Clackamas Fire District #1 Revised Board Meeting Briefing Packet
January 28, 2019 Click on the red page numbers to be instantly linked to the particular report.
To safely protect and preserve life and property
Board of Directors’ Meeting Monday, January 28, 2019 Meeting Location: Mt. Scott Fire Station 6:00 pm
REVISED AGENDA
REGULAR SESSION
I. CALL TO ORDER PER ORS 192.610 TO 192.690 ORS 192.650 – The meeting is being recorded.
II. CHANGES TO AGENDA
III. APPROVAL OF MINUTES OF THE REGULAR BOARD MEETING ON DECEMBER 17, 2018 (p. 5)
IV. PUBLIC COMMENT (The President will call for statements from citizens regarding District business, not to exceed three minutes per person.)
V. PRESENTATION – OP SANTA SUMMARY – Battalion Chief Deters
VI. PRESENTATION – LEGISLATIVE OVERVIEW – Lobbyist Genoa Ingram with Court Street Consulting
VII. ANNUAL MEETING OF THE MEMBER OF THE CLACKAMAS EMERGENCY SERVICES FOUNDATION – Request Approval of Budget 2019 – Chief Charlton / Director Trotter (p. 16)
VIII. BUSINESS – Action required B-1 Request Board Approval to Authorize the Fire Chief to Enter into a Contract for a Feasibility Study in Cooperation with Estacada Fire District #69 – Chief Charlton (p. 19)
B-2 Request Board Approval to Authorize the Fire Chief to Amend the Current Intergovernmental Agreement (IGA) with Estacada Fire District #69 – Chief Charlton (p. 80)
B-3 Request Board Approval of Resolution 19-01 – Adopting and Appropriating a Supplemental Budget for Fiscal 2018-2019 – Finance Director Day (p. 97)
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To safely protect and preserve life and property
IX. OTHER BUSINESS – No action required. (These items will be presented individually by staff or other appropriate individuals. A synopsis of each item together with a brief statement of the action being requested shall be made by those appearing on behalf of an agenda item.)
OB-1 Bond Update – Division Chief Corless
OB-2 Board Committee/Liaison Reports Executive Committee – President Syring/Director Wall Interagency Committee – Director Joseph/President Syring Foundation Liaison – Director Trotter
OB-3 Board Informational Updates/Comments
X. INFORMATIONAL ONLY A. Divisional Reports R-1a. Chief’s Report – Verbal - Chief Fred Charlton
R-1b Business Services Division – Deputy Chief Doug Whiteley (p. 107) R-1b.1 Business Services – Division Chief Josh Gehrke (p. 114) R-1b.2 Fire Prevention – Battalion Chief Burke Slater (p. 120)
R-1c Emergency Services Division – Deputy Chief Ryan Hari (p. 130) R-1c.1 Emergency Medical Services – Division Chief Bill Conway (p. 131) R-1c.2 Financial Services Division – Finance Director Christina Da (p. 143) R-1c.3 Operations – Division Chief Mike Corless (p. 168) R-1c.4 Training Division – Training Chief Keith Smith (p. 190) R-1c.5 Volunteer Services – Volunteer Services Chief Steve Deters (p. 192) R-1c.6 Volunteer Association President’s Report – Verbal – President Ryan Kragero
B. Correspondence (p. 194)
C. Informational Items (p. 202)
D. Next Meeting The next Board of Directors’ meeting will be on Monday, February 25, 2019 at 6:00 pm at Mt. Scott Station 5.
XI. ADJOURNMENT
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To safely protect and preserve life and property
UPCOMING EVENTS: January 31 – CFD1 Annual Awards Banquet – 5:30 pm – Abernethy Center
February 12 – Ribbon Cutting for Station 16 – 11:00 am
February 12 – Joint Board Work Session with Estacada Fire District #69
February 21 – Board Work Session – 6:00 pm - TC
February 25 - Regular Board of Directors’ Meeting – 6:00 pm
March 16 – Clackamas Emergency Services Foundation Auction/Dinner – 5:00 pm Gray Gables
3 Clackamas Fire District #1
REGULAR BOARD OF DIRECTORS MEETING (This meeting was recorded.) December 17, 2018
I. CALL TO ORDER PER ORS 192.610 TO 192.690 ORS 192.650 – The meeting is being recorded.
President Syring called the meeting to order at 6:00 pm.
Present: Board of Directors Jay Cross, Thomas Joseph, Jim Syring, Don Trotter, and Marilyn Wall; Chief Fred Charlton; Deputy Chief Ryan Hari; Deputy Chief Doug Whiteley; Division Chief Bill Conway; Division Chief Mike Corless; Division Chief Josh Gehrke; Battalion Chief Burke Slater; Battalion Chief David Scheirman; Battalion Chief Oscar Ramos; Battalion Chief Scott Carmony; Medical Services Chief Josh Santos; Volunteer Services Chief Steve Deters; Public Information Officer Lieutenant Brandon Paxton; Senior Accountant Anh Le; Volunteer Aaron Franchuk; Volunteer President Ryan Kragero; Estacada Fire District #69 Interim Chief Jason Crowe and Administrative Manager Rodonna Demeter; Lobbyist Genoa Ingram from Court Street Consulting; Agent of Record from Wilson-Heirgood Associates Jeff Griffin; Citizens John Kihlstrum, and Chris Hawes; CPA Russell Ries from Jarrard, Seibert, Pollard & Co.; Mark Aasland from Pace Engineers, Inc.; and Executive Assistant Karen Strejc.
II. CHANGES TO AGENDA Chief Charlton noted that there were no changes, just a few updates. First, Finance Director Christina Day was on vacation. Senior Accountant Anh Le would share the financial information to the Board. Chief Charlton shared that there are copies in front of everyone including: the November board meeting minutes, draft of request for proposal for Feasibility Study, PowerPoint presentation from Jeff Griffin, Special District Board Practices Assessment (SDAO), PowerPoint presentation for supplemental budget, and a new revision of the audit.
III. APPROVAL OF MINUTES OF THE REGULAR BOARD MEETING ON NOVEMBER 19, 2018. President Syring stated that after the minutes were distributed in the board packet last Thursday, a few corrections had been received prior to this meeting. These included:
Pg. 1 - Section III - Approval of the minutes from the regular board meeting on Oct. 15, 2018. Director Wall was not present at the meeting, so she abstained from agreeing to the approval of the minutes.
Pg. 3 - 4th Paragraph - At the end of the sentence, the word was “merger,” not merge.
Pg. 4 - OB-3 Bond Update - In the first sentence, the words were “subcontractor for siding” instead of “contractor.”
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Pg. 4 – Metro Policy Advisory Committee (MPAC) – The sentence should read: The last part of the first line should say “including” instead of “in regards to.”
The minutes from the November 19, 2018 board meeting were approved as corrected by consensus.
IV. PUBLIC COMMENT Chris Hawes, Citizen
Citizen Chris Hawes shared that he rode along in the Operation Santa Claus parade in Damascus. He also stated he heard a thank you from a citizen for the Operation Santa Program. Her family had Christmas several years ago because of the program.
V. PRESENTATION – ANNUAL AUDIT CPA Russell Ries from Jarrard, Seibert, Pollard & Co. presented two final drafts: the SASQUA 14 letter and the final draft of the audit report for the fiscal year ending June 30, 2018. He was pleased to report that there were no issues were found. No new accounting standards or procedures were adopted this last fiscal year. He was pleased to report that there were no difficulties in performing the audit this year and no management issues arose. For the final draft of the audit report, Clackamas County Fire District #1 (CFD) would receive an un-modified or clean opinion on the financial statements.
Russell noted that the only significant change was on pages 15 and 16, the New Statement of Fiduciary Position, due to the formation of the Health Trust. The District was required to present two sets of financial statements: 1) Government wide basis. 2) Traditional fund financial statements.
Russell provided an overview of the audit. He reported that the records were in great shape.
Russell thanked Finance Director Day, Senior Accountant Le and the Chief for their help with the audit.
Director Wall asked if there was a schedule included that showed how the figure for net pension liability was calculated or obtained. Russell stated that there were footnotes that disclose d this information. PERS had their own independent audit, and the District was able to rely on their audit information.
VI. PRESENTION – SUPPLEMENTAL BUDGET Senior Accountant Anh Le shared the background on the 2018-2019 fiscal year supplemental budget. The budget was finalized in March 2018 and at that time, Clackamas Fire District #1 had multiple unknowns. The list of unknowns were included in the PowerPoint handout given at the beginning of the meeting. Assessed value growth estimates were estimated by the county to be 4.75%-5.25%. The budget for the District was based on 4.75%.
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Chief Charlton discussed the summary of changes. He noted that while the District was working on the budget, we put in a placeholder of $1 million to settle labor negotiations, but now the final figures were known.
Conflagration expenses could take up to three years to be reimbursed for when the District’s firefighters were deployed out of the state of Oregon. For California conflagrations, the District did not anticipate receiving the funds during this fiscal year, but it was included in the budget in case these were received.
Capital projects funding included the bond and a new loan that the District would be executing this week for construction projects.
The Fire District had received multiple grants. A list of these grants was provided in the PowerPoint handout. The District recently received a $45,000 insurance reimbursement for the Station 19 fire. A ladder truck was for sale and the District would probably sell the property next to the current Administration building.
Staff would be bringing to the Board a proposed extension of the Estacada IGA at the January board meeting. If and when the Board approves, there will be additional costs with the proposed feasibility study.
Chief Charlton shared information regarding the District copiers. He shared that the District used to own the copies, so it was a capital expense. Recently, the procedure was changed ant the District began leasing the equipment, so now these became an operating expense.
Senior Accountant Le explained two highlights that impacted the adopted budget, 1) Adjustments for labor negotiations and 2) Conflagrations.
Chief Charlton reviewed the list of grants awarded and reimbursements.
Chief Charlton discussed capital projects funding. He noted that the Board had approved up to a $10 million loan to help the District with three projects: 1) Completion of Station 16 and Station 19, 2) the beginning of construction on a new Administration Building and 2) Renovation of the Training Center. The plan now was to only borrow $7 million at the beginning for the projects and then go back for the remainder of the $10 million if needed.
Senior Account Le reviewed the beginning fund balances and contract revenues.
VII. PRESENTATION – Insurance Renewal with SDIS (Special District Insurance Services) for longevity Credit and Rate Lock Guarantee Program Agent of Record Jeff Griffin with Wilson Heirgood Associates shared that in packet is a snapshot of where we are at going into this next year. He noted that in the past, they used two tiered deductible plan, but are slowly moving away from that. They looked at a series of deductibles for vehicles. Jeff recommended we keep most where they are.
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Jeff noted that the cost of construction in Portland and North to Seattle was very high. Wilson- Heirgood Associates looked at other construction costs for comparison in addition to SDAO’s values from appraisers.
Jeff suggested raising value for property to $19 million, a $24,000 increase. He noted that the District could leave the values as they currently were and be insured for replacement costs, with two potential losses: 1) debris removal and 2) law ordinance. He recommended taking estimated values and increase total overall value by $19 million.
Jeff discussed commission and fees.
Jeff suggested not taking SDAO’s value. He suggested raising deductibles on property from $2,500 to $5,000. Jeff recommended to go into next year with higher values and continue to watch it.
Jeff recommended not exceeding a budget of $228,000 for the insurance and have a higher deductible for property, but that the cost for the insurance would probably come in at approximately $225000.
VIII. BUSINESS B-1 Request Board Approval of Annual Audit Chief Charlton noted that what was presented was the revised Item B-1. The audit was performed later this year than in the past. Chief Charlton thanked the financial staff for their diligent work. Chief Charlton requested to approve the audit as presented.
Director Wall asked about the ending fund balance on the audit with the beginning fund balance on the supplemental budget. Chief Charlton stated that it wasn’t included in the supplemental budget because staff was still working on the reconciliation of the ending fund and beginning fund balance.
Director Joseph moved and Vice President Trotter seconded the motion to approve the annual audit. The motion passed unanimously.
B-2 Request Board Approval of Resolution 18-05 – Adopting and Appropriating a Supplemental Budget for Fiscal 2018-2019 Chief Charlton noted that the supplemental budget was presented earlier in the meeting. He shared that he met the week of December 10th with the Board Executive Committee to discuss the supplemental budget. The beginning fund balance needed to be trued up. The Chief shared that the discrepancy was from the $400,000 less tax revenue collected for the tax year.
Chief Charlton suggested that we could bring this back to the Board at the January board meeting. The board was in consensus to table this until the January meeting.
No action was taken tonight. This discussion will be placed on the agenda for next month’s board meeting.
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B-3 Request Board Approval of Insurance Renewal with SDIS for Longevity Credit and Rate Lock Guarantee Program Chief Charlton noted that the staff report showed the staff had budgeted $220,470. Staff had discussed with Jeff about changing some of the coverages, which brought the amount to $217,783. Based on Jeff’s presentation, Chief Charlton asked the Board to approve a renewal not to exceed $228,000. With additional deductible changes, this could be lowered to $225,000. Next year, the District would be receiving a 14% insurance discount.
President Syring suggested approving up to $228,000 now and include the correct cost with the supplemental budget presented in January.
Vice President Trotter suggested to include “to not exceed” in the motion in the amount to approve.
Chief Charlton noted that staff’s recommendation would be amended to request the Board to approve the property/casualty insurance renewal with SDIS, in the amount not to exceed $228,000.
Vice President Trotter moved and Director Cross seconded the motion to approve the property/casualty insurance renewal with Special Districts Insurance Services in the amount not to exceed $228,000. The motion passed unanimously.
IX. OTHER BUSINESS OB-1 Legislative Update Lobbyist Ingram noted that last week was the final legislative days for 2018. She noted that after Thanksgiving, Governor Brown released her recommended budget to Legislature. In that budget, the Fire Marshal’s budget was less than last year. They don’t anticipate a bad fire season.
Lobbyist Ingram shared that one piece of legislation being discussed was the accessory dwelling units. These were defined as already having a home on some property, with the addition of a manufactured structure or tiny house on the property. This would be used to help address the homeless population. Legislators were trying to expand a policy to include rural areas. Discussions included safe areas and writing goals for safe and unsafe areas. She felt this should be written by the State Fire Marshal’s office.
Upcoming Important Dates:
• January 14th and 16th – Legislators convene for an organizational meeting and are sworn in. • January 22nd – Legislations drop and ready for reading. • May 23rd – Fire Service Day at the Capital. • June 30th – Last day of legislation.
Lobbyist Ingram shared she would be providing a weekly update on Fridays.
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OB-2 Board Discussion of Work Session Summary of Special Districts Insurance Services Assessment Chief Charlton shared that the Board had discussed six key performance areas at their Work Session in October. These were sent out electronically after the November meeting. Chief Charlton noted that the Board was “good” for all six performance areas. He noted there would be an additional savings of 4% on insurance for going participating in the assessment.
OB-3 Bond Update DC Corless showed a video regarding updates for Station 16 and Station 19. He noted siding had been for both Stations.
DC Corless shared that all of the glass for offices has been installed, the kitchen countertops were in place, and the site was all paved. Station 19 was about six weeks behind Station 16. The sheetrock was installed. The mudding and taping should be done at the end of the week. He was hoping for completion of the station at the end of February or beginning of March.
OB-4 Board Committee/Liaison Reports Executive Committee Director Wall shared that they had a meeting to discuss budget updates.
Interagency Committee President Syring stated that last month, the Board agreed to leave the termination date of January 31, 2019 for the intergovernmental agreement (IGA) with Estacada Fire District (EFD). At EFD’s Board of Directors’ meeting in December, they decided to do a Feasibility Study. Discussion tonight would include the draft of the Feasibility Study RFP.
EFD Interim Chief Jason Crowe explained that the EFD Board of Directors decided to do an internal audit for five year planning. After the first phase of the financial audit, they did a workshop where Matrix gave the five year plan and current financial status. Through the study, EFD wouldn’t be able to meet bench marks. The Board voted to end the study with Matrix. They gave consensus for himself and Chief Charlton to begin work on doing a Feasibility Study with Clackamas Fire (CFD). This led to an Interagency Committee meeting to determine the scope of work and if there would be an option to consider continuing the (IGA) if a Feasibility Study was done.
Chief Fred Charlton noted that both agency’s met for an Interagency Committee meeting on December 5, 2018. At the meeting, a timeline was discussed and a draft of the scope of work was given to the Board. Both Districts had input. This was reviewed by legal counsel. The study was being funded by both agencies together.
President Syring commented on the December 5th meeting. He noted that the EFD and CFD members met. EFD Directors Silva and Randall said they wanted a full Feasibility Study. Discussed included the scope of work that was discussed in April at the Joint Board Work Session. President Syring’s recommendation was to move forward to doing the study. The next interagency meeting will be in January.
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Chief Charlton will attend the EFD board meeting on Thursday, December 20, 2018.
Director Joseph suggested that several good things happened. He noted the Districts picked up where they left off last year. He stated it was strategic to move forward. He suggested to have minutes of the interagency meetings prepared and distributed to both of the Boards.
President Syring asked to have the December 5th meeting minutes of the interagency meeting sent to the CFD Board. He stated that at the January meeting, the Board would need to approve the Feasibility Study and the extension of the IGA.
Director Cross asked to have EFD’s financial audit’s information sent to the CFD Board. Interim Chief Crowe will provide the PowerPoint presentation, which will be sent to the CFD Board. Director Cross suggested having benchmarks to review the progress of the study. Director Joseph suggested having a timeline to follow.
Chief Charlton stated that the discussion included completing the Feasibility Study by June 30, 2019. EFD requested to extend the IGA to December 31, 2019.
Vice President Trotter noted that page two of the Feasibility Study RFP showed the timeline and what would be done.
Chief Charlton stated that the proposals were due by January 9, 2019.
Discussion followed regarding having a work session prior to the board meeting on January 28, 2019.
Director Wall asked why all the available options weren’t included in the scope of work. Discussion followed regarding the tax rates of each District.
President Syring asked that staff research what options would be good. Chief Charlton noted that if the three options were included: merger, annexation or consolidation, the decision would need to quickly be made in order to have it included in the RFP.
President Syring noted that there was a consensus to approve a full Feasibility Study.
Chief Charlton noted that changes would be made to include all forms of legal integration in the RFP. EFD’s Board would vote on it at their Thursday meeting. The plan was to try to send the RFP out to four consultants on Friday, December 21.
Foundation Liaison Director Trotter stated that a meeting was held on November 27, 2018. The Trustees approved the budget and it would be brought to the Member (CFD’s Board) at the January board meeting.
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Director Trotter noted that on January 22, 2019, a Strategic Planning Session with an outside consultant. The goal was to formalize the direction for the Foundation moving forward. He noted the Trustees were trying to help people understand what the Foundation does.
Metro Policy Advisory Committee (MPAC) Director Trotter shared that the meeting was held on November 28, 2018. Two basic topics were discussed: 1) Update on regional investments on parks and natural areas. Discussed the next steps regarding a potential bond measure. The new bond would still have the same rate as the current one of 19 cents/$1000 for a new bond.
2) Update on Regional Affordable Housing Bond was passed by voters in the Metro area on November 6th. Also Measure 102 was approved on the State level, which has an impact on the Regional Affordable Housing Bond. Discussion followed regarding how to spend funding received.
OB- 5 Board Information Updates/Comments None.
X. INFORMATIONAL ONLY A. Divisional Reports R-1a Chief’s Report Chief Charlton noted that he sent out an email that it was expected that there would be significant high winds and rain tonight through tomorrow morning. The District has three sandbag locations. The District is watching Clackamas River and Johnson Creek for potential flooding.
Chief Charlton gave a huge thank you to the Board, Community, Staff, Career Firefighters and Volunteer Firefighters regarding Operation Santa. We helped over 500 families, which was a little over 2100 individuals in need.
R -1b Business Services Division As submitted with two small additions.
Deputy Chief Whiteley shared there were two terms ending on the Civil Service Commission. One would not be renewing his term. Within the next week or so, staff would be advertising for new members.
Deputy Chief Whiteley shared that the District was working on the new Administration Building. Staff was continuing to work on driving the costs down.
Director Cross brought up the decrease in call volume this year compared to last year. He requested data showing where the District was being successful and not successful after the first of the year.
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R -1b.1 Business Services Division Chief Gehrke shared that the Organizational Development Committee had its first meeting. It will be working on evaluations for professional staff, line staff and volunteers. Division Chief Gehrke shared they had been completing the Lominger card sorts, which have been completed for all but two staff positions.
DC Gehrke also reported that a committee has been formed to review the summary from the staff retreat.
R – 2b.2 Fire Prevention BC Slater noted that there would be a change in the January report. Starting in January, there would be a change in how Target Hazards and Pre-Plans were tracked.
BC Slater shared that a Fire Prevention Retreat has been scheduled.
R -1c Emergency Services Division Deputy Chief Hari shared that Station 16’s power has been turned on. Administrative Technician Grisham was coordinating a ribbon cutting ceremony in January.
R -1c.1 Emergency Medical Services/Training As submitted.
Division Chief Conway shared the great work that Community Paramedic AmyJo was doing; especially by giving flu and Hepatitis A shots to the homeless.
Division Chief Conway stated that staff had been working hard on Clackamas ASA (Ambulance Service Area) work. They have 14 goals to work on, to include in changes. They were getting additional information to discuss with stakeholders for ambulance review.
Director Cross asked how the First Net presentation went. Chief Charlton stated that one thing they asked First Net to provide was a map of coverage the District’s area. He was still waiting for more information from them and wondering if coverage would be improved with their service.
Director Cross asked about doing a KGW spot on Pulse Point. Public Information Officer Paxton shared it would run for eight weeks.
R -1c.2 Operations As submitted.
Director Cross asked about the mutual aid given and received report; stating that numbers were so much lower. Chief Corless noted that the District changed how it tracked the mutual aid.
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R-1c.3 Volunteer Services Volunteer Services Chief Deters reported that Operation Santa was kicked off in November. He noted that a full report would be presented next month. The Recruit Academy was still going on.
President Syring shared that the community enjoys helping with Operation Santa. He suggested finding a permanent space in the District to house Operation Santa. He shared that he thought it went well at Station 14 and the Annex. Directors Wall and Joseph agreed with how well it went. Director Joseph shared that he was very impressed with the organization and mechanics of how it worked.
Volunteer Association President Ryan Kragero shared how great it was to see the Directors out at Operation Santa. He noted that the staff helped with running and working with the project.
Volunteer Association President Ryan Kragero shared it was a six shift rotation period for November and Station 18 achieved 100% coverage. He noted that more volunteers were needed.
R -1d Financial Services Division Senior Accountant Anh Le shared that the District received almost $15 million in property taxes and everything else was as submitted.
B. Correspondence Noted.
C. Informational Items Noted.
D. Next Meeting The next meeting would be on Monday, January 28, 2019 at 6:00 pm.
XI. REGULAR BOARD MEETING RECESSED The regular board meeting was recessed at 8:22 pm.
President Syring announced there would be a 15 minute break before beginning the Executive Session.
XII. EXECUTIVE SESSION REGARDING PERFORMANCE EVALUATIONS OF PUBLUC OFFICERS AND EMPLOYEES PURSUANT TO ORS 192.660 (2)(i) President Syring called the Executive Session to order at 8:36 pm.
The Executive Session adjourned at 9:01 pm.
XIII. REGULAR BOARD MEETING RECONVENED President Syring reconvened the regular board meeting at 9:02 pm.
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XIV. ADJOURNMENT President Syring adjourned the regular board meeting at 9:02 pm
Karen Strejc Executive Assistant
______President Jim Syring Secretary Jay Cross
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Item VII Clackamas Fire District # 1 Memo
To: Board of Directors From: Fire Chief Fred Charlton CC: Date: January 28, 2019 Re: Clackamas Emergency Services Foundation – Meeting of the Member
Action Requested Request Board approval of the proposed 2019 annual operating budget for the Clackamas Emergency Services Foundation.
Background The sole member of the Clackamas Emergency Services Foundation (Foundation) is the Board of Directors for Clackamas Fire District #1. Per the Bylaws of the Foundation, the member has the sole and exclusive right to (a) approve annual operating, cash and capital budgets; (b) appoint trustees, provide insurance and provide staff, legal and financial support; (c) appoint the Fire Chief and other employees of the District as Ex-Officio voting trustees.
A finance sub-committee was formed to review the revenues and expenditures of the Foundation and create a proposed budget. The budget was presented to the Board of Trustees at their November 27, 2018 meeting and was adopted.
Budget Implications There are no identified budget implications at this time.
Recommendation Request the Board approve the proposed 2019 annual operating budget for the Clackamas Emergency Services Foundation. To safely protect and preserve life and property
Agenda ANNUAL MEETING OF THE MEMBER OF THE CLACKAMAS EMERGENCY SERVICES FOUNDATION Monday, January 28, 2019 Mt. Scott Fire Station 6:00 PM
1. Recess Board Meeting
2. Call to Order, open meeting: Board President Jim Syring
3. Discussion and Approval of Foundation 2019 Budget
4. Close Annual Meeting of the Foundation
5. Reconvene Board Meeting
1 Clackamas Emergency Services Foundation Budget - Calendar Year January 1 -- December 31
2016 2017 Budget Budget Revenue: Budget Budget Actual 2018 2019
Fundraising Events Golf Tournament $ 30,000.00 $ 12,500.00 $ 11,975.85 $ - $ - Dinner Auction 40,000.00 40,000.00 37,582.39 50,000.00 72,000.00 Operations Santa 7,382.97
Payroll Contributions 6,400.00 6,600.00 6,736.50 7,500.00 6,800.00 Donations 8,000.00 8,000.00 6,121.06 9,250.00 2,000.00 Interest Income 300.00 600.00 374.53 1,700.00 500.00 Misc Income - - 45.00 - - Total Revenue $ 84,700.00 $ 67,700.00 $ 70,218.30 $ 68,450.00 $ 81,300.00
Expenses:
Fundraising Expenses: Golf Tournament Expenses $ 20,000.00 $ 6,000.00 - $ - $ - Dinner Auction Expenses 15,000.00 13,000.00 10,717.71 13,000.00 20,000.00
Operating Expenses: Meeting Meals - 150.00 - 150.00 150.00 Credit Card Fees 600.00 600.00 307.12 300.00 300.00 Bank Service Charges - - (700.85) - - Professional Fees 525.00 550.00 739.00 700.00 1,275.00 $550 CPA; $525 Liab Ins; $200 filing fee Dues & Subscriptions 150.00 150.00 - 150.00 150.00 Advertising/Promotion 100.00 100.00 - 100.00 100.00 Print/Photocopy Expenses 50.00 50.00 - 50.00 50.00 Other 257.00
Foundation Mission Related Expenses: Scholarships 5,000.00 5,000.00 5,250.00 5,000.00 5,000.00 AED Grants 10,000.00 10,000.00 2,600.00 5,000.00 5,000.00 Community Emergency Assistance 8,000.00 8,000.00 11,427.27 9,000.00 9,000.00 Operation Santa Claus 9,150.00 9,200.00 2,992.80 14,000.00 14,000.00 Community Support 40,000.00 20,000.00 19,353.28 21,000.00 21,000.00
Total Expenditures $ 108,575.00 $ 72,800.00 $ 52,943.33 $ 68,450.00 $ 76,025.00
NET $ (23,875.00) $ (5,100.00) $ 17,274.97 $ - $ 5,275.00 B-1
Clackamas Fire District #1
Memo
To: Board of Directors From: Chief Charlton Date: January 28, 2019 Re: Clackamas Fire District #1 – Estacada Fire District #69 Feasibility Study
Action Request Board approval of a Feasibility Study with Estacada Fire District #69 and to authorize the Fire Chief to enter into a contract with ESCI not to exceed $26,000.
Background Clackamas Fire District #1 (CFD1) and Estacada Fire District #69 (EFD69) recently solicited proposals to complete a Feasibility Study through a Request for Proposal (RFP) process. A list of four consulting firms were sent the approved Scope of Work and those firms included Prothman, ESCI, Matrix and CityGate Associates. Scoring criteria was developed by legal counsel and included nine areas to evaluate worth a total of 100-points. The deadline for proposals to be received was Wednesday, January 9, 2019 at 5:00 pm. Two of the four firms submitted complete proposals on time and they were ESCI and Matrix.
A committee of five employees from CFD1 and EFD69 scored the proposals independent of one another and those results were discussed with the Interagency Committee on Thursday, January 10, 2019. Based on a thorough review, scoring of the two proposals, and input from the Interagency Committee, it is recommended that ESCI be hired to complete the Feasibility Study.
Budget Implications The cost of the study is not to exceed $51,148 and each agency will fund 50% of the cost.
On Thursday, January 17, 2019, the Estacada Fire Board of Directors approved entering into a contract with ESCI for a full Feasibility Study contingent upon approval of the Clackamas Fire Board. On Thursday, January 25, 2019, the Clackamas Fire Board of Directors met and discussed this proposal in a Board work session to include input from staff and Estacada Fire.
Attached you will find the ESCI and Matrix proposals for your review.
Recommendation Staff requests approval of the Feasibility Study with Estacada Fire District #69 and authorize the Fire Chief to enter into a contract with ESCI not to exceed $26,000.
1 EMERGENCY SERVICES CONSULTING INTERNATIONAL
Clackamas Fire District #1 Estacada Rural Fire District 69 Clackamas County, Oregon
Proposal to conduct a COOPERATIVE SERVICES FEASIBILTY STUDY January 2019
4795 Meadow Wood Lane, Chantilly,2 VA 22033 • 800.757.3724 www.esci.us Contents Project Understanding & Methodology ...... 2 Project Understanding ...... 2 Methodology ...... 2 Project Scope of Work ...... 4 Phase I—Project Initiation & Information Acquisition ...... 4 Phase II—Baseline Assessment of the Fire Districts ...... 5 Phase III—Future Opportunities for Cooperative Efforts ...... 8 Phase IV—Delivery & Presentation of Final Report ...... 9 Project Timeline & Fee Proposal ...... 10 Project Completion Timelines ...... 10 Proposed Project Fee ...... 10 Project Team Assignments ...... 11
Profile of Proposing Firm...... 12 ESCI Capabilities ...... 12 ESCI Experience ...... 13 Effective Project Coordination & Management ...... 13 ESCI Offices ...... 14 ESCI Organizational Chart ...... 14 Disclosure & Practices ...... 15 Conflict of Interest Statement ...... 15 Insurance ...... 15 Litigation ...... 15 Employment Practices ...... 15 Appendix A: Project Team Qualifications ...... 16
Appendix B: ESCI Experience ...... 21
Appendix C: References ...... 22
Appendix D: Examples of GIS Maps & Images ...... 25
Appendix E: Certificate of Insurance ...... 27
3 Project Understanding & Methodology Project Understanding Emergency Services Consulting International (ESCI) has previous history and familiarization with both Clackamas Fire District #1 (CFD) and Estacada Fire District #69 (EFD), having conducted studies for each of the organizations. ESCI understands that CFD and EFD have been working in a collaborative relationship for several years in accordance with an Intergovernmental Agreement (IGA) for prevention; training; command and control; and emergency operations. According to the Request for Proposal (RFP), the Districts now desire to retain a qualified consulting firm to conduct a comprehensive analysis of the effectiveness of the current IGA in which each District remains autonomous; the potential for an amended IGA; contracting for service; or a legal integration. This would include identification of any opportunities and/or challenges of expanded collaboration or potential consolidation. This evaluation will include a number of components (described in detail under the Scope of Work) that will include a financial analysis; growth projections; review of capital facilities (and possibly apparatus); and the organizational structures of each District.
Methodology ESCI’s methodology reflects our understanding of your expectations and our experience in working with emergency services organizations in communities of similar size and character throughout North America. Key elements of ESCI’s methodology include:
• A clear understanding of the project background, goals and objectives, and the complex issues that must be addressed. • A comprehensive, well designed, and practical scope of work (SOW) and work plan that provides opportunities for ample stakeholder input. • The utilization of the latest web-based communications technology, computer modeling, and geographic information systems (GIS). • The commitment of sufficient professional resources, and an ability to complete the project successfully by meeting or exceeding the outlined scope of work and deliverables within the desired period at a reasonable cost. • The production of a written report that provides systematic observation, analysis, and recommendations for all components and organizational systems.
ESCI’s project methodology is augmented by the utilization of web-based communication technology. We will utilize the Dropbox® application to create a secure online project site that enables the client and project team members to collaborate and communicate throughout nearly every phase of the project.
4 ESCI can also conduct virtual meetings via web conferencing software. This capability allows the project team to display and review documents, maps, and illustrations in real-time, and provides the client with the opportunity to give immediate feedback to the project team. In addition to creating a more efficient work environment, the client benefits from lower travel costs by eliminating on-site reviews of draft documents. Standards & Best Practices Depending upon the nature of the project, ESCI will apply local and regional standards; and relevant standards and criteria from the National Fire Protection Association (NFPA), Insurance Services Office (ISO); Commission on Fire Accreditation International (CFAI); applicable health and safety requirements; and state and federal regulations relative to the fire service, EMS, and other emergency services.
5 Project Scope of Work The following phases and tasks will be completed to produce the final report and recommendations. This methodology has been developed specifically for this project based on our understanding of your expectations. ESCI will utilize approaches, tools, and techniques proven through experience to provide the kind and quality of information needed to make objective, informed decisions. The proposed methods, procedures, and anticipated deliverable items of this project have been organized into phases. Each project phase is described in detail below and on the following pages.
Phase I—Project Initiation & Information Acquisition Task I-A: Project Initiation ESCI will work with the Interagency Committee and leadership of Clackamas Fire District #1 and Estacada Fire District #69 to gain a comprehensive understanding of the backgrounds, goals, and expectations for the project. ESCI’s project manager will develop and refine a proposed work plan that will guide the project team. This work plan will be developed identifying:
• Primary tasks to be performed • Person(s) responsible for each task • Method of evaluating results • Resources to be utilized • Possible obstacles or problem areas associated with the accomplishment of each task This conversation will also help to establish working relationships, make logistical arrangements, determine an appropriate line of communications, and finalize contractual arrangements.
Task I-B: Acquisition & Review of Background Information The Districts will provide ESCI with pertinent information and data from each organization’s assigned project manager or liaison. This data will be used extensively in the analysis and development of the report document. The documents and information relevant to this project will include, but not be limited to, the following from each fire district:
• Current IGA between CFD and EFD • Local census and demographic data from Clackamas County and the incorporated jurisdictions • Past or current studies or research from each fire district • Historical financial data, budgets, including debt information, long-range financial plans and projections from each fire district (2016–2018) • Current assessed values of each District and the most current property tax rates for each • Standard Operating Guidelines (SOGs) and service-delivery and deployment practices • Current service-delivery objectives and targets (if applicable) for each District • List of each District’s fire stations and training center facilities; including their physical locations • Each District’s apparatus inventory and assigned fire station • Local collective bargaining agreements
6 • Organizational charts from each district • Automatic and mutual aid agreements • Records management data, including National Fire Incident Reporting System (NFIRS) incident data exported to an Excel® format (2016–2018) • Computer-Aided Dispatch (CAD) incident records exported to an Excel® format (2016–2018) • Local Geographic Information Systems (GIS) data and shapefiles of each district; fire stations; and fire management zones • Other information and data as may be necessary for the successful completion of this project
Task I-C: Stakeholder Input & Field Work The ESCI project team will conduct on-site interviews and gather information from key personnel and stakeholders from each of the Districts. Some information may be acquired through the use of electronic forms and/or telephone interviews. Individuals will include, but not be limited to:
• Interagency Committee members and any other elected members of the respective fire district Boards. • Each District’s Fire Chief and representatives of their respective command staffs • Individuals responsible for finance and human resources at each District • Representative(s) of IAFF Local 1159 (Professional Firefighters of Clackamas County) • Select group of firefighters and company officers from each District (may be completed through an online survey) • Any other individuals as may be necessary for the successful completion of this study
Phase II—Baseline Assessment of the Fire Districts Task II-A: Organizations & System Overview ESCI will provide a basic description of the various services and components of Clackamas County Fire District #1 and Estacada Rural Fire District #69. This will include, but not be limited to:
• Service areas populations and demographics • General description of the fire districts and their contractual arrangement • Description of the current service-delivery infrastructure • Governance and lines of authority • Organizational design
Task II-B: Staffing & Personnel ESCI will review each District’s staffing levels. Areas to be considered include:
• Administration and support staffing levels • Operational staffing levels • Staff allocation to various functions and divisions • Staff scheduling methodology • Current standard of coverage and staffing performance for incidents
7 • Operations staff distribution • Comparison between the Districts of current wages and benefits of career personnel • Review and comparison of current labor agreements • Utilization of career and volunteer companies • Responsibilities and activity levels of personnel • Review and comparison of job descriptions and current ranks at both Districts • Emergency callback procedures
Task II-C: Financial Review of the Districts ESCI will review the existing financial status of each fire district to include, but not limited to:
• Sources of recurring and non-recurring revenue, including property taxes • Existing revenue and projections for the next three to five years • Cost for existing levels of service and projections for the next three to five years • Contractual services provided by each agency • Indirect costs, cost allocations, and contractual obligations • Review of each District’s capital facilities and apparatus replacement and improvement plans
Task II-D: Capital Facilities & Apparatus (see pricing option below) ESCI will review the status of current major capital assets (facilities, apparatus, and vehicles) and analyze needs relative to the existing condition of those assets. Observations will include: Facilities—Tour and make observations of each District’s fire station efficiency and functionality. This will be a cursory evaluation, and will not involve an engineering or highly technical inspection of the facilities. Fire station locations will be reviewed in more detail in the section on “Service-Delivery & Performance.”
• Design • Code compliance • Construction • Staff facilities • Safety • Efficiency District Apparatus—Review and make observations regarding the condition and inventory of each District’s fire apparatus and other relevant vehicles. Items to be reviewed include:
• Age, condition, and serviceability • Distribution and deployment • Safety features • Maintenance
ESCI may be able to exclude the analysis of the Clackamas County Fire District #1 capital facilities and apparatus, and offer a discounted price. However, it will be necessary to conduct an evaluation of Estacada District #69’s capital facilities and apparatus (see pricing).
8 Task II-E: Service-Delivery & Performance ESCI will review and make observations in areas specifically involved in, or affecting, service levels and performance of the Districts, either individually or when operating in concert with one another in the study area (the collective jurisdictions of the Districts). Areas to be reviewed shall include, but not necessarily be limited to:
• Demand Study— . Analysis of current service-demand by incident type and temporal variation for each individual organization . Analysis and geographic display of current service demand density within the overall study area • Distribution Study— . Overview of the current facility and apparatus deployment strategy, analyzed through Geographical Information Systems software, with identification of service gaps and redundancies. This distribution study will be conducted for the study area as a whole, with all existing facilities included in the analysis.
• Concentration Study— . Analysis of geographic display of the response time necessary to achieve full effective response force arrival in the study area using existing distribution of all organizational resources . Analysis of company and staff distribution as related to effective response force assembly in the study area
• Reliability Study— . Analysis of current workload, including unit hour utilization of individual companies (to the extent data is complete) . Review of actual or estimated failure rates of individual companies (to the extent data is complete) . Analysis of call concurrency and impact on effective response force assembly • Performance Summary— . Analysis of actual system response time performance, analyzed by individual companies (to the extent data is available). Performance analysis will be conducted for each jurisdiction individually along with the study area as a whole.
• Review of Command and Control policies and procedures used by each of the Districts; including operational services • Mutual and automatic aid systems
Task II-F: Support Programs ESCI will review the current collaborative processes and methods of the Districts with the various support programs, to include but not be limited to:
• Fire prevention • Training • Any other relevant areas identified during the project
9 Phase III—Future Opportunities for Cooperative Efforts ESCI will use the completed baseline assessment of the Districts to identify the feasibility of various options for maintaining or expanding the current IGA; contract for services; legal unifications or other potential alternatives. The project team will identify areas of duplication that could be reduced through integration efforts, as well as potential service improvements that could be accomplished. Items in this section of the report include but will not be limited to: Task III-A: Options for Cooperative Services ESCI will review the various options for cooperative services, including the advantages and disadvantages of each. The following options will be evaluated and discussed:
• Each district remains autonomous • Functioning within the current or amended IGA • Contract for service • Legal integration/annexation options • Any other valid options identified during the study
Task III-B: Recommended Options for Cooperative Services The study takes into account the many shared issues that face each District, and how such matters affect the effort to construct a regional organization for efficient service. Following the comprehensive analysis and review of the options described in Task III-A above, ESCI will provide the following:
• Recommended option(s) • Organizational structure, if applicable • Operations and deployment • Staffing and personnel methods and scheduling • Any impact on fire station facility locations and staffing capacity • Any other issues related to the recommended option(s) Task III-C: Financial Impact ESCI will identify and evaluate the financial impact of each of the recommended options for each of the Districts, to include, but not limited to:
• Short-term, mid-term and long term financial projections of the recommended option(s) • Funding and cost-sharing between the Districts
Task III-D: General Issues & Recommendations During the study, ESCI may identify other areas or issues that warrant evaluation and recommendations for improvement. If so, they will be addressed in this section or other areas of the report.
10 Phase IV—Delivery & Presentation of Final Report Task IV-A: Development & Review of Draft Project Report ESCI will develop and produce an electronic copy of the project report for review by CFD and EFD representatives, and the Interagency Committee if requested. Client feedback is a critical part of this project and adequate opportunity will be provided for review and discussion of the draft report prior to finalization. The report will include:
• Detailed narrative analysis of each report component structured in easy-to-read sections and accompanied by explanatory support to encourage understanding by both staff and civilian readers • Clearly designated recommendations highlighted for easy reference and catalogued as necessary in a report appendix • Supportive charts, graphs, and diagrams, where appropriate • Supportive maps, utilizing GIS analysis as necessary
Task IV-B: Delivery & Presentation of Final Project Report ESCI will complete any necessary revisions of the draft and produce fifteen (15) copies of the bound, final version of the written report, along with an electronic version in PDF file format. A formal presentation of the project report will be made by ESCI Project Manager to the Interagency Committee and any other District members as requested. The presentation will include the following:
• A summary of the nature of the report, the methods of analysis, the primary findings, and critical recommendations • Supportive audiovisual presentation • Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate • Opportunity for questions and answers, as needed • All presentation materials, files, graphics, and written material will be provided to the client at the conclusion of the presentation(s)
11 Project Timeline & Fee Proposal Project Completion Timelines ESCI offers the following project timeline, which is subject to change based upon the mutual agreement of the client and ESCI. The timeline will begin following ESCI’s receipt of all requested data and information from each of the fire districts.
Month Month Month Month Month Project Phase 1 2 3 4 5 Phase I: Project Initiation & Information Acquisition Phase II: Baseline Assessment of the Fire Districts Phase III: Future Opportunities for Cooperative Efforts Phase IV: Review & Delivery of Project Report
Proposed Project Fee Emergency Services Consulting International is pleased to present the following formal cost proposal for the project outlined in the Scope of Work. The proposed fee is inclusive of all expenses as follows:
Project Phase Consulting Fees Expenses Total Phase I: Project Initiation & Information Acquisition $14,153 $2,113 $16,266 Phase II: Baseline Assessment of the Fire Districts $21,730 $0 $21,730 Phase III: Future Opportunities for Cooperative Efforts $5,622 $0 $5,622 Phase IV: Review & Delivery of Project Report $6,514 $1,016 $7,530 Total Cost for Project (not to exceed): $51,148
Optional Price (excludes analysis of CFD facilities & apparatus): $44,870
Proposed Payment Schedule • 10% payment due upon signing of the contract. • Monthly invoicing thereafter as work progresses.
Information Relative to Cost Quotation • Bid quotation is valid for 90 days. • ESCI Federal Employer Identification Number: 23-2826074. • When requested, and in a timely manner, the client will provide data, information, and materials required for the completion of the objectives outlined in the Scope of Work submitted in this proposal. • ESCI shall perform any additional work on a time and materials basis as requested in writing by the client at a negotiated hourly rate.
12 Project Team Assignments Emergency Services Consulting International has assigned the following associates to the project. All team members will be available for the duration of the project. Along with the project team, ESCI’s full-time staff will be available to assist on the project as needed. Detailed information on the background and qualifications of each member of the team will be found in Appendix A. The selection and experience of the project manager is important to the success of this project. ESCI is offering a project manager who will:
• Assist in the development and coordination of a project work plan. • Have the ability to work closely with your representatives. • Facilitate project team meetings to share project findings and ideas. • Provide direction based on experience in similar situations, and knowledge of organizational staff analyses.
Team Member Project Assignments Overall project management; Tasks I-A, B, & C; Task II-A; Task II-D John Stouffer, Project Manager Capital Facilities; Task III-D; contributor to all other tasks and recommendations Task III-D Apparatus; Tasks III-A & B; contributor to all other tasks Don Bivins and recommendations Task II-B; Task II-F; contributor to all other tasks and Bill Boyd recommendations
Stuart McCutcheon Task II-E; all GIS maps
Task II-C; Task III-C; contributor to all other tasks and Stuart McElhaney recommendations
13 Profile of Proposing Firm ESCI Capabilities Emergency Services Consulting International (ESCI) is an international firm providing specialized, high-quality professional fire, police, communications, and emergency medical services (EMS) consulting services to organizations throughout the United States and Canada. ESCI has been meeting the needs of emergency services agencies since 1976, and is considered by many to be the nation’s leader in emergency services consulting. ESCI at a Glance Utilizing both full-time staff and over 50 field consultants . Mission: Provide expertise and guidance that enhances nationwide, ESCI provides consulting services to municipalities; fire, community safety ambulance, and hospital districts; non-profit organizations; and the industrial and commercial community. . Established in 1976 . Headquartered in Wilsonville, ESCI is recognized as an expert in the field by the emergency Oregon; with branch offices in services community. This is confirmed by our ongoing relationship Texas, Idaho, and Virginia with the International Association of Fire Chiefs (IAFC), the Western . Extensive fire and EMS Fire Chiefs Association, the National Fallen Firefighters Foundation, consulting throughout the US the National Volunteer Fire Council, and the hundreds of clients we and Canada serve from coast to coast. . Twelve full-time employees, Since the beginning, ESCI has operated on the principles of with over 50 expert field honesty, integrity, and service. ESCI’s philosophy is to maintain an consultants active involvement within the emergency service disciplines and related fields—staying ahead of the rapid changes and issues facing our clients. The mission of ESCI is to provide expertise and guidance that enhances community safety. We will accomplish this by providing the highest value of consulting services and educational programs. ESCI utilizes a team of professionals committed to offering highly beneficial programs covering current and anticipated fire, police, communications, emergency management, and EMS issues and needs. We provide a wide array of services, including organization audits and evaluations; cooperative efforts and consolidation/integration; health and safety evaluations; master, strategic, and growth management plans; deployment planning; hazard mitigation planning; executive searches; assessment centers; and customized consulting. ESCI has helped improve emergency services in hundreds of communities throughout the country. Our innovative training programs are improving the way organizations and people work. ESCI encourages creative solutions to complex system dilemmas. The firm recognizes the cultural, economic, operational, legal, and political realities of the local environment. ESCI avoids pre-conceived biases in order to develop and implement imaginative and long-lasting solutions. In addition, ESCI equips its clients with the background, understanding, and confidence to tackle future problems as they arise. All of ESCI’s field associates have been active practitioners in their respective fields, with many involved in highly visible and responsible national leadership positions in fire/rescue services, EMS, and law enforcement. We understand your issues, challenges, responsibilities, and offer proven methods to improve your effectiveness.
14 ESCI Experience ESCI’s advantage begins with our technical expertise and capability, extends to our experienced and highly qualified staff, and concludes with a product that will enable your organization to meet the challenges of emergency services into the future. ESCI’s team has first-hand experience in the process of analyzing emergency service providers and recommending an array of opportunities that are economically, culturally, and operationally feasible. Each team member is a specialist in fire, rescue, law enforcement, EMS, or related fields. The team will work collaboratively to create the best possible strategies and options for your organization. The ESCI Advantage includes:
• A clear understanding and appreciation of the complexity of the local and regional environment. • Over 40 years of public safety consulting experience; the successful completion of hundreds of consulting engagements. • The ability to deliver a high-quality product on time, and with organizational support and endorsement. • Knowledge of contemporary issues associated with the delivery of emergency services. • Experience with a variety of jurisdictions including municipalities, counties, and state government. • A highly skilled and knowledgeable team of professionals with skill-sets necessary to meet your expectations.
Effective Project Coordination & Management When engaged, all work progress is measured against a work plan, timetable, budget, and deliverables. During the project, team members confer frequently to discuss progress as well as new or unanticipated issues. Our project management methodology ensures that services and activities are efficiently conducted and are focused, coordinated, and logical. All project team members are available for the duration of the project.
15 ESCI Offices In order to better serve our clients, ESCI maintains two regional offices. The following is the contact information for each office, along with a complete organization chart.
Corporate Headquarters Andrea Hobi, General Manager Mike Roth, Operations Manager 4795 Meadow Wood Lane, Chantilly, VA 22033
Andrea—Phone: 800.757.3724 • Email: [email protected] Mike—Phone: 703.506.9400 • Email: [email protected]
ESCI Organizational Chart The following is an organizational chart of Emergency Services Consulting International, which includes descriptions of our various positions and services.
16 Disclosure & Practices Conflict of Interest Statement ESCI has neither directly nor indirectly entered into any agreement, participated in any collusion or collusion activity, or otherwise taken any action which in any way restricts or restraints the competitive nature of this solicitation, including but not limited to the prior discussion of terms, conditions, pricing or other offer parameters required by this solicitation. ESCI is not presently suspended or otherwise prohibited by any government from participation in this solicitation or any other contracting to follow thereafter. Neither ESCI nor anyone associated with ESCI has any potential conflict of interest because of or due to any other clients, contracts, or property interests in this solicitation or the resulting project. In the event that a conflict of interest is identified in the provision of services, ESCI will immediately notify the client in writing.
Insurance ESCI is insured in excess of $2,000,000. A copy of the ESCI liability insurance certificate is included in an appendix.
Litigation ESCI has no past and/or pending litigation or unresolved lawsuits.
Employment Practices ESCI is an equal opportunity employer. The company is guided by recognized industry standards, policies, and procedures. ESCI offers a wide range of employee benefits and ongoing training opportunities that has enabled ESCI to attract and retain quality consultants who are recognized as experts in emergency service organization, management, and service delivery. ESCI will not refuse to hire, discharge, promote, demote, or otherwise discriminate in matters of compensation against any person otherwise qualified, because of age, race, creed, color, sex, national origin, ancestry, or handicap.
17 Appendix A: Project Team Qualifications John A. Stouffer Senior Project Manager
Summary of Qualifications Mr. Stouffer began his career in public safety in 1976 as a firefighter/EMT with Yakima County (WA) Fire District #10, where he established the first EMS program in the department. In 1980, he attended the Paramedic Program at Central Washington University and obtained a position with Yakima (WA) Medic One becoming a field paramedic and the organization’s first Training Officer. In 1988, he was offered the position of the Director of the Yakima County (WA) Department of Emergency Medical Services. After holding that position for nine years, he took a position with Gresham (OR) Fire & Emergency Services as the EMS Coordinator, occasionally serving as the acting Chief of the Training Division, until his retirement in 2009. Since 1992, in addition to his other employment, Mr. Stouffer has been providing a wide variety of public safety consulting services to clients throughout the U.S. and Canada. Professional Experience • Project Manager/Associate Consultant, Emergency Services Consulting International • Technical Advisor/Program Developer, Vision 20/20 & Institution of Fire Engineers • EMS Research Investigator/Coordinator, Oregon Health & Science University • EMS Coordinator (Captain), Gresham Fire & Emergency Services • Senior Consultant, Pacific Northwest Associates, LLC • Director, Yakima County Department of Emergency Medical Services • Training Officer/Paramedic, Yakima Medic One • Firefighter/EMT-Paramedic/Medical Services Officer | Yakima County Fire District #10 • More than 40 years diverse experience in fire and emergency medical services Educational Background & Certifications • Central Washington University • Yakima Valley Community College • Western Oregon University • National Fire Academy Incident Command for EMS • Seattle/King County Resuscitation Academy Fellowship • Multiple instructor certifications (NFPA I & II, ACLS, PHTLS, WSFST Instructor II, EZ-IO Instructor) • Numerous advanced-level EMS certifications • More than 250 hours fire service education, Washington State Fire Service Training Associated Professional Accomplishments • Project Manager and consultant on a number of fire and EMS projects around the U.S. and Canada • Co-authored and published a number of international prehospital studies (available on request) • Authored two guides on Community Risk Reduction for Vision 20/20 (available on request) • Project Co-Director, King LT Airway Implementation Project for Multnomah County (OR) • Author, Phases I & II of the Yakima County EMS Master Plan • Earned fourteen professional awards during his career (available on request)
Note: This is a brief summary of Mr. Stouffer’s CV. A complete version can be made available on request
18 Don Bivins Senior Consultant Summary of Qualifications Don has over 40 years of experience in the fire service, 28 years as a chief officer. He has served in four different fire departments in Washington State and through his leadership, three of those agencies merged with neighboring jurisdictions. The agencies he has worked for range from small combination fire districts to large career fire departments. After serving the 250,000 citizens of the Vancouver (Washington) Fire Department for 16 years--the last 11 years as their fire chief--he retired on December 31, 2010 and began consulting for ESCI.
Chief Bivins brings his diverse skills to ESCI to provide leadership coaching, inter-agency collaboration, strategic planning, master planning, and organizational evaluation. He has a track record of focusing on cost effectiveness and efficiency, with a reputation for building constructive labor-management relations. He has advised policy-makers on fire service delivery options, facilitated small groups on decision-making and has made presentations to larger workshops on such topics as the strategic planning process and regional collaboration. Educational Background • Fire Services Administration Program–Eastern Oregon University • Associate of Technical Arts (Fire Science)–Tacoma Community College • Executive Fire Officer Graduate–National Fire Academy • Extensive training in leadership, personnel management, and planning Professional Experience • Project Manager/Senior Associate, Emergency Services Consulting International (2016–current) • Associate Consultant, Emergency Services Consulting International (2011–2015) • Fire Chief–Vancouver Fire Department, WA • Fire Chief–Clark Co. Fire Dist. #4, WA • Fire Chief–King Co. Fire Dist. #40, WA Relevant Experience • Elected to the Board of Directors of the Washington Fire Chiefs • Selected by fellow board members to serve on the Executive Committee • Governor appointee to the Washington State Emergency Management Council • Selected to serve as Chairman of the Washington State Emergency Response Commission Associated Professional Accomplishments • Led creation of enabling legislation for formation of Regional Fire Authorities in Washington • Led creation of proposed statutory language to establish state-funded regional hazardous materials teams • Developed business plan for the Vancouver Fire Department, the first such plan in the city • Integrated emergency operations and fire prevention resources to form fire station-centric Community Risk Reduction teams to reduce emergency demand
Note: This is a brief summary of Mr. Bivins’ CV. A complete version can be made available on request.
19 Bill Boyd Associate Consultant Summary of Qualifications Chief Boyd is a retired Fire Chief from the Bellingham Fire Department. He retired in 2012 after 29 years of progressive service to the citizens of Bellingham and Whatcom County. During his tenure, he served as a firefighter, firefighter paramedic, paramedic supervisor, fire captain/paramedic, assistant fire chief, and fire chief for the last nine years of his career. During this time, he served as incident commander on several major fires and disasters, including the 1999 Whatcom Creek Explosion. He also led the department through the 2008-2010 “great recession”, collaborating with the department bargaining units in making strategic reductions and service delivery changes to meet budget reduction targets without reducing service delivery. He also consulted and lectured for the Department of Homeland Security, and served as a charter member of the DHS Virtual Social Media Working Group, providing guidance and training on integrating social media tools in crisis communications/incident command. After his retirement, Chief Boyd entered the private sector as a regional safety coordinator for a national industrial cleaning company, overseeing and managing safety and compliance programs across four states. He now uses his broad experience in providing business continuity, strategic planning, and management consulting services for private companies and public agencies.
Professional Experience • 1983-1985—Firefighter, Bellingham Fire Department • 1985-2002—Washington State Paramedic Certification • 1985-1990—Firefighter/Paramedic, Bellingham Fire Department/Whatcom Medic One • 1990-1996—EMS Supervisor, Bellingham Fire Department/Whatcom Medic One • 1997-1999—Fire Captain/Paramedic/Public Information Officer, Bellingham Fire Department • 1999-2003—Assistant Fire Chief, Bellingham Fire Department • 2003-2012—Fire Chief, Bellingham Fire Department
Educational Background & Certifications • 1982 Bachelor of Arts, Political Science, Western Washington University, Bellingham, Washington • 2004 Executive Fire Officer Designation, U.S. Fire Administration National Fire Academy
Associated Professional Accomplishments • Incident Commander, Northwest Incident Management Team (FEMA Type III All Hazards Team) • Member—Department of Homeland Security Virtual Social Media Working Group (VSMWG) • Created the City of Bellingham Office of Emergency Management • Board member, Washington State Critical Incident Stress Management Board • President—Whatcom County Fire Chiefs Association • Author and lecturer on social media crisis communication tools and strategies • Executive Board Member, IAFF Local 106 • Paramedic instructor/lecturer
Note: This is a brief summary of Mr. Boyd’s CV. A complete version can be made available on request.
20 Stuart McElhaney Chief Operating Officer Summary of Qualifications Mr. McElhaney joined Marion County (FL) as Fire Chief in March of 1994, and was appointed Assistant County Administrator for Public Safety in April 2009 serving in a dual capacity. Mr. McElhaney’s post-secondary educational experiences included the U.S. Merchant Marine Academy followed by the College of William and Mary where, in 1979, he received a B.S. in Geology. He attended the University of Tennessee earning an M.S. in Geology in 1981. For the next thirteen years, he worked for Shell Oil Company as an exploration geologist in different regions around the world. While working for Shell in Houston, he volunteered for almost ten years with a large combination fire department where he served as Assistant Chief, earning a B.S. in Fire Administration from the University of Maryland in 1992. Professional Experience • Professional Consultant (Individually and with Almont Associates) • Assistant County Administrator, Marion County, Ocala, Florida • Fire Chief, Marion County Fire-Rescue Department, Ocala, Florida • Adjunct Instructor, University of Florida, Gainesville, Florida • Assistant Fire Chief, Cy-Fair Volunteer Fire Department, Houston, Texas • Staff Geologist, Pecten International (Shell Oil Company subsidiary) • Senior Geologist, Shell Oil Company, Houston, Texas Educational Background • Bachelor of Science, Fire Service Administration, University of Maryland, 1992 • Master of Science, Geology, University of Tennessee, 1981 • Bachelor of Science, Geology, College of William & Mary, 1979 • Executive Fire Officer Program, U.S. Fire Academy, 1998 Major Accomplishments and Achievements • Led successful effort to consolidate city, county, and sheriffs dispatch/communications operations • Consolidated countywide ambulance service under fire-rescue department in order to reduce annual ambulance operating deficit from $8 million to less than $2 million, while improving level of service • Negotiated agreement with Level I trauma center to bring air medical program to Marion County • Successfully authored and implemented 10-year fire rescue master plan • Authored and implemented 5-year master plan following ambulance service integration with fire rescue • Built 11 new fire stations and renovated 5 • Consolidated multiple dependent fire districts and developed countywide fire assessment program • Implemented a fire service impact fee program • Published twelve articles for the Florida Fire Service Today • Multiple successful deployments for hurricane and wildfire response with State of Florida IMT
Note: This is a brief summary of Mr. McElhaney’s CV. A complete version can be made available on request.
21 Stuart McCutcheon Senior Associate Stuart McCutcheon has 8 years of experience as a fire chief in municipal fire departments in central Florida. His service began at Clermont Fire Department, then Reedy Creek Fire Rescue at Walt Disney World where he served as a Lieutenant. In 2009, he became Fire Chief in the City of Davenport Fire Department, FL from 2009 to 2013, at which time he became Fire Chief in Auburndale, FL. Most recently he served as the Fire Chief and Emergency Manager for the Haines City Fire Department, FL. Chief McCutcheon brings a combination of education, experience, and technical expertise to ESCI. With experience in both combination and career departments, he possesses a demonstrated record of professionalism and a commitment to excellence. In addition to fire administration and management accomplishments, Chief McCutcheon has substantially contributed to the Institution of Fire Engineers and Florida State Fire College through the development of GIS analytic tools and maps to support the missions of both organizations. Educational Background • University of West Florida, Masters of Graphic Information & Science Administration (in progress) • University of Central Florida, Master of Public Administration, Orlando, FL • University of Central Florida, Graduate Certificate in Emergency Management and Homeland Security • Executive Fire Officer Program, Emmitsburg, MD 2013 • University of Central Florida, Bachelor of Science Psychology, Orlando, FL • Polk Community College, Associate of Arts, Winter Haven, FL • Polk State College, Associate of Science in Fire Science, Winter Haven, FL • Commission on Professional Credentialing, Chief Fire Officer and Fire Marshal Designation • Pro Board Fire Officer IV Professional Experience • Consultant, Emergency Services Consulting International • Fire Chief and Emergency Manager, City of Haines City Fire Department, FL • Fire Chief, City of Auburndale, FL • Fire Chief, City of Davenport, FL Relevant Experience • Chair, Executive Fire Officers’ Section, Florida Fire Chiefs Association • Membership Committee, Institution of Fire Engineers, USA Branch • Vice President, Polk County Fire Chiefs’ Association • Chair, Polk County GIS Users’ Group • Designated Emergency Manager in Haines City • Commission on Professional Credentialing Peer Reviewer Associated Professional Accomplishments • Served on the team for several ESCI projects including the Sarasota County, FL master plan. • Key member of ESCI team in producing ISO benchmark studies. • Developed material for use in Community Risk Reduction courses for National Fire Academy • Published author, several articles published in Florida Fire Chiefs Association magazine • Development of emergency management response plans, full-scale and table-top exercises
Note: This is a brief summary of Mr. McCutcheon’s CV. A complete version can be made available on request
22 Appendix B: ESCI Experience Following are a few examples of ESCI’s experience in providing consulting services to various organizations throughout North America. If requested, ESCI can provide more detailed information on any the projects listed.
Project Category & Title Organization Location Year Cooperative Services Feasibility Studies Cooperative Services Feasibility Study Belton FD (and 4 other agencies) MO 2018 Cooperative Services Feasibility Study Aberdeen & Hoquiam Fire Departments WA 2018 Cooperative Services/Consolidation Study Tumwater FD (and 5 other agencies) WA 2018 Regional Fire Authority Feasibility Study South Beach Fire & Rescue WA 2015 Evaluation & Cooperative Efforts Study Rifle Fire Protection District CO 2015 Standards of Cover & Combined Master/Strategic Plans Standards of Cover & Fire Station Analysis Carrollton Fire Rescue TX 2017 Standards of Cover/Strategic Plan Santa Rosa Fire Department CA 2016
Strategic Plans & Fire/EMS Master Plans Strategic Plan Estacada Rural Fire District #69 OR 2016 Customer-Centered Strategic Plan Mid-Columbia Fire & Rescue OR 2013 Fire Department Master Plan Minneapolis Fire Department MN 2012 EMS Analysis & Ambulance Service Emergency Services Operations Analysis Strathcona County Emergency Services Canada 2017 EMS Agency & System Analysis River Falls EMS WI 2017 Ambulance RFP & Contract North Hays ESD #1 TX 2016 EMS Master Plan North Hays ESD #1 TX 2015 EMS Master Plan Florence County EMS SC 2013 EMS Evaluation City of Danville VA 2012 Agency Evaluations Fire Department Evaluation Skamania County Fire District #4 WA 2015 Fire Department Options Analysis Hemet Fire Department CA 2015
Station Location Studies Station Location Analysis American Fork Fire Department UT 2017
Miscellaneous Studies Public Safety Building Funding Feasibility City of Homer AK 2015 Staffing & Deployment Analysis East Pierce Fire & Rescue WA 2014
23 Appendix C: References The following are several examples and references out of the hundreds of projects and studies previously completed by ESCI. If requested, ESCI can provide additional examples and client references.
Clackamas Fire District/Boring Fire Department (Oregon) Project: Evaluation & Cooperative Efforts Study Contact: Fred Charlton Manager: Don Bivins Title: Fire Chief Population: 220,000 Phone: 503.742.2600 Completed: January 2014 Email: [email protected] Project Description: The two client agencies contracted with ESCI to conduct a cooperative efforts feasibility study. Specifically, the purpose of the study was to: A. Assess current fiscal, service level, and infrastructure conditions of each participating agency; recommend improvements to existing processes independently; and forecast each agency’s fiscal future for the next 5 years. B. Evaluate the current interlocal governmental agreement for effectiveness and efficiency. C. Identify partnership opportunities available to the agencies to increase efficiency or eliminate duplication. D. Analyze the most feasible integration options, recommending those with the greatest opportunity for success. Each agency had opportunities for greater efficiency which were recommended, although a number of efficiencies have already been captured via the current IGA. Governance Recommendations: ESCI recommended legal integration. There are three legal integration processes in Oregon: merger, consolidation, or annexation. ESCI recommended merger, although annexation has its advantages. Consolidation had no advantages over merger and added complexity, so this option was not recommended. Further, the two agencies are very familiar with each other via the IGA currently in effect and did not need to take an incremental approach toward integration. However, if the agencies wanted to take a slower approach, operational unification (service contract) was an option offered.
Wasatch County Fire Rescue (UT) Project: Master Plan & Ambulance Merger Contact: Ernie Giles Project Manager: John Stouffer Title: Fire Chief Population: 32,000 Phone: 435-940-9636 Year Completed: 2018 Email: [email protected] Project Description: ESCI was retained to develop a “master plan” for the fire district, along with merging the current county- owned ambulance service into Wasatch County Fire Rescue. The study included a comprehensive analysis of the fire department, as well as Wasatch County EMS. The financial feasibility of a merger was analyzed. The study concluded with recommendations for numerous improvements in fire protection and EMS, as well as a reorganization of the fire department, and a recommendation to merge the ambulance service.
24 South Beach Fire & Rescue (Washington) Project: RFA Feasibility Study Contact: Art Cole Project Manager: Don Bivins (with John Stouffer) Title: General Manager Population: 7,000 Phone: 360.268.9832 Completed: November 2015 Email: [email protected] Project Description: Westport FD (WFD), Grays Harbor FD #3 (GHFD#3), Grays Harbor FD #11 (GHFD#11), Grays Harbor FD #14 (GHFD#14), Pacific FD #5 (PFD#5), and South Beach Ambulance (SBA) contracted with ESCI to study the feasibility of all of the agencies combining as a regional fire authority. The six agencies have separately experienced significant reductions in assessed valuation and thus, have had to increase their revenues and try to manage their costs. After analysis, it was evident that all six agencies are significantly interdependent, with none of the agencies able to manage a single house fire without significant assistance from the other agencies. Further, they inadvertently competed against each other for new volunteer candidates. ESCI determined that combining was feasible economically and operationally as either a regional fire authority or through a two-phased process that starts with annexation of Westport by GHFD#3, then the district merging with the other districts. ESCI recommended the agencies pursue formation of an RFA.
Forest Grove Rural Fire Protection District (Oregon) Project: Cooperative Services Study Contact: Michael Kinkade Project Manager: Sheldon Gilbert Title: Fire Chief Population: 23,000+ Phone: 503.992.3240 Completed: April 2015 Email: Project Description: ESCI was engaged by the cities of Forest Grove, Cornelius and the Forest Grove Rural Fire Protections District, Cornelius Rural Fire Protection District, Gaston Fire Protections District and Banks Fire Protection District #13 to conduct a feasibility study regarding opportunities for collaboration and enhanced cooperative service options between and among the participating fire service agencies. A two-phase process of integration was recommended by the ESCI Team. Phase one would be an enhanced intergovernmental agreement for fire chief and administrative services among all six agencies. Note: As of May 1, 2015 five of the six participating agencies contracted for fire chief services under an established IGA. Phase two would be a more formal cooperative service model through a fully integrated Fire Authority IGA, a fire district merger or consolidation into a new fire district.
25 Strathcona County Emergency Services (Alberta, Canada) Project: Emergency Services Operations Analysis Contact: Ian Bushell Project Manager: John Stouffer Title: Fire Chief & EM Director Population: 96,000 Phone: 780.416.6754 Completed: January 2017 Email: [email protected] Project Description: ESCI was retained by Strathcona County to conduct a comprehensive analysis of Strathcona County Emergency Services’ (SCES) operations, with an emphasis on emergency medical services and their ALS ground medical transport operations. EMS in Alberta is comprised of a complex system with substantial administrative and bureaucratic oversight. SCES staffs its four full-time advanced life support ambulances with three personnel, and the County was concerned about excessive costs. ESCI was able to obtain limited definitive and anecdotal evidence demonstrating the benefits of that staffing model in the County. In its 129- page final report, ESCI provided multiple options for future ambulance service-delivery and deployment, along with a number of other recommendations for administrative and operational improvements. The project also included a comprehensive SWOT analysis and comparative study of the costs and staffing of similar organizations within the province.
26 Appendix D: Examples of GIS Maps & Images The following represents examples of GIS maps and other images created by ESCI for previous projects.
Incident Density Example Travel Time Example
Study Area Example Special Incident Capabilities Example
27 Travel-Time Chart Example Cost Per-Capita Chart Example
400
Engine 43
350
Engine 42
300
Engine 41 250
Medic 43 Dollars 200 $349.79
Medic 42 150 $241.47 $230.29 $224.93 $224.01 $221.68 $208.60
Medic 41 100 $165.99
0:03:00 0:06:00 0:09:00 0:12:00 0:15:00 0:18:00 0:21:00 0:24:00 50 All Travel Times Urban Suburban Rural CWFD KVFR PFD ANFD1 ABFD PAFD NKFR CFR2
Medic Unit Incident Types Chart Example Call Types by Hour-of-Day Example
2,500 600
44 23 550 2,250 123 139 20 500 4 2,000
50 450 626 1,750 100 552 400 272 1,500 350 1,477 1,503
1,250 300 419
250 1,000 1,007 200 750
150
500 100
250 50
0 0 2014 2015 2016 24 1 2 3 4 5 6 7 8 9 10 11 Noon 13 14 15 16 17 18 19 20 21 22 23 Scene Responses Interfacility Transports Intercepts Standbys Mutual Aid EMS Only Fires & Others
Service-Demand by Fire Station & Year Budget Analysis Example
2,000
1,900
1,800
1,700
1,600
1,500
1,400
1,300
1,200
1,100
1,000
900
800
700
600
500 Station 41 Station 42 Station 43 2014 2015 2016
28 Appendix E: Certificate of Insurance
29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 B-2
Clackamas Fire District #1
Memo To: Board of Directors From: Chief Charlton Date: January 28, 2019 Re: Amended Intergovernmental Agreement (IGA) with Estacada Fire District #69
Action Authorize the Fire Chief to enter into an amended Intergovernmental Agreement (IGA) with Estacada Fire District #69 from February 1, 2019 to September 30, 2019.
Background The current Intergovernmental Agreement (IGA) with Estacada Fire District #69 will terminate on January 31, 2019. In September 2018, Estacada Fire asked for a meeting of the Interagency Committee and requested an extension of the current IGA through 2019 or into 2020 as they focus on an internal study and begin a 5-year goal setting process. The Interagency Committee has met several times to discuss the request, as have staff from both agencies. Through numerous meetings and the commitment of Estacada Fire to engage in a full Feasibility Study, it was determined that Estacada Fire is requesting an amended IGA from February 1, 2019 through September 30, 2019. This timeframe allows for a Feasibility Study to be completed and Estacada Fires’ ability to budget for and afford the services.
Attached you will find a draft IGA with track changes and a draft IGA as a clean copy. A few highlights include the following:
The term of the amended IGA will be February 1, 2019 to September 30, 2019 with a cost increase July 1, 2019.
A number of previous services have either been removed or modified to include: o Fire Investigation services will be provided on an as needed basis and billed hour for hour. The cost of these services have been removed from the monthly fee and will be invoiced separately – Appendix A. o Estacada Fire will complete their own Company Performance Evaluations - Appendix B. o Instruction of the Volunteer Academy has been removed due to the new termination date of September 30, 2019 and the needs of Clackamas Fire – Appendix B. o Command and Control has been changed to Enhanced Services to better reflect the emergency response apparatus that respond between both Fire Districts. Estacada Fire will be responsible to provide Chief Officer
1 coverage within their own Fire District as well as respond to the Logan and Highland communities as needed. Clackamas Fire will provide back- up Chief Officer coverage as needed. The use of Automatic Vehicle Location (AVL) between both Fire Districts will help better coordinate responses – Appendix C. o Estacada Fire will be able to access Logistics for purchasing, but Clackamas Fire will not provide delivery services – Appendix C.
Staff from both Clackamas Fire and Estacada Fire worked collaboratively to amend the current IGA in an effort to best meet the needs of both Fire Districts.
On January 17, 2019, the Estacada Fire Board of Directors approved the amended IGA contingent upon the approval of the Clackamas Fire Board on January 28, 2019.
On January 24, 2019, the Clackamas Fire Board of Directors held a work session to discuss this amended agreement to include input and discussion from staff and Estacada Fire.
Budget Implications The monthly cost from February 1, 2019 to June 30, 2019 will be $15,709.54. The monthly cost from July 1, 2019 to September 30, 2019 will be $15,843.64. The additional IGA revenue for FY 18/19 will be $78,547.70. The cost may exceed that based on the hours of Fire Investigation services requested by Estacada Fire.
The IGA revenue for FY 19/20 will be $47,530.92. This cost may increase that based on the hours of Fire Investigation services requested by Estacada Fire.
Recommendation Authorize the Fire Chief to enter into an amended Intergovernmental Agreement (IGA) with Estacada Fire District #69 from February 1, 2019 to September 30, 2019.
2 INTERGOVERNMENTAL AGREEMENT FOR FIRE DISTRICT SERVICES
RECITALS
Clackamas Fire District #1 (“Clackamas”) and Estacada Fire District (“Estacada”) are rural fire protection districts formed under the authority of the Oregon Revised Statutes (ORS), Chapter 478.
A. Clackamas and Estacada provide fire, rescue and emergency services within their respective jurisdictions.
B. Clackamas and Estacada desire to provide the most expedient and affordable service to their respective communities, to further economy and efficiency in local government and intergovernmental cooperation, and to minimize unnecessary and costly duplication of services, by combining and coordinating their resources.
C. Clackamas maintains and operates fire prevention services for itself, and Estacada desires to obtain such services from Clackamas.
D. Clackamas and Estacada desire to enhance services in the Estacada and Eagle Creek service areas by adding staffing to the Eagle Creek Fire Station through shared funding, and leveraging Clackamas resources for significant incidents in both districts.
E. Clackamas and Estacada both maintain separate water tender and rehab volunteer forces and desire to operationally integrate those forces for greater coverage for both agencies.
F. Clackamas maintains and operates training services for itself and other agencies, and Estacada desires to obtain such services from Clackamas.
G. Clackamas maintains a Logistics Division and Estacada desires to obtain such services on a limited basis from Clackamas.
H. This Intergovernmental Agreement (the “Agreement”) is entered into under the authority granted to the parties by ORS 190.010, which authorizes units of local government to enter into written agreements with any other units of local government for the purpose of any and all functions and activities that the parties to the agreement, its officers or agencies, have authority to perform.
AGREEMENT
1. Effective Date, Term, Renewal Term. Clackamas agrees to provide to Estacada and Estacada agrees to purchase the Services listed in the Scope of Services section below at the prices listed in the Appendices.
a. Term. If signed by both parties , the term of this Agreement shall be from February 1, 2019 until September 30, 2019.
2. Scope of Services. The Parties agree that the Scope of Services shall be provided by Clackamas as listed in this Scope of Services Section and the attached Appendices, which are incorporated into this Agreement by this reference. Other appendices may be added by written agreement of the parties in the future if additional services are requested and agreed upon. a. Fire Prevention Services as further described in Appendix “A” b. Training Services as further described in Appendix “B” c. Enhanced Services as further described in Appendix “C”
3. Performance Measures. Both Parties will keep their respective Board of Directors informed of performance issues related to these collaborative efforts. For issues arising from this agreement, refer to Section 15: Dispute Resolution Process.
4. Compensation. a. Clackamas agrees to provide monthly invoices to Estacada and Estacada agrees to pay Clackamas the invoiced amounts, which shall reflect the cost of Services as described in the appendices. Invoices will be provided monthly on or before the first of each month, and payment is due within 30 days of the date of invoice. Invoicing may be by electronic means.
3
b. Amounts invoiced shall include all Services as provided in the Scope of Services section. In the event Estacada requests and Clackamas agrees to provide Services beyond the Scope of Work, Clackamas may charge additional amounts to the monthly invoice. The Parties shall agree in writing to the rate for such additional Services in advance.
5. The compensation and Scope of Services is based upon the current number and configuration of Services, as identified in Appendices “A,” “B,” and “C.” In the event of a change in Services requested, both Parties shall meet to discuss these changes and different compensation. Other appendices shall be added if additional services are requested and agreed upon by the parties.
6. Integration of Services. Clackamas agrees to provide the Services as a fully integrated operation of Clackamas Fire Prevention Services, Training Services, and Emergency Services. Services will be provided in the same manner and quality as Clackamas provides such services to its own service area. The parties agree to work together in good faith to develop protocols as necessary to effect the integration of the services provided.
7. Feasibility Study. Both agencies agree to perform a feasibility study to assist with determining the future of service delivery between both agencies.
8. Capacity to Perform Within Scope of Work. Clackamas will assign priority for Services taking into consideration both Parties’ environment, timelines, and needs, as well as Clackamas’ obligations under Section 2, Scope of Services, and Clackamas’s own policies and procedures, as they may be changed from time to time. The Parties will discuss timelines prior to initiating Services under this Agreement.
9. Termination. a. This Agreement may be terminated by either party, with or without cause, by giving ninety (90) days written notice to the other party. In such cases, the Parties will work in good faith to effect a transition of the services to the other service provider chosen by Estacada.
b. Clackamas may terminate upon 30 days’ notice for failure of Estacada to pay any sums when due.
c. Estacada may terminate upon 30 days’ notice for failure of Clackamas to perform services.
d. Clackamas and Estacada may terminate this Agreement immediately or at a date to be determined if both parties mutually agree to terminate the IGA.
10. Liability; Indemnity. a. Each party shall be responsible for the acts of their respective employees, officers, and agents under this Agreement. No party, nor any elected and appointed official, officer, board member, employee, volunteer, or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions, failure to act, or willful misconduct of the other party, their officers, board members, employees, volunteers or agents, in connection with this Agreement or arising out of any work performed under this Agreement.
b. To the extent limited by Oregon Law (ORS 30.260 through 30.300 and the Oregon Constitution, Article XI, Section 7), Clackamas and Estacada each agree to defend and indemnify each other against any third party liabilities, causes of action, damages, or costs for injury or damage to life or property related to this Agreement or arising from actions or failures to act under this Agreement. However, neither Party shall be required to defend or indemnify the other Party for the malfeasance or willful misconduct of the other Party or the other Party’s employees or agents. The obligations assumed hereunder shall survive the termination or expiration of this Agreement.
11. Insurance. a. Each party shall maintain comprehensive general liability insurance or sufficient self-insurance reserves to cover all risks of damage or loss in the form of personal injury, bodily injury, or property damage for which either party may be liable for its acts or omissions done in the course and scope of its business, in the minimum amounts for which public entities are liable under Oregon Revised Statutes as those statutes now exist or may be amended.
4 b. Neither party shall be liable to the other for any loss or damage to their facilities, equipment or other property arising from any cause for which it could have insured against under the parties normal policies, such as fire. Each party, on behalf of its insurer, waives any right of subrogation that it might have against the other party.
c. Clackamas reserves the right to require additional insurance coverage, limits, and terms. This insurance shall be considered as primary insurance and exclusive of any insurance carried by Clackamas, and the insurance evidenced by the required certificates shall be exhausted first, notwithstanding the fact that Clackamas may have other valid and collectible insurance covering the same risk.
12. Personnel/Workers Compensation. Employees or volunteers of each party shall remain employee/volunteer of that party, and are subject to the personnel policies, rules, and regulations solely of that party. Each party to this Agreement agrees to provide worker’s compensation insurance coverage to its employees and volunteers. Each Party shall supervise their individual employees while working under this Agreement. The intent of this provision is to prevent the creation of any “special employer” relationships under Oregon workers’ compensation law, PERS regulations, or other state or federal laws
13. Waiver. The failure of either party to insist upon the strict performance of any of the terms, covenants or conditions of this Agreement shall not be deemed a waiver of any right or remedy that either party may have, and shall not be deemed a waiver of either party’s rights to require the strict performance of all terms, covenants and conditions thereafter, nor a waiver of any remedy for the subsequent breach of any of the terms, covenants or conditions.
14. Force Majeure. No party to this Agreement shall be held responsible for delay or default caused by fires, riots, acts of God and/or war, labor shortages, or other conditions beyond the Parties’ reasonable control.
15. Dispute Resolution Process. In the event there are disputes or claims related to or arising under this Agreement, the following dispute resolution process will be followed. Unresolved disputes within specific service areas “a”, “b”, “c” and “d” will move to section “e” and proceed as necessary. It is the intent of the parties to solve the disputes and claims at the lowest level possible, and the issues and resolutions will be documented by mutually agreeable memorandum, if applicable. a. Consideration and resolution by and between the Clackamas Fire Business Services Deputy Chief and the Estacada Fire Prevention Liaison regarding Appendix A.
b. Consideration and resolution by and between the Clackamas Emergency Services Deputy Chief and the Estacada Training Liaison regarding Appendix B.
c. Consideration and resolution by and between the Clackamas Operations Division Chief and the Estacada Interim Fire Chief regarding Appendix C.
d. Consideration and resolution by and between the Clackamas Fire Chief and the Estacada Interim Fire Chief
e. In the event the disputes or claims cannot be resolved under the above process, the dispute or claim shall be subject to binding arbitration. Arbitration shall be conducted pursuant to the rules of the Arbitration Service of Portland, and shall be conducted in Clackamas County, Oregon, unless otherwise agreed by the parties.
f. In the event of any arbitration arising out of or relating to this Agreement or the enforcement thereof, the prevailing party in such action shall be entitled to recover its reasonable attorney fees, costs, and expenses from the non-prevailing party.
g. The laws of the State of Oregon shall be applied in the interpretation, execution, and enforcement of this Agreement.
16. Notices. All notices under this Agreement shall be deemed to be given when delivered personally to the person designated below or when three (3) day have elapsed after it is deposited in the United States mail in a sealed envelope, with registered or certified mail postage prepaid, or on the next addressed business day if sent by express mail, or by electronic means, to the party to which the Notice is being given, as follows:
5 Estacada Rural Fire District #69 Clackamas Fire District #1 Interim Fire Chief Fire Chief 261 SE 5th Avenue 11300 SE Fuller Road Estacada, OR 97023 Milwaukie, OR 97222
17. Amendment. This Agreement may only be amended in writing executed by both Parties.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as dated below.
Estacada Rural Fire District #69 Clackamas Fire District #1
By: ______By: ______
Title: ______Title: ______
Date: ______Date: ______
6 APPENDIX A Fire Prevention Services – Scope of Work Clackamas will provide the Fire Prevention Division Chief as the liaison to Estacada and Estacada will provide a liaison to Clackamas to address Fire Prevention Services –Clackamas will provide the below Fire Prevention Services: 1. Administration a. Clackamas will be performing administrative oversight of the Fire Prevention Programs including the below details. 2. Enforcement a. Clackamas will provide fire inspection services for all commercial occupancies identified by Estacada that are permitted to be inspected as per ORS 476 and 478. b. Clackamas will assign an inspection frequency that is consistent with the current priority rating used by Clackamas. 3. Engineering a. Clackamas will conduct fire apparatus access and water supply plan reviews as permitted per ORS 476 and 478. b. Clackamas will be available for consultation with the building departments (contract and County) for fire and life safety system and building exiting system review. c. It is understood that the building departments will remain the permitting authority for all permit activities and building that occurs and that all correspondence for new construction will primarily come from the building departments. 4. Fire Investigation a. Clackamas will provide access to on-call fire investigator personnel for fires that meet the established Clackamas SOP call out criteria. b. Clackamas will provide a supplemental fire report for each fire that Clackamas investigates. 5. Public Education a. Upon request, Clackamas will be available for requested public appearances. b. Upon request, Clackamas will assist in coordinating engine company appearances with Estacada. 6. Data Collection, Entry, and Reports a. Clackamas will collect inspection data and enter it into Clackamas Fire’s records management system. b. Clackamas will provide a monthly Board of Directors report no later than the second Tuesday of each month. 7. Public Inquiries and Requests a. All public inquiries that fall within the scope of this contract will be routed/directed to Clackamas for an appropriate response unless otherwise noted by the Parties. b. Public records requests will follow Clackamas SOPs. c. Data requests can come from Estacada Chief Officers whenever information is needed regarding Fire Prevention services. Data requests are included in the scope of this contact and will be completed within three (3) business days unless otherwise specified. Requests are to be sent directly to the records management Administrative Technician and the Fire Prevention Liaison Chief.
8. Compensation a. Estacada will pay Clackamas $6,739.80 per month for Fire Prevention Services as listed in this Appendix A provided between February 1, 2019 and June 30, 2019. Clackamas will bill Estacada at an hourly rate for fire investigation activities. The hourly rates billed will be at the rate of the fire investigator(s) pay for regular and overtime hours. Billed activities will include all aspects of a fire investigation. b. Estacada will pay Clackamas $6,807.19 per month for Fire Prevention Services as listed in this Appendix A provided between July 1, 2019 and September 30, 2019. Clackamas will bill Estacada at an hourly rate for fire investigation activities. The hourly rates billed will be at the rate of the fire investigator(s) pay for regular and overtime hours. Billed activities will include all aspects of a fire investigation.
7 APPENDIX B Training Services – Scope of Work Clackamas will provide a liaison to Estacada and Estacada will provide a liaison to Clackamas.
Quarterly Training FIRE/EMS
1. Target Solutions Assignments (Company level training) a. Offered up monthly, amount determined by District need.
2. Webinars: a. Offered up monthly determined by District need. b. Duration: No more than two hours in length (typically 45 minutes)
3. Battalion Drills: a. Offered Quarterly for 3 shifts or 12 sessions/year b. 2 Hours in Duration
4. Down and Dirty Exercises: Offered Quarterly for 3 Shifts or 12 times / year a. 2 Hours in Duration
5. Volunteer training a. Eight drills per month.
6. Target Solutions a. Records management and online training (beginning January 1, 2017) b. Licenses are budgeted at 48 positions. Any increase or decrease in this number will result in an adjustment in the overall cost at the end of the calendar year. 7. One move up Company will serve Estacada’s jurisdiction while Estacada staff attends training. a. One ALS engine company to Estacada for district coverage. b. Scheduled by Training as required for Battalion Drills, MAT, and Down and Dirty Drills. 8. Exceptions a. Certification and re-certification submission will be done by Estacada. Clackamas will maintain training and certification records. b. Estacada to fund all schools and conferences for their staff and volunteers through the Estacada budget. 9. Compensation a. Estacada will pay Clackamas $2,889.84 monthly for the Training Services provided in this Appendix B for the time period February 1, 2019 through June 30, 2019. Between July 1, 2019 and September 30, 2019 the rate will be 2,918.74 .
8 APPENDIX C Enhanced Services – Scope of Work Clackamas will provide a liaison to Estacada and Estacada will provide a liaison to Clackamas. Clackamas will provide to Estacada the below services:
1. Operations:
a. Clackamas and Estacada agree to enhance services in both agencies by staffing the Eagle Creek Fire Station 40 hours a week, thereby increasing the level of service by provide an Advanced Life Support (ALS) Engine Company in the Eagle Creek area which is the closest “second due” unit to Estacada.
b. Clackamas agrees to provide an Officer, an Apparatus Operator, and a Firefighter, one of whom will be a Paramedic, to Fire Station 18 40 hours a week. Clackamas agrees to assist Estacada with multiple units as required to ensure an effective response force to fires, motor vehicle accidents, hazardous materials incidents, and technical rescues. Costs are detailed in “Compensation” below.
c. Clackamas and Estacada agree that Engine 318 may be used to “move up” to cover both Estacada and Clackamas Fire Stations during drills and/or emergency incidents.
d. Clackamas and Estacada will provide 24/7 ALS staffing on first out units and will respond to calls with the appropriate resources as identified via AVL regardless of their respective district boundaries.
e. Estacada and Clackamas agree to respond with water tender operators and rehab volunteers through a joint operational plan.
f. Estacada and Clackamas agree to indemnify each other per the terms of this agreement and the agency’s respective insurance carriers.
2. Logistics: Clackamas agrees to provide logistics purchasing to Estacada as follows:
a. Estacada agrees to purchase only items that Clackamas normally purchases.
b. Clackamas agrees to provide this service at no markup to Estacada.
3. Compensation:
a. Estacada will pay Clackamas $6,079.90 per month as defined in Appendix C between February 1, 2019 and June 30, 2019. Between July 1, 2019 and September 30, 2019, Estacada will pay Clackamas $6,117.71 per month.
9 INTERGOVERNMENTAL AGREEMENT FOR FIRE DISTRICT SERVICES
RECITALS
Clackamas Fire District #1 (“Clackamas”) and Estacada Fire District (“Estacada”) are rural fire protection districts formed under the authority of the Oregon Revised Statutes (ORS), Chapter 478.
A. Clackamas and Estacada provide fire, rescue and emergency services within their respective jurisdictions.
B. Clackamas and Estacada desire to provide the most expedient and affordable service to their respective communities, to further economy and efficiency in local government and intergovernmental cooperation, and to minimize unnecessary and costly duplication of services, by combining and coordinating their resources.
C. Clackamas maintains and operates fire prevention services for itself, and Estacada desires to obtain such services from Clackamas.
D. Clackamas maintains command and control through Battalion Chiefs, and Estacada desires to obtain such Formatted: Indent: Left: 0.5", No bullets or services from Clackamas during nights, holidays and weekends outside regular staff hours.
E.D. Clackamas and Estacada desire to enhanceincrease services in the Estacada and Eagle Creek service areas by adding jointly staffing to the Eagle Creek Fire Station through shared funding, and leveraging Clackamas resources for significant incidents in both districts.
F.E. Clackamas and Estacada both maintain separate water tender and rehab volunteer forces and desire to operationally integrate those forces for greater coverage for both agencies.
G.F. Clackamas maintains and operates training services for itself and other agencies, and Estacada desires to obtain such services from Clackamas.
H.G. Clackamas maintains a Logistics Division and Estacada desires to obtain such services on a limited basis from Clackamas.
I.H. This Intergovernmental Agreement (the “Agreement”) is entered into under the authority granted to the parties by ORS 190.010, which authorizes units of local government to enter into written agreements with any other units of local government for the purpose of any and all functions and activities that the parties to the agreement, its officers or agencies, have authority to perform.
AGREEMENT
1. Effective Date, Term, Renewal Term. Clackamas agrees to provide to Estacada and Estacada agrees to purchase the Services listed in the Scope of Services section below at the prices listed in the Appendices.
a. Term and Renewal Term. If signed by both parties, the term of this Agreement shall be from February 1, 2019 until September 30, 2019. prior to July 1, 2016, the term of this Agreement shall be from July 1, 2018 until June 30, 2019. This agreement may be renewed for up to five (5) additional one (1) year renewal terms unless either Party has provided at least nine (9) months written notice of its intent not to renew. Upon notice of an intent not to renew, both Parties will work in good faith to assist with an effective transition of services.
2. Scope of Services. The Parties agree that the Scope of Services shall be provided by Clackamas as listed in this Scope of Services Section and the attached Appendices, which are incorporated into this Agreement by this reference. Other appendices may be added by written agreement of the parties in the future if additional services are requested and agreed upon. a. Fire Prevention Services as further described in Appendix “A” b. Training Services as further described in Appendix “B” c. Enhanced ServicesCommand and Control, Operations, Logistics as further described in Appendix “C”
3. Performance Measures. Both Parties will keep their respective Board of Directors informed of performance issues related to these collaborative efforts. For issues arising from this agreement, refer to Section 15: Dispute Resolution Process.
10 4. Compensation. a. Clackamas agrees to provide monthly invoices to Estacada and Estacada agrees to pay Clackamas the invoiced amounts, which shall reflect the cost of Services as described in the appendices. Invoices will be provided monthly on or before the first of each month, and payment is due within 30 days of the date of invoice. Invoicing may be by electronic means.
b. After July 1, 2017, Clackamas will invoice Estacada at a rate which Clackamas, in consultation with Formatted: Indent: Left: 0.81", No bullets or Estacada, shall establish and publish by March 1 of each year for implementation on July 1 of the that year. numbering c.b. Amounts invoiced shall include all Services as provided in the Scope of Services section. In the event Estacada requests and Clackamas agrees to provide Services beyond the Scope of Work, Clackamas may charge additional amounts to the monthly invoice. The Parties shall agree in writing to the rate for such additional Services in advance.
5. The compensation and Scope of Services is based upon the current number and configuration of Services, as identified in Appendices “A,” “B,” and “C.” In the event of a change in Services requested, both Parties shall meet to discuss these changes and different compensation. Other appendices shall be added if additional services are requested and agreed upon by the parties.
6. Integration of Services. Clackamas agrees to provide the Services as a fully integrated operation of Clackamas Fire Prevention Services, Training Services, and Emergency Services., and Logistics Services. , Services will be provided in the same manner and quality as Clackamas provides such services to its own service area. The parties agree to work together in good faith to develop protocols as necessary to effect the integration of the services provided.
7. Feasibility Study. Both agencies agree to perform a feasibility study to assist with determining the future of service delivery between both agencies. The study is to be performed by an agreed upon third party provider. Both agencies agree to mutually determine the scope for a feasibility study with the entire study to be completed by December 31, 2018.
8. Capacity to Perform Within Scope of Work. Clackamas will assign priority for Services taking into consideration both Parties’ environment, timelines, and needs, as well as Clackamas’ obligations under Section 2, Scope of Services, and Clackamas’s own policies and procedures, as they may be changed from time to time. The Parties will discuss timelines prior to initiating Services under this Agreement.
9. Termination. a. This Agreement may be terminated by either party, with or without cause, by giving ninety (90) days (9) months’ written notice to the other party. In such cases, the Parties will work in good faith to effect a transition of the services to the other service provider chosen by Estacada.
b. Clackamas may terminate upon 30 days’ notice for failure of Estacada to pay any sums when due.
c. Estacada may terminate upon 30 days’ notice for failure of Clackamas to perform services.
d. Clackamas and Estacada may terminate this Agreement immediately or at a date to be determined if both parties mutually agree to terminate the IGA.
10. Liability; Indemnity. a. Each party shall be responsible for the acts of their respective employees, officers, and agents under this Agreement. No party, nor any elected and appointed official, officer, board member, employee, volunteer, or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions, failure to act, or willful misconduct of the other party, their officers, board members, employees, volunteers or agents, in connection with this Agreement or arising out of any work performed under this Agreement.
b. To the extent limited by Oregon Law (ORS 30.260 through 30.300 and the Oregon Constitution, Article XI, Section 7), Clackamas and Estacada each agree to defend and indemnify each other against any third party liabilities, causes of action, damages, or costs for injury or damage to life or property related to this Agreement or arising from actions or failures to act under this Agreement. However, neither Party shall be required to defend or indemnify the other Party for the malfeasance or willful misconduct of the other Party or the other Party’s employees or agents. The obligations assumed hereunder shall survive the termination or expiration of
11 this Agreement.
11. Insurance. a. Each party shall maintain comprehensive general liability insurance or sufficient self-insurance reserves to cover all risks of damage or loss in the form of personal injury, bodily injury, or property damage for which either party may be liable for its acts or omissions done in the course and scope of its business, in the minimum amounts for which public entities are liable under Oregon Revised Statutes as those statutes now exist or may be amended.
b. Neither party shall be liable to the other for any loss or damage to their facilities, equipment or other property arising from any cause for which it could have insured against under the parties normal policies, such as fire. Each party, on behalf of its insurer, waives any right of subrogation that it might have against the other party.
c. Clackamas reserves the right to require additional insurance coverage, limits, and terms. This insurance shall be considered as primary insurance and exclusive of any insurance carried by Clackamas, and the insurance evidenced by the required certificates shall be exhausted first, notwithstanding the fact that Clackamas may have other valid and collectible insurance covering the same risk.
12. Personnel/Workers Compensation. Employees or volunteers of each party shall remain employee/volunteer of that party, and are subject to the personnel policies, rules, and regulations solely of that party. Each party to this Agreement agrees to provide worker’s compensation insurance coverage to its employees and volunteers. Each Party shall supervise their individual employees while working under this Agreement. The intent of this provision is to prevent the creation of any “special employer” relationships under Oregon workers’ compensation law, PERS regulations, or other state or federal laws
13. Waiver. The failure of either party to insist upon the strict performance of any of the terms, covenants or conditions of this Agreement shall not be deemed a waiver of any right or remedy that either party may have, and shall not be deemed a waiver of either party’s rights to require the strict performance of all terms, covenants and conditions thereafter, nor a waiver of any remedy for the subsequent breach of any of the terms, covenants or conditions.
14. Force Majeure. No party to this Agreement shall be held responsible for delay or default caused by fires, riots, acts of God and/or war, labor shortages, or other conditions beyond the Parties’ reasonable control.
15. Dispute Resolution Process. In the event there are disputes or claims related to or arising under this Agreement, the following dispute resolution process will be followed. Unresolved disputes within specific service areas “a”, “b”, “c” and “d” will move to section “e” and proceed as necessary. It is the intent of the parties to solve the disputes and claims at the lowest level possible, and the issues and resolutions will be documented by mutually agreeable memorandum, if applicable. a. Consideration and resolution by and between the Clackamas Fire Business Services Deputy Chief and the Estacada Fire Prevention Liaison regarding Appendix A..
b. Consideration and resolution by and between the Clackamas Emergency Services DeputyTraining, Safety and Wellness Division Chief and the Estacada Training Liaison regarding Appendix B.
c. Consideration and resolution by and between the Clackamas Operations Division Chief and the Estacada Interim FireOperations Division Chief regarding Appendix C.
d. Consideration and resolution by and between the Clackamas Fire Chief and the Estacada Interim Fire Fire Chief.
e. In the event the disputes or claims cannot be resolved under the above process, the dispute or claim shall be subject to binding arbitration. Arbitration shall be conducted pursuant to the rules of the Arbitration Service of Portland, and shall be conducted in Clackamas County, Oregon, unless otherwise agreed by the parties.
f. In the event of any arbitration arising out of or relating to this Agreement or the enforcement thereof, the prevailing party in such action shall be entitled to recover its reasonable attorney fees, costs, and expenses from the non-prevailing party.
g. The laws of the State of Oregon shall be applied in the interpretation, execution, and enforcement of this Agreement.
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16. Notices. All notices under this Agreement shall be deemed to be given when delivered personally to the person designated below or when three (3) day have elapsed after it is deposited in the United States mail in a sealed envelope, with registered or certified mail postage prepaid, or on the next addressed business day if sent by express mail, or by electronic means, to the party to which the Notice is being given, as follows:
Estacada Rural Fire District #69 Clackamas Fire District #1 Interim Fire Chief Fire Chief 261 SE 5th Avenue 11300 SE Fuller Road Estacada, OR 97023 Milwaukie, OR 97222
17. Amendment. This Agreement may only be amended in writing executed by both Parties.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as dated below.
Estacada Rural Fire District #69 Clackamas Fire District #1
By: ______By: ______
Title: ______Title: ______
Date: ______Date: ______
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APPENDIX A Fire Prevention Services – Scope of Work Clackamas will provide the Fire Prevention Division Chief as the liaison to Estacada and Estacada will provide a liaison to Clackamas to address Fire Prevention Services –Clackamas will provide the below Fire Prevention Services: 1. Administration a. Clackamas will be performing administrative oversight of the Fire Prevention Programs including the below details. 2. Enforcement a. Clackamas will provide fire inspection services for all commercial occupancies identified by Estacada that are permitted to be inspected as per ORS 476 and 478. b. Clackamas will evaluate existing occupancies and assign an inspection frequency that is consistent with the current priority rating used by Clackamas. c. Re-inspections will only be conducted by Clackamas on occupancies with significant code Formatted: Indent: Left: 1", No bullets or numbering violations. 3. Engineering a. Clackamas will conduct fire apparatus access and water supply plan reviews as permitted per ORS 476 and 478. b. Clackamas will be available for consultation with the building departments (contract and County) for fire and life safety system and building exiting system review. c. It is understood that the building departments will remain the permitting authority for all permit activities and building that occurs and that all correspondence for new construction will primarily come from the building departments. 4. Fire Investigation a. Clackamas will provide access to on-call fire investigator personnel for fires that meet the established Clackamas SOP call out criteria. b. Clackamas will provide a supplemental fire report for each fire that Clackamas investigates. 5. Public Education a. Upon request, Clackamas will be available for requested public appearances. b. Upon request, Clackamas will assist in coordinatinge engine company appearances with Estacada.as currently done in Clackamas. 6. Data Collection, Entry, and Reports a. Clackamas will collect inspection data and enter it into Clackamas Fire’s records management system. b. Clackamas will provide a monthly Board of Directors report no later than the second Tuesday of each month. 7. Public Inquiries and Requests a. All public inquiries that fall within the scope of this contract will be routed/directed to Clackamas for an appropriate response unless otherwise noted by the Parties. b. Public records requests will follow Clackamas SOPs. c. Data requests can come from Estacada Chief Officers whenever information is needed regarding Fire Prevention services. Data requests are included in the scope of this contact and will be completed within three (3) business days unless otherwise specified. Requests are to be sent directly to the records management Administrative Technician and the Fire Prevention Liaison Chief. 8. Other a. All other Fire Prevention related duties, including to include, but not limited to: juvenile fire-setter intervention, fire Formatted code committee representations, self-inspection program. 9. Exemptions Formatted a. This Agreement does not include full Public Information Officer Services, Open Burning Enforcement, Firework Ordinance enforcement, Cost Recovery Actions, or purchasing of public education materials. Formatted: Indent: Left: 0.5", No bullets or 10.8.Compensation
14 a. Estacada will pay Clackamas $6,739.80 per month95,790 for the Fire Prevention Services as listed in this Appendix A provided between February 1, 2019 and JuneJuly 1, 2018 and June 30, 2019. Clackamas will bill Estacada at an hourly rate for fire investigation activities. The hourly rates billed will be at the Formatted: Indent: Left: 0.75", No bullets or rate of the fire investigator(s) pay for regular and overtime hours. Billed activities will include all aspects of a fire investigation. numbering b. Estacada will pay Clackamas $6,807.19 per month for Fire Prevention Services as listed in this Appendix A provided Formatted: No bullets or numbering between July 1, 2019 and September 30, 2019.
a. Clackamas will bill Estacada at an hourly rate for fire investigation activities. The hourly rates billed will be at the rate of the fire investigator(s) pay for regular and overtime hours. Billed activities will include all aspects of a fire investigation.
APPENDIX B Training Services – Scope of Work Clackamas will provide a liaison to Estacada and Estacada will provide a liaison to Clackamas. Estacada agrees to provide an employee who will assist with the delivery of Training Services in the East Battalion, coordinated between Clackamas and Estacada. As such, Clackamas will provide to Estacada the below Training Services:
1. Target Solutions Assignments (Company level training) a. Offered up monthly, amount determined by District need. Formatted
Formatted: Indent: Left: 0.52", No bullets or 1.2. Webinars: (various subjects) numbering a. Offered up monthly determined by District need.twice each month for three shifts, or 72 times/year at a minimum. b. Duration: No more than two hours in length (typically 45 minutes)Two hours in duration. 2.3. Battalion Drills:Company Skills Training a. Offered Quarterly for 3 shifts or 12 sessions/yeartwice each month for three shifts, or 72 times/year. b. 2Two Hhours in Dduration. 3.4. Down and Dirty Exercise: Offered Quarterly for 3 Shifts or 12 times/yearMulti-Company Drill/Hands on Training (H.O.T.) a. 2 Hours in DurationOffered quarterly for three shifts or twelve sessions/year. b.a. Two hours in duration. 4. Company Performance Evaluations a. Offered quarterly for three shifts or twelve times/year. Formatted b. Two hours in duration. Formatted: Indent: Left: 1.02", No bullets or 5. Volunteer tTraining (beginning January 1, 2017) numbering a. Eight drills per month. b. Clackamas is not responsible for move-up companies for volunteer training. Formatted: Indent: Left: 1.02", No bullets or 6. Target Solutions numbering a. Records management and online training (beginning January 1, 2017) b. Licenses are budgeted at 4860 positions. Any increase or decrease in this number will result in an adjustment in the overall cost at the end of the calendar year. 7. One mMove uUp Company will serve Estacada’s jurisdiction while Estacada staff attends training. a. One ALS engine company to Estacada for district coverage. i. b. Scheduled by Training as required for Battalion Drills, MAT, and Down and Dirty Drills.Needed for Multi- Formatted: No bullets or numbering Company Drills offered quarterly. ii.i. Needed for Company Performance Evaluations offered quarterly. Formatted: Indent: Left: 0.52", No bullets or 8. Volunteer Fire Fighter Academy numbering a. Clackamas will provide Estacada up to five spots annually for Volunteer Fire Academy. Formatted
15 b. Estacada spots are to be recruited and filled by Estacada Fire. 9.8. Exceptions a. Certification and re-certification submission will be done by Estacada. Clackamas will maintain training and certification records. b. Estacada to fund all schools and conferences for their staff and volunteers through the Estacada budget. 10.9.Compensation a. With Appendix D included as part of the IGA, Estacada will pay Clackamas $2,889.8442,000 monthly for the Training Services provided in this Appendix B for the time period February 1, 2019 through - between July 1, 2018 and June 30, 2019. Between July 1, 2019 and September 30, 2019 the rate will be $2,918.74.
APPENDIX C Enhanced ServicesCommand and Control/Operations /Logistics – Scope of Work Clackamas will provide a liaison to Estacada and Estacada will provide a liaison to Clackamas. Clackamas will provide to Estacada the below services:
1. Command and Control: Clackamas will provide Command and Control through on duty Clackamas Battalion Formatted: Indent: Left: 0.75", No bullets or Chiefs during nights, holidays and weekends outside of Estacada’s regular working hours through a joint operational command and control plan. numbering
2.1. Operations:
a. Clackamas and Estacada agree to enhance services in both agencies by staffing the Eagle Creek Fire Station 40 hours a week, thereby increasing the level of service by provide an Advanced Life Support (ALS) Engine Company in the Eagle Creek area which is the closest “second due” unit to Estacada.
a.b. Clackamas agrees to provide an Officer, an Apparatus Operator, and a Firefighter, one of whom will be a Paramedic, to Fire Station 18 40 hours a week. Clackamas agrees to assist Estacada with multiple units as required to ensure an effective response force to fires, motor vehicle accidents, hazardous materials incidents, and technical rescues. CostsEstacada agrees to compensate as are detailed in “Compensation” below.
b.c. Clackamas and Estacada agree that Engine 318 may be used to “move up” to cover both Estacada and Clackamas Fire Stations during drills and/or emergency incidents.
c.d. Clackamas and Estacada will provide 24/7 ALS staffing on first out units and will respond to calls with the appropriate resources identified via AVL regardless of their respective district boundaries.Clackamas and Estacada agree that Engine 318 will respond to calls in both Clackamas and Estacada service areas as run cards dictate.
d.e. Estacada and Clackamas agree to respond with water tender and rehab volunteers through a joint operational plan.Clackamas agrees to respond to Estacada calls when the Clackamas unit is available and closer than an Estacada unit.
e.f. Estacada and Clackamas agree to indemnify each other per the terms of this agreement and the agency’s respective insurance carriers. Estacada agrees to respond to calls in the Eagle Creek area, as defined by the Clackamas and Estacada Operations Chiefs, during the hours that Station18 is not staffed.
f. Estacada agrees to respond to Clackamas’ calls when the Estacada unit is available and closer than Formatted: Indent: Left: 1.25", No bullets or a Clackamas unit. Responses into the Eagle Creek area will be ALS 24 hours a day. numbering
16 g. Estacada and Clackamas agree to respond with water tender operators and rehab volunteers through a joint operational plan.
h.g. Estacada and Clackamas agree to indemnify each other per the terms of this agreement and the agency’s respective insurance carriers.
3.2. Logistics: Clackamas agrees to provide logistics purchasingservices to Estacada as follows:
a. Estacada agrees to purchase only items that Clackamas normally purchases
b. Clackamas agrees to provide this service at no markup to Estacada
c. Clackamas agrees to provide delivery services one day a week to Clackamas Station 18. Formatted: Indent: Left: 1.25", No bullets or 4.3. Compensation: numbering
a. Estacada will pay Clackamas $6,079.90 per month as defined in Appendix C between February 1, 2019 and June 30, 2019. Between July 1, 2019 and September 30, 2019, Estacada will pay Clackamas $6,117.71 per month.101,800 for operational staffing of Station 18 as defined in Appendix C provided between July 1, 2018 and June 30, 2019. .
b.a. Clackamas will provide command and control for Estacada during nights, holidays and weekends outside of Estacada’s regular working hours in exchange for Estacada’s ALS coverage of Eagle Creek service area during nights, holidays, weekends, and times when Station 18 is vacated.
17 B-3 Clackamas Fire District #1
Memo TO: Board of Directors CC: Fred Charlton, Fire Chief FROM: Finance Director Christina Day DATE: January 28, 2018 RE: Supplemental Budget Request
Action Requested Staff requests approval of the FY2018-19 Supplemental Budget as presented in Resolution 19-01 with recommended changes.
Background The Fire District has experienced multiple impacts to the FY2018-19 Adopted Budget over the past year, and finds it necessary to submit a supplemental budget for consideration. This request is necessary to recognize unanticipated revenues and expenditures, and to make adjustments for budgetary compliance.
In addition to the changes presented at the December Board meeting, staff is recommending three additional changes in Resolution 19-01: 1. General Fund beginning fund Balance has been adjusted to reflect the actual balance with completion of the FY 2018 audit in December 2018. 2. Anticipated Estacada revenues have been adjusted to $78,548 and related expenditures to $26,000 after finalization of the service contract in January 2019. 3. Capital Equipment Fund revenues and related expenditures have been adjusted to $7 million (down from $10 million) to reflect actual proceeds received in December 2018.
Known Facts Budget Implications: Below is a summary of the major impacts to each Fund over the past year that are included in the request:
General Fund: Transfer of funds from Contingency to salary and benefit line items with completion of labor negotiations = $957,806 Recognize higher expenditures for Conflagration deployments and offsetting reimbursement revenues = $886,143 Recognize grant revenues and increase expenditure appropriations = $216,161
Page 1
1 Recognize receipt of Station 19 insurance reimbursement in FY19 rather than FY18 = $45,000 Allow for extension of the Estacada contract and simultaneous feasibility study = $78,548 in additional revenues and $26,000 in expenditures (Revised from $50,000 presented at December meeting upon finalization of agreement) Reduction in Conflagration reimbursement revenues planned for FY2018-19 but posted back to FY2017-18 during the annual audit = -$305,000 Transfer of Capital budgeted funds to Materials & Services to correct classification = $38,000
Enterprise Fund Recognize grant for Winter Warming Drive = $4,500 (Revised from $3,500 presented at December meeting)
Capital Projects Fund Increase revenues for loan proceeds, and increase Capital Outlay appropriations for capital project expenses = $7,000,000 Increase debt service appropriations for loan payment to be paid in FY2018-19 = $362,296 Increase Materials & Services for costs related to obtaining loan = $35,000 (Revised from $24,500 presented at December meeting)
Capital Construction Fund Increase Beginning Fund Balance to reflect changes in prior-year spending levels = $2,193,038 Recognize Other Income from planned sale of bond-funded property = $275,000 Increase Capital Outlay to reflect complete expenditure of all available Bond funds = $2,468,038
All Funds Adjust Beginning Fund Balance on all Funds to reflect audited amounts.
Please see the attached Resolution 19-01 for impacts by line item.
Recommendation Staff recommends approval of the FY2018-19 Supplemental Budget as presented in Resolution 19-01 (with adjustments as recommended by staff) to recognize unanticipated revenues and expenditures.
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2 Clackamas Fire District #1
CLACKAMAS FIRE DISTRICT #1 RESOLUTION #19-01 Adopting and Appropriating a Supplemental Budget for Fiscal 2018-2019
Whereas, Oregon Local Budget Law ORS 294 allows governing bodies of municipal corporations to prepare supplemental budgets to allow for expenditures necessitated by unforeseen circumstances; and
Whereas, the District had unanticipated costs related to Personnel Services and Materials and Services, including labor negotiations settlement and multiple conflagration deployments; and additional Capital Outlay for multiple projects; and
Whereas, the District has received additional revenues from loan proceeds, grant funding and reimbursement for conflagrations; and
Whereas, these changes necessitate a supplemental budget to authorize appropriations according to Oregon Budget Law; now therefore be it
Resolved, that the appropriations for the fiscal year beginning July 1, 2018, and for the purposes described are hereby adjusted as indicated in Attachment A.
Adopted this date, January 28, 2019.
______President, Board of Directors Secretary, Board of Directors
3
ATTACHMENT A:
Fiscal Year 2018-2019 Supplemental Budget
General Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 17,719,684 $ (416,487) $ 17,303,197
Revenue: Property Taxes 52,910,709 52,910,709 Interest 275,000 275,000 Contract Income 312,638 78,548 391,186 Retiree Health Reimb 426,420 426,420 Grants 476,104 216,161 692,265 Ambulance Transport Revenue 525,000 525,000 ASA Plan Revenue 130,944 130,944 Medical Supply Reimb 70,000 70,000 Service Cost Recovery 80,000 80,000 Other Revenues 622,590 626,143 1,248,733 Transfers In 370,000 370,000 Total Revenues: 56,199,405 920,852 57,120,257 TOTAL RESOURCES 73,919,089 504,365 74,423,454
Expenditures: Personnel Services 47,683,641 2,011,157 49,694,798 Materials & Services 6,603,868 170,501 6,774,369 Capital Outlay 902,708 2,000 904,708 Contingency 3,226,451 (1,262,806) 1,963,645 Transfers 750,000 - 750,000 TOTAL APPROPRIATED REQUIREMENTS 59,166,668 920,852 60,087,520
Unappropriated End Fund Balance 14,752,421 (416,487) 14,335,934
TOTAL REQUIREMENTS 73,919,089 504,365 74,423,454
Description: Adjust beginning fund balance to actual; recognize grant, contract and conflagration revenues and adjust expenditures; reflect increased personnel costs after labor negotiations.
4
Equipment Reserve Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 486,641 $ (27,602) $ 459,039
Revenue: Interest 5,000 5,000 Surplus Sales 20,000 20,000 Transfers In 250,000 250,000 Total Revenues: 275,000 - 275,000
TOTAL RESOURCES 761,641 (27,602) 734,039
Expenditures: Capital Outlay 570,500 (2,602) 567,898 Contingency 25,000 (25,000) - TOTAL APPROPRIATED REQUIREMENTS 595,500 (27,602) 567,898
Unappropriated End Fund Balance 166,141 - 166,141
TOTAL REQUIREMENTS 761,641 (27,602) 734,039
Description: Adjust Beginning Fund Balance to audited amount and reduce appropriations.
5
Capital Projects Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 3,514,800 $ (123,162) $ 3,391,638
Revenue: Interest 14,000 14,000 Loan Proceeds - 7,000,000 7,000,000 Transfers In 500,000 500,000 Total Revenues: 514,000 7,000,000 7,514,000
TOTAL RESOURCES 4,028,800 6,876,838 10,905,638
Expenditures: Materials & Services 0 35,000 35,000 Debt Service 0 362,296 362,296 Capital Outlay 3,921,516 6,479,542 10,401,058 Contingency - - TOTAL APPROPRIATED REQUIREMENTS 3,921,516 6,876,838 10,798,354
Unappropriated End Fund Balance 107,284 - 107,284
TOTAL REQUIREMENTS 4,028,800 6,876,838 10,905,638
Description: Appropriate proceeds from capital loan and adjust beginning fund balance to actual.
6
Enterprise Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 17,986 $ 4,932 $ 22,918
Revenue: Interest 200 200 Other Income 5,000 4,500 9,500 Total Revenues: 5,200 4,500 9,700
TOTAL RESOURCES 23,186 9,432 32,618
Expenditures: Materials & Services 12,000 9,432 21,432 Transfers to Other Funds 5,000 5,000 TOTAL APPROPRIATED REQUIREMENTS 17,000 9,432 26,432
Unappropriated End Fund Balance 6,186 6,186
TOTAL REQUIREMENTS 23,186 9,432 32,618
Description: Adjust Beginning Fund Balance to audited amount and increase appropriations.
7
Debt Service Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 216,872 $ (163,021) $ 53,851
Revenue: Interest 2,500 2,500 Current Year Taxes 1,967,928 Prior Year Taxes 30,000 Other Income - - Total Revenues: 2,000,428 - 2,500
TOTAL RESOURCES 2,217,300 (163,021) 56,351
Expenditures: Debt Service Principal 920,000 920,000 Debt Service Interest 1,049,000 1,049,000 TOTAL APPROPRIATED REQUIREMENTS 1,969,000 - 1,969,000
Unappropriated End Fund Balance 248,300 (163,021) (1,912,649)
TOTAL REQUIREMENTS 2,217,300 (163,021) 56,351
Description: Adjust Beginning Fund Balance to audited amount.
8
Capital Construction Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 3,552,548 $ 2,193,038 $ 5,745,586
Revenue: Interest 100,000 100,000 Other Income - 275,000 275,000 Total Revenues: 100,000 275,000 375,000
TOTAL RESOURCES 3,652,548 2,468,038 6,120,586
Expenditures: Capital Outlay - Facilities Improvements 3,652,548 2,468,038 6,120,586 TOTAL APPROPRIATED REQUIREMENTS 3,652,548 2,468,038 6,120,586
Unappropriated End Fund Balance - - -
TOTAL REQUIREMENTS 3,652,548 2,468,038 6,120,586
Description: Adjust Beginning Fund Balance to audited amount and reflect sale of property purchased with Bond funds.
9 PERS Reserve Fund Original December 2018 Adjusted Budget Supplemental Budget Beginning Fund Balance $ 1,047,008 $ 1,476 $ 1,048,484
Revenue: Interest 7,000 7,000 Transfers In - - Total Revenues: 7,000 - 7,000
TOTAL RESOURCES 1,054,008 1,476 1,055,484
Expenditures: Transfer to Other Funds 365,000 - 365,000 TOTAL APPROPRIATED REQUIREMENTS 365,000 - 365,000
Unappropriated End Fund Balance 689,008 1,476 690,484
TOTAL REQUIREMENTS 1,054,008 1,476 1,055,484
Description: Adjust Beginning Fund Balance to audited amount.
10 R-1b Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Deputy Chief Doug Whiteley Re: Business Services Division Monthly Report – December 2018
• Attended the Oregon City Chamber Board Meeting. • Attended the monthly Labor Management Committee meeting. • Prepared for Firefighter Chief Interviews. • Facilitated the December 20th Civil Service meeting. • Prepared for the January 9th Civil Service meeting. • Attended the quarterly Health Trust Committee meeting. • Attended the quarterly Deferred Compensation Committee meeting. • Worked with our Lobbyist Genoa Ingram regarding a draft house bill. • Attended several meetings for the construction loan. • Attended the Board Executive Committee meeting. • Attended the Interagency Committee meeting with Estacada Fire. • Participated in the Operation Santa Warehouse Night. • Met regarding design of the Administration Building. • Reviewed and updated District policies. • Attended the Professional Development Committee. • Developed and updated job descriptions and testing documents. • Attended various divisional staff meetings. • Met with Local 1159 on various matters. • Worked with Legal Counsel. • Helped coordinate the Winter Clothing Drive for Feed the Hungry and the Clackamas Community Center.
• Coordinated the “Feeding the Hungry” dinner on December 9.
Respectfully submitted,
Deputy Chief Doug Whiteley
1 **Clackamas Emergency Services Foundation Board of Trustees’ Meeting Minutes for November 27, 2018
2
C L A C K A M A S E M E RG E N C Y S E RV I C E S F O U N D A T I O N 11300 Southeast Fuller Road ∙ Milwaukie, Oregon 97222 ∙ tel: 503.742.2600 fax: 503.742.2800
EXECUTIVE COMMITTEE Meeting Minutes OFFICERS Kyle Gorman November 27, 2018 President Jerry Kearney President Gorman called the meeting to order at 12:01 pm. Vice President Sherie Rosenbaum Secretary/Treasurer Present: Trustees Andrew Gordian, Kyle Gorman, Jerry Kearney, Frank Fred Charlton Magdlen, Sherri Magdlen, Ed Mura, James Rhodes, Alex Roth, Don Ex-Officio Trotter; Krystle Allen from Krystle Clear Events; and Clackamas Fire District #1 staff Christina Day and Karen Strejc.
BOARD MEMBERS INTRODUCTIONS Fred Charlton CFD1 Angela Fox MINUTES Clackamas Review/Oregon City News Since there were no changes, the September 25, 2018 minutes were Ron Gladney approved as written. Retired Hotelier Andrew Gordian IAFF Local 1159 CORRESPONDENCE Kyle Gorman Noted. Retired CFD1 John Higgins Higgins Signs Jerry noted the thank you from the Fire District’s Facebook platform that Jerry Kearney was in regards to the Operation Santa Claus community parades from Volunteer Association Frank Magdlen Oregon City residents. Retired Sherri Magdlen INFORMATIONAL ITEMS Director of Dev. for Search & Rescue Ed Mura Noted. Retired - Clackamas Co. Sheriff’s Office James Rhodes President Gorman shared that ADT Security Services donated $5,000 to go Clackamas Co. Sheriff’s Office Sherie Rosenbaum towards smoke alarms. Stone Cliff Inn Alex Roth OLD BUSINESS BPG Wealth Management Don Trotter Auction/Dinner Committee Update Retired Architect The Auction/Dinner Committee Update was discussed out of the order from Scott Vallance what was noted in the agenda. Liaison - PEN’AN, Inc./CFD1 Craig Van Valkenburg Willamette View, Inc. Krystle, the event coordinator, shared that the event would be held on March 16, 2019 at Gray Gables. She worked with the Fire District’s Public
HONORARY TRUSTEES Information Office to have the event details and registration available on John Blanton the Fire District’s website. Rob Carnahan Mark Cauthorn Gordon Day A “Save-the-Date” invitation was created and would be made available Bob Gross soon. It would be St. Patrick’s Day themed. Ed Kirchhofer Jim Osterman Harvey Platt
M I S I O N S T A T E M E N T “To provide humanitarian assistance to those who have been adversely affected by disaster, tragedy, injury or other misfortune, and to work towards preventing such misfortunes in our community.”
The Clackamas Emergency Services3 Foundation is a nonprofit organization, a subsidiary corporation of Clackamas County Fire District #1. The Foundation is a tax-exempt organization formed in 1998 under IRC 501(C)(3), tax ID # 93-1233605.
Trustees were asked if they had any individuals, groups, or businesses who could donate items for the auction. Questions could be directed to Krystle.
Don noted that bar tabs would be aligned with bidder numbers. The event would cost $60 per ticket, $1,000 for a business table sponsor and $1,000 for a business donor.
Andrew is working on gathering stories from crews going on calls.
Don invited the Trustees to join the Auction Committee.
Lunch Sign-up for 2019 The lunch sign-up was passed around the room. The sign-up was out of order from the noted agenda.
Finances – Financial Report Finance Director Day is in the process of transferring funds to Merrill Lynch. The account has been finalized and set up.
Kyle noted that Merrill Lynch pays a much higher interest rate on funds. Funds will be moved out of checking and some out of the Money Market account into the Merrill Lynch account.
There were no funds needed for an Operation Santa warehouse. The Fire District had the Station 14 Annex in Boring available and the former Fleet and Logistics building would be used.
Jerry noted the collected donations to date were more than last year’s collections in funds, toys, and non-perishable food.
Finance Director Day suggested having a grant from the Foundation for an amount and have funds reimbursed from these funds. An amount would need to be determined and the Trustees would need to authorize the Foundation to write a check to the Fire District for that amount. This would make it easier to track the funds in Munis, the Fire District’s new financial system. Finance Director Day would discuss this with BC Deters, who was in charge of Operation Santa.
Kyle recessed the meeting at 12:34 pm for a five minute break for the Trustees to get their lunch.
Kyle reconvened the meeting at 12:42 pm.
Community Assistance Fund Usage Andrew shared how funds were used the past two months: $26.99 for carbon monoxide alarm and $100 in clothing and shelter for a homeless family. The Radio Cab Program was used five times.
Andrew shared that he had been visiting the fire stations to explain about the Foundation and use of Community Assistance Funds. Firefighters have requested using Uber or Lyft instead of the Radio Cab, as it takes up to 45 minutes for a cab to arrive on a call. Andrew had a list of
4 suggestions and improvements from crews for the Foundation, which would be discussed at a later date.
Marketing Plan Update Kyle noted that Ron was waiting for contract approval regarding having someone hired to handle the social media for the Foundation, prior to moving forward with steps in the Marketing Plan.
NEW BUSINESS The Recommend 2019 Budget for Approval was discussed out of order from the noted agenda.
Social Media Proposals Discussed out of order from the noted agenda.
Kyle commented that the marking plan was developed and it was determined there would be many opportunities for sharing about the Foundation on social media. One of the plan’s components would be for the Foundation to get a handle on managing social media, including the website that is separate from the Fire District. There would be a one-time cost to get everything set up, and then a monthly fee. Discussion followed regarding the proposals that were submitted for social media management. Patrick Heath provided a cost of $6,000 at $500 per month.
Discussion followed on how the Foundation would relay information to the social media person and what content would be placed on social media.
Foundation members would be contributing information to the social media person.
Frank Magdlen moved and Sherri Magdlen seconded the motion to approve the social media proposal of $6,600, which included the one-time cost for the website, website domain name and the monthly service fee. The motion passed unanimously.
Strategic Business Plan The Strategic Business Plan was discussed at the meeting, but wasn’t noted in the agenda.
Kyle noted the Executive Committee met several times. A phone conference was conducted for facilitators for the Strategic Business Plan (SBP). Two applicants were interviewed in-person. All three anticipated a half-day or full-day for the SBP retreat.
The two applicants and their attributes were discussed. One of the applicants, Bill Knox, was noted as structured, had a disciplined approach, experienced in the hospitality industry in the past, and would cost $4,000.
The second applicant was Bernice Johnston who was a local facilitator, had an organic and flexible approach, and would cost $3,000.
Shelly Parini was formerly employed at Clackamas Community College. She worked on the Oregon City renewal project. President Gorman shared that he has worked with her. Her charge would be $2,500.
5
The Executive Committee unanimously agreed that Shelly would be the best fit for the Foundation in facilitating the SBP retreat. The Executive Committee requested the Trustees to approve spending $3,000 to pay for the facilitator, supplies, and miscellaneous expenses for the retreat.
A Foundation Trustees’ retreat was scheduled for Jan. 22.
James Rhodes moved and Jerry Kearney seconded the motion to approve $3,000 for Shelly Parini as the facilitator and retreat costs as proposed by the Executive Committee. The motion passed unanimously.
Recommend 2019 Budget for Approval Kyle noted that some figures for fundraising expenses were still being finalized and corrected...
Finance Director Day noted that last year’s auction expenses were submitted by the event coordinator, Krystle.
Kyle explained that the budget goes to the Member for approval. He explained that the Member was Clackamas Fire District #1’s Board of Directors who oversee the Foundation.
Frank Magdlen moved and Don Trotter seconded the motion to recommend the revised budget be circulated to the Member for approval. The motion passed unanimously.
It was noted that the Foundation had over $200,000 to use in case of a severe emergency.
Request for Foundation Funds Feed the Hungry, Inc. Karen presented a request for funds to cover the cost of purchasing food for the Feed the Hungry Program dinners that would be prepared on Sept. 22 and December 8 in 2019.
Jerry Kearney moved and Ed Mura seconded the motion to donate $1,000 for 2019 dinners for Feed the Hungry, Inc. The motion passed unanimously.
Lunch Sign-Up for 2019 Discussed out of order from the noted agenda. Discussed earlier in the meeting.
Strategic Business Plan Retreat Discussed at the meeting, but wasn’t noted in the agenda.
The retreat would have the following schedule on Jan. 22: 12:00 to 1:00 pm – regular Foundation business meeting 1:00 to 5:00 pm – SBP Retreat
A “Save-the-Date” would be sent to the Foundation Trustees.
6 Sharing Three Things for which the Foundation is Known Discussed out of order from the noted agenda.
Trustees were asked to send three things the Foundation was known for to Executive Assistant Strejc that would be discussed at the SBP Retreat.
MISCELLANEOUS/GOOD OF THE ORDER None.
NEXT MEETING The next Foundation meeting is scheduled for Tuesday, January 22, 2019 at noon at the Mt. Scott Fire Station. Frank and Sherri Magdlen will be providing lunch.
ADJOURNMENT The meeting adjourned at 1:30 pm.
Karen Strejc Executive Assistant
7 R-1b.1 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Division Chief Joshua Gehrke Re: Business Services Division Monthly Report – December 2018
• Delivered peer support training to the operations group with Heather Goodrich • Discussed my role on the peer support team from my new position and future plans for the peer support team with Heather Goodrich • Met with Trish Nobel to discuss transition of testing from training to HR • Attended multiple meetings to prepare for transition of Hazmat responsibilities. • Facilitated the district planning retreat follow-up for Strategic Business Plan changes • Facilitated the Professional Development Committee kick off/re-engagement. • Followed up on Lominger card sorts to confirm only new positions have yet to be done. Formulating plan to complete and update card sorts for all positions. • Participated in the Operation Santa Warehouse Night. • Prepared components of the Captains test with Capt. Mulick, Chief Browne, and training • Delivered expectations for ITS, Fleet, and Logistics department heads • Attended the December 20th Civil Service Meeting. • Assisted with prepping for the January 9th Civil Service Meeting. • Attended the Interagency Committee meeting with Estacada Fire. • Met regarding design of the Administration Building. • Collaborated on job descriptions and testing documents. • Worked with DC Conway on the concept of a staff academy • Attended various divisional staff meetings.
Respectfully submitted,
Division Chief Joshua Gehrke
8 Business Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Fleet Director Bill Bischoff Re: Fleet Services Division Monthly Report – December 2018
During the month of December, the following are some of the major items that fleet maintenance personnel addressed:
Engines • 2-119 E324- Several oil leaks, PM and other write ups • 2-114 E310- Air compressor INOP • 3-143 E314- PM, alternator and several write ups
Trucks/ Heavy Rescue • 2-207 T308- PM and write ups
Brush Rigs/ Water Tenders/ Boats • Ol’ Red Antique- No start problem- Had to do one parade without her.
Staff Vehicles/ Medic • Several staff and pool vehicles for PM and other write ups, warranty and recalls. • 2-502 Training Van- Low power and missing on several cylinders- needed for Op Santa. • 2-517 Facilities- Engine miss, exhaust leak, starter and Cradle Point re-wire. • 2-702, 2-704, 2-705, 2-706- All BC Rigs PM and write ups. Roll out bed modifications/additions. • 3-700 BC Reserve- Major electrical issues and repairs from letting sit in lot and jumpstarting backward. • 3-563 Verkest- Check engine light, front wheel bearings and brakes. • 2-701 IMT/Pool- Post Conflag PM, runs rough and needed cleaning. • 2-509 Slater- Transmission shifting badly and slips, PM and new transmission.
Other Items • Several Canby apparatus were in the shop for normal PM work as well as some fairly large
9 repairs that took a lot of time. • Several Lake Oswego repairs taken care of here at Fleet as well as a sublet warranty repair done offsite for some transmission work on T211. • Field repairs were slowed due to our field tech having hand surgery and not able to be at work. Fleet also had to work around other technicians being gone for scheduled vacation time over the holidays as well as some taking sick time. • Fleet cleaned out two bays in the new shop to be used for Op Santa pick up weekend. Assisted with all the unloading and staging of the toys and food in the two separate buildings on site. • Slightly delayed, the IGA draft for Hoodland Fire due to the budget forecast and the pending Estacada Fire feasibility study. Fleet did still bring in a couple of their apparatus for emergency repairs as needed to help them out.
Respectfully submitted,
Fleet Director Bill Bischoff
10 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Informational Technology Manager Oscar Hicks Re: Information Technology Services Division Monthly Report – December 2018
Initiated • Apple i-enrollment via Verizon • Managed Services research
In Progress/On-going • ITS Optimization / Audit Survey (defining business requirements) • Sophos XG - centralized security platform • Epik cellular dialer proof of concept at station 6. • Epik phone line documentation at all locations • Munis IP additional address routes • Fleet analog lines • Station 6 alarm panel/phone line issues • Avids email addresses • MS SQL / SharePoint design • Unitrends / Veeam - Data Backup and DR platform • Setting up Exchange 2016 with cluster topology • Continuous work with the CMT MAJCS configuring Inform Mobile and troubleshoot issues, Testing new Version of Mobile CAD for deployment next month. • Updating Remote Virtual Desktop Image to Windows 10 • Enterprise Information Security (InfoSec) Management • MS Windows 10 migration • MS Office 2016 migration • Planning station 16 fiber
Completed • VMware vCenter vSphere upgrade to latest – ver. 6.7 • VMware Horizon View upgrade to latest – ver. 7.7 • Updating Virtual Desktop Image Win7Pro • E-Mail Archive upgrade (MailStore) • MDC setup & Configuration for Ready Reserve apparatus • AVIDs workstations all redeployed for phase 2 • Inform Mobile CAD installed on AVIDS workstations (Nuc’s) • Fixed AVL issues with Cradlepoint for better Stability – Since the fix applied IT gets less than 1 report of AVL failure a month. 99% accurate • Finalized CAD upgrade items that needed configuration changes. • Worked with NEW CCOM Staff on how are Preplan updates are managed so they can assist as well in moving forward
11 • Trained CCOM staff as to how our Helpdesk works to assist in any outside CAD issues reported by our Officers that need multiple entities involved to correct “ex – GIS, Routing.”
Respectfully submitted,
Informational Technology Manager Oscar Hicks
12 Business Services Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Logistics Manager DeAnn Cordes Re: Logistics Division Monthly Report – December 2018
The following summary of work includes those activities completed within Logistics.
• Logistics filled and delivered 296 orders entered into Munis. This is up 42% from December of last year.
• Filled and delivered 20 controlled medication orders; which is up down 20% from December of last year. Logistics continues to perform deliveries on Tuesdays and Fridays, or as needed.
• Staff attended and represented Logistics at the EMS and Safety Committee meetings this month.
• Staff assisted with delivery of the Winter Warming Drive items throughout the month.
• The Fleet/Logistics new and old buildings were used during Operation Santa this year to even include the pick-up day.
• Met with Lt. Wiken and our Sonitrol representative on some different options for access into our facilities. Those options include bracelets and stickers. We are currently testing a few of those options throughout the organization.
• Met with probationary Captains and Lieutenants for their Logistics portion of their task book.
• Participated in a three day AVIDS Zoom meeting on training for Munis Requisitions. Requisitions are how District employees order goods and/or request purchase orders for services. The Zoom meeting also covered logging in and Fleet Service Requests. The third day was recorded so it can be added to Target Solutions. The last day wielded the most questions and discussion. It went well and I believe, was educational for all who attended.
Respectfully submitted,
Logistics Manager DeAnn Cordes
13 R-1b.2 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Battalion Chief Burke Slater Re: Fire Prevention Division Monthly Report – December 2018
Engineering Fire Prevention staff reviewed 72 buildings and land use projects in the month of December 2018. In addition, 9 tenant remodel inspections were conducted, as well as 16 new construction inspections.
Enforcement A total of 363 inspections were carried out in the month of December 2018. These include fire and life safety inspections, special inspections completed by the Fire Prevention staff, and the business inspections completed by the fire companies.
Public Education Fire Prevention staff and companies conducted or participated in 16 community activities during December 2018. These include Hands-Only CPR Presentations, Fire Safety Presentations, Station Tours, and a number of other public events.
Note: The following are areas of interest on specific topics or items that have received additional staff time beyond what is noted above.
• FMO staff has completed the Occupancy Rating changes for our inspection process and with the addition of the company inspection program back into the FMO we will see an increase of approximately 1200 inspections. There is a change to how we will allocate resources in our division to complete the change in workload, and we will utilize alternate duty staff to complete this work.
• Backyard burning closed on December 15th, 2018, however ODF determined the end of the fire season and we will continue agricultural burning by permit.
• Staff has completed the new policies on Fatal Fire Investigations, Pre-plans for New Construction, Engineering Plans Review, Fire Investigator Callback, and Schools and Conference Request Process for Local and National Fire Academy classes.
• BC Slater is working with staff to prepare for our FMO education retreat for Jan 8-10th; this is for our staff to keep current on changes to fire code standards changes and updates on our process and policies.
Respectfully Submitted,
Battalion Chief Burke Slater
14 2018 Occupancy Inspections January - December Assigned To Actions Completed Division, Fire Marshal Office 1 YEAR PREVENTION OFFICE 1209 2 YEAR PREVENTION OFFICE 693 HAZ MAT INSPECTION 15 ANNUAL SELF INSPECTION 49 APARTMENT PROGRAM 1 YEAR 370 4 YEAR PREVENTION OFFICE 112 Grand Total 2448
Assigned To Actions Completed Station Totals COMPANY 2 YEAR INSPECTION 399 COMPANY 4 YEAR INSPECTION 180 Lock Box 98 TARGET HAZARD WALK THRU 135 Grand Total 811
2018 Special Inspections January - December
Assigned To Actions Completed Division, Fire Marshal Office ENFORCEMENT ASSIST 53 FINAL INSPECTION 6 FIREWORKS 57 FIRST REINSPECT 323 NEW BUSINESS INSPECT 46 NEW CONSTRUCTION INSPECTION 166 OPEN BURNING 70 PLAN REVIEW 1001 SECOND REINSPECT 13 SPECIAL INSPECTION 146 TENANT IMPROVEMENT 115 THIRD REINSPECT 2 Division, Fire Marshal Office Total 1998 Grand Total 1998
15 2018 Estacada Inspections January - December Assigned To Actions Scheduled # Done % Done Division, Fire Marshal Office 1 YEAR PREVENTION OFFICE 102 101 99.02% 2 YEAR PREVENTION OFFICE 33 32 96.97% APARTMENT PROGRAM 1 YEAR 4 4 100.00% Division, Fire Marshal Office Total 139 137 98.56% Grand Total 139 137 98.56%
2018 Estacada Inspections December Assigned To Actions # Done Division, Fire Marshal Office 1 YEAR PREVENTION OFFICE 16 2 YEAR PREVENTION OFFICE 1 Division, Fire Marshal Office Total 17 Grand Total 17
2018 Estacada Special Inspections December Assigned To Actions # Done Division, Fire Marshal Office FIRST REINSPECT 1 NEW CONSTRUCTION INSPECTION 6 PLAN REVIEW 14 Division, Fire Marshal Office Total 21 Grand Total 21
16 False Fire and Medical Alarm Responses Information within this category will be used for the purpose of cost recovery pursuant to Ordinance 09-01
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140
120
100
80
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40
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0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2015 87 72 95 100 117 110 82 83 89 106 105 89 2016 78 78 86 87 73 104 65 107 107 126 93 88 2017 132 92 86 126 116 84 113 143 111 144 118 117 2018 94 96 100 102 101 115 130 129 108 143 108 101
Monthly Average
2015 95 Incidents 2016 91 Incidents 2017 115 Incidents 2018 111 Incidents
17 Clackamas Fire District #1 2018 Structure Fire Cause of Ignition
Cause under investigation 1 1%
Cause undetermined after investigation 22 19% Cause, other 5 4% Unintentional 55 Failure of 48% equipment or heat source 24 21%
Act of Nature Intentional 0 7 0% 6%
Year Fire Cause of Ignition Incidents % 2015 Cause under investigation 0 1.98% Cause undetermined after investigation 11 12.79% Cause, other 1 1.16% Failure of equipment or heat source 15 17.44% Intentional 5 5.81% Unintentional 54 62.80% 2015 Total 86 100.00% 2016 Act of Nature 2 2.56% Cause under investigation 1 1.28% Cause undetermined after investigation 11 14.10% Cause, other 2 2.56% Failure of equipment or heat source 9 11.54% Intentional 4 5.13% Unintentional 49 62.80% 2016 Total 78 100.00% 2017 Act of Nature 2 1.75% Cause undetermined after investigation 17 14.91% Cause, other 1 0.88% Failure of equipment or heat source 18 15.79% Intentional 8 7.02% Unintentional 47 41.23% 2017 Total 93 100.00% 2018 Act of Nature 0 0.00% Cause under investigation 1 0.88% Cause undetermined after investigation 22 19.30% Cause, other 5 4.39% Failure of equipment or heat source 24 21.05% Intentional 7 6.14% Unintentional 55 48.25% 2018 Total 114 100.00% Data on 111-Building Fire's only within Clackamas Fire Dist. FMZ's Data Excludes: Cooking and Chimney Fires
18 R-1b.3 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Data Systems Manager Shelby Hopkins Re: Data Management Monthly Report – December 2018
Munis: • Attended Munis Employee Self Service training and implementation session. • Attended Operations and Captains meetings to provide Munis training and information. • Presented three day Munis webinar for organization.
FireRMS/ePCR (Zoll): • Project Team viewed demo from Image Trend on their RMS/ePCR software.
Data: • To date, incidents are trending at 4.48% LOWER than in December 2017. • Staff reviewed multiple Document Management Archiving programs. • Staff met with crews individually to train on Cost Recovery reporting. • Monitored Cost Recovery Billing to EF Recovery. • Claims Summary Report as of January 14, 2019 attached. Total Billed: $68,837.16
Pre-Plans/Mapping: • Continued work on pre-plan updates.
Workforce TeleStaff: • Staff continued review of CrewSense program.
Miscellaneous: • Attended Professional Development Committee Kickoff Meeting. • Attended District Planning Retreat Follow-up Meeting.
19 Claim Summary Report by Location
01/14/2019
Report Range 01/14/2017 - 01/14/2019
Clackamas County FD #1 # of Claims Claim Amount Average $ / Claim False Alarm In Process 8 $1,747.76 Billing Step 1 26 $5,680.22 Billing Step 2 31 $6,772.57 Billing Step 3 10 $2,184.70 Suspended 1 $218.47 Closed Not Paid 1 Closed Paid 38 $10,221.86 $269.00
Fire In Process 1 $273.07 $269.00 Information 1 $1,200.50 $269.00
Hazmat In Process 5 $1,077.24 $269.00 Information 2 $1,054.29 $269.00 Billing Step 2 1 $506.61 $269.00 Billing Step 3 1 $2,871.20 $269.00 Closed Not Paid 1 $269.00 Closed Paid 1 $355.16 $271.21
Inspection Billing Step 2 6 $1,310.82 $271.21 Closed Not Paid 2 $271.21 Closed Paid 4 $1,073.88 $270.95
MVA In Review 1 $586.14 $270.95 In Process 20 $13,648.23 $270.95 Information 35 $9,760.00 $270.95 Billing Step 2 5 $2,074.34 $270.95 Billing Step 3 1 $253.92 $270.95 Information 15 $3,895.30 $270.95 Closed Not Paid 3 $270.95 Closed Paid 3 $2,070.88 $298.30
Total 223 $68,837.16
20 R-1b.4 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: Emergency Manager Gregg Ramirez Re: Emergency Management Monthly Report – December 2018
• Produced a holiday safety video. Posted to D1 website and social media platforms. • Attended UASI Grant Workshop. • Participated in student mentor program at Rex Putnam High School. • Attended Homeland Security Task Force meeting.
Work ongoing: • Continuity of Operations Plan. • PACE exercise planning.
Respectfully submitted:
Gregg Ramirez Emergency Manager
21 R-1b.5 Business Services
Business Services Division
To: Chief Fred Charlton and the Board of Directors From: HR Manager Trish Noble Re: Human Resources Division Monthly Report – December 2018
• Finalized new Kelly Day rotations for January 2019.
• Completed several roster changes in TeleStaff.
• Participated on the Awards Committee.
• Assisted with the testing process for Entry Level Firefighter.
• Attended Administrative Building planning meetings.
• Created new employee files/forms and sent related documentation to staff.
• Updated employee files with certifications, change of address, assignment changes, etc.
• Attended the District Planning Retreat Follow-up Meeting.
• Attended the special Civil Service meeting and assisted with documentation creation.
• Continued work on Munis New Hire and Change forms.
• Job Analysis Questionnaire and Job Description review process completed and organized for non-sworn positions and sent to HR Answers for independent salary review and Oregon Pay Equity analysis.
• Organizational Committee kickoff meeting to discuss revamping of performance evaluations and professional development goals for the year ahead.
• Phone conference with SAIF attorney to discuss presumptive claims.
• Tuition reimbursement payments after grade submittal reviews and processed requests for next academic term.
• Temp hire processing.
• Processed job resignation and conducted exit interview.
• Worker’s Comp claims and return to work.
• LBG:
. LBG has been working on a couple of different claims issues.
22 . Benefits Manager signed up for the LBG Symposium that is to be held in Las Vegas this year April 24 – 26, 2019. The District will send members to learn about new benefits, self-insured plans, and other insurance topics.
• Retirees:
. Continue to work with Retirees on their monthly accounts and helping them read their statements. Worked with Halee on 1/3 of the accounts and getting them all up to date.
. Helping retirees turn in their $3,000 tax deferred VOYA insurance premium withdrawals for this year.
• Insurance Benefits:
. Met for the quarterly TIPO Committee meeting on Wednesday, December 19. The committee discussed bringing in the Finance group to give us a presentation on how the billing portion of the Trust plan is working. This is scheduled for January 28th.
. Met for the Deferred Comp quarterly performance meeting on Monday,
Respectfully submitted,
Human Resources Manager Trish Noble
23 R-1c
Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Deputy Chief Ryan Hari Re: Emergency Services Division Monthly Report – December 2018
• Continued work on the Station 16 and 19 construction projects. • Attended weekly Owner/Architect/Contractor meetings for all construction projects. • Met with Board Executive Committee. • Met with OSFM staff regarding haz-mat services. • Attended the C800 Citizens Advisory Group quarterly meeting. • Worked on the regional station alerting project. • Met with Estacada Fire staff regarding amended IGA. • Participated in design meetings for administration and training projects. • Continued budget preparations for next fiscal year. • Attended weekly finance staff meetings, worked on several finance related issues. • Participated in Labor Management meeting with Local 1159.
Respectfully submitted,
Deputy Chief Ryan Hari
1 R-1c.1 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Division Chief Bill Conway
Re: Emergency Medical Services and Training Division Monthly Reports – December 2018
The following summary of work includes those activities completed within the EMS and Training Divisions. Additional reports are included from the Training Chief, Medical Services Chief, EMS Training Officer, Community Paramedic, as well as the monthly community CPR report from Cascade Training.
• Attended weekly Training Division staff meetings.
• Met with County staff regarding EMS.
• Met with Canby Fire regarding ASA areas of improvement.
• Attended Fire Defense Board meeting. Presented draft of ASA areas of improvement.
• Attended Oregon Fire Chief’s EMS Section meeting in Eugene.
• Participated in Feed the Hungry event and assisted with handing out coats.
• Attended Labor/Management Committee meeting.
• Attended Admin/Training building projects meetings.
• Attended EMS Division staff meeting.
• Attended District monthly board meeting.
• Attended EMS Division budget meeting.
• Attended staff academy planning meeting.
• Met with Oregon City Police Department.
• Attended Milwaukie Rotary membership committee meeting.
• Met with citizen interested in fire service career.
Respectfully submitted,
Division Chief Bill Conway
2 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Medical Services Chief Josh Santos Re: Emergency Medical Services Division Monthly Report – December 2018
• Facilitated medical director and resident ride along x 1. • Attended the Oregon Business Leadership Summit. • Attended Clackamas County Board of County Commissioners meeting – Ambulance Service Contract Extension proposal. • Attended monthly board meeting. • Attended EMS Committee meeting. • Attended District charting platform demo – ImageTrend. • Rode along with Community Paramedic – Delivered grant funded flu shots to the homeless. • Met with Salem Fire EMS Division – Shared divisional org chart, areas of responsibility, and department programs. • Joined DC Conway in meeting with Canby Fire EMS Division Chief. • Attended Ops meeting. • Helped at Operation Santa warehouse day. • Attended District Planning Retreat follow up meeting. • Attended Fire Defense Board Meeting – ASA1 Strategic Goals Work Plan presented. • Attended state EMS Section meeting. • EMS Division meeting – Annual budget planning.
Respectfully submitted,
Medical Services Chief Josh Santos
3 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Community Paramedic AmyJo Cook Re: Emergency Medical Services Division Monthly Report – December 2018
• Attended multidisciplinary Law Enforcement Naloxone support group. • Assisted District older couple in connecting with continuation of care outside the 911 system and connection of possible assisted living options. • Attended community Outreach meeting with Riverstone. • Conducted 10 home visits for crew referred patients. • Administered 13 free flu vaccinations, and 9 Hepatitis A/B shots at the Father’s Heart (homeless shelter). • Conducted 4 Project Hope contacts. • Attended ImageTrend charting presentation. • Attended Narcan task force meeting. • Attended recovery housing workgroup. • Assisted with housing for Project Hope client.
Respectfully submitted,
Community Paramedic AmyJo Cook
4 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: EMS Training Officer Mike Verkest Re: Emergency Medical Services Division Monthly Report – December 2018
• Attended Clackamas County EMS QA/QI. • Attended EMS Division Meeting. • Met with City of Salem Fire, EMS Division with MSC Santos. • Participated in East Clackamas County EMS Association Meeting- Timberline 2019. • Participated in December EMS Committee / EPIC Meetings. • Attended ASA Strategic Planning meeting. • RMS / EPCR Succession planning Project meetings and webinars. • Continued planning for regional PACE Exercise for May 2019. • Continued work with Clackamas County Strangulation Workgroup. • FY19/20 EMS Budget Meeting/Planning Session. • Recorded 1 EMS Training quickies. • Attended the monthly and weekly Training Division staff meetings. • Participated in weekly ATO meetings. • Coordinating Volunteer EMS Workgroup with ATO Webster and VFF Thiele. • As Chair of the Clackamas County EMS Council Ops subcommittee, held monthly meeting. • Met with and coordinated with FM Bischoff, DCs Corless and Conway to obtain mobile training unit.
Respectfully submitted,
EMS Training Officer Mike Verkest
5 Cascade Healthcare Services, LLC. Clackamas Fire District #1 Community CPR and First Aid Programs Student Enrollment and Course Evaluation Summary
Number of Classes Offered at Each Location Dec‐18 Class Type Station 2 Station 3 Station 4 Station 5 Station 7 Station 10 Station 14 Station 15 BLS HCP 4 HS FA, CPR & AED 11 HS CPR & AED 11 HS FA 11 ACLS Renewal 11 PALS Renewal 1
Clackamas Fire Station Enrollment by Location Dec‐18 Class Type Station 2 Station 3 Station 4 Station 5 Station 7 Station 10 Station 14 Station 15 BLS HCP 39 HS FA, CPR & AED 76 HS CPR & AED 87 HS FA 11 ACLS Renewal 78 PALS Renewal 8
Clackamas Fire Student Evaluation Summary ‐‐ December 2018 1 (Strongly Disagree) 2 (Disagree) 3 (Neutral) 4 (Agree) 5 (Strongly Agree) 12345 Overall this course met my expectations: 586 The program was relative to my work and extended my knowledge: 2386 Adequate supply of equipment that was clean and in good working order: 586 Method of presentation enhanced my learning experience: 1486 Classroom environment was conducive to learning: 1387 Instructor(s) provided adequate and helpful feedback: 485 Student's rating of the instructor's overall effectiveness: Poor Fair Satisfactory Good Excellent 485 Student would refer a friend/colleague to take the same course: Yes No 85
6 Cascade Healthcare Services, LLC. Clackamas Fire District #1 Community CPR and First Aid Programs Student Enrollment and Course Evaluation Summary
Comments from Clackamas Fire Student Evaluations ‐‐December 2018
Loved the fewer students setting.
Great job, I want to do ACLS with her!
Denise was very efficient & aided all of us in helping to focus on the key features of ACLS. She is an excellent instructor
Thank you! Very good instructor, professional and knowlegable. Very helpful. Thanks! Great class & instructor Great course. Instructor was best I've had. I take this every few years. Also the location was very convenient‐ Thank you for that. This was an extremely thorough class compared to what I have taken before. Bubba is great! I love Cascade, the teaching technique is phenominal!
Super good instructor, appreciate her experience & stories. Fantastic location. Best instructor, great job. Great instructor‐ kept it entertaining She did good and made the class funnier with her jokes. Very good instructor! She was very energetic and made the class more fun and easy to stay focused! I had a good time learning & I feel like I get more than enough knowledge Did a great job keeping it interesting. Personality makes a difference, thank you for having one! Nicely done‐ Very well presented. It was very comprehensive & through. Melissa was very well informed & was a nice person. Melissa kept the (always tedius) cohisive, lively and fun. The best class I ever had, thank you. This was a great class and learning experience. Thanks‐ It was fun & moved along well. My teacher is very good. She has a great teaching skill. Excellent presentation & feedback by instructor.
7 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Health and Wellness Manager Heather Goodrich Re: Wellness Division Monthly Report – December 2018
The following summary of work includes those activities completed by Clackamas Fire Wellness Staff:
• Annual career firefighter pre-physical testing. (6 people) • Annual volunteer firefighter and explorer pre-physical testing. (2 people) • Annual career firefighter fasting blood draws. (98 people) • Make-up testing, spirometry and hearing testing for career firefighters. (3 people) • Annual OSHA required hearing conservation training for career firefighters. (6 people) • Baseline pre-physicals for explorer candidates. (8 people) • Immunizations were provided to career firefighters, volunteer firefighters and staff. (14 people) • Medical testing performed (labs, TB, etc.) outside the baseline and annual testing. (13 people) • Coordinated NFPA 1582 physicals for baseline and annual explorers. (5 people) • “Cancer and Firefighters” presentation onsite for 1 career firefighter crew. (3 people) • “Injury, Exposure and Peer Support Scenarios and Notification Process” was presented at the December Ops Meeting. (11 people) • Annual fitness testing for career firefighters. (2 people) • Coordinated the bi-annual Fitness Committee Meeting. (4 people) • Coordinated weekend morning workouts for volunteer firefighter recruits. • Injury consultations and on-site treatment by the Athletic Trainer. (68 visits) • Processed and provided follow-up for on-the-job injury reports and for Safety Committee. Four injury reports were submitted with one of the four turning into a workers’ compensation claim. All four injuries were followed up with by our Athletic Trainers. • One of the five injury reports was a musculoskeletal injury and it was followed up with by the District Athletic Trainer. • Coordinated volunteer injuries and return to work program. (1 person) • Provided requested health information and consultations to 8 firefighters and
8 staff. • Provided requested information about our program to Keizer Fire and Mosier Fire via phone. • Wellness staff volunteered in the Operation Santa warehouse one afternoon. • Wellness staff spent a significant amount of time working on the job analysis questionnaire and rewriting job descriptions for review for the Oregon Equal Pay Act of 2017 posting requirements. • Created and sent out monthly Wellness Update and Health Insurance Newsletter. • Distributed EAP Employee Newsletter and EAP Supervisor Newsletter by email. • Staff attended Safety Committee, Fitness Committee and Senior Staff meetings.
Respectfully submitted,
Health and Wellness Manager Heather Goodrich
9 Clackamas Fire District #1 Wellness Update
New Cholesterol Guidelines
Q. How long am I contagious when I have the flu or a cold?
New cholesterol guidelines recommend a more personalized approach in risk assessments, a returned focus on LDL target levels and new drug options for those at highest risk for cardiovascular disease. The guidelines were announced in November during the American Heart Association's annual scientific conference.
"High cholesterol treatment is not one size fits all, and this guideline strongly establishes the importance of personalized care," Dr. Michael Valentine, president of the American College of Cardiology, said in a press release. . Annual career physicals have started. Once your The new recommendations address many of the concerns raised when the guidelines were last updated five years ago. paperwork has been delivered to Adventist, Those 2013 guidelines were troublesome for a number of reasons, explained Dr. Steven Nissen, chairman of cardiovascular medicine at the Cleveland Clinic: The previous guidelines used a risk calculator that left you will receive an email out crucial components such as family history; they didn't address the issue of people older than 75 or with instructions on how younger than 40; they overhyped the risks many patients faced while lowering the threshold needed to to schedule and the date warrant statin drug therapy; and they did away with the use of LDL (bad) cholesterol target levels, which helped patients set meaningful goals. it needs to be completed by. Please do NOT People with LDL levels of 100 or lower, "tend to have lower rates of heart disease and stroke, supporting a schedule your physical 'lower is better' philosophy," according to a statement from the medical organizations about the new guidelines. until you have received your email from Heather. A level of above 160 is considered "very high," according to a release from Johns Hopkins Medicine, which also outlined the new guidelines. For high risk patients, the recommendation is to lower "bad" cholesterol to . Fasting blood draws will levels below 70. take place in station If statin therapy fails to lower LDL levels adequately, in patients who've already had a heart attack or during the months of stroke, the new guidelines suggest adding other drugs -- ezetimibe, which is available as a generic -- to the December and January. regimen. If that combination doesn't work sufficiently for patients who are at a very high risk, a PCSK9 inhibitor can be added. . Wellness wishes The new approach encourages increased collaboration between doctors and their patients. Doctors are everyone a happy, safe, encouraged to discuss a broad range of factors that may increase risks, such as family history and and healthy holiday ethnicity, as well as other conditions including metabolic syndrome, premature menopause and chronic season! kidney disease. Doctors are also being urged to look at the lifetime of patients and how high cholesterol takes a toll. Children born to especially high-risk families can be tested when they are as young as 2. For most children, though, the recommendation is to have an initial test between ages 9 and 11, and then a follow- up test between the ages of 17 and 21. (Article continued on Page 2. . . )
10 Stress, Depression and the Holidays: New Cholesterol Guidelines (cont.) And just as cholesterol levels in younger people shouldn't be ignored, the same goes for those over Tips for Coping 75, the new recommendations say.
Don’t let the holidays become "They now acknowledge that it might be appropriate to treat older people," something they didn't do in something you dread. Instead, 2013, said Nissen, who was highly critical of the last round of guidelines. "Today's 75-year-old can live take steps to prevent the stress a long time." and depression that can descend during the holidays. Nissen offered just one criticism of the new recommendations: the suggestion that coronary artery Learn to recognize your holiday calcium scores be used to help determine the need for cholesterol-lowering treatments in patients for triggers, such as financial whom the need isn't clear. This score shows plaque buildup in arteries and is determined through a pressures or personal CT scan, which can cost between $800 and $1,000, he said. demands, so you can combat them before they lead to a melt- "You're radiating somebody in order to decide whether to use a drug that costs as little as $3 a month, down. With a little planning and and you're spending a lot of money to do it," he said. "I just don't think it's prudent." some positive thinking, you can find peace and joy during the But other than that issue, Nissen is pleased. "The big picture is this is a reasonable set of guidelines," holidays. he said.
. Acknowledge your "Having high cholesterol at any age increases that risk significantly," Dr. Ivor Benjamin, president of feelings. If someone the American Heart Association, said in a written statement. "That's why it's so important that even at close to you recently died, a young age, people follow a heart-healthy lifestyle and understand and maintain healthy cholesterol or you can’t be with loved levels." ones, realize that its normal to feel sadness and grief. You can’t force your- self to be happy just because it’s the holiday season.
. Reach out. If you feel lonely or isolated, seek out community, religious or other social events. Volunteering your time is also a good way to lift spirits.
. Be realistic. The holidays don’t have to be perfect or just like last year.
. Set aside differences. Try to accept family members and friends as they are. Set aside grievances until a more appropriate time for discussion.
. Stick to a budget. Don’t try to buy happiness with an avalanche of gifts.
. Plan ahead. Set aside specific days for shopping, baking, visiting friends and other activities.
. Learn to say no. Saying yes when you should say no can leave you feeling resentful and over- whelmed.
. Don’t abandon healthy Source: habits. Overindulgence only adds to stress and www.cnn guilt. .com
. Take a breather. Make some time for yourself. 11 Source: www.mayoclinic.org Why Do My Lungs Burn Simple Steps to Running in the Cold? Stay Healthy Cold weather will soon be upon us. Despite the discomfort you may feel, running in the cold isn’t dangerous. This Holiday To figure out how to beat the burn, here’s a breakdown of what is happening and some tips. The holidays are a time that Stay hydrated. Being on top of your water intake is especially important during the winter. It can be tough are supposed to be dedicated to get enough fluid in your system when it feels like you’re not sweating (you still are!), and you don’t crave a cold to celebration, giving thanks, glass of water like you do in the heat. But in order for your body to properly deal with cold, dry air, hydration is friends and family, but they can also become busy, hectic key. and somewhat overwhelming. Wrap up. Wearing a scarf or breathable baklava over your face/ mouth can help moisten the air as its inhaled. There are a few simple steps you can take to help you stay Breathe deep. Focus on taking longer, more relaxed breaths as you run. Part of what makes your wind- healthy during the holiday pipe burn are the big gulps of air you suck in while running compared to the controlled breaths you take while season, according to the walking. Keeping your breaths even and relaxed will minimize the stress on your respiratory system. CDC, including: Feel the burn? A burning sensation isn’t actually from freezing air, but dry air. Breathe in, and your nasal cavity and windpipe instantly work to warm up cold air to your body’s temperature. The heat exchange happens so Hand washing – Wash your quickly that cold air never actually reaches your lungs. Dry air has to be humidified, so your nose and throat hands often to avoid getting donate moisture, leaving them feeling scratchy and irritated (hence the burning). And this process happens in sick and avoid spreading overdrive when you breathe faster and deeper while running. germs to others. Wash your hands with soap in warm Ease off. Take the intensity of outdoor workouts down a notch, at least until you’re warmed up. water for at least 20 seconds. Source: www.runnersworld.com If soap and warm running water are not available, the next best option is alcohol- “Home Alone” Workout based hand sanitizer. Watching the holiday classic with your kids? Get vaccinated – Get your Make it a workout! flu shot!
When Harry or Marv gets hurt: 15 Jumping Jacks When you see the tarantula: 1 Minute Plank Stay warm – Be sure to stay dry and dress in layers to stay When you see Harry’s gold tooth: 5 Burpees When someone screams: Alternate 30 healthy and warm if you have seconds of high knees and 30 seconds of butt to go outside. When Marv says “Wet Bandits”: 10 Push-Ups kicks Manage stress – Try your best to find a balance between work, home and celebrating. It’s important to try your best to avoid over Standing Rainbow Lat Stretch commitment and over spending and to try to get enough sleep. The lat muscles are the big “wing” muscles of the back. They attach on the inside of the arm and go down the length of the back, all the way to the hips. Eat healthy – Holiday meals When you sit hunched forward for long periods of time, the lat muscles are delicious, but stuffing shorten. Because this is such a large muscle, this causes problems with yourself won’t help you stay posture, flexibility, and overall mobility. This stretch helps return the lat healthy. Try to eat your muscle to its proper length. holiday favorites in moderation and work fruits . Stand upright with the hands clasped behind the head and feet shoulder- and vegetables into width apart. appetizers and snacks.
. Without bending forward, lean to the left side as if your back is up against Stay active – Though the a wall. Look up at your right elbow. Avoid bending forward—keep the holidays are a busy time, you spine as tall as possible. Hold the streith fro 15-30 seconds and repeat can still find time for staying on the other side. active. Find activities that can incorporate friends or family, . Repeat two times on each side. or make them an escape if you need some time to yourself.
12 Source: www.cdc.com INGREDIENTS:
. 2 cups old-fashioned rolled oats . 3 TB cocoa powder . 1/3 cup creamy peanut butter . 1/3 TB honey 16170 SE 130 Ave . 1 tsp peppermint extract Clackamas, OR 97015 . 1/3 cup semi-sweet mini chocolate chips Fax: 503-742-2886 . 2 1/2 TB water
Health & Wellness Manager Heather Goodrich Office: 503-742-2686 Cell: 971-806-1835 [email protected] PREPARATION:
Wellness Specialist 1. In a large mixing bowl, mix together all ingredients VERY well with a spatula or wooden Alicia McVicker spoon. Office: 503-742-2690 2. Roll into 20 balls. You will have to squeeze the mixture a lot to get them to stick Cell: 971-275-3981 together in balls. [email protected] 3. Store in an air-tight container in refrigerator.
Medical Assistant Koryn Galego Office: 503-742-2689 Cell: 971-284-3343 Nutrition Facts: [email protected] Servings: 20 Serving size: 1 ball Athletic Trainers Calories: 80 Jennifer Adams Total Fat : 3.5g (1 g saturated fat) Cell: 503-706-4041 Protein: 2g [email protected] Carbohydrate: 11g Fiber: 2g Matt Alvarez Sodium: 20mg Office: 503-742-2687 Source: Source: www.yummly.com Potassium: 80mg Cell: 909-782-5524 www.wortheverychew.com [email protected]
Even though it is a place you go to get healthy, workout rooms are home to a wide range of germs! That’s because bacteria make the leap from your skin to everything you touch. One study found free weights and machine handles regularly had a bacterial species commonly found in restrooms. Also, cold and flu viruses abound as well. Take time to wipe down station workout rooms!
Clackamas Fire Wellness Update Issue 220 December 2018
13 R-1c.2
Clackamas Fire District #1
Financial Services Summary To: Board of Directors
From: Finance Director Christina Day
Date: January 28, 2019
Re: Finance Division Report
Below are a few highlights of activities in Financial Services for the months of December 2018 and January 2019.
Year-end/Audit – The annual audit is complete and the Board received the report at the December 2018 Board meeting. Staff continues working to finalize adjusting entries and close FY2017-18 in Munis.
Accounts Payable – During the month of December, Accounts Payable staff processed a larger number of payments than usual - 796 invoices and 275 disbursement checks.
Accounts Receivable/Billing – Financial staff is working to reconcile the last few retiree accounts to ensure accuracy. Further, staff is researching options for changes to the retiree billing system for more effective administration.
Munis – Payroll Administrator Burns is to be commended for her hard work in successfully implementing the new Munis Payroll module and bringing payroll processing in-house! The first check issued in the new system was cut 1/2/2019 and the January 15, 2019 payroll is underway and nearly complete. Senior Accountant Le and Finance Director Day continue researching and learning the impacts to the general ledger to ensure proper posting.
Budget – o Finance Director Day will be presenting a slightly-revised supplemental budget to the Board in January, making budgetary adjustments for the impacts of labor negotiations, conflagrations and other activities. Approval of this supplemental budget was postponed to January at the December Board meeting. o The budget process for the 2019-20 Fiscal Year is underway, and departmental entry continues until February 1. This will be the first year using Munis for development, which has required more training and discussion than last year. Director Day attended a Captains’ meeting and two Strategic
Page 1
14 Organizational Planning Session (SOPS) meetings for exempt and non- exempt staff during the month to provide training and demonstrations. In addition, Director Day recorded and released a webinar of the process. o Finance Director Day is working to estimate property tax collections and anticipated cost increases to update the Long-Range Financial Forecast for use in budget development as well.
Banking/Investments – The direct loan for capital improvements was successfully completed and funds received in December 2018.
Oregon Equity Act – Finance staff reviewed and updated all job descriptions and completed surveys for review in relation to the Oregon Equity Act.
Looking ahead:
Munis HR/Payroll Implementation – Post-live support is set for January 22-24, 2019 to review any further necessary changes. Staff will begin cross-training in payroll preparation to create redundancy in February 2019.
Calendar Year-end – Finance staff will be preparing W-2’s and 1099’s for distribution in January. Staff will also be preparing tax returns and documentation for the Foundation and Volunteer Association.
Page 2
15 FINANCIAL REPORT – Period ending June 30, 2019 (FY2018-19)
General Fund 10 As of December 31, 2018, Fiscal Year 2018-19 is 50.0% complete. Following is a summary of financial activity through December 31, 2018: Revenues: The General Fund has received $49,405,220 in property tax revenues from both current and prior year’s taxes. These funds were transferred to the Local Government Investment Pool by the Treasurer’s Office. Ambulance Transport is tracking as budgeted, generating revenues at 52.7% of budget before the costs of collection are netted out. A total of $743,244 has been billed for conflagration reimbursements, and is included in total revenues as well. Additional revenues from contracts, interest, and other sources total another $1,141,941. Expenditures: The General Fund has actual expenditures (excluding encumbrances) in the following categories through December 31, 2018:
Category: % of Budget Used Salaries & Benefits 51.9% Materials & Services 67.5% Capital Outlay 59.1%
Please keep in mind that the spending rate at this early point in the fiscal year may be skewed due to once per year payments made at the beginning of the fiscal year. Additionally, these percentages are based on YTD Actual spending only, excluding further encumbrances.
Equipment Reserve Fund 20 Total expenditures in this fund equal $416,998 for purchase of a Freightliner Pumper and a Suburban. This fund has received $6,845 in interest and surplus sales revenues to date.
Capital Projects Fund 30 Total expenditures in this fund equal $1,306,260, or 32.4 % of budget, through December 2018. Expenditures to date include mortgage loan payments for the Fleet/Logs site and architectural services, and $30,300 in debt issuance costs for the direct bank loan. This fund has received $6,959 in interest revenues to date, and $7 million in direct loan proceeds.
Enterprise Fund 40 Total expenditures in this fund equal $4,080 for purchases related to the Winter Warming Drive. This fund has received $4,526 in grant revenues, primarily for the Winter Warming Drive, during the month of December as well.
Debt Service Fund 50 This fund has received $1,948,857 in property tax revenues this year, along with $5,341 in interest earnings. Expenditures in this fund include a debt service interest payment totaling $524,500.
16
Bond Construction Fund 60 Bond project-related construction costs total $4,695,295 thus far in FY 2019, with expenditures currently at 112% of the Adopted budget (excluding funds encumbered). The supplemental, if adopted, will add more appropriations to this fund based on a higher-than-anticipated FY 2018 ending fund balance.
PERS Reserve Fund 70 There have been no expenditures in this fund yet this fiscal year. The fund has received $2,911 in interest revenues.
Investment Activity
Short-term Investment Portfolio The table below indicates the balances of cash accounts as of December 31, 2018.
Short-term Investments as of December 31, 2018 Local Government Investment Pool $52,286,587.28 Key Bank Checking $970,298.31 Third Party Trust $3,000
TOTAL: $53,259,885.59
The Oregon LGIP interest rate remained at 2.50% through December 2018.
Clackamas County Fire District No. 1 LGIP Monthly Interest Rate Averages Monthly Earnings LGIP
December 2017 1.5500% $78,462.74 January 2018 1.7000% $78,113.21 February 2018 1.8500% $69,698.29 March 2018 2.100% $75,133.15 April 2018 2.100% $74,526.76 May 2018 2.100% $67,009.25 June 2018 2.100% $56,089.82 July 2018 2.250% $51,012.96 August 2018 2.250% $38,644.25 September 2018 2.250% $26,261.52 October 2018 2.500% $20,752.06 November 2018 2.500% $30,260.04 December 2018 2.500% $107,167.48
17 Clackamas Fire District #1 LGIP Interest Rates and Revenue
Interest Rates - Fiscal 2015-16 to Present
3.0000% 2.5000% 2.0000% 1.5000% 2017-18 1.0000% 2015-16 2016-17 0.5000% 2018-19 0.0000%
Interest Revenue - Fiscal 2015-16 to Present
$120,000.00
$100,000.00
$80,000.00
$60,000.00 2017-18 $40,000.00 2015-16 $20,000.00 2016-17
$0.00 2018-19
18
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01/25/2019 21:08 |Clackamas Fire District |P 1 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -17,719,684.00 0.00 -17,719,684.00 0.00 0.00 -17,719,684.00 .0%
TOTAL Beg Fund Bal -17,719,684.00 0.00 -17,719,684.00 0.00 0.00 -17,719,684.00 .0%
01 Tax Revenues ______
4450 Current Year Prop Taxes -51,767,496.00 0.00 -51,767,496.00 -47,933,621.86 0.00 -3,833,874.14 92.6% 4455 Prior Year Prop Taxes -1,135,213.00 0.00 -1,135,213.00 -1,471,598.04 0.00 336,385.04 129.6% 4460 Other Taxes -8,000.00 0.00 -8,000.00 0.00 0.00 -8,000.00 .0%
TOTAL Tax Revenues -52,910,709.00 0.00 -52,910,709.00 -49,405,219.90 0.00 -3,505,489.10 93.4%
03 Interest ______
4490 Investment Interest -275,000.00 0.00 -275,000.00 -164,929.71 0.00 -110,070.29 60.0%
TOTAL Interest -275,000.00 0.00 -275,000.00 -164,929.71 0.00 -110,070.29 60.0%
04 Other Revenues ______
4500 Contract Revenue -312,638.00 0.00 -312,638.00 -165,134.86 0.00 -147,503.14 52.8% 4510 ASA Revenue -130,944.00 0.00 -130,944.00 -65,472.00 0.00 -65,472.00 50.0% 4512 Medical Supply Reimb -70,000.00 0.00 -70,000.00 -46,500.25 0.00 -23,499.75 66.4%
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01/25/2019 21:08 |Clackamas Fire District |P 2 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
4538 Service Cost Recovery -80,000.00 0.00 -80,000.00 -2,919.83 0.00 -77,080.17 3.6% 4539 Conflagration Reimbursement -305,000.00 0.00 -305,000.00 -743,243.99 0.00 438,243.99 243.7% 4541 Gain/Loss on Inventory Sales 0.00 0.00 0.00 -79,985.99 0.00 79,985.99 100.0% 4542 Sale of Goods/Services/Eqpt 0.00 0.00 0.00 240.22 0.00 -240.22 100.0% 4543 Gain/Loss on Fixed Assets 0.00 0.00 0.00 -5,000.00 0.00 5,000.00 100.0% 4545 Other Post-Employ Bene Revenue -426,420.00 0.00 -426,420.00 -231,254.55 0.00 -195,165.45 54.2% 4560 Grant Revenue -476,104.00 0.00 -476,104.00 -32,080.00 0.00 -444,024.00 6.7% 4570 Transportation Response Revenu -525,000.00 0.00 -525,000.00 -276,899.48 0.00 -248,100.52 52.7% 4571 Other Revenues -317,590.00 0.00 -317,590.00 -236,934.12 0.00 -80,655.88 74.6%
TOTAL Other Revenues -2,643,696.00 0.00 -2,643,696.00 -1,885,184.85 0.00 -758,511.15 71.3%
05 Transfers In ______
4610 Transfers from other Funds -370,000.00 0.00 -370,000.00 0.00 0.00 -370,000.00 .0%
TOTAL Transfers In -370,000.00 0.00 -370,000.00 0.00 0.00 -370,000.00 .0%
50 Salaries ______
5501 Fire Chief 189,344.00 0.00 189,344.00 94,674.84 0.00 94,669.16 50.0% 5503 Deputy Chief 347,420.00 0.00 347,420.00 173,728.32 0.00 173,691.68 50.0% 5504 Division Chief 631,676.00 0.00 631,676.00 169,478.14 0.00 462,197.86 26.8% 5505 Battalion Chief 1,675,486.00 0.00 1,675,486.00 964,692.51 0.00 710,793.49 57.6%
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01/25/2019 21:08 |Clackamas Fire District |P 3 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
5506 Exempt Staff Group 1,754,250.00 0.00 1,754,250.00 842,351.35 0.00 911,898.65 48.0% 5507 Fire Inspectors 422,374.00 0.00 422,374.00 218,747.38 0.00 203,626.62 51.8% 5508 Deputy Fire Marshal Captain 543,049.00 0.00 543,049.00 276,962.66 0.00 266,086.34 51.0% 5510 Captain 2,471,025.00 0.00 2,471,025.00 1,224,313.37 0.00 1,246,711.63 49.5% 5512 Lieutenant 3,606,584.00 0.00 3,606,584.00 1,810,068.03 0.00 1,796,515.97 50.2% 5515 Apparatus Operator 5,122,520.00 0.00 5,122,520.00 2,570,545.03 0.00 2,551,974.97 50.2% 5520 Fire Fighter 7,091,676.00 0.00 7,091,676.00 3,570,242.30 0.00 3,521,433.70 50.3% 5525 Paramedic 226,348.00 0.00 226,348.00 118,939.07 0.00 107,408.93 52.5% 5530 Non-exempt Staff Group 1,777,905.00 0.00 1,777,905.00 911,234.11 0.00 866,670.89 51.3% 5535 Other Employee 73,982.00 0.00 73,982.00 37,087.80 0.00 36,894.20 50.1% 5540 Temporary Labor 72,960.00 0.00 72,960.00 43,633.28 0.00 29,326.72 59.8% 5545 Premium Pay 391,158.00 0.00 391,158.00 195,283.15 0.00 195,874.85 49.9% 5555 School Replacement 30,000.00 0.00 30,000.00 11,760.30 0.00 18,239.70 39.2% 5560 Operational Replacement 3,700,000.00 0.00 3,700,000.00 3,312,281.22 0.00 387,718.78 89.5% 5562 Vacation Buyback 65,000.00 0.00 65,000.00 71,800.48 0.00 -6,800.48 110.5% 5563 Retirement/Separation Vacation 350,000.00 0.00 350,000.00 374,483.59 0.00 -24,483.59 107.0% 5600 Overtime 459,000.00 0.00 459,000.00 256,870.03 0.00 202,129.97 56.0%
TOTAL Salaries 31,001,757.00 0.00 31,001,757.00 17,249,176.96 0.00 13,752,580.04 55.6%
60 Benefits ______
6620 SS/Medicare 2,372,460.00 0.00 2,372,460.00 1,152,886.41 0.00 1,219,573.59 48.6%
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01/25/2019 21:08 |Clackamas Fire District |P 4 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
6640 Tri-Met Taxes 186,075.00 0.00 186,075.00 100,261.51 0.00 85,813.49 53.9% 6656 PERS Employer 5,658,996.00 0.00 5,658,996.00 2,695,171.71 0.00 2,963,824.29 47.6% 6667 PERS Bond Payment 1,798,545.00 0.00 1,798,545.00 0.00 0.00 1,798,545.00 .0% 6670 Deferred Compensation 583,382.00 0.00 583,382.00 273,032.47 0.00 310,349.53 46.8% 6675 Unemployment 5,000.00 0.00 5,000.00 4,512.72 0.00 487.28 90.3% 6680 Life Insurance 45,000.00 0.00 45,000.00 19,488.79 0.00 25,511.21 43.3% 6690 Café Plan Benefits 3,973,908.00 0.00 3,973,908.00 1,753,378.76 0.00 2,220,529.24 44.1% 6691 PEHP 336,000.00 0.00 336,000.00 168,000.00 0.00 168,000.00 50.0% 6692 Other Post-Employ Benefits 675,000.00 0.00 675,000.00 324,309.07 0.00 350,690.93 48.0% 6693 Health Trust 296,337.00 0.00 296,337.00 241,280.00 0.00 55,057.00 81.4% 6700 Floater Allowance 0.00 0.00 0.00 13,206.90 0.00 -13,206.90 100.0% 6701 Vehicle Allowance 11,216.00 0.00 11,216.00 4,558.08 0.00 6,657.92 40.6% 6702 Tool Allowance 6,000.00 0.00 6,000.00 3,000.00 0.00 3,000.00 50.0% 6703 Cell/Tech Allowance 3,400.00 0.00 3,400.00 2,002.08 0.00 1,397.92 58.9% 6705 Workers Compensation 730,565.00 0.00 730,565.00 741,103.37 19,990.31 -30,528.68 104.2%
TOTAL Benefits 16,681,884.00 0.00 16,681,884.00 7,496,191.87 19,990.31 9,165,701.82 45.1%
70 Materials and Servic ______
7010 Election Costs 30,000.00 0.00 30,000.00 0.00 0.00 30,000.00 .0% 7015 Meeting Expense 27,203.00 0.00 27,203.00 9,414.71 95.00 17,693.29 35.0% 7030 Civil Service Exam Expense 10,500.00 0.00 10,500.00 7,427.49 90.65 2,981.86 71.6%
23
01/25/2019 21:08 |Clackamas Fire District |P 5 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
7035 Bank Charges 15,000.00 0.00 15,000.00 6,800.09 0.00 8,199.91 45.3% 7040 Dues & Publications 43,843.00 0.00 43,843.00 13,763.03 1,341.49 28,738.48 34.5% 7045 Awards & Recognitions 37,515.00 0.00 37,515.00 4,035.58 -149.00 33,628.42 10.4% 7055 Operating Supply 224,297.00 0.00 224,297.00 74,588.01 6,755.54 142,953.45 36.3% 7065 Fire Fighting Supply 80,199.00 0.00 80,199.00 35,837.90 134.36 44,226.74 44.9% 7070 Rescue Supply 41,315.00 0.00 41,315.00 19,372.34 5,788.35 16,154.31 60.9% 7075 EMS Supply 240,000.00 0.00 240,000.00 114,523.81 12,962.50 112,513.69 53.1% 7078 Department Consumables 18,000.00 0.00 18,000.00 11,398.84 386.39 6,214.77 65.5% 7080 Fuel 226,597.86 0.00 226,597.86 142,056.21 62,716.74 21,824.91 90.4% 7085 Uniform & Protective Eqpt 519,519.18 0.00 519,519.18 128,473.17 7,553.68 383,492.33 26.2% 7090 Office Supplies 29,965.00 0.00 29,965.00 8,787.60 360.06 20,817.34 30.5% 7095 Software & Supplies 424,614.92 0.00 424,614.92 264,769.35 63,495.58 96,349.99 77.3% 7105 Household Goods 76,246.00 0.00 76,246.00 36,353.32 216.63 39,676.05 48.0% 7110 Professional Services 482,726.44 0.00 482,726.44 223,481.42 202,503.49 56,741.53 88.2% 7115 Dispatch Services 1,337,739.00 0.00 1,337,739.00 668,869.50 668,869.50 0.00 100.0% 7116 Utilities - Natural Gas 0.00 0.00 0.00 9,857.10 0.00 -9,857.10 100.0% 7117 Utilities - Electric 0.00 0.00 0.00 71,116.34 0.00 -71,116.34 100.0% 7118 Utilities - Garbage 0.00 0.00 0.00 9,439.43 0.00 -9,439.43 100.0% 7119 Utilities - Water 0.00 0.00 0.00 48,140.26 0.00 -48,140.26 100.0% 7120 Utilities - Other 414,385.00 92,364.00 506,749.00 67,618.75 80,213.97 358,916.28 29.2% 7122 Utilities - Telephone 341,000.00 0.00 341,000.00 214,295.92 27,301.35 99,402.73 70.8% 7130 Insurance - Property/Casualty 248,877.49 0.00 248,877.49 5,464.53 222,805.47 20,607.49 91.7%
24
01/25/2019 21:08 |Clackamas Fire District |P 6 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
7135 Medical Exams 253,325.00 0.00 253,325.00 65,941.47 200,645.68 -13,262.15 105.2% 7140 Schools/Conferences Registrati 146,050.00 0.00 146,050.00 31,106.82 9,720.00 105,223.18 28.0% 7141 Tuition Reimbursement 40,000.00 0.00 40,000.00 20,505.18 0.00 19,494.82 51.3% 7142 Travel Expense 35,140.00 0.00 35,140.00 18,495.36 0.00 16,644.64 52.6% 7145 Mileage Reimbursement 6,600.00 0.00 6,600.00 18,649.92 0.00 -12,049.92 282.6% 7150 Volunteer Fire Fighter Exp 43,000.00 0.00 43,000.00 21,030.74 0.00 21,969.26 48.9% 7155 Vehicle Maintenance 422,323.00 0.00 422,323.00 192,066.00 9,775.19 220,481.81 47.8% 7160 Equipment Maintenance 140,319.00 0.00 140,319.00 51,584.64 350.40 88,383.96 37.0% 7165 Radio Maintenance 40,500.00 0.00 40,500.00 16,638.27 4,105.63 19,756.10 51.2% 7170 Facility Maintenance 356,578.00 -92,364.00 264,214.00 127,933.15 30,626.70 105,654.15 60.0% 7175 Office Equipment Maintenance 25,340.00 38,000.00 63,340.00 18,278.63 15,542.54 29,518.83 53.4% 7180 Computer & AV Maintenance 34,780.00 0.00 34,780.00 14,089.62 352.85 20,337.53 41.5% 7185 SCBA Maintenance 0.00 0.00 0.00 219.94 926.16 -1,146.10 100.0% 7187 Fire Extinguisher Expense 4,000.00 0.00 4,000.00 0.00 0.00 4,000.00 .0% 7190 Training Expense 53,257.00 0.00 53,257.00 17,484.16 1,553.36 34,219.48 35.7% 7195 Public Education 65,000.00 0.00 65,000.00 15,238.55 -295.46 50,056.91 23.0% 7205 Postage & Freight 31,421.00 0.00 31,421.00 16,150.54 2,514.26 12,756.20 59.4% 7210 Small Tool, Eqpts & Furnishing 40,700.00 0.00 40,700.00 29,202.62 461.29 11,036.09 72.9% 7215 Other Expense 32,000.90 0.00 32,000.90 2,532.95 -3,513.69 32,981.64 -3.1%
TOTAL Materials and Servic 6,639,876.79 38,000.00 6,677,876.79 2,873,033.26 1,636,206.66 2,168,636.87 67.5%
80 Capital Outlay ______
25
01/25/2019 21:08 |Clackamas Fire District |P 7 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 10 General Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
8825 Fire Fighting Equipment 88,900.00 0.00 88,900.00 9,674.49 44,404.50 34,821.01 60.8% 8835 EMS & Rescue Equipment 30,000.00 0.00 30,000.00 120.00 0.00 29,880.00 .4% 8845 Communications Equipment 7,000.00 0.00 7,000.00 39,198.20 0.00 -32,198.20 560.0% 8860 Facility Improvement 153,460.00 0.00 153,460.00 42,851.96 50,458.75 60,149.29 60.8% 8870 Furniture, Appliances & Tools 315,188.00 0.00 315,188.00 156,963.58 69,682.15 88,542.27 71.9% 8885 Office Equipment 40,000.00 -38,000.00 2,000.00 305.96 0.00 1,694.04 15.3% 8890 Computer & AV Equipment 277,160.00 0.00 277,160.00 56,863.05 46,240.26 174,056.69 37.2%
TOTAL Capital Outlay 911,708.00 -38,000.00 873,708.00 305,977.24 210,785.66 356,945.10 59.1%
90 Transfers Out ______
9920 Transfer to Equip Reserve Fund 250,000.00 0.00 250,000.00 0.00 0.00 250,000.00 .0% 9930 Transfer to Cap Proj Fund 500,000.00 0.00 500,000.00 0.00 0.00 500,000.00 .0%
TOTAL Transfers Out 750,000.00 0.00 750,000.00 0.00 0.00 750,000.00 .0%
99 End Fund Balance ______
9910 Contingency 2,226,451.00 0.00 2,226,451.00 0.00 0.00 2,226,451.00 .0% 9915 Restricted Contingency 1,000,000.00 0.00 1,000,000.00 0.00 0.00 1,000,000.00 .0% 9999 Unappropriated Ending Fund Bal 14,752,421.00 0.00 14,752,421.00 0.00 0.00 14,752,421.00 .0%
TOTAL End Fund Balance 17,978,872.00 0.00 17,978,872.00 0.00 0.00 17,978,872.00 .0%
TOTAL General Fund 45,008.79 0.00 45,008.79 -23,530,955.13 1,866,982.63 21,708,981.29 -48132.8%
TOTAL REVENUES -73,919,089.00 0.00 -73,919,089.00 -51,455,334.46 0.00 -22,463,754.54
26
01/25/2019 21:08 |Clackamas Fire District |P 8 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 20 Equipment Reserve Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
TOTAL EXPENSES 73,964,097.79 0.00 73,964,097.79 27,924,379.33 1,866,982.63 44,172,735.83
27
01/25/2019 21:08 |Clackamas Fire District |P 9 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 20 Equipment Reserve Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -486,641.00 0.00 -486,641.00 0.00 0.00 -486,641.00 .0%
TOTAL Beg Fund Bal -486,641.00 0.00 -486,641.00 0.00 0.00 -486,641.00 .0%
03 Interest ______
4490 Investment Interest -5,000.00 0.00 -5,000.00 -1,132.84 0.00 -3,867.16 22.7%
TOTAL Interest -5,000.00 0.00 -5,000.00 -1,132.84 0.00 -3,867.16 22.7%
04 Other Revenues ______
4540 Sale of Surplus -20,000.00 0.00 -20,000.00 -5,711.60 0.00 -14,288.40 28.6%
TOTAL Other Revenues -20,000.00 0.00 -20,000.00 -5,711.60 0.00 -14,288.40 28.6%
05 Transfers In ______
4610 Transfers from other Funds -250,000.00 0.00 -250,000.00 0.00 0.00 -250,000.00 .0%
TOTAL Transfers In -250,000.00 0.00 -250,000.00 0.00 0.00 -250,000.00 .0%
80 Capital Outlay ______
28
01/25/2019 21:08 |Clackamas Fire District |P 10 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 20 Equipment Reserve Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
8805 Fire Apparatus 370,000.00 0.00 370,000.00 370,000.00 0.00 0.00 100.0% 8835 EMS & Rescue Equipment 100,000.00 0.00 100,000.00 0.00 0.00 100,000.00 .0% 8850 Staff Vehicles 100,500.00 0.00 100,500.00 46,998.19 50,881.09 2,620.72 97.4%
TOTAL Capital Outlay 570,500.00 0.00 570,500.00 416,998.19 50,881.09 102,620.72 82.0%
99 End Fund Balance ______
9910 Contingency 25,000.00 0.00 25,000.00 0.00 0.00 25,000.00 .0% 9999 Unappropriated Ending Fund Bal 166,141.00 0.00 166,141.00 0.00 0.00 166,141.00 .0%
TOTAL End Fund Balance 191,141.00 0.00 191,141.00 0.00 0.00 191,141.00 .0%
TOTAL Equipment Reserve Fund 0.00 0.00 0.00 410,153.75 50,881.09 -461,034.84 100.0%
TOTAL REVENUES -761,641.00 0.00 -761,641.00 -6,844.44 0.00 -754,796.56 TOTAL EXPENSES 761,641.00 0.00 761,641.00 416,998.19 50,881.09 293,761.72
29
01/25/2019 21:08 |Clackamas Fire District |P 11 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 30 Capital Projects Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -3,514,800.00 0.00 -3,514,800.00 0.00 0.00 -3,514,800.00 .0%
TOTAL Beg Fund Bal -3,514,800.00 0.00 -3,514,800.00 0.00 0.00 -3,514,800.00 .0%
02 Bond Proceeds ______
4472 Bond and Loan Proceeds 0.00 0.00 0.00 -7,000,000.00 0.00 7,000,000.00 100.0%
TOTAL Bond Proceeds 0.00 0.00 0.00 -7,000,000.00 0.00 7,000,000.00 100.0%
03 Interest ______
4490 Investment Interest -14,000.00 0.00 -14,000.00 -6,958.56 0.00 -7,041.44 49.7%
TOTAL Interest -14,000.00 0.00 -14,000.00 -6,958.56 0.00 -7,041.44 49.7%
05 Transfers In ______
4610 Transfers from other Funds -500,000.00 0.00 -500,000.00 0.00 0.00 -500,000.00 .0%
TOTAL Transfers In -500,000.00 0.00 -500,000.00 0.00 0.00 -500,000.00 .0%
70 Materials and Servic ______
30
01/25/2019 21:08 |Clackamas Fire District |P 12 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 30 Capital Projects Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
7026 Debt Issuance Expense 0.00 0.00 0.00 30,300.00 0.00 -30,300.00 100.0%
TOTAL Materials and Servic 0.00 0.00 0.00 30,300.00 0.00 -30,300.00 100.0%
80 Capital Outlay ______
8860 Facility Improvement 3,921,516.00 0.00 3,921,516.00 1,275,959.72 4,178,858.71 -1,533,302.43 139.1%
TOTAL Capital Outlay 3,921,516.00 0.00 3,921,516.00 1,275,959.72 4,178,858.71 -1,533,302.43 139.1%
99 End Fund Balance ______
9999 Unappropriated Ending Fund Bal 107,284.00 0.00 107,284.00 0.00 0.00 107,284.00 .0%
TOTAL End Fund Balance 107,284.00 0.00 107,284.00 0.00 0.00 107,284.00 .0%
TOTAL Capital Projects Fund 0.00 0.00 0.00 -5,700,698.84 4,178,858.71 1,521,840.13 100.0%
TOTAL REVENUES -4,028,800.00 0.00 -4,028,800.00 -7,006,958.56 0.00 2,978,158.56 TOTAL EXPENSES 4,028,800.00 0.00 4,028,800.00 1,306,259.72 4,178,858.71 -1,456,318.43
31
01/25/2019 21:08 |Clackamas Fire District |P 13 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 40 Enterprise Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -17,986.00 0.00 -17,986.00 0.00 0.00 -17,986.00 .0%
TOTAL Beg Fund Bal -17,986.00 0.00 -17,986.00 0.00 0.00 -17,986.00 .0%
03 Interest ______
4490 Investment Interest -200.00 0.00 -200.00 -66.04 0.00 -133.96 33.0%
TOTAL Interest -200.00 0.00 -200.00 -66.04 0.00 -133.96 33.0%
04 Other Revenues ______
4502 Training Class Revenue 0.00 0.00 0.00 -80.00 0.00 80.00 100.0% 4560 Grant Revenue 0.00 0.00 0.00 -4,379.86 0.00 4,379.86 100.0% 4571 Other Revenues -5,000.00 0.00 -5,000.00 0.00 0.00 -5,000.00 .0%
TOTAL Other Revenues -5,000.00 0.00 -5,000.00 -4,459.86 0.00 -540.14 89.2%
70 Materials and Servic ______
7055 Operating Supply 0.00 0.00 0.00 4,080.15 0.00 -4,080.15 100.0%
TOTAL Materials and Servic 0.00 0.00 0.00 4,080.15 0.00 -4,080.15 100.0%
80 Capital Outlay ______
32 01/25/2019 21:08 |Clackamas Fire District |P 14 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13 ACCOUNTS FOR: 40 Enterprise Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
8860 Facility Improvement 12,000.00 0.00 12,000.00 0.00 0.00 12,000.00 .0% TOTAL Capital Outlay 12,000.00 0.00 12,000.00 0.00 0.00 12,000.00 .0%
90 Transfers Out ______
9980 Transfer to General Fund 5,000.00 0.00 5,000.00 0.00 0.00 5,000.00 .0% TOTAL Transfers Out 5,000.00 0.00 5,000.00 0.00 0.00 5,000.00 .0%
99 End Fund Balance ______
9999 Unappropriated Ending Fund Bal 6,186.00 0.00 6,186.00 0.00 0.00 6,186.00 .0% TOTAL End Fund Balance 6,186.00 0.00 6,186.00 0.00 0.00 6,186.00 .0% TOTAL Enterprise Fund 0.00 0.00 0.00 -445.75 0.00 445.75 100.0% TOTAL REVENUES -23,186.00 0.00 -23,186.00 -4,525.90 0.00 -18,660.10 TOTAL EXPENSES 23,186.00 0.00 23,186.00 4,080.15 0.00 19,105.85
33
01/25/2019 21:08 |Clackamas Fire District |P 15 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 50 Debt Service Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -216,872.00 0.00 -216,872.00 0.00 0.00 -216,872.00 .0%
TOTAL Beg Fund Bal -216,872.00 0.00 -216,872.00 0.00 0.00 -216,872.00 .0%
01 Tax Revenues ______
4450 Current Year Prop Taxes -1,967,928.00 0.00 -1,967,928.00 -1,890,727.20 0.00 -77,200.80 96.1% 4455 Prior Year Prop Taxes -30,000.00 0.00 -30,000.00 -58,129.66 0.00 28,129.66 193.8%
TOTAL Tax Revenues -1,997,928.00 0.00 -1,997,928.00 -1,948,856.86 0.00 -49,071.14 97.5%
03 Interest ______
4490 Investment Interest -2,500.00 0.00 -2,500.00 -5,340.50 0.00 2,840.50 213.6%
TOTAL Interest -2,500.00 0.00 -2,500.00 -5,340.50 0.00 2,840.50 213.6%
70 Materials and Servic ______
7020 Debt Interest Expense 1,049,000.00 0.00 1,049,000.00 524,499.98 0.00 524,500.02 50.0% 7025 Debt Principal Expense 920,000.00 0.00 920,000.00 0.00 0.00 920,000.00 .0%
TOTAL Materials and Servic 1,969,000.00 0.00 1,969,000.00 524,499.98 0.00 1,444,500.02 26.6%
99 End Fund Balance ______
34
01/25/2019 21:08 |Clackamas Fire District |P 16 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 50 Debt Service Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
9999 Unappropriated Ending Fund Bal 248,300.00 0.00 248,300.00 0.00 0.00 248,300.00 .0%
TOTAL End Fund Balance 248,300.00 0.00 248,300.00 0.00 0.00 248,300.00 .0%
TOTAL Debt Service Fund 0.00 0.00 0.00 -1,429,697.38 0.00 1,429,697.38 100.0%
TOTAL REVENUES -2,217,300.00 0.00 -2,217,300.00 -1,954,197.36 0.00 -263,102.64 TOTAL EXPENSES 2,217,300.00 0.00 2,217,300.00 524,499.98 0.00 1,692,800.02
35
01/25/2019 21:08 |Clackamas Fire District |P 17 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 60 Bond Construction Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -3,552,548.00 0.00 -3,552,548.00 0.00 0.00 -3,552,548.00 .0%
TOTAL Beg Fund Bal -3,552,548.00 0.00 -3,552,548.00 0.00 0.00 -3,552,548.00 .0%
03 Interest ______
4490 Investment Interest -100,000.00 0.00 -100,000.00 -92,759.31 0.00 -7,240.69 92.8%
TOTAL Interest -100,000.00 0.00 -100,000.00 -92,759.31 0.00 -7,240.69 92.8%
80 Capital Outlay ______
8860 Facility Improvement 12,698,578.86 0.00 12,698,578.86 4,687,992.56 5,561,148.00 2,449,438.30 80.7% 8870 Furniture, Appliances & Tools 0.00 0.00 0.00 7,302.63 0.00 -7,302.63 100.0%
TOTAL Capital Outlay 12,698,578.86 0.00 12,698,578.86 4,695,295.19 5,561,148.00 2,442,135.67 80.8%
TOTAL Bond Construction Fund 9,046,030.86 0.00 9,046,030.86 4,602,535.88 5,561,148.00 -1,117,653.02 112.4%
TOTAL REVENUES -3,652,548.00 0.00 -3,652,548.00 -92,759.31 0.00 -3,559,788.69 TOTAL EXPENSES 12,698,578.86 0.00 12,698,578.86 4,695,295.19 5,561,148.00 2,442,135.67
36
01/25/2019 21:08 |Clackamas Fire District |P 18 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ACCOUNTS FOR: 70 PERS Reserve Fund ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
00 Beg Fund Bal ______
9995 Beg Fund Bal -1,047,008.00 0.00 -1,047,008.00 0.00 0.00 -1,047,008.00 .0%
TOTAL Beg Fund Bal -1,047,008.00 0.00 -1,047,008.00 0.00 0.00 -1,047,008.00 .0%
03 Interest ______
4490 Investment Interest -7,000.00 0.00 -7,000.00 -2,911.35 0.00 -4,088.65 41.6%
TOTAL Interest -7,000.00 0.00 -7,000.00 -2,911.35 0.00 -4,088.65 41.6%
90 Transfers Out ______
9980 Transfer to General Fund 365,000.00 0.00 365,000.00 0.00 0.00 365,000.00 .0%
TOTAL Transfers Out 365,000.00 0.00 365,000.00 0.00 0.00 365,000.00 .0%
99 End Fund Balance ______
9999 Unappropriated Ending Fund Bal 689,008.00 0.00 689,008.00 0.00 0.00 689,008.00 .0%
TOTAL End Fund Balance 689,008.00 0.00 689,008.00 0.00 0.00 689,008.00 .0%
TOTAL PERS Reserve Fund 0.00 0.00 0.00 -2,911.35 0.00 2,911.35 100.0%
TOTAL REVENUES -1,054,008.00 0.00 -1,054,008.00 -2,911.35 0.00 -1,051,096.65 TOTAL EXPENSES 1,054,008.00 0.00 1,054,008.00 0.00 0.00 1,054,008.00
37
01/25/2019 21:08 |Clackamas Fire District |P 19 5118christina.day |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2019 06 JOURNAL DETAIL 2019 1 TO 2019 13
ORIGINAL APPROP TRANS/ADJSMTS REVISED BUDGET YTD ACTUAL ENCUMBRANCES AVAILABLE BUDGET % USED ______
GRAND TOTAL 9,091,039.65 0.00 9,091,039.65 -25,652,018.82 11,657,870.43 23,085,188.04 -153.9%
** END OF REPORT - Generated by Christina Day **
38 R-1c.3
Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Division Chief Mike Corless Re: Operations Division Monthly Report – December 2018
The following summary of work includes those activities completed within the Operations Division.
• Meetings Attended:
o Staff Meetings o Monthly OPS o Board Meeting o Station 16/19 building updates o CCOM Fire Users o C800 o Budget monitoring o Promotional Testing development o Labor Management o Personnel issue
• 12/3 PPE Budget discussion. • 12/5 Fitness Testing. • 12/5 Board Executive Committee meeting to discuss Supplemental Budget. • 12/6 Met with citizen regarding complaint. • 12/6 Budget training. • 12/6 Hosted HBE office tour of St 16. • 12/11 Captains meeting. • 12/13 Budget training follow up. • 12/14 Response plan (run cards) discussion with Estacada Fire. • 12/15 Assist with pickups for Operation Santa. • 12/17 Response configurations with C-COM.
39 • 12/18 C800 Citizen Advisory Board meeting. • 12/20 Discussion on training building floor plan. • 12/20 Discussion on Estacada IGA edits. • 12/20 Meeting regarding grant funding (Homeland Security) at C-COM EOC. • 12/27 Executive Overview/Discussion for CRA-CRR project (Community Risk Assessment grant). • Met with various probationary officers to give expectations and answer questions.
Respectfully submitted,
Division Chief Mike Corless
40 North Battalion- A Shift Battalion Chief Brian Stewart • Significant Incidents o Nothing to report. • Projects/Events/Meetings/Training o Assumed HazMat program director responsibilities. o Attended Professional Development Committee meeting. o Assisted in coordinating Oregon OSHA Fire Service Advisory Committee training. o Target Solutions, Accreditation, and Risk Management webinars.
North Battalion-B Shift Battalion Chief Nick Browne • Significant Incidents o Bomb threats throughout Portland Metro area. Two within the Fire District boundaries. FBI investigated, found to be unreliable. o Heavy Rescue 305/Truck 302 responded to water leak from broken toilet on floor 2. Water damage to 10 hotel rooms. Water/power isolated and turned over to management. o Small fire in Lake Crest Apartments. Full commercial box alarm responded. All occupants evacuated. Fire was isolated to rags in a sink. 14 doors were forced to ensure occupants were evacuated and to locate the source of the smoke.
• Projects/Events/Meetings/Training o Met with stations & finalized Captain’s Test with Captain Mulick. o Finished station audits for stations 3 & 4. North Battalion-C Shift Battalion Chief David Scheirman • Significant Incidents o December 17- Attic fire in a house on Carnation Street. Fire contained to attic, but extensive overhaul required to remove blown- in insulation. No injuries were reported. o December 24- Mutual aid to Gladstone Fire on Dagmar Street. A converted garage was involved and fire had vented out a window on arrival of E304 and BC302. Fire contained to garage, with smoke into the rest of the house.
• Projects/Events/Meetings/Training o Stations 1 and 5 annual audit. Both stations in good shape. o OP Santa parade in Happy Valley. o Attended Captains meeting, OPS meeting and Board meeting.
East Battalion- A Shift Battalion Chief Jason Ellison • Significant Incidents o Nothing to report.
41 • Projects/Events/Meetings/Training o Multi Company drills. o Probationary AO testing. o Participated in three Operation Santa parades. o Rotary Christmas giving breakfast with E301. o Water Rescue budget and personal meetings. o Attended ICS 300\400 class. o Worked on grant; low water boat grant funding.
East Battalion- B Shift Battalion Chief Brian Rooney • Significant Incidents o Structure fire- 22008 SE Edward Dr. A residential fire was reported, based on dispatch information the response was upgraded to a full alarm. Crews arrived to find a well involved fire from the garage area of 2 story home. Crews gained control of the fire and prevented the spread to the rest of the home. Hoarder-like conditions and multiple “remodels” made search and fire control more difficult. Crews performed exceptionally well without injuries.
• Projects/Events/Meetings/Training o Target Solutions Training- EMS, Munis, Fire Operations. o 12/10 attended the monthly Operations meeting. o 12/11 attended the weekly Senior Staff Meeting. o Worked on FRP program. o Worked with Fleet on BC vehicle PLL and updates. o Crew visits and training. o Wellness Testing. East Battalion- C Shift Battalion Chief Scott Carmony • Significant Incidents o Nothing to report. • Projects/Events/Meetings/Training o Nothing to report.
South Battalion- A Shift Battalion Chief Brian Burke • Significant Incidents December 18th – Garage Fire – Oregon City – Fire in detached garage. o th o December 18 – Structure Fire – Oregon City – Fire in duplex. E315 got a quick knock down on the fire to it from spreading to the rest of the structure th o December 24 – House Fire – Gladstone – Assisted Gladstone Fire and BC303 on a fire inside a residence.
• Projects/Events/Meetings/Training o Assisted with Operation Santa.
42 South Battalion- B Shift Battalion Chief Jonathan Scheirman • Significant Incidents th th o December 14 Mutual Aid Residential Fire with Canby Fire at 13 and Molino Rd. The home was a known vacant structure that was fully involved when crews arrived. We provided an Engine, Water Tender, BC, and cover Engine for Canby Fire.
• Projects/Events/Meetings/Training o Attended a Safety Officer meeting at DPSST for State IMT. o Attended the Op Santa parade in Station 2’s FMZ. o Preformed a Probationary AO Evaluation. o Made station visits with Operational updates. o I was off the second half of the month on vacation.
South Battalion- C Shift Battalion Chief Oscar Ramos • Significant Incidents o Nothing to report. • Projects/Events/Meetings/Training o Attended monthly Operational Staff meeting and conveyed information to all “C” shift south Battalion crews. o Finished Station/apparatus audits for the year. o Attended the Operation Santa parade. o Visited retired District employee in the hospital. o Worked on two separate personnel issues. o Attended District Board meeting. o Worked on personnel movements with upcoming promotions and probationary moves. o Prepared IAP for upcoming rain event. o Enjoyed last shifts prior to retirement and beginning work-back. o Happy New Year!
43 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Battalion Chief John Hopkins Re: Emergency Services Division Monthly Report - December 2018
• Significant Incidents o None to report.
• Projects/Events/Meetings/Training o Continued development of District action plan for a new tone out systems. o Communications with C-COM on various items. o Assisted with Callboard/Telestaff questions and concerns; provided direction. o Various station visits. o Attended Senior Staff meetings. o Made contact with citizens concerning questions received via website. o Reviewed several policies, making revisions as needed. o Attended the Operations meeting. o Attended the Safety Committee meeting. o Attended Chief Weninger’s Retirement. o Assisted Port of Portland with Lieutenant testing. o Attended the Estacada IGA meeting. o Attended the Training Center architect meeting. o Reviewed injury reporting. o Worked various Battalion Chief Shifts during the month. o Meeting with DC Conway regarding training division. o Meeting with BC Smith regarding training division.
Respectfully submitted,
Battalion Chief John Hopkins
44 Clackamas Fire Dist. #1 Emergency Services Report December 2018
Other Pub Asst Rupt/Exp/Other 10% Hazard 0% 0% Cond. Incident Type Data 6% EMS 1302 False 62
Good Int Fire 30 Fire 9% Good Int 174 2% Hazard Cond. 101 EMS False 70% Other 0 3% Pub Asst 193 Rupt/Exp/Weather 0 Grand Total 1862
Year to Date
Incident Type 2016 2017 2018
EMS 15339 15775 15634 False 801 913 857 Fire 479 603 581 Good Int 2011 2186 2060 Hazard Cond. 1459 1472 1050 Other 677 Pub Asst 2332 2619 2337 Rupt/Exp/Weather 4113 Grand Total 22431 23586 22529 Mutual Aid Given Incident Not Included
Total Incidents by Month 2500
2000
1500
1000
500
0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec CFD 2018 1923 1692 1744 1752 1906 1960 2096 2073 1834 1940 1747 1862 CFD 2017 2268 1760 1855 1953 2015 1877 2039 2153 1989 1892 1821 1964
45 December 2018 Incident Summary EMS Total: 1302
EMS/Rescue (Full Chart) 573
Medical assist, assist EMS crew 543
EMS (emergency medical call),Rescue, other 141
Vehicle accident with injuries 26
Emergency medical service (EMS) 14
Emergency medical service, other 3
Motor vehicle/pedestrian accident (MV Ped) 2
False Alarm Total: 62
False Alarm, Testing/Malfunction of System, other 17 False Fire/Medical Alarm, other 9 Medical alarm ‐ False alarm ‐ unintentional 8 Smoke detector activation due to malfunction 7 Alarm system sounded, no fire ‐ unintentional 4 CO detector activation due to malfunction 4 Smoke detector activation, no fire ‐ unintentional 3 System malfunction, other 2 Alarm system sounded due to malfunction 2 Extinguishing system activation due to malfunction 1 Carbon monoxide detector activation, no CO 1 Malicious, mischievous false call, other 1 Sprinkler activation due to malfunction or failure 1 Unintentional transmission of alarm, other 1 Detector activation, no fire ‐ unintentional 1
Weather/Rupture/Explosion/Other Total: 0
Fire Total: 30 Building Fire 7 Passenger vehicle fire 6 Cooking Fire, Confined to Container 5 OUTSIDE rubbish fire, other 4 OUTSIDE rubbish, trash or waste fire 4 Barkdust fire 1 Special outside fire, other 1 OUTSIDE Dumpster or other trash receptacle fire 1 Chimney of Fuel Fire, Confined to Chimney or Flue 1
46 Good Intent Total: 174
No incident found on arrival at dispatch address 47 False Alarm Incident Dispatched & Canceled En Route 40 EMS Incident Dispatched & Canceled En Route 36 Smoke scare, odor of smoke, not steam (652) 21 EMS call, party transported by non‐fire agency 7 Steam, other gas mistaken for smoke, other 5 Other Type Incident Dispatched & Canceled En Route 5 Authorized controlled burning 3 Fire Incident Dispatched & Canceled En Route 3 Hazmat release investigation w/ no hazmat condition… 2 Hazardous Cond. Incident Dispatched & Canceled En Route 2 Smoke from barbecue, tar kettle (no hostile fire) 1 Prescribed fire 1 Good intent call, other 1
Hazardous Condition Total: 101
Accident, potential accident, other (NON‐Inj. MVA) 74 Power line down 9 Vehicle accident, general cleanup 6 Carbon monoxide incident 3 Attempted burning, illegal action, other 2 Gas leak (natural gas or LPG) 2 Downed tree 1 Heat from short circuit (wiring), defective/worn… 1 Oil or other combustible liquid spill (Class II or III) 1 Overheated motor or wiring 1 Arcing, shorted electrical equipment 1
Public Assists Total: 193
Assist invalid 58 Police matter 39 Public service 25 Unauthorized burning 17 Smoke or odor problem/removal 13 Public service assistance, other 13 Water problem, other 8 Assist police or other governmental agency 8 Community Paramedicine 6 Water or steam leak 2 Person in distress, other 2 Ring or jewelry removal 1 Animal problem 1 47 Mutual Aid Given to Mutual Aid Received by Agency *Does not include: canceled en-route, canceled on-scene or did not respond. 90 74 79
69
56 2018 YEAR TO DATE Given, Given, Given, 35 Received,
30
Received, 31 31
23
21
9 8
Received,
5 4 4
Given, Given,
11 Received, 1 1
4 Given,
2 Given,
0
Given, Received, Received, Received, Received, Received, Given, Given, Received, Received, Given,
CANBY COLTON ESTACADA GLADSTONE GRESHAM HOODLAND LAKE OSWEGO MOLALLA PORTLAND SANDY TVFR 10 8
7
5
DECEMBER 2018 5 Given,
3
Given, 2 Received,
1
Received, Given, 0 0 0 0 0 0
1 1 1 1
0 0 0 0 Received,
Received, Received, Given, Given, Given, Given, Received, Received, Received, Received, Received, Received, Given, Given, Given, Given,
CANBY COLTON ESTACADA GLADSTONE GRESHAM HOODLAND LAKE MOLALLA PORTLAND SANDY TVFR OSWEGO
14 December 12 Apparatus Provided Manpower
10
5 5
1 3 1 11 0 00000 2 0 1 0 Canby Colton Estacada Gladstone Gresham Hoodland Lake Oswego Molalla Portland Sandy TVFR0
48 Mutual Aid Given - Apparatus Overview December 2018
Agency Apparatus Apparatus Action Responses Canby M316 Provide advanced life support (ALS) 1 Canby Total 1 Estacada T308 Rescue, remove from harm 1 HR305 Rescue, remove from harm 1 E319 Investigate 1 E314 Assistance, other 1 E318 Provide advanced life support (ALS) 2 (blank) 1 BC301 Assistance, other 1 BR318 Assistance, other 1 Provide manpower 1 Estacada Total 10 Gladstone M303 Transport person 1 M316 Provide advanced life support (ALS) 1 Transport person 3 T308 (blank) 1 HR305 (blank) 1 E309 (blank) 1 E303 Backup team 1 BC303 (blank) 1 E301 (blank) 1 E304 Fire Attack 1 BC302 Incident command 1 FM311 Assistance, other 1 Gladstone Total 14 Hoodland E314 Fill-in or moveup 1 Hoodland Total 1 Molalla M316 Transport person 1 Molalla Total 1 Portland T302 Remove water 1 Portland Total 1 Sandy E314 Assist lift patient 1 Assistance, other 1 Provide advanced life support (ALS) 1 E318 Assist physically disabled 1 (blank) 1 Sandy Total 5 Grand Total 33
49 Incident Types by FMZ December 2018
Incident Incident Incident Incident Type Total Incident Type Total Incident Type Total Station Station Station S1 EMS 178 S8 EMS 48 S16 EMS 118 False 3 False 12 False 8 Fire 2 Fire 2 Fire 1 Good Int 17 Good Int 11 Good Int 22 Hazard Condition 10 Hazard Condition 8 Hazard Condition 4 Pub Asst 26 Pub Asst 12 Pub Asst 16 S1 Total 236 S8 Total 93 S16 Total 169 S2 EMS 88 S9 EMS 21 S17 EMS 44 False 5 False 4 False 1 Fire 1 Good Int 4 Fire 1 Good Int 18 Hazard Condition 3 Good Int 4 Hazard Condition 4 Pub Asst 6 Hazard Condition 2 Pub Asst 17 S9 Total 38 Pub Asst 16 S2 Total 133 S10 EMS 28 S17 Total 68 S3 EMS 267 False 1 S18 EMS 10 False 11 Fire 1 Good Int 2 Fire 3 Good Int 4 Hazard Condition 3 Good Int 29 Hazard Condition 2 Pub Asst 1 Hazard Condition 11 Pub Asst 3 S18 Total 16 Pub Asst 31 S10 Total 39 S19 EMS 27 S3 Total 352 S11 EMS 10 False 1 S4 EMS 116 Fire 1 Fire 1 False 5 Good Int 2 Good Int 7 Fire 4 Hazard Condition 6 Hazard Condition 9 Good Int 11 Pub Asst 1 Pub Asst 3 Hazard Condition 8 S11 Total 20 S19 Total 48 Pub Asst 16 S12 EMS 1 EMS Pub Asst 6 S4 Total 160 False 1 EMS Total 6 S5 EMS 100 S12 Total 2 Grand Total 1862 False 1 S13 EMS 1 Fire 3 S13 Total 1 Good Int 17 S14 EMS 42 Hazard Condition 9 False 1 Pub Asst 11 Good Int 7 S5 Total 141 Hazard Condition 9 S6 EMS 47 Pub Asst 8 False 3 S14 Total 67 Fire 3 S15 EMS 131 Good Int 3 False 4 Hazard Condition 3 Fire 7 Pub Asst 8 Good Int 14 S6 Total 67 Hazard Condition 6 S7 EMS 25 Pub Asst 8 False 1 S15 Total 170 Good Int 2 Hazard Condition 4 Pub Asst 4 S7 Total 36
50 Incident Count by FMZ December 2018
400 352 350 300 250 236 200 160 169 170 141 150 133 93 100 67 67 68 36 38 39 48 50 16 20 1 2 6 0 S13S12EMSS18S11S7S9S10S19S6S14S17S8S2S5S4S16S15S1S3
Year to Date
4000 3779 3500 2949 3000 2500 1890 1995 2000 1764 1856 1547 1304 1500 1125 1000 740 762 541 583 382 425 488 500 238 29 34 46 52 0 S13 S20 S12 EMS S18 S11 S7 S9 S10 S19 S14 S17 S6 S8 S5 S4 S2 S16 S15 S1 S3
51 Apparatus Response by Station and Incident Type (Including Mutual Aid Given) December 2018
Unit Station Unit ID Incident Type Total
BC1 BC301 EMS 5 Good Int 2 Pub Asst 2 Fire 4 HazMat 5 BC301 Total 18 BC1 Total 18 BC2 BC302 EMS 9 False 1 Good Int 7 Pub Asst 4 Fire 14 HazMat 3 BC302 Total 38 BC2 Total 38 BC3 BC303 EMS 5 False 1 Good Int 7 Pub Asst 2 Fire 11 BC303 Total 26 BC3 Total 26 S1 E301 EMS 187 False 3 Good Int 18 Pub Asst 28 Fire 9 HazMat 10 E301 Total 255 S1 Total 255 S2 T302 EMS 94 False 4 Good Int 24 Pub Asst 19 Fire 6 HazMat 5 T302 Total 152 S2 Total 152 S3 M303 EMS 247 False 2 Good Int 13 Pub Asst 15 Fire 4 HazMat 6 M303 Total 287
52 Unit Station Unit ID Incident Type Total
S3 Continued E303 EMS 78 False 10 Good Int 19 Pub Asst 20 Fire 6 HazMat 11 E303 Total 144 HM303 EMS 2 HM303 Total 2 S3 Total 433 S4 E304 EMS 128 False 7 Good Int 18 Pub Asst 17 Fire 10 HazMat 10 E304 Total 190 S4 Total 190 S5 HR305 EMS 115 False 4 Good Int 27 Pub Asst 17 Fire 14 HazMat 13 HR305 Total 190 S5 Total 190 S6 E306 EMS 50 False 3 Good Int 5 Pub Asst 10 Fire 4 HazMat 4 E306 Total 76 S6 Total 76 S7 E307 EMS 34 False 1 Good Int 8 Pub Asst 7 Fire 1 HazMat 4 E307 Total 55 S7 Total 55 S8 T308 EMS 54 False 11 Good Int 14 Pub Asst 10 Fire 9 HazMat 11 T308 Total 109 WR308 Pub Asst 2 WR308 Total 2 S8 Total 111
53 Unit Station Unit ID Incident Type Total
S9 IE309 Good Int 1 Fire 1 IE309 Total 2 E309 EMS 25 False 6 Good Int 7 Pub Asst 4 Fire 3 HazMat 3 E309 Total 48 S9 Total 50 S10 E310 EMS 31 False 1 Good Int 4 Pub Asst 3 Fire 1 E310 Total 40 S10 Total 40 S11 E311 EMS 17 False 1 Good Int 3 Pub Asst 4 HazMat 9 E311 Total 34 BR311 Good Int 1 BR311 Total 1 S11 Total 35 S12 BR312 EMS 2 False 1 Good Int 1 HazMat 2 BR312 Total 6 S12 Total 6 S13 BR313 EMS 6 BR313 Total 6 S13 Total 6 S14 E314 EMS 49 False 2 Good Int 9 Pub Asst 9 Fire 3 HazMat 10 E314 Total 82 IE314 EMS 1 IE314 Total 1 S14 Total 83
54 Unit Station Unit ID Incident Type Total
S15 E315 EMS 64 False 6 Good Int 18 Pub Asst 9 Fire 11 HazMat 6 E315 Total 114 S15 Total 114 S16 M316 EMS 124 False 1 Good Int 8 Pub Asst 10 Fire 2 HazMat 2 M316 Total 147 T316 EMS 114 False 9 Good Int 23 Pub Asst 20 Fire 6 HazMat 4 T316 Total 176 S16 Total 323 S17 E317 EMS 44 False 2 Good Int 8 Pub Asst 16 Fire 4 HazMat 2 E317 Total 76 S17 Total 76 S18 WT318 False 1 WT318 Total 1 E318 EMS 13 False 1 Good Int 2 Pub Asst 1 Fire 1 HazMat 1 E318 Total 19 BR318 EMS 11 Good Int 4 Pub Asst 1 Fire 1 HazMat 4 BR318 Total 21 S18 Total 41
55 Unit Station Unit ID Incident Type Total
S19 E319 EMS 31 False 1 Good Int 9 Pub Asst 3 Fire 2 HazMat 10 E319 Total 56 S19 Total 56 (blank) FM303 Fire 2 FM303 Total 2 FM311 Fire 4 FM311 Total 4 C304 Fire 1 C304 Total 1 RH308 Fire 1 RH308 Total 1 FM309 Fire 1 FM309 Total 1 FM310 Fire 4 FM310 Total 4 (blank) Total 13 EMS EMS303 EMS 1 Pub Asst 6 EMS303 Total 7 C316 EMS 1 C316 Total 1 EMS Total 8 Grand Total 2395
56 Incident Response by Apparatus (Including Mutual Aid Given) December 2018
350
300 287 255 250
190 190 200 176 152 147 144 150 114 109 100 82 76 76 56 55 48 50 40 38 34 26 21 19 18 0 M303 E301 HR305 E304 T316 T302 M316 E303 E315 T308 E314 E306 E317 E319 E307 E309 E310 BC302 E311 BC303 BR318 E318 BC301
8 7 7 66 6
5 44 4
3 2222 2 1111111 1
0 EMS303 BR313 BR312 FM311 FM310 IE309 FM303 WR308 HM303 IE314 WT318 BR311 RH308 C304 C316 FM309
57 Incident Response by Apparatus (Including Mutual Aid Given) Year to Date 2018
3500 3130 3000 2839
2500 2047 2142 2157 1849 2000 1775 1513 1349 1500 1180 1206 975 813 963 1000 630 643 654 375 387 478 517 500 173 203 1 21 28 55 66 81 0
300 254 250
200
150
100 80 47 50 26 31 35 14 16 19 25 1112 3 5 7 9 11 0 CH306 WT324 CH302 WT313 RH314 E312 WT318 WT314 WT311 RH302 WT312 E313 WT310 RH308 BR310 BR311 BR312 BR313 BR318
47 25 22 50 21 39 20 17 17 40 30 15 12 13 10 10 20 10 7 6 9 44 5 3 10 11111122 1 2 0 0 C304 PIO301 TRN303 C301 TRN305 EMS302 EMS301 TRN301 C314 FM304 C303 FM302 FM307 FM305 C306 FM306 FM310 C316 FM309 FM303 FM311
58 Significant Incidents by Station Dec-2018 With 4 or More Apparatus Station Incident Address Alarm Date Incident Type Apparatus Apparatus Action Taken FMZ Number S3 14317 SE Rupert Dr 01800353 12/11/2018 19:21 Cooking Fire, Confined to Container T302 Fire Attack E301 Search E304 Fire Attack BC302 Incident command 14317 SE Rupert Dr Total S3 Total S4 8132 SE Lake Rd 01800371 12/28/2018 16:39 Cooking Fire, Confined to Container M303 (blank) T308 Ventilate HR305 Search E306 Cancelled at Scene T302 Search E303 (blank) E301 Investigate E304 Investigate BC302 Incident command 8132 SE Lake Rd Total 8360 SE Carnation St 01800359 12/17/2018 12:08 Building Fire M303 Salvage & overhaul HR305 Ventilate T302 Fire Attack E303 Salvage & overhaul BC303 Assistance, other E301 Backup team E304 Fire Attack BC302 Incident command FM303 FMO Investigation FM310 FMO Investigation FM311 FMO Investigation 8360 SE Carnation St Total S4 Total S8 10077 SE Brandeis St 01800358 12/16/2018 12:52 Building Fire T308 Extinguish HR305 Cancelled at Scene BC303 Cancelled at Scene E301 Cancelled at Scene E304 Cancelled at Scene BC301 Incident command 10077 SE Brandeis St Total 12787 SE Almond Ct 01800368 12/25/2018 18:37 Smoke or odor problem/removal T308 Investigate HR305 Cancelled at Scene E306 Incident command BC302 Cancelled at Scene 12787 SE Almond Ct Total S8 Total S13 On SE Lani Ln at SE 212 Hwy 01800355 12/12/2018 21:08 Vehicle accident with injuries E319 Assistance, other E314 Provide advanced life support (ALS) AMR277 Transport person BC301 Incident command BR318 Control traffic On SE Lani Ln at SE 212 Hwy Total S14 Total S15 1801 Clackamette Dr 01800353 12/11/2018 12:33 Assist police or other governmental agency M316 Cancelled at Scene E315 Investigate AMR267 (blank) WR308 Provide manpower 1801 Clackamette Dr Total 606 SE 4th Ave 01800360 12/18/2018 11:23 Building Fire M303 Cancelled at Scene E315 Fire Attack T316 Provide manpower E317 Incident command BC302 Incident command FM310 FMO Investigation FM311 FMO Investigation 606 SE 4th Ave Total 1213 4th St 01800361 12/18/2018 18:32 Building Fire M316 Provide first aid & check for injuries E315 Fire Attack Salvage & overhaul E309 Salvage & overhaul BC303 Incident command T316 Salvage & overhaul E317 Backup team BC302 Incident command FM310 FMO Investigation 1213 4th St Total S15 Total S17 19416 Hazel Grove Dr 01800350 12/8/2018 8:06 Smoke or odor problem/removal E315 Assistance, other BC303 Cancelled at Scene T316 Cancelled at Scene E317 Investigate 19416 Hazel Grove Dr Total S17 Total S18 37000 SE Wildcat Mountain Dr 01800344 12/3/2018 9:24 Vehicle accident with injuries BC303 Cancelled at Scene AMR261 Provide advanced life support (ALS) E318 Incident command BC301 Assistance, other E371 Cancelled at Scene 37000 SE Wildcat Mountain Dr Total S18 Total
59 Station Incident Address Alarm Date Incident Type Apparatus Apparatus Action Taken FMZ Number S19 22008 SE Edward Dr 01800352 12/10/2018 14:02 Building Fire M303 Provide manpower T308 Ventilate E315 Provide manpower HR305 Fire, other E307 Provide manpower E319 Fire Attack BC302 Cancelled at Scene E314 Assistance, other FM303 FMO Investigation FM311 FMO Investigation FM309 FMO Investigation E318 Cancelled at Scene BC301 Provide manpower C304 Provide manpower 22008 SE Edward Dr Total S19 Total
60 R-1c.4 Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Training Chief Keith Smith Re: Training Division Monthly Report – December 2018
Training Chief Keith Smith • Lt. Promotional Exam (40 hrs.).
• Firefighter Testing (20 hrs.).
• Attended senior staff meetings.
• Attended Ops Meeting.
• Training Staff Meetings. Planning upcoming testing and training.
• Schools and Conferences Management.
• HR Testing Management: Finalizing Lt test/FF Test (12 hrs.).
• TC Remodel planning (4 hrs.).
South Battalion Training Officer Sean Brown • Weekly Training Staff meetings.
• Lunch with Bud’s Towing.
• Probationary AO Task Book Revamp.
• Evaluator at Canby/Woodburn captain’s promotional test.
• Apparatus Operator Mentor Meeting.
• NAFT I300 class.
• CPR class for Sabin School.
61 North Battalion Training Officer Scott Walker • Instructed with the instructor cadre for Low Pitch Ventilation at the Volunteer Academy.
• Assisted with hose training weekend at the Volunteer Academy.
• Preparations for Academy 19-01 are underway.
• Attended ICS 300 and ICS 400 Classes.
• Produced 17 Jones and Bartlett quizzes for the Volunteer Academy.
• Produced 1 Jones and Bartlett Mid-term Exam for the Volunteer Academy.
• Reviewed probationary items for the Lieutenants and Captains set to end probation on the 8th of January 2019.
East Battalion Training Officer Mark Webster
• AVIDS content development.
• End of year Target Solutions.
• 2019 drill planning for Volunteers.
• Administrative development for Volunteer Academy 2019.
Academy Coordinator Steve Sakaguchi • Steve was unavailable to report due to vacation. January 3rd was his first day back and last day in the Training Division. During the month of December, he spent most of his time transferring all Academy information to ATO Walker.
• On behalf of the Training Division, I would like to thank Steve for his commitment to our Academy Program. He has done an outstanding job providing much needed and desired consistency. He will be leaving us with a lasting academy model. We thank him for his service to the Training Division and wish him the best in the future.
Respectfully submitted,
Training Chief Keith Smith
62 R-1c.5
Emergency Services
Emergency Services Division
To: Chief Fred Charlton and the Board of Directors From: Volunteer Services Chief Steve Deters Re: Volunteer Services Division Monthly Report – December 2018
The following report is a breakdown of Volunteer activity in training and scheduled public events.
Fire Training Drills in the month of December are suspended.
EMS Training Drills in the month of December are suspended.
In December, the Volunteer group participated in the following events/meetings
• 12/01/2018 Ops Santa Parade - Station 3 • 12/02/2018 Boring Candle Lighting – Santa Delivery • 12/02/2018 Ops Santa Parade – Station 1 • 12/03/2018 Ops Santa Parade – Station 4 • 12/03/2018 Ops Santa Sign Placement • 12/05/2018 Ops Santa Parade – Station 14 • 12/05/2018 Ops Santa Sign Placement • 12/05/2018 Live Fire Demo – Prevention Side by Side Fire Demo • 12/05/2018 Ops Santa Parade - Station 19 • 12/06/2018 Ops Santa Parade – Station 8 • 12/07/2018 Ops Santa Parade – Station 6 – Night 1 • 12/08/2018 Ops Santa Parade – Station 6 – Night 2 • 12/09/2018 Ops Santa Parade – Station 7 • 12/10/2018 Ops Santa Barrel Pickup • 12/11/2018 Ops Santa Barrel Pickup • 12/15/2018 Ops Santa Food Boxes & Toys Pickup Day • 12/15/2018 Barton Store Christmas Santa Delivery
Recruitment • Recruit Academy 18-01 • Skills evaluations – Operation Santa parades and pick up days.
63 Explorers December Drills focused on: • Entry Level Testing • Operation Santa Events
Public-Relations • Operation Santa
Station Coverage The following is a breakdown per station that had a Duty Shift: • Stn.12 - 18/31 • Stn.13 – 8/31 • Stn.18 – 30/31 • Rehab/Water Tender Group – 27/31
Respectfully submitted,
Volunteer Services Chief Steve Deters
64 CORRESPONDENCE
C-1 Thank you Re: Alice Carlson submitted a recommendation via Facebook, thanking the department for our service throughout the county.
C-2 Thank you Re: Christine Karam submitted a thank you via Facebook reporting the kids were so happy when the Operation Santa Claus parade stopped by their driveway.
C-3 Thank you Re: Kileyross on Instagram shared that they look forward to the tradition of the Operation Santa Claus parade every year.
C-4 Thank you Re: Thank you posts about Operation Santa Claus parades from two citizens as well as the City of Happy Valley via Facebook.
C-5 Thank you Re: Thomas Joseph recommends Clackamas Fire via Facebook.
C-6 Thank you Re: Katy Beltrami and family thanking Clackamas Fire for coming to Northern California to help with the wildfires.
C-7 Thank you Re: Community member thanking Clackamas Fire Station 8 crew for responding to their home three times in 2018. C-1 C-2
C-3 C-4 C-5
C-6
C-7 INFORMATIONAL ITEMS
I-1 Abandoned House Catches Fire in Canby - Canby Harold
I-2 Rod Hill on the Job: Reporter’s Notebook - KGW I-1 Canby Herald
Abandoned house catches fire in Canby Firefighters find house ablaze near Mulino Road and 13th Avenue on Friday, Dec. 14. Author: Zane Sparling Published: Saturday, December 15, 2018
Canby crews battled a Friday night blaze that sparked inside an abandoned house. Canby Fire dispatched to the "fully involved" fire around 9:27 p.m. on Friday, Dec. 14, according to a news release. The 1,600-square-foot home is located at the corner of Mulino Road and 13th Avenue. "There was no one living in the home but there was a report of squatters being there in the past," a fire spokesperson noted. Crews from Canby, Colton and Clackamas responded to put out the blaze, and had to haul in water using tenders because the home is located outside city limits. The cause of the fire remains under investigation.
Source: https://pamplinmedia.com/cby/147-news/414837-316619-abandoned-house-catches-fire-in-canby- I-2 KGW8 “Sunrise” at 5AM
Rod On The Job: Reporter's Notebook Meteorologist Rod Hill tackles firefighting, the FBI and flipping burgers at McDonald's!
Author: KGW Staff Published: 6:09 AM PST December 14, 2018 Updated: 9:17 AM PST December 14, 2018
KGW Meteorologist Rod Hill has been going out to the community over the past few months, learning how to do YOUR job! If you have any ideas about where we should send Rod next, email mykgw@kgw.com.
• At Clackamas Fire, Rod put out a car fire, learned how to drive the rig and even used the "jaws of life" to open up a car!