CCR2015072-AttachmentCITY 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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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 90 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.
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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