SHARED ADMINISTRATIVE SERVICES ANALYSIS

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Judith Stafford
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1 DAVIS/UC DAVIS FIRE DEPARTMENTS SHARED ADMINISTRATIVE SERVICES ANALYSIS Presented to: Davis City Council October 15, 2013

2 TIMELINE v Audit presentation to City Council - November 13, 2013 v Round Table discussion January 29, 2013; Council voted to, Defer filling the current Fire Chief vacancy in the City of Davis for six months to allow the City of Davis and UC Davis to fully analyze the feasibility of a shared management oversight concept for management of the City of Davis and the UC Davis Fire Departments. v Police Chief named Public Safety Director over Police and Fire February 1, v Boundary Drop between City of Davis and UC Davis Fire Response Districts September 9, v Presentation of Shared Administrative Services Analysis October 15, 2013.

3 HISTORICAL BACKGROUND v Guiding Principles for Collaboration between UC Davis and City of Davis Fire Departments Signed by Mayor of Davis and Chancellor of UC Davis November 1993; The shared goal to protect the fire and life safety of the community is a cause for cooperation; Physical proximity provides a unique opportunity to share resources for the operational benefit of both communities; Acknowledged that it is in the best public interest to coordinate activities for an economical utilization of resources. v Management Services Agreement (MSA) from September 2010 to January 2012 Fire Chief from City of Davis provided management oversight of both departments; Provided time to consider full consolidation of both departments Paused in January 2012 due to the inability of the two agencies to move forward on boundary drop, SOP s, Policy Manual and attaining parity in salary and benefits between the two agencies.

4 HISTORICAL BACKGROUND (cont.) v Shared Duty Chief Coverage The Davis Fire Department has been providing duty chief coverage to both agencies since May 2012; Emergency operations of both agencies are managed by the twenty-four hour Division Chiefs from the City of Davis with back-up from off-duty division Chiefs and the Fire and Deputy Fire Chief from UC Davis Fire. v West Valley Regional Fire Training Consortium Created in 2012 in response to reduced training resource availability and staff reductions to fire training divisions throughout Yolo county; Provide excellence and leadership in training to fire service divisions through regional partnerships; Deliver training resources to local fire service organizations to protect the public safety of our communities; Reinforce the training efforts of member agencies to achieve excellence and standardization in fire safety services; Support and assist the participating organizations in achieving their missions and enhancing the well-being of their communities.

5 JOINT POWERS AGREEMENTS v Joint Exercise of Powers Act California state law allows public agencies to work together by signing joint powers agreements (JPAs); The JPA acronym can mean different things; joint powers agreement; joint powers agency; and/or, joint powers authority; Cooperative arrangements among existing agencies or create new, separate institutions called joint powers agencies; A joint powers agreement is so flexible that it can apply to almost any situation that benefits from public agencies cooperation; Each joint powers agreement is unique, as there is no set formula for how governments should use their joint powers; Agencies create JPAs to: cut costs, be more efficient, reduce (or eliminate) overlapping services, and/or share resources.

6 EXTERNAL SUPPORTING DATA North County Fire Authority Serving the Cities of Daly City, Brisbane & Pacifica; Formed in 2001; modified in 2003 to add Daly City Management oversight of all chief officers and administration; All Employees remain employees of their respective organizations. Central County Fire Department Serving the Cities of Burlingame and Hillsborough with management oversight of the cities of Millbrae and San Bruno; Formed in 2004; Employees remained employees of their respective organizations until 2011; Began providing management oversight of Millbrae and San Bruno in Shared Services Agreement Serving the Cities of San Mateo, Foster City & Belmont; Formed in 2010, expanded to include Belmont in 2013; Management oversight of all chief officers; All Employees remain employees of their respective organizations.

7 EXTERNAL SUPPORTING DATA (cont.) Redwood City Fire Department Serving the Cities of Redwood City & San Marcos; Contract for services commencing in 2011; City of San Carlos contracts with City of Redwood City for fire services. Monterey Fire Department Serving the Cities of Monterey, Pacific Grove and Carmel-by-the-Sea; Contract for management oversight began in 2005; expanded to a contract for services between Monterey and Pacific Grove in 2008; expanded to contract for services between Monterey and Carmel-by-the-Sea in 2012; Cities of Pacific Grove and Carmel-by-the-Sea contract with the City of Monterey for fire services. Heartland Fire and Rescue Serving the Cities of El Cajon, La Mesa & Lemon Grove; Formed in 2009 as a sharing of duty coverage, expanded to JPA in 2010; Management oversight of all chief officers; All Employees remain employees of their respective organizations.

8 EXTERNAL SUPPORTING DATA (cont.) Cooperative Management Services Agreement Serving the Cities of Encinitas, Del Mar & Solana Beach; Formed in 2009, modified in 2013 to remove Rancho Santa Fe FPD; Management oversight of all chief officers All Employees remain employees of their respective organizations. Modesto Regional Fire Authority Serving the City of Modesto, Salida FPD, Stanislaus County Fire Warden s Office Full Joint Powers Authority Formed through LAFCO Separate JPA Board and governance model; Separate funding formula as set forth through the formation of the JPA.

9 SUCCESSFUL COLLABORATIONS v Management Services Agreement Cost savings from shared administrative resources and joint operations; Joint planning, collaborative problem solving and shared decision making; Fully consolidated fire dispatch; Increased joint training efforts. v Shared Duty Chief coverage v West Valley Regional Fire Training Consortium v Addition of Engine 34 to first alarm responses v Boundary Drop

10 FEASIBILITY ASSESSMENT v Full Merger of Davis and UC Davis Fire Merger, Consolidation or Contract for Services; Increased cost to UC Davis - $1,300,000; Loss of local control; Potential loss of Student Firefighter program. v Shared Management Services Professional fire service leadership Adds two additional forty hour Deputy Chiefs for coordination, continuity and management of both departments; Initial cost savings to City of Davis - $78,000. v Status Quo Fire Department will continue to be managed by the Police Chief while the City conducts a nationwide recruitment for a qualified fire chief; The fire chief and fire marshal will be the only forty hour chief officers.

11 CURRENT CHIEF OFFICER ORG CHART Fire Chief Fire Marshal (Forty Hour) Division Chief Division Chief Division Chief

12 PROPOSED CHIEF OFFICER ORG CHART (2007) Fire Chief Assistant Chief (Forty Hour) Fire Marshal (Forty Hour) Battalion Chief Battalion Chief Battalion Chief

13 PROPOSED CHIEF OFFICER ORG CHART (2013) Fire Chief Deputy Chief (Forty Hour - Operations) Deputy Chief (Forty Hour - Training) Fire Marshal (Forty Hour) Division Chief Division Chief Division Chief

14 RECOMMENDATIONS Direct staff to prepare the documents necessary to create a Joint Powers Agreement (JPA) for Shared Management Services. The primary justifications for this recommendation are: v v v v v Provides a fire service professional at the position of Fire Chief; Adds two chief officers on forty hour workweek to maintain coordination, continuity and management of training and daily operations; Current Fire Chief has qualified as a candidate for the position of Fire Chief with the City of Davis; Minimal if any impact on current daily operations; Initial cost savings to the City of Davis of $78,000 with the potential to increase to over $200,000 annually.

15 THANK YOU QUESTIONS

Workforce Investment Act (WIA) Youth Programs Request for Proposals Bidder s Conference November 9, :00 a.m. 12:00 p.m.

Workforce Investment Act (WIA) Youth Programs Request for Proposals Bidder s Conference November 9, 2012 10:00 a.m. 12:00 p.m. Who s in the room? Name and organization WIA Title I Youth funds to provide