Consent Agenda Board of Supervisors Report A. Ordinance R. Thomas

Transcription

1 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD AGENDA Wednesday September 22, Hours County Office Building-McIntire, Lane Auditorium I. Call to Order Moment of Silence From the Board: Matters Not Listed on the Agenda From the Public: Matters Not Listed on the Agenda II. III. Consent Agenda Board of Supervisors Report A. Ordinance R. Thomas IV. Matters from the Public V. Unfinished Business A. New paging system B. Brown B. Accountability Policy 1. Equipment B. Sojka 2. Training S. Lambert C. Operations Committee Next Steps T. Cersley D. Workers Comp Insurance for Volunteers P. Gentry E. VIP update J. Oprandy VI. VII. VIII. IX. New Business A. Revisions of SAP-DEP-007, Volunteer Funding, ES First Reading B. Brown B. October BOS Retreat D. Eggleston Other Business Next Meeting: Wednesday, 27 October 2010 at 1930 Hours Jefferson Country Fire & Rescue Association meets Hours in January, April, July, and October. Adjournment - Building the Model Volunteer-Career Fire & EMS System -

2 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Wednesday, 25 August Hours County Office Building-McIntire, Lane Auditorium I. Chief Cersley called the meeting to order. The following members were in attendance: Robert Brown, Fire Rescue Preston Gentry, Crozet Mark Moore, East Rivanna George Stephens, North Garden James MacDonald, Scottsville Rescue Ted Armentrout, Stony Point Others in Attendance: Rodney Thomas, Board of Supervisors Bryan Elliott, County Executive s Office Kathy Richardson, ECC Brodie Downs, Human Resources James Barber, ACFR Lanny Moore, East Rivanna Joe Plumb, ECC Jake Arlow, Information Technology Chip Walker, ACFR Drew Lawrence, Seminole Trail Dayton Haugh, Charlottesville-Albemarle Rescue Keith Shifflett, Earlysville Bob Larsen, Monticello Timothy Cersley, Scottsville Doug Smythers, Seminole Trail Kostas Alibertis, Western Albemarle Rescue Ann Mallek, Board of Supervisors Tom Hanson, ECC Scott Lambert, ACFR Jenny Whedbee, Human Resources Bob Short, Seminole Trail Chuck Pugh, North Garden L.E. Rhodes, Dept. of Forestry David Puckett, ACFR Dan Tawney, Seminole Trail Chief Stephens gave the opening prayer. From the Board: A. Items Added to Agenda 1. Joe Plumb with ECC will be assisting with the presentation after the re-banding update from Mr. Hanson. 2. Chief Cersley would like to add two items under other business. 3. Chief Gentry would like to add the tree down policy. This was added under unfinished business. From the Public: - Building the Model Volunteer-Career Fire & EMS System -

3 II. III. IV. Consent Agenda A. Chief Alibertis made the motion to accept the consent agenda. It was seconded by Chief Smythers. B. The motion carried. Board of Supervisor Report A. Ordinance 1. Mr. Thomas said that he supported the volunteers all the way through and supported the ordinance to a point. 2. Mr. Thomas thinks there should be an ordinance that is legal by statute and agreeable with the County volunteers and Fire Rescue staff. 3. Discussion was held. 4. Mr. Thomas said that he feels good about where we are and he feels that we are getting ready to move forward with progress. He reiterated that we need to communication with each other. 5. Mr. Thomas would like the Albemarle County Fire Rescue Advisory Board to put their comments together and then sit down to go through those comments to see how they work into the language we already have. This is where he felt like it should start. 6. Mr. Thomas will take all information back to the Board. B. City/County Meetings 1. Ms. Mallek gave an update on the City/County meetings. 2. So far there have been two meetings and those meetings were educating each other about each other s systems. 3. Discussion held. Matters from the Public V. Unfinished Business A. New paging system/combined dispatch/ens mapping - update 1. Chief Brown stated that the paging system has been tested and accepted. 2. The info structure works fine. 3. The pagers are going to be an issue. The issue with them is they are prone to interference. 4. Chief Brown passed out two other pagers that are being discussed as possible replacements. 5. Chief Brown said that this will be a long term project. 6. Discussion was held. 7. Ms. Richardson thanked those that showed up last week at the merger meeting. 8. Ms. Richardson reviewed the standardization of toning. B. 800 MHz radio system re-banding update 1. Mr. Hanson gave an update on the re-banding. 2. Clear Communication will probably be contacting the stations by the end of next week to setup a time to come by to re-band the radios. 3. Anyone that has a radio, those radios will need to be at the station the day Clear Channel is scheduled to do the re-banding. If the radios do not get re-banded they will not work, until they are re-banded. 4. Discussion was held. C. Volunteer Recruitment SAFER Grant Administration Plan ES 2nd Reading 1. Mr. Downs thanked everyone for their feedback. 2. Mr. Downs gave a presentation on the updates to the SAFER Grant. 3. Discussion was held. 4. Chief Armentrout made a motion to move forward with the recruitment and retention promotion. Chief Shifflett seconded the motion. 5. Discussion was held. 6. The motion carried. D. Accountability Policy ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 2 of 4

4 1. Chief Cersley gave an update and asked each station to get the Operations Committee what items the station has on hand, so they can have an idea of what supplies are needed. 2. Training video is being created to show how the accountability system is to work. 3. Chief Brown asked if it would be acceptable with the members of the board to allow a small amount of flexibility for the Operations Committee to make small tweaks to the policy as long as those adjustments do not significantly alter the intent or practice of the policy. 4. Chief Cersley was in agreement. 5. Chief Cersley asked the chiefs to send him s with suggestions of what they would like to see the Operations Committees work on next. These ideas will be discussed at next month s meeting. E. Provident Insurance for Volunteers 1. Mr. Short gave an overview and a recommendation of the insurance policies that he reviewed. 2. Mr. Elliott advised the board to discuss the insurance options with the County s Human Resources and legal team to make sure that everyone is informed and have all the information on what this could mean to the board and to the County. 3. Discussion was held. 4. The finance committee, Mr. Elliott, members of the Human Resources team, and Mr. Short will schedule a meeting to get together to review the options for insurance. F. Tree Down Policy 1. Chief Preston felt like VDOT should be notified of a tree down, if the tree down is 8 inches or greater. 2. Ms. Richardson said that VDOT should be notified of any trees that are down. 3. Discussion was held. G. VIP - Update 1. Chief Lambert gave an update on the VIP program. 2. Emergency Services Consultant Corp. has been selected as the vendor to work on the officer training program. VI. VII. New Business A. Albemarle County Fire Corps 1. Chief Barber gave an overview of what Fire Corps is. 2. There will be a Fire Corps group starting in Albemarle County. 3. They will be working with City of Charlottesville on some goals, and working separately on other goals. 4. Chief Barber said that there will be a fall citizen academy for the Fire Corps group, however, dates have not been set. 5. Discussion was held. Other Business A. ECC Presentation a. Mr. Plumb with ECC gave a presentation on condition red and terminology used under storm condition. b. Discussion was held B Ceremony a. Chief Gentry gave an overview of how the 9-11 Ceremony planning is going. b. The guest speaker is Tommy Gayle. C. Chief Cersley Letter Received 1. Chief Cersley received a letter from Albemarle County Firefighter s Union at the City of Charlottesville Fire Department in reference to his response to the ordinance. 2. Chief Cersley read the letter he received and his reply to the letter. 3. Discussion was held. D. Meeting Adjournment ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 3 of 4

5 1. Chief Alibertis made the motion to adjourn the meeting. This was seconded by Chief Gentry. VIII. IX. Next Meeting(s) Wednesday, 22 September 2010 at 1900 Hours, COB-McIntire, Lane Auditorium Jefferson Country Fire & Rescue Association meets Hours in January, April, July, and October. Chief Cersley adjourned the meeting. Respectfully submitted: Christina Davis ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 4 of 4

6 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD CONSENT AGENDA Wednesday 22 September Hours County Office Building-McIntire, Lane Auditorium II.A. FOR ACTION/APPROVAL: 1. Minutes of 25 August 2010 Meeting II.B. FOR INFORMATION: Standing Committee Reports 2. Training Report Updates 3. Combined dispatch/esn mapping update Report 4. Volunteer Recruitment & Retention No Report 5. City-County Contract Management Board No Report 6. Emergency Communications Center Update No Report 7. Thomas Jefferson EMS Council No Report Reports 8. Planned Development Report No Report 9. Incident Reporting Compliance Written Report 10. Personnel Reporting Compliance Written Report 11. Budget Submissions Report Written Report 12. Apparatus Report No Report Other Building the Model Volunteer-Career Fire & EMS System -

7 Charlottesville-UVA-Albemarle County Emergency Communications Center M E M O R A N D U M - G E N E R A L To: Dan Eggleston; Charles Werner From: Kathy Richardson Date: September 15, 2010 Subject: Fire/EMS Merger Update Negotiations with Motorola were successfully completed and they have agreed to take back all of the unopened Minitor pagers (approximately 500) and reimburse the county. City and county fire personnel have been testing two other replacement pagers and the final decision on which pager to purchase will be made by them. Gerald should complete all of the CAD changes this week and he, David Puckett and Mike Shavis will begin reviewing and testing all entries and recommendations. Kathy updated George Lindbeck, the operational medical director for the ECC on the operational changes and he agreed that those changes do not affect the EMD protocols. ECC continues to cross train staff and currently have only three employees with rescue training that still need to be cross trained on fire. Todd Richardson and Celeste Baldino are conducting ECC s annual fire/ems refresher training at the end of the month and this will include information on the merger so that ECC staff can start familiarizing themselves with the upcoming operational changes and ask questions Ivy Road Charlottesville, VA (434) Fax (434) A CALEA Nationally Accredited Communications Center APCO Project 33 Certified Training Program

8 Albemarle County Fire Rescue Service Incidents Not Completed Event Date Event Number Address City Headquarters 7/21/08 13:08 7/7/10 13:35 7/10/10 7:12 9/6/10 11:11 Incident Count: City Bypass 5/3/08 16:07 10/6/08 13:04 6/24/09 0:14 12/6/09 11:29 3/31/10 18:35 4/25/10 22:02 5/20/10 1:24 5/29/10 9:56 6/6/10 22:56 6/17/10 18:03 6/19/10 8:10 6/21/10 22:02 6/24/10 18:22 6/24/10 19:22 6/24/10 21:51 6/26/10 13:36 7/1/10 18:28 7/2/10 20:14 7/3/10 22:23 7/5/10 4:28 7/7/10 13:07 7/8/10 13:13 7/12/10 11:04 7/16/10 8:52 7/17/10 17:32 7/25/10 22:01 7/26/10 19:11 8/1/10 17:57 8/8/10 21:51 8/12/10 23:57 8/13/10 10:27 8/26/10 11:24 8/27/10 19:57 8/27/10 23:53 9/1/10 18:15 9/1/10 23:43 9/2/10 8:29 9/7/10 6:52 Incident Count: East Rivanna 5/31/10 20:04 6/28/10 10: IRIS Ct RAY C HUNT Dr ROSS Ct HERITAGE Ct SEMINOLE TR OXFORD Rd STONY POINT Rd PANTOPS MOUNTAIN Pl WEST PARK Dr BARRACKS Rd WILDWOOD Ct RICHMOND Rd WILTON PASTURE Ln BYPASS PETER JEFFERSON Pky PANTOPS MOUNTAIN Pl PETER JEFFERSON Pky SEMINOLE Trl PANTOPS MOUNTAIN Pl KEY WEST Dr NORTH BERKSHIRE Rd MONTVUE Dr OLYMPIA Dr On ALWOOD Ln at RIO Rd E PANTOPS MOUNTAIN Pl FALCON Dr SOUTH PANTOPS Dr HYDRAULIC RD PANTOPS MOUNTAIN Pl MONTESSORI Ter PANTOPS MOUNTAIN Pl ABBEY Rd ABBEY Rd BARRACKS Rd On INGLEWOOD Dr at NORTH BERKSHIRE PETTER JEFFERSON Pky PANTOPS MOUNTAIN Rd RICHMOND Rd ROLKIN Rd BARRACKS Rd SEMINOLE Trl On RICHMOND Rd at ROLKIN Rd THOMAS JEFFERSON Pky MAXFIELD Rd Printed September 7, :46

9 Event Date 7/3/10 13:24 7/6/10 21:40 7/24/10 9:22 7/31/10 21:56 8/1/10 19:11 8/1/10 19:46 8/4/10 20:51 8/4/10 20:59 8/4/10 21:02 8/4/10 21:10 8/4/10 21:30 8/4/10 22:41 8/5/10 17:41 8/5/10 18:32 8/6/10 0:02 8/7/10 4:04 8/7/10 7:28 8/7/10 18:05 8/8/10 9:20 8/13/10 20:05 8/14/10 17:12 8/16/10 18:28 8/18/10 5:25 8/21/10 10:29 8/23/10 21:46 8/25/10 21:57 8/25/10 23:44 8/27/10 5:18 8/27/10 5:41 8/29/10 17:48 9/1/10 17:30 9/2/10 19:17 9/5/10 10:01 9/6/10 16:26 9/7/10 15:22 Incident Count: North Garden 9/6/10 14:59 9/7/10 3:51 9/7/10 11:39 Incident Count: Earlysville 8/10/10 21:22 8/13/10 14:13 8/31/10 4:14 9/2/10 17:22 Incident Count: Crozet 8/17/08 15:59 8/17/08 15:59 2/22/10 5:45 8/7/10 13:18 8/20/10 11:18 8/20/10 17:27 8/21/10 15: Event Number Address PLEASANT VALLEY Ln On THOMAS JEFFERSON Pky at GOBBLERS On GORDONSVILLE Rd at ELLEN SPRINGS PADDINGTON Cir ZION HILL Rd UNION MILLS Rd ST JOHN Rd BRIDLESPUR FARM MILTON Rd LOUISA Rd THOMAS JEFFERSON Pky On UNION MILLS Rd at WOODS EDGE Rd I64 MM124 WB On SHADWELL Rd at RICHMOND Rd DAVID LEE Ln I64 MM130 WB RICHMOND Rd RICHMOND Rd UNION MILLS Rd FLUVANNA FLUVANNA CAMPBELL Rd MILTON Rd On RICHMOND Rd at E I64 EXIT 124 OFF UNDERHILL Ln PADDOCK WOOD Rd I64 MM129 WB RICHMOND Rd CLARKS TRACT CLUB Dr UNION MILLS Rd LOUISA Rd WILDLIFE HAVEN Ln LOUISA Rd RIVANNA RDG ALBERENE Rd On TAYLORS GAP Rd at RED HILL Rd PLANK Rd BUCK Mtn FREE UNION Rd BLEAK HOUSE Rd BUFFALO RIDGE Rd I64 MM114 WB I64 MM114 WB BROWNS GAP Tpke HOLKHAM Dr THE SQUARE SUGAR HOLLOW Rd BROOKWOOD Rd Printed September 7, :46

10 Event Date 8/22/10 3:52 8/24/10 8:32 8/24/10 8:33 8/25/10 19:18 8/27/10 17:39 8/28/10 16:56 8/29/10 12:46 8/29/10 20:53 8/29/10 22:55 8/30/10 0:16 8/30/10 0:25 8/31/10 4:21 8/31/10 16:44 8/31/10 22:00 9/2/10 8:56 9/2/10 23:03 9/3/10 11:58 9/3/10 14:04 9/3/10 21:24 Incident Count: Scottsville 8/7/10 9:14 8/15/10 10:55 8/28/10 23:11 8/29/10 0:45 8/29/10 16:03 9/3/10 7:39 9/4/10 20:50 9/6/10 15:38 9/7/10 6:15 9/7/10 10:52 Incident Count: Seminole Trail 9/6/10 13:42 9/7/10 15:35 Incident Count: Event Number Address BURCHS CREEK Rd GARTH Rd I64 MM110 WB INNISFREE Ln I64 MM100 WB On CRITZERS SHOP Rd at ROCKFISH GAP I64 MM105 EB AMBER RIDGE Rd WIND RIVER Rd On OWENSVILLE Rd at IVY Rd MEADOWS Dr On IVY Rd at TURNER Mtn I64 MM100 WB On WEST END Dr at GRASS DALE Ln I64 MM103 WB PLANK Rd BLAIR Park I64 MM105 EB CLAY Dr PLANK Rd ROLLING Rd FLUVANNA FLUVANNA IRISH Rd LANGHORNE Rd FERRY St FLUVANNA FLUVANNA FLUVANNA RIO Rd E DOVER RD Other- all stations please review 10/14/09 5: BOWEN Loop Incident Count: 1 City Ivy Road 10/22/09 0:02 12/22/09 20:30 1/7/10 0:50 7/9/10 7:46 7/10/10 11:33 7/20/10 12:42 8/13/10 6:14 8/25/10 0:57 8/25/10 3:45 8/26/10 6:01 8/26/10 8:04 8/27/10 2:23 9/5/10 4:39 Incident Count: I64 MM110 EB FAIRWAY Ln LAKE Rd IVY Rd On BYPASS OFF Ramp at FONTAINE AVENU On MONACAN TRAIL Rd at E I64 EXIT CRESTWOOD Dr BROOMLEY Rd IVY Rd IVY Rd I64 MM118 WB IVY Rd IVY Rd Printed September 7, :46

11 Event Date Event Number Address Monticello 8/15/10 11:45 9/6/10 18:54 Incident Count: Hollymead 5/12/10 4:04 6/15/10 3:05 7/19/10 14:48 8/5/10 16:47 8/5/10 16:57 8/10/10 13:51 8/11/10 1:30 8/11/10 19:06 8/12/10 10:07 8/16/10 7:08 8/16/10 13:37 8/16/10 19:13 8/17/10 22:06 8/21/10 6:15 8/21/10 17:53 8/21/10 19:41 8/26/10 0:32 8/27/10 7:30 8/27/10 12:33 8/28/10 10:18 8/29/10 0:25 8/29/10 19:13 8/30/10 18:26 9/4/10 18:14 9/7/10 7:46 9/7/10 13:36 Incident Count: FDF 8/24/10 17:10 Incident Count: Total Incident Count: I64 E AVON St TERRYBROOK Dr BURNLEY STATION Rd MOLLIFIELD Ln On SEMINOLE Trl at TIMBERWOOD Blvd On SEMINOLE Trl at TIMBERWOOD Blvd BURNLEY STATION Rd On SEMINOLE Trl at CYPRESS Dr LOCKWOOD Dr SEMINOLE Trl NORTHSIDE Dr TIMBERWOOD Blvd POWELL CREEK Dr BRIDLEPATH Dr On SEMINOLE Trl at AUSTIN Dr BOWEN Loop On SEMINOLE Trl at FRAYS MILL Rd TIMBER MEADOWS PROFFIT Rd BOULDERS Rd SEMINOLE Trl EARLYSVILLE Rd In front of 2683 POWELL CREEK Dr SEMINOLE Trl CHRIS GREENE LAKE Rd INNOVATION Dr BOULDERS Rd AFF04 Printed September 7, :46

12 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD TRAINING COMMITTEE MINUTES 1 September hours COB-5 th Street, ACFR Conference Room I. The meeting was called to order at 1830 hours. The following members were in attendance: Calvin Butler, East Rivanna Chuck Pugh, North Garden Jon Wood, Stony Point Shawn Davis, Scottsville Fire Jeff Bozzone, Seminole Trail Samantha Berbert, Western Albemarle Rescue M. Scott Lambert, ACFR The following members were absent: Earlysville Monticello Fire Rescue City of Charlottesville Vol. CARS Crozet Hollymead Fire Rescue City of Charlottesville Fire SVRS Others in Attendance: Christina Davis, ACFR II. III. Unfinished Business A. Resource Requests i. Scott has sent out the resource request for September. ii. If a company needs an instructor to pick-up apparatus, just let Scott know. New Business A. Academy i. Update 1. There was 30 firefighters registered and 29 firefighters showed up the first night of the course. 2. The firefighter that did not show up on Tuesday will be showing up on Thursday. The course is full 3. Scott said he sent out the parent consent form out prematurely. We had the data. 4. Five students where late and Phill Caudle spoke with them. ii. New Techniques 1. Scott asked when the training officers liked to be notified about new teaching techniques. 2. Discussion was held. - Building the Model Volunteer-Career Fire & EMS System -

13 TRAINING COMMITTEE 3. Scott reviewed the training web site with teaching aids for the students and the department. 4. Scott will communicate any new techniques to the Training Officers and sent out updates on the web site. B. Enrollment Update i. Scott reviewed the enrollment in the Pump Operations course, EVOC course in September, and the EVOC course in November. ii. At this time only thirteen students are registered for the Pump Operations course, Scott has no intentions of cancelling that course, unless the number of students that show up to class is below eight. iii. CARS and WARS EMT courses are full. iv. Scottsville Rescue is planning on holding an EMT course starting middle of October. v. As soon as information is available a training announcement will be sent to you. C. VIP Update i. Emergency Services Corp. Incorp has been selected to work on this project. ii. Scott has received the first contract proposal back. iii. Discussion was held. D. Documenting ACFRAB Policy i. ACFRAB has asked the Training Committee to come up with a way to track in-service for when a policy has been reviewed either by a person at the station, the crew, or the whole station. ii. Scott showed the training officers the training section of FireRMS, which is the easiest way to track data and retrieve reports from. iii. If anyone needs an in-service on how to record training, please contact Scott. iv. Discussion was held. E. After Action Review (AAR) i. There are two AAR requests. 1. Petal Lane Request was from Chief Eggleston and Chief Gentry. This request was received to test how the AAR would work. 2. Balbion Drive Request was from Chief Smythers. ii. Scott gave each training officer a copy of the questions he has created to be sent out to each person who was on the incidents and reviewed the process iii. Discussion was held. iv. He created the form where it can be taken on-line, in written format, or it can be read over the phone. v. While Scott is waiting on the information to return he will be creating a timeline by getting ECC calls and any footage that may have been taken. vi. If you see any changes needed, please contact Scott. He will make the changes that where discussed. IV. Other Business A. Welcome i. Scott welcomed Samantha. B. FireRMS i. Request for information from FireRMS is becoming used more. ii. If you would like us to update, please give us a spreadsheet and we will be glad to update your information for you. iii. In the near future FireRMS will start to be used to check pre-requisitions. C. ICS-300 i. It was asked when the next ICS 300 course would be offered. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD TRAINING COMMITTEE MINUTES PAGE 2 of 3

14 TRAINING COMMITTEE ii. iii. Scott said that he was contacted by Marge to see if he would be willing to teach an ICS 300 course for her. Discussion was held. V. Next Meeting i. The next meeting is scheduled for Wednesday, 6 October at 1830 hours. VI. Adjournment i. The Training Officers meeting was adjourned at 1956 hours. Respectfully submitted, Christina Davis ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD TRAINING COMMITTEE MINUTES PAGE 3 of 3

15 PERSONNEL REPORTING PERIOD ENDING 31 August September 2010 Goal: 100 percent of volunteer records are accurate and complete. Station Active Personnel Operational Personnel Support/ Administrative Personnel Personnel Beginning Service Albemarle County Fire Rescue (Career) Albemarle County Fire Rescue (Non-Station Volunteer) Charlottesville-Albemarle Rescue Squad Crozet Volunteer Fire Department Earlysville Volunteer Fire Company East Rivanna Volunteer Fire Company Hollymead Fire Rescue Monticello Fire Rescue North Garden Volunteer Fire Company Scottsville Volunteer Fire Department Scottsville Volunteer Rescue Squad Seminole Trail Volunteer Fire Department Stony Point Volunteer Fire Company Western Albemarle Rescue Squad Total Station Number of Personnel with Incomplete Records Percentage of Complete Records Personnel Ending Service Percentage Change from Preceding Reporting Period Albemarle County Fire Rescue (Career) 0 100% Albemarle County Fire Rescue (Non-Station Volunteer) 0 100% Charlottesville-Albemarle Rescue Squad 230 Crozet Volunteer Fire Department 0 100% Earlysville Volunteer Fire Company 47 2% +1% East Rivanna Volunteer Fire Company 16 74% Hollymead Fire Rescue 11 27% -6% Monticello Fire Rescue 2 67% North Garden Volunteer Fire Company 3 93% Scottsville Volunteer Fire Department 36 12% +7% Scottsville Volunteer Rescue Squad 55 Seminole Trail Volunteer Fire Department 45 46% -3% Stony Point Volunteer Fire Company 7 71% -10% Western Albemarle Rescue Squad 59 New Fields Gender, Social Security Number, Driving Status, Background Screening, and Emergency Notification Data - Building the Model Volunteer-Career Fire & EMS System -

16 BUDGET SUBMISSIONS 22 September 2010 FY OPERATING BUDGET REQUESTS (Due by 1 October 2009) Budget Submitted East Rivanna North Garden Earlysville Crozet Stony Point Scottsville Seminole Trail CARS WARS SVRS Submissions Outstanding FY ACTUAL EXPENDITURES STATEMENT REPORT (Due by 1 October 2009) Expenditure Statement Submitted Submissions Outstanding East Rivanna North Garden Earlysville Crozet Stony Point Scottsville Seminole Trail CARS WARS SVRS - Building the Model Volunteer-Career Fire & EMS System -

17 BUDGET SUBMISSION REPORT PAGE 2 FY AUDIT SUBMISSIONS (PAST DUE) Audit Submitted East Rivanna North Garden Earlysville Crozet Stony Point Scottsville Seminole Trail CARS WARS SVRS Submissions Outstanding FY AUDIT SUBMISSIONS (Due 30 April 2008) (PAST DUE) Audit Submitted East Rivanna North Garden Crozet Earlysville Stony Point Scottsville Seminole Trail CARS WARS SVRS FY AUDIT SUBMISSIONS (Due 30 April 2009) Submissions Outstanding Audit Submitted East Rivanna North Garden Earlysville Crozet Stony Point Scottsville Seminole Trail CARS WARS SVRS Submissions Outstanding

18 BUDGET SUBMISSION REPORT PAGE 3 FY AUDIT SUBMISSIONS (Due 30 April 2010) Audit Submitted East Rivanna Seminole Trail Stony Point Submissions Outstanding North Garden Earlysville Scottsville CARS WARS SVRS

19 AGENDA TITLE: ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD EXECUTIVE SUMMARY AGENDA DATE: Volunteer Funding Policy DRAFT REVISION Wednesday, September 22, 2010 SUBJECT/PROPOSAL/REQUEST: FIRST READING SECOND READING Revision to SAP_DEP_007 to include comprehensive detail on emergency vehicle funding and procurement SCHEDULE: INFORMATION CONSENT AGENDA: ACTION Draft INFORMATION ACTION First Reading September 2010 ATTACHMENTS: Second Reading October 2010 YES NO CONTACTS: 1. Bob Brown 2. Dan Eggleston REVIEWED BY: BACKGROUND: The Volunteer Funding Policy was adopted by ACFRAB in November of 2003, approved by the County Board of Supervisors in February of 2006, and was most recently updated in STRATEGIC DIRECTION: 1. Develop a unified combination emergency service system at the operations level. 2. Deliver services that are consistent with our customer s expectations. 3. Further develop and support our volunteer and career personnel. 4. Recruit and retain quality volunteer and career personnel. COUNTY STRATEGIC PLAN: I. Enhance the Quality of Life

20 DISCUSSION: The Volunteer Funding Policy addresses the manner in which Albemarle County volunteer fire departments and rescue squads will be funded for basic operational expenses and capital improvements projects (CIP). This proposed revision outlines the specific requirements for vehicle (and related equipment) purchases, acceptance, insurance, co-titling and registration. FISCAL IMPACT: No additional impact is anticipated. PERFORMANCE MEASURE: 1. Annual budget review and process ASSESSMENT TOOLS: Does this help us move towards achieving our vision? Is this decision/issue supported by our values? At this point in time, are we able to define the team members, project scope, and an estimated length of time to complete the project? Can we reallocate resources (funds & staffing) to accomplish this project? RECOMMENDATION: Staff recommends the proposed revisions to SAP-DEP-007. ATTACHMENTS: 1. SAP-DEP_007: Volunteer Funding Policy DRAFT REVISION ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD EXECUTIVE SUMMARY Page 2 of 2

21 S T A N D A R D A D M I N I S T R A T I V E P O L I C Y Subject: Volunteer Funding Reference Number: SAP-DEP-007 Effective Date: 1 December 2003 Last Revision Date: 25 June 2008 Signature of Approval: J. Dan Eggleston, Chief Purpose: The purpose of this policy is to outline the funding policies for volunteer fire departments and rescue squadsstations. Background: This policy was adopted by the Albemarle County Fire Rescue Advisory Board (ACFRAB) at the November 2003 meeting, and approved by the Board of Supervisors on 23 February 2006, and revised September Definitions: Basic Operating Costs: Basic operating costs include building utility costs, buildings & grounds maintenance, communications, fire suppression, emergency medical & rescue services, vehicle expenses, administrative expenses, training, and uniforms. One-Time Costs: One-time costs include major vehicle repair, hoses, nozzles, ladders, self-contained breathing apparatus, personal protective equipment & gear, radio purchases, pager purchases, defibrillators, cascade equipment & compressors, kitchen appliances, rescue equipment, building repairs & improvements (paving, HVAC, etc.). Policy: 1. Basic Operating Costs a. Annual funding of basic operating costs will be provided as a quarterly contribution to each volunteer station. 1.2.b. The funding will be based on an annual review by ACFRAB and the County of Albemarle. 1.3.c. An annual audited report will be provided to the County as part of the annual budget process. 1.4.d. The annual Profit and Loss statements will be submitted per the annual schedule and in a standard format 1.5.e. Future adjustments of budgeted operating costs will be based on an audited history of the previous years. 2. One-Time Costs 2.1.a. One-time costs should be identified separately from operating costs and will be considered for funding separately from the annual operating contribution. These may be submitted at any time during the year and will be considered on a case-by-case basis. 3. Fundraising Ccosts 3.a. : The following costs associated with fundraising are not included as a basic operating cost: painting & repairs to space, expendable items for space, janitorial items for space, office supplies, postage, printing, professional services, and/or licenses. 4. Consolidated Purchase of Goods & Services

22 STANDARD ADMINISTRATIVE POLICY Page 2 of a. ACFRAB will strive to consolidate the purchase of goods and services to achieve better pricing. As consolidation occurs, the line items associated with consolidated goods and services will be eliminated or will reflect the revised price structure. 4.2.b. Items to be considered for consolidation include the following: i. Long Distance Telephone vii. Small Tools & Equipment Service viii. EMS Supplies ii. Fuel Oil ix. Vehicle Repairs Outside the iii. Fuel for Apparatus County Vehicle iv. Trash Disposal Maintenance Facility v. Linen Service x. Uniforms vi. Radio/Pager Repair 4.3.c. Foam is provided to stations by the County; thus, no additional funds will be provided for such. 4.4.d. Self-contained breathing apparatus (SCBA) maintenance is funded by the County; thus, no additional funds will be provided for such. 5. Loan Payments 5.1.a. Outside loan payments obtained before 2003 are considered a basic operating cost. Outside loans after 2003 will not be considered a basic operating cost. 6. Capital Expenses a. Buildings - The County will consider participating in the construction or improvement of volunteer stations on a case-by-case basis b. Vehicles and Apparatus i. The ACFRAB Apparatus Fleet Plan establishes the basis for replacement of emergency vehicles ii. A Capital Improvement Program (CIP) for emergency vehicle replacement will be developed and recommended by ACFRAB according to the regular schedule established by the County iii. The vehicle replacement schedule will be based upon consideration of vehicle age, mileage and mechanical condition 6.1. The County will fund replacement of the purchase of emergency vehicles replacement (including chassis replacement and/or refurbishment) based on anacfrab adopted dopted standard specifications or specifically approved alternative. iv A Capital Improvement Program (CIP) for emergency vehicle replacement that identifies vehicle replacement needs will be developed and recommended by ACFRAB according to the regular schedule established by the County. v. Any variation from, or addition to, from tthe adopted specifications will be a cost directly born by the volunteer departmentstation A vehicle fleet size will be established for each volunteer station and will be the basis for replacement of emergency vehicles A vehicle replacement schedule will be established based on consideration of vehicle mileage, age, and mechanical condition. vi. Vehicles that are funded by the County, in part or in whole, must will be procured under the direction of the County Purchasing Office. All vehicle purchases must comply with the Virginia Procurement Act, and County Purchasing Policies; which require one of the following: a. Competitive bid or proposal process b. Use of an applicable governmental contract c. A qualified sole source procurement (in cases where a unique vendor is required and compelling circumstances are documented).

23 STANDARD ADMINISTRATIVE POLICY Page 3 of 6 vii. Vehicles purchased with County funds shall be co-titled between the volunteer department and the County of Albemarlein the County and volunteer station s name. viii. When a volunteer department is ready to initiate a vehicle purchase (or refurbishment), the department chief or designee shall contact the County Fire Rescue operations chief and request initiation of a procurement process. ix. The operations chief shall verify that adequate CIP budget funds have been appropriated and consult County Purchasing about the appropriate purchasing method. When best method has been determined, and all related requirements for that method have been met, the operations chief will submit a purchase requisition to County Purchasing for action. x. Supplemental equipment procurement using County funds must also comply with County purchasing requirements. xi. During production of fire and rescue vehicles, the volunteer department chief or designee will typically coordinate any pre-construction, post-paint and/or final acceptance visits with the manufacturer. xii. Production change orders must be reviewed and approved by the County operations chief. Failure to do so will result in the volunteer department being responsible for all associated costs xiii. Once a new or refurbished vehicle has been accepted by the volunteer department, the volunteer chief shall notify the County operations chief of final acceptance and approval for payment. When the vendor invoice have been received by the County operations chief, the operations chief will forward authorization for payment to County Finance. If the invoice is received in advance of final acceptance, a check for the payment may be prepared and held by the operations chief, pending final acceptance notification from the volunteer department chief. xiv. Upon notification of final acceptance, the County operations chief shall notify the County s volunteer department vehicle insurance policy agent of the addition to initiate proper insurance coverage. xv. Upon receipt of payment, the vendor shall provide the County operations chief with notice of payment received and provide the vehicle Manufacturer s Statement of Origin (MSO). The MSO shall list the volunteer department and the County of Albemarle as co-owners. xvi. After delivery of a new vehicle, the volunteer department chief or designee typically coordinates supplemental equipment mounting and installation, including communications equipment. It may be appropriate to include some or all of these costs in the vehicle s replacement budget, as funding is available. This activity must be reviewed the County operations chief in advance for funding consideration and any necessary procurement action(s). xvii. When a new vehicle is ready for DMV registration and titling, the volunteer chief or designee should notify the County operations chief, who will provide a packet with: 1. A DMV title application with County (co-owner) information 2. A copy of the vendor invoice 3. The vehicle Manufacturer s Statement of Origin. The volunteer chief or designee can then take this material to the DMV for processing. Volunteer Emergency Vehicle license plates should be utilized xviii. A copy of the DMV title shall be returned to the County operations chief

24 STANDARD ADMINISTRATIVE POLICY Page 4 of 6 xix. Requests for reimbursement involving vehicle purchases, refurbishment or supplemental equipment after the fact are not allowable xx. Once a County- purchased apparatus is sold at the end of its useful life, the proceeds after the sale will go back to the individual volunteer department. If the volunteer department originally upgraded the apparatus being sold, the volunteer department will receive the percentage of the proceeds used for the upgrade to use at their discretion. The remainder of the proceeds will go back to the volunteer department and must be used to upgrade the new apparatus. Example: Apparatus cost at time of purchase is $200,000. The volunteer department added $20,000 in upgrades (10% of the total price). The apparatus is sold at the end of its useful life for $5,000. The volunteer department will receive the upgraded percentage (10% or $500) to use at their discretion. The reminder ($4,500) must be used to upgrade the cost of the new apparatus The County will consider participating in the construction or improvement of volunteer stations on a case-by-case basis. 1. This policy shall be reviewed every other year for changes and updates.

25 STANDARD ADMINISTRATIVE POLICY Page 5 of 6 Master Chart of Basic Operating Costs: Building Utility Costs Buildings & Grounds Maintenance Communications Operations (Fire Suppression & EMS) 1a Electricity 1b Fuel Oil or Gas (for heat, cooking, etc.) 1c Water & Sewer 1d Cable TV/DSS: Basic level of cable or DSS at the established cost according to the Office of Management & Budget (OMB) worksheet. May also include internet costs. 1e Trash Disposal 1f Other 2a Building Maintenance (routine HVAC, plumbing, generator repairs, painting, cleaning supplies, paper products, oil trap service, water and septic system maintenance, etc.) 2c Building Supplies (cleaning supplies, paper products, light bulbs, etc.) 2d Linen Service (only provided for stations with duty crews) 3a Telephone (land-based) including land-line costs. May also include internet costs. 3b Mobile Telephone (expense for each front-line apparatus & two chief officers at the established cost according to the OMB worksheet. 3c Alphanumeric Pagers (expense for each front-line apparatus and two chief officers) at the established cost according to the OMB worksheet. Front line apparatus includes engines, tankers, brush trucks, and a first due EMS response vehicle. Although not further defined by the committee, the volunteer funding policy implies that ambulances, squads/special rescue, and first due EMS response vehicles are included for rescue squads. 3d Radio and Pager Repairs & Replacement (Includes County 800 MHz system as well as mobile and portable radios on other systems necessary to support mutual aid operations ) 3g Other 4a General Supplies (stay-dry, fire-line tape, supplies for the Haz Mat St-4 & the Haz Mat St-7, etc.) 4b Small Tools (generally, tools and equipment less than $500) 4c Maintenance (maintenance and service of portable pumps, equipment, extrication equipment, hydraulic pumps, cascade systems, etc.) 4d Meals for Duty Crews (allowance for duty crew meals only provided for stations with duty crews at the established cost according to the OMB worksheet.) One meal per 8 hour shift is to be used as a budget figure. Although most evening crews are 12 hours, it usually includes only one meal. Requested departures from this will be considered on a case-by-case basis. Include specific request information in Explanation/Justification column on budget spreadsheet. 4f Other

26 STANDARD ADMINISTRATIVE POLICY Page 6 of 6 Emergency Medical & Rescue Services Vehicle Expenses Administrative Expenses Training Uniforms Loans 5a General Supplies (generally, cost of disposable supplies) 5b Small Equipment (generally, tools and equipment less than $500) 5c Maintenance (maintenance and service of defibrillators, etc.) 5d Other 6a Fuel (includes gas & diesel) 6b Preventative Maintenance (includes funds that were reimbursed by the County.) 6c Repairs (Stations shall deduct insurance reimbursements from repairs to vehicles before declaring repair costs.) 6d Other 7a Office Supplies 7b Postage 7c Printing 7d Dues 7e Professional Services (accounting, etc.) Audit services only. 7f Licenses 7g Other 8a Training (includes tuition, books, instructor expenses, etc.) at the established cost according to the OMB worksheet. 8b Subscriptions 8c Travel (includes lodging, meals, and mileage costs associated with out-of-town training) at the established cost according to the OMB worksheet. 8d Other 9a Uniforms (includes the cost for any station-provided duty uniforms and dress uniforms) for two chief officers at the established cost according to the OMB worksheet. Building Apparatus Reference: ACFRAB Annual Budget Timeline, Deadline, & Expectations OMB Volunteer Operating Costs Worksheet