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5. Discussion on transition of Fire Chief from volunteer to part-time Staff Report Date of Meeting: May 2, 2018 To: City Council From: Neil Soltis, Administrator Re: Changing the Fire Chief position from volunteer to part-time Background: The following are areas that should be discussed with regard to the budgeted change of the position from Volunteer to Part-time. Any changes will be incorporated in a revised job description, a revision to the ordinance relating to the Scandia Fire & Rescue Department, and the resolution setting the compensation. Issues to be addressed include: What needs to be updated in Ordinance 117 establishing the Fire Department? Need clarity as to wages and work schedule. What happens if there is a run during the part- time hours? Is the attendance at the following meeting considered to be a part of the part -time hours or considered for payment based on the current practice  City Council meetings  Washington county chiefs association,  CAP City Regional meeting  Public relations events  Fire Prevention events  Fire Safety events  Outside training  Relief Association meetings and activities  Relief Association fundraiser What changes should be made to the officer job descriptions based on the work that will be performed during the part-time hours To clarify the expectations additional information is needed to clarify these listed essential duties:  Prepare reports and requested information by various groups. o What reports are mandatory and what is the frequency of those reports o What reports are elective and what is the frequency of those reports  Inspections - equipment o What inspections / reports are mandatory and what is the frequency o What are elective on the part of the Department  Inspections – community (e.g. houses, businesses) o What inspections / reports are mandatory and what is the frequency o What are elective on the part of the Department In updating the essential duties there are a number of the current are redundant. Additional essential duties could include: • Fire Prevention and Fire Safety o Update of Fire Prevention Code Regulations o Public Education on Fire Prevention and Fire Safety o Performs Fire Inspections o Fire Prevention Code enforcement, evaluation, and training • Personnel & Training o Firefighter Recruitment and retention plan o Update Department policies and incorporate into City’s personnel policies o Plan, conducts training exercises • Planning and coordinating of Fire and EMS operations o Evaluation of service delivery options (ex. - EMS) o Coordination delivery of ambulance services o Investigate options to increase revenues (charges for service, grants) o Prepares fire plans for all commercial, industrial, institutional and other similar type buildings and inspects annually o Works to maintain / improve ISO rating • Emergency Management o Develops and maintains Emergency Operations Plan o Develops and maintains Continuity of Operations Plan  Department Administration o Equipment Maintenance and Inspections o Facility maintenance and inspections o Departmental purchasing o Comply with Minnesota Data Practices Act. Going to the future should update the job qualifications to include the following and what else? • Four (4) years Fire supervisory experience. Fire service supervision preferred. • First Responder Certified, EMT preferred Certified • NIMS training up to ICS-300 within 1 year of appointment • Fire Inspector Certified within 1 year of appointment • Public Fire Safety Education Training – x hours / year CITY OF SCANDIA ORDINANCE NO. 117 AN ORDINANCE RELATING TO FIRE PREVENTION AND PROTECTION AND ESTABLISHING THE SCANDIA FIRE AND RESCUE DEPARTMENT The City Council of the City of Scandia hereby ordains: Section 1. CREATION OF THE FIRE AND RESCUE DEPARTMENT. Subdivision 1. Creation. The creation of a volunteer fire department known as the Scandia Fire and Rescue Department, which was established as the New Scandia Volunteer Fire Department in 1952, is hereby affirmed. Subdivision 2. Purpose. The Department shall be responsible for the prevention and suppression of fires, the protection of life and property against fire, and the rendering of emergency services. The Department shall be equipped with such apparatus and other equipment as may be required for its purposes. Section 2. PERSONNEL Subdivision 1. Generally. The Department shall consist of a fire chief, two assistant chiefs and such number of firefighters as shall be determined from time to time by the City Council. All firefighters shall be hired by the City Council as part-time, on-call employees of the city, and shall be subject to requirements established from time to time by the City Council pertaining to the qualifications, physical condition, training, duties and such other matters as may be required for the lawful and safe operation of the Fire Department. Subdivision 2. Duties of the Chief. The chief shall report to and be accountable to the City Council. The chief shall be responsible for and have control at all times over the care and condition of all the firefighting apparatus, equipment, firefighters and quarters used by the fire department. The chief shall be responsible for the training and supervision of the members of the department, subject to policies and procedures established by the City Council. The chief shall make recommendations to the Council concerning the needs of the department, and maintain records concerning all activities of the department. The chief shall assist the proper authorities in suppressing the crime of arson by investigation or causing to be investigated the cause, origin and circumstances of all fires. Subdivision 3. Selection of Officers. (A) The chief shall be appointed by the City Council for a term of four years ending on December 31, 2012 and every fourth year thereafter. The City Council may solicit the recommendation(s) of the members of the Fire Department prior to appointment of the chief. (B) The assistant chiefs shall be appointed by the City Council for a term of two years ending on March 1, 2011 and every second year thereafter. The City Council Draft Ordinance No. 117 2 shall solicit the recommendation(s) of the chief prior to the appointment of the assistant chiefs. (C) The chief may appoint other officers within the department for terms not to exceed two years as may be deemed necessary for the management of the Fire Department, subject to approval by the City Council. Subdivision 4. Rules and Policies. The City Council shall have the power and authority to approve rules for the government of the Fire Department, define the duties of its officers and provide for the discipline and/or discharge of all personnel. Section 3. COMPENSATION Compensation of all Fire Department personnel shall be as established by City Council resolution from time to time. Section 4. POLICE POWER The members and officers of the fire department shall possess the police powers necessary to carry out the duties imposed upon them by law, while engaged in the service of fire protection or providing emergency services. Section 5. FIREFIGHTER RELIEF ASSOCIATION The members and officers of the fire department shall organize themselves into a firefighter’s relief association. Section 6. REPEALER. Any ordinance or resolution that may be in conflict with this ordinance is hereby repealed. Section 7. EFFECTIVE DATE. This ordinance shall become effective upon its passage and publication according to law. Passed and adopted by the City Council of the City of Scandia this 19th day of May, 2009. Dennis D. Seefeldt, Mayor ATTEST: Anne Hurlburt, Clerk/Administrator Volunteer Fire Chief Job Description Approved by City Council 5/19/09 1 Scandia Fire & Rescue Volunteer Fire Chief Position Description GENERAL REQUIREMENTS Performs a variety of technical, administrative, and supervisory duties in planning, organizing, directing and implementing f ire prevention, suppression and emergency medical services to prevent or minimize the loss of life and property by fire and emergency medical conditions. SUPERVISION RECEIVED Works under the general guidance and direction of the Mayor and City Council. SUPERVISION EXERCISED Supervises the Department Officers, (Volunteer Assistant Fire Chiefs, Volunteer Captains, Engineer) and Volunteer Fire Fighters. ESSENTIAL DUTIES AND RESPONSIBILITIES  Plans, coordinates, supervises and evaluates Fire and EMS operations.  Establishes policies and procedures for the department in order to implement directives from the Mayor and City Council.  Plans and implements Fire and EMS programs for the City in order to better carry out City policies and goals.  Maintains policies and supervises the discipline and conduct and general behavior of supervised personnel.  Reviews departmental performance and effectiveness; formulates programs or policies to alleviate deficiencies.  Supervises and coordinates the preparation and presentation of an annual budget. Directs the implementation of the Departments’ budgets; plans for and reviews specifications for new or replaced equipment. Controls the expenditure of departmental appropriations.  Responds to alarms and may direct activities at the scene of major emergencies.  Supervises the inspection of buildings and other properties for fire hazards and enforces fire prevention ordinances.  Directs and or supervises the operation of departmental in -service training activities.  Submits monthly reports of the Departments activities and prepares a variety of other reports as appropriate including the annual report of activities.  Plans departmental operation and makes recommendations to the Council with respect to equipment, apparatus, and personnel; supervises the implementation of such plans.  Assigns personnel and equipment to such duties and uses as the service requires; evaluates the need for and recommends the purchase of new equipment and supplies. Volunteer Fire Chief Job Description Approved by City Council 5/19/09 2 PERIPHERAL DUTIES  Meets with elected or appointed officials, other Fire/EMS officials, community and business representatives and the public on all aspects of the Departments’ activities.  Attends conferences and meetings to keep abreast of current trends in the field; represents the City Fire/EMS Departments in a variety of local, county, state and other meetings.  Performs the duties of command personnel as needed and fulfills obligations during duty days or duty weeks.  Serves as a member of various city and department committees. QUALIFICATIONS Education and Experience:  Graduation from high school or GED equivalent.  Four (4) years prior work experience of a progressively responsible nature in fire fighting and prevention and emergency medical services.  Four (4) years supervisory experience. Fire service supervision preferred.  FFI & FFII State of MN Certified  First Responder Certified, EMT preferred KNOWLEDGE, SKILLS & ABILTIES  Thorough knowledge of fire suppression and prevention and emergency medical services principles, procedures, techniques, and equipment  Working knowledge of first aid and resuscitation techniques and their application as demonstrated through State Medical Certification  Considerable knowledge of applicable laws, ordinances, departmental standard operating procedures and regulations  Skill in the operation of listed tools and equipment.  Ability to train and supervise subordinate personnel  Ability to perform work requiring good physical condition  Ability to communicate effectively orally and in writing  Ability to exercise sound judgment in evaluating situations and in making decisions  Ability to effectively give and receive verbal and written instructions  Ability to establish and maintain effective working relationships with other employees, supervisors and the public  Ability to meet the special requirements listed below SPECIAL REQUIREMENTS  Must be eighteen (18) years of age or older at time of hire and residing or employed within a fifteen minute response time to the City of Scandia Fire Station  Must possess a valid State Driver’s license  No felony convictions or disqualifying criminal histories within the past seven years  Ability to read and write the English language  Ability to meet Departmental physical standards Volunteer Fire Chief Job Description Approved by City Council 5/19/09 3 TOOLS AND EQUIPMENT USED Emergency medical aid unit; fire apparatus, fire pumps, hoses, and other standard firefighting equipment, ladders, first aid equipment, radio, pager, personal computer, phone. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this j ob. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is required to sit; talk or hear; stand; walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.  The employee is required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.  The employee must lift and/or move up to 10 pounds and occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is performed primarily in office, vehicles, and outdoor settings, in all weather conditions, including temperature extremes, during day and night shifts.  Work is often performed in emergency and stressful situations. Individual is exposed to hearing alarms and hazards associated with fighting fires and rendering emergency medical assistance, including smoke, noxious odors, fumes, chemicals, liquid chemicals, solvents and oils.  The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration.  The noise level in the work environment is usually quiet in office settings, and loud at an emergency scene. Items that will be affected by new fire chief schedule 1. Personnel Reviews a. Must do 25 to 30 each year b. Create training goals and needs 2. Personnel files a. Includes i. Tracking training in fire & EMS ii. Track promotions iii. Track pay scale iv. Track discipline 3. SOG’s - Create needed procedures and review at least annually. a. These give all members the same rules to follow and direct others with uniformity. 4. More in depth monthly city reports a. Include more items accomplished each month. 5. Detailed end of year report. a. More in depth report to be posted on city web page 6. Update and review existing/new preplans. a. Keep plans current. 7. Attend meetings at the county. a. These are almost always held during business hours 8. Attend annual chiefs conference a. Week day/night conference. 9. Attend national conference a. Large demonstration and classes (week day) 10. Preform hose testing a. Required annually 11. More in depth monthly budget review. 12. Create annual budget 13. Attend national fire academy. a. Paid for by federal government, week long class in Emmitsburg Maryland. 14. Computer/IT support 15. Work with county to implement new dispatch system 16. Work with bold planning to create EOP. 17. Work with community to follow address ordnance 18. Research vendor pricing for consumables to achieve best pricing. . Duties ● Verify fire calls entered into MNFIRS are correct (Assistant Chief also) ● Coordinate and approve payroll (Assistant Chief also) ● Meet with vendors and order equipment ● Meet with FF to discuss equipment needs = not completed efficiently ● Approve equipment repairs ● Track consumable inventories – e.g. Foam, cleaning supplies, hose, floor dry, water and Gatorade ● Track turnout gear – Boots, pants, helmets, coats, SCBA mask ● Track radio and pager inventory, repair, and batteries – Bi annual battery reconditioning/charging (Assistant Chief also) = not completed efficiently ● Track box light and flashlight inventory and repairs = not completed efficiently ● Track SCBA ● Prepare and monitor budget ● Review and approve invoices from vendors ● City council meetings ● Outside meetings – Washington county chiefs association, CAP City Regional meeting (Assistant Chief also) ● Fire prevention = not completed efficiently ● PR events = not completed efficiently ● Firefighter recruitment and retention (Captains also) ● Work to maintain/improve ISO rating ● Coordinate training (Captains also) ● Respond to fire/medical calls ● Coordinate with fire investigators ● Coordinate with relief association = not completed efficiently ● Coordinate outside trainings and schools (Captains also) ● Grants = not completed efficiently ● Meet and work with WASHCO dispatch on new CAD dispatching system – update officer and phone list ● Meet with neighboring fire departments about response and mutual aid = not completed efficiently ● Training burns (Assistant Chief also) (Captains also) ● Annual relief fundraiser ● HR for fire department = Is very time consuming ● Monitor fire response and training percentages – meet with members (Captains also) = not completed efficiently ● Prepare reports and requested information by various groups. E.g. city council, washco, state & federal (Assistant Chief also) ● Create, update, review, disseminate, and train on new or existing FD policies, SOG’s, and SOP’s. (Assistant Chief also) (Captains also) = not completed efficiently ● Coordinate with PD and public works on response, infrastructure, and any other issues = not completed efficiently ● Resolve radio and pager issues (Assistant Chief also) = not completed efficiently ● Facilitate hiring from application through probation (Assistant Chief also) ● Organize fit testing and medicals (Assistant Chief also) ● Update maps ● Meet with local newspaper/ PIO activities ● Gas monitor calibration and paperwork (Captains also) ● Issue special burn permits ● Work with the building department on new roads, development, and plan review = not completed efficiently ● Monitor severe weather sirens – coordinate repair and maintenance = not completed efficiently ● Return phone calls (Assistant Chief also) ● Emergency management for city ● Develop and update city EOP ● Active shooter policy and response plans = not completed efficiently ● Pre-fire planning (Assistant Chief also) = not completed efficiently ● Modernizing the FD = not completed efficiently ● Meet with DNR or 3rd party contractors on prescribed burns ● Track gear washing = not completed efficiently ● IT repair and needs for fire department = not completed efficiently ● CIP – equipment replacement program and truck replacement committees ● Coordinate facilities maintenance and repair = not completed efficiently ● AED maintenance and tracking