1991 Fire Personnel CITY OF NE~ HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee January 8, 1991
Meeting #1 city Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 7:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Carlson, Smith, staff
liaison Sherry Draper, Consultant Frank Quisenberry
and City Manager, Dan Donahue
INTRODUCTION The members of the New Hope Fire Personnel Committee
OF MEMBERS introduced themselves and gave a brief description of
their backgrounds.
CF~%RGE TO Chair Reiswig called on Dan Donahue to present the
COMMITTEE direction and scope of responsibilities he would like
the committee to achieve. Mr. Donahue stated the
basic issues are the administration of fire personnel
and bringing the department up to modern standards
that meets all acceptable rules, laws and procedure
which includes recruitment of new personnel, hiring
of new personnel, advancement of existing personnel,
and discipline. Mr. Donahue said this committee will
give voice to every member of the department and
will put together rules and regulations that everyone
can live by. Mr. Donahue said his need, as Manager
of the City, is to have accountability with the
leadership of the department in achieving the goals
of the City.
APPOINTMENT Chair Reiswig told the committee that they would like
OF to appoint a fifth member to the committee who is
FIFTH MEMBER affiliated with a fire department and who lives in
the City. Dan Donahue stated he had three names of
active Minneapolis firefighters who live in the City.
Greg Carlson stated he would like to have a
firefighter who is a volunteer and not a paid full
time employee of a city. Dan Donahue suggested that
an article be put in the City newsletter asking for
interested people who are either active or retired
firefighters and who are residents of New Hope. Mr.
Donahue stated the reason for having a New Hope
resident is that it will give some ownership to the
process. Chair Reiswig requested the committee to
continue their search and put an item in the City
ire Personnel Committee January 7, 1991
Page 1
newsletter to see if some interest could be
generated.
IMPLEMEN- Consultant Frank Quisenberry stated there are a
TATION number of issues that need to be worked on. Mr.
OF COMMITTEE Quisenberry said one of the first steps is to define
a process that the committee can work with. Mr.
Quisenberry stated he would be doing a one hour
training session on the employee selection procedure.
Mr. Quisenberry said that whatever the committee
comes up with does not have to match up exactly with
the City Rules and Regulations and there is an
openness to looking at what will work and what will
not work. He said the other issue that will come
into play is the rules and regulations that the fire
department presently has that does have some built in
conflicts. Mr. Quisenberry said that the members of
the committee will be responsible for opening up the
channels of communication between the fire department
and management in the City and presenting the issues
to. the fire personnel and asking for input.
Mr. Donahue stated the ordinance will be amended
significantly as the current ordinance contains job
descriptions, how to elect officers, qualifications,
etc. so most of the ordinance will be eliminated.
OFFICER JOB Chair Reiswig said one of the top priorities of this
DESCRIPTIONS committee is to update the job descriptions in the
fire department. Mr. Quisenberry distributed job
descriptions from the Plymouth Fire Department and
stated that the Assistant Fire Chief, Captain, Fire
Lieutenant and Rescue Lieutenant are the job
descriptions that this committee would be updating.
Mr. Quisenberry said the two areas the committee will
be focusing on are in the areas of accountability and
qualifications. After a lengthy discussion and
reviewal of the job descriptions, Chair Reiswig
directed Chief Smith, Don Fournier and Greg Carlson
to work on qualifications in the job descriptions and
bring them back to the January 18 meeting for
finalization.
I NT E RV I EW Mr. Quisenberry stated he will be conducting a
AND interview and selection process training session at
SELECTION the January 18 meeting.
PROCESS
Chair Reiswig requested Dan Donahue and Chief Smith
to write a letter to the existing fire officers
asking if they would continue in their positions
until the process is in place.
ire Personnel Committee January 7, 1991
Page 2
PRIORITIZE The committee discussed prioritizing future agenda
FUTURE items and determined job descriptions would be
AGENDA finalized and the interview and selection process
ITEMS will be discussed at the January 18 meeting. At the
January 25 meeting the selection process would be
approved. The scheduled February 1 meeting would be
informing the officers of how the process will be
implemented.
ESTABLISH It was determined by the committee that meeting dates
REGULAR would be set on Friday afternoons at 3:00 p.m. The
MEETING DATE schedule for future meetings are on January 18,
January 25 and February 1 from 3:00 p.m. to 5:00 p.m.
ADJOURNMENT The Fire Personnel Committee adjourned at 9:25 p.m.
ire Personnel Committee January 7, 1991
Page 3
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee January 18, 1991
Meeting #2 city Hall, 3:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 3:30 p.m.
ROLL CALL Present: Reiswig, Fournier, Carlson, Smith, staff
liaison Sherry Draper, and Consultant Frank
Quisenberry.
APPROVAL OF The Fire Personnel Committee accepted and approved
JANUARY 8, the January 8, 1991 minutes as written.
1991 MINUTES
TRAINING - Consultant Quisenberry distributed a copy of the
FRANK Guide to Employment Issues in Minnesota which he said
QUISENBERRY could be used as a training tool for the committee.
Mr. Quisenberry presented a training session to the
Fire Personnel Committee that included such topics as
pre-employment testing, disability, drug testing,
sexual harassment and termination. He also
instructed the committee on what is acceptable and
what is not acceptable when interviewing fire
personnel and told the committee to be consistent
with interview questions and ask the same questions
to all applicants. The committee also discussed the
employment application form the fire department is
using and it is the consensus of the committee that
the fire department should be using the same
application form as the City. Mr. Quisenberry said
the committee should get all steps in the recruitment
process in place and also get a grievance procedure
in place. Chair Reiswig requested Sherry Draper to
address the committee on data privacy and personnel
policy.
JOB The Fire Personnel Committee reviewed at length the
DESCRIPTION Assistant Chief, Fire Lieutenant, Rescue Lieutenant
REVIEWAL and Captain job descriptions and made some changes to
them. (Attachment A). Chair Reiswig said there has
to be a Probationary Firefighter job description
developed and asked the committee to do this so it
can be approved. The attached job descriptions will
be reviewed at the next meeting.
.ire Personnel Committee January 18, 1991
Page 1
UPDATE ON Sherry Draper distributed a copy of the upcoming City
FIFTH newsletter with an article informing residents that
COMMITTEE an opening exists on the Fire Personnel Committee and
MEMBER inviting their participation.
ADJOURNMENT The Fire Personnel Committee adjourned at 5:30 p.m.
/ire Personnel Committee January 18, 1991
Page 2
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee January 25, 1991
Meeting #3 City Hall, 3:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 3:10 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, and staff liaison
Sherry Draper. Absent: Carlson.
APPROVAL OF The Fire Personnel Committee accepted and approved
JANUARY 18, the January 18, 1991 minutes as written.
1991 MINUTES
JOB DES- The Fire Personnel Committee amended and approved by
CRIPTIONS consensus the following job descriptions:
Probationary Firefighter, Firefighter, Fire
Lieutenant, Rescue Lieutenant, Captain, and Assistant
Chief. Chair Reiswig directed Chief Smith to display
the revised job descriptions on the bulletin board at
the fire station so the firefighters can review and
make copies of them if they would like to.
ORDINANCE The Fire Personnel Committee discussed the two year
TERM OF term of office and noted the appointment process is
OFFICE a radical departure from the election process.
Following a lengthy discussion, Sherry suggested the
Committee recommend to Council that the term of
office be removed from the ordinance and the
committee be given the authority to establish an
appropriate term.
MOTION Motion by Don Fournier to amend Ordinance 91-01,
Section 3, 2.202 to read as follows: ADpointment of
Officers. The Assistant Chief, Captains and
Lieutenants shall be appointed by the City Manager.
They shall hold office for a term to be established
by the Fire Personnel Committee and until their
successors have been duly appointed, except that they
may be removed by the City Manager for cause after a
public hearing pursuant to the provisions of the
Civil Service Regulations of the City. The motion
'ire Personnel Committee January 25, 1991
Page 1
was approved by all members of the Fire Personnel
Committee.
APPOINTMENT Following discussion, the Fire Personnel Committee
DATE DETER- defined appointment date as "original" appointment
MINATIO~ date and determined the existing policy on meeting
requirements should not be changed. If the
probationary firefighter has not met fire department
requirements within 24 months, he/she will be
suspended. The suspension will become termination if
the minimum requirements are not fulfilled within the
next twelve months.
AMENDMENT TO The Fire Personnel Committee recognizes the Fire
CONSTITUTIO~ Department is now organized and operating under
AND BY-LAWS Ordinance 91-01, which supersedes the Constitution
and By-Laws of the New Hope Fire Department. The
Committee also recognized that as employees of the
City, firefighters are governed by the city's
Personnel Rules and Regulations. Chair Reiswig
directed Sherry to distribute copies of the New Hope
Personnel Rules and Regulations to the committee for
discussion at the February 1, 1991 meeting. The Fire
Personnel Committee determined the New Hope Personnel
Rules and Regulations may need to be amended to
address the New Hope Fire Department.
OFFICER Sherry distributed to members of the Committee the
SELECTIO~ documents required in the hiring process through the
PROCESS Civil Service procedure. Sherry stated she would
like to get dates established to start the officer
selection process. It was determined by the
Committee to post job openings on February 3, 1991 at
the General Membership meeting and in New Hope City
Hall. Sherry explained to the Committee per Civil
Service rules there are ten days working days from
the time the job is announced until the applications
close. The Fire Personnel Committee decided that a
letter of intent would be required with copies of
certifications attached that support qualifications
for office or any other information that the
applicant would like the Committee to review. The
application deadline is set for February 15, 1991
and applications will be submitted to Sherry. The
officer selection process is to be completed and
approved at the February 1 meeting.
OTHER Chief Smith reported he has received two applicants
BUSINESS for probationary firefighter and asked the committee
what should be done with these. Chair Reiswig
ire Personnel Committee January 25, 1991
Page 2
requested Sherry acknowledge receipt of the
applications and explain the status of the selection
process. The Fire Personnel Committee set Friday,
February 1, 1991 at 3:15 p.m. for the next meeting
date. Discussion at the February 1 meeting will
include approval of selection process for officers,
personnel Rules and Regulations discussion,
recruiting and selection process for Probationary
Firefighters.
ADJOURNMENT The Fire Personnel Committee adjourned at 6:00 p.m.
Recording Secretary
'ire Personnel Committee January 25, 1991
Page 3
-- ~ended
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee January 25, 1991
Meeting #3 City Hall, 3:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 3:10 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, and staff liaison
Sherry Draper. Absent: Carlson.
APPROVAL OF The Fire Personnel Committee accepted and approved
JANUARY 18, the January 18, 1991 minutes as written.
1991 MINUTES
JOB DES- The Fire Personnel Committee amended and approved by
CRIPTIONS consensus the following job descriptions:
Probationary Firefighter, Firefighter, Fire
Lieutenant, Rescue Lieutenant, Captain, and Assistant
Chief. Chair Reiswig directed Chief Smith to display
the revised job descriptions on the bulletin board at
the fire station so the firefighters can review and
make copies of them if they would like to.
ORDINANCE The Fire Personnel Committee discussed the two year
TERM OF term of office and noted the appointment process is
OFFICE a radical departure from the election process.
Following a lengthy discussion, Sherry suggested the
Committee recommend to Council that the term of
office be removed from the ordinance and the
committee be given the authority to establish an
appropriate term.
MOTION Motion by Don Fournier to amend Ordinance 91-01,
Section 3, 2.202 to read as follows: Appointment of
officers. The Assistant Chief, Captains and
Lieutenants shall be appointed by the City Manager.
They shall hold office for a term to be established
by the Fire Personnel Committee and until their
successors have been duly appointed, except that they
may be removed by the City Manager for cause after a
public hearing pursuant to the provisions of the
Civll Service Regulations of the city. The motion
ire Personnel Committee January 25, 1991
Page 1
was approved by all members of the Fire Personnel
Committee.
APPOINTMENT Following discussion, the Fire Personnel Committee
DATE DETER- defined appointment date as "original" appointment
MINATION date and determined the existing policy on meeting
requirements should not be changed. If the
robationary firefighter has not met fire department
~i~i !i!i!!iiiii~~i~!!i!i!ii!!!!!!i~~ requirements within 24
~:'~':':':':':':~'~':~'~'--~'~---~-'-~%spended. The suspension
will become termination if the minimum requirements
are not fulfilled within the next twelve months.
AMENDMEN~ TO The Fire Personnel Committee recognizes the Fire
CONSTITUTION Department is now organized and operating under
~D B¥-~AWS Ordinance 91-01, which supersedes the Constitution
and By-Laws of the New Hope Fire Department. The
Committee also recognized that as employees of the
City, firefighters are governed by the City's
Personnel Rules and Regulations. Chair Reiswig
directed Sherry to distribute copies of the New Hope
Personnel Rules and Regulations to the committee for
discussion at the February 1, 1991 meeting. The Fire
Personnel Committee determined the New Hope Personnel
Rules and Regulations may need to be amended to
address the New Hope Fire Department.
OFFICER Sherry distributed to members of the Committee the
SELECTION documents required in the hiring process through the
PROCESS Civil Service procedure. Sherry stated she would
like to get dates established to start the officer
selection process. It was determined by the
Committee to post job openings on February 3, 1991 at
the General Membership meeting and in New Hope City
Hall. Sherry explained to the Committee per Civil
Service rules there are ten days working days from
the time the job is announced until the applications
close. The Fire Personnel Committee decided that a
letter of intent would be required with copies of
certifications attached that support qualifications
for office or any other information that the
applicant would like the Committee to review. The
application deadline is set for February 15, 1991
and applications will be submitted to Sherry. The
officer selection process is to be completed and
approved at the February 1 meeting.
OT~ER Chief Smith reported he has received two applicants
BUSINESS for probationary firefighter and asked the committee
what should be done with these. Chair Reiswig
ire Personnel Committee January 25, 1991
Page 2
requested Sherry acknowledge receipt of the
applications and explain the status of the selection
process. The Fire Personnel Committee set Friday,
February 1, 1991 at 3:15 p.m. for the next meeting
date. Discussion at the February 1 meeting will
include approval of selection process for officers,
personnel Rules and Regulations discussion,
recruiting and selection process for Probationary
Firefighters.
ADJOURNMENT The Fire Personnel Committee adjourned at 6:00 p.m.
Respectfully Asubmitted,
~ayne Ferry
Recording Secretary
ire Personnel Committee January 25, 1991
Page 3
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee February 1, 1991
Meeting #4 City Hall, 3:15 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 3:15 p.m.
ROLL CALL Present: Reiswig, Carlson, Fournier, Smith, and
staff liaison Sherry Draper.
APPROVAL OF The Fire Personnel Committee accepted and approved
JANUARY 25, the January 25, 1991 minutes with the following
199~ MINUTES revision: If the probationary firef~ghter has not
met f ire department ~~ !!!!!!!!~~i~iiiii!i~i~ ~
requirements within twen~:~'~':":~~'~"~"~'~"~"~'~'~'
be suspended.
JOE DES- The following job descriptions were again reviewed
CRIPTIONS and approved: Probationary Firefighter, Firefighter,
Captain, Fire Lieutenant, Rescue Lieutenant, and
Assistant Chief and Chair Reiswig signed and dated
them.
SELECTION Sherry Draper distributed to the Fire Personnel
PROCESS FOR Committee an Officer Selection Process form that
OFFICERS gives a step by step procedure of the steps to be
taken in the selection process for officers. The
following dates were determined by the Fire Personnel
Committee: Post notice of job openings at Fire
Station and City Hall - February 3, 1991; application
deadline - February 15, 1991, 4:30 p.m., Sherry
Draper to respond to candidates, advising interview
date - February 19, 1991; Committee to screen
candidates for minimum qualifications - February 22,
1991; Sherry Draper to develop packet for candidates,
explaining interview process, summary rating sheets -
February 22, 1991; Committee to interview candidates
and make appointment recommendation to City Manager -
February 27, 1991; City Manager to interview and
appoint officers - March 8, 1991. The Fire Personnel
Committee recommends the City Manager interview the
candidates.
Discussion was held by the Fire Personnel Committee
concerning the possibility of not having any
qualified applicants. Sherry Draper inquired if
there are no qualified applicants, are the
qualifications going to be relaxed. Chair Reiswig
replied that he did not want to lower standards, but
try and get personnel up to standard in a reasonable
length of time. Chair Reiswig suggested a paragraph
be drafted in the letter to applicants stating
successful candidates will be interviewed on February
27, 1991.
Greg Carlson inquired whether a temporary appointment
could be made by the City Manager to fill the
positions until there are qualified applicants.
Sherry Draper explained that temporary appointments
are for 90 days. Chair Reiswig stated anyone
temporarily appointed would have to go through the
interview process. Don Fournier suggested that a job
posting be created for a temporary officer. Chair
Reiswig stated that the Fire Personnel Committee
establish criteria of how long a person will serve
without meeting requirements. Sherry Draper asked
the Committee to establish the fact that the first
time around the Fire Personnel Committee would only
interview qualified candidates and more than likely
after that there will be a second round for temporary
appointments. Chair Reiswig stated that one of the
issues this Committee will emphasize is to get
personnel developed and trained for jobs within the
fire service.
Sherry Draper told the Committee that there is one
issue that must be addressed by the Fire Personnel
Committee and that is the term of office matter.
Sherry reminded the Committee that the last meeting
a motion was made that the term of office be removed
from the ordinance and that the Fire Personnel
Committee had the authority to set that term of
office. Sherry said she took it to the last Council
meeting and there was concern and discussion
concerning this matter among the Councilmembers.
Sherry explained that Council would prefer to have
the term of office left in the ordinance so that it
could not be changed upon whim. Council stated they
would accept a recommendation for change of ordinance
from the Personnel Board. Sherry said the Personnel
Board is meeting February 5, 1991 and the Fire
Personnel Committee needs to make a recommendation to
the Personnel Board so they can take it back to
Council.
The Fire Personnel Committee discussed the term of
office issue and determined that the Committee will
recommend to the Personnel Board for approval that
the term of office in the New Hope City ordinance
should read: Lieutenant - 2 year appointment,
Fire Personnel Committee February 1, 1991
Page 2
Captain - 3 year appointment, and Assistant Chief -
4 year appointment.
PERSONNEL Greg Carlson suggested the definition "paid-on-call"
RULES AND be put into the Personnel Rules and Regulations.
REGULATIONS Sherry suggested that language be put into the
Personnel Rules and Regulations that if the New Hope
Personnel Rules and Regulations are silent on an
issue it reverts back to the Fire Department Rules
and Regulations. After discussion, the Committee
determined it prefers to revise the Personnel Rules
and Regulations to include firefighters.
Don Fournier left at 4:30 p.m.
RECRUITING Fire Chief Doug Smith explained the steps an
AND applicant takes when applying for a probationary
SELECTION firefighter position. Chief Smith meets with the
PROCESS FOR applicant and explains what is expected of them, the
PROBATIONARY time commitment is stressed right from the beginning,
FIREFIGHTERS and the emphasis that is put on safety. Chief Smith
said the next step is an appointment to the
membership committee and the applicant goes before
the officers and the officers interview him/her. The
officers then make recommendation to Chief Smith then
he makes recommendation to the City Manager for
appointment to Probationary Firefighter contingent
upon the successful completion of a physical and a
background check. Once the physical and background
check is completed, the applicant is on board and
issued a pager, policy book and begins orientation
with the fire officers.
Sherry Draper asked Chief Smith how many firefighters
the city has. Chief Smith replied Council has
authorized 45 members and the City now has 29
members. Chief Smith stated he is comfortable with
38 members. Sherry Draper asked how the firefighter
positions are filled. Chief Smith said an article
was put in the City Newsletter asking for applicants
and the response was tremendous. Chair Reiswig told
the Committee that any type of advertising and
recruiting effort must conform to City personnel
recruiting standards.
Discussion was held concerning a recruitment campaign
for applicants to the fire service. Greg Carlson
stated there is a immense turnover with firefighters.
Some recruiting methods mentioned was use of the
readerboard on 42nd Avenue, cable television,
publicizing the pension plan, and City newsletter.
The Committee determined that recruitment campaigns
for probationary firefighters should be launched two
times a year so that applications can be dealt with
only twice a year and not be an ongoing process.
Fire Personnel Committee February 1, 1991
Page 3
Chief Smith said one concern he has is picking up the
cost of medical examinations for candidates who do
not follow through to become firefighters. Sherry
Draper asked why we are not getting applicants to the
fire service. Chief Smith responded that he feels
that the fire service is in competition with free
time and the feeling of doing something for the
community is not as prevalent as it once was.
Chair Reiswig opened for discussion the question of
whose responsibility it is to do the interviewing of
new applicants to the fire service. It is the
consensus of the Committee that it is the Fire
Personnel Committee's responsibility to do the
interviewing.
Chair Reiswig suggested that Chief Smith hold an
informational meeting with prospective applicants
to inform them of what the fire service has to offer,
what is expected of them and have current
firefighters present aspects of the fire service to
them. The Fire Personnel Committee determined that
the two applicants on file be interviewed after March
8, 1991.
Chair Reiswig stated one of the things that will have
to be addressed in firefighter recruitment is
cultural diversity and when openings occur there are
various organizations that must be contacted who deal
with a high concentration of minorities.
OT~ER The Fire Personnel Committee set Friday, February 8,
BUSINESS 1991, 3:15 p.m. as the next meeting time.
ADJOURNMENT The Fire Personnel Committee adjourned at 5:15 p.m.
R
~,pectfulJsubmitted,
Jayne Ferry
Recording Secretary
Fire Personnel Committee February 1, 1991
Page 4
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee February 8, 1991
Meeting ~5 City Hall, 3:15 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 3:20 p.m.
ROLL CALL Present: Reiswig, Carlson, Fournier, Smith, and staff liaison Sherry Draper.
APPROVAL OF The Fire Personnel Committee accepted and approved
JANUARY 25, the February 8, 1991 minutes as written.
1991 MINUTES
GENERAL Prior to starting this meeting's agenda, the Fire
DISCUSSION Personnel Committee discussed the Fire Department's
General Membership meeting of the previous Sunday.
Chief Smith stated there were many questions asked
concerning what the Fire Personnel Committee was
implementing. One of the questions asked was if
there was still a drop-down position. It was
determined by the Committee that a person could apply
for all positions at one time, so if they did not
qualify or were not selected for one position, then
they would be eligible to drop-down to another
position. Chair Reiswig asked the members of the
Committee how the Committee should respond to these
questions and concerns. It was determined by the
Committee that responses should be written in a
formal memo form addressing these questions. Chair
Reiswig requested Sherry Draper to respond to these
questions and have the memo posted at the fire
station.
TERM OF Sherry Draper reported on the Personnel Board's
OFFICE decision of the term of office for fire officers.
Sherry read the unapproved minutes from the meeting
explaining how the Personnel Board arrived at the
terms of office for the Fire Department. Chair
Reiswig stated the Personnel Board's concern was
going from one year to four year terms because it is
such a drastic change. Sherry Draper was directed by
the Personnel Board to request the City Council amend
the ordinance regarding terms of office. The terms
of office the Personnel Board set forth are:
Assistant Chief - 36 months; Captains - 24 months and
Lieutenants - 18 months. Sherry said the term of
office would be retroactive to January 1, 1991.
Fire Personnel Committee - 1 - February 8, 1991
OFFICER Chief Smith stated there is a concern about the
ELIGIBILITY positions that are being reviewed being open to City
employees who are also members of the fire
department. The question was raised, should these
positions be limited to those individuals with
employment outside the City of New Hope. Chief Smith
speculated whether that individual would be doing the
job of fire officer or what the City hired him to do
as a full-time employee. Chair Reiswig raised the
question of which has priority, City employee or fire
officer. Chief Smith and Sherry Draper had done some
research with other communities and what their
policies are. Chief Smith stated Golden Valley's
policy is that city employees in the fire service are
not allowed to respond to fires during the day.
Sherry stated she had called Plymouth and Crystal and
Plymouth has no restrictions (has two fire inspectors
who are officers in the Fire Department), however
their concern is the Fair Labor Standards Act, are
the firefighting hours exempt from overtime, because
the employer is the same. Sherry stated Crystal has
no rules against employees being fire officers but
has an ethical concern with fund raising. Two other
issues that were discussed by the Committee were
discipline authority and nepotism within the Fire
Department. It was decided by the Committee to have
the Personnel Board review the nepotism issue and the
Fire Personnel Committee would discuss the discipline
authority question at another meeting.
A S S I S TAN T In the Assistant Fire Chief job description there was
CHIEF QUAL- a requirement for Fire Officer III. Since there is
IFICATIONS no course offered for Fire Officer III, it was
decided by the Committee to delete it from the
Assistant Fire Chief job description and add
"Successful Completion of Administrative/Management
Training" to the job description. Chief Smith stated
he would get course descriptions from Technical
schools, Vo-tech schools and Community Colleges to
have available to firefighters who want information
on where courses are offered. It was reiterated by
the Committee that one of its goals is to get
firefighters qualified for positions.
CANDIDATE The Fire Personnel Committee reviewed copies of a
RATING rating sheet for preliminary screening of
SHEET applications Consultant Frank Quisenberry had
provided.. The Fire Personnel Committee determined
they would adopt the screening sheets for
applications.
INTERVIEW After discussion, the Fire Personnel Committee
QUESTIONS decided that Chief Smith, Don Fournier and Greg
Fire Personnel Committee February 8, 1991
Page 2
Carlson will develop technical questions for the
interviews and Chair Reiswig and Sherry Draper will
develop the interpersonal questions. Chair Reiswig
told the Committee that open ended and scenario
questions were good for interviewing. Greg Carlson
questioned if there would be one set of questions for
all levels and Chair Reiswig replied that there
should be different questions for different levels.
Chair Reiswig asked Chief Smith, Don Fournier and
Greg Carlson to develop three technical questions and
suggested responses for interviewing purposes and to
bring them to the next meeting.
TEMPORARY The Fire Personnel Committee discussed this as a
APPPOINTMENT priority matter for interim temporary appointment
PROCESS until final selection is made for the officers. It
FOR OFFICERS is understood by the Committee that a temporary
assignment would also have a six month probationary
period. It was decided by the Committee to have the
temporary appointment develop within thirty days a
plan so qualifications can be achieved in six months.
If during the probationary period, after re-
evaluation, the person is not fulfilling qualifying
requirements, the position would be opened up to
another candidate. Chair Reiswig stated that this is
a problem that will probably happen only in the start
up phase. Chief Smith said that a image should be
projected that says qualifications are very important
if you want to get to an officer position.
OT~ER The Fire Personnel Committee discussed and set the
BUSINESS next meeting for Saturday, February 23, 1991, from
9:00 a.m. to 12:00 p.m. Interviews will be held on
Wednesday, February 27 at 7:00 p.m.
ADJOURNMENT The Fire Personnel Committee adjourned at 5:20 p.m.
/ Respectfull~ submitted,
Fire Personnel Committee February 8, 1991
Page 3
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee February 23, 1991
Meeting #6 City Hall, 9:00 a.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 9:05 a.m.
ROLL CALL Present: Reiswig, Carlson, Fournier, Smith, and
staff liaison Sherry Draper.
APPROVAL OF The Fire Personnel Committee accepted and approved
FEBRUARY S, the February 8, 1991 minutes as written.
1991 MINUTES
OFFICER The Fire Personnel Committee reviewed the
APPLICATIONS applications submitted for the positions of fire
officers: A1 Nelson - Assistant Chief, Ed Anderson -
Assistant Chief, Captain; Frank Datko - Fire
Lieutenant. After reviewing the applications, the
Fire Personnel Committee determined no one met the
minimum qualifications for the positions that were
applied for.
Chair Reiswig stated this decision was made based
upon data submitted and consistency in evaluating
criteria on the applications. Additional information
will be considered for equivalencies in the next
recruiting phase.
INTERVIEW Don Fournier, Greg Carlson and Chief Smith
Q U E S T I ON S distributed technical questions they had developed
AND for interviewing candidates for each officer
SCORING position. The Committee decided candidates could
review the technical questions five minutes before
the interview in order to conserve time and prepare
themselves. It was determined by the Committee that
Chair Reiswig develop interpersonal interview
questions and have them available by the end of the
week.
In discussion, it was stressed by the Fire Personnel
Committee that all interview questions used would be
consistent with all applicants.
OFFICER The Fire Personnel Committee discussed the second
SELECTION round of recruiting and what potential candidates
PROCEDURE should be told regarding submitting applications.
SECOND ROUND Sherry will notify each of the applicants by memo on
Fire Personnel Committee - 1 - February 23, 1991
Monday telling them they did not meet minimum
qualifications and why. Chief Smith will notify the
applicants that there will be no interviews on
Wednesday, February 27.
The Committee determined that persons who have
applied and would like to re-apply are only to write
a letter of intent and not re-submit another
application with all its documentation.
Sherry stated that dates need to be established to
get the second phase started. The following dates
were confirmed: Post openings Monday, February 25,
application deadline, Monday March 4; review and
evaluate applications Thursday, March 7, 7:00 p.m. to
8:30 p.m. and also interview Assistant Chief.
Interviews, Saturday, March 9, starting at 9:00 a.m.
Sherry stated she would post the job openings with an
additional informational posting explaining that the
first round generated no one with minimum
qualifications, the second round will have
equivalencies, and everyone is encouraged to apply.
NEPOTISM The Personnel Board of the City wants the Fire
POLICY Personnel Committee to make a recommendation on the
nepotism issue within the fire department. The Fire
Personnel Committee discussed this at length and sees
the nepotism issue as a problem for a couple of
reasons: 1) it is almost impossible for a firefighter
who has a relative in the department to be an officer
and 2) there will be a problem recruiting because
relatives are often brought into the fire service by
existing members.
Chair Reiswig explained to the Committee that there
are a number of reasons for having a nepotism policy
in place such as the sensitivity of having relatives
evaluating each other, making unbiased judgments,
and discipline issues.
Further discussion was held and the point of having
two companies within the fire department and having
relatives separated into different companies might be
an answer to the problem with having some
flexibility. The departmental policy of the fire
department can expand the nepotism policy in
accordance with the overall needs of the fire
service. Under the City wide nepotism policy, the
current Assistant Chief can no longer be eligible for
the Assistant Chief position. Under the city wide
policy of nepotism, a firefighter who has a relative
in the fire department cannot attain higher than a
captain position.
The Fire Personnel Committee determined it would
Fire Personnel Committee - 2 - February 23, 1991
recommend the City wide nepotism policy. (Copy
attached). It should be updated to include
firefighters.
PROBATIONARY Sherry stated this item will more than likely
FIREFIG~TER continue to be on upcoming agendas until something is
SELECTION resolved with it. Sherry stated she has sent out an
PROCESS application to a third prospective firefighter.
Sherry told the Committee there is a five minute
cable opening on March 6 and the City is looking for
someone to take that spot. Chief Smith stated he
would like more time to prepare for cablecasting and
would like more time to enable him to find out when
some courses are available for potential
firefighters.
OTHER Sherry reported to the Committee there were three
BUSINESS people that called in response to being the fifth
member of the Fire Personnel Committee. However,
only one followed up in writing. Chair Reiswig
directed Jayne to contact Cindy Hillberg, the
applicant, and set a meeting for March 9 at 9:15 a.m.
to meet with the Committee.
ADJOURNMENT The Fire Personnel Committee adjourned at 12:25 p.m.
pectfull.~ submitted,
~JayneF~je~
Fire Personnel Committee - 3 - February 23, 1991
GENERAL PROVISIONS AND PROHIBITIONS
1. General Prohibitions.
(a) No Political Endorsement. In no event shall any political endorsement
be considered in connection with the appointment to a position in the
City service.
(b) No Abuse of Official Authority. No person shall use or promise to use,
directly or indirectly, any official authority or influence to secure or
attempt to secure an appointment or advantage in appointment to a
position in the City Service, or an increase in pay, promotion, or other
advantage in employment in any such position, for the purpose of
influencing the vote or political action for any purpose, or for any
other consideration.
2. compliance. Ail officers and employees of the City shall comply with and
adhere to the ~rovisions o~ these personnel rules and regulations. I
3'. Employment of Relatives. It is prohibited for relatives or spouses to work~
within the same supervisory structure. This shall mean that no spouse
relative may be appointed as a regular, temporary or seasonal employee if,
another spouse or relative has the authority to appoint, supervise, evaluatel
or discipline the position.
4. Chanqe of Address. Employees are required to promptly notify their department
head and the personnel representative of any change of address or telephone
number so that the employee may be contacted at all times by either mail or
telephone.
5. Employee Traininq. To help employees maximize their efficiency and
productivity, and to better prepare them for increased challenges and
responsibilities, department heads and the City Manager shall encourage and
support employee training. The City Manager may, upon recommendation from
department heads, approve employee participation in an educational assistance
program.
(1) Approved by Board February 13, 1990
- 25 -
CITY OF NEW HOPE
440~ XYLON &VENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee March 9, 1991
Meeting #7 City Hall, 9:00 a.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 9:05 a.m.
ROLL CALL Present: Reiswig, Carlson, Fournier, Smith, and
staff liaison Sherry Draper.
APPROVAL OF The Fire Personnel Committee accepted and approved
FEBRUARY Z3, the February 23, 1991 minutes as written.
~99~ MINUTES
COMMITTEE The Fire Personnel Committee interviewed Cindi
MEMBER Hillberg, the applicant for the fifth member of the
INTERVIEW Committee. Ms. Hillberg introduced herself to the
Committee and gave a brief description of her
background and interest in serving on the Committee.
The Fire Personnel Committee voted on Cindi Hillberg
being recommended to the Personnel Board for approval
of serving on the Fire Personnel Committee. Voting
in favor - all.
DISCUSSION Chair Reiswig called for discussion of feedback from
OF FEEDBACK the fire service. Chief Smith stated that at the
officers meeting on Wednesday, they discussed an
appeals process because an applicant who was not
qualified in the first round of submitting
applications is looking for an appeals process to
work through. The officers stated they wanted the
Personnel Board or the city Manager to devise an
appeals process. They expressed a lack of trust and
an unwillingness to accept the Fire Personnel
Committee's decisions because they feel two
firefighters who are serving on the committee are not
objective enough.
Sherry Draper read a written request from Mark
Bennett for investigation into the behavior of Don
Fournier and Greg Carlson. The Committee held a
lengthy discussion on frustration levels and
acceptance of change. They acknowledged that the
comments made by Greg and Don were unfortunate and
should not have been made. They also acknowledged
that the Committee is functioning well and decided
that this particular situation should not affect the
credibility of the Committee's procedures or
accomplishments. Other concerns in Assistant Chief
Fire Personnel Committee - 1 - March 9, 1991
Bennett's letter were notification of meetings and
grievance procedures. It was determined by the
Committee that agendas for upcoming meetings will be
posted at the Fire Station as well as minutes of all
meetings, Personnel Rules and Regulations and the
Task Force Report.
The Committee discussed the City-wide procedure for
complaints and appeals, according to the Personnel
Rules and Regulations, and decided it also made sense
for the Fire Department. The steps to be taken would
be supervisor or officer, Department Head or Chief,
City Manager, Fire Personnel Committee, and finally
Personnel Board.
Chair Reiswig directed Sherry Draper to draft a
written response to Mr. Bennett, addressing all his
concerns. He also stated it should be sent in a
timely manner. The Committee then discussed that one
of its goals is to keep the lines of communication
open.
REVIEWED The Fire Personnel Committee reviewed the second
FIRE OFFICER round of applications for the officer positions.
APPLICATION Applications submitted: Assistant Fire Chief, A1
SUMMARIES Nelson, Ed Anderson and Steve Homstad; Captain, Ed
Anderson, Steve Homstad and Ron Bjorklund; Rescue
Lieutenant, Mike Bennett; Fire Lieutenant; Frank
Datko and Henry Benton. Because the discussion of
feedback consumed so much time, the Fire Personnel
Committee reviewed only applications for the
Assistant Fire Chief position. As the Committee
evaluated the applications, it was noted that
consistency was of paramount importance. Precedents
were recorded for determining value ratings and
accepting equivalencies. The Committee determined
that all three candidates were qualified to be
interviewed.
SCHEDULE An interview date of Sunday, March 17 was set to
OFFICER interview the three candidates for the Assistant
INTERVIEWS Chief position. A memo to the candidates will be
sent out with a time set for each candidate to
interview. The Committee determined that because of
the drop down provision, the Assistant Chief
appointment should be made before the candidates for
Captain are interviewed.
PROBATIONARY It was determined by the Committee that the
FIREFIGHTER probationary firefighter applications should remain
SELECTION on hold until the officer selection process is
PROCESS completed. Chair Reiswig stated this issue should be
put on the next agenda to discuss the firefighter
recruiting process.
Fire Personnel Committee - 2 - March 9, 1991
OTHER Sherry passed out the Stanton Salary Survey for 1990
BUSINESS showing the pay scale for firefighters in other
cities.
Chief Smith suggested that the minutes of the Fire
Personnel Committee be inserted into a three ring
binder and put at the Fire Station where it will be
accessible to all fire personnel.
ADJOURNMENT The Fire Personnel Committee adjourned at 12:10 p.m.
Respectfully submitted,
~yne Ferr~ ~
Fire Personnel Committee - 3 - March 9, 1991
CITY OF NE~ HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee March 17, 1991
Meeting #8 City Hall, 4:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 4:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Hillberg, and
staff liaison Sherry Draper. Greg Carlson arrived at
5:00 p.m.
APPROVAL OF Motion by Doug Smith, and second by Don Fournier, to
M~RCH 9, approve the March 9, 1991 minutes as written. Voting
199~ MINUTES in favor: All
NEW MEMBER Chairman Reiswig welcomed Cindi Hillberg, who was
appointed to the Committee by Council resolution on
March 11, 1991
INTERVIEW The Committee discussed the interview questions and
ASSISTANT the interview rating form. They unanimously decided
CHIEF to apply each applicant's total score from the
Applicant Screening Sheet to No. 7 - Credit for
Experience.
The Committee reviewed the certification procedure
described in the Reorganization Task Force Report.
Motion by Don Fournier, and second by Doug Smith, to
certify the two highest scoring candidates as
eligible for each position. Voting in favor: All.
The Fire Personnel Committee then interviewed three
candidates for the Assistant Chief position: A1
Nelson, Steve Homstad, and Ed Anderson.
Following discussion, the Committee unanimously
decided not to record individual scores in the
minutes of the meeting. The candidates may request
their own scores from Sherry Draper.
CERTIFI- Motion by Greg Carlson, and second by Doug Smith to
CATION certify A1 Nelson and Steve Homstad. Voting in
favor: All.
The Committee asked Sherry Draper to personally call
the candidates to inform them of their status and to
follow up with written confirmation through U.S.
mail.
Fire Personnel Committee - 1 - March 17, 1991
ADDITIONAL The Committee decided that, since there were no drop
INTERVIEWS down candidates from Captain to Lieutenant, the
Lieutenant candidates could be interviewed next.
They set Tuesday evening, March 19 with Thursday
evening, March 21 as a backup date, to interview all
three Lieutenant candidates. Sherry Draper will
coordinate the scheduling.
FIREFIGHTER The firefighter selection process was again briefly
SELECTION discussed. Both the Fire Department application and
the City application will be reviewed at the next
meeting, with the objective of designing a standard
application that meets the Fire Department's needs.
The Committee will also begin developing questions
for probationary firefighter interviews.
ADJOURNMENT The Fire Personnel Committee adjourned at 7:40 p.m.
Respectfully submitted,
Sherry Draper
Staff Liaison
Fire Personnel Committee - 2 - March 17, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee March 19, 1991
Meeting #9 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 7:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Carlson, Smith,
Hillberg, and staff liaison Sherry Draper.
APPROVAL OF The Fire Personnel Committee accepted and approved
MARCH 17, the March 17, 1991 minutes as written.
1991 MINUTES
QUALIFI- Sherry Draper suggested a packet be put together with
CATION NEEDS information in it stating what training requirements
are expected of the candidates if they are offered
the position of Assistant Chief. The Committee
identified the courses needed by each candidate and
asked Sherry to communicate with them in writing.
The Committee discussed the importance of adhering to
standards. For example, Hazmat II is a standard that
must be achieved, regardless of the number of other
hazardous materials courses taken. There may be many
courses that would qualify for the
Administration/management requirement. A course
syllabus should be brought to the Committee for
advance approval. A log will be kept of all approved
equivalencies.
The Committee also restated that a temporary
appointee to any office has 30 days to develop an
action plan and the length of the term to complete
it. However, satisfactory progress towards
completion must be shown within six months.
EVALUATE The Fire Personnel Committee reviewed and scored the
OFFICER applications submitted for the Captain position; Ed
APPLICATIONS Anderson, Steve Homstad and Ron Bjorklund; Fire
Lieutenant, Frank Datko and Henry Benton; and Rescue
Lieutenant, Mike Bennett. Ail candidates will be
interviewed by the Fire Personnel Committee.
SCHEDULE The Fire Personnel Committee scheduled Wednesday,
OFFICER March 27, 7:00 p.m. as the interview date for the
INTERVIEWS Fire Lieutenant and Rescue Lieutenant positions.
Tuesday, April 2, 7:00 p.m. is the date set for
interviewing for Captain. Sherry will notify the
Fire Personnel Committee - 1 - March 19, 1991
candidates for the Fire Lieutenant and Rescue
Lieutenant position by memo and ask that they call
and set up an interview time. Notification to
Captain candidates will be held until the Assistant
Chief appointment is made.
PROBATIONARY Sherry passed on to the Committee members the
FIREFIGHTER recruiting article that will be in the April City
SELECTION newsletter. She suggested that a date for an
PROCESS informational meeting be put in the article and
interested firefighters be invited to attend. The
Committee decided it was too soon to commit to a
meeting date.
The Committee reviewed both the City and the Fire
Department applications for employment. They set an
objective of one City-wide application, possibly with
an addendum specific to firefighters. Chairman
Reiswig will take this recommendation to the
Personnel Board.
OTHER Sherry raised the question if the Assistant Chief
BUSINESS appointment should be effective immediately, or when
all positions are filled. It is the consensus of the
Committee that the Assistant Chief be effective
immediately.
Chief Smith suggested the new officers take the oath
of office at the April 8 Council meeting and also
have their pictures appear in the Post newspaper.
ADJOURNMENT The Fire Personnel Committee adjourned at 9:15 p.m.
Respectfully submitted,
Sherry A. Draper
Staff Liaison
Fire Personnel Committee - 2 - March 19, 1991
CITY OF NE~ HOPE
440L XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee March 27, 1991
Meeting #10 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 7:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Hillberg, and
staff liaison Sherry Draper. Absent: Carlson
APPROVAL OF Motion by Don Fournier, and second by Doug Smith, to
I~RCH ~9, approve the March 19, 1991 minutes as written.
~99~ MINUTES Voting in favor: All.
INTERVIEW The Fire Personnel Committee interviewed Mike Bennett
LIEUTEN~TS for the Rescue Lieutenant position and Frank Datko
and Henry Benton for the Fire Lieutenant positions.
Motion by Cindi Hillberg, and second by Doug Smith,
to certify all three candidates as eligible for the
Lieutenant positions. Voting in favor: All.
OTHER Don Fournier expressed a concern over the way the
BUSINESS Assistant Chief appointment was announced. He
thought a formal announcement should have been made
rather than leaving the communication to "word-of-
mouth." Sherry Draper and Chief Smith explained that
Steve Homstad's appointment would be officially
announced in the next Newsletter, which is standard
procedure for appointments in all departments.
Following discussion, the Committee decided that a
better procedure would be to officially inform the
Department first.
Following the Captain interviews on April 2, the
Committee will tour the new fire station.
ADJOUR~ENT The Fire Personnel Committee adjourned at 8:55 p.m.
Respectfully submitted,
Sherry A. Draper
Staff Liaison
Fire Personnel Committee - 1 - March 27, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee April 2, 1991
Meeting #11 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 7:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Carlson,
Hillberg, and staff liaison Sherry Draper.
APPROVAL OF Motion by Myrle Reiswig, and second by Doug Smith, to
MARCH 27, approve the March 27, 1991 minutes as written.
1991 MINUTES Voting in favor: All.
INTERVIEW The Fire Personnel Committee interviewed Ed Anderson
CAPTAINS and Ron Bjorklund for the Captain positions.
Motion by Doug Smith, and second by Cindi Hillberg,
to certify both candidates as eligible for the
Captain positions. Voting in favor: All.
OFFICER Doug Smith informed the Committee that Hazmat
TRAINING Analysis Incident Command has been discontinued, and
he recommended that this requirement be replaced by
Fire Incident Command through the local technical
college, the National Fire Academy or the State
Emergency Management Training Office.
Motion by Don Fournier, and second by Greg Carlson,
to accept the Chief's recommendation. Voting in
favor: All. Doug will communicate this change to
Assistant Chief Homstad.
The Committee discussed officer training in addition
to the minimum requirements. They recommended that
assertiveness training and recognition of management
styles be included in the teambuilding agenda. They
also suggested that stress management be encouraged
for the development of future candidates.
REGULAR The Committee recognized that they had accomplished
MEETING TIME their first priority of implementing the appointment
of officers, and they acknowledged they were ready to
move to a monthly meeting schedule. The first
Tuesday of each month was set as a regular meeting
date. The next meeting will be May 7 at 7:00 p.m.
Fire Personnel Committee - 1 - April 2, 1991
FIREFIGHTER Wednesday, May 15 at 7:00 p.m. and Friday, May 17 at
RECRUITMENT 9:00 a.m. were set as informational meetings for
firefighter candidates. Sherry Draper will
communicate these dates to all applicants on file and
to everyone who responds to the City Newsletter
article. She will record calls and estimate
attendance for space requirements and refreshments.
Ideally, these meetings will be held in the new fire
station. Applications will be accepted before and
after the meetings. The Committee discussed possible
advantages of rookie classes, rather than continuous
hiring. The Committee will finalize the recruitment
process at its next meeting.
OTHER The Committee evaluated the officer selection process
BUSINESS and stated they had received some feedback from the
candidates but would like more. Cindi Hillberg
suggested an evaluation form be given to all
participants. Doug Smith recommended the evaluation
be structured with a limited number of questions.
Myrle Reiswig will follow up with sample
questionnaires.
The Committee then discussed the need to identify how
the City's Personnel Rules and Regulations apply to
firefighters. Don, Greg, and Doug will compare the
Department policies and previous Constitution and By-
laws to the Rules and Regulations and bring their
recommendations to the next meeting.
ADJOURNMENT The Fire Personnel Committee adjourned at 9:05 p.m.
All members then went to the new Fire Station for a
conducted tour by Chief Smith.
Respectfully submitted,
Sherry A. Draper
Staff Liaison
Fire Personnel Committee - 2 - April 2, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee May 7, 1991
Meeting #12 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 7:10 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Carlson,
Hillberg, and staff liaison Sherry Draper.
APPROVAL OF Motion by Myrle Reiswig, and second by Doug Smith, to
APRIL 2, approve the April 2, 1991 minutes as written. Voting
1991 MINUTES in favor: All.
OFFICER Chair Reiswig commented how impressed he was with the
ACTION PLANS Officer Action Plans and time tables that the new
officers had turned in. He asked Chief Smith to
report to the Committee if there were any problems he
was aware of. Chief Smith said the only concern that
has been brought up is that some classes for some of
the individuals are not available during the summer
and may not be available within the six month period.
Chief Smith continued by saying that one of the
individuals (Benton) has taken some leadership
training through the recent State Fire School and
Chief Smith feels he is taking initiative and it
should have been reflected in his plan. Chief Smith
stated he felt all of the fire officers are sincere
in what they are stating in their action plans and
they will try to get into classes as soon as they are
available to them.
Chair Reiswig said that a uniform policy should be
established for monitoring the submittal of action
plans and who is responsible for receiving them.
Chief Smith stated that the officers want to know if
their plans are acceptable to the Committee and he
feels that issue should be addressed. Action plans
should be re-reviewed by the Committee in six months
to see if the officers are on track with their goals.
Chair Reiswig asked the Committee if the Committee
members were satisfied at the officers initial effort
at documenting their action plans and if the
Committee feels they meet the Fire Personnel
Committee's requirements and standards as they have
been set. The Committee stated they are satisfied
Fire Personnel Committee - 1 - May 7, 1991
with the officers' efforts.
The Committee discussed and agreed that the Assistant
Chief should have copies of the action plans as a
tool to keep up with training requirements.
The Committee was asked if independent study with
video tape would be acceptable. After discussion it
was decided that this method of training would be
considered on a per tape (class, course) basis. The
tape should be reviewed on an individual basis by the
Chief and approved by the Fire Personnel Committee.
Chair Reiswig directed Sherry Draper to respond to
each of the officers in writing accepting their
action plans and relating to the officers that the
Committee would be re-reviewing their action plans in
September and evaluating their progress in October.
Chair Reiswig asked Chief Smith to give the Committee
a brief report on how the officers are beginning to
work together. Chief Smith stated it is still a
young group that has yet to be developed, but he is
encouraged that they are focusing as a group,
communicating well with one another, interacting well
with the firefighters, and he said he didn't think
there was any animosity built up because of the
process. Chief Smith stated the officers are looking
forward to meeting with Consultant Frank Quisenberry
to develop their leadership styles, learn how to
handle situations, and how to develop teambuilding
within the department. Chief Smith said he sees the
officers as a united body that are going to be doing
the job they are assigned to do. Chief Smith stated
that the first Saturday in June has tentatively been
selected for the teambuilding session.
FIREFIGHTER Chair Reiswig asked Chief Smith for a run down on
RECRUITMENT what has been happening with the firefighter
recruitment drive. Chief Smith stated that since the
last Personnel Committee meeting information has been
published in the City Newsletter of the need for
firefighters in the City, the informational meeting
dates have been put on cable t.v., he has done a five
minute cable segment on recruitment from the new fire
facility, there has been a lot of response back to
personnel with inquiries. Chief Smith stated the
only problem is that the meeting might not be able to
be conducted in the new facility as it is not
finished and will have to be moved to the old fire
station, but a tour can be conducted after the
meeting of the new facility.
Chief Smith stated the officers meeting will be the
same evening and the officers have been invited to
assist with the program, the Relief Association will
Fire Personnel Committee - 2 - May 7, 1991
give a background regarding benefits and pensions,
and the auxiliary will be doing a 2 - 4 minute
presentation. Chief Smith went on to say that the
Wednesday evening meeting will be taped so it can be
played back at the Friday morning session and fire
personnel will be there also. Chief Smith said he
will have a packet of information to hand out to the
potential firefighters. Applications will be
accepted that evening.
Chief Smith said that a process has to be defined so
that the prospective firefighters will know what to
expect once they submit their application. It was
determined by the Committee that each applicant
should get a written response and a deadline was
established for accepting applications - 4:30 p.m.,
Friday, May 24. Candidates will be interviewed at
the next regular Fire Personnel Committee meeting of
June 4.
OFFICER It was determined by the Committee that evaluation of
SELECTION the officer selection process should be incorporated
PROCESS into the agenda at the leadership training that Frank
Quisenberry is heading for the fire officers to get
their feedback on how they felt about the process.
Chief Smith was directed to report back to the
Committee on this issue.
RULES, REG- Don Fournier researched the Rules and Regulations,
ULATIONS & Policies and Procedures, and Constitution and By-Laws
POLICIES of the Volunteer Fire Department comparing those
documents to the City of New Hope's Personnel Rules
and Regulations. Don stated one of the problems he
saw was leave of absence, which he could not find
covered in New Hope's Rules and Regulations as it
would relate to firefighters. After discussion, it
was determined that the Departmental Policies and
Procedures section that deals with leave of absence
is in compliance with the City's Rules and
Regulations.
Greg Carlson stated he researched the city of New
Hope Personnel Rules and Regulations to determine if
the content included the firefighters. Greg stated
two of the things that should be looked into is the
paid-on-call definition of a firefighter and also the
classification of a firefighter. Greg said he
thought paid-when-called described the firefighter
position better. Sherry said she would ask the City
Attorney which definition should be used. Greg
stated a broad definition of a firefighter would be
"an exempt employee who shall report to work only
when notified by the City subject to the availability
of the employee and the goals of the City". Greg
stated that the fire members want to be defined in
the City of New Hope Personnel Rules and Regulations.
Fire Personnel Committee - 3 - May 7, 1991
Chief Smith stated that a decision had been made not
to distribute copies of the Personnel Rules and
Regulations to the firefighters until revisions could
be made to address issues that pertain to them.
Chair Reiswig said the responsibility of that
revision falls on the Personnel Board then Council
has to approve it. Sherry stated she would have
definitions in place for the next meeting.
OTHER Chair Reiswig reminded everyone that the next
BUSINESS scheduled meeting of the Fire Personnel Committee
will be held June 4 and there will be interviews
scheduled for the new firefighters.
ADJOURNMENT Motion by Don Fournier and second by Myrle Reiswig to
adjourn the Fire Personnel Committee. voting in
favor - all. The Fire Personnel Committee adjourned
at 9:20 p.m.
Wayne Ferry
Recording Secretary
Fire Personnel Committee - 4 - May 7, 1991
CITY OF NEW HOPE
440~ XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee June 4, 1991
Meeting ~13 City Hall, 6:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to
ORDER due call and notice thereof; Chair Reiswig called the
meeting to order at 6:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Carlson,
Hillberg, and staff liaison Sherry Draper.
APPROV~ OF Motion by Don Fournier, and second by Cindi Hillberg,
MAY 7, to approve the May 7, 1991 minutes as written.
~99~ MINUTES Voting in favor: All.
REPORT ON Sherry Draper stated twelve people attended the
RECRUITMENT Wednesday evening meeting and eleven people attended
MEETINGS the Friday morning meeting. She reported that
twenty-two applications were submitted for
probationary firefighter. She stated that two of
those applications lived outside the response area,
so they were invalid. Sherry said of the twenty
remaining applicants, sixteen made appointments to be
interviewed, eight will be interviewed at this
meeting and eight at the June 10 meeting. Of the
applicants received one was a minority (did not make
an interview appointment) and two females (both made
interview appointments). Sherry stated the
informational meetings went very well and the fire
officers did an excellent job in their presentations.
FINALIZE The Fire Personnel Committee discussed the
FIREFIGHTER availability of applicants and if they could be
SELECTION screened on their availability, i.e., high school
PROCESS graduates who will be attending college and possibly
leaving the department to do so. Chief Smith stated
that some fire departments are putting as a
contingency of employment in the hiring process that
candidates must maintain their hours for a three year
period. It was determined by the Committee that a
question be put in the interview questions asking if
the applicant is willing to maintain their current
working hours for a period of two years if they are
offered a firefighter position.
Sherry Draper asked if a decision had been made as to
what the next step would be after tonight's meeting.
She stated she had spoken with the City Manager and
he will not be interviewing the candidates.
The Fire Personnel Committee decided to tell the
Fire Personnel Committee - 1 - June 4, 1991
candidates that they will be contacted after the
next interview session. It was decided the Fire
Personnel Committee will offer a position to the top
five day availability candidates and top five night
availability candidates.
INTERVIEWS The Fire Personnel Committee interviewed the
following candidates for firefighter positions:
Brett Riewe, William Jacobson, Shaun Conner, Cheryl
Davis, Allen Schmidt, Dave Rice, Roger Haspert and
Scott Ladwig. Ranking of scores will be finalized
after the remaining candidates are interviewed on
June 10.
REPORT ON Chief Smith reported the meeting with the fire
FIRE OFFICER officers and Frank Quisenberry was upbeat. Chief
TEA~BUILDING Smith stated it was a good session and three areas
were selected by the officers to be worked on.
1) develop a mission statement and values to be
completed by September 1
2) teambuilding and teamwork of the entire membership
3) improving communications.
Chief Smith stated he felt the training session was
a very positive experience.
Chief Smith reported that the officers expressed at
their meeting on Sunday a desire for a joint meeting
be held in July between the officers and the Fire
Personnel Committee to touch base as to what the
expectations this Committee has of the fire officers
and where does the Committee see the officers in the
process.
Discussion was held regarding the need for training
on sexual harassment for the fire department. Sherry
will be looking into a new video and will be
contacting Frank Quisenberry as a resource. Chief
Smith stated that cultural diversity and discipline
procedures were also discussed at the meeting with
Frank Quisenberry.
The Fire Personnel Committee decided that a copy of
the Manager's Legal Bulletin be distributed to the
fire officers every month as a resource for questions
they may have on personnel issues.
Doug stated that one of the questions that came from
the training session was the probationary
evaluations. The officers stated they wanted to
continue with the evaluations.
Doug stated a training session such as the one they
Fire Personnel Committee - 2 - June 4, 1991
had should be done more consistently.
ADJOURNMENT Motion by Cindi Hillberg, second by Doug Smith to
adjourn the Fire Personnel Committee. Voting in
favor: Ail. The meeting was adjourned at 9:40 p.m.
~erReS'pectfull~
Staff Liaison
Fire Personnel Committee - 3 - June 4, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee June 10, 1991
Meeting//14 City Hall, 6:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to'due~ccall and notice
ORDER thereof; Chair Reiswig called the meeting to order at 6:00 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Carlson, Hillberg, and staff liaison Sherry
Draper.
APPROVAL OF Motion by Cindi Hillberg, and second by Greg Carlson to approve the June 4, 1991
JUNE 4, minutes as written. Voting in favor: All.
1991 MINUTES
INTERVIEWS The Fire Personnel Committee interviewed the following candidates for firefighter
positions: Jamey Ahlgrim, Duane Granger, Dale Hilukka, Michael Todd, Brenda
Meade, Chuck Solseth, Don Kirchoffner, and Glenn Johnston.
The Fire Personnel Committee reviewed all of the scores of the applicants that were
interviewed at the two meetings. The Fire Personnel Committee determined that
six applicants with night availability be offered firefighter positions (those applicants
with scores of 70 and above).
Don Fournier made a motion to accept three of the highest scoring applicants that
are available for day response. Second by Cindi Hillberg. In favor: All.
Motion was made by Doug Smith to certify applicants scoring above 60 that are
available for day response. Second by Greg Carlson. In favor: All.
Don Fournier made a motion that the lowest acceptable score for day or night
response will be sixty. Second by Greg Carlson. In favor: All.
The following candidates were certified by the Fire Personnel Committee: Shaun
Conner, Cheryl Davis, Duane Granger, Dale Hilukka, William Jacobson, Glenn
Johnston, Don Kirchoffner, Scott Ladwig, Brenda Meade, David Rice, Brett Riewe,
Allen Schmidt, Chuck Solseth, and Michael Todd.
Chair Reiswig directed Sherry to indicate the results to the applicants. Sherry stated
a letter would be sent to the nine candidates offering the position (specifying day
or night) under her signature with the proper paper work (W-2's, I-9's, etc.) asking
them to respond to her with an acceptance letter by June 19. Then an appointment
Fire Personnel Committee - 1 - June 10, 1991
letter signed by the City Manager, will be sent to the candidates with the phrase
incorporated "contingent upon successful completion of physical examination and
background investigation". In that letter, the candidate will be asked to contact
Chief Smith.
Candidates who were not certified will be sent a letter advising them of this.
Candidates who were certified but not offered a position will be sent a letter stating
that they will be on a certified list for one year and if a job opens in that time span,
they will be contacted.
Following discussion on the possibility of firefighters changing from day to night
availability, the Committee decided that departmental policy should state fire
officers must approve all major permanent changes in available hours. This policy
would recognize that the Department may not need any more night responders.
SET DATE FOR Chair Reiswig asked the fire personnel on the Committee for a good time to meet
MEETING WITH with the fire officers that would lend itself to their schedule. The Committee set
OFFICERS July 17 at 6:30 p.m. for a picnic at the new fire facility to meet with the fire
officers.
OTHER Sherry stated she spoke with Steve Sondrall regarding the paid-on-call definition.
BUSINESS Steve wanted to think about it some more but his initial response was the question,
"why do you think you need so much detail? .... why can't we define paid-on-call as
firefighters?" Greg stated he is looking for a definition that does not segregate the
Fire Department. Don Fournier asked if there might not be other positions that
could be classified as paid-on-call. Don suggested talking this over with the officers
and getting their input. Chair Reiswig suggested that the Fire Personnel Committee
make a recommendation on this issue to the Personnel Board. The Committee
decided to recommend the following definition to the Personnel Board: "an exempt
employee who shall report to work only when notified by the City, subject to the
availability of the employee and the appropriate departmental policies."
ADJOURNMENT The Fire Personnel Committee adjourned at 9:55 p.m.
Respectfully submitted,
Sherry A. Draper
Staff Liaison
Fire Personnel Committee - 2 - June 10, 1991
CITY OF NEW HOPE
4401 XYLON AVEI'CIJE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee July 17, 1991
Meeting//15 City Hall, 6:30 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to due call and notice
ORDER thereof; Chair Reiswig called the meeting to order at 6:55 p.m.
ROLL CALL Present: Reiswig, Fournier, Smith, Carlson, Hillberg, Fire Officers: Homstad,
Anderson, Benton, Bjorklund, Bennett, Datko, and staff liaison Sherry Draper.
APPROVAL OF Motion by Don Fournier, and second by Cindi Hillberg to approve the June 10,
JUNE 10, 1991 minutes as written. Voting in favor: All.
1991 MINUTES
JOINT MEETING The Fire Personnel Committee and the Fire Department Officers met in a joint
WITH F/RE effort to discuss the expectations of both the Committee and Officers, probationary
DEPARTMENT periods and disciplinary procedures.
OFFICERS
Chair Reiswig started the discussion and encouraged the Fire Officers and the
Committee to have an open dialogue. Chief Smith suggested that the discussion
begin with how many of the personnel issues are going to be the responsibility of
officers.
PROBATIONARY Ed Anderson asked if probationary firefighters fall under City guidelines. Chair
PERIOD Reiswig stated that probationary firefighters were under Civil Service guidelines just
as every City employee is and serve a six month probationary period. Chief Smith
stated that the fire service would like to extend that probationary period to at least
one year because probationary firefighters are required to put in 140 hours of
training and it is very difficult to get the training and requirements accomplished in
the six month time span. Sherry Draper stated that she has spoken with the City
Attorney on this matter and his opinion is that since we are a Civil Service City and
have adopted Chapter 44 of the state statute which states the probationary period
shall be six months, the only way for it to change is to put it to a public vote. She
also stated that since we have a written job description for a probationary firefighter
position, the situation may be somewhat different from probationary periods in other
City positions. Chair Reiswig directed the Fire Officers to put together a proposal
regarding a policy for probationary period for firefighters and submit it to the Fire
Personnel Committee.
DISCIPLINARY Chair Reiswig started the discussion by stating that discipline issues should be
PROCEDURES handled on the basis of solid work related matters, consistency, and documentation.
Fire Personnel Committee 1 July 17, 1991
Assistant Chief Homstad inquired of the Committee what good documentation
consists of. Chair Reiswig replied that memos, handwritten notes, etc. should be
kept on a consistent basis and put in the employee's file. Sherry Draper advised the
fire officers to take notes, then communicate with that person orally and in writing
reprimanding that person and have he or she sign off that the discussion has taken
place. Chair Reiswig told the officers that a uniform policy should be developed as
to how to handle disciplinary problems.
Discussion was then held regarding where firefighters personnel files should be
kept. It was decided by the members of the Fire Personnel Committee and the Fire
Officers that personnel files should be kept with the Personnel Director of the City
but a training file should be kept with the Assistant Chief for purposes of training
information, certificates, and matters such as discipline (the Personnel Director for
the City would be given the original, but a copy kept by the Assistant Chief). Chair
Reiswig stated it is the responsibility of the training officers to keep the files
updated. Sherry stated that an objective she has for next year is to develop a
database to track training and Chief Smith said that Prober Chief also has excellent
capability of tracking information. Sherry went on to say that Department Heads
also keep files on their employees.
Assistant Chief Homstad asked whether the fire officers have the latitude that they
had in the past as far as disciplinary action or do the officers have to come back to
the Committee for permission to take disciplinary action. Chair Reiswig stated that
the Fire Personnel Committee is not involved at all with disciplinary action except
for a concern that discipline is fair and consistent. The Personnel Committee should
be used only for an appeal process.
OTHER Consolidation of Fire Services
BUSINESS
Greg Carlson brought up for discussion the possibility of consolidating New Hope
Fire Services with the City of Crystal. Chief Smith stated that he had been at the
Council meeting on Monday night and listened to Consultant Mike O'Hara give a
presentation on ISO ratings, consolidation, vehicles, etc. Chief Smith stated that
Council directed the City Manager and himself to approach the City of Crystal to
see if they would entertain the idea of combining fire departments. Chief Smith
told the Committee and Fire Officers that all vehicle procurement has been put on
hold.
Firefighter Physicals
Chief Smith stated that the new applicants to the fire department have yet to get
their physicals. North Memorial Medical Center is not reacting in a timely matter
to get the physicals taken care of. Chief Smith stated that negotiations with the
Ambulance Service have resulted in receiving physicals for all new applicants (up
to a maximum of ten per year) at no cost to the City. Chair Reiswig suggested
that we go out and buy the service in order to get the firefighters on board. Chair
Reiswig asked that the prospective firefighters be given physicals and be on board
by the next meeting of this Committee.
Fire Personnel Committee - 2 - July 17, 1991
Minutes of Meeting
Ed Anderson requested that a copy of the minutes be given to the members of the
fire service. Chief Smith stated that minutes of the meetings are not posted until
they have been approved by the Committee should there be any additions or
corrections. He said that all minutes after they are approved are placed in a three
ring binder in the fire station so everyone can have access to them.
Definition of Paid on Call Firefighter
Sherry Draper stated that the Fire Personnel Committee has defined a Paid on Call
firefighter as "an exempt employee who shall report to work only when notified by
the City subject to the availability of the employee and consistent with the policies
of the Department". Sherry said that this definition has been approved by the City
Attorney. Chair Reiswig directed Sherry to put the definition of firefighter as paid
on call in Memo form and distribute to the members of the fire service.
NEXT MEETING The next meeting of the Fire Personnel Committee will be September 3, 1991 at
7:00 p.m. unless an August meeting is deemed appropriate.
ADJOURNMENT The joint meeting of the Fire Personnel Committee and Fire Officers was adjourned
at 8:45 p.m.
l~fully submitted,
a;ne Ferry~~
Recording Secretary
Fire Personnel Committee - 3 - July 17, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee September 3, 1991
Meeting//16 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to due call and notice
ORDER thereof; Chair Reiswig called the meeting to order at 7:10 p.m.
ROLL CALL Present: Reiswig, Smith, Carlson, Hillberg, and staff liaison Sherry Draper.
Committee member Fournier arrived at 7:35 p.m.
APPROVAL OF Motion by Greg Carlson, and second by Doug Smith to approve the July 17, 1991
JULY 17, minutes as written. Voting in favor: All.
1991 MINUTES
PROBATION Chair Reiswig told the Fire Personnel Committee that the issue of probationary
PERIOD/ periods was the subject of a lengthy discussion at the Personnel Board meeting and
CIVIL SERVICE Steve Sondrall, City Attorney, was present at that meeting. Sherry Draper stated
DISCUSSION that the six month probationary period is a standard for New Hope as it is under
Civil Service regulations and Chapter 44 was adopted and clearly provides for a six
month probationary period. The City Attorney stated that this issue would have to
be put before a citizen vote to amend the ordinance. The Personnel Board
recommended that the City Attorney write to the State Attorney General for an
opinion on this matter. Chief Smith stated that the firefighters could not get the
training hours needed in a six month probationary period as it is not a 40 hour per
week job. Chief Smith stated that the firefighters training is dependent upon their
availability. The Board then discussed converting the six month probationary period
into hours (1040) with the opinion that the probationary period could probably be
ended in that time frame. Motion by Carlson and second by Fournier to table this
issue until there is further clarification from the City Attorney. Voting in favor -
All.
REPORT ON Chief Smith reported that eight probationary firefighters have successfully passed
STATUS OF NEW their physicals and background checks. He said one of the firefighters had not
FIREFIGHTERS gotten a clean bill of health and was being referred to a specialist. Discussion
followed on who would pick up the expense for a further physical examination. It
was the consensus of the Committee that the burden of proof rests with the
applicant. Chief Smith stated that at this point he is not a viable applicant. Sherry
was directed to contact the doctor for a statement with a determination as to whether
the applicant is or is not physically able to become a firefighter.
Fire Personnel Committee - 1 - September 3, 1991
REVIEW Chief Smith distributed a synopsis of the fire officers training summaries and what
OFFICER they have accomplished and what they have scheduled to accomplish. Chair
ACTION PLANS Reiswig asked Chief Smith if he was comfortable with the progress they are
making. Chief Smith stated the officers are doing real well and is very pleased with
the progress they are making. Sherry Draper reminded the Committee that as part
of the original plan, at this meeting the Committee is to review the officer's action
plans and evaluate at the next meeting.
LETTER OF Sherry reported that a letter has been received from a firefighter who is very
REPRIMAND unhappy about a reprimand and with a request to bypass the fire officers and appear
AND REQUEST before the Fire Personnel Committee of the City. Discussion was held by the
FOR APPEAL Personnel Committee regarding the need to outline procedures for grievances.
Sherry was instructed to notify the firefighters in writing the following Procedures
for Appeals:
1) Firefighter discusses complaint with officers (immediate supervisor), within
15 days of event or situation. If unresolved,
2) Firefighter discusses complaint with Fire Chief (department head), within
10 days of response from officers. If unresolved,
3) Firefighter submits complaint in writing to the City Manager, within 10
days of response from Chief. If unresolved,
4) Firefighter forwards copy of written complaint to City Manager, along with
copy of his written response, to the Fire Personnel Committee. If
unresolved,
5) Firefighter forwards copies of all written complaints and responses to the
Personnel Board. The Personnel Board's decision is final.
OTHER Chief Smith updated the Committee on the Crystal/New Hope Fire Department
BUSINESS consolidation. He stated the issue is progressing to determine if a study should be
made. There are certain things that we have to offer that Crystal does not have and
vice versa. For instance, Chief Smith stated, we have a new facility and they have
newer equipment. Chief Smith said at this time we are meeting with the City
Managers, the Crystal Fire Chief, and both Mayors to form a committee with as
many as twelve on a committee representing both communities. Chief Smith said
that right now it is only in a discussion mode. Chief Smith stated that New Hope's
fire vehicles are not in good shape and morale is low among the firefighters
regarding fire vehicles.
Chief Smith reported the Grand Opening of the new Fire Station will be September
21. Keys will be issued on Wednesday but substantial completion may not be
received until the week-end; and the firefighters will be moving equipment in over
the week-end.
Fire Personnel Committee - 2 - September 3, 1991
The date of October 1, 7:00 p.m. is set for the next meeting of the Fire Personnel
Committee and it will be held in the new Fire Station.
Chief Smith asked what else was needed to put into the Rules and Regulation
handbook in order to bring them up to date to include firefighters and make
distribution to all firefighters. Greg Carlson stated he had gone through and edited
it and did not know how to disseminate the information and would like Sherry to
look at it. Sherry stated she would look at it and bring it to the next meeting.
ADJOURNMENT The Fire Personnel Committee adjourned at 8:45 p.m.
Respectfully submitted,
Recording Secretary
Fire Personnel Committee - 3 - September 3, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee October 1, 1991
Meeting #17 City Hall, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to due call and notice
ORDER thereof; Chair Reiswig called the meeting to order at 7:10 p.m.
ROLL CALL Present: Reiswig, Smith, Hillberg, and staff liaison Sherry Draper.
Committee members Carlson and Fournier arrived at 7:40 p.m.
APPROVAL OF Motion by Doug Smith, and second by Cindi Hillberg to approve the September 3,
SEPTEMBER 3, 1991 minutes as written. Voting in favor: All.
1991 MINUTES
EVALUATE Chief Smith provided a handout to the committee of an update of the training the
OFFICER fire officers are required to have and what they have accomplished. After
TRAINING reviewing the fire officers' accomplishments, the Fire Personnel Committee
PROGRESS commended the officers for their enthusiasm in either achieving or being in the
process of achieving their training requirements. The Fire Personnel Committee
also discussed the fact that the next time fire officer positions are available, the
training requirements would have to be satisfied before applying for the positions.
Chair Reiswig directed Sherry to advise the fire officers in writing they are making
satisfactory progress and the fact that the fire officers are demonstrating that they
are living up to the expectations of the Fire Personnel Committee and inform the
fire officers that the training requirements will be evaluated in another six months
to see if the courses they are enrolled in are completed or if they have taken any
courses they are missing to fulfill their requirements.
REVIEW The Fire Personnel Committee reviewed the City of New Hope's Personnel Rules
PERSONNEL and Regulations. After discussion is was determined to form a sub-committee
RULES AND consisting of Sherry Draper, Greg Carlson, Doug Smith, and Don Fournier to go
REGULATIONS through the Rules and Regulations to upgrade it and implement language to include
the paid-on-call firefighters. Sherry Draper reminded the committee of the process
that is required to change the Rules and Regulations. A recommendation is made
to the Personnel Board who approves the changes and then sends it to City Council
for adoption. The sub-committee stated they would have the Rules and Regulations
ready to present to the Fire Personnel Committee at the next meeting in November.
Fire Personnel Committee - 1 - October 1, 1991
OTHER Chair Reiswig asked Sherry to update the committee on the status of the
BUSINESS probationary firefighter that had a problem as far as his medical examination is
concerned. Sherry stated she talked with the doctor's nurse and told her that she
needed an answer based on what the doctor knew after his examination. The
doctor's office stated the form that Sherry forwarded to him would be completed
within the next two weeks. Sherry was directed to contact North Memorial and see
if North can contact the doctor for a more timely opinion.
Chair Reiswig asked Chief Smith to update the Fire Personnel Committee on where
the department is at with the new probationary firefighters. Chief Smith told the
committee that the probationary firefighters are completing their training within the
Vo-Tech College and one resignation was received because of the time commitment
required. Chair Reiswig asked Chief Smith if another firefighter should be
recruited at this time to replace the resignation. Chief Smith stated he would
recommend not doing that this time, but to let the probationary firefighters go
through the Firefighter I course and get them trained, and then open it up again to
a new group and concentrate on daytime response personnel.
Sherry brought up the subject of removing disciplinary memos from personnel files,
when the employee is told that they will be removed. Following discussion, it was
decided that Sherry and Doug should develop their own procedures for tracking
disciplinary action and its filing status. Chair Reiswig stated that in private industry
there is a trend to purge performance-related documents from personnel files every
five years. The Committee requested that Sherry refer this matter to the Personnel
Board.
The next meeting of the Fire Personnel Committee will be at 7:00 p.m. on Tuesday,
November 5, 1991 at the new fire station.
ADJOURNMENT Motion by Carlson, second by Smith to adjourn the Fire Personnel Committee.
Voting in favor - All. The Fire Personnel Committee adjourned at 8:45 p.m.
Respectfully submitted,
Fire Personnel Committee - 2 - October 1, 1991
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee November 5, 1991
Meeting #18 Fire Station, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to due call and notice
ORDER thereof; Chair Reiswig called the meeting to order at 7:06 p.m.
ROLL CALL Present: Reiswig, Smith, Carlson, Hillberg, and staff liaison Sherry Draper.
Committee member Fournier arrived at 7:15 p.m.
APPROVAL OF Motion by Carlson, and second by Hillberg to approve the October 1, 1991 minutes
OCTOBER 1, as written. Voting in favor: All.
1991 MINUTES
RESCUE Chief Smith reported to the Committee that Rescue Lieutenant Mike Bennett
LIEUTENANT submitted his resignation last week. Discussion was held by the Committee on
RESIGNATION replacing the officer position. Chief Smith stated he would assess the need for that
position and perhaps place a moratorium on filling the Rescue Lieutenant position.
Chief Smith stated that North Memorial Ambulance is now housed at the new fire
facility for response purposes and the need to have standby from our fire
department on Friday night is now questionable. Chief Smith said he will provide
leadership to Company 3 until a final decision is made.
PERSONNEL Sherry presented to the Committee the Rules and Regulations that had been edited
RULES AND by the sub-committee consisting of herself, Don Fournier and Greg Carlson. The
REGULATIONS Committee reviewed and discussed the changes and it was decided to present the
revised Rules and Regulations to the Personnel Board for their approval.
PRE- The Fire Personnel Committee discussed pre-employment physicals. It was
EMPLOYMENT determined by the Committee to establish a policy for firefighters that says:
PHYSICALS probationary firefighters will not be allowed to participate in any activities until all
check list items have been successfully completed, including a determination from
the pre-employment physical.
OTHER The next meeting of the Fire Personnel Committee will be held at the new fire
BUSINESS facility on Tuesday, December 3 at 7:00 p.m.
Fire Personnel Committee - 1 - November 5, 1991
Don Fournier brought up the issue of sexual harassmem training for the firefighters
and said they did not all get to see the video before it was returned. Sherry told
Don the City does have a sexual harassment film that is shown to new employees
and it can be used for the firefighters. However, she is planning to purchase a new
one in the near future.
ADJOURNMENT Motion by Carlson, second by Fournier to adjourn the Fire Personnel Committee.
Voting in favor - All. The Fire Personnel Committee adjourned at 8:50 p.m.
Respectfully submitted,
Recording Secretary
Fire Personnel Committee - 2 - November 5, 1991
Amended
CITY OF NEW HOPE
4401 XYLON AVENUE NORTH
HENNEPIN COUNTY, MINNESOTA 55428
Fire Personnel Committee November 5, 1991
Meeting//18 Fire Station, 7:00 p.m.
CALL TO The New Hope Fire Personnel Committee met pursuant to due call and notice
ORDER thereof; Chair Reiswig called the meeting to order at 7:06 p.m.
ROLL CALL Present: Reiswig, Smith, Carlson, Hillberg, and staff liaison Sherry Draper.
Committee member Fournier arrived at 7:15 p.m.
APPROVAL OF Motion by Carlson, and second by Hillberg to approve the October 1, 1991 minutes
OCTOBER 1, as written. Voting in favor: All.
1991 MINUTES
RESCUE Chief Smith reported to the Committee that Rescue Lieutenant Mike Bennett
LIEUTENANT submitted his resignation last week. Discussion was held by the Committee on
RESIGNATION replacing the officer position. Chief Smith stated he would assess the need for that
position and perhaps place a moratorium on filling the Rescue Lieutenant position.
Chief Smith stated that North Memorial Ambulance is now housed at the new fire
facility for response purposes and the need to have standby from our fire
department on Friday ~.ii~i.i~ is now questionable. Chief Smith said he
will provide leadership to Company 3 until a final decision is made.
PERSONNEL Sherry presented to the Committee the Rules and Regulations that had been edited
RULES AND by the sub-committee consisting of herself, Don Fournier and Greg Carlson. The
REGULATIONS Committee reviewed and discussed the changes and it was decided to present the
revised Rules and Regulations to the Personnel Board for their approval.
PRE- The Fire Personnel Committee discussed pre-employment physicals. It was
EMPLOYMENT determined by the Committee to establish a policy for firefighters that says:
PHYSICALS probationary firefighters will not be allowed to participate in any activities until all
check list items have been successfully completed, including a determination from
the pre-employment physical.
OTHER The next meeting of the Fire Personnel Committee will be held at the new fire
BUSINESS facility on Tuesday, December 3 at 7:00 p.m.
Fire Personnel Committee 1 November 5, 1991
Don Foumier brought up the issue of sexual harassment training for the firefighters
and said they did not all get to see the video before it was returned. Sherry told
Don the City does have a sexual harassment film that is shown to new employees
and it can be used for the firefighters. However, she is planning to purchase a new
one in the near future.
ADJOURNMENT Motion by Carlson, second by Foumier to adjourn the Fire Personnel Committee.
Voting in favor - All. The Fire Personnel Committee adjourned at 8:50 p.m.
Respectfully submitted,
Recording Secretary
Fire Personnel Committee - 2 - November 5, 1991