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8.c4 Staff Report Chief Remote Working Staff Report Date of Meeting: September 15, 2020 To: Honorable Mayor and City Council From: Mike Hinz, Fire Chief Re: Fire Chief Working Remotely Background: I was first appointed Chief on July 1, 2013. At that time, compensation for my position was a monthly stipend. Then on May 15, 2018, the City restructured my position as a part-time employee with a week hour expectation 24 hours per week for department administration functions. From the start, the City allowed me to set my own schedule to fulfil administrative responsibilities. I was able to move the time I was in the office around to best meet the needs of the job (some mornings and some evenings). I currently conduct fire department business 24/7 as needed. Department members, staff, the Washington County Sheriff’s Office and the public contact me at all hours of the day and night. The Fire Department’s organization structure consists of a chief, 2 assistant chiefs, 3 captains, 1 engineer and 23 firefighters. We are currently operating with a chief, 2 assistant chiefs, 1 engineer, 2 captains, an interim captain and 14 firefighters. The fire department is currently under staffed. We have been working hard to relieve this problem but it remains a persistent issue. Since we are understaffed, we do not have the necessary personnel to promote members up the ranks. We currently have 1 Captain out on medical leave. To add to this complication, we have been having persistent challenges filling this critical officer roll even on interim basis. As result the key, I believe to keeping the department function at its best is to maintain flexibility. Providing myself with the capacity to work remotely for part of the year would allow me to maintain department stability. I believe I have demonstrated that I have been able to work remotely in the past and still be able to effectively coordinate operations with the city administrator and fire department officers. Issue: Should the council approve allowing the fire chief to partially work remotely during pre- approved times of the year? Is there anyone else that is willing and capable to do the job? Proposal Details: With prior approval by the City Administrator, I would like to be able to work remotely to continue my supervision of my department during different select times of the year. Periods of remote work will be no more than 5 months out of the year, but during these periods I will return from time to time for in person training and attendance of City Council meetings. I would also attend any other meetings that have been scheduled for that time and any fire or rescue calls. As the City’s Emergency Manager, I will still be actively involved in emergency management issues and will able to manage most related tasks remotely. In addition, I am willing to return to the City in person, if necessary. I was on vacation in March when COVID-19 first started to affect the operation of the city and was able to work with fire department officers and city staff to control and manage our response to this situation. A majority of my duties are can be accomplished by phone or over the internet. I would schedule my times that I work at the station to coincide with City Council activities department meetings and also required EMT & fire training nights. The city is now setup with a server that allows for remote computer work. With the server setup, I am able to work from any location as if I was in the office. I am able to access all of my fire department files online. If there is anything in my office that I would need to access, I have worked with my officer staff so they would be able to scan to department files onto the City’s file server. This will make it easy for me to retrieve these items when I am physically out of the office. I have had a conversation with all of the officers and members of the department about this possible change in operations. I have received overwhelmingly positive feedback on this proposal. I have assisted running larger fire scenes via phone and computer in the past. With the new CAD system that the county has I am able to see what is going on at the scene. As a chief most of my task at a fire scene is the coordination of activities not hands on tasks. Also we currently have no one else that wants to fill the position and they feel that the time I will be available for calls during the time that I am in the office out ways the time I will be unavailable. I would still be available the same amount of time for calls from the public and staff as I currently am. Fiscal Impact: There is no fiscal impact anticipated. The chief already has a computer to use for remote work. Most vendors and contacts already contact me through my cell phone. All travel expense will be paid by me. Options: (1) Allow the chief to work remotely this winter. (2) Demote Chief and assign new chief Recommendation: Option (1).