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EAST CONTRA COSTA FIRE PROTECTION DISTRICT

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					        EAST CONTRA COSTA FIRE PROTECTION DISTRICT
                                 Board of Directors Regular Meeting
                                  Monday June 11, 2012 – 6:30 P.M.
                                Meeting Location: 3231 Main Street, Oakley

                                           BOARD OF DIRECTORS
         Pat Anderson                      Kevin Romick - President                       Robert Kenny
           Steve Barr                    Joel R. Bryant- Vice President                  Cheryl Morgan
       Robert A. Brockman                         Jim Frazier                           Erick Stonebarger




                                AGENDA
     ______________________________________________________________
Preceded by a Special Closed Session Meeting at 6:00 P.M., 3231 Main Street, Oakley

6:00 P.M. – Call to Order and Adjourn to Closed Session on the following matters:

1.      CONFERENCE WITH LABOR NEGOTIATOR
         pursuant to Government Code Section 54957.6
         Agency designated representative: Board President and Vice President
         Employee Organizations: International Association of Fire Fighters, Local 1230,
         AFSCME Local 2700, East County Fire Fighters Association (Reserves),
         Unrepresented Management.

RECONVENE TO OPEN SESSION – 3231 Main Street, Oakley
Report from closed session (if any)


CALL TO ORDER


PLEDGE OF ALLEGIANCE


ROLL CALL


PUBLIC COMMENTS
At this time the public may address the District Board on subject matters pertaining to District business listed on the
Consent Calendar, Closed Session, Future Agenda Items, or items not listed on the agenda. Remarks may be limited
to 3-minutes subject to the discretion of the Board President and with the concurrence of the Board of Directors.
Please complete and submit a “Public Comment Speaker Card” with the District Clerk.



                                              June 11, 2012 Agenda
                                                   Page 1 of 2
CONSENT CALENDAR
Consent Calendar items are considered routine in nature and will be enacted by the Board in one motion. If
discussion or public comment is required, any Board Member may request the item be removed from the Consent
Calendar and considered separately.

C.1      Approve minutes from May 7, 2012 Regular Board of Directors Meeting.

PUBLIC HEARINGS
Members of the public wishing to address the Board on a listed item shall complete and submit a “Public Comment
Speaker Card” with the District Clerk.


DISCUSSION ITEMS

D.1     Adopt Staffing Model for FY 2012-2013.

INFORMATIONAL STAFF REPORTS

      1. Service calls for May 2012


DIRECTORS’ COMMENTS


INFORMATIONAL REPORTS AND REQUESTS FOR FUTURE AGENDA ITEMS FROM
BOARD MEMBERS
This portion of the agenda shall provide an opportunity for Board Members to report on activities, committee or event
attendance pertaining to District business or to request a future item to be placed on the agenda.


ADJOURN TO THE NEXT REGULAR BOARD MEETING SCHEDULED: June 25, 2012

                                              POSTING STATEMENT
A copy of this agenda was posted June 8, 2012 at the East Contra Costa Fire Protection District Administrative
Office, 134 Oak Street, Brentwood, CA 94513. Pursuant to CA Government Code §54957.5, disclosable public
records and writings related to an agenda item distributed to all or a majority of the Board of Directors less than 72
hours prior to this meeting is available for public inspection at the East Contra Costa Fire Protection District
Administrative Office, 134 Oak Street, Brentwood, CA 94513.

NOTICE In compliance with the Americans with Disabilities Act, any individuals requesting special accommodation to
attend and/or participate in District Board meetings may contact the District Administrative Office at (925) 634-3400.
Notification 48 hours prior to the meeting will enable the District to make reasonable accommodations.




                                              June 11,, 2012 Agenda
                                                   Page 2 of 2
        EAST CONTRA COSTA FIRE PROTECTION DISTRICT
                                      Meeting Minutes
                             Board of Directors Regular Meeting
                                Monday May 7, 2012 – 6:30 P.M.
                            Meeting Location: 3231 Main Street, Oakley

                                     BOARD OF DIRECTORS
         Pat Anderson                Kevin Romick - President              Robert Kenny
           Steve Barr              Joel R. Bryant- Vice President         Cheryl Morgan
       Robert A. Brockman                   Jim Frazier                  Erick Stonebarger




     ______________________________________________________________
Preceded by a Special Closed Session Meeting at 6:00 P.M., 3231 Main Street, Oakley

6:00 P.M. – Call to Order and Adjourn to Closed Session on the following matters: - (6:00 P.M.)

1.     CONFERENCE WITH LABOR NEGOTIATOR
        pursuant to Government Code Section 54957.6
        Agency designated representative: Board President and Vice President
        Employee Organizations: International Association of Fire Fighters, Local 1230,
        AFSCME Local 2700, East County Fire Fighters Association (Reserves),
        Unrepresented Management.

Director Bryant absent from Closed Session


RECONVENE TO OPEN SESSION – 3231 Main Street, Oakley- (6:17 P.M.)

President Romick gave direction to staff for items 1

CALL TO ORDER- (6:30 P.M.)

PLEDGE OF ALLEGIANCE- (6:30 P.M.)

ROLL CALL- (6:31 P.M) Directors Present: Anderson, Barr, Brockman, Bryant, Frazier, Kenny,
                                         Morgan, Romick, Stonebarger
                                         ,
PUBLIC COMMENTS- (6:31 P.M)

There was 2 Public Speakers
   • Kevin Graves
   • Andrew Keglt


                                        May 7, 2012 Minutes
                                            Page 1 of 2
CONSENT CALENDAR- (6:34 P.M)

C.1      Approve minutes from April 2, 2012 Regular Board of Directors Meeting.
C.2      Approve Amendment to Agreement for General Counsel Services for FY 2012-13
C.3.     Approve a Professional Services Agreement for Information Technology Services for FY
         2012-13.
C.4      Rescheduling of June 4, 2012 Regular Board of Directors Meeting.

         Motion by: Director Frazier to approve Consent Calendar Item C.1-C.4;
         Second by: Director Bryant
         Vote: Motion carried 9:0


PUBLIC HEARINGS

NONE

DISCUSSION ITEMS- (6:35 P.M)

D.1     Receive Report on Balanced Budget Staffing Models.

There was 5 Public Speakers
   • Gil Guerrero- Local 1230
   • Vince Wells – Local 1230
   • Carol Dooley
   • Bob Mankin
   • Mark Whitlock

 INFORMATIONAL STAFF REPORTS- (7:45 P.M)

      1. Service calls for April 2012 – Chief Henderson provided service reports.


DIRECTORS’ COMMENTS- (7:46 P.M)

INFORMATIONAL REPORTS AND REQUESTS FOR FUTURE AGENDA ITEMS FROM
BOARD MEMBERS- (7:47 P.M)

Director Anderson requested that staff starts the process for an Elective Board.

 ADJOURN TO THE NEXT REGULAR BOARD MEETING SCHEDULED: June 11, 2012-
(7:50 P.M)

        Motion by: Director Anderson to adjourn to the next Board meeting, June 11, 2012
        Second by: Director Frazier
        Vote Motion carried 9:0




                                        May 7, 2012 Minutes
                                            Page 2 of 2
                        BOARD OF DIRECTORS AGENDA ITEM NO. D-1



Meeting Date:     June 11, 2012

Subject/Title:    Adopt a Service Model for Fiscal Year 2012-2013

Submitted by: Hugh Henderson, Fire Chief


RECOMMENDATION FOR ACTION

Adopt a service model for Fiscal Year 2012-2013.


PREVIOUS ACTION

At the May 7, 2012 Board Meeting, the Board received two staffing models that would work with
a balanced budget.


SUBJECT BACKGROUND

On June 5, 2012; the District’s Parcel Tax (Measure S) was rejected by the voters within the
District. As you know, due to the sharp decline in property taxes since 2008, the District has
been operating by relying on its reserves, which are now nearly depleted. As a result, to
prevent the untenable situation of the District incurring financial obligations that it will be unable
to pay when due, significant operational reductions will be required.

In building the alternative staffing models below, the primary focus has been on providing the
best service to the communities, while maintaining Emergency Personnel for public safety within
the limits of the anticipated revenues of the District.


Balanced Budget Service Models:

On May 7, 2012; the Board reviewed the Three-Station and Four-Station Models. There was a
comment made at the last Board meeting if a hybrid-model between the Three and Four Station
model could be identified. Since that meeting a hybrid-model has been identified and has been
included in this staff report for the Board’s review tonight.

All three draft service models contain administrative staff of a Fire Chief, three Battalion Chiefs
and one Administrative Assistant. The models also include the Cal-Fire contract providing
service to the Marsh Creek/Morgan Territory area. The Balanced Budget Service Model will
require the District to provide a service based on the projected revenue for the 2012/2013 fiscal
year. The projected revenue will require significant changes be made to the District’s
operational structure.

The following are three service alternatives staff have analyzed and alternatives to operate
within the projected revenue.

                                               Page 1 of 3
Three-Station Model – consists of stations in Brentwood, Discovery Bay, and Oakley. All three
stations would be staffed with three personnel consisting of a Fire Captain, Engineer, and
Firefighter. The Three-Station Model has higher staffing costs, but those are offset by a
reduction in day-to-day station costs. Operating service out of three stations reduces the wear
on tear on the existing equipment and will provide additional capital equipment for rotating in
and out of service. A three station model would require 27 fire personnel compared to the
current 43 FTE’s.

Four-Station Model – consists of two stations in Brentwood, and one station each in Discovery
Bay and Oakley. All four stations would be staffed with two personnel, consisting of a Fire
Captain and Engineer. The staffing costs associated with the Four-Station Model are reduced
by three personnel from the Three-Station Model. This option requires additional day-to-day
expenditures associated with an additional station. A four station model would require 24 fire
personnel compared to the current 43 FTE’s.

Four-Station Hybrid Model – consists of two stations in Brentwood, and one station each in
Discovery Bay and Oakley. Three of the four stations would be staffed with two personnel,
consisting of a Fire Captain and Engineer. The fourth station would be staffed with three
personnel; consisting of a Fire Captain, Engineer, and Firefighter. It is anticipated that this
additional staffing could rotate between Brentwood, Oakley and Discovery Bay but ultimately
would be based upon operational needs. The staffing costs associated with the Four-Station
Hybrid Model are increased by three personnel from the Four-Station Model. This option
requires additional day-to-day expenditures associated with an additional station plus the
additional 3 personnel. A four station hybrid model would require 27 fire personnel compared to
the current 43 FTE’s.


Operational Impacts and Changes:

All three staffing models will require auto/mutual aid for fires and major incidents within the
District and response times are projected to increase. The District will need to make major
changes in its responses, priorities to calls, and the use of auto-aid.

   1. The response plan would be modified for the number of units responding to an incident.
      For example vehicle accidents are currently two engines and a Battalion Chief.

   2. Non-emergency calls would not be responded to until a District engine was available and
      would not be responded to with auto or mutual aid to reduce the impact outside
      agencies.

   3. No move-up/station coverage; in other words, if all the engines are covering calls certain
      areas may not have any coverage until the engine is done with the call.

   4. Auto-aid would only be used for emergency calls.




                                              Page 2 of 3
Calls for Service and Response Times:

In 2011 the District responded to 5,126 emergency calls (code 3: light & sirens) with an average
response time of 6:27 minutes per call. In addition to the emergency calls, there were 1,134
non-emergency calls within the District during 2011. The breakdown of these calls is as follows:
744 fires, 4569 medicals and 947 public service calls. The total numbers of calls for 2011 was
6,260.

The District received auto-aid from Contra Costa County Fire Protection District (Con Fire) 322
times. They responded with a total of 413 units (some calls require multiple units per call).

The District provided auto-aid to Contra Costa County Fire 171 times with the District
responding with 198 units.

The auto-aid numbers do not include move-ups for station coverage.


STAFF’S RECOMMENDATION:

While all three staffing models will work within the District’s projected revenue, staff is
recommending the Three-Station Model to provide a fully staffed three personnel Engine
Company to respond to emergencies within the District. This model provides the best service
model for the District as well as the safety for our District and Firefighters.

Staff requests further direction from the Board so that it can prepare a budget proposal for
adoption at the June 25, 2012 meeting. State law requires the District to adopt a preliminary
budget by June 30, and since the parcel tax does not pass, staff believes that the District board
will have to take action in June on a balanced budget service model that will take effect on July
1, 2012.



Attachments:
District Coverage Maps
2011 Incident Summary




                                             Page 3 of 3
2011 Incident Summary

Station                                      Other     Total
Number Community          Fires   Medicals   Calls   Incidents
  52    Brentwood          139     1393       254      1786
  54    Brentwood          145     1008       238      1392

   59     Discovery Bay   136       494      127       757

   93     Oakley          172      1288      219       1679

   94     Knightsen        36       83        17       136

   95     Bethel Island    76       255       23       354

Sunshine Marsh Creek       31       64        61       156

 Totals                   735      4585      939      6260

				
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