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HR MOU San Rafael Firefighters AssociationAgreement between the City of San Rafael and the San Rafael Firefighters Association Pursuant to the provisions of the Meyers-Milias-Brown Act ("MMBA"), this Agreement is entered into on June 29 2018, between the City of San Rafael ("City") and the San Rafael Firefighters Association ( "Association") ("Agreement. The City and the Association have entered into a Memorandum of Understanding dated July 1, 2016 through June 30, 2018 ("MOU"). The City and Association have met and conferred in good faith concerning the terms and conditions of this Agreement: This Agreement amends the MOU as follows: MOU Language: 6.4.2 Fire Captain Qualifications Option 1 A. Four (4) years full time suppression experience in the Firefighter series. B. Associate Degree in Fire Science or Fire Technology. C. San Rafael Fire Department Engineer Certification or Engineer Rank. D. Completion of NWCG S-231 and S-290 curriculum. E. State Fire Training Fire Officer Certification or completion of State Fire Training Company officer curriculum. - or - Option 2 A. Five (5) years full time suppression experience in the Firefighter series. B. State Fire Training Fire Officer Certification or completion of State Fire Training Company Officer curriculum. C. San Rafael Fire Department Engineer Certification or Engineer rank. D. Completion of NWCG S-231 and S-290 curriculum. - or - Option 3 A. Ten (10) years full time suppression experience in the Firefighter series. B. San Rafael Fire Department Engineer Certification or Engineer rank. C. Completion of Fire Command 1 A and 1B or Company Officer 2D D. Completion of NWCG S-231 and S-290 curriculum. - or - Option 4 A. Seven (7) years full time suppression experience in the Firefighter series, with three (3) of those being in the position of Fire Engineer with the City of San Rafael B. Fire Command 1 and 1 B or Company Officer 2D C. Completion of NWCG S-231 and S-290 curriculum The parties have also met and conferred in good faith on the amendments to the Personnel and Procedures Manual set forth in Attachment 1. DATED: July3 C 2018 SAN RAFAEL FIREFIGHTERS ASSOCIATION By: r_ ANDY ROGE N, LE NEGOTIATOR DATED: July jD , 2018 CITY OF SAN RAFAEL PETERSON, HUMAN RES CES DIRECTOR ATTACHMENT 1 CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL Subject: 1 Staffing Policy BOOK NO. 1 EMERGENCY OPERATIONS Code: 14-1 Page 1 of 8 Date: 2/8/07 Revision Date: 05/01/17 PURPOSE: The purpose of this policy is to establish a procedure ensuring proper Fire Department Staffing for delivery of service and management of employee time off. POLICY: A. Off-duty personnel shall be recalled to duty to meet minimum and emergency staffing requirements as determined by the Fire Chief or his/her designee. B. Personnel will be recalled for duty in the most fair and equitable fashion. C. Emergency recall will be utilized when needed based on conditions. D. "Telestaff' is currently used as a mechanism for staffing and tracking of payroll information. E. Personnel must keep the City of San Rafael and its Fire Department informed of current personal contact information. F. Documentation may be required to support the use of leave. RESPONSIBILITIES: A. Individual Personnel 1. All department personnel are required to maintain a phone number for contact. It is the responsibility of each individual to notify the City of San Rafael and its Fire Department of any changes to their residency and phone information within 24 hours. Personnel should ensure their Telestaff profile is current. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 2 of 8 Date: 2/8/07 Revision Date: 05/01/17 B. Immediate Supervisors 1. Captains shall ensure daily roster accurately reflects company member assignments. Approvals of trades, vacation requests, etc., are the responsibility of the company commanders. This offers the first layer of formal communications necessary to grant leave. C. Battalion Chief 1. Battalion Chiefs are responsible to hire and staff the entire platoon. This includes captain's request for leave and platoon vacation and sick leave management. Types of Leave A. Time Off 1. Request for time off must be made as soon as possible to ensure proper Fire Department staffing. 2. Supporting documentation for leave shall be forwarded to the immediate supervisor. B. Military Leave 1. Military leave and reinstatement shall be granted in accordance with current City Rules and Regulations, Memorandum of Understanding, State of California Military and Veteran's code and Federal law that are applicable to public employees called to active military duty. C. Emergency Relief 1. When necessary, an employee may be relieved from duty as quickly as possible for personal emergencies. D. Family Leave 1. Family leave will be granted in accordance with Federal and State law. No leave will be classified as FMLA leave without the employee's consent. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 3 of 8 Date: 2/8/07 Revision Date: 05/01/17 H. Shift Trades, O/R's 1. Trades must be in Telestaff and approved by the member working the trade and the immediate supervisor. 2. Shift trades must ensure that all position within the engine company are covered (Captain or Acting Captain, Engineer or Acting Engineer and Firefighter/ Paramedic). Shift trades are referenced in the SRFA MOU section 6.1.2. 3. Probationary employees will be eligible for time off with relief after their initial 3 months of employment and completion of their 3 month test. I. Sickness 1. The proper use of sick leave is defined in the City Rules and Regulations and the employee Memorandum of Understanding. 2. Notification of sick leave must be communicated as soon as possible to ensure proper staffing. Personnel shall notify the Duty Chief of sick leave by telephone at (415) 485-3301, as soon as they believe they will not be able to fulfill their duty. Early notification is preferable. J. Vacation 1. Unless approved by the Fire Chief or his/her designee, the maximum number of personnel off on vacation will be limited as prescribed in the respective Memorandum of Understanding. 2. Yearly platoon vacation selection takes place in December for the following year. Overall seniority on the shift will determine the order in which the pick occurs. a. In the first & second round of picks, personnel must pick vacation in a block of consecutive shifts. Vacation leave balance must be adequate to cover vacation time selected. b. In the third round of picks, personnel may choose individual shifts. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 4 of 8 Date: 2/8/07 Revision Date: 05/01/17 3. Vacation requests must be approved on form FD -26. Hard copy or attached to e-mail. 4. Vacation leave cannot be taken without approval of the Battalion Chief, supervisor, or Fire Chief. In the event of short-term requests when the supervisor is unavailable the on duty Battalion Chief may review the request for approval. K. Vacation Cancellation 1. In the event that maximum numbers of vacation positions are taken, or overtime has been hired for the requested day, the Battalion Chief, supervisor, or Fire Chief must be notified as soon as possible of the change. 2 If this cancellation is made more than 30 days prior to the time/day requested, the Battalion Chief, supervisor, or Fire Chief shall notify personnel of the available shift by e-mail. Selection will be based on seniority, starting with the next senior member on the shift seniority list from the cancelling member. 3. If this cancellation is made less than 30 days prior to the time/day requested an announcement shall be made and the personnel have until 1700 to apply in writing for the available time. Selection will be based on seniority, starting with the next senior member on the shift seniority list from the cancelling member. L. Jury Duty 1. All personnel are responsible to make proper notification to the Department if they receive notice to serve on jury duty. Notification as soon as practical of the scheduled service is necessary to plan relief. Personnel are assigned to the court until released by the court at which time they will return to duty. If the employee is a shift employee and is selected to serve on a jury, said employee shall not be required to perform duty during non -court hours until released by the court. a. Due to the nature of jury requests it is understood hiring of overtime can be short term and last minute based on court needs. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 5 of 8 Date: 2/8/07 Revision Date: 05/01/17 M. Recall 1. The recall of personnel should be made as soon as possible to assure smooth transition of personnel and operations. N. Emergency Recall 1. All personnel are subject to emergency recall regardless of their location of residence. a. The Department uses Text Messaging to notify personnel of the occurrence of emergency incidents where the desire is to provide additional personnel. i. The expectation is that personnel available will report to duty and be assigned by the duty chief to assist with station coverage or other incident support activities. b. When determined by the Fire Chief or his/her designee, Text Messaging, phone calls, or other means of communication will be used to recall all personnel to duty for a specific need such as a due to a catastrophic disaster or other type of event. i. The expectation is that this is a directive for all personnel to return to duty. ii. Personnel recalled shall not delay reporting to their assignments. iii. Personnel who are under the influence of medication or who have conditions that impair judgment and abilities shall not participate in emergency recall. iv. Emergency recall may include catastrophic disasters. In the event of such disaster the employee shall prioritize response as: * Secure your home and family. " Secure response to assist the City of San Rafael. * If unable to travel to San Rafael assist local emergency resources in your area. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 6 of 8 Date: 2/8/07 Revision Date: 05/01/17 5. Emergency recall may include modification of the work schedule to ensure personnel work/rest periods for safety. O. Overtime 1. The primary responsibility and authority for administration of overtime shall be with the Battalion Chief. 2. Personnel have the responsibility to manage their own Telestaff accounts. 3. Personnel desiring overtime shall sign up on their Telestaff account. P. Overtime Procedure 1. Telestaff will assign personnel signed up for overtime 14 days from the scheduled vacancy. Telestaff will send an email notifying the individual that they are scheduled for overtime. If a vacancy has to be filled with less than 48 hours, notification will be confirmed. 2. Probationary firefighters will be eligible for shift overtime after their initial three (3) months of employment and completion of three (3) month test. 3. The criteria for picklist prioritization will be that member who has worked the least number of hours in the current year shall be offered overtime first on a rank for rank basis for the position that needs to be filled. In the event that two (2) or more individuals have the same number of hours, the more senior member will be awarded the Overtime. 4. Cancellation of Overtime. A member may cancel their voluntary overtime at any time. If the cancellation occurs within 96 hours of the scheduled shift then they must contact the BC or leave a message on the sick call line at (415) 485-3301. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 7 of 8 Date: 2/8/07 Revision Date: 05/01/17 Q. Mandatory Overtime 1. If no volunteers are found to meet staffing needs, mandatory overtime will be utilized. Telestaff will generate a mandatory overtime picklist, that will be based on reverse seniority in the Department and mandatory hours worked in the calendar year. Once notified of mandatory overtime, the employee is obligated to be recalled for work. The employee is credited mandatory O/T hour for hour. 2. As of January 15`, 2018 mandatory will no longer reset each year. Telestaff will keep a running total of mandatory hours worked since January 1s`, 2018. When a new hire becomes eligible to work mandatory overtime, their mandatory overtime hours bank will be set 48 hours below the average mandatory hours of line personnel. If an employee has been off for more than 12 consecutive shifts due to sick leave, catastrophic leave, FMLA, military leave or 4850 leave, upon returning to work, their mandatory overtime hours will be set 48 hours below the average (mean) number of mandatory hours of line personnel. 3. A member on scheduled leave is exempt from mandatory overtime. Exempt days include the regular days off prior to and following the scheduled days off. Scheduled leave will include, vacation, trade not working, sick leave, jury duty, FMLA, 4850 and military leave. R. Mandatory Overtime Notification 1. Every effort should be made to notify personnel ahead of time that mandatory overtime is anticipated and they will be required to report for duty. The shift battalion chief will make every effort to begin filling known mandatory vacancies 96 hours in advance. Once hired for mandatory overtime, personnel will not be removed from mandatory status if sign up occurs. 2. Once hired for mandatory OT, personnel may find voluntary coverage to work their Mandatory shift. The volunteer will be credited with normal OT and the person assigned mandatory will remain on the mandatory picklist. APPROVED: DATE: CITY OF SAN RAFAEL Chapter: V Personnel Policies and FIRE DEPARTMENT Procedures OPERATIONS MANUAL BOOK NO. 1 Subject: 1 Staffing Policy EMERGENCY OPERATIONS Code: 1-V-1 Page 8 of 8 Date: 2/8/07 Revision Date: 05/01/17 3. Individuals hired for mandatory overtime may trade their mandatory overtime shift, one for one, with someone who has been hired mandatory overtime on a different day. S. Long Term Injury/Sickness a. If an employee has been off for more than 12 consecutive shifts due to sick leave, catastrophic leave, FLMA, military leave, or 4850 leave, upon returning to work, their mandatory overtime hours will be set to 48 hours below the average (mean) number of mandatory overtime hours of line personnel. If the mean is less than 48 hours, or the returning member has more than 48 hours below the mean, no adjustment will be made. Examples: • Employee returns with zero mandatory OT hours and mean mandatory OT hours on shift is 100; employee be credited 52 hours mandatory OT. • Employee returns with zero mandatory OT hours and mean mandatory OT hours on shift is 36; employee be credited 0 hours mandatory OT. Employee returns with 48 mandatory OT hours and mean mandatory OT hours on shift is 72; employee be credited 0 hours mandatory OT. S. Strike Team/Out of County Assignment 1. Voluntary participation on out of county assignments will be coded for pay purposes as "regular pay', "strike team overtime" or "trade working". The exception is "previously hired mandatory overtime" will remain classified as mandatory overtime. Vacation time may be cancelled if on out of county assignment. 2. When adequate volunteers cannot be found to provide four qualified personnel on a strike team/out of county assignment, the following guidelines apply: a. Required participation on a strike team will be based on qualification for position, reverse seniority in the department and participation in strike team/out of county assignment within the calendar year (those who have not participated will come before those who have). No one will be assigned on a strike team/out of county assignment solely based on trainee status. APPROVED: DATE: