Oh sorry.

Thanks.

Okay.

Okay, we're gonna call the HR committee to order.

Um we have five four out of the five members here today.

Alderman Anderson is not here, but we still have a quorum.

Um we don't have public comment on here, but I'm just should I I'm gonna just make we didn't get any public comment, so it doesn't look like there's anybody here for public comments, so we're good to go.

Okay, first order of agenda is um approval.

Oh wait, so I'm announcing that we will be going into closed session after all of the agenda items today at the end of the meeting, and that uh motion uh closed session per Wisconsin statute 19.85 parentheses one parentheses C for parentheses for the purpose of considering employment promotion compensation and other terms and conditions of employment for our city administrators performance review.

So that will be at the end of the meeting today.

Okay, first order of agenda um first agenda item is um approval of minutes from our January 21st, 2026 meeting.

Um is there anyone who has anything to say or no?

Okay, I was there.

I'll make a motion to approve uh the minutes from January 21st, 2026.

Do I have a second?

I'll second it.

Okay, all in favor of the min minutes for the 21st of January.

Say aye.

Aye.

Aye.

That is approved unanimously.

Moving on to 3A, ID 2502562, which is uh review and possible action on HR policy G2 commemorative awards.

Let me take it from here, Mark.

All of them tonight for us.

Thank you.

Yes, uh, good evening.

So with the G2 policy, the commemorative awards, the main update that we made to this was just recognizing uh retirees at 10 years of service.

Um that is what we consider a retiree as part of the other policies.

So we're just recognizing that, and those retirees are eligible to get a street sign.

So that was the uh change with that, and I'd be happy to answer any questions.

We already do that, so we're making sure that it's now in the policy or correct, yes.

Got it.

Any other questions?

Okay.

I will I can make a motion to approve 25-02562.

I'll second because I think it's a great idea.

We've been doing it.

Um more of a official capacity, and I think it's a great way to reward our uh hardworking city staff.

Okay, any questions?

Okay, um, all in favor of uh the 2502562 say aye.

Aye aye.

That is approved unanimously.

Okay, we're gonna move on to 25-02564 review and possible action on HR policy D2 training and education reimbursement.

Yes, so the D2 education policy that we've updated here includes updates to the submission form that we use.

What we have now is a very old form that doesn't reference the policy at all.

So we've made updates to make sure that the amounts that people are claiming for reimbursement have the information tied to it that's necessary, including submitting um a class schedule so we know when the class starts and when it ends, because it has to be submitted two weeks prior to the start of the class.

Um there's also the information that they need to get um an A or a B in order to get a reimbursement.

Um so we've updated the form to include all of that information so that along with sending them a copy of the policy, they can see the required information for the reimbursement on the form that they're signing.

Okay, and again, this is something we've just been doing and just updating the policy with the formality.

That's correct.

Okay, correct.

Thank you.

Any other questions?

Any other questions?

Okay, I'm gonna move to approve two five oh two five six four.

I'll second it.

Okay, anybody have any questions prior to us voting?

copy of the policy they can see the required information for the reimbursement on the form that they're signing okay and again this is something we've just been doing and just updating the policy with the formality that's correct okay correct thank you any other questions any other questions okay I'm gonna move to approve two five oh two five six four somebody else want to I'll second it okay anybody have any questions prior to us voting okay all in favor of the um amending policy D2 say aye aye that is approved unanimously we are moving on to 3C which is ID 2502566 review and possible action on revised HR policy C three leaves of leaves of absences go ahead so for the leaves of absences policy we have updated some of the language in here um including adding um sick time with full time or part time status and how that works adding any other approved leaves in there and some departmental policies that might be more stringent when it comes to using sick time we've also moved some of the information up that was near the bottom of the policy so that information that's listed in blue was near the bottom of the policy so we've kind of re-jigged it to make sure that it flows easier for employees to read the stricken items are the ones that were in there that we no longer need to utilize as far as leaves go.

And we've also updated some of the language so that it flows with the current federal and state policies related to FMLA.

Okay.

Any questions on this yes Mike Christine I have a question I'm assuming that neither attorney running or staff check this all out ahead of time or approved of all this as well.

Yes.

Any other questions any concerns okay I'm gonna go ahead and make the motion to approve 25-02566 which is approval of the HR policy C three leaves of absences have a motion for a second second all in favor of the the changes say aye.

Aye.

Aye aye that approved is approved unanimously 3D 26-03004 review and possible action on revised HR policy B is in boys 16 staffing resolution position list.

So every year we work with the departments to review the previous budget and any changes that were made as far as the FTEs and staffing within their departments those that have had changes throughout the years the year excuse me were either approved within the budget a few like in the library they dissolved some contracts and then turn that funding into security guard positions that are part time and then also some employee employee title changes that were um reclassified so this is just the new list for 2026.

And the the actual policy was not changed just the list was updated.

Thank you go ahead Mike thank you I know uh I was looking this at lunch today and I know basically I see that the without water utility and it's uh aligned item separately water utility is that when the city of Walkshaw water utility works with uh city staff that's why there's some some cross training on that or if they're not my understanding that City Walkshaw water utility is not city employees why would that be listed here that's correct they're not city employees but we still um list them I presume because they're on some of our um benefits like they're on our life insurance and our pension system so if you were to overall look at the total number of employees that are on there they would be included in that list.

Thank you for that clarification you're welcome any other questions any other questions okay I'm gonna go ahead and make a motion to approve 26-03004 HR policy B16 for staffing resolution position list can I have a second please Christine will second okay all in favor say aye aye aye that passes unanimously next is um agenda item 3e 26-03005 review and possible action on revised HR policy C4 benefits election at retirement or termination yes so for this policy we've also made some administrative changes as to how we're processing um terminations and retirements now as far as the benefits uh go we've removed some language that no longer is um needed as we've already implemented those changes um we've also added just definitions that weren't in there before like to define what a COBOR participant is and what the coverage is that they're eligible for when someone terminates employment um we've also added um tuition reimbursement on there um as being um something that they have to be prorated and charged for um if someone leaves within 12 months of when they were last receiving that reimbursement and that's on the form that they sign as well for the reimbursement they attest to that and again it's just realigning most of this as to how we administrated

We've also added tuition reimbursement on there as being something that they have to be prorated and charged for if someone leaves within 12 months of when they were last receiving that reimbursement, and that's on the form that they sign as well for the reimbursement.

They attest to that.

And again, it's just realigning most of this as to how we administratively process it for terms and retirements.

Go ahead.

There is one particular part that I want to point out so that it's all the record.

Uh letter number hold on page six.

My computer roles under additional benefits.

We are shortening the run out time.

Retirees are now able to run out as much vacation as they currently have on the books, and in some cases that's 12 weeks.

That means they're still on our payroll.

That means we can't hire anybody until they're officially off a payroll.

That means they're still accruing benefits.

That means they're still on our insurance, WRS, and all of the things.

So we have shortened that run out period to three weeks, but that's that piece won't be effective until January 2027 to give people time to make a decision for this year.

Thank you.

That seems like a uh a good change instead of eliminating it all together.

Uh three weeks is still I mean they're retiring, so hopefully they've planned it's uh that should help with that.

Uh the reason I raised my hand to begin with was I'm hoping that a lot of these changes we're making will help uh retain some employees and have some uh outside future employees come to the city and attract some more uh talent.

That's why I'm really excited about a lot of these things because we do have so many vacancies.

So do you feel that some of these are possibly could uh increase?

That's our goal.

Okay, that's what I was hoping.

Yes.

Thank you.

Any other questions?

Um, sorry, just to clarify the vacation run out things.

So you're saying if they previously, if they had 12 weeks of accrued vacation, they could just take 12 weeks of vacation before they retire basically right to shorten that to three, and then they'll just get paid out.

Right, exactly.

They still will get it paid out, yes.

Thank you.

Just wanted to be sure I was understanding that code.

Sorry, it's a great point.

No doubt.

They don't lose the benefit, they get paid out for time.

Any other questions on that?

Make sense.

Okay.

Um I'm gonna go ahead and make a motion to approve two six zero three zero zero five HR policy C4 benefits election at retirement or termination.

I'll need second.

I'll second it.

All in favor of the change say aye.

Aye.

That passes unanimously.

Now moving on to three F 26-03006 review on possible action on HR policy C7, employment benefits.

Yes, so for this policy, most of the updates that we've made in here as well are administrative processes, um, like defining the benefits administration system.

Uh, in previous years, we had um paper forms that individuals had to complete for benefit enrollment, um, and we've moved to an online system, so we've highlighted that throughout the policy for employees to be able to see that those changes and elections need to be made within that system administratively, that's how things have been done.

Um struck out some information regarding the health risk assessment and the amounts that we were um using to align with doing that or not, um, and have made it more um general language so as to what the city determines um as the best benefit related to those health risks assessments, so those are the biometric screenings that employees could um get done yearly to have benefits related to their health insurance, um, added some other language um in there that administratively is how we're processing things and including how using deferred compensation we allow in in transfer um in service transfers to other 457 vendors that we currently use.

Okay, thank you.

Any questions on that?

I'm gonna go ahead and move to approve 26-0306 for HR policy C7 employment benefits.

Do I have a second?

I'll second it.

Thank you.

All in favor of the change say aye.

Aye.

Aye.

That approves unanimously.

Moving on to 3G 26-03007.

Approve abolishment of HR policy B18 website linking.

This particular policy was actually an IT policy under HR.

We had no purview whatsoever over this policy.

Um IT has since updated a lot of their policies and took the relevant information and incorporated it into their policies.

So we're just getting rid of this because it's no longer used.

Anyone got any questions?

I'm gonna go ahead and up and make a motion to approve 26-03007.

Go ahead, Alderman Christine.

I will second that.

Thank you.

Okay, all in favor of approval of the change, say aye.

Aye, aye.

That is approved unanimously.

Okay, and with that, um, we are going to make a motion to convene in closed session for Wisconsin statute 19.85 parentheses one, parentheses C, parentheses for the purpose of considering employment promotion, compensation, and other terms and conditions of employment or performance evaluation data of any public employee over which the governing body has jurisdiction or exercises responsibility.

I'll second.

I'll set Christine's second.

Okay.

Do we have uh um all in favor of moving into closed session?

Aye.

Aye, aye.

Aye.

Okay, good night.

Let me know when we're ready.

Cheers.

Okay, we have come back into open session, and at this point we um talked about some stuff that's gonna go to council.

We are not taking any action tonight, and um we can move to adjourn.

Is everybody in agreement of adjourning?

Yes?

I agree.

Uh okay, we are adjourning for the evening.

Thank you.

Thank you.

I didn't realize that door was.