HomeMy WebLinkAbout13 - Proposed Organizational Changes in Life Safety Services— CITY OF
` NEWPORT BEA C_
City CouncH Staff Report
Agenda Item No.
November 13, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Scott Poster, Fire Chief
949 - 644 -3101, sposteranbfd.net
Terri L. Cassidy, Deputy City Manager /HR Director
949 -644 -3303, tcassidy(a)newportbeachca.gov
PREPARED BY: Maggie Williams- Dalgart, Human Resources Analyst
APPROVED: �' A
TITLE: Supplemental to Agenda Item No. 13, Life Safety Services
Organizational Changes
ABSTRACT:
The amended Recommendation completes City procedures by asking City Council to
formally establish salary ranges through adoption of a resolution.
RECOMMENDATION (AMENDED):
1) Adopt Resolution No. 2012 - establishing the Life Safety Specialist I, II, and
III Job Classifications and Salary Ranges;
Submitted by: , r
Terri L. Cassidy
Deputy City Manager /HR Directod
Attachment: A. Resolution No. 2012 - Establishing the Life Safety
Specialist I, II, and III Job Classifications and Salary
Ranges
Attachment A
RESOLUTION NO. 2012-
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF NEWPORT BEACH ESTABLISHING
LIFE SAFETY SPECIALIST 1, 11, AND III JOB CLASSIFICATIONS
AND SALARY RANGES
WHEREAS, Newport Beach Municipal Code Section 2.28.010 authorizes the
City Council of the City of Newport Beach ( "City ") to establish by resolution the
classification of positions in City employment and a salary range or rate for each class
or position;
WHEREAS, the City Council of the City of Newport Beach desires to consolidate
the positions of Fire Prevention Specialist, Fire Prevention Plans Examiner, and
Community Preparedness Coordinator job classifications into the Life Safety Specialist
series.
WHEREAS, the City Council has previously established terms and conditions of
employment for the positions of Fire Prevention Specialist, Fire Prevention Plans
Examiner, and Community Preparedness Coordinator through their recognized
bargaining groups, the Newport Beach Firefighters Association ( "NBFX) and Newport
Beach Professional/Technical Association (" Prof(fech °) via the respective Memoranda
of Understanding; and
WHEREAS, the City and NBFA & Prof/Tech have met and conferred in good
faith on the establishment of the Life Safety Specialist series.
NOW, THEREFORE, the City Council of the City of Newport Beach does hereby
resolve as follows:
Section 1: The City establishes the Life Safety Specialist 1/11/111 job classification
series with the following annual salary ranges: Life Safety Specialist 1, $60,722.00 -
$85,441.65; Life Safety Specialist 11, $66,851.20 - $94,057.60; and Life Safety
Specialist 111, $73,486.40 - $103,417.60.
Section 2: The Fire Prevention Specialist, Fire Plans Examiner, and
Community Preparedness Coordinator job classifications are hereby eliminated.
Section 3: The Deputy City Manager /Human Resources Director is hereby
authorized on behalf of the City Council to execute any needed side letter agreements
with the Newport Beach Firelighters Association and Newport Beach
Professional/Technical Association to implement this Resolution.
Section 4: The City Council finds the adoption of the a above classification and
salary ranges are not subject to the California Environmental Quality Act ( "CEQA')
pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably
foreseeable indirect physical change in the environment) and 15060(e)r3) (the activity
is not a project as defined in Section 15378) of the CEQA Guidelines, California Code
of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical
change to the environment, directly or indirectly.
Section 5: This resolution shall take effect immediately upon its adoption by the
City Council and the City Clerk shall certify the vote adopting the resolution.
ADOPTED this day of. ___, 2012.
Nancy Gardner,
Mayor
ATTEST:
Leilani 1. Brown,
City Clerk
SEW Pp�T
CITY OF
NEWPORT BEACH
City Council Staff Report
TO:
Agenda Item No. 13
November 13, 2012
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Scott Poster, Fire Chief
949 - 644 -3101, sposter(c)nbfd.net
Terri L. Cassidy J.D., Deputy City Manager /HR Director
949 - 644 -3303. tcassidy(@newportbeachca.gov
PREPARED BY: Kevin Kitch, Assistant Fire Chief
APPROVED: O.
TITLE: Proposed Organizational Changes in the Life Safety Services
Division of the Fire Department
ABSTRACT:
The Fire Department recently restructured the Fire Prevention Division to Life Safety
Services. To provide greater management flexibility in staffing, and consistent with City
Council direction to establish broader job series, the Fire Department proposes
consolidating certain job classifications and creating a single Life Safety Specialist
occupational career series (Life Safety Specialist I, II, and III).
RECOMMENDATION:
Establish the Life Safety Specialist occupational series with a salary range of $ 60,722
to $103,417 annually (LSS 1 /II /III) and consolidate the Fire Prevention Specialist, Fire
Prevention Plans Examiner, and Community Preparedness Coordinator job
classifications into the series.
FUNDING REQUIREMENTS:
There is no anticipated increase to the FY12 -13 Life Safety Services division budget as
a result of these recommendations. Any minor adjustments based on employee
reassignment that may be needed can be accommodated with salary savings as a
result of position vacancies. The proposed salary structure incorporates the current Fire
Prevention Specialist and Fire Plans Examiner ranges and introduces a new, entry level
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 2
position (LSS 1). As the positions mature to top step in future years, the reorganization is
cost neutral.
DISCUSSION:
As a result of personnel changes in the command staff, in April 2011 the former Fire
Prevention Division (now Life Safety Services Division) was restructured and the
Community Education Coordinator, Emergency Services Coordinator and Community
Preparedness Coordinator positions were added to the division. At the same time the
workload in fire prevention services, which includes conducting field inspections for fire
and life safety code compliance, and reviewing commercial building plans for fire and
life safety code compliance, have increased. After careful review, staff sees an
opportunity to consolidate job positions in field inspections, community disaster
preparedness, and fire plan review to better meet the needs of the community and
improve organizational effectiveness.
At City Council's direction, City management continues to restructure programs and
staff to create efficiencies, improve effectiveness and "right fit" the organization. This
proposed structure does not add or create new positions. Rather, it consolidates three
separate job classifications into one job series, thereby creating a flatter organizational
structure with broader job duties and responsibilities. The proposed reclassification
series will enhance the ability of the Division to better respond to the needs of the
business community, the community at large, and also to the Fire Department's internal
customers. The proposed reclassification will permit management more flexibility in job
and task assignments, allow personnel to cross -train and back -up one another, and
create a clearly defined career path.
The Life Safety Specialist will be responsible for performing a variety of technical and
professional work in support of Life Safety Services activities, including field inspection
and compliance with the City's fire codes, review and approval of commercial and
residential building plans, community disaster preparedness, fire prevention /life safety
education and outreach as defined in Attachment A, Life Safety Specialist job
specification. Under the proposed job classification employees perform one or more of
the major activities, depending on area of assignment. The attached organizational
chart (Attachment B) reflects the proposed division structure and elimination of the Fire
Prevention Specialist, Fire Plans Examiner and Community Preparedness Coordinator
positions.
Under the provisions of the Meyers - Milias -Brown Act, Government Code Section 3500,
the City has discussed the proposed changes with the affected bargaining units. If the
City Council approves the foregoing recommendations, Human Resources will take
additional steps to discuss any impact with association representatives. Final
implementation will occur after completion of that process, but as soon as practicable.
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitt d by
Scott Poster, Fire Chief
- s
Terri Cassidy, Deputy City n ger /Human Resource Director
Attachments: A. Life Safety Specialist Proposed Job Description
B. Life Safety Services Organizational Changes
Attachment A
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 4
LIFE SAFETY SPECIALIST
DEFINITION: The Life Safety Specialist is responsible for providing a variety of
technical and professional work in support of the Life Safety Services Division within the
Fire Department. Depending on assignment, work includes code enforcement and
outreach activities promoting the preservation of life and property, including field
inspection, plans examination, data research and analysis, community preparedness
and education programs and activities.
DISTINGUISHING CHARACTERISTICS:
Life Safety Specialist I- the Life Safety Specialist I is the entry level position in the Life
Safety Specialist series. Incumbents at this level have limited related experience and
operate under direct supervision, within a set procedural framework and perform the
more routine and less complex tasks of the Life Safety Specialist.
Life Safety Specialist II- the Life Safety Specialist II is the journey level position in the
Life Safety Specialist series. Incumbents at this level are experienced and perform the
more complex functions, have specialized training, and are expected to possess a
strong working knowledge of life safety programs, methods and procedures. When
performing field inspection work, incumbents at this level are expected to conduct the
full range of fire inspections and when performing community outreach and
preparedness activities the incumbent will exercise full program responsibility.
Life Safety Specialist III- the Life Safety Specialist III is the advanced level position in
the Life Safety Specialist series. Incumbents at this level have substantial experience in
fire and life safety code inspection, plan review, and community outreach and
education. The Life Safety Specialist III is primarily responsible for the analysis of
construction drawings, data and technical reports. Although work is normally performed
independently, a collaborative approach involving multiple professional disciplines is
required.
SUPERVISION RECEIVED AND EXERCISED: Life Safety Specialist at all levels
receives general supervision from the Assistant Chief, Life Safety Services.
0
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 5
Examples of Essential Duties
LIFE SAFETY SPECIALIST 1 /II
• Serve as liaison and educator to the community, including residents, visitors, and
businesses, to promote the preservation of life through compliance with life safety
codes and ordinances, emergency preparedness, and community education;
• Work collaboratively with Fire Department, Community Development Department, City
Attorney's Office, Code Enforcement staff, other governmental agencies, and related
personnel on a variety of fire and life safety prevention inspection, enforcement and
outreach activities;
• Maintain up -to -date electronic records, write detailed reports, and maintain related
files electronically and physically;
• Participate in a variety of special projects related to life safety activities;
• Respond to basic complaints from the general public; investigate complaints and
resolve, or assist in resolving matters;
• Promote and coordinate awareness and preparation through emergency planning
activities, community education and outreach; assist in developing and facilitating a
variety of community programs and services;
• Perform a variety of administrative, operational, research and analytical duties in
support of life safety programs; develop reports and recommend changes to policy
and procedure;
• Provide administrative and logistical support on a variety of department and City
special events as assigned.
When Assigned to Fire Inspection Services:
• Conduct fire and life safety inspections on selected occupancies to determine and
enforce compliance with state and local fire and life fire safety codes;
• Issue notices of violations, warnings and citations; assist in preparing materials
needed for compliance;
• Examine construction drawings, equipment, standards, chemical inventories, and
processes to ensure compliance with applicable codes; conduct various basic plan
in
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 6
reviews including tenant improvements, fire alarms, fire suppression systems, and
vegetative fuel management;
• Conduct vegetation management/nuisance inspections and ensure compliance with
City regulations; assist in the coordination of fire and life safety inspections of
residential properties in the wildland urban interface areas;
• Coordinate Fire Operations Inspection Program with suppression personnel; review
inspections to verify accuracy and completeness; assist in training Fire Department
Suppression personnel related to promoting life safety services, community education,
and the enforcement of codes and standards of Fire Operations occupancy
inspections;
• Conduct and /or facilitate high rise occupancy inspections and regulated /licensed
occupancy inspections; assist with difficult or non - compliant occupancies including
any legal action required to gain compliance;
• Review, process, approve /deny permit applications such as special events and Fire
Code permits;
• Assist in invoicing and processing required fees as needed;
• Coordinate the Business Emergency Plan electronic reporting requirements for all
reportable hazardous material facilities.
When Assigned to Community Preparedness Services:
• Plan, develop, and implement a comprehensive community outreach program
emphasizing disaster preparedness and community response; coordinate disaster
preparedness programs for businesses, schools, medical groups, home owners
associations, and community groups;
• Coordinate community preparedness education and training materials; develop and
implement lesson plans and teach emergency response courses to various
community, business, and residential groups; plan and facilitate emergency
preparedness events and drills;
• Assist in providing information to the public concerning Fire Department programs,
services, and activities; develop a variety of print and media communications including
newsletters, website updates, and memoranda;
• Assist in researching grant opportunities and draft grant proposals; coordinate,
administer and track community education grants.
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 7
LIFE SAFETY SPECIALIST III
in addition to the duties assigned above, the Life Safety Specialist III duties may include,
but are not limited to:
• Incorporate life safety provisions of adopted codes, ordinances and standards into the
development of a project through interaction with the development community and
associated project managers;
• Review complex planning and construction documents including plans and blueprints
for compliance with codes and standards to ensure all new construction and tenant
improvements meet fire and life safety requirements;
• Conduct the most complex inspections of commercial, industrial, hazardous material,
institutional, and assembly occupancies to determine compliance with codes and
regulations; make recommendations for improved fire and life safety protection;
• Serve as a member of the Development Review Committee (DRC); provide input and
recommendations concerning fire and life safety code requirements of proposed
developments;
• Meet with architects, builders, business owners, and other members of the public
concerning fire and life safety standards and compliance;
• Review, evaluate, and maintain files related to Life Safety activities; perform analysis
and data management of information and proposals related to life safety design;
participate in the code development process as requested; critically evaluate existing
codes and standards and recommend modifications;
• Inspect the installation of the most complex fire protection systems and features;
investigate applications for all new permits for the monitoring of fire alarm systems;
• Provide lead or technical direction to Life Safety staff; provide training and assist with
prioritizing work assignments.
Qualifications: To perform this job successfully, an individual must be able to perform each
essential function. The requirements listed below are representative of the knowledge, skill,
and /or ability required.
7
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 8
Knowledge of:
Life Safety Specialist 1 /11:
Accepted safety standards and methods of building construction;
California Fire and Building Codes and National Fire Protection
Association Standards;
Pertinent Federal, State, and local rules, regulations, and ordinances
including Newport Beach Fire Department Standard Operating
Procedures, General Orders, and Administrative Guidelines;
Principles and techniques of municipal life safety services work including
fire prevention, code enforcement, community preparedness, and
emergency planning activities;
Research methods and sources of information related to fire and life
safety inspection work;
Fire protection and alarm systems, and building construction;
Principles and guidelines of public education, community and emergency
preparedness, and customer relations;
Modern office practices, procedures, methods, equipment and software;
English usage, spelling, grammar, and punctuation;
Incident Command System (FIRESCOPE).
Life Safety Specialist III (in addition to the knowledge required above):
Standard practices and procedures in the review and analysis of
construction plan documents;
Advanced practices and principles in the inspection and enforcement of
fire and life safety codes;
Structural design and fire protection engineering principles.
W
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 9
Ability to:
Interpret and apply fire and life safety codes and standards;
Organize, coordinate assigned work, and report work progress;
Apply technical knowledge;
Analyze problems and develop logical solutions;
Develop and implement emergency /community preparedness programs;
Promote life safety programs and principles;
Effectively enforce a variety of life safety and fire prevention codes;
Gain compliance through professionalism and education;
Read and interpret building plans, specifications, and building codes;
Perform mathematical calculations;
Be well organized and use effective time - management skills;
Communicate clearly and concisely, both orally and in writing;
Work creatively and collaboratively;
Establish and maintain cooperative working relations with those contacted in the
course of work;
Appear for work on time;
Follow directions from a supervisor;
Understand and follow posted work rules and procedures;
Accept constructive criticism;
Establish and maintain cooperative working relationship with those contacted in the
course of work;
This position may be required to work overtime hours as needed.
0
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 10
EXPERIENCE AND TRAINING: A combination of experience and training that would
likely provide the required knowledge and abilities may be qualifying. A typical way to
obtain the knowledge and abilities would be:
Experience:
Life Safety Specialist I: One year responsible level work experience in fire and
life safety prevention inspection, building inspection, community preparedness
program coordination, or equivalent.
Life Safety Specialist II: Three years of related and increasingly responsible work
experience in fire prevention and life safety services including inspections plans
examining, or community preparedness program coordination.
Life Safety Specialist III: Five years related and increasingly responsible work
experience in fire prevention and life safety services including inspections, plans
examining, or community preparedness program coordination, two years of
which must include complex fire and life safety prevention inspection and plans
review experience.
Traininq and Education:
Life Safety Specialist I: A high school diploma or GED is required. Successful
completion of California State Fire Prevention IA, IB, and IC or I.C.C. Fire
Inspector I coursework may be required, depending on area of assignment. An
Associate's or Bachelor's degree in the construction trades, fire administration,
public administration or related field is desirable.
Life Safety Specialist II: A high school diploma /GED supplemented by 60
semester units of college -level coursework from an accredited college or
university. Successful completion of California State Fire Prevention 2A, 2B, and
2C or I.C.C. Fire Inspector II certification may be required depending on area of
assignment. A Bachelors degree in the construction trades, fire administration,
public administration or related field is desirable.
Life Safety Specialist III: A Bachelor's degree in engineering, construction trades,
fire administration, public administration or related field and successful
completion of California State Fire Prevention 3A and 3B or I.C.C. Plans
Examiner coursework. I.C.C. Fire Code Official certification is desirable.
10
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 11
LICENSE OR CERTIFICATE:
Possession of, or ability to obtain, an appropriate, valid Class C California driver license.
Life Safety Specialist I: Certification as California State Fire Prevention Officer or I.C.C.
Fire Inspector I must be completed within 1 year from date of appointment.
Life Safety Specialist II: Certification as California State Fire Protection Specialist or
I.C.C. Fire Inspector Il. Certification as a California Fire Code Inspector or equivalent is
also required. A Bachelor's degree in fire administration, public administration,
construction trades, or a related field may serve as equivalent.
Life Safety Specialist III: Certification as California State Fire Plans Examiner or I.C.C.
Plans Examiner.
FLSA: Non - Exempt
Bargaining Unit: NBFA
Proposed: 11/13/12
11
Attachment B
Proposed Organizational Changes in the Life Safety Services Division
November 13, 2012
Page 12
Proposed Organizational Changes
Life Safety Services Division
Department
Assistant (1)
CURRENT
Assistant Chief
(1)
Emergency
Services
Coordinator (1)
Commvniry,
Preparedness
Coordinator (1)
Fire Prevention
Specialist (2
Fire Prevention
S ecialist Plans
Examiner (2)
`S
PROPOSED
Assistant Chief
Department
Assistant (1)
Emergency r
Services Life Safety Life Safety Life Safety
Coordinator (1) Specialist I (D) Specialist If (4) Specialist III (1)
12