PERSONNEL DEPARTMENT: 2005 ANNUAL REPORT
MISSION STATEMENT: The Calumet County Personnel Department strives to provide effective and responsible human resources and labor relations services by developing and managing a comprehensive human resource program. We seek to foster collaborative work relationships amongst employees and departments to ensure the continuous improvement of Calumet County services. VISION: We believe … … that Calumet County’s employees are our most valuable asset. To that end, employee health, safety, and wellness is a top priority. … that Calumet County should recruit and retain the best and the brightest employees. … that the work environment of Calumet County should be free of illegal discrimination or harassment. … that cooperation, communication, and collaboration between labor and management strengthens our ability to deliver high quality services to our citizens. … that all employees should be treated with dignity and respect by the fair, equitable, and consistent administration of all policies, laws, and regulations. … that all customers should be treated in a professional and respectful manner. … that the Personnel Department should be a strategic partner in the development and administration of Calumet County’s programs and services. SERVICES PROVIDED BY THE PERSONNEL DEPARTMENT: Personnel Policy Development and Administration Payroll Processing Employee Recruitment, Interviewing and Selection Employee Benefits and Insurance Administration (Health, Dental, Vision, Long Term Disability and Life Insurance; Retiree Health Insurance Administration; Deferred Compensation; Wisconsin Retirement System; Section 125; and Employee Assistance Program) Paid and Unpaid Leave Administration (PTO, Extended Leave, Vacation, Sick, Holiday, Funeral, FMLA, etc.) Employee Orientation Employee Skills and Management Development Training Labor relations (5 Bargaining Units) Collective Bargaining Job Description Development Job Analysis and Evaluation Unemployment Compensation Equal Opportunity/Affirmative Action Personnel Record Keeping/Reports County-Wide Budget Planning for Personnel Advisor to the County Administrator, County Board, Department Heads, and employees regarding personnel matters Promotion/Transfer/Separation Processing Employee Recognition Programs Workers Compensation Claims Administration Floating Secretary Staffing Workplace Safety Programs Administration Employee Wellness Programs Administration Secretary to Salary and Personnel Committee Wage/Salary Administration
Patrick Glynn Human Resource Director
Mary Pagel Payroll & Benefits Coordinator
Victoria Halbach Human Resource Specialist
Shelly Tyson Confidential Secretary (80%)
Personnel Department – 2005 Annual Report
2005 GOALS (PROGESS REPORT): Last year’s annual report included five goals. The first goal was to establish a formal wellness program for Calumet County, by engaging the support of the County’s employees, insurance companies, insurance consultants, employee assistance professionals, and other relevant parties; and to develop a strategic wellness plan to be used – and continuously modified – over the next three to four years. As part of the planning process, and as required by policy and union contract, the Personnel Department conducted the Health Risk Assessment during calendar year 2005, but the summary data did not arrive until early 2006. Work continues with the Committee to develop an operational plan to be carried out through 2008. The second goal was to review educational assistance policies from other comparable entities, and determine the feasibility, including associated costs, and/or the necessity of implementing such a policy. The policies were reviewed, but it was determined not to be feasible due to the budget situation. If succession planning and/or skills improvements are to be realized, funds may need to be directed to a program such as this in the future. The third goal was to use budgeted funds, to develop a formal Labor/Management Cooperation Committee with the Calumet County Highway Employees Union, by engaging the services of the Wisconsin Employment Relations Commission. A two day Labor/Management Cooperation Training was conducted by the Wisconsin Employment Relations Commission for the Highway Department. The emphasis of the training was on the post negotiations aspect of labor relations. The training focused on consensus decision making and problem solving approach to settle disputes or concerns that arise during the term of a collective bargaining agreement. There have been several follow-up meetings since the training. The group defined some fairly impressive goals as it pertains to departmental morale, and work continues on the process. The fourth goal was to automate and/or improve departmental forms whenever possible including but not limited to the following forms: Application for Employment, Personnel Requisition, etc. The Application for Employment was revised and the online, automated version will be updated in the near future. Other forms have also been consolidated or revised to take advantage of our electronic capabilities. The issue of developing a solution, with the assistance of the IS Department, to address “digital signatures” to allow for complete automation of forms was not addressed. The fifth goal was to continue to update the County’s position descriptions to more accurately reflect the duties performed in each position, including ADA compliant language, with the goal that twenty-five position descriptions will be reviewed in 2005. A total of twenty-one (21) position descriptions were reviewed and revised in 2005, with the approval of some occurring in 2006. Changes to the Personnel and General Administrative Policies have streamlined the revision process for the future.
2006 GOALS: Employee Wellness: With the assistance of the County’s employees, insurance companies, insurance consultants, employee assistance professionals, and other relevant parties, the Personnel Department will finalize the 2006 -2008 Strategic Wellness Plan. Expected completion date: May 31, 2006. Employee Benefits: (1) Create and maintain an employee benefits website with plan information and utilization tips (2) Look for integration opportunities that would possibly give employees more flexibility in their benefits offerings. (3) Review existing policies and/or draft new policies that allow – when possible – employees to enjoy a better work-life balance. Expected completion date: (1) October 1, 2006; (2) August 30, 2006 (3) December 31, 2006. Labor/Management Cooperation (LMC): (1) Continue the LMC Committee with the Highway Union. (2) Establish a LMC Committee with another department and/or union as deemed appropriate, by engaging the services of the Wisconsin Employment Relations Commission. Expected completion date: (1) ongoing; (2) December 15, 2006. Performance Management: Develop procedures for a formal performance appraisal process for non-union, supervisory staff, and review the feasibility of a merit pay system. Expected completion date: October 1, 2006.
Personnel Department – 2005 Annual Report
Employee Training: (1) In coordination with local municipalities, review any possible opportunities for a regionalized employee/supervisor training initiative (2) Develop an internal Supervisory Resource Center. Expected completion date: (1) September 1, 2006; (2) December 31, 2006.
ORGANIZATIONS: The Human Resources Director and/or Personnel Department are members of the following organizations: Wisconsin Association of County Personnel Directors (WACPD) ........................................................ Member & ........................................................................................................................ Chair of Salary Survey Committee Wisconsin Public Employers Labor Relations Association (WPELRA)................................................... Member, ........................................................................................................ Technology Committee & Board of Directors National Public Employers Labor Relations Association (NPELRA) ........................................................ Member Fox Valley Negotiators ............................................................................................................................. Member Northeast Wisconsin Negotiators ............................................................................................................. Member World-At-Work ......................................................................................................................................... Member Wellness Councils of America ................................................................................................................. Member
TRAINING AND DEVELOPMENT Various training and seminars available to County employees Financial Planning Education: Boyd Seidler, of Waddell & Reed, presented the following financial education programs: “Making the Most of your Retirement Future”. Mr. Seidler provided information regarding the pros and cons of using different types of IRA’s for retirement planning. Mr. Seidler also discussed various tax laws changes for 2005 relative to investing and financial planning. “Investment Principles and Strategies”. Mr. Seidler provided the basics of investment principles and strategies including investment asset classes, investment risks and strategies for investing. Credit Reporting: Faden Fulleylove-Krause, Family Living Educator, Calumet County UW-Extension, presented “Monitoring Your Credit Report - Effective Tool in Fighting Identity Theft”. The workshop provided information on understanding the credit report and tips on improving an individual’s credit score. Nutrition Lunch and Learn Program: Jennifer Colla, Public Health Nutritionist, with the Calumet County Health Department, provided a “Lunch and Learn” program on understanding the obesity trends in the U.S., the pros and cons of some of the popular weight loss diets, and the new Dietary Guidelines for 2005. “Win-Win” Outcomes with Difficult Issues and People: Every time employees interact with other agencies, clients, families of clients, or other professionals, negotiation skills are critical. Professor Ralph Cagle, of the University of Wisconsin – Madison Law School, provided a seminar on negotiating skills, which was a “learning by doing” experience. Attendees built on their skills by actively practicing the negotiating principles that they learned during the seminar. Harassment Training: The County provided mandatory training on “Preventing Harassment in the Workplace” for all County employees. The presentation was provided by Attorney Susan Love, of Davis & Kuelthau, S.C. The training provided: The legal definition of harassment including identification of behaviors, which place an employee as risk; the County’s harassment policy and procedure; the manager’s duty to prevent or stop harassment; and how to apply the law and policy to specific case examples. Work/Life Balance Workshop: The Employee Wellness Program sponsored a Work/Life Balance Workshop at the Courthouse and the Homestead for all employees. Tim Lambert, EAP Counselor, Employee Resource Center, Inc. provided
Personnel Department – 2005 Annual Report
employees with the tools and techniques to add more value and balance to their daily lives; and provided insight into a better understanding of an individual’s best work/life balance. Civil Rights Training: Attorney Robert Gregg, Boardman Law Firm of Madison, presented a Civil Rights Training to members of the Salary and Personnel and Civil Rights Compliance Committees, Department Heads, and employees of the Human Services and Health Departments. The presentation included: legal overview, communications/language interpretation, privacy/confidentiality, and disability issues. EMPLOYEE WELLNESS Lactation Room: Calumet County is now providing a Lactation Room to support women balancing their return to work with their needs as mothers of young children. The room offers a clean, secure and comfortable environment for women who need to express breast milk during their work shift. The room is located on the 3rd Floor, Room 307. Take our Daughters and Sons to Work Day: On Thursday, April 28, Calumet County observed “Take Our Daughters and Sons to Work Day”. Employees were invited to bring their 8 – 14 year old child(ren) to work on that day. The day provided the children with an opportunity to visit the parent’s worksite, introduce the children to the public service provided by the employees of Calumet County and to learn about the work the parent does on a daily basis. National Employee Health and Fitness Day 2005: On Wednesday, May 18, 2005 Calumet County employees had an opportunity to participate in the “National Employee Health and Fitness (NEHF) Day 2005". NEHF is a national health observance created to promote the benefits of physical activity for individuals through their work sites. Organized activities were offered along with healthy snacks. Health Risk Assessment: The Health Risk Assessments (HRA’s) for regular part-time and full-time employees, retirees and spouses were held during July and August. (See Health Insurance section of the report.) Relay for Life: Calumet County employees and family members formed a team and participated in the American Cancer Society Relay for Life held on August 19 - 20 at the New Holstein High School. The team members held fund-raisers including an ice cream sale, brat fry, Jeans Day, bake sale, silent auction, calendar sale, and guessing contests. A total of $2,135.43 was raised and was donated to the American Cancer Society (The Calumet County team has raised over $10,000 in the past four years.) Fitness Room: A treadmill was purchased for the County Fitness Room. A $500 donation from the Greater Calumet Open was used to offset the cost of the treadmill. Weigh to Go: Twenty (20) employees participated in the “Weigh to Go” program. The goal of the program was to either maintain or lose weight during the Holiday Season. The program ended the first week of January with a net total of 21.4 pounds lost by participants.
Statistical Information PERSONNEL ACTIVITY: Department Heads Hired: Two (2) new Department Heads were hired in 2005: Pamela Captain – Corporation Counsel Matthew Marmor – Emergency Management Director/Safety Manager
Personnel Department – 2005 Annual Report
Two (2) County employees were promoted to Department Head in 2005: Todd Romenesko – Human Services Director Debra Tasch – Register of Deeds Total Personnel Activity Included: HIRED:
Part-time 27 Full-time 15 Casual 27 Seasonal 18 LTE 4
TRANSFERS:
Part-time Promotion Transfer Demotion 0 0 0 Full-time 7 7 2
TERMINATED:
Retired Resigned Dismissed Died Laid Off Part-time -024 3 -0-0Full-time 6 6 1 1 -0Casual -025 -0-0-0Seasonal -06 -0-0-0LTE -04 -0-0-0-
COMPARISON:
Hired: Full-time Part-time (Including Casuals, Seasonals, LTE) Total Terminated: Full-time Part-time (Including Casuals, Seasonals, LTE) Total 2005 15 76 91 2005 14 62 76 2004 14 67 81 2004 12 44 56 2003 14 64 78 2003 13 56 69 2002 13 87 100 2002 23 53 76 2001 18 88 106 2001 16 56 72
UNION CONTRACTS The Courthouse, Highway/Parks, Human Services Professionals, and Homestead represented by Local 1362 AFSCME AFL/CIO Union, and the Law Enforcement Employees, represented by LEER Division of the Wisconsin Professional Police Association, contracts expired December 31, 2003. The County Board ratified the Human Services Professional’s Union 2004 – 2006 Contract at their meeting on January 18, 2005; the Courthouse Employees Union and Highway/Parks Employees Union 2004 – 2006 Contracts at their meeting on February 15, 2005; and the Calumet Homestead Employees Union 2004 – 2006 Contract, at their meeting on March 22, 2005. Mediation was held between the County and the Law Enforcement Unit. A Tentative Agreement was reached and the Salary and Personnel Committee recommended ratification. The WPPA bargaining unit voted to reject the proposed contract. An impasse was reached and an interest arbitration date was scheduled for 2006. [Note: Interest Arbitration was held on January 31, 2006 and on April 24, 2006 Arbitrator Frederic Dichter found in favor of the County in his decision and award in the WPPA Interest Arbitration. The proposal of the County together with the tentative agreements is adopted as the agreement for the parties.]
Personnel Department – 2005 Annual Report
GRIEVANCES BARGAINING GROUP COURTHOUSE (0) HIGHWAY/PARK UNION ( 6 ) Denial of Overtime (Calling in LTE) Management Request for Doctor Slip Alleged Unacceptable Conduct Denial of Overtime Denial of Payment of Uniforms Addition of Prescription Drug Benefits – Lifetime Max. HOMESTEAD UNION (21) Employee Denied Giving Days Away Denied Vacation – Found Own Replacement Denied Hours – Given to Less Senior Employee Placed On-call for Entire Weekend (3 Grievances) Denied Grievance Meeting With Employee Denial of Floating Holiday (After 12/17) Non-union Employee Awarded Hours, Before Union EE Awarding of Hours Denial of Hours Denial of Hours Assigned Without 72 Hours Notice On-Call Procedure (2 Grievances) Improper Call-in Hours Rescinded Mandated to Work on First Floor Denied Regular Holiday Hours Wrongful Termination Denial of Vacation HUMAN SERVICES PROFESSIONALS UNION (0) LAW ENFORCEMENT UNION (7) Denial of Overtime (Hours Given to Casual Employees) Failure to Award Investigator Position Failure to Award Patrol Position (2 Grievances) Discontinuance of Touchpoint HMO Eff. 3/1/05 Denial of Sick Time (2 Grievances) PAYROLL EXPENSES: Overview: Wages and benefits account for a large portion of our overall budget. The following table indicates how much this component dominates our budget landscape.
Gross Wages County Paid Benefits Total Wages/Benefits Total Adopted County Budget Total Wages/Benefits as a % of the Total Adopted County Budget Benefits as a % of Gross Wages 2005 $12,618,061 $4,303,442 $16,921,503 $38,882,636 2004 $12,185,599 $4,939,639 $17,125,238 $35,110,983 2003 $11,366,773 $4,230,065 $15,596,838 $33,821,735 2002 $10,919,298 $3,797,388 $14,716,686 $32,552,134
STATUS OF GRIEVANCE
Closed Closed Pending Closed Closed Closed
Closed Closed Closed Closed Closed Closed Closed Closed Closed Request for Arbitration Closed Closed Closed Closed Closed Pending Closed Closed
Closed Closed Closed Closed Arbitration Held on 3/28/06
-
43.52% 34.11%
48.77% 40.54%
46.11% 37.21%
45.21% 34.78%
Personnel Department – 2005 Annual Report
EMPLOYEE BENEFITS: Overview: Historically, employee benefits have been referred to as “fringe benefits”. Anyone who has witnessed the sharp increases in insurance premiums over the course of the last decade will attest to the fact that employee benefits are no longer on the “fringe”. It is estimated that amount spent on benefits, as a percent of gross wages, has grown from approximately 35% in 2002, to just over 40% in 2004, and then a decline to 34% in 2005. The benefits include, but are not limited to: FICA taxes, retirement, health insurance, life insurance, worker’s compensation insurance, dental insurance, etc. The following are some examples of the growing costs of employee benefits: A. Social Security and Medicare Insurance - The total paid in 2005 amounted to $927,742 as compared to $894,083 in 2004. B. Wisconsin Retirement – The last couple of years have seen a gradual increase in the rates charged by the Department of Employee Trust Funds for the funding of the pension benefits, and coupled with the fact that the WRS contribution is a factor of wages, our costs have consistently increased. A total of $1,309,528 was paid by the County in 2005 for Wisconsin Retirement as compared to $1,208,432 for 2004. This includes the portion paid by the County on behalf of the employees. Wisconsin Retirement Percentage Employee/County Ratio
2005 Empl. General: Protective: Elected: Teachers: 5.8% 4.9% 2.8% 5.8% 2005 County 4.4% 9.9% 8.3% 4.4% 2004 Empl. 5.6% 4.5% 2.6% 5.6% 2004 County 4.2% 9.5% 8.1% 4.2% 2003 Empl. 5.4% 4.0% 2.6% 5.4% 2003 County 5.1% 10.1% 9.0% 5.1% 2002 Empl. 5.2% 4.0% 3.1% 5.2% 2002 County 4.9% 10.1% 9.5% 4.9% 2001 Empl. 5.2% 3.8% 3.9% 5.2% 2001 County 4.9% 9.9% 10.3% 4.9%
C. Life Insurance - Coverage equal to an employee’s Wisconsin Retirement earnings is provided by the Wisconsin Public Employers Group Life Insurance Program. The amount paid by the County per employee group was as follows:
2005 County Paid Highway $2,871 Homestead $7,339 All Other Employees $17,369 2004 County Paid Highway $3,148 Homestead $6,947 All Other Employees $16,283
D. Dental Insurance - Coverage is provided through Humana (PPO) and the County’s costs are capped/fixed at 00 00 00 $12. for a single plan, $25. for an employee/children or employee/spouse plan, and $35. for a family plan. The County’s costs were as follows:
2005 County Paid Highway $5,057 Homestead $13,452 All Other Employees $34,028 2004 County Paid Highway $5,226 Homestead $11,859 All Other Employees $32,889 2005 Employee Paid Highway $10,599 Homestead $31,711 All Other Employees $76,646 2004 Employee Paid Highway $9,126 Homestead $34,031 All Other Employees $67,608
Humana PPO Dental Insurance Premiums – Historical Year 3/1/99 3/1/00 3/1/01 3/1/02 Single $32. $18. $22. $24.
89 14 67 48
Employee & Child NA $42. $53. $57.
49 11 36
Employee & Spouse NA $40. $51. $55.
89 11 20
Family $85. $65. $82. $89.
49 95 43 02
Personnel Department – 2005 Annual Report
Humana PPO Dental Insurance Premiums – Historical Year 3/1/03 3/1/04 3/1/05 1/1/06 Single $29. $30. $32. $34.
00 74 34 63
Employee & Child $65. $69. $72. $78.
41 33 95 11
Employee & Spouse $65.41 $69. $72. $78.
33 95 11
Family $105. $111. $117. $125.
49 81 64 96
E. Vision insurance - Coverage is provided by National Vision Administrator’s Inc., at the employee’s own expense. F. Unemployment Claims - There were 15 unemployment claims in 2005, totaling $9,716 as compared to nine (9) claims in 2004 totaling $2,720. The County has been more aggressive in monitoring its unemployment claims, but as a result of hiring employees who have been laid off from other employers, we have assumed a portion of that liability as well. On a more general note, Calumet County’s unemployment rates (see attached) began the year at 4.4%, peaking at 4.8% in February, and ending the year at 3.5%. G. Health Insurance – 2005 marked the beginning of many significant changes to our health insurance plan(s) which have helped stabilize and/or minimize the drastic increases seen in recent years. To start 2005 the County did two things that automatically saved health insurance dollars: 1) entered into an exclusive st relationship with Network Health Plan (NHP); and 2) moved to a January 1 renewal date as opposed to a st March 1 renewal date. The first change resulted in an approximate 10% savings off of the Premier POS renewal proposal, and the second resulted in an additional 1.8% reduction in premium. Another change which will result in long-term savings is that only those individuals whose employment began prior to December 1, 2005 are eligible to participate in the more costly Point-of-Service plan. The employee contribution remained the same for 2005 (5%), but this and other changes effective in 2006 were made as part of the collective bargaining process (as reported to the Board), and will be reported next year. In order to provide the necessary information, support and tools to empower Calumet County and its employees to make healthier decisions for a higher quality of life, during July and August, 2005 regular parttime and full-time employees and eligible spouses of employees, regardless of whether the employee carries the County health insurance; and retirees and spouses, had the opportunity to participate in a Health Risk Assessment (HRA). The HRA consisted of a questionnaire; on-site screening including total cholesterol, glucose, vital statistics and BMI; individual counseling with a trained health educator to review the results of the biometric screening; and an individual report was made available to participants on-line or with a copy being delivered to their home. The HRA was done in preparation of the change in employee premium contribution effective January 1, 2006, wherein the employee’s premium contribution was being increased from five percent (5%) to seven and one-half percent (7½%) for those employees and eligible spouses completing the HRA and ten percent (10%) for non-completion of the HRA. Since the last round of major changes in 1998, the County’s total expenditure for health insurance costs has grown from $937,173 to $2,543,928 for 2004, and then decreased to $2,444,920 in 2005 (see attached). The 2005 costs represent a 3.89% decrease over the expenditures for 2004. Although significant headway has been made on the health insurance front, health insurance is an issue that is not going to go away in the foreseeable future. Even with the “savings” realized from recent changes achieved in negotiations – including those anticipated in 2006 – health insurance costs will likely continue to be a drain on our limited financial resources well into the future. The 2005 costs were as follows:
2005 County Paid Highway Homestead All Other Employees $226,579 $572,615 $1,645,726 2005 Employee Paid Highway Homestead All Other Employees $15,068 $93,532 $184,085
2004 County Paid Highway $247,764 Homestead $644,657 All Other Employees $1,651,507
2004 Employee Paid Highway $15,731 Homestead $112,084 All Other Employees $176,433
Personnel Department – 2005 Annual Report
Health Insurance Premiums – Historical Year 3/1/98 3/1/98 3/1/99 3/1/99 3/1/00 3/1/00 3/1/01 3/1/01 3/1/02 3/1/02 3/1/03 3/1/03 3/1/04 3/1/04 3/1/05 3/1/05 3/1/05 6/1/05 6/1/05 6/1/05 1/1/06 1/1/06 1/1/06 Provider United Health Network Health POS United Health Network Health POS Touchpoint Network Health POS Touchpoint Network Health POS Touchpoint Network Health POS Touchpoint Network Health POS Touchpoint Network Health POS Network Health POS Network Health Premier HMO Network Health HMO 1 Network Health POS Network Health Premier HMO Network Health HMO1 Network Health POS Network Health Premier HMO Network Health HMO 1 Single $159. $154. $171. $166. $187. $192. $209. $215. $239. $259. $274. $327. $322. $467. $411. $346. $330. $339. $323.
17 51 90 32 20 09 66 87 01 37 86 83 96 19 65 76 54 42
Family $438. $452. $473. $486. $515. $562. $577. $631. $658. $759. $757. $903. $890.
62 19 41 73 87 17 78 76 67 07 47 44 00 49 43
$1287. $1134. $955. $910. $936. $892.
61 91 75
$403.
$1111.
82 93 97
48 69 64
$381. 13 $368. 91 $350.
$1052. 50 $1014. 04 $967.
H. PEHP Conversion: Non-union employees are given the option annually of converting up to a maximum of 37½ hours (or the equivalent of 1 week for those employees that work other than a 7 ½-hour workday) to the Post-Employment Health Plan, provided that they have 2 continuous years of service. A total of 42 Non-union employees elected to participate in 2004 and 2005.
Personnel Department – 2005 Annual Report