00-Personnel Committee Packet 2.4.2025

Personnel Committee May 8.2024 Page 1 CITY OF OCONTO FALLS PERSONNEL COMMITTEE MEETING Council Chambers – Municipal Building 500 N. Chestnut Avenue Oconto Falls, WI 54154 IMMEDIATELY FOLLOWING ORDINANCE COMMITTEE WEDNESDAY MAY 8, 2024 – 6:00 PM MINUTES Chairman Mathew McDermid called the meeting to order at 5:35 pm. Roll Call Present: Mathew McDermid, Marty Coopman, Ashley Bahrke, Tim Holman, and Peter Wills (non- voting) Absent: Devin Wirtz, Jeff McDonald Also Present : Mayor Clint Braun, Deputy Clerk Jenny Friedman, Police Chief Brad Olsen, Tim Holman, Valerie Greetan (Coopman aide) DISCUSSION AND POSSIBLE RECOMMENDATION/ACTION ON THE FOLLOWING: B. Election of Chair MOTION: Bahrke/Coopman Motion to nominate Mathew McDermid as chair. Voice Vote: all voting aye – MOTION CARRIED A. Approval of Minutes- Personnel Committee 02.13.2024 MOTION: Bahrke/Coopman Motion to approve Personnel Committee 02.13.2024 Voice Vote: all voting aye – MOTION CARRIED B. Resignation of Street Department Superintendent Alan Winkler NO ACTION OR DISCUSSION TAKEN C. Recruitment of Street Department Superintendent The city will be in need of a new Street Department Superintendent with the resignation of current Street Department Superintendent Alan Winkler. D. The Committee may go into closed session to discuss matters of Recruitment of Street Department Superintendent employment, promotion, compensation, or performance evaluation data of public employees pursuant to 19.85 (1C) Wis. Stats. 1. Re: Street Superintendent Position MOTION: Bahrke/Holman Motion to go into closed session at 5:55pm to discuss matters of Recruitment of Street Department Superintendent employment, promotion, compensation, or performance evaluation data of public employees pursuant to 19.85 (1)(C) Wis. Stats. Personnel Committee May 8.2024 Page 2 Voice Vote: all voting aye – MOTION CARRIED Those remaining in closed session were Mayor Clint Braun, Mathew McDermid, Marty Coopman, Ashley Bahrke, Tim Holman, Peter Wills, Police Chief Brad Olsen, Deputy Clerk Jenny Friedman. E. The Committee will return to open session and may take action on matters discussed in closed session. 1. Re: Street Superintendent Position MOTION: Holman/ Coopman Motion to return to open session at 6:14pm. Voice Vote: all voting aye – MOTION CARRIED MOTION: Holman/Coopman Motion to post for recruitment of Steet Department Superintendent with pay range of $28-$33 dollars and make changes to the job description. Voice Vote: all voting aye – MOTION CARRIED F. Status of Police Officer Nicole Blaskowski G. The Committee may go into closed session to discuss matters of Status of Police Officer Nicole Blaskowski employment, promotion, compensation, or performance evaluation data of public employees pursuant to 19.85 (1C) Wis. Stats. 1. Re: Nicole Blaskowski status MOTION: Holman/Bahrke Motion to go into closed session at 6:15pm to discuss matters of Nicole Blaskowski employment, promotion, compensation, or performance evaluation data of public employees pursuant to 19.85 (1C) Wis. Stats. Voice Vote: all voting aye – MOTION CARRIED Those remaining in closed session were Mayor Clint Braun, Mathew McDermid, Marty Coopman, Ashley Bahrke, Tim Holman, Peter Wills, Police Chief Brad Olsen, Deputy Clerk Jenny Friedman H. The Committee will return to open session and may take action on matters discussed in closed session. 1. Re: Nicole Blaskowski status MOTION: Coopman/Bahrke Motion to return to open session at 6:34pm. Voice Vote: all voting aye – MOTION CARRIED I. Adjournment. Having no further business, Chairman McDermid declared the meeting adjourned at 6:39 pm. ________________________________ City Administrator Peter Wills A quorum of the Common Council was in attendance of this meeting. Work Plan 2025-2026 City of Oconto Falls 1 | P a g e Departments ADMINISTRATION PROJECTS In Process: WI DOA Fire Station infrastructure grant tracking on going Columbia Street Reconstruction March 2025-December 2025 Park Projects April 2025-September 2025 Memorial Field Playground April 2025-September 2025 City Hall HVAC Replacement January 2025-March 2025 City Hall Technology Upgrades January 2025-March 2025 City Buildings Cameras upgrade February 2025-April 2025 New Copiers Jan 2025 Upgrade Key Cards & Cameras City Hall Feb-March 25 Upgrade East & West side Beach, Street Dept, Cameras March25-April 25 Large Display interactive Board Council Chambers March 25 Columbia Street CDBG February 2024 2% Fire Dues ESLA Reporting January 2025 Enforcement of Nuisance Ordinance Downtown November 2024-August 2025 Street Dept Equipment Replacement November 2024-February 2025 2025 Stormwater Repair January 2025-September 2025 Street Repair Mastic Equipment January 2025-February 2025 Former Fire station 98 Jackson Setup for Street Dept January 2025-February 2025 2024 WI DNR Urban Forestry Grant Wrap Up January 2025 2025 WI DNR Urban Forestry Grant Implementation January -June 2025 Update City Comprehensive Plan & Housing Plan February 2025-July 2026 Paid Time off Review Personnel Manual Updates Job Description Review February-August 2025 Compensation and Classification Review April -August 2025 WI DNR Knowles-Nelson Stewardship Grant Application May 1, 2025 Department Head Reviews July-August 2025 Former Westside Street Shop Review July-August 2025 Ongoing/Waiting: Last Update Property Development Apartment Development Property 1.21.2025 Residential Development Property Memorial Field High School Contract Negotiations 1.30.2025 Farmers Market Discussions 1.24.2025 Middle School/Youth Football 1.14.2025 Work Plan 2025-2026 City of Oconto Falls 2 | P a g e Youth Baseball/Softball 1.13.2025 Sno-Jokers/Memorial Weekend Library Consolidation Ordinances: Last Update: Downtown Housing Ordinance Rewrite 1/21/2025 Subdivision Ordinance 1/21/2025 Water/Utility Ordinance Façade Revolving Loan Program 2025-2026 Assessor Priority: Assessor Citywide Property Revaluation Feb -July 2025 Kickoff Meeting Feb 11th Update Council on Revaluation Feb 11th Open Book July 30th Board of Review September 4th Treasurer Priority: WI DOA Fire Station Infrastrure Grant Tracking Caselle new accounting system training Oct-Nov 2024 Caselle adopt new payroll, AP/AR Dec-Feb 2025 Tax Collections Dec 2024-Feb 2025 Tax Dispersal February 2025 W-2, 1099, Federal Filings, Sales Tax (City, Utility, Library) January-February 25 Dog Licenses Dec-April 25 2024 Pre audit January 2025-May 2025 DSPS Injury Report January 2025 Post Employment actuarial Studies February 2025 Flex Spending non-discrimination February 2025 WRS Reconciliation Columbia Street CDBG February 2024 Audit all financials February-April Clerk Public Voter machine Test Feb 10 2025 Spring Primary Feb 18 2025 Absentee Ballots Spring Election April 1, 2025 Annual Appointments & Oaths April 2025 New Liquor/Tobacco Licenses Chicken License Renewal Fire Department Priority: Work Plan 2025-2026 City of Oconto Falls 3 | P a g e Replacement Equipment Planning 7.2024-8.2026 Confined Space Training 1.2025-3.2025 Personnel Review 12.2024-8.2025 Emergency Management Priority: Communications and Technology Emergency Operations Plan Update 2025-2026 Library Priority: Library Planning 2025-2026 Municipal Court Priority: Judge Training Spring 2025 Police Priority: Police Dept Leadership Succession Planning ongoing DARE Training Jan- Feb 2025 Instructor Development Certification April-May 2025 Street Department Updated: General Capital New Street Sweeper Training April 2025 New Truck Lift January 2025 Brine Tank Evaluation Dec 2024-March 2025 Projects 2025-2026 Columbia Street Project Mark and remove trees Jan 2025-Feb 2025 Assist with detour signage General Operations Street Dept Relocation Street Dept Buildings evaluation Jan 2025-Aug 2025 GIS Map Development joint Utility 2025-2026 Stormwater Repair & Replacements 2025-2026 Personnel Leadership Development Nov 2024-Dec 2026 Work Plan 2025-2026 City of Oconto Falls 4 | P a g e Arborist Training 2025-2026 Stormwater Training 2025-2026 Roadwork Training 2025-2026 Parks – Capital and Operations Ice Rink Improvements & Maintenance Dec 2024-March2025 McDermid Park Improvement(s) 2025 Tree Planting Project/WI DNR Grant 4/25-6/25 Westside Beach Water/Sewer for Bathrooms 2/25-4/25 Tree Inventory 2025-2026 Utility Department Columbia Street Project Mark and remove trees Jan 2025-Feb 2025 Lift Station #2 March 2025-Aug 25 Preconstruction Lateral Cust Contacts Jan- Feb 2025 New Electric Substation Water Meter Replacement Project 2025-2026 Sanitary Sewer Rate Study Done Dec 2024 Utility Cost Allocations 2025-2026 Electric Rate Increase PSC 2024-2026 GIS Map Development 2025-2026 City Fiber Network Cross Connections 25 If the City has justifiable reason to suspect that an employee is abusing sick leave, such certification of illness may be required and shall be furnished for sick leaves of less duration. The leave provided for in this Section shall appl y only to days that the employee is regularly scheduled to work and shall not apply to overt ime hours or to days when the employee is on vacation, on funeral leave, military leave or on any other type of paid or unpaid leave of absence. As a mutual protection for the employee and the C ity, the City may, to the extent allowed by law, require an employee to submit to a physical examination by the C ity-designated physician when, in the opinion of the Common Council/Utility Commissi on or appropriate committee thereof, the performance of the employee may have become limited or weakened by virtue of impaired health. The Common Council may require th e employee to conform to the physician’s recommendation as a condition of continued employment with the City. If the physician’s report indicates that the employee is unfit to perform the duties of their job be cause of a physical condition, the City may place the employee on a Temporary Medical Leave of Absence. In all cases of injury requiring the services of a physician, it is the responsibility of the employee to obtain from the physician a release authorizing their return to work. No employee shall be allowed to return to work without a properly signed release from a physician. Management reserves the right to require a physician’s release that an employee is fully capable of performing job func tions, as described in the job description, when taking drugs prescribed by a licensed physician. Another use of sick leave shall include any form of preventive medicine or treatment which requires the employee to take time off du ring normal working hours to see th eir doctor, receive hospital or clinical services, dental care, or any other similar medical attenti on. Such usage must be requested and approved prior to leaving the work station. Sick leave pay shall not be considered a right which an employ ee shall use at their discretion, but shall be allowed as a privilege in such cases where the employee is sick or disabled as described above. -- 445 TUITION REIMBURSEMENT If an employee is taking job related course work that they would like City reimbursement for, they must be granted prior approval by the City Administrator or Utility Manager. Those seeking tuition reimbursement must present a grad e report indicating satisfactory completion of the course and a receipt showing that they made the appropriate fee payment to the City Administrator. Successful completion shall be considered a grade of “C” or better or “passi ng” where no letter grade is assigned. Only tuition, books and lab fees are reimb ursable, only classes required by the City will be granted mileage reimbursement at the current IRS rate. A course may have been paid for in the previous calendar year, however, it is the date of the completion that authorizes payment. All reimbursements will be limited to an appropriate level class at an in-state, public university and will be based on a first come, first approved, per semester basis to the budgeted amount. An employee may be eligible for reimbursement of these costs if: • The course of instruction is work-related and approved by the City Administrator or Utility Manager upon recommendation by the employee’s supervisor prior to the first day of class; • The employee provides evidence of having successfully completed the course; and • The employee is not eligible for full or pa rtial reimbursement of costs from any other source. In the event partial reimbursement is received from another source, the City may pay the difference between the amount received and the full costs of the program. 26 Consideration of employee requests for reimbursement of costs related to their continuing education and training is dependent upon budgetary constr aints, the recommendation of the employee’s supervisor and City Administrator or Utility Manager approval. Employees who participate in and complete programs of instructi on on their own time and at their own expense are encouraged to notify their supervisor and the City Administrator so the information can be made a part of the employee’s personnel file. -- 450 VACATION BENEFITS The City of Oconto Falls believes that adequate time must be pr ovided to employees annually for rest and relaxation. For this reason, vacation earne d shall be taken within the calendar year. An employee shall not be eligible for more than one week of vacation pay in lieu of vacation leave and only if it can be proven that it was through the reque st of the City/Utility that vacation time was not used will payment in lieu of vacation be made with approval of the Council or Commission. Vacation time shall be accrued by full-time employees. After an employee’s familiarization period, accrued vacation days may be taken subject to sche duling by the employer. Employees must be on paid-time status a minimum of fift een (15) days in one (1) month to accrue vacation days for that month. The vacation year is the calendar year. Vacation time may not be carried from one (1) calendar year to another with the exception of one (1) weeks equivalent vacation into the next year. Vacations are not to be scheduled so that they ca rry over from the end of one calendar year into the beginning of the next, unless prio r authorization has been granted by the City Administrator or Utility Manager or Mayor in the case of the Police Chief and City Administrator. Vacation benefits for designated part-time employ ees shall be pro-rated according to time worked during a calendar year. Vacation be nefits for designated full-time em ployees shall be pro-rated for the first year of employment as follows: If the empl oyee starts before July 1 st at January 1 st of the upcoming year the employee will be deemed to have completed thei r first year of employment. After January 1st of the following year the employee will be earning for vacation on the basis of the second year. (Example, an employee starts Febr uary 2005; employee earns 11/12 of their first year’s vacation. As of January 1, 2006, they are considered in their second year of employment and earn second year vacation). If the employee starts on or after July 1 st they must work until the following year (January 1st of the second year worked) to complete their first year of employment (a maximum of 18 months). However, the employee will earn prorated vacation during the first year from the start date to January 1 st. Similarly they will earn another allotm ent of first year va cation from January 1 st to January 1st of the following year. After the second Ja nuary 1st, the employee will earn second year vacation. (Example, an employee starts July 2, 2005. They may take ½ of their first year’s vacation. January 1, 2006, they earn another allotment of first year vacation. As of January 2007, they are considered in their second year of employment earning second year vacation). Years Employment Vacation Time Accrued Years Employment Vacation Time Accrued (Time calculated: 1 day = 8 hours) Start date January 40.00 hours Start date July 20.00 hours February 36.50 hours August 16.50 hours March 33.00 hours September 13.00 hours April 30.00 hours October 10.00 hou rs 27 May 26.50 hours November 6.50 hours June 23.00 hours December 3.00 hours Start of year 2 10 days Start of year 1 5 days year 7 15 days year 2 10 da ys year 12 20 days year 7 15 days year 20 25 days year 12 20 days year 20 25 days The minimum amount of vacation that may be taken is set by departmental policy, but may not be less than 4 hour in duration. All vacation selections must be pre-approved by the supervisor, in accordance with departmental or contractual polic y. Individual contracts, labor contracts and/or resolutions may provide some variation in this benefit. Vacation benefits will not be paid to familiariz ation employees who termin ate, or are terminated, prior to the completion of their familiarization period. In the event of the employee’s death, compensation for all unused vacation allowance shall be paid to his/her beneficiary. -- 455 HOLIDAYS The City of Oconto Falls grants 10 negotiated holidays to its exempt full-time employees: New Year’s Day Good Friday (Friday before Easter) Memorial Day Independence Day Labor Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Christmas Day Floating holiday Unless specifically provided fo r otherwise in this Section, th e holidays listed above shall be observed on the day established by the Wisconsin Statutes. Whenever any of the holidays falls on a Sunday, the succeeding work day shall be the holiday. Whenever any of the holidays falls on a Saturday, the preceding work day shall be the desi gnated holiday. Holiday pay will be paid only to those employees who have worked their regular scheduled hours the day be fore and the day after the designated holiday, except if they are on vacat ion or jury duty. Regular part-time employees who are scheduled to work a holiday and work either the day before or the day after the holiday will be paid for the holiday. All full-time employees shall annua lly be granted one (1) floating ho liday with pay, such day to be taken off at a time mutually agreed upon between the employee and the department head. New personnel classified regular full-time, who begi n employment with the City prior to July 1 st of the year, shall be entitled to one (1) floating holiday. New regular full-time employees, who begin employment with the City on July 1st and after, up until October 1st, shall be entitled to use one-half of a floating holiday (4 hours). New regular full-time personnel who begin employment on October 1st and after shall not be entitled to any floating holiday for that calendar year. Employees who do not use their entitled floating ho liday in the given calendar year will not receive additional compensation or additional time off as a carry-over into the next year.