04-04-2012 FSTF MIN FIRE SERVICE Wednesday, April 4, 2012
TASK FORCE 6:30 p.m.
City t E Elk River City Hall
R veP MINUTES
0. ATTENDANCE
See attached attendance roster.
I. CALL MEETING TO ORDER
The April 4, 2012,meeting was called to order at 6:31 p.m. by Chief Cunningham.
2. CONSIDER AGENDA
No changes to the agenda were made.
3. APPROVE MINUTES FROM MARCH 7, 2012
4. OPEN FORUM
No one appeared for Open Forum.
5. ROUND TABLE DISCUSSION
Task Force members spoke that the first meeting was very productive and educational.
Firefighters Libor and King reported that they received a few questions from firefighters
pertaining to the scope of the Task Force and its direction. Posting the agenda and
minutes at the fire stations has been positive.
Councilmember Gumphrey is looking forward to presenting a good product to the
residents of Elk River.
Mayor Dietz highlighted that this is an exciting time for the Fire Department in that we
are moving the department forward. As open meetings,people are invited to attend.
The doors are open.
Chief Cunningham thanked everyone for participating. He explained that, after the first
meeting, the agenda and meeting minutes are being posted at both fire stations. He has
reiterated to the department that this is a transparent process and everyone is invited to
the meetings. Chief Cunningham also finished his presentation from the previous
meeting, discussing opportunities and challenges facing the organization. The group
engaged in further discussion over training/certification and past practice on
officer/instructor training and qualifications. Discussion was also held on what the
public's expectation of firefighters is today.
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6. DISCUSSION TOPICS
6.I.A.City Code
6.I.B. Elk River (Fire and) Ambulance Service
Discussion was held on the topic of organization governance and oversight, specifically
as it relates to the city code. Chief Streich provided a historical perspective of the fire
service and how it has evolved from a few citizens banding together to solve a common
problem to a more defined department of the city in the 21" century.
Chief Cunningham presented slides and information pertaining to the department's
current governance and the conflicting/confusing references to multiple governing
documents (city code,by-laws, city policy, etc.).
Discussion was held on the topic of governance in addition to the relationship between
the [City of Elk River] Fire Department and the private, non-profit Elk River Fire and
Ambulance Service. Presently, the Fire Department and the ambulance service share a
common set of by-laws as well as a similar name. Chief Cunningham informed the Task
Force that the Elk River Fire and Ambulance Service is currently working to create their
own set of by-laws, separating themselves operationally from the fire department.
Mr. Former suggested that the city establish an ordinance that clearly establishes the fire
depatunent, similar to other departments. The Elk River Fire and Ambulance Service
could remain a separate entity, and the city would provide for management and
oversight of the Fire Department.
Chief Cunningham suggested that the entire section be reviewed and revised accordingly
as part of the Task Force.
The Task Force discussed the timing of making recommended changes. The Task Force
agreed that the best approach is to bring forth the final strategic plan in its entirety,
including any recommended changes and revisions. This will provide an opportunity to
educate the Council as well as other stakeholders,including fire deparnnent employees.
Discussion was held on the relationship between the Fire Deparnnent,Relief
Association and the Fire and Ambulance Service. Tim Simon explained the purpose of
the Relief Association's General Fund. The Elk River Fire and Ambulance Service
makes regular contributions to the Relief Association which accounts for the balance of
the General Fund. This fund is used to fund activities such as the dance, spring banquet
and other social functions. Chief Cunningham informed the Task Force that the Relief
Association is working to create an operating budget to better control the expenses of
the General Fund of the Relief Association.
6.2. Command Structure and Organization
Chief Cunningham presented an analysis of the organization's current command
structure,including the level of engagement of officers and the time
commitment/responsibilities of the leadership positions. Also highlighted was
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establishing a succession plan and developing future chief officers.
Discussion was held on the current officer structure as well as the areas of
responsibilities for full-time staff and how full-time position titles compare to on-call
position titles. Discussion was held on the relationship between job descriptions as well
as PERA and Relief Association retirement classifications.
The Task Force discussed in greater detail the topic of succession and developing clear
areas of responsibility that are outlined in job descriptions.
Mayor Dietz suggested that future officers will be selected based on dearly written job
descriptions that outlines qualifications and responsibilities. Once job descriptions are in
place, current officers can reapply if they meet the qualifications of the position.
Mr. Portner spoke that the best model is to create positions to support the structure of
the organization. It is also important to develop a clear line of succession.
Recommended by the Task Force is to bring back the topic of organizational structure,
including job descriptions, qualifications and responsibilities, for future discussion. Also,
conduct an evaluation of existing staffing,including full-time and on-call positions.
Due to a fire call and a number of Task Force members needing to leave, discussions
ended early.
7. DISCUSS FUTURE AGENDA
7.1 Consider biweekly meetings
Additional meetings were proposed in a handout. Due to a fire call, discussion was not
held on this matter but an additional meeting was added for Wednesday,April 18, 2012.
8. ANNOUNCEMENTS
No announcements.
9. ADJOURNMENT
The April 4, 2012,meeting of the Fire Service Task Force was adjourned at 08:55 p.m.
Recorded By:
Vac
T. Chief Cunningham, Fire Chief
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FIRE SERVICE Wednesday, April 4, 2012
TASK FORCE 6:30 p.m.
ER.iver MEETING ROSTER
Task Force Members
Name Signature Representing
Collins, Phil C3- ■ ^ Fire Department (21+)
Cunningham,John JN. - Fire Department (Chief) ,
Curtis, Chris �� , 1 1Fi!f Fire Department (11-20)
Dietz,John slat b�:, City of Elk River (Council)
Gumphrey,Jerry ` v!- , City of Elk River (Council)
King, Dave 'f l�V, . / Fire Department (6-10)
Libor,Joseph gig a Fire Department (1-5)
Nierenhausen, Ron • -- = Police Department
Simon, Tim , 4inet� City of Elk River (Finance)
Streich,Jerry Unta
,., Outside Fire Chief
Ad Hoc Members
Name Sigpatyrre /J Representing
Portner, Calvin C-�-t" [�/ City of Elk River (Administration)
Wipper, Lauren City of Elk River (H/R)
Invited Guests
Name Signature Representing
None
Note: Those wishing to speak at the Open Forum are asked to complete the "Open Forum Information
Sheet"
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