CC 2015-05-26_11a Input_Direction on FCFA Prelim Budget pRR0y0
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* JULY 10, ,a„ MEMORANDUM
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TO: CITY COUNCIL
FROM: ROBERT MCFALL, INTERIM CITY MANAGER
STEPHEN C. LIEBERMAN, FIRE CHIEF - FIVE CITIES FIRE AUTHORITY
SUBJECT: CONSIDERATION OF PROVIDING INPUT AND/OR DIRECTION TO THE
FIVE CITIES FIRE AUTHORITY ("FCFA") REPRESENTATIVE REGARDING
THE FCFA'S PRELIMINARY BUDGET FOR FY 2015/16
DATE: MAY 26, 2015
RECOMMENDATION:
Review the Five Cities Fire Authority ("FCFA") preliminary budget and provide input and/or
direction to the City's appointed Five Cities Fire Authority representative.
FINANCIAL IMPACT:
There is no financial impact related to the Council providing input and/or direction to the
City's appointed FCFA representative.
BACKGROUND:
At the May 12, 2015 Council meeting, staff was requested to place the FCFA preliminary
budget on an upcoming agenda, specifically to provide Council the opportunity Ito provide
input and/or direction regarding the preliminary budget to the FCFA representative. This
request was made in accordance with Section 8 of the City Council Operations Manual
entitled, "Guidelines for Council Direction on Items from Appointed Boards and
Committees."
Council members appointed to serve on regional and local boards and committees are
granted authority to make decisions in the best interest of the City as well as the general
public and interests served by the specific agency. Section 8 of the City Council Operations
Manual provides that prior to an item that meets certain criteria, which is scheduled to be
voted on by a board or committee that a member of the City Council has been appointed to,
is heard by the board or committee, the item should be placed on the City Council agenda
for direction and/or input. The FCFA preliminary budget item meets that criteria as it will
result in a financial impact to the City of over $10,000.
ANALYSIS OF ISSUES:
The FCFA Joint Powers Authority ("JPA") Board is currently considering the preliminary
budget for FY 2015/2016, as presented to the Board by the Fire Chief. The key points
under discussion are:
• Specific application of the cost allocation formula defined in the JPA, resulting in
Arroyo Grande assuming approximately 48% of the total operating budget, as
opposed to the previous 45%;
Item 11.a. - Page 1
CITY COUNCIL
CONSIDERATION OF PROVIDING COMMENTS TO THE FIVE CITIES FIRE AUTHORITY
("FCFA") REPRESENTATIVE REGARDING THE FIRE AUTHORITY'S PRELIMINARY
BUDGET FOR FY 2015/16
MAY 26, 2015
PAGE 2
• Consideration of an additional Battalion Chief position;
• Consideration of increasing the hourly rate for Fire Fighter Reserves; and
• Consideration of establishing a debt service schedule to replace one fire engine.
For Council's information, specific details of the requests are contained in the attached
Preliminary Budget proposal. Also attached is the JPA Board direction to the Fire Chief
from the May 15, 2015 meeting regarding the budget proposal.
At this point, the full budget request has been incorporated into the Arroyo Grande
preliminary budget to be considered by Council at its May 26, 2015 meeting for budget
implication and balancing purposes. Following the final determination by the FCFA JPA
Board, the budget will be adjusted accordingly for Council's final consideration.
Staff has no recommendations associated with this item, as it is intended solely for the
purpose of providing input and/or direction to the FCFA representative. Staff will be
available for any clarifying questions the City Council may have.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Review the FCFA Preliminary Budget and provide input and/or direction to the City's
appointed representative; or
2. Provide direction to staff.
ADVANTAGES:
The City Council has the opportunity to provide input and/or direction to the FCFA
representative with regard to the FCFA's preliminary budget for FY 2015/16.
DISADVANTAGES:
No disadvantages are identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, May 21, 2015. The Agenda and
staff report were posted on the City's website on Friday, May 22, 2015.
Attachments:
1. FCFA Preliminary Budget Staff Report
2. Board direction provided to the Fire Chief from May 15, 2015 Board Meeting on
Budget Proposal
Item 1 1.a. - Page 2
ATTACHMENT 1
MEMORANDUM
TO: FIVE CITIES FIRE AUTHORITY BOARD OF DIRECTORS
FROM: STEVE LIEBERMAN, FIRE CHIEF
DEBBIE MALICOAT, TREASURER
SUBJECT: CONSIDERATION OF PRELIMINARY BUDGET FOR FISCAL YEAR
2015-16.
DATE: MAY 15, 2015
RECOMMENDATION:
It is recommended the Board of Directors receive and provide direction on the preliminary
budget for fiscal year 2015-16.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The preliminary budget for fiscal year 2015-16 serves as a guideline to the budget to be
adopted in June 2015. The preliminary expenditure total of $3,921,500 includes the
addition of a Battalion Chief position and an increase in compensation for Reserve
Firefighters, as discussed in more detail.
BACKGROUND:
The proposed FY 2015-16 budget of $3,921,500 reflects slight changes to individual
non-staffing line item budgets based on staff's review of the ongoing operational needs
of the department and foreseeable one-time expenditures. The budget includes 19 full
time employees, two part-time employees and 28 Reserve Firefighters. A new Battalion
Chief position is included in the employee count, at an estimated cost of $175,500.
Additional information and discussion about this-position is provided later in this report.
The budget includes a reduction in contractual services of $49,200 from the previous
year, due primarily to the services previously related to the assessment election. An
increase of approximately $28,000 is anticipated in retirement expenses due to the
actuarial calculation of required contributions to CalPERS. In addition, with the
implementation of the Affordable Care Act and changes in employee coverage options,
health insurance contribution costs are expected to increase by $30,600.
The budget anticipates an unexpended savings from FY 2014-15 non-staffing line items
of approximately $178,400. This savings is expected to be offset by additional staffing
costs of approximately $221,000 due to several factors including unanticipated
unemployment costs for the SAFER grant-funded employees that were laid off during
the fiscal year, the unexpected non-work injury of a Captain that requires backfilling his
shifts by another employee at the overtime pay rate, and the current Acting Battalion
Chief position.
Item 11.a. - Page 3
FIVE CITIES FIRE AUTHORITY BOARD OF DIRECTORS
PRELIMINARY BUDGET FY 2015-16
MAY 16, 2015
PAGE 2
At the inception of the JPA, costs were allocated 45% to Arroyo Grande, 35% to Grover
Beach, and 20% to Oceano. Since that time, contributions have continued to be
allocated based on the 45/35/20 split. However, this year, staff proposes to utilize the
allocation formula in the JPA agreement. The JPA agreement uses a four-part allocation
formula with 25% of the costs spread to the partner agencies based on proportion of
population, 25% based on proportion of assessed property values, 25% based on a
fixed proportion, and 25% based on proportion of service calls.
After applying the allocation formula, the proportional share for each community has
adjusted slightly to 48% to Arroyo Grande, 33% to Grover Beach and 19% to Oceano.
Each jurisdiction's contributions are as follows:
FY 2014-15 FY 2015-16 Increase $1
Arroyo Grande $1,582,448 $1,846,838 $264,390 / 17%
Grover Beach 1,230,793 1,283,895 53,102 /4%
OCSD 723,710 754,667 30,957 /4%
Should there be no unforeseen major expenses in FY 2015-16 the Authority will have
an ending fund balance of approximately $224,100. This fund balance reflects a
reserve of approximately 6% of ongoing expenditures. This is below the Board's goal of
a 15% reserve.
Significant budget changes from the previous fiscal year include the addition of a
Battalion Chief position and an increase to the pay rates for Reserve Firefighters as
discussed in more detail below.
Battalion Chief
The Five Cities Fire Authority is served by one Battalion Chief, responsible for training,
operations, emergency management and operations, development of policies and
procedures, supervision of all personnel and duty coverage 24x7x365. The fire
prevention program is assigned to a Fire Captain who also is responsible for an engine
company shift schedule. Other program assignments which include communications
and technology, fleet management, employee scheduling, maintenance, repair, and
replacement of personal protective and other equipment have been pushed down to the
Captain and Engineer levels due to staffing constraints and workload requirements. This
added workload on the Captain and Engineer classification has caused a scheduling
conflict with required national and state training-requirements.
During the recent Fire Chief recruitment, an "Acting Battalion Chief' was created to
assist the interim Fire Chief with management responsibilities and duty coverage. This
interim program created a vacant Captain's position which in turn offered a career
development opportunity by allowing Engineers to rotate into the vacant Captain's
Item 11.a. - Page 4
FIVE CITIES FIRE AUTHORITY BOARD OF DIRECTORS
PRELIMINARY BUDGET FY 2015-16
MAY 15, 2015
PAGE 3
position. This program is currently in place, providing two Battalion Chief level personnel
to share workload and duty coverage.
After observing workflow, program management and related productivity, and
interviewing over 50% of the staff, the Fire Chief has determined the need for a second
Battalion Chief position. A second mid level management employee will enhance
productivity and oversight in these areas:
• Focused employee supervision, evaluation, and coaching with an appropriate
span of management control
• Assumption of program responsibility from shift-based suppression personnel
• Direct management of the fire prevention program, including plan review,
inspection coordination, cost recovery and overall expansion of inspection
program with a continued goal of risk mitigation
• Assume lead responsibility for developing a community-wide disaster
preparedness and public education program
• Perform role of Public Information Officer as directed by Fire Chief
• Perform emergency management function to support City Emergency Operation
Center activation
• Shared Duty Coverage with existing Battalion Chief, commanding emergency
operations
While both management and represented personnel support this addition to staff, other
alternatives exist for Board consideration. The existing "Acting Battalion Chief'
assignment could be extended at an annual cost estimated at $120,000. Risk
associated with this option include continued overtime for backfilling an open Captain's
position, the potential that no other interested candidate exists for this rotational
assignment, and that the FCFA is reducing suppression personnel by leaving a
Captain's position unfilled.
Another alternative would be to not continue the acting position and to rely on the
existing Battalion Chief and Fire Chief to absorb additional workload and share duty
coverage. While this alternative would result in the most favorable cost impact to the
organization, a failure to fill the additional Battalion Chief position would result in a
continued "reactive" operational approach to management of the organization, and
require that program management responsibilities continue at the suppression staff
level.
Reserve Firefighters
The "Firefighter" job classification is filled by part time employees. Minimum job
qualifications for this critical position include: successful completion of an accredited fire
academy and a valid California Emergency Medical Technician (EMT) card.
This position has significant employee retention challenges. Recruitment efforts that in
the past yielded 10-15 applications are currently resulting in 5-6 applications. Further
Item 11.a. - Page 5
FIVE CITIES FIRE AUTHORITY BOARD OF DIRECTORS
PRELIMINARY BUDGET FY 2015-16
MAY 16, 2015
PAGE 4
screening and successful completion of a Live Scan fingerprinting process has reduced
viable candidates.
The current hourly pay scale is:
Probationary $10/hour
Firefighter $11/hour
Driver/Operator $12/hour
Recent payroll surveys have indicated that this hourly rate is not competitive with fast
food positions, yet the Firefighter position requires a specific skill set and the ability to
perform arduous tasks in stressful situations. An hourly increase would assist in both
recruitment and retention of this critical position. Staff recommends an increase of$2.00
per hour with a plan to review and adjust the rate in the subsequent budget period
(2016/2017). Based on budget assumptions that the reserve firefighter program requires
approximately 30,000 hours annually for coverage, the total impact to the organization
is $60,000.
Looking toward the future
There are several changes that could occur that would result in amendments to the FY
2015-16 budget. First, the Authority's long-term need for unified dispatching service is
not addressed in the preliminary 2015-16 budget. Currently Arroyo Grande and Oceano
independently contract with Grover Beach for dispatching services. The FCFA budget
does not include these costs. It is anticipated that during the fiscal year, staff will move
forward with a resolution to this issue.
Second, during the fiscal year, the Fire Chief anticipates engaging the services of a
qualified consultant to assist in the preparation of a strategic plan for the organization.
Any recommendations or changes that arise as a result of that strategic plan are not
anticipated in the current budget and may not be able to be accommodated without
amending the budget.
Third, the budget does not provide funding for equipment or apparatus replacements
that will be necessary in the future. The current fund balance may be sufficient to
provide for the repair or replacement of an unanticipated equipment failure; however it is
not sufficient to provide for the ongoing and recurrent need to replace equipment and
apparatus,
Replacement Fire Engine
As previously reported by staff, fire engines should remain in service for 15-20 years
(with the last five years of service in reserve status). The FCFA fleet has two engines
that will be 20 years old in 2016, and one engine which will be 12 years old in 2016. The
third engine was manufactured by a company that is no longer in business and requires
proprietary parts which are both expensive and difficult to source.
Item 11.a. - Page 6
FIVE CITIES FIRE AUTHORITY BOARD OF DIRECTORS
PRELIMINARY BUDGET FY 2015-16
MAY 15, 2015
PAGE 6
The FCFA JPA partners have current debt service related to the acquisition of Truck 5.
This $1 million vehicle was 75% funded with a federal grant, and the JPA partners
incurred debt service to pay off the remaining $250,000. One annual debt service
payment remains in the amount of $38,500, payable in FY 2015-16. Initial estimates for
a replacement fire engine range from $525,000 to $575,000. A 10-year lease/purchase
contract would require an annual debt service payment of approximately $69,000 for a
ten year period with no down payment. Once ordered, the fire engine will be delivered
after an 8-month build, and the first payment would be due in the 12th month.
If a replacement vehicle is not ordered, the aging fleet will continue to require a
substantial investment in maintenance.
ALTERNATIVES:
The following alternatives are provided for Board of Directors consideration:
1. Approve staff recommendation;
2. Do not approve staff recommendation; or
3. Provide direction to staff.
ADVANTAGES:
The preliminary FY 2015-16 budget provides for the immediate needs of the Authority.
DISADVANTAGES:
The preliminary FY 2015-16 budget does not provide for the long term needs of the
Authority.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in accordance with the Brown Act on Tuesday, May 12, 2015,
in front of the following buildings: Arroyo Grande City Hall, 300 E. Branch Street, Arroyo
Grande; Headquarters — Station 66, 140 Traffic Way, Arroyo Grande; Grover Beach City
Hall, 154 S. 8t' Street, Grover Beach; Station 68, 701 Rockaway Avenue, Grover
Beach; and Oceano Community Services District, 1655 Front Street, Oceano. The
Agenda and report were posted on the Authority's website on Tuesday, May 12, 2015.
No public comments were received.
ATTACHMENTS:
Preliminary Budget
Item 1 Il.a. - Page 7
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ATTACHMENT 2
Memorandum
20io,
To: Robert McFall, Interim City Manager
Cc: Five Cities Fire Authority Board Members:
Barbara Harmon,John Shoals, Karen White,
Board Treasurer Debbie Malicoat
From: Stephen Lieberman, Fire Chief/ Executive Officer
Date: May 20, 2015
Subject: Notes from Audio Recording- Five Cities Fire Authority Board Direction to Fire
Chief, May 15 2015 Meeting
Good afternoon Bob. As requested, listed below is the "Board Direction" to me at the
conclusion of the 5/15/15 FCFA Board Meeting staff report on the preliminary budget.
The draft minutes for the meeting have not been prepared as of this date. FCFA staff has
contacted the manufacturer of the audio compression software that was recently purchased in
order to post recordings to the FCFA web site as the file size of the 5/15/15 recording is
precluding staff from uploading the file to the web site.
Board Direction related to preliminary 2015/2016 FCFA Budget:
1) Include more comprehensive budget assumptions
2) Move forward with enhanced internal controls for expenditure tracking (Mutual Aid/Strike
Team overtime expenditure as compared with Mutual Aid /Strike Team reimbursement,
develop spreadsheet to accompany Firehouse database tracking vehicle maintenance)
3) Continue to scrutinize line item expenditures
I will be preparing a comprehensive budget document for FCFA Board review at the regularly
scheduled June 19, 2015 meeting that includes these items.
Please contact me with any questions or if you desire additional information.
Item 11.a. - Page 14