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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