NORTH EAST MULTI-REGIONAL TRAINING, INC. Mobile Team Unit # 3 Minutes of the Quarterly Meeting Of the PERSONNEL COMMITTEE Friday, October 14th, 2016, 10:00 am Oak Brook Police Department Conference Room Oak Brook, Illinois I. CALL TO ORDER: The Quarterly Meeting of the NEMRT Personnel Committee was called to order at 10:06 a.m. by Chief Joel Brumlik, Chairman of the Committee. II. ROLL CALL: ESTABLISHMENT OF A QUORUM: A. Members Present: Chairman: Chief Joel Brumlik; Members: Chief Gary J. Bolt, Chief Clint Herdegen, Director Greg Moore and Chief Michael Simo; and ex officio member: Director Tom Reasoner. B. Members Absent/Excused: Members: Chief Steven Casstevens, Chief James Kruger, and Chief Terry Mee. C. Introduction of Guests, visitors and other attending parties: Staff Member: In-Service Training Coordinator Martin Schaefer. III. FAREWELL TO DEPARTING MEMBERS/WELCOME TO NEW MEMBERS: A. Farewell to Departing Members: Chairman Brumlik and the other members of the committee expressed deep gratitude and sincere appreciation for the many years of service to both NEMRT and the Law Enforcement Community provided by Chief Gina Grady, Woodridge Police Department. IV. APPROVAL OF MINUTES: Minutes from the March 18 th, 2016 Meeting: Chief Simo made a motion that the minutes of the March 18 th, 2016 meeting of the Personnel Committee be approved as written and submitted After a second from Chief Herdegren, the motion passed unanimously. V. REPORT OF THE COMMITTEE CHAIRMAN: A. Listing of NEMRT Advisory Board & Committee Meeting Dates for FY 17: Chief Brumlik provided the Personnel Committee with the upcoming meeting dates for all NEMRT standing committees and the Advisory Board for FY 17. He noted all meetings are open meetings and all are welcomed to attend. The committee accepted the report without taking formal action. Personnel OCT 16 Minutes 1 4/4/17
VI. REPORT OF THE DIRECTOR: A. FY 17 Grant Application and Line Item Budget Issues: 1. Update Report: FY 17, Grant Application and Line Item Budget: a) Director Reasoner noted that the FY 17 Line Item Budget which was previously approved by the NEMRT Advisory Board was modified by the ILETSB to allow for the staff to receive 3% merit raises and additional $123,000.00 for the training line item. b) Reasoner advised the Committee that the ILETSB and the MTUs were fully funded for FY 17 through the appropriation which was passed with the State s partial budget earlier this year. c) Reasoner further stated that although the vacant Deputy Director position if funded in the budget this year, he has not yet made a determination if that position will be filled. He will continue to monitor the workload though the next several months to determine if that position should be filled or if a reclassification of existing positions would be more appropriate or if no action is required and the position will not be filled. Since there are funds available in the Personnel line item he intends to ask the Advisory Board for approval to grant a 2% one-time bonus payment for employees using those funds. As this report is for information only, the committee accepted it without taking formal action. 2. First Quarter Payment and Statement of Award for FY 17: a) Director Reasoner stated that the first quarter payment had been received but there has been no statement of award yet. We hope to receive it at the next of the training board in December. As this report was for information only, the committee accepted it without taking formal action. B. Status Report on FY 16 Audit: Director Reasoner led the discussion on the Financial Statements and Independent Auditor s Report for FY 16. Reasoner explained that the draft of the Auditor s Report and of the Auditor s Communications to the NEMRT Board Report were just received this week. Copies of the two reports were distributed to each committee members. 1. Reasoner noted that neither staff not the committee members had the opportunity to review the two reports in detail, so it may not be possible to completely address questions regarding the report. a.) Findings: Reasoner reviewed the one audit finding which stated there was a deficiency in internal controls over financial statement preparation. Personnel 10_16 2 4/4/17
b.) c.) d.) e.) The audit finding noted that NEMRT does not maintain control over the preparation of GAAP based financial statements because we do not have an accountant on staff with the education and training necessary to make journal entry adjustments as necessary during the year. Reasoner reminded the Committee members that while this is a repeated audit finding, it is understood that staff will be unable to rectify it since we have neither the funds to hire an accountant, nor the permission of the ILETSB to expand our staff size. Fund Balance: Reasoner reviewed with the members of the Committee the level of NEMRT Fund Balance as of June 30th, 2016. The fund balance was slightly higher at $509,338.59 compared to $360,017.30. This is an increase of $99,927. Funds to be returned to the ILETSB: Director Reasoner then explained that the auditors had determined that $239,600.00 in funds were due back to the ILETSB. He explained how that figure was identified by the auditors, and how staff would try and prevent having to return funds to the Board in FY 17. The method of repayment of these funds was also discussed by the committee. 2. Reasoner also noted that the Auditor s Communication to the Advisory Board was included with the Auditor s Report. The Communication to the Advisory Board details the adjusted journal entries and has the required communications contained within. 3. Reasoner shared that there has been no Audit Finding Response drafted yet as the report had just arrived and will be presented at the January meeting. C. Mandated Training and Basic Curriculum: The SB 1304 Mandated Training Guidelines and 560 Hr. Basic Curriculum were handed out to the members for review. 1. SB1304 Mandated Training Guidelines were reviewed and discussed at length. The mandate went into effect January 1, 2016 and there was some confusion regarding who would promulgate the guidelines initially. a.) b.) c.) NEMRT has an initiative underway to identify all of the mandated training categories that are covered in our current classes. The instructors have all been sent a survey to indicate which categories their class or section of instruction within a class covers. The mandated training categories will be added to future course descriptions to allow training officers and chiefs to see which classes will provide credit for specific mandated training categories. 2. The 560 Hr. Basic Training Curriculum was reviewed and discussed as well. a.) The ILETSB has directed that the new curriculum will become effective Personnel 10_16 3 4/4/17
starting July 1, 2017. All academies have been provided the new curriculum and have until December to submit their curriculums to the training board for approval. Academies can continue to run classes using the old curriculum provided they finish by June 30, 2017. b.) It is not known yet how the curriculum for the Web Based Academy for Part Time Police will be effected. NEMRT will be running one more Web Based Academy beginning in January 2017 to conclude in July of 2017. As this report is for information only, the committee accepted it without taking formal action. VII. OLD BUSINESS: None. VIII. NEW BUSINESS: A. Director s Annual Audit of Equal Employment Opportunity Plan: 1. Director Reasoner spoke briefly on the Annual Audit of Equal Employment Opportunity Plan. The report was provided to Committee members as part of the meeting agenda. 2. He explained that the Audit examines all changes that were made either to the Personnel Code, or to any policy or procedure, or any other action taken which might negatively impact on our ability to maintain a workplace free from any discrimination or harassment in FY 16. Additionally, the audit examines and looks for patterns in grievances filed and discipline awarded during the past year. There were no grievances filed in FY 16. 3. Reasoner noted that we have been successful in meeting the three main objectives of the Equal Employment Opportunity Plan. All candidates and all employees have been considered and rated only on the basis of their qualifications of experience, training, physical aptitude, abilities, skills, knowledge, personal character, and integrity as required by the position's job description. No discrimination has been exercised in any manner by any NEMRT official, agent, or employee against, or in favor of religious opinions or affiliations, or because of race, creed, color, national origin, sex, age, or physical condition. An individual's political affiliation, preference or opinion has not in any way influenced his or her appointment, retention or promotion. 4. Chief Moore made a motion to recommend to the Advisory Board of Directors of NEMRT to accept the Director s Annual Audit of Equal Employment Opportunity Plan as submitted. The motion was seconded by Chief Herdegen, and after review and discussion, passed unanimously. B. NEMRT s Recruitment Plan: Revised for 2016: Director Reasoner then reviewed with the assembled Committee members the newest revision to our NEMRT Recruitment Plan. Personnel 10_16 4 4/4/17
1. This plan contains 2014 Labor and Market Information and Population statistics based on updated census data from 2010. These statistics were obtained from the Illinois Department of Employment Security, Labor Market Information division. 2. After further review and discussion, Chief Bolt made a motion to recommend to the Advisory Board of Directors of NEMRT their acceptance of the NEMRT Recruitment Plan: Revised for 2016 as submitted. Chief Simo seconded the motion, and after review and discussion, it passed unanimously. C. Director s Career Development Report for FY 16: 1. Director Reasoner then drew the committee s attention to the report detailing the amount of continuing education and career development received by NEMRT staff during FY 15. 2. It is disappointing to report that due to the early state budget crisis and lack of funding the goals of the Career Development Plan were not met. Total hours of in-service training and the average hour of in-service training by employees decreased significantly from FY 15. 3. During the first 6 months of FY 16 NEMRT used all available funds to keep running as many classes as possible, thus taking away funds for training. We were operating in crisis mode and employees were faced with a total shutdown and layoffs right after the first of the year. Funding was restored in January of 2016 at the full budgeted level. Now NEMRT was faced with having to spend a full year s budget. Staff concentrated on serving our membership by scheduling and running as many classes as possible before the end of the Fiscal Year. Thus staff training unfortunately was placed on the back burner in order to handle the everyday duties of staff 4. Chief Herdegren then made a motion to recommend to the Advisory Board of Directors of NEMRT their acceptance of the Director s Career Development Report for FY 16. After a second from Chief Moore, and review and discussion, the motion passed unanimously. D. Director s Annual Review of the Staff Classification Plan: 1. Director Reasoner presented the committee with the Director s Annual Review of the Staff Classification Plan dated October 4 th, 2016. The plan was reviewed in accordance with the provisions of Director s Procedure # 020, entitled: Staff Classification Plan. Director Reasoner noted that his review included: a) Position Classification and Review Process. He determined that this flow chart remains current and accurate. Personnel 10_16 5 4/4/17
b) The Classification Review Process: This process also remains current and accurate. c) The Participant s Role in Position Classification: That portion of this section which requires the employees to document important changes to their assigned duties and responsibilities remains an important part of our annual Grant Application Process since it remains an integral part of the job description process. Staff members review draft goals and objectives every February and are encouraged to suggest changes to their supervisors. These changes are then reviewed and approved by the Director, the Personnel Committee and the Board of Directors. The entire section remains current and accurate. d) Classifying Management, Professional and Technical Positions and Classifying Administrative and Office Support Positions: The forms used to conduct the initial classification of staff positions and all reclassifications of staff positions have been reviewed and remain accurate and uniform. e) Position Descriptions: Staff job descriptions are reviewed annually as part of the ILETSB Grant Application and Line Item Budget process. Relevant changes to the job descriptions are recommended by staff to their supervisors and then reviewed and approved by the Director, the Personnel Committee and the Board of Directors. These annual changes, however, did not require a change to the Staff Classification Plan. f) Classification of New Positions: No new positions have been created at NEMRT since the last review. However, when new positions have been created, the systems in place within the Classification Plan worked efficiently and effectively. g) Reclassifying Positions: Since this plan was last reviewed, no staff positions were brought to the Director for reclassification under the provisions of the NEMRT Staff Classification Plan. 2. A motion was then made by Chief Simo and seconded by Chief Bolt to recommend to the Advisory Board of Directors of NEMRT their acceptance of the Director s Annual Review of the Staff Classification Plan as submitted. After additional review and discussion, the motion passed unanimously. E. Staff Performance Evaluations: 1. Director Reasoner informed the committee that at this time all Staff Performance Evaluations have been completed. Personnel 10_16 6 4/4/17
There were no grievances or appeals made regarding the evaluations. 2. The committee accepted this report without taking formal action. F. Newly Revised Procedure Statements, if any, Affecting Personnel Services: None. F. Proposed Revisions to the NEMRT Personnel Code: None. IX. PUBLIC INPUT: None X. ANNOUNCEMENTS: A. Quarterly Committee Meeting Dates: 1. NEMRT Finance and Audit Committee Meeting, 01/11/17 Campton Hills Police Department, Campton Hills, Illinois 2. NEMRT Personnel Committee Meeting, 04/14/17 Oak Brook Police Department, Oak Brook, Illinois 3. NEMRT Training and Curriculum Meeting, 10/19/16 Oak Brook Police Department, Oak Brook, Illinois 4. NEMRT Policy and By-Laws Committee Meeting, 10/21/16 Lincolnwood Police Department, Lincolnwood, Illinois B. Quarterly Advisory Board Meeting Dates: 1. NEMRT Advisory Board of Directors Meeting, 10/28/16 Oak Brook Police Department Training Room, Oak Brook, Illinois C. ILETSB Committee and Board Meetings: 1. ILETSB Committee Meetings, 12/07/16 Chicago, Illinois 2. ILETSB Quarterly Meeting, 12/08/16 Chicago, Illinois X. ADJOURNMENT: Chief Herdegen then made a motion to adjourn the meeting. With a second from Chief Simo, the motion passed unanimously. The meeting was adjourned at 11:02 a.m. Personnel 10_16 7 4/4/17