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LIBRARY BOARD Packet - 7/21/2015 CITY OF MUSKEGO LIBRARY BOARD AGENDA July 21, 2015 5:00 PM Library Conference Room, S73 W16663 Janesville Road CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES from June 16, 2015 TREASURER’S REPORT Information/Action 1. Place on file the Library Financial Reports from June 2015 PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: 1. Employment Policy Handbook Updates 2. Meeting Rooms Policy Update 3. 2016 Library Budget Discussion 4. 2016 Library Capital Requests 5. Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-mentioned meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Muskego City Hall, (262) 679-4100. Unapproved CITY OF MUSKEGO LIBRARY BOARD MINUTES June 16, 2015 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL Present were trustees Buckmaster, Boschert, Wolfe, O'Bryan, Konkel, Schaefer, Stuart, and Library Director Loeffel. Trustees Robertson and Tomaszewski were excused. STATEMENT OF PUBLIC NOTICE Director Loeffel stated that the meeting was noticed in accordance with the open meeting law. PUBLIC COMMENT APPROVAL OF MINUTES from May 19, 2015 Trustee Schaefer made a motion to approve MINUTES from May 19, 2015, Alderman Wolfe seconded. Motion Passed 7 in favor. TREASURER’S REPORT Information/Action Place on file the Library Financial Reports from May 2015 Alderman Wolfe made a motion to Place on file the Library Financial Reports from May 2015, Trustee Boschert seconded. Motion Passed 7 in favor. PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: Election of Library Board Officers President Buckmaster nominated Trustee Robertson for Treasurer. Motion Passed 7 in favor. President Buckmaster nomintated Trustee Schaefer for Vice President. Motion Passed 7 in favor. President Buckmaster nominated Trustee Boschert for President. Motion Passed 7 in favor. Funding for Library Strategic Planning Trustee O'Bryan made a motion to approve Funding for Library Strategic Planning, Trustee Buckmaster seconded. Motion Passed 7 in favor. Meeting Room Technology Upgrades Discussion only, no action taken. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW The next Library Board meeting will be on July 21, 2015. ADJOURNMENT Trustee Buckmaster made a motion to ADJOURN at 5:40 pm, Alderman Wolfe seconded. Motion Passed 7 in favor. CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 06/15 Jul 10, 2015 04:17PM 2015-15 2015-15 01/15-06/15 06/15 % Actual Over / Adopted Amended Cur YTD Current Month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.4150 WCFLS FUNDING 108,994.00 108,994.00 54,497.00 .00 50.00% 54,497.00- 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 1,200.00 1,200.00 833.73 337.38 69.48% 366.27- 100.05.71.00.4313 LIBRARY FINES 18,000.00 18,000.00 8,950.04 1,844.80 49.72% 9,049.96- 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 7,500.00 7,500.00 5,043.90 1,071.00 67.25% 2,456.10- 100.05.71.00.4542 LIBRARY PHONE USE .00 .00 .00 .00 .00 .00 100.05.71.00.4544 ROOM RENTAL 500.00 500.00 1,000.00 150.00 200.00% 500.00 100.05.71.00.4551 SALE OF F/A - COMPUTERS .00 .00 .00 .00 .00 .00 Total LIBRARY DEPARTMENT: 136,194.00 136,194.00 70,324.67 3,403.18 51.64% 65,869.33- CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 06/15 Jul 10, 2015 04:34PM 2015-15 2015-15 01/15-06/15 06/15 % Actual Over / Adopted Amended Cur YTD Current Month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.5101 SALARY & WAGES 616,044.03 616,044.03 303,774.95 46,377.60 49.31% 312,269.08- 100.05.71.00.5102 SALARIES & WAGES - OVERTIME 2,500.00 2,500.00 .00 .00 .00 2,500.00- 100.05.71.00.5201 FICA 48,245.80 48,245.80 23,009.44 3,487.29 47.69% 25,236.36- 100.05.71.00.5202 PENSION 40,110.86 40,110.86 19,399.98 2,964.02 48.37% 20,710.88- 100.05.71.00.5203 HEALTH 122,383.34 122,383.34 55,886.02 10,058.77 45.66% 66,497.32- 100.05.71.00.5204 LIFE 1,321.20 1,321.20 678.36 113.06 51.34% 642.84- 100.05.71.00.5205 FSA FEE EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5229 HEALTH INS. ALLOWANCE 12,120.00 12,120.00 5,755.00 705.00 47.48% 6,365.00- 100.05.71.00.5302 MILEAGE 1,200.00 1,200.00 386.61 112.88 32.22% 813.39- 100.05.71.00.5303 CONFERENCES & SPECIAL EVENTS 3,500.00 3,500.00 90.00 .00 2.57% 3,410.00- 100.05.71.00.5305 DUES & MEMBERSHIP 1,000.00 1,000.00 859.00 .00 85.90% 141.00- 100.05.71.00.5401 MAINTENANCE OF EQUIPMENT 14,000.00 14,000.00 7,849.80 4,098.41 56.07% 6,150.20- 100.05.71.00.5415 MAINT OF BUILDINGS & GROUNDS 31,500.00 31,500.00 12,830.85 3,228.45 40.73% 18,669.15- 100.05.71.00.5505 COMPUTER CHARGES/LIBRARY 34,000.00 34,000.00 26,701.02 .00 78.53% 7,298.98- 100.05.71.00.5602 TELEPHONE 300.00 300.00 146.00 25.00 48.67% 154.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 20,000.00 20,000.00 9,835.41 336.62 49.18% 10,164.59- 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 4,000.00 4,000.00 560.87 .00 14.02% 3,439.13- 100.05.71.00.5835 HOUSEKEEPING SERVICES 36,588.00 36,588.00 18,294.00 3,049.00 50.00% 18,294.00- 100.05.71.00.5910 GAS & ELECTRIC 83,500.00 83,500.00 30,977.14 6,191.63 37.10% 52,522.86- 100.05.71.00.5915 SEWER & WATER 2,500.00 2,500.00 1,014.12 .00 40.56% 1,485.88- 100.05.71.00.6062 PROGRAM ADVERTISING/PROMOTIO 5,000.00 5,000.00 870.50 .00 17.41% 4,129.50- 100.05.71.01.5711 PRINT MATERIALS 114,000.00 114,000.00 46,726.18 4,483.68 40.99% 67,273.82- 100.05.71.01.5713 PRINT MATERIALS - ADULT .00 .00 .00 .00 .00 .00 100.05.71.02.5711 AUDIO-VISUAL MATERIALS 50,000.00 50,000.00 15,753.04 960.78 31.51% 34,246.96- 100.05.71.03.5711 ELECTRONIC MATERIALS 16,000.00 16,000.00 12,438.76 .00 77.74% 3,561.24- 100.05.71.03.5714 AUDIO VISUAL MATERIAL - A.V. .00 .00 .00 .00 .00 .00 100.05.71.11.5713 PRINT MATERIALS - JUVENILE .00 .00 .00 .00 .00 .00 100.05.71.12.5714 AUDIO VISUAL MATERIAL - JUVENL .00 .00 .00 .00 .00 .00 100.05.71.14.5713 PRINT MATERIALS - MISC .00 .00 .00 .00 .00 .00 100.05.71.18.5713 PRINT MATERIALS - NEWSPAPER .00 .00 .00 .00 .00 .00 100.05.71.19.5713 PRINT MATERIALS - PERIODICALS .00 .00 .00 .00 .00 .00 100.05.71.23.5713 PRINT MATERIALS - REFERENCE .00 .00 .00 .00 .00 .00 100.05.71.26.5713 PRINT MATERIALS - SERIALS .00 .00 .00 .00 .00 .00 100.05.71.35.5714 AUDIO VISUAL MATRL - DATA BASE .00 .00 .00 .00 .00 .00 100.05.71.36.5713 PRINT MATERIALS - YOUNG ADULT .00 .00 .00 .00 .00 .00 Total LIBRARY DEPARTMENT: 1,259,813.23 1,259,813.23 593,837.05 86,192.19 47.14% 665,976.18- CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 6/1/2015-6/30/2015 Jul 10, 2015 03:44PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number 3M OF64677 1 Invoice SERVICE CONTRACT 05/22/2015 06/23/2015 3,681.00 615 100.05.71.00.5401 Total 3M:3,681.00 BAKER & TAYLOR COMPANY 2030664459 1 Invoice Print 06/02/2015 06/09/2015 749.79 515 100.05.71.01.5711 2030666629 1 Invoice Print 06/02/2015 06/09/2015 701.39 515 100.05.71.01.5711 2030666698 1 Invoice Print 06/02/2015 06/09/2015 200.83 515 100.05.71.01.5711 2030677527 1 Invoice Print 06/02/2015 06/09/2015 801.20 515 100.05.71.01.5711 2030681416 1 Invoice Print 06/02/2015 06/09/2015 233.92 515 100.05.71.01.5711 2030681492 1 Invoice Print 06/16/2015 06/23/2015 91.89 615 100.05.71.01.5711 2030708755 1 Invoice Print 06/16/2015 06/23/2015 1,014.21 615 100.05.71.01.5711 2030720085 1 Invoice Print 06/17/2015 06/23/2015 2,922.84 615 100.05.71.01.5711 2030723701 1 Invoice Print 06/17/2015 06/23/2015 323.30 615 100.05.71.01.5711 5013638884 1 Invoice Print 06/02/2015 06/09/2015 24.73 515 100.05.71.01.5711 5013648246 1 Invoice Print 06/16/2015 06/23/2015 44.94 615 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY:7,109.04 BAKER & TAYLOR ENTERTAINMENT K41646230 1 Invoice AV 06/02/2015 06/09/2015 21.59 515 100.05.71.02.5711 K42011280 1 Invoice AV 06/02/2015 06/09/2015 12.73 515 100.05.71.02.5711 M72269500 1 Invoice AV 06/02/2015 06/09/2015 136.68 515 100.05.71.02.5711 M72269501 1 Invoice AV 06/02/2015 06/09/2015 21.59 515 100.05.71.02.5711 M72757410 1 Invoice AV 06/02/2015 06/09/2015 21.55 515 100.05.71.02.5711 M72757411 1 Invoice AV 06/02/2015 06/09/2015 19.43 515 100.05.71.02.5711 M72757412 1 Invoice AV 06/02/2015 06/09/2015 30.95 515 100.05.71.02.5711 M72757413 1 Invoice AV 06/02/2015 06/09/2015 9.35 515 100.05.71.02.5711 M72778490 1 Invoice AV 06/02/2015 06/09/2015 90.63 515 100.05.71.02.5711 M72840280 1 Invoice AV 06/02/2015 06/09/2015 14.39 515 100.05.71.02.5711 M72857800 1 Invoice AV 06/02/2015 06/09/2015 197.01 515 100.05.71.02.5711 M73008350 1 Invoice AV 06/02/2015 06/09/2015 21.56 515 100.05.71.02.5711 M73192230 1 Invoice AV 06/16/2015 06/23/2015 31.39 615 100.05.71.02.5711 M73192231 1 Invoice AV 06/16/2015 06/23/2015 136.75 615 100.05.71.02.5711 M73192232 1 Invoice AV 06/16/2015 06/23/2015 10.79 615 100.05.71.02.5711 M73290160 1 Invoice AV 06/16/2015 06/23/2015 12.23 615 100.05.71.02.5711 M73609640 1 Invoice AV 06/16/2015 06/23/2015 10.79 615 100.05.71.02.5711 M73655950 1 Invoice AV 06/16/2015 06/23/2015 11.88 615 100.05.71.02.5711 M73655951 1 Invoice AV 06/16/2015 06/23/2015 14.23 615 100.05.71.02.5711 M73655952 1 Invoice AV 06/16/2015 06/23/2015 212.94 615 100.05.71.02.5711 M73655953 1 Invoice AV 06/16/2015 06/23/2015 28.74 615 100.05.71.02.5711 M73655954 1 Invoice AV 06/16/2015 06/23/2015 28.79 615 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT:1,095.99 BUSINESS CARD 5342/60915 1 Invoice LIBRARY MAINT SUPPLIES 05/18/2015 06/14/2015 332.88 615 100.05.71.00.5701 5342/60915 2 Invoice LIBRARY MAINT SUPPLIES 05/18/2015 06/14/2015 3.74 615 100.05.71.00.5701 8031/60915 1 Invoice PUB REL/FOL 04/24/2015 06/09/2015 70.78 615 503.05.00.00.6007 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 6/1/2015-6/30/2015 Jul 10, 2015 03:44PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number 8031/60915 2 Invoice PUB REL/FOL 04/24/2015 06/09/2015 4.19 615 503.05.00.00.6007 8031/60915 3 Invoice PUB REL/FOL 04/24/2015 06/09/2015 4.77 615 503.05.00.00.6007 8031/60915 4 Invoice PUB REL/FOL 04/24/2015 06/09/2015 13.06 615 503.05.00.00.6007 8031/60915 5 Invoice PUB REL/FOL 04/24/2015 06/09/2015 33.79 615 503.05.00.00.6007 8031/60915 6 Invoice PUB REL/FOL 04/24/2015 06/09/2015 8.41 615 503.05.00.00.6007 8031/60915 7 Invoice PRINT 04/24/2015 06/09/2015 86.50 615 100.05.71.01.5711 8031/60915 8 Invoice PUB REL/FOL 04/24/2015 06/09/2015 50.00 615 503.05.00.00.6007 8031/60915 9 Invoice PUB REL/FOL 04/24/2015 06/09/2015 5.00 615 503.05.00.00.6007 8031/60915 10 Invoice PUB REL/FOL 04/24/2015 06/09/2015 30.00 615 503.05.00.00.6007 8031/60915 11 Invoice PUB REL/FOL 04/24/2015 06/09/2015 25.30 615 503.05.00.00.6007 8031/60915 12 Invoice PUB REL/FOL 04/24/2015 06/09/2015 8.99 615 503.05.00.00.6007 8316/60915 1 Invoice AUDIO VISUAL 04/21/2015 06/09/2015 14.99 615 100.05.71.02.5711 Total BUSINESS CARD:692.40 DEMCO EDUCATIONAL CORP 5602874 1 Invoice Office Supplies 06/02/2015 06/09/2015 560.82 515 100.05.71.00.5701 Total DEMCO EDUCATIONAL CORP:560.82 DEPT OF ADMINISTRATION 067817 1 Invoice TEACH Line 06/02/2015 06/09/2015 1,500.00 515 100.05.71.00.5505 Total DEPT OF ADMINISTRATION:1,500.00 FINDAWAY WORLD,LLC 154230 1 Invoice AV 06/02/2015 06/09/2015 663.90 515 100.05.71.02.5711 Total FINDAWAY WORLD,LLC:663.90 JAMES IMAGING SYSTEMS INC 607213 1 Invoice Public Copier 06/04/2015 06/09/2015 125.00 515 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC:125.00 JAMES IMAGING SYSTEMS INC (lease) 280566167 1 Invoice Copier 06/19/2015 06/23/2015 417.41 615 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC (lease):417.41 JANI-KING INC- MILW REGION MIL06150176 3 Invoice CLEANING/LIB JUNE 06/01/2015 06/09/2015 3,049.00 615 100.05.71.00.5835 MIL07150181 3 Invoice CLEANING/LIB JULY 07/01/2015 07/14/2015 3,049.00 615 100.05.71.00.5835 Total JANI-KING INC- MILW REGION:6,098.00 KOWALKOWSKI PLUMBING LLC 3769 1 Invoice INSTALL WTR HEATER MATERIAL 05/18/2015 06/23/2015 1,986.63 615 100.05.71.00.5415 3769 2 Invoice INSTALL WTR HEATER LABOR/LIB 05/18/2015 06/23/2015 335.00 615 100.05.71.00.5415 Total KOWALKOWSKI PLUMBING LLC:2,321.63 LAKELAND SUPPLY, INC. 55422 3 Invoice MISC PAPER PRODUCTS/LIB 04/15/2015 06/09/2015 765.82 615 100.05.71.00.5415 55422 4 Invoice MISC PAPER PRODUCTS/LIB DIS 04/15/2015 06/09/2015 39.00- 615 100.05.71.00.5415 Total LAKELAND SUPPLY, INC.:726.82 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 6/1/2015-6/30/2015 Jul 10, 2015 03:44PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number MICROMARKETING LLC 575393 1 Invoice AV 06/16/2015 06/23/2015 88.50 615 100.05.71.02.5711 576257 1 Invoice AV 06/16/2015 06/23/2015 176.98 615 100.05.71.02.5711 Total MICROMARKETING LLC:265.48 MIDWEST TAPE 92839697 1 Invoice AV 06/02/2015 06/09/2015 48.28 515 100.05.71.02.5711 92886753 1 Invoice AV 06/16/2015 06/23/2015 72.64 615 100.05.71.02.5711 92886755 1 Invoice AV 06/16/2015 06/23/2015 24.14 615 100.05.71.02.5711 Total MIDWEST TAPE:145.06 OVERDRIVE, INC CD-0006236 1 Invoice Advantage eContent 06/02/2015 06/09/2015 1,291.00 515 100.05.71.03.5711 Total OVERDRIVE, INC:1,291.00 PENGUIN RANDOM HOUSE LLC 1083665516 1 Invoice AV 06/02/2015 06/09/2015 35.00 515 100.05.71.02.5711 1083676993 1 Invoice AV 06/02/2015 06/09/2015 32.00 515 100.05.71.02.5711 1083791289 1 Invoice AV 06/16/2015 06/23/2015 45.00 615 100.05.71.02.5711 1083848790 1 Invoice AV 06/16/2015 06/23/2015 40.00 615 100.05.71.02.5711 Total PENGUIN RANDOM HOUSE LLC:152.00 RECORDED BOOKS 75137335 1 Invoice AV 06/02/2015 06/09/2015 6.95 515 100.05.71.02.5711 Total RECORDED BOOKS:6.95 STARFIRE EXTINGUISHER CO 32710 1 Invoice Fire Extinguisher Inspection 06/02/2015 06/09/2015 60.00 515 100.05.71.00.5415 Total STARFIRE EXTINGUISHER CO:60.00 U.S. CELLULAR 0087548121 8 Invoice Monthly Charge-Library 06/15/2015 06/23/2015 25.00 615 100.05.71.00.5602 Total U.S. CELLULAR:25.00 USA FIRE PROTECTION 238521 1 Invoice Sprinkler System Inspection 06/16/2015 06/23/2015 180.00 615 100.05.71.00.5415 Total USA FIRE PROTECTION:180.00 WE ENERGIES 5499-564-961/1 Invoice GROUP GAS/LIB 06/01/2015 06/09/2015 1,026.96 615 100.05.71.00.5910 5499-564-961/2 Invoice GROUP ELEC/LIB 06/01/2015 06/09/2015 5,164.67 615 100.05.71.00.5910 Total WE ENERGIES:6,191.63 Grand Totals:33,309.13 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 4 Report dates: 6/1/2015-6/30/2015 Jul 10, 2015 03:44PM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" Memorandum of Understanding WiLS and Muskego Public Library For Strategic Plan Development, Consulting and Facilitation Services Introduction The purpose of this MOU is to define the parameters and costs of the Strategic Plan Development, Consulting and Facilitation Services WiLS will provide to the Muskego Public Library. Contacts Communication regarding this agreement and the provided service should be directed to: WiLS Muskego Public Library Bruce Smith Pete Loeffel 1360 Regent Street, #121 S73 W16663 Janesville Road Madison, WI 53715-1255 Muskego, WI 53150 608-620-5421 262-971-2119 bsmith@wils.org ploeffel@cityofmuskego.org Phase 1 – Data and Information Gathering WiLS Service Description • Library Services Assessment - WiLS will provide the library a form and guidelines to do an inventory of the services, programs and resources it provides. The form is structured for the library to identify the value to the community and value to the library for providing a current service, program or resource to help determine if there are any potential resources that could be reallocated to support the strategic plan. o WiLS Cost = $150.00 • Community Conversations – WiLS will work with the library to coordinate two 1.5 hour community conversations to identify community aspirations and challenges. One conversation will be with library users and the second will be with those that do not use the library. WiLS will work with the library to develop a protocol to identify and invite community conversation participants. WiLS will provide a facilitator to lead the conversations and document the input gathered during the conversations. WiLS will compile and theme the results of the conversations to identify opportunities for the library to provide resources and services that align with the wants and needs of the community. o WiLS Cost = $960.00 ($480.00 per 1.5 hour conversation) • Other Data Gathering – WiLS will provide Muskego P.L. with templates for gathering material usage data, DPI annual report data, and local and regional demographic and economic data. • OPTIONAL: Community Survey – WiLS will provide Muskego P.L. with a template of a survey when the material usage; DPI annual report; and demographic and economic data is gathered. Muskego P.L. at that time will be able to determine if they want to administer a Community Survey. If it is decided to administer a survey, WiLS will develop, with input from the library, a paper and online version community survey to be administered to area residents. WiLS will compile the results of the survey. o WiLS Cost = $750.00 (OPTIONAL) Muskego P.L. Contribution • Library Services Assessment – Muskego P.L. board and staff will complete the assessment. • Community Conversations – Muskego P.L. will work with WiLS to identify and invite participants to the community conversations. Muskego P.L., with input from WiLS, will coordinate scheduling and location logistics for the community conversations. • Other Data Gathering –Muskego P.L. will gather and provide WiLS with information and data it gathers. This includes: o Results from the Edge Assessment and Impact Survey. o Material usage data, DPI annual report data, and local and regional demographic and economic data and information per the templates and guidelines provided by WiLS. • OPTIONAL: Community Survey –If it is decided to administer a survey, Muskego, with input from WiLS, will promote the survey to area residents by posting on their website and via social media in addition to making paper copies of the survey available to residents. Phase 2 – Data and Information Report WiLS Service Description • WiLS will create a data and information summary report from all the information gathered in Phase 1. This information will be used to assist the library director and planning committee to identify themes and issues when developing the strategic directions, service goals and initiatives. o WiLS Cost = $1,200.00 Phase 3 – Plan Development Meetings WiLS Service Description • Data and Information Report Review – WiLS will develop a 1.5 hour webinar to review the data and information summary report with the planning committee before the service planning meeting to develop the different elements of the strategic plan. o WiLS Cost = $225.00 • Service Planning – WiLS will develop processes and provide facilitation services for a half-day library plan development meeting. The outcome of this meeting will creating strategic service goals for the library along with initiatives that can be done to reach the goals. o WiLS Cost = $750.00 Muskego P.L. Contribution • Data and Information Report Review – Muskego P.L. will work with WiLS to schedule a date for this review. • Service Planning – Muskego P.L. will coordinate with WiLS to schedule a half-day library plan development meeting. Muskego P.L. will take care of location logistics for this meeting. Phase 4 –Writing the Strategic Plan Document WiLS Service Description • Base Cost –WiLS will compile the results of the planning meetings along with other documentation, including the data and information summary report, and examples of plan templates to use to write the strategic plan document. WiLS will also coordinate a schedule and process to complete drafting the plan. o WiLS Cost = $225.00 • Plan Writing – WiLS will provide plan writing assistance, as requested by the library, with the library taking the lead writing role. Upon request for writing assistance, WiLS will respond with a time and completion date estimate for Muskego P.L. approval before proceeding. o Writing Assistance = $75.00/hour (estimated at 2-8 hours) Muskego P.L. Contribution • Plan Writing – Muskego P.L. will be the lead plan writer using the documentation provide by WiLS and plan template of its choosing. Muskego P.L. will provide WiLS with requests for plan writing assistance and approval, per WiLS estimates, for WiLS to proceed with requests. Cost Allocations and Terms of Agreement Cost Totals Phase 1: $1,110.00 Phase 2: $1,200.00 Phase 3: $ 975.00 Phase 4: $ 225.00 plus hourly Total: $3,510.00 plus hourly • Total if optional community survey selected: $4,260.00 • Costs include all preparation time; facilitation time; mileage expenses; and supplies for facilitation processes and documentation development. Payment Schedule Upon start of project 09/01/2015: $1,110.00 Upon completion of Phase 4: $2,400.00 plus additional hourly Duration of agreement/cancellation • The duration of this plan development work is scheduled from September 1, 2015 through December 31, 2015. WiLS and Muskego P.L. will work together to identify a timeline of the different activities to complete each phase of service. If either WiLS or Muskego P.L. need to alter the previously agreed upon timeline, such alterations should be made prior to the deadline date of the activity that will need to be rescheduled. If deadlines are repeatedly not met by Muskego P.L. without communicating with WiLS, WiLS reserves the right to change the project timeline with Muskego’s approval of the new timeline. If the change in timeline will result in overlap with other projects to the extent that WiLS will not be able to complete the work with existing staff resources, WiLS reserves the right to delay the project to a mutually agreed upon time or to cancel the project. Director’s Report July, 2015 1. Adult Services update (From Elke): During the summer months, everything revolves around the Summer Reading Program. It has been great fun to interact with readers of all ages at the Reference Desk and see so many happy faces. Standalone programs are on hiatus for the summer months as people prefer to be outside. However, Jolyn’s “Chain Reaction” crochet group continues to meet. They are currently working on creating baby items to donate to Children’s Hospital. 2. Children’s update (From Christi): With three weeks left for Summer Reading, children’s has been busy with programming and the reading activity sheets. We have already surpassed our program attendance from last year with a total attendance 1,214 children and parents (2014 total SRP program attendance was 1,106). Our performers have been the most popular programs this year averaging about 200 children and parents. We have three more performers till the end of July. Our all ages programs have also done well with a total of 302 attendees thus far with one left to go. We have had a large number of positive responses to the changes in the program this year with just a few negative ones. Those with concerns were mainly due to being away for vacations and not being able to come in and get the activity sheets each week or not being able to get more/all of the coupons. Others appreciate the ability to be able to choose their own coupons and like having to come in multiple times per week to pick up the new activity sheet or drop it off and pick up their coupons. 3. Young Adult update (From Amanda): June marked the beginning of the library’s summer reading program! As of now 331 teens have signed up for the teen summer reading program “Unmasked.” For every book read and/or teen program attended, teens earn raffle tickets to be put towards a prize of their choice for an end of the summer raffle drawing. Not only are teens are encouraged to read this summer, but to attend library programs as well. Some of these programs include: making superhero cookies, attending an evil minion workshop, searching the library for Lego supervillains, painting the windows, and participating in book club. The after dark lock-in will be the last program of the summer, with the teen summer reading program officially ending on August 17. 4. WCFLS/Jefferson County update: At their June meeting, the Waukesha County Board unanimously approved the ordinance to change the Waukesha County Federated Library System into a two county system including Waukesha and Jefferson Counties. The libraries in Jefferson County will be leaving the Mid- S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library Wisconsin Federated Library System (which currently includes libraries in Jefferson, Dodge, and Washington Counties) at the end of the year. The new two- county library system will begin on January 1. The eight Jefferson County libraries that will be joining WCLFS are located in Fort Atkinson, Jefferson, Johnson Creek, Lake Mills, Palmyra, Waterloo, Watertown, and Whitewater. 5. Community Development Block Grant update: The Library applied for 2016 CDBG funds to assist with a redesign of the Children’s area. The CDBG program is administered by Waukesha County’s Division of Community Development, and there were six applications in the public facilities category for Waukesha County’s share. The CDBG Board ranked the applications, and recommended funding the top two applications. Unfortunately, the Library ranked third out of the six. 6. Friends of the Library update: This past month the Friends of the Library moved their items into the new Friends room. The room originally was a staff office and is located near the magazine reading area. This room allows the Friends easier access to their items and provides them with workspace. 7. Wisconsin Trustee Training Week: WCFLS and other Wisconsin library systems are once again sponsoring a series of webinars, developed and coordinated by the Nicolet Federated Library System, geared toward public library trustees. There will be a webinar offered each day at noon, with a different topic and speaker each day. These programs will also be archived. Trustees do need to register for each session individually. Programs will be 60 minutes in length and will be recorded. Go to www.wistrusteetraining.com for more information. 8. WCFLS Trustee Dinner: The Waukesha County Federated Library System will be hosting its annual Trustee recognition dinner on Thursday, September 24 at the Western lakes Golf Club in Pewaukee. With the upcoming library system expansion, this year’s event will include trustees from Waukesha and Jefferson Counties. Invitations will be mailed to library board trustees. 9. Employee Anniversaries in July: 8 years Debbie Mortensen, Aide S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Through June Checkouts 2014 22,740 20,401 23,454 21,748 20,152 24,982 29,140 24,514 22,117 22,129 19,552 19,867 133,477 2015 22,289 20,903 23,795 20,787 19,380 27,207 134,361 % Change -2.0%2.5%1.5%-4.4%-3.8%8.9%0.7% eBook Checkouts 2014 1,212 1,012 1,165 1,134 1,006 1,114 1,191 1,058 1,145 1,121 1,190 1,197 4,523 2015 1,323 1,300 1,384 1,241 1,334 5,248 % Change 9.2%28.5%18.8%9.4%32.6%16.0% Self-Service Transaction Percentage of Total Circ (Self-check, Online Renewals, and eBook Checkouts/Checkouts and eBook Checkouts) 2014 2015 52.2%54.1%53.7%55.8%56.1%54.3% Library Visits 2014 10,104 10,147 12,573 11,083 9,413 12,290 13,327 11,492 10,922 12,212 10,649 9,698 65,610 2015 11,050 11,136 12,309 11,399 9,834 14,646 70,374 % Change 9.4%9.7%-2.1%2.9%4.5%19.2%7.3% Reference Transactions 2014 1,542 1,492 1,781 1,412 1,160 1,194 1,418 1,446 1,486 1,561 1,380 1,234 8,581 2015 1,500 1,632 1,714 1,363 1,100 1,584 8,893 % Change -2.7%9.4%-3.8%-3.5%-5.2%32.7%3.6% Meeting Room Use 2014 88 95 104 91 76 73 102 58 92 123 100 77 527 2015 91 101 123 110 88 64 577 % Change 3.4%6.3%18.3%20.9%15.8%-12.3%9.5% Monthly Statistics for Muskego Public Library 2015 S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library TO: LIBRARY BOARD FROM: PETE LOEFFEL, LIBRARY DIRECTOR SUBJECT: EMPLOYMENT POLICY HANDBOOK UPDATE DATE: JULY 15, 2015 CC: The City of Muskego Employment Policy Handbook was adopted by the Common Council on August 27, 2013, and adopted by the Library Board on November 19, 2013. The handbook is designed to be a working guide in the day-to-day administration of the City’s human resource programs in a way that supports a positive work environment. Various sections of the handbook have been updated and reviewed by the Finance Committee, and the revisions were adopted by the Common Council on July 14, 2015. CITY OF MUSKEGO PROPOSED HANDBOOK REVISIONS/UPDATES EFFECTIVE JANUARY 1ST, 2015 Section #Description Page # ▪Section 5.2 Vacation (Part-time) 39 ▪Section 5.3 Sick (Part-time) 40 ▪Section 6.1 Health Insurance Benefits (Part-time) 42 ▪Section 6.5 Voluntary Benefits (Part-time) 45 ▪Section 8.5 Internet & Electronic Communications (Email Usage #11) 73 ▪Section 8.6 Computer Systems Usage (Security) 77 & 79 ▪Section 8.9 Emergency Conditions/Evacuations (Fire Evacuations) 85 ▪Section 9.4 Separation of Employment 137 ▪Section 9.5 Retirement (New Section) 138 ▪Section 10.4 (f) Managerial & Specialists Pay Scales ▪Section 10.4 (f) General Pay Scales 39 Section 5.2 – Vacation Vacation for full-time employees will be accrued according to the following schedule: Years of Service Bi-weekly Accrual Max Allowed Hours / Days Following orientation period 3.08 80 / 10 Beginning with 5th year anniversary 4.62 120 / 15 Beginning with 6th year anniversary 4.92 128 / 16 Beginning with 7th year anniversary 5.23 136 / 17 Beginning with 8th year anniversary 5.54 144 / 18 Beginning with 9th year anniversary 5.85 152 / 19 Beginning with 10th year anniversary 6.15 160 / 20 Beginning with 16th year anniversary 6.46 168 / 21 Beginning with 17th year anniversary 6.77 176 / 22 Beginning with 18th year anniversary 7.08 184 / 23 Beginning with 19th year anniversary 7.38 192 / 24 Beginning with 20th year anniversary 7.69 200 / 25 Part-time employees working 20 to 39 hours per week will be eligible to accrue vacation time on a pro-rated basis. Limited term, seasonal and regular part-time employees who work 19 hours or less per weeks shall not be eligible for this benefit. Employees are encouraged to use their vacation time throughout the year. On employee’s anniversary date of each year, vacation banks may not exceed the maximum allowed, per the schedule above. If on the anniversary date of any given year an employee’s vacation bank exceeds the maximum allowed, the excess hours will expire and the bank balance will be set back to the maximum allowance the first payroll following the anniversary date unless the department head has approved an extension not to exceed three (3) months, per request of employee. Extended leave time will not be eligible as final payout for terminated employees. An employee hired on or before the 16th of the month shall be eligible for vacation accrual the 1st day of the month hired. An employee hired on the 17th of the month or after shall be eligible for vacation accrual the 1st day of the following month. An employee who terminates or is discharged from the City prior to satisfactory completion of his/her orientation period is not eligible for payment of vacation time. 40 Section 5.3 – Sick Leave Regular full-time employees shall earn one (1) day of sick leave with pay for completion of each full month of employment or a total of twelve (12) days per year accumulative to a maximum of one hundred twenty (120) days. Regular part-time employees working 20 to 39 hours per week shall be eligible to accrue sick leave time on a pro-rated basis. Limited term, seasonal and part- time employees who work 19 hours or less per weeks are not eligible for this benefit. Sick leave may not be used until earned. An employee hired on or before the 16th of the month shall accrue sick leave the 1st day of the month hired. An employee hired on the 17th of the month or after shall be accrue the 1st day of the following month. New employees shall be ineligible for paid sick leave during the first three months of employment. Sick leave shall not be considered as an entitlement which an employee may use at his/her discretion. It shall be allowed only for actual sickness of the employee, to meet medical or dental appointments, or because of illness in the employee’s immediate family (as defined under FMLA) which necessitates his/her absence from employment. Department heads may authorize use of sick leave because of illness of other individuals or as special circumstances may warrant. The department head may investigate alleged willful misuse of sick leave. False or fraudulent use of sick leave shall be just cause for disciplinary action up to and including dismissal. Employees shall make every reasonable effort to schedule medical appointments at the least disruptive time in accordance with departmental needs, so as not to conflict with the work schedule of the day. In order to be granted sick leave with pay, the employee must adhere to the following:  Report the reason for absence from work to department head or designee before the start of the normal workday, unless the employee is unable to do so because of circumstances beyond the employee’s control.  Keep the department head or designee informed of one’s condition.  Submit a medical certificate to department head or designee for any absence of more than four (4) consecutive working days certifying as to inability to work, as well as permission to return to work along with any work restrictions imposed. When an insufficient sick leave balance remains to cover the absence of a regular full or part- time employee due to a serious illness or injury of the employee or immediate family member as defined under FMLA, the remainder shall be charged either to compensatory time, accumulated vacation or leave without pay, at the employee’s option. 41 In the event all leave time is exhausted for continued salary during an extended illness or other medical condition, an employee may request one (1) additional paid leave per separate major illness in accordance with the following schedule, which is based off an employee’s length of employment with the City: Years of Service Maximum Paid Leave Days One (1) 6 Two (2) 12 Three (3) 18 Four (4) 24 Five (5) 30 Six (6) 36 Seven (7) 42 Eight (8) 48 Nine (9) 54 Ten (10) or more 60 Additionally, employees who have exhausted all of their leave time due to illness or injury may request donated sick leave per Section 7.7 of Employee Handbook. Extended sick leave time shall not be subject to carryover or the payout provisions below. Should a paid holiday(s) fall within the week or weeks while an employee is on sick leave, such holiday will be charged as a paid holiday and not deducted from the employee’s accrued sick leave. While an employee is on paid sick leave, the accrual of sick leave benefits shall continue during the period of convalescence. Sick leave shall not be accrued for laid off employees or employees on leave of absences without pay that exceed twenty (20) working days. Upon termination from City employment, the employee shall be granted to pay at their last base rate for any accumulated unused sick leave pay up to one hundred twenty (120) days for those employees active on December 31st, 1987. Employees hired between January 1st, 1988 and December 31st, 2013 shall be granted a maximum of ninety (90) days. Employees hired on or after January 1st, 2014, shall be granted the following sick leave payout: Years of Service % of Accumulated Maximum Under three (3) 0% Three (3) – Nine (9) 25% Ten (10) or more 50% For Represented Police personnel sick leave policy see current Muskego Police Association agreement. 42 Section 6.1 Health Insurance The City offers a group insurance plan that provides both health and prescription drug benefits, as provided in a master plan document that may be amended from time to time. Regular full time employees and part time employees who are scheduled to work 30 or more hours per week become eligible for enrolling in the plan on the first of the month following hire date. The employee shall pay a portion of the cost for such coverage as a deduction from the employee’s paycheck and the City will pay the balance of the premium cost for providing such coverage. Part time employees shall pay a prorated portion of the premium. Annual open enrollment for the health insurance occurs in June each year. The City has the sole discretion to determine what insurance benefits will be provided, the carrier to be selected, and the level of benefits to be offered. Employees who decline coverage and in the future lose their previous coverage may apply for health insurance coverage within 30 days of the loss. Proof of coverage loss will need to be submitted with enrollment application. Upon occurrence of a qualifying event (i.e.: birth, death, marriage, divorce), an employee may enroll in the health plan. Current employees may also enroll as a “late applicant” if proof of Credible Health Insurance Coverage is provided, with an effective date the first of the month following 90 days from the date of application. Heath Reimbursement Account (HRA) The City offers an HRA which allows eligible employees to receive partial or full reimbursement of health insurance deductibles up to $2,750 per member, not to exceed $5,500 per family. Health Allowance Eligible employees who choose to waive the health plan provided by the City may receive the following monthly health allowance: In lieu of Family coverage $400.00 per month In lieu of Limited Family coverage $305.00 per month In lieu of Family and has elected Single coverage $280.00 per month In lieu of Limited Family and has elected Single coverage $160.00 per month In lieu of Single coverage $150.00 per month In lieu of Family and has elected Limited Family coverage $ 95.00 per month Each year during the June open enrollment period employees receiving a health allowance will be required to complete a Health Allowance Request Form for the new plan year. 43 Section 6.2 – Wellness Program The City of Muskego offers an annual Health Risk Assessment to all employees, which typically takes place in May. The Assessment includes an online questionnaire and biometric screening that compiles your health information and risk factors so they can be addressed through wellness programs and education to help reduce health care costs as well as improve overall employee health. Employees who are enrolled in the health insurance plan are encouraged to participate in this assessment for a reduction in their health premiums. Those who do not take part in the Assessment will pay higher health insurance premiums. Section 6.3 - Life Insurance Wisconsin Retirement Life Insurance, administered by Minnesota Life, is effective for eligible employees the first of the month following a six month waiting period. For those who have previously served six months under a Wisconsin Retirement System covered employer, enrollment is effective on hire date. It is the responsibility of the employee to return the Life Insurance Application with 30 days of the date you complete six months under WRS. If the application is not turned in or is late, the employee is considered as waiving the life insurance. If you fail to apply during this time period you may apply by providing evidence of insurability and will then be notified in writing when coverage becomes effective or is denied. Basic coverage is paid 100% by the City. Premiums are based on age and salary. Basic coverage is equal to an employee’s prior year’s earnings, rounded to the next higher $1,000, payable to the designated beneficiary. In addition to basic coverage employees may elect to carry supplemental, additional and/or dependent coverage. This extra coverage is completely voluntary and is paid 100% by the employee. The maximum supplemental and additional coverage allowed is 5 times an employee’s prior year’s earnings. Dependent coverage provides $10,000(Unit I) or $20,000 (Unit II) of coverage for a spouse and $5,000 (Unit I) or $10,000 (Unit II) for each dependent child, payable to the employee. Part-time employees receive the basic coverage benefit on a prorated basis if eligible under the Wisconsin Retirement System. Deductions for supplemental, additional and dependent coverage are taken the first two payrolls of each month. 44 Imputed Income According to the IRS the value of your group life insurance coverage in excess of $50,000 is taxable income and must be reported to the IRS on your W-2 statement each year. This is referred to as “imputed income”. Tax will be calculated and deducted from your pay in December of each year. Section 6.4 – Cafeteria Plan Section 125 The Pre-Tax Premium only plan allows conversion of salary from taxable wage to non-taxable for contributions toward health, dental, vision, and other voluntary plans (with the exception of short- term disability and long-term disability). Section 6.5 – Voluntary Employee Benefits The City has the sole discretion to determine what voluntary insurance benefits will be provided, the carrier to be selected, and the level of benefits to be offered. Annual open enrollment for all voluntary benefits occurs in December of each year. Regular full-time employees and employees who are scheduled to work 20 or more hours per week are eligible for voluntary benefits and participation can begin on the first of the month following date of hire. Voluntary Benefit premiums are paid fully by the employee. 125-FSA Flexible Spending Account The City offers a Flexible Spending Account (FSA) plan which enables all employees to redirect a portion of their salary to provide reimbursement for dependent care and unreimbursed medical expense. Annual maximum contributions are as follows: • Medical Expense - $2,550 • Dependent Care Expense - $5,000 Pre-Tax Premiums Under Section 125 of the Internal Revenue Code, employees can deduct their share of premiums from their paycheck pre-tax (before Federal, State, and FICA taxes). This pre-tax deduction reduces the amount of gross income that is taxed and employees save approximately 20-40% in taxes. 45 Dental Insurance The City offers dental insurance for regular full time employees and employees who are scheduled to work 30 or more hours per week and become eligible to participate in the plan on the first of the month following date of hire. Employees choosing to participate shall have the full premium deducted from their pay checks. If the employee has insufficient funds to pay such deductions, the employee, as a condition of continuing coverage, shall pay such deficit within five days of written notice or be discontinued from coverage. Vision Insurance The City offers vision insurance for regular full time employees and employees who are scheduled to work 30 or more hours per week and become eligible to participate in the plan on the first of the month following date of hire. Employees choosing to participate shall have the full premium deducted from their pay checks. If the employee has insufficient funds to pay such deductions, the employee, as a condition of continuing coverage, shall pay such deficit within five days of written notice or be discontinued from coverage. Short-Term Disability This coverage pays a weekly income to you if you are disabled and cannot work due to sickness or off-the-job injury. Employees choosing to participate shall have the full premium deducted from their pay checks. Long-Term Disability This coverage pays a monthly benefit in the event of a long-term disability or if you are unable to work due to sickness or off-the-job injury. Employees choosing to participate shall have the full premium deducted from their pay checks. Accident Expense This coverage pays benefits for off-the-job accidents according to a fixed schedule that provides payments for hospitalizations, fractures, emergency room visits, major diagnostic exams, physical therapy and more. Employees choosing to participate shall have the full premium deducted from their pay checks. Critical Illness with Cancer Insurance pays a fixed benefit upon initial diagnosis of a covered critical illness such as heart attack, stroke, blindness, invasive cancer and more. This type of insurance provides a benefit to you while you are living – and when you need it most. Employees choosing to participate shall have the full premium deducted from their pay checks. 46 Section 6.6 - Deferred Compensation Plans City employees are eligible to participate in the following 457(b) deferred compensation plans upon hire date:  AXA Equitable Plan - Minimum $20 per month contribution  Wisconsin Deferred Compensation Plan -Minimum $1 per month contribution  Security Benefit Plan -Minimum $1 per month contribution Maximum annual contributions limits for all plans, individual or combination of plans are as follows:  $18,000 or 100% of maximum compensation (whichever is lower)  $24,000 for additional Age 50+ catch-up contribution  $36,000 if within 3 years of normal retirement age - Contact the local WCD office to determine your eligibility. Contributions are deducted from each payroll. Traditional contributions reduce your gross salary before taxes are withheld (excluding FICA). Roth after tax contribution options is also available. Section 6.7 – Workers Compensation Insurance The City provides worker’s compensation insurance to compensate for any covered work related illness or injury an employee might suffer while working on City premises, traveling on official City business or attending a required activity officially sponsored by the City. Additional information is provided for in Section 8.8 of the Employee Handbook. Section 6.8 – Social Security & Medicare Benefits Under the Federal Insurance Contribution Act (FICA), Social Security and Medicare contributions by all City employees (excluding poll workers) are mandatory commencing with the first pay check received. The rate of contribution is in accordance with that set by law. Section 6.9 – Unemployment Insurance City employment is covered by Wisconsin Unemployment Compensation laws. 47 Section 6.10 - Wisconsin Retirement System (WRS) As a public employer, the City of Muskego participates in the WRS. The employee shall pay the amounts mandated by State law, as may be amended from time to time but not less than one-half the total amount as actuarially determined by the System, or such amount as the City may determine. City employees who meet the eligibility requirements are required to participate in the Wisconsin Retirement System (WRS) plan. Eligibility requirements include:  Effective upon hire if expected to work a minimum of 1,200 hours per year or if previously employed by WRS employer and expected to work a minimum of 600 hours per year. Please refer to “Your Benefit Handbook ET-2119” or contact the Human Resource Office for more plan details. Section 6.11 – Post Employment Health Plans (COBRA) Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), it is required that employers with twenty or more employees offer employees and/or their dependents a continuation of group health insurance in certain circumstances where coverage under this plan would otherwise terminate. Should an employee terminate employment for any reason other than gross misconduct or otherwise leave the City and have been continuously covered by the City’s group insurance plan before that, such employee and/or dependents may have the right to continue or covert coverage for a determined period of time. Written notification of your right to continue coverage will be provided within two weeks of the termination date. Information regarding this plan and all other sections within this article is available upon request in the Human office. 69 Section 8.5 – Internet and Electronic Communications Purpose The City of Muskego provides staff with access to the internet and electronic mail (Email) to enhance their professional activities, improve communication, and improve overall job function. Proper use of the internet and email will improve the quality, productivity, and overall effectiveness of city functions. This policy defines guidelines for acceptable internet and email usage, which are necessary in order to maintain a stable, secure, and efficient infrastructure, while meeting the business objectives of the City. Scope All City of Muskego employees are required to adhere to the Internet and Electronic Mail Usage Policy. City employees are responsible to ensure that City contractors, volunteers, vendors, consultants, or any other external City partners utilizing the internet, comply with the Internet and Electronic Mail Usage Policy. An employee may have a specific job function or task that requires an exemption from specific guidelines within this policy. An exemption request must be made by the Department Head and approved by the Mayor and the Director of Information Technology. Employees shall abide at all times by all guidelines of this policy, and any future amendments that may occur. Authority The rights of the City with respect to internet and email include, but are not limited to those set forth in this policy and applicable provisions of federal and state law and city ordinances. The City, through its administrators, reserves the right to monitor and supervise employee internet and email usage at any time without prior notification. The City has the right to install filtering equipment and or blocking software on its computer network, thereby limiting the content of the material to which users have access. The City reserves the right to inspect any computer device, including computer workstation, storage device, or removable storage media at any time in accordance with this policy. 70 Privacy The infrastructure associated with the computer network and email system is City of Muskego property. All messages, transactions, or files composed, sent or received, are the property of the City and are not considered private or property of any employee. Emails and any electronic records that are sent, received, or deleted, are retained and managed in accordance with Wisconsin Public Records law. Users should not have any expectations of privacy with respect to internet or email usage. The City reserves the right to disclose all messages, transactions, or files transmitted over its computer network pursuant to the applicable state and federal laws and regulations. Computer Network and Internet Usage 1. Internet access is provided to staff for operational and business purposes consistent with all applicable federal, state, local ordinances/laws, city policies/procedures, and the mission of the City of Muskego. When accessing the internet using City equipment and/or on City property, employees shall limit all usage to job-related purposes. 2. Use of the internet must be related to organizational objectives and be consistent with City of Muskego business with the following exception: with supervisor approval, employees may use the internet for incidental personal use during designated breaks, provided that the Internet and Electronic Mail Usage Policy is adhered to. Personal internet use must not interfere with job performance, create additional cost to the City, and must be limited to facilities that are non-accessible to the public. 3. Intentional use of the internet to download, access, create, display, transmit or store any material or communication that is obscene, discriminatory, offensive, derogatory, profane, abusive, defamatory, threatening, or sexually explicit is strictly prohibited. 4. Persons accessing the internet are representing the City of Muskego and therefore, all actions and communications shall be conducted in a manner that is consistent with the professional and courteous behavior that is expected of all employees of the City of Muskego. 5. The transfer of information via the internet is not secure. Therefore, transmittal of confidential City information via the internet should be done so with extreme caution. 6. Intentional use of the internet to access, transmit or download files that are dangerous and/or potentially destructive to the City computer network is prohibited. 71 7. The following uses of the City internet are strictly prohibited: a. Internet peer to peer file-sharing applications b. Instant messaging/Chat rooms c. Personal/private use of social networking sites d. Gaming activities e. Union activity f. Transmission of unauthorized confidential or privileged information g. Uploading of software licensed to the City of Muskego h. Download and installation of any software or plugin i. Downloading of music, entertainment software or games j. Commercial activities k. Gambling l. Political activity 8. The internet may not be used for the streaming of audio or video files for personal use. Audio and video streaming represents significant data traffic which can cause network congestion and compete with legitimate business traffic. 9. The safety and security of the City’s network and resources shall be considered paramount when using the internet. Employee passwords are confidential. It is the employee’s responsibility to maintain the confidentiality of their passwords. 10. All use of the internet shall be in compliance with all federal, state, and local ordinances/laws and policies/procedures, including, but not limited to, those pertaining to property protection, privacy, and misuse of City resources, sexual harassment, information security, and confidentiality. Access to the internet provided by the City shall not be used for any illegal, improper, unprofessional, or illicit purpose or for personal or financial gain. 11. In addition to the parameters outlined in this policy, employees shall use the internet in accordance with the direction of the employee’s supervisor. 12. The use of the internet for any illegal or unethical activities, or activity, which could adversely affect the city, is prohibited. 72 Email Usage 1. It is the policy of the City of Muskego to provide email for employees as a communication tool in order to conduct city business. Email messages authored or transmitted by employees must represent the City in a legal, ethical, and professional manner. 2. The email system is maintained by City employees on City equipment, and is public and not confidential or private. The City of Muskego provides email as a business tool. Therefore, the city reserves the right to monitor email messages without prior notification for the purpose of maintaining and supporting the City of Muskego email system. Employees have no privacy with respect to their access or use of the email system. 3. Email accounts are provided for official City business and shall only be used for incidental personal use, and shall not be used for e-commerce, to conduct a business, or for any other personal or financial gain. Work duties shall take precedence over personal use. The City expects employees to conduct themselves honestly and appropriately. 4. Intentional use of email to access, create, display, transmit or store any material or communication that is obscene, discriminatory, offensive, derogatory, profane, abusive, defamatory, threatening, or sexually explicit is strictly prohibited. 5. The use of email for any illegal or unethical activities, or activity, is prohibited. 6. Use of email and construction of messages must be consistent with the professional and courteous behavior that is expected of employees of the City of Muskego. If participating in forums, postings or listservs employees must recognize their representation of the City of Muskego and the confidentiality of City business. 7. No person without specific authorization shall read, alter, or delete any other person’s computer files or email. 8. All email and electronic files obtained via email are public records and kept in accordance with Wisconsin Public Records law and subject at all times to inspection by the public. 9. Email attachments can contain files that are harmful and destructive to the City computer network. If these attachments are opened, they can cause data and system corruption. Therefore, employees shall not open and immediately delete any email messages that are sent from an unrecognized or suspicious sender. If an employee is uncertain if an email message is safe to open, the Information Technology Department should be contacted immediately for assistance. 73 10. Emails and any transmitted files that contain confidential or privileged information are intended solely for the use of the individual or entity to which they are addressed and shall carry a statement of confidentiality. 11. Employees who are suspended, terminated, or laid off have no right to the contents of their email messages and are prohibited from accessing the email system. Administration may access an employee’s email records during an absence or transfer in order to maintain continuity of City business. The Information Technology Department shall terminate such employee email accounts immediately following notice of status change which will be communicated from the Human Resource Staff, unless already provided by the Department Head or Mayor’s Office. Confirmation the email account has been deactivated will be provided to the Human Resource Staff. The Department Head may request a temporary email response be created to provide notification of new contact information and will be stated as such: “This email account is no longer valid. Please contact (insert name, phone number and/or email address).” 12. Emails originating from, or directed to, City of Muskego Human Resources shall be accessed only by employees authorized by the Mayor or Director of Human Resources functions, so as to ensure and maintain confidentially of records afforded the protection of non-disclosure. 13. All emails, sent or received, will be stored on an archiving system and kept in accordance with the Wisconsin Public Records laws and applicable City policies. Department heads are responsible for coordinating open records requests. The archiving system will be available to employees as a tool to assist with filling these requests. Emails should be reviewed regularly and purged subject to the provisions of the Wisconsin Public Records laws, where appropriate. Social Media The City of Muskego utilizes social media as a communication tool to increase and promote public awareness of the City’s programs, policies and services and to maintain open, professional and responsive communications with members of the public and the news media. Social media guidelines are required in order to establish and define the expectations of employees when using social media technologies. Social media includes various forms of information sharing and uses technology to create internet based content producing communication and conversations. The many technologies and forms include RSS web feeds, blogs, wikis, photo–sharing, video–sharing, podcasts, social networking, and other similar types of communications using the internet. 74 Social Media Guidelines: 1. The use of social networking sites shall be limited to business uses only and must be explicitly approved by the Director of Information Technology and respective department head and the Mayor. 2. All postings to such site(s) are to be consistent with all current and future City of Muskego business objective and policies and be consistent with applicable state, federal, and local laws, regulations, and policies. 3. City of Muskego employees shall represent themselves in a professional manner at all times when developing content for approved social media sites. 4. State of Wisconsin Open Records law applies to social media content and therefore content must be able to be managed, stored and retrieved to comply with these laws. All social media platforms and entries shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. 5. The City reserves the right to restrict or remove any social media site or applicable content that is deemed in violation of this policy or any applicable law. 6. Each City of Muskego social media platform shall include an introductory statement which clearly specifies the purpose and topical scope of the platform. Where possible, social media platforms should link back to the official City of Muskego internet site for forms, documents and other relevant information. 7. Content added to any City social media platform account is considered property of the City of Muskego. Moderators are authorized to create and post content on behalf of the City of Muskego, but have no rights to ownership of these accounts or content. 8. All social networking sites shall clearly indicate they are maintained by the City of Muskego and shall have the City of Muskego contact information prominently displayed. 9. Accurate, relevant, and timely social media content development and monitoring of any social media presence will be the responsibility of the department involved. 10. Personal/private employee use of social networking sites is prohibited during work hours. 75 11. The City does not endorse any offsite content, viewpoint, products or services linked from its social media sites and shall not be held liable for any losses caused by reliance on the accuracy, reliability or timeliness of such information. The City does not warrant the accuracy or reliability of or endorse any products or service providers listed or linked to its social media sites. 12. Social Media sites may not be used as a means of exchanging information with or between Common Council or Committee members where such exchange could be considered a “meeting” and a violation of Wisconsin Open Records Laws. 13. Any personal social media post that references the business of the City of Muskego or any employee of the City will be subject to the provisions of the appropriate City of Muskego employee handbook policy. Security The security of the City of Muskego’s computer network and associated data is considered paramount when using the internet or email system. If a user thinks they have discovered a security problem on the computer network the user must notify the Information Technology Department immediately. Any user identified as a security risk may face disciplinary action up to and including dismissal. Enforcement Every user is responsible for the integrity of City computer resources. Use of the internet and email is a privilege, not a right. The City of Muskego maintains the right to limit internet access of any employee at any time. Violations of this policy include, but are not limited to, denial, revocation or suspension of internet use, employee disciplinary action, including termination of employment, and legal or criminal action. Employees who need help understanding this policy or who discover a violation of this policy are required to notify their supervisor. 76 Section 8.6 – Computer Systems Usage Purpose The City of Muskego provides staff with access to computer systems to enhance their professional activities, improve communication, and improve overall job function. Proper use of these systems will improve the quality, productivity, and overall effectiveness of city functions. This policy defines guidelines for acceptable computer system use which are intended to protect the City of Muskego’s computer and technology investment from loss, damage, corruption, unauthorized use, and misuse. Scope This policy applies to all computer systems, mobile devices, networks, hardware, software, reprographic equipment, audio/video equipment, data, files, and electronic resources located on City of Muskego computer networks, or within city facilities. This policy applies to all City of Muskego employees, elected officials, contractors, vendors, business partners, and volunteers who access city computer resources. Any individual utilizing the computing resources for accessing information from the City of Muskego systems or networks are required to abide by these procedures and guidelines. Failure to abide by the provisions of this policy may result in disciplinary action, termination, or criminal prosecution. An employee may have a specific job function or task that requires an exemption from specific guidelines within this policy. An exemption request must be made by the department head and approved by the Mayor and the Director of Information Technology. Employees shall abide at all times by all guidelines of this policy, and any future amendments that may occur. Authorization Employees of the City of Muskego are authorized to use computer resources, including internet and email, for business purposes consistent with all applicable federal, state, local ordinances/laws, city policies/procedures, and the mission of the City of Muskego, upon approval of the Mayor or respective department head and the Director of Information Technology. Occasional personal use of city computer resources is permitted with approval from the respective department head. Each employee shall sign the City of Muskego employee handbook policy acknowledgement prior to receiving access to the city computer system, internet, or email. All access requests shall be coordinated with the Director of Information Technology. 77 Authority The rights of the city with respect to the computer system include, but are not limited to those set forth in this policy and applicable provisions of federal and state law and city ordinances. The city, through its administrators, reserves the right to monitor and supervise employee computer system usage at any time without prior notification. The city has the right to install filtering equipment and or blocking software on its computer network, thereby limiting the content of the material to which users have access. The city reserves the right to inspect any computer device, including computer workstation, portable computer, mobile device, storage device, or removable storage media at any time in accordance with this policy. Privacy The infrastructure associated with the computer network is City of Muskego property. All data, files, programs, software applications, messages sent or received, transactions, and any other electronic information is property of the city and is not considered private or property of any employee and is open to inspection for the purposes of determining compliance with this and other city policies. Emails and any electronic records that are sent, received, or deleted, are retained and managed in accordance with Wisconsin Public Records law. Users should not have any expectations of privacy with respect to computer system use. The city reserves the right to disclose all messages, transactions, or files transmitted over its computer network pursuant to the applicable state and federal laws and regulations. Security When accessing city computer and network resources, all employees, contractors, vendors, business partners, and volunteers will abide by all policies and protocols relating to user security and system access control as determined by the Information Technology Department, with exception to the Financial software programs where user security and system access shall be determined as outlined in the Caselle Clarity Security Controls – Risk-Based Best Practices for Security Configuration document. Computer system user accounts and passwords will not be posted, disclosed, or shared with other individuals or entities. Passwords may be disclosed to Information Technology Department personnel for information technology purposes. Supervisory staff is permitted to access an employee’s user account for the purpose of maintaining continuity of city business. If an employee suspects that their user account has been compromised or that they have discovered a security problem or threat, they are required to contact the Information Technology Department immediately. Any employee identified as a security risk or that misrepresents their identity by using another employees computer credentials may be subject to disciplinary action, including termination. 78 Computers and mobile devices should not be left unattended in a state which affords unauthorized access to city records or otherwise compromises security. Employees must lock or log off their computers when unattended. Employees are responsible changing their password when required by the computer system. User Accounts Individual employee user accounts and passwords will be initially provided by the Information Technology Department at the request of the department head or designee to employees to provide appropriate access to accomplish job functions. The Information Technology Department must be notified of any changes in personal status of employees with computer access, including termination and resignation. To establish computer system access for a new city employee, the department head or designee is required to contact the Information Technology Department within a minimum of 3 business days prior to the employees first day of employment or term with the City of Muskego. The respective department will define employee access requirements for the computer system, network domain, remote access, email, and phone based on position responsibilities and requirements. Before an employee is granted access to the City of Muskego computer system they must review and agree to abide by this policy by signing the policy acknowledgment of the employee handbook. When an employee has resigned from the City of Muskego, the department head or designee is required to contact the Information Technology Department prior to termination, stating the date and time the access is to be revoked. The Information Technology Department will verify all accesses the user has, and disable them. The user account and associated accesses will remain disabled for two weeks and then be removed permanently. Terminations will require special consideration and must be discussed with the Information Technology Director prior to the release. The department head or designee must specify what is to be done with the employee’s data on the H: drive. The employee’s data will remain on the H: drive for a two week duration and if no notification has been received it will be permanently deleted. Use of the Computer Network, Email, Internet & Social Media Please refer to the Internet and Electronic Communications policy (article 8.5) of the City of Muskego employee handbook for usage guidelines relating to the computer network, email, internet and social media. 79 Software All software installed on city computers and mobile devices shall be legally licensed, purchased and installed only by designated employees of the Information Technology Department unless otherwise authorized by the Director of Information Technology. The city utilizes a cost effective standardized suite of software applications designed to ensure compatibly, interoperability and security throughout all city computing systems. Requests for software applications outside of the scope of the standard software suite must be made to the Director of Information Technology. Licensed software and its related documentation may not be duplicated to any storage media, distributed outside of the organization, or utilized for personal use. Violations of any software or license agreements or information technology contracts, by the unauthorized duplication of software, files, operating instructions or reference manuals, is strictly prohibited and may result in criminal copyright charges. Installation of any personal or unauthorized software applications onto city owned computers and mobile devices is strictly prohibited. If unauthorized software or data is detected on a city computer or mobile device the Information Technology Department will remove the software after notifying the respective employee’s department head or supervisor. Hardware All city computing and telecommunications hardware, including but not limited to, computers, phones, copiers, fax machines, printers, scanners, and other peripherals must be approved, leased, purchased, disposed of, and installed through the Information Technology Department. The use of personal storage devices, including but not limited to, USB drives or personal hard drives are prohibited without Information Technology Department approval. Hardware that is not approved and procured through the Information Technology Department may not be connected to the computer network or utilized on city issued computers or mobile devices without the approval of the Director of Information Technology. Hardware and operating system configurations of computers and mobile devices are determined by the Information Technology Department. Only Information Technology Department personnel will be authorized to modify or install upgrades to hardware or operating system configurations. Project Mangagement Group The Information Technology Project Management Group (PMG) shall consist of the IT Director, Systems Administrator and all Departments and applicable Divisions of the City. The PMG shall determine the chair, review and approve standards and guidelines for mainframe, networking, personal computing, training and support for information, technology and communications systems, and personnel and equipment utilization prior to departmental implementation as it relates to City-wide projects. The PMG shall also review and make recommendations to the Common Council for requested hardware and software acquisitions related to associated projects. 80 Data The Information Technology Department shall be responsible for backup of all data stored on the City of Muskego network, which includes servers, routers, and switches. Employees are responsible for storing all mission critical data on network drives or file servers as directed by the Information Technology Department. Employees are responsible for protecting and backing up data maintained locally at their computers. All data stored on City of Muskego hardware or media is the property of the City of Muskego. It is against City of Muskego policy for an employee to purposefully delete or modify the work product of another employee without the consent of the employee that created the work product, or that employee’s supervisor. All employees of the City of Muskego are responsible for ensuring that all reasonable precautions are taken to ensure that confidential information and data stored on electronic storage devices transported from city property are secure and shall be safeguarded against unauthorized access, accidental loss or destruction. Additionally, such confidential information shall not be disclosed, accidentally or otherwise, to any unauthorized entity. Remote Access An employee may require remote access capabilities to City of Muskego email, software applications or other internal network resources. All remote access requests must be authorized by the respective department head and the Director of Information Technology. Employee or city owned computers and mobile devices may be used for remote access. When accessing email, software applications or other internal network resources remotely, the employee is under the same restrictions and has the same responsibilities and obligations as when accessing these resources from a city facility. The Information Technology Department will determine which computer and mobile device hardware, operating systems, and remote connection protocols will be supported for remote access. The employee will ensure that information owned by the City of Muskego is not viewed by or disseminated to another person or entity that is not authorized. Access to the computer or mobile device shall be protected with a password, passcode, or some other authentication method that only the employee has access to. If a computer or mobile device is lost or stolen, the employee shall immediately notify the Information Technology Department and their department head. The Information Technology Department will attempt to locate the device and initiate either a remote lock or a remote wipe of the data located on the computer or mobile device. 81 Enforcement All City of Muskego employees share in the responsibility to protect city computer resources from physical and environmental damage and are responsible for correct operation, security, and maintenance of those computer resources. Use of the computer system is a privilege, not a right. The City of Muskego maintains the right to limit access of any employee at any time. Administrative actions resulting in the inappropriate use of the city computer system or violation of this policy include, but are not limited to, denial, revocation or suspension of computer system use, employee disciplinary action, including termination of employment, and legal or criminal action. Employees who need help understanding this policy or who discover a violation of this policy are required to notify their supervisor. 84 Section 8.9 – Emergency Conditions/Evacuations Emergency and Inclement Weather Conditions This policy outlines the procedure used for the closing of City Facilities. The Mayor or designee will make the decision to close the City Hall buildings and notify Department Heads when the situation is known. Any employee scheduled to work or sent home after working a period of time due to closing shall be paid for their normal workday hours. This policy will apply to part-time employees on a prorated basis. The following Departments are designated as essential to the City’s emergency response capability and must report to duty during normal business hours, their assigned times or shift, or when called upon by their Supervisor:  Police  Public Works/Utility  Maintenance Tornado Warning This policy outlines the procedure for all City employees if the National Weather Service issues a tornado warning. Weather-Band Radios located in the City Hall Finance and Administration Department and Library Department will sound if the National Weather Service issues a tornado warning. If a warning is issued during hours of operation, the Finance & Administration staff will notify the following City Hall Departments:  Mayor  Assessor  Community Development  Engineering/Public Works  Information Technology  Parks and Recreation 85 Each Department is individually responsible for notifying all their staff and following the development of the storm for determination as to when to take cover. Designated Library employees will notify all other Library staff and patrons. If a funnel cloud is sighted, everyone in the building should take cover in the City Hall lower level Muskego Room along the south wall. Full procedures for the Library Department will be posted at all exits and reviewed with each employee. If time permits, the Finance and Administration Department staff will lock the vault and post a prepared notice on the Information Counter advising the public that due to weather conditions, the staff has taken cover in the lower level Muskego Room, and they are encouraged to also take cover. In case of a power outage event, the City facility elevators should not be used. Fire Evacuation Procedure In case of fire, an alarm will automatically alert the Police Department if activated. Additionally, designated staff should dial 9-9-1-1 when the alarm is sounded. An alarm is to be treated as legitimate unless proved otherwise. The Maintenance employee or designated staff will search the building for any sign of smoke and/or fire. If it appears it was a malfunction of equipment, the designee will contact the Police Department to cancel the fire call. Department Heads are responsible for evacuation of their own offices and staff. For an evacuation of City Hall, all employees must report to the Veterans Park Pavilion until released by Department Heads. Evacuation of the meeting rooms will be the responsibility of the party who reserved the room. Police and Fire Department personnel will check the lower level upon arrival. These procedures are meant to serve as a guide. Common sense should dictate that personnel are not expected to enter smoke filled or fire involved areas. Once out of the building, employees may not reenter until notified by the fire department. Department Heads, or their designees, will be responsible for ascertaining whether all members of their departments have left the building and informing the fire department of anyone who appears to be missing. 137 Section 9.4 – Separation of Employment The City of Muskego will consider an employee to have voluntarily terminated employment if he or she does any of the following: 1. Resigns from the City 2. Fails to return from an approved leave of absence on the date specified for return 3. Fails to report to work or call in for three (3) or more consecutive work days An employee may be terminated for poor performance, misconduct, excessive absences, tardiness, discrimination, harassment or other violations of City policies. If an hourly employee decides to leave employment, the employee is requested to advise the Department Head in writing at least two (2) weeks prior to his or her date of departure. A professional/exempt employee is requested to advise the Department Head in writing at least thirty (30) days prior to his or her date of departure. Failure to give such notice may result in forfeiting all fringe benefits. The City reserves its right to terminate the employee before that date. If an employee who is employed less than 30 days and resigns or is terminated, no leave time benefits are payable. All property of the City must be returned to the City in appropriate condition prior to the employee’s last day of work. In all cases of separation of employment, an exit interview will be conducted by the City. Every effort will be made to conduct the exit interview during the last day of employment, if this is not possible the exit materials will be mailed to the employee. An employee who resigns or who is terminated will receive his or her final paycheck on his or her next regularly scheduled payday. The Employee is encouraged to meet with the Human Resources Office prior to their departure to review information regarding insurance continuation and other benefit plans. Employees affected by position eliminations shall receive a payment of twenty-five hours per years of service and three months of the full health insurance premium cost or health allowance, whichever is in effect as of the position elimination date. Payments to part-time employees will be prorated based on number of hours worked per week. Release of such payment is conditional upon the affected employee signing a Separation Agreement and General Release (see Article 10, section 4) and complying with the terms of such Agreement. 138 Section 9.5 – Retirement (New Proposed Section) Wisconsin Retirement System (ETF) The minimum retirement age is the earliest age at which you can receive a retirement benefit. Normal retirement age is the age at which you may begin receiving a formula retirement benefit with no actuarial reduction for early retirement. The minimum and normal retirement ages for the various employment categories are as follows: Employment Category Minimum Retirement Age Normal Retirement Age General Employees 55 65* Elected Officials 55 62* Protective Employees with less than 25 years of credible service 50 54 Protective Employees with 25 or more years of credible service 50 53 *If you have at least 30 years of WRS credible service at age 57, you can receive a formula benefit or a WRS disability annuity with no actuarial reduction for early retirement. ETF recommends that you request a retirement estimate/application six to twelve months before your anticipated retirement date. Contact the Department of Employee Trust Funds  Internet Site: etf.wi.gov  Main Telephone: 1-877-533-5020 Section 10.4 (f) – Managerial & Specialists Pay Scales Effective January 1st, 2015 Department Job Position Min Mid Max COMMUNITY DEVELOP. DIRECTOR OF COMMUNITY DEVELOP. 67 $81,406 $92,803 $105,796 COMMUNITY DEVELOP. PLANNER 52 $56,208 $64,077 $73,048 COMMUNITY DEVELOP. CONSERV. COORDINATOR/FORESTER 51 $54,838 $62,516 $71,267 COURT COURT CLERK 35 $36,941 $42,112 $48,008 FINANCE & ADMIN DIRECTOR OF FINANCE & ADMIN 68 $83,442 $95,124 $108,441 FINANCE & ADMIN ACCOUNTING SERVICES COORD. 54 $59,054 $67,322 $76,747 FINANCE & ADMIN DEPUTY CLERK 51 $54,838 $62,515 $71,267 FINANCE & ADMIN HR SPECIALIST 49 $52,195 $59,503 $67,833 FINANCE & ADMIN ASSISTANT DEPUTY CLERK 39 $40,775 $46,484 $52,991 INFORMATION TECH DIRECTOR OF INFORMATION TECH. 67 $81,406 $92,803 $105,796 INFORMATION TECH SYSTEMS ADMINISTRATOR 55 $60,530 $69,004 $78,665 INFORMATION TECH GIS COORDINATOR 51 $54,838 $62,515 $71,267 LIBRARY LIBRARY DIRECTOR 60 $68,484 $78,072 $89,002 LIBRARY HEAD OF PUBLIC SERVICES 43 $45,009 $51,310 $58,493 LIBRARY ADMINISTRATIVE SERVICES LIBRARIAN 36 $37,864 $43,165 $49,208 LIBRARY ADULT LIBRARIAN 36 $37,864 $43,165 $49,208 LIBRARY YOUNG ADULT LIBRARIAN 36 $37,864 $43,165 $49,208 LIBRARY CHILDREN'S LIBRARIAN 36 $37,864 $43,165 $49,208 LIBRARY CIRCULATION SUPERVISOR 35 $36,941 $42,112 $48,008 MAINTENANCE MAINTENANCE 44 $46,133 $52,591 $59,954 PARKS & RECREATION RECREATION MANAGER 56 $62,044 $70,729 $80,631 PARKS & RECREATION PARKS & RECREATION SPECIALIST 38 $39,780 $45,350 $51,699 POLICE POLICE CHIEF 71 $89,856 $102,436 $116,777 POLICE CAPTAIN - 2ND IN COMMAND 66 $79,420 $90,539 $103,214 POLICE CAPTAIN 65 $77,483 $88,331 $100,697 POLICE DETECTIVE LIEUTENANT 63 $73,749 $84,074 $95,845 POLICE LIEUTENANT 63 $73,749 $84,074 $95,845 POLICE SERGEANT 60 $68,484 $78,071 $89,001 POLICE ADMINISTRATIVE ASSISTANT 42 $43,910 $50,057 $57,066 PUBLIC WORKS DIRECTOR OF P.W./CITY ENGINEER 68 $83,442 $95,124 $108,441 PUBLIC WORKS UTILITY SUPERINTENDENT 59 $66,814 $76,168 $86,832 PUBLIC WORKS P.W. SUPERINTENDENT 59 $66,814 $76,168 $86,832 PUBLIC WORKS UTILITY FOREMAN 53 $57,614 $65,680 $74,875 PUBLIC WORKS P.W. FOREMAN 53 $57,614 $65,680 $74,875 PUBLIC WORKS CIVIL TECH II 48 $50,922 $58,051 $66,179 PUBLIC WORKS P.W. CREW LEADER 48 $50,922 $58,051 $66,179 Annual Salary Section 10.4 (f) – General Pay Scales Effective January 1st, 2015 Job Position Civilian Personnel START 12 MO. 24 MO. 36 MO. Telecommunicator $18.17 $19.59 $21.11 $22.74 Police Clerk $16.54 $17.86 $19.23 $20.71 Deputy Court Clerk $15.68 $16.90 $18.22 $19.64 Library START 12 MO. 24 MO. 36 MO. Children's Assistant $14.21 $15.33 $16.49 $17.76 Reference Assistant $14.21 $15.33 $16.49 $17.76 Library Clerk $12.94 $13.96 $15.02 $16.19 Library Aide $10.66 $11.47 $12.38 $13.35 Library Page $8.00 $8.25 $8.50 $8.75 Administration START 12 MO. 24 MO. 36 MO. Senior Fiscal Assistant (Deputy Treas.) $19.29 $20.76 $22.38 $24.11 DCD Admin. Asst. - Planning Services $19.29 $20.76 $22.38 $24.11 Utility Account Clerk $19.29 $20.76 $22.38 $24.11 Account Clerk $17.00 $18.32 $19.74 $21.26 DCD Admin. Asst. - Eng./Building Services $16.65 $17.97 $19.39 $20.86 Public Works/Utilities START 12 MO. 24 MO. 36 MO. Utilities Maintenance $21.06 $22.69 $24.46 $26.34 Shop Mechanic $22.28 $24.00 $25.88 $27.86 Highway Patrolman $21.06 $22.69 $24.46 $26.34 Hourly Rate Muskego Public Library POLICY: Meeting Rooms Approved by the Library Board: August 20, 2013 Page 1 of 4 The Library’s meeting rooms consist of four rooms in the lobby and one outdoor amphitheater. Primary use of the Library’s meeting rooms is for Library programming. Library and City use of meeting rooms ranks as first priority and the Library reserves the right to cancel an existing reservation if the room is needed by the Library or City to be determined at their sole discretion. Whenever possible, 24 hour notice will be given. Reservations can be made starting September 1st for the following calendar year. Organizations are limited to two evening reservations per month. An evening reservation is a meeting that starts at 5:00 pm or later, or a meeting that starts any time before 5:00 pm and ends at 6:00 pm or later. A parent organization and its sub-groups will be considered as separate entities if this is specified at the time of application. When the rooms are not needed for Library or City activities, they are available for use for other organizations as follows:  Non-profit civic and community organizations. o Reservations can be made starting September 1st for the following calendar year. o There is no charge for non-profit organizations. o Proof of tax exempt status may be required to establish eligibility to use the rooms without a fee.  Individual, private, and commercial uses by Muskego residents or Muskego businesses. o Reservations can be made up to three months in advance. o The fee to use rooms 1, 2, or 3 is $25.00 per hour or portion of an hour. o The fee to use room 4 or the amphitheater is $50.00 per hour or portion of an hour. o The fee is payable at the time of application. o If an organization does not notify the Library of a meeting cancellation before its scheduled start time the fee will not be refunded. Meeting rooms may not be used for any purpose which, in the opinion of the Director and/or Library Board, may interfere with the normal use of the Library. The Library Board subscribes to the tenets of the American Library Association’s Bill of Rights, which states in part, “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” Use of the meeting rooms does not constitute an endorsement by the Library of the views of those utilizing Library meeting rooms. Muskego Public Library POLICY: Meeting Rooms Approved by the Library Board: August 20, 2013 Page 2 of 4 How To Apply for Use of a Room Meeting room applications are available at the reference desk and on the Library’s website. The completed and signed application form may be returned to the reference desk, emailed, faxed, or mailed to the Library. Meeting rooms are assigned by Library staff based on the size of the group expected and room availability. Organizations may not reserve more than two rooms at the same time on a regular basis. The application must be signed by an authorized adult representative of the organization who shall be personally responsible for the conduct at the meeting and for any damages incurred. Although telephone applications will not be accepted, the reference staff will provide the current availability of a room over the telephone. A completed application form must be on file at the Library for a reservation to be approved. Room Hours The Library’s meeting rooms are available during Library hours. Organizations may stay up to an hour past closing time with prior permission from the Library Director or the Director’s designee. Organizations leaving after the Library has closed must make sure exterior doors are closed securely. Room Capacity and Equipment The Library has four public meeting rooms available, with capacities ranging from 25 to 100. Each room is equipped with tables and chairs. Extra tables and chairs are available for organizations to meet their individual needs. The Library does not assume responsibility for and is unable to assist organizations in setting up their rooms. When the meeting is concluded, the room must be cleaned to the extent users found the room, with all furniture returned to its original location. must be arranged according to the chart posted in the room. Upon request the Library has one television/DVD cart and one projection screen available on a first come first serve basis. The Library has free wireless Internet access. Library staff is unable to provide technical support to meeting room users. Kitchen A shared kitchen is available. Access to the kitchen must be requested on the application form. Members of other organizations using meeting rooms may be using the kitchen at the same time. The kitchen must be left clean, with all food and residue removed. Organizations must provide their own cleaning supplies. Library Amphitheater The Library’s outdoor amphitheater can be reserved for use during regular Library hours. No equipment Muskego Public Library POLICY: Meeting Rooms Approved by the Library Board: August 20, 2013 Page 3 of 4 or furniture is available for amphitheater use. Events held in the outdoor amphitheater may not disturb neighboring properties. All refuse must be removed from the Library property. Trash bins are not available, and the Library’s dumpster may not be used. Regulations for Meeting Rooms Use 1. All advertisements, announcements, press releases, fliers, and any other meeting-related promotional material must clearly state who is sponsoring the meeting, and mention the meeting is not endorsed by the Muskego Public Library. 2. The name, address, telephone number, or email address of the Muskego Public Library may not be used as the contact information of any organization meeting at the Library. 3. Displays, posters, and literature connected with the meeting may not be placed anywhere in the Library except in the meeting room while the meeting is taking place. With the permission of the Library staff, directional signage may be placed elsewhere in the Library. 4. Each group will be admitted to and must vacate the meeting room at the scheduled time. Set up and clean up time must be included in the scheduled time block. 5. If an organization does not show up within twenty minutes of their scheduled starting time without advanced notice the reservation will be cancelled. 6. If an organization fails to show up without prior notification for three reservations in a calendar year, any future reservations the organization has on file will be cancelled. 7. Groups using the meeting rooms are not permitted to charge registration or admission fees at the event and/or require the purchase of an item as a condition of meeting attendance. Membership dues and voluntary incidental donations (such as coffee money) may be collected. 8. The Library reserves the right to monitor all meetings held on its premises. 9. Smoking, use of tobacco products, and use of alcohol is not permitted. 10. The use of lighted candles or other sources of flame and smoke are prohibited. 11. At least one adult must be present at the meeting. 12. Materials may not be affixed to the walls or ceilings of the meeting rooms. Library installations or postings may not be removed for any reason. 13. Parents or caregivers Individuals who attend meetings in the Library must abide by the Library’s Code of Conduct and Safe Child policies. 14. The Library is not responsible for equipment or materials owned by an organization. The Library does not provide storage space. 15. Repeated cancellations or failure to show up for reservations may result in the cancellation or denial of future room requests. 16. The rooms must be cleaned and returned to original condition. The room must be left clean, with all residue cleaned off of tables and carpeting. Organizations must provide their own Muskego Public Library POLICY: Meeting Rooms Approved by the Library Board: August 20, 2013 Page 4 of 4 cleaning supplies. Organizations or individuals may be charged for anything beyond a reasonable and customary cleaning activity. 17. For and in consideration of meeting room and Library facilities usage, any person or group using same hereby agrees to indemnify and hold harmless the Muskego Public Library from any and all actions or lawsuits relating to its use of such rooms and facilities. Further, such person or group agrees to reimburse the Muskego Public Library for any and all repair costs and for any and all damage as may be caused directly or indirectly to the room and/or facilities by such use thereof. If any organization refuses to pay for repairs, the matter will be referred to the City Attorney for legal action. Any organization or individual found in violation of any of the requirements included in this policy may be prohibited from future meeting room use. Capital Projects Request Form 2016-2020 carpeting CITY OF MUSKEGO 5-YEAR CAPITAL IMPROVEMENTS PROGRAM DETAILED PROJECT DESCRIPTION Project No: Account No: A.PROJECT IDENTIFICATION 1. Project Name:Carpeting 2. Department:Library 3. Description:The current Library building opened over 15 years ago, and the carpeting throughout the building will be reaching the end of its expected life. Rather than replace the carpeting throughout the building in a single year the Library is planning to replace different segments over the course of a few years. In 2016, the carpeting in the children's area will be replaced as part of a redesign. B.EXPENDITURE SCHEDULE Subproj.Expend. category TOTAL 2016 2017 2018 2019 2020 Equipment 0 Vehicle Replacement 0 Stormwater 0 Arch/Engineering 0 Land/ROW/Site Prep 0 Construction 0 Testing 0 Other 90,000 30,000 20,000 20,000 20,000 TOTAL 90,000 30,000 20,000 20,000 20,000 0 C.FUNDING SOURCE(S) Fund Revenue category 100 Gen Fd Op Budget 0 605 Water Working Cap.0 601 Sewer Working Cap.0 401 Trnsfr w/in CPF 0 GO Borrowing 0 Water Borrowing 0 Sewer Borrowing 0 100 Gen Fund Balance 0 Other Fund Fd Bal 0 State Aid 0 210 Landfill Funds 0 202 Park Ded. Funds 0 Forfeiture Funds 0 Stormwater Funds 0 Other Source 0 TOTAL 0 0 0 0 0 0 D.ANNUAL OPERATING IMPACT (if any) 1. Personnel 0 2. Materials 0 3. Total Cost 0 4. Offsetting Rev or Savings 0 5. Net impact 0 0 0 0 0 0 E.DESCRIPTION HISTORY Original Date: Revised Date: Waukesha County Federated Library System 741 N. Grand Avenue, Suite 210 Waukesha, WI 53186 (262)-896-8080 Connie Meyer System Director http://www.wcfls.org To: WCFLS Member Libraries From: Connie Meyer Re: COUNTY LIBRARY STANDARDS Date: June 2, 2015 Wisconsin Statute 43.63(2) allows municipalities that tax themselves for libraries the opportunity to avoid double taxation by exempting themselves from the county library levy if their municipal tax for library services is equal to or above the rate established under the county levy. In addition, libraries in Waukesha County must also meet or exceed the Waukesha County adopted library standards in order to qualify for the exemption. In 2010, the County Board adopted the current four standards based on reaching 85% of the basic level set forth in the 2000 edition of Wisconsin Library Standards. I’ve calculated your library’s specific benchmarks and your minimum requirements are shown in Table 1 (page 2 of this document). The information regarding the 2016 tax rate and associated level of library funding that will be necessary for your municipality to certify its qualification for the exemption from Waukesha County’s library levy will be sent to you and your municipality in mid-August, immediately after the state publishes its Equalized Assessed Values data for 2015. Because Equalized Assessed Values change each year and are a factor in the formula to make the calculations, we do have to wait for that data before providing the information. Please fill out the form Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance on page 2 and send it to our office by September 30th. This form constitutes your library’s certification for compliance with the library standards portion required for exemption from the Waukesha County library levy. There is provision in the Waukesha County Ordinance that allows a library to exempt itself without meeting the four minimum standards. It is called the Library Service Effort Ratio (LSER). Your municipality does qualify to exempt using the Library Service Effort Ratio (LSER) because your library is above the target level. The LSER is designed to demonstrate that a library community is providing for most of the needs of its residents and not “exporting” its users to other libraries. By ordinance, your library must reach the LSER level as indicated below or must meet all four standards. As you can see in the table, in 2014 you met all four standards and surpassed the LSER target level. For your information, the Library Service Effort Ratio (LSER) is calculated as follows: Lending by your library to your own residents PLUS lending to other library community’s residents DIVIDED by total circulation by your residents at all county libraries Your minimum standard amounts are indicated on the attached form. Your library board must assure that these standards will be met for all of 2015 on the form provided. The LSER box does not need to be filled out because there is no way to actually predict circulation into the future. Thank you for your efforts to provide the best possible library service for our county residents! Waukesha County Federated Library System 741 N. Grand Avenue, Suite 210 Waukesha, WI 53186 (262)-896-8080 Connie Meyer System Director http://www.wcfls.org Certification of Eligibility for Exemption from County Library Levy Based on Standards Compliance Name of Library Muskego Date of filing Person Filing the Request Date of Library Board Approval of Request Wisc. Stat. 43.11(3) authorizes County library standards. Waukesha County Code Chapter 11 requires municipalities to satisfy requirements for exemption from next year’s library levy no later than September 30 of this year. Table 1 Comments Attach additional documentation as necessary. ______________________________________________ ___________________ Board President Date ______________________________________________ ___________________ Library Director Date Municipality Standards Area Standard Library Actuals from 2014 Annual Report Met Standard during 2014 Will the library meet these standards during 2015? (Library must fill out - Yes or No) Muskego Muskego Muskego Full Time Equivalent Staff (paid employees only no contractors)14.46 14.80 Yes Muskego Materials Spending $109,696 $169,407 Yes Muskego Hours Open (per typical week - "winter hours")50.15 64 Yes Muskego Collection Size (Books, Audio and Video combined)86,765 119,345 Yes Muskego Eligible for Exemption based on LSER 90%99.3%Yes N/A July 22, 2015 Pete Loeffel July 21, 2015 Yes Yes Yes Yes