SPECIAL PRESENTATIONS/RECOGNITION: Eagle Scouts Comfort Kits (DC Burke)

Transcription

1 Eastside Fire & Rescue Board of Directors Regular Meeting Agenda April 12, 2018, 4 p.m. Regular Meeting Headquarters, 175 Newport Way NW Issaquah, WA CALL TO ORDER, ROLL CALL AND FLAG SALUTE SPECIAL PRESENTATIONS/RECOGNITION: Eagle Scouts Comfort Kits (DC Burke) PUBLIC COMMENT CONSENT AGENDA For Approval 1. Agenda Bill Approval of Board Minutes and Financial Recap... Page Minutes Regular Board meeting 3/8/18... Page Financial Recap... Page 06 COMMITTEE MEETING REPORTS 1. Finance and Administrative (LR)... Page 07 FIRE CHIEF BRIEFING PFOS/PFAS/PFOA NEW BUSINESS 1. Agenda Bill (Adoption of Station 72 MOU)... Page Annual Budget Report (Located online) GENERAL ADMINISTRATIVE REPORTS For Information 1. Revenue Expense Report... Page Activity Report... Page 15 GOOD OF THE ORDER EXECUTIVE SESSION CALENDAR REVIEW FAC April 25, 2018, 12:30 p.m., Headquarters EF&R Pre-Board Agenda Review April 25, 2018, 1:30 p.m. (FD10) EF&R Warrant Review May 10, 2018, 3:30 p.m., Headquarters (FD10) EF&R Board Meeting May 10, 2018, 4 p.m., Headquarters EF&R Awards Ceremony May 19, 2018, 10:30 a.m., Eastridge Church SIGNING OF THE DOCUMENTS ADJOURN MEETING

2 Eastside Fire & Rescue Board of Directors AGENDA BILL April 12, 2018 SUBJECT: March Monthly Board Minutes and Financial Recap Approval SUMMARY STATEMENT: The Board Secretary submits completed minutes for the prior month s meetings to the Board for review prior to the regular Board meeting. The Board acts upon the minutes first directing any needed changes to be noted on the document in ink, initialed by the Board Secretary, approving said minutes as amended. The Agency utilizes the Auditing Officer Certification method (RCW ) of approving normal and usual ongoing expenditures for payroll, utilities, and other goods and services, on behalf of the Board of Directors. Monthly, those expenditures are provided for review and oversight by the Board pursuant to state law (RCW ). Items requiring Board approval in advance of payment are presented on separate Agenda Bills to obtain approval and are included on the Monthly Financial Recap when paid after said approval. Items paid, but rejected by the Board after they have been paid, will become receivables and immediate collection by the Agency Audit Officer will commence. Expenditure Required: $2,140, Amount Budgeted: $2,140, Fund Utilized: General, CFMF & ERF RECOMMENDED MOTION: Move to approve the March Minutes and Financial Recap. ALTERNATIVE(S): Approve the attached, stipulating any items needing change or rejection, and order the collection of any items necessary. EXHIBITS: 1) Prior month s Board minutes, together with any hand-noted changes, as directed by the Board. 2) Prior month s Monthly Financial Recap with the Accounting Certification. The Monthly Financial Recap includes the prior month s blanket vouchers, certified by an Agency Audit Officer. Originator: JF Administrative Review: 3/22/18 Action: Date: 4/12/18 Motion By: 2 nd : Board Secretary: Page 2 of 20

3 EASTSIDE FIRE & RESCUE BOARD OF DIRECTORS REGULAR MEETING March 8, p.m. The regular meeting of the Board of Directors of Eastside Fire & Rescue was held on March 8, 2018, at Eastside Fire & Rescue Headquarters, 175 Newport Way NW, Issaquah, WA. PRESENT: Board Chair Alan Gothelf (City of North Bend) Board Director Stacy Goodman (City of Issaquah) Board Director Chris Reh (City of Issaquah) Board Director Don Smith (Fire District 10) Board Director Larry Rude (Fire District 10) Board Director Chris Dahline (Fire District 38) Board Director Ramiro Valderrama (City of Sammamish) Board Director Tom Hornish (City of Sammamish) Board Secretary Jamie Formisano STAFF: Fire Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Jon Parkinson Deputy Chief Richard Burke Budget Analyst Scott Faires AUDIENCE: Mayor Mary Lou Pauly (City of Issaquah) Alt. Director Jeanne Pettersen (City of North Bend) Commissioner Alan Martin (Fire District 10) Commissioner Gloria Hatcher-Mays (Fire District 10) Chris Gianini (City of Sammamish) ABSENT: None CALL TO ORDER: Chair Gothelf called the meeting to order at 4:00 p.m. ROLL CALL & FLAG SALUTE: Chair Gothelf took roll call and led the flag salute. SPECIAL PRESENTATION/RECOGNITION: None MISSION MOMENT: Recognized Michele Overholt-McBride on her 24 years of service as a Volunteer Firefighter. PUBLIC COMMENT: None CONSENT AGENDA: IT WAS MOVED BY DIRECTOR VALDERRAMA SECONDED BY DIRECTOR RUDE TO: Approve the Consent Agenda. MOTION CARRIED, Agenda Bill Approval of Board Minutes and Financial Recap 2. Agenda Bill Transport Write-off Request COMMITTEE REPORTS: EF&R Board of Directors Meeting March 8, Page 3 of 20

4 Finance and Administrative Committee (FAC): None. FIRE CHIEF BRIEFING: Waiting on the State for the final report for the Audit; ClarkNuber is finalizing the report and action plan from their Accounting systems/process audit; Chief will be meeting with the Fall City Citizen Committee next week and will report out following the April 17 Joint Board meeting. PFOS/PFOA update: Reviewed and discussed the February 14, 2018 letter from Sammamish Plateau Water, future meetings scheduled and State legislation. Chair Gothelf stated all parties have voluntarily contributed resources and funds without asking for reimbursement. Mayor Pauly briefed on conversations the City of Issaquah is pertaining to PFOS/PFOA. NEW BUSINESS: 1. AUAgenda Bill (Automatic Aid ILA): IT WAS MOVED BY DIRECTOR VALDERRAMA, SECONDED BY DIRECTOR DAHLINE TO: Grant approval for the Fire Chief to enter into the King County Interlocal Agreement for Automatic Aid. Motion Carried Special Event Ordinance Policy: Discussed the draft Special Event Ordinance Policy and the intent to include EF&R in the planning and approval process of events within the service area. The EF&R Board unanimously approved assignment to the FAC for further discussion. 3. Brycer Compliance Engine: Discussed the Brycer Compliance Engine software and the potential of implementation to assist Fire Prevention. The EF&R Board unanimously approved assignment to the FAC for further discussion. GENERAL ADMINISTRATIVE DISCUSSION: 1. Revenue and Expense Report: Included in packet. 2. Activity Report: Included in packet. 3. Strategic Plan Quarterly Report: Included in packet. GOOD OF THE ORDER: None PARTNER MOMENT: Discussed the intent of the Partner Moment is to celebrate events within each Partner s community. Please let the Board Secretary know if you would like to be on the agenda. EXECUTIVE SESSION: The EF&R Board moved into Executive Session pursuant to RCW (1)(f) to receive and evaluate complaints or charges brought against a public officer or employee and (1)(g) to evaluate the qualifications of an applicant for public employment or to review the performance of a public employee for three (3) minutes beginning at 4:42 p.m. Regular Session called to order at 4:45 p.m. No action was taken in Executive Session. 23TCALENDAR REVIEW:23T FAC March 28, 2018, 12:30 p.m., Headquarters (lunch provided) EF&R Pre-Board Agenda Review March 28, 2018, 1:30 p.m. (Sammamish) EF&R Warrant Review April 12, 2018, 3:30 p.m., Headquarters (Sammamish) EF&R Board Meeting April 12, 2018, 4 p.m., Headquarters EF&R Board of Directors Meeting March 8, Page 4 of 20

5 EF&R Awards Ceremony May 19, 10:30 a.m., Eastridge Church ADJOURNMENT: Chair Gothelf adjourned the meeting at 4:46 p.m. SIGNING OF DOCUMENTS: Board Director Board Director Board Director Board Director Board Director Board Director Board Director Board Director EF&R Board of Directors Meeting March 8, Page 5 of 20

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7 EASTSIDE FIRE & RESCUE FINANCE AND ADMINISTRATIVE COMMITTEE Meeting Minutes March 28, 2018 Headquarters Present: Chair Larry Rude (District 10) Vice Chair Stacy Goodman (City of Issaquah) Commissioner Ron Pedee (District 38) Director Tom Hornish (City of Sammamish) Director Alan Gothelf (City of North Bend) Chief Jeff Clark Deputy Chief Jon Parkinson Deputy Chief Richard Burke Budget Analyst Scott Faires Executive Assistant Jamie Formisano Audience: Commissioner Alan Martin (District 10) Alt. Director Karen Moran (City of Sammamish) Chris Gianini (City of Sammamish) Jennifer Olson (City of Issaquah) Absent: None Director Gothelf called the meeting to order at 12:30 p.m. Election of Chair: IT WAS MOVED BY COMMISSIONER PEDEE TO: Nominate Commissioner Rude as Chair. Motion Carried unanimously. Election of Vice Chair: IT WAS MOVED BY DIRECTOR GOTHELF TO: Nominate Director Goodman as Vice Chair. Motion Carried unanimously. Old Business: 1. December 5, 2017 meeting minutes for approval: IT WAS MOVED BY COMMISSIONER PEDEE, SECONDED BY DIRECTOR GOTHELF TO: Approve the meeting minutes. MOTION CARRIED Station 72 MOU: Reviewed the proposed MOU. IT WAS MOVED BY DIRECTOR GOTHELF, SECONDED BY COMMISSIONER PEDEE TO: Recommend approval of the proposed MOU to the EF&R Board for consideration. Discussion ensued. MOTION CARRIED 5-0. New Business: 1. Special Events Ordinance Policy: Briefed on the history and intent of consistency and involvement in the planning process with the proposed draft Special Events Code Recommendation. Discussed City vs. Promoter events, threshold of participants, Page 7 of 20

8 permits, and other parameters to consider during the evaluation process. Unanimously agreed to discuss further. 2. Overview of FAC documents & EF&R Board Policies: Reviewed the FAC Charter, Warrant Review Process, and current EF&R Board Policies recommended by the FAC. Discussed ensuring the right people are at the table and for Partners to invite their staff/subject matter experts during meetings based on specific topics. 3. Brycer Compliance Engine: Reviewed the intent of implementing the Fire Prevention software, the testing process, reporting standards, and costs associated. Discussed capturing administrative time associated with maintaining the system as well as continued growth within the EF&R communities. Action Items: Inquire on a cap implemented of $25 per system with a max of two (2) systems, then $12 for additional systems. Justification of fees Brycer presentation to the FAC The meeting adjourned at 1:30 p.m. Next Meeting: April 25, 2018, 12:30 p.m. pending items from the EF&R Board. Page 8 of 20

9 Eastside Fire & Rescue Board of Directors AGENDA BILL April 12, 2018 SUBJECT: Adopt Memorandum of Understanding for Station 72 and future EF&R Facilities SUMMARY STATEMENT: The Finance and Administration Committee (FAC) completed the review of the Memorandum of Understanding (MOU) for Station 72 and future EF&R facilities. The FAC recommends the EF&R Board of Directors approve the attached MOU. The MOU, entered into with the City of Issaquah, outlines agreements pertaining to Facility Standards at Fire Station 72 and expectations on how agreements for future facilties will be addressed. Expenditure Required: Amount Budgeted: Fund Utilized: RECOMMENDED MOTION: Move to adopt the Memorandum of Understanding for Station 72 and future EF&R facilities. ALTERNATIVE(S): 1. Recommend modifications. 2. Do not approve. EXHIBITS: 1.) Memorandum of Understanding (Fire Station 72 and future EF&R facilities) Originator: JC Administrative Review: 3/28/18 Action: Date: 4/12/18 Motion By: 2 nd : Board Secretary: Page 9 of 20

10 MEMORANDUM OF UNDERSTANDING FIRE STATION 72 AND FUTURE EF&R FACILITIES This Memorandum of Understanding (MOU) is entered into this date among the City of Issaquah, Washington (Issaquah) and Eastside Fire and Rescue (EF&R) collectively the Parties. WHEREAS, Issaquah constructed and owns Fire Station 72 and EF&R operates and maintains Fire Station 72; and WHEREAS, the EF&R Board of Directors recently approved Board Policy 0005 Capital Facilities Maintenance Fund, establishing a facility standard for the first time; and WHEREAS, Fire Station 72 has preexisting facility systems that exceed the facility standard, NOW, THEREFORE, In consideration of mutual promises, the parties enter into this MOU. A. Facility Standard 1. The Parties agree that EF&R will perform the maintenance, to manufacturer specifications, on the Solar Panel and Geothermal Ground Loop Systems, not to exceed 24 hours of effort annually. Cleaning of the Solar Panels will occur at a frequency that ensures that a wattage decrease greater than 15% does not occur. 2. The Parties agree that the Rain Water Catchment system will be decommissioned. The structure will remain as an architectural feature of the building. The Parties will work collaboratively to effectively decommission the system. As such there will be no need for an on-going maintenance effort for the Rain Water Catchment system. 3. The Parties agree that the parking lots will be pressure washed, by EF&R, once every three years. 4. The Parties agree that Issaquah is responsible for the long-term planning and funding for any Solar Panel or Geothermal Ground Loop System parts and replacement needs. B. Future Facilities Page 10 of 20

11 1. The Parties agree when considering the design and build of any new facility that the EF&R Board Facility Standard defines the maintenance effort that will be provided by EF&R. 2. The Parties further agree that any system(s) that are added outside of the EF&R Board Facility Standard will be Issaquah s responsibility to maintain. Maintenance effort outside of the Facility Standard will be addressed through written agreement and consideration for utility savings will be made. 3. The Parties will meet during design, and as required, to adequately plan for and address the maintenance needs of the new facility. DATED: CITY OF ISSAQUAH By: Mayor Mary Lou Pauly ATTEST/AUTHENTICATED: By: Tina Eggers, City Clerk APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: By: Wayne T. Tanaka EASTSIDE FIRE AND RESCUE By: Jeff Clark, Fire Chief Page 11 of 20

12 Eastside Fire Rescue Revenue and Expense Report Revenue Total Operating Revenues are $840, greater than we budgeted for. This is mostly due to receiving a 2017 Partner contributions in This variance will continue through the end of the year. If the payment was not recorded in 2018, the revenue would have been greater than budgeted by $242, Part of the variance is related to contract payments from the Snoqualmie Tribe. We are also seeing other revenues coming in higher than budgeted. Cost recovery is greater than budgeted due to receiving $43, training expense reimbursement. Fee for transport revenue is coming in $84, higher then budgeted. We will watch this revenue to see if this trend continues through out the year. Expenses Actual operating expenses are less than budgeted by $29, Total salaries expense is greater than budgeted by $67, Overtime was greater than budgeted by $66, which is mostly due to suppression overtime and some suppression training that occurred earlier than originally planned. Total benefits are $18, less than budgeted. This is mostly due to medical coming in less tha budgeted as well as the effects of the new labor contract. Total supplies expenses are $44, less than budgeted. We are seeing this in all major categories except for software which is $7, greater than budgeted. Total service expenses are $24, less than budgeted, which is slightly less than last month. Most of this is due to Administrative professional services, Communication, utilities, and dues and subscription coming in higher than budgeted as this time. Page 12 of 20

13 Eastside Fire Rescue Revenue and Expense Report Line Number Title Budget Actuals Variance YTD Budget YTD Actuals 2018 YTD Variance 2018 Budget Amount % Of Total Remaining Budget Beginning Fund Balance 3,610, Revenue 5 Intergovernmental Revenue 138, , , , , (12,176.00) 1,664, ,399, Fire Protection and Emergency Medical Services - Partner Contribution 1,975, ,836, (138,273.99) 5,925, ,514, , ,700, ,185, Fire Protection and Emergency Medical Services - Governmental Agencies - 29, , , , , (97,168.64) 8 Cost Recovery 26, , (19,700.54) 41, , , , , Ambulance Service - AMR 17, , , , , , Ambulance Service - Fee for Transport 108, (107,787.12) 216, , , ,296, , Shop Revenue 2, , , , , , , , Miscellaneous Revenue 3, , , , , , , Total Operating Revenue 2,272, ,165, (106,881.91) 6,526, ,366, , ,082, ,715, Expense 17 Salary and Wages 1,232, ,267, , ,750, ,771, , ,888, ,116, Overtime 105, , (4,064.35) 291, , , ,152, , Education Incentive Pay 10, , , , , , Deferred Compensation 42, , (836.76) 126, , (2,417.98) 507, , Longevity Pay 64, , (6,467.20) 192, , (16,683.66) 768, , Leave Cashouts Expense , , (1,415.80) 242, , Total Salary 1,454, ,478, , ,502, ,570, , ,680, ,109, Healthcare Benefits 360, , , ,082, ,020, (61,977.34) 3,778, ,758, Life Insurance Premium , , (2,073.38) 13, , Disability Insurance , , (77.66) 7, , LEOFF I Retired Med Medical 10, , (5,583.35) 32, , (15,363.25) 130, , Payroll Taxes 30, , (9,510.65) 192, , , , , Emplee Asst Prog Fee Expense , , (303.02) 5, , Post Retirement Medical 9, , , , , , , , Pension 88, , (244.99) 264, , (198.97) 1,063, , Total Benfits 500, , , ,609, ,591, (18,775.23) 5,881, ,290, Operational Supplies 37, , (11,624.78) 107, , (36,106.22) 444, , Uniforms & Protective Clothing 16, , (6,110.47) 34, , , , Fuel Expense 13, , (4,339.82) 40, , (12,773.14) 162, , Small Tools & Equip Expense 10, , (344.18) 18, , (3,114.81) 90, , Software Licenses 13, , , , , , , , Total Supplies 91, , (19,447.35) 288, , (44,037.22) 1,057, , Page 13 of 20

14 Eastside Fire Rescue Revenue and Expense Report Line Number Title Budget Actuals Variance YTD Budget YTD Actuals 2018 YTD Variance 2018 Budget Amount % Of Total Remaining Budget 42 Professional Services 40, , , , , , , , Communications 25, , , , , , , , Travel 2, , , , , , Equip Rent & Lease 3, , (1,452.84) 10, , (4,417.74) 43, , Liability Insurance 185, , (5,759.00) 185, , (5,759.00) 195, , Utilities 20, , , , , , , , Laundry Expense , , (187.87) 5, , Maintenance & Repair 24, , (12,980.79) 72, , (34,771.92) 291, , Dues & Subscription 1, , , , , , , , Education 10, , (952.46) 14, , , , , Miscellaneous 1, (908.91) 3, , (1,771.89) 15, , Total Services 315, , , , , , ,463, ,712, Total Operating Expenditures 2,362, ,435, , ,128, ,157, , ,082, ,925, Reimburse Revenue - 31, , , , (124,539.46) Reimburse Expenses , , (3,591.84) Ending Fund Balance 3,940, Page 14 of 20

15 Eastside Fire & Rescue, Current and 5 Year Incident History 950 Month of March Only Year to Date through March Page 15 of 20

16 District 10, Current and 5 Year Incident History Month of March Only Year to Date through March Page 16 of 20

17 District 38, Current and 5 Year Incident History 80 Month of March Only Year to Date through March Page 17 of 20

18 City of Issaquah, Current and 5 Year Incident History Month of March Only Year to Date through March Page 18 of 20

19 City of North Bend, Current and 5 Year Incident History 100 Month of March Only Year to Date through March Page 19 of 20

20 City of Sammamish Current and 5 Year Incident History 250 Month of March Only Year to Date through March Page 20 of 20