Resolution to Replace the Vacant Fire Marshal position

This case is a continuation of the Personnel Committee discussion on October 15, 2013.

The purpose of this case is to request authorization to fill the vacant position left by Fire Marshal Matt Kohner based on the proposed options and discussion.

During this year's strategic planning sessions, the Fire Department felt that to continue the essential fire prevention and education services at an acceptable level, no additional staff would be required. This case and discussion is not seeking to add additional staff, but rather to look at options for best meeting the City’s public services needs given that fact that we have experienced an unforeseen resignation in the Fire Department. 
 
It important to note that the currently vacant position serves as second in command and acts in a critical role focusing on activities such as code enforcement, public education and serves as the only back-up to the Fire Chief in the event of his absence.
 
The position also serves as a tool for firefighter safety by providing pre-plan information of the business structures within our community. This information is shared as a regular monthly topic by both the Fire Officers group and the entire department.  
 
Staff looked at both the short-term needs and long-term and recommends a Deputy Fire Chief position. Within the position of Deputy Fire Chief, the critical needs of prevention, education and safety are assured to continue. In addition, this figure will be involved in operational levels and act as the Fire Official in the Chief's absence.

Staff is recommends replacing the vacant position to continue to provide these critical services. Staff has completed the "Evaluation Criteria for Vacant and New Positions" form which is included in the attachments. Staff will go over options for the replacement of this position including an analysis of positives and negatives of each option. There is a document in the attachments labeled "Options Analysis" to refer to.

At the October 15th meeting, the committee also asked about the possible impacts on the City's ISO rating (Insurance Rating). To make clear the ISO rating process, the City last went through a field review in 2012. The process took almost 4 days to complete. Within the attachments is a document labeled "ISO Summary" which details the scoring criteria. Staff has researched the last review completed by the ISO group in 2012 and has summarized how this position is reflected in the scoring of Ramsey's ISO rating.

This position has been, and must continue to be, a flexible position with duties going beyond those of Fire Prevention and Education by assisting in day-to-day operational duties above and beyond the duties listed above.

This case will be presented on tonight's regular agenda as part of the Report from the Personnel Committee. Previous related agendas and minutes are attached.

Within the attachments is a document labeled "Options for Replacement". This document details four options with positives and drawbacks of each position; the details of which are listed below under recommendations.

Funding for the replacement position will come from the personnel services line item of the Fire Department budget.
 
The 2014 funding for Mr. Kohner’s position as Fire Marshall was set at $102,988 (wages, taxes, & benefits).   Mr. Kohner was at the top of his pay scale. 
 
Note:  All figures have been adjusted by 2% over the 2013 data in order to account for a potential 2% COLA and include wages, taxes, and benefits. 
 
Option #1 funding (Deputy Fire Chief):  The 2014 funding required for option #1 would be approximately $91,065 to $100,665 (step 1 to midpoint) with the pay scale range of $30.14 to $37.67 per hour.
 
Option #2 funding (Fire Marshal):  The 2014 funding required for option 2# would be approximately $85,065 to $93,848 (step 1 to midpoint) with a pay scale range of $27.79 to $34.69 per hour.
 
Option #3 funding (Fire Inspector/Fire Marshal):  The 2014 funding required for option #3 would be approximately $82,997 to $91,602 (step 1 to midpoint) with a pay scale range of $26.98 to $33.72 per hour.  This figure does not include any necessary back-filling expenses.
 
Option #4 funding (Contracting Out):  Unknown

It is staff's opinion that this position represents an essential service that is provided to our businesses, public and to the staff.

Staff's recommendation for committee to consider in the order of preference is:
1) Deputy Fire Chief
2) Fire Marshal
3) Fire Inspector with reclassification to Fire Marshal by the end of 2014 and to back-fill any duties left unaccounted  for via outside sources
4) Contracting an outside service

Within the research that was done, the option of contracting leaves a large list of essential duties not completed. For this reason staff is recommending that the committee not consider this as a viable option. Staff recommends that the position be filled with options #1, 2 or 3 respectively to allow for the continued delivery of these critical services that play a major part in the security and stability of our business community, education system and public in general.

Motion to approve resolution #2013-11-192, to replace the vacant Fire Marshal position based on one of the four options, as follows:

1. Motion to approve resolution #2013-11-192, to authorize staff to recruit for a fulltime Deputy Fire Chief; or
2. Motion to approve resolution #2013-11-192, to authorize staff to recruit for a fulltime Fire Marshall; or
3. Motion to approve resolution #2013-11-192, to authorize staff recruit for a fulltime Fire Inspector with reclassification to Fire Marshall by the end of 2014 and to back-fill duties left unaccounted for via outside sources; or
4. Motion to approve resolution #2013-11-192, to authorize staff to contract out all functions of the second in command position