REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Request to Extend Eligible List for Firefighter I (Job Code 487) to February 6, 2025
Report
ACTION AND AUTHORITY
The Fire Department is requesting to extend the eligible list for Firefighter I (Job Code 487) pursuant to Civil Service Rule 4.3 (Duration of Lists) which provides that, “Eligible lists shall remain in force for a period of one (1) year. Eligible lists for sworn promotional positions in the police department shall remain in force for a period of two (2) years. The eligible list may be extended to two (2) years with the approval of the Commission. The eligible list for entry level Police Officers shall remain in force for six (6) months. The Director of Human Resources may abolish an eligible list if that list contains less than five (5) names.”
BACKGROUND
The eligible list for Firefighter I (Job Code 487) is scheduled to expire on February 6, 2024. The Fire Department is requesting approval for the Commission to extend the Firefighter I (Job Code 487) eligible list for one (1) year with a new expiration date of February 6, 2025.
DISCUSSION
The Fire Department is requesting a retroactive extension of the Firefighter I (Job Code 487) eligible list, with a new expiration date of February 6, 2025. The extension request was not made in time for the City to bring the request forward at the January 11, 2024 Civil Service Commission meeting; therefore, the request is being brought forward at the next regularly scheduled Civil Service Commission meeting in February.
The Fire Department was awarded a federal Staffing for Adequate Fire and Emergency Response (SAFER) Grant from FEMA in 2022. This grant was created to provide funding directly to fire departments and volunteer firefighter interest organizations to help them increase or maintain the number of trained, "front line" firefighters available in their communities, with the goal of compliance with staffing, response and operational standards established by the National Fire Protection Association. In order to maintain the level of grant funding, the City must show that it is in compliance with all of the terms and conditions of the grant itself.
One of the terms of the SAFER Grant is “[o]nce the staffing maintenance number is established, you are required to maintain that staffing level throughout the period of performance by taking active and timely steps to fill any positions vacated through attrition, resignation, or termination.” The process the City would use to comply with the term of the grant and quickly fill vacancies (should they arise) would be to hire from an existing eligible list, as opposed to initiating an entirely new recruitment process to establish a new eligible list.
Due to the large applicant pool and extensive staff time and costs dedicated to conduct this recruitment, the City would like the flexibility to utilize the recent Firefighter I (Job Code 487) eligible list in the event the City determines to proceed with filling the vacant positions. The eligible list has 97 active and qualified candidates remaining on the list. Extending the eligibility list will expedite the recruitment process in the future and allow the City to fill vacant positions in a timely manner.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within 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.
FISCAL IMPACT
There is no additional cost to the City other than administrative staff time.
PUBLIC CONTACT
Public contact was made by posting the Civil Service Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the request to extend the eligible list for Firefighter I (Job Code 487) by one (1) year with a new expiration date of February 6, 2025
Staff
Reviewed by: Ashley Lancaster, Human Resources Division Manager
Approved by: Aracely Azevedo, Director of Human Resources