HIGHLANDS RANCH METROPOLITAN DISTRICT REGULAR BOARD MEETING MINUTES 62 W. PLAZA DRIVE HIGHLANDS RANCH, CO May 26, 2015

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1 HIGHLANDS RANCH METROPOLITAN DISTRICT REGULAR BOARD MEETING MINUTES 62 W. PLAZA DRIVE HIGHLANDS RANCH, CO May 26, 2015 Allen Dreher called the Board meeting of the Highlands Ranch Metropolitan District to order at 6:30 p.m. The Pledge of Allegiance was recited. Roll call was taken Board of Directors: (Chairman in bold face: * = absence; **=excused absence) Rick Owens** Vicky Starkey** Allen Dreher Carolyn Schierholz Nancy Smith Renee Anderson Jim Worley STAFF Terry Nolan, General Manager David Hahn, Attorney Jeff Case, Director of Public Works Carrie Ward, Director of Parks, Recreation & Open Space Stephanie Stanley, Financial Reporting Analyst Sherry Eppers, Community Relations Manager Forrest Dykstra, Manager of Developmental Engineering Camille Mitchell, Administrative Assistant OTHERS John Kaufman, CWSD General Manager Chief Roland (Ro) Seno, LFR Chief Christopher Armstrong, LFR Chief Jeff Tasker, LFR Tracie Macbeth, LFR Tammy Clausen, Douglas County Library John Kilrow, Met. 5 Taryn Walker, Highlands Ranch Herald Highlands Ranch Residents John Mezger, Steve Morris, and Dave Albert Special Presentations Chief Roland (Ro) Seno was among the first 100 residents of Highlands Ranch and has worked for Littleton Fire Rescue for 41.5 years. Ro will be retiring June 12, 2015 and wanted to say farewell to Highlands Ranch Board of Directors and say thank you for providing a great community and job opportunities for him and his family. Allen Dreher expressed the Board s gratitude for his service to the community.

2 Board Meeting Minutes May 26, 2015 Page 2 Chief Christopher Armstrong addressed concerns regarding Littleton Fire Rescue s (LFR) response times. The Board acknowledged the necessity for evaluation of immediate needs to meet short term gaps. They asked Chief Armstrong to let the Board know specifically what LFR needs. (Addendum #1) Public Comments or Questions Steve Morris and Dave Albert with Falcon Hills South (FHS) Board of Directors spoke to the Board about the Metro owned tract of land in front of and adjacent to their neighborhood, the fence adjacent to their property, the trees and landscaping on that tract of land and costs associated with the ownership and maintenance of these items. Regarding these concerns, Jim Worley asked Carrie Ward for three maps or photo simulations as follows. 1. The current fence and landscaping and the associated costs. 2. Our proposed changes and the associated costs. 3. FHS s proposed changes and the associated costs. Jim requested these graphics to be presented to the Board at the next study session. Reaffirmation of Disclosure No changes Staff Presentations Carrie Ward gave an overview of the Highlands Ranch Interpretive Master Plan progress. (Addendum #2) Discussion Items Regarding Citizen Philip Cullen s request to change the Citizen Rules of Engagement, the Board agreed to keep the current rules as they are, but directed staff to indicate the time limit on the sign-in sheets. Approval of Board Meeting Minutes 04/28/15 (Worley/Smith) motion passed Schierholz was not at previous Board meeting, therefore abstained. Received and Filed Study Session Minutes 05/20/15 (Anderson/Schierholz) 5-0 motion passed Public Hearing None Approval of Business Agenda (Worley/Smith) 5-0 motion passed

3 Board Meeting Minutes May 26, 2015 Page 3 Approved the following Consent Agenda Items (Worley/Schierholz) 5-0 motion passed Consent Business Items may be adopted by a single motion. Any Consent Business Items may be removed at the request of a Director and heard on its respective place on the Agenda. HRMD 124 Ratify April 2015 Cash & Investment Transactions including Expenditures HRMD 125 Adopt Resolution No Approve 2014 Parkway Fence Replacement Project Schedule A HRMD 126 Adopt Resolution No Approve 2015 Capital project appropriation rescissions and adjustments HRMD 127 Adopt Resolution No Approve 2014 Audited Financial Statements General Business Items HRMD 128 (Worley/Schierholz) 5-0 motion passed Adopt Resolution No Approve authorization of consulting contract for financial advisor services Special Reports District Staff: Terry reported that Rick Owens is ahead of schedule in all aspects of his physical rehabilitation and anticipates his return in June. Legal Council: None Chairperson: None Individual Directors: Public Comments or Questions None Adjournment At 7:39 p.m. motion to adjourn (Schierholz/Anderson) was declared by pro tem Chairman Dreher. Submitted by Camille Mitchell May 27, 2015

4 HIGHLANDS RANCH METROPOLITAN DISTRICT BOARD MEETING ADDENDA May 26, 2015 Addendum documents can also be viewed at or LFR Response Time Review Highlands Ranch Interpretive Master Plan

5 Littleton Fire Rescue Response Time Review - HRMD

6 9:36 9:05 8:24 8:12 7:12 7:56 7:28 6:00 Dispatch Time 4:48 Turnout Time Travel Time 3:36 2:24 1:44 1:28 1:25 0:56 0:56 1:18 1:12 1:05 1:00 0:00 Jan Feb Mar Jan thru April 2015 Apr

7 :00 10: :00 7: T/O Time moved to Travel Time 0.20 Month 1 Month :00 1:00 1:00 1: Dispatch Turn Out Travel Total response Response Measures

8 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2, Over the past five year data period, LFR has seen an overall increase of 16.5 percent in total service demand The average annual increase in call volume calculates to 3.9 percent Service Demand (Total)

9 10,000 9,000 8,000 7,000 6,000 5,000 4,000 3,000 2,000 1, Fire 2011 EMS Other Based on the department s NFIRS reporting software and analysis completed by ESCI, medical responses have increased 8.8 percent (2.2 percent annually) Other incidents, including alarms, public assists and service calls, have increased 34.6 percent (7.9 percent annually). EMS represents the most commonly requested service at 63 percent of total. Service Demand (Total)

10 450 Call volume has steadily increase since 2012 Emergency resources have increased by only 1/3 medic unit Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Increasing Call Volume (HRMD)

11 LFR EMS Incidents 5000 LFR Transports LFR Transport rates continue to increase extending the OOS times and reducing the number of available resources (6759 in 2014). *April 2015, highest transport rate in the last 12 months (648) * LFR has a 76% Transport rate Increasing Transport Rates

13 26% increase in call volume since 2010

14 % 45.00% 40.00% 35.00% 30.00% 25.00% 20.00% 15.00% 10.00% 5.00% 0.00% % 25.00% 20.00% 15.00% 10.00% 5.00% 0.00% 10%-44% of responses into district 15 come from another station 10% - 26% of responses into district 16 come from another station These responses extend overall response times. Responses into 15 & 16

15 % 25.00% 20.00% 15.00% 10.00% 5.00% Mar-15 Jan-15 Nov-14 Sep-14 Jul-14 May-14 Mar-14 Jan-14 Nov-13 Sep-13 Jul-13 May-13 Mar % Jan % 16.00% 14.00% 12.00% 10.00% 8.00% 6.00% 4.00% 2.00% 0.00% 18 8% - 17% of responses in district 17 come from another station 18% - 28% of responses in district 18 come from another station These responses extend overall response times. Responses into 17 & 18

16 Single % 34.80% 16.80% 5.95% 1.45% 0.32% 0.07% 0.01% 0.00% % 34.58% 16.95% 5.57% 1.58% 0.44% 0.04% 0.00% 0.00% % 35.08% 17.72% 6.67% 2.08% 0.50% 0.16% 0.04% 0.01% % 34.94% 17.93% 6.28% 1.50% 0.38% 0.08% 0.04% 0.00% % 34.98% 18.66% 6.91% 1.69% 0.36% 0.09% 0.01% 0.00% Multiple Calls occurring at the same time are increasing, resulting in a reduction of available resources. LFR had 3 calls occurring at the same time 18.66% of the time in * April 2015 LFR had two major multiple alarm fires, placing multiple units out of service for extended durations, contributing to extended response times. Incident Concurrency

17 Unit hour utilization is an important workload indicator. It is calculated by dividing the total time a unit is committed to all incidents during a year divided by the total time in a year. The larger the percentage, the greater a unit s utilization, and the less available it is for assignment to another incident. If the unit hour utilization of response units in each station is greater than 10 percent the fire department will not be provide on-time response to its 90 percent target even if response is its only activity. Unit Hour Utilization

18 Engine 11 Engine 13 Engine 14 Engine 15 Engine 16 Engine 17 Ladder 18 Squrt 12 Medic 11 Medic 13 Medic 15 Medic 16 Medic 17 0% 2% 4% 6% 8% 10% 12% 14% 16% 18% 20% Response Utilization All five medic units exceeded 10 percent unit hour utilization during 2014 Unit Hour Utilization (Response)

19 LFR response personnel also have a variety of non-response activities in which they must participate. These include training, meetings, inspections, and other special assignments. In addition, a response unit may be out of service for mechanical repairs, while changing over from one vehicle to another, when a crew member leaves work due to illness, hose testing and other reasons Also, if an engine or ladder crew member rides to the hospital with the patient in a medic unit, the engine or ladder follows the medic to the hospital to retrieve that crew member. Unit Hour Utilization

2% 3% 3% 4% 4% 5% 5% Non-Response Utilization Engines 16, 17, & 18

20 Engine 11 Engine 13 Engine 14 Engine 15 Engine 16 Engine 17 Ladder 18 Squirt 12 Medic 11 Medic13 Medic15 Medic16 Medic17 0% 1% 1% 2% 2% 3% 3% 4% 4% 5% 5% Non-Response Utilization Engines 16, 17, & 18 are special operations teams Unit Hour Utilization (Non-Response)

21 Engine 11 Engine % Engine % Engine 15 Engine 16 Engine 17 Ladder % Squrt % Medic 11 Medic 13 Medic 15 Medic 16 Medic 17 0% 5% 10% 15% 20% Total Utilization Combining both utilization rates yields total utilization, or unavailability for response, for each response unit. Four stations, 11, 15, 16 and 17, exceed 10 percent utilization Total Unit Hour Utilization 25%

22 Implemented Oct 24, 2014 November st month response time missed Ongoing issues with mapping, routing, speed limits etc. No local data control Unilateral changes made by MetCom MDT Mapping issues still ongoing Consolidated CAD

23 YTD Quick Cars have in service potential of 640 hrs Staff taken from shift to operate cars. No relief staffing No OT budget for backfills QC 12 has OOS rate of 21% QC 18 has OOS rate of 33% In Service Potential Total OOS QC 12 Quick Cars 33% OOS 21% OOS OOS QC 18 OOS

24 Proudly Serving

25 Highlands Ranch Interpretive Master Plan Public Input Phase Presented to Metro District Board of Directors, May 26, 2015

26 An interpretive plan guides the development of interpretive materials; signs, exhibits, programs and publications, that help people understand and appreciate their community s heritage. What s an Interpretive Plan

27 Consultants: Exhibit Design Associates Project Team: Carrie, Jeff, Brian, Sherry, and Maggie Stakeholder groups Project Team

28 The Highlands Ranch Interpretive Master Plan focuses on three sites: Highlands Ranch Historic Park and Mansion Cheese Ranch Historic and Natural Area Flyn B Park Focus On Three Historic Sites

29 Public input phase begins in June: Draft plan posted on website On line survey Surveys at summer events, library, Mansion, Recreation Center, DOB, and Service Center E-newsletters Public Input Phase

30 Next Steps Plan to be completed later this summer Presentation Metro Board to

31 Questions and Comments

Corporate Services Employment Report: January Employment by Staff Group. Jan 2018 (Jan 2017 figure: 1,462) Overall 1,

Corporate Services Employment Report: January Employment by Staff Group Jan (Jan 20 figure: 1,462) Jan % Overall 1,520 +58 +4.0% 8 Management (VIII+) 403 +52 4.8% Clerical & Supervisory (III to VII) 907