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87-57 WMITE - CITV CLERK PINK - FINANCE COUflCII ,rp. CANARV - DEPARTMENT G I TY OF SA I NT PAUL File NO. �" �� BLUE - MAVOR Co nci Resolution �� �, Presented y -7 �� Referred To �f�-=I �� �D��� Committee: Date � °�r J� '� Out of Committee By Date An administrative Resolution establishing the rate of pay for the title of Emergency Preparedness Coordinator in the Salary Plan and Rates of Compen- sation Resolution. RESOLVED, that the rate of pay for the title of Emergency Preparedness Coordinator be changed from the rate set forth in Grade 37, Section I D 6, Fire Non-Supervisory Standard Ranges, to Grade 43, Section I D 6, Fire Supervisory Standard Ranges, in the Salary Plan and Rates of Compensation Resolution; and be it FURTHER RESOLV'ED, that this resolution shall take effect and be in force on the first pay period after the passage, approval and publication of this resolution. COUNCILMEN Requested by Department of: Yeas p�eW Nays � Nicosia PERSONNEL Rettman I[I FBVO[ Scheibel � Sonnen __ AgaltlSt BY Tedesco IKiieaa_ Adopted hy Council: Date .�aN � 5 �9� For Approve b rney Certified Yas e b uncil Se tar BY ' B}� Appro y :Vlavor: Date � � Approv y Mayor for Submiss' o o{�ncil By — — BY PUBLISHED J A N 31 1987 ' ' � ` � PROPOSED SPECIFICATION �a ' �7 CODE: 38523 B.U. . 03 EFFECTIVE: TITLE OF CLASS: EMERGENCY PREPAREDNESS COORDINATOR DESCRIPTION OF WORK General Statement of Duties: Performs responsible professional and administrative work directing the emergency management efforts, disseminating information regarding emergency procedures and processing necessary documentation; directs the Fire Department's safety program; and performs related duties as required. Supervision Received: Works under the general direction of an Assistant Fire Chief or the Fire Chief. Supervision Exercised: Exercises general, technical and administrative supervision over assigned personnel. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Directs the emergency management, hazardous materials, and safety programs for the Department of Fire and Safety Services. Prepares, submits and manages the division budget. Manages the maintenance of the community warning system; maintains system of community volunteers. Works as departmental medical liaison; testifies at workers' compensation hearings. Manages the department sick leave and return to work program; determines sick leave abuse; monitors progress of sick and injured personnel; assigns work and rehabilitation to light duty personnel. Prepares and submits Federal grant requests and maintains appropriate records. Evaluates all vehicle and apparatus accidents; responsible for damage estimation, evaluation of cause, appropriate corrective action; cost recovery and form processing. Coordinates with City Attorney's Office the preparation of ordinances, council resolutions and agreements. Speaks to state legislature and City Council on emergency related issues and provides research and policy recommendations. (continued on reverse side) EMERGENCY PREPAREDNESS COORDINATOR EMERGENCY PREPAREDNESS COORDINATOR (continued) TYPICAL DUTIES PERFORMED (continued) Speaks to community groups regarding hazardous materials and emergency management and provides response to community hazardous material complaints. Investigates hazardous material complaints and responds to such emergencies as advisor to the Chief. Responds to special alarm fires as Safety Officer and Aide to the Chief. Responds to all major emergencies as an Assistant to the Fire Chief to coordinate emergency management activities. KNOWLEDGES, SKILLS AND ABILITIES Rnowledge of emergency preparedness fundamentals including local, state and federal guidelines. Knowledge of hazardous material handling and disposal. Knowledge of State and Federal OSHA requirements. Knowledge of Workers' Compensation laws. Knowledge of budgeting procedures, funding sources and grant application procedures. Ability to establish and maintain effective working relationships with City and other public officials and private agencies. Ability to communicate effectively, both orally and in writing. MINIMUM QUALIFICATIONS Five years as a Fire Fighter, Fire Engineer or Fire Equipment Operator in the Saint Paul Department of Fire and Safety Services and completion of 90 credits relating to civil defense or two years of experience in admirrtstration or civil defense. EMERGENCY PREPAREDNESS COORDINATOR . . � . �� -�� POSITION AUDIT REPORT Position: Emergency Preparedness Coordinator Incumbent: Russell Polansky • , Auditor: John H. Shockley BACKGROUND The position has been in existence for six years. It was originally developed to carry out the intent of Chapter 13 of the Saint Paul Legisla- tive Code which established an Emergency Management Agency and defined goals and objectives of the agency. Since the time of the position's inception the duties have evolved. On April 28, 1986 our office received a request for an audit of this position. Both the Fire Chief and the Assistant Fire Chief have indicated support for upgrading the position to the level of District Fire Chief. DESCRIPTION The position performs professional and administrative work in the man- agement of the Fire Department's emergency preparedness and safety pro- grams. Supervision is received from Assistant Chief Heinen as well as the Chief. The position supervises a clerical position and three support positions as well as sick and injured employees assigned to the light duty program. The position manages the following department functions: 1 . Supply inventory. 2. Hazardous material response and inspection. 3. Training and certification of Hazardous Material response teams. 4. Return-to-Work program. 5. Community Warning system. 6. Sick Leave program. 7. Multi-hospital casualty plan. The position also performs the following duties: 1 . Provides technical assistance and training to businesses, schools, and public facilities in emergency planning. 2. Prepares program budgets. 3. Competes for federal grants; prepares grant request; submits same and keeps records. 4. Acts as departmental medical liaison; coordinates medical evalua- tion testing; testifies at workers' compensation hearing. Page two �'�. �7—`57 5. Evaluates departmental vehicle-apparatus accidents; recommends recovery costs, repairs replacement; processes appropriate paper work. 6. Prepares ordinances, resolutions; speaks to State Legislature and City Council; provides research information and policy recommenda- tions. ' 7. Provides public safety information to public. � 8. Addresses hazardous material complaints and responds to same. 9. Responds to special alarm fires as Safety Officer and Aid to the Chief. 10. Responds to all major emergencies as Assistant to the Chief and as Coordinator of emergency management under Chapter 13 of the Saint Paul Legislative Code. SUMMARY Interviews were conducted with the incumbent, Russell Polansky and his immediate supervisor, Robert Heinen. Mr. Polansky provided the information presented in the aforementioned description. He stated that he felt his job was undervalued by the HCA Consultants. Assistant Chief Heinen supported - Mr. Polansky's description of his duties and stated that he felt the position was equivalent to a District Fire Chief. He also stated that in order for Mr. Polansky to work in an official status, that is, be in a command position in a paramilitary organization, he must be able to deal with District Fire Chiefs on an "equal" basis. Gl�ief Heinen cited the example that Mr. Polansky must be able to give orders to Fire Captains regarding the handling of hazard- ous materials and that currently this is a problem as Mr. Polansky is equal to a Captain. COMPARISONS The described position is unique to the Fire Department. Information regarding similar positions in other fire departments was presented by Mr. Polansky. A review of that information revealed that Mr. Polansky's previously described duties are mostly performed by a Fire Department Safety Officer in the cities of Seattle and Phoenix and that in Phoenix the Safety Officer is equivalent to a District Fire Chief while in Seattle the Safety Officer is equivalent to a Captain. The Safety Officer in Phoenix manages the emergency preparedness and hazardous materials programs as does Mr. Polansky. In Seattle the Safety Officer does not perform such duties. Mr. Polansky also submitted information regarding similar positions in Austin, Minneapolis, Sacramento County and Wichita, Kansas. A review of that informa- tion revealed that Mr. Polansky's described duties are a combination of several duties performed by the Safety Officer, Civil Defense Training Coordinator, Fire Reserve Coordinator, Emergency Operations Coordinator and Civil Prepared- ness Coordinator in those jurisdictions. Perscanael Office . , ' . DEPARTMENT N� 081 5 John Shockley �j CONTACT �� �s 422t PHONE � ��, � > e Qr : �a-�2-sb DATE ASS N NUI��R ,FOR ROUTING ORDER Cli Al1 Locations for Si nature : � Department Director 3 Director of I�anagement/Mayor i Finance and Management Services Director - 4 City Clerk ' �udget: Director ity Attpr.ney WHAT WILL �BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/ See attached report. , Rationale) : I REC�IVED � � m� R��4 i�,E�'� ' � , \ ECI � . �� �!� OF 1 MA�aR�s c�F��+� _C 5 t9�6 : C�fY A 1�i���� COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED: Grade 37 - Fire Non-Supervisory A B C D E F 10-yr. 15-yr. 1072.71 1126.32 1182.66 1230.40 1293.31 1345.73 }415.62 1450.60 Grade 43 - Fire Supervisory D E F 10-yr. 15-yr. 1311 .36 1376.94 1445.80 1504. 15 1581 . 10 1645. 19 1730.61 1773.37 • $6,204.90 annually � FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa- : ture not re- Total Amo�nt _af �Transaction; quired if under . � $10,000) Fuading, Sou.rce: Activity Number: � • � • ATTACHMENTS (List and Number All Attachments) : 1 . Resolution • 2. Position Audit Report 3. CT'�ss Specification 4. Copy` for C'ity Clerk � DEPARTMENT REVIEW CITY ATTORNEY REVIEW Yes No Council Re�olution Required? ' Resolution Required? Yes No Yes No Insurance Required? Insurance Sufficient? Yes No Yes No Insurance Attached: (SEE •REVERSE STDE FOR INSTRUCTIONS) Revised 12/84 . � � Page tHree ' � �7-S� Q.E.S. EVALUATION AND ANALYSIS HCA Evaluation JHS Evaluation KR - 6 = 615 KR - 7 = 795 EA - 4 = 320 EA - 4 = 320 ME - 4 = 285 ME - 4 = 285 � AD - 4 = 265 AD - 4 = 265 IPP - 4 = 230 IPP - 4 = 230 � CE - 3 = 170 CE - 4 = 220 H&S - 2(0) = 115 H&S - 4(0) = 195 C - 3 = 100 C - 3 •= 100 PE - 1 = 45 PE - 2(0) = 50 S - 1 = 30 S - 2(0) = 35 PA - 0 = 0 PA - 2 = 110 US - 0 = 0 US - 2 = 25 2175 2630 When this position was evaluated by the HCA Consultants in 1984 the duties regarding the hazardous materials program and emergency preparedness were still in a developmental state. Since that time the responsibilities of the position have increased. Therefore, the knowledge required to perform in the position meets the seven level definition. This is full performance level administrative and professional work. Also, a four level should be given for the Consequence of Error factor because the incumbent directs the hazardous material removal teams at fires and responds to �omplaints through- out the City. Failure to follow established safety precautions or errors in judgment would have grave consequences. Additionally, a level of four should be given for the Hazard and Stress factor because the position goes out on multiple alarm fires and is responsible for directing the handling of hazard- ous materials. The participation in fires resulted in two levels being given for Physical Effort and Surroundings. The position is now participating in supervisory functions by recommending the hiring and firing of assigned employees and regularly supervises several light duty personnel as well as clerical and technical employees. RECOMMENDATION It is recommended that we revise the classification specifications for this ' ' position. It is also recommended that we place the Classification in Grade 43 of the Fire Supervisory Standard Range. . . � �� ��� �'��cj � ��-i-� . - �b'-- �'7 5� . r� CITY OF S�.INT PgUL ��'�'�'� . O�'B'ICE OF TH� Cl2TY COUYCIL :�i� t11.nt ` , �ammitte� ReFart �:i�.ance. Mana�eme�t; &Persannel Committee. JANUARY 8, . 1987 1. Approval of iainutes from meeting held December 23, 1986. apgroved 2. Resolution authorizing renewal of rate stabilization agreement with Northwestern Bell. withdrawn - sent to Energy Committee ' 3• =,:�i�ese�ia��a�shiag rate of paq for the tftl.e af E�ergeacp Freparedness � Cao��i.nator Sn Grade 43, Sectioa � D b, Fire SupervisorqM Standard�Ranges ta t�te Sa3.sry Plan � Rgtes of Compensation Resolu�ion. �appra�d 4. Resolution establishing the rate of pay for Fire Marshal in Grade 46, Section I D 6, Fire Supervisory Standard Range in the Salary Plan and Rates of Compensation Resolution. approved . 5. Resolution adjusting the rate of pay for House Custodian I in Section II B, ..;�.. Special.,�mployments in the_Salary Plan and-Rates--o�-.Ca�peasation Resolution. -- -- anproved . 6. Resolution approving method of disbursing severance pay and allowing the options of payment in full or in five yearly installments. approved 7. Administrative Orders: D-8206: Authorization of payment in the amount of $450.00 to Alison Watase to � attend workshop on Adolescent Obesity. Iaid over to 1/15 D-8210: Authorization to purchase repair parts and dealer services without advertisement and competitive bids from MacQueen Equipment Company. discussed D-8211: Authorization to purchase repair parts and dealer services without advertisement and competitive bids from Itasca Equipment Company. discussed D-8212: Approval of payment .for vacation of Congress Street by HRA. laid over to 1/15 D-8216: Authorization to purchase without advertisement mechanical sign stripper from Simon Machinery Sales, Inc. discussed D-8224: Budget Revision in PED - PED Operations fund. discussed D-8225: Authorization to execute exteaded lease agreement for use of city's Valley Recreation Center. report requested 8. Resolution approving 1986 Memorandum of Agreement between the city and the city of Saint Paul Classified Confidential Employees Association.