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Home My WebLink AboutCOW 2014-02-24 Item 4C - Discussion - Fire Department Pipeline EmployeesCOUNCIL AGLNDA SYNoPsIs Ztleetzng Date Prepared Al Mayor's review Crainci/ revie2v 02/24/14 CF Motion Dale 3/3/14 _ Resolution 111! Dale 03/03/14 CF Public I- fearing 511g Date Other Aii f; Dale C \TI,;GORY Dews/on :kg Dale Mlg SPONSOR I I Counci/ I I Mayor FIR DCD Finance kl lire IT P&R 1 I Police _ PD SPONSOR'S The Fire Department Administration seeks Council authorization to create up to three SUMMARY pipeline positions in an effort to provide a continuity of service and reduce overall costs. Similar to the Council's authorization for four pipeline positions in the Police Department, this would allow the Fire Department to recruit, hire and train employees when there are known retirements and vacancies. Rimk\vii) BY COW Mtg. CA&P Cmte Utilities Cmte Arts Comm. DATE: 2/19/14 kil I^&S Cmte I 1 Transportation Cmte Comm. Planning Comm. CI LAIR: SEAL ITEM INFORMATION ITEM No. 4.C. 35 STAIN Si oNsoR: CHRIS FLORES ORIGINAL AG l'INDA DATK: 2/24/14 AGI;NI)..\ tri,im Triti Fire Department Pipeline Employees 2/24/14 Motion Dale 3/3/14 _ Resolution 111! Dale Ordinance IlItg Dale Bid Award ,Ilig. Dale Public I- fearing 511g Date Other Aii f; Dale C \TI,;GORY Dews/on :kg Dale Mlg SPONSOR I I Counci/ I I Mayor FIR DCD Finance kl lire IT P&R 1 I Police _ PD SPONSOR'S The Fire Department Administration seeks Council authorization to create up to three SUMMARY pipeline positions in an effort to provide a continuity of service and reduce overall costs. Similar to the Council's authorization for four pipeline positions in the Police Department, this would allow the Fire Department to recruit, hire and train employees when there are known retirements and vacancies. Rimk\vii) BY COW Mtg. CA&P Cmte Utilities Cmte Arts Comm. DATE: 2/19/14 kil I^&S Cmte I 1 Transportation Cmte Comm. Planning Comm. CI LAIR: SEAL Parks COMMITTEE RECOMMENDATIONS: SPoNsoR/ADmiN. CoMMITTIlil Fire Department Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURI,1 REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0.00 $0.00 $0.00 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 2/24/14 MTG. DATE ATTACHMENTS 2/24/14 Informational Memorandum dated 02/10/14 Minutes from the Finance and Safety Committee meeting of 2/19/14 3/3/14 35 36 T(]: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL �� nn�n ��n'�nmn��n x��n��~ n�n�~n�n��n�*��n��nmn N1ayorHaggertmn Finance and Safety Committee FROM: Chris Flores, Interim Fire Chief DATE: February 10, 2014 SUBJECT: Pipeline Employees ISSUE The Fire Department Administration seeks Council authorization to create up to three pipeline positions in an effort to provide a continuity of service and reduce overall costs. Similar to the Council's authorization for four pipeline positions in the Police Department, this would allow the Fire Department to recruit, hire and train employees when there are known retirements and vacancies. BACKGROUND Pipeline positions are created to address the need to hire personnel when there are known vacancies. They provide departments with the necessary hiring authority within the current 8dOotedbUdget.Th8SeOevvennp|OyeeseretheOinthe''pipe|ine^to fill these upcoming vacancies. This decreases the gap in personnel coverage which can average six to nine nlOnthS, due to the training requirements for new employees. The Police Department has used this practice effectively for the past several years to fill their vacancies. DISCUSSION Currently, when a member announces his or her retirement no action can be taken until the member has given official notice to the City and the State. This creates a significant delay in posting, necruiting, hiring and training available positions. Additional delays result from the lack of the availability of sanctioned recruit academies. This results in departmental gaps in personnel covenage, requiring payment of overtime wages in order to address the coverage for such gaps. With some foresight, planning hiring pipeline employees can result in potential cost Savings and increased operational effectiveness for our organization. For example, in August of 2012, two long tenured department members retired on very short notice. This resulted in a delay in placing qualified replacements into an on-duty status for a period of nine months. Currently there are 10 fire department personnel eligible for retirement in the next two years. The next few years will present significant challenges in planning for succession. The Police Department currently utilizes pipeline positions and it has proven to be very effective in reducing overtime when a vacancy occurs. This practice has also helped to keep staffing levels stable so that there is continuity in service and departmental efficiencies can continue to improve. 38 INFORMATIONAL MEMO Page 2 FINANCIAL IMPACT In 2012 approximately $210,000 in overtime was expended to cover two vacant positions until replacements could be hired. The cost of hiring and training two replacement employees four months prior to the retirement of two senior members can be accomplished at an approximate cost of $200.000. This would result in savings to the City and provide for a continuity of service and reduced impacts to the operational efficiency of the organization. In 8ddition, a brief period Of overlap between the addition of new members and the retirement of senior members allows for training and knowledge transfer that is invaluable to the Department. RECOMMENDATION It is the Fire Department Administration's recommendation that up to three pipeline positions be authorized. The Fire Department Administration with the assistance of City Administration, the Finance Department and Human Resources will monitor the necessity to utilize the pipeline positions. The Council is being asked to approve the proposal and consider this item at the February 24, 2014 Committee of the Whole meeting and subsequent March 03, 2012 Regular Meeting. amncurenm and Sottin slchnmv.Tomw|LAlLoca|SellingmTamvnmrymtemetpileo1Cnmom0vtloomFOTTArSUxmowemumpipelinesmp*yen .doc City of Tukwila Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes February 19, 2014 — 5:30 p.m.; Hazelnut Conference Room PRESENT Councilmembers: Verna Seal, Chair; Joe Duffie, Kathy Hougardy Staff: David Cline, Chris Flores, Peggy McCarthy, Vicky Carlsen, Mike Villa, Laurel Humphrey CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:32 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Fire Department Pipeline Staffing Proposal The Fire Department is seeking Council approval to create up to three pipeline positions which would allow for the recruitment, hiring and training of new employees when vacancies are known in advance, as with retirements. This would help ensure continuity of service as well as reduce the high overtime costs incurred when staff at current levels must cover vacancies. There are currently 10 Fire Department personnel eligible for retirement within the next two years, and the Police Department has successfully used this strategy to reduce overtime costs for several years. Councilmembers asked clarifying questions, including how the City will measure the financial impact of this practice. Staff indicated that measures are included in the normal budgeting processes. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 24, 2014 COMMITTEE OF THE WHOLE. B. Grant Application: 2014 FEMA Assistance to Firefighters The Fire Department is seeking Council approval to proceed with an application to FEMA for the 2014 Assistance to Firefighters Grant in the amount of $391,272.00 for replacement of radios and operating system. The current radios and system will be obsolete in five years, and the cost to replace them is approximately $412,000.00. If the grant is awarded, the City will be required to contribute $20,593.00 in matching funds, which are available in the Fire Department's equipment budget. Staff will continue to pursue this particular grant if it is not awarded in 2014. Councilmember Hougardy noted that a radio system overhaul such as this should be planned for through the budget process by use of a replacement schedule. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 24, 2014 COMMITTEE OF THE WHOLE. C. Ordinance and Resolution: False Alarm Fees Staff is seeking Council approval of an ordinance and companion resolution relating to updating the fees charged for false alarms. Police false alarm fees have not been adjusted since 1985 and fire not since 2004. Because significant City resources are required to both respond to and bill for false alarms, staff is proposing an increase to the fees to offset the costs to the City as well as to act as a deterrent. False alarm statistics in Tukwila as well as fees assessed by neighboring jurisdictions were reviewed. Under the proposal, the first two false alarms within one calendar year will not be assessed a fee, which is not a change from the current practice. The third false alarm in the year would be $150, an increase from the currently charged $25, and the fourth and subsequent false alarms would be charged $200, up from the current $50. The fees 39