CENTRAL PIERCE FIRE & RESCUE BOARD OF COMMISSIONERS MEETING AGENDA SPECIAL MEETING

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1 BOARD OF COMMISSIONERS MEETING AGENDA SPECIAL MEETING Date: October 15, Place: nd Ave E, Tacoma, WA Time: 6:00 p.m. 1. Call to Order 2. Pledge of Allegiance 3. Approval of Agenda 4. Preliminary Section II Review 5. Adjournment CPFR Board of Commissioners Meeting Agenda October 15, Page 1 of 1

2 Preliminary Fiscal Year Section 2: Logistics & Stations, CS, Communications, H&S, Volunteers, P&E, Shop Mission of CPFR: Effectively respond, continuously improve, compassionately serve

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4 PROGRAM BUDGETS OPERATIONS AND TRANSFERS 204 Logistics (Includes Stations, Facilities, and Towers: ) Logistics The Logistics Division is comprised of an Assistant Chief who provides management services of planning, supervising, and evaluating facility needs, vehicle maintenance and replacement, communications infrastructure, and the District s centralized purchasing operation. This Division also coordinates the installation and maintenance of all emergency communication equipment in vehicles as well as those used by front-line personnel. Another function of Logistics is the purchasing and maintenance of equipment and vehicles owned and operated by the District. This includes emergency apparatus, automobiles, suppression, and communication equipment. Equipment and vehicles are purchased through a variety of methods including utilization of the Washington State Purchasing Cooperative contracts, inter-local governmental bids, as well as advertising and bidding for equipment as a sole purchaser. Facilities The Facilities Division is responsible for the facilities owned by Central Pierce Fire & Rescue; specifically, nine fire stations owned by the District, three stations owned by the City of Puyallup being utilized by our personnel, one technology office, two training towers, one training center, and one vehicle maintenance shop. Facilities has one Facilities Maintenance Technician and a Landscape Technician to support building repair, maintenance, and landscape needs for all of these facilities. Station Captains are primarily responsible for overseeing and requesting major maintenance projects for their respective stations. Should the services of a contractor be required to make the necessary repairs, modifications or enhancements, the Assistant Chief of Logistics will oversee the development of specifications, the advertisement of bids and eventual contract award or hire a contractor directly if the project is small. The Assistant Chief of Logistics may assist, as required, in the acquisition of land and/or facilities. This Division also accounts for all costs specifically associated with the stations themselves. This includes all building maintenance and utilities. ed Position Counts Position Position Assistant Chief Captain Days Facilities Maintenance Tech Lawn Maintenance Tech Total:

5 2017 Actuals $ Incr/ (Decr) 204 Logistics & Stations Regular Time 176, , ,054 50, Comp Time Off 1, Holiday 11, Sick Leave Vacation 19, Kelly Day Holiday Buy Back 0 6,500 9,000 2, Sick Leave Buy Back 2,057 5,500 4,000 (1,500) Longevity Pay 12,087 14,508 15,852 1, Salary Entry , , FICA/Medicare 3,335 3,598 4, Retirement 16,800 18,992 24,832 5, Medical/Dental 46,677 53,602 85,440 31, L & I 6,667 7,420 11,366 3, Deferred Compensation 4,313 5,160 7,560 2, Uniforms ,500 72, Tool Allowance Quartermaster ,000 23, HRA 5,546 6,210 8,416 2, Office Supplies 11,445 8,996 11,396 2, Cleaning Supplies 13,734 17,100 18,100 1, Operating Supplies 35,267 39,486 44,336 4, Equipment Repair Parts 4,349 5,000 5, Building Repair Parts 16,902 27,786 27, Food 2,268 1,300 1, Fuel 292, , ,000 75, Small Tools & Equipment 44,005 40,955 95,055 54, Hose Replacement ,000 30, Other Professional Services 14,593 27,525 55,925 28, Postage , Mileage Other Operating Rental 6,600 2,325 2,225 (100) Gas 27,051 25,400 30,000 4, Propane 11,439 10,500 10, Water 32,573 26,550 35,900 9, Surface Water Management 19,421 24,200 35,100 10, Sewer 26,071 17,600 20,300 2,

6 2017 Actuals $ Incr/ (Decr) 204 Logistics & Stations Electricity 131, , ,350 18, Garbage 30,604 27,450 30,700 3, Building Repair/Maintenance 35,471 40,000 40, Equipment Repair/Maintenance 15,162 5,500 5, Maintenance Agreements 0 22,000 22, Grounds Maintenance 64,300 66,914 0 (66,914) Contractual Services 1,710 1,000 1, Fees/Permits 0 0 5,000 5, Registration (400) Laundry (Linen) Services Logistics & Stations Total 1,148,162 1,211,015 1,776, ,

7 205 Central Stores (Shown with 220 Runners Merged in 2016) CENTRAL PIERCE FIRE & RESCUE Central Stores The responsibilities of the Central Stores Division are to, within the parameters of the District s purchasing policy, purchase, inventory, and deliver supplies to all Central Pierce stations and administrative offices when requested. This Division is also responsible to ensure appropriate stock levels are available for emergency responders to respond quickly and efficiently to citizens. This Division also maintains an inspection and maintenance program for personal protective equipment as well as fitting personnel with bunker gear, uniforms, and equipment as required. Runners (Courier Service) The Runner Program provides Central Pierce Fire & Rescue with a courier service. Employees for this program (known as Runners ) include one full time runner, as well as civilians who pick up and deliver mail, equipment, supplies, etc. and perform day-to-day errands. The Runners also pick up backboards and other miscellaneous equipment left at hospitals and return the items to other area fire districts that participate in the runner program. The Purchasing Manager is responsible for scheduling the Runners daily. ed Position Counts Position Position Purchasing Manager Main Runner Runner Part-Time Total:

8 2017 Actuals $ Incr/ (Decr) 205 Central Stores Regular Time 107, , ,949 3, Part Time 6,591 6,886 7, Admin Acting Pay 2,676 2,200 2, Comp Time Off Holiday 4, Sick Leave Vacation 7, Holiday Buy Back 2,211 2,500 3, Longevity Pay 4,332 5,844 6, Overtime FICA/Medicare 2,444 2,391 2, Retirement 14,573 16,368 16, Medical/Dental 2,434 5,136 2,880 (2,256) L & I 6,660 7,199 7, Deferred Compensation 3,000 3,120 3, EAP HRA 8,000 8,130 8,000 (130) Office Supplies 1,199 1,200 1, Cleaning Supplies Operating Supplies 35,079 1,925 1, Food Inventory Loss 6, Small Tools & Equipment Other Operating Rental Contractual Services Registration Certifications Central Stores Total 215, , ,667 3,

9 240 Communications The Communications Division oversees the acquisition of all emergency communication equipment and applications including portable, mobile, and base station radios, pagers, 800 MHz communication system, and dispatch services. The purchasing of emergency equipment is done through a variety of methods including utilization of Washington State Purchasing Cooperative contracts, inter-local governmental bids, as well as advertising and bidding for equipment. ed Position Counts No budgeted positions Actuals $ Incr/ (Decr) 240 Communications Equipment Repair Parts 33 4,000 4, Communication Equipment 1,528 11,000 11, Dispatch 1,153,480 1,182,320 1,271,320 89, Radio System Fees 122, , , Cell Phone 31, Equipment Repair/Maintenance 3,908 10,000 10, Contractual Services 1,632 4,400 4, Communications Total 1,314,977 1,344,720 1,433,720 89,

10 250 Health & Safety The Health & Safety Division is managed by an Assistant Chief of Health & Safety, and was created in 2016 to ensure health and safety laws, rules, protocols, policies, and NFPA standards are maintained and followed. The Division is also responsible for managing and promoting firefighter health and wellness. ed Position Counts Position Position Assistant Chief Actuals $ Incr/ (Decr) 250 Health & Safety Regular Time 117, , ,454 6, Seminar/School 2, Holiday 2, Vacation 14, Holiday Buy Back 3,925 8,500 5,500 (3,000) Sick Leave Buy Back 3,399 4,000 4, SCBA Technician Pay ,500 18, Longevity Pay 10,468 10,548 11, Overtime 19,627 25,900 98,340 72, FICA/Medicare 2,701 2,404 2, Retirement 9,470 8,807 9, Medical/Dental 27,405 29,433 31,596 2, L & I 3,971 4,250 4, Deferred Compensation 3,000 3,600 3, Personal Protective Equipment 0 288, , HRA 2,208 2,210 2,208 (2) Equipment Repair Parts Breathing Apparatus Supplies 0 20,000 20, Small Tools & Equipment 931 3,700 10,775 7, Instructors 1, Per Diem Lodging 1, ,600 1, Mileage Airfare ,000 1, Equipment Repair/Maintenance 1,373 3,000 3, Equip Repair/Breath Apparatus 0 4,000 4, Maintenance Agreements 2,129 3,800 3, Personal Prot Equip Repair 39,860 55,000 55, SCBA Air Compressor Repair 9,314 7,000 7, Dues/Membership Fees , ,

11 2017 Actuals $ Incr/ (Decr) 250 Health & Safety Contractual Services 4 30,050 40,000 9, Registration 2,090 2,400 7,585 5, Certifications Equipment Miscellaneous ,000 30, Health & Safety Total 282, ,309 1,015, ,

12 310 Volunteers & Community Service Volunteers (CSV s) The Volunteer Program is designed to assist in the delivery of services at emergency incidents and public information and education events. The program is divided into two areas: community services and chaplains. Currently, we have 23 community services personnel and 5 chaplains. Volunteers earn points for specific duties and each point has a cash value. The point system is used as a way to reimburse volunteers for expenses incurred while participating in District activities. ed Position Counts No ed Actuals $ Incr/ (Decr) 310 Volunteers/Residents Points 24,170 30,000 30, FICA/Medicare 1, L & I EAP Disability/Pension Operating Supplies (100) Medical Exams (200) Mileage 2,965 4,075 4, Dues/Membership Fees (125) Volunteers/Residents Total 30,477 34,900 34,475 (425) 1.2

13 400 Prevention Education The Prevention & Education Division (P & E) is responsible for Fire Prevention, Fire Investigation, Public Information, Public Education and Public Relations. A variety of activities and responsibilities fall under the following five categories: Fire Prevention Within the city limits of Puyallup, Prevention personnel inspect occupancies and property to ensure compliance with International Fire codes and ordinances as adopted by the City of Puyallup. The Fire Prevention section issues and administers operational permits, plan reviews and inspections, and spring and fall Washington State Fairs. In addition, it receives and receipts fees associated with the permitting process. Throughout the District, the division provides Knox Box service, and other prevention functions. In the unincorporated area of the District, we work closely with the Pierce County Fire Marshal s Office to coordinate services. Fire Investigation Within the city limits of Puyallup, Deputy Fire Marshals respond to emergencies to examine fire scenes and determine the origin and cause of fires. This involves collecting and preserving evidence, interviewing witnesses, and testifying in court proceedings. Background investigations are also conducted in this division for the District. Public Information The division is the primary conduit for information to the public about the district. This is provided through public information releases, direct communication with media, The Responder newsletter, Facebook, Twitter, the CPFR website, and other media channels. The Public Information Officer (PIO) provides timely release of information regarding significant incidents. Public Education This section provides fire and life safety awareness programs to the public. These include school programs for fifth graders, Safe Sitter classes, fire extinguisher training, CPR/First Aid classes, and a presentation to high school students addressing driving while impaired. In addition, we coordinate activities to make our communities safer; such as smoke alarm installation and battery replacement, blood pressure checks, sport helmet fittings, and Active Shooter exercises with community members. We also schedule station tours and participate in community events and health and safety fairs. Public Relations The Public Relations section develops and seeks to enhance the relationships with the citizens of our District and remain actively involved within the community. Additionally, Community Service Volunteers and the Medical Explorers program provide critical outreach to our citizens. ed Position Counts Position Position Assistant Chief Deputy Marshal Public Educator Support Specialist Total:

14 2017 Actuals $ Incr/ (Decr) 400 Prevention & Education Regular Time 402, , ,079 21, Seminar/School 1, DFM PAY 1,762 7,596 7, Comp Time Off 2, Holiday 16, Sick Leave 4, Vacation 51, Bereavement Leave L & I Disability Leave 3, Holiday Buy Back 10,235 22,000 14,000 (8,000) Sick Leave Buy Back 5,862 10,000 3,500 (6,500) Paramedic Premium Pay 0 0 9,672 9, Longevity Pay 33,258 36,072 39,324 3, Salary Entry , , Overtime 27,556 33,000 41,000 8, FICA/Medicare 8,402 8,388 8, Retirement 33,686 35,384 36,796 1, Medical/Dental 109, , ,180 6, L & I 15,824 17,284 19,200 1, Deferred Compensation 13,856 16,800 16, HRA 13,432 13,440 13,432 (8) Office Supplies 710 1,320 1, Books/Manuals 1, Safety Supplies 0 8,000 8, Agency Recognition Supplies 710 1,000 1, Clothing Class Supplies/Extinguishers Class Supplies/CPR 262 5,500 5, Program Supplies 9,744 7,500 7, Program Supplies/Safe Sitter 1,645 3,750 3, Program Supplies/Schools 2,379 5,000 5, Program Supplies/WW Fair 7,739 6,500 6, Operating Supplies 797 1,000 1, Food Resale Items Small Tools & Equipment 4,959 7,000 18,000 11, Advertising 119 3,000 1,000 (2,000) Other Professional Services Postage 14,245 14,000 14, Per Diem 1, Lodging 3,374 1,800 2, Mileage (400) 100.0

15 2017 Actuals $ Incr/ (Decr) 400 Prevention & Education Airfare 1, Equipment Repair/Maintenance Dues/Membership Fees 1,208 1,500 1, Subscriptions Contractual Services 70 2, (2,000) Registration 3,905 3,640 4, Certifications 1,550 1,900 1, Printing & Binding ,000 12, B & O Tax Equipment Miscellaneous 8, Prevention & Education Total 825, ,943 1,126, ,

16 650 Shop The District owns and operates a maintenance shop for the repair and maintenance of vehicles and small equipment it owns, including emergency apparatus, automobiles, and suppression / communications equipment. The division operates under the management of the Assistant Chief of Logistics. ed Position Counts Position Position Lead Mechanic Mechanic Parts Specialist P/T Mechanic Total: Actuals $ Incr/ (Decr) 650 Maint. Shop Regular Time 479, , ,496 26, Part Time 49,983 63,933 66,229 2, Seminar/School 7, Mechanic Acting Pay 1,482 2,000 2, Comp Time Off 1, Holiday 20, Sick Leave 26, Vacation 48, Bereavement Leave Holiday Buy Back 7,685 8,500 9, Sick Leave Buy Back ,000 1, Mechanic Certification Pay 15,451 26,028 26, Longevity Pay 36,153 40,800 44,436 3, Overtime 85,043 60,000 75,000 15, FICA/Medicare 15,271 16,132 16, Retirement 85,142 98, ,812 3, Medical/Dental 163, , ,672 10, L & I 22,211 25,223 26,384 1, Deferred Compensation 19,827 23,520 23, Uniforms 1,136 1,000 1, Tool Allowance 2,950 3,201 3,

17 2017 Actuals $ Incr/ (Decr) 650 Maint. Shop Disability/Pension HRA 18,216 19,100 18,952 (148) Office Supplies 2,356 1,800 1, Books/Manuals Cleaning Supplies Clothing Operating Supplies 27,952 25,000 27,000 2, Equipment Repair Parts 1, Vehicle Repair Parts 224, , ,000 50, Tires (500) Software 6,085 6,000 6, Food Lubricants 4,537 13,500 13, Small Tools & Equipment 19,848 17,500 17, Instructors 0 3,000 3, Medical Exams Radio System Fees Other Professional Services 4,098 5,500 6,500 1, Per Diem 605 2,070 2, Lodging 1,725 3,568 3, Mileage 637 2,000 2, Airfare 1, ,720 1, Other Operating Rental 890 1,650 1, Water Surface Water Management 2,494 2,500 2, Sewer Electricity 5,494 6,300 6, Garbage 2,550 2,400 2, Hazardous Waste Disposal 2,489 2,500 2, Equipment Repair/Maintenance 4, ,000 10, Sub Let Vehicle Repair/Maint 98, , , Paint & Body Work 4,354 25,000 25, Grounds Maintenance 335 4,461 0 (4,461) Dues/Membership Fees 0 1,200 1, Subscriptions Contractual Services Registration 1,805 2,925 3, Certifications 963 1,000 1, Laundry (Linen) Services 4,391 6,250 6, B & O Tax Equipment Miscellaneous ,000 25, Maint. Shop Total 1,535,772 1,621,335 1,773, ,

18 10/15/18 PROPOSED BUDGET SECTION 2: Logistics/Stations, Central Stores, Communications, Health & Safety, Volunteers, P&E, and Shop Presented by Chief Daniel Olson October 15, AGENDA Review Division s Logistics/Stations Central Stores Communications Health & Safety Volunteers Prevention & Education Shop Review 2 1

19 10/15/ LOGISTICS/STATIONS Increase/ (Decrease) Fund $ TOTAL : $ 1,211,015 $ 1,776,352 $ 565, Increased Contractual/estimated COLA s and Benefits (Includes Lawn Maint) $ 98.8k ADD Logistics Captain 187.4k Move from Ops: Uniforms/Quartermaster $95.5k, Small Tools $50k, Hose $30k 175.5k ADD Professional Svcs: Concrete Clng at 60 $13k, Soil Remediation at 69 $15k 28.0k Decrease Ground Maintenance (66.9k) Increase Fuel 75.0k Increase Utilities: Water, Surface Water, Electricity, Garbage 52.6k Increase Supplies 8.2k ADD additional small tools $8.7k, vehicle surplus fees $5k, 13.7k 10/15/ CENTRAL STORES & RUNNERS Increase/ (Decrease) Fund $ TOTAL : $ 184,050 $ 187,667 $ 3, Increased Contractual/estimated COLA s and Benefits $3.6k 4 10/15/18 2

20 10/15/ COMMUNICATIONS Increase/ (Decrease) Fund $ TOTAL : $ 1,344,720 $ 1,433,720 $ 89, Major s: SS911 Dispatch Increase $ 89k 5 10/15/ HEALTH & SAFETY Increase/ (Decrease) Fund $ TOTAL : $ 671,309 $ 1,015,579 $ 344, Major s: ADD Overtime for Physicals, Peer Fitness, Peer Support, MOVE OT for Pro Pay $ 90.9k 6 ADD Incumbent Physicals (Ongoing) 190k ADD Ballistic Plates (One-time) 8.1k ADD PPE Cleaning Equipment (One-time) 30.0k ADD Services: Behavioral Health $1.3k, Tactical Ath $7.8k, Heroic Fitness App $0.9k 10.0k ADD Registration 4.9k 10/15/18 3

21 10/15/ VOLUNTEERS Increase/ (Decrease) Fund $ TOTAL : $ 34,900 $ 34,475 $ (425) (1.2) Major s: Decrease Supplies and Medical Exams $ (425) 7 10/15/ PREVENTION & EDUCATION Increase/ (Decrease) Fund $ TOTAL : $ 921,943 $ 1,126,831 $ 204, Major s: ADD Public Educator $ 157k ADD DUI program OT (Ongoing) 8.0k ADD 4 Gas Monitors (2 in ) 11.0k Increased Contractual/estimated COLA s and Benefits 24.0k 8 10/15/18 4

22 10/15/ MAINTENANCE SHOP Fund Increase/ (Decrease) $ TOTAL : $ 1,621,335 $ 1,773,868 $ 152, Major s: Increased Contractual/estimated COLA s and Benefits $ 50.5k ADD Overtime $65k (One-time), Remove One-time OT ($50k) 15.0k ADD Vehicle Repair Parts 50.0k ADD Overhead Storage and Shelving 25.0k ADD Equipment Repair & Maintenance 10.0k Reduce Grounds Maintenance (4.5k) 9 10/15/18 BUDGETED POSITIONS BY DIVISION Division Increase/ (Decrease) 204 Logistics* Central Stores Health & Safety Prevention & Education** Maintenance Shop TOTAL ed : *Add Captain Days in, and Lawn Maintenance approved in **Add Public Educator in 10 10/15/18 5

23 10/15/18 QUESTIONS & DISCUSSION 10/15/