Tallahassee Volunteer Fire Protection Inc. Process Document For The Merging Of NWFEMS Into Tallahassee Volunter Fire Protection (TVFP)

Transcription

1 Providing for a successful development of an all risk, full service fire department in the Tallahassee Volunteer Fire Protection Inc. s service area requires that both separate organizations agree to the goals and objectives of a full service emergency response agency. Once the goal is solidified then the steps and measurable milestones required to achieve this goal can be defined and a timeline for implementation can be developed. Table of contents 1. Participating agencies 2. Initial Phases of Negotiation 3. Organizational Goals and Objectives 4. Organizational Structure 5. Financial Structure 6. Operational Goals and Objectives 7. Facilities and Equipment TVFP NWFEMS Page 1 of 6

2 Participating Agencies TVFP Tallahassee Volunteer Fire Protection (TVFP) is a growing small rural not for profit fire department. This agency has one owned facility and four additional outstations located within the 325 square mile service area. The mission statement for the organization is: The Tallahassee Volunteer Protection Inc. shall provide Wild land fire protection and Urban Interface on a Volunteer basis within our designated fire protection area, in partnership with the Fremont County s Sheriff Office, Bureau of Land Management (BLM), Colorado State Forest Service (CSFS), and any other firefighting agency we may interact with. The services currently offered include wild-land and structure protection firefighting and vehicle incident responses. TVFP is currently training and equipping its personnel to provide additional services that include interior structure firefighting, vehicle extrication and rescue, and Emergency Medical Responders (EMR). These three additional services are part of the strategic plan adopted in 2010 with anticipated implementation in late fall 2014 to spring of 2015 based on available funding. TVFP currently has emergency response vehicles positioned throughout the service area in five different locations. Main Station (2518 S.H 9) houses a Structure engine, two brush trucks and a small water tender. (E11, E16, E46, T13) King Meadows (5 m.m. CR 11), has a small and large brush truck. (E54, E26) Autumn Creek (CR2), has a small and large brush truck (E14, E36) Cabin Creek (CR21), has a small brush truck (E56) South T-Bar (Tallahassee Road) has a small brush truck (E17) Equipment in fabrication includes a structure engine (E21), urban interface engine (E13), and three water tenders (T11, T21, T31). These have been either donated or acquired through the government excess program for minimal acquisition costs but require additional funding to complete. TVFP has 28 volunteers that respond to calls both in and outside the service area. Having four responders on call for each twenty four hour period is our goal which has not yet been achieved; however the program is in place. Response times vary based on the distance the responders have to travel to get to their respective stations. NWFEMS North West Fremont Emergency Medical Service (NWFEMS) is currently not in service. There is one building located at Chris Crossover and CR2 with two ambulances. TVFP NWFEMS Page 2 of 6

3 Process Phase 1 Any outstanding liabilities or legal liabilities that are outstanding with NWFEMS will be resolved or disclosed prior to the transfer. Legally binding documentation to support both financial and legal resolution will be required prior to transfer of assets to complete the merger. A peer steering committee of five members will be established to verify that the assets received are used for medical related training and operations. This steering committee could include a Fremont County Government Representative (OEM), County Physician Advisor, NWFEMS Board Member, TVFP representative, and/or a community member at large. This steering committee will report directly to the TVFP board of directors. Integrate two members of the existing NWFEMS s board into TVFP s board. The NWFEMS board will disband once the assets of the organization are transferred. Committees to support fund raising, recruitment, public awareness, and other specialty functions not pertaining to operations would report directly to existing TVFP operating board. Implementation Timeline November 2014 Agree on the organizational objectives and goal. January 2015 Define the organization s operational and financial structure. April 2015 Finalize organizational merger. Phase 2 Proceed with process to become a special district, which would allow a sustained funding source to support continued operations. If this process is successful the organizational structure would realign to conform to Colorado State guidelines. Rebranding of the organization will occur to reflect our all hazard organizational commitment. TVFP NWFEMS Page 3 of 6

4 Organizational Goals and Objectives Short Term (1-5 years) 1. To have one agency in the Tallahassee area that provides all the basic emergency service responses within the service area. Emergency services to be provided include wildfire and structure fire-fighting, vehicle extrication/rescue, and emergency medical responders (first responder). 2. Future expansion of services will be commensurate with the service need and their financial viability. 3. Utilize existing TVFP facilities and NWFEMS facilities for housing emergency response vehicles as determined by the fire chief based on services response needs. 4. Utilize existing operational equipment to provide emergency services that are the most cost effective. 5. Establish and maintain separate accounting for fire and medical operations. 6. Implement a long-term sustainable funding source through a special district or fees for services. 7. Complete refurbishment and construction of E21, E13, T11, T21, and T Completion of Main Fire Station. 9. Completion of repairs and updates on NWFEMS station including bringing up to code. Costs for bringing the building up to code to come out of currently held NWFEMS funds. Long Term (5+ years) 1. Expanded services to include property mitigation, medical transport, and other emergency response types based on call volume, financial viability, and availability of staffing. 2. Construction of zoning compliant four bay fire station near the existing King Meadows station. 3. Upgrade the existing NWFEMS station to accommodate four emergency vehicles. TVFP NWFEMS Page 4 of 6

5 Organizational Structure Currently both TVFP and NWFEMS have separate boards to oversee the financial operations of their respective organizations. TVFP also has a Fire Chief that is responsible for the day to day operations of the organization that includes emergency operations, short and long term agency planning, financial compliance, budget planning, and agency compliance to governing rules and laws pertaining to the operations of a fire department. The organizational structure of the post-merger organization would be similar to the existing structure in place at TVFP. The makeup of the board should be composed of no less than 7 members of the community at large, with a president, vice-president, treasurer, and secretary who are selected from the elected board members. This number might change in the event of becoming a special district. On the operations side, in addition to the existing structure with an assistant chief, captains, lieutenants, training, safety, maintenance, and public information officers there would be the addition of a medical officer. Financial Structure Pre-Merger Assets: Assets that NWFEMS had on the books before the merger will be set up as a restricted line item to be used specifically for medical purposes including (but not limited to) insurances on ambulances and building; medical re-certification; medical training and bringing the NWFEMS building up to code. Post-Merger Accounting Cost accounting will be utilized to accurately track costs of medical related activities separate from fire operations. Donations specifically for medical activities will be monitored in a Restricted Donation line item similar to the current Restricted Donation line item for specific organizational and fire operations activities. This financial structure is similar to what TVFP currently has in place. This structure could change if the organization achieves its goal to become a special district. TVFP NWFEMS Page 5 of 6

6 Operational Goals and Objectives Phase 1 Provide EMR (emergency medical responders) to the community utilizing existing resources within TVFP. Target date to begin services is Spring Establish a Medical coordinator that will be the liaison between TVFP operations (chief) and the appropriate medical agencies that TVFP will be working with. The coordinator will also be responsible for insuring that compliance to all regulations and guidelines, and standard operating procedures are being followed until the transition is complete and there would be the addition of a medical officer appointed by the fire chief. This phase will not provide for any patient transport. Phase 2 Perform annual reviews to determine if expanded services are warranted based on need, financial viability, and having sufficient responders to support such a program expansion. Things to be considered include the utilization of medical response vehicles and the financial performance of medical operations. Yes if the cost of operations is offset by dedicated funding support then the program can be considered for expansion. NO if cost of operations use all funding or is negative then no program expansion. Facilities and Equipment Utilize the existing facility at Chris Crossover and CR2 to house Fire and Medical equipment as is for the short term. Modify, and expand facility to comply with TVFP s strategic plan goals and objectives as funding becomes available. Signature of board presidents acknowledging acceptance of the terms and conditions herein: Bart Bartkowiak Date Kerry Meier Date NWFEMS Board President TVFP Board President TVFP NWFEMS Page 6 of 6