7.6. SR 04-06-2009City of
Elk ----,
River
REQUEST FOR ACTION
To Item Number
Ci Council ~•~•
Agenda Section Meeting Date Prepared by
Administration A ri16, 2009 Lori ohnson, Ci Administratox
Item Description Reviewed by
Fire Chief Retirement, Appointment of Interim Chief,
Authorize Recruitment Process to Fill Position Reviewed by
Action Requested
Discuss appointment of interim fire chief and consider recruitment process to fill fire chief position.
Background/Discussion
Fire Chief Bruce West has given written notification to the City of his intent to retire from the fire service
as the City's fire chief effective Apri124, 2009. Chief West has been the City's fire chief since October,
1994. He was the City's first full-tune fire chief, and it's an understatement to say that he has
accomplished a great deal as fire chief in the past 14'/z years. The City has a very professional and
excellent fire department due in large part to Chief West's outstanding leadership. A formal presentation
to Chief West to recognize him for his many accomplishments and to wish him well in his new position
with the Minnesota Department of Homeland Security and Emergency Management is planned for the
Apri120 City Council meeting. There are, however, two items related to his retirement to address at this
meeting.
First, because this is a very important position to emergency response in the City, an interim chief should
be appointed to lead the department and to serve as the City's top emergency management official. Both
Chief West and I recommend that Fire Marshal Cliff Anderson be appointed as interim fire chief
effective April 24 until this position is filled. Mr. Anderson currently serves as the paid on call Assistant
Fire Chief and is Deputy Emergency Management Director. If the Council concurs, a .recommendation
for pay during the interim appointment wilt be considered at the April 20 meeting.
The second related matter is determining when and how to fill the position. I recommend that we begin
the process to fill this position now. I further recommend that the position be advertised and that any
internal candidates apply through the application process. This will ensure that if an internal candidate is
selected as the next fire chief, he will have the full support of the Council. The position opening is
proposed to be advertised through the League of Minnesota Cities' website, Star Neaur, the City's website
and cable channel, and fire chief and emergency management association websites and periodicals.
Lauren Wipper, Human Resources Representative and I are in the process of developing recruitment and
application materials. A draft of those materials is attached for your review. The draft is based on the
current fire department organizational structure and fire chief position description as previously approved
by the City Council. At this time, staff is not recommending any major changes in either the
organizational structure or the position description. If the Council has any comments or changes, those
will be incorporated into the final document. Additionally, as you know, one of the most important parts
of a recruitment process is conducting interviews. On several occasions in the past for department head
S:ACouncil\I_.ori\2009\Fire Chief hiring process 04 OG 09.doc
positions, interview panels consisting of Council members and staff have been utilized; this method has
worked well. When Chief West was hired, the Council appointed a committee consisting of the Mayor
and Vice-Mayor, two firefighters, the finance director and City administrator. The final decision of the
selection committee does not need to be made at this time; however, I would appreciate any feedback the
Council may have.
Finally as I stated earlier, we are in the process of developing the recruitment and application materials
which I expect can be ready for distribution late next week depending upon the comments and changes
from the Council. I anticipate the recruitment process will take several months, and if started now, a new
chief could be in place by July or August If the position is advertised in April, it is anticipated that
interviews would take place in late May or early June, depending upon the number of applicants and the
timing fox getting this advertised in the Minnesota State Fire Department Association's magazine.
Attachments
^ Fire Chief Position description
^ Draft Fire Chief position profile
Action Motion by Second by Vote
Follow Up
S:\Council\Lori\2009\Fire Chief hiring process 04 OG 09.doc
City of Elk River
Fire Chief
ver Position Description
Department: Immediate Supervisor:
Fire Ci Administrator
Pay Grade: FLSA Status: Last Updated: (date)
15 Exem t 2008
Positions Supervised:
Fire Marshal, Fire Prevention S ecialist, Paid On-Call Firefi hter
Position Summary
The Fire Chief administers and coordinates activities of the fire department fox fire protection,
suppression, and prevention in the City of Elk River and contracting jurisdictions. Trains and
supervises firefighters to ensure an effective and efficient operation; surveys building, grounds, and
equipment to determine departmental needs; investigate cause of fires. The Fire Chief services as
the city's Emergency Management Director.
Essential Functions
1. Performs administrative activities.
A. Plans, coordinates, supervises and evaluates fire department programs.
B. Creates and manages department budget.
C. Plans the staffing, organization, and function of department's human resources to
ensure an efficient and effective program for fire prevention and protection.
D. Oversees the work of department employees.
E. Performs timely annual performance reviews of all regular employees supervised.
F. Evaluates the fire department training program.
G. Establishes and maintains mutual aid agreements with neighboring fire departments.
H. Establishes and implements a public information program for adult and youth
regarding fire safety, prevention, and emergency activities.
I. Establishes policies and procedures to implement directives from the City
Administrator or City Council.
J. Develops, revises and implements internal policies, procedures, schedules and other
operating practices, rules and regulations consistent with City Council directives,
citywide policies and ordinances.
K. Prepares and presents a variety of reports and makes presentations verbally and in
writing concerning activities of the Fire Department to the City Council, public
commissions, other governmental agencies or community groups.
L. Directs and conducts ongoing research into new fire service technologies and trends,
and recommends implementation of programs to the City Administrator and the
department to achieve its objectives more efficiently.
M. Identifies federal, state and private research and development grants; determines the
scope of work for which finds are needed; prepares proposals to obtain grants;
administers grant funds accordingly.
Page 1
2. Coordinates and manages fire suppression activities.
A. Maintains department in a continual state of readiness in order to effectively deal
with emergencies.
B. Performs as Incident Commander by directing firefighters at scene of fires and
emergencies.
C. Evaluates fire prevention and controls policies by keeping abreast of new methods
and incorporates appropriate new methods in department's operation.
D. Maintains appropriate records on fire occurrences, equipment, personnel, training,
and all items relating to the fire department.
E. Investigates fire code complaints and issues corrective orders when appropriate.
3. Enforces related codes and ordinances.
A. Coordinates with the building and zoning department the enforcement of state and
local fire codes when building permits are issued.
B. Reviews plats prior to final approval.
C. Investigates fire code complaints and issues corrective orders when appropriate.
D. Coordinates changes in the fire department or fire code ordinances.
4. Performs inspection activities.
A. Implements inspection program that complies with the International Fire Code.
B. Conducts and oversees code enforcement and maintenance inspections of multi-
family, commercial and industrial buildings, properties and fire protection systems.
5. Administers City's emergency management plan.
A. Serves as the City's Emergency Management Director.
B. Establishes procedures to respond to hazardous material emergencies.
C. Coordinates duties and responsibilities with the City Administrator in order to
effectively respond to an emergency situation.
D. Maintains and monitors the emergency warning sirens to ensure adequate coverage
in case of an emergency.
E. Maintains the City's Emergency Operation Plan.
F. Maintains the City's Emergency Resource Manual.
6. Directs the City's employee safety programs.
A. Directs all city safety programs.
B. Leads the safety committee meetings and activities.
C. Enforces safety policies and procedures.
D. Recommends safety policies.
E. Recommends safety equipment and supply purchases.
7. Performs budget and financial activities.
A. Compiles, prepares and recommends to the City Administrator the annual budget for
the fire department including fire prevention and inspections, emergency
management, safety committee, and capital improvement plan.
B. Manages, monitors and controls the overall departmental expenditures.
Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
Page 2
Fire Chief
Required Knowledge, Skills, and Abilities
^ Knowledge of fire fighting equipment practices, principles, methods and techniques.
^ Knowledge of fire codes and fire prevention laws and regulations.
^ Knowledge of OSHA safety regulations, training requirements and etc.
^ 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 provide leadership and promote morale among the firefighters.
^ Ability to develop cooperative relations with the public.
^ Ability to use a computer.
^ Ability to train and supervise staff.
Minimum Qualifications
^ Bachelor's degree in Fire Science, Fire Administration, Fire Services Management or related
field.
^ Seven years training and experience with a fire department, seven years of which must have
been equivalent to Fire Captain of higher.
^ Certified Firefighter 2 by the Minnesota State Certification Board.
^ Certified Fire Officer 1 by the Minnesota State Certification Board.
^ Certified First Responder.
^ Demonstrated experience in leading training programs.
^ Must live within a 3-mile radius of the main Elk River Fire Station.
Preferred Qualifications
^ Previous Fire Chief experience.
This Position Description is notintended to be all-inclusi~-e. It is within the City of Elk River's discretion
to assign additional duties and responsibilities or remo~re duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
Page 3
Fire Chief
City of Elk River, Minnesota
Fire Chief
Position Profile
The Community
The City of Elk River is located just 35 miles northwest of Minneapolis-St. Paul on the
Mississippi River and is the county seat of Sherburne County. The City covers an area of 44
square miles which makes it one of the largest land based cities in the state. Elk River is
home to more than 23,000 residents and is comprised of residential, commercial, retail and
industrial businesses. The City continues to develop while at the same tii~ie retains its
historical perspective and small town flavor. Highways 10, 169, 101 and nearby Interstate 94
provide fast and easy access to the greater metropolitan area of the twin cities. Elk River
received the designation of "Energy City" by the Minnesota Environmental Initiative in
October of 1997 and in 2008 was designated as a Minnesota Energy City by the State
Legislature.
K~ver
Education and Recreation
District 728 Public Schools
serves all of Elk River and
several surrounding
communities. Elk River is
the home to four
elementary schools, two
middle schools, a high
school and an area learning
center. As an alternative to public sclwols in the Elk River area,
families may also choose from five private/parochial schools and
a charter school. ISD 728 also has a continuing education
program that serves pre-school through senior citizens.
The Ciry of Elk River has
over 40 parks totaling
over 800 acres. There are
a variety of neighborh~~~~<'
and community parks
including indoor facilities and open shelters a~-ailai~,c
for rent. Elk River offers a magnitude of actin : ics
available in the parks including open green spat _~,
playground equipment, basketball and tennis court~_
baseball, softball and soccer fields, paved and
unpaved walking trails, ice skating, sledding, skate
park, disc golf, mountain bike and paved bike trails,
dog park, cross-country skiing, fishing, swimming,
volleyball, boat launch and a splash fountain. Our newly built Rivers Edge Commons park
hosts weekly outdoor concerts during the summer that are a favorite of young and old alike!
The City of Elk River also provides the community with a 9-hole golf course, ice arena, two
senior activitcr centers and a brand new library.
The Organization
The Cit<~ of Elk River is governed by a Mayor
and four-member City Council. 'hhe Council is
assisted by the Planning Commission,
Econornic Development Authority, Energy
City Commission, Heritage Preservation
Commission, Housing and Redevelopment
Authority, Ice Arena Commission, Library
Board, and Parks and Recreation Commission.
City Departments include Administration,
Finance, Community Development, Public
Works, Police, Fire, and Parks and Recreation.
The Ciry works cooperatively with Elk River
Municipal Utilities which is managed by the Elk
River Utilities Commission.
Fire Department Organizational Chart
I City Council I
I
I City Administrator I
Office Assistant
I
Captains
I
Fire Chief
C,~ptain
The Elk River Fire Department is a department of the City of Elk River and serves the city
of Elk River and portions of the city of Otsego and Big Lake Township. It seitires a total
population of approximately 35,000 and 66 square miles of fire coverage area. The
Department has two state of the art fire stations to effectively serve the citizens. Station 1 is
located at 415 Jackson Avenue and Station 2, built in 2003, is co-located with the City's
Public Safety Building at 13073 Orono Parkway. The Fire Department works closely with a
non-profit ambulance service that is located at Station 1 and numerous firefighters serve as
emergency medical technicians (EMT) for the ambulance service.
The Department is directed by a fulltime Fire Chief who reports to the City Administrator.
Reporting to the Fire Chief are a fulltime Fire Marshal, Fire Prevention Specialist, and apart-
time Office Assistant who is shared with the City's Building Maintenance division. There are
40 Paid On-call Firefighters on staff: 25 at Station 1 and 15 at Station 2. The Fire Marshal
also serves as paid on call assistant chief and deputy emergency management director. Each
Station has a District Cluef, Captain(s) and Lieutenant(s) chosen from within the
department. The department responds to fire calls, alarms, medical emergencies, storm
damage, personal injury accidents, hazardous materials incidents, and confined space rescue
operations.
Mission
The mission of the Elk River Fire Department is to minimize loss of life and property for
the City of Elk River and contracted areas from fires, natural disasters, life threatening
situations and to assist other emergency agencies. To perform these services in an efficient
manner by maintaining effective prevention, emergency response, and fire suppression
training.
The Position
The Fire Chief reports to the City Administrator and is responsible to administer and
coordinate the activities of the Elk River Fire Department for fire protection, suppression
and prevention in the city of Elk River and contracting jurisdictions. The Fire Chief trains
and supervises firefighters to ensure an effective and efficient operation. The Fire Chief is
also the City of Elk River's Emergency Management Director and Safety Coordinator.
Specific duties:
Administrative
- Plans, coordinates, supervises and evaluates fire department programs.
- Plans the staffing, organization, and function of department's human resources to
ensure an efficient and effective program for fire prevention and protection.
- Oversees the work of department employees.
- Evaluates the fire department training program.
- Establishes and maintains mutual aid agreements with neighboring fire departments.
- Establishes and implements a public information program for adult and youth
regarding fire safety, prevention, and emergency activities.
- Establishes policies and procedures to implement directives from the City
Administrator or Clt~' Council.
- Develops, revises and implements internal policies, procedures, schedules and other
operating practices, rules and regulations consistent with City Council directives,
citywide policies and ordinances.
- Prepares and presents a variety of reports and makes presentations verbally and in
writing concerning activities of the Fire Department to the City Council, public
commissions, other governmental agencies or community groups.
- Directs and conducts ongoing research into new fire service technologies and trends.
- Identifies federal, state and private research and development grants; determines the
scope of work for which finds are needed; prepares proposals to obtain grants;
administers grant funds accordingly.
Fire Suppression
- Maintains department in a continual state of readiness in order to effectively deal
with emergencies.
- Performs as Incident Commander by directing firefighters at scene of fires and
emergencies.
- Evaluates fire prevention and controls policies by keeping abreast of new methods
and incorporates appropriate new methods in department's operation.
- Maintains appropriate records on fire occurrences, equipment, personnel, training,
and all items relating to the fire department.
Code and Ordinance Enforcement
- Supervises code enforcement which is performed be the Fire Marshal
Emergency Management
- Serves as the City's Emergency Management Director.
- Establishes procedures to respond to hazardous material emergencies.
- Coordinates duties and responsibilities with the Cit<- Administrator in order to
effectively respond to an emergence situation.
- Maintains and monitors the emergency warning sirens to ensure adequate coverage
in case of an emergency.
- Maintains the City's Emergency Operation Plan and the City's Emergency Resource
Manual.
Safety Coordinator
- Directs all city safety programs.
- Leads the safety- committee meetings and activities.
- Enforces safety policies and procedures.
- Recommends safety policies.
- Recommends safety equipment and supply purchases.
Budget
- Compiles, prepares and recommends to the City Administrator the annual budget for
the fire department including fire prevention and inspections, emergency
management, safety committee, and capital improvement plan.
- Manages, monitors and controls overall departmental expenditures.
Background and Experience
Qualified candidates for the Fire Chief position will possess a Bachelor's degree in Fire
Science, Fire Administration, Fire Services Management or a related field; seven years of
training and experience with a fire department at the level of Fire Captain or higher;
certification as Firefighter 2 and Fire Officer 1 by the Minnesota State Certification Board;
and certification as a First Responder. The Fire Chief must live within a 3-mile radius of an
Elk River fire station or must be willing to relocate within one year of hire to meet this
requirement.
Specific background includes:
- Considerable knowledge of fire fighting equipment, practices, principles, methods
and techniques.
- Knowledge of fire codes and fire preventions laws and regulations.
- Knowledge of OSHA safety regulations, training requirements and etcetera.
- Ability to prepare and implement operating and capital improvement budgets.
- Ability to prepare technical reports and present reports to cit}~ staff and City Council.
Management Capabilities
- Possess strong collaboration and conflict resolution skills and the abilitti= to diffuse
political differences. Build trusting relationships.
- Effectively communicate with the public, departmental personnel, city staff, City
Council and other governmental agencies.
- Develop staff and staff leadership.
- Listen carefully and completely.
- Maintain a good sense of humor.
- Develop relationships with elected officials and staff in all contract jurisdictions.
- Keep lines of communication open with city management and command staff.
- Understand the importance of processes and policies.
- Maintain a sense of commitment and enthusiasm to the position.
- Recognize that this is a "working executive" position.
Position and Department Priorities
- Take the necessary= time to learn all Department jobs and meet with department
personnel and get to l.now their strengths.
Announcement
Fire Chief: City of Elk River, MN (pop. 23,187) 2009 Salary $83,176 to $97,854 DOQ.
Position leads a department of the City of Elk River serving the community of Elk River and
portions of the city of Otsego and Big Lake Township. The Fire Chief reports to the City
Administrator and is responsible for the planning, direction and administration of the
Department as well as serving as the City's Emergency Management Director and Safety
Coordinator. Qualified candidates will possess a BA in Fire Science, Fire Administration,
Fire Services Management or a related field, seven years of training and experience with a
fire department at the level of Fire Captain or higher, certification as Firefighter 2 and Fire
Officer 1 by the Minnesota State Certification Board, certified First Responder, and live
within a 3-mile radius of an Elk River fire station or must be willing to relocate within one
year of hire to meet this requirement.
Position Profile available. Apply by xx/xx/xx to Human Resources, City of Elk River,
13065 Orono Parkway, Elk River, MN 55330. If you require accommodation with the
application process please call 763-635-1000.
``T__i--metable
1116/xx/xx
/xx/xx
Week of xx/xx/xx
Month 2009
Deadline for Application
Select Finalists
Interview/Selection
Anticipated Starting Date
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