Personnel Committee

PERSONNEL COMMITTEE Monday, May 18, 2015 6:00 P.M. The Personnel Committee will hold a meeting on Monday, May 18, 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 March 16, 2015 minutes. Old Business New Business 2. Review and provide a recommendation on joint fire employment application. a. Included in your packet is a draft application for applying for three departments: Eagle Fire Department, Mukwonago Fire Department and Waterford Fire Department. a. All three departments seek part time employees that may desire to work in multiple departments given their various schedules and availability. This is another attempt to increase the poll of eligible applicants for part time work for the fire and rescue department and increases awareness of applicants regarding the availability for employment. b. The application has now been reviewed by legal counsel and recommended amendments were made and the application is now being recommended for approval. v The Personnel Committee is requested to review and provide a recommendation on the joint fire employment application. 3. Review and provide a recommendation on rescue lieutenant job classification. c. The Fire Chief is asking the committee to consider the promotion of two full time EMS positions. When the previous full time EMS officer left the Chief tried to creatively fill that position with three part time employees. This plan has not produced the results that he was looking for and that the department needs. This plan did allow the promotion of two professional EMS persons to the position for a strong push off, however the addition of 24 hours to their 56 hour work week has created some negative consequences. d. One of the EMS Lieutenants could not keep up with the hours and has resigned and the other two are not keeping up with their expected two twelve hour shifts per week. This has created more work for the two Lt's that remain and the Chief. e. The three part time lieutenant positions created some consistency if the three of them each worked two twelve hour’s shifts each week. Now we are only getting two people 2 to 3 days a week total. This lack of consistency means that the Chief is the consistency component resulting in him working well over 40 hours per week when he is supposed 1  to be working 27 hours a week. The Chief cannot find a way to reduce his hours and still maintain our service level without more consistent help. f. Because of the lack of consistency the department is always behind on quality assurance review. Reports get backlogged and when an EMS Lieutenant does work they are forced to spend the majority of their time behind a computer screen doing quality assurance. g. As we move this EMS system forward toward higher levels of care it is essential that we have strong leadership. People have to know who is in charge and they have to be present. We are lacking that present component. h. The 2015 budget represents a total cost of $80,453 for (3) part-time rescue lieutenants. This position is expected to work an estimated additional 12 hours/week that include trainings, and Sunday crew duties. To accommodate for this, the proposal presented shows a pay range from $24-$26/hour. If approved, staff recommends utilizing rescue billing and collections revenue to cover the additional costs that will be incurred in 2015. Historically the revenue from these lines items has exceeded the budget. Included in your packet is a history of the budget to actual revenues from 2011 to present (April 2015). The Personnel Committee is requested to review and provide a recommendation on rescue lieutenant job classification. 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: 5/15/15, 5:00 p.m. 2  Personnel Committee Unofficial Meeting Minutes March 16, 2015 – 6:00 p.m. Present: Allen, Bell, Filut, Pollnow Excused: Vaccaro Also present: Rebecca Ewald Filut called the meeting to order at 6:05 p.m. Pollnow moved and Allen moved to approve the February 16, 2015. Motion carried. The Committee was updated on the WCMA intern. The Committee reviewed the pension plan restatement. Bell and Allen seconded moved to accept the pension plan restatement and recommend it to the Village Board for approval. Motion carried. The Committee was updated on the training sessions being offered to employees as a part of the employee assistance program. Pollnow moved and Bell seconded to adjourn into closed session to adjourn in to closed session per WI Statute 19.85(1)(c) and (e) and to discuss employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, to deliberate or negotiate over the purchase of public property, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session: specifically, to discuss health insurance benefits for specific employees and to discuss potential changes to the carrier, coverage and cost of the current health insurance plan; and pursuant to WI Statute 19.85 for purposes of personnel evaluation review of the Administrator at 6:15 p.m. by roll call vote: Allen – aye Bell – aye Filut – aye Pollnow – aye Motion carried. Filut moved and Pollnow to reconvene into open session at 7:12 p.m. Pollnow moved and Allen seconded to adjourn at 7:25 p.m. Motion carried. Respectfully submitted, Rebecca Ewald Village Administrator 3  Eagle Fire Department Mukwonago Fire Department Waterford Fire Department 126 E. Main St. P O Box 206 1111 Fox St. 801 Mohr Ave. Eagle, WI 53119 Mukwonago, WI 53149 Waterford, WI 53185 262.594.3302/Fx 262.594.3393 262.363.6426/Fx 262.363.6454 262.534.7019/Fx 262.534.5373 www.eaglefiredepartment.com www.mukwonagofire.org www.waterfordwi.org Employment Application The Villages of Eagle, Mukwonago, Waterford, Town of Eagle, and the Eagle, Mukwonago and Waterford Fire Departments are equal oppor- tunity employers and affords equal opportunity to all applicants for all positions without regard to race, color, religion, gender, nationality, disa- bility, veteran status, or any other status protected under local, state, or federal law. Applicant: Please Read the Following Instructions Before Answering Any Questions. 1. Please print in ink or type all information. Answer all questions as completely as you can, even if you are attaching a resume. Failure to complete the application may prohibit you from proceeding in the evaluation process for this position. 2. Statements made in this application are subject to verification. The detection of false statements is a cause for disqualification or dismissal. 3. Date and sign the application and keep a copy of for your files. Date: __________________ Please mark both position and department for which you are applying: Full-Time Part-Time Paid on Call Eagle FD Mukwonago FD Waterford FD Available Start Date ________________ Desired Salary ________________ Days/Hours Available to Work _______________________________ How did you hear about the position? _______________________________________________________________________________________________ APPLICANT INFORMATION Last Name _____________________________________________ First ________________________________ Middle ___________________________ Address ______________________________________________________ City ___________________________ State _______ Zip _____________ Telephone ___________________________ Cell ___________________________ Email __________________________________________________ Are you legally entitled to work in the United States? Y Y Social Security Number ________________________________ Are you age 18 or over? Y Y Do you possess a valid Driver’s License? Y Y License# _______________________________________________ Do you possess a valid Commercial Driver’s License? Y Y If Yes, check all that apply A B C D H N Special skills and qualifications that may apply to the position (please include all computer software that you can operate skillfully) ___________________________________________________________________________________________________________________________________ List memberships in professional or technical associations: ___________________________________________________________________________________________________________________________________ Current certifications, licenses, or registrations as a member of a trade or profession: ___________________________________________________________________________________________________________________________________ 4  GENERAL INFORMATION Have you ever applied for employment with any of these departments before? Y N If yes, give date(s) and location(s): ___________________________________________________________________________________________________ Have you ever been employed with any of these departments before? Y N If yes, provide date(s) and location(s): _______________________________________________________________________________________________ Are any of your relatives presently employed with any of these departments? Y N If yes, give name, relationship, and location(s): _______________________________________________________________________________________ Have you ever convicted of a crime? Y N If yes, please explain: _______________________________________________________________________________________ Are any criminal charges or proceedings pending against you? Y N If yes, please explain: _______________________________________________________________________________________ Have you ever been discharged from any employment or asked to resign? Y N If yes, please explain: ___________________________________________________________________________________________________ Are your presently employed? Y N May we contact your present employer for references? Y N If no, please explain: ___________________________________________________________________________________________________ Please Note: A conviction record or a pending criminal charge will not automatically bar you from employment and will only be considered as it relates to the particular job in question. EDUCATION Name and Location of High School Highest Grade or Year Completed High School Diploma or GED Equivalency Y N Post High School Education—Technical School/College/University or Other Name and Location Dates Attended Minor/Major Degree GPA Graduate? Y N Y N Y N Y N Y N Have you received any job-related training in the United States Military? Y N Please describe: _________________________________________________________________________________________________________________________________ 5  EMPLOYMENT HISTORY Begin with current or most recent position and continue with all past employment. Attach additional sheet if necessary. Employer ___________________________________________________ Employed ____________ to ____________ Phone ______________________ Address ________________________________________________________________ Position(s) Held _________________________________________ Responsibilities ___________________________________________________________________________________________________________________ Supervisor ________________________________ Starting /Ending Salary ___________/____________ Reason for leaving: ______________________________________________________________________________ May we contact this employer for a reference? Y N Employer ___________________________________________________ Employed ____________ to ____________ Phone ______________________ Address ________________________________________________________________ Position(s) Held _________________________________________ Responsibilities ___________________________________________________________________________________________________________________ Supervisor ________________________________ Starting /Ending Salary ___________/____________ Reason for leaving: ______________________________________________________________________________ May we contact this employer for a reference? Y N Employer ___________________________________________________ Employed ____________ to ____________ Phone ______________________ Address ________________________________________________________________ Position(s) Held _________________________________________ Responsibilities ___________________________________________________________________________________________________________________ Supervisor ________________________________ Starting /Ending Salary ___________/____________ Reason for leaving: ______________________________________________________________________________ May we contact this employer for a reference? Y N Employer ___________________________________________________ Employed ____________ to ____________ Phone ______________________ Address ________________________________________________________________ Position(s) Held _________________________________________ Responsibilities ___________________________________________________________________________________________________________________ Supervisor ________________________________ Starting /Ending Salary ___________/____________ Reason for leaving: ______________________________________________________________________________ May we contact this employer for a reference? Y N 6  PERSONAL REFERENCES Do not include relatives, current or previous employers. Name Phone Number Occupation Years Known NOTIFICATION AND AGREEMENT The Villages of Eagle, Mukwonago, and Waterford, Towns of Eagle, and Mukwonago, and the Eagle, Mukwonago, and Waterford Fire Departments shall herein be referred to as “Employer,” for the purposes of this agreement. I hereby certify that all of the information provided by me in this application (or any other accompanying or required documents) is true and complete to the best of my knowledge. I understand that the falsification, misrepresentation or omission of any facts in said documents will be cause for denial of employment or immediate termination of employment regardless of the timing or circumstances of discovery. I agree that the Employer shall not be held liable in any respect if I am denied employment or my employment is terminated because of false statements, answers or omissions made by me on this Application for Employment or any other document. It is the policy of the Employer to afford equal opportunity to all employees and applicants for employment without regard to age, race, religion, color, gender, national origin, marital status, expunged juvenile records or pregnancy and to afford equal opportunities to disabled veterans, veter- ans of the Vietnam Era, and individuals with a disability and any other characteristics protected by Federal, State or Local law. I understand that submission of an application does not guarantee employment. I further understand should an offer of employment be extend- ed by the Employer that such employment with the Employer is At Will, for no specified duration and may be terminated by either the Employ- er or myself and at any time, with or without cause or notice. I understand that none of the documents, policies, procedures, actions or state- ments of the Employer or its representatives used during the employment process is deemed a contract of employment, real or implied. I under- stand that no representative of the hiring department except the Fire Chief or Municipal Administrator, has the authority to enter into any agree- ment guaranteeing any conditions of employment or any agreement contrary to the foregoing statements and that any such agreement must be made in writing and signed by the Fire Chief or Municipal Administrator. I understand that, if offered a position with the Employer, I may be required to submit to a pre-employment medical examination, drug screen- ing, and/or background check as a condition of employment. I understand that unsatisfactory results from, refusal to cooperate with, or any attempt to affect the results of these pre-employment tests and checks will result in withdrawal of any employment offer or termination of em- ployment if already employed. In consideration for employment with the Employer, if employed, I agree to conform to the rules, regulations, policies and procedures of said department at all times and understand that such compliance is a condition of employment. I understand that this application is considered current for thirty (30) days. If I wish to be considered for employment after this period, I must complete and submit a new application. I authorize any and all schools, former employers, references, courts, and any others who have information about me to provide such infor- mation to the Employer and/or any of its representatives, agents or vendors. I understand that the information my include but is not necessarily limited to performance evaluations and reports, job descriptions, disciplinary reports, letters of reprimand, and opinions regarding my suitability for employment possessed by it. I authorize the Employer to make such investigation if my medical history, as may be necessary only after I have received a conditional job offer by the Employer. I fully release and discharge, absolve, indemnify, and hold harmless all parties involved from any and all claims, liability, demands, causes of ac- tion, damages or costs including attorney fees, present or future, whether known or unknown, anticipated or unanticipated, arising from or inci- dent to the disclosure or release except for the malicious and willful disclosure of derogatory facts concerning my employment made for the ex- press purpose of preventing me from obtaining employment which the party disclosing such facts knows are untrue. I acknowledge that, in the event I am a finalist for the position to which I am applying, my application may be matter of public record, pursuant to Wisconsin’s Open Records Law (Wisc Stat. § 19.36), and may be subject to disclosure. I acknowledge that I have read and understand the above statements and hereby grant permission to confirm the information supplied by me on this application and any other accompanying or required documents. Thank you for your interest in employment with us. Carefully review your application and your answers and this notification and agreement before signing. Applicant signature ________________________________________________________ Date _____________________________ 09\Form\EmploymentForm\Revised-nochanges122314 7  Eagle Fire Department Mukwonago Fire Department Waterford Fire Department 126 E. Main St. P O Box 206 1111 Fox St. 801 Mohr Ave. Eagle, WI 53119 Mukwonago, WI 53149 Waterford, WI 53185 262.594.3302/Fx 262.594.3393 262.363.6426/Fx 262.363.6454 262.534.7019/Fx 262.534.5373 www.eaglefiredepartment.com www.mukwonagofire.org www.waterfordwi.org Background Check Authorization for Employment The Villages of Eagle, Mukwonago, and Waterford, Towns of Eagle and Mukwonago and the Eagle, Mukwonago and Waterford Fire Depart- ments, heretofore, referred to as Employer, are equal opportunity employers and afford equal opportunity to all applicants for all positions without regard to race, color, religion, gender, nationality, disability, veteran status, or any other status protected under local, state, or federal law. All applicants are subject to a criminal background check as a condition of employment. Note that a criminal record and a pending criminal charge will not automatically bar you from employment. Please provide the information requested. Confidentiality is maintained in all circumstances. PERSONAL INFORMATION Last Name _____________________________________________ First ________________________________ Middle ___________________________ Address ______________________________________________________ City ___________________________ State _______ Zip _____________ Birthdate _________________ (mm/dd/year) Driver’s License: State _______ License #___________________________________________ 8 Rescue Lieutenant Staffing Option - Creation of Two Regular Full Time Rescue Lt. Positions CURRENT PROPOSED Rescue Lieutenant Rescue Lieutenant 24 hr. per week 1248.00 40 hr. per week 2080.00 2080.00 2080.00 Hourly rate $19 Estimated hourly rate $24 $25 $26 Bi-weekly wages $23,712 Bi-weekly wages $49,920 $52,000 $54,080 Night crew (4/month) $1,200 Night crew $0 $0 $0 FICA $1,906 FICA $3,819 $3,978 $4,137 subtotal wages $26,818 subtotal wages $53,739 $55,978 $58,217 Benefits - Regular Full Time Employee Benefits - Regular Full Time Employee Life/AD&D/STD $0 Life/AD&D/STD $115 $115 $115 Diversified Benefits $0 Diversified Benefits $197 $197 $197 Health Insurance $0 Health Insurance $13,218 $13,218 $13,218 Pension $0 Pension $2,870 $2,990 $3,110 subtotal benefits $0 subtotal benefits $16,400 $16,520 $16,639 Total for 1 PT Employee $26,818 Total for 1 FT Employee $70,139 $72,498 $74,856 Total for 3 PT Employees $80,453 Total for 2FT Employees $140,278 $144,995 $149,713 Additional option for Sunday - (12) hr Additional option for Sunday - (12) hr staffing staffing 2 members 24.00 2 members 24.00 Average hourly rate $15 Average hourly rate $15 Total yearly wages $17,280 Total yearly wages $17,280 Limited Part-Time: Scheduled to work less than 1300 Regular Full-Time: Scheduled to work not less than 2080 hours per year. Exempt hours per year or 40 hours per week on a seasonal basis. employee are not required to be paid OT for work beyond 40 hours in a week. Limited part-time employees are not eligible for benefits Regular full time employees are eligible to receive all benefits within the manual. within the manual. 9  2015 (through April 30, 2015) 33% of the budget year has elapsed YTD Actual Budget Variance % of Budget Amount RESCUE REV-OUTSOURCED BILLING 44,297.35 140,000.00 -95,702.65 31.64% RESCUE REV-COLLECTIONS 1,210.24 2,500.00 -1,289.76 48.41% BILLING W RITE-OFF'S 3,711.24 2,000.00 1,711.24 185.56% TOTAL PUBLIC CHARGES FOR SERVICE 49,218.83 144,500.00 -95,281.17 34.06% 2014 YTD Actual Budget Variance % of Budget Amount RESCUE REV-OUTSOURCED BILLING 173,668.55 120,000.00 53,668.55 144.72% RESCUE REV-COLLECTIONS 2,757.81 2,000.00 757.81 137.89% BILLING W RITE-OFF'S 9,611.25 0.00 9,611.25 0.00% TOTAL PUBLIC CHARGES FOR SERVICE 186,037.61 122,000.00 64,037.61 152.49% 2013 YTD Actual Budget Variance % of Budget Amount RESCUE REV-OUTSOURCED BILLING 148,540.54 120,000.00 28,540.54 123.78% RESCUE REV-COLLECTIONS 2,474.12 4,000.00 -1,525.88 61.85% BILLING W RITE-OFF'S 1,640.89 0.00 1,640.89 0.00% TOTAL PUBLIC CHARGES FOR SERVICE 152,655.55 124,000.00 28,655.55 123.11% 2012 YTD Actual Budget Variance % of Budget Amount RESCUE REV-OUTSOURCED BILLING 122,467.11 133,000.00 -10,532.89 92.08% RESCUE REV-COLLECTIONS 1,347.84 3,500.00 -2,152.16 38.51% BILLING W RITE-OFF'S 3,927.54 0.00 3,927.54 0.00% TOTAL PUBLIC CHARGES FOR SERVICE 127,742.49 136,500.00 -8,757.51 93.58% 2011 YTD Actual Budget Variance % of Budget Amount RESCUE REV-OUTSOURCED BILLING 145,995.77 90,000.00 55,995.77 162.22% RESCUE REV-COLLECTIONS 628.13 500.00 128.13 125.63% BILLING W RITE-OFF'S 5,175.03 0.00 5,175.03 0.00% TOTAL PUBLIC CHARGES FOR SERVICE 151,798.93 90,500.00 61,298.93 167.73% 10