Waukesha HR committee unanimously approves package of personnel policy updates, shortens retiree run-out period

The Waukesha City Human Resources Committee voted unanimously to approve a package of revisions to the city's personnel policies at its meeting, moving changes on to the full council and convening a closed session on the city administrator's performance review before adjourning.

Staff described the suite of updates as largely administrative and alignment-focused. "With the G2 policy, the Commemorative Awards, the main update that we made to this was just recognizing retirees at 10 years of service," the staff member said, adding that eligible retirees would receive a street sign. On the training policy, the staff member said, "we've made updates to make sure that the amounts that people are claiming for reimbursement have the information tied to it that's necessary including submitting a class schedule so we know when the class starts and when it ends because it has to be submitted 2 weeks prior to the start of the class."

Why it matters: The package standardizes practices the city said it already followed informally, clarifies administrative steps for reimbursements and benefits, and alters a retiree pay practice that affects payroll and hiring timing. The committee noted the changes are aimed at improving clarity for employees and helping the city retain and attract staff amid vacancies.

Key policy changes and discussion - Commemorative awards (ID 2502562): Staff formalized recognition of retirees after 10 years of service and eligibility for a street sign; the committee approved the change unanimously. - Training and education reimbursement (ID 2502564): The reimbursement form was updated to require supporting details (class schedule, start/end dates) and to reflect the established two-week advance submission and grade requirements for reimbursement; the committee approved the update unanimously. - Leaves of absence (ID 2502566): Language was revised to clarify sick-time rules for full- and part-time employees, note that some departmental policies may be more stringent, and align policy text with the Family and Medical Leave Act (FMLA); the committee approved the revisions unanimously. - Staffing resolution / position list (ID 2603004): The annual 2026 staffing list was updated (no policy text change). A committee member asked why Waukesha Water Utility staff were included; staff clarified those utility employees are not city employees but are listed because they participate in some city-administered benefits such as life insurance and pension (WRS). The committee approved the list unanimously. - Benefits election at retirement/termination (ID 2603005): Administrative processing of terminations and retirements was realigned, COBRA participation was defined, tuition-reimbursement repayment rules were clarified (proration if an employee leaves within 12 months), and a substantive timing change was adopted: the vacation "run out" period retirees may use while on payroll will be shortened from as much as 12 weeks to 3 weeks. Staff said that change will not take effect until January 2027 to allow current retirees time to plan. The committee approved the change unanimously. - Employment benefits (ID 2603006): Policy language was updated to reflect an online benefits-enrollment system, remove specific health-risk assessment amounts in favor of general language, and clarify deferred-compensation transfer options; the committee approved the revisions unanimously. - Abolishment of website-linking policy (ID 2603007): Staff explained that the policy had been maintained under HR but was an IT matter; IT has incorporated the relevant material into its own policies, and the committee voted to abolish the HR-held policy.

Closed session and next steps The committee moved into closed session under Wisconsin Statute 19.85(1)(c) "for the purpose of considering employment promotion compensation and other terms and conditions of employment or performance evaluation data of any public employee over which the governing body has jurisdiction or exercises responsibility," specifically to discuss the city administrator's performance review. After returning to open session the chair said the group "talked about some stuff that's gonna go to council," and that no formal action was taken. The committee then adjourned.

What to watch: The vacation run-out reduction is scheduled to become effective January 2027; staff said the delay is to allow current employees time to consider the change. Several items will proceed to the full Waukesha City Council for final consideration where additional discussion or modification could occur.