REPORT TO COUNCIL
SUBJECT
Title
Adopt a Resolution to Amend the Classification Plan and the City’s Salary Resolution to Update the Schedule of Pay to Add the Classifications of Civilian Assistant Fire Marshal and Senior Hazardous Materials Inspector; to Change Two Classification Titles; and to Increase the Pay Range of the Civilian Fire Marshal, Fire Protection Engineer I/II, Fire Protection Inspector, and Fire Prevention Inspector I/II Classifications.
Report
BACKGROUND
This report recommends amending the Classification Plan and the City’s Salary Resolution to update the schedule of pay to add the newly established classifications of Civilian Assistant Fire Marshal and Senior Hazardous Materials Inspector; to change the classification titles of Fire Protection Engineer to Fire Protection Engineer I/II and Fire Prevention Specialist I/II to Fire Prevention Inspector I/II; and to increase the pay ranges of the Civilian Fire Marshal, Fire Protection Engineer I/II, Fire Protection Inspector, and Fire Prevention Inspector I/II classifications.
EXISTING POLICY
Section 1103, entitled Classification, of the City Charter states that additions or changes to the classification plan may be adopted from time to time by the City Council upon the recommendation of the City Manager.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
DISCUSSION
In 2017, the Office of the City Manager approved a classification and compensation study request from the Department of Public Safety (DPS) to review the Fire Prevention Unit. This request included a review of the current classifications and pay ranges and new potential classifications that would enhance the effectiveness of fire prevention services in the City. The Human Resources Department (HRD) contracted with Ralph Andersen & Associates to complete this survey. Survey results have been discussed with the Office of the City Manager, the Department of Public Safety, and the bargaining units responsible for the identified classifications. The following recommendations result from the work with Ralph Andersen & Associates, analysis by the Human Resources Department, and discussion with the bargaining units.
Newly Established Classifications
DPS requested the creation of a Civilian Assistant Fire Marshal classification and a Senior Hazardous Materials Inspector classification in the Fire Prevention Unit.
The creation of a Civilian Assistant Fire Marshal classification provides the most effective solution to improve the span of control and management of the Fire Prevention Unit. The Civilian Assistant Fire Marshal will serve as the technical assistant to the Civilian Fire Marshal interpreting and enforcing the provision for the fire, building and municipal codes of the city. This classification will also provide daily management, oversight and supervision of the Fire Protection Engineering positions. The Civilian Assistant Fire Marshal will be responsible for participating in predesign and project review committee meetings, reviewing and commenting on preliminary project designs submitted to Community Development, and managing and assigning construction plan reviews and inspections to staff.
The creation of the Senior Hazardous Materials Inspector classification provides an advanced level, lead classification for the Hazardous Materials Inspector series. The duties and qualifications of the Hazardous Materials Inspector classification are unique and this higher-level classification provides promotional opportunities for retention purposes. This classification will be responsible for providing complex building plan and equipment reviews and assisting with the Consolidated Unified Program Agency (CUPA) program coordination and audit activities. Additionally, this classification will provide technical assistance and lead direction to the Hazardous Materials Inspectors.
Creation of the Civilian Assistant Fire Marshal and Senior Hazardous Materials Inspector classifications provide succession planning and growth opportunities within the City. The proposed Civilian Assistant Fire Marshal salary will be 15% below the Civilian Fire Marshal. The Senior Hazardous Materials Inspector salary will be 10% above the Hazardous Materials Inspector. The Civilian Assistant Fire Marshal classification will be represented by the Sunnyvale Managers Association (SMA). The Senior Hazardous Materials Inspector classification will be represented by the Sunnyvale Employees Association (SEA/ IFPTE Local 21). Both SMA and SEA/Local 21 were provided notice and an opportunity to comment on the job descriptions and proposed pay rates for the represented classification.
Classification Title Changes
The Department of Human Resources is requesting to change the existing classification titles of “Fire Protection Engineer” to “Fire Protection Engineer I/II” and “Fire Prevention Specialist I/II” to “Fire Prevention Inspector I/II.”
The Fire Protection Engineer I/II classification title change would optimize the City’s ability to recruit, train, and retain employees. Recent Fire Protection Engineer recruitment efforts have been unsuccessful, with the Fire Prevention Unit relying upon contract staff for assistance. The flexible staffing model of a Fire Protection Engineer I/II allows for movement from the I level to the II level if management has determined the incumbent performs the full range of job duties and assignments. This flexibility would allow the City to consider and hire candidates based on the qualifications of the candidate pool in this tight labor market with record low unemployment rates. The I level of this classification would be compensated 10% below the Fire Protection Engineer II.
The Fire Prevention Specialist I/II classification title change to Fire Prevention Inspector I/II would align the City with the more commonly utilized title in peer agencies. Most other agencies use the term “Inspector” rather than “Specialist,” and this change will align the City to be consistent with other agencies.
The Sunnyvale Employees Association (SEA)/IFPTE Local 21 was provided notice and an opportunity to comment on the proposed classification title changes.
Pay Range Increases
A comprehensive salary survey of all Fire Prevention Unit classifications conducted by Ralph Andersen & Associates indicated the current Civilian Fire Marshal, Fire Protection Engineer, Fire Protection Inspector, and Fire Prevention Specialist I/II classifications were below the average of the comparable agencies the City uses for negotiating successor memoranda of understanding. The recommended pay range increases below considered the survey data along with current City salary ranges to maintain internal equity.
Civilian Fire Marshal
The current Civilian Fire Marshal pay range is below the average of the City’s comparable agencies. Based on the results of the salary study and a review of internal equity, HRD recommends increasing the Civilian Fire Marshal control point to $182,946/annually. This is a proposed increase from $166,917/annually and aligns the Civilian Fire Marshal classification pay range with the pay range of the Assistant Director classifications in other departments.
Fire Protection Engineer I/II
The current Fire Protection Engineer pay range is below average of the City’s comparable agencies and the Fire Prevention Unit has been unsuccessful with the retention and recruitment of Fire Protection Engineers. In addition to the above recommended classification title change implementing a Fire Protection Engineer I/II, based on the results of the salary study HRD recommends increasing the Fire Protection Engineer I/II pay range from the current top step of $64.3674/hour to a top step of $72.4838/hour. The proposed pay range is the average top step for the classification in the survey.
Fire Protection Inspector
The current Fire Protection Inspector pay range is below average of the City’s comparable agencies. Based on the results of the salary study, HRD recommends increasing the Fire Protection Inspector pay range from the current top step of $53.6396/hour to a top step of $60.6329/hour. The proposed pay range is benchmarked 10% above the Fire Prevention Specialist II classification, allowing both promotional opportunities for internal candidates and job opportunities for external candidates.
Fire Prevention Specialist I/II
When the Fire Prevention Specialist I/II classification was created in 2012, the Department of Public Safety converted an authorized Community Services Officer position to fund the Fire Prevention Specialist I/II classification. At the direction of the City Manager, the classification was to be compensated at the same pay range as the Community Services Officer classification, therefore a salary survey was not conducted. The Fire Prevention Specialist I/II pay range is below average of the comparable agencies and the Fire Prevention Unit has been unsuccessful with the retention and recruitment of Fire Prevention Specialists. In addition to the above recommended title change to Fire Prevention Inspector I/II, HRD recommends increasing the Fire Prevention Specialist I/II pay range from the current top step of $43.1469/hour to a top step of $55.1208/hour. The proposed pay range is the average top step for the classification in the survey.
The Sunnyvale Managers Association (SMA) and Sunnyvale Employees Association (SEA)/ IFPTE Local 21 were provided notice and an opportunity to comment on the proposed pay increases for the Civilian Fire Marshal, Fire Protection Engineer, Fire Protection Inspector, and Fire Prevention Specialist I/II classifications.
FISCAL IMPACT
Funding for Fire Prevention services comes from two sources, the General Fund and the Development Enterprise Fund. The total fiscal impact of all the adjustments is approximately $281,000 per year. About 55%, or approximately $153,000 is attributable to the General Fund, with 45% (approximately $128,000) attributable to the Development Enterprise Fund. The twenty-year impact is about $3.8 million for the General Fund and $3.2 million for the Development Enterprise Fund.
The positions are budgeted in the Department of Public Safety operating budget. Due to the high number of vacancies in these positions, the salary adjustments can be absorbed in the current year. The ongoing impact will be included in the FY 2019/20 Recommended Budget.
It’s important to note that the majority of the cost for these positions is covered by fees. For development related activities, Fire Protection Engineering fees cover the cost. For hazmat and fire prevention, permit fees cover the cost, with the exception of fire prevention where cost recovery levels are set at 55% to reflect the general public safety work that the Fire Prevention Division provides. Net of fees, the impact on the General Fund is approximately $70,000 per year, or about $1.8 million over twenty years.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
ALTERNATIVES
1. Adopt the Resolution amending Resolution Nos. 143-77 and 190-05 to Add the New Classifications of Civilian Assistant Fire Marshal and Senior Hazardous Materials Inspector; to Change the Existing Classification Titles of Fire Protection Engineer to Fire Protection Engineer I/II and Fire Prevention Specialist I/II to Fire Prevention Inspector I/II; and to Increase the Pay Ranges for the Civilian Fire Marshal, Fire Protection Engineer I/II, Fire Protection Inspector, and Fire Prevention Inspector I/II Classifications
2. Do Not Adopt a Resolution to Amend the City's Classification Plan and Salary Resolution and provide other direction to staff.
STAFF RECOMMENDATION
Recommendation
Alternative 1: Adopt the Resolution amending Resolution Nos. 143-77 and 190-05 to Add the New Classifications of Civilian Assistant Fire Marshal and Senior Hazardous Materials Inspector; to Change the Existing Classification Titles of Fire Protection Engineer to Fire Protection Engineer I/II and Fire Prevention Specialist I/II to Fire Prevention Inspector I/II; and to Increase the Pay Ranges for the Civilian Fire Marshal, Fire Protection Engineer I/II, Fire Protection Inspector, and Fire Prevention Inspector I/II Classifications.
Staff
Prepared by: Delanie LoFranco, Human Resources Manager
Reviewed by: Tina Murphy, Director, Human Resources
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Resolution