OFFICIAL NOTICE AND AGENDA - ci.wausau.wi.us · James Marchel Bus Operator I 05/07/18 Kylie Abel Police Officer 06/25/18 Tanor Allen Firefighter/Paramedic 08/03/18 Nathan Zellner

**All present are expected to conduct themselves in accordance with our City's Core Values**

OFFICIAL NOTICE AND AGENDA of a meeting of a City Board, Commission, Department, Committee, Agency, Corporation, Quasi-Municipal, Corporation, or Sub-unit thereof.

Meeting of the: Human Resources Committee

Date/Time: Monday, August 13, 2018 at 4:30 PM

Location: City Hall (407 Grant Street) – Council Chambers – 1st Floor

Members: Becky McElhaney (C) Gary Gisselman, Dawn Herbst, Michael Martens, Tom Neal

AGENDA ITEMS FOR CONSIDERATION

1) Approval of 6/11/2018 Minutes.

2) Human Resources Report.

3) Update on the City of Wausau Wage Study by Arthur J. Gallagher & Co.

4) Informational Item: CVMIC Training in FMLA, Worker’s Compensation, and Anti-Harassment

5) Discussion on Review of Vacation Accrual and Negotiation of Vacation Time.

6) Future Agenda Items.

Becky McElhaney, HR Chair

This Notice was posted at City Hall and faxed to the Daily Herald newsroom on 8/09/2018 at 4:00 PM

Questions regarding this agenda may be directed to the Human Resources Office at (715) 261-6630.

It is anticipated that each item listed on the agenda may be discussed, referred, or acted upon unless it is noted in the specific agenda item that no action is contemplated. It is possible that members of, and possibly a quorum of members of other committees of the Common Council of the City of Wausau may be in attendance at the above mentioned meeting to gather information. No action will be taken by any such group at the above mentioned meeting other than the committee specifically referred to in this notice.

“In accordance with the requirements of Title II of the Americans with Disabilities Act (ADA), the City of Wausau will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. If you need assistance or reasonable accommodations in participating in this meeting or event due to a disability as defined under the ADA, please call Human Resources at (715) 261-6630 or the City’s ADA Coordinator at (715) 261-6620 or e-mail [email protected] at least 48 hours prior to the scheduled meeting or event to request an accommodation.”

Other Distribution: Media, Alderperson, Mayor, Department Heads, City Departments, Union Presidents.

1 – Human Resources Committee Meeting Minutes

DRAFT

CITY OF WAUSAU HUMAN RESOURCES COMMITTEE

MINUTES OF OPEN SESSION

DATE/TIME: June 11, 2018 at 4:30 p.m.

LOCATION: City Hall (407 Grant Street) – Council Chambers

MEMBERS PRESENT: Becky McElhaney (C), Gary Gisselman, Dawn Herbst, Tom Neal

MEMBERS ABSENT: Mary Thao

Also Present: Mayor Mielke, B. Bliven, T. Kujawa, E. Lindman, T. Vanderboom

Chairperson McElhaney called the meeting to order. McElhaney announced that Mary Thoa will not be present at

the Human Resources Committee and will be replaced by Michael Martens beginning in July, at which time a

vice chairperson will be selected.

Approval of 5/14/2018 Minutes. Motion by Neal to approve the Human Resources Committee meeting minutes of May 14, 2018. Second by

Herbst. All ayes. Motion passes 4-0.

Human Resources Report.

Vanderboom provided an overview of the Human Resources Report to the committee. No questions were posed

by the committee.

Information Item on Bid Process for the Employee Assistance Program.

Vanderboom explained that the City is part of a consortium for its employee assistant program; other members

include Marathon County, C-CIT, North Central Health Care, Village of Kronenwetter, Town of Rib Mountain,

and Village of Weston. County regulations require regular review of contracts, which has been done. Both the

City and County procurement policies have been reviewed, and this item does not require a formal RFP process,

only a competitive review. Vanderboom said that City Council approval may be required depending on the length

and terms of the contract for services. No questions were posed by the committee.

Update on the City of Wausau Wage Study by Arthur J. Gallagher & Co.

Vanderboom said that wage study presentations took place on May 30th and were well attended by employees. A

recording of the presentation has been made available on the intranet for employees who were unable to attend.

Arthur J. Gallagher & Co. also met with the planning team on May 30th. The next step in the process is employee

interviews; these interviews are usually with positions that the company has questions about the duties and scope

of responsibilities of the position. Interviews are tentatively scheduled for the end of June.

Neal asked if additional information that may come up during the interviews regarding the organization, how

things could be made better, more efficient, etc. will be included in the report. Vanderboom said that any

additional information collected will most likely not be in the formal report but will be relayed to Human

Resources. Neal said that if there is significant information that is collected, it would be helpful for the Human

Resources Committee to be aware of it.

Update on the Biometric Screening Process.

Vanderboom reviewed with the committee that a resolution was passed to continue the biometric screening

process on a voluntary basis without any financial incentive for health insurance rates. Dates have been scheduled

with approximately 100 employees signing up to participate, which is about 1/3 the number of individuals who

participated last year. A decrease in participating was expected due to the financial incentive being removed, but

the number of people who signed up is still very good. No questions were posed by the committee.

2 – Human Resources Committee Meeting Minutes

Discussion on Public Safety Psychological Evaluation Process and Future RFP.

Vanderboom explained that there are not issues with the current psychological evaluation vendor; psychological

evaluations are conducted for all sworn public safety positions. An RFP is being done to survey the market, find

out what vendors are out there and what services they provide to make sure that the City is having the best

evaluation process conducted for future employees.

McElhaney asked if the Police Chief and Fire Chief had input in the RFP. Vanderboom said that it was a

collaborative effect with both chiefs and their command staffs. Vanderboom said the review committee for the

RFP’s will be made up of individuals from both departments along with Human Resources.

Discussion and Possible Action Regarding Reclassification Request for Senior Equipment Operator.

Vanderboom said that this is not technically a reclassification request since it is not a request to change pay, but

rather a staffing level change request. Human Resources received a request to change one Street Maintainer

position to a Senior Equipment Operator position, giving the department the ability to run an additional crew.

Lindman said that currently they are breaking up the employees into more than two crews and this would provide

another supervisor out with a crew to ensure efficiency and oversight.

Neal questioned why this would not be an increase in salary for someone who fills the position; Vanderboom said

that whoever is promoted to the position would receive an increase, but the Senior Equipment Operator position

pay range is not changing.

Gisselman asked if this change would leave the department short a person on the street; Lindman said that the

Senior Equipment Operators also run equipment and are a part of the crew, so the number of people on the street

would not change.

Motion by Gisselman to approve the reclassification request for Senior Equipment Operator. Second by Herbst.

All ayes. Motion passes 4-0.

Future Agenda Items.

Mayor Mielke announced that Michael Martens will be sitting on the Human Resources Committee, replacing

Mary Thao who had a scheduling conflict.

McElhaney asked that selection of vice chair be placed on the next agenda.

Adjournment.

Motion by Neal to approve adjourn. Second by Herbst. All ayes. Meeting adjourned.

_______________________________________

Rebecca McElhaney

Human Resources Committee, Chair

As of July 31, 2018

HR PERFORMANCE REPORT

1

Core Services Classification & Compensation Open Reclassification Requests

Current Job Position Current Salary Range Requested Job Position Requested Salary Range Request Date

Completed Reclassification Requests

Original Job Position/Salary Range

Requested Job Position/Salary Range

Approved Job Position/Salary Range

Request Date Council Approval Date

Employee Benefits Family Medical Leave (YTD)

Requests Received Approved Pending Denied

88 72 0 16

Reasons why denied under FMLA

Paperwork not returned

Insufficient years of service

Condition does not qualify

13 1 2

Workers Compensation (YTD)

Number of Claims Lost Time Medical Only

15 3 9

As of July 31, 2018


2

Employee and Labor Relations Grievances (YTD)

Number of Grievances

Open Grievances

Closed Grievances

ATU (Metro) Grievances WPPA (Police) Grievances WFA (Fire) Grievances

1 1 0 0 0 1

Open Grievances

Employee Name Union Issue Date Filed Status

Kraig Kruzan Fire Acting Battalion Chief Assignments 2/26/18 Step One (held in abeyance, parties are working toward a mutually agreed upon resolution)

As of July 31, 2018


3

Recruitment & Selection New Hires

Employee Name Job Title Hire Date

Zachary Kempf Street Maintainer 02/26/18

Scott Edwards Street Maintainer 04/02/18

Aaron Karlen Police Officer 04/09/18

Jacob DeClerc Firefighter/Paramedic 04/27/18

Christopher Berndt Firefighter/Paramedic 04/27/18

Troy Venus Firefighter/Paramedic 04/27/18

James Marchel Bus Operator I 05/07/18

Kylie Abel Police Officer 06/25/18

Tanor Allen Firefighter/Paramedic 08/03/18

Nathan Zellner Firefighter/Paramedic 08/03/18

Seasonal Hires: (9) Community Service Officers, (2) Engineering Aides, (2) Water Dept. Aides, (2) Yard Waste Site Attendants, (1) Maintenance Aide, (5) DPW Aides.

Separations YTD

Total Number of Separations

Resignations Retirements Terminations

15 4 11 0

As of July 31, 2018


4

Promotions/Transfers

Employee Name Old Job Position New Job Position Previous Incumbent Effective Date

Michael Becker Firefighter/Paramedic Fire Lieutenant Gary Lech 01/01/18

Nathan Pauls Detective Patrol Lieutenant Mark Pankow 01/03/18

Edward Hintz Bus Operator I Bus Operator II Andrew Klaschus 01/08/18

Benjamin Bliven Deputy Chief Police Chief Jeffrey Hardel 02/26/18

Matthew Barnes Detective Captain Deputy Chief Benjamin Bliven 02/26/18

Benjamin Graham Patrol Lieutenant Detective Captain Matthew Barnes 02/26/18

John Phillips Police Officer Patrol Lieutenant Benjamin Graham 02/25/18

Quinn Ambrosius Firefighter/Paramedic Fire Lieutenant Mike Tuilsaari 03/11/18

Daniel Hampson Property Appraiser Senior Property Appraiser Open 06/20/18

Kevin Hertel Sewer Maintainer Water Distribution Maintainer Chad Marten 08/06/18

Active Recruitments

Job Title Number of Vacancies Date Vacant Status

Bus Operator I 2 01/08/18 Collecting Applications

Police Officer 2 (+1 future) 04/11/18, 04/12/18 Candidates in Process

Sewer Maintainer 1 08/06/18 Collecting Applications

EMS Division Chief 1 08/03/18 Applications Under Review

Plumbing Inspector 1 07/20/18 Collecting Applications

Senior Equipment Operator 1 New Interviews Completed

Administrative Assistant II – Municipal Court

1 10/15/18 Collecting Applications

Patrol Lieutenant 1 12/2018 Police Department Conducting Recruitment

As of July 31, 2018


5

Vacant Positions (Not Being Recruited)

Job Title Number of Vacancies

Date Vacant Status

Deputy Fire Chief 1 05/18/18 In Review

TO Mayor Robert MielkeToni VanderboomBecky Mc

FROM: Joe

DATE: June 28, 2018

SUBJECT: EmployeeHandbookModifications

While I served on the City Council, I voted for modifications to the handbook under a resolutiondated December 12,2017; specifically the change to not have latitude when hiring to determinevacation accrual. I feel it is imperative that Department Heads have flexibility under the handbook

regarding the rate vacation will be accrued. Attached is a memo from Mr. Lindman regarding his

suggestion to modiff the handbook. It is my intent to ask the HR Committee to reconsider these

changes.

If you have questions or concems, you may reach my on my cell phone at (715) 370-31 13 or workemail at [email protected].

cc: Common Council

ts

[jlUS lJEric Lin&mn, P.E.

Director of Public Works and Utilities

TO

Departnent of Public Works

',lrsc0r{sM

Human Resources

FROM:

DATE: hne27,2018

SLJBJECTT DPWU Leave Policy Change Request

The City leave policy is outdated and needs to be reviewed to be more applicable to today's

workforce and must be a tool to be used for recruitnent and also retention of employees. Here are a

few considerations for updating the leave policy to consider:

A couple of items I have spoken with HR about, not necessarily Toni.

1. lf you are capped at banking a max of 240 hours then you immediately stop accruing ifyou meet this. I would like to see employees be able to accrue but have to be at orbelow the 2210 hours by Dec 31 or they would lose any hours over the 240 as of January

1. The issue now is that people schedule week long vacations and if they hit their hours

then they are taking 4 hours or random days just to stay at the 2zl0 hours. I thinkhaving them take the time when they can schedule around their work or busy time is a

benefit. HR told me it would cause everyone to time at the end of the year but I

disagree, this was not the case at my previous employer and it allows more flexibilityfor the employee.

2. At time of hire there should be a provision to provide new hires with more vacation

time vs. wage. Some of my new hires would have taken a less wage with more vacation

and accrual potential. This is a win for the city so we should have this ability.3. ln the public sector Performance lncentives do not work. They create morale issues so I

think in the general the Discretionary Performance lncentives (DPl's) should potentiallybe removed and replaced with the ability of Director's to be able to have flexibility withvacation.

ENGINEERING. CONSTRUCTION & MAINTENANCE . PI"ANNING . GIS . PARI(NGCITY OF WAUSAU . CITY HALL.4O7 CRANT STREET. WAUSAU, wI 544034781. 715D614740. F N< 7I5D6I4159

www.cl.wausSu.wl.trs

Eric Lindman, P.E.

Director of Public Works & Utilities

4. I believe our vacation accrual is very outdated even if it was recently changed.

Currently it shows the followin

Seems like employees should earn more vacation sooner: 0-2yrs 10 days; 2-5 yrs 15

days; 5-10 yrs 20 days; 10-15 yrs 25 days and then 30 days after 15 yrs. I think if people

are earning more vacation it is harder for them to leave.

These are items that would make us more competitive with little to no cost to the city.

Max. VacationAccum.

Years of Service Annual Vacation Bi-weeklv Accrual

At time of hire l0 days 3.0770 hours 120 hours

Upon completionof 5 years of

15 days 4.6154 hours 160 hours

200 hoursUpon completionof 9 years of

20 days 6. I 540 hours

25 davs 7.6924 hours 240 hoursUpon completionof 18 years of

30 davs 9.2308 hoursUpon completionof 25 years of

280 hours

iltll ll5

**All present are expected to conducl themselves in accordance with our City's Core Values'*

OFFICIAL NOTICE AND AGENDAof a meeting of a City Board, Commission, Department, Committee, Agency,Corporation, Quasi-Municipal, Corporation, or Sub-unit thereof.

Human Resources CommitteeMonday, August 14, 2017 at 4:30 PM

City Hall (407 Grant Street) - Council Chambers - 1'r FloorRomey Wagner (C),Gary Gisselman, Karen Kellbach, Becky McElhaney, Tom Neal


1)

2\

3)

4)

Approval of 07/1712017 Minutes.

Presentation by Arthur Gallagher & Co. on City of Wausau Wage Study.

Discussion and Possible Action on City of Wausau Wage Study.

CLOSEO SESSION pursuant to Section 19.85(1)(e) of the Wsconsin State statutes for bargaining

reasons requiring a closed session for the purpose of considering the following:

Amalgamated Transit Union (ATU) Local I 168 Bargaining.

Reconvene into Open Session, and Possible Action on Closed Session ltem of Amalgamated Transit

Union (ATU) Local 1 168 Bargaaning.

Discussion and Possible Action on City of Wausau Employee Handbook (Section 8.02 Paid Holidays, and

Section 8.05 Perfect Attendance Leave).

Discussion and Possible Action on City of Wausau Employee Handbook (Section 8.04 Vacation; 8.03

Personal Holidaysi and Section 8.12 Separation Benefits for Vacation, Compensatory and Perfect

Attendance Leave).

Future Agenda ltems.

Adjournment.

5)

6)

7\

8)

e)

This Notice was led at C Hall and faxed to the Dail Herald newsroom on 0811012017 al2:00 PM

Ouestions regarding this agenda may be directed to lhe Human Resources Office al (715) 26'1-6630

It is anticipated thal each item listed on the agenda may be discussed, refened, or acted upon unless il is noted in the specjfic agenda ilemlhat no action is conlemptaled tl is possible that members of, and possibly a quotum of members of olher committees of the Common

Council of the City ot Wausau may be in attendance al the above mentioned meeting to galher information. No actlon wlll bo takgn byany such group at tho above montlonod mooting othoa than the commltteo apoctflcally refsarod to ln th13 notlcs.

Please note lhal, upon reasonable notice, efforts will be made to accommodate the needs ofdisabled individuals through appropriate aids6i services. For information orto requesl this servic€, contacl the City Clerk at407 Grant Street, Wausau W 54403 or Phone (7'15) 261-6620.

Olher Drstribulion: Media, Alderperson I\,4ayor, Deparlment Heads, City Departmenls, Union Presidenls

Meeting of the:Oateffime:Location:

Members:

Romey Wagner, HR Chair

AlJ5

HUMAN RESOURCES DEPARTMENT

M EMO

TO: Human Resources CommitteeMayor Mielke

FROM Human Resources Department

DATE: August 14, 2017

RE: Recommendation to Amend the City of Wausau Vacation Policy and Personal Holiday

Policy

The City of Wausau Human Resources Department undertook an evaluation of the City's vacation policy

for non-represented employees, at the request of the Mayor and various Department heads. Twoareas

of concern were specifically mentioned. First, thatthe Cityof Wausau remains competitive regarding its

vacation policy, as this can have an impact on recruitment. And second, that the current 6 month

waiting period for vacation usage creates a hardship for new employees, particularly new employees

who may be relocating the Wausau area as a result of their employment with the City.

BackgroundTwelve municipalities in the state of Wisconsin provided copies of their vacation policies to the City for

comparative purposes, or posted their vacation policies on their public websites. specifically, we

evaluated when vacation time is Sranted (i.e. how long employees need to work before they are granted

additional vacation time) and when employees may begin utilizing vacation time.

Of the twelve municipalities that were surveyed, two municipalities (Marathon County and the Clty of

Sheboygan) utilizea PTOstyle of time off. As they do not sepa rate vacation time off from other forms of

paid leave, their usefulness for policy comparison was limited.

The City of Wausau currently grants vacation according to the following schedule:

Years of Service Amount of vacation time granted

0-6 months Prorated 3.0770 hours per pa riod )

6months-6years 2 weeks

7 years - 12 years 3 weeks

13 years - 17 years 4 weeks

18 years + 5 weeks

407 Grant Street - Wausau, Wl 54403

Page 2 of3

The city's current vacation policy was found to be neither the most nor Ieast generous when comparedto the other cities surveyed.

Amount of vacation time granted

2 weeks 10% of those surveyed have more generous policies




We also evaluated when employees are first allowed to use vacation time. Under the City's currentpolicy, employees accrue vacation as soon as they are hired, but must walt 6 months before they may

use any vacation time. Of the twelve municipalities surveyed, six municipalities allowed employees touse accrue and use vacation immediately, subject to supervisory approval. The remaining six

department had varying lengths of time an employee must complete before being eligible to use

vacation time.

Number of Municipalities Waiting Period for Vacation Usage

6 No wait1 90 day wait2

2 l year wait

RecommendationThe evaluation of the vacation policy found that the City of Wausau is moderately positioned regarding

its current vacation policy, particularly in this reSion of wisconsin. However, a balance of work/life

balance is increasingly important to potential employees. For this reason, we have proposed a few

adjustments to the vacation policy, as outlined below:

Years of Service

Hire date until 1 year of service Prorated amount (3.0770 hours Per PP)

On 1't anniversary date thru 4 years of service 10 days

On 5tr'anniversary thru 8 years of service 15 days

On 9tn anniversary thru 17 years of service 20 days

o 8tn anniversary thru 24 years of service 25 days

Beginning on the anniversary date of 25 years 30 days

under the proposed vacation policy, employees would begin accruing three weeks of vacation 2 years

earlier than the current schedule (5rh anniversary instead of 7th anniversary). Theywould begin accruing

four weeks of vacation 4 years earlier than they would under the current schedule (9th anniversary

instead of L3th anniversary). Therewould be no changetothe allotmentofthe 5 weeks ofvacation. The

changes outlined above would place the city of Wausau in the top 20-30% of those municipalities

surveyed.

The proposed changes to the vacatlon policy include allowing employees to utilize vacation time as it is

earned, without waiting to complete a six month period of service. This would align the City with the

6 month wait

Annual Vacation

I']age 3 of3

majority of the municipalities surveyed. Vacation timewould remain subject to supervisor approval,and vacation could be denied based on the needs of the department.

ln keeping with the spirit of removing the waiting period regarding paid time off for new employees, it isrecommended to amend section 8.03 - Personal Holiday to allow new employees to utilize this benefitat time of hire, pending supervisor approval. The current policy requires completion of six months ofservice before this time may be used.

Finally, Section 8.12 states that employees must currently have one year of service before their accrued

vacation time, compensatory time, and perfect attendance leave may be paid out upon voluntarytermination (resignation or retirement). ln keeping with the spirit of the above changes, itisrecommended that earned leave balance be paid out to employees who provide ten working days

written notice of voluntary termination.

Fiscal lmpactlf the above changes were made, a number of non-represented employees would be immediately

affected. Approximately 2O non-represented employees have been hired in the past six months; they

would immediately be eligible for vacation usage. Approximately 30 non-represented employees would

begin accruing vacation at a higher amount. This change would be budget neutral.

Allowing paid leave balances to be paid out upon voluntary termination could have a fiscal impact;

however, it is expected to be minor.

DRAFT

CITY OF WAUSAU HUMAN RESOURCES COMMITTEEMINUTES OF OPEN SESSION

DATE/TIME: August 14, 2017 at 4:30 p.m.LOCATION: City Hall (407 Crant Street) - Council ChambersMEMBERS PRESENT: R.Wagner (C), G. Gisselman, K. Kellbach, R. McElhaney, T. NealMEMBERS ABSENT:Also Present: Mayor Mielke, A. Jacobson, T. Kujawa, T. Larsen, E. Lindman, S. Lipscomb, J. Schara"

G. Seubert, T. Vanderboom, M. Verdoom

Discussion and Possible Action on Citr of Wausau Emolovee Handbook 8.04 Vacation: 8.03

Personal Holidavsl and Section 8.12 Senaration for Vacation. ComDensatorv and PerfectAttendancc Leave).Vanderboom said that, at the request ofthe mayor, the Human Resources Department surveyed twelve differentmunicipalities on their vacation policies to determine if Wausau is competitive in the market of othergovernments. This was also asked for on behalfofsome department heads. The survey specifically looked at

how long an employee has to work in order to receive increased vacation amounts, as well as the fact that new

employees have a six month waiting period before they can use vacation time. Vanderboom said that the timethal 3 and 4 weeks are granted to employees is a little behind curve of those surveyed, and the waiting period forusing vacalion was less in 50% ofthose surveyed. Vanderboom proposed to eliminate the six month waitingperiod to use vacation and allow employees to use it as it is accrued, subject to approval by the supervisor. Next,Vanderboom proposed moving up the time that employees receive 3 weeks ofvacation from 7 years to 5 years,

and the time that employees receive 4 weeks ofvacation from l3 years to 9 years; all other accrual rates wouldremain the same. Mielke said that this will help keep the City competitive and attract employees. The other

minor changes proposed include removing the waiting period for use of personal holidays, and amending section

8. I 2 regarding payout of benefits.

Neal questioned whether the proposed changes were competitive enough. Vanderboom explained that these are

moderate changes thal would put the City of Wausau in the top 10-20%o of the municipalities surveyed.

Vanderboom went on to say that municipalities were surveyed in the Wausau area and statewide, and noticed that

in the local area, employees have to work longer before accruing more vacation. She also said that none ofthemunicipalities surveyed offered 3 weeks ofvacation to start except for high level executive positions. Gisselman

questioned if the City operations, such as snow plowing, are impacted by employees who have 6 weeks ofvacation. Lindman said that vacations are granted by the supervisors and the number ofpeople allowed to be offduring certain times is limited. Wagner asked how vacations are granted in th€ non-union environment. Lindman

explained that the supervisors will try to be fair in handling requests; for example, rotating vacations during

holidays so that the same people aren't always off. Vanderboom explained that a certain number ofhours are

allowed to be carried over every year depending on what vacation accrual tier the employee is in, and therefore ifan employee cannot use all their vacation during the year, a certain amount will carry over. Wagner asked ifemployees can use vacation time in amounts less than I day; Vanderboom indicated that yes, employees can use

vacation in % hour increments. Neal questioned if the City would be ableto look at adding vacation days in

between the anniversary dates outlines to further incentivize employees. Vanderboom said that 2 or 3

municipalities did offer this. Wagner said that this could possibly be included as part ofthe wage study and futurechanges.

Motion by Neal to approve the proposed changes to the City of Wausau Employee Handbook (Section 8.04

Vacation; 8.03 Personal Holidays; and Section 8.12 Separation Benefits for Vacation, Compensatory and Perfect

Attendance Leave). Second by McElhaney. All ayes. Motion passes 5-0. Vanderboom was directed by Wagner

to ask Arthur Gallagher & Co. to review vacation leave as part ofthe wage study process.

1- Human Resources Committee Meeting Minutes

)

sEP 1 8 2017

CITY OF WALISAU, {07 (;rrnt Street, Waussu, WI 5.1,103 HUi{^TI RESCiJNCESCJTY Cf ll',tJSAU. M

WHEREAS, at the request of the Ma,vor the Human Resources Depanment sun'eyed the vacationpolicies of municipalities throughout the state.

WHEREAS, upon compledon of the survey the Human Resources Department recommended amending

the vacation policy and other affectcd policics, to ensure that the City ol Wausau's policy remains

competitive in the local market.

WHEREAS, 1-our Human Resources CommiEee has reviewed and approvcd the recommendation loamend the vacation policy as lbllows:

To allow emplo.r'. ees to utilize vacalion as it is accrued, subjcct to supervisor approval;To allow emplovees lo accrue l0 davs ofvacation, at a birveekly accrual rate of3.0770 hours, from their

datc of hire through 4 years of scn ice:

1'o allor,l' employces to accrue I 5 days of'vacation, at a biweekly accrual rate of 4.6 I 54 hours, from their

5'h anniversary through 8 years of servicelTo allow employees to accn e 20 da1's of vacalion, at a biweekly accrual rate of 6. I 540 hours, from their9'h anniversary through I 7 years of sen'ice;To allow employees to accrue 25 days ofvacation. at a biweekly accrual rate of7.6924 hours. from theirI 8th anniversary through 24 years of service;

RESOLUTION OF THE HUMAN RESOURCES COMMITTEE

Amcnding Employee Handbook Scction E.0r1 Vacation; E.03 Personal tlolidays; and Section 8.12Separation Benefits for Vacation, Compensatory and Perfect Atlcndance Leave.

Commitlee Aclion: Approvcd 5-0

Fiscal lmpact:

File l{u mber: t2-0219 Drtc lrlroduccd: Augus( 8. 2017

FISCAL IMPACT SUMMARY

U)FaU

Budget lleuaal Yes

Included in Bu<lget Ycs No Bulget Source()ne-timr (.osts Ycs N-o

RecurrinN (:osts Yes No lmount

Il;UIp.u

Fee Financed Yes No ,4 mountGrant Financed'. o AmounlDebt Findnced'. Yes No ,lmounl ,lnnuol ReliremenlTID Financed. Yes N<r

TID &ntrce ; hrcranrcnt Ra'lqrue o"t fffr"ds rn Had A hterfund Loan O

"4mount;

AmDunt:

R-ESOLUTION

'l o allos emplol-ees to accrue 30 davs of vacation, at a biwcekly accrual rate of 9.2308 hours. bcginningon thc annilersary datc of 25 ycars of sen'ice,

WHERf,AS,;"our Human Rcsources Comminee has also reviewed and approved the necommendalionto grant personal holidays to emplot"ees at the time of hire.

WHEREAS, lour Human Resources Comminee has also reviewed and approved the recommendationlo grant a pal'out ofaccrued vacation time- compensaton time. and perl'ecl leave anendance uponvolunlan' termination (resignation or retirement) to employees who provide ten working days writtennotice oi voluntary termination,

WItEREAS, Deparlment Directors hired before the establishment of this resolution shall maintain rhcirseniority status fbr vacation purpose.

WHEREAS, Department fJirectors hired after the establishment of this rcsolution shall accrue vacation

rime as a 5'h anniversary employee, regardless oftheir length of senice. or shall accrue vacation time

according to their actual lcnglh of sen'ice, whichever is grcater,

BE IT RESOLVED b1'the Common Council of the City of Wausau that the Employee Handbook

Secrions 8.04 Vacation; E.03 Personal Holidaysl and Section E.l2 Separation Benefits for Vacation,

Compensatory and Pcrfect Attendance Leave be amended. as specified above and in supporting

documents, upon action of this Council.

Approved:

Roben B. Mielke, Mayor

lj$

"All present are expected to conduct themselves in accordance with our City's Core Values"

OFFICIAL NOTICE AND AGENDAof a meeting of a City Board, Commission, Department, Committee, Agency,Corporation, Quasi-Municipal, Corporation, or Sub-unit thereof.


1)

2)

3)

4)

s)

6)

Romey Wagner, HR Chair

7)

8)

This Notice was sled at City Hall and faxed to the Da Herald newsroom on 11 11312017 al2:00 PM

t IS nticipa ted that each tem s ted o n the agenda may be disCUssed @le red ol acled lrpo n nless t ts oted n the spe cific agenda item

th at o act on s c0nte p ated It is poss b le th a1 mem bers of a nd possr blv a q m bers of other com m ttees lhe Comn on

Councit of the Cily of Wausau may be in attendanc€ al the above menlioned meeUng lo gather information. No action wlll be takon byany such group at ths above mentioned mooting othir than tho committos specltically relsaasd lo ln thls nodce.

Please note lhal, upon reasonable notice, efforts will be made to accommodale the needs of disabled individuals through appropriale aids

& services. For information or to request this service, conlact the City Clerk at 407 Grant Street, Wausau Wl 54403 or Phone (715) 261-6620.

Other Distribution: Media, Alderperson, Mayor, Departmenl Heads, City Departments, Union Presiclenls.

tll

Human Resources committgeTuesday, November 21, 2017 at 4:30 PM

City Hall (407 Grant Street) - Council Chambers - lsrFloorRomey Wagner (C),Gary Gisselman, Karen Kellbach, Becky lvlcElhaney, Tom Neal

Meeting of the:

Oate/Time:

Location:

Members:

Approval of 10/16/2017 Minutes.

Oiscussion and Possible Action on Section 8.01 General Provisions of the Employee Handbook.

Discussion and Possible Action on Section 8.04 Vacation of the Employee Handbook.

Discussion and Possible Action on Section 8.11 Bereavement Leave of the Employee Handbook.

Discussion and Possible Action on Donation of Leave Policy.

Update on Labor Negotiations Between the City of Wausau and the Wausau Professional Police

Association, and the Wausau Firefighter Association.

Future Agenda ltems.

Adjournment.

Ouestions regarding this agenda may be directed lo the Human Resources Oflice at (715) 261-6630.

8.01 - General ProvisionsThe following benefits apply to all employees except that holiday, vacation, and sick leavebenefits for persons classified as public safety personnel shall enjoy the benefit that is greater atthe time of promotion to a non-represented position, e.g. either the handbook or as outlined in thecollective bargaining agreements as determined by the employee and the Director of HumanResources between the City of Wausau and the Professional Police Association and Local 415Fire Fighters Association. The leave benefits agreed upon at the time of promotion to a non-represented position shall be in effect throughout the remainder ofthe assignment with the City.except upon promotion to Chief. -l'he Chief of Police and Fire Chief shall be subiect to thebenefits as outlined in the handbook.

8.04 - VacationRegular full-time employees shall eam paid vacation based on the number of prieryears ofservice ity in accordance with thefollowing schedule:

Years of Service Annual Vacation Bi-weekll Accrual

+{i+e{a+e+++*4.,^^-- ^f -^-,:^^

At time of hire

l0 days 3.0770 hours 120 hours

gn++n+nnlve+sery

thn -{+eors-€fseF/i€e

Upon completion of5 years of service

I 5 days 4.61 54 hours 160 hours

O€-9th-enni+e+se++1L-, l?.,^^-- ^f

seF*ree

Upon completion of9 years of service

20 davs 6.1540 hours 200 hours

e+*8h-ennive+serytnru-++yearsef

servi€eUpon completion ofI 8 years of service


B€gim*ng€n+heenniv€rsory{at€-of

2s1€ersUpon completion of25 years of service


For example. an employee who is hired on l/l/2000 and works continuously will complete 5

years ofservice on lll12005. and will complete 9 years of service on l/l/2009.

Max. VacationAccum. Allowed

Regular part-time employees shall receive a proration ofthe annual vacation accrual as describedabove based on the number of hours they worked in the previous year. Annual vacation will beawarded on the 2nd payroll of each year. Regular part-iime employees may accrue vacation tocarry over to the following year. The maximum vacation accrual allowed will be the budgetedlull-time equivalency of the position.

Annual vacation shall be credited according to an employee's anniversary date. The schedulingand limitations on number of employees permitted to be on vacation at the same time shall be

scheduled according to the policy established by individual departments as determined by theDepartment Director and based on the needs ofthe City.

Department Directors, upon initial appointment, shall accrue vacation time as a 5th anniversaryemployee and shall be allowed to accumulate vacation time up to a maximum of 360 hours,regardless of their length olservice.

Vacation may be used in no less than one-fourth (l/4) hour increments for all non-exemptemployees.

8.11 - Bereavement LeaveThe City recognizes the need for employees to have time to make arrangements, handle familymatters and attend funerals when a close or extended member of their family dies. The City shallgrant bereavement pay to regular full+ime employees as follows:

Death in Immediate Family - Up to three (3) days of leave is provided. [mmediate familyincludes an employee's spouse, children, grandchildren, father, mother, brother, sister, or thesame family members of the spouse's parents, counterpart step relatives or any person who had

resided with the employee immediately preceding the person's death.

Death in Extended Family - Up to one ( I ) day of leave is provided. Extended family includes an

employee's brother-in-law, sister-in-law. uncle, aunt. niece, nephew, great grandchildren, andgrandparents.

Additional time off requested as paid or unpaid leave may be available for use by employees ifthe circumstances warrant. Employees should contact their supervisor to discuss any requestsand exceptions may be granted at the discretion ofthe Department Director. in consultation withthe Director of Human Resources.

New empleyee' aeerue but mey net use veeatien benefits during the first six (6) menths efin-*

@

Death in Immediate Familv - Up to three (3) days of leave is provided. lmmediate familyincludes:

. employee's spouse, children, grandchildren, father, mother, brother, sister

. the employee's spouse's parents

. employee's step-children, step-grandchildren, step-father, step-mother, step-brother, step-sister

o the employee's spouse's step-parents. any person who had resided with the employee immediately preceding the person's death

DRAFI'

CITY OF WAUSAU HUMAN RESOURCf,S COMMITTEEMINUTES OF OPEN SESSION

DATE/TIME: November 21,2017 at 4:30 p.m.LOCATION: City Hall (407 Grant Street) - Council ChambersMEMBERS PRESENT:R. Wagner, G. Gisselman, K. Kellbach, R. McElhaney, T. NealMEMBERS ABSENT:Also Present: Mayor Mielke, T. Vanderboom, A. Jacobson, E. Lindman

Discussion and Possible Action on Section 8.04 Vacation of the Emolovee Handbook.Vanderboom said that the language for years of service has been updated to help employees better understand

when they are eligible for the next level of vacation since there has been confusion as to when employees reach

their anniversary dates. The second issue ofdiscussion was the language that was included in the Employee

Handbook when it was approved in December 201 6, including the mention of WRS participation. Vanderboom

explained that this language was added to the draft version by Mary Hubacher when she was taking suggestions

for updates to the Employee Handbook and was meant to be a recruiting tool. The language was approved byCouncil, but the change was never administered. Vanderboom recommended removing the language since it onlybenefits those who come from another municipality that is in the Wisconsin Retirement System, and it is not

based on related work experience, Vanderboom said that there are some employees who should have received

additional vacation based on the current language for 201 7 who were never granted the additional vacation and

recommended notirying employees to contact Human Resources within a certain period of time if they should

have received more vacation, and granting the vacation in 2018 to those employees, making adjustments to theirvacation bank maximums for a period oftime ifneeded. Wagner asked how many employees this would affect;

Vanderboom said that she has been contacted by three employees so far and expects it to be less than 20. Wagner

said that he did not recall this item when the handbook was approved and agreed with Vanderboom that it should

be removed, but that employees who may have been affected by it in 2017 should receive any difference in

vacation that they would have earned in 201 7. Lindman asked for clarification on the vacation chart.

Vanderboom explained that the way vacation is accrued has not changed; the language to explain when vacation

is eamed has been changed to help clariry the chart.

Motion by Kellbach to approve the revisions to Section 8.04 Vacation ofthe Employee Handbook. Second by

Neal. All ayes. Motion passes 5-0.

1- Human Resources Committee Meeting Minutes

CITY OF WAUSAU,,l{)7 Grant Street, Wausru, WI 5.1,t03

Rf,SOLUTION

WHEREAS, thc Cit-y of Wausau's F.nrployee Handbook is intcnded to provide City of Wausau cmployees withconyenient access to ihe operaling policies and practices ofthe CiD-',

WHEREAS, thc Cit-v of Wausau is dedicated to maintaining upto-dale and accurate policies and procedures,

WHEREAS, your Human Resources Committee has reviewed and approved the recommendation to amend

language to thc Employce Handbook to clariry the City's policies,

BE IT RESOLVED by the Common Council ofthe Ciry of Wausau ftat ihc Employee Handbook Scctions 8.01

General hovisions, E.04 Vacation, and t.l I B€reavement Leave bc amcnded, as specilied above and insupponing documents. upon aclion oI this Council.

Approved

tl^,td rw--r-e

RESOLUTION OF THf HUMAN RESOURCES COMMITTEE

Amending Emplovee tlandbook Sections 8.0 | Geneml Proyisions. E.04 Vacarion, and 8. I I Bereavcment[-eave

Comminec Action:

l'iscal lmpact:

File Number: t2-02t9 Drte lrtrodrccd: December 12,2017

FISCAL IMPACT SUMMARY

U)FttYcs o

Included in Bwlget Yes No Budget Sot/rce(he-time Costs Yes No AmounlRecvrring (-'osts Yes No .4ntornt

r.l

c3tt)

Fee Finunced Yes No AmountGrqnt t-inenced Ycs No Amount:Debt F inunced Yes No Amounl Annull RetiremenlTID l'inonced Yes No Amount:nD.trr*r", !""*.""t n*rr*d DebrE Funds in Hand D Inter/und LoanZ

Approved 5-0

t.{one

Roben B. Mielke. Mayor

Motion by Neal, second by Wagner to adopt a Resolution ofthe Human Resources Committee approving Donated Leave Policy

Yes votes: ll No votes: 0 Result: PASS

_Y t2-02t9 t2/12120t7 8-0956PMMotion by Wagner. second by McElhaney to adopt a Resolution ofthe Human Resources Committee Amending Employee HandbookSections 8.01 General Provisions,8.04 Vacation, and 8.1I Bereavement Leave

Gehin stated he rvould like provisions in the handbook for future hires that would allow us to go beyond putting them in asjust a

starting employee. Hefehthiswill be needed to attract good people and either HR staffthe HR Committee should be ableto makethat call regarding vacation accrual and suggested this be considered in the t'uture.

Yes Votes: I I No Votes: 0 Result: PASS

Yes Votes: I I No votes: 0 Result: PASS

t7-1206 12/ 1,21201'7 8112107 PMMotion by Nutting, second by Gisselman to adopt a Resolution ofthe Plan Commission accepting a public sculpture in RiYerlife Park

north ofthe stream and west ofRiver Drive.


t 7-1205 l2l12/2017 8:14:33 PM

Motion by Neal, second by Gisselman to adopt an Ordinance ofthe Plan Commission Rezoning 720 Grant Street from R4, Ceneral

Residence District, to UDD, Unified Development District and approve the General Development Plan to allow for a distillery and

tasting room.


t2/tMotion by Peckham, second by Smith to adopt a Resolution ofthe Plan Commission approving the General Development Plan and

Precise Implementation Plan at 720 Grant Street to allow for a distillery and tasting room


86-0122 l2l 1 2/20 l'l 8'. I 6:39 PM

Yes Votes: I I No Votes:0 Result: PASS

Susnend the rules 2112/2017 8:1'l:05 PM

Motion by Neal, second by Nutting to suspend the rules

Yes votes: I I No Votes: 0

l l-0307

Result: PAsS

t2/12120]t7 8:23:114 Pl\'l

Morion by Kellbach, second by Wagner to adopt a Resolution ofthe Finance Committee approving waiver ofthe Ciry's righr ofrefusal for the purchase of 1415 West Street

Page 3 ofs

Motion by wagner, second by Kellbach to adopt a Resolution ofthe Human Resources Committee adopting an updated Worker'sCompensation Policy

Motion by Neal, second by Wagner to adopt an ordinance ofthe Public Health & Safety Committee amending Section 5.64.150

Enclosure required - Picnic license regarding enclosure requirements for beer sales at organized events

Rasmussen commented this represents a step forward for Wausau. The ordinance drops the beer fence requirement at certain venues

that are largely self-contained: Athletic Park, Municipal Airport, The 400 Block,andFem Island. Public Health & Safety Committeewill consider events at other locations by request on a case by case basis.

Bi-weekly Ac€rual Max. Vacation Accum. Allowed

1, 10 days 3.0770 hours 120 hours

7 15 days 160 hours

13 20 days 6.1.540 hours 200 hours

18 25 days 7.6924 hours 240 hours


Regular part-time employees shall receive a proration of the annual vacation accrual as described above based on

the number of hours they worked in the previous year. Annualvacation will be awarded on the 2nd payroll ofeach

year.

New employees accrue but may not use vacation beneflts during the first six (6) months' of employment.

Employees must have six (6) days of paid time (hours worked or paid leave) in a pay period in order to earn

vacation during that pay period. This does not apply to employees who are on approved unpaid family medical

leave.

Department heads, upon initial appointment, shall accrue vacation time as a 7th anniversary employee and shall be

allowed to accumulate vacation time up to a maximum of 360 hours, regardless of their length of service.

Vacation may be used in no less than one-fourth (1/4) hour increments. Remaining hours must equal at least % of

the employee's regular shift or more to be eligible for another day off.

8.04 - Vacation

Regular full-time employees shall earn paid vacation based on the number of years of service with the City in

accordance with the following schedule:

Years of Seryile Max. Vacation Ac! ulo-4llstrye-d


7 15 days 4.6154 hours L60 hou rs




CITY OF WAUSAU _ EMPLOYEE HANDBOOK LANGUAGE FOR VACATION LEAVE

2013 Citv of Wausau Emplovee Handbook

8.04 - Vacation

Regular full-time employees shall earn paid vacation based on the number of years of service with the city in

accordance with the following schedule:

Years of Service Annual Vacation

4.6154 hours

Annual vacation shall be credited according to an employee's anniversary date. The scheduling and limitations on

number of employees permitted to be on vacation at the same time shall be scheduled according to the policy

established by individual departments as determined by the Department Head and based on the needs of the City.

2014 citv of Wausau Emplovee Handbook

Annual Vacation Bi-weeklv Accrual


Regular part-time employees shall recelve a proration of the annual vacation accrual as described above based on

the number of hours they worked in the previous year. Annual vacation will be awarded on the 2"d payroll ofeachyear.

New employees accrue but may not use vacation benefits during the first six (6) months' of employment.

Employees must have six (6) days of paid time (hours worked or paid leave) in a pay period in order to earn

vacation during that pay period. This does not apply to employees who are on approved unpaid family medical

leave.



established by individual departments as determined by the Department Head and based on the needs of the City

Department heads, upon initial appointment, shall accrue vacation time as a 7th anniversary employee and shall be

allowed to accumulate vacation time up to a maximum of 360 hours, regardless of their length of service.

2016 CiW of Wausau EmDlovee Handbook

8.04 - VacationRegular full+ime employees shall eam paid vacation based on the number of prior years of service or WRS

participation, whichever is greater with the City in accordance with the following schedule:

Max. Vacation Acc urL4llQygdHire date thru 6years ofservice

l0 days 3.0770 hours 120 hours

On 7'h anniversarythru 12 years of

service


on l3rh anniversarythru l7 years of

service

6.1540 hours 200 hours

On l8'h anniversarythru 24 years of

service


Beginning on theanniversary date of

25 years


Regular part-time employees shall receive a proration ofthe annual vacation accrual as described above based on the

number ofhours they worked in the previous year. Annual vacation will be awarded on the 2"d pal, oll ofeach year.

Regular pan-time employees may accrue vacation to carry over to the following year, The maximum vacation

accrual allowed will be the budgeted full-time equivalency ofthe position.

New employees accrue but may not use vacation benefits during the first six (6) months of employmenl. Employees

must have six (6) days ofpaid time (hours worked or paid leave) in a pay period in order to earn Yacation during the

pay period. This does not apply to employees who are on approved unpaid family medical leave.

Vacation may be used in no less than one-fourth (1/4) hour increments. Remaining hours must equal at least Z of

the employee's regular shift or more to be eligible for another day off.

Years of Service Annual Vaqalio! Bi-weekly Accrual

20 days




established by individual departmenls as determined by the Department Director and based on the needs ofthe City.

Department Directors, upon initial appointment, shall accrue vacation time as a 7'h anniversary employee and shall

be allowed to accumulate vacation time up to a maximum of 360 hours, regardless oftheir length of service.

Vacation may be used in no less than one-fourth ( l/4) hour increments for all non-exempt employees

Years of Service Annual Vacation Max. Vacation Accum.Allowed

At time of hire l0 days 120 hours

Upon completion of 5

years of service| 5 days 4.6154 hours 160 hours

Upon completion of9years of service

20 days 200 hours

Upon completion of l8years ofservice

25 days 'l .6924 hours 240 hours

Upon completion of25years of service


For example, an employee who is hired on l/112000 and works continuously will complete 5 years of service on

l/l/2005, and will complete 9 years ofservice on l/l/2009.

Regular pan-time employees shall receive a proration ofthe annual vacation accrual as described above based on the

number ofhours they worked in the previous year. Annual vacation will be awarded on the 2"d payroll ofeach year.

Regular part-time employees may accrue vacation to carry over to the following year. The maximum vacation

accrual allowed will be the budgeted full-time equivalency ofthe position.



established by individual departments as determined by the Department Director and based on the needs ofthe City.

Department Directors, upon initial appointment, shall accrue vacation time as a 56 anniversary employee and shall

be allowed to accumulate vacation time up to a maximum of 360 hours, regardless oftheir length of service.

Vacation may be used in no less than one-fourth ( l/4) hour increments for all non-exempt employees

2017 Citv of Wausau Emplovee Handbook

E.04 - VacationRegular full+ime employees shall earn paid vacation based on the number of years ofservice in accordance with the

following schedule:

Bi-weekly Accrual

3.0770 hours

6.1540 hours

Documents

OFFICIAL NOTICE AND AGENDA - ci.wausau.wi.us · James Marchel Bus Operator I 05/07/18 Kylie Abel Police Officer 06/25/18 Tanor Allen Firefighter/Paramedic 08/03/18 Nathan Zellner