Personnel Committee

Personnel Committee Unofficial Meeting Minutes Monday, December 17, 2012, 6:00 p.m. Personnel Committee Present: Tom Roanhouse, Jerry Filut, Glen Collins, Tammy Pollnow and Judy Spencer. Also present: Rebecca Ewald. Filut called the meeting to order at 6:03 p.m. Spencer moved and Collins seconded to approve the November 19 minutes with the correction of Roanhouse seconding the motion to reconvene into open session and the December 3 minutes as presented. Motion carried. Ewald provided verbal update on the Safety Building transition timeline and progress of hiring the new Deputy Clerk/Treasurer & Court Clerk and Administrative Assistant. The Committee questioned whether or not the Village Board should approve changes to the standard operating guidelines in the future. Ewald noted that the subcommittee provided changes to the job descriptions after meeting last week that were reflected within the documents the Committee is reviewing. The majority of changes occurred within the experience and certifications section. Filut inquired as to which Fire Captains report to which Assistant Chief. He requested that the Administrator follow-up with the Fire Chief to see if the Chief is comfortable with this reporting structure for job related duties, as opposed to interaction on a fire scene. Do the 1st and 2nd Assistant Fire Chiefs have equal authority? It was suggested that maybe the subcommittee give some consideration as to which Fire Captain reports to each Assistant Chief. This would clarify who is in charge in the command structure. Roanhouse moved and Spencer seconded to recommend approval of the job descriptions as presented to the Village Board, approval of the organizational chart as presented, with an update provided to the Personnel Committee at their next meeting clarifying the reporting relationship of the Fire Captains to Assistant Fire Chiefs, and approval of the standard operating guidelines with the exception of requiring any amendments to the guidelines to be brought the administrator and then approved by the Village Board. Motion carried. The Village Board will be reviewing and acting on the updated 2013 version of the plan at their next meeting in January. There are several projects that are currently in progress which will transform the way the Village accessing information: new server and backup device, new internet security/firewalls and establishing connections between physical buildings by VPN connection to the new server. At present the only facility with a server is Village Hall. All other facilities have desk top computers only and small backup drives. In the near future all facilities will house their electronic information on the server and the data will be backed up regularly with a more robust device. Due to these new changes the electronics policy has been reviewed and the attached changes are recommended to coincide with our new IT plan implementations. If recommended by the Committee, these recommendations will be inserted in the manual with the other changes made earlier in the year and sent to the Village Board for approval at their January 14 meeting. Roanhouse moved and Spencer seconded to approve the revised IT policies. Motion carried. One of the Village Youth Participants, Madison Corey, who attends every regularly scheduled Village Board program requested to make some suggestions to the recently approved intern program, with the forethought that the program may at some time be available to a high school student if deemed appropriate by the Village Board. The following suggestions were provided by Madison for the Personnel Committee’s review and consideration should an opportunity arise in the future where additional interns would be considered. The Committee would like to have the documentation for a possible high school intern ready and available should the Village choose to exercise the option at a future point in time. Currently the Village has two college interns until June 2013. In April upon 1 the Administrator’s return, the Village will solicit applications for the second round of interns. Based upon the projects available at the time, a high school intern may or may not be the best fit. The Committee believed that having the information ready to go would be a good idea and the Administrator should check with the schools to see if the internship would also qualify for credits. Filut moved and Collins seconded to approve the changes recommended by Ms. Corey with the modification of up to 12 hours on a weekly basis when school is in session. Motion carried. The Committee concurred that their next meeting would be Monday, January 7 at 7:00 p.m. to review additional items relative to the fire and rescue reorganization. Roanhouse moved and Spencer seconded to adjourn at 7:15 p.m. Motion carried. Respectfully submitted, Rebecca Ewald Village Administrator 2