Eastside Fire & Rescue Board of Directors Regular Meeting Agenda November 10, 2016, 4 p.m. Regular Meeting Headquarters, 175 Newport Way NW Issaquah, WA 98027 CALL TO ORDER, ROLL CALL AND FLAG SALUTE SPECIAL PRESENTATIONS/RECOGNITION Introduction of Lateral Hires (JP) PUBLIC COMMENT CONSENT AGENDA For Approval 1. Agenda Bill 2016-36 Approval of Board Minutes and Financial Recap... Page 2 1.1. Minutes Regular Board meeting 10/13/16... Page 3 COMMITTEE MEETING REPORTS 1. Finance and Administrative (no meeting held) 2. Ad-Hoc Eastside RFA Planning Committee (MM)... Page 7 FIRE CHIEF BRIEFING NEW BUSINESS 1. Agenda Bill 2016-37 Liability Reserve Fund Budget 2016... Page 9 2. Staffing Policy briefing (JC)... Page 10 3. Exempt Policy briefing (JC) 4. Transport Pilot briefing (RB) GENERAL ADMINISTRATIVE REPORTS For Information 1. Revenue Expense Report (handout will be provided at meeting) 2. Activity Report... Page 13 GOOD OF THE ORDER EXECUTIVE SESSION CALENDAR REVIEW FAC November 16, 2016, 2:30 p.m., Headquarters (Date change due to Holiday) EF&R Board December 8, 2016, 4 p.m., Headquarters SIGNING OF THE DOCUMENTS ADJOURN MEETING Page 1 of 17
Eastside Fire & Rescue Board of Directors AGENDA BILL 2016-36 November 10, 2016 SUBJECT: October 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 42.24.080) 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 42.24.180). 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: $1,380,191.72 Amount Budgeted: $1,380,191.72 Fund Utilized: General Fund ADMINISTRATION S RECOMMENDATION: Approve the attached Minutes and Financial Recap. RECOMMENDED MOTION: Move to approve the 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: 11/2/16 Action: Date: 11/10/16 Motion By: 2 nd : Board Secretary: Page 2 of 17
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 EASTSIDE FIRE & RESCUE BOARD OF DIRECTORS REGULAR MEETING October 13, 2016 4 p.m. The regular meeting of the Board of Directors of Eastside Fire & Rescue was held on October 13, 2016, at Eastside Fire & Rescue Headquarters, 175 Newport Way NW, Issaquah, WA. PRESENT: Board Chair Alan Gothelf (City of North Bend) Board Director Paul Winterstein (City of Issaquah) Board Director Chris Dahline (Fire District 38) Board Director Larry Rude (Fire District 10) Board Director Mike Mitchell (Fire District 10) Board Director Bob Keller (City of Sammamish) Board Director Ramiro Valderrama (City of Sammamish) (late arrival) Board Director Mary Lou Pauly (City of Issaquah) (late arrival) STAFF: Fire Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Jon Parkinson Deputy Chief Rich Burke Budget Finance Analyst Scott Faires Executive Administrative Assistant Jamie Formisano Administrative Assistant Jay Hart AUDIENCE: Commissioner Alan Martin (District 10) Commissioner Don Smith (District 10) Dean dealteriis (Vice President, Local 2878) Beth Goldberg, City of Sammamish Christina Ericksen (City of Issaquah) ABSENT: 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 RECOGNITION: Firefighter Jim Bubba Smith Retirement Recognition Mission Moment: Fallen Firefighter Memorial honoring FF Mike VanDenBergh PUBLIC COMMENT: Local 2878 Union Vice President Dean dealteriis briefed on the following; thank you for the support of the fundraiser for MDA, thank you for participating in Fireground 101 this Saturday, briefed on the Local s support of the RFA. CONSENT AGENDA: Page 3 of 17
51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 IT WAS MOVED BY DIRECTOR WINTERSTEIN, SECONDED BY DIRECTOR RUDE TO: Approve the Consent Agenda. Discussion ensued. MOTION CARRIED, 7-0. 1. Agenda Bill 2016-30 Approval of Board Minutes, Special Meeting Minutes, and Financial Recap 2. Agenda Bill 2016-31 Transport Write off Request COMMITTEE REPORTS: 1. Finance and Administrative Committee: The committee completed a review of the Revenue and Budget, the Five Year Budget projection and the Budget Finance Policy for recommended approval to the EF&R Board. 2. RFA Planning Committee: The committee is moving forward with education during community meetings and thanked the Local for their continued support. FIRE CHIEF BRIEFING: Fire Chief Clark briefed the Board on the Five Year Budget Projection; briefed on a Firefighter who is transferring to Spokane Fire; State Auditor on-site auditing the 2014 2015 budget; current status of Lateral and entry level recruitment; PFOS update, which includes EF&R hiring an Environmental Attorney and collaborating with Sam Platt and the City of Issaquah to establish an MOU; Structure fire this afternoon; rescheduled Fireground 101 due to extreme weather conditions. NEW BUSINESS: 1. Agenda Bill 2016-32 2017 Revenue and Expense Budget: Chief provided a high level overview of the Revenue and Expense Budget and the Overtime Strategy (handout). IT WAS MOVED BY DIRECTOR KELLER, SECONDED BY DIRECTOR VALDERRAMA TO: Approve the motion as presented. Discussion ensued. A future conversation will take place regarding the D10 Administrative Assistant funds. Motion Carried 8-0. 2. Agenda Bill 2016-33 EFR Board of Directors Policy 0002 (Budget Management and Reserve Policies: IT WAS MOVED BY DIRECTOR PAULY, SECONDED BY DIRECTOR KELLER TO: Approve the motion as presented. Chief provided a high level overview and clarified 7.7.1 effective date. Discussion ensued. Motion Carried 8-0. 3. Agenda Bill 2016-34 2017-2021 Strategic Plan: IT WAS MOVED BY DIRECTOR PAULY, SECONDED BY DIRECTOR DAHLINE TO: Approve the motion as presented. Chief provided a high level overview of the plan. Discussion ensued. Motion Carried 8 0. 4. Agenda Bill 2016-35 Surplus Vehicle Equipment: IT WAS MOVED BY DIRECTOR PAULY, SECONDED BY DIRECTOR RUDE TO: Approve the motion as presented. Discussion ensued. Motion Carried 8 0. GENERAL ADMINISTRATIVE DISCUSSION: 1. Revenue and Expense Report: Report included in the packet. 2. Activity Report: Report included in the packet. GOOD OF THE ORDER: Director Valderrama visited the Renton EOC and discussed access issues to the cities in an emergency situation. He also expressed a desire to have the EF&R Board discuss how Page 4 of 17
101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 we can influence the State of Washington s prioritization process in times of disaster to ensure that Eastside communities receive a timely response from the State. EXECUTIVE SESSION: CALENDAR REVIEW: EF&R Board November 10, 2016, 4 p.m., Headquarters RFA Community Meeting October 19, 2016, 7 p.m., Station 78 RFA Planning Committee October 20, 2016, 6 p.m., Station 87 RFA Community Meeting October 20, 2016, 7 p.m., Station 87 FAC 4th Wednesday, 12:30 p.m., Headquarters (pending Agenda items from EF&R Board) Fireground 101 October 15, 2016, 8 a.m., Bellevue Training Center (CANCELLED due to weather conditions) ADJOURNMENT: Chair Gothelf adjourned the meeting at 5:12 p.m. SIGNING OF DOCUMENTS: Board Director Board Director Board Director Board Director Board Director Board Director Board Director Board Director Page 5 of 17
Eastside Fire & Rescue Monthly Financial Recap November 10, 2016 To inform the Board of Directors that the Chief, BFA, or Controller had approved the following for payment: Blanket Voucher No. Paid Date Description General 101100010 2016 92 October 10, 2016 10/10/16 career & volunteer payroll deductions 2016 93 October 14, 2016 Weekly vendor invoices 2016 94 October 25,2016 10/25/16 career payroll deductions 2016 95 October 28,2016 Weekly vendor invoices Amount $13,354.35 $222,490.30 $13,064.87 $44,748.46 General Fund Total: $293,657.98 CFMF 101103010 2016 91 October 11, 2016 Vendor invoice $29,773.05 CFMF Total: $29,773.05 ERF 101106030 ERF Total $0.00 ACH Transfers Paid Date Description General 101100010 2016 118 October 11,2016 10/10/16 payroll funding 2016 119 October 11, 2016 10/10/16 payroll taxes 2016 120 October 11, 2016 10/10/16 payroll FSA & DCA contributions 2016 121 October 12, 2016 10/10/16 payroll 457 & loan contributions 2016 122 October 11,2016 10/10/16 payroll DCP payment 2016 123 October 12,2016 Sept 2016 DRS payment 2016 124 October 20,2016 Q3 2016 L&I payment 2016 125 October 25,2016 10/25/16 payroll taxes 2016 126 November 2,2016 10/25/16 payroll DCP payment 2016 127 November 2,2016 10/25/16 payroll FSA & DCA contributions Amount $456,783.50 $103,753.06 $1,629.16 $69,871.44 $3,494.27 $187,867.18 $126,372.88 $101,865.77 $3,494.27 $1,629.16 General Fund Total: $1,056,760.69 CFMF 101103010 SERRA 101106010 ERF 101106030 CFMF Total: $0.00 SERRA Total: $0.00 EFR Total: $0.00 Revolving Fund HRA 101106050 Revolving Fund Total: $0.00 HRA Fund Total: $0.00 HRA US Bank HRA US Bank Total: $0.00 Expense Summary Tracking $1,380,191.72 Page 6 of 17
KING COUNTY FIRE PROTECTION DISTRICTS NO. 10 AND 38 REGIONAL FIRE AUTHORITY PLANNING COMMITTEE Meeting Minutes October 20, 2016 A special meeting of the King County Fire Districts 10 and 38 Regional Fire Authority (RFA) Planning Committee was held October 20, 2016, at 6:00 p.m., at EF&R Station 87, located at 500 Maloney Grove Ave SE, North Bend, WA 98045. Present: Commissioner Mike Mitchell (District 10) Commissioner Larry Rude (District 10) Commissioner Don Smith (District 10) Commissioner Ron Pedee (District 38) Commissioner Matt Talbot (District 38) Commissioner Chris Dahline (District 38) Fire Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Jon Parkinson District Secretary Trina Smith (District 38) Audience: Absent: None None Call to Order: Commissioner Mitchell called the meeting to order at 6:05 p.m. Approval of Minutes 9/15/16: Commissioner Pedee moved to approve the September 15, 2016 Minutes, second by Commissioner Rudy. All approved New Business: 1. Status of Public Relations Activity: a. The committee discussed the efforts to better inform the community, including mail outs and discussions by the Chief and staff. Of the three public meetings held, Maple Hills was the most successful. It was hoped that the lack of attendance was a sign that most of the public was well informed. 2. Discussion: Community Feedback: a. Commissioner Pedee asked if staff had fielded any issues regarding the RFA. There have been none. b. Commissioner Mitchell asked several media editors if he could answer any questions. There was no interest. 3. Next Step if RFA Ballot Passes: Page 7 of 17
a. Commissioner Pedee suggested that the committee should write letters to the editors thanking the voters for their confidence and thanking all who worked toward the passage. We also need to give special thanks to the Pro-Committee and the Firefighters Local Union. b. Commissioner Smith noted we should write operational policies for the newly formed RFA. c. It was noted that we should invite Counselor Brian Snure to our first meeting after passage on November 17, 2016. Action Items: Thank you letters regardless of the outcome. Adjourn: 6:38 PM NEXT MEETING: November 17, 2016 Page 8 of 17
Eastside Fire & Rescue Board of Directors AGENDA BILL 2016-37 November 10, 2016 SUBJECT: Budget Amendment Liability Reserve Fund SUMMARY STATEMENT: Board Administrative Policy 0002, Budget Management and Reserve Policies, authorized the creation of a liability reserve fund to be used to cover vacation leave balance and sick leave balance cash outs as well as employee retirement/vacancy replacement costs. To establish the budget for the liability reserve fund and meet the needs for 2016, the Administration is requesting that a budget of $525,662 to be established. The 2016 funds to cover this budget request comes from the Snoqualmie Tribe Contract revenue and Transport revenue in excess of the amount budgeted for 2016. Expenditure Required: $525,662 Amount Budgeted: $0 New Budget: N/A Fund Utilized: Operating Fund ADMINISTRATION S RECOMMENDATION: Authorize the budget amount of $525,662 for the Liability Reserve Fund. RECOMMENDED MOTION: Move to amend and increase the 2016 Operating Budget by $525,662 and increase it from 24,386,180.10 to 24,911,842.10 ALTERNATIVE(S): 1) Increase the Liability Reserve Fund Budget by more or less. EXHIBITS: None. Originator: SF Administrative Review: 11/02/16 Action: Date: 11/10/16 Motion By: 2 nd : Board Secretary: Page 9 of 17
EASTSIDE FIRE & RESCUE ADMINISTRATIVE POLICY AND PROCEDURES/GUIDELINES SUBJECT: Minimum Staffing Policy Policy Number: 2401 Approved By: EF&R Directors Effective Date: 1/1/2017 Revised: 3/29/11, 4/17/15, 12/23/15, 1/1/17 Pages: 3 Attachments: 0 1 Purpose 1.1 To provide guidelines for the provision of minimum staffing levels. 1.2 To establish a consistent process regarding the order of callback in order to fill to desired staffing levels. 2 Reference 3 Responsibility 3.1 The Board of Directors establishes the minimum staffing level. 3.2 All employees shall be familiar with and adhere to this policy. 4 Policy 4.1 Stations shall be staffed in accordance with Fire Chief direction. 5 Procedures/Guidelines 5.1 All career fire stations shall have a minimum of one dedicated-staffed engine or ladder company assigned. 5.2 An officer and two firefighters constitute minimum staffing, twenty-four hours a day and seven days a week, for an engine or ladder company (currently housed at stations: 71, 72, 73, 78, 81, 82, 83, 85, and 87). 5.3 Minimum staffing for a dedicated Aid Car is two firefighters (currently none). 5.4 A Battalion Chief (BC) (or other officer acting as the BC) shall be onduty at all times. 5.5 At least five (not including the BC) commissioned company officers shall be on-duty at all times. 5.6 Whenever there is greater than minimum staffing, without incurring overtime, the following staffing plan is implemented: +1 Increase staffing at station 72 +2 Add Staffed Aid Car at Station 72 Page 10 of 17
+3 Increase Staffing at Station 72 Add Staffed Aid Car at Station 72 +4 Add Staffed Aid Car at Station 72 Add Staffed Aid Car at Station 83 +5 Increase Staffing at Station 72 Add Staffed Aid Car at Station 72 Add Staffed Aid Car at Station 83 5.6.1 This plan may be altered at the direction of the Fire Chief or designee. 5.7 Floaters, debit firefighters, and debit company officers shall be used first as replacement maintain minimum staffing. 5.7.1 Company officers on debit may be used as a firefighter. 5.7.1.1 The regularly assigned company officer on shift shall remain in charge. 5.7.1.2 Company officers on debit will not fill the driver position unless he/she has successfully completed the most recent driver/operator training. 5.8 The Fire Chief s top service priority is to maintain minimum staffing levels. The Fire Chief shall maintain minimum staffing levels utilizing financial resources outlined in Board Policy 002. 5.9 The Deputy Chief of Operations is responsible for coordinating the management of personnel to maintain minimum staffing levels. 5.10 When staffing is above minimum, vacancies shall be filled first (if possible) through the upgrade/movement process. 5.11 When staffing falls below minimum, vacancies shall be filled as follows: 5.11.1 Greater than 14 days 5.11.2 Battalion Chief 1. BC on debit day 2. Backfill Overtime BC 3. Backfill Overtime Captain 5.11.3 Company Officer 1. Company Officer on debit day 2. Acting Officer (qualified to work where the vacancy occurred) 3. Backfill Overtime Company Officer Page 11 of 17
5.11.4 Firefighter 1. Firefighter on debit day 2. Company Officer on debit day 3. Backfill Overtime Firefighter 5.11.5 14 days or less (No Downgrades) 5.11.6 Battalion Chief 1. BC on debit day 2. Backfill Overtime BC 3. Backfill Overtime Captain 5.11.7 Company Officer 1. Company officer on debit day 2. Backfill Overtime Company Officer 5.11.8 Firefighter 1. Firefighter on debit day 2. Backfill Overtime firefighter 5.12 Mandatory callback is instituted when voluntary means to return to work have not produced required staffing levels. 5.12.1 The officer or designee conducting the callback for firefighters/officers is operating under the direction of the Deputy Chief of Operations or designee and is authorized to assign a mandatory shift. 5.12.2 The employee assigned a mandatory shift is obligated to report for duty as soon as possible, but shall report within two hours from the time of notification, or secure a substitute to fill the assignment who shall report for duty as soon as possible but within two hours from the original mandatory notification. (The BC shall hold over an employee to bridge the gap while waiting for an employee to report under mandatory assignment.) 5.13 During times when an employee must be released from duty prior to securing a replacement and minimum staffing levels are compromised: 5.13.1 Staffing may be decreased to two at the station(if staffing is below three an engine or ladder cannot be operated and therefore all responses will be handled in the Aid Car until staffing is back to minimum), or 5.13.2 Staffing may be augmented by volunteers. Page 12 of 17
District 10, Current and 5 Year Incident History Month of October Only 220 200 180 182 160 140 120 108 134 158 156 121 100 80 2011 8 71 3 3 4 19 108 2012 14 105 14 0 7 42 182 2013 11 90 2 2 10 19 134 2014 20 86 6 1 12 33 158 2015 19 92 27 4 14 0 156 2016 11 72 22 1 12 3 121 Year to Date through October 1900 1700 1500 1300 1481 1572 1480 1383 1534 1197 1100 900 2011 157 925 51 20 67 261 1481 2012 130 945 96 16 84 301 1572 2013 127 915 85 22 88 243 1480 2014 108 851 66 16 103 239 1383 2015 150 970 223 27 136 28 1534 2016 96 734 174 22 133 38 1197 Page 13 of 17
District 38, Current and 5 Year Incident History Month of October Only 60 55 50 47 50 50 51 45 40 35 41 30 28 25 20 2011 1 18 2 0 3 4 28 2012 2 17 6 0 5 17 47 2013 3 32 0 1 2 12 50 2014 4 21 2 1 2 11 41 2015 0 34 11 1 3 1 50 2016 1 35 4 3 3 5 51 700 Year to Date through October 650 600 550 556 500 450 400 401 438 410 458 447 350 300 2011 10 261 35 6 17 72 401 2012 9 243 39 8 28 111 438 2013 13 238 49 7 17 86 410 2014 14 262 34 10 21 117 458 2015 10 281 93 10 38 15 447 2016 29 383 71 15 32 26 556 Page 14 of 17
City of Issaquah, Current and 5 Year Incident History Month of October Only 490 440 400 390 352 340 290 311 299 311 240 190 180 140 2011 17 129 1 1 4 28 180 2012 24 229 7 1 10 40 311 2013 39 208 2 1 8 41 299 2014 41 223 3 2 14 28 311 2015 39 277 11 2 15 8 352 2016 54 301 13 5 20 7 400 Year to Date through October 3810 3310 3192 3369 2810 2750 2825 2950 2418 2310 1810 2011 283 1696 39 11 67 322 2418 2012 281 1946 51 25 101 346 2750 2013 295 2010 59 13 87 361 2825 2014 307 2155 45 21 85 337 2950 2015 353 2394 210 33 131 71 3192 2016 324 2621 175 45 127 77 3369 Page 15 of 17
City of North Bend, Current and 5 Year Incident History 90 Month of October Only 80 74 70 65 68 67 60 50 59 40 33 30 20 2011 5 21 2 0 1 4 33 2012 11 41 3 1 0 9 65 2013 4 44 4 2 3 11 68 2014 5 42 1 0 0 11 59 2015 12 52 1 0 1 1 67 2016 11 57 2 0 3 1 74 860 Year to Date through October 760 699 660 560 565 604 639 622 460 475 360 2011 35 347 23 4 13 53 475 2012 54 404 19 7 12 69 565 2013 37 440 23 6 16 82 604 2014 38 463 19 8 18 93 639 2015 59 470 54 10 12 17 622 2016 46 557 40 14 24 18 699 Page 16 of 17
City of Sammamish Current and 5 Year Incident History Month of October Only 230 210 194 190 170 150 135 170 141 130 119 110 90 90 70 2011 11 60 3 0 2 14 90 2012 15 93 4 1 3 19 135 2013 19 80 1 1 1 17 119 2014 33 92 2 2 9 32 170 2015 19 92 12 1 8 9 141 2016 42 116 11 6 14 5 194 Year to Date through October 2180 1980 1798 1780 1580 1434 1430 1380 1328 1310 1314 1180 980 2011 168 905 55 27 39 240 1434 2012 155 881 51 12 36 193 1328 2013 189 860 33 20 37 171 1310 2014 174 841 41 17 41 200 1314 2015 185 947 169 24 53 52 1430 2016 259 1227 132 48 67 65 1798 Page 17 of 17