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12/14/1999FIRE TASK FORCE MEETING CITY OF CLEARWATER December 14, 1999 Present: Bill Horne Chair (non-voting) Joe Calio Task Force Member Rowland Herald Task Force Member Russ Kimball Task Force Member – arrived 2:36 p.m. George Krause Task Force Member John Lee Task Force Member – arrived 2:42 p.m. Scott Nall Task Force Member Bill Schwob Task Force Member Duke Tieman Task Force Member William Sherman Task Force Member – arrived 2:37 p.m. Doug Williams Task Force Member Jean Stuart Task Force Alternate Absent: Joe Evich Task Force Member Also Present: John Carassas Ass’t. City Attorney– arrived 2:56 p.m. Margie Simmons Financial Services Administrator Cynthia E. Goudeau City Clerk – departed 3:27 p.m. Sue Diana Assistant City Clerk – arrived 3:39 p.m. Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 2:30 p.m. at City Hall. The Chair reported Fran Briskman had resigned and the City Commission had appointed Doug Williams as her replacement. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #2 – Approval of Minutes Member Schwob moved to approve the minutes of the November 30, 1999, meeting, as recorded and submitted in written summation to each member. The motion was duly seconded and carried unanimously. ITEM #3 – Discuss Alternate Funding Sources for Fire Department 5-Year Plan Member Herald reviewed the history of the City’s Fire Department. Responsibilities have increased from basic fire suppression to EMS (Emergency Medical Service), confined space rescue, safety inspections, etc. Clearwater citizens need to identify fire services they are willing to support financially. It would be ideal to charge a fee that would change the behavior of institutions, such as nursing homes, which historically have had a disproportionately high use of department services. The County pays the department slightly more than $4-million annually. County fire chiefs cooperate in purchasing specialized and common equipment. Member Herald said it is important to review building plans prior to development to identify height limitations and other restrictions to equipment access. The department continues to pursue State and Federal grants. Fire Marshal Randy Hinder said the department had fallen behind in its ability to generate fees for services. It was suggested building department fees should cover the Fire Department’s cost to perform fire safety inspections. Hillsborough County has raised $600,000 by charging fire inspection fees. The second reinspection is free unless a third inspection is necessary, whereby the applicant must pay for the second and third inspections. Fees to inspect new construction cover the review of plans and onsite inspections. Hillsborough County charges a flat rate for all commercial annual or periodic inspections. Requiring a third inspection could bring a charge of a conflict of interest. It was noted the City is built out and has little new development. Permits for alarms, tents, sprinkler systems, etc., offer other funding opportunities. Mr. Hinder suggested the false alarm charge be increased from $22.50, as it costs more than $100 to roll a piece of equipment out of the station. In response to a question, he said the City forgives one false alarm but spends time determining if the system is well maintained and evaluating the cause of the false alarm. The Fire Department’s response to 1,306 false alarms in 1996 resulted in significant expense. If the City determines abuse of the system is occurring, a fine up to $500 can be charged or the issue can be brought to court. Fines are deposited in the General Fund. Fire Marshal Hinder said the advantage of a service fee is that it charges fire service users and encourages code compliance. In response to a question, Financial Services Administrator Margie Simmons recommended against designating a revenue source that is not guaranteed. Fees, such as those charged by Hillsborough County, are highest during the first few years after implementation. Fees subsequently decline until they reach a plateau. Concern was expressed increased fees would be offset by the cost to add the two inspectors necessary. It was stated increased inspections would improve prevention and lower the number of fire calls, lowering overall department costs. The City has four dedicated fire inspectors plus one to review blueprints, new construction, and special projects. While annual inspections are preferred, the City’s cycle of inspecting the fire district’s 13,000 businesses is now 36 months and increasing. The goal is for a 24-month cycle. One unfunded State mandate requires annual inspections of educational facilities, day care centers, hospitals, and licensed nursing homes. The State does not mandate inspection of high-rise buildings. It was stated many City firefighters are trained fire inspectors. It was suggested offering incentives to accomplish these tasks would be less expensive than hiring additional personnel. The Fire Marshal will explore that recommendation. In response to a question, Assistant City Attorney John Carassas will review County rules to see if the City can charge inspection fees for businesses within the fire district but outside City boundaries. It was requested staff report on local jurisdiction collection practices. It was indicated the department has not pursued private foundations as a source for funding. The County has the main hazardous materials team. Other local departments use services provided by the City’s specialized unit for confined space rescues. The department also can generate minimum revenues by writing parking tickets for vehicles parked in fire lanes. The County charges to collect ticket fees. Remaining funds are deposited in the General Fund. Insignificant funds are generated through renting the department’s training grounds. In response to a question regarding subscriptions, a form of insurance, Member Herald said the County pays for EMS services, limiting the City’s ability to collect for these services. The Fire Task Force recessed from 3:27 to 3:39 p.m. It was noted Palm Harbor collects $63,000 annually for the communications’ tower constructed on fire station property. Ms. Simmons said funding sources other than a fire service fee or property tax increase offer minimum revenue. Penny for Pinellas revenues are limited to capital needs and cannot be used for salaries. Money borrowed to meet department needs must be paid back in the future. Voter approval is required for the issuance of general obligation bonds, which pledge property taxes. It was noted the City’s general fund supports traditional government services provided by the City Clerk Department, City Manager’s Office, City Commission, Parks & Recreation Department and Police and Fire Departments, etc. Referring to a handout, Ms. Simmons indicated the Fire Department’s 15% to 16% share of the budget has remained fairly constant during the last 25 years. The City’s nearly built out status is reflected in the slowdown of revenues. Concern was expressed regarding costs related to unfunded State and Federal mandates, including training standards, rescue team size, breathing apparatus, etc. New radios necessary to communicate with the County’s new digital system will cost more than $300,000. There was discussion regarding whether or not the City of St. Petersburg had purchased fire trucks with Penny for Pinellas funds. Staff will validate. Ms. Simmons distributed a handout on Alternative Funding. Fire fees are based on usage while millage taxes are based on property values. Estimates assume the City will have no other need to increase property taxes. It was estimated the fire fee will cost South Greenwood residents between $3 and $5 monthly. An annual fire fee of $96, increasing to $142 in 5 years would cover the fire department’s budget. An annual fire fee of $9, increasing to $40 in 5 years would cover the department’s budget increase. The highest annual fees proposed are for nursing homes and range from $87,648 to $129,974 for the entire budget or $7,975 to $36,768 to cover budget increases. If department increases are covered by millage increases, owners of $100,000 homes would increase immediately $15.25 annually, with further increase up to $70.31 within 5 years. Concern was expressed the chart does not reflect fees for low-income houses. Ms. Simmons will provide an incremental report on the fire fee impact to residences valued between $25,000 and $250,000. It was suggested needed department funding enhancements come from a combination of property tax increases and fire fees. While millage fees are tax deductible, fire fees are not. It was noted the City may be unable to collect suggested fire fees for nursing homes and other institutional services. Their high fees relate to high institutional use. Provided figures assume no exemptions exist. Penny for Pinellas funds can be used to construct fire stations and purchase equipment. In response to a question, Ms. Simmons said fire fees could be increased annually. Fire fees would be segregated in a separate fund. She will bring a financial report to the next Task Force meeting to review City revenues and expenditures. Property taxes represent 30% of General Fund revenues. It was suggested the plan elements approved in concept by the Task Force not be prioritized as all items are important and the program should be adopted in its entirety. It was felt the Task Force should identify premier concepts. It was stated concepts could be eliminated from the plan if funding is inadequate. It was indicated issues related to the Clearwater Mall and Sand Key fire stations need to be resolved before a plan can be finalized. It was felt the Fire Chief is the most qualified to identify priorities. In response to a question, Chair Bill Horne said the City Commission is receptive to using a portion of the $12-million of Penny for Pinellas revenues for the Fire Department. If an agreement is reached with the Coast Guard on Sand Key, it was suggested the first new station be constructed in northwest Clearwater. Ms. Simmons said some Penny for Pinellas funds will not be available for years. It was recommended the City Commission readdress the list of Penny for Pinellas projects. In response to a question, Ms. Simmons said none of the estimated costs of constructing new fire stations includes the cost of land. Penny for Pinellas funds can be used for land acquisition for covered projects. The department cannot anticipate future Federal or State mandates. In response to a question, Member Herald said if the current downtown fire station is razed, the cost of demolition, relocation, temporary housing, etc., must be considered. It is estimated the cost to construct a new station on new property would be similar. It is important to maintain a downtown fire station although maintenance and administration can be housed separately. It was suggested maintenance be relocated to the training facility and administration be relocated to City Hall or the Municipal Services Building. Discussion ensued regarding the meeting schedule and the next meeting is scheduled for January 4, 2000, at 3:00 p.m. at City Hall. It was suggested the needs of the Fire Department be presented to the public. It was noted meetings have been scheduled with the Coalition of Homeowners and the Lions Club. After the Task Force submits its report to the City Commission, input could be obtained during public meetings. Concern was expressed the Task Force would not be ready to present its report to the City Commission by January 20, 2000. The Task Force felt more comfortable if the deadline were extended to February 3, 2000. It was suggested Robert Sheets of Government Services Group, Inc. be invited back to a future meeting. Staff will report on department income from the County. An update regarding an agreement with the Coast Guard on Sand Key and Clearwater Mall negotiations was requested. Member Herald noted he would be meeting with the Coast Guard next week. A copy of the national standards regarding fire department organization and deployment for fire suppression and emergency medical operations was distributed to each member. ITEM #6 – Adjourn The meeting adjourned at 5:22 p.m.