S.A.F.E.R. Board of Directors

South Area Fire & Emergency Response District Meeting Packet Board of Directors Tuesday, January 14, 2014 Rib Mountain Municipal Center  OFFICIAL NOTICE & MEETING AGENDA of a Board, Commission, Committee, Agency, Corporation, Quasi-Municipal Corporation, or Sub-unit thereof Meeting: S.A.F.E.R. BOARD OF DIRECTORS Members: L White; A Opall; B Ermeling; F Schaefer; K Langenhahn Location: Rib Mountain Town Hall; 3700 North Mountain Rd, Wausau Date/Time: Tuesday, January 14th, 2014 @ 6:00 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be action upon) 1. Call to Order. 2. Comments from the public on issues related to the SAFER district – This period is an opportunity for members of the community to come before the Directors and present to them their comments related to the financial and administrative management of the SAFER district. No action will be taken on comments received at this meeting. 3. Consent Items. a) Approval of a change to the assignment of 2014 officers of the SAFER District Board with Weston Village President Loren White serving as Chairperson and Rib Mountain Chairman Allen Opall serving as Vice-Chair through the 2014 year. b) Approval of prior meeting minutes from Thursday 12/19/2013. 4. Business Items. a) Discussion and action on Fee Schedule for Ambulance services in 2014. b) Discussion and action on selecting a Collection Agency for the collection of outstanding ambulance bills owed to the District. c) Discussion and action on a contract for ambulance services with the Town of Guenther in 2014. d) Discussion and action on the creation of Ambulance Intercept Agreements with the Village of Rothschild and the City of Mosinee. e) Discussion and action on the personnel management system for the SAFER District including the following actions: i. Use of Village of Weston Personnel Policies and Procedures. ii. 2014 Wage/Salary Schedule Resolution. iii. Paid Leave policy for SAFER full-time employees. iv. HSA Insurance Contribution option for full-time employees of SAFER. 5. Staff Reports. a) Reports from Fire Chief. 6. Remarks from the Directors (No motions will be made, and no action will be taken related to policy affecting the S.A.F.E.R. district as a result of this agenda item). 7. Set next meeting date and discuss items for next committee agenda. 8. Adjourn. This notice was posted at the Municipal Centers and sent to the Wausau Daily Herald newsroom on 01/12/2014 @ 3:00 p.m. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact the Rib Mountain Town Municipal Center at (715) 842-0983.  OFFICIAL MEETING MINUTES SOUTH AREA FIRE & EMERGENCY RESPONSE DISTRICT Board of Directors Regular Meeting Thursday, December 19, 2013 @ 6:00 P.M. 1. Call to Order The regular meeting of the South Area Fire and Emergency Response District Board of Directors was called to order at 6:05 PM by SAFER Board Chairman Allen Opall. MEMBERS PRESENT - Loren White, Weston President; Allen Opall, Rib Mountain Chairman; Fred Schaefer, Rib Mountain Supervisor; Steve Meilahn, Weston Fire Chief; Paul Wirth, Rib Mountain Fire Chief; Gaylene Rhoden, Town of Rib Mountain Administrator; were present. Village of Weston Finance Director, John Jacobs was also present. Daniel Guild, Village of Weston Administrator; Barb Ermeling, Weston Trustee; and Keith Langenhahn, Town of Marathon Chairman were all absent and excused. 2. Comments from the public on issues related to the SAFER District There was no public comment or correspondence. 3. Consent Items a) Approval of prior meeting minutes of Tuesday, December 10, 2013. Motion by White/Schaefer to approve prior meeting minutes of Tuesday, December 10, 2013. Motion carried unanimously. 4. Business Items a) Discussion and action on fleet replacement and capital equipment purchasing plan for the SAFER District. SAFER Board of directors reviewed a recommended fleet replacement and capital equipment purchasing schedule for the next 5-10 years. Motion by Schaefer/White to recommend the purchase of a new ambulance in 2014 and direct the chiefs to work with the governing boards of Rib Mountain and Weston to come up with funding options. Motion carried unanimously. Motion by Schaefer/White to adopt the capital equipment replacement schedule as presented however, equipment replacement schedule could be modified upon other entities joining SAFER, applying fund balance, and/or funding from the Village and the Town. Motion carried unanimously. b) Discussion and action on clinical affiliation agreement between NTC and SAFER District. White/Schaefer to approve the clinical affiliation agreement between NTC and SAFER District. Motion carried unanimously. 5. Staff Reports a) Reports from Fire chiefs Chief Wirth discussed the draft Ambulance Service Agreement with the Town of Guenther. Chief Wirth reported the scheduling software is up and running. He also stated the Town of Maine would like to meet with the SAFER Board of Directors. b) Reports from Administrators Administrator Rhoden reported on a memo that will be included in the next Town of Rib Mountain payroll. 6. Remarks from the Board of Directors (No motions will be made, and no action will be taken related to policy affecting the SAFER District as a result of this agenda item). No remarks from the Board of Directors 7. Set next meeting date and discuss items for next committee agenda Next meeting date set for Tuesday, January, 14, 2014. 8. Adjourn Meeting of SAFER Board of Directors Motion by White/Schaefer to adjourn the meeting at 6:33p.m. Motion carried unanimously. Prepared by: Rhonda Christiansen on 1-7-14. Presented for consideration to the Board of Directors on 1-14-14 ITEM: Employee Vacation & Sick Time Policy ISSUES: Currently there is no established policy for vacation and sick leave for SAFER employees. It has been recommended that in the interim period that SAFER employees be placed under the Village of Weston’s personnel policies. It is not guaranteed that the District will adopt the identical polices from the Village of Weston. Policies for vacation and sick leave accumulation has long-term fiscal implications. Therefore, a policy for vacation and sick leave should be established as soon as possible. There are two main areas that need to be discussed. This would include: 1. What to do with previous accumulated vacation and sick leave? 2. What does the District want to do moving forward? In regards to the first question, it has been understood that employees moving over from the Village of Weston and the Town of Rib Mountain would not lose any time accumulated. On the second point, the District has several options to consider for vacation and sick leave. Weston and Rib Mountain currently have traditional vacation and sick leave policies. Both communities have varying policies on accumulation. Weston is moving towards a Paid-Time-Off (PTO) system. This will require a conversion process. The following is a rudimentary analysis of the options to consider with potential fiscal ramifications for not only the District but the participating municipalities. Analysis assumes that conversions would take place. Conversion would mean converting vacation/sick time accumulation into PTO. Some conversions have payout on balances. Option A PTO System January 1, 2014 If the assumption is the District accepts vacation/sick leave balances from Weston & Rib Mountain, then the conversion with payout is NOT feasible because the District does not have funds budgeted to payout. Conversion with no payout. No fiscal impact until retirement. System would need to be fair & equitable. Conversion with payout be borne by the municipality. To simplify, because each municipality accumulates sick leave differently, each municipality handle their sick leave for their former employees and bring only vacation over. In this way, the employees would have at minimum a vacation time as PTO starting January 1, 2014. Fiscal responsibility lies with the municipalities. Option B Traditional System similar No immediate Fiscal Impact for District or Municipalities. In the to Weston or Rib Mountain near future retirement payments will impact the District and possibly the Municipalities. This will depend on whether the District has a General Fund after year one and beyond. Option C Traditional System For Interim Again, there is not an immediate fiscal impact for District or Move to PTO 2015 or 2016 Municipalities. Depending on the fiscal health of the District (i.e. General Fund), this would allow the conversion. Otherwise, the conversion would be borne by the Municipalities. Option D Implement PTO for new Employees Fiscal impact will be later down the road when the long-term & Grandfather existing employees. employees retire. If the direction of the District is to pursue a PTO system, it recommended to have each municipality be responsible for sick leave and bring forward vacation balances to be credited to their PTO balances. The second recommendation would to grandfather existing employees and then have new hires under the new system. With whatever Option the District Board decides, at the next meeting a policy will be brought forward for your approval. ACTION TO BE TAKEN: 1. Discussion and recommendation to staff to move forward with one of the above Options.