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Quarterly Newsletter

1st Quarter of 2012

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Policy 2109: Selection & Promotion of Employees

Policy 2109: Selection & Promotion of Employees

YAKIMA COUNTY FIRE DISTRICT 12

10000 ZIER ROAD

YAKIMA, WA  98908

POLICY #                                   2109                                                

COMMISSION CHAIR SIGNATURE:     s/b Marshia Goss, Chair

EFFECTIVE DATE:           06/01/98      

REVISED DATE:               09/09/08

                                        01/10/12

                                        07/14/15

POLICY TITLE:                SELECTION AND PROMOTION OF MEMBERS

REFERENCES:               WAC 162-12-140, WAC 162-16-020

RCW 41.24, RCW 49.60, AND RCW 43.43.830

1.0 PURPOSE

The purpose of this policy is to establish standardized guidelines for an open competitive process for selection and promoting personnel. Employment decisions will be non-discriminatory. They will be based on an applicant’s qualifications and ability to perform the position requirements.

2.0 EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Yakima County Fire District 12 is an Equal Employment Opportunity Employer. It does not discriminate against its personnel or against applicants for appointment. Decisions regarding selection, promotion and tenure shall be free from restrictions based on physical, cultural, religious or other biases. Such decisions shall be directly related to the applicant’s qualifications and ability to perform the requirements of a position. Position qualifications and minimum requirements will be defined and guided by this policy and appropriate state and federal guidelines.

All job advertisements, bulletins, job descriptions, personnel handbooks, and other personnel materials will include the following statement:

“Yakima County Fire Protection District 12 is an Equal Employment Opportunity employer. It does not discriminate against its personnel or against applicants for appointment. Decisions regarding selection, promotion and/or tenure shall be free from restrictions based of physical, cultural, religious or other biases. Decisions regarding selections, promotion and/or tenure shall be directly related to the applicant’s qualifications and ability to perform the requirements of a position. If you feel you have been discriminated against, please contact the Fire Chief or the Board of Fire Commissioners.”

2.1 OUTSIDE EMPLOYMENT FOR FULL TIME MEMBERS

The District requires that employees’ activities away from their job must not compromise the District’s interests or adversely affect their job performance and ability to fulfill all responsibilities to the District.

2.2 VOLUNTEER ANTI-DISCRIMINATION

Members (full time or part time) shall not be discriminated against, or prohibited from, engaging in volunteer firefighting activities in another jurisdiction during off-duty hours.

3.0 VACANCIES AND THE SELECTION PROCESS

Yakima County Fire Protection District 12 positions will be filled using a competitive selection and/or evaluation process, which meet the following guidelines:

3.1 NOTICE OF NEED FOR MEMBERS AND/OR POSITIONS

The Fire Chief or a selected designee will notify the Board of Commissioners of the need for members and/or position(s). The Board of Commissioners will approve a Request for Personnel Recruitment before any actions are taken.

3.2 MINIMUM QUALIFICATIONS AND STANDARDS

The Board of Commissioners will determine qualification standards and job requirements. The Fire Chief will be responsible for determining the selection process for new members and/or positions. Eligibility requirements shall be verified prior to admitting candidates into the selection process.

3.3 GENERAL REQUIREMENTS

All candidates must meet the following requirements for membership:

                              A.       Complete an Application.

                              B.       Pass a background check (RCW 43.43.830).

                            C.       Have a driving record acceptable by the Districts insurance company.

                              D.       Be recommended by Fire Chief for membership.

                              E.       Receive approval from the Board of Commissioners.

F.       Must reside within geographical boundary identified in section 8.0.  Chief can waive if deemed appropriate.

G.      Must be 18 years to apply; except High School Cadets.

H.       Must have a High School diploma or GED; except High     School Cadets.

I.        Must pass a District physical ability test.

J.       Must have a valid Washington State Driver’s License & vehicle liability insurance

K.       Must meet medical standards for the District.

L.       Must pass a drug test.

3.4 APPLICATION MATERIALS

All candidates will complete a District Employment Application.

Questions from applicants regarding the application process should be directed to the Fire Chief or designee.

3.5 TESTING

An applicant’s selection will be determined by evaluation of the following criteria: 

A.       The applicant’s level of training, education, and work experience relative to the requirements of the position.

B.       The applicant’s mental and physical fitness relative to the requirements of the position.

C.       The results of an oral interview and/or examination panel.

D.       The results of a written test and/or assessment center.

Testing used in the selection process will be approved by the Board of Commissioners.

3.6 SCHEDULING INTERVIEWS

The Fire Chief or a designee will be responsible for scheduling interviews.

3.7 INTERVIEW BOARD

The Fire Chief or a designee will select individuals to act as an Interview Board. Interview questions will be in accordance with the provisions of Chapter 162-12 of the Washington Administrative Code, Pre-Employment Inquiry Guide. All members of the Interview Board will receive a copy of Chapter 162-12 of the Washington Administrative Code and be Familiar with its provisions.

3.8 INTERVIEWING AND SELECTION CONSIDERATIONS

Interviewers will restrict their questions and selection considerations to those permitted by following:

WAC 162-12-140 FAIR PRE-EMPLOYMENT INQUIRIES: It is an unfair practice by any employer to refuse to select any person because of such person’s age, sex, marital status, race, creed, color, national origin, or the presence of any sensory, mental or physical handicap, unless based upon a bona-fide occupational qualification. The prohibition against discrimination because of such handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. (Emphasis added).

RCW 49.60.180 (4) AND RCW 49.60.200:  Declare that certain pre-employment inquiries and specifications are unfair practices of employers and employment agencies. They contain the same exception for bona-fide occupational qualifications.

WAC 162-16-020: “The term ‘bona-fide occupational qualification’ has not been defined by the legislature. Its meaning must be worked out through experience in administering the law and with reference to the general purposed of the law against discrimination and other expressions of public policy. The human rights commission has so far recognized two areas where race, creed, color, national origin, age, sex, marital status, or handicap may be a bona-fide occupational qualification:

A.       Where person’s race, creed, color, national origin, age, sex, marital status or handicap will be essential to, or will contribute to, the accomplishment of the purpose for which the person is hired.

B.       When race, creed, color, national origin, age, sex, marital status, or handicap must be considered in order to correct a condition of unequal employment opportunity.”

SECTION 504 OF THE REHABILITATION ACT OF 1973

In the event an applicant has a disabling condition which may affect his or her ability to perform a portion or all of the essential functions of the job, an employer may not make pre-employment inquiry of an applicant as to whether the applicant is a handicapped individual or as to the nature or the severity of a handicap. An employer may, however, make pre-employment inquiry into an applicant’s ability to perform the essential functions of the job. If an applicant identifies a limiting condition during the interview, discussions regarding accommodation are entirely appropriate.

The Fire District will make reasonable accommodation to the known physical or mental limitations of a qualified handicapped applicant unless such accommodation would impose an undue hardship on the operation of the District. Reasonable accommodation may include:

A.       Making facilities used by the organization readily accessible to and usable by handicapped persons.

B.       Job restructuring, modified duties of flexible work scheduled, rest periods, etc. 

Questions regarding accommodations for qualified individuals should be referred to the Fire Chief. All accommodations will be made in consultation with the individual and their physician.

3.9 BACKGROUND CHECKS

Reference checks will be completed prior to a candidate’s appointment. The Fire Chief or a designee will:

A.       Contact three references, two of which must be previous employers.

B.       Submit a Child/Adult Abuse Form to the Washington State Patrol according to Chapter 486, Laws of 1978.

C.       A driving record abstract request form must be submitted by the applicant to be eligible to operate Fire District vehicles.

4.0 APPOINTMENTS

Appointments will be made by the Fire Chief, but will be contingent on the following conditions being met:

4.1 PHYSICAL EXAM

Successful Applicants will be required to undergo a physical examination by the Department Physician based on Washington State Volunteer Firefighters physical examination standards for part-time members and Washington State LEOFF II physical examination standards for career members. The examination will be administered after the candidate has been accepted for employment but before their official first day.

4.2 SUBSTANCE ABUSE

The physical examination will include substance abuse testing. If the results are positive and the applicant makes a request, the Department will allow a second test. No applicant will be hired before passing this requirement.

5.0 ORIENTATION OF NEWLY APPOINTED MEMBERS

The Fire Chief is responsible for advising the new Member of the general practices of the Department. The Member’s Supervisor and the Fire Chief will have joint responsibility for the new Member’s orientation. The Fire Chief is responsible for ensuring members and/or appointees meet continuing training and education requirements.

6.0 PROBATION OF NEWLY APPOINTED MEMBERS  

The Fire Chief will provide the appointee with the requirements necessary to successfully complete probation and meet on-going Department requirements. The probationary period provided the Department with an opportunity to determine an individual’s ability to adjust to Department responsibilities.

6.1 LENGTH OF PROBATION

  • New members will serve twelve (12) month probation with a review at the end of recruit school and the end of the probation period.
  • Promoted members will serve a twelve (12) month probation period in their new assignment with a review at the end of six (6) months and a final review to be released from probation.
  • Probation may be extended or reduced based on recommendations of the Fire Chief and District Officers.

6.2 PROBATIONARY TERMINATION

During the probationary period a new Member/Appointee may be discharged at any time, and has no grievance or appeal rights.  In accordance with Policy 2106 all members are “at will” employees.

6.3 PROBATIONARY REQUIREMENTS

The following probationary requirements must be met before an Entry Level Member will be granted regular status:

A.       Satisfactorily complete the Basic Fire Fighting course.

B.       Satisfactorily complete the Fire District Recruit Orientation class.

C.       Complete and maintain first aid and CPR certification.

D.       Meet the call and training requirements in Policy 2110.

E.       Receive a satisfactory written evaluation by the assigned officer.

F.       Complete a review of District Policies and Procedures, Rules and Regulations.

G.      Complete a safety briefing.

H.       Physical Exam.

I.        Obtain EVIP certification

Probationary requirements for promoted members are outlined by the Fire         Chief and agreed upon by the member and the Chief at the time of promotion.

7.0 DISTRICT PROVIDED BENEFITS FOR PART-TIME MEMBERS

The following benefits have been authorized by the Board of Commissioners to provide incentives and recognize Members for services provided to the community on behalf of the Fire District:

7.1 PAYMENT FOR DRILLS, SCHOOLS, AND ALARMS

As established by the Board of Commissioners, the Fire District will pay an hourly rate for responding to alarms, attending training sessions, and participation in fire service related school as approved by the District. The hourly rate may vary according to the qualifications of the members.

7.2 WASHINGTON STATE VOLUNTEER RELIEF AND PENSION FUND

The District will provide Insurance coverage supplied by Washington State Volunteer Relief and Pension Fund for injuries accrued when performing duties as a firefighter, emergency medical responder, and while attending approved training and other District functions.  Eligible Members are enrolled in the relief program within 24 hours of date of hire.

In January following the date of hire of each member excluding Cadets (Cadets are eligible the January following promotion to firefighter), the District contributes funds on behalf of each eligible member towards a pension plan (retirement) for each member through the Washington State Volunteer Relief and Pension Plan.  Members are fully vested after 25 years and would then receive a full monthly pension after age 65.  If less than 25 years are made or pension is drawn before age 65, the monthly pension payment decreases accordingly, to qualify for a monthly pension at least 10 years of service have to be made.

7.3 VOLUNTEER INSURANCE PROGRAM

The District provides an Insurance savings program based on longevity, members are required to meet training and participation requirements.  Members are enrolled, upon hiring, in the District’s supplemental insurance, which compensates the member over and beyond the normal limits of Worker’s Compensation insuring members do not lose any wages based on an injury incurred while doing fire department business and pays medical expenses above and beyond the relief program payments.  This insurance program carries a $40,000 death benefit.

7.4 LIFE INSURANCE

Upon completion of the one year probation period, members are enrolled in a Life Insurance Program providing a $25,000 death benefit.  The life insurance is whole life meaning it has a “savings account” attached to it, members are 100% vested after 10 years of service.  If a member leaves before 10 years, they have the option of taking over the policy or cashing out and receiving a portion of the policy amount based on longevity.

  1. Vesting Schedule: Members will begin a vesting schedule after three years of service in accordance to the following schedule:

    Vesting year:

    • 0
    • 0
    • 0
    • 10%
    • 25%
    • 40%
    • 55%
    • 70%
    • 85%
    • 100%
  2. Due to the nature of a whole life policy the District must pay into the policy on a yearly basis to keep the policy current which prohibits the District to not pay in during leave of absence or activity levels below standards.When determining the vesting schedule payout the District will not count years the member took a leave longer than six months or any years the member did not meet the member requirements outlined in 7.5 of this policy.
  3. A member must successfully complete the District’s mustering out process to receive any vested funds.This process shall involve the following: return of all issued equipment and proper withdrawal paperwork.
  4. At termination of the policy, the member may:
    1. Elect to independently maintain the program.
    2. Receive all vested values in the form of a lump sum payment.
    3. Receive all vested values in the form of an annuity, as provided in the terms of the underlying contract with the insurance company.
  5. All unvested funds are the property of the District sponsoring this program.
  6. If the District terminates this program, each participating member shall be considered 100% vested and will receive the net cash value minus any administrative costs assessed by the insurance company.

          7.5 MEMBER REQUIREMENTS

Each member is required to meet the following qualifications to maintain benefit eligibility for pension plan and Life insurance:

  1. Successfully complete recruit training.
  2. Successfully complete probationary period.
  3. Maintain medical certification.
  4. Meet annual training requirements.
  5. Attend 50% of drills.
  6. Attend minimum of 15% of incidents at assigned station per year.

7.6 CAREER BENEFITS

          Career members in addition to salary compensation are eligible for medical/dental insurance, deferred compensation, vacation and sick time.  These benefits are outlined in separate policies and Board of Commissioners resolutions.

8.0 GEOGRAPHICAL BOUNDARY FOR MEMBERSHIP

2109 membership boundary map.docx