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5.f Adopting a revised job description for the Fire Chief Staff Report Date of Meeting: June 19 2018 To: City Council From: Neil Soltis, Administrator Re: Fire Chief Job description Background: At the May 15 meeting Resolution 05-15-18-09 was passed providing for increased compensation for the Fire Chief to perform up to 24 hours per week of administrative work at an hourly rate of $28.85 per hour and continue to be paid an hourly rate of $14.33 for responding to calls for service. Based on this change in duties a job description has been drafted to better identify and duties and responsibilities of the Fire Chief and to segregate which duties will be performed based on the administrative and response rates of pay. At the June work session there was a discussion regarding the position and the listed duties and responsibilities. The attached job description reflects the comments made by the Council Issue: Should the job description for the Fire Chief be approved to reflect change in compensation for administrative and fire prevention responsibilities. Proposal Details: The job description has been modified to segregate the duties that will be performed based on on-call fire and EMS response and the administrative and fire prevention duties. The job description establishes a 28 day work period for the position in order to minimize the potential for payment of overtime. Fiscal Impact: The 2018 budget approved by the Council in December, 2017 provided funding for the change to the increased hours to perform administrative and fire prevention duties. Options: 1. Approve the job description 2. Modify the job description 3. Take no action Recommendation: Option 1 Fire Chief Job Description – effective July 1, 2018 1 CITY OF SCANDIA, MINNESOTA POSITION DESCRIPTION TITLE: FIRE CHIEF STATUS: Administrative - Part-time (24-hours/ week) regular position EMS & Fire Response – Paid-on-call FLSA Non-Exempt – 28 day work period REPORTS TO: City Council GENERAL REQUIREMENTS This Fire Chief is responsible for delivering an effective program of fire prevention, inspection, protection and suppression services. The Fire Chief leads and manages a paid -on-call staff in providing response to a wide range of emergency, rescue, and medical response incidents. In addition to field response, this position is responsible for overseeing all aspects of the department’s administration, including management of personnel, budget, equipment, training, and community outreach. This position also acts as the City’s Fire Marshall and the City’s Emergency Management Coordinator. This position reports to the City Council and works collaboratively with members of the city’s leadership team on a variety of city-wide issues. SUPERVISION OF OTHERS The Fire Chief Department supervises all Department Officers and Paid-on-call Fire Fighters. ROLES AND RESPONSIBILITIES Emergency Response  Responds to fire, rescue and medical emergency calls and direct firefighters at scene; determine level of response required and coordinate response with other agencies.  Assigns personnel and equipment to such duties and uses as the service requires;  Provides effective and prompt fire prevention, suppression, and rescue services. Administrative & Fire Prevention  Establishes and maintains written policies, goals and objectives designed to provide high- quality, cost-effective fire prevention and suppression services to residents and businesses within the service area.  Develops long-range plans for acquisition, maintenance and restoration of firefighting equipment and facilities for incorporation into the Capital Improvement Plan. Seeks alternative sources for funding including applying for grants. Implements approved plans within the designated timeline and budget. Fire Chief Job Description – effective July 1, 2018 2  Develops and maintains Emergency Operations Plan and Continuity of Operations Plan  Leads ongoing evaluation of services and develop recommendations for their improvement.  Works collaboratively as part of the city’s leadership team to ensure the most effective and efficient delivery of municipal services as a whole.  Prepares monthly statistical reports and effectiveness metrics for department impro vement and distribution to the City Council. Attends City Council meetings.  Seeks to reduce city and township ISO ratings.  Administers and oversees all aspects of Fire Department budget.  Directly supervises assistant chiefs and officers.  Manages firefighting personnel, including planning, recruitment, training, assignments, performance evaluation and discipline in accordance with City policies.  Sets annual training requirements and objectives.  Recruits and trains new firefighters and officers as necessary.  Administers on-going program for the maintenance of all facilities, vehicles and fire equipment for compliance with regulations.  Enforces state and local fire codes.  Recommends ordinance changes to establish effective fire inspection and pre vention programs  Prepares fire plans for all commercial, industrial, institutional and other similar type buildings and inspects annually  Inspects existing businesses, multi-family and townhome dwelling units to ensure compliance with the International Fire Code as required; responds to complaints and issues corrective orders when appropriate.  Develops and implements fire prevention programs and education at various levels, age groups and venues.  Maintains cost-sharing agreement with adjacent township.  Participates in external meetings, seminars and trainings designed to keep informed of recent trends in the field, industry best practices, and new technologies.  Represents the department at a variety of regularly scheduled and special city meetings, community events, and workshops. Fire Chief Job Description – effective July 1, 2018 3  Establishes and maintains effective collaborative working relationships with City leadership, Townships, County, and other emergency service agencies and organizations.  Participates as a member of various city and department committees  Performs other work as directed by the City Council. REQUIREMENTS  Graduation from high school or GED equivalent.  Four (4) years prior work experience in firefighting and prevention and emergency medical services in a supervisory capacity.  Must reside or be employed within an eight minute response time to the City of Scandia Fire Station.  No disqualifying criminal histories within the past seven years.  Ability to meet Departmental physical standards.  Possesses a valid driver’s license and Firefighter I and II, and EMT certifications.  Ability to maintain Minnesota Firefighters and EMT Licenses.  Participates in NIMS training up to ICS-300 within 1 year of appointment. KNOWLEDGE, SKILLS & ABILTIES  Working knowledge of state and local fire codes and modern fire suppression and prevention activities.  Thorough knowledge of emergency medical services principles, procedures, techniques, and equipment.  Skill in the operation of Departmental tools and equipment.  Ability to effectively and consistently supervise, motivate, develop and discipline staff.  Ability to respond as a leader and make command decisions in emergencies requiring the use of sound judgment and decisive actions.  Ability to plan and develop organizational goals and objectives, take initiative, facilitate organizational change and communicate goals and objectives to department personnel, elected officials, and the general public. Fire Chief Job Description – effective July 1, 2018 4  Ability to support department recommendations within a context of objective analytical data and justifiable cost.  Ability to work successfully under stress, pressure and changing conditions. Ability to evaluate situations, innovate, improvise as necessary, and adapt in a timely fashion.  Ability to communicate directions, policies, laws, explanations and recommendations clearly, both orally and in writing.  Ability to establish and maintain effective working relationships with department heads, other employees, other emergency service providers, public officials and the general public.  Ability to maintain a high level of integrity and ethical performance at all times for all members of the department, including self. 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 job. 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.  Hours of work will extend beyond normal office hours, including meetings, response to fire calls, and community events.  Administrative work is performed primarily in office, Emergency response work is primarily performed in vehicles, and outdoor settings, in all weather conditions, including temperature extremes, during day and night shifts. Fire Chief Job Description – effective July 1, 2018 5  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.  Must be able to work for long periods of time, requiring sustained physical activity, intense concentration and the ability to make decisions under pressure.  This position will interact with citizens and staff in high-stress, emotional situations and will be required to make command decisions in potentially life-threatening situations.