07-781Council File # � 7 �D�
Green Sheet #3041374
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ORDINANCE
THE COUNCII. OF TF� CITY OF SAINT PAUL DOES ORDAIN:
Section 1. That it is appropriate and desirable to place the position titled
Emergency Management Director in the unclassified service.
Secfion 2. That pursuant to Secfion 12.03.2(3� of the City Charter, such posirion
shall be established in the unclassified service of the City of Saint Paul
by ordinance with the consent of the Civil Service Commission.
Section 3.
Section 4.
That appoinhnents to such position shall be made by the Mayor with the
consent of the City Council of the City of Saint Paul.
This ordinance shall take effect and be in force 30 days from and after
its passage, approval, and publication, including approval by the Civil
Service Commission.
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Adopted by Council: Date �
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Adoption Certified by Co ncil Secretary
By: .
Approvedby : Date �° / 07
By:
Form App�a or for Submission to Council
By:
ForsnApproved �� IvilServic Commission
By: �� $C3+�*r
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An Administrarive Ordinance placing the position ritled
Emergency Management Director, in the unclassified service pursuant
to Section 12.03.2(I� of the City of Saint Paul Charter.
� Green Sheet Green
HU — HUmanResources
Contact Person & Phone:
M9ie Nale�y
2666515
Must Be on Council Agen
Doc. Type: ORDINANCE
E-Document Required: N
Document ConWCC Lisa McKeown
Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
07-7�/
17JUL-07
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Assign
Number
For
Routing
Order
Contact Phone: 2666479 I �
Totai # of Signature Pages, (Clip Ari locations forSignature)
Green Sheet NO: 3041374
0 uman Resources
1 uma¢ Resources De arGnent Direc[or (�
2 i Attorne
3 a or's Office Ma or/Assishnt
4 onncil
5 i Clerk Ci Clerk
Request approvai of an ordinance placing the position titled Emergency ManagemenE Director in the unclassified service pursuant to
Section 12.032(I� of the City Charter.
idations: Approve (A) or R
Planning Commission
CIB Committee
Civil Service Commission
1. Has this person/firtn ever worked under a contract for this department?
Yes No
2. Has this person/firm ever been a city employee?
Yes No
3. Does this person/firm possess a skill not normally possessed by any
curtent ciry employee?
Yes No
Explain all yes answers on sepaYate sheet aod attach to gree� sheet
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
The Mayor's Office has requested that the posifion 6tled Emergency Management Director be established in the unclassified service.
This position will provide strategic leadership and oversight to the new Office of Emergency Management.
Advantages If Approved:
Approval of this ordinance will allow for the creation of an unclassified Emergency Management Director who would cazry out
sh�ategic inifiarives to improve emergency prepazedness within the City of Saint Paul.
Disadvantages If Approved:
None.
Disadvantage5 If Not Approved:
Without the crearion of an Emergency Management Director the City may not be able to hire and retain the leaderslup necessary to
lead the City in effective emergency managemen[ and to be prepazed for emergency and homeland security issues. �
Trensaction:
Funding Source:
Financia l Information:
(Explain)
Activity N�mber.
f 'gys , ' '
CosVRevenue Budgeted:
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July 11, 2007 9:15 AM Page 1
07-7 �l
Title of Class: EMERGENCY MANAGEMENT DIRECTOR
(ADVISORY SPEC ONLI�
Code:
BU: 17 (Salarv Info)
Grade: 29C
Description of Work Effective Date:
General Duty Statement
THIS IS AN LTNCLASSIFIED POSITION. THIS CLA5S SPECIF'ICATION IS FOR ADVISORY
PURPOSES ONLY AND IS NOT COVERED UNDER ANY PROVISIONS OF THE CIVIL SERVICE
RULES. Provides strategic leadership and management for the City's Office of Emergency Management.
Coordinates and integrates the City's emergency and contingency planning efforts. Directs the development
and implementation of the City's Emergency Operations Plan, Hazard Mitigation Plan, Continuity of
Operations Plan, and Disaster Recovery Plan. Coordinates the City's disaster prevenrion, mitigation, planning,
preparedness, response, and recovery programs. Supervises and manages federal, state, and local emergency
management and homeland security grant programs for all City deparhnents. Implements and supervises
federal, state, and regional emergency management and homeland security mandates and program
requirements citywide. Fosters effective warking relafionships among City departments and local, county,
state, and federal agencies engaged in emergency management and homeland security initiatives. Establishes
and supervises outreach programs. Builds comprehensive response partnerships and promotes corporate,
family, and personal disaster preparedness. Performs related duties as required.
Supervision Received
This is an unclassified position that works under the administrative direction of the Mayor and the Mayor's
designated Deputy. This position serves at the will and pleasure of the Mayor.
Supervision Exercised
This position provides general guidance, direction, and supervision to a citizen and corporate advisory
commission and volunteer groups supporting emergency management and homeland security activities.
Exercises direct supervision of assigned personnel.
Competencies
• Demonstrates an expert understanding of the national, state, and regional homeland security laws,
rules, regulations, and protocols. Demonstrates an ability to apply this understanding in
coordinating and implementing comprehensive emergency management and homeland security
strategies and programs citywide. Demonstrates an ability to resolve the most complex challenges
associated with the work.
• Demonstrates an ability to proficiently develop, implement, maintain, and modify emergency
operations plans and other complex projects that may have changing priorities and community-
wide impact within negotiated deadlines. Demonstrates an ability to direct the development and
implementation of work plans, protocols, standards, and appropriately define and measure results.
• Demonstrates an understanding of national, state and regional emergency management and
homeland security organizations, City organization and services, private and public enrities, their
respective capabilities, and how to use them in disaster situations.
• Demonstrates an understanding of current and emerging approaches to nnprove emergency
prepazedness capabilities and how to promote those concepts to others.
• Demonstrates an ability to plan, coordinate, and supervise employees performing emergency
management work.
• Demonstrates an ability to work collaborarively with others to accomplish the mission and vision
of the organization, serving as a liaison with City departments, local govemmental units, private
and public agencies, news media, and the genezal public. Demonstrates the ability to build local
and regional partnerships with other emergency management and homeland security professionals,
schools, corporations, and private citizen groups.
• Demonstrates an ability to lead strategic planniug activities and assist others in problems solving
and analyzing risks and liabilifies related to disaster prevention, mitigation, planning, preparedness,
response, and recovery.
• Demonstrates an ability to effecrively coordinate the preparation, submission, and management of
state and federal grants, the Emergency Management Office budget, and associated recards.
Demonstrates an ability to coordinate the prepararion of related legislarion and agreements related
to emergency management.
• Demonstrates an ability to analyze emergency management and homeland security information,
assess business capabilities and capacity, and evaluate against program criteria or standards.
Demonstrates analytical skills required to conduct research, compile and analyze data, prepare
understandable reports, and solve problems based on the data.
• Demonsirates an abitiry to effactively listen, speak, write, and interact in a tactful and persuasive
manner with large groups or in one-on-one situations. Demonstrates an ability to create and edit
documents and visuals that aze easily understood by the intended audience. Demonstrates an
ability to present organized, understandable, and current data on issues and develop appropriate
departmental responses.
• Demonstrates an ability to conduct research on emergency prepazedness, homeland security, and
emergency management-related issues and make policy recommendations to legislative bodies and
community groups.
• Demonstrates an understanding and an ability to operate a wide range of modem, job-related
equipment and institute best pracrices related to the equipment. Demonstrates proficiency in
operating a variety of radio systems, information display equipment, installed Emergency
Operations Center equipment, and state/federal online reporting tools and grant adminisiration
softwaze. Demonstrates an ability to develop recommendations and strategies for procurement of
advanced or replacement equipment and systems.
• Demonstrates proficiency at understanding, designing, and implementing mutual aid agreements,
Emergency Management Assistance Compacts, and resource management systems. Demonstrates
an ability to build state and regional agreements and arrangements to support the prompt, efficient,
and safe delivery and receipt of resources during times of emergencies or disaster.
• Demonstrates an expert understanding of the National Incident Management System, the Incident
Command System, and Emergency Operations Center (EOC) operational protocols. Demonstrates
an ability to manage the interface between on-scene command activities, the EOC, multi-agency
coordination centers, and area comxnand structures.
• Demonstrates effective leadership by providing appropriate work direction to subordinate
employees, promoting the mission and vision of the department and the City, reinforcing desired
o�-��l
• Demonslrates an understanding of national, state and regional emergency management and
homeland security organizations, City organization and services, private and public entities, their
respective capabilities, and how to use them in disaster situations.
• Demonstrates an understanding of current and emergin� approaches to improve emergency
prepazedness capabilities and how to promote those concepts to others.
• Demonstrates an ability to plan, coordinate, and supervise employees perfornung emergency
management work.
• Demonstrates an ability to work collaborarively with others to accomplish the mission and vision
of the organization, serving as a liaison with City departments, local governmental units, private
and public agencies, news media, and the general public. Demonstrates the ability to build local
and regional par[nerships with other emergency management and homeland security professionals,
schools, corporations, and private citizen groups.
• Demonstrates an ability to lead strategic planning activities and assist others in problems solving
and analyzing risks and liabilities related to disaster prevenrion, mitigation, planning, preparedness,
response, and recovery.
• Demonstrates an ability to effectively coordinate the preparation, submission, and management of
state and federal grants, the Emergency Management Office budget, and associated records.
Demonstrates an ability to coordinate the preparation of related legislation and agreements related
to emergency management.
• Demonstrates an ability to analyze emergency management and homeland security information,
assess business capabilities and capacity, and evaluate against program criteria or standards.
Demonstrates analytical skills required to conduct research, compile and analyze data, prepare
understandable reports, and solve problems based on the data.
• Demonstrates an ability to effectively listen, speak, write, and interact in a tactful and persuasive
manner with large groups or in one-on-one situations. Demonstrates an ability to create and edit
documents and visuals that aze easily understood by the intended audience. Demonstrates an
ability to present arganized, understandable, and current data on issues and develop appropriate
deparhnental responses.
• Demonstrates an ability to conduct research on emergency preparedness, homeland security, and
emergency management-related issues and make policy recommendations to legislative bodies and
community groups.
• Demonstrates an understanding and an ability to operate a wide range of modern, job-related
equipment and institute best practices related to the equipment. Demonstrates proficiency in
operating a variety of radio systems, information display equipment, installed Emergency
Operations Center equipment, and state/federal online reporting tools and grant administration
software. Demonstrates an ability to develop recommendations and strategies for procurement of
advanced or replacement equipment and systems.
• Demonstrates proficiency at understanding, designing, and implementing mutual aid agreements,
Emergency Management Assistance Compacts, and resource management systems. Demonstrates
an ability to build state and rea onal agreements and arrangements to support the prompt, efficient,
and safe delivery and receipt of resources during times of emergencies or disaster.
• Denionstrates an expert understanding of the National Incident Management System, the Incident
Command System, and Emergency Operations Center (EOC) operational protocols. Demonstrates
an ability to manage the interface between on-scene command activities, the EOC, multi-agency
coordination centers, and area command structures.
• Demonstrates effective leadership by providing appropriate work direction to subordinate
employees, promoting the mission and vision of the department and the City, reinforcing desired
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work behaviors, and encouraging the creation of a positive work environment for assigned staff.
Demonstrates an ability to facilitate the group problem-solving process, recognizing positive
results, managing conflict, and negotiating satisfactory outcomes.
• Demonstrates an ability to select staff best suited for the assigned functional azea. Demonstrate;
an ability to effectively manage employee performance by setting expectations and coaching
employees to meet those expectations.
• Demonstrates an ability to remain calm in stressful situations, identify individuals under stress, and
assist others in managing stress.
• Demonstrates an expert understanding of the mission and vision of the organization and the
associated customer service standazds. Demonstrates respect for the diversity of the customers,
both intemal and external. Demonstrates an ability to incorporate the needs of diverse cultures and
special-needs populations into citywide disaster/contingency plans. Demonstrates a commitment
to continuously improve customer service.
• Demonstrates an ability to continually learn and remain an expert in the field.
This position will be expected to wark non-business hours during emergencies and willlead the
Emergency Operations Center Team.
Requirements
A Bachelor's Degree in Emergency Management, Public Safety, Public Administration, or a related field
and six years of emergency management and homeland security experience managing or directing a
public safety emergency system or an emergency planning and disaster operation. Must be a Minnesota
state-certified emergency manager and must maintain this certification.
Initial and continued employment is contingent upon passing a background check and maintaining the
appropriate security clearance.
C� 7 - � 6 `'�
ORGANIZATIONAL STUDY REPORT
Positions within the new Office of Emergency Management
May 31, 2007
Backgraund
The March 2407 TriData Fire Audit report which can be found at: htto:(/www.ci.st�ul.mnus/fireaudiU
indicated concem with the state of emergency prepazedness in the City of Saint PauL It stated on page
twelve: "To improve emergency management we recommend that it become its own department that
reports directly to the mayor. It should be staffed with a full-time director, planner, and exercise
specialist ° The audit recommended the new depaztment and director position since the City is not part of
the Ramsey County Emergency Operarion Plan. In April, the Mayor announced that he was appointing
Tim Butler as the Director of Emergency Management.
The report also detailed on page 280 "Recommendation I29: Staff the emergency preparedness
department with personnel who have specialized emergency management ezperience. Positions to
consider filling are director, planner, grant writer, and trainer; all of which should have speciahzed
emergency management experience." This recommendation is different from the recommendation on
page 12 in that a grant writer position is an additional recommendation. Kim Ketterhagen, State of MN
Metro Coordinator of Emergency Management, discussed with me the importance of this grant writer
position due to the additional fundmg that could be brought in to provide the emergency management
services the City desires.
Since the City currently does not have the classifications referenced in the TriData Fire Audit and the
Mayor supports the creation of the office as well as staffing the office, the Office of Human Resources
was requested to create the appropriate job classifications. This includes studying the stmcture of othei
emergency management operations within Minnesota and nationally and conducting an external and
intemal salary survey to assist in determming the salaries.
Job Description
See attached proposed job descriptions for Emergency Management Director, Emergency Management
Coordinator, and Emergency Management Specialist In the creation of the proposed job descriptions, a
review of emergency management job descriptions in other jurisdictions and City of Saint Paul job
descriptions with similaz level competencies occurred.
A fully-staffed Emergency Management Office would include one Emergency Management Director, one
Emergency Management Coordinator, two Emergency Management Specialists (one focuses on grant
administration and the other focuses on training, exercise coordination, and public education), and an
Office Assistant III or Accountmg Technician. Depending on the posirion, each will be a state or
nationally-certified emergency manager before being hired or wittun a set amount of time of employment.
Eventually, all will be Minnesota State-certified emergency managers. Informahon about the MN
Homeland Security and Emergency Management Professional Certification Training can be found by
clicking on the training link at: http://www.hsem.state.mn.us.
After the job descriptions were created, a QES was conducted to assist with detemuning the appropriate
bazgainmg unit and grade.
ClassiFcation and Compensation Comparisons
An internal review and comparison of classificarion and compensation informarion occused using
classifications with similaz competency levels. Salary data was reviewed from various Compensation
Surveys.
Determination of appropriate bargaining unit/employee group
The Non-Represented employee group is the most appropriate allocation for a director level position such
as the Emergency Management Director.
The Professional Employee Associarion is the most bazo ining unit for the Emergency Management
Coordinator and the Emergency Management Specialist since these classes provide professional-level
leadership work and do not foimally supervise others.
Recommendation
It is recommended that an unclassified Emergency Management Director be created and allocated to
Crrade 29C of the Non-Represented City Managers, Employee Group salary schedule (#17). The current
range is: $73,155 -$99,554. This is the same salary grade as an Assistant to The Mayor V. (This process
includes an ordinance to create an unclassified classification and a resolution to establish the rate of pay.
See City Charter, Chapter 12, Section 12.03.2)
It is recommended that an Emergency Management Coordinator be created and allocated to Grade 17 of
the Professional Employees Associarion salary schedule (#06). The current range is: $51,208 -$69,323
with a 15 year longevity step at $74,101. (This process includes a Twenty-Day notice to establish the
position and a resolurion to the City Council to esYablish the rate of pay.)
It is recommended that an Emergency Management Specialist be created and allocated to Grade ll of the
Professional Employee Association salary schedule (#06). The current range is: $42,830- $56,333 with a
15-year tongevity step at $60,358. (This process includes a Twenty-Day norice to establish the posirion and
a resolurion to the City Council to establish the rate of pay.)
It is also recommended that the Fire Chief be asked if there aze any plans to fill the existing classifications
located in BU 40: Emergency Prepazedness Coordinator, grade 45, and Fire Emergency Management and
Communications Chief, grade 46. HR needs to determine if one or both of these titles should be
inacrivated.
G:\Shazed\SYSTEMS.DEVELOPMENT.SECTIO1V�Org. Design\Consultant-Generic\Templates\CLASSIFICATION ST[JDY
REPORT.doc
0�1��5�
Determinarion of appropriate bargaining unit/employee group
The Non-Represented employee group is the most appropriate allocation for a director level position such
as the Emergency Management Director.
The Professional Employee Association is the most bazgaining unit for the Emer�ency Management
Coordinator and the Emergency Management Specialist since these classes procide professional-level
leadership work and do not formally supervise others.
Recommendation
It is recommended that an unclassified Emergency Management Director be created and allocated to
Grade 29C of the Non-Represented City Managers, Employee Cnoup salary schedule (#17). The current
range is: $73,155 - 599,554. This is the same salary grade as an Assistant to The Mayor V. (This process
includes an ordinance to create an unclassified classification and a resolution to establish the rate of pay.
See City Charter, Chapter 12, Section 12.03.2)
It is recommended that an Emergency Management Coordinator be created and allocated to Grade 17 of
the Professional Employees Association salary schedule (#06). The current range is: $51,205 -$69,323
with a 15 year longevity step at $74,101. (This process includes a Twenty-Day notice to establish the
position and a resolution to the City Council to establish the rate of pay.)
It is recommended that an Emergency Management Speciahst be created and allocated to Grade 11 of the
Professional Employee Associahon salary schedule (#06). The current range is: $42,530- 556,333 with a
15-year longevity step at $60,388. (This process includes a Twenty-Day notice to establish the position and
a resolution to the City Council to establish the rate of pay.)
It is also recommended that the Fire Chief be asked if there aze any plans to fill the existing classificarions
located in BU 40: Emergency Preparedness Coordinator, grade 45, and Fire Emergency Management and
Communications Chief, grade 46. HR needs to determme if one or both of these tides should be
inactivated.
G:\Shazed\SYSTEMS.DEVELOPMENT.SECTTO1V�Org. Design\Consultant-Genenc\Templates\CLASSIFICATION STUDY
REPORT.doc