Personnel-Committee-Meeting-Agenda-Packet-Revised-5-18-2026.pdf

CITY OF FRANKLIN PERSONNEL COMMITTEE MEETING FRANKLIN CITY HALL, COMMON COUNCIL CHAMBERS 9229 W. Loomis Road, Franklin, WI 53132 Monday, May 18, 2026 @ 6:00 p.m. AGENDA I. Call to Order, Roll Call, and Pledge of Allegiance II. Citizen Comment Period III. Approval of the Minutes of March 16, 2026 IV. Approval of the Open Records Clerk and Open Records Clerk/Accreditation Assistant Job Descriptions V. Discussion Regarding Employee Recruitment and Retention Tool Policy VI. Employee Handbook and Civil Service Operational Reporting Alignment Review VII. Staffing Report VIII. Future Agenda Items IX. Next Scheduled Meeting Date: June 15th or July 20th X. Adjournment CITY OF FRANKLIN PERSONNEL COMMITTEE MEETING FRANKLIN CITY HALL, COMMON COUNCIL CHAMBERS 9229 W. Loomis Road, Franklin, WI 53132 Monday, March 16, 2026 @ 6:00 p.m. MINUTES I. Call to Order, Roll Call, and Pledge of Allegiance: March 16, 2026, Personnel Committee Meeting was called to order at 6:00 p.m. by Chair Budny in the Common Council Chambers at City Hall. Members present were Chair Budny, Alderman Hasan, Alderwoman Eichmann, Members Prusko, Kenney, and Ireland. Member Zuberi joined at 6:04pm. Also, in attendance was Director of Administration Hersh. Human Resources Administrator Wieting. II. C itizen Comment Period: None III. W elcome New Human Resources Administrator Blake Wieting: Mr. Wieting introduced himself to the council. Informational item only; No action required. IV . Approval of the Minutes of December 2025: Motion by Alderman Yousef Hasan and seconded by Danelle Kenney to approve the minutes from 12/15/25 as submitted. Motion carried. Ayes: All. (Cathy Richard absent/excused) V. R eview and Approve Draft Language for Sick Leave Changes in the Employee Handbook, as discussed at the 9/15/2025 meeting: Motion by Alderman Yousef Hasan and seconded by Alderwoman Michelle Eichman. Ayes: All V I. Approval of the Director of Health Updated Job Description & JAQ Rating: Motion by Danelle Kenney and seconded by Alderman Yousef Hasan. Ayes: Bundy, Prusko, Zuberi, and Ireland. Noes: Alderwoman Michelle Eichmann. This item was tabled for further review and discussion. V II. Organizational Structure: Motion by Yousef Hasan and seconded by Frank Prusko. Ayes: All. A break was taken from 7pm until 7:15pm. Mayor requested this item to be tabled. M otion for Blake Wieting, HR Administrator, and Kelly Hersh, Director of Administration, to review current organizational structure within in our employee handbook and to bring this back to the group to discuss and to create two new binders for two of the members. V III. Staffing Report: None ITEM III IX. Future Agenda Items • Org Chart Alignment with Employee Handbook • Update Job Descriptions X. Next Scheduled Meeting Date: April 20th or May 18th XI. Adjournment: Motion by Alderman Yousef Hasan and seconded by Alderwoman Michelle Eichmann. Ayes: All. Adjourned at 7:32pm CITY OF FRANKLIN Job Description Job Title: Open Records Clerk D epartment: Police R eports To: Assistant Chief of Police A ppointing Authority: Chief of Police S alary Level: Grade 3 FL SA Status: Non-Exempt P repared By: Chief Craig Liermann P repared Date: 2026 A pproved By: A pproved Date: Sum mary The Open Records Clerk is responsible for providing the public with accurate and consistent open access to records of the department and its employees in a timely fashion in accordance with applicable rules and regulations. Work is primarily performed at the station under the direction of the Open Records Supervisor or designee. E ssential Duties and Responsibilities • Reviews requests for records to determine if we hold the record and if it may be r eleased in part or as a whole by applying applicable state laws. • Redact records, including documents, videos and still images. • Consult open records supervisor reference complex requests to ensure protection of sensitive information in conjunction with Wisconsin Public Records law. • Maintain record retention policy in conjunction with the open records supervisor or designee. • Provides timely responses to record requests, tracks request/response data and retains released records for the time period required by law. • Performs other duties as assigned. Supe rvision The Open Records Clerk works under the supervision, direction, and guidance of the open records supervisor or designee. E ducation/Skills/Abilities and Experience • High school diploma or GED equivalent. • Bachelor’s degree preferred. • One year of clerical or program coordination work preferred. • Knowledge of law enforcement operations, policies, and administrative ITEM IV Job Description Open Records Clerk procedures preferred. • Knowledge of Wisconsin open records law. • Knowledge of city and department policies and procedures within the first month of employment. • Knowledge of modern office equipment, practices, and procedures. • Knowledge of basic mathematics. • Understanding of accreditation standards, compliance methodologies, and file maintenance procedures preferred. • Excellent organization and project management skills, with attention to detail and documentation accuracy. • Strong written and verbal communication skills. • Skill in establishing and maintaining files and records. • Proficiency with office software and database management systems, including Microsoft Office Suite. • Ability to work independently, maintain confidentiality, and exercise sound judgment. • Ability to follow and explain standard work processes to others. • Skill in interpersonal relations. • Skill in coordinating cross-departmental efforts and facilitating cooperation among divisions. Certificates, Licenses, Registrations • Valid state driver’s license. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to operate, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and peripheral vision. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Other Qualifications Ability to make independent judgments, which have moderate impacts on the organization. Ability to report to work on time. Job Description Open Records Clerk Ability to be available for work. Ability to maintain confidentiality of information. Ability to apply department policies and procedures in daily operations. Ability to handle stressful situations. Ability to make quick decisions in the absence of clearly defined procedures. Ability to enter, retrieve and analyze computer information accurately. Ability to effectively meet and deal with the public. Ability to adjust to changes in the organization. Ability to be positive in response to management directions. Other Skills and Abilities Tools and equipment used: Personal computer including word processing software, copy machine, fax machine, and telephone communications. Miscellaneous The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.. CITY OF FRANKLIN Job Description Job Title: Open Records Clerk/Accreditation Assistant D epartment: Police R eports To: Assistant Chief of Police A ppointing Authority: Chief of Police S alary Level: Grade 3 FL SA Status: Non-Exempt P repared By: Chief Craig Liermann P repared Date: 2026 A pproved By: A pproved Date: Sum mary The Open Records Clerk/Accreditation Assistant is responsible for providing the public accurate and consistent open access to records of the department and its employees in a timely fashion in accordance with applicable rules and regulations. Additionally, the position requires maintenance of the Police Department’s accreditation and professional standards programs. This position ensures ongoing compliance with the standards set by the Wisconsin Law Enforcement Accreditation Group (WILEAG), or other applicable accrediting bodies. Work is primarily performed at the station under the direction of the Open Records Supervisor or designee. E ssential Duties and Responsibilities • Reviews requests for records to determine if we hold the record and if it may be r eleased in part or as a whole by applying applicable state laws. • Redact records, including documents, videos and still images. • Consult open records supervisor reference complex requests to ensure protection of sensitive information in conjunction with Wisconsin Public Records law. • Maintain record retention policy in conjunction with the open records supervisor or designee. • Provides timely responses to record requests, tracks request/response data and retains released records for the time period required by law. • Serves as the department’s accreditation assistant in maintaining all files, proofs of compliance, and documentation required by the Wisconsin Law Enforcement Accreditation Group (WILEAG). • Assist with assessment of at least one other law enforcement agency as mandated by association with the Wisconsin Police Accreditation Coalition (WI-PAC) a nd t he Wisconsin Law Enforcement Accreditation Group (WILEAG). • A ttend trainings related to accreditation management, assessment, and Wisconsin o pen records laws. ITEM IV, continued Job Description Open Records-Accreditation Asst. • Performs other duties as assigned. Supervision The Open Records Clerk/Accreditation Assistant works under the supervision, direction, and guidance of the open records supervisor or designee. Education/Skills/Abilities and Experience • High school diploma or GED equivalent. • Bachelor’s degree preferred. • One year of clerical or program coordination work preferred. • Knowledge of law enforcement operations, policies, and administrative procedures preferred. • Knowledge of Wisconsin open records law. • Knowledge of city and department policies and procedures within the first month of employment. • Knowledge of modern office equipment, practices, and procedures. • Knowledge of basic mathematics. • Understanding of accreditation standards, compliance methodologies, and file maintenance procedures preferred. • Excellent organization and project management skills, with attention to detail and documentation accuracy. • Strong written and verbal communication skills. • Skill in establishing and maintaining files and records. • Proficiency with office software and database management systems, including Microsoft Office Suite and electronic accreditation management platforms (e.g., Lexipol, PowerDMS, DocTract, etc.). • Ability to work independently, maintain confidentiality, and exercise sound judgment. • Ability to follow and explain standard work processes to others. • Skill in interpersonal relations. • Skill in coordinating cross-departmental efforts and facilitating cooperation among divisions. Certificates, Licenses, Registrations • Valid state driver’s license. • Accreditation manager and assessor certification or completion of accreditation manager and assessor training (required within one year of appointment). Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to operate, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include Job Description Open Records-Accreditation Asst. close vision, distance vision, color vision and peripheral vision. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Other Qualifications Ability to make independent judgments, which have moderate impacts on the organization. Ability to report to work on time. Ability to be available for work. Ability to maintain confidentiality of information. Ability to apply department policies and procedures in daily operations. Ability to handle stressful situations. Ability to make quick decisions in the absence of clearly defined procedures. Ability to enter, retrieve and analyze computer information accurately. Ability to effectively meet and deal with the public. Ability to adjust to changes in the organization. Ability to be positive in response to management directions. Other Skills and Abilities Tools and equipment used: Personal computer including word processing software, copy machine, fax machine, and telephone communications. Miscellaneous The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.. Common CouncilMeeting July 6, 2021 Page4 EMPLOYEE G.16. RECRUITMENTAND RETENTION RES.2021-7749 G.17. POST EMPLOYMENT BENEFIT INVESTMENT POLICY MAY2021MONTHLY G.18. FINANCIALREPORT LICENSESAND H. PERMITS Alderman Barber moved to approve the Employee Recruitment and Retention Tool Policy. Seconded by Aldennan Dandrea. All voted Aye;motion carried. Alderman Barber moved to approve Resolution No. 2021-7749, A RESOLUTION TO AMEND THE INVESTMENT POLICY STATEMENT FOR THE CITY OF FRANKLIN POST EMPLOYMENT BENEFITS TRUST. Seconded by Alderwoman Hanneman. AllvotedAye;motion carried. Alderwoman Hanneman moved to receive andplace on file the May 2021 Monthly Financial Report. Seconded by Alderma n Nelson. AllvotedAye;motion carried. AldennanNelson moved toapprovethe following: Hold the 2021-2022 Operator License of: Jessica Hogan, for appearance; Brandon Hamilton-Smith for a complete record check; HeatherFloresfor appearance; Grant 2021-2022 Operator License to: Jonah Bertram, Terrance Cantwell, Madeline Gemhauser, Calvin Giese, Shelby Gilbert, Pamela Le Houillier, Julia Martinez, Ann Moehlenpah, Nicholas Nolte,Tyler Okrzesik,WilliamPengelly IV,MichelleRocha,Jeffrey Terp, Hayley Toman, Katie Weiss, Michelle Blue, Barbara Davison, DennisFons,David Goehring,GloriaGrabarczyk,Miranda Peters; Grant Change of Agent to: Milwaukee Burger Company, Ralph Hornaday;Marcus ShowtimeCinema,DawnMajewski; Grant 2021-2022 Class BBeer and Class C Wine to: Lover Lane Buffet,Inc.,Agent JingduanJiang,6514 S. Lovers LaneRd.; Grant the PUBLIC (People Uniting for the Bettennent of Life and Investment in the Community) Grant to the following: Franklin Lioness Club - St Martins Fair, St Martins Fair Permit, Temporary Class B Beer and Wine License, Operator's Permit, September 5, 6, 202l; and Grant Extraordinary Entertainment & Special Event License to: Victory of the Lamb, Samantha Goodger, 11120 W Loomis Rd., August 14,2021, 5:30pm to9:00p m. SecondedbyAlderwomanWilhelm. AllvotedAye;motion carried. ITEM V APPROVAL REPORTS& RECOMMENDATIONS REQUEST FOR COUNCILACTION Approval of an Employee Recruitment and Retention Tool Policy MEETING DATE 07/06/2021 ITEM NUMBER G.16. Below is information relative to and a recommendation regarding the approval of a new 'Employee Recruitmentand Retention ToolPolicy'. Thisitem was considered by the Personnel Committee in March, May, and June of 2021, and recommendedf or approval on a7-0 vote at theJune21, 2021Meeting. BA CKGROUND With the extremely tight job market, as well as a number ofhard tohire positions, there is a need to have more tools available in recruiting and retaining employees. This type of an initiative is becoming more common in the public sector, and something that the City could really use to be more competitive in recruitment and retention efforts. AN ALYSIS Staff, along with the Personnel Committee, has been exploring these initiatives for a number of months, including: talking with the departments that have been experiencing a challenge in recruiting quality candidates to determine the issues encountered, reviewing policies from other employers, and drafting options for thePersonnelCommittee'sreview. While this policy does offer additional compensation and stipends with regard to recruiting employees, the goal is to spend the funds wisely by securing quality employees expediently,reducing overtimepaid during vacancies, increasing productivity as employment transitions occur, and reducing the City's turnover costs and timeofvacancies. The tools in this policy require dual authorization to ensure that they are being prudently administered. If approved, the policy willbe used judiciously, asneeded; and the Personnel Committee will review the use periodically toensurethatitisadministered reasonably. RECOMM ENDATI ON Staff recommends that the Common Council approve the recommended Employee Recruitment and Retention ToolPolicy. COMMON COUNCILACTION REQUESTED Motion toapprovetheEmployeeRecruitmentand Retention ToolPolicy. DOA-PAS Administrative Policy # XX Fr anklin¢ W + S C O N S I M DRAFT Employee Recruitment and Retention Tool Policy 100 POLICYPURPOSE The purpose of this policy Is to identify and authorize specific tools and applicable procedures to be used in designated circumstancesto attract and/or retain employees, especially ma hardto hireJOb market and/or for positions that are hard to hire 2.00 ORGAN/ZATIONSANDPERSONSAFFECTED This policy applies to authorized positions mn the City of Franklin as detailed herein 3 00 REFERENCES None 4 00 POLICYSTATEMENT The City of Franklin recognizes the importance of ma1ntam1ng staffing at required levels As part of this,there are some posIttons, which when left unfilled, create a substantial issue mmaintainmg service levels Therefore, it is the desire of the City to create a policyto provide tools to have available forthose specific needs In add1t1on, the City recognizes the difficulty mattracting quality candidates for pos1tIons and desires to use its willing employees mnthe marketing efforts 5.00 DEFINITIONS To be completed as necessary 1 Administrative Policy # XX 6.00 REFERRAL BONUS- Employee Referral Program Offering a referral program to current City employees Is a viable recruitment tool that may assist in attracting desirable candidates and subsequently employees. City employees are excellent conduitsto desirable candidates as employees know exactly what the City 1s looking for and are able to tellthe City's story better than an advertisement does This type of marketing Is a win-win since employees tend to referthose candidates that they themselves would like to work with 6.01 If a personthat has been referredfor employment cons1derat1on by an existing employee has been hired by the City of Franklin,the employee may be eligible to receive a bonus up to $1,000 6 02 The bonus breaks down as follows A. Up to $500 after the candidate 1s hired and serves three months of satisfactory employment. B Up to $500 after the referred employee successfully completes his/her probation period C Amount of bonus will vary based on the difficultytofill specific positions The Director of Administra tion (DOA)will review pos1t1ons regularly and maintain a schedule to administerthe bonus The DOA may give special consideration, In con1unctIonwiththe hiring Department Head,to adjusting the level of bonus allowed for special circumstances, priorto a specific position being posted. 6 03 To apply forthe bonus,current,eligible employees must be named on the referred candidate's application for employment, and submit an application form to human resources. Submittal of the form shall occur no laterthan three (3) months after the referred employee's start date 6 04 El191b1lity· All Franklin employees are eligible to part1c1pate 1n the Employee Referral Program, except (1) Human Resources personnel and those with hiring authority overthe referred candidates,and (2)temporary, seasonal, limited term, orformeremployees of the City 6 05 All referred candidates will be evaluatedfor employment consistent with the City's pollcIes and procedures Only those candidateswho meet the essential qualifications forthe positionwll be considered 6 06 Confidentiality All information regarding the hung decision will remamn strictly confidential 6 07 Any disputes or interpretations of the program will be handledthrough the Department of AdmmIstrat1on. 2 Administrative Policy # XX 7.00 SIGN-ON BONUS Thus recruitment tool wll be used to assist in securing desirable candidates for hard to hrre positions This toolwill be used sparingly, as needed, and each use shall be jointly authorized toensure rt rs being prudently administered A sign-on bonus may be used as afinal boost when a candidate 1s going back and forth whether to accept the positron in hard to hrre positions, 1t may be used when a candidate must purchase work-related ttems not included in exrstmg compensatron, or rt may be used as astipend mn caseswhen relocation 1s needed 7.01 This bonus will have up totwo thresholds one payment oncethe employment has begun, and the potential of anotherthreshold after a probation has been successfully completed or at a reasonable amount of time in the future, up totwo years after hire,toencourage some longevity This ensures thatthe investment the City makes m a new employee is not misused 7 02 The total amount of each bonus may vary, mamounts up to a maximum of $2,500 It 1s expected that the maximum amount will be used extremely infrequently, and lower amountswill be used as needed 7 03 All sign-on bonuses will be author1zedjointly by the Director of Administration and the hrng Department Head. 800 ADVANCEDNOTIFICATION OF VOLUNTARYSEPARATION STIPEND This recru1tment/retent1on tool will be used to incent1v1ze employees, rn certain positions, leaving City service to provide ample notice of departure,above what rs required by City Polley,to allow the Cityto plan, recruit and secure replacement employees for pos1t1ons that would be detrimental to the City rf left open For example, it may be a position forwhich a replacement needs to be inplace, such as Police and Fire, causing overtime to occur due to the vacancy Another example would be for posrtons that are only recruited for during certain times of the year,this may allow a department to plan 1n advance forthe vacancy and secure a replacement mn advance of the current employee vacating the pos1t1on Another example 1s a pos1t1on inwhich ashort-term replacement would only do the absolutely necessary duties, leaving cnt,cal duties left undone, causing operational issues 1n the orgamzat1on This scenario may include department head positions And, the third example, related to the two examples above, Is for positions mn which rt takes an extended period of time to hire, again considering police,fire, and supervisory and higher positions. This tool will be used sparingly, only as needed, and each use shall beJointly authorized to ensure rt is being prudently administered 3 Administrative Policy # XX This stipend will have multiple thresholds depending onthe pos1t1on and the planning and operational needs of the City,withthe stipend being paid, or a higher amount paid, 1f there Is avaluable benefit to the Cityto do so 801 The threshold options are as follows A If a 150-day notice 1s provided, stipend up to $2,500, If a 90-day notice 1s provided, stipend up to $2,000, and If a 60-day notices Is provided, stipend up to $1,000 It 1s expected that the maximum amount will be used extremely infrequently, and lower amounts will be used as needed. 8 02 All stipends will be authorized jointly by the Director of Administration and the Mayor Policy Review Period This Polley shall be reviewed at least every 3years. Established in 2021, next review no laterthan 2024 4 Employee Recruitment & Retention Tool Policy (2021) Administrative Review: Policy Concerns & Recommended Discussion Items 1 | P age The Employee Recruitment & Retention Tool Policy was approved in 2021 in response to extremely competitive labor market and recruitment challenges. F ollowing administrative review, several portions of the policy warrant discussion and potential revision, particularly the “Advanced Notification of Voluntary Separation Stipend” (“ANS”) provisions. Key Policy Concerns 1. ANS C reates Significant Public Perception Concerns The policy authorizes payments of up to: • $2,500 for 150-day notice, • $2,000 for 90-day notice, and • $1,000 for 60-day notice. W hile intended to support operational continuity, the policy can reasonably be perceived by employees, elected officials, taxpayers, and the public as: • paying employees extra money simply to resign, • providing bonuses for employees leaving City service, • or creating unequal treatment among employees. T his creates reputational and transparency concerns, particularly in a public-sector environment. 2. L ack of Objective Eligibility Standards The policy repeatedly references: • “certain positions,” • “hard to hire positions,” • “special circumstances,” • and “valuable benefit to the City,” but does not establish: • objective eligibility criteria, • measurable operational thresholds, • required documentation, • or defined qualifying positions. T his creates substantial administrative discretion and inconsistent application risk. ITEM V, continued Employee Recruitment & Retention Tool Policy (2021) Administrative Review: Policy Concerns & Recommended Discussion Items 2 | Page 3. Equity & Fairness Concerns The policy may create inequities between: • employees who provide standard notice, • employees in different departments, • represented versus non-represented employees, • and employees in positions not deemed “hard to hire.” Employees performing equally important work may be treated differently without clearly established standards. 4. Potential Morale Concerns The ANS provision may unintentionally create: • resentment among existing employees, • concerns regarding favoritism, • and perceptions that departing employees are rewarded while remaining employees receive no comparable recognition or incentive. This is particularly problematic during periods of staffing stress or budget pressure. 5. Governance & Approval Concerns The policy allows certain payments to be jointly authorized administratively by: • the Director of Administration, • the Mayor, • and/or Department Heads. However, the policy does not require: • Personnel Committee review, • Common Council notification, • reporting requirements, • annual summaries, • budgetary tracking, • or standardized documentation. This creates governance and accountability concerns for public expenditure. 6. Budget & Fiscal Control Concerns The policy does not establish: • annual budget caps, • departmental limits, • funding source requirements, • or maximum annual program expenditures. Employee Recruitment & Retention Tool Policy (2021) Administrative Review: Policy Concerns & Recommended Discussion Items 3 | Page While each individual payment may appear modest, cumulative use over time could become difficult to monitor or justify without formal reporting requirements. 7. Sign-On Bonus Provisions Also Need Clarification The sign-on bonus section authorizes payments up to $2,500. Although sign-on bonuses are more common and generally easier to justify operationally, the policy still lacks: • objective eligibility standards, • required labor market justification, • documentation requirements, • repayment/claw back provisions if employees leave quickly, • and formal approval/reporting requirements. 8. Referral Bonus Program Is the Least Problematic Portion The employee referral bonus provisions are generally consistent with practices used by many employers. However, even this section would benefit from: • clearer eligibility language, • standardized bonus schedules, • budget controls, • and annual reporting. Policy Is Overdue for Review This Policy shall be reviewed at least every 3 years. However, the policy has not undergone the required review process until now. Recommended Committee Discussion Items Administration recommends the Personnel Committee discuss whether to: • eliminate the Advanced Notification of Voluntary Separation (ANS) Stipend entirely; • suspend the policy pending revision; • retain only referral bonus provisions; • revise sign-on bonus provisions with tighter controls; • establish objective eligibility standards; • require formal documentation and reporting; • establish annual budget limitations; • require Personnel Committee or Common Council notification for use; • add repayment/claw back provisions where appropriate; and/or Employee Recruitment & Retention Tool Policy (2021) Administrative Review: Policy Concerns & Recommended Discussion Items 4 | Page • incorporate recruitment incentives into broader compensation and workforce planning discussions instead of stand-alone discretionary stipends. Administrative Recommendation Administration believes the Advanced Notification of Voluntary Separation (ANS) Stipend section presents the greatest operational, governance, equity, and public perception concerns and warrants significant revision or elimination. The referral bonus and limited sign-on bonus concepts may remain viable recruitment tools if revised with clearer standards, stronger oversight, and improved administrative controls. Operational Reporting Alignment Review Employee Handbook & Civil Service Personnel Administration Program Review Page | 1 Purpose At the March 16, 2026, Personnel Committee meeting, the Committee requested that Administration and Human Resources review the City’s current operational reporting structure and supervisory alignment based on the Employee Handbook and Civil Service Personnel Administration Program. T his review is intended to provide organizational clarity regarding: • day-to-day operational supervision, • administrative implementation responsibilities, • departmental authority, • and current operational alignment. Key Handbook Provisions D irector of Administration The Employee Handbook provides that: “Final interpretation and implementation of any of the policies or rules in this Manual are vested solely with the City of Franklin through the Director of Administration.” T his establishes centralized administrative implementation authority for handbook policies and personnel administration. D epartment Heads The handbook further states: “The head of each City department shall act as the authority within their department, under the direction and oversight of the Mayor.” T his reflects: • departmental operational authority, • Mayoral oversight, • and delegated operational management. S upervisory Personnel The handbook also recognizes delegated supervisory authority within departments. Operational Observations Based on review of the handbook, Civil Service Program, and current operations: • The City operates through a combination of elected oversight, departmental authority, administrative implementation, and delegated supervision. • Day-to-day operational supervision generally occurs through department heads and supervisory personnel. ITEM VI Operational Reporting Alignment Review Employee Handbook & Civil Service Personnel Administration Program Review Page | 2 • The handbook specifically vests final interpretation and implementation authority for handbook policies in the Director of Administration unless otherwise specified. • As with many municipalities, operational reporting relationships and coordination practices have evolved over time based on operational needs, staffing changes, departmental functions, and administrative practices. General Conclusion The Employee Handbook and Civil Service Personnel Administration Program generally support: • departmental operational authority, • administrative authority and coordination, • delegated supervision, • and Mayoral oversight. At this time, the review does not identify any immediate conflict requiring urgent amendment to the Employee Handbook or Civil Service Program, though the Committee may consider whether future clarification of organizational reporting relationships would be beneficial. Current operational practices generally reflect these principles, although some organizational relationships and reporting structures may benefit from additional clarification in the future should the Personnel Committee and Common Council desire further refinement. Potential Future Considerations The Committee may wish to consider whether future clarification of organizational reporting relationships, administrative coordination responsibilities, or organizational charts would be beneficial for: o operational consistency, o employee understanding, o accountability, o and organizational transparency. Any future revisions would remain subject to Common Council review and approval where applicable. This review is provided for informational and governance purposes in response to the Personnel Committee’s request for review of operational reporting alignment based on the City’s existing personnel administration documents. # of Positions Position Title Vacancy Date Vacancy Reason Employee Group Status 1 AP Accountant 4/15/2026 Restructure of Staffing Non-Rep Posted * 1 City Attorney 5/21/2024 Created a new staff position; moving from consulting Non-Rep Posted 1 Dispatcher/Clerk 2/19/2026 Resignation Non-Rep Posted 1 Assistant Chief of Operations (Fire) 3/6/2026 Retirement Fire Union In Process 1 Fire Fighter/Paramedic Open Applications Fire Union Posted 2 Fire Fighter/Paramedic Open Applications Fire Union Unfunded until August 2026 * 1 Assistant Superintendent 9/1/2025 Resignation Non-Rep Unfunded until 2027 * 1 Foreman 5/7/2026 Retired Non-Rep Unfunded until September 2026 * 1 Light Equipment Operator 7/1/2025 Promotion Non-Rep Unfunded until November 2026 2 Police Patrol Officer Open Applications Police Union Unfunded, will likely be funded within 2026 * Denotes corrected items as of 5/20/2026 REVISED ITEM VII City of Franklin Staffing Report: Current REVISED 5/20/2026 Data Current As of: 5/20/2026