CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT

Transcription

1 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: June 26, 2013 TO: VIA: FROM: SUBJECT: Mayor and City Council Members Gus Vina, City Manager Tim Nash, Director of Finance Michael Daigle, Fire Chief Courtney Barrett, Human Resources Manager Tom Gallup, Senior Management Analyst Adoption of Resolution Approving Proposed Fire Department Reorganization and Staffing Changes BACKGROUND: On September 16, 2009, the City Council authorized the City Manager to enter into a Cooperative Management Services Agreement with the Cities of Del Mar and Solana Beach and the Rancho Santa Fe Fire Protection District (FPD) for the purposes of sharing fire department management functions (Attachment A). The agreement, which became effective on October 15, 2009, outlines the services provided by the parties, compensation and payment terms. The City Council authorized amendments to the Agreement twice on September 8, 2010 and November 10, 2010 to reflect changes to the scope of services provided and fees for management services. These amendments resulted in improved organizational efficiencies and an expanded cost sharing of management functions among the participating agencies that resulted in a reduction in personnel costs. On February 26, 2013, elected representatives from each of the four agencies met to discuss various topics related to the future of the shared organizational model. The feasibility of a one chief model for the shared organization in light of the recent retirement of the Encinitas Fire Chief and planned recruitment of a new Fire Chief was discussed. Staff explained the difficulties in having two chiefs provide direction for certain shared management functions and recommended a transition to a single Fire Chief model shared by all four agencies. Representatives from the Rancho Santa Fe FPD indicated that the needs of their District dictate that their agency maintain its Fire Chief independently, rather than share a single Fire Chief among the four agencies. Subsequently, on March 25, 2013, the Rancho Santa Fe FPD exercised a 90-day opt out clause in the Agreement and elected not to utilize the services of the Solana Beach and Encinitas Deputy Chiefs effective June 30, 2013 (Attachment B). Staff from Solana Beach, Encinitas and Del Mar Last printed 6/20/ :06:00 AM 06/26/2013 Item #05 Page 1

2 (the Coastal Cities ) evaluated the fiscal and functional impacts of this action. Particular consideration was given to the increased cost share for the services of the three Coastal Cities Deputy Chiefs, which would represent a combined increase of approximately $240,000 for the Coastal Cities in Fiscal Year This increase is the result of Rancho Santa Fe FPD no longer sharing a portion of the costs for these positions (currently Rancho Santa Fe FPD pays approximately 36% of these personnel costs) and the Coastal Cities continuing to utilize the services of the four Rancho Santa Fe FPD Battalion Chiefs. Furthermore, transitioning to a single Fire Chief model involving only the Coastal Cities would ensure consistent command and control. As a result, the City Managers for the Coastal Cities determined that it was in their organizations best interest to terminate the services of Rancho Santa Fe FPD s four Battalion Chiefs effective June 30, Rancho Santa Fe FPD was notified by the Coastal Cities of their intention to opt out of the shared agreement for these positions on March 29, 2013 (Attachment C). ANALYSIS: The developments mentioned above have prompted the fire departments for the Coastal Cities to consider changes to the shared management s organizational structure in order to ensure that these cities will continue to receive the benefits from the cooperative management services agreement while also guaranteeing cost-containment in the future. A restructuring is proposed to keep one Deputy Chief and re-classify the remaining two Deputy Chiefs (currently working a 40-hour schedule) to 24 hour shift Battalion Chiefs, and reclassify one currently unfunded Full Time Equivalent (FTE) Deputy Chief in order to have three Battalion Chiefs (BCs) required for 24 hour coverage. This will not add a FTE to the City as there is already a vacant position that is not currently being utilized. The change to a Battalion Chief model and new schedule will reduce the amount of time available for office work. Staff is proposing reclassifying one vacant, unfunded Deputy Fire Marshal to one Program Assistant to assist BCs with coordinating training, public education, project support and other administrative tasks. This reclassification would increase the personnel cost for the Fire Department by approximately $6,500 in FY The cost increase associated with this position is greatly reduced because the other Coastal Cities will share in the cost and the Department will be reallocating funds currently used for contract staffing for this position. This will not add a FTE to the City s current count as there is already a vacant position in the Department that is not currently being utilized. Attached is a chart outlining the proposed organizational structure following the recommended changes (Attachment D). If approved, the proposed BCs would be established as mid-management positions and would continue to perform administrative assignments, and provide a greater focus on command and supervision duties. Because of the 24 hour shift schedule of a BC, response times to emergency scenes would be quicker than a Deputy Chief responding from home outside of regular office hours. The establishment of a BC position also provides a greater opportunity for employee development and organizational succession planning. Last printed 6/20/ :06:00 AM 06/26/2013 Item #05 Page 2

3 In evaluating the proposed reorganization, staff considered maintaining the current Deputy Chief structure while making each of the Deputy Chiefs responsible for one of the three fire shifts and adding a BC to oversee firefighter training. In this scenario, Deputy Chiefs would continue to work a traditional 40 hour per week schedule and absorb the duties previously performed by the Rancho Santa Fe FPD BCs. The new BC responsible for training would also work a traditional 40 hour per week schedule. The additional absorbed responsibilities would require the three Deputy Chiefs to remain available on-call for a 24 hour emergency response while on their assigned shift. The new BC would provide duty coverage as needed for a Deputy Chief that is on vacation. The drawback with this approach is longer Chief Officer response times from home during evenings, alternating Fridays, weekends and holidays, and reduced direct management and supervision of fire crews. Below is a list of tasks which have taken place or will need to take place in order to implement the proposed reorganization: Human Resources (HR) staff members from all the Coastal Cities have met and agreed on the necessary steps for reclassifying existing Deputy Chiefs to BCs. HR staff from all the Coastal Cities have met and created a common job classification for the position of Battalion Chief, including a job description (Attachment E). The new position s salary range within the City s existing schedule for Fire Safety positions is also included as Attachment F. Competitive recruitment for the newly created BC position. Approval of a resolution (Attachment G) by each City Council amending the respective cities classification and compensation schedules to include the new BC position and authorizing the reclassification of two existing Deputy Chiefs to BCs. The BC position is a new position for all the Coastal Cities and will be an unrepresented, at-will employee. For the City of Encinitas, the salary classification will be at Grade S98 ($78,423 $115,866). For any Encinitas Deputy Chief reclassified to a BC, the base salary will be set at $134,045, since they will continue to retain existing job duties associated with a Deputy Chief classification not typically handled by a BC. These additional duties are administrative in nature (Attachment H). Authorization for the City Manager to execute an amendment to the Agreement for Cooperative Management Services reflecting changes in services due to the proposed reorganization resulting from Rancho Santa Fe FPD and Coastal Cities electing to opt-out. The proposed changes to the scope of services provided, fees for management services and allocation of personnel costs will make it necessary to amend the Cooperative Management Services Agreement. The amended agreement reflecting changes resulting from this proposed reorganization will be reviewed by the City Attorney prior to final approval by the City Manager. Last printed 6/20/ :06:00 AM 06/26/2013 Item #05 Page 3

4 FISCAL AND STAFF IMPACTS: Each agency s cost continues to be apportioned to reflect the extent to which the parties to the agreement utilize fire management services, based on the formula in Section 6 of the agreement ( Compensation ). The proposed reorganization will result in an overall decrease in personnel costs under the shared cooperative agreement. Below are the estimated costs and savings for each agency for Fiscal Year under the proposed shared management structure: Shared Positions Del Mar Solana Beach Encinitas Total (Salary & Benefits) ENC Fire Chief $30,292 $52,309 $175,384 $257,985 Deputy Chief (1) $26,869 $46,398 $155,567 $228,835 ENC Fire Marshal $20,230 $34,934 $117,128 $172,292 ENC Management Analyst $14,796 $25,549 $85,663 $126,008 ENC Program Assistant $7,153 $12,352 $41,416 $60,922 Battalion Chiefs (3) 2 DCs re-classed and 1 new BC $68,036 $117,485 $393,912 $579,433 TOTAL $167,376 $289,028 $969,070 $1,425,474 Current Cost for FY 2012/2013 (by agency) $182,874 $316,216 $1,027,033 Savings $(15,498) $(27,188) $(57,963) $(100,649) Cost Allocation (FY 13-14) DMR SOL ENC 11.74% 20.28% 67.98% Additionally, the three BCs would share one fire department emergency response command vehicle, eliminating the use of one existing vehicle. This change will reduce the overall fuel and vehicle maintenance and replacement costs in the future. Last printed 6/20/ :06:00 AM 06/26/2013 Item #05 Page 4

5 OPTIONS CONSIDERED: Retain the services of four Rancho Santa Fe Battalion Chiefs as part of the Agreement which will continue to allow for three BCs to respond to 12 stations over a 67 square mile area with a cost increase of approximately $240,000. The proposed model will have three BCs responding to 8 stations over 25 square miles, allowing for improved command and control and cost savings. Retain the current Deputy Chief model with three existing Deputy Chiefs, and adding one Battalion Chief assigned to a 40 hour work week (to oversee training). Rotate shift on-call duty coverage to allow for a response to incidents occurring outside normal working hours. This would provide the City with slightly less of a cost savings than the recommended option (approximately $55,000). Chief officer response times to incidents occurring outside of normal working hours will increase. Also, the recommended BC model provides for a greater level of accountability and supervision of firefighters on their assigned shift and ability to closely monitor performance, as well as savings in annual fuel ($7,000) and vehicle maintenance and replacement costs ($12,000) from eliminating one staff vehicle. Proposed Battalion Chief model. This is the preferred option since it offers a greater focus on command and control, shift supervision and performance, and cost savings over the existing arrangement. RECOMMENDATION: Adoption of Resolution approving the proposed Fire Department management reorganization and staffing changes effective Fiscal Year , including the establishment of the position of Fire Battalion Chief within the City s classification and compensation schedule, and authorizing the City Manager to execute an amendment to the Agreement for Cooperative Fire Management Services. ATTACHMENTS: Attachment A Attachment B Attachment C Attachment D Attachment E Attachment F Attachment G Attachment H Attachment I Agreement for Cooperative Management Services Notice from Rancho Santa Fe Fire Protection District Opting Out of Services Provided by Encinitas and Solana Beach Deputy Chiefs Notice from the Cities of Del Mar, Encinitas and Solana Beach Opting Out of Services Provided by Rancho Santa Fe Fire Protection District Battalion Chiefs Proposed Fire Department Organizational Chart Battalion Fire Chief Class Specification Proposed City of Encinitas Salary Schedule for Fire Safety Employees Resolution (Fire Management Organization and Staffing) Additional Job Duties for Re-Classed Deputy Chiefs Staff Power Point Presentation Last printed 6/20/ :06:00 AM 06/26/2013 Item #05 Page 5

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20 SECOND AMENDMENT TO AGREEMENT FOR COOPERATIVE MANAGEMENT SERVICES This Amendment ("Amendment") is entered into the i 5 th day of November, 2010 ("Effective Date"),regarding that certain AGREEMENT FOR COOPERATIVE MANAGEMENT'SÈRVICESdated October 15, 2009 by and between CITY OF DELMAR, CITY OF ENCINITAS, RANCHO SANTAFE FIRE PROTECTION DISTRICT and the CITY OF SOLANA BEACH (collecti"ely the "Parties") ("Agreement"). Recitals WHEREAS, Section 14 of the Agreement permits amendment of the Agreement by a writing signed by the Parties;. WHEREAS, the Parties agree to amend the Agreement as more fully stated herein. NOW, THEREFORE, the Parties agree as follows: 1. Exhibit "A" (Description of Services) is hereby deleted and a new Exhibit" A". (Description of Services) attached hereto as Attachment "1" is substituted in its place. 2. Exhibit "B" (Annual Payments for Services) is hereby deleted and a new Exhibit "B" (Annual Payments for Services) attached hereto. as Attachment "2" is substituted in its place. 3. This Amendment may be executed simultaneously or in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same Agreement. 4. Except as specifically provided herein, all terms shall have the same meaning as defined in the Agreement. 5. and effect. Except as specifically amended herein, the Agreement shall remain in full force (Signatures on Next Page) 06/26/2013 Item #05 Page 20

21 Executed the first day and year appearing above at San Diego, California. City of Del Mar a Municipal Co BY:~~ Name: Phil Cotton Its: Ci ty Manager Rancho Santa Fe Fire Protection District a Special District By:-=~~1&4~ Name: ::YlQ5 L\ Ash(!(~. Its: 'RQ.ìeb ~J os; \) reder$ i City of Solana Beach a Municipal Co or. By: Name: 6, s: Its: Ci ty Manager 06/26/2013 Item #05 Page 21

22 ATTACHMENT 1 EXHIBIT A Description of Services The Rancho Santa Fe Fire Protection District (RSF) will furnish the following services: 1. Duty Coverage. The Rancho Santa Fe Fire Protection District will furnish the management services that include the positions of Shift Battalion Chiefs (3) to the City of Del Mar, City of Encinitas and City of Solana Beach in order to provide supervision of operations for their Fire Departments. Said management services shall include the following: a. Provide emergency incident command officer coverage. * b. Perform a management role and assume command of field operations as well as direct assigned personnel at the scene of emergencies involving fire, all types of accidents, gas leaks, flooded structures, hazardous materials and life saving and rescue work. c. Make decisions on the utilization and practical application of agency resources to ensure proper emergency coverage is maintained. d. Effectuate policies, orders, rules and 'regulations. Enforce agency rules and regulations and recommend and takes disciplinary action when necessary. e. Assure agency health and safety guidelines are followed, and exercise discretion to ensure a safe working environment is maintained. f. Respond to incidents requiringa chief officer, when necessary. g. Daily supervision of personnel. Supervise adherence to agency policies and procedures (i.e., personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies, etc.). h. Conduct morning briefings with all shift personnel at the fire stations. 1. Communicate daily activities with each Operations Chief and disseminate critical information. J. Meet with company officers in each station to explain new orders, answer questions, discuss policies and procedures, and ensure proper awareness of new standards. k. Receive and relay and pertinent information; deliver interdepartmental mail. 1. Assist the Operation Chief with company officers' evaluations. 06/26/2013 Item #05 Page 22

23 m. Assist Company Officer with counseling and coaching of subordinates when there is a performance or personnel problem, ifnecessary. n. Participate in training activities and observe companies as they participate in drills. o. Act as initiating official for investigations and citizen's complaints; Analyze information obtained and handle as appropriate, or develop a report for further consideration. p. Maintain records and review RMS reports per developed program. q. Participate in captains' meetings when on duty. r. Participate in agency scheduled operations or staff meetings. *Should RSF personnel at or above the Battalion Chief level be unavailable to respond, the Cities of Del Mar, Encinitas and Solana Beach will use shared duty officers from other cooperating agencies or choose to provide their own "Duty Officer" 2. Training Officer The Rancho Santa Fe Fire Protection District will furnish the management services of a nonshift Battalion Chief (1) to oversee the training function of the Encinitas, Del Mar and Solana Beach Fire Departments. Said management services shall include the following: a. Under direction of the Fire Chiefs, coordinate the training program for the members of the Encinitas, Del Mar and Solana b. Prepare and oversee said training program, Beach Fire Departments. c. Monitor required annual training attendance records. d. Ensure annual state and federal training mandates are met. e. Ensure that all firefighters are instructed in the same firefighter techniques (North Zone Operations and Training Manual). f. Provide training guidance and management to Encinitas, Del Mar and Solana Beach fire personnel. g. Establish training standards and develop curriculum and lesson plans. h. Develop a master training schedule including multi-company drills on a regular basis. 1. Training shall include the development of a training academy for new hires. J. Evaluate training effectiveness and periodically review training records for completeness. k. Represent the Encinitas, Del Mar and Solana Beach Fire Departments at Zone and County training activities and meetings. 06/26/2013 Item #05 Page 23

24 1. Provide oversight of the Department(s) Community Emergency Response Team (CERT) program(s). m. Oversee firefighter recruitment, testing (including promotional) and hiring. The Encinitas Fire Department will furnish the following services: 1. Management Services for Del Mar The Encinitas Fire Department will furnish the management services that include the positions of Fire Chief (1L Deputy Chiefs (2L Fire Marshal (1) and Management Analyst (1) to the City of Del Mar in order to manage its Fire Department. Said management services shall include the following: a. Under the direction and supervision of the City Manager of Del Mar, provide broad policy guidance, fire management expertise and leadership to Del Mar fire personnel. b. Confer with Del Mar Fire Department personnel when required to ascertain the needs and evaluate the efficiency of the services provided by the Del Mar Fire Department to its citizens. c. As directed by the City Manager, respond to citizen complaints regarding personnel or services, requests for services, and inquires. d. Provide support to major incidents. e. Promote a harmonious working relationship between fire prevention and suppression personnel of each respective agency while striving to uphold each Fire Department's Mission Statement. f. Coordinate assignment and maintenance programs of fire apparatus and equipment. g. Supervise and provide direction when needed for fire prevention, suppression, and EMS activities for the City of Del Mar. h. Supervise personnel of the Del Mar Fire Department. Supervise adherence to Del Mar policies and procedures (i.e. personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies). 1. As directed by the City Manager, attend and represent the Del Mar Fire Department and implement Del Mar's policies and directives at various local and regional meetings (i.e. City Council (when requiredl City Manager staff meetings, County Fire Chiefs, North Zone, CSA-17, UDC). J. Supervise the purchasing of materials and equipment within the budgetary constraints of Del Mar. k. Provide overhead supervision for safety, command and control functions on an as needed basis. 06/26/2013 Item #05 Page 24

25 1. Provide support personnel dependent upon nature and location of incident for Emergency Operation Center (EOC) activities, during activation. m. Assist in the maintenance of the Cities' emergency plans and coordinate training for Del Mar staff. n. Administer grant programs and submit applications for grants. o. Prepare and review budgets and facilitate cost recovery. 2. Management Services for Solana Beach The Encinitas Fire Dèpartment proposes to furnish the management services that include the positions of Fire Chief (1L Deputy Chiefs (2L Fire Marshal (1) and Management Analyst (1) to the City of Solana Beach in order to manage its Fire Department. Said management services shall include the following: a. Under the direction and supervision of the City Manager of Solana Beach, provide broad policy guidance, fire management expertise and leadership to Solana Beach fire personnel. b. Confer with Solana Beach Fire Department personnel when required to ascertain the needs and evaluate the effciency of the services provided by the Solana Beach Fire Department to its citizens. c. At the direction of the City Manager, respond to citizen complaints regarding personnel or services, requests for services, and inquires. d. Provide support to major incidents. e. Promote a harmonious working relationship between fire prevention and suppression personnel of each respective agency while striving to uphold each Fire Department's Mission Statement. f. Coordinate assignment and maintenance programs of fire apparatus and equipment. g. Supervise and provide direction when needed for fire prevention, suppression, and EMS activities for the City of Solana Beach. h. Supervise personnel of the Solana Beach Fire Department. Supervise adherence to Solana Beach policies and procedures (i.e. personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies). 1. As directed by the City Manager, attend and represent the Solana Beach Fire Department and implement Solana Beach's policies and directives at various local and regional meetings (i.e., City Council (when requiredl City Manager staff meetings, County Fire Chiefs, North Zone, CSA-17, UDC, etc.) J. Supervise the purchasing of materials and equipment within the budgetary constraints of Solana Beach. k. Provide overhead supervision for safety, command and control functions on an as needed basis. 06/26/2013 Item #05 Page 25

26 1. Provide support person net dependent upon nature and location of incident for Emergency Operation Center (EOC) activities, during activation. m. Assist in the maintenance of the Cities' emergency plans and coordinate training for Del Mar staff. n. Administer grant programs and submit applications for grants. o. Prepare and review budgets and facilitate cost recovery. 3. Management Services for the Rancho Santa Fe Fire Protection District The Encinitas Fire Department proposes to furnish the management services that include the positions of Deputy Chiefs (2) in order to manage the operations and administrative services functions of its Fire Department. Said management services shall include the following: a. Under the direction and supervision of the Fire Chief of the Rancho Santa Fe Fire Protection District (RSFFPDL provide broad policy guidance, fire management expertise and leadership to Rancho Santa Fe fire personnel. b. Confer with Rancho Santa Fe Fire Department personnel when required to ascertain the needs and evaluate the efficiency of the services provided by the RSFFPD to its citizens. c. As directed by the Fire Chief, respond to citizen complaints regarding personnel or services, requests for services and inquires. d. Provide support to major incidents. e. Promote a harmonious working relationship between fire prevention and suppression personnel of each respective agency while striving to uphold each Fire Department's Mission Statement. f. Supervise and provide direction when needed for fire suppression and EMS activities of the RSFFPD. g. Supervise personnel of the RSFFPD. Supervise adherence to RSFFPD policies and procedures (i.e. personnel rules, administrative policies, purchasing and budget policies, budget administration, department emergency operations policies, memorandum of understanding, vacation, and sick leave policies). h. As directed by the Fire Chiet attend and represent the RSFFPD and implement its policies and directives at various local and regional meetings (i.e. Board of Directors (when requiredl staff meetings, County Fire Chiefs, North Zone, CSA- 17, UDC). 1. Supervise the purchasing of materials and equipment within the budgetary constraints of RSFFPD. J. Provide overhead supervision for safety, command and control functions on an as needed basis. k. Assume the duties of Public Information Officer (PIO), as necessary. 1. Serve as Safety Officer, as necessary. 06/26/2013 Item #05 Page 26

27 m. Oversee and manage the RSFFPD participation in the Regional Communications System (RCS) and Computer Aided Dispatch (CAD) and Records Management Systems (RMS) and coordinate support to RSFFPD personnel for these systems. n. Oversee and manage special projects, as assigned by the Fire Chief. The Solana Beach Fire Department will furnish the following services: 1. Support Services for Del Mar, Encinitas and the Rancho Santa Fe Fire Protection District The Solana Beach Fire Department will furnish a Deputy Chief (1) to oversee the support services function of the Del Mar, Encinitas and Rancho Santa Fe Fire Departments. Said support services shall include the following: a. Coordinate assignment and maintenance programs of fire apparatus and equipment. b. As directed by the Fire Chiefs, attend and represent the RSFFPD and implement its policies and directives at various local and regional meetings (Le. Board of Directors (when requiredl staff meetings, County Fire Chiefs, North Zone, CSA- 17, UDC). c. Oversee and manage special projects, as assigned by the Fire Chiefs. d. Oversee maintenance program for fire stations and serve as point of contact for fire personnel for facility maintenance or procurement requests. e. Direct the forecast of funds needed for staffing, equipment, materials and supplies. f. Monitor and approve expenditures and request budget adjustments. 06/26/2013 Item #05 Page 27

28 ATTACHMENT 2 EXHIBIT B Annual Payment for Services Novembe~'1,2:0iO~Oct13ber-3M01-1 November 15, November 14, 2010 ENC RSF Total (Salary & Benefits) DIRECTOR PSI FIRE CHIEF DEPUTY CHIEF (OPERATIONS) DEPUTY CHIEF (ADMINISTRATIVE SERVICES) DEPUTY CHIEF (SUPPORT SERVICES) $ 232,695 $ 205,348 $ 205,348 $ 185,617 BATTALION CHIEF (TRAINING) 1 73,231 $ 196,531 BATTALION CHIEF (3)1 223,738 $ 600,448 FIRE MARSHAL $ 106,364 $ $ 158,016 MANAGEMENT ANALYST, $ 79,862 $ $ 118,645 TOTAL $ 896,298 $ 519,168 $ 1,902,648 ENC REVENUE $ 102,596 $ 158,430 N/A $ 153,033 RSF REVENUE $ 72,829 $ 110,605 $ 316,574 N/A SOL REVENUE $ 16,962 N/A $ 73,730 $ 69,165 Cost Allocation DMR SOL ENC RSF ENC Fire Chief/Fire Marshal/Analyst 12.77% 19.91% 67.31% RSF Battalion Chiefs/ ENC Deputy Chiefs / SOL Deputy Chief 9.14% 13.88% 39.72% 37.26% 1 Total salary and benefits cost for Rancho Santa Fe FPD Battalion Chiefs does not reflect any possible salary increase effective 7/1/11. Contract costs are shaded. 06/26/2013 Item #05 Page 28

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30 Rancho Santa Fe Fire Protection District P.O. Box EI Fuego Rancho Santa Fe California TeL. (858) Fax (858) Board of Directors James Ashcraft, President Thomas Hickerson Nancy C. Hillgren Randall Malin John C. Tanner Fire Chief Tony J. Michel March 25, 2013 Scott Henry, Fire Chief Encinitas Fire Department 505 S. Vulcan Ave. Encinitas, CA Dear Scott, As you are aware, our organizations have worked very well with each other for many years, even before these cooperative management services were signed. The San Dieguito Fire agencies have had a long history of working and training together, not to mention, having a boundary drop amongst our agencies well before the North Zone boundary drop agreement. The Rancho Santa Fe Fire Protection is overall content with the cooperative management services that have taken place before and after the signing of the latest amendment. The cooperative concept has proven to realize a financial savings to each of our organizations. Additionally, the cooperative efforts have helped make all of our departments work closer together and function better on emergency scenes. However, with recent developments in our organization, and to ensure that the department is adequately prepared for my replacement, Rancho Santa Fe Fire Protection District would like to hire its own Deputy Chief and give the City of Encinitas formal notice that we no longer want to contract for the position of Deputy Chief effective June 30, This was not an easy decision for the fire district to make; however, this decision is based on the fire district succession needs for the future. The fire district is wiling to provide any and all of the other services it is currently providing your city, including joint secondary duty response. Additionally, the fire district would still like to explore other cooperative service such as vehicle maintenance, grant management, joint apparatus and equipment purchases, and any other potential services that may benefit each of our organizations. i know you share my belief and our willingness to be a cooperative partner, but this decision is necessary to better serve the citizens of Rancho Santa Fe Fire Protection District. Feel free to contact me with any questions or comments at (858) /26/2013 Item #05 Page 30

31 of Encinitas City March 29, 2013 Tony Michel, Fire Chief Rancho Santa Fe Fire Protection District P.O. Box Calle Ambiente Rancho Santa Fe, CA Dear Tony, I received your letter dated March 25, 2013, indicating your desire to tèrminate the contract for the position of Deputy Chief effective June 30, Having received this notification and realizing the full cost implications this action will have on the coastal cities, i have been directed by the three coastal City Managers to inform you that this letter will serve as formal notice that the cities of Del Mar, Encinitas, and Solana Beach will no longer contract for the position of Shift Battalion Chief in addition to the position of Battalion Chief Training Officer effective June 30,2013. I want to thank you and your organization for the top notch service we have received over the term of the contract and I commend your employee's commitment to our coastal cities. i share your feelings for the great relationship our agencies have enjoyed over the years and believe it will continue into the future. i also appreciate and share your wish to remain committed to the exploration of other cooperative service such as vehicle maintenance, grant management, joint apparatus and equipment purchases, and any other potential services that may benefit each of our organizations. As always, i am available for questions at any time. Sincerely, ~ 0 ct '-- r; Scott Henry, Fire Chief DEL MAR FIRE DEPARTMENT ENCINITAS FIRE DEPARTMENT SOLANA BEACH FIRE DEPARTMENT (760) Tel 760/ FAX 760/ ,505 South Vulcan Avenue, Encinitas, CA TDD 760/ /26/2013 Item #05 Page 31

32 ATTACHMENT D Fire Department Organization Chart Fire Chief - ENC DEP Chief Administration SR. Mang. Analyst ENC EMS Coordinator CSA-17 BAT Chief A Operations BAT Chief B Training BAT Chief C Support Services Fire Marshal ENC Admin. Support Coordinator ENC Mang. Analyst ENC ENC 1 ENC 2 ENC 3 DMR 1 Program Asst. ENC SR. DEP. Fire Marshal ENC Fire Inspector (PT) SOL Program Asst. ENC ENC 4 ENC 5 ENC 6 SOL 1 DEP. Fire Marshal ENC DEP. Fire Marshal ENC Administration Operations Prevention LEGEND Shared All Not Shared Encinitas Solana Beach Del Mar CSA-17 06/26/2013 Item #05 Page 32

33 ATTACHMENT E CLASSIFICATION: FIRE BATTALION CHIEF (SHIFT) POSITION TYPE: MANAGEMENT FLSA EXEMPT (SAFETY) Class specifications are intended to present a descriptive list of the range of duties performed by incumbents in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under general direction, performs management, technical and administrative work in commanding and coordinating fire emergency and non-emergency operations, EMS, training, recruitment, public education, community relations, communication, facility/equipment maintenance, fire prevention, and other related programs and services; provides responsible and technical staff assistance; implements program goals and objectives; oversees and supervises assigned staff. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 56 HOUR BATTALION CHIEF Functions as a Shift Commander, with primary responsibility to assure that assigned personnel, apparatus, equipment, and facilities are maintained in appropriate readiness and fully prepared to respond to a variety of emergency calls for service. Directs, manages, supervises, and coordinates the activities and operations of assigned shift within the Fire Department including operations, training, recruitment, facility/equipment maintenance, EMS, public education, fire prevention, community relations and related programs. Visits fire stations to keep assigned shift personnel informed on departmental operations, programs and activities and exchanges information with station personnel. Serves as Duty Chief for assigned shift; responds to emergency incidents as required by departmental policy and assumes command of incident unless relieved of command by a superior officer. May be assigned management responsibility for assigned programs and activities including operations, training, recruitment, facility/equipment maintenance, EMS, public education, community relations and related programs and services. Coordinates activities among assigned fire stations and personnel, as well as activities with other shifts, divisions, departments, and outside agencies. Manages and participates in the development and implementation of goals, objectives, policies, procedures and priorities for departmental programs and services; recommends and administers orders, rules, policies and procedures. 06/26/2013 Item #05 Page 33

34 ATTACHMENT E Works with assigned shift personnel on the development of emergency response plans, such as those designating target hazards, addressing special and unusual situations and complex areas requiring a specialized response. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels. Plans, directs, coordinates, and reviews the work plan for assigned shift; assigns work activities, projects, and programs; instructs fire personnel in specific procedures and protocols as needed, reviews and evaluates work products, methods, and procedures; provide assistance and ensure completion of fire inspections; meets with staff to identify and resolve problems; develops methods, techniques and program improvements. Participates in the hiring and evaluation of assigned personnel; prepares performance evaluations of Company Captains and reviews evaluations for shift personnel as assigned; recommends and implements discipline and termination procedures. Assists in the purchasing, maintenance, and inventory of all fire related equipment, vehicles, and property including communication equipment, vehicles and related equipment, and safety equipment. Trains fire personnel in the use of a variety of fire equipment, station equipment and communication equipment as necessary. Prepares a variety of public information materials; conducts or has subordinates conduct public information/education classes; makes public presentations before civic, business and educational groups as needed. Serves as the liaison for assigned shift to other shifts, divisions, departments, and outside agencies; works with other internal departments and staff to further organizational goals and to work as a team; negotiates and resolves sensitive and controversial issues. Serves as staff on a variety of boards, commissions, and committees; prepares and presents staff reports and other necessary correspondence. Performs research and prepares written policies, procedures and manuals of operation. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of fire suppression, training, and EMS; attends conferences and meetings related to all Fire Department functions and matters. Prepares and maintains accurate reports, data, and records; reviews and approves incident reports prepared by Company Captains. Responds to and resolves difficult and sensitive citizen inquiries and complaints. 06/26/2013 Item #05 Page 34

35 ATTACHMENT E May assume the duties of a superior Chief Officer in their absence when necessary. Assures City health and safety guidelines are followed and exercises discretion to ensure a safe working environment is maintained. Regularly operates tools and equipment related to the command and management of Fire Department activities, including staff and command vehicles, personal protective equipment and mobile data computers. Performs other related duties as required. QUALIFICATIONS Fire ground tactics and strategy; emergency incident management, specifically the Incident Command System (ICS); principles of incident safety; automatic and mutual aid agreements; hazardous materials incident management; confined space and technical rescue techniques; principles and practices of program development and administration; principles and practices of training program development and implementation; fire science theory, principles, and practices and their application to a wide variety of emergency service operations including fire suppression, fire prevention, and fire investigation; operational characteristics of fire apparatus and equipment including Code 3 driving techniques; maintenance requirements of fire apparatus and equipment; modern fire loss and fire prevention principles, methods and practices; principles and practices of emergency management; geography and street layout of the City and surrounding area; laws and regulations pertaining to fire and emergency medical services operations; vehicle operation, personal protective equipment; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; departmental Policy and Procedures, Operations Manual; principles of supervision, training, and performance evaluation; pertinent federal, state, and local laws, codes, and regulations; algebraic and arithmetic computations; English usage, spelling, grammar and punctuation; principles and practices of customer service. Ability to: Oversee and participate in the management of fire suppression, emergency medical services, and training; perform competently in dynamic, highly stressful situations; command fire department staff and operate vehicles and radios; work extended hours and days to meet operational needs; oversee, direct, and coordinate the work of lower level staff; select, supervise, train, and evaluate staff; effectively work with contractors and manage contract agreements; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; participate in the development and administration of department goals, objectives and procedures; prepare clear, concise and accurate records and reports; meet and deal tactfully and effectively with the public in all types of situations; collect, analyze and evaluate data and be able to prepare and deliver clear and concise written and oral management reports; react quickly and calmly in all 06/26/2013 Item #05 Page 35

36 ATTACHMENT E types of emergency situations; make accurate observations and exercise sound judgment, resourcefulness, leadership and discretion in situations requiring immediate action; speak effectively before public gatherings; research, analyze and evaluate new service delivery methods and techniques; Maintain appropriate time management to meet strict work project deadlines; operate modern office equipment, computers and software systems; interpret and apply federal, state and local policies, laws and regulations; demonstrate an awareness and appreciation of the cultural diversity of the community; communicate clearly and concisely, both orally and in writing; work cooperatively with other departments, City officials, and outside agencies; establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training Must have an A.A., A.S. in any related field. (B.A. or B.S. Degree desirable) Must be a State Certified Chief Officer. Must be a State Certified as a Hazardous Material Incident Commander. Within two years of appointment, must be qualified a CICCS Strike Team Leader. Must have FEMA IS-800 certificate Must Possess a Class C (Firefighter Endorsement) California driver s license with satisfactory driving record Experience Must have a total of three (3) years full-time paid experience at a supervisory level as a company officer with a recognized fire agency providing a full range of urban fire protection services. Recommended Education: Blue Card Certification, Type IV IC L-280 Followership to Leadership L-380 Tip of the Spear Leadership S-200 Initial Attack incident Commander S-215 Urban Wildland interface S-231 Engine Boss S-234 Firing Operations S-270 Intermediate Air Operations S-330 Strike Team Leader S-404 Safety Officer S-300 Extended Attack Incident Commander 06/26/2013 Item #05 Page 36

37 ATTACHMENT E PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Standard office setting with some travel to various locations to attend meetings or respond to emergency scenes, disasters, or critical incidents; occasional exposure to excessive noise, dust, grease, smoke, fumes, airborne particles, noxious odors, gases, explosives and blood borne pathogens; and all types of weather and temperature conditions; occasionally works near moving mechanical parts, in areas of limited and restricted entry and exit, and in high precarious places; exposure to vibration from equipment and vehicles; operation of foot controls or repetitive foot motion; extensive public contact; the noise level in the work environment is usually moderate; however, the noise level may be very loud when responding to emergency calls and when working at a fire or other emergency incident; wears appropriate personal protective equipment including goggles, face protector, turn outs, safety shoes and self contained breathing apparatus; may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings. Work schedule for Shift Battalion Chiefs consists of 56 hour fire suppression shifts. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Works is usually performed indoors in office and in meeting rooms but may also occur in hostile and hazardous environments. Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment and to respond to emergency alarms. CONTINUOUS sitting and upward and downward flexion of neck; side to side turning of neck; reaching below the shoulders; fine finger dexterity; simple grasping and repetitive use of hands. FREQUENT walking and walking on uneven ground; twisting at waist; lifting and carrying objects weighing up to 10 pounds; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. OCCASIONAL standing, running, crawling, kneeling, climbing, balancing and squatting; bending at the waist; reaching at and above should height; pushing and pulling; power grasping to pick up equipment; lifting and carrying objects weighing pounds; may lift and carry objects weighing more than 100 pounds with or without assistance; operate a vehicle to travel to various locations; operate fire suppression and medical response, equipment, apparatus, and tools; verbally communicate to exchange information. Vision: Must see in order to perform essential job tasks; respond to incidents, provide care; operate emergency vehicles and apparatus; keep records, operate a computer, and perform office work; maintain station and equipment. Hearing: of instructions, radio messages, and emergency tones, alarms and other warning devices; sufficient to perform essential job tasks. Vision and hearing must be sufficient to meet NFPA Medical Evaluation criteria. 06/26/2013 Item #05 Page 37

38 ATTACHMENT F CITY COUNCIL TITLES AND PAY RANGES FOR FIRE SAFETY POSITIONS CITY OF ENCINITAS FISCAL YEAR Effective July 1, 2013 MONTHLY MONTHLY CLASSIFICATION TITLE Grade LOW HIGH Marine Safety Sergeant S85 4,444 5,956 Marine Safety Lieutenant S86 4,845 6,493 Marine Safety Captain S87 6,446 9,070 Fire Marshal - Fire Prevention Battalion Chief S88 6,754 9,978 Deputy Fire Chief S96 8,857 13,085 Department Director - Fire Chief S97 9,602 14,895 HOURLY PAY RATE LOW HOURLY PAY RATE HIGH Battalion Chief - Average week is 56 hours S HOURLY PAY RATE Probationary Firefighter/Paramedic S Firefighter/Paramedic III S Firefighter/Paramedic II S Firefighter/Paramedic I S Fire Engineer S Fire Captain S Average week is 56 hours. Calculation includes 53 hours base pay plus 3 hours "FLSA time" without overtime rate. 06/26/2013 Item #05 Page 38

39 RESOLUTION A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ENCINITAS, CALIFORNIA, APPROVING THE COOPERTAIVE FIRE MANAGEMENT SERVICES ORGANIZATIONAL CHANGES AND STAFFING FOR FISCAL YEAR WHEREAS, the City Council has opted out of the shared fire management services agreement with Rancho Santa Fe Fire Protection District on March 29, 2013; and WHEREAS, the City, along with Del Mar and Solana Beach, have met and discussed reorganization and staffing changes to the current fire management services model; and WHEREAS, the City, Del Mar and Solana Beach have proposed a restructuring and reclassification of two of the current three Deputy Fire Chief positions to Battalion Chiefs, and the reclassification of one currently unfunded City of Encinitas Deputy Chief to Battalion Chief; and WHEREAS, the City, Del Mar, and Solana Beach have created a common Battalion Chief class specification and have agreed the position would be established as an at-will mid-management position; and WHEREAS, the City has amended the City s Management Employees salary schedule to reflect the addition of the newly created position of Battalion Chief; and WHEREAS, the City, Del Mar and Solana Beach have proposed sharing a full time Program Assistant to perform some administrative duties and the City will reclassify one currently unfunded Deputy Fire Marshal to a Program Assistant. NOW, THEREFORE, the City Council of the City of Encinitas, California does resolve as follows: 1. That the above recitals are true and correct. 2. That the City has notified Rancho Santa Fe Fire Protection District in writing about its decision. 3. That the City wishes to continue with the shared fire management services agreement with the cities of Del Mar and Solana Beach. 4. That the City will establish the position classification of Battalion Chief. 5. That the City Council approves and authorizes the proposed reorganization and staffing changes to the shared fire management services agreement with the cities of Del Mar and Solana Beach and authorizes the City Manager to approve an amendment to the Agreement for Cooperative Fire Management Services reflecting the proposed changes and pending final review by legal counsel. 06/26/2013 Item #05 Page 39

40 Resolution No PASSED AND ADOPTED this 26 th day of June, AYES: NAYS: ABSENT: ABSTAIN: ATTEST: Teresa Arballo Barth, Mayor City of Encinitas Kathy Hollywood, City Clerk 06/26/2013 Item #05 Page 40 2

41 Administrative Services Division MICHAEL DAIGLE-Deputy Chief Work Phone: (760) Procurement and Purchasing Public Information Officer Project Management (CIPs) Capital Purchasing Regional Communications System CAD, Pagers, MDCs Materials and Services Budgeting Safety Officer Chaplain Coordinator Secondary Duty Response Operations Division DARRIN WARD-Deputy Chief Work Phone: (760) EMS/Paramedic Coordination CSA-17 Operations Timekeeping/Payroll RMS and Incident Analysis Zone Operations Committee FMZ Coordination Pre-Fire Plans and IAPs Mapping/GIS Battalion Chiefs Supervisor Secondary Duty Response Support Services Division DISMAS ABELMAN-Deputy Chief Work Phone: (760) Emergency Preparedness Hazardous Materials Coordination UDC and UAWG Representative Apparatus Maintenance Equipment Maintenance Facilities Maintenance CERT Coordination Secondary Duty Response Functional Responsibilities Management Services Division TOM GALLUP - Senior Management Analyst tgallup@encinitasca.gov Work Phone: (760) Budgeting Cost Recovery Grant Writing and Administration Data Analysis Policy Review & Development Staff Reports NIMS Compliance City Emergency & Mitigation Planning UDC Alternate Fire Prevention Division ROBERT SCOTT-Fire Marshal rscott@encinitasca.gov Work Phone: (760) Code Enforcement Plan Review Inspection Permitting Fire Protection Planning Code/Law Review Weed Abatement Wildfire Planning & Mitigation Company Inspections Planning/Traffic Commission Support Public Education Public Information Officer (Alternate) Updated on 5/2/2012 Battalion Chiefs- ALL SHIFTS FRED COX, MIKE GIBBS and JIM STURTEVANT battalionchiefs@rsf-fire.org Mobile Phone: (858) Pager: (858) Emergency Response Morning Briefing-Conference Call Ensure Operational Readiness of all stations/ jurisdictions and organize daily activities Communicate daily activities with each Operations Chief/Duty Chief and disseminate critical information as needed Meets with company officers in each station to explain new orders, answer any questions, discuss policies and procedures; ensure proper awareness of new standards. Relay and receive information, deliver interdepartmental mail if emergent Assist the Operation Chief with company Officers' evaluations Assist Company Officer with counseling and coaching of subordinates when there is a performance or personnel problem if necessary Participate in training activities and observes companies as they participate in drills Is the initiating official for preliminary investigations and/or citizen complaints. Analyzes information gained and handles when appropriate; or formulates report and passes through chain of command Keeps records and reviews RMS reports per developed program Participate in agency scheduled captains meetings when on duty Participate in agency scheduled shift or staff meeting Training Division BRET DAVIDSON-Battalion Chief davidson@rsf-fire.org Work Phone: (858) Training and Coordination Career Development Promotional testing Recruitment, Testing and Hiring Secondary Duty Response 06/26/2013 Item #05 Page 41

42 ATTACHMENT I June 26, 2013 FIRE MANAGEMENT SERVICES UPDATE 06/26/2013 Item #05 Page 42

43 OVERVIEW In March 2013, RSF FPD representatives stated that their agency had no interest in sharing a Fire Chief with coastal cities RSF FPD elected to end agreement to share services of Encinitas and Solana Beach Deputy Chiefs (DCs) Result would be an increased cost share for coastal cities totaling approximately $240,000 for DCs Coastal cities elected to end agreement to share services of 4 RSF Battalion Chiefs (BCs) 06/26/2013 Item #05 Page 43

44 GOALS OF PROPOSED REORGANIZATION Smaller service area for BCs to cover Reduction from 12 stations to 8 stations More appropriate staffing level for management and shift supervision Current staffing (8): 1 Fire Chief/3 DCs/4 BCs Proposed staffing (6): 1 Fire Chief/1 DC/3 BCs/1 Program Assistant ( non sworn ) Maintain highest level of service in the most cost effective manner 06/26/2013 Item #05 Page 44

45 BATTALION CHIEF ORGANIZATION Fire Department Organization Chart Fire Chief - ENC DEP Chief Administration SR. Mang. Analyst ENC Admin. Support Coordinator ENC EMS Coordinator CSA-17 BAT Chief B Training BAT Chief A Operations Fire Marshal ENC BAT Chief C Support Services Program Asst. ENC Mang. Analyst ENC ENC 1 Program Asst. ENC ENC 2 ENC 3 SR. DEP. Fire Marshal ENC DMR 1 DEP. Fire Marshal ENC ENC 4 Administration ENC 5 Operations Fire Inspector (PT) SOL ENC 6 DEP. Fire Marshal ENC SOL 1 Prevention LEGEND Shared All Not Shared Encinitas Solana Beach Del Mar CSA-17 06/26/2013 Item #05 Page 45

46 BATTALION CHIEF ORGANIZATION Estimated Costs & Savings for FY TOTAL $ 167,376 $ 289,028 $ 969,070 $ 1,425,474 Current Cost for FY (by agency) Savings $ $ 182,874 $ (15,498) $ 316,216 $ 1,027,033 (27,188) $ (57,963) $ (100,649) Cost Allocation (FY 12-13) DMR 11.66% SOL 20.36% ENC 67.98% Shared Positions Include: 06/26/2013 ENC Fire Chief Deputy Chief ENC Fire Marshal ENC Management Analyst ENC Program Assistant Battalion Chiefs Item #05 Page 46

47 BATTALION CHIEF ORGANIZATION Pros: Response Time Face Time Supervision Career Path Cost Savings 06/26/2013 Challenges: Fewer Office Hours for Battalion Chiefs Impact on Workload Item #05 Page 47