2.0. SR 05-09-1994
A./ -'\(
( II
!l~ River
MEMORANDUM
TO:
MAYOR & CITY COUNCIL
FROM: PAT KLAERS, CITY A.DMIfJ'w'..? R R
DATE: MAY 4, ~3 \C\C1i.t 17t'~
SUBJECT: JOINT MEETING WITH FIRE
DEPARTMENT
A special City Council/Fire Department worksession has been called for 5:30
p.m., Monday, May 9, 1994. The meeting will be held at the Elk River Fire
Station.
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The City Council has requested input from the Fire Department regarding
the organizational structure of the Department as well as input on
appropriate Fire Department programs and duties (i.e., fIre inspection
program, educational and fIre prevention programs). The Fire Department
has requested this 5/9 worksession with the City Council in order to obtain
Council input prior to the Department making any recommendations to the
Council. The process of looking at the future of the Fire Department is
becoming time consuming and we may not have sufficient time to have a new
Fire Chief on board by the time Russ retires in August. This is especially
true if the fInal decision is to hire a full time Chief (see attached 6/22/89
Council minutes).
SOME OPTIONS
1.) Under the best case scenario, and without regard to available fInancing,
the Department and the City Council may both want to have a full time Fire
Chief and a full time Fire Marshal (with any necessary additional staff) to
implement an inspections program....2.) The next best case, would be to
either have a full time Chief and a part time Fire Marshal/Inspector or,
conversely, a part time Chief with a full time Fire Marshal. The part time
Chief status would essentially mean going back to a voluntary Chief
program, but may also include some fInancial incentives for the Assistant
Chiefs in order to undertake additional work responsibilities....3.) Another
alternative would be to continue with a full time Fire Chief who has
inspections as part of his work duties.
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From what the City knows about the Fire Department, these appear to be
the three most viable options to be examined. However, the City needs Fire
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
.
Department input on these options and also input on concerns and issues
related to the current (1992-94) status of the Fire Department. This Fire
Department input could dramatically affect the City options listed above and
the City Council's opinion on these options. Most likely, the City will be
concentrating on the two alternatives listed in the second option above. We
may very well start at the same point that we are now, which is option 3
above, but, in general terms, I believe we will be discussing the timing of
when the City moves from options 3 to 2 to 1; and what alternative under
option 2 is best.
SOME ISSUES
A number of issues will need review by the City Council before any final
decision is made on the future of the Fire Department. These issues include:
finances, in terms of how much the City can afford; work load, in terms of
how much one employee can handle; and supervision of a full time Fire
Marshal if the City has a voluntary Chief (i.e., should a full time Fire
Marshal be under the direction of a voluntary Chief). It is somewhat accepted
that if the Department goes back to a voluntary Chief position, this person
would be from within the Department.
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If a full time Chief is desired, then the issues also include whether or not a
full time Chief is hired from within the Department or from outside the
Department. Salary may also be a concern if we are looking for in-house
qualified applicants for the full time Chief position. This in-house candidate
would not only need the skill to manage the volunteers at a fire scene, but
also must have administrative skills. Attached for your reference is the
current Council approved Fire Chief job description.
Without a doubt, as the City grows the Fire Department will have to change
to meet increasing demands for services. The City will eventually have to
have a full time Fire Chief and a full time employee(s) to implement a fire
inspections program. However, at this time, there are a number of issues
that need to be reviewed and it is not certain that the City can afford or
needs a full time Marshal and a full time Chief in 1994-95.
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The initial request from the Council to the Fire Department was for
information on their goals for the future of the Department, and to have
some priorities on these goals so that if the best case situation cannot be
achieved, then the Council can understand what is the next highest priority
for the Department. This relates mainly to which alternative in option
number 2 above is preferred by the Department, plus input on the timing for
moving to option number 1.
JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND FIRE DEPARTMENT
HELD AT THE ELK RIVER FIRE STATION
C:rnURSDAY. JUNE~
.
Council Present: Mayor Tral1e, Counci1~embers Kropuenske and Ho1~gren
Council~e~ber Schuldt arrived at 7:15 p.m. and
Counci1member Dobe1 at 7:35 p.m.
Staff Present:
Lori Johnson, Finance Director; Russ Anderson, Fire Chief
Others Present:
Members of the Elk River Volunteer Fire Department
Mayor opened the meeting and gave a brief outline of the topic to be
discuss during the meeting as outlined in the June 16, from the
City Adm~ istrator.
The first ~ em discussed was the payment to fire fighters f training. Russ
Anderson distributed information regarding payment training and rates
in other citie. The Council discussed the rate pe hour and decided that
staying consisten with the rate of pay for ire Calls would be
appropriate. In ad Otion, fire fighters shou paid only for actual
training hours or cred~ hours received for wee nd seminars.
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The City Council
Fire Relief Fund.
information regarding the St
to the Fire Relief Associati The Councol
the City contribution to a ercentage of th
state monies for the
provided history
City contribution
reluctance to tie
COUNCILMEMBER HOLMGREN MO
TO THE FIRE FIGHTERS IN THE
KROPUENSKE SECONDED THE MOTION.
It was Council cons
Council requested
versus annual pay
Relief Associatio .
to table this and study the request. The
City Auditor, Gary roen, to investigate monthly
fire fighters retir ent benefits from the Fire
The Fire Dep financial issues as discussed during the 1988 Audit
presentation taken care of administratively between the Finance
Director a. a Fire Chief. In addition there were dis ussions co.'.;erning
the ambu nce service; an agreement will be drafted bet een the Elk River
Ambulanc and/the City of Elk River regarding the ambulance's relationship to
the Ci It was also agreed that the ambulance fund will be audited annually
by e City's Auditor.
The Paid Fire Fighter Full Time Position Selection Committee was then
discussed with input from the volunteer fire fighters. The fire fighters were
concerned over their input to the selection of any full time position in the
fire department and discussed their relationship as volunteers.
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COUNCILMEMBER HOLMGREN MOVED TO HAVE A FOUR MEMBER PAID FIRE FIGHTER FULL TIME
POSITION SELECTION COMMITTEE CONSISTING OF THE MAYOR AND VICE MAYOR FROM THE
COUNCIL AND TWO FIRE FIGHTERS TO BE SELECTED ANNUALLY BY THE VOLUNTEER FIRE
DEPARTMENT. THE COMMITTEE WILL DRAFT THE JOB DESCRIPTION, INTERVIEW AND
SELECT ONE CANDIDATE TO BE RECOMMENDED BY MAJORITY DECISION TO THE CITY
COUNCIL. COUNCILMEMBER KROPUENSKED SECONDED THE MOTION. THE MOTION CARRIED
5-0.
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Page 2
City Council/Fire Department Minutes
June 22. 1989
------------------------------------
The City Council
regarding the fire
received an update from ire Chief Russ Anderson
nd the fire hall expans n project.
Mayor Tralle questioned
wellness program with the Fire epart
they had such an internal polic
1990 Fire Department Budget . c
fire fighters.
a need for physicals or a
The Fire Department indicated that
review. The Council suggested that the
stress checks for each of the volunteer
COUNCILMEMBER HOLMGREN
MOTION. THE MOTION
COUNCILMEMBER DOBEL SECONDED THE
at 9:15 p.m.
~~
Lori Johnson
Finance Director
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Adopted Date:
Revised Date:
:</1/ql
Position Title -- Fire Chief/Fire Marshal
Department -- Fire Department
FLSA Status -- [x] Exempt
[ ] Non-Exempt
Summa~ Description
Coordinate administration and activities of the Fire Department
for fire protection, suppression, and prevention in the City of
Elk River and other jurisdictions that have contracted with the
City of Elk River. Train and supervise firefighters to ensure
efficient force. Survey building, grounds and equipment to
determine departmental needs. Investigate cause of fires.
Duties/Responsibilities
.'
1.) Administration -- Coordinate volunteer fire fighter
program. Create and manage Department budget and review
with City Administrator for approval by City Council. Plan
the staffing, organization, and function of the volunteer
personnel in order to ensure an efficient and effective
program for fire prevention and protection. Evaluate the
Volunteer Fire Department training program. Establish and
.maintain Mutual Aid Agreements with neighboring Fire
Departments for response to emergencies as needed.
2. )
Fire Suppression -- Maintain Department in a continual
state of readiness in order to deal with emergency
situations effectively. Direct firefighters at scene of
fires and emergencies. Evaluate fire prevention and
control policies by keeping abreast of new methods and
incorporate appropriate new methods in Department's
operation. Maintain appropriate records on fire
occurrences, equipment, personnel, training, and all items
relating to the Volunteer Fire Department. Investigate
fire code complaints and issue corrective orders when
appropriate.
3. )
Codes and O~dinances Coordinate with the City Building
and Zoning Department the enforcement of State and local
fire codes when building permits are issued. Conduct
periodic code enforcement and maintenance inspections of
buildings and fire protection systems. Review plats prior
to approval of the plat by City Council. Inspect
residential buildings and properties.
-- OVE"R-
This Job Description Does Not Constitute a Contract of Employment.
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.
.
4.) Emergency Preparedness plan -- Serve as the City's
Emergency Preparedness Director. Establish procedures to
respond to hazardous material emergencies. Coordinate
duties, responsibilities with the City Administrator in
order to effectively respond to an emergency situation.
Maintain and monitor the emergency warning sirens to ensure
adequate coverage in case of an emergency.
5.) Budget -- Compile, prepare, and recommend overall budget
for the fire department. Monitor and control overall
departmental expenditures.
6.) Other -- The duties and responsibilities enumerated above
are not intended to be all inclusive and may be expanded to
include other duties or responsibilities that the City may
deem necessary from time to time.
Oualifications
1.) Ed~cation -- High school education or equivalent. (4-year
college degree desired).
2.) Specific Skills -- Ability to prepare and implement
operating and capital improvement budgets. Ability to
effectively communicate with the public, departmental
personnel, city staff, City Council, and other governmental
agencies. Ability to prepare technical reports and. present
reports to the City Staff and City Council. Ability to
maintain discipline and promote morale among the Volunteer
Firefighters. Ability to develop cooperative relations
with the public. Knowledge of fire fighting equipment
practices, principles, methods, and techniques. Knowledge
of fire codes and fire prevention laws and regulations.
3.) Experience .-- Ten years training and experience in
Volunteer Fire Department desired.
SKM:EZ4s
2.
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AD.MINISTRATlVE
BUDGET
CITY MEETINGS
NON-CITY MEETINGS
OSHA
EQUIP:MENT MAINTENANCE
PUBLIC EDUCATION
CODE ENFORCEMENTIUPDATE
DEPT. SUPERVISION
COMPLETION OF REPORTS
PAYROLL
PUBLIC RELATIONS
F"V' e. C ~ i e-.t2
INTERNAL OPERATION
DEVELOP FIRE TACTICS SOP
TRAINING
CIVIL DEFENSE
EMERGENCY PREPAREDNESS HAZ. MATERIAL
CITY :MEETING
e NON-CITY MEETING
SIREN MAINTENANCE/PROGRAM
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MARSHALL/INSPECTOR
REVIEW PLANS/PRINTS
CODE ENFORCEMENT
INSPECTION OF OLD &NEW
SYSTEMS TESTING EX-SPRINKLER/ALARMS
INVESTIGATION COMPLAINTSIFIRES .
CITY MEETINGS '
NON-CITY MEETINGS - FIRE INVEST. & INSURANCE
COMPLETION OF FIRE REPORTS
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FIRE CHIEF
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PRIMARY OBJECTIVE OF POSITION
The primary duties and responsibilities of this position include administration of the fire
department, supervision of the full and part-time employees of the department and in the
planning, organizing, and directing of the volunteer fire department activities in the fields
of Fire Training, Fire Investigation, Fire Prevention, Fire Suppression, Rescue, First Aid
and Public Relations. Also responsible for all Emergency Preparedness plans and
guidelines.
DUTIES AND RESPONSffiILITIES
1. Be responsible for the administration of the Fire Department
a. Prepare all department correspondence
b. Prepare reports and summaries (city and state)
c. Prepare payrolls
d. Prepare, present and administer department budgets
e. Determine resource needs
e f Approve purchases and authorize payment offees and bills
g. Establish and supervise cost reduction programs
h. Utilize past records to develop trends and to forecast future requirements
1. Prepare operational plans (S.O.P. 's)
J. Make speeches and presentations as part of the public relations program
k. Prepare and present briefings to city council
1. Conduct all vendor relations
m. Purchase or requisition all equipment, services and supplies
n. Prepare department inventories and maintain accountability of all
equipment
o. Attend meetings, classes, seminars, Mutual Aid, township meetings etc.
2. Supervise the Fire Prevention Bureau and Fire Inspection programs
a. Be familiar with all applicable codes and regulations
b. Supervise administration of Fire Prevention Bureau
c. Must be able to understand blueprints and building plans
d. Develop and monitor inspections plans and procedures
e. Investigate fires and monitor follow-up procedures
f Monitor and supervise all Fire Prevention Bureau activities
g. Work with building officials on blueprints and building plans
e 3. Plan for and be familiar with hazardous materials in area and hazmat procedures
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4. Supervise all training activities of the department
5.
6.
7.
8.
9.
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11.
12.
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c.
d.
b.
Review all training activities of the department
Monitor instructor performance
Supervise training records and reports
Develop long range training objectives
Analyze and select training programs for the department
Keep current with changes in doctrine, methods and procedures
Monitor training evaluations
Coordinate training with local educational institutions and with state
licensing or certification procedures
Develop plans and procedures for hazardous material spills
e.
f
g.
h.
I.
Maintain vehicles, equipment and physical plants.
Supervise all dispatching activities.
Evaluate effectiveness of organizations, services, programs.
Serve as part of management team in labor negotiations.
Determine computer requirements, programs, procedures and software
requirements.
supervise fire suppression and rescue activities.
Responsible for work of Fire Marshal, Driver/dispatchers and firefighters.
Emergency Preparedness Director
a. Prepare plans an guidelines (in writing) for emergency situations
b. Prepare budgets
c. Analyze locations of sirens throughout city
d. Purchase and supervise installation of sirens
e. Assign duties and responsibilities to city departments and staff
f Prepare and determine resource needs
g. Coordinate all emergency activities with county director
h. Keep current with changes in doctrine, methods and procedures with
county, state and federal levels
13. Work with ambulance coordinator on needs and prioritize medical transportation
needs
a. S.O.P.'s on Blood Pathogen Compliance manual
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THE CRETEX COMPANIES, INC.
311 LOWELL AVENUE, ELK RIVER, MINN. 55330
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(612) 441-2121 / ~
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