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274918 M/HITE - C�TV CLERK COUnCIl 2'�49�8 PINK - FINANCE � CANARV - DEPARTMENT G I TY OF SA I NT PALT L BLUE - MAVOR File NO. Council Resolution Presented By Referred To Committee: Date Out of Committee By Date An Administrative Resolution establishing the title and class specification for Emergency Preparedness Coordinator in the Civil Service Rule's. RESOLVED, that the Civil Service Rules be amended in Section 3. E (Fire Non-Supervisory Group), by inserting the title of Emergency Preparedness Coordinator in Grade 37; and be it FURTHER RESOLVED, that the Civil Service Rules be further amended in Section 32 by inserting, in proper alphabetical order, the attached specification for Emergency Preparedness Coordinator. Approved: � Chairman Civil Service Commission COUNC[LMEN Yeas �_,,,,,,�N Nays Requested by Department of: �- ��r�. PERSO NEL O ICE �$, [n Favor Hunt _! �e V -- Against BY �'� �� Maddox Showalter `'�� Form prove y Cit tt ne Adopted by Council: Date MAY 1 � 1980 0 Certified _s y Council Se ary BY � t�p d by Ylavor. t Y —�.,{�Y 1 9 1980 APP v d by Mayor for sion to Council BY - — BY . ' �NF.A MA`f 2 4�_ Title of class: EMgtGENCY PREPAREDNESS COORDINATOR DESCRIPTION OF WORK ��,` General Statement of Duties: Performs professional work coordinating emergency preparedness efforts, disseminating information regarding esergency procedures and processing necessary documentation; directing the Fire Departr.�ent's Safety Program; and performing related work as required. Supervision Received: Works under the general guidance and direction of the Fire Chief. Supervision Exercised: Exercises general technical and administrative supervision over lower level workers. TYPICAL DUTIES PER�'ORMID The listed examples may not include all duties performed by all positions in this class. Develops emergency preparedness plans and programs and submits them to the appropriate officials and agencies for approval. Prepares and submits the annual emergency preparedness budget to support the emergency preparedness program. Coordinates the City's emergency preparedness activities with those of the County, State and Federal governments. Develops and impleaents plans to provide an emergency operating center facility; plans for staffing and coordinating the use of such a facility in an emergency. Plans and organizes a radiological monitoring and analysis system; trains personnel and acquires necessary equipment. Coordinates emergency plans with medical agencies and personnel. Plans and coordinates public warning and information systems including maintenance of warning sirens and agreements with local broadcast media. Informs individuals and groups about the emergency preparedness plans; attends meetings regarding emergency preparedness as the City's representative. Performs or coordinates the performance of other activities outlined in the emergency preparedness plan. Plans and dev�elops training programs in all areas of emergency preparedness. Directs the Fire Department's Safety Program. Directs the fuel allocation program and coordinates with the appropriate state agencies; plans and coordinates cammunity shelter maintenance program. Develops a long-range program for gathering and maintaining data regarding underground facilities. KNOWLEDGES, SKILLS AND ABILITIES Ability to communicate effectively, both orally and in writing. Ability to establish and maintain working relationships with City and other public officials and private agencies. Knowledge of emergency preparedness fundamentals including state and f ederal guidelines. Some knowledge of budgeting procedures and grant proposal writing. MINIMUM QUALIFICATIONS Five years' experience as a Fire Fighter, Fire Engineer or Fire Equipment Operator in the Saint Paul Fire Department and either completion of 90 credits or tc,�o years' administrative or Civil Defense experience. r r • �'��`�"� � Emergency preparedness has bzen under the direction of the Fire �epartment 'since 1976. The Ma,yor and City Council should have been aware of th� fo11oN�- ' ing facts when the appointment was made. 1. The director and key staff of P�inneapolis emergency preparedness are sworn personnel and have been for years. It has worked out well for Minneapolis. I think 4�te can learn from that fact. 2. If you took a random sampling out-state or out of state, yo� would find the majority of emernency preparedness directors are sworn personnel . It's logical to take advantage of a resource that is specifically trained to handle emergencies. 3. The Fire Departmen-t offers the city medical support (Paramedics- E.M.7s. ). This support is invaluable in any disaster or emergency and must be tied into a multi-hospital emergency plan. The Fire Department has portable and mobile communic�- tion capabilities with Ramsey Hospital . No other agericy, department or office has that capability. ��Je may call on Martin ambulance to assist us in the event our medical trans- portation capabilities are over-taxed. (This must be coordinated through the Fire Denat°tment and P.amsey Nospita1 ) . 4. The Fire Department is charged 4rith the responsibility for responding to radiological emergencies. l�Je have men trained as radiological monitors and have monitoring equipment on some Fire Department vehicles to support the assessment capability. 5. The Fire Department has the responsibility for maintaining ��e public warning system for St. Paul . GJe are in communication with over 100 civilian volunteers who confirm each siren is functioninq. If a problem exists, we work with the sinnal divi si cn ro fac�i 1 i tate �he ap;�rop��iate correcti ve acti on. 6. The proposed job description charges the emer_a,ency preparedr�ess director v�ith the responsibility of "Directing the Fire Depart- ment sa�fety program. " We need a fire fighter to administer this program. 7. The Fire Department has the unique communication and dispatching capabilities necessary for coordinating and directing emera�nc,y or disaster situations. 8. Since fire fighters come in contact with emerqency situations on a day to day basis, it should be noted that we are trained to fl�ake quick and accurate decisions to mitigate the emergency. We`re specialists in handling unfa�iliar stress situations. r• - 2 - 9. One primary duty of the emergency preparedness director is to ' preplan for potential hazards or problems unique to our cit.y. It's the duty o- each district chief to seek out and plan for each potential hazard in his district, avhether it's the tank cars of chlorine at the sewage treatment plant, the bulk petro- leum tank farms, large storage areas of industrial hazardous chemicals or radioactive waste from our hospitals and industry. These must be reported to the director so he, in turn, can work with the chiefs to mitigate each item. l�ith the rapid increase of hazardous material incidents through- out the nation (industrial and transpo-tation) we must rely even more on the fire department's specialized training for handling liquid petroleum gas explosions, chemical and pesticide spills, which may result in partial evacuation of the area involved. 10. The close association of the fire department N�ith the police during emergency situations will help the director nlan and coordinate activities involved with bomb scares and� civi1 disturbances. 11. The f9re department plays an integral part in the stabilization and recovery process resulting from floods and tornados. 12. The fire departm��t's communication and team�vork with the utilities, police and medical assistance is done on a day to day basis. These are the basic resources required ir� any major emergency or disaster. I feel it is wise to take advantage of such a valuable existing resource. � ��- =��`S f, l� Title of class: ��°'�...:�._.:: . ._.:.: �4 Sc`�e rJ!C�-S (�!/lG`G/�� ^ 6 '•f, EMERGENCY .' S : '��,%��'� � �� : DESCRIPTION OF S�ORK r,,:-:;-�, ..�-....... . ...._.- . �:. , General Stater�ent of Duties: Performs professional work coordinating emergency preparedness efforts, disseminating i.nformatian regard�ng emergency proc�dures and processing necessary documentation; directing ,the �'ire Department's Safety Progra.n; and performing related wark as required. Supervision Received: Works under the general guidance and direction of the Fire Chief. Supervision Exercised: Exercises generai technical and administrative supervision over lower level workers. TYPZCAI. DUTIES PERFORMID TEie listed exampl�s may nat incluc3e all duties performed by all positions in this class. Deve2ops emergency .�x . plans a:-�d prograias and submits them to . . the appropriate offic�.als and agencies for approval. Prepares and su��,s the annual emergency �-�`'�`�c�.3-s- budget to support t�-i2 emerg�cy program. Coordinates the City's emergency preparedness activities wzth those of the � County, State and Federal governments. �;v�.�t_,';- Develops and implements plans to provide an emergency operating center facil3ty; 1.�:' ; � :� ' �lans for staffing and coordinating the use of such a facility in an � � ` � emergency. ��rTrvt?�Y��P�ans and organizes a radiological monitoring and analysis system; trains �il� _,��,�f�• 1 �P�e�sonnel and acquires necessary equipment. �,. 1t,, �, , �obr'dinates emergency plans with%medical agencies and personnel. ��.'Plans and coordinates ublic wa�nin and infonnation s stems includino ��;�,��t;i:; , t('j`'" P g Y � maintenance of warning sireiis and agreements with local broadcast media. o '.!�i ' �a� 1� Informs individuals and groups abo�at the eme�r�e cy preparedness plazis; attends meetings regarding emergency as the C�ty's representative. , Perforas or coordinates the performance of other activities outlined 3.n the emergency g�-�r�tress plan�. ' -, Plans and dev�elops training programs in all areas af emeroency p-��e��ss. _��;,,,�,�, ,��J S f..Directs t i�e ��r ent's Saf��Program. r,: -Pr.>��•:;+`�,f�r''. Directs S-�`�u�al a110 ation progran and coordinates with the apprapriate state � '�' � r`'' ' �' ��" a encies• Ians and coordinates com�unit shelter maintenance 8 > P Y prograz;�.. f'L�"'"f'r�_�±�lr'�f// Develops a long-range program for gathering and naintaining data regarding J "�' {~ '� r.,}�c;� r underground facil�ties. ' ; G,�v� i ' , , , t. C tTrh��r�, ' -:,; �:1��r�c i c c, t' �,.o,t �? ryC�,�n�i�-l ��:�.�,t �� j r�? t• ri r ir!7' P.�t i/ S 11z� ,',,��r,,r�'1'�'fi,��;'�'�KNOWLEDGES,, SKILI�S AND ABILITIES ��1�;',/t�!��'�'' �j G��F'r lt�-7^,I C.C S 7' G f O n b= L.n'1��'. ' i n�)i� u c r c �,, �#n �-r„��c ! r;µS %,i . Y ��. A�n�.�r�� - . ��;;;�r-- I Ability to communicate effectively, both orally and in writing. %' t'� Ability to establish �nd maintain working relationships with City and r.j�. r,r��c7) other public officials and private agencies. Knotaledge of emergency preparedness fundamentals including state and federal guidelines. Some knowledge of budgeting procedures and grant proposal writing. MIIv'ItNM QUALIc^ICATIONS Five years� experience as a Fire Fighter, Fire Engineer or Fire Equipment Operator in the Saint Paul Fire Department and either completion of 90 credits or two years' administrative or Civil Defense experience. sTTh`-� t�, {-CS,�. . � cv��w�— �`A p�o/a�rc �/ r�o� ��n ��v� �1 . ., ., _ _ „ ,, .n .. ...o n. .,, �, ,��. .n - ,_-. ._.�-� � ��'� � � � `� �� .R�.�� OBJECTIVE DEFINI7ION SHEET FY 1980 (O.E.M. ) I . Set Up Emergency Management Office A. Budget (submitted on separate sheet). B. Acquire office space, furniture, equipment and supplies. 1 . Immediate requirements for these things. 2. Sources from which you may get them and how. - (3) desks, used (no charge) 17 W. Fourth Street, City Purchasing - (3) files - City Purchasing (2) two-doar (� } four-door - (3) desk chairs - City Purchasing - (4) office chairs - City Purchasing - (1 ) I.B.M. Selectric II typewriter (Red Mathews) - (1 ) adding machine (10 key) - (3} multi-line phones - (1 ) National Weather Service Tone Activated Monitor - (1 ) Rofax Bond Copier 115 - Royal Business Machines _ 3. Office - approximately 600 square feet. Miscellaneous office supplies include pens, paper, stamps, etc. C. Set up a filing system. D. Set up a bookkeeping systein. E. Staff orientation. II . Develop Emergency Plans Which Cover Natural , Man-made and Nuclear Emergencies Which Involves: A. Compiling resource lists, gathering from each city office, agertcy and department a detailed list of materials, supplies, facilities, equipment, manpower and other resources which the city has access to. Once our individual lists are pretty well developed, we can look at the total picture we have in the way of plans and resources. ' . Page 2 B. Assigning specific tasks to specific departments and personnel -- examples are as follows: l . Tornado a) City Hall Custodian b) H.U.D. Authority c) Salvation Army d) Seventh Day Adventists e) Emergency Management f) Police g) Fire h) S.P.R.H. i) Medical Liaison j) Red Cross k) P.C.A. 1 ) Water Department m) N.S.P. n) Northwestern Bell o) Coroner p) Building Code Division q) Public Works 1 . Parks Division 2. Private Contractors 2. Flood a) Emergency Management . b) Public Works c) Police d) Fire e) Red Cross f) P.C.A. g) City Purchasing h) Northwestern Be11 i) H.U.D. j) Salvation Army k) City Hall Custodian 3. Radiological a) Fire b} Police c) Emergency Management d) Health Department e) P.C.A. f) Red Cross g) Military - if aircraft containing weapons ;� 4. Chemical a) Fire 1 . Chem Trec 2. 3M 3. Owner b) Police c) P.C.A. d) Health e) Emergency Management f) Red Cross � 5. Aircraft a} Fire b) Police c) S.P.R.N. d) F.A.A. 6. Overall Medical Support a) Police b) Fire c) S.P.R.N. d) Casualty Management Center e) Alternate C.h1.C. - Midway Hospital f) Bethesda, Children's, Divine Redeemer, Midway, Miiler, Mounds, Samaritan, Riverview, St. John' s, St. Joe' s � g) Private Ambulance Services h) Public Works 1 . Parks i) P.C.A. j) Red Cross k) Code Enforcement 1 ) W:��er Department m) Northwestern Bell n) N.S.P. C. Encourage organizations and industries to begin making lists of their available resources and thinking about how they can support St. Paul ' s overa1l emergency operation plan (i .e. , food, clothing, transportation, manpower, equipment and shelter). 1 . Food a) Red Cross b) Salvation Army c) Seventh Day Adventists d) Restaurant Association 2. Clothing a) Red Cross b) Salvation Army c) Seventh Day Adven�ists d) Corr�nunity Organizations .� ,� - ' Page 4 3. Transportation a) M.T.C. (city buses) b) Taxi c) School Buses d) Private Ambulance Services e) Fixed Wing, Choppers f) Mutual Aid 4. Manpower a) Division of Manpower b) Community c) National Guard d) Police Reserves e) Off Duty Personnel f) Mutual Aid 5. a) Armories b) Vacant Schools c) Civic Center d) Licensed Shelters e) h1utual Aid f} Fairgrounds 6. Equipment a) Private Contractors - b) Private Ambulance Services c) Mutual Aid D. Develop a close liaison with our utility companies, defining their standard operating procedure, back-up systems and emergency capabilities. Basic needs require: 1 . Northern States Power Company a) Inspect area for utility hazards and shut off gas lines and downed electrical wires. b) Restore gas and electric service to lifesaving installations on a priority basis. Provide electric power for emergency operating policies in the area. c) Restore gas and electric service to the area as a whole as soon as possible. 2. Northwestern Bell Telephone Company a) Inspect area for damage to telephone system. Provide liaisan personnel to the city E.O.C. Establish temporary telephone service to the field control center. :� . . � Page 5 b) Restore telephone service to lifesaving and emergency operating forces in the area, on a priority basis. c) Restore telephone service throughout the area as soon as possible. 3. Water Department a) Inspect area for damage to water supply systems and check water for potability and/or contaminat�ion. b) Shut off su�ch portions of the system as necessary to avoid excessive drain down. Insure water pressure for fire fighting. c) Restore water to lifesaving installations on a priority basis. Arrange for temporary water supply by truck if necessary for special purposes. d) Restore normal water distribution system to area as a w�hole as rapidly as possib1e. III . Establish and Maintain an Effective Siren Maintenance Program Through Public Works to Prevent Expensive Replacemen� Costs A. St. Paul has 54 sirens, both 2hp and lOhp. B. Replacement costs excluding man hours is �1 ,000 + per (2) two hp or approximat�ly $162,000 plus total replacement cost. The director must initiate a cost s¢udy of the maintenance program to develop a practical maintenance schedule to coincide with his quarterly budget allocations. IV. Survey for Potential Hazards, Hazard Mitigation Hazard mitigation is that aspect of disaster p1anning designed to eliminate, or at least, the impaet of the forces of nature on life and property. It includes not only an attempt to abate damage in the aftermath of a disaster, but also an effort to eliminate or reduce hazards existing within the commun- ity which are a threat to life and property in the faces of the forces of nature. You need an analysis of St. Paul 's history (floods, blizzards, tornadoes, transportation accidents, major fires, etc. ). Study, for example, the range of temperatures throughout the year, wondering what the city would do if the weather were below zero for an extended period of time and the cities natural gas supply, which most of the residents use for heating, was cut off from some reason. You need to know where the city's gas, water, electricity and such utilities come from, how they got into the city, what reserves are on hand and what �>> .. ' , ' Page 6 the auxiliary sources of supply are. You need to know the city po�ulation distribution, its terrain or physical layout and whether these things create problems. V. Develop a Public Information Program "We can have a top warning system, test it regularly, have it working per- fectly, and what good is it if the people don't know what the warning signals mean when they sound?" "And what good is it for the people to know what the warning signals are if the people don't know what to do and where to go when the warning sounds?" Inform people about their responsibilities as citizens, the kinds of pro- tective actions which they themselves have responsibilties to take in various emergencies and also in preparing for emergencies. Instruction on who has the main responsibility for a school disaster plan, enrolling in family disaster preparedness courses and teaching thejr children what the warning signals are. What should be done with electrical and gas appliances before the people leave their homes to go to shelters. UI. Maintain an On oin Traininq Proqram for the Director and Staff � The director-coordinator and deputy shall take all appropriate accr�dited staff college courses from Battle Creek, Michigan before appointment, including: - Civil Defense U.S.A. - Radiological Monitoring - Director-Coordinator During the first 12 months of office complete phase I of the C.D.C. Second year, phase II Third year, phase III Fourth year, phase IV In addition, it is highTy desirable that the staff successfully complete additional civil preparedness courses, including the Career Develop�rent Graduate Seminar and courses in emergency operations. Also, planning and radiological defense as well as college or university courses in public administration. s� ; , •. , ' Page 7 VII. Council File #156663, St. Paul Ordinance #9767, ,�dopted �:ugust 23, 1951 , which describes the civil defense director's duties, responsibilities and authority should be updated and re-evaluated. A meeting with the city attorney, mayor and emergency preparedness director should be scheduled. The ordinance should reflect the evolution of civil defense since 1951 , in terms of its new spectrum of responsibilities. Ordinance items include: 1 . Provision of lines of succession. 2. Description of duties and responsibilities of the emergency management director. 3. Effective date of ordinance. 4. Definition of civil defense. �, - ; �_; _ '�� j � / _ V �, .,� �► ;:;�.` '..-,.. ��.�� 1.�..��rr�.� _i .,E�.U�.S ` ' M�� k.� QTI�'ICF 0:�� TH� GZTY GflIIIti CIL �±�J�a��'"w�s � 4 r � f�:y� 'r� ..r�t- , _'�" t�,_ � !�' � ;:; ' . . ��a�9��M`fJ �(��a_�_ . �" . _-_" !'"�� t,�: , . . ,:= f�_ Date : I�Tay S , 1980 �,. _ ;:_�Y, � C) �tl �� T'�� P � ��a' � T � : S�in� Reaul Cifi� Ce�r�cil � �Q �+� � CCDd'1ri�l'�'�� O INANCE , D9ANAGEP�IENT AND PERSONNEL � ' oi lc�v�lir� RUBY HUNT � , c�a��man, makes the f 9 rep�r� on G. F. � �rdir�c�r:ce ( ) Q t��solu#�ion : �] Uther T l`1`i�� a � The Finance �ommittee, at its meeting of May 5 , 1980, . recommended approval of the following: � 1 . Resolution establishing title of Emergency Preparedness �Coordinator in Grade 37 of Section 3. E (Fire Non-Supv : Group) of the Civil Service Rules and also establishing class specs for this title in Section 32 of the Civil Service Rules . 2 . Resolution pertaining to filling the Property hianager .position be forwarded directly to the City Council af.ter it has been passed by the Civil Service Commission. 3. Resolution authorizing adma.nistration to negotiate leasing _of space in City Hall Annex. 4 . Resolution providing budget amendments in CD Year IV and V. 5 . Resolutions approving joint mortgage. financing undertaking with the City of Minneapolis and the McKnight Foundation . (resolutions will be forwarded later) . CITY H?.LL SBVENTH FLOOR SAINT PAUI., �IIN\E.SOT� SSi02 ..sT"_. .�r`+ Do ndt detach this memorandum from the . resolution so that this information will be ��;�,� available to the City Councii. " EXPLANATION OF ADMINISTR.ATIVE ORDERS, RESOLUTIONS, AND ORDINANCES Date: M�.rch 13, 1980 RE � E � `VED APR� - 198Q MAYOR'� � T0: MAYOR GEORGE LATIMER - FR: Personnel Office RE: Resolution for submission to City Council ACTION RE�UESTED We recommend your approval and submission of this Resolution to the City Council. PURPOSE AND RATIONALE FOR THIS ACTION: This resolution establishes the title of Emergency Preparedness Coordinator in Grade 37 �of Section 3. E (Fire Non-Supervisory Group) of the Civil Service Rules and also establishes the class specification for this title in Section 32 of the Civil Service Rules. The bi-weekly salary range for Grade 37 is shown below: A B C D E F 10 yr. 15 yr. 747. 66 785. 03 824. 30 857. 57 901.41 937. 96 986. 68 1011. 04 $19, 514. 00 annually $26,388. 00 ATTACHMENTS: � Resolution and copy for City Clerk. S�� - ��