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12/07/1999FIRE TASK FORCE MEETING CITY OF CLEARWATER December 7, 1999 Present: Bill Horne Chair 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 Bill Schwob Task Force Member Duke Tieman Task Force Member Doug Williams Task Force Alternate William Sherman Task Force Member – arrived 3:07 p.m. Jean Stuart Task Force Alternate Absent: Joe Calio Task Force Member Joe Evich Task Force Member Fran Briskman Task Force Member (resigned) Also Present: John Carassas Assistant City Attorney Robert Lockwood Fire Support Manager – arrived 3:30 p.m. Margie Simmons Finance Director Tina Wilson Budget Director Sue Diana Assistant City Clerk Brenda Moses Board Reporter The Chair called the meeting to order at 3:03 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 November 30, 1999 Minutes Member Krause moved to continue approval of the minutes until the next meeting. The motion was duly seconded and carried unanimously. Chair Horne announced Member Briskman resigned due to other obligations. She offered to share her research data with the Task Force. The Commission will make a decision on Thursday regarding Ms. Briskman’s replacement. He distributed a copy of her resignation letter to the Board members. At the previous meeting, the Task Force had indicated a desire for the City Manager to send a letter to the County to reserve a place on the tax rolls to collect a fire fee by the uniform collection method. Chair Horne noted a preference for the Fire Task Force’s report to stand on its own. A fee can still be implemented either through the City’s utility billing system or an alternative billing method at a minimal expense to the City. It was noted that the City would pay a small administrative fee to use the uniform collection method. Chair Horne noted Member Kimball missed his third consecutive meeting last week due to illness. Discussion ensued regarding the Task Force’s rule that a member can be removed after 3 consecutive absences. Member Krause moved to waive the rule and allow Member Kimball to continue to serve on the Task Force. The motion was duly seconded and carried unanimously. ITEM 3 – Discussion /Approve Fire Department Five Year Plan Elements Member Herald noted at the last meeting, the Task Force was given an updated 5-year budget plan, which included associated engineering costs. Discussion ensued regarding the plan elements and consensus was to consider and approve in concept each element individually. The elements are listed in chronological order as indicated in the proposed Fire Department 5-year plan and both will be made part of the record as Attachment A to the minutes. Item A1 – Training Facility Member Herald said their proposal is based on the projection that there will be a central County training facility that may have some facilities that Clearwater does not have. Future needs were considered for this proposed facility, such as communications wiring, increased classroom size with the intent it would also fulfill the need for a future emergency operation center, covered parking for larger apparatus, and utilization by the Police Department for certain emergencies. Member Herald said the Fire Department staggers one fire engine and one rescue unit for continuing medical education classes at the County. The City also performs fire suppression training and North Pinellas County hi-rise training drills. Member Herald said the fundamental success of any emergency operation is built around its training program. In addition, the Fire Department is required by mandate to annually accomplish specific training. He said the initial $1 million of start-up money to secure a site for the County facility has been approved. The entire project is estimated to cost $3 million. The funding is earmarked in the County’s budget in forthcoming Penny for Pinellas dollars. He was unsure of the targeted completion date. There is no substantial cost, if any, for the City to use the County facility. The County’s central training facility is to include a concrete building with movable partitions that can be used for emergency situations. It also is to be equipped to simulate structure fires. Regarding elements A5 and A6, a question was raised as to why inspection and clerical staffing were being presented as programmed upgrades rather than proposed enhancements. It was indicated this was not based on any particular rationale and the Task Force could prioritize the items as desired. Member Krause moved to approve Item A1 in concept. The motion was duly seconded and carried unanimously. Item A2 – Clearwater Mall Facility Member Herald said this facility is the most dysfunctional as it relates to operations. The current facility is in a great location, but is an older facility with cramped quarters. It lacks some biohazard containment facilities, provisions for the diverse workforce (accommodation of female firefighters), etc. A developer has expressed interest in developing the Clearwater Mall property with the understanding the current fire station would be relocated a short distance south of its current location. Member Schwob moved to approve Item A2 in concept. The motion was duly seconded and carried unanimously. Item A3 – Maintenance Shop Member Herald said the maintenance shop is being proposed as a relocation of the current facility in downtown to the proposed training facility property. Currently, most of the supplies are housed in an apparatus room on Lakeview Road and Highland Avenue. The objective is to establish a central locale for supplies to achieve a preventative maintenance program. Units attending classroom training can also pick up supplies at the same location. Member Herald said mechanics must be certified to work on fire department equipment. Member Tieman moved to approve Item A3 in concept. The motion was duly seconded and carried unanimously. Item A4 – Main Station and Administration Building Member Herald said this facility is a proposed replacement of the main station and administration facility. The current station also lacks some biohazard containment facilities, provisions for the diverse workforce (accommodation of female firefighters), etc. In response to a question, Finance Administrator Margie Simmons said once the funds are in place, it will take approximately a year to build the facility. Fire Marshal Randy Hinder said the cost to remodel the main station is almost as much as the cost to replace it. The station must continue to operate during remodeling and temporary housing for firefighters is expensive. Member Herald said he was unsure if the station could be moved from the current site. Member Schwob moved to approve Item A4 in concept. The motion was duly seconded and carried unanimously. The meeting recessed from 4:10 to 4:19 p.m. Item A5 – Inspection Staffing Member Herald said his philosophy is to be more proactive in fire prevention efforts. He said the NFPA (National Fire Protection Agency) recommends inspection cycles annually. The City’s current inspection cycle is being done approximately every 3 years. Fire Marshal Hinder stated fire investigation demands, OSHA requirements, commercial structure coverage, etc. are increasing and staffing levels have not been increased accordingly. In response to a question, he said the Fire Department funds a position in the Police Department to conduct origin and cause arson investigations. He said the City would like to take a proactive stance keeping public safety in mind. Member Krause moved to approve Item A5 in concept. The motion was duly seconded and carried unanimously. Item A6 – Clerical Staffing Member Herald said one proposed position is for the Fire Prevention Division, which has no clerical support staff. The other position is to support the additional staff being proposed. One of these positions will also be shared with the EMS and training division. Member Kimball moved to approve Item A6 in concept. The motion was duly seconded and carried unanimously. Item A7 – Apparatus and Vehicles Member Herald said the current supply truck, a 1984 pick-up, has extremely high mileage. A new truck is being proposed. The vehicles listed have reached their useful life and proposed to be replaced. Inspection vehicles also are needed. The need for rescue and aerial trucks had been previously discussed. No fire engines are being proposed as they have recently been purchased and programmed into the CIP (Capital Improvement Program). Member Tieman moved to approve Item A7 in concept. The motion was duly seconded and carried unanimously. Item B1 – Firefighter Staffing It was remarked the key to this proposal is to achieve a 4-person engine team to ensure safe, effective and efficient service. Member Schwob moved to approve Item B1 in concept. The motion was duly seconded and carried unanimously. Item B2 – Sand Key A remark was made that the need for a station on Sand Key should have been addressed before now. One member said he was not 100% convinced that there should be 2 stations on the beach, but felt it important for Sand Key residents to have a station, whether in partnership with the Coast Guard or as a freestanding building. Member Herald indicated the station proposed for Sand Key would be a scaled down version with minimal staffing. Member Schwob moved to approve Item B2 in concept. The motion was duly seconded and carried unanimously. Item B3 – Northwest Station Member Krause moved to approve Item B3 in concept. The motion was duly seconded and carried unanimously. Items C1 & C 2 – General Comments It was noted that Station 48 on Belcher Road, Station 46 on Clearwater Beach, Station 47 on Lakeview Road, and Station 50 on Countryside Boulevard, respectively, would require replacement or renovation over the subsequent 5 years. It was noted for the record, if any changes occur that would result in not paying full cost for a fire station, such as a developer agreement regarding the Clearwater Mall station and/or a joint agreement with the Coast Guard for a facility on Sand Key, the plan elements could be reprogrammed. ITEM 4 – Discuss Alternate Funding Sources for Fire Department Five Year Plan Chair Horne said even though the need, as proposed by the Fire Department, has been affirmed by the Task Force, the option to make changes is still available. The Task Force’s focus will be on alternative funding options. It was remarked it might not be possible to fully fund all projects. It was commented the Fire Department has gone through that process and prioritized accordingly. Mr. Horne said the Finance Administrator and Budget Director will assist the Task Force in sorting through legitimate funding options, including the General Fund, the CIP, Penny for Pinellas funds, the County, etc. A source of funding to generate sufficient dollars to pay for the 5-year plan needs to be identified. ITEM 5 – December Meeting Schedule Discussion ensued regarding the meeting schedule. Consensus was to schedule next week’s meeting from 2:30 to 5:30 p.m. Additional meetings will be determined at subsequent meetings. Other Comments In response to a request, the Finance Administrator will compare the Fire Department budget to the City General Fund beginning in 1975 in 5-year increments, then annually after 1995. Information regarding the impact on the overall millage rate should the Fire Department’s 5-year plan be approved in its entirety will also be provided. ITEM 6 – Adjourn The meeting adjourned at 5:23 p.m.