Personnel Committee

PERSONNEL COMMITTEE Monday, November 16, 2015 6:00 P.M. The Personnel Committee will hold a meeting on Monday, November 16, 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 October 19, 2015 minutes. Old Business 2. Update on timeline for review of insurance. a. The Village Board has requested proposals on health insurance. b. Enclosed is the timeline for review. The timeline requires a special meeting(s) of the Personnel Committee at the beginning of December to facilitate recommendations to the Village Board by December 14. Please bring your calendar to the meeting to review possible dates.  This is an update only. No action required. 3. Update on employee assistance program renewal. a. The Personnel Committee and Village Board requested Aurora to consider an additional longer length contract with a cost effective rate for the next three years. b. Aurora replied with a 33% discount for going with a three year term. The rate would drop from $2,264 to $1,498 per year effective Jan. 1.  This is an update only. No action required. 4. Review and provide a recommendation on Standard Operating Guidelines (SOG). a. At the last meeting the Committee requested a written SOG to describe the organization proposed by the Fire Chief for the department. Included in your packet is draft for review.  The Committee is requested to provide a recommendation. New Business Closed Session 5. The Personnel Committee will adjourn into closed session to review exit interviews in regards to specific personnel in accordance with 19.85(f). Reconvene into Open Session 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: 11/13/15, 5:00 p.m.  Personnel Committee Unofficial Meeting Minutes October 19, 2015 – 6:00 p.m. Present: Allen, Bell, Filut, Pollnow Excused: Vaccaro Also present: Rebecca Ewald and Chief Mueller Filut called the meeting to order at 6:08 p.m. Pollnow moved and Allen seconded to approve the August 17, 2015 with minor corrections. Motion carried. The Committee discussed the updated Deputy Treasurer and Utility Clerk position description. The Committee discussed that the prior Deputy Treasurer/Clerk position when it was combined the job description required that certification through the Clerk and Treasurer’s Institute in Green Bay which is a one week commitment for three years. There is no statutory requirement that the deputy clerk and deputy treasurer obtain this certification. It was discussed that training and certifications should be evaluated annually by the supervisor and budgeted accordingly when necessary. This may change with positions as they evolve. Filut moved and Pollnow seconded to approve the descriptions for Deputy Clerk & Court Clerk and Deputy Treasurer & Utilities Clerk with the deletion of a certification requirement, as none were required by state statute. Motion carried. Filut moved and Bell seconded to recommend approval of the employee assistance contract for 2016, requesting the Administrator to request a quote from Aurora for a three year contract and forward the alternative quote to the Village Board. Motion carried. On May, 18, 2015 the Personnel Committee met with the Personnel Committee regarding the rescue lieutenant job classification, see minutes attached. The Committee recommend Village Board approve (2) full-time Captain’s with a pay range of $24-$26/hour with funding from anticipated additional rescue revenue in 2015. After this item was discussed, the Fire Chief considered an alternative option, (2) part time lieutenant shift positions daily that could be staffed by several individuals. Individuals filling this position each shift would receive $7.50 hourly. If a call is received during their shift they would also receive their hourly rate based upon qualification while on the call. It was noted that funding for these positions would be paid for utilizing existing revenues. Pollnow moved and Allen seconded to recommend the positions to the Village Board. Motion carried. The Chief reviewed an organizational chart reflective of the lieutenant position above that also reflects the desired level of staffing for the department. It may not be feasible to have the department staffed to this capacity, but it is the desired level. Allen moved and Filut seconded to table this item until November when a draft Standard Operating Guideline may be reviewed by the Committee to support the recommendations discussed at the meeting. Motion carried. Pollnow moved and Allen seconded to adjourn into closed session pursuant to 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 Wisconsin Statute s. 19.82(1), 19.85 (1)(e) and 19.86 to review Teamster No. 43 union proposal by roll call vote: Allen – aye Bell – aye Filut – aye Pollnow – aye The meeting adjourned into closed session at 8:15 p.m. Pollnow moved and Bell seconded to reconvene into open session at 8:55 p.m. Motion carried. Allen moved and Pollnow seconded to reconvene into open session at 8:56 p.m. Motion carried. Respectfully submitted, Rebecca Ewald Village Administrator  Timeline for Health Insurance Review *This timeline is subject to change based upon information available.* 11/10/15 Diversified to set-up Village of Waterford in FormFire. FormFire welcome message sent and received by Administrator. Welcome message reviewed and forwarded to all eligible employees, those working 30 hours or more per week per the Affordable Care Act. Every employee who works 30 hours or more is considered eligible and is required to be listed on the census. Employees who currently opt out of insurance coverage and do not want to be insured in the Village's plan will still need to fill out an application, but will do so as a waiver. Even though these eligible employees have to fill out an application as a waiver, they do not have to fill out health questions on Formfire. Number of forms completed can be provided by Diversified or the Administrator can check the status in FormFire through a login. 11/18/15 FormFire employee application completion deadline. Village to provide Diversified with: 1. Most current health insurance carrier billing statement. 2. Most current health coverage benefits summary. 3. WI quarterly wage and tax statement. 11/20/15 Completed employee underwriting applications sent to WEA Trust by Diversified with associated documents for final rate assessment. Diversified to find plans most comparable to existing plan and receive quotes from other carriers. The other carriers (except for the WEA Trust because they are considered an Administrative Services Only (ASO) product) do not require underwriting because the Village is a group with less than 50 eligible employees. The other carriers will provide plans and rates that are underwritten already (due to Community Rating per the Affordable Care Act) using an updated census from the Village. It is estimated that the other carriers will not come close to matching the current plan and will be much more expensive. Week of 12/7 Anticipated (not confirmed) week to receive fully-underwritten plan design and rates from WEA Trust for a 1/1/16 or 2/1/16 effective date upon carrier approval. Carriers typically require 15-20 days to switch carriers. The Village is required to provide a 30 day notice to current provider to terminate the agreement. Wee of 12/7 Possible review of quotes and recommendation by the Personnel Committee on future carrier, plan design and employee contribution. This date is subject to change based upon availability of information needed to make an informed decision. 12/14/15 Possible review of quotes and decision by the Village Board on future carrier, plan design and employee contribution. This date is subject to change based upon availability of information needed to make an informed decision.  WATERFORD FIRE AND RESCUE DEPARTMENT STANDARD OPERATING GUIDELINES EFFECTIVE DATE LAST REVISION PAGES 1-1-13 111-231-153 1 OF 1 SOG # SECTION GUIDELINE 1-3 INTRODUCTION ORGANIZATION STATEMENT NAME AND LOCATION The Village of Waterford Fire and Rescue Department is organized and authorized by the Village of Waterford through Village of Waterford Municipal Code Chapter 28. The business office of the Village of Waterford Fire and Rescue Department is located at 819 Mohr Avenue, Waterford, WI 53185. SIZE AND RANKS OF THE VILLAGE OF WATERFORD FIRE AND RESCUE DEPARTMENT The combined membership of the Fire and Rescue Department shall not exceed seventy-five (75) members, one (1) Fire Chief, and two (2) Assistant Chiefs, one (1) Assistant Chief – EMS, three (3) Fire Captains, three (3) EMS Lieutenants, EMT/Firefighters, Fire Inspectors, Safety Officers and department administrative support as deemed appropriate by the Fire Chief. The structure attached is reflective of ideal staffing for each day of the week; however, it is recognized that the staffing levels will be set by the Chief as they may be accommodated for by the personnel available and budget parameters provided by the Village Board. 4