Veterans affairs administrator fired following investigation by Jasper County

Alyssa Wilson said she did not have enough time in the day to do her job, but the findings from an internal investigation into the veterans affairs administrator’s working habits say that is because she often arrived late, left early, had extended lunch periods and other breaks and even falsified her timesheets.

In addition to a number of other alleged policy violations that Jasper County uncovered within the past three-and-a-half months — including insubordination and failure to follow proper procedures during home visits — the veterans affairs commission decided in a 4-1 vote to fire Wilson, effective immediately.

Wilson was placed on paid administrative leave on Dec. 5, less than a week before the commission meeting. She had to turn in her keys and remove all personal items from her office. In the meantime, shared benefits coordinator Josh Price answered calls to the veterans affairs office and handled any walk-ins.

The internal investigation report from human resources showed more than 60 instances of Wilson not working a full work day or taking time off.

INTERNAL INVESTIGATION REPORT MADE PUBLIC

Information about the investigation was shared publicly during the veterans affairs commission meeting on Dec. 11 inside a relatively packed conference room at the Jasper County Administration Building. Since Wilson was not present to request a closed session, the findings were discussed in an open meeting.

According to a copy of the internal investigation obtained by Newton News, the county alleged Wilson violated a number of working rules, which are divided into classes. If an employee violates Class I rules for the first time, it will not usually result in a discharge. Here are the Class I rules the county alleged were violated:

• Failure to begin work at start time.

• Frequent tardiness, absenteeism or leaving work early without authorized or just cause.

• Working unauthorized hours or violation of working hours, rest periods or lunch periods.

• Leaving employee’s workplace during work hours without authorization.

• Unauthorized extensions of break and/or lunch periods.

Jasper County also alleged Wilson violated Class II rules, which are of a more serious nature than Class I. Any violation of Class II rules will result in more serious disciplinary measures, up to and including discharge. Here are the Class II rules the county alleged were violated by Wilson:

• Dishonesty, theft.

• Deliberately falsifying, altering or supplying false information on county records.

• Failure to notify supervisor that the employee will be absent from work.

• Failure to follow the proper procedures or policies of the county.

• Absolute disobedience, insubordination or refusal to comply with reasonable instructors or authorized supervision.

From Aug. 19 until Dec. 5, human resources documented a timeline of instances where Wilson was completely absent from the office or worked shorter days. Many of these instances were not documented on her timesheet. Although Wilson is a salaried employee, she must still track her work for the county.

REPORT SHOWS PATTERN OF ABSENCES & SHORT WORK DAYS

Excluding the times she was on vacation or in training, Wilson did not work one full week in the office in the entire time she was being investigated.

Jasper County Veterans Affairs is open from 8 a.m. to 4:30 p.m. every weekday in the administration building near the 300 block of West Third Street North. Which means Wilson has roughly 30 minutes for a lunch and eight hours of work each day to reach 40 hours per week.

In those 108 days her work habits were being investigated, human resources indicated Wilson had left early about 15 times and was late to work around four times; the report also classifies many early departures and late starts as a “short day,” of which it was mentioned about 21 times in the report, increasing her tardiness.

The report also said Wilson was “out all day” on 10 occasions in a three-and-a-half month period. That amounts to 80 hours lost. Or two weeks of work.

However, absences can be covered by employers. When Wilson was out all day, she often cited that she was sick or her kids were sick or that she needed to go to a doctor appointment. While commissioners are supposed to be informed of when she will be gone from the office, the report shows they rarely were.

The report also shows Wilson utilized 55 hours of sick time, 52.5 hours of family sick time, 10.5 hours of vacation time and eight hours of floating holiday hours. It is also assumed Wilson did not work on Labor Day or the Thanksgiving holiday; that adds another 24 hours of holiday time.

In total, that is 150 hours missed in three-and-a-half months, whether it was excused or unexcused. That equates to a little less than four work weeks.

From the time the county started its investigation until human resources notified Wilson she was on administrative leave, approximately 78 work days had passed, which amounts to roughly 624 hours of work. Factoring in sick, vacation and holiday hours, Wilson was missing from the office about a quarter of the time.

IMPROPER CODING & HOME VISIT PROCEDURE VIOLATIONS

In late November, the report found three incidents of improper coding on Wilson’s timesheet. After previously mentioning she would be taking vacation around that time during past commission meetings, she documented 24 hours of sick time instead of vacation time on her timesheet.

Dennis Simon, director of human resources for Jasper County, confronted Wilson on Dec. 2 about the use of three consecutive sick days, and she revealed she had documented it incorrectly and was going to call payroll to check. Simon told Wilson to contact Melissa Hartgers at the auditor’s office to get it corrected.

Apart from issues of stolen time, the county alleged Wilson did not follow proper procedures when conducting a home visit on Oct. 30. Price asked Wilson if she wanted him to go with her to the home visit since commissioners stated they want two people there and that she inform the sheriff’s office before leaving.

Wilson said a social worker would be present, so she did not need him. Simon followed up with Lt. Brad Shutts of the Jasper County Sheriff’s Office and found that Willson had not contacted dispatch to notify them she was conducting a home visit. No call was logged providing any information of the sort.

REPORT PROVIDES NO DISCIPLINARY RECOMMENDATION

The investigation sustained the allegations against Wilson and concluded she violated Jasper County’s policies and procedures. No disciplinary action was noted, but the report said “it appears there is significant concern with Ms. Wilson’s ability to follow established procedures.”

Furthermore, the report stated the number of deficiencies identified between timesheets and the reasons for Wilson’s absences, tardiness or leaving early “shows intentional action to deceive the payroll system or proper utilization of accrual of vacation and/or stick time.”

Improperly documenting absences is perceived as theft of time from employers. According to the report, theft of time is “a major concern” of Jasper County. Simon’s report also noted Wilson failed to follow established protocol in notifying dispatch for when arriving or departing a veteran’s residence for a home visit.

Simon did not provide a disciplinary recommendation in his report, leaving the decision up to the commission.

“Disciplinary action is language taken straight from the county policy. Based on the severity of the infractions and the frequency, discipline can basically result in anything from nothing up to separation,” Simon said. “That will be up to the commission to determine.”

COMMISSIONERS UPHOLD FINDINGS IN THE REPORT

Fred Chabot was the only member of the Jasper County Veterans Affairs Commission to vote “no” on the motion to fire Wilson. Prior to that he even suggested a more “balanced” disciplinary action and made a motion that she be suspended without pay for two weeks. The motion died without a second.

While Chabot was willing to give Wilson a second chance in large part due to the amount of good she did for veterans in Jasper County, he was not shy in voicing his displeasure with the work habits outlined in the investigation. Chabot counted 63 instances where Wilson did not work a full work day or had time off.

“I would have looked to have been notified 63 times,” he said. “I took a look at both the text messages that I received from Alyssa Wilson and also email messages that I received from Alyssa Wilson with regard to those absences. I have no text messages from Alyssa Wilson … and I received only 14 emails.”

From what Chabot could see, there was a “gross abuse” of expected work hours. In the past three-and-a-half months, Chabot said it is apparent Wilson is not working an eight-hour workday and it is clear she is not working the expected number of hours for every pay period.

“There is a minority of days over that period of time, based on communications I’ve received, of her informing the commission in advance of taking sick leave or vacation time,” Chabot said. “There are many instances of her taking sick time or vacation time where the commission was simply not notified.”

Jerry Nelson, chair of the Jasper County Veterans Affairs Commission, said it is difficult to ask supervisors to allow for additional help when the administrator is not working the required time. In the past, there have been complaints lobbed at the office when veterans visited in person only to be met with closed doors.

It becomes even more frustrating for the commission since the state’s allotment for Wilson only amounts to 30 hours. Jasper County covered the other 10 hours to allow the administrator a 40-hour work week to better serve individuals coming to the veterans affairs office.

“We’re not getting 40 hours,” Nelson said.

Chabot added there has been a “constant drumbeat” from Wilson about not having enough time to serve Jasper County veterans.

“I took on the goal of coming up with data to present to the county supervisors in terms of overtime work … as a way to justify the need for a full-time veterans services officer in our office,” Chabot said. “That was a constant drumbeat that there was simply not enough hours to serve our veterans.”

VETERANS SUPPORTIVE OF WILSON ARE NOT HAPPY

Commissioner Kat Thompson recalled one of the first things Wilson said to her in one of their initial meetings together was that there isn’t enough time in the day to do her work. But she also told the newest member of the county veterans affairs commission that she was looking for a new job.

By Thompson’s calculations, there were 45 hours unaccounted for where Wilson was paid regular hours to be absent. Again, Simon said that is theft of time.

Chabot said several veterans have spoken very favorably and positively about the help Wilson has given them in seeking benefits. The commissioner wanted to make an impression on Wilson that this set of behaviors has to stop, which is when he suggested a two-week suspension without pay.

Other commissioners were not as willing to give Wilson a suspension. Nelson said any disciplinary action less than termination would not be sufficient. Nevertheless, Thompson wanted to take time to hear from the veterans in the room who either support Wilson or do not support her.

“What I’m trying to not have happen is we all look at this one-sided piece of paper and not get another side of it,” Thompson said.

Since Wilson was not there to defend herself, Thompson did not feel right making any action without at least some word from her supporters. Of which many were in attendance. Nelson was hesitant to the idea of opening up discussion for fear many would have a bias. Thompson did not care if they were for or against her.

Veterans in the audience called it a “witch hunt,” and they accosted the commissioners for even considering firing Wilson.

Randy Wagner, a veteran and a former commissioner for veterans affairs, recommended Wilson be counseled before the commission thinks about firing someone who is “doing a good job.” Thompson said as a taxpayer she would like the veterans affairs administrator, whose salary is tax dollars, to come to work.

“It doesn’t do me any good if they’re only here 60 percent of the time,” she said.

When Thompson asked Wagner what he would do if he was still on the commission, he said he would counsel her.

“If she does it again, she’s going to be looking for a new job,” Wagner said.

Thompson added, “She told me she was looking for a new job.”

EVIDENCE IS ‘INDISPUTABLE’ BUT WORKLOAD WAS DIFFICULT

Other veterans took a more calm approach and held back their attacks on the commission. They said the commission is justified in firing Wilson, but they also saw the value she brought in helping veterans get their benefits. They agreed she should be held accountable, but they appreciated her efforts.

“I’ve seen her at nursing homes. I’ve seen her at funerals. And I’ve also had phone calls after hours from her on her personal phone,” one veteran said. “…She probably should have documented everything that she did. You can’t be lazy when you’re accountable to somebody.”

Veterans lamented that Wilson had been told by commissioners to properly follow procedures, but they said she has also done a lot of good for veterans.

Nelson said, “I don’t disagree with you. She has done a lot. She is very talented at doing claims.”

John McMahon, a Vietnam War era veteran, argued Wilson’s workload has been difficult being the only person in the office certified. Most of the duties rested on her shoulders. McMahon said she carried that load for quite a long time. He hoped the commission considered her trying to handle everything on her own.

“It takes a load and it takes an effect on a person to try and do their job effectively for each and every veteran that she comes in contact with,” Wilson said. “I have positive thoughts about her, and, yes, the evidence you presented is indisputable but I hope to goodness you look at the load she been under.”

EXPECTATIONS SHOULD BE MADE UPFRONT

On multiple occasions Simon said he talked to Wilson about keeping the commission informed on her whereabouts, and he encouraged her to create a text group that would have all five members. That way she would only have to send one message. Based on his findings that did not occur regularly.

Nelson said, “It was hit and miss initially, and then it turned into none.”

If the commission does decide to fire Wilson, Wagner suggested the next person to fill her seat be clearly informed of what is expected of them. Still, he thought Wilson just needed to be thoroughly counseled. Commissioner Ed Spangenburg held up an employee handbook that both he and Wilson had to sign.

“It clearly states that you are to report to your supervisor if you are going to miss work, take vacation, sick time, unpaid leave — you have to have permission,” Spangenburg said. “She signed this just as well as I did and every member on this commission.”

Wagner was unrelenting, and he again reiterated the next department head of veterans affairs be told up front what is required of them.

“And that they’re going to be spied on by the county and by you guys and ladies,” Wagner said. “Keep an open mind now. Because we’re going to be watching you guys. I think, personally, you all should be replaced. My personal opinion. You’re not being fair to an employee who is doing her job.”

Thompson argued Wilson is not doing her job if she doesn’t come to work. Wagner called the commission hard-headed and accused them of not considering all that she has done for veterans. Wagner said every veteran in the room would stand up and defend Wilson for the help she has given them.

“What about the veterans that came and she wasn’t here?” Thompson asked.

ARGUMENTS ESCALATE, EMOTIONS RUN HIGH

While the veterans in the audience certainly seconded the motion from Chabot to suspend Wilson without pay — quite literally, in fact — the rest of the commission did not. When the motion was first introduced, another veteran in the audience spoke out against her. Fermin Iturbide said he came to the office three times.

All three times she wasn’t in the office, he said. Iturbide added that it was good she helped veterans, but he expected all 2,000 or so of the veterans in the county to be provided assistance. When Iturbide was in the service, he said excuses to not come to work were not put up with.

“We leave no man behind,” Iturbide said. “How many in the 45 hours that are unaccounted for, how many did she miss?”

Iturbide then questioned if any veterans killed themselves as a result of them not getting in contact with the veterans affairs office. Other veterans did not appreciate the sentiment. Many of them had expressed their displeasure when a similar comment was said at a past meeting by a commissioner.

No one is responsible for another person’s decision to kill themselves by suicide. When the audience told Iturbide to “not play that game,” he reacted in anger and told them he had lost people he cared about to suicide. The commission quickly tried to pivot away from the conversation.

Spangenburg moved on by making a motion to terminate Wilson due to the theft of time and other allegations. The motion was seconded by Thompson.

The audience was less than enthused.

“They had their minds made up before this even started.”

“They don’t give a (expletive) about us.”

“Two of you are happy now aren’t ya?”

“Merry Christmas.”

“I hope you all resign.”

In a follow-up with Newton News, Wilson provided little comment other than she was a salaried employee who worked numerous events on nights and weekends and would work in the evenings. In her mind, she never stopped working and her veterans always came first. She said she has always done what is best for vets.

“I’m going to miss them and I’m sorry this happened to them,” she said. “It has been an honor and a privilege to work with all of them.”