1e Fire Dept Compensation
CITY OF
CHANHASSEN
90 City Cent" Drive, PO Box 147
Chanhllßm, Minnesotl/55317
Phone 612.937.1900
Gen"al Fax 612.937.5739
Engineering Fax 612.937.9152
Public Saftty Fax 612.934.2524
Uíéb www.ci.clJlwh4JStn.mn.us
J.e.
MEMORANDUM
TO:
Mayor
City Council
Scott A. Botcher, City Manager ~
Febmary 23, 2000
FROM:
DATE:
SUBJ:
Fire Department Compensation Analysis by DCA
In the correspondence packet for the Council meeting of January 31, 2000, was a
proposal from DCA to perform a compensation analysis for our Fire Department.
We did discuss this at a work session and coming before you this evening is to
have you approve having this compensation analysis performed.
Following a meeting \\'ith Fire Department personnel and staff as well as
representatives of DCA, we have eliminated five of the jurisdictional comparisons
from Group 2. There will be eight groups compared. Those jurisdictions are
Chaska, Eden Prairie, Excelsior, Minnetonka, Shakopee, Victoria, Hopkins, and
Savage. It is expected that this report will be completed on or about early to mid-
April at which point DCA will attend a Council meeting to discuss their findings
and potential interpretations of those findings.
The cost of the study is $3,600. This cost will be split between the City of
Chanhassen and the Fire Relief Association. Therefore, our total cost to have this
study performed is $1,800.
The concept here is that I believe we do not have a complete and total picture as
to the compensation provided to our fire fighters. Additionally, following
discussions with the Fire Chief and Fire Officers, it may be possible that the fire
fighters may wish to have some of the compensation redirected in one way shape
or form or another from what has historically been done within the City. Finally,
the City Council may find it desirable or advantageous to redirect some of these
dollars in the future. However, before any of us can make these assumptions
andlor decisions, we all need to understand where we really are and where we fit
within the marketplace. It is hoped that the information gleamed from performing
the study will be incorporated into the Fire Department's budget request for fiscal
year 2001.
As always, please call with any questions.
g:\user\scottb\dca study.doc
be City of Cha1lhass",. A f!!Owin~ community with clean lakes, quality "hooli, a charminr downtown. thrivint busine"es, and beautiM parlrs. A "eat place to live, work, and pia.
0.....-
Mr. Mark Littfin, Fire Marshal
January 19,2000
Page 2
These lists are tentative and require the Department's approval. Once we have a final list ofthe
jurisdictions comprising Group I and Group 2 and the compensation and benefits elements to
survey, we will move'to Step B.
The result of Step A is cousensus on the scope of our survey and participants in the
marketplace analysis.
Step B. Custom Survey Design, Administration, Follow-up and Analysis
We will design a custom survey to send to all jurisdictions in Group I and Group 2. The custom
survey will request information on all compensation and benefits elements we delineate in Step A.
We will make follow-up phone calls to each jurisdiction's contact person when we need
clarification on any data or issue.
We will incorporate Chanhassen Fire Department's compensation and benefits information into our
database and conduct our survey analysis. Assuming we receive an adequate level of participation
and useful information, we will display compensation or benefit data on a line-by-line basis for
each element (e.g., we will display pay policies for fire calls by jurisdiction and offer summary data
analysis for Group I and/or Group 2).
The result of Step B is a reliable survey database that the Department can immediately apply
and also replicate in the future. The results of the market analysis will ensure the Department
assesses its compensation and benefits against its competition.
Step C. Prepare and Present a Final Report
We will prepare and present a final report to the Mayor, City Manager, Fire Chief, Fire Marshal,
and all appropriate employees or volunteers. The report will include all documentation,
recommendations, and a methodology for determining future adjustments to pay.
Step D. Meetings Facilitation (optional)
Should the Department or city official request, we will meet with appropriate personnel to facilitate
discussion about the project and the data we gather. The purpose of our involvement will be to
ensure clear understanding of the data and facilitate decision-making.
i'>·,,''':'
~~W~~
Mr. Mark Littfin, Fire Marshal
January 19, 2000
Page 3
Timing and Consulting Fee Estimates
Based on the scope, process and expected results outlined in this proposal, our proposed project
schedule and consulting fees for each step will be as follows (the timeline assumes availability of
Department staff, ability to schedule meetings with staff and city officials):
Services
Clarification of Marketplace and Data to be Surveyed
Custom Survey Design, Administration, Follow-up and Analysis
Prepare and Present a Final Report
Meetings Facilitation (optional)
Week #
I
1-4
4-5
on-going
Services
Clarification of Marketplace and Data to be Surveyed
Custom Survey Design, Administration, Follow-up and Analysis
Prepare and Present a Final Report
Meetings Facilitation (optional)
Cost
$125
3,]00
375
..
Total Costs
$3.600
.. - we will bill $125for the first hour of meeting facilitation and
$ 75 thereafter
Fee estimates include all consulting, administrative support, travel, report preparation, and
presentation time. Our proposed fees reflect completing the process as outlined. We are amendable
to discussing changes to the steps or processes suggested; however, if the processes are
significantly revised, the fees would need to be reassessed to reflect the changes.
Thank you again. If you have issues or concerns about this letter, or would like to schedule a time
to interview, please call me at 612/278-4520.
Yours Very Truly,
/Jon
'/v,)I~__
Todd Olness
Consultant
Enclosures
Appendix A
GrOUD 1 Jurisdictions
Chaska
Eden Prairie
Excelsior
Minnetonka
Shakopee
Victoria
GrOUD 2 Jurisdictions*
West St. Paul
Ra sey
/ Hopkins
V Savage
. __ these jurisdictions are selected based on population. Each has 16,000 - 21 ,000 residents as
reported to the Metropolitan Council in July of 1998. Based only on this criterion, these
cities are comparable to the City ofChanhassen.
Ifthe Department and city officials decide, we would add jurisdictions to the lists above for $200
each. Likewise, we would delete jurisdictions, within certain parameters, and decrease our billing
by $200 per city.
i1:
Appendix B
Com ensation and Benefits Elements for the Custom SUrve
· Pay policy for fire calls (volunteer and full-time positions)
· Pay policy for drills (volunteer and full-time positions)
· Pension payout formula for defined benefit plan (volunteer and full-time positions)
· Pension formula for defined contribution plan (volunteer and full-time positions)
· Vacation policies (volunteer and full-time positions)
· Eligibility for overtime (full-time positions only)
· Insurance coverage (i.e., health, dental, life, disability, other) for volunteer and full-time
positions
· Actual salaries/wages for full-time positions
· Actual pay/reimbursement for each volunteer position (e.g., SCBA Coordinator, Lieutenant)
· Salary range data for full-time positions
· Other defined wages, premium pay, or benefits