Personnel Committee — Agenda Packet

September 29, 2026 Village of Jackson - Personnel Committee Meeting Agenda VILLAGE OF JACKSON PERSONNEL COMMITTEE MEETING AGENDA Tuesday, September 29, 2026 at 6:00 PM Jackson Municipal Complex Village Board Room N168W19851 Main Street Jackson, WI 53037 1. Call to Order and Roll Call 2. Citizens/Village Staff to Address the Personnel Committee (Please sign-in with the Clerk prior to speaking. Please note this is a business meeting, not a public hearing. People wishing to speak on an item on the agenda should present their comments under this agenda item. Each commenter will be limited to a total of 2 minutes.) 3. Approval of Minutes for the Personnel Committee Meeting of July 14, 2026 4. Proposed Amendments to the Employee Handbook Chapter 3 - Classification and Compensation 5. Proposed Summer Hours May through September 2027 - One year Trial 6. Proposed Public Works Service Coordinator Job Description 7. Closed Session Pursuant to Wis. Stats. § 19.85(1)(c) “considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility.” The closed session is for the purpose of: a. Review of the Proposed 2027 Compensation Plan 8. Reconvene in Open Session with Possible Action Related to the Subject of the Preceding Closed Session 9. Adjourn Persons with disabilities requiring special accommodations for attendance at the meeting should contact the Administration Department at the Jackson Municipal Complex at least one (1) business day prior to the meeting. It is possible that members of the Village Board may attend the above meeting. No action will be taken by any governmental body at this meeting other than the governmental body specifically referred to in this meeting notice. This notice is given so that members of the Village Board may attend the meeting without violating the open meeting law. Page 1 of 14 DRAFT Page 2 of 14 DRAFT Page 3 of 14 Taking the lead in Washington County STAFF MEMO Village of Jackson Public Works To: Brian Heckendorf, Village President Jen Heidtke, Village Administrator CC: Personnel Committee; Village Board From: Jack Straehler, Director of Public Works Subject: Amending Employee Handbook Chapter 3 - Classification and Compensation Meeting Date: September 29, 2026 – Personnel Committee Background and Analysis: This memo is to inform the Board of the Village’s current practices regarding employee call-in compensation and weekend duty coverage and to establish clear, consistent expectations for employees assigned after-hours and weekend emergency coverage. The current Employee Handbook requires employees to perform weekend work on a rotating basis and provides overtime compensation for actual hours worked. However, it does not specifically address minimum call-in pay nor availability and response requirements associated with weekend on-call duty. Staff recommend formally incorporating the following existing practices and proposed requirements into the Employee Handbook. 1. Minimum Call-In Compensation The Village currently follows an unwritten practice of providing hourly employees called back to work after their regular shift and before their next scheduled shift a minimum of one hour of compensation. If the employee works more than one hour, the employee is compensated for the actual time worked at the applicable compensation rate. Staff recommends formally recognizing this existing practice in the Employee Handbook to provide clear and consistent expectations for employees and Supervisors. 2. Weekend On-Call Availability In addition to scheduled weekend work on a rotating basis, staff recommend establishing a formal weekend on-call requirement. An employee assigned to weekend on-call duty would be available from the end of the regular work shift on Friday through the beginning of the next regular work shift on Monday. During this period, the employee would be required to: • Remain available by telephone or other designated means of communication; • Remain within a reasonable response area and capable of responding to a Village emergency within 45 minutes • Respond to and address Village emergencies as directed. Page 4 of 14 Taking the lead in Washington County To compensate the employee for this availability requirement, staff recommend two hours of compensation at one and one-half times the employee’s regular rate of pay for each weekend on-call assignment, sometimes called. This compensation would be in addition to pay for any actual work performed. 3. Compensation for Weekend Work The Village’s existing practice for compensating actual weekend work would remain unchanged. Employees would continue to receive one and one-half times their regular rate of pay for actual hours worked during an assigned weekend duty period, consistent with the Employee Handbook. On-call compensation would therefore be separate from and in addition to compensation for actual emergency or other authorized work. 4. Holiday Coverage When a Monday holiday extends the weekend on-call period, coverage would continue through the holiday and end at the beginning of the next regular workday, Tuesday. The assigned employee would receive one hour of compensation at one and one-half times the regular rate for the additional holiday coverage. When a holiday immediately precedes a weekend, the assigned employee would provide on- call coverage from the end of the employee’s regular shift before the holiday/weekend period through the applicable end of the coverage period. The employee would receive one hour of compensation at one and one-half times the regular rate for each applicable additional holiday coverage day. Any actual work performed during a holiday or extended on-call period would be compensated separately in accordance with the Employee Handbook. These provisions are intended to ensure uninterrupted emergency coverage during weekends and holiday periods while providing consistent compensation and expectations for employees assigned to on-call duty. If you have any questions, please let me know. JS Recommendation: Personnel Committee recommends the Village Board approve amendments to Chapter three of the Employee Handbook regarding classification and compensation, subject to review and changes by the Village Attorney and Village Administrator. Attachments: 1. Amended Employee Handbook Chapter 3 – Classification and Compensation Page 5 of 14 Section 3 Page 1 2024 SECTION 3: CLASSIFICATION AND COMPENSATION 3.01 At-Will Employment Policy Unless specifically prohibited by law, all Village employees are at-will employees and, accordingly, are free to resign at any time without reason. The Village also retains the right to terminate an employee’s employment at any time with or without reason or notice if it is not an illegal reason. Nothing contained in any Village policy, handbook, rule, document, communication, or practice is intended to be, create, or imply a guarantee that employment or any Village benefit will be provided for any period. The Village’s provision of certain benefits now and in the future does not change the fundamental employment-at-will relationship. Compensation figures provided in annual or monthly terms to employees are stated as such for convenience or to aid in salary comparison and are not intended to create an employment contract or a guarantee of employment or compensation for a specific period. 3.02 Classification of Positions The Village classifies all positions based on several factors, including but not limited to, the degree of responsibility, level or training required, complexity of relationship, supervisory responsibility, and necessity for exercising independent judgment. A job description exists for each position and sets forth duties, responsibilities, and authority of that position. All Village positions will be classified according to the guidelines of the Department of Labor. 3.03 Compensation Policy It is the policy of the Village of Jackson to compensate its employees in a manner which it deems equitable and commensurate with the degree of responsibility corresponding to the position. The Village will periodically review wages and salaries and in doing so will undertake and consider the employee’s performance, level of responsibility and studies comparing wages and salaries for similar positions in communities of a similar size and nature. Any adjustment to wages and salaries will be at the Village’s sole discretion and will be based primarily upon the Village's financial situation and ability to pay. 3.04 Elimination, Change, and Creation of Positions If a Department Head desires that the duties corresponding to a departmental position be eliminated, decreased, increased, or otherwise changed, or if a Department Head desires the establishment of a new position, the Department Head should consult with the Village Administrator. The Village Administrator will investigate the matter and report their findings to the Village Board, which will take whatever action (if any) it may consider appropriate regarding the position. Page 6 of 14 Section 3 Page 2 2024 3.05 Pay Period The payroll period is every two (2) workweeks, except for the Fire Department paid-on- call firefighters who are paid monthly, and Village Board members who are paid semi-annually. The defined workweek, established by the Village, is from Monday at 12:01 a.m. through Sunday at 11:59 p.m. unless specified via collective bargaining agreement or for shift firefighter/ paramedic positions. Payroll will be processed every other Monday unless a holiday falls on a Monday.1 The employee will receive their pay on the next regular workday. There are no salary advance provisions for any employee. Employees should notify their immediate supervisor and the Treasurer/HR Assistant if they believe there are errors in their paychecks. 3.06 Payroll Deductions The Village will make mandatory deductions from paychecks in accordance with federal and state laws and regulations. Voluntary deductions may be made upon written authorization of the employee and approval of the Village Administrator or designee. If an exempt employee believes the Village made an improper deduction to their pay, that employee should refer to the Good Faith Safe Harbor policy contained in this handbook and follow the policy’s reporting procedure. 3.07 Working Hours For all full-time general administrative employees, a regular workweek shall consist of forty (40) hours per week, Monday through Friday. For general administrative employees, normal working hours shall be from 8:00 a.m. to 4:30 p.m., with one thirty (30) minute unpaid lunch period during the middle of the workday. For non-represented employees of the Police and Fire Departments, working hours will be established by their respective Chiefs. For all employees of the Water Utility, Wastewater Utility, and Public Works Department, working hours will be established by the Department Head(s). 3.08 Overtime Pay Overtime is any time earned by a nonexempt employee more than forty (40) hours per week.2 Overtime shall be compensated at a rate of one and one-half times the employee’s base rate of pay. All overtime must be expressly authorized by the employee's Department Head. The 1 Public safety employees in the Village’s Police and Fire Departments operate under a 207(k)-work period, as permitted by the FLSA. 2 Public safety employees in the Village’s Police and Fire Departments operate under a 207(k)-work period, as permitted by the FLSA. To the extent a 207(k)-work period is utilized, that work period will dictate overtime pay. Page 7 of 14 Section 3 Page 3 2024 Village may require employees to work overtime to ensure efficient operations. Refusal to work required overtime or to work any non-overtime assignment may result in disciplinary action. 3.09 Pay for Holidays Worked Employees called in to work on holidays shall be compensated at a rate of one and one- half times the employee’s base rate of pay, for a minimum of one (1) hour, even if the employee has not exceeded forty (40) hours within the work week. 3.10 Call-In, Weekend and Holiday Rotation Pay All full-time Water and Wastewater Utilities operations specialists and Public Works employees shall be required to be available to respond to afterhours calls for service within 45 minutes of being notified by their supervisor and provide weekend and holiday rotation duty on a rotating basis. When an employee is called in to respond to an after hours emergency, they shall receive a minimum of one (1) hour of compensation. The employee on rotation for the weekend and/or holiday shall be compensated at a rate of one and one-half times the employee’s base rate of pay, even if the employee has not exceeded forty (40) hours within the workweek. Weekend is defined as end of shift on Friday to beginning of shift on Monday. the forty-eight-hour timeframe from 12:01 a.m. Saturday through 11:59 p.m. Sunday. One (1) hour of call-in pay will be provided each weekend day or holiday an employee is on call, for example Labor Day weekend would include one (1) hour of call-in pay for Saturday, Sunday and Monday. 3.11 Emergency Closings At times, emergencies such as severe weather, fires, power failures, or earthquakes can disrupt Village operations. In extreme cases, these circumstances may require the closing of a Village facility. When operations are officially closed due to emergency conditions, the time off from scheduled work will not be paid to the extent permitted by law, except that employees are allowed to substitute accrued vacation, compensatory time, or personal time to receive time off with pay, consistent with department policy. Employees in essential operations may be required to work on a day when operations are officially closed. 3.12 Coronavirus Workplace Policy The Village of Jackson goal is to prevent the spread of COVID-19 in the workplace and keep everyone healthy and safe (see Village of Jackson COVID-19 Policy & Procedure Manual). Page 8 of 14 Taking the lead in Washington County STAFF MEMO Village of Jackson Public Works To: Brian Heckendorf, Village President Jen Heidtke, Village Administrator CC: Personnel Committee; Village Board From: Jack Straehler, Director of Public Works Subject: Review of Proposed Summer Hours May Through September 2027 – One Year Trial Meeting Date: September 29, 2026 – Personnel Committee Background and Analysis: This memo is to inform the Board that staff are requesting approval to implement a one-year trial of summer hours from May through September 2027.The purpose of the trial is to provide a modified summer work schedule while maintaining adequate staffing, coverage, responsiveness, and service levels to meet the needs of the Village. The trial would apply to the following positions: • Department of Public Works: Director of Public Works, Public Works and Utility Supervisors, Public Works operational field staff, Utility Billing Clerk/Administrative Assistant • Inspections and Zoning: Director of Inspections and Zoning, Assistant Building Inspector • Parks and Recreation: Director of Parks and Recreation, Adult and Youth Recreation Supervisors • Police: Police Chief, Police Lieutenant, Administrative Assistant • Fire: Fire Chief, Assistant Chief • Administrative Office: Administrator, Treasurer, Clerk, and Deputies The modified schedule would not apply to employees that work specific shifts. Including both administrative and operational staff in the modified summer schedule will allow all Departments to evaluate the effectiveness of the modified schedule across the Village's various functions and responsibilities. Under the proposed schedule, employees would work four 9-hour days, Monday through Thursday, with a half-day on Friday. This maintains employees' regular full-time hours while providing Friday afternoon availability during the summer months. Operational needs requiring Friday afternoon coverage including mandatory work, meetings, inspections, appointments, or other Village business would continue to be accommodated through appointments or predetermined schedules. Employees would be expected to adjust their schedules as necessary to meet operational needs. Public Works employees assigned to weekend on-call coverage would work five 8-hour days, including a full Friday shift, to ensure adequate coverage and completion of required Friday work. This would maintain a full 40-hour workweek. The modified schedule would not reduce the Page 9 of 14 Taking the lead in Washington County level of service provided by the Village. Emergency response, required maintenance, scheduled projects, inspections, utility operations, and other essential services would remain priorities. Supervisory staff would monitor the schedule throughout the trial and adjust as necessary to maintain adequate staffing and coverage. At the conclusion of the trial, all Departments would evaluate the summer hours based on: • Operational effectiveness • Staffing and coverage • Responsiveness to residents • Project schedules and completion • Employee feedback • Overall service delivery If the trial demonstrates service levels can be maintained, staff will propose transitioning the summer hours trial to a permanent summer-hours schedule beginning in 2028. This change would require formal approval of an Employee Handbook amendment to section 3.07 Working Hours. If you have any questions, please let me know. JS Recommendation Personnel Committee recommends the Village Board approve the proposed May through September summer hours schedule as a one-year trial program, to begin in 2027. Page 10 of 14 Taking the lead in Washington County STAFF MEMO Village of Jackson Public Works To: Brian Heckendorf, Village President Jen Heidtke, Village Administrator CC: Personnel Committee; Village Board From: Jack Straehler, Director of Public Works Subject: Public Works Services Coordinator – Job Description Review Meeting Date: September 29, 2026 – Personnel Committee Background and Analysis: This memo is to inform the Board that staff are proposing to retitle the current Engineer Technician position as Public Works Services Coordinator and update the corresponding job description to better reflect the position’s responsibilities and the operational needs of the Public Works Department. The Engineer Technician position has been vacant for several months. Historically, this position has been difficult to recruit and retain across municipalities. Staff believe the proposed title and job description more accurately reflect the scope of work and will better position the organization to attract qualified candidates. The revised job description would more clearly define the technical, engineering, infrastructure, and coordination responsibilities of the position, while providing flexibility to assist with field operations and support the utility divisions with regulatory requirements and compliance with the Wisconsin Department of Natural Resources (DNR). The proposed changes are intended to clarify and modernize the position and better reflect the needs of the Public Works Department. They will not change the position’s organizational placement, fundamental purpose, or supervisory structure. The position will continue to report to the Director of Public Works and provide direct support to the Director, as well as the Streets, Parks, Water, and Sewer utility supervisors. If you have any questions, please let me know. JS Recommendation Personnel Committee recommends the Village Board approve the proposed change in title from Engineer Technician to Public Works Services Coordinator and approve the corresponding revised job description. Page 11 of 14 1 VILLAGE OF JACKSON JOB DESCRIPTION POSITION: Public Works Services Coordinator DEPARTMENT: Department of Public Works IMMEDIATE SUPERVISOR: Director of Public Works CLASSIFICATION: Full-Time, Non-Exempt GENERAL POSITION DESCRIPTION The Public Works Services Coordinator provides coordination, project support, regulatory compliance, infrastructure management, utility coordination, construction oversight, and administrative support for public works activities within the Village of Jackson. Under the direction of the Director of Public Works, the position supports the planning, maintenance, improvement, and construction of Village infrastructure, including streets, stormwater facilities, water distribution and wastewater collection systems, utilities, and related facilities. The position coordinates permits and regulatory requirements, maintains records and documentation, supports utility reporting, assists with inspections and project administration, and serves as a liaison with contractors, consultants, utilities, property owners, regulatory agencies, and other governmental entities. The position also supports stormwater management and regulatory compliance programs, including stormwater inspections, erosion control oversight, illicit discharge investigations, infrastructure mapping and recordkeeping, annual reporting, and municipal stormwater permit requirements. LICENSE/CERTIFICATION REQUIREMENTS A successful candidate shall possess a valid Wisconsin Driver's License and an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to perform the duties of the position. Wisconsin Department of Natural Resources (DNR) certifications related to water and wastewater operations are desirable but not required. A Commercial Driver's License (CDL) is desirable but not required. SKILLS, KNOWLEDGE, AND ABILITIES Knowledge of municipal public works operations, infrastructure systems, construction practices, utility coordination, permitting, and regulatory compliance. Knowledge of streets, water and wastewater systems, stormwater and drainage, erosion control, infrastructure maintenance, and asset management. Knowledge of municipal regulatory requirements, including Wisconsin DNR, PSC, WisDOT, EPA, and MS4 requirements. Ability to review plans, specifications, development and construction documents; conduct field inspections; maintain accurate records; coordinate projects; communicate effectively; and identify practical infrastructure solutions. Ability to work effectively with Village staff, contractors, consultants, utilities, property owners, regulatory agencies, and the public. EDUCATION AND PRIOR EXPERIENCE Minimum qualifications include graduation from a technical college or university with coursework in Public Works Administration, Construction Management, Water/Wastewater Technology, Environmental Studies, or a closely related field. Relevant municipal, public works, utility, construction, infrastructure, or project Page 12 of 14 2 administration experience is desirable. An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. SPECIFIC POSITION RESPONSIBILITIES Other duties or functions may be required from time to time; therefore, the information below is not intended to be an exhaustive list of responsibilities for this position. • Reviews plans, specifications, development plans, drainage studies, and construction documents for compliance with Village standards and applicable regulations. • Coordinates with developers, consultants, contractors, utilities, property owners, regulatory agencies, and governmental entities. • Assists with project planning, scheduling, cost estimates, capital improvement planning, budgeting, and infrastructure assessments. • Conducts and coordinates field inspections, site evaluations, construction observation, and surveys. • Coordinates roadway, water, wastewater, stormwater, and other infrastructure improvements. • Maintains GIS mapping, utility records, infrastructure inventories, and asset management information. • Researches infrastructure issues and develops practical recommendations and solutions. • Assists the Director of Public Works with long-range planning, capital projects, departmental initiatives, and related projects. • Responds to public concerns regarding infrastructure, utilities, drainage, and construction. • Attends departmental, committee, Board of Public Works, utility, and other meetings and provides project updates and technical information. • Coordinates permitting, inspections, reporting, recordkeeping, and regulatory compliance for Village public works activities. • Assists with applicable Wisconsin DNR, PSC, WisDOT, EPA, and other regulatory requirements. • Supports the Village’s stormwater and MS4 programs, including inspections, reporting, recordkeeping, public education, and compliance. • Inspects and monitors stormwater facilities, drainage systems, outfalls, detention and infiltration facilities, and construction sites. • Reviews grading, erosion control, drainage, and stormwater management plans for compliance. • Assists with illicit discharge investigations, drainage and flooding concerns, watershed management, and water quality initiatives. • Maintains regulatory, stormwater, GIS, inspection, permit, and infrastructure records. • Maintains records and prepares reports for water, wastewater, stormwater, streets, streetlighting, and other municipal infrastructure. • Assists with infrastructure and utility planning, maintenance, rehabilitation, replacement, and capital improvement activities. • Evaluates infrastructure conditions and provides recommendations for maintenance, replacement, and improvements. • Coordinates utility records, GIS mapping, infrastructure inventories, and asset management information. • Provides project status updates, infrastructure assessments, and recommendations to the Director of Public Works. • Participates in training, seminars, conferences, and professional development activities as directed. Page 13 of 14 3 ENVIRONMENTAL ADAPTABILITY The work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. The employee may occasionally be required to work abnormal hours. The noise level in the work environment is generally moderate. The position requires the ability to sustain prolonged visual concentration and to sit or stand for extended periods. While performing the duties of this job, the employee may be required to climb ladders and stairs; walk through mud; traverse irregular surfaces; climb over construction debris; inspect infrastructure facilities; enter construction sites; inspect stormwater facilities; and work outdoors under varying weather conditions. Good vision, both near and far, is required. The ability to communicate via portable radio and other communication equipment is required. The employee must possess the physical ability, strength, and mobility necessary to perform the duties of the position independently and in coordination with others. The employee may occasionally lift and/or move up to 50 pounds and perform bending, twisting, climbing, standing, walking, and sitting for extended periods during inspections, plan reviews, meetings, field investigations, and construction observation activities. The Village of Jackson is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective and current employees to discuss potential accommodations with the employer. Job Description Updated on September 16, 2026 __________________________________ _______________ Supervisor’s Signature Date __________________________________ ___________ Employee’s Signature Date Page 14 of 14