified) 7 Assistant EMS Director, TAG Center Director, Library Director 6 Utilities Lab Technician (Fully Certified), Lead DPW Laborer, Police Administrative Assistant, Full-Time EMS Staff 5 Utilities Laborer (High Certifications & CDL), Utilities Lab Technician (Mid-Level Certifications) 4 Utilities Laborer (Mid-Level Certifications & CDL), DPW Laborer (Senior), Deputy Clerk II, Utilities Accountant, Library Circulations Manager 3 Utilities Laborer (Entry Level), DPW Laborer (Entry Level) 2 Deputy Clerk I, TAG Center Administrative Assistant, Full-Time Library 1 Employees may be compensated for meritorious performance. Determination of meritorious performance will be recommended by the Personnel and Finance Committees to the Common Council, based on employee performance evaluations done by each Department Head. Additionally, the Library Board and Utilities Commission will be responsible for determining meritorious performance for the Library Director and Utilities Director, respectively. Page 54 of 57 51 Approved by Common Council XX/XX/2026 SECTION 12 – PERFORMANCE REVIEWS The public expects high-quality service from our employees that is delivered in a manner in the interests of the City, the public, and the efficient and effective use of resources. The City expects all employees to perform their job duties at a high-quality level that exceeds the expectations of our citizens. As the City has limited resources available, it must only employ individuals who are committed to and capable of providing high-quality services. Therefore, apathy and inability to work as a member of a team, attitudinal issues, and marginal or unacceptable work performance are inconsistent with the interests and expectations of the City and the public. Mid-Year or annual evaluations are an important part of ensuring the City is employing the right people to work for its citizens. Evaluations are an opportunity to let each employee know how they are performing, how performance may be improved, and to receive input from the employee concerning training, supervision, or any job difficulties that may be occurring. The Department Head/Supervisor will evaluate employee performance. Some of the job factors that are reviewed include:  Accuracy  Quality of Work  Quantity of Work  Dependability  Adaptability  Job Knowledge  Organization  Judgment  Initiative  Cooperation  Public Service Mindset  Attitude  Attendance It is the employee’s responsibility to improve their performance to the expected levels. The practices for department or positions for the evaluation process may vary, but must be completed by October 1 st annually. The Library Board shall annually review the wage, hours, and conditions of employment of the Library Director. The Utilities Commission shall annually review the wage, hours, and conditions of employment of the Utilities Director. Pursuant to City of Mayville Ordinance 38-6(4), the Personnel Committee shall annually review the wages, hours, and conditions of employment of all employees not represented by recognized City Page 55 of 57 52 Approved by Common Council XX/XX/2026 employee organizations and shall submit its recommendations to the Common Council each year for the following year. SECTION 13 – JOB DESCRIPTIONS Job descriptions can be obtained from City Hall or the Department which oversees said position. Page 56 of 57 53 Approved by Common Council XX/XX/2026 SECTION 14 – EMPLOYEE ACKNOWLEDGEMENT I have received a copy of the City of Mayville Employee Handbook. I have read and understand its contents. I acknowledge that it is my responsibility to ask questions about anything I do not understand. I understand that it is my responsibility to comply with all City policies, rules, and expectations, as set forth in this manual, as well as policies, rules, and expectations that the City may otherwise establish or change from time to time. I further understand and acknowledge that while this manual provides guidelines and information, it is not, nor is it intended to constitute, an employment contract of any kind. I understand that any contract or employment agreement must be authorized and approved by the Common Council at a duly-notice meeting. Absent such an employment contract, my employment is at will. I understand that the contents of this manual and my compensation and benefits may be changed by the City at any time, with or without notice, to the extent permitted by law. __________________________________________________________ Employee Name (print clearly) __________________________________________________________ __________________________ Employee’s Signature Date * After you have read and signed this page, please detach this page and return to City Hall for placement in your personnel file. Page 57 of 57