A third-party investigator hired by the village found that violations by firefighters to the Clarendon Hills Fire Department’s callback policy cost the village close to $53,000 between the start of 2020 and Oct. 1, 2023.
A report by Charles Hervas of the law firm, Hervas, Condon & Versani, P.C., in Itasca, concluded that there were 1,592 callback violations during that period, accounting for 11% of the total Emergency Medical Services (EMS) and fire callbacks.
Village Manager Zach Creer said the Village received a series of complaints about training, payroll practices, and professionalism within the fire department. That is what prompted the hiring of Hervas to investigate, specifically, the payroll violations.
“This investigation was necessarily narrowed due to cost and time constraints to violations involving callbacks on mutual aid calls,” Creer said.
He said once violations were verified, the village took corrective action by first pausing callbacks, having the investigation done, and then enacting proper internal controls to prevent future violations.
“Subsequently, a new door system was installed that tracks attendance, new attendance sheets were put in place and past practices on ‘rounding up’ and pyramiding hours were remediated,” Creer said. “Cameras are also being installed on all village facilities.”
In addition, employees without proper training were removed from shifts and required training was scheduled. Employees have received ethics training as well as extended training on proper payroll procedures.
“Acting Chief (David) Godek is conducting a review of recent major incidents to make recommendations on further improvements,” Creer said, adding that former Police Chief Paul Dalen was hired to oversee the department, establish new policies and an updated training program.
In his report, Hervas stated that he completed several interviews with various village staff and fire department personnel, reviewed documentation relating to the establishment of the fire department, policies and procedures of the fire department, and hundreds of pages of fire department incident attendance reports, also known as callback sheets, spreadsheets relating to carbon monoxide and trouble alarms, Hinsdale assist, and Westmont assist.
Hervas stated that he also reviewed memos, emails, Village Board minutes and video, and the forensic audit of attendance reports.
Hervas found during his interviews with former Fire Chief Brian Leahy and other fire department officers there was considerable confusion in the department about callback policies. The callback process involved notifying Paid on Call (POC) personnel of a need to respond to the fire station to assist the four on-duty personnel. In many instances the callbacks are necessary. Callback personnel are paid a minimum of one hour, even if they spend less than one hour on the callback, and a callback was not necessary for certain alarms and assist calls for Hinsdale and Westmont lasting less than 15-20 minutes.
As for complaints about improper callbacks, Leahy noted tension and animosity between the Paid on Call firefighters and the part-time firefighter/paramedics, Hervas stated in his report. Leahy viewed the paramedics as the main complainers.
In addition to admitted confusion on callback procedures, the fire department attendance reports reflect an abuse of the callback process, Hervas stated in his report.
Along with steps already taken to hopefully prevent future callback issues, Hervas suggested that the Village should address issues involving Paid on Call firefighters and the part-time firefighter paramedics.
“The tension between the two groups was an issue in every interview/interrogation,” he wrote. “The success of the fire department model used by Clarendon Hills requires a strong working relationship among all employees.”
Chuck Fieldman is a freelance reporter for Pioneer Press.
