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

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 {c}; A Opall ; B Ermeling; F Schaefer; K Langenhahn; Location: Rib Mountain Town Hall; 3700 North Mountain Rd, Wausau Date/Time: Tuesday, August 12, 2014 @ 6:00 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be action upon) Notice is hereby given that a majority of the S.A.F.E.R. Fire Commission may be present at the above noticed meeting due to the proximity of meeting time/location. This constitutes a meeting of the S.A.F.E.R. Fire Commission pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993), and must be noticed as such, although the S.A.F.E.R. Fire Commission will not take any action at this meeting. 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 prior meeting minutes from Tuesday 6/10/2014. 4. Business Items. a) Discussion and Action, Intercept agreement with Birnamwood Ambulance Service b) Discussion and Action, proposed wages for new hire contingent on Commission approval c) Discussion and Action, sale of training mannequin to NTC d) Discussion and Action, options for filling two current Shift Commander Vacancies 5. Staff Reports. a) Reports from Fire Chiefs. 1. Budget status b) Reports from Administrators. c) Report from John Jacobs, Village of Weston Finance Director 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 08/07/2014 @ 3:45 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 Tuesday, June 10, 2014 @ 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 6:00 PM by SAFER Board Chairman Loren White. MEMBERS PRESENT – Loren White, Village of Weston President; Fred Schaefer, Rib Mountain Supervisor; Keith Langenhahn, Town of Marathon Chairman; Barb Ermeling, Village of Weston Trustee; Paul Wirth, SAFER Fire Chief; Steve Meilahn SAFER Deputy Fire Chief; and Allen Opall, Rib Mountain Chairman. Three audience members were present. 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 from Tuesday 5/13/2014. b) Acknowledge resignation of Gerry Klein from SAFER Fire Commission due to his election to the Rib Mountain Town Board of Supervisors. c) Acknowledge Rib Mountain Chairman Opall’s appointment of Harlan H. Hebbe to the SAFER Fire Commission. Motion by Langenhahn/Schaefer to approve above consent items. Motion carried unanimously. 4. Business Items a) Discussion and action on Final Revised Employee Handbook. Motion by Schaefer/Opall to tentatively adopt the employee handbook pending changes to Section 390 and revisions to font and spelling. Motion carried unanimously. b) Discussion and action on PTO program for fulltime employees of SAFER. Motion by Ermeling/Schaefer to approve the PTO program for fulltime employees of SAFER with the elimination of accruing hours after 25 years. Motion carried unanimously. c) Discussion and action on Andy Schlagel attending National Fire Academy for Management of Emergency Medical Services (MEMS) class. Motion by Opall/Schaefer to approve Andy Schlagel attending National Fire Academy for Emergency Medical Services (MEMS class. Motion carried unanimously. 5. Staff Reports a) Reports from Fire Chiefs Chief Wirth stated a brief report and run volumes were included in packet. There was a brief discussion on financials and quarterly reports. b) Reports from Administrators No Reports from Administrators 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). Ermeling made reference to an email regarding vehicle replacement. White made reference to responding to emails. Schaefer asked if there have been discussions with other communities about joining SAFER. 7. Set next meeting date and discuss items for next committee agenda. Next meeting date is scheduled for July 8, 2014. 8. Adjourn Motion by Langenhahn/Ermeling to adjourn at 6:39 p.m. Motion carried unanimously. Prepared by Rhonda Christiansen on June 27, 2014 Presented for consideration to the Board of Directors on July 8, 2014. Item#_____ Wage schedule for new hire. Issues: We are presenting the name of Kris Grod to the Fire Commission to be hired as a paid on call employee of SAFER. Kris was a full-time employee of SAFER and resigned effective 7-31-14 after accepting a full-time position with Northcentral Technical College. The recommended pay would be at $14.13 along with our recommendation to have him fill the current vacant Lieutenant positon with an additional $1.05 per hour per the 2014 paid on call wage schedule. After completing all requirements for paramedic the wage would be adjusted to $14.85 with the additional wage for the position of Lieutenant. As this has not been approved by the Commission until the meeting following the SAFER Board meeting I am asking for tentative approval based on the approval of the SAFER Commission to hire Kris Grod as a Paid on Call Employee. Actions to be taken; 1, Approve the wage schedule for Kris Grod contingent to the hiring approval of the SAFER Fire Commission. 2, Approval of a modified wage other than recommended by staff, to be determined at this time and contingent on approval of hire by Fire Commission. Item:#_____ Shift Commander openings Issues: With the creation of SAFER and the hiring process we have had one vacant Shift Commander opening from 1-1-2014, while we did advertise and accept applications for this open position we had limited success in attracting successful candidates externally and the internal candidates we received application from while good candidates were each missing a portion of the requirements, so we declined to fill the positon at that time. Now with the resignation of Kris Grod from the full-time positon of Shift Commander we now have two vacant positons. This is putting a strain of the department with filling Paramedic and Officer In Charge (OIC) positions. What we are proposing is a training or entry level positon that may not have all the requirements of the Shift Commander 3 completed at time of hire. This positon would be a temporary positon posted internally to fill the vacant positons with candidates that will meet the requirements in a short period of time, be a quality candidate and likely be a lone term employee. Attached is an outline of the requirements of this positon of Shift Commander 4 along with the current position description of Shift Commander 3. This position of Shift Commander 4 would have to go through the same application process as any full- time employee would, including the application, cover letter, assessment center and commission interview. Actions to be taken: 1, Approve the position of Shift Commander 4 as outlined. 2, Approve the position of Shift Commander 4 with adjustment made at this time at the suggestion of the Safer Board. 3, Deny position of Shift Commander 4 for reasons determined at this time. Shift commander 4 This position “Shift Commander 4” will meet all other requirements of Shift Commander 3 not specifically listed or addressed below. Interim training positon meant to be a temporary position during the time a candidate for SC/BC 3 to gain experience, be mentored and to finish any requirements of SC/BC 3 that are currently in progress. Must have a current EMT-Paramedic License or able to obtain within three months of appointment, there is no exception to this requirement. (Critical Care Certification preferred) must have completed FF- 1 and FF-2 (Certification must be completed within 9 months of appointment.) Candidate must have 5 years in the fire service with a combination department that provides fire and emergency medical responses. Candidate must be a current employee of South Area Fire & Emergency Response District. Fire Officer 1 Certification, documentation of training and experience in management and or leadership training equaling an associate degree level or above may be used to meet this requirement. Certification at the Fire Officer 1 level will be obtained with the first available class, if during the first year no class is available; this requirement will be completed prior to being moved to SC/BC 3 and will be completed within the first 18 months of appointment to SC/BC 4. If fire officer is not completed within the 18 months the candidate in this positon will be moved back to Paid-on-call status, pay and all other benefits associated with Paid-on-call will be put back in place and full-time status will be stopped. Pay for SC/BC 4 will be 85% of SC/BC 3 On completion of minimum requirements for SC/BC three the candidate will be moved to this position 30 to 45 days after the completion date. The position of SC/BC 4 is not intended to be a career position; the candidate will be at this level for no more than two consecutive years. If after two years the candidate does not meet the requirements outlined at appointment the candidate will be moved back to Paid-on-call status. Class Title: Shift Commander III / Battalion Chief Department: South Area Fire and Emergency Response District Date: September 25, 2013 General Purpose This is an “exempt” management position responsible for supervising Fire/EMS personnel. Performs a variety of administrative, supervisory and technical work in the supervision and administration of fire suppression, rescue, emergency medical care, hazardous materials, and fire prevention activates. Implements and enforces department rules/regulations, standard operating guidelines (SOG’s) and policies/procedures. Participates in the formulation, determination and implementation of management policy, and possesses effective authority to commit fire department/EMS resources. Supervision Received Works under the general supervision of the Deputy Chief and or Fire Chief. Supervision Exercised Supervises the positions of Fire/EMS Captain, Lieutenant directly and other staff indirectly through subordinate officers. The Shift Commander shall assume the duties of the Deputy Chief or Fire Chief in the absence of the Deputy Chief or Chief. Essential Duties: Sets goals, objectives and guidelines for various aspects of Emergency Medical Services (EMS), Fire Suppression, Fire Prevention, and other related department programs. To obtain these goals and objectives, develops, coordinates and supervises the EMS program, fire suppression, fire investigation, fire prevention and other related department training programs. Prepares procedures, directives and evaluation of program, interprets data generated from EMS, fire suppression, fire investigation, fire prevention and other related department programs. Develops reports as needed for the Department of Health, Social Services-EMS Division, Medical Director, SAFER Board of Directors, SAFER Fire Commission, Marathon County Emergency Government, Department of Commerce, State of Wisconsin, Fire Chief, Municipal Boards, and Municipal Administrators. Assists the Fire Chief in the development of and monitoring of the EMS, fire suppression, fire prevention, specialized rescue, maintenance, and training programs. Assists in the investigation of and replies to complaints concerning; EMS, Fire suppression, fire investigation, fire prevention, and maintenance. Attends conferences and meetings to keep abreast of current trends in the field; represents the SAFER District in a variety of local, county, state and other meetings. May review department reports for content and completion. Coordinates scheduling of department personnel to ensure adequate staffing levels are maintained for EMS, fire suppression, fire investigation, fire prevention, specialized rescue, and other related department needs. May approve vacation time off requests in the absence of the Fire Chief. Interacts with staff in a manner which promotes effective working relationship and enhances effectiveness of the Department service delivery system. Attends or conducts periodic meetings with EMS Committee, Fire Prevention/Public Education Committee, Standard Operating Guideline (S.O.G.) Committee, Safety Committee and Officer Staff to facilitate the accomplishment of the department mission. Conducts administrative duties that include, but are not limited to; answering telephone calls from the public, performing research as required, completing tasks assigned by the Fire Chief, attend staff meetings and other related meeting as needed or requested by Fire Chief. Assures compliance and administers department rules/regulations, polices/procedures and SOG’s. Carries out or recommends department discipline procedures. Recommend and/or implement changes in department or town policies. Assists with the overseeing of record maintenance for EMS, fire suppression fire investigation, fire prevention, specialized rescue, and training programs. This includes, but is not limited to; EMS billing, D-fib reports, EMS supplies, EMS State Inspection of Ambulances, State of Wisconsin NIFRS Reports, Fire Investigation Reports, Firehouse Fire Prevention Reports, Special Rescue Reports, Department Maintenance and Training Reports. Works with the Fire Chief, State Fire Marshal, Building Inspectors, Street and Park Superintendent, and other related agencies on issues involving the fire department mission. Works with the Fire Chief on issues of skills maintenance and training programs for all related department programs listed above. Assists the Fire Chief in the development of short and long term goal planning as part of the department’s strategic planning process. Responds to fires, disasters and other emergencies. Acts as the Fire Chief in the absence of, or at the request of the Fire Chief. Peripheral Duties: Performs the duties of subordinate personnel as needed. Attends department training, officer, and committee meeting as needed. Coordinates department activities with department committees, the Fire Chief, and other Municipal departments and exchanges information with officers in other fire departments. Maintains contact with the general public, department officers, and other Municipal officials in the performance of fire department activities. Maintain acceptable response to emergency situations, training and meetings as determined by the Deputy Chief and Fire Chief. Qualifications:  Certified Fire Fighter II  Driver Operator Pumper and Aerial (Certification with-in one year of appointment)  Certified Fire Officer I (First Available Class)  Fire Instructor I (Certification within two years) (Certified EMS Instructor meets Requirements)  Certified Fire Instructor II (Preferred)  Licensed EMT to the level of the service  Associate Degree in fire related field or 60 college credits or combination of schooling and appropriate experience.  5 years’ experience in the fire service, 2 years with the Rib Mountain or Weston Fire Department. (After 01-01-2016 2 years with SAFER)  Fire Inspector (Certification Desired)  Knowledge of geography of the community, fire alarm reporting equipment, hydrant or other water source locations.  Knowledge of the use of firefighting and EMS apparatus and tools.  Knowledge of the principles and practices of fire prevention and firefighting, with the ability to apply them.  Possess a valid Wisconsin Motor Vehicle Driver’s License.  Ability to conduct training for fire department personnel. Necessary Knowledge, Skills and Abilities:  Extensive knowledge of modern EMS, fire suppression, hazardous materials, fire prevention, fire inspection, fire investigation, specialized rescue, and training principles, procedures, techniques and equipment.  Considerable knowledge of applicable laws, ordinances, department standard operation guidelines, regulations, along with policies and procedures.  Knowledge of community relations and public education. Skill in the operation of listed tools, equipment (including personal computer) as applicable to fire department functions;  Ability to train and supervise subordinate personnel;  Ability to perform work requiring good physical condition;  Ability to communicate effectively orally and in writing;   Ability to motivate personnel to work in a safe manner;  Ability to effectively direct fire ground operations as an Incident Commander (IC), and assume role of sector, group, or division commander;  Ability to exercise sound judgment in evaluating situations and making decisions;  Ability to effectively give and receive verbal and written instructions;  Ability to establish and maintain effective working relationships with other employees, supervisors and the public;  Ability to meet the special requirements listed below; Special Requirements:  Must possess, or able to obtain by the time of appointment, a Valid State of Wisconsin Driver’s License without record of suspension or revocation in any state;  No convictions or disqualifying criminal histories within the past seven (7) years;  Must be able to read and write the English language;  Ability to meet Department physical standards Tools and Equipment:  Emergency Medical Services ambulance;  Fire Apparatus and Fire Pumps;  Standard firefighting/EMS equipment including; hoses, nozzles, ladders, hydraulic rescue tools, generators, radios, emergency medical equipment, self-contained- breathing-apparatus (SCBA’s)  Specialized rescue equipment for rope, high angle, steep angle, confined space, rescue/extrication along with wild land search and rescue techniques. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or operate objects, tools or controls; and reach with hands and arms. The employee is regularly required to sit; climb or balance, stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move in excess of 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment: The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work performed primarily in office, vehicle, or outdoor settings, in all weather conditions, including temperature extremes, during all hours of day or night. Work is often performed in emergency and stressful situations. Individual is exposed to hearing alarms and hazards associated with fighting fires and rendering emergency medical care, including hazardous materials, confined space, high angle and steep angle situations. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level in the work environment is usually quiet in office settings and moderate in emergency situations. Selection Guidelines:  Formal application, Review of education and experience;  Written examination (optional),  Assessment center process (optional),  Oral interview by Fire Chief  Recommendation to SAFER Commission  Oral Interview by SAFER Commission (optional),  Approval by SAFER Commission. Appointee will be subject to completion of a one (1) year probationary period. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Non-Discrimination: All positions and promotions within the rank of the South Area Fire and Emergency Response District will be filled according to the Equal Rights Act with no discrimination shown on the basis of race, religion, color, sex, age, national origin or disability and under the guidelines set forth under the South Area Fire and Emergency Response District’s Affirmative Action Plan. Item 5, Staff Reports Reports from Fire Chief’s Report for the South Area Fire & Emergency Response District. July 2014. The Commission on Accreditation of Ambulance Services (CAAS) has conducted its review of the new department; this on site visit was complete on July 29. The reviewer found no issues and felt we were 100% in compliance; it is now in the CAAS board’s hands to do the final review. The official results should be in the next months. Operations of the department continue to work well, one thing you may have seen and will for another week is the aerial from Rib Mountain traveling to the Weston area more often as the aerial in the Weston station is in for repairs. I will be out of the office the week of August 17-24 for a family event. If you need anything department related please contact Deputy Chief Meilahn. Over that last month and into the next month all of the vehicles are having their annual preventive maintenance checks and service. to date we have found nothing major. Pump testing for the fire apparatus will be in the next month or two. As it is fast approaching on budget season for both municipalities we will likely need to have two or maybe more Board meetings in September so SAFER can have a near finished budget to the municipalities so they can finalize their budgets. Let me know if you are ok with the second and fourth Tuesdays or if other days would work better. . If there are any questions or concerns with any of the information in this report, please let me know. Respectfully, Chief, Paul Wirth Good afternoon, Paul & Steve. I have attached the 6/30/2014 SAFER Budget Status Report for you here. This report now INCLUDES the Y-T-D information from AccuMed for their 2014 billings to date through June 2014, any adjustments/writeoffs, and collections that we have received here as of 6/30/2014. In addition, we have recorded an “estimated” 35% uncollectible ambulance billings adjustment based on the 6/30/2014 AccuMed aged accounts receivable billing report. This number will be adjusted by us each month, so that we can more accurately reflect how much actual revenue we WOULD expect to collect over the few months AFTER the ambulance billings have been sent out. A couple things to point out to you so far as of 6/30/2014: REVENUES: • NET Ambulance Billings & other fees collected (net of 35% estimated writeoffs): 41.60% of budget…………which looks right on target with budget (with the 1-month lag expected from date of service to actual billed date by AccuMed). So, 5 months of activity would be 42%, while 6 months of activity would be 50%. So, our “net” ambulance actual revenue Y-T-D looks right on target for 5 months. It looks like our 2014 budget amount here of $1,046,330 for NET ambulance revenue looks like it was a good estimate so far. • The 2 municipalities (Rib Mountain and Weston) have paid their 50% Net Tax Levy share to SAFER as of 6/30/2014, which is perfect. • Most of the Intergov’t Revenues have not yet been billed out to the various municipal partners. However, we will complete that project by 7/31, so the revenue number here will reflect ALL of the municipal payments due to SAFER as of 7/31/2014. • Therefore, TOTAL ACTUAL REVENUES are 42.23% of budget as of 6/30/2014, which looks good since most of the Revenue comes from Ambulance revenue. EXPENDITURES: • TOTAL ACTUAL EXPENDITURES are 44.42% of budget as of 6/30/2014, which looks good at this point (since we were 50% of the year completed as of 6/30/2014). However, remember that the payrolls paid on 7/11/14 (for the full-timers) and on 7/25/14 (for the POC’s) will include some hours worked in June 2014 yet. Therefore, we are probably closer to 49% of budget as of 6/30/2014, after the accrued wages/fringes for the 2nd half of June are added to this 44.42% Y-T-D expenditure total at 6/30/2014 that is showing on this attached report for you. It still looks like we are just “under” budget at this mid-year point for SAFER, which looks promising. If you want any DETAIL on any of these accounts to review, please feel free to contact Jessica or myself to get those reports for you. In the meantime, after we have posted the 2 July payrolls over from our new ADP payroll system, and after Debi has processed any more invoices for SAFER this week and perhaps next week, I will send over the JULY 2014 budget status report to you, which you could attach to the next Board of Directors meeting agenda on August 12th (is my guess). We can review that July report with the Committee at that time, to assure them that both the revenues and expenditures appear to be “on track” of our 2014 budget numbers at this point in time. I hope things continue to look this promising as we get nearer to the end of 2014. These 2014 Y-T-D numbers will also be beneficial to us when preparing our 2015 budget numbers. Contact me with any questions that you may have. Sincerely, John Jacobs Village of Weston, WI Finance Director/Treasurer 5500 Schofield Avenue Weston, WI 54476  SAFER District Ambulance Billings/Accounts Receivables - AccuMed 2014 Subsidiary Estimated G/L New Payments Adjustments Other A/R 35% Charges Received on Assignment Adjustments Balance Uncollectible $ - Jan. $ 105,966.28 $ - $ - $ - $ 105,966.28 $ (37,088.20) Feb. $ 5,938.72 $ - $ - $ - $ 111,905.00 $ (39,166.75) March $ 226,680.80 $ (3,657.34) $ - $ - $ 334,928.46 $ (117,224.96) April $ 122,827.28 $ (8,911.48) $ (2,880.02) $ - $ 445,964.24 $ (156,087.48) May $ 132,556.37 $ (119,903.62) $ (109,313.31) $ - $ 349,303.68 $ (122,256.29) June $ 163,009.59 $ (67,281.58) $ (54,592.59) $ (891.54) $ 389,547.56 $ (136,341.65) July $ 67,183.15 $ (58,382.26) $ (53,785.06) $ - $ 344,563.39 $ (120,597.19) Aug. $ - $ - $ - $ - $ 344,563.39 Sept. $ - $ - $ - $ - $ 344,563.39 Oct. $ - $ - $ - $ - $ 344,563.39 Nov. $ - $ - $ - $ - $ 344,563.39 Dec. $ - $ - $ - $ - $ 344,563.39 TOTALS $ 824,162.19 $ (258,136.28) $ (220,570.98) $ (891.54) Summary of Ambulance Billings & Collections: New Charges Billed $ 824,162.19 Less: Adjustments on Assignments $ (220,570.98) Less: Other Adjustments $ (891.54) Subtotal - "Net" Billings $ 602,699.67 Less: Estimated 35% Uncollectible $ (120,597.19) Estimated "Net" Revenue $ 481,210.94 2014 Budget Amount $ 1,046,330.00 % of Estimated "Net" Revenue collected as a % of Budget 45.99%