EXECUTIVE SESSION REGULAR SESSION

Transcription

1 BOARD OF DIRECTORS MEETING AGENDA TVF&R Command and Business Operations Center SW 70 th Avenue, Tigard, Oregon Tuesday, December 18, :30 P.M. EXECUTIVE SESSION The executive session will be held pursuant to ORS (2)(a) and ORS (7)(d), to consider the employment of the chief executive officer of TVF&R. I. CALL TO ORDER REGULAR SESSION II. CONSENT AGENDA * The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Board President will indicate when it will be discussed in the regular agenda. A. Approval Regular Board Meeting & Workshop Minutes (November 13, 2018) 5 III. RECOGNITION A. Oregon Health Authority Emergency Medical Service Unit Citation IV. CITIZEN PARTICIPATION V. STAFF PRESENTATION A. Local Option Levy Research Results Cassandra Ulven VI. FINANCE REPORT A. Finance Report (November 2018) Debra Grabler B. Capital Project Expenditure Summary Debra Grabler C. Popular Annual Financial Report Claire Havener VII. CORRESPONDENCE 38 VIII. OLD BUSINESS A. Board Policy Section 12 (Business Operations) Second Reading Mark Havener * 40

2 IX. NEW BUSINESS A Legislative Process Chief Duyck B. Digital Vehicular Repeaters Purchase Chad Ligget * C. Logisitics Facility Design-Build Contract Mark Havener * X. CHIEF S REPORT A. Capital Project Update B. Property & General Liability Insurance C. Events Community Events XI. DIRECTOR S REPORT XII. ITEMS NOT LISTED ON THE AGENDA EXECUTIVE SESSION The executive session will be held pursuant to ORS (2)(a) and ORS (7)(d), to consider the employment of the chief executive officer of TVF&R. Pursuant to ORS (2)(h), to consult with your attorney regarding your legal rights and duties in regard to current litigation or litigation that is more likely than not to be filed. Pursuant to ORS (4), representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session as previously announced. * Requires Action

3 CALL TO ORDER 3

4 CONSENT AGENDA 4

5 Tualatin Valley Fire and Rescue Board of Directors Meeting & Workshop Minutes Tuesday, November 13, 2018 TVF&R Command and Business Operations Center SW 70 th Avenue, Tigard, OR ATTENDANCE Board Members: Clark Balfour, Gordon Hovies, Bob Wyffels, and Randy Lauer. Excused Absence: Brian Clopton. Others present: Connie Brodehl, Kristin Chaffee, Mark Charleston, Steve Forster, Kenny Frentress, Debra Grabler, Les Hallman, Rocky Hanes, Claire Havener, Mark Havener, Laura Hitt, Olivia Houck, Al Kennedy, Greg Ladrow, Christina Lent, Ashley Naught, Brian Sherrard, Lucy Shipley, Cassandra Ulven, Deric Weiss, and Eric Wicks TVF&R; Bob Blackmore Attorney; Andrew Carlstrom Guest. REGULAR SESSION CALL TO ORDER President Balfour called the meeting to order at 6:03 p.m. CONSENT AGENDA Director Hovies moved, seconded by Director Lauer, to approve the Consent Agenda. Motion carried with aye votes by those present. RECOGNITION None. CITIZEN PARTICIPATION None. STAFF PRESENTATION None. FINANCE REPORT Finance Report (October 2018). Chief Financial Officer Debra Grabler reviewed the finance report for the period ending October 31, She reported that: Revenue is reflecting the Comcast settlement that the District received in September of 2.2 million, which is why revenue appears higher than usual. 5

6 Board of Directors Meeting & Workshop November 13, 2018 Page 2 FINANCE REPORT (continued) Personnel services is consistent with the prior year. Materials and services also consistent. The District is very dependent upon property taxes to fund the operation of the District, which arrive in November. The District is awaiting some payments for conflagrations. Capital Project Expenditure Summary. Not a lot of activity to report, but there is some drawdown on Station 39 towards total encumbrance of the contract. Station 55 is in the final finishing stages. CORRESPONDENCE Noted. OLD BUSINESS Board Policy Section 9 (Purchasing). Contract Manager Eric Wicks said staff presented Board Policy Section 9 (Purchasing) at the October 30, 2018 Board of Directors meeting. Revisions suggested were edited, and the policy is now presented for Board Approval and Second Reading. Director Lauer moved, seconded by Director Hovies, to approve the Second Reading of Board Policy Section 9 (Purchasing) by title only. Motion carried with aye votes by those present. Ashley Naught gave the Second Reading of Board Policy Section 9 (Purchasing) by title only. NEW BUSINESS Board Policy Section 12 (Business Operations). Assistant Chief Mark Havener said consistent with practice, staff has reviewed Board Policy Section 12 (Business Operations) and does not recommend any changes to the current policy. Director Wyffels moved, seconded by Director Hovies, to approve the First Reading of Board Policy Section 12 (Business Operations) by title only. Motion carried with aye votes by those present. Ashley Naught gave the First Reading of Board Policy Section 12 (Business Operations) by title only. 6

7 Board of Directors Meeting & Workshop November 13, 2018 Page 3 FIRE CHIEF S REPORT Capital Project Update. Chief Havener said staff provided a floor plan of the proposed construction at Station 39 in the Board Packet. This is a two-bay, double door station, with a community room. Staff has also received a draft floor plan for the logistics facility. Employee of the Quarter, Third Quarter Assistant Chief Deric Weiss said there were two recipients of Employee of the Quarter this quarter: Bill Steward and Daniel Krug. Bill Steward was instrumental in implementing the District s new video laryngoscopes. Daniel Krug identified that the line s EMS kits were becoming antiquated. He went through an exhaustive process to update the kits, ensuring they would be exactly what crews would need. Great work done by both individuals. DIRECTOR S REPORT None. ITEMS NOT LISTED ON THE AGENDA None. ADJOURNMENT, BOARD WORKSHOP & EXECUTIVE SESSION Director Wyffels moved, seconded by Director Lauer, to adjourn the regular meeting, and move into the Board Workshop, followed by Executive Session. Motion carried with aye votes by those present. There being no further business to come before the Board, President Balfour adjourned the regular Board meeting at 6:28 p.m. BOARD WORKSHOP President Balfour called the workshop to order at 6:36 p.m. Chief Weiss explained the intent of the workshop is to inform the Board of Directors of issues staff is currently facing, and to receive their feedback as the District prepares for the upcoming budget process. He said staff continues to focus on operational readiness, infrastructure improvements and long-term financial planning. FIRE APPARATUS & REPLACEMENTS Chief Havener said the District is in the third year of the engine replacement program, and the Board can expect to see some apparatus in the upcoming budget. 7

8 Board of Directors Meeting & Workshop November 13, 2018 Page 4 CAPITAL PROJECTS Chief Havener said in the upcoming fiscal year, Station 39 and the new logistics building are anticipated to be completed. Both will both have significant impact to the capital projects budget. POWER LIFTS Assistant Chief Les Hallman said loading and unloading of patients can be high risk for both patient and responder. Power lifts improve operator and patient safety by supporting the cot throughout the loading and unloading process. Power lifts eliminate spinal loads that can result in cumulative trauma injuries, and they meet dynamic crash test safety standards. The District would like to outfit all six frontline transport units by purchasing at least two units per year, beginning with the upcoming budget. SELF CONTAINED BREATHING APPARATUS Chief Weiss said this past year, the district conducted thorough evaluations of our breathing apparatus, SCBAs used by firefighters in smoky and dangerous environments. The District will need to replace this equipment over the next five years. We are working with other Washington County fire agencies to try and secure grant funding. DEPLOYMENT Chief Weiss said the District uses as a guideline for planning efforts including deployment needs: stations, apparatus, and staffing refers to a 2-year plan, a 5- year plan, and a 10-year plan. Stations, the apparatus housed in those stations, and the people needed to respond are all part of deployment. Chief Weiss provided updates on stations planned to open, and the rest of deployment planned for the foreseeable future. Discussion ensued regarding how the research for deployment is done, and the upcoming plans. LEVY TIMELINE Public Affairs Chief Cassandra Ulven said the District is on track for the Local Option Levy renewal request to appear on the May 2019 ballot. In September, staff conducted focus group research. In the next month, staff will be conducting the second phase of public attitude research. The District has received overwhelmingly positive results in the research thus far. SAFETY & SECURITY Chief Havener said the District has brought a third-party consultant in to conduct an assessment for the District on safety and security. The consultant is visiting each station 8

9 Board of Directors Meeting & Workshop November 13, 2018 Page 5 SAFETY & SECURITY (continued) and worksite, as well as reviewing current practices and systems in place for safety and security measures. FINANCIALS CFO Grabler said the overall AV growth rate came in slightly under the District s forecast of 4.71%. AV for permanent rate came in at 4.56% and LOL AV at 4.49%. Compression losses were also higher than forecast at 325,000 versus an expected 270,000. Overall collections should still meet our forecasted numbers if collection rates stay strong. The District lost close to 2 million dollars of permanent tax revenue to Urban Renewal areas due to about 1.3 billion of AV affected. That translates to about 3.2 cents of the District s permanent rate being lost - or as if our permanent rate was The State's settlement of the Comcast appeal resulted in 10 years of cumulative payment of property taxes in September or an estimated 2.3 million of total payments to the General and Debt Service funds as a one-time payment. CFO Grabler also provided an update on PERS and the rate increases. CFO Grabler also provided an update on future levy and bonding. DIVERSITY & INCLUSION Chief Havener said District has had a focus on increasing diversity within the organization. The District has hosted numerous events, which have been very successful. Staff has also been doing a lot of work regarding inclusion. Both diversity and inclusion will continue to be a large focus for the District. PLANNING FOR THE FUTURE ADJOURN Chief Weiss said the District is eager to wrap up the fire chief replacement process by the end of the year so that future chief can shadow Chief Duyck for six months. The new fire chief will start to assume responsibilities such as meeting with county managers, area fire chiefs and working with our Board of Directors. Immediately after the new chief is selected, the process to replace Chief Grabler will commence. President Balfour adjourned the workshop at 7:27 p.m. APPROVED on December 18, 2018 Gordon L. Hovies, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught 9

10 RECOGNITION 10

11 CITIZEN PARTICIPATION 11

12 STAFF PRESENTATION 12

13 FINANCE REPORT 13

14 Tualatin Valley Fire and Rescue for the Period Ending 11/30/ % 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Percent Revenue to Budget by Month General Fund (three year comparison) Jul Aug Sep Oct Nov % 1.3% 2.2% 3.5% 87.1% % 1.2% 1.9% 2.9% 90.9% % 0.8% 3.2% 4.1% 83.5% 100.0% 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Percent Personnel Services to Budget by Month General Fund (three year comparison) Jul Aug Sep Oct Nov % 16.9% 24.6% 32.2% 39.7% % 17.3% 25.4% 33.4% 40.9% % 18.2% 25.8% 33.2% 41.0% End-of-Month FTE Count End-of-Month Payroll ,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 2,378,765 2,510,426 2,848, , /30/ /30/ /30/2018 Union Nonunion 0 11/30/ /30/ /30/2018 Nonunion 412, , ,825 Union 1,966,357 2,042,024 2,265,732 14

15 Tualatin Valley Fire and Rescue for the Period Ending 11/30/ % 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Percent Materials and Services to Budget by Month General Fund (three year comparison) Jul Aug Sep Oct Nov % 13.2% 18.4% 27.8% 32.9% % 14.4% 19.7% 29.0% 33.0% % 15.0% 20.2% 28.0% 33.1% 120,000, ,000,000 80,000,000 60,000,000 40,000,000 20,000,000 Ending Fund Balance by Month General Fund (three year comparison) 0 Jul Aug Sep Oct Nov Revenues, Expenditures and Ending Fund Balance by Month General Fund 120,000, ,000,000 80,000,000 60,000,000 40,000,000 20,000,000 0 Jul Aug Sep Oct Nov Revenues Expenditures Ending Fund Balance 15

16 TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended November 30 Benchmark: 41.67% Original Budget Y-T-D Actual Variance with Budget Positive (Negative) Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget Sources of Funds Beginning Fund Balance 43,230,735 45,926,062 2,695, % 42,821, % Property Tax Current 113,094,642 92,515,921 (20,578,721) 81.80% 94,426, % Property Tax-Prior Years 1,176,615 2,593,481 (1) 1,416, % 331, % Tax In Lieu Of Property Tax 7,302 12,985 5, % 86, % Forest Revenue - 115, , % % Interest Revenue 229, ,774 68, % 143, % Charges for Services 3,087,205 2,659,695 (2) (427,510) 86.15% 4,809, % Rental Revenue 75,600 29,465 (46,135) 38.98% 40, % Insurance Refunds 403, ,089 (25,399) 93.71% 393, % Other Revenue 215, ,698 (3) (18,439) 91.43% 136, % Total Revenues 118,289,890 98,800,291 (19,489,599) 83.52% 100,366, % Total Available Resources 161,520, ,726,353 (16,794,272) 89.60% 143,188, % Uses of Funds Personnel Services 106,556,106 43,684,697 62,871, % 40,650, % Materials & Services 14,107,662 4,669,112 9,438, % 4,494, % Transfer To Other Funds 5,115, ,997 4,972, % 111, % Contingency 4,936,693-4,936, % % Total Expenditures 130,716,352 48,496,806 82,219, % 45,256, % Ending Fund Balance 30,804,273 96,229,547 65,425, % 97,932, % (1) Includes a one-time Comcast property tax settlement of approximately 2.2 million. (2) Includes: Newberg Transport: 965K Other Medical Transport: 532K Conflagration Deployment Claims: 1,057K (3) Washington County Gainshare revenue of 101K. 16

17 Benchmark: 41.67% TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended November 30 Original Budget Command Directorate Personnel Services Board of Directors % % Civil Service 156,202 86,118 (1) 55.13% 30, % Fire Chief's Office 3,709,885 1,641,018 (2) 44.23% 1,425, % Total 3,866,587 1,727, % 1,456, % Y-T-D Actual Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget Materials and Services Board of Directors 422,950 8, % 9, % Civil Service 39,003 5, % 7, % Fire Chief's Office 1,577, , % 525, % Total 2,039, , % 542, % Total Command Directorate 5,906,007 2,155, % 1,998, % Business Operations Directorate Personnel Services Human Resources 1,357, ,613 (3) 42.83% 559, % Emergency Management 195,354 80, % 76, % Logistics Administration 414, , % 166, % Fleet Maintenance 1,646, , % 651, % Facilities Maintenance 1,180, , % 434, % Information Technology 1,070, , % 409, % Communications 534, , % 183, % Supply 721, , % 260, % Media Services 329, , % 132, % Occupational Health and Wellness 645, , % 247, % Total 8,096,987 3,192, % 3,120, % Materials and Services Human Resources 231,869 39, % 27, % Emergency Management 28,281 4, % 2, % Logistics Administration 53,778 2, % 5, % Fleet Maintenance 1,186, , % 410, % Facilities Maintenance 177,185 39, % 57, % Information Technology 1,451, ,702 (4) 48.28% 572, % Communications 2,742,949 1,269,921 (5) 46.30% 1,269, % Supply 231,161 30, % 47, % Media Services 34,153 5, % 3, % Occupational Health and Wellness 434, , % 26, % Total 6,572,326 2,703, % 2,422, % Total Business Operations Directorate 14,669,313 5,895, % 5,543, % (1) Recruitment for 19-01, (2) Annual payment of workers' compensation premium and conflagration OT and roll-ups. (3) Includes vacation sold and OT for line personnel diversity training. (4) Includes annual Munis/ERP maintenance fees, Internet access fees, Office 365 subscriptions and OnScene RMS maintenance fees. (5) Quarterly dispatch fees paid in October. 17

18 Benchmark: 41.67% TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended November 30 Original Budget Finance Directorate Personnel Services Finance 1,648, , % 600, % Total 1,648, , % 600, % Materials and Services Finance 633,032 74, % 45, % Total 633,032 74, % 45, % Total Finance Directorate 2,281, , % 646, % Integrated Operations Directorate Personnel Services North Integrated Operations 39,535,637 16,176, % 14,637, % South Integrated Operations 35,816,108 14,679, % 13,410, % Integrated Operations (Other) 13,283,699 5,924,041 (1) 44.60% 6,043, % Total 88,635,444 36,779, % 34,091, % Materials and Services North Integrated Operations 1,474, , % 649, % South Integrated Operations 1,504, , % 407, % Integrated Operations (Other) 524,739 75, % 87, % Total 3,503,825 1,128, % 1,144, % Total Integrated Operations Directorate 92,139,269 37,908, % 35,235, % EMS / Training / Volunteers Directorate Personnel Services EMS 1,415, , % 470, % Training / Recruits 2,785, , % 901, % Volunteers / Chaplains 108,422 29, % 10, % Total 4,308,951 1,354, % 1,381, % Materials and Services EMS 473, , % 132, % Training / Recruits 687, , % 160, % Volunteers / Chaplains 198,813 44, % 47, % Total 1,359, , % 340, % Total EMS / Training / Volunteers Directorate 5,668,010 1,688, % 1,721, % District Non-Organizational Transfers 5,115, , % 111, % Contingency 4,936, % % Total 10,052, , % 111, % Y-T-D Actual Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget (1) Includes OT and roll-ups associated with wildland deployments (804K). 18

19 Tualatin Valley Fire and Rescue - Capital Projects for the Period Ending 11/30/2018 Buildings Site Project Number Capital Project Expenditure Summary - Active Projects Revised Project Estimate Capital Projects Fund 52 Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 31 - West Bull Mountain ,053,660 27,643 18,873 46,516 46, Borland ,788,000 49,959 49,959 49, McEwan Road ,545, , ,576 6,771,985 7,641, Charbonneau ,788,000 30,031 30,031 30, Rosemont ,488,583 7,450,216 7,450,216 3,080 7,453, New Location ,000 25,973 25,973 25, th ,218 16,218 16, Somerset ,378,351 3,052, ,000 1,325,335 5,154,636 5,154, Farmington Road Cooper Mountain ,444,731 3,518, ,000 1,304,661 5,399,572 5,399, Kaiser ,053,660 10,116 10,116 10, Skyline ,288,913 1,805,089 1,805,089 1,805,089 Logistics Building ,917,460 3,917,460 3,917,460 Contingency - Buildings Total 43,929,156 6,598,855 1,353,000 16,824,500 24,776,355 6,775,065 31,551,420 Total Cost to Date Land Site Project Number Revised Project Budget Capital Projects Fund 52 Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 31 - West Bull Mt ,000 18,210 18,210 18, McEwan Road ,000 1,517,271 1,517,271 1,517, Charbonneau ,100,000 10,947 10,947 10, Rosemont , , , , th ,000 51,413 51,413 3,382 54,795 Logistics Building ,722,291 1,722,291 1,722,291 Contingency Land Total 4,402,381 18,210-4,055,353 4,073,563 3,382 4,076,945 Active Projects Total 48,331,537 6,617,065 1,353,000 20,879,853 28,849,918 6,778,447 35,628,365 Total Cost to Date Active and Completed Grand Total 126,996,949 81,108,131 1,415,894 22,502, ,026,132 6,778, ,804, Capital Bond Program - Fund 52 as of 05/31/2017 Actual Amounts to Date Revenues: Bond proceeds at par 77,500,000 Bond premium 2,547,435 Interest earnings 1,155,537 Grant reimbursement 291,254 Miscellaneous (Energy rebates, tax credits) 419,266 Sale of surplus property 42,800 Underwriters discount and bond issuance costs (848,161) Total Revenues 81,108,131 19

20 Tualatin Valley Fire and Rescue - Capital Projects for the Period Ending 11/30/2018 Capital Project Expenditure Summary - Completed Projects Buildings Site Project Number Revised Project Budget Capital Projects Fund 52 Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 34 - Tualatin ,197,105 1,197,105 1,197,105 1,197, King City , , , , Walnut ,494,825 3,494,825 3,494,825 3,494, Tigard Share (Final) (160,657) (160,657) (160,657) (160,657) 51 - Tigard ,563,254 2,105,880 2,105,880 2,105, Wilsonville ,810,765 1,475,447 1,475,447 1,475, Progress ,170,308 3,174,910 3,174,910 3,174, SOC ,553,090 7,693,479 7,693,479 7,693, West Linn ,404,453 3,408,639 3,408,639 3,408, Willamette ,145,836 3,152,789 3,152,789 3,152, Aloha , ,503 62, , , West Slope ,246,546 4,197,381 4,197,381 4,197, Brockman Road ,789,450 1,789,450 1,789,450 1,789, Bethany (Oak Hills) ,118,277 5,164,113 5,164,113 5,164, Raleigh Hills ,666,704 1,455,229 1,455,229 1,455,229 CBOC 13,708,882 13,708,882 13,708,882 13,708, Signal , , , ,805 Training Center 91,515 91,515 91,515 91,515 Diversion Valve 127, , , ,039 Buildings Total 53,651,595 52,711,620 62,894-52,774,514-52,774,514 Land Site Project Number Revised Project Budget Capital Projects Fund 52 Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 170th , , , ,288 CBOC / Clinton St ,192,107 2,192,107 2,192,107 2,192, Borland , , , , Walnut ,271,512 1,271,512 1,271,512 1,271, Tigard Share (238,245) (238,250) (238,250) (238,250) 56 - SOC ,503,039 1,503,039 1,503,039 1,503, Bolton , , , , New Location , , , , West Slope , , , , Bethany (Oak Hills) ,085,762 1,085,762 1,085,762 1,085, Raleigh Hills , , , , Kaiser , , , ,593 Land Total 10,328,472 8,596,979-1,622,255 10,219,234-10,219,234 Apparatus Site Number Revised Project Budget Capital Projects Fund 52 Actual Totals to Date Actual Totals to Date Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered Pumpers: (540,000 ea) 6 3,122,952 3,122,952 3,122,952 3,122,952 (565,000 ea) 3 1,513,053 1,513,053 1,513,053 1,513,053 Trucks (TDAs) 4 4,481,110 3,509,108 3,509,108 3,509,108 Water Rescue 1 261, , , ,997 Rehab Units 2 832, , , ,188 Heavy Rescue 1 584, , , ,508 Tenders 2 717, , , ,579 Medics 10 1,787,388 1,755,085 1,755,085 1,755,085 Code 3 Response/Other 9 923, , , ,097 Cars 4 168, , , ,856 Fire Prevention 1 168, , , ,775 Light Brush 3 125, , , ,268 Apparatus Total 46 14,685,344 13,182, ,182,466-13,182,466 COMPLETED GRAND TOTAL 78,665,412 74,491,065 62,894 1,622,255 76,176,215-76,176,215 Total Cost to Date Total Cost to Date Total Cost to Date - 20

21 Tualatin Valley Fire and Rescue A Rural Fire Protection District Popular Annual Financial Report For the Fiscal Year Ended June 30, 2018 TVF&R proudly serves the Oregon cities of Beaverton, Durham, King City, Newberg, North Plains, Rivergrove, Sherwood, Tigard, Tualatin, West Linn, and Wilsonville in addition to portions of Washington, Clackamas, Multnomah, and21yamhill counties.

22 Mission Tualatin Valley Fire and Rescue is committed to creating safer communities through prevention, preparedness, and effective emergency response. Vision Developed jointly with the Board of Directors, the statements below comprise our shared vision for optimal safety in our community. We invite community members and partner governmental agencies to help us advance a community with the following attributes: n Protection from fire, medical, and other emergencies is achieved through targeted, proactive risk-reduction strategies. When emergencies do happen, skilled personnel provide fast and effective response services. n Education delivered to residents and businesses motivates their active role in emergency prevention, preparedness, and resilience measures. Our personnel take steps to ensure this in their own lives as well. n Cooperative resource sharing and collaborative partnerships ensure a highly effective and efficient emergency response system. 2 22

23 Table of Contents Message from the Fire Chief...4 About the District...5 Leadership...6 Strategic Goals...6 Quick Facts...7 Maximizing Your Investment...8 Milestone Celebration...9 Balance Sheet...10 Income Statement...10 Property Taxes...11 Annual Operating Budget...12 Financial Planning...13 Debt Service...14 Capital Plan...15 Award The Government Finance Officers Association (GFOA) established the Popular Annual Financial Reporting (PAFR) awards program to encourage governments to condense information from their comprehensive annual financial reports to produce high-quality popular annual financial reports designed to be accessible and easily understandable for the general public, and then to recognize governments that are successful in achieving that goal. The District received this award for the 2017 PAFR, marking the fifth consecutive year for this achievement. The information in this report is drawn from our Comprehensive Annual Financial Report (CAFR) for the fiscal year ended June 30, 2018, and Budget Document for the fiscal year , which can both be found online at

24 Message from the Fire Chief Dear Residents and Friends of Tualatin Valley Fire and Rescue, I am pleased to present Tualatin Valley Fire and Rescue s sixth Popular Annual Financial Report (PAFR) for the fiscal year ended June 30, This report is part of a constant effort to provide transparency of the financial resources the public has entrusted to us. The District focuses on this core value of transparency in TVF&R s Strategic Plan. Every day, members of our community trust us to help them when they re vulnerable or in crisis. We do not take this trust for granted. Similarly, we recognize that our taxpayers deserve to have their investments managed well and diligently accounted for. The Comprehensive Annual Financial Report (CAFR) is prepared annually by District management and provides more detailed, audited financial information, note disclosures, and 10 years of statistical information. The PAFR draws information directly from the CAFR and the Budget Document and focuses on presenting complex financial information in a simplified manner, including charts and graphs to demonstrate the financial picture. The PAFR, CAFR, and Budget Document are available at Thank you for your interest in TVF&R s 2018 Popular Annual Financial Report. We would be pleased to answer any questions or provide copies of these documents to our residents. The Chief s Bull s-eye serves as a reminder to all TVF&R personnel that excellence is achieved only when decisions are made consistent with these principles: Safety and Performance, Customer Service, and Professionalism. Respectfully, Michael R. Duyck Fire Chief 4 24

25 About the District Tualatin Valley Fire and Rescue was established in 1989 through the merger of two regional fire districts. The District has subsequently grown through additional mergers and annexations, including the July 1, 2017, annexation of Washington County Rural Fire Protection District 2. Effective July 1, 2018, the City of Newberg and Newberg Rural Fire Protection District legally annexed into the District as well. The entire District provides fire protection and emergency medical services to 519,853 residents in approximately 390 square miles, which includes 11 cities and portions of four counties in Oregon. TVF&R is a special service district supported by the property owners within its boundaries and revenues from former contract areas. The District operates 25 career fire stations and 1 volunteer fire station (which includes two city of Newberg stations operated under contract) with an additional station under construction. TVF&R s 570 employees in 2018 were supported by 79 volunteers. The District is committed to creating safer communities through education, prevention, preparedness, and emergency response. Response services include fire suppression, technical and water rescue, emergency medical services, and ambulance transport. The District also serves as a regional hazardous material response provider for the state of Oregon. Fire Stations Fire Station and South Operating Center Command Center and Training 25 5

26 Leadership The District is led by an elected Board of Directors. President Clark I. Balfour Term Ends: June 30, 2021 Vice President Gordon L. Hovies Term Ends: June 30, 2021 Secretary/Treasurer Brian J. Clopton Term Ends: June 30, 2019 Board Member Board Member Randy J. Lauer Term Ends: June 30, 2019 Robert C. Wyffels Term Ends: June 30, 2021 Strategic Goals During the fiscal year ended June 30, 2018, all TVF&R divisions and departments contributed toward the accomplishments of the two-year, Strategic Plan. Three main goals, supplemented by supporting strategies and organizational tactics, as outlined in the District s Strategic Plan were: 1. Build an organization with a shared mission, effective communication, and engaged, resilient personnel. 2. Create a fully accountable system of performance management at all levels of the organization, with particular focus on the core functions that improve fast and effective emergency response. 3. Carefully evaluate, act on, or dismiss identified opportunities. Accomplishments during the fiscal year included implementation of a digital communication medium, workforce survey, maintenance of adequate staffing, deployment of additional response units, and additional site acquisition efforts. Work continued to support operational enhancements through additional firefighters, response units, and fire stations; ongoing public safety education and outreach; continued focus on our hands-only CPR education program in local schools with students going on to train thousands of residents; and continued station implementation of community risk-reduction programs and services unique to their service areas. 6 26

27 Quick Facts TVF&R s Service Area includes TVF&R Operates Cities of: n Beaverton n Durham n King City n Newberg n North Plains n Rivergrove n Sherwood n Tigard n 25 fire stations staffed by career firefighters and 1 volunteer station (an additional, new career station is scheduled to open in August 2018)* n Command & Business Operating Center n South Operating Center n Training facility n Full-service logistics facilities for fleet, facilities and supply n 123 Apparatus (trucks, engines, medic units, etc.)* n Occupational Health and Wellness Services n Tualatin n West Linn n Wilsonville and portions of: n Clackamas County n Multnomah County n Washington County n Yamhill County TVF&R Personnel n 454 Fire, Medical, and Rescue Services n 21 Fire Prevention and Training n 95 Administrative and Support n 79 Volunteers Moody s Bond Rating Aaa TVF&R is the only fire district in the nation with a Moody s Bond rating of Aaa the highest available. This high rating demonstrates credit worthiness and allows the District to issue debt at lower interest rates and in turn pass that savings on to taxpayers. * Departs from CAFR as this count includes assets operated under contract Incident Responses (Calendar Year) n Emergency Medical Services, Rescue Call...33,390 n Good Intent...6,676 n Service Call...3,625 n Other Situation or False Call...2,658 n Hazardous Condition...1,500 n Fire, Explosion...1,362 Finances at a Glance n Assessed Value... 56,207,735,620 n Tax Rate /1,000 assessed value n Operating Budget ,472,386 n Bonded Debt... 46,639,594 Emergency Medical Services Water Rescue Fire Prevention Technical Rescue Public Education Preparedness Fire Suppression Ambulance Transport Hazardous Materials Response Conflagrations 27 7

28 Maximizing Your Investment Thanks to community support, TVF&R has been able to make investments that help ensure the District s ability to provide fast, safe, and effective emergency response with new station construction, four-person crews, alternative response vehicles, improved equipment, and community risk-reduction efforts. Oregon law requires local governments and special service districts to seek voter approval of local option levies that expire in five years or less. Levy funding helps TVF&R face ongoing response challenges of increasing call volume, traffic congestion, and development. As we enter the fourth year of a five-year local option levy approved by voters in May 2014, the District is excited to open new Station 55 staffed with 12 firefighters in West Linn in August 2018, move forward with construction of new Station 39 in Tualatin, and continue to support our highly trained and skilled firefighters and paramedics. The local option levy ensures each crew has enough personnel to take immediate action at complex incidents such as entering a burning building, providing advanced life support care to cardiac arrest patients, performing vehicle extrications after crashes, and rescuing individuals from other dangerous situations. Levy funds enabled the District to secure land for additional stations for future needs of our public and contributed to important seismic upgrades at three existing stations to maintain crews ability to respond following an earthquake or other major disaster. The levy also allowed TVF&R to retain firefighters and staff who support safe and reliable emergency operations and purchase additional emergency vehicles and equipment such as fire hose, breathing apparatus, and medical kits. We do not take the community s support for granted and are grateful for the trust placed in our crews. 8 28

29 Milestone Celebration Tualatin Valley Fire and Rescue was honored to join with our community partners and neighbors to celebrate the opening of the District s new Rosemont Station 55. Our community s levy investment allowed TVF&R to construct this new station in a place where crews faced response challenges due to topography and transportation network limitations. The placement of the station at the top of the hill serves as the ideal location to ensure the best coverage and fastest response times to emergency incidents while also strengthening the District s regional network of stations. A four-member crew and levy-funded tiller truck that has separate steering wheels in the front and back for better maneuverability through tight streets and challenging neighborhoods began responding to incidents out of the station on August 20, Hundreds of community members attended a Station 55 Open House on October 6, During the event, District leaders joined West Linn officials in a special hose-uncoupling ceremony rather than a traditional ribbon cutting to mark the station opening. Guests toured the new station, met firefighters, learned fire and life safety tips, checked out apparatus, and learned hands-only CPR. 29 9

30 Balance Sheet / Statement of Net Position The Statement of Net Position presents information on assets and deferred outflows and liabilities and deferred inflows with the difference between the two representing net position. The deferred outflows and inflows are comprised of pension and other post-employment benefits that apply to future periods. Over time, increases or decreases in net position may serve as a useful indicator of whether the financial position is improving or deteriorating. The District reflects a healthy financial condition with assets and deferred outflows of resources exceeding its liabilities and deferred inflows of resources by 70.9 million at June 30, Fiscal Year (restated)* 2016 Assets Current and other assets Capital assets 93,752,959 97,338, ,769,298 Deferred outflows of resources Total assets and deferred outflows 95,229,071 91,462,039 84,800,909 35,125,250 50,172,913 9,202, ,647, ,740, ,465,596 26,157,568 23,968,150 20,044, ,400, ,653,846 91,030,966 1,159, ,053 7,529,380 Liabilities Current liabilities Long-term debt and pension liabilities Deferred inflows of resources Total liabilities and deferred inflows Net position 163,717,614 70,929, ,894,049 67,846, ,604,414 66,861,182 For greater detail, see the District s Comprehensive Annual Financial Report that is available online at Income Statement / Statement of Activities The Statement of Activities reports all money received and spent by the District during the fiscal year. This statement presents high-level summary information about how the District s net position changed during the fiscal year. As of June 30, 2018, the District s net position increased by 3.1 million. Fiscal Year Revenues Charges for services Property taxes Other revenues Total revenues 10,750,717 12,175,225 2,823, ,451, ,767, ,265,764 3,487,770 5,751,305 1,796, ,690, ,694, ,885, ,142, ,399,775 Expenses Public safety/fire protection 121,283,168 1,323,598 1,904,040 2,037, ,606, ,046, ,437,035 Change in net position 3,083,322 3,647,350 (18,551,487) Beginning of the year 67,846,571 66,861,182 85,412,669 Interest on long-term debt Total expenses (2,661,961) Restatement of beginning of year* Net position July 1 Net position June 30 67,846,571 70,929,893 64,199,221 67,846,571 85,412,669 66,861,182 * The annexation and merger of District 2 on July 1, 2017, caused a restatement of beginning net position

31 This aerial image shows development around TVF&R s seismically upgraded Cooper Mountain Station 69 in Washington County. Property Taxes Property taxes levied on assessed value of TVF&R s service area provides most funding for District operations. In , the Washington County assessed value includes the former District 2 service area. In , the assessed value increases again when the Newberg service areas in Yamhill County permanently join the District. Assessed Value Washington County Clackamas County Multnomah County Yamhill County Total AV Permanent tax rate 47,970,551,987 9,543,456, ,296, ,127,689 2,915,245,490-61,726,671,364 56,207,735, Bonded debt ,786,151,797 9,932,577,557 Local option levy Total Tax Rate Clackamas County 16% Washington County 78% Multnomah County 1% Yamhill County 5%

32 Annual Operating Budget General Fund Fiscal Year Budgeted Expenditures Personnel Services Materials and Services Transfers Total Operating Budget Contingency Ending Fund Balance Total Budgeted Expenditures 106,556,106 Integrated Operations ,575,788 95,752,608 14,416,312 5,115,891 7,480,286 6,500, ,779, ,472, ,571,355 13,318,747 4,936,693 5,322,705 4,909,249 30,804,273 23,930,455 23,232, ,520,625 Business Operations Budgeted Public Safety Expenditures 120,663,768 14,107, ,725, ,712,867 EMS/Training/ Volunteers Command Finance 32 Note: Information for the fiscal year has been included to provide a look forward to the next period.

33 Financial Planning The District prepares financial forecasts on an ongoing basis to provide staff and policymakers the most current projected results of operational and economic variables and to inform the budget process. The District constantly evaluates its projected property tax growth rates, property tax levy collection rates, interest rates, projected labor inflation rates, PERS rate increases, medical insurance cost projections, as well as the desired service delivery model and current local option levy rates. The below forecast from the Budget Document reflects the current staffing configuration with modest property tax growth. It represents conservative growth in District assessed value and no further firefighter staffing additions as well as growing PERS, healthcare, and dispatch costs. Financial Forecast General Fund (in Thousands) Beginning Fund Balance Property Tax Revenue Investment and Interest Charges for Services 44, , , , , , , , , , ,200 3,900 3,900 4,000 4,100 Insurance Refunds Miscellaneous , , , , , , , , , ,100 13,400 13,700 14,100 14,500 14,900 Total Revenues Personnel Costs Materials and Services Transfers Out Total Expenditures Forecasted Ending Fund Balance Months of Targeted Fund Balance 2,200 1,800 1, , , , ,800 44,400 43, Months of Forecasted Fund Balance Targeted Ending Fund Balance 4, ,000 49, , ,500 42, ,000 57, , , Note: The Board of Directors adopted a minimum ending fund balance policy specifying a balance in the general fund of five months of operating expenditures at year-end. This amount is intended to provide dry-period financing during the first five months of each fiscal year before the receipt of property taxes

34 Debt Service The District was authorized by its voters in November 2006 to issue 77.5 million of general obligation bonds. The proceeds were fully spent as of May 2017 to fund fire station seismic improvements, construction, and command center projects, and to purchase fire apparatus and land for future stations. By Oregon law, the District is subject to a debt limit that is 1.25 percent of real market value of taxable property. On June 30, 2018, that amount was 1.1 billion. As of June 30, 2018, the total general obligation bonded debt was 42.7 million. Debt Payment (in Millions) Future Debt Payments 14 34

35 Capital Plan The District plans for and sets aside reserves for future capital expenditures. Because the costs of many assets are significant, the District prepares a long-term capital plan. This process helps the District anticipate when outside funding might be required. Capital projects consist of the purchase of land for future development of fire stations, construction of new facilities, seismic remodel of older facilities, and the purchase of apparatus and other firefighting and medical equipment. All departments within the District are required to maintain replacement schedules for existing equipment and infrastructure as well as anticipated new and ongoing purchases. These schedules are incorporated into the long-term financial forecast. Five-Year Capital Spending Forecast A tiller truck equipped with a ladder has the maneuverability to ensure that its resources arrive where they are needed quickly. A ladder is a 35 crucial piece of equipment for fire and rescue incidents. 15

36 11945 SW 70th Avenue Tigard, OR Phone: (503) TualatinValleyFire Copies of the Popular Annual Financial Report, Comprehensive Annual Financial Report, and Budget Document are available online at Hard copies can be requested by calling (503) This report was prepared by Tualatin Valley Fire & Rescue Finance Division. 36

37 CORRESPONDENCE 37

38 38

39 OLD BUSINESS 39

40 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: Board Policy Section 12 Business Operations FOR AGENDA OF: December 18, 2018 APPROVED FOR AGENDA: Fire Chief Mike Duyck DEPARTMENT OF ORIGIN: Fire Chief s Office PROCEEDING: Second Reading and Discussion DATE SUBMITTED: December 11, 2018 EXHIBITS: Board Policy Section 12 Business Operations CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: -0- AMOUNT BUDGETED: -0- APPROPRIATION REQUIRED: -0- BACKGROUND: Staff presented Board Policy Section 12 Business Operations for the First Reading at the November 13, 2018 Board of Director s meeting. At that time, no further revisions were suggested, and the policy is now presented for Second Reading and Board approval. RECOMMENDED ACTION: Approve Second Reading of Board Policy Section 12 Business Operations. PROPOSED MOTION: I move to approve the Second Reading of Board Policy Section 12 Business Operations by title only. 40

41 TUALATIN VALLEY FIRE AND RESCUE BUSINESS OPERATIONS SECTION 12 SECTION PAGE 12.1 Definitions Records Management Public Records Copyrights and Patents Policy Approval... 8 Board Policy Handbook Page 1 41

42 SECTION 12.1 DEFINITIONS As used in these sections, unless the context requires otherwise: A. Board of Directors or Board means the governing body of Tualatin Valley Fire and Rescue. B. District means Tualatin Valley Fire and Rescue. DATE: March 20, 2012 REVIEWED: May 22, 2018December 18, 2018 Board Policy Handbook Page 2 42

43 SECTION 12.2 RECORDS MANAGEMENT A. Adequate documentation of the policies and activities of the District is essential to ensure continuation of the political subdivision and open, efficient conduct of public business. B. Retention of records created through the course of District business is the responsibility of each member of the District. Authority on the care, maintenance, and access of District Records lies with the Records Manager. C. At no time shall an original record of the District be permanently removed from the District s property, or the place at which the record is regularly maintained, except upon authorization of the Records Manager and Fire Chief or his designee. D. District records will be retained in accordance with the District s Records Retention Schedule and as required by public records laws and other retention mandates. Records will be destroyed in accordance with established District policy. E. The District will make every effort to identify and preserve records that may be subject to litigation, that have been requested by the public, or that have historical significance warranting preservation. F. The Records Manager will be notified immediately in the event the District receives a request for production or is placed under a litigation hold. DATE: March 20, 2012 REVISED: April 24, 2018 REVIEWED: December 18, 2018May 22, 2018 Board Policy Handbook Page 3 43

44 SECTION 12.3 PUBLIC RECORDS A. Compliance The District recognizes that records created, prepared, owned, used, and maintained by the District are the property of the public and shall fully comply with Oregon Public Records Law. In the event of a Public Records Request, the following policy will apply: 1. Format of Request. The District accepts requests for public records in writing by mail, in person, or by and will make available a prescribed Public Records Request Form and procedure for requesting public records on its website. The District encourages paperless requests delivered by to records@tvfr.com when possible. 2. Acknowledgment. The District will acknowledge receipt of all public records requests received by the Records Manager or designee within 5 business days of receipt and will either confirm the District is the custodian of the requested record, inform the requestor the District is not the custodian of the requested record, or will notify the requester the District is uncertain whether the District is the custodian of the requested record. 3. Specificity of Request. In order to facilitate the public's access to records in the District's possession, and to avoid unnecessary expenditures of staff time, persons placing requests for public records must furnish adequate detail to enable District personnel to readily locate the records sought. The District will endeavor to assist all requestors with locating the records and information they seek, but is not required to create records in response to a request. 3. Access. The District shall permit inspection and examination of its records during regular business hours in the District's offices, or such other location as the District and the requestor may reasonably agree upon. Public records maintained in machine readable or electronic form shall be furnished, if available, in the form requested. If not available in the form requested, such records shall be made available in the form in which they are maintained. ORS [3] B. Fees for Public Records The District may charge a fee in order to recover its actual costs for responding to public records requests. All fees will be applied in accordance with the District s established fee schedule. Board Policy Handbook Page 4 44

45 SECTION 12.3 PUBLIC RECORDS (continued) C. Response to Requests for Public Records The District will respond to requests for public records as soon as practicable and without unreasonable delay. Within 15 business days of receipt of a written request by the Records Manager or designee, and unless otherwise provided by Section E below, the District will: 1. Provide access to or copies of all requested records within the possession or custody of the District that are not exempt from disclosure, or provide an explanation as to where the records are already publicly available; or 2. Assert that the requested records are exempt from disclosure and identify the exemptions relied upon; or 3. Separate out the exempt and nonexempt material and provide access to or copies of the nonexempt material requested along with the basis for the exemptions claimed and relied upon; or 4. Inform the requestor that the District does not possess, or is not the custodian of, the requested records; or 5. If prohibited by state or federal law from acknowledging whether the requested record exists or where acknowledging whether a requested record exists would result in the loss of federal benefits or imposition of another sanction, provide a written statement to that effect and citing the state or federal law relied upon, unless doing so would violate state or federal law; or 6. Provide a written statement that the District is still processing the request and a reasonable estimated date by which the District expects to complete its response based on the information currently available. D. If compliance with the above timeframes would be impracticable, the District shall, as soon as practicable and without unreasonable delay, acknowledge a public records request and complete the response to the request. Compliance may be impracticable for one or more of the following reasons: 1. Staff or volunteers necessary to complete a response to the request are unavailable as they are on leave, not scheduled to work, or otherwise unavailable; 2. Compliance would demonstrably impede the District s ability to perform other necessary services, or 3. The volume of records requests being simultaneously processed is overwhelming. Board Policy Handbook Page 5 45

46 SECTION 12.3 PUBLIC RECORDS (continued) In the event of a large request, the District may provide access for inspection and copying of records in installments. If within 30 days of the notice of availability of the responsive records, the requestor fails to inspect or claim an installment of records, the District may stop processing the remainder of the request and consider it closed. E. Records Exempt from Disclosure While the general policy of the District is to provide public access to its records, some records are exempt from disclosure. In the event a request for public records is denied because the records requested are exempt from disclosure, the District will provide the requestor with a written explanation for the denial. If the District asserts that one or more requested records are exempt from public disclosure, the requester will receive notice that it may seek review of the District s determination pursuant to ORS , , , , and F. Requests for Payment, Additional Information, or Clarification The District has established fees reasonably calculated to reimburse the District for its actual cost of making public records available. If the District provides a written estimate of the cost of completing a records request, or if the District seeks additional information or clarification from the requester to help facilitate the request, the timeframes set forth in Section C will be temporarily suspended. 1. The District will not assess a fee over 25 without first providing the requester with written notice of the estimated amount of the fee and the requester confirms that it desires the District to proceed with making the record available. If payment is not received within 60-days from the date notice is provided, the District will consider the request closed. 2. If the District seeks additional information or clarification regarding a request for public records from the requester, the timeframes set forth in Section C will be suspended until requester responds the inquiry. If no response is received by the District within 60-days of the inquiry, the District will consider the request closed. DATE: March 20, 2012 REVISED: April 24, 2018 REVIEWED: December 18, 2018May 22, 2018 Board Policy Handbook Page 6 46

47 SECTION 12.4 COPYRIGHTS AND PATENTS A. All publications, articles, equipment, audio and/or visual materials, and other items produced for District use with District time and funds by an employee(s) shall remain the property of the District. All rights to such property, copyrights, and/or patents shall be retained by the District. This policy also applies to providing contracted service or producing works for hire. B. In the event the articles are produced partly on District time, the District reserves the right to claim full ownership. The employee(s) may petition the District for assignment of copyright or patent rights. C. In the petition, the employee(s) shall provide the Board with full, complete, and timely information and disclosure with respect to any such item. The Board may then waive or relinquish any copyright or patent interest in the item within 90 days of such full disclosure by an employee(s). DATE: March 20, 2012 REVIEWED: May 22, December 18, December 18, 2018 Board Policy Handbook Page 7 47

48 SECTION 12.5 POLICY APPROVAL This is to certify that Business Operations, Section 12, policies , were duly adopted and approved by Board action on: Clark I. Balfour, President of the Board of the Board Brian J. CloptonGordon L. Hovies, Secretary APPROVED: December 18, 2018May 22, 2018 Board Policy Handbook Page 8 48

49 TUALATIN VALLEY FIRE AND RESCUE BUSINESS OPERATIONS SECTION 12 SECTION PAGE 12.1 Definitions Records Management Public Records Copyrights and Patents Policy Approval... 8 Board Policy Handbook Page 1 49

50 SECTION 12.1 DEFINITIONS As used in these sections, unless the context requires otherwise: A. Board of Directors or Board means the governing body of Tualatin Valley Fire and Rescue. B. District means Tualatin Valley Fire and Rescue. DATE: March 20, 2012 REVIEWED: December 18, 2018 Board Policy Handbook Page 2 50

51 SECTION 12.2 RECORDS MANAGEMENT A. Adequate documentation of the policies and activities of the District is essential to ensure continuation of the political subdivision and open, efficient conduct of public business. B. Retention of records created through the course of District business is the responsibility of each member of the District. Authority on the care, maintenance, and access of District Records lies with the Records Manager. C. At no time shall an original record of the District be permanently removed from the District s property, or the place at which the record is regularly maintained, except upon authorization of the Records Manager and Fire Chief or his designee. D. District records will be retained in accordance with the District s Records Retention Schedule and as required by public records laws and other retention mandates. Records will be destroyed in accordance with established District policy. E. The District will make every effort to identify and preserve records that may be subject to litigation, that have been requested by the public, or that have historical significance warranting preservation. F. The Records Manager will be notified immediately in the event the District receives a request for production or is placed under a litigation hold. DATE: March 20, 2012 REVISED: April 24, 2018 REVIEWED: December 18, 2018 Board Policy Handbook Page 3 51

52 SECTION 12.3 PUBLIC RECORDS A. Compliance The District recognizes that records created, prepared, owned, used, and maintained by the District are the property of the public and shall fully comply with Oregon Public Records Law. In the event of a Public Records Request, the following policy will apply: 1. Format of Request. The District accepts requests for public records in writing by mail, in person, or by and will make available a prescribed Public Records Request Form and procedure for requesting public records on its website. The District encourages paperless requests delivered by to records@tvfr.com when possible. 2. Acknowledgment. The District will acknowledge receipt of all public records requests received by the Records Manager or designee within 5 business days of receipt and will either confirm the District is the custodian of the requested record, inform the requestor the District is not the custodian of the requested record, or will notify the requester the District is uncertain whether the District is the custodian of the requested record. 3. Specificity of Request. In order to facilitate the public's access to records in the District's possession, and to avoid unnecessary expenditures of staff time, persons placing requests for public records must furnish adequate detail to enable District personnel to readily locate the records sought. The District will endeavor to assist all requestors with locating the records and information they seek, but is not required to create records in response to a request. 3. Access. The District shall permit inspection and examination of its records during regular business hours in the District's offices, or such other location as the District and the requestor may reasonably agree upon. Public records maintained in machine readable or electronic form shall be furnished, if available, in the form requested. If not available in the form requested, such records shall be made available in the form in which they are maintained. ORS [3] B. Fees for Public Records The District may charge a fee in order to recover its actual costs for responding to public records requests. All fees will be applied in accordance with the District s established fee schedule. Board Policy Handbook Page 4 52

53 SECTION 12.3 PUBLIC RECORDS (continued) C. Response to Requests for Public Records The District will respond to requests for public records as soon as practicable and without unreasonable delay. Within 15 business days of receipt of a written request by the Records Manager or designee, and unless otherwise provided by Section E below, the District will: 1. Provide access to or copies of all requested records within the possession or custody of the District that are not exempt from disclosure, or provide an explanation as to where the records are already publicly available; or 2. Assert that the requested records are exempt from disclosure and identify the exemptions relied upon; or 3. Separate out the exempt and nonexempt material and provide access to or copies of the nonexempt material requested along with the basis for the exemptions claimed and relied upon; or 4. Inform the requestor that the District does not possess, or is not the custodian of, the requested records; or 5. If prohibited by state or federal law from acknowledging whether the requested record exists or where acknowledging whether a requested record exists would result in the loss of federal benefits or imposition of another sanction, provide a written statement to that effect and citing the state or federal law relied upon, unless doing so would violate state or federal law; or 6. Provide a written statement that the District is still processing the request and a reasonable estimated date by which the District expects to complete its response based on the information currently available. D. If compliance with the above timeframes would be impracticable, the District shall, as soon as practicable and without unreasonable delay, acknowledge a public records request and complete the response to the request. Compliance may be impracticable for one or more of the following reasons: 1. Staff or volunteers necessary to complete a response to the request are unavailable as they are on leave, not scheduled to work, or otherwise unavailable; 2. Compliance would demonstrably impede the District s ability to perform other necessary services, or 3. The volume of records requests being simultaneously processed is overwhelming. Board Policy Handbook Page 5 53

54 SECTION 12.3 PUBLIC RECORDS (continued) In the event of a large request, the District may provide access for inspection and copying of records in installments. If within 30 days of the notice of availability of the responsive records, the requestor fails to inspect or claim an installment of records, the District may stop processing the remainder of the request and consider it closed. E. Records Exempt from Disclosure While the general policy of the District is to provide public access to its records, some records are exempt from disclosure. In the event a request for public records is denied because the records requested are exempt from disclosure, the District will provide the requestor with a written explanation for the denial. If the District asserts that one or more requested records are exempt from public disclosure, the requester will receive notice that it may seek review of the District s determination pursuant to ORS , , , , and F. Requests for Payment, Additional Information, or Clarification The District has established fees reasonably calculated to reimburse the District for its actual cost of making public records available. If the District provides a written estimate of the cost of completing a records request, or if the District seeks additional information or clarification from the requester to help facilitate the request, the timeframes set forth in Section C will be temporarily suspended. 1. The District will not assess a fee over 25 without first providing the requester with written notice of the estimated amount of the fee and the requester confirms that it desires the District to proceed with making the record available. If payment is not received within 60-days from the date notice is provided, the District will consider the request closed. 2. If the District seeks additional information or clarification regarding a request for public records from the requester, the timeframes set forth in Section C will be suspended until requester responds the inquiry. If no response is received by the District within 60-days of the inquiry, the District will consider the request closed. DATE: March 20, 2012 REVISED: April 24, 2018 REVIEWED: December 18, 2018 Board Policy Handbook Page 6 54

55 SECTION 12.4 COPYRIGHTS AND PATENTS A. All publications, articles, equipment, audio and/or visual materials, and other items produced for District use with District time and funds by an employee(s) shall remain the property of the District. All rights to such property, copyrights, and/or patents shall be retained by the District. This policy also applies to providing contracted service or producing works for hire. B. In the event the articles are produced partly on District time, the District reserves the right to claim full ownership. The employee(s) may petition the District for assignment of copyright or patent rights. C. In the petition, the employee(s) shall provide the Board with full, complete, and timely information and disclosure with respect to any such item. The Board may then waive or relinquish any copyright or patent interest in the item within 90 days of such full disclosure by an employee(s). DATE: March 20, 2012 REVIEWED: December 18, 2018 Board Policy Handbook Page 7 55

56 SECTION 12.5 POLICY APPROVAL This is to certify that Business Operations, Section 12, policies , were duly adopted and approved by Board action on: Clark I. Balfour, President of the Board Gordon L. Hovies, Secretary of the Board APPROVED: December 18, 2018 Board Policy Handbook Page 8 56

57 NEW BUSINESS 57

58 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: 2019 Legislative Process FOR AGENDA OF: December 18, 2018 APPROVED FOR AGENDA: DEPARTMENT OF ORIGIN: Fire Chief Mike Duyck Fire Chief s Office PROCEEDING: Discussion and Approval DATE SUBMITTED: December 12, 2018 EXHIBITS: None. CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: -0- AMOUNT BUDGETED: -0- APPROPRIATION REQUIRED: -0- BACKGROUND: The 2019 legislative session will begin January 22, Staff would like to discuss the process for the upcoming session to coordinate the Boards position on the Districts legislative agenda. Staff will also discuss the upcoming bills they feel are relevant to the extent they are aware of them. RECOMMENDED ACTION: Establish 2019 TVF&R legislative process. 58

59 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: Digital Vehicular Repeaters Purchase FOR AGENDA OF: December 18, 2018 APPROVED FOR AGENDA: Fire Chief Mike Duyck DEPARTMENT OF ORIGIN: Communications PROCEEDING: Discussion and Approval DATE SUBMITTED: December 11, 2018 EXHIBITS: CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: 143, AMOUNT BUDGETED: 150,000 APPROPRIATION REQUIRED: -0- BACKGROUND: The District created the Mobile Emergency Responder Radio Coverage (MERRC) Fund as an alternative to the requirements of Oregon Fire Code s Section 510. This section of the fire code normally requires businesses to install fixed, in-building emergency radio coverage systems in newly constructed large buildings lacking minimum emergency responder radio signal strength. The MERRC program allows developers to contribute to a District fund used to purchase and install mobile technology in lieu of requiring these fixed building systems bringing the communication solving solution to the scene. One of the primary technologies used to overcome radio reception challenges in large buildings is the Digital Vehicle Repeating System (DVRS) built by Futurecom Systems Group, integrated with Motorola Solutions. Washington County applied for a State Homeland Security Grant (SHSG) to purchase DVRS units for western Washington County fire agencies to enhance on-scene radio communications. To improve on-scene communications and help advance the success of this Grant the District agreed to match the regional plan by purchasing 12 DVRS units using the MERRC funds. The purchase of DVRS from Day Wireless, the authorized local dealer for Futurecom and Motorola, under a City of Portland cooperative purchasing contract (contract number 41105), awarded to Motorola Solutions. This competitively bid award provides the District with the best overall value. Motorola is the District established standard for radio communication equipment. RECOMMENDED ACTION: Award a contract to Day Wireless to purchase 12 Futurecom DVRS units for 143, PROPOSED MOTION: I move to approve the purchase as recommended by staff. 59

60 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: Logistics Facility Design-Build Contract FOR AGENDA OF: December 18, 2018 APPROVED FOR AGENDA: Fire Chief Mike Duyck DEPARTMENT OF ORIGIN: Fire Chief s Office PROCEEDING: Discussion and Approval DATE SUBMITTED: December 11, 2018 EXHIBITS: None CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: 741, AMOUNT BUDGETED: 1,500, APPROPRIATION REQUIRED: -0- BACKGROUND: On October 25, 2016 the Board approved the use of the Design-Build/Developer Led Alternative Contracting Method of selection to hire a qualified firm to construct the new Fleet and Supply Operations Facility (Logistics Facility). Two responders participated in Request for Proposal (RFP), the solicitation used to find a qualified firm to perform the services. Emerick Construction was awarded the RFP on December 1, 2016, and the staff at Emerick have been diligently working on this project without a contract. The work has been a collaborative effort with District staff; after the Hunziker and Wall Street locations did not develop, the District purchased the Avery Street site. This Design-Build contract includes the architectural firm working directly with Emerick Construction is intended to achieve a finalized design and construction schematics to develop a Guaranteed Maximum Price for the construction services necessary. RECOMMENDED ACTION: Authorize the Fire Chief or designee to enter into a design-build services contract with Emerick Construction for 741,119. PROPOSED MOTION: I move to authorize the Fire Chief or designee to enter into a design-build services contract as recommended to Emerick Construction Company. 60

61 CHIEF S REPORT A. Capital Project Update B. Property & General Liability Insurance C. Events Community Events 61

62 Capital Projects Update New Station 39 Permits have been received. The construction team is mobilizing on site. December 18,

63 Fleet, Supply & Logistics Facility Design work continues. December 18,