Personnel Committee

PERSONNEL COMMITTEE Monday, January 19, 2015 6:00 P.M. The Personnel Committee will hold a meeting on Monday, January 19, 2015, 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 December 15, 2014 minutes. Old Business 2. Update on personnel manual amendments for compliance with Affordable Care Act regulations. a. Legal counsel conferred with staff on the necessary updates to the manual. The amendments were received on 1/15 and will be reviewed by staff for implementation procedures and then sent to Central States for review. We anticipate the final recommendation presented to the Committee at the February meeting. b. ACA requires the Village to audit payroll monthly to verify part time employees are working 130 hours a month or less. This is the same reporting requirement Central States will be seeking for their assurances of proceeding as our health insurance vendor. There is only one employee that we are aware of that is in conflict with the required numbers of hours, the Village’s Fire Chief. While the contract for services with the Fire Chief specifies 27 hours per week as a part time exempt employee, the Fire Chief has works on average 45-50 hours of week since beginning with the Village in February of 2014. While the Fire Chief does not seek participation in the Village’s health insurance program, he would be eligible to receive the $4,000 opt out payment specified in the manual.  No action is required at this time. This is an update only. New Business 3. Review and provide a recommendation on amendment to agreement for firehouse software. a. For the last several decades a secretary for the department has provided the Village with documentation for purposes of processing payroll for the fire and rescue members. b. The Fire Chief is recommending approval of an expansion of the firehouse software for purposes of documenting payroll for fire and rescue employees, an additional annual expense of approximately $400 to be paid for out of 2% dues. The process for tallying payroll in the past has been delegated to the secretary without cross check or involvement of the Treasurer who oversees the processing of payroll. This can lead to errors and omissions. The Treasurer and eventually Deputy Treasurer would be trained on the utilization of software in addition to members to complete their time sheets and submit for payroll. This creates redundancy in our system and greater transparency for documenting payroll moving forward. c. As the Committee is aware, Central States Health and Welfare fund has required the Village to amend the Personnel Manual to clarify our procedures for accounting for part time employees to ensure compliance with the Affordable Care Act (ACA). ACA requires a monthly calculation of hours for part time employees to ensure compliance. Preliminary discussions with personnel counsel have also stressed the importance of maintaining greater transparency and documented procedures for fire and rescue payroll moving forward. Both the Chief’s request and Village’s need to ensure proper documentation for the Affordable Care Act (ACA) and our health insurer provider also adds to the need for this transition for the fire and rescue department to occur as soon as possible.  The Committee is requested to provide a recommendation on amendment of the contract for purposes of documenting fire and rescue payroll. 4. Review and update on process to review police services. a. Included in your packet it a retirement notice from Officer Schanning. b. Staff sought direction from the Village Board on 1/12 as to how the Board desires to proceed with evaluating how to provide police services for first shift in the future. In the past, the Board has relied on recommendations from the Personnel Committee. In light of the Board’s recent work with the Fire & Rescue Department and the expressed desire to be more involved in how service delivery is provided, the Board could also elect to evaluate police service options without Committee recommendation. In such case staff is requesting that two Board  members collaborate with the Administrator on information prior to review by the Board. The Board members would assist in developing the process for evaluating future service and delivery options for review by the entire Board. The Village currently has two Board members on the Personnel Committee. Depending upon the direction the Village ultimately choses, if may be beneficial to have these two individuals assist with the assignment as they would also serve as direct conduits to the Committee in the future. c. On 1/12 the Village Board directed the Administrator to proceed working with trustees Pollnow and Filut on this project and reporting directly to the Village Board with the information.  This is an update only. No action required. 5. Review and provide a recommendation on bailiff job description. a. The village’s officer currently provides security for the court the third week of the month from approximately noon – 5 p.m. on Tuesday, Wednesday and Thursday. b. This bailiff job description has been prepared for purposes of advertising a limited part time position with the Racine County Sheriff’s Department auxiliary group to temporarily fill this vacancy until further direction is provided by the Village Board on the future of first shift police services. c. The job description has been prepared by the municipal judge and is coming to the Committee for review.  The Committee is requested to provide a recommendation on the job description. 6. Update on hiring process for WCMA Scholarship intern. a. The Village received a grant from the Wisconsin City/County Manager’s Association in the amount of $1,200 for an intern. Per the Hiring Policy & Procedure adopted in 2014 the Administrator solicits applications, interviews and approves the new employee. b. For your information the following advertisement was distributed to accredited Master’s in Public Administration (MPA) programs on January 13. The Administrator will proceed with hiring for the position. c. The intern will report to the Administrator, but assist on topics of Public Works & Utilities and Fire and Rescue Department as deemed appropriate by the Department heads and Administrator.  This is informational only. No action required. 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 1/16/15, 5:00 p.m.  Personnel Committee Unofficial Meeting Minutes December 15, 2014 – 6:00 p.m. Present: Bell, Filut, Pollnow, and Vaccaro Excused: Allen Also present: Rebecca Ewald and Jeff Dolezal Filut called the meeting to order at 6:06 p.m. Pollnow moved and Vaccaro seconded to approve the November 17, 2014 minutes. Motion carried. The Administrator updated on a response received today from Central States today. Central States legal counsel noted that the trustees did agree on November 12, 2014 to recommend acceptance of the part time exclusions for the bargaining unit and non- unit groups, provided that the village modify the personnel manual to define a part time employee as someone who works less than 30 hours in a week. This part-time exclusion is for employees who perform work that would be required year-round. Seasonal employees, who may only work four months out of the year, could also be excluded regardless of the amount of hours they work, provided they are not used in place of full time employees on lay-off. Staff will proceed the Committees prior direction from the November 17 meeting to work with legal counsel to draft revisions to the Personnel Manual for Central States review and future review by the Committee. No further direction was provided by the Committee. Pollnow moved and Bell seconded to moved item five up on the agenda for discussion. Motion carried. Federal law requires the pension plan to be restated, a $2,000 expense. The federal required restatement of the plan can be paid for with by the pension plan assets. In 2014 we have two former employees move their pension assets to another investment vehicle terminating their involvement in the pension plan. These individuals were not 100% vested and therefore forfeited a percentage of their accumulated earnings. Forfeited plan assets have been utilized in past years to offset the following year’s pension plan contribution if available. Forfeited plans are not budgeted or planned for. Staff is recommending that $2,000 of the forfeited funds be carried over into 2015 and utilized to pay for the restatement, the balance utilized to offset the 2015 pension plan contribution. This is being recommended as the expense was not budgeted for in 2015, is a direct requirement of the plan and therefore most appropriately funded by plan assets. Bell moved and Vaccaro seconded to approve the use of forfeited fund to complete the restatement of pension plan. Motion carried. The Committee discussed the requirements of the snow removal position. Pollnow moved and Vaccaro recommended to change the job description to read that they need to have a Class B commercial driver’s license and Wisconsin Class D Driver’s license, or the ability to obtain one at a timeframe specified by the Director. Motion carried. The Director may consider advertising again in 2015 no later than September with these revised parameters. The Committee discussed the reimbursement for certification or training requirements for the limited part time snow removal positions. The Committee reviewed the language already in the manual that provides discretion to the Director the ability to set reimbursement based upon terms specified by the Director. It was recommended that a general agreement be drafted for the Director’s completion. The Committee determined that the Director has the authority to determine what expenses are reimbursed and the requirement for reimbursement. He may apply this now to existing positions for his department. Vaccaro moved and Bell seconded to approve the existing snow removal positions for reimbursement of their expenses. The Committee discussed that they do not need a motion to approve this as the manual already provides this discretion. Vaccaro moved and Bell seconded to amend their motion to not include reimbursement of expenses for existing employees as this discretion is already provided to the Director in the personnel manual, but to develop a form for utilization by the Director that he can utilize in the future for new employees for the reimbursement of requirements associated with the positions. Motion carried. Vaccaro seconded and Pollnow seconded to adjourn at 7:15 p.m. Motion carried. Respectfully submitted, Rebecca Ewald Village Administrator  AMENDMENTTO AGREEMENT FOR APPLICATION HOSTING AND TECHNOLOGY SUPPORT SERVICES This Amendment to Agreement for Application Hosting and Technology Support Services (this “Amendment”) is made and entered into by and between Village of Waterford with offices located at 123 N. River St., Waterford, WI 53185 (“Customer”) and Xerox Government Systems, LLC. with offices located at 8260 Willow Oaks Corporate Drive, Fairfax, VA 22031 (“Xerox”), referred to individually as “Party” or collectively as “Parties.” WHEREAS, the Customer and Xerox executed that certain Agreement for Application Hosting and Technology Support Services dated as of January 1, 2013 (the “Agreement”); and WHEREAS, the Customer and Xerox desire to modify the Agreement to add certain modules Customer receives as Services under the Agreement; NOW, THEREFORE, in consideration of the mutual obligations set forth herein, the Parties mutually agree to amend the Agreement as follows: 1. The “Modules” table on page 1 of the Agreement (if applicable) and the related Modules table in Exhibit B – Applicable Charges shall be modified as of the effective date of this Amendment as below: FH CLOUD MODULES: YES/NO # of Licenses Incident Module Yes 1 EMS Module Yes 1 Staff, Training and Certifications Yes 1 Occupancy Management Yes 1 Inventory Management Yes 1 Hydrants Yes 1 Staff Scheduling No 0 Accounts Receivable No 0 Sketch No 0 FIREHOUSE Software A Xerox Solution Xerox Government Systems, LLC. 2900 100th St., Suite 309 Urbandale, Iowa 50322 800.921.5300 515.288.4825 (fax) Analytics No 0 CAD Monitor: Phoenix Yes N/A VPN connection required for CAD data transfers No N/A Local Data Transfer No N/A Archived Database No 0 2. The Yearly Fee payable by Customer to Xerox as set forth under “Price” on page 1 (if applicable) of the Agreement and under the Payment Schedule table in Exhibit B – Applicable Charges shall be increased from $2,599.00 to $3,051.00 for each remaining year of the Agreement, beginning with Year 4. The difference for the current year will be invoiced by Xerox on the effective date. 3. All terms and conditions of the Agreement, except as expressly amended herein, shall remain in full force and effect. 4. This Amendment shall be effective on January 1, 2015. IN WITNESS WHEREOF, the undersigned authorized representatives of Customer and Xerox have executed this Amendment. VILLAGE OF WATERFORD Xerox Government Systems, LLC. Authorized Signature Authorized Signature Printed Name Printed Name Title Title ______________________________ ______________________________ Date Date FIREHOUSE Software A Xerox Solution Xerox Government Systems, LLC. 2900 100th St., Suite 309 Urbandale, Iowa 50322 800.921.5300 515.288.4825 (fax)  BAILIFF MUNICIPAL COURT VILLAGE OF WATERFORD LIMITED PART TIME/NON-EXEMPT Provides bailiff services for the Village of Waterford for a specific time period as specified by the municipal judge. The bailiff position reports directly to the municipal judge. The bailiff serves at the pleasure of the municipal judge. Essential Duties and Responsibilities • Maintain security by inspecting and securing the courtroom and surrounding areas. • Maintain order by observing courtroom proceedings to prevent unnecessary disruptions and taking custody of persons as instructed by the judge. • Be responsive to routine questions made by persons which do not involve confidential information or concern the merits of a case. • Assist judge and court clerk in the checking in of persons appearing in court. • Making photocopies and perform other administrative tasks on an intermittent basis as directed by the judge or clerk. • Check on driving records when requested by the prosecutor or judge. • Make telephone contact with law enforcement personnel and civilian witnesses regarding cancellations and settlements of trials so as to avoid unnecessary appearances in court. • Assist with the sequestration of witnesses and closed hearings when needed. • Respond to medical emergencies as appropriate. • Be familiar with appropriate contact information for various areas of the Racine County Sheriff’s office and neighboring law enforcement agencies. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position of the work if similar, related, required by law or a logical assignment to the position. Special Requirements & Skills • High school diploma or G.E.D. • Job related experience and/or education providing basic knowledge of the court system and courtroom security. • Law enforcement training and appropriate and current certification as a law enforcement officer. • Familiarity with the Trax and Phoenix computer systems is desirable. • Ability to communicate effectively and work courteously with court personnel, other law enforcement personnel and defendants. • Ability to “read” people and “sense” potential adverse or unsafe situations. • Ability to react quickly and calmly to emergency and threatening situations; maintain calm in stressful situations. • Ability to use discretion as to when to deal with situations with tact and diplomacy and when more forceful measures are needed. • Skill in searching persons for weapons and skill in the use of firearms, nonlethal weapons, and restraining devices. Physical Demands The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Intermittent performance of light physical tasks involving reaching, bending, stooping, lifting, carrying, pushing and/or pulling. Ability to exert sufficient force necessary to subdue and restrain a defendant who is out of control. Ability to chase a law violator. Ability to sit comfortably for moderate periods of time. Flexibility in personal schedule to accommodate special trial dates and changes in court scheduling which may arise. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Conditions of Employment This position is subject to the terms and conditions of the Village of Waterford Personnel Manual, as may be amended, and is classified as a Limited Part Time, Non-Exempt Employee. The job description does not constitute an employment agreement between the employer and employee. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 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 Date Administrator Date  Village of Waterford WCMA Scholar Internship The Village of Waterford is seeking one (1) student to fill a Wisconsin City/County Manager’s Association (WCMA) Scholar Internship that honors exemplary graduate students who aspire to a career in local government management. To be eligible, students must be enrolled or accepted into a public administration graduate program. The selected intern’s focus will include work on the administration of fire and rescue operations and public works and utilities services, as well as general administrative operations. The intern will work with Village staff, gaining experience in a variety of areas, including policy and budget analysis, staffing committee meetings and preparing committee packet materials, performance measurement of current services and seeking options for future service delivery, preparation of education and promotional materials related to service delivery, report review/writing and possible writing of grant proposals. The Village is seeking an intern to work for the Village from February 1, 2015 – May 1, 2015, twenty (20) hours per week. Flexible hours are possible to accommodate classes, work and other commitments. Interns are paid $10.00 per hour. The selected individual is required to provide a report to be shared with the WCMA membership illustrating the results and work product of the internship for possible use by WCMA members. Overall qualifications for internship include: • Accepted enrollment in a graduate program geared toward local government management. • Good organizational skills • An attention to detail • Excellent communication, writing, and computer skills • Ability to work independently and effectively given a limited time frame • Ability to balance multiple tasks • Dependable and punctual How to Apply Interested applicants should submit applications by January 30, 2015 or earlier. Intern positions will be filled as applications are reviewed. Candidates are encouraged to submit materials as soon as possible, including: • completed Village of Waterford job application • a resume detailing educational and work experience • a letter indicating why the individual wishes to undertake an internship at the Village of Waterford Once all the application materials are received and reviewed, an interview will be scheduled. Send application materials to: Rebecca Ewald Village Administrator Telephone: 262-534-7912 E-mail: rewald@waterfordwi.org