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HomeMy WebLinkAbout5.D.1. Approval of Update Fire Policies-Res. No. 6903 5. D. ',. . City of Shakopee Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Rick Coleman, Fire Chief SUBJECT: Approval of Updated Fire Department Policies 2 - 4 DATE: May 5, 2009 Introduction The City Council is asked to adopt the attached resolution, adopting the revised policies for the Fire Department. Back2round Back in October 2007, the City Council adopted resolution number 6674 establishing four policies of the Shakopee Fire Department Hiring, Attendance, Probationary Firefighters and Officer Selection and terms. (See attached). I have been reviewing the Fire Departments policies and by-laws and have moved to a Fire Department Paid-On-Call City Handbook. With the told removal ofthe by-laws from the Fire Department, there is a need to match the Fire Department policies to the City's Handbook and to the new structural operation of the Fire Department. Therefore, staffhas made changes to three of the Fire Departments policies: . Probationary Firefighters . Attendance . Officer Selection See attached to reflect the changes in the Fire Department Policies and the new structural operation ofthe Fire Department for 2010. The officer selection and structural operation of the Fire Department is the only policy that will have a budget impact on the City for 2010. The changes that are being made to the policy will reduce the overall budget of salaries by $300.00 for 2010. VISIONING RELATIONSHIP E. Financially Strong F. Housekeeping Item Reauested Action The Council is asked to offer Resolution No. 6903 A Resolution Amending Resolution No. 6674, Adopting Departmental Policies on Hiring, Probationary Firefighters, Attendance and Part-Time Officers for the Shakopee Fire Department, and move its adoption. RESOLUTION NO. 6903 A RESOLUTION AMENDING RESOLUTION NO. 6674, ADOPTING DEP ARTMENAL POLICIES ON HIRING, PROBATIONARY FIREFIGHTERS, ATTENDANCE AND PART-TIME OFFICERS FOR THE SHAKOPEE FIRE DEPARTMENT WHEREAS, Section 2.32 of the City Code establishes a Fire Department and states that the department "with the approval of the Council, shall establish, and from time to time revise, written rules and regulations of the Department," and WHEREAS, there is currently a need to update and clarify such rules and regulations in regards to hiring, probationary periods, attendance and officer selection. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the attached policies of the Shakopee Fire Department are hereby adopted and made effective immediately for: Policy No.2, Initial Probationary Period Policy No.3, Attendance Policy No.4, Part-Time Officers BE IT FURTHER RESOL VED,that all existing or previous policies in conflict with those adopted herein are hereby repealed. Adopted in session of the City of Shakopee, Minnesota, held this day of May, 2009. Mayor of the City of Shakopee ATTEST: City Clerk N~w POLICY NO.2: INITIAL PROBATIONARY PERIOD All newly hired firefighters shall serve a two-year probationary period. Upon the recommendation of the Fire Chief, the City Administrator may extend the probationary period , for an additional six (6) months. Upon the recommendation of the Fire Chief, the City Council may discharge an employee at any time during the probationary period, with or without just cause. An employee so discharged shall be notified in writing and shall not have the right to appeal, subject to the rights of veterans. During the first year of the probationary period, a firefighter must: a.) Successfully complete Firefighter 1 and Firefighter 2 classes and pass the Minnesota State Firefighter Certification for Firefighter 1 and Firefighter 2. b.) Successfully complete First Responder training and obtain a First Responder State Card. (EMT Certification shall be accepted as a substitute for First Responder training. ) c.) Obtain Hazardous Awareness and Operations Certification d.) Successfully complete equipment check off forms for emergency apparatus and equipment operation. e.) Successfully demonstrate an understanding of the Department's standard operating guidelines and policies. The second year ofthe probationary period shall be used to evaluate the firefighter's performance as a firefighter for the City of Shakopee. Individuals who can demonstrate successful completion of the above listed training prior to being hired by the City of Shakopee and possess valid certifications in these areas, shall not be required to repeat this training. All required training shall be paid for by the City of Shakopee. However, firefighters shall not be paid for time spent attending and traveling to and from training required to complete probationary obligations. Successful completion of the above listed training / certifications are a minimum requirement for the first year of the probationary period and do not guarantee that a firefighter will be found to have successfully completed their probationary period. FIRE POLICY NO.3: ATTENDANCE All firefighters must attend one (1) drill per calendar month and may not have an unexcused absence for two consecutive business meetings, unless prior excuse is granted by a Chief or a Captain. Attendance at drills and business meetings shall be established by a roll call. In the case of individuals arriving late for a drill or meeting, the Fire Chief shall have the authority to determine whether credit for attendance is awarded. All firefighters must maintain a total attendance record of no less than 35 percent per quarter. Total attendance shall be determined by the call report, and roll call of all paid emergency calls and regular drills. The quarters shall be defined as follows: st 1 Quarter: January, February and March nd 2 Quarter: April, May and June rd 3 Quarter: July, August and September th 4 Quarter: October, November and December Any firefighter not able to attend a drill, meeting or emergency Gall due to attendance at another fire service related activity or medical leave related to service shall be automatically excused, and given credit for being in attendance. Any firefighter not meeting the minimum attendance requirements for a quarter will be given their first written warning and placed on attendance notice~ If that firefighter fails to meet the minimum attendance requirement in any of the following three quarters, he or she will be given their second written warning and put on suspension for two weeks. Following the second written warning if said firefighter fails to meet the minimum attendance requirements in any of the following three quarters, he or she will be subject to disciplinary_action up to discharge. Firefighters granted a leave of absence shall not be subject to these attendance requirements during the period of leave. Attendance Requirements for Officers As a result of the leadership role they play in the department and the need for on-site leadership at emergency scenes, there is a higher attendance requirement for officers of the Department. All officers must meet a 42 percent annual attendance requiremel}t. Additionally, officers shall be required to attend a minimum of75 percent of all scheduled officer meetings per calendar year, unless excused in advance by the Fire Chief. SHAKOPEEFIREDEP ARTMENT POLICY NO. 4: PART-TIME OFFICERS The Fire Department shall have the following part-time positions: Assistant Chief Deputy Chiefs Captains Lieutenants Engineers SCBA Coordinators The number of firefighters holding each position shall be established in the annual operating budget of the Department. Part-time positions, - shall receive an annual salary, to be paid in twelve monthly increments. The salary level for each position shall be set annually by the City Council and is in addition to the hourly pay received. for attendance at fire calls, drills and Department business meetings. - Part-time positions shallbe selected to serve a two-year term corresponding to two calendar years. In the case where an part-time selected employee - resigns or is removed from his or her position, the selection process shall be followed to name a replacement to fill out the remainder of the unexpired term. In cases where an officer position becomes vacant with less than six months remaining on the term, the Chief shall have the authority to appoint a qualified individual to fill the position for the remainder of the term without following the formal selection process. SELECTION PROCESS Notice that applications are being accepted for part-time - positions shall be posted in each fire station and announced at a regular business meeting of the Department. The application deadline shall be no sooner than ten business days following the posting of the notice. Individuals interested in applying for a part-time - position shall be required to submit a letter of application stating their name, position- > applying for and qualifications to hold that position. The job description of each position shall be made available to any firefighter upon request. Interview panels shall be formed to conduct oral interviews of the applicants meeting the minimum qualifications for each position. The full Department shall select one firefighter from each station to serve on the interview panels. In order to be eligible to serve on the interview panel, a firefighter must have five years of service with the Department and must not be seeking a part-time position. The interview panel for Assistant Chief shall consist of the Chief, Assistant City Administrator and the two firefighters selected by the full Department. The interview panel for Deputy Chief shall consist of the Chief, Assistant Chief, and the two firefighter selected by the full. Department. The interview panel for Captains, Lieutenants, Engineers, and SCBA Coordinators shall consist of the Assistant Chief, Deputy Chiefs and the two firefighter selected by the full Department. The recommendations of the interview panels shall be forwarded to the Fire Chief for approval. The Fire Chief will make recommendations to the City Council for final appointment to each position. ~---- ----- ~- ------ --- -- - -- ---- -~ -\ I I I 1 SHAKOPEE FIRE DEPARTMENT I I I CITY COUNCil I CITY ADMINISTDR I OflEf ASSISTANT SECRETARY CHIEF OF FIRE INSPEaOR!MARSHAl OPERATIONS DEPUTY CHIEF OF DEPUTY CHIEF OF TRAINING ENGINEERING STATION 1 STATION 2 STATION 1 I STATION 1 LIAISON TO LIAISON TO CAPTAIN CAPTAIN ENGINEER SCBA PUBLIC WORKS COORDINATOR I FACILITIES I I STATION 2 L1EUTENA.NT LIEUTENANT LIEUTENANT liEUTENANT STATION 2 SCBA ENGINEER COORDINATOR I I I I FIREFIGHTER FIREFIGHTER FIREFIGHTER FIREFIGHTER I \ \ I I I 1 'I ! I Otb> SfJAI(OPEE POLICY NO.2: INITIAL PROBATIONARY PERIOD All newly hired firefighters shall serve a one-year probationary period. Upon the recommendation of the Fire Chief, the City Administrator may extend the probationary period for an additional six (6) months. Upon the r~commendation of the Fire Chief, the City Council may discharge an employee at any time during the probationary period, with or without just cause. An employee so discharged -shall be notified in writing and shall not have the right to appeal, subject to the rights of veterans. During the initial probationary period, a firefighter must: a.) Successfully complete Firefighter I and Firefighter 2 classes and pass the Minnesota State Firefighter Certification for Firefighter 1 and Firefighter 2. b.) Successfully complete First Responder training and obtain a First Responder State Card. (EMT Certification shall be accepted. as a substitute for First Responder training.) c.) Obtain Hazardous Awareness and Operations Certification Individuals who can demonstrate successful completion of the above listed training prior to being hired by the City of Shakopee and possess valid certifications in these areas, shall not be required to repeat this training. All required training shall be paid for by the City of Shakopee. However, firefighters shall not be paid for time spent attending and traveling to and from training required to complete probationary obligations. Successful completion of the above listed training / certifications is a minimum requirement of the probationary period and does not guarantee that a firefighter will be found to have successfully completed their probationary period. Adopted by City Council, Resolution No. 6674, Oct, 16, 2007. SHAKOPEE POLICY NO.3: ATTENDANCE All firefighters must attend one (1) drill per calendar month and one (1) business meeting per quarter, unless prior excuse is granted by the Chief. In the case of drills, excused absences may also be granted by the Training Chief. Attendance at drills and business meetings shall be established by a roll call. In the case of individuals arriving late for a drill or meeting, the Fire Chief shall have the authority to determine whether credit for attendance is awarded. All firefighters must maintain a total attendance record of no less then 35 percent per quarter. Total attendance shall be determined by the call report, and roll call of all paid emergency calls and regular drills. The quarters shall be defined as follows: 1 st Quarter: January, February and March 2nd Quarter: April, May and June 3 rd Quarter: July, August and September 4th Quarter: October, November and December Any firefighter not able to attend a drill, meeting or emergency call due to attendance at another fire service related activity or medical leave related to service shall be automatically excused, and given credit for being in attendance. - Any firefighter not meeting the minimum attendance requirements for a quarter shall be placed on attendance notice. If that firefighter fails to meet the minimum attendance requirement in any of the following three quarters, he or she shall be subject to disciplinary action. Firefighters granted a leave of absence shall not be subject to these attendance requirements during the period of leave. Attendance Requirements for Officers As a result of the leadership role they play in the department and the need for on-site leadership at emergency scenes, there is a higher attendance requirement for officers of the Department. All officers must meet a 42 percent annual attendance requirement. Additionally, officers shall be required to attend a minimum of 75 percent of all scheduled officer meetings per calendar year, unless excused in advance by the Fire Chief. - Adopted by City Council, Resolution No. 6674, Oct. 16,2007. SHAKOPEE P1RE l)EPARTjllENT POLICY NO.4: PART-TIME OFFICERS The Fire Department shall have the following part-time officer positions: Assistant Chief District Chief Training Chief Captain Lieutenant Engineer Assistant Engineer The number of firefighters holding each position shall be established in the annual operating budget of the Department. The number of Lieutenant positions shall be determined by the Chief. Part-time officers, with the exception of Lieutenants, shall receive an annual salary, to be paid in twelve monthly increments. The salary level for each position shall be set annually by the City Council and is in addition to the hourly pay received for attendance at fire calls, drills and Department business meetings. The position of Lieutenant shall be unpaid, except for the regular hourly pay received for attendance at fire calls, drills and Department business meetings. Officers shall be selected to serve a two-year term corresponding to two calendar years. In the case where an officer resigns or is removed from his or her position, the selection process shall be followed to name a replacement to fill out the remainder of the unexpired term. In cases where an officer position becomes vacant with less than six months remaining on the term, the Chief shall have the authority to appoint a qualified individual to fill the position for the remainder ofthe term without following the formal selection process. SELECTION PROCESS Notice that applications are being accepted for part-time officer positions shall be posted in each fire station and announced at a regular business meeting of the Department. The application deadline shall be no sooner than ten business days following the posting of the notice. Individuals interested in applying for a part-time officer position shall be required to submit a letter of application stating their name, position(s) applying for and qualifications to hold that position. The job description of each officer position shall be made available to any firefighter upon request. An interview panel shall be formed to conduct oral interviews of the applicants meeting the minimum qualifications for each position. The interview panel shall consist of the Chief, Assistant Chief, Training Chief, Assistant City Administrator and two firefighters selected by the full Department. In order to be eligible to serve on the interview panel, a firefighter must have five years of service with the Department and must not be seeking an officer position. Adopted by City Council, Resolution No. 6674, Oct. 16. 2007, In the case where the incumbent Assistant Chiefor Training Chief has applied for an officer position, the current District Chief with the most seniority shall take that individual's seat on the interview panel while the panel interviews and considers applicants for the position in question. The recommendations of the interview panel shall be forwarded to the City Council for final appointment to each position. Adopted by City Council, Resolution No; 6674, Oct. 16,2007.