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Home My WebLink AboutSTAFFING WORKSHOP-MASTERJOINT WORKSHOP CITY COUNCIL, PUBLIC SAFETY COMMITTEE, FIRE DEPARTMENT 2016 FIRE DEPARTMENT STAFFING AGENDA •TERMINOLOGY •IDENTIFY STAFFING CONCERNS –SHORT TERM –LONG TERM •HISTORICAL DATA –DECEMBER, 2004 “FIRE PROTECTION NEEDS” STUDY –2011 SHARED SERVICES STUDY, STILLWATER/MAHTOMEDI/LAKE ELMO –PUBLIC SAFETY COMMITTEE –“EMPTY BOOTS, QUIET SIRENS”, Mn State Fire Chiefs Study, 2014 •CURRENT STAFFING MODEL –DUTY CREWS –ALL CALLS •IDENTIFY POSSIBLE SOLUTIONS –SHORT TERM –LONG TERM •TERMINOLOGY –Authority Having Jurisdiction (AHJ) –Per 2015 MN State Fire Code –“Any municipal fire code official serving within their appointed jurisdiction or the state fire marshal or any of their authorized representatives.” –POC, (Paid On Call) –Firefighters that respond when paged. Formerly known as “Volunteers” until over time they were paid and recognized as city employees. –Duty Crews –(Lake Elmo specific) Personnel, assigned to a specific window of time, during which, they have committed to be available to respond. They will remain, “in the area” during this period. There are many variations of this throughout the fire service, FT, PT or POC staff in the station, labeled “Shifts”, “Squads”, “Duty Shifts” or “Standby Crew”. –NFPA (National Fire Protection Association), National Fire Codes consisting of Codes, Guides, Recommended Practices and Standards. These are nationally recognized industry standards that have been referenced in Courts of Law. –Shared Services –Sharing of resources, (equipment, response personnel, administrative personnel, training, facilities, etc) as well as sharing the associated costs. •TERMINOLOGY –Mutual Aid –Sharing of resources, locally, regionally, statewide and nationally. Resources from other agencies respond WHEN REQUESTED by primary agency. Primary agency must request specific resource needs. (This process has been in place for years and used by Lake Elmo. Utilized when local resources are exhausted or exceeded) NFPA Definition -3.3.2.2 Mutual Aid.Reciprocal assistance by emergency services under a written plan among AHJs that is part of communication center's dispatch protocol. –Auto Aid –Sharing of resources, locally, regionally, statewide and nationally. Resources from other agencies respond automatically based on predetermined response needs identified by primary agency for specific incidents. Additional “groups” of resources can be requested by additional, predetermined “ALARMS”. (Currently utilized on a very limited basis due to the restrictions of the current CAD system used by Wash. Cty. Dispatch) NFPA Definition -3.3.2.1*Automatic Aid.A plan developed between two or more fire departments for immediate joint response on first alarms. [1142,2012] IDENTIFY STAFFING CONCERNS –Recruitment/Retention Reasons for denial –Failed background check, failed psychological evaluation, reside outside response requirement of 5 ½ minutes, outside Lake Elmo or neighboring community, attended drill and decided not for them, withdrew application. IDENTIFY STAFFING CONCERNS –Recruitment/Retention –Meet Minimal NFPA Staffing Recommendations •Firefighter Safety •Deliver Service Table 4.3.2 shall be used by the AHJ to determine staffing and response time objectives for structural fire fighting, based on a low-hazard occupancy such as a 2000 ft2 (186 m2), two-story, single-family home without basement and exposures and the percentage accomplishment of those objectives for reporting purposes as required in 4.4.2. Responders and Alarm to Arrival Data for Building Fire Calls Only 2011 2012 2013 2014 2015 2016 13.8 14.25 10 12.2 9.5 8 8.8 9.5 10 9.5 12.2 13.3 Total Average Responders Average Alarm to Arrival Time Dispatch to En Route Time 0 2 4 6 8 10 12 2011 2012 2013 2014 2015 2016 Minutes Command Vehicle 1 Engine 1 Ladder Engine 2 Pumper/Tender Linear (Command Vehicle 1) IDENTIFY STAFFING CONCERNS –Meet Customer Response Expectations •Ability to Safely Perform Required Duties IDENTIFY STAFFING CONCERNS SHORT TERM –Ensure Proper Staffing Under Current Operation Responders Per Apparatus IDENTIFY STAFFING CONCERNS –Meet Customer Response Expectations •Ability to Safely Perform Required Duties SHORT TERM –Ensure Proper Staffing Under Current Operation LONG TERM –Ensure Adequate Staffing to Meet Future Demands HISTORICAL DATA –“FIRE PROTECTION NEEDS” STUDY Submitted by Dahlgren, Shardlow and Uban, December, 2004 This study primarily focused on fire station locations with regards to response times and warning siren locations. Most of the “detail” in the report related to inadequacies and future needs of fire stations. Staffing information, mentioned need for “2 full time fire employees” and sited 2000 census statistics for hiring 18-25 year olds. Also focused in on 4 and 2 station model with both 4 and 4 ½ minute response (calculated from “In-Service” to “On Scene”) Stillwater, Lake Elmo, Mahtomedi Minnesota Feasibility Study for Shared or Cooperative Fire and Emergency Services September 2011 Per Capita Cost of Fire Protection National Average $104.00 Minnesota Average $68.61 Lake Elmo FD $46.56 Mahtomedi FD $62.50 Stillwater FD $45.39 HISTORICAL DATA –2011 SHARED SERVICES STUDY, STILLWATER/MAHTOMEDI/LAKE ELMO In addition to the operational consolidation of the three departments, ESCI provides 16 functional cooperative effort strategies designed to improve cooperation and efficiency across the three agencies. These strategies include: A –Develop Standard Operating Guidelines Documents are shared regularly throughout the Fire Service B –Shared Specialty Teams Regional HazMat, County wide FD Dive Rescue Team, County wide FD Investigation Team(pending) C –Develop a Regional Fire Safety Education Coalition D –Create a Unified Occupational Medicine Program E –Create a Unified Wellness and Fitness Program F –Develop and Adopt Common Training Standards 8-Wash. Cty. Depts using Regions 1/4rly EMS, MBFTE, Century CEU Program G –Create a Regional Training Manual Training to NFPA Standards H –Develop an Annual Regional Training Plan I –Develop a Regional Fire and EMS Training Facility JPA Members of the East Metro Public Safety Training Facility J –Develop Mutual Training Strategies HISTORICAL DATA K –Purchase Uniform Emergency Apparatus Ranger-Regional Response, Most Apparatus designed for Communities unique needs L –Acquire AVL and MDC or MDT Capabilities Dependent on Washington County Dispatch CAD System M –Develop Uniform Pre-Incident Plans Most FD’s using Image Trend and info will be in County CAD N –Provide for Joint Staffing of Stations and Apparatus Varying levels of service, Pay Rates, Relief Associations O –Provide for Joint Incident Command and Operations Supervision Standardized Officer Training (not adopted by all), Officers from other depts. fill roles on Mut. Aid P –Purchase and Implement an Electronic Staffing Program HISTORICAL DATA Station #1 Station #2 HISTORICAL DATA HISTORICAL DATA HISTORICAL DATA Public Safety Committee •11/13/13 –First meeting of the Public Safety Committee. Began discussion on recruitment/staffing. Many ideas proposed and pursued during this and future meetings. Newsletter Solicit Businesses Mailings Cable Channel Increase Response Times Reduce Requirements Explorer Program Public Works Staff Ads w/LMC Demographics Responding to Scenes Open Houses HOA’s Promo Video Incentives Retention Turnover Morale Rotary Meeting Community Meetings-Surveys KARE11, NOVEMBER 2014 "Emergency Management Magazine: Volunteer Fire Departments Face Recruitment, Retention Challenges Minnesota's recruitment and retention efforts have beenfalling since the 1980s." http://www.emergencymgmt.com/disaster/Volunteer-Fire-Departments-Face-Recruitment-Retention-Challenges.html “Fire departments face funding, recruitment challenges”http://www.argusleader.com/story/news/2015/04/18/fire-departments-face-funding-recruitment-challenges/25994171/ FEMA: Retention and Recruitment in the Volunteer Fire Service: Problems and Solutions (LEFD has applied all feasible solutions presented here) https://www.usfa.fema.gov/downloads/pdf/publications/fa-310.pdf HISTORICAL DATA •U.S. Fire Administration•Retention and Recruitme •6/19/14 –The following topics discussed: Response Times Staffing Maplewood Model POC vs PT vs FT Shifts Service Level Shared Services Study from September 2011 Staffing Costs •9/18/14 –Maplewood Fire Chief Steve Lukin presented to the committee the “Maplewood Model” of staffing with PT shifts and the process they had recently gone through regarding staffing and building a station. This presentation followed a previous meeting between Lake Elmo and Maplewood Chief Officers to discuss these topics. •Challenges and 261 Page Report Preliminary Staffing Costs for 1 Station, PT shifts This is having 1 officer @ $14.20/hr and 2 FF's @12.20/hr # FF Needed Hours per week Cost Per Hour Total Cost FF's PT M-F 8-4 2FF @ $12.20 40 $24.40 $976.00 FT staff will be the officer FF's PT M-F 4pm-8am 2 @ $12.20 & 1 Officer @ $14.20 80 $38.60 $3,088.00 FF's PT Friday 4pm -Monday 8 am 2 @ $12.20 & 1 Officer @ $14.20 48 $38.60 $1,852.80 Hours per week 168 Total Cost Per Week $5,916.80 Total Cost Per Year (52 Weeks) $307,673.60 SS 6.20%$19,075.76 Medicare 1.45%$4,460.27 ER Pera 16.20%$49,843.12 Work Comp $7.31/$1000 $2,246.09 TOTAL $383,298.84 In May 2014, the Minnesota State Fire Chiefs Association (MSFCA) engaged four students from the Humphrey School of Public Affairs to help determine the nature, scope and magnitude of the problems facing the recruitment and retention of Minnesota’s non-career firefighters. The study sought answers to the following research questions: Do Minnesota Fire Departments have the non-career staff necessary to adequately protect people, property and the environment? What are the factors affecting non-career firefighter recruitment and retention in Minnesota? What best practices, public policy implications, and areas for further study can be identified and how could they be applied in Minnesota? “EMPTY BOOTS, QUIET SIRENS” “EMPTY BOOTS, QUIET SIRENS” Factors Impacting Recruitment & Retention A multitude of challenges stand between a non-career firefighter and long-standing tenure in a single department. These challenges vary widely by individual and community. As a result, no list is comprehensive. However, the research identified 10 common factors significantly affecting recruitment and retention of non-career firefighters in Minnesota that fall into three broad categories: 1) increased demands; 2) local management; and 3) changing communities. “EMPTY BOOTS, QUIET SIRENS” “EMPTY BOOTS, QUIET SIRENS” CURRENT TYPES of PAGING •DUTY CREWS –NIGHTTIME–Monday –Thursday, 2200-0500 hrs. (ending Friday AM) •Assigned Duty Crew will respond to all calls during their shift. •Only assigned personnel will respond to “Duty Crew Paged” events. •All Non Duty Crew personnel shall respond under the following conditions: –Report of Any Fire whether confirmed or not. This does not include fire alarms. –All accidents (MVA, 10-52’s) that are paged as requiring extrication. –Tones paged out as an “All Call”. –Mutual Aid –DAYTIME –Monday –Friday, 0800-1630 hrs. •Paging criteria will be the same as Nighttime Duty Crew •Only personnel designated as “Daytime Responders” will be required to sign up for a daytime shift and will be required to respond to all calls during their shift. •All available personnel may respond to both Duty Crew and All Call events. •ALL CALLS WHERE ARE WE NOW? •FD is understaffed and struggling to get POC’s. National problem. –What has Lake Elmo FD Done? •Implemented “Stay at Home Duty Crews”, (unique to Lake Elmo) •Increased Response Time Requirements •Reduced response percentage requirements •Implemented “Incentive Pay” •Implemented Daytime Duty Crews •Increased and expanded pay •Vacation •Leave of Absence •Created Lieutenants position •Address current staffing shortfalls. •Need to plan for future staffing. QUESTIONS? Where Do We Go? Paid On Call –Expand Duty Crews? Need more POC’s Nights?Weekends? Require minimum number of shifts or hours?How long are shifts? Stay with “In Area” or staff station? –Increase Response Time Requirement? Possibly more POC’s Increased response times Delays for All Calls Part Time Shifts 24/7?Daytime Only?Weekdays Only? Weekends?Combine With POC? Competing with other agencies for staffing? Full Time Shifts DISCUSSION