HomeMy WebLinkAbout20070619 - VIII-C-3
VIII-C-3
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Honorable Mayor and City Councilmembers
Dave Osberg, City Administrator
June 14, 2007
Fire Chief Hiring Process
Recommended City Council Action
Members of the City Council Public Safety Committee, including Ed Riveness, Danna
Elling Schultz and Barb Hollenbeck conducted a meeting on Tuesday June 12,2007 and
are recommending that the City Council take the following action, as it relates to the Fire
Chief Hiring process:
a.) Approve the attached position description, including the change in the title to Fire
and Emergency Services Director, and allowing for years of service to offset the
requirement for an advanced degree.
b.) Authorize the utilization ofPDI to assist with the designing additional tools to
assist the City with determining an accurate background and experience (B & E)
for those candidates choosing to apply for this position, Following use of the
B & E, Personnel Decisions Inc. will assist on per-candidate analysis of that
information submitted, to assist with narrowing the field of candidates to invite
for an interview. PDI's pricing is based on the number of candidates and is very
reasonable, at approximately $25.00 per candidate for the applicant analysis and a
flat rate for the development of the B & E.
c.) Authorize recruitment and advertising that allow for candidates to include existing
full time firefighters, existing paid on call firefighters and other external
candidates from the Twin Cities metropolitan area, and surrounding areas that
meet the necessary qualifications. Staff will advertise in the local Twin Cities
media sources, as well as the League of Minnesota Cities and other local
resources; but not will not necessarily include a nationwide nor a regional search.
d,) Staff to continue working with the members of the Public Safety Committee to
finalize the interview process and testing process, all with a goal of making a
recommendation to the full City Council at its meeting on August 20, 2007.
Backl!round
Fire Chief Mark Holmes is scheduled to retire on Friday September 28,2007. In an effort
to begin the process of filling the pending vacancy, members of the Public Safety
Committee conducted a meeting on Tuesday June 12,2007. Public Safety Committee
members Ed Riveness, Danna Elling Schultz and Barb Hollenbeck and I were in
attendance, along with Assistant City Administrator Melanie Mesko Lee and Fire Chief
Mark Holmes. During the course of the meeting, members of the Committee agreed on
some of the key elements that are included in the position description, similar to the
requirements from 2000: while a Bachelor's degree will be specified as a preferred
qualification, years of service might be an offset for the lack of a degree; familiarity with
the paramedic duties will be important, but one does not necessarily need to be a
paramedic; the position title will be changed to Fire and Emergency Services Director, to
recognize the significant involvement of ambulance administration, essentially equal to
the Fire duties and administrative functions.
Personnel Decisions Inc. (PDI) has assisted the City in the past, with a variety of
positions at various stages in the hiring process. With the Fire and Emergency Services
Director position, PDI will assist with the step ofreviewing the application materials
submitted by applicants to determine if the person should move on to the next step in the
process and be interviewed, Furthermore, it is expected that PDI may assist with certain
elements of the testing process and also at the end of the process to conduct an evaluation
of the final three candidates.
The field of candidates is intended to include current full time firefighters and paid-on
call firefighters. The Committee agreed that the position should also be opened to other
"external" candidates who may be interested in the position. The intent would be to
advertise locally in the metro newspapers, LMC newsletter and other local resources. The
intent is not to conduct a nationwide or even upper Midwest search for candidates.
The Public Safety Committee will meet again soon to discuss the details of the interview
process, but there was general consensus that the process could possibly include the
involvement of a variety of stakeholders, including but not limited to citizens from the
community, representatives from the Regina Hospital, members of the Fire Department,
other Public Safety Department employees from other Cities, City Department Heads,
and members of the Public Safety Committee, The proposal that was discussed included
the establishment of several interview "stations", with opportunities for a formal
interview, presentation/public speaking and informal discussion with the candidates. This
is a process similar to that which was used several years ago during the Parks and
Recreation Director hiring process.
In addition to the above mentioned steps in the process, the Committee endorsed the idea
of Chair Ed Riveness, Assistant City Administrator Melanie Mesko Lee and I conducting
a few meetings with some members of the existing Fire Department Staff (support Staff,
full time and paid on call) to gain insight into what we should be seeking in the next Fire
and Emergency Services Director. This process is likely going to take place at the same
candidates are submitting their application material, and would exclude any current
member of the Fire Department who anticipates submitting their application material.
Thus, in summary, the City Council is asked to take the necessary action as addressed
above in the recommendations brought forward from the Public Safety Committee, and
recognize that some of the steps will be developed as the process continues, with the
Public Safety Committee members and Staff working closely during the next several
weeks, all with a goal of having a recommendation brought before the City Council at its
meeting on Monday August 20, 2007.
DRAFT: OS/24/2007
Position Title:
Department:
Exempt:
Reports To:
Normal Shift:
Fire and Emergency Medical Services Director
Fire and Ambulance
Yes
City Administrator
8:00 - 4:30 p.m,
~ Full-Time 0 Part-Time
Approved by CC:
Summarv:
This is a non-union department director position responsible for developing, directing, and
providing ongoing leadership and supervision to the Fire and Emergency Medical Services staff
and services provided by the City of Hastings. This position strategically manages departmental
operations to ensure the highest level of responsiveness, accountability, and long-term viability of
the fire and ambulance operations,
Essential Duties & Responsibilities
I, Oversee the formulation of department policies, goals and objectives in alignment
with City Council goals. Work with the City Administrator and other staff to overall
determine goals and priorities, Stay abreast of City needs and encourage input/ideas
from all personnel.
2. Oversee, direct and maintain the operations of the FirelEMS to ensure that the
established goals and strategic plan objectives are being met.
3, Work with all staff to provide effective leadership, assist with problems, and review
assignments, programs and operations to identify potential improvements
4, Establish policies and procedures for Fire/EMS to ensure the highest level of quality
responsive care in an effective manner.
S. Develop and maintain an effective, well trained staff. Work with employees to plan
staffing needs and participate in the selection of personnel. Promote proper training and
supervision of all employees to provide flexibility, broaden expertise and provide
overall growth and career development.
6. Maintain and communicate effective performance measurements for Fire/EMS
personnel.
7, Oversees the annual budget preparation for appropriate budget funds, and authorize
purchases in line with budget limitations.
8, Oversee the effective utilization of equipment and facilities. Strategically and
financially plan for future equipment and facilities needs, Oversee the proper
maintenance and efficient use of current equipment and facilities.
9, Communicate timely, accurate information to the City Council, City Administrator
and colleague departments to facilitate interdepartmental cooperation and
coordination,
',:-ty of . :101. FOIJi1l1 Street E.a:;,t . Ha!:-tw'!es. MN 5i:>O,3:3.1955 . P:6'.\1-4ID23!5Q . f:5"H.43'7 -4D82 . w_c, r,a:;,tJngs mn us
Fire Chief
Page 2 of 4
a. Prepare reports and studies for the City Administrator and City Council as
scheduled or requested,
b. Actively participate as an integral, engaged, contributing member of the senior
management team and serve as a team resource in areas of emergency
management and other areas of expertise.
c. Provide emergency management and associated technical support and assistance
to other City departments in a timely and user friendly manner.
d. Ensure all agendalinformational packets for advisory commissions, council
committees, City Council, and other groups are distributed in a timely manner
and contain complete and accurate information,
10. Oversee fire and EMS training programs and establishes minimum training standards
and safety practices.
II. Oversee fire prevention efforts. Guides the development offire inspection programs,
community fire education programs, fire investigation and code enforcement,
12. Utilize technology to enhance efficiency and effectiveness of service delivery of
emergency management services to the public.
13. Performs research functions as needed or as assigned. Review and analyze information
on fire and emergency medical service operations, fire-related laws, regulations, and
developments. Compile data and develop recommendations as appropriate for long-term
departmental objectives.
14. Perform other duties as required including but not limited to recommending employee
transfers, suspensions, demotions, promotions, discharges, assignments, discipline and
grievance processing in consultation with the appropriate staff.
15. Responds to major alarms.
16, Regular attendance is required.
These examples of areas responsibilities are intended only as an illustration of the various types
of work performed, and are not meant to be inclusive. The position description is subject to
change as the needs of the employer and requirements of the job change.
Knowledge. Skills & Abilities
1. Thorough working knowledge of all applicable federal, state, and municipal regulations
affecting department operations: fire suppression, prevention, and EMS provider
regUlations, including familiarity with patient privacy regulations,
2. Ability to stay current on trends and developments in providing fire and ambulance
servIces,
3. Ability to take initiative and develop ideas in solving problems presented.
4, Ability to project a leadership style characterized by collaboration, irmovation and
involvement of front-line employees in the decision making process.
5. Possess unquestioned honesty and integrity and a high sense of personal and professional
ethics,
6, Positive leader who identifies and develops division talent and recognizes the achievements
of department persormel.
7. Ability to express oneself clearly and concisely, both orally and in writing,
8. Ability to develop and maintain effective working relationships with a wide variety of city
persormel and the public.
9. Experience in preparing and administering a department budget.
10. Ability to build partnerships with other governmental units, private businesses and citizens.
11. Ability to evaluate issues from a broader, city-wide perspective.
Competencies Common to All City Positions:
. Develop and maintain a thorough working knowledge of all departmental and applicable City
policies and procedures in order to help facilitate compliance with such policies and
procedures by personnel.
Fire Chief
Page 3 of 4
. Demonstration, by personal example, of the service, excellence, and integrity expected from
all staff.
. Develop respectful and cooperative working relationships with co-workers, including willing
assistance to newer staff so job responsibilities can be performed with confidence as quickly
as possible.
. Confer regularly with and keep immediate supervisor informed of all important matters
which pertain to the applicable job functions and responsibilities.
. Represent the City of Hastings in a professional manner to the general public and outside
contacts and constituencies, Able to speak comfortably in public.
Criteria to Qualifv for this Position
I. Bachelor's Degree in Fire Science, Fire Administration, Public Administration,
Political Science, or related field.
2. Successful completion of or the ability to obtain credentialed from the MN State
Fire Service Certification Board as a certified fire service officer I within one year
of appointment.
3. Minimum of seven years progressively responsible experience in the fire service
4. Minimum of three years of direct management/supervisory experience.
S, EMS experience
6, Years of related, progressively responsible experience may be credited in lieu of
the above criteria.
7. Familiarity with computer programs, including Windows, Microsoft applications
as well as experience with automated and computerized accounting systems,
8. Valid drivers license with Minnesota driving privileges,
9. Successful completion of pre-employment physical and drug screen,
10, Successful completion of pre-employment background investigation.
Desired Qualifications
I. Further advanced degree in fire science, business, public administration or a related field;
2. Experience with a combination fire department;
3, Experience with organized labor relations
Phvsical 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 frequently 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 occasionally required to climb or balance; stoop, kneel, crouch,
or crawl; and taste or smell.
The employee must frequently 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 in an office, in City vehicles, and in outdoor settings, in all weather
conditions, including temperature extremes, during both day and night shifts. Work is often
performed in emergency and stressful situations, Individual is exposed to loud noises such as
Fire Chief
Page 4 of 4
loud alarms, Individual is exposed to elements 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 generally quiet in office settings and while performing inspections, and loud at an
emergency scene.
Suoervision of Others:
This position is responsible for direct and indirect oversight of all departmental staff.
Employee Initials:
Date:
Supervisor/
Dept. Head Initials:
Date:
CN ACA initials:
Date:
The omission of specific statements of duties does not exclude them from the position if the work
is similar, related, or a logical assignment to the position, The job description does not constitute
an employment agreement between the employer and employee and is subject to change by the
employer as the needs of the employer and requirements of the job change,