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10/19/1999FIRE TASK FORCE MEETING CITY OF CLEARWATER October 19, 1999 Present: Bill Horne Chair (non-voting) Fran Briskman Task Force Member Joe Calio Task Force Member- arrived 3:06 p.m. Joe Evich Task Force Member Rowland Herald Task Force Member Russ Kimball Task Force Member George Krause Task Force Member John Lee Task Force Member Scott Nall Task Force Member - arrived 3:11 p.m. Bill Schwob Task Force Member William Sherman Task Force Member Duke Tieman Task Force Member Jean Stuart Task Force Alternate Doug Williams Task Force Alternate Also Present: John Carassas Assistant City Attorney Jack Callahan Assistant Fire Chief Charlie Flowers Deputy Fire Chief/Emergency Mgmt. Margie Simmons Financial Services Administrator Tina Wilson Budget Director Sue Diana Asst. City Clerk – departed 4:02 p.m. Cynthia E. Goudeau City Clerk – arrived 4:11 p.m. Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 3:00 p.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #2 – Approval of Minutes It was noted Russ Kimball had been absent on October 12, 1999. Member Schwob moved to approve the minutes of October 12, 1999, as corrected. The motion was duly seconded and carried unanimously. ITEM #3 – Discussion of Knopf Report/City Response Fire Chief Rowland Herald reviewed the background of the Knopf Report. Following the RFP (Request for Proposals) process, the $40,000 study was contracted and took place between March and June 1998. The Executive Summary contains many controversial recommendations. For example, some do not account for the County’s fire services role. Fire Chief Herald reviewed the Knopf Report Recommendations & Implementation. (Attached as Exhibit A to these minutes) While the Commission was unaware of problems, the Fire Department faced difficulties related to unfunded capital improvement needs, decreased staffing levels, and community changes. In April 1999, Fire Chief Herald’s State of the Department presentation to the Commission addressed these concerns. Fire Chief Herald referred to the report’s recommendations related to Administration. Limiting staff to one Deputy Chief per shift was tried and necessitated backup from mutual aid departments who were unfamiliar with City staff, procedures, and apparatus. Lieutenants, who took on the lead role, were unable to meet their hose line duties. Safety related problems compelled the Department to end the trial halfway through the 90-day experiment. Instead of adding 3 Deputy Chiefs as recommended, the Department added 2 and assigned two functions to one position. While the report recommended adding 3 firefighters, the City added 9 in its FY (fiscal year) 1999/00 budget. The Department found the study’s recommendation to shuffle positions to achieve this goal unattainable. The Department had deleted the Assistant Fire Marshall position. Fire Chief Herald reported the Department had acquired responsibility for Emergency Management without added resources. He said, as Department staff is not trained to handle budgetary requirements, the recommendation to delete the Administrative Support Position is not planned. As recommended, the relocation of chief officers to downtown administration offices is underway. He felt the training director should remain at the training facility. In response to a question, Fire Chief Herald said the Department has 6 divisions, each with a District Chief. The position, “Captain,” was renamed “District Chief” to meet Countywide standardization. Two District Chiefs are on duty during each 24-hour period and run the Department after administrative hours. Each fire station has a Station Officer on duty. Regarding the report’s recommendations related to Apparatus, Fire Chief Herald said the Department has disposed of the 1941-brush unit and assigned a rescue unit to Sand Key. An apparatus replacement schedule is included in the Department’s 5-year plan. Fire apparatus replacement is ahead of schedule and will result in reserves being available when front line equipment needs repair. Recent City investment in equipment is estimated at $1.4-million. In response to a question, Fire Chief Herald said replacement of the aerial truck is scheduled for October 2000. The replacement schedule calls for major refurbishment after 10 years of use, and, after 5 more years, retirement for use as a reserve unit for another 5 to 7 years. Based on this schedule, the Department’s other aerial requires replacement in 2003. In response to a question, he said the budget includes the cost of refurbishing apparatus that is 10 years old. Some funds are carried over to the next year due to lengthy delivery schedules. While rescue vehicles cost approximately $775,000, aerial equipment costs more than $1-million. In response to a question, he said ordering customized apparatus does not add to their cost. Most vehicles can be delivered in 3 to 4 months. Aerials take at least one year. Fire Chief Herald addressed the report’s EMS (Emergency Medical Service) items. A rotation system for paramedics is deemed important to avoid burnout problems related to this high stress occupation. It also is important for paramedics to maintain their fire suppression skills. Human Resources discouraged the Department from requiring paramedic certification for new hires as that would exclude a significant number of protected classes and is not in the community’s best interest. In response to a question, he said the Department is establishing guidelines for career paths. From 3 to 5 years of experience is necessary before a paramedic can take charge of a scene. By that time, the City already has made a significant investment in that person. All entry-level positions require firefighter and EMT (Emergency Medical Technician) certification. Concern was expressed the City may not be able to meet future paramedic needs due to the number who are dropping their patches. A system offering a minimum 6 to 8 month rotation was recommended. The study’s recommendation related to EMS training is impractical as the County already pays 75% of the salaries for these 3 positions. The County funds training through SPJC (St. Petersburg Junior College) to meet recertification requirements. In response to a question, he said the average cost to fund the 10.5 staff members necessary to cover three positions is $650,000 annually. The County’s $200,000 contribution covers little. The Department received no reimbursement for equipping all vehicles with automatic external defibrillators. Addition of a clerical position is planned once retirements lower the number of administrative positions. Concern was expressed regarding the percentage of County taxes collected from Clearwater that are returned to the City. Fire Chief Herald reported in FY 1998/99, City taxpayers paid $3,921,000 to the County while the City received $2,883,000 in return, resulting in a $1-million shortfall. It was requested staff report on funding arrangements for other County Fire Districts. Fire Chief Herald said the collected millage must be spent on EMS needs. Regarding the report’s Emergency Management recommendations, Fire Chief Herald indicated Deputy Fire Chief Charlie Flowers serves as the City’s Emergency Manager and Public Information Officer. A clerical position, serving more than 1 position, is earmarked for the future. Recommendations related to equipment have been implemented. In response to a question, Fire Chief Herald said the Department budgets $10,000 annually to replace hoses. The report only addresses areas where the Department is out of compliance. Regarding the report’s Facilities recommendations, Fire Chief Herald said construction of new fire stations on Sand Key and in Northwest Clearwater are part of the Department’s long-term plan. A 2-person team has been assigned to Sand Key. Shifting marine rescue hardware to Sand Key is being considered. Until an above ground fuel tank is constructed, City staff has begun to transport fuel to the beach to refuel equipment. While fire sprinklers have been installed at all stations, Fire Chief Herald reviewed the safety and health issues that require refurbishment of all stations. District Fire Chiefs have been assigned total responsibility for the upkeep and maintenance of each station. Deputy Fire Chiefs will handle periodic inspections. Fire Chief Herald addressed the report’s recommendations related to the Fire Marshall. Hiring a Fire Protection Engineer may be implemented before FY 2002. Relocating the Fire Marshall to the MSB (Municipal Services Building) was not possible due to a lack of space. The move would have provided a one-stop service for permitting requests. Instead, a review process at the Fire Station is necessary. The recommendation to start a voluntary home inspection program has not been considered. Hand held data entry computers for Fire Marshall use are being considered as a way to save ½ day per week. While inspections should be annual, the current cycle is 36 months. As more items are found to be out of compliance, necessary rechecks further delay the inspection process. The recommended clerical position will be shared by two divisions. The Department has no plans to provide inspectors with cell phones as portable radios meet current needs. Although cell phone/radios are available, the call volume does not justify their cost. The meeting recessed from 4:02 to 4:11 p.m. Regarding the report’s Human Resources management recommendations, Fire Chief Herald said the time restriction on trading shifts was removed. Guidelines related to the implementation of a formal employee recognition program have been drafted. He commended the Union for hosting the awards banquet and agreed that not enough has been done. A Fire Inspector now serves on the City’s Employee of the Month committee. Fire Chief Herald said his open door policy encourages staff input. He said a City priority is to implement a diversity-recruiting plan. Fire Chief Herald addressed the Incident Command System, indicating both recommendations had been implemented. Development of a standard accountability system is ongoing. Regarding the report’s recommendations related to Internal Communications, Fire Chief Herald said the internal newsletter is scheduled for publication beginning in December 1999. Increased dialogue between labor and management is being established. Human Resources has worked with the Department on a collective agreement process. The Fire Chief addresses issues on half-hour monthly programs aired via closed circuit. Others will host future shows. Weekly visits by the Fire Chief to all 3 shifts at the 7 fire stations and administrative offices will be difficult to achieve. Administration will accompany the Fire Chief on these visits. Fire Chief Herald addressed the report’s Non-Emergency Services recommendations. Department interaction with the community is improving with increased requests for Department participation in neighborhood events. He said an important component of the Department’s marketing plan is to engage the community. A business marketing plan is needed. Regarding the report’s recommendations related to Standard Operating Procedures, Fire Chief Herald said the Medical Operations Manual, which provides guidelines, has been revised. Annual reviews and updates are planned. The manual addresses what is expected when staff is confronted with an emergency. A basic operating plan and code of conduct are needed as separate documents. Fire Chief Herald addressed the report’s recommendations related to Staffing and Standards Compliance. Staffing levels have been increased from 38 to 42. The Department has agreed to review and adhere to the Fair Labor Standards Act. Training has been implemented related to hostile incidents occurring during a call. Establishment of minimum staffing is related to the number of personnel who can be on-site at an emergency within critical time limits. Additional responders are assigned to high hazard occupancies, such as nursing homes, and hazardous material storage. Regarding the report’s Training recommendations, Fire Chief Herald said no great strides have been made to provide Chief Officers with interpersonal training. A Career Path Handbook has been completed recently. Installation of exercise equipment to meet fitness initiatives is underway. Updating the training facility is planned for year 2 of the 5-year plan. Fire Chief Herald addressed the report’s recommendations related to “Unclassified.” He said the DART (Disaster Assistance Response Team) program has been implemented, as citizens must be self sufficient for 72 hours following a major disaster such as a hurricane. In response to a question, Fire Chief Herald said staff’s application for a $300,000 grant to expand and upgrade the training facility to also serve as an emergency operation center had been denied although the City was awarded a $50,000 grant for debris removal equipment. In response to a question, Fire Chief Herald said adding a 4th person to the beach station is not proposed as staffing is not available. The 9 new employees are moving into current positions until productivity needs are better identified. In response to a question regarding the report’s recommendation to decrease the number of administrative personnel, the Fire Chief said his current level of staffing is necessary to move the Department forward. Expected retirements will lower that number. The national average level of administrative personnel was requested. Fire Chief Herald said administrative needs should decrease within several years. It was noted comparisons are difficult as topography challenges differ between communities. The Department also meets marine rescue needs for Tampa Bay, Clearwater Harbor, the Gulf of Mexico, and numerous lakes. Funding for providing fire services to enclaves within the district is based on a State mandated formula. It was recommended construction of new fire stations begin immediately. Fire Chief Herald said the Coast Guard has proposed a more permanent arrangement with the City regarding Sand Key whereby staff could use Coast Guard facilities in return for responding to incidents with Coast Guard personnel. The matter is under discussion and requires Coast Guard district approval. It was suggested the $680,000 in Penny for Pinellas funds previously budgeted for the training facility be earmarked for a new station in Northwest Clearwater. It was questioned when the Commission had reallocated these funds. Fire Chief Herald reported the budgeted items no longer met Department needs. It was noted the $12-million federal grant to be used toward construction of a new Memorial Causeway Bridge will replace Penny for Pinellas funds budgeted for that purpose. It was recommended remaining funds be dedicated to the Department. In response to a question, Fire Chief Herald said a developer has expressed interest in Clearwater Mall station property. It was stated the Task Force needs all related information to make an informed recommendation. It was suggested impact fees paid by Sand Key developers be used to meet Department needs. It was noted only $167,000 of those fees remain to beautify Gulf Boulevard after widening. It was felt those fees should have been used to address public health and safety needs. Member Evich moved to recommend that the Chief submit a budget amendment to reallocate $3.4-million for construction of fire stations on Sand Key and in Northwest Clearwater. The motion was duly seconded. It was suggested the motion be delayed until more information is available regarding the developing situation with the Coast Guard. It was recommended discussion of the federal funds be scheduled for a future meeting. Concern was expressed remaining funds not be allocated to another project before the Department's demonstrated needs are considered. The seconder withdrew his second. Member Evich withdrew his motion. ITEM #4 – Discussion of Fire Plan Needs & Budget – Cont’d to October 26, 1999. ITEM #5 – Miscellaneous Establish Future Agendas Chair Horne said Pinellas County is scheduled to return next week to present the remainder of its report on Clearwater. Consensus was to limit the County’s presentation to 30 minutes. The Fire Chief will report on his survey of 51 State fire districts regarding funding source options. In response to a question, he said the County is developing a training facility by the St. Petersburg/Clearwater Airport which the Department will use for training not available on-site. It was suggested the committee define funding requirements before determining funding sources. A report on County recommendations for fire station placement was requested. The next meeting is scheduled on October 26, 1999, at 3:00 p.m. at City Hall. ITEM #6 – Adjourn The meeting adjourned at 5:25 p.m.