Honorable Chair and Members
of the Civil Service Commission
City Hall
Torrance, CA
Honorable Members:
Commission Meeting
August 26, 2024
SUBJECT: APPROVE RECLASSIFICATION OF INCUMBENT TO DEPUTY FIRE CHIEF
RECOMMENDATION
Recommendation of the Human Resources Director that your Honorable Body approve the reclassification of Alec Miller of the Fire Department from the classification of Fire Battalion Chief to the classification of Deputy Fire Chief.
BACKGROUND
The Deputy Fire Chief is an assignment premium per the Safety Management Salary Resolution, Section 2.2.A Premium Pay and is bestowed upon one Fire Battalion Chief. This special assignment premium is given upon department head and City Manager approval. Due to Cal PERS regulations governing premium pay for special assignment, the premium pay language is being removed from the Safety Management Salary Resolution. The assignment to Deputy Fire Chief will become a classification and the 5% premium will be added to the current salary, which means this classification will have its own salary grid within the salary resolution. The 1.0 FTE Fire Battalion Chief position who is assigned to Deputy Fire Chief, should therefore be reclassified to the Deputy Fire Chief classification to align with the nature and scope of the work being performed by the current incumbent.
ANALYSIS
The methodology of the study included an analysis of the level of responsibility and knowledge, skills and ability requirements in the performance of the duties. An analysis of each factor relative to the reclassification of the incumbent to this classification is explained below in accordance with the Transfer of Incumbent Employees Without Examination Policy (Attachment C). The Civil Service Commission Policy on Transfer of Incumbent Employees Without Examination establishes six criteria for considering a transfer of incumbents to positions that are reclassified or reallocated.
Criterion #1
"Determination of status of a position shall be based on a classification study which compares the duties and level of responsibility of the new class and the old class as to factors of importance, consequence of error, supervision given and received, and level of education and training required."
The incumbent is performing the duties and has the experience and education required of the proposed classification of Deputy Fire Chief.
Criterion #2
"That the incumbents have been in the position for a sufficient period of time to have become proficient in performing the duties of the new class."
Fire Battalion Chief Miller was assigned to the Deputy Fire Chief premium pay in January 2023.
Deputy Chief Miller has assumed and is performing all the duties of the Deputy Fire Chief since that time.
7A
ATTACHMENT 1
ATTACHMENT 2
Criterion #3
"That the change of duties has occurred gradually over time." The incumbent currently performs the full range of duties as required. Battalion Chief Miller assumed the higher-level duties and responsibilities while working in the Fire Department.
Criterion #4
"That there is no evidence the change was created as a subterfuge to circumvent the examination process."
The review revealed that the change of duties described in this report has occurred with no intent to circumvent the examination process. The incumbent's duties changed when he was assigned to the Deputy Fire Chief special assignment.
Criterion #5
"That the salary level of the new position is a consideration in making a determination." The monthly salary range for the classification of Fire Battalion Chief is $19, 148.13 at the first step and $19,914.27 at the top step. The following chart shows the salary relationships between the existing classification and the new classification with respect to the top step.
Classification Top Step Monthly of Top Step Monthly of % Difference vs.
Fire Battalion Chief Deputy Fire Chief Top Step Proposed Pay Comparison $19,914.27 $20,910.93 5%
Criterion #6
"That no current eligible list exists for the new class." There is currently no eligible list for the classification of Deputy Fire Chief.
SUMMARY
Based on analysis of the factors, it is clearly demonstrated that all of the factors have been adhered to in consideration of the allocation of the incumbent to the proposed classification without examination.
In addition, Torrance Municipal Code Section 14.2.3, Allocation of New Positions; Reallocations (Attachment D), states that Human Resources Staff, under the direction of the City Manager, shall make recommendations concerning class specifications and position allocations to the Civil Service Commission.
CONCUR:
�� Hedieh KhaJavi
Human Resources Director
NOTED:
Brianne Cohen
Civil Service Manager
Respectfully submitted,
HEDIEH KHAJAVI
HUMAN RESOURCES DIRECTOR
By �Vrh
Tina Ortiz
Principal Human Resources Analyst
Attachments: A) Class Specification - Fire Battalion Chief B) Class Specification - Deputy Fire Chief
C) Policy on Transfer of Incumbent Employees without Examination D) Torrance Municipal Code Section 14.2.3
E) Fire Department Organizational Chart
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City of Torrance
FIRE CHIEF, BATTALION
CLASS CODE 7115 SALARY $14,014.00 - $16,955.00 Monthly
$168,168.00 - $203,460.00 Annually
BARGAINING UNIT Fire Safety Management ESTABLISHED DATE June 01, 2009 REVISION DATE August 01, 2021
DEFINITION
The Fire Battalion Chief is an upper level management position that serves as a fire platoon commander with responsibility for coordinating and directing emergency incidents and the routine duties of a platoon while managing a functional division within the department. This classification may also be assigned a 40-hour work week with the responsibility of the general supervision of a major division within the Fire Department. Provides ethical and technical assistance to the Fire Chief.
DISTINGUISHING CHARACTERISTICS / SUPERVISION EXERCISED/RECEIVED The Fire Battalion Chief is distinguished from the Fire Deputy Chief in that the incumbent is not responsible for managing the activities of all Operations Divisions platoons and distinguished from Fire Captains in that the incumbent is responsible for a major unit of the Fire department. Work is performed within a broad framework of general policy and requires creativity and resourcefulness to accomplish goals and objectives and to apply concepts, plans and strategies that may require non-traditional methods to achieve established goals and objectives. The incumbent exercises broad judgment in defining work objectives and determining methods and systems to meet objectives. Work is reviewed for overall results.
Receives general direction from the Fire Chief or the Fire Deputy Chief, provides direct supervision to Fire Captains and support staff.
EXAMPLES OF ESSENTIAL DUTIES
The following duties represent the principal job duties; however, they are not all inclusive. • Projects a positive image to individuals and groups as a professional, competent and ethical manager; ■ Communicates effectively and openly with different individuals and groups; ■ Provides direct supervision and technical assistance to Fire Captains and other staff in the completion of their assigned duties;
■ Assists the Fire Chief and/or the Deputy Fire Chief with administrative tasks, reports, planning, and surveys; • Researches and develops projects from conception to completion including written reports and policies; • Supervises and coordinates the activities of fire companies; • Identifies and implements methods to improve "all hazard" emergency response, training and equipment maintenance operations and programs;
ATTACHMENT A
• Keeps abreast of fire suppression issues and hazards within the City/Region/State and exercises initiative in finding workable solutions;
• Directs the activities of fire personnel and equipment on an assigned shift engaged in "all hazard" emergency response using the Incident Command System, TFD guidelines, and industry best practices; • Provides a clear "leaders intent" during emergency response activities; • Performs the role of the Incident Commander until a proper transfer of command occurs; • Makes thorough inspections of all companies, their personnel and equipment; • Creates policy and trains personnel in the application of departmental policy; • Assures compliance with departmental policies, rules and procedures; • Assumes responsibility for the efficient performance of companies, cleanliness of quarters, and for the operation of all fire apparatus and equipment;
• Supervises, instructs and assists in the work of fire inspection and the enforcement of all ordinances, laws and codes pertaining to the prevention and control of fire and fire hazards; • Inspects or provides direction to subordinates to inspect places where fire hazards may exist, and abates hazards found;
• Sets up, supervises and instructs advanced training courses in fire-fighting methods and equipment; prepares training manuals and guides;
• Acts as, or coordinates the activities of, subject matter experts for departmental promotional examinations; • Performs duties of a qualified strike team leader within the state master mutual aid system; • Plans, assigns, and manages, through supervisors, the activities of the division; • Monitors the division budget and establishes budgetary controls; • Manages the work of staff including: coaching staff for improvement and development, training, assigning, reviewing and evaluating work performance; coordinating activities, maintaining standards, allocating personnel, selecting new employees, acting on employee problems and recommending and implementing employee discipline;
• Administers safety and training programs;
• Prepares and/or reviews correspondence;
• Acts as division liaison with internal and external teams, committees, along with outside agencies including local and State officials, utility companies, the community and other interested groups; • Coordinates projects with other City departments and agencies; • Stays abreast of current developments in legislation and trends, which may affect the City and/or division; • Implements and maintains Federal, State and local mandates; • Prepares reports and recommendations for City Council and commission agenda items; • Attends and conducts meetings as required.
• Completes annual documented performance appraisals of programs under their command and presents the findings to the TFD executive staff;
• Performs related duties as required.
QUALIFICATION GUIDELINES
Education and Experience
Any combination of education and experience that provides the required knowledge, skills and abilities is qualifying. A typical way of obtaining the necessary knowledge, skills, and abilities is:
Equivalent to graduation from high school and an Associate's Degree is required.
A Bachelor's Degree related to the position is highly desirable.
Eight years (8) of service on the Torrance Fire Department and completion of probation as a Fire Captain.
License and/or Certificates
Must possess and maintain an appropriate, valid California driver's license.
Must possess and maintain a California Emergency Medical Technician (EMT) certification.
The following certificates are highly desirable:
Certified as a California Incident Command Certification System (CICCS) Engine/Crew Boss California Company Officer Certification
California Chief Officer 3A- Human Resource Management
California Chief Officer 3B- Budget and Fiscal responsibilities California Chief Officer 3C- General Administrative Functions California Chief Officer 3D- Emergency Services Delivery Intermediate ICS (1-300)
Firing Operations (S-219)
Basic Air Operations (S-270)
Intermediate Wildland Fire Behavior (S-290)
All-Risk Task Force/Strike Team Leader (AH-330)
Knowledge of
• Commission on Fire Accreditation International risk assessment, strategic planning, and self-assessment processes;
• Modern fire-fighting procedures, techniques and equipment; • Local, state and national safety codes, regulations, ordinances and laws; • Building materials and construction and of the principles of combustion; • Mission driven leadership principles and practices;
• Project management methods and practices;
• Management and supervisory principles and practices;
• Budget preparation and administration principles and practices; • Quality customer service.
• Safety regulations as required by OSHA and other regulatory agencies; • Hazards and generally accepted safety standards;
• City ordinances and administrative rules and regulations affecting departmental operations and personnel matters;
• General City operations.
Ability to
• Plan, organize and direct platoon and/or division of a fire department; • Develop a high level of situational awareness during emergency operations; • Establish Command at all hazard responses;
• Develop clear incident strategy, tactics, and objectives; • Develop an Incident Action plan;
• Manage the work of subordinates including coaching staff for improvement and development, training, assigning, monitoring and evaluating work performance, counseling and disciplining staff and resolving grievances;
• Evaluate, develop and implement division policy and programs to improve operations; • Develop and monitor the division budget and establish budgetary controls; • Negotiate project or maintenance contracts on behalf of the division; • Analyze complex issues, evaluate alternative solutions, develop sound conclusions, and recommend a course of action;
• Plan, organize, assign, coordinate and manage the activities of professional and support staff; • Interpret and apply Memoranda of Understanding, City ordinances and administrative rules and regulations affecting departmental operations and personnel matters; • Develop, understand, interpret laws and execute rules, regulations, policies and procedures; • Establish and maintain effective working relationships with the City Council, public officials, other department heads, staff, private community organizations, and others encountered in the course of work; • Present proposals and recommendations effectively in public meetings; • Develop clear, concise, and comprehensive studies, reports, and agenda items; • Communicate effectively orally and in writing;
• Ensure safety and professional work standards are met; • Operate a computer and other office equipment.
SPECIAL REQUIREMENTS
Th e work is performed primarily indoors in an office environment and requires working under varied conditions when engaged in lifesaving and fire suppression activities. In the event of an emergency, must be able to work indoors/outdoors under adverse conditions for an extended period of time.
Physical Ability: Tasks involve the ability to exert physical effort in sedentary work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to 60 pounds. Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and distinguish colors or shades of colors.
Some tasks require the ability to perceive and distinguish sounds. Some tasks require visual perception and distinction. Some tasks require oral communications ability.
Environmental Factors: Some tasks may risk exposure to dirt, dust, pollen, odors, wetness, humidity, rain, fumes, and traffic hazards.
CAREER LADDER INFORMATION
Experience gained in this classification may serve to meet minimum qualifications for promotion to Fire Deputy Chief or Fire Chief.
ESTABLISHED/REVISED DATE
Established Date: June 2009
Revised Date: August 2021
Department Review Date: August 2023
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CLASS CODE 7116
BARGAINING UNIT Fire Safety Management
DEFINITION
SALARY
REVISION DATE
$15,482.00 Monthly
$185,784.00 Annually
September 01, 2009
Under direction from the Fire Chief, plans, organizes and directs the activities of the Operations Division of the Fire Department which is responsible for preventing and extinguishing fires; and performs related work as required.
DISTINGUISHING CHARACTERISTICS / SUPERVISION EXERCISED/RECEIVED Distinguished from the Fire Chief in that the incumbent is not responsible for managing the entire Fire Department.
Distinguished from the Fire Battalion Chief in that the incumbent is responsible for the coordination and direction of the activities for all three Operations Division platoons. Work is performed within a broad framework of general policy and requires creativity and resourcefulness to accomplish goals and objectives and to apply concepts, plans and strategies that may require non-traditional methods to achieve established goals and objectives. The incumbent exercises broad judgment in defining work objectives and determining methods and systems to meet objectives. Work is reviewed for overall results.
Receives general direction from the Fire Chief, provides direct supervision to the Operations Division, Fire Battalion Chiefs and support staff. Provides technical supervision over the directors for each program within the Fire Department.
EXAMPLES OF ESSENTIAL DUTIES
• Plans, organizes, and directs Operations Division personnel and activities in preventing and extinguishing fires; handling hazardous situations/materials; saving lives and property; and providing emergency medical services;
• Provides strategic command during major emergency incidents by managing the personnel, facilities and equipment of the Operations Division;
• Implements and enforces Departmental rules, regulations, policies and procedures to meet current and future needs of the City;
• Coordinates comprehensive training programs for Fire Department personnel to ensure departmental readiness in all situations;
• Recommends and reviews purchase of equipment and supplies; • Provides Fire Department related information to the news media; • Represents the Fire Department to other City Departments and at public functions; • Prepares and maintains technical, budgetary, personnel and activity reports and records; • Develops and monitors the division budget and establishes budgetary controls; • Manages the work of staff including: coaching staff for improvement and development, training, assigning, reviewing and evaluating work performance; coordinating activities, maintaining standards, allocating ATTACHMENT 8
personnel, selecting new employees, acting on employee problems and recommending and implementing employee discipline;
• Prepares and/or reviews correspondence;
• Acts as Department liaison with internal and external teams, committees, along with outside agencies including local and State officials, utility companies, the community and other interested groups; • Coordinates projects with other City departments and agencies; • Stays abreast of current developments in legislation and trends, which may affect the City and/or division; • Implements and maintains Federal, State and local mandates; • Serves as Acting Fire Chief in the absence of the Fire Chief; • Prepares reports and recommendations for City Council and commission agenda items; • Attends and conducts meetings as required.
Examples of Other Duties
The following represent duties that are generally performed by this position, but are not considered to be principal job duties.
• On request, trains or sets up training programs for industrial plant fire forces; • Receives and responds to inquiries and requests for information and assistance and takes appropriate action to resolve problems;
• Develops and reviews reports and other documents submitted by subordinates; • Performs related duties as required.
QUALIFICATION GUIDELINES
Education and Experience
Any combination of education and experience that provides the required knowledge, skills and abilities is qualifying. A typical way of obtaining the necessary knowledge, skills, and abilities is:
Ten years fire service experience and current rank of Fire Battalion Chief or Fire Captain following the successful completion of the probationary period; and equivalent to high school graduation. Th e possession of an AA degree in Fire Science or a related field from a college of recognized standing may be substituted for one year of the required experience. Th e possession of a Bachelor's degree in Fire Science/Public Administration or a related field may be substituted for two years of the required experience. Master's degree in Fire Science/ Public Administration or a related field may be substituted for three years of the required experience.
A Bachelor's degree in Fire Science/Public Administration or a related field is highly desirable.
License and/or Certificates
Must possess and maintain an appropriate, valid California driver's license. Certification as a Chief Officer issued by the California Office of the State Fire Marshal is highly desirable.
Knowledge of
• Principles, practices and techniques of fire department administration, organization and operation; • Advanced methods and techniques of fire fighting, fire suppression and prevention, and handling of hazardous materials situations;
• Rules, regulations, policies and procedures of the Torrance Fire Department; • Local, State and Federal safety codes, ordinances and laws; • Management and supervisory principles and practices including the selection, training, evaluation and discipline of employees; and laws governing employee relations matters; • Project management methods and practices;
• Management and supervisory principles and practices;
• Budget preparation and administration principles and practices; • Applicable Federal, State and local regulations;
• High quality customer service methodology and principles; • Safety regulations as required by OSHA and other regulatory agencies; • Hazards and generally accepted safety standards;
• City ordinances and administrative rules and regulations affecting departmental operations and personnel matters;
• General City operations.
Ability to
• Plan, organize and direct a major unit of a fire department; • Analyze emergency situations and direct emergency operations; • Assess situations quickly and adopt effective courses of action; • Manage the work of subordinates including coaching staff for improvement and development, training, assigning, monitoring and evaluating work performance, counseling and disciplining staff and resolving grievances;
• Evaluate, develop and implement Department policy and programs to improve operations; • Develop and monitor the division budget and establish budgetary controls; • Analyze complex issues, evaluate alternative solutions, develop sound conclusions, and recommend a course of action;
• Plan, organize, assign, coordinate and manage the activities of professional and support staff; • Interpret and apply Memoranda of Understanding, City ordinances and administrative rules and regulations affecting departmental operations and personnel matters; • Develop, understand, interpret laws and execute rules, regulations, policies and procedures; • Establish and maintain effective working relationships with the City Council, public officials, other City employees, staff, private community organizations, and others encountered in the course of work; • Present proposals and recommendations effectively in public meetings; • Develop clear, concise, and comprehensive studies, reports, and agenda items; • Communicate effectively orally and in writing;
• Ensure safety and professional work standards are met; • Operate a computer and other office equipment.
SPECIAL REQUIREMENTS
Work is performed primarily indoors in an office environment and requires working under varied conditions when engaged in lifesaving and fire suppression activities. In the event of an emergency, must be able to work indoors/outdoors under adverse conditions for an extended period of time.
CAREER LADDER INFORMATION
Experience gained in this classification may serve to meet the minimum requirements for promotion to Fire Chief.
ESTABLISHED/REVISED DATE
Revised Date: September 2009
POLICY OF THE CIVIL SERVICE COMMISSION
SUBJECT: POLICY ON TRANSFER OF INCUMBENT EMPLOYEES WITHOUT
EXAMINATION
The following criteria shall be adhered to by the Civil Service Commission when considering requests for transfers of incumbents when positions are reclassified or reallocated under the provisions of Torrance Municipal Code Section 14.2.3.
1. Determinations of status of a position shall be based on a classification study which compares the duties and level of responsibility of the new class and the old class as to factors of importance, consequence of error, supervision given and received, and level of education and training required.
2. That the incumbent has been in the position for a sufficient period of time to have become proficient in performing the duties of the new class.
3. That the change of duties has occurred gradually over time.
4. That there is no evidence the change was created as a subterfuge to circumvent the examination process.
5. That the salary level of the new position is a consideration in making a determination.
6. That no current eligible list exists for the new class.
Adopted July 12, 1982
Modified May 12, 1997
Modified May 24, 2021
ATTACHMENT C
SECTION 14.2.3. -A LLOCATION OF NEW POSITIONS; RE-ALLOCATIONS. (Amended by 0-3486)
The Personnel Director, under the direction of the City Manager, shall make recommendations concerning class specifications and position allocations to the Civil Service Commission. The Commission shall submit its action on such recommendation to the City Council. The City Council shall make the final decision.
a) Any employee shall have the right to the consideration of any request he may have with respect to a change in the classification of his position. He shall submit his request in writing to his department head, who shall make recommendations and comments as to what action should be taken. The request, with departmental recommendations, shall be submitted to the Personnel Director for review with a copy of such recommendation returned to the employee. b) A department head or a representative of a recognized employee organization may initiate a request for a study of an individual position or positions by submitting such request to the Personnel Director for review and recommendation.
c) When new positions are created, when the duties and responsibilities of the existing positions change, or when the classification plan is amended, the Civil Service Commission shall allocate or re-allocate the affected positions in the same manner as the original allocations are made.
When the classification or allocation of a position is changed in accordance with this rule and the new status of the position is approximately equal to its former status, the Civil Service Commission may approve the transfer of the incumbent of the position in its former status to the position in its new status. When the new status of such a position is higher than the former status, the Civil Service Commission may approve the promotion of the incumbent of the position in its former status to the position in its new status if the employee passes successfully a promotional examination of the same degree of difficulty as an open competitive examination for the same class.
ATTACHMENT D
CITY OF TORRANCE
Organizational Chart
Fire Department
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