Personnel Committee

PERSONNEL COMMITTEE Monday, October 20, 2014 6:00 P.M. The Personnel Committee will hold a meeting on Monday, October 20, 2014, at 6:00 p.m. in the Village Hall, 123 N. River Street, Waterford, WI. AGENDA Call to Order Approval of the Minutes 1. Review and act on August 18, 2014 minutes. Old Business 2. Update on contract for administration of the flexible spending plans. a. Diversified Benefits is the third party administrator for the Flexible Benefit Plan, a pretax deduction and reimbursement program for medical and care related expenses. b. Please see that attached five year contract recently approved by the Village Board on 10/13 with a 0% increase for the next five years. Two other vendors were reviewed for comparable services. Both were more expensive. c. The Village current selects the Option C for on-line enrollment d. Annually this service costs the Village $1,180 per year in 2014.  This is informational only. No action required. 3. Update on employee meetings for the employee assistance program. a. The Village Board approved the EAP program at their 9/8 meeting. b. Department heads met with our EAP representative on 9/ to learn about the program and how it can be most effectively communicated to staff. c. On 10/7 the EAP met with the Fire Department at their Tuesday night meeting. d. On 10/9 the EAP met with all other staff members over the lunch hour. e. The next step is for department heads to communicate their preferences for topics of quarterly 1-hour informational sessions from the EAP. This schedule with topics will be updated on when completed.  This is informational only. No action required. New Business 4. Update on advertisement for snow removal employees. a. The Department of Public Works and Utilities is staffed by five individuals for all of their activities. In times of continuous snowfall as we saw last winter, it is challenging to keep up with the weather and safely staff to plow streets. b. Due to last winter’s harsh snow conditions, the Committee recommended the director seek additional methods of soliciting for these positions to help with snow removal. c. In effort to secure additional employees to assist with snow removal, the following advertisement has been prepared to run in the High Liter for two weeks. d. The Village’s hiring policy states the Director to solicit applications, interviews and approves new employee for seasonal Public Works & Utilities employees. The Village has authorized up to 5 additional seasonal positions for snow removal. The department currently has three individuals already for these positions.  This is informational only. No action required. 5. Review and provide direction regarding fire and rescue equivalent certifications. a. All members are compensated based upon qualifications, with the exception of the $7.25/hr. for time spent in meetings, trainings and public relations and fundraising activities, with a range of $10 - $17.50 per hour (with the exception of two Village Designated fire inspectors that could earn up to $19.50 if they meet all of the requirements and Fire tactic requirements below) as follows:  Member base rate $10/hr. Rescue Lieutenant base rate $12/hr. Add the following based upon qualifications: FFI $0.50 FF2 $0.50 MPO $0.50 Aerial $0.50 EMT $0.50 AEMT $1.00 Paramedic $2.00 Fire Inspector $0.50 Fire Inspector – Village Designated $2.00 Bachelor Degree $0.50 Associate Degree $0.50 Fire Instructor I $0.50 Fire Instructor II $0.50 Fire Tactic – Investigation $0.50 Fire Tactic – Outside Fire Attack $0.50 Fire Tactic – Transitional PPA $0.50 Fire Tactic – Transitional PPA A&B $0.50 b. The Chief would like to check in with the Committee to see whether he can designate certifications for individuals based upon equivalent certifications. c. For example: The department has a fire and rescue member who is ASE certified. ASE is short for the National Institute for Automotive Service Excellence. This certification requires competency through testing to assure quality working on vehicles and attending school. This is a needed skill particularly when we need work reviewed and done on fire and rescue vehicles. The Village currently lists certifications for individuals who drive specific vehicles such as motor pump operator and aerial operator, but not maintaining them. d. It would be challenging to develop an all-encompassing list of certifications. e. The Chief desires the authority to grant a comparable certification for one listed.  The Committee is requested to provide direction. 6. Review and provide recommendation on updated job description for EMS Lieutenant. a. A minor adjustment was made to the job description to clarify roles and responsibilities for the individual filling the Inventory & Training component of the job. Please see the attached redlined description. b. Temporary appointments were made earlier this month, see memo.  The Committee is requested to provide a recommendation on the updated job description. 7. Review and discuss, and provide possible direction regarding correspondence from Central States regarding health insurance. a. In March of 2014 this matter was brought to the Personnel Committee for review with the following provided by our attorney: - President Roanhouse received the attached correspondence from Central States legal counsel. - The request was reviewed by the Village’s legal counsel. - As you will recall, the Village specifically did not sign the new agreement from Central States proposed in 2013 because they did not have a way to digitally modify the agreement to reflect that only regular full time employees are eligible to receive health insurance and that the regular full time employee has the option of enrolling in the health insurance program. The Village legal counsel amended the agreement originally signed from 2007 with this language, 2013 signatures lines and rates for the next three years. The Committee approved this document, signed and submitted to Central States for renewal in 2013.  -The Village is the only community that the Village’s legal counsel is aware of that allows for this exception. Central States typically requires that every employee (part time and full time be required to enroll in their health insurance program). - The Village’s legal counsel recommends the Village do one of two things: Option 1: not respond Option 2: respond that the Village will only sign a new agreement if the language required by the Village relative to full time employees and the participants option to enroll is inserted in the document - Legal counsel preferred option 1 so that the Village may gauge Central States level of importance regarding the matter. b. The Village recently received correspondence from Central States with new agreements that do not exclude part time employees and allow the full employees the option to elect the insurance. c. This matter was again reviewed by legal counsel and the attached e-mail was prepared and sent to the Village’s Central States Field Representative. If a response is received prior to our meeting on Monday it will be provided at the meeting.  The Committee is requested to review and provided direction if necessary. 8. Review and provide a recommendation on Teamster Union Agreement for Local No. 43. a. The Village received the letter prompting negotiations for the contract expiring 12/31/14. b. The Personnel Committee recommended and the Village Board already approved a 1.4% increase for these employees. c. The Administrator informed Teamsters of the actions taken by both groups and they are amenable to signing a contract reflecting those terms. d. See the attached contract for your review.  The Committee is requested to provide a recommendation on the contract. Adjourn There may be a quorum of Village Trustees present, which would constitute a public meeting of the Village Board Jerry Filut Chairman Please note that, upon reasonable notice, accommodations can be made for the needs of disabled individuals through appropriate aids and service. For additional information or to request this service contact the Clerk’s Office at 534-3980. Posted: 10/17/14, 5:00 p.m.  Personnel Committee Unofficial Meeting Minutes August 18, 2014 – 5:00 p.m. Present: Filut, Pollnow, and Vaccaro. Absent: Allen. Also present: Rebecca Ewald and Barb Messick. Filut called the meeting to order at 5:09 p.m. Pollnow moved and Vaccaro seconded to approve the July 15, 2014 minutes. Motion carried. Messick reviewed that as the staff began working on the development of the Waterford Information Portal (WIP) it became apparent that the Village needed an overall communications strategy to unify our presence between services and provide consistency for the community. The WIP is one element of an overall communications strategy. Messick reviewed the need for the strategy, guiding principles and first steps for strategy development. The Personnel Committee is the sounding board for the communications strategy as it impacts aspects of personnel policies and how the Village communicates with both employees and constituents. The Committee reviewed the results of the communications survey and new logo that will be incorporated into the WIP and other village communications. No further comments were provided by the Committee. Messick departed the meeting at 5:25 p.m. An update was provided on an EEOC determination. Vaccaro moved and Pollnow seconded to adjourn in to closed session pursuant to Wis. Stat. 19.85(1)(c) to review performance evaluation data of the Village Administrator by roll call vote: Vaccaro – aye Pollnow – aye Filut – aye The meeting adjourned into closed session at 5:36 p.m. The Committee discussed the Administrator’s review. Pollnow moved and Vaccaro seconded to reconvene into open session at 5:48 p.m. Vaccaro moved and Pollnow moved to adjourn 5:49 p.m. Respectfully submitted, Rebecca Ewald Village Administrator  Limited Part Time Seasonal Snow Removal Position Village of Waterford The position will operate snow removal equipment, including snow plows, salt truck, snow blower and shovels for the purpose of clearing roads and pathways within the Village right-of-way including sidewalks and parking lots, perform daily operator maintenance checks and preventative maintenance on equipment, move equipment from one project/location to another and other duties as assigned. This position requires a valid Wisconsin Class B commercial driver’s license and Wisconsin Class D driver’s license. This position must have the ability to respond on-call during and after regular business hours and on weekends. Strong mechanical and electrical aptitude and significant snow plowing experience with [insert type of truck] required. Must possess the physical ability to sustain long workdays and able to function effectively in the outdoors in cold, hot or inclement weather. Must have the ability to respond the emergencies after hours. Employee is required to reside within 10 miles of the Village limits. Wages range $20. Please submit resume and employment application to the Village Administrator at 123 N. River Street, Waterford, WI. Employment application can be found online at www.vi.waterford.wi.gov . Applications due to the Village Administrator by Wednesday, November 5, 2014 at noon CST.  Village of Waterford Memo To: Sue Blaedow, Matt McQuire and Bill Miller From: Chief Mueller CC: Fire & Police Commission Date: 10/17/2014 Re: Temporary Appointments – Rescue Lieutenant Due to a resignation of the former rescue lieutenant I am temporarily appointing the following three individuals to fill the vacancy and duties of this position in accordance with Section 13 Temporary Appointments of the Village of Waterford Fire and Police Commission Rules and Regulations: Sue Blaedow – Administrative Duties Matt McGuire – Inventory & Training Duties Bill Miller – Equipment & Vehicle Duties 13.1 The Chief may appoint a subordinate to act out of rank to temporarily fill a vacancy resulting from retirement, resignation, or temporary incapacity. The provision of this paragraph shall also apply to a Paid on Call or Paid on Premises firefighter acting out of rank in the event that a supervisor is temporarily unable to fulfill their duties. 13.2 The Chief shall notify the Commission in writing as to any temporary appointment under this section within five days. A temporary appointee to a position under this section shall have no right to continue in said position other than to receive pay that is earned. Should you agree to accept the temporary appointment under the conditions of Section 13, please sign and submit to me the job description attached. The effective date of the appointment will begin on October 13, 2014. 1  FLSA: Exempt Limited Part Time EMS LIEUTENANT WATERFORD FIRE AND RESCUE DEPARTMENT VILLAGE OF WATERFORD The EMS Lieutenant for the Department to ensure effective day-to-day operations are handled and maintained Under the direction and supervision of the Fire Chief. The position assists in regular departmental programs and activities during assigned shifts. Work involves continuous mentoring and evaluation of EMS employees’ pre-hospital job performance through analysis of electronic patient records, skill testing, and observation of work. Through consultation with the department’s Chief, Medical Director and other assigned resources, designs, schedules and delivers training objectives and coordinates the department’s continuing education program. The position develops and oversees remediation programs and works closely with employees to correct performance deficiencies. The position performs in accordance with State and local regulations and established emergency procedures and techniques. The EMS Lieutenant position is job shared by three individuals that are required to comply with all general duties and assigned duties for one of the following areas: administrative, training or inventory/equipment/vehicle. Each individual is regularly scheduled to work two (2) twelve (12) hour day shifts a week (6 a.m. to 6 p.m.) and one evening duty crew shift (6 p.m. to 6 a.m.) for rescue and fire calls. General Job Duties • Applies Emergency Medical Services (EMS) knowledge and expertise in program oversight including broad knowledge of up-to-date trends, technology, regulations and laws. • Responds as a member of a medical team to bring basic or advanced emergency medical care to the citizens of the community. • Provides excellent customer service and added value services to the community at large. • Delivers discipline in a fair, consistent and positive manor to improve employee performance. • Maintains a professional standard of conduct in actions and appearance. • Provides public education on the department’s emergency medical services, including presentations and demonstrations before senior homes, community groups, schools, and other local organizations. • Provides information and assistance to other departments, outside agencies, and the public on assigned functions. • Recommends, develops and assists in the implementation of program and policy changes relating to EMS. • Develops and maintains positive communications and working relationships internally and with other departments, divisions, and outside agencies and organizations. • Assists in the development, delivery, and evaluation of other training programs not related to the EMS program for the fire department as necessary. • Assist, represent and advise the Chief and other officers on issues related to EMS. • Participates in and promotes the Departments health and wellness initiative on a daily basis. • Performs all other duties as assigned. Administrative Duties • Maintains departmental training records and medical licenses of personnel. Performs administrative work required for re-credentialing of applicable staff; maintains continuing education records and mandatory class requirement compliance for employees. • Maintenance of data and records for ambulance registrations, EMS vehicles and related equipment purchases, medical training of equipment, and medical reports using equipment in accordance with department operating procedures and outside agency(s) standards. • Administers the statistical analyses of response time data to evaluate system effectiveness; prepare oral and written reports; coordinate communications on audit reports. • Coordinates paperwork and logistical items with billing company • Updates department rosters, email addresses, and general employee resources. • Coordinates and implements patient follow up surveys and get well cards/sympathy cards. • Responsible for scheduling day shift coverage and evening duty crew coverage. 1 • Completes daily incident reports and patient reports and conduct quality assurance of the reports. Reviews medical run reports to ensure accuracy and compliance with department, designs task lists, implements, and monitors Continuous Quality Improvement (CQI), for the EMS program; evaluates, coordinates, and monitors quality improvement issues. Submits reports on quality improvement on a regularly scheduled basis. • This position is the HIPAA and protected health information officer for the Village of Waterford and is responsible for the completion of the Village’s requirements for this position as described in the Standard Operating Guidelines. • Is responsible for the EMS training program to ensure competency of employees. Inventory and Training Duties • Performs periodic medical and trauma skills, driving, and street/road familiarity evaluations of department personnel utilizing results to improve performance; assists with monitoring documentation of electronic patient care reports and remediates employees with poor documentation skills. • Ensures personnel are following Medical Director approved EMS guidelines and protocols at appropriate levels within the EMS System. • Oversees the orientation of new employees including teaching protocols, procedures, departmental Standard Operating Guidelines (SOG’s), and demonstration of the proper use of applicable equipment. • Schedules, oversees, and evaluates emergency response drills and exercises • Evaluates and coordinates emergency medical training requests and scheduling concerns for department personnel to attend EMS-related training, seminars and conferences. • Reviews medical run reports to ensure accuracy and compliance with department, designs task lists, implements, and monitors Continuous Quality Improvement (CQI), for the EMS program; evaluates, coordinates, and monitors quality improvement issues. Submits reports on quality improvement on a regularly scheduled basis. Inventory, Equipment and Vehicle Duties • Coordinates with the county’s dispatch center as necessary or required to ensure proper delivery and function to the county’s emergency dispatch program. • Oversees and coordinates response systems such as Activate911. • Performs, oversees and manages maintenance checks on emergency vehicles, equipment, and supplies. • Certifies personnel in vehicle operations. • Oversees or performs tasks to maintain cleanliness of station and maintenance of apparatus, tools, equipment, and all other fire department property. • Conducts demonstrations, tours, and public speeches on fire safety, fire prevention, fire extinguishers, smoke detectors, first aid, and other subjects to the public. Minimum Qualifications/Education/Knowledge/Abilities • High School Diploma or general education degree (G.E.D.). • Experience in fire and rescue operations in the position of equipment operator. • Valid Wisconsin Driver’s License, minimum Class D. Loss of license may be cause for termination. • AEMT (minimum) and Firefighter State license and certifications and the ability to maintain license and certification. Loss of license or certification will be cause for termination. • Experience with a variety of hand and power tools/equipment. • Ability to work with the public in a professional manor at all times. • Knowledge of the methods, materials, equipment and tools used in fire and rescue operations. • Ability to learn operation of fire apparatus and rescue equipment. • Experience in use of computer and software for report writing and data entry. • Ability to maintain records, to assemble and organize data and to prepare reports from such records. • Initiative and the ability to exercise independent judgment. • Possess management skills necessary to plan and organize tasks. • Experience with adult teaching principles, training methods, communications and group instruction. • Is proactive in anticipating and preparing for changing trends in the provision of the Fire/Ems service. • Ability to deal with public relations problems courteously and tactfully. • Demonstrates an awareness and appreciation of the cultural diversity of the community. • Has considerable knowledge or the ability to learn more about the Town and Village of Waterford and the Waterford Fire & Rescue Department policies, procedures, rules, and regulations, ordinances, and services. 2  • Ability to work under pressure and meet deadlines. • Ability to triage incoming communications such as appropriately screening incoming calls and refer to appropriate staff for action; assemble relevant attachments or notes for instruction or disposition; respond to routine inquiries regarding established policies and procedures. • Monitors and assist personnel in complex work situations, advise on interpretation of policies, schedule and assign daily work. • Practices continuous learning through individual study, classroom training, seminars, and conferences. • Performs work safely in accordance with departmental safety procedures and reports any unsafe work condition or practice to supervisor. • May be assigned to report at a different time and location and to perform different duties as necessary. • General knowledge of national, state, local laws and fire/safety codes. • General knowledge of fire protection systems, water supply, building construction, natural and man-made disasters, fire control and extinguishment, and combustible and flammable materials. • Ability to assess hazardous situations and apply appropriate actions to maintain safety of all Fire/EMS personnel. Physical Demands • Ability to operate, maneuver and/or steer equipment and machinery requiring simple but continuous adjustments, such as motor vehicles, computer, printer, calculator, photocopier, fax machine, telephone and two-way radio and a variety of fire and rescue service equipment. • Ability to operate equipment and machinery requiring monitoring multiple conditions and making multiple, complex adjustments, patient monitors, pumps, generators, gas meters, power equipment, fire hydrants and mechanic’s tools. • Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as operating motor vehicles. • Ability to exert moderate to heavy physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching and crawling, lifting, carrying, pushing and pulling. Ability to constantly and frequently bend, push, pull, lift, twist, reach, grasp and walk. • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception, and the ability to adjust focus and sustain prolonged visual concentration. • Ability to recognize and identify similarities or differences between characteristics of colors, forms, sounds, odors and textures associated with job-related objects, materials and tasks. • The employee must regularly lift and/or move up: 0-50 pounds frequently, over 50 pounds occasionally, reaching 90 degrees constantly and reaching 180 degrees frequently. • Ability to work regularly in outside weather conditions, in field settings. Ability to frequently work near moving mechanical parts and be exposed to wet and/or humid conditions and vibrations. • Physical ability and fitness to perform duties of the position. • No tobacco use product use is allowed while working in this position. Conditions of Employment This position is subject to the terms and conditions of the Village of Waterford Personnel Manual, as may be amended. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The Village of Waterford is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. ________________________________ ________________________________ Employee’s Signature Date Administrator’s Signature Date 3  AGREEMENT This Agreement is entered into by and between the Village of Waterford, Wisconsin, hereinafter referred to as the "Village" and Local 200 of the international Brotherhood of Teamsters, hereinafter referred to as the "Union". ARTICLE 1 - RECOGNITION The Village recognizes the Union as the exclusive bargaining agent for all regular full time and regular part-time employees in the Village of Waterford Department of Public Works & Utilities, excluding management, supervisory, technical, and support/clerical personnel of the department of the Village of Waterford department of Public Works & Utilities. It is understood and agreed that the Village may utilize seasonal employees who will not fall under the terms of this Agreement. ARTICLE II – 2014 WAGES Effective January 1, 2015, regular full time employees and regular part time employees will receive a 1.4% wage increase to December 14, 2015. ARTICLE III – DURATION OF AGREEMENT This Agreement shall be in effect as of January 1, 2015 and shall remain in full force and effect through January 1, 2015. Dated this 27th day of October, 2014. VILLAGE OF WATERFORD TEAMSTERS LOCAL UNION NO. 200 Thomas E. Roanhouse - President Wesley A. Gable, Secretary-Treasurer ______________________________ ______________________________