City of Portage Human Resources Committee Meeting Wednesday, August 16, 2017, 5:30 p.m.

Municipal Building, Conference Room One Amended Agenda

Members: Rick Dodd, Chairperson, Dennis Nachreiner, Jeff Monfort, Martin Havlovic, Doug Klapper, Rita Maass 1. Roll call 2. Approval of minutes from the June 12, 2017 meeting. 3. Presentation, discussion and possible recommendation of Compensation and

Classification Report prepared by Carlson Dettmann Consulting 4. Discussion and possible recommendation on Recreation Coordinator Position

Description. 5. Discussion and possible recommendation on Proposed Revisions To Personnel

Policies & Procedures Manual. 6. Staff Report

a. Limited Term Police Staffing b. Council Education 7. Adjourn to Closed Session Per Chap. 19.85(1)(c) to Review Performance

Evaluation of Employee. 8. Return to Open Session 9. Discussion and possible action on proposed merit adjustment for Chief of

Police. 10. Adjourn

Amended: 8/14/17; 2:00 p.m.

The meeting location is handicap accessible. If you need reasonable accommodations due to a disability, please contact the City Clerk at 608-742-2176 no later than 48 hours prior to the meeting

Page 1 of 2

City of Portage Human Resources Committee Meeting

Monday, June 12, 2017, 6:30 p.m. Municipal Building, Conference Room One

Minutes Members Present: Rick Dodd, Chairperson, Doug Klapper, Dennis Nachreiner, Rita Maass & Jeff Monfort.

Excused: Marty Havlovic

Also Present: City Administrator Shawn Murphy, Administrative Assistant Angela Clemmons, Officer Sarah Rueth Media Present: Bill Welsh, CATV

1. Roll call The meeting was called to order at 6:30 pm by Mayor Dodd. 2. Approval of minutes from the March 14, 2017 meeting.

Motion by Maass, second by Klapper to approve minutes from the March 14, 2017 meeting. Motion carried unanimously on call of roll with Nachreiner abstaining.

3. Discussion and possible recommendation on Request for Leave of Absence

Murphy explained that Officer Sarah Rueth requested unpaid leave for training with the Army Reserve from 9/24/2017 to 4/15/2018. Officer Rueth plans on returning to her position after she completes training in April, 2018. The City will provide 30 days of continued health, dental, life and income continuation insurances. After that Officer Rueth will suspend her insurances for the duration of her leave and resume them upon her return. An eligibility list for Police Officer candidates is being created to fill a potential gap due to Officer Rueth’s leave, Officer Johnson’s medical leave, and the potential departure of another Officer. One or two LTE officers may be hired if needed. Motion by Monfort, second by Nachreiner to approve Officer Rueth’s leave of Absence. Motion carried unanimously.

4. Employee Succession Planning

Murphy explained that one of his goals is to create a succession plan for key employee positions. A successful succession plan identifies key employee positions, identifies what makes an employee in that position successful, and ensures key training opportunities for employees interested in succeeding the incumbent are eligible for consideration. GovHR Staffing Analysis Study from June 2015 strongly recommended developing an employee succession study for the City. The Compensation and Classification Study from Carlson Dettmann scheduled for completion in July 2017 will provide

Page 2 of 2

insight necessary for succession planning. Murphy recommended starting with the Department Heads: Police Chief, City Clerk, Fire Chief, City Administrator, Director of Public Works/Engineering, Finance Director, Park & Recreation Manager, Director of Business Planning and Development, and the Library Director. Dodd set the schedule for the succession planning as one per month beginning in September 2017. The Police Chief will be completed in September, the City Clerk in October, the Fire Chief in November, and the City Administrator in December of 2017. If the schedule needs to be altered due to unexpected projects or issues, the Human Resources Committee would like to be notified.

5. Staff Report a. Update on Selection of Customer Acct Clerk

Candidates for the Customer Account Clerk position are currently being interviewed. This is an LTE position and will not go to Human Resources.

b. Update on Compensation and Classification Study Carlson Dettmann met with Department Heads to go over support staff documentation. When comparing job positions they need to look at more than job titles because job duties for positions in each municipality vary. A final report will be available in July.

6. Adjourn to Closed Session per Chap. 19.85(1)(c) to discuss Offer of Employment for Utility Account Clerk. Motion by Nachreiner, second by Maass to adjourn to Closed Session per Chap. 19.85(1)(c) to discuss Offer of Employment for Utility Account Clerk. Motion carried unanimously on call of roll at 7:09 p.m.

7. Return to Open Session Motion by Nachreiner, second by Maass to return to open session. Motion carried unanimously on call of roll at 7:30 p.m.

8. Discussion and possible recommendation on Appointment of Utility Account Clerk Motion by Nachreiner, second by Klapper to recommend Tara Mayer for the Utility Account Clerk position with a starting wage of $18.50/hour and increasing to $19.10/hour upon satisfactory completion of her probationary period with a start date of 7/10/2017. A letter of understanding is required for vacation time that will be taken during the probationary period requiring her to pay back those wages if she leaves before her probationary period ends. Motion carried unanimously.

9. Adjournment Motion by Nachreiner, second by Maass to adjourn the meeting at 7:32 p.m. Motion carried unanimously.

Submitted by Angela Clemmons, Administrative Assistant Date Approved: ________________

MEMORANDUM

To: Human Resources Committee From: Shawn Murphy, City Administrator Subject: Compensation & Classification Study Presentation Date: August 11, 2017 Patrick Glynn, Carlson Dettmann will present the initial findings of the Compensation and Classification Study at the 8/16/17 HR Committee. I wanted to provide a framework of the intent of this stage of the study. While we presume that many employees are clamoring for individual wage placement (i.e. proposed wage schedule), that is not the intent of this meeting—although we’re not far off from that all-important piece. Our goals for this HR Committee meeting includes:

(1) Informing the committee of the process to-date as well as the methodology used; (2) Walking through the major policy areas that will require action; (3) Sharing initial findings from an organizational perspective; (4) Identifying the PRELIMINARY overall cost estimates; (5) Obtaining the necessary feedback/guidance and answer any questions to bring the process to a final draft;

It’s important to note that this will be discussed in OPEN SESSION so the presentation, any questions and discussion should remain at a high level (overall ranges, classifications) not dealing with specific recommendations for salary and wage adjustments for individual positions (i.e., comparing what the consultant recommends for the Utility Clerk wages versus what we are actually paying). That will come later. The purpose of the presentation at this stage is to present overall findings and discussion of what the consultants recommendations are on possible revisions to our compensation matrix (attached). This was one of the key objectives of this study in the wake of brining the former Teamster employees into our non-represented compensation matrix. For your reference, here are the stated objectives of this study as listed in the RFP when Carlson Dettmann was selected:

1. Review current job classifications and position descriptions, evaluate and validate for knowledge, skills, abilities, essential functions, education/experience, supervision received and any licensing/certification requirements for positions in Administration, Clerical, Engineering, Public Safety and Public Works(custodial, parks, streets and utilities) areas.

2. Conduct interviews with employees and supervisors as needed.

3. Identify appropriate benchmarking standards and conduct salary/wage surveys as needed for similar position with comparable municipalities and businesses.

4. Evaluate and comment on the quality, cost and level of City’s employee benefits. 5. Conduct overall review of total compensation system, identify potential pay

compression and inequities internally and externally and provide recommendations to address. Also evaluate administration of current system and provide recommendations for improvement.

6. Employees currently in Teamsters Local No. 695 did not recertify as of 1/1/2017.

Evaluate proposed classifications for affected positions and validate or recommend changes.

Since it was a major discussion point at Council earlier, I have asked the consultant to show the impact of including Dane county communities in the compensation comparison. Attachment: 2017 Compensation Matrix

2017 101.0% Adopted 12/8/2016

1.50%

Grade HIRE Min Mid Max # of Positions

1 23,314.58$ 24,247.17$ 29,096.60$ 34,915.92$

2 30,344.30$ 31,558.08$ 37,554.11$ 44,689.39$ 2

3 37,372.41$ 38,867.31$ 46,252.10$ 55,039.99$ 8

4 45,107.61$ 46,177.37$ 54,951.07$ 65,391.78$ 4

5 51,429.43$ 53,229.45$ 63,343.05$ 75,378.23$ 5

6 55,543.78$ 57,487.81$ 68,123.06$ 80,725.82$ 2

7 59,431.84$ 61,511.96$ 72,891.67$ 86,376.63$ 6

8 63,592.07$ 65,817.80$ 77,994.09$ 92,422.99$ 3

9 68,043.52$ 70,084.82$ 82,700.09$ 97,586.11$ 2

10 72,806.56$ 74,990.76$ 88,489.10$ 104,417.14$ 1

33

HIRE Min Mid Max

1 11.21$ 11.66$ 13.99$ 16.79$

2 14.59$ 15.17$ 18.05$ 21.49$

3 17.97$ 18.69$ 22.24$ 26.46$

4 21.69$ 22.20$ 26.42$ 31.44$

5 24.73$ 25.59$ 30.45$ 36.24$

6 26.70$ 27.64$ 32.75$ 38.81$

7 28.57$ 29.57$ 35.04$ 41.53$

8 30.57$ 31.64$ 37.50$ 44.43$

9 32.71$ 33.69$ 39.76$ 46.92$

10 35.00$ 36.05$ 42.54$ 50.20$

Number of Expiring Proposed

Position Employees Rate(2016) 2017 Rate* Classification

MS Crewperson 8 $21.47 - $31.13 $21.68 - $31.44 4

Mechanic 1 $22.64 - $31.13 $22.87 - $31.44 4

Asst Mechanic 1 $22.12 - $31.13 $21.68 - $31.44 4

Building & Grounds1 $17.79 - $26.20 $17.97 - $26.46 3

City Hall Custodian 1 $17.79 - $26.20 $17.97 - $26.46 3

Sewer Operator 3 $21.47 - $31.13 $21.68 - $31.44 4

Water Operator 3 $21.47 - $31.13 $21.68 - $31.44 4

*Hire rate not less than rate in expired 2016 Teamster Contract, plus COLA

City of Portage Wage & Salary Schedule

Non-Represented

Annual

Hourly

1 Rev. 7/27/17

City of Portage

POSITION DESCRIPTION

POSITION TITLE: Recreation Coordinator PAY GRADE: 3

REPORTS TO: Manager of Parks and

Recreation FLSA STATUS: Exempt

JOB PURPOSE: This is a professional position responsible for researching, planning, coordinating, organizing,

developing, hiring and budgeting for customer focused recreational programs, pool operations,

recreation activities, beach front operations, and special events for all ages. Assists the Manager

of Parks and Recreation and is responsible for various department administrative duties.

DUTIES & RESPONSIBILITIES: The following duties are normal for this position. These

are not to be construed as exclusive or all-inclusive and other duties may be required and

assigned.

Assists Manager of Parks and Recreation with division budget preparation.

Administers and coordinates recreation program activities and events.

Administers and coordinates pool and beach programs and activities.

Schedules and coordinates the use, rental and security of pool and beach facilities, park

shelters, fairground facilities and athletic fields utilized for recreation programming and

community use.

Attends staff, committee, and board meetings as needed.

Responsible for producing marketing/advertising materials to promote recreation

programs and activities, monitors and maintains Park and Recreation website and Facebook

pages.

Under Direction of Manager, is responsible for the hiring, supervising, training,

scheduling and evaluation of seasonal/part-time employees for recreation and pool/beach

activities.

Evaluates programs and services, prepares reports, maintains records, and recommends

fees for recreation programs and special events.

Purchases, inventories, and distributes equipment and supplies for recreation programs

and special events.

Receives and processes facility reservations and program activity registrations.

Responsible for preparing schedules for various youth and adult recreational leagues.

Develops and maintains community partnerships to increase and maximize recreation

programming opportunities. Assists various organizations and volunteers.

Oversees concession operations at Silver Lake Beach with assistance from part–time

aquatic coordinator.

Performs routine administrative duties.

Responsible for daily receipting, and assists with clerical tasks, telephones, and customer

service in the general office when necessary.

POSITION QUALIFICATIONS:

2 Rev. 7/27/17

A bachelor's degree in recreation, sports management, education or closely related field

and one year of experience in a recreation setting or an equivalent combination of

education and experience. Considerable knowledge in the principals, practices and methods for

delivering community recreation services. CPR, AED and First Aid training desired. Valid WI

driver’s license is required.

Certifications in Lifeguard Instructor Trainer, Water Safety Instructor Swim Instructor Trainer or

ability to obtain within one year of hire.

HOURS OF WORK:

Typical working hours for this position are Monday through Friday with some weekend and

evening hours. Hours may be flexible to accommodate seasonal office schedule as well as

attendance at recreation programs, events or city meetings as necessary.

Minimum Physical and Mental Abilities Required to Perform Essential Job Functions

Physical Requirements

Ability to operate a variety of office and electronic equipment such as a personal computer,

registration software recreational scoring and timing equipment and public address systems,

security equipment and communications devices.

Ability to climb, walk, dig, lift and carry up to 50 pounds unassisted, and operate a variety of off-

road equipment.

Supervisory Skills

Ability to plan, instruct, assign, evaluate, and review the work of others.

Mathematical Ability

Ability to add, subtract, multiply, divide, calculate decimals and percents, and utilize principles of

algebra and geometry.

Language Ability and Interpersonal Communication

Ability to comprehend and interpret a variety of documents such as budget reports, billings,

purchase orders, contracts, expense accounts, maintenance records, vandalism reports, work

records, and attendance records.

Ability to prepare a variety of documents such as proposals, budget reports, expense reports,

meeting minutes, agendas, payroll reports, grant proposals, utility reports, and employee reports

using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.

Ability to record and deliver information, explain procedures, and follow instructions.

Ability to communicate effectively with members of the public, department heads, elected and

appointed officials, contractors, vendors and employees.

Environmental Adaptability

Ability to work effectively in an office environment as well in a variety of outdoor conditions.

The City of Portage is an Equal Opportunity Employer. In compliance with the American with

Disabilities Act, the City will provide reasonable accommodations to qualified individuals with

disabilities and encourages both prospective employees and incumbents to discuss potential

accommodations with the employer. There is a criminal background and drug-screening requirement.

3 Rev. 7/27/17

_______________________________ ________________

Employee’s Signature Date

______________________________ ________________

Manager of Park & Recreation Date

Approved by Council:

1 Rev 8/2/17

CITY OF PORTAGE

Proposed Revisions:

PERSONNEL POLICIES & PROCEDURES

MANUAL

2 Rev 8/2/17

206 Compensatory Time

In lieu of overtime pay, non-exempt employees may opt to receive compensatory time off.

Compensatory time will accrue at the rate of one and one-half (1½) hours compensatory time for

each overtime hour worked. Except for non-exempt Police Command staff (Administrative

Lieutenant, Detective Lieutenant and Patrol Lieutenant) Employees may accumulate and use

each year compensatory time not to exceed sixty (60) hours in a calendar year; said accumulation

shall be non-replenishing. Non-exempt Police Command staff may accumulate and use each

year compensatory time not to exceed eighty (80) hours in a calendar year; said accumulation

shall be non-replenishing. Employees who have accrued the maximum compensatory time off

shall be paid overtime compensation for any additional overtime hours worked.

The use of compensatory time shall be by mutual agreement between the employee and the City,

subject to terms of applicable collective bargaining agreements. All employees with accumulated

but unused compensatory time at the end of the 24th

pay period in a calendar year shall elect to

utilize said unused compensatory time through one or more of the following options provided

that the entire balance shall be used:

a. Receive full or partial payout of remaining unused hours in their next payroll check;

b. Deposit all or a portion of the unused balance into City’s designated Health

Reimbursement Account provider.

Accumulated, unused compensatory time shall be paid upon separation from employment on the

next regularly scheduled pay day following the effective date of the separation.

315 Health Savings Accounts

Non-represented employees may choose to deposit their accumulated, unused compensatory time

into the City’s designated 3rd

party administrator for individual Health Savings Accounts (HSA).

Such employee election shall be made no later than the 24th

pay period of each year pursuant to

Section 206.

Example: An employee has $400 unused compensatory time accrued as of the 24th

pay period, the

employee can elect to deposit $200 into their HSA and have the remaining $200 included on their

next paycheck or they can elect to have the entire $400 deposited into their HSA or the entire $400

added to their next paycheck.

In addition, for eligible retired employees, the City shall by January 30, annually deposit the

equivalent of 12 months health insurance premium expense from employee’s accumulated, unused

sick leave balance into an employee’s HSA until that employee’s sick leave balance is expended

pursuant to Section 403. If an employee is not participating in the in the City’s health insurance

program, the City shall deposit the equivalent of 12 months of the lowest cost health insurance

premiums offered through the City’s health insurance program each year until the employee’s

accumulated sick leave account is liquidated.

Example: An employee retires on 12/31/2016 and has a balance of $20,000 in accumulated sick

leave that is eligible to continue health insurance. If 12 months of health insurance premiums

3 Rev 8/2/17

equals $18,000, that amount shall be deposited into their HSA in January, 2017. In 2018, the

remaining $2000 shall be deposited into the employee’s HSA.

403 Sick Leave

Termination:

Except for Fire Department employees included in IAFF Local 2775 and Police Department

employees in the Wisconsin Professional Police Association, and employees hired after January 1,

2009; employees who retire under the provisions of the Wisconsin Retirement System (WRS) will

receive compensation credit for 90% of accrued sick leave up to a maximum of 150 days. Fire and

Police represented employees shall receive compensation credit pursuant to their respective labor

agreements. Employees hired after January 1, 2009 who retire under the provisions of the WRS

will receive compensation credit for 90% of accrued sick leave up to a maximum of 100 days.

Upon adoption of this policy the current Chief of Police shall, upon retirement, receive

compensation credit for 90% of their accrued sick leave balance. Any amount so credited will be

retained by the City and used for purposes of paying the premium expense of continued health

insurance coverage for the employee and his/her surviving spouse for the plan in which the

employee was participating at the time of his/her retirement, pursuant to Section 315. Such accrual

shall be paid at the pay rate in effect at retirement. If an employee is not participating in the in the

City’s health insurance program at retirement, the City shall deposit the balance of the employee’s

accumulated, unsused sick leave or the equivalent of 12 months of the lowest cost health insurance

premiums offered through the City’s health insurance program, whichever is less, annually until the

employee’s accumulated sick leave account is liquidated.