BOARD OF DIRECTORS MEETING AGENDA TVF&R Command and Business Operations Center 11945 SW 70th Avenue, Tigard, Oregon Tuesday, June 25, 2019 6:00 P.M.
REGULAR SESSION
I. CALL TO ORDER
II. CONSENT AGENDA * The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Board President will indicate when it will be discussed in the regular agenda.
A. Approval Regular Board Meeting Minutes (May 21, 2019) 5 B. Approval Regular Board Meeting Minutes (June 12, 2019) 12 C. Washington County Emergency Medical Services Alliance Intergovernmental 14 Agreement
III. RECOGNITION A. Popular Annual Financial Report Award 19
IV. CITIZEN PARTICIPATION
V. STAFF PRESENTATION
VI. FINANCE REPORT A. Finance Report (May 2019) – Tim Collier 24 B. Capital Project Expenditure Summary – Tim Collier 29
VII. CORRESPONDENCE 32
VIII. OLD BUSINESS A. Ordinance 2019-01 To Adopt the 2019-20 Master Fee Schedule Second Reading – 37 Claire Havener *
IX. NEW BUSINESS A. Intergovernmental Agreement: for Regional Self-Contained Breathing Apparatus 50 Grant – Eric Wicks* B. Resolution 2019-03 to Adopt 2019-20 Budget and Authorize Appropriations – 64 Debra Grabler *
C. Resolution 2019-04 to Levy and Categorize Taxes – Debra Grabler * 69 D. Purchase and Sale Agreement: Station 63 – Mark Havener * 71 E. Standards of Cover – Laura Hitt * 75
X. CHIEF’S REPORT 79 A. Capital Project Update 80 B. Legislative Update C. EMS Update D. Fourth of July Preparedness E. Events . Community Events . Chief Duyck Retirement Open House – June 27, 10:00 a.m. . Transfer of Command – July 1, 3:00 p.m.
XI. DIRECTORS’ REPORT
XII. ITEMS NOT LISTED ON THE AGENDA
EXECUTIVE SESSION
Pursuant to ORS 192.660(4), representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session as previously announced.
* Requires Action
CALL TO ORDER
3
CONSENT AGENDA
4 Tualatin Valley Fire and Rescue Board of Directors Meeting Minutes Tuesday, May 21, 2019 TVF&R Command and Business Operations Center 11945 SW 70th Avenue, Tigard, OR 97223
ATTENDANCE
Board Members: Clark Balfour, Brian Clopton, Gordon Hovies, Randy Lauer, and Bob Wyffels
Others present: Tim Collier, Mike Duyck, Patrick Fale, Steve Forster, Kenny Frentress, Les Hallman, Mark Havener, Laura Hitt, Greg Ladrow, Ashley Naught, Trace Richard, Lucy Shipley, Cassandra Ulven, Brent VanKeulen, and Deric Weiss – TVF&R; Bob Blackmore – Attorney
EXECUTIVE SESSION
CALL TO ORDER President Balfour called the executive session to order at 5:10 p.m.
Director Clopton arrived at 5:50 p.m.
ADJOURNMENT
President Balfour adjourned executive session at 6:02 p.m.
REGULAR SESSION
CALL TO ORDER President Balfour called the regular meeting to order at 6:04 p.m.
CONSENT AGENDA
Director Wyffels moved, seconded by Director Clopton, to approve the consent agenda. Motion carried unanimously.
RECOGNITION
None.
CITIZEN PARTICIPATION
None.
5 Board of Directors Meeting May 21, 2019 Page | 2
STAFF PRESENTATION
Compliance and Plan Review. Fire Marshal Steve Forster presented on proposed changes to the master fee schedule. He reported that:
. Currently, the District only has fees for fireworks retail sales permits, and no other fire marshal-related service fees. . Staff is proposing fees for delinquent fire code violations. . TVF&R would impose fees on the third reinspection for the same issue. . Most departments impose fees on the second inspection. . Staff also recommends fees for fire and life safety permit fees. . Cannabis extraction facility approvals, LPG tanks, aboveground fuel tanks, and exterior toxic gases and hazardous material plan reviews would be subject to fees.
Discussion ensued regarding the fees, and if there would be an option to exempt certain cases from the fees. Fire Marshal Forster confirmed that there would be a possibility of a waiver from fees. There is also an appeals process. Discussion was had on how often inspections take place and what triggers them.
FINANCE REPORT
Finance Report (April 2019). Chief Financial Officer Tim Collier reviewed the finance report for the period ending April 30, 2019. He reported that:
. Everything is tracking with prior years, and on track for where staff expects it to be on revenues and personnel. . Payroll and full-time employee count are where staff expects them to be. . Materials and services are on budget. . Ending fund balance is also on track for this time of year. . Uncollected conflagration fees are in the process of being collected.
Capital Project Expenditure Summary. CFO Collier said there is no significant activity to report. About $14,000 for Station 39 and $80,000 for the Logistics Service Center.
CORRESPONDENCE
Noted.
OLD BUSINESS
Civil Service Commissioner Appointment: Jake Gartland. President Balfour asked that this item be moved to be discussed after item IX. F.
6 Board of Directors Meeting May 21, 2019 Page | 3
NEW BUSINESS
Apparatus Purchase: Medic Unit. Assistant Chief Mark Havener said the District plans to purchase one Ford F450 cab and chassis with Braun NW Type 1 Medic Module to provide advanced life support and emergency medical ambulance service to the public. The District is utilizing a Houston Galveston Area Council cooperative contract, number AM10-18, awarded to Braun Northwest to purchase the medic.
Director Wyffels moved, seconded by Director Hovies, to approve the Fire Chief or his designee to enter into a purchase contract with Braun Northwest for the proposed medic unit for $203,479. Motion carried unanimously.
Logistics Service Center Construction Contract Guaranteed Maximum Price Phase 1: Seismic Upgrade. Chief Havener said on December 18, 2018, the Board awarded a contract to Emerick Construction for the design-build/developer-led alternative contracting method to create the Logistics Service Center. The new Logistics Service Center is for Fleet, Supply, Facilities, and Communications. The design-build contract includes the architectural firm working directly with Emerick Construction and is intended to achieve a finalized design and construction schematics to develop a guaranteed maximum price (GMP) for the construction services necessary. This phase 1 GMP amendment represents the maximum price that TVF&R will pay for the seismic upgrade package for the Logistics Service Center. The actual cost may be less if the subcontractor bids, which are publicly solicited, are less than the subcontractor estimates in the GMP.
Director Hovies moved, seconded by Director Clopton, to authorize the Fire Chief or his designee to issue the guaranteed maximum price amendment phase 1: seismic upgrade to Emerick Construction Company for $2,348,854. Motion carried unanimously.
Budget Committee Member Reappointments: Michael Mudrow and Mike Smith. CFO Collier said Michael Mudrow and Mike Smith’s Budget Committee terms end on June 30, 2019. They would both like to continue service to the District. Staff recommends they be appointed for another three-year term, ending on June 30, 2022.
Director Lauer moved, seconded by Director Hovies, to reappoint Michael Mudrow and Michael Smith to the Tualatin Valley Fire & Rescue Budget Committee with terms expiring on June 30, 2022. Motion carried unanimously.
Ordinance 2019-01 To Adopt the 2019-20 Master Fee Schedule – First Reading. CFO Collier said TVF&R desires to present all fees that reasonably could be charged to the public in one document. This approval will authorize the District to recover certain fees for services in compliance with Oregon law. Adopting Ordinance 2019-01 will repeal Ordinance 2018-01, which was adopted on June 26, 2018.
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NEW BUSINESS (continued)
President Balfour asked if there was anyone in the audience who would like to address the Board on the ordinance. No public testimony was provided.
Director Clopton moved, seconded by Director Hovies, to approve the first reading of Ordinance 2019-01 to Adopt the Master Fee Schedule for 2019-20 by title only. Motion carried unanimously.
Ashley Naught gave the first reading of Ordinance 2019-01 To Adopt the 2019-20 Master Fee Schedule by title only.
Resolution 2019-02 To Approve Budget Transfers. CFO Collier said a budget transfer of $145,000 for conflagration deployments and for accrual payments made for retirements in the Fire Chief’s Office, and a budget transfer of $89,832 is requested for additional medical hours requested by Occupational Health & Wellness to meet scheduling requests for employees and volunteers.
Director Hovies moved, seconded by Director Lauer, to approve Resolution 2019-02, To Approve Budget Transfers. Motion carried unanimously.
Ordinance 2019-02 To Adopt an Amended and Restate Civil Service System – First Reading. President Balfour said at the last Board meeting, the Board of Directors directed legal counsel to draft three possible ordinance options to bring back to the Board for consideration. Human Resources Director Shipley said after listening to the audio of last month’s meeting, she wanted to clarify what the Civil Service Commission does. She said the Civil Service Commission does not have a role in the selection of the District’s firefighters. The Commission mostly focuses on when an employee has an appeal or a candidate wishes to appeal. TVF&R’s Civil Service Commission does not act as a human resources department.
Legal Counsel Bob Blackmore walked the Board through the three ordinance options. Alternative number one has a residency requirement, with a safety valve for the District to appoint an external candidate if there is not a sufficient amount of applications received. Alternative number two has no language regarding residency requirement and no changes in the current civil service recruitment process. Alternative number three has no language regarding a residency requirement, but it contains strengthened language regarding advertising in order to obtain candidates.
The Board discussed the three ordinance options. Directors Lauer and Hovies felt that it is extremely important to get candidates from within the District, and only candidates from within the District should be considered and selected. Directors Wyffels and Clopton felt that candidates within the District should be explored first, but if they do not possess the proper skill set, candidates could be considered from outside the District. President Balfour said he feels being a Civil Service Commissioner is a technical
8 Board of Directors Meeting May 21, 2019 Page | 5
NEW BUSINESS (continued)
position, with a need for a human resources background and/or experience and requires a very skilled candidate. He would like to see the most qualified person selected for the position, regardless of where the candidate lives. The Board decided that they would like to see a new ordinance with a combination of the three options. President Balfour directed legal counsel to draft a new ordinance combining discussed terms and bring it back to the Board for first reading at a later date.
Civil Service Commissioner Appointment: Jake Gartland. Director Hovies said he felt this items should be tabled until an ordinance was adopted. President Balfour said the possible appointment of Jake Gartland had been tabled three or four times now, and he is concerned the District could lose him as a candidate. He asked if anyone from the Board doubted that Jake Gartland was a qualified candidate. Director Wyffels said he puts his trust in the staff that did the interviews and trusts the recommendation by staff, and would like to move forward with the individual. President Balfour said he had real concern over losing Jake Gartland as a qualified candidate and would like to make a motion.
Director Hovies said he would vote no at this time because there had not been a new ordinance adopted. Director Lauer said he would also vote no, as he felt an ordinance could be adopted and make Jake Gartland an ineligible candidate. Director Wyffels said he would vote for who he felt was best qualified, who is Jake Gartland.
President Balfour moved, seconded by Director Clopton, to appoint Jake Gartland to the Civil Service Commission with a term ending on February 28, 2023. Motion carried with aye votes by President Balfour and Directors Clopton and Wyffels. Nay votes given by Directors Hovies and Lauer.
Non-Union Salary Structure Adjustment. HR Director Shipley said the District will implement a 2.5 percent non-represented salary structure increase effective July 1, 2019, based on the overall review of the compensation program, market conditions, internal equity, and the District’s financial position. Actual step wage increases for each non- represented employee are based on employee performance, as outlined in the 2019-20 budget document under “Salary Administration.”
FIRE CHIEF’S REPORT
Capital Project Update. Assistant Chief Mark Havener said Station 39 site work continues. After approval of the earlier agenda item, the Logistics Service Center work will continue as well.
American Medical Response Contract Update. Chief Duyck said the contract the District had in place with American Medical Response (AMR) since 2014 expired May 1. The District was working with Clackamas County for a nine-month extension with AMR,
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FIRE CHIEF’S REPORT (continued)
but as of midnight May 1, they did not come to terms with AMR. TVF&R Medic Units 52 and 59 are no longer transporting in Clackamas County and no longer being recognized as part of the public-private partnership. Chief Duyck said he is hopeful they can come to terms.
Legislative Update. Chief Duyck and Assistant Chief Les Hallman provided an update on legislative activity. Chief Hallman said House Bill 2174 came out of the House with amendments, and TVF&R supports the amendments being made. House Bill 3099 authorized a city that was annexed into a county service district to petition the county board for withdrawal from the district. The bill is now in the Senate, with no additional hearings scheduled. House Bill 2007 is the diesel emissions bill, which could be problematic for the fire service, especially smaller departments with older apparatus. Senate Bill 1049, Public Employees Retirement System reform passed out of Joint Committee on Ways and Means earlier today. Labor plans to litigate this bill.
Budget Committee Meeting Recap. Chief Duyck said thank you to the Board for their participation in the Budget Committee Meeting. He said it was a successful and interesting meeting.
Events: . The Community Events report was distributed. . Budget Committee Meeting Reminder – May 16, 2019 at 6:00 p.m. . Meritorious Awards Reminder – June 1, 2019 at 10:30 a.m.
DIRECTOR’S REPORT
Director Hovies said he wanted to thank staff for preparing the budget document and all the work that went along with it. He also said good luck to the directors up for re-election and wished everyone a happy and safe Memorial Day weekend. Director Wyffels said he thought the Budget Committee meeting was excellent and a job well done on the document. Director Lauer concurred. President Balfour said he was gratified that Budget Committee members met with staff regarding the document. He thanked staff for their time and work on the presentation.
ITEMS NOT LISTED ON THE AGENDA
Legal Counsel Bob Blackmore advised the Board that U-Haul filed an appeal on Station 39 in the last hour.
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ADJOURNMENT
Director Wyffels moved, seconded by Director Lauer, to adjourn the regular Board meeting. Motion carried unanimously.
There being no further business to come before the Board, President Balfour adjourned the regular Board meeting at 7:44 p.m.
APPROVED on June 25, 2019
______Gordon L. Hovies, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught
11
Tualatin Valley Fire and Rescue Board of Directors Special Meeting Minutes Wednesday, June 12, 2019 TVF&R Command and Business Operations Center 11945 SW 70th Avenue, Tigard, OR 97223
ATTENDANCE
Board Members: Clark Balfour, Brian Clopton, Gordon Hovies, Randy Lauer, and Bob Wyffels
Others present: Ashley Naught and Deric Weiss – TVF&R; Bob Blackmore – Attorney
EXECUTIVE SESSION
CALL TO ORDER President Balfour called the executive session to order at 8:09 a.m.
ADJOURNMENT
President Balfour adjourned executive session at 9:00 a.m.
REGULAR SESSION
CALL TO ORDER President Balfour called the special meeting to order at 9:12 a.m.
NEW BUSINESS
Fire Chief Contract. President Balfour said there has been a draft agreement reviewed by the Board and the Fire Chief, with two amendments. With the discussed amendments, the contract is ready for approval.
Director Wyffels moved, seconded by Director Hovies, for Board approval of the Fire Chief contract with the proposed changes. Motion carried unanimously.
Director Lauer moved, seconded by Director Hovies to authorize the Fire Chief and Board President to sign the contract with proposed changes. Motion carried unanimously.
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ADJOURNMENT
Director Wyffels moved, seconded by Director Lauer, to adjourn the special Board meeting. Motion carried unanimously.
There being no further business to come before the Board, President Balfour adjourned the regular Board meeting at 9:17 a.m.
APPROVED on June 25, 2019
______Gordon L. Hovies, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught
13
INTERGOVERNMENTAL AGREEMENT FOR FORMING AN EMS ALLIANCE IN WASHINGTON COUNTY
This Intergovernmental Agreement (“Agreement”) is entered by and between Washington County, Oregon (the “County”), and all the entities signing below (the “Participants” or “Members”).
RECITALS
WHEREAS, Washington County maintains statutory authority for the regulation of emergency ambulance transport and must develop a plan pursuant to ORS 682.062 to coordinate ambulance services; and
WHEREAS, Washington County has developed an ASA plan that has been approved by the Oregon Health Authority; and
WHEREAS, pursuant to ORS 682.031, Washington County has developed an ordinance to create a uniform countywide system for the delivery of emergency medical services and that ordinance is codified at WCC Chapter 8.32; and
WHEREAS, cities and fire districts maintain responsibility for first response fire, medical and rescue services; and
WHEREAS, ORS Chapter 190 provides that cities, counties, and rural fire protection districts, among other local government entities, may enter into a written agreement for the performance of any or all functions and activities that a party to the agreement, its officers or agencies, have authority to perform, whether by joint administration, by joint use of personnel, facilities and equipment, by one of the parties on behalf of the others or by any combination of those and other methods; and
WHEREAS, the parties to this Agreement desire to cooperate in the planning, implementation and monitoring of an integrated Washington County emergency medical services (“EMS”) system through membership in the Washington County EMS Alliance; and
WHEREAS, private ambulance provider(s) may participate as non‐voting Affiliate Member(s) of the Washington County EMS Alliance formed by this IGA as an integral partner in EMS in Washington County; and
WHEREAS, the parties agree that the integrated system will be informed by the “foundational principles” adopted by the Washington County Board of Commissioners; and
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WHEREAS, the parties further agree that the integrated system will be guided by the belief and commitment that the authority and practice of local governments providing and overseeing services to their constituents, including EMS services, shall be protected and maintained; and
WHEREAS, the parties recognize that any changes to the County ASA Plan must be adopted by the Washington County Board of Commissioners and submitted to the Oregon Health Authority for approval.
NOW, THEREFORE, pursuant to the authority granted in ORS Chapter 190, the County and the Participants hereby agree as follows:
AGREEMENT
1. Membership and Duties. A. Members. Membership in the Alliance consists of one person delegated by each of the Members from the Member’s appointed executive management staff. Each delegate shall serve at the pleasure of the appointing Member. Other public entities authorized under ORS Chapter 190 to enter into this Agreement may, on application, join as additional Participants by consent of Members then existing at the time of such application. The Members shall form the “governing board” of the Alliance. The governing board may form workgroups that support the governing board, foundational principles and EMS plan.
B. Affiliate Members. Washington County franchised private ambulance provider(s) and other system stakeholders not otherwise “Members” may, on application, join as an “Affiliate Members” by consent of Members then existing at the time of such application. Affiliate Members may participate and vote in Alliance workgroup activities, for which they are participating; but are not part of the “governing board”.
C. Powers and Duties. The Alliance will through collaboration and consensus develop a comprehensive County EMS plan for review and consideration by the Washington County Board of Commissioners. The County EMS plan will provide a vision and work plan for the EMS system and be grounded in the “foundational principles”. The Alliance will monitor and report on the EMS system and provide annual updates to the County EMS plan as appropriate. The “foundational principles” are attached hereto and by this reference incorporated into this IGA.
2. Meetings. A. At the Alliance's first organizational meeting, the Members shall select a presiding officer from among them to serve for a term of one year. The presiding officer shall set the time and place of all future meetings and shall consult with the designated “administrative home” to prepare the agenda and maintain any minutes of the meeting(s) that the Alliance deems necessary or desirable.
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B. At any meeting a quorum consisting of a minimum majority of Alliance Members as then constituted shall be necessary to take any affirmative action, by vote or otherwise, as to any matter before the Alliance. Except as stated in paragraph 10 below, no action requiring a vote shall be effective unless agreed to by a majority vote of all Members. The Alliance shall devise and adopt additional rules of procedure for the conduct of its business.
3. Administrative Home. The Alliance will designate one Member agency as the “administrative home”. The agency will assume, in consultation with the presiding officer, the responsibility for agenda preparation, meeting support, Member communications, meeting notices (if applicable), minutes and any other required organizational/administrative duties. Washington County will serve as the initial “administrative home”. The “administrative home” may be changed with the unanimous consent of the Members.
4. Assignment of Participating Agency Staff. The Members and Affiliate Members will identify staff to work with the Alliance, including participation in workgroups. The County will provide temporary work space for Members and Affiliate Members to periodically co‐locate to enhance coordination and co‐production efforts.
5. Term and Termination. The Agreement will be in effect until June 30, 2022 unless Members agree to an earlier termination, extension or modification of terms. The County may unilaterally terminate the IGA at its sole discretion with 90 days written notice to Members. A Member to this Agreement may unilaterally withdraw from this Agreement upon thirty (30) days written notice. Notwithstanding the foregoing, the agency that is acting as the “administrative home” to the Alliance may unilaterally withdraw from this Agreement, or from the role as “administrative home”, only upon 90 days written notice to allow for the proper transition of the “administrative home” to another Member, unless otherwise agreed to by the Members.
6. Responsibilities for Acts. Each of the Members and Affiliate Members shall be solely responsible for its own acts and the acts of its employees and officers under this Agreement. No Member or Affiliate Members shall be responsible or liable for consequential damages to any other Member or Affiliate Members arising out of the performance of the terms and conditions of this Agreement.
7. Insurance. Each Member agrees to maintain insurance levels or self‐insurance in accordance with ORS 30.282, for the duration of this Agreement at levels necessary to protect against public body liability as specified in ORS 30.269 through 30.274. Affiliate Members agree to maintain the same levels of insurance as the Members.
8. Severability. The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter of the Agreement that results in the invalidity of any part shall not affect the remainder of the Agreement.
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9. Interpretation. The terms and conditions of this Agreement shall be liberally construed in accordance with the general purposes of the Agreement.
10. Amendment. Alliance members may recommend amendments to this IGA by unanimous vote of the governing board. Any proposed amendments recommended by the Alliance members will be forwarded to the governing bodies of the members for review and consideration.
This Agreement is hereby agreed to upon by the parties and executed by the duly authorized signatures below.
IT IS HEREBY AGREED:
Washington County By: Its: Date:
City of Hillsboro By: Its: Date:
City of Forest Grove By: Its: Date:
Banks Fire District # 13 By: Its: Date:
Tualatin Valley Fire & Rescue, A Rural Protection District By: Its: Date:
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RECOGNITION
18 19 20
CITIZEN PARTICIPATION
21
STAFF PRESENTATION
22
FINANCE REPORT
23 Tualatin Valley Fire and Rescue for the Period Ending 05/31/2019
Percent Revenue to Budget by Month General Fund (three year comparison) 120.0%
100.0%
80.0%
60.0%
40.0%
20.0%
0.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May 2017 0.6% 1.3% 2.2% 3.5% 87.1% 90.8% 92.4% 93.5% 96.2% 97.1% 97.9% 2018 0.6% 1.2% 1.9% 2.8% 89.4% 94.0% 95.5% 97.3% 99.6% 100.3% 101.1% 2019 0.3% 0.8% 3.2% 4.1% 83.5% 98.1% 99.0% 99.7% 102.0% 102.6% 103.1%
Percent Personnel Services to Budget by Month General Fund (three year comparison) 100.0% 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May 2017 9.1% 16.9% 24.6% 32.2% 39.7% 47.6% 54.8% 62.2% 70.7% 78.2% 85.8% 2018 8.7% 17.1% 25.1% 33.0% 40.4% 48.3% 55.7% 62.9% 70.7% 78.1% 85.9% 2019 8.9% 18.1% 25.7% 33.2% 40.9% 48.4% 55.8% 63.3% 71.3% 79.1% 87.1%
End‐of‐Month FTE Count End‐of‐Month Payroll
600 567 $3,500,000 551 562 101 $3,000,000 500 108 106 2,710,974 2,367,916 2,501,623 $2,500,000 400 $2,000,000 300 $1,500,000 456 466 200 443 $1,000,000
100 $500,000
0 $0 05/31/2017 05/31/2018 05/31/2019 05/31/2017 05/31/2018 05/31/2019 Nonunion 404,659 411,730 438,037 Union 1,963,257 2,089,893 2,272,937 Union Nonunion
24 Tualatin Valley Fire and Rescue for the Period Ending 05/31/2019
Percent Materials and Services to Budget by Month General Fund (three year comparison) 100.0% 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May 2017 8.1% 13.2% 18.4% 27.8% 32.9% 38.3% 50.2% 55.9% 61.8% 70.8% 76.9% 2018 8.8% 13.6% 18.6% 27.4% 31.2% 36.0% 47.8% 52.6% 59.1% 66.9% 74.7% 2019 8.9% 14.9% 20.1% 27.8% 32.9% 38.2% 50.3% 54.5% 59.7% 69.6% 76.3%
Ending Fund Balance by Month General Fund (three year comparison)
$120,000,000
$100,000,000
$80,000,000
$60,000,000
$40,000,000
$20,000,000
$0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May
2017 2018 2019
2018‐19 Revenues, Expenditures and Ending Fund Balance by Month General Fund $140,000,000
$120,000,000
$100,000,000
$80,000,000
$60,000,000
$40,000,000
$20,000,000
$0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May
Revenues Expenditures Ending Fund Balance
25 TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended May 31
Benchmark: 91.67% 2018‐19 2017‐18 Variance with Actual as % Revised Y‐T‐D Actual as % Y‐T‐D Budget Positive of Revised Budget Actual of Budget Actual (Negative) Budget Sources of Funds
Beginning Fund Balance $ 43,230,735 $ 45,926,062 $ 2,695,327 106.23%$ 42,821,942 108.68%
Property Tax Current 113,094,642 112,342,977 (751,665) 99.34% 101,945,093 99.69% Property Tax‐Prior Years 1,176,615 2,964,576 (1) 1,787,961 251.96% 669,558 62.80% Tax In Lieu Of Property Tax 7,302 17,996 10,694 246.45% 14,907 80.05% Forest Revenue ‐ 294,248 294,248 100.00% 192,445 100.00% Interest Revenue 229,901 693,770 463,869 301.77% 345,323 200.02% Charges for Services 3,087,205 4,711,790 (2) 1,624,585 152.62% 9,503,728 114.87% Rental Revenue 75,600 61,697 (13,903) 81.61% 84,177 111.34% Insurance Refunds 403,488 477,552 74,064 118.36% 462,135 198.77% Other Revenue 215,137 419,270 (3) 204,133 194.89% 354,042 157.00%
Total Revenues 118,289,890 121,983,876 3,693,986 103.12% 113,571,407 101.11%
Total Available Resources $ 161,520,625 $ 167,909,938 $ 6,389,313 103.96%$ 156,393,349 103.08%
Uses of Funds
Personnel Services $ 106,701,106 $ 92,910,078 $ 13,791,028 87.08%$ 86,429,494 85.93% Materials & Services 14,197,494 10,826,904 3,370,590 76.26% 10,762,410 74.65% Transfer To Other Funds 5,115,891 5,051,756 64,135 98.75% 6,391,921 85.45% Contingency 4,701,861 ‐ 4,701,861 0.00% ‐ 0.00%
Total Expenditures 130,716,352 108,788,738 21,927,615 83.23% 103,583,824 81.05%
Ending Fund Balance $ 30,804,273 $ 59,121,201 $ 28,316,928 191.93%$ 52,809,525 220.68%
(1) Includes a one‐time Comcast property tax settlement of approximately $2.2 million. (2) Includes: 2018‐19 2017‐18 Newberg Agreement: ‐ $3,086K Newberg Transport: $1,953K $2,018K Other Medical Transport: $1,043K $936K Conflagration Deployment Claims: $1,548K $3,324K Uncollected Conflagration Claims: $492K
(3) Washington County Gainshare revenue of $101K, and Intel SIP revenue of $24K.
26 TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended May 31
Benchmark: 91.67% 2018‐19 2017‐18 Actual as % Revised Y‐T‐D Actual as % Y‐T‐D of Revised Budget Actual of Budget Actual Budget Command Directorate Personnel Services Board of Directors $ 500 $ ‐ 0.00% $105 21.00% Civil Service 156,202 86,118 55.13% 61,208 96.63% Fire Chief's Office 3,854,885 3,322,137 86.18% 3,107,537 82.09% Total 4,011,587 3,408,254 84.96% 3,168,850 82.32%
Materials and Services Board of Directors 422,950 21,470 5.08% 271,586 73.16% Civil Service 39,003 33,790 86.63% 30,813 78.24% Fire Chief's Office 1,577,467 958,718 60.78% 1,279,354 65.09% Total 2,039,420 1,013,978 49.72% 1,581,753 66.57%
Total Command Directorate $ 6,051,007 $ 4,422,232 73.08%$ 4,750,603 76.31%
Business Operations Directorate Personnel Services Human Resources $ 1,357,801 $ 1,193,694 87.91%$ 1,124,494 81.04% Emergency Management 195,354 178,938 91.60% 175,998 89.01% Logistics Administration 414,313 337,883 81.55% 345,513 87.18% Fleet Maintenance 1,646,541 1,310,007 79.56% 1,363,551 81.50% Facilities Maintenance 1,180,927 1,042,539 88.28% 970,942 85.81% Information Technology 1,070,770 956,459 89.32% 903,805 91.41% Communications 534,637 475,223 88.89% 432,679 84.44% Supply 721,852 660,277 91.47% 600,618 83.83% Media Services 329,111 292,531 88.89% 287,827 90.12% Occupational Health and Wellness 645,681 536,024 83.02% 533,964 84.42% Total 8,096,987 6,983,575 86.25% 6,739,392 84.71%
Materials and Services Human Resources 231,869 149,271 64.38% 91,250 39.68% Emergency Management 28,281 22,689 80.23% 20,472 71.84% Logistics Administration 53,778 16,439 30.57% 26,932 30.65% Fleet Maintenance 1,186,873 1,044,711 88.02% 1,053,601 84.26% Facilities Maintenance 177,185 92,281 52.08% 113,505 67.37% Information Technology 1,451,281 1,188,024 81.86% 1,042,125 66.48% Communications 2,742,949 2,570,352 (1) 93.71% 2,556,123 94.44% Supply 231,161 113,618 49.15% 89,925 32.55% Media Services 34,153 8,819 25.82% 8,773 39.88% Occupational Health and Wellness 524,628 425,509 81.11% 191,331 57.35% Total 6,662,158 5,631,712 84.53% 5,194,037 77.85%
Total Business Operations Directorate $ 14,759,145 $ 12,615,287 85.47%$ 11,933,429 81.58%
(1) Quarterly dispatch fees paid in April.
27 TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended May 31
Benchmark: 91.67% 2018‐19 2017‐18 Actual as % Revised Y‐T‐D Actual as % Y‐T‐D of Revised Budget Actual of Budget Actual Budget Finance Directorate Personnel Services Finance$ 1,648,137 $ 1,399,130 84.89%$ 1,285,604 80.80% Total 1,648,137 1,399,130 84.89% 1,285,604 80.80%
Materials and Services Finance 633,032 550,540 86.97% 527,735 87.08% Total 633,032 550,540 86.97% 527,735 87.08%
Total Finance Directorate $ 2,281,169 $ 1,949,670 85.47%$ 1,813,338 82.53%
Integrated Operations Directorate Personnel Services North Integrated Operations$ 39,535,637 $ 34,529,534 87.34% 31,490,667 85.84% South Integrated Operations 35,816,108 31,399,448 87.67% 28,568,448 90.17% Integrated Operations (Other) 13,283,699 11,505,557 86.61% 11,429,337 86.25% Total 88,635,444 77,434,539 87.36% 71,488,452 87.59%
Materials and Services North Integrated Operations 1,474,210 1,308,536 88.76% 1,356,216 81.23% South Integrated Operations 1,504,876 1,127,654 74.93% 1,031,258 76.82% Integrated Operations (Other) 524,739 227,716 43.40% 181,783 33.16% Total 3,503,825 2,663,905 76.03% 2,569,258 72.17%
Total Integrated Operations Directorate $ 92,139,269 $ 80,098,445 86.93%$ 74,057,709 86.94%
EMS / Training / Volunteers Directorate Personnel Services EMS 1,415,484 1,179,385 83.32% 1,003,470 85.80% Training / Recruits 2,785,045 2,413,330 86.65% 2,684,658 62.62% Volunteers / Chaplains 108,422 91,864 84.73% 59,068 56.12% Total $ 4,308,951 $ 3,684,579 85.51%$ 3,747,197 67.37%
Materials and Services EMS 473,091 295,531 62.47% 281,204 73.69% Training / Recruits 687,155 535,160 77.88% 470,105 81.09% Volunteers / Chaplains 198,813 136,077 68.44% 138,319 57.34% Total $ 1,359,059 $ 966,769 71.14%$ 889,629 73.98%
Total EMS / Training / Volunteers Directorate $ 5,668,010 $ 4,651,348 82.06%$ 4,636,825 68.55%
District Non‐Organizational Transfers $ 5,115,891 $ 5,051,756 98.75%$ 6,391,921 85.45% Contingency 4,701,861 ‐ 0.00% ‐ 0.00% Total $ 9,817,752 $ 5,051,756 51.46%$ 6,391,921 49.93%
28 Tualatin Valley Fire and Rescue ‐ Capital Projects for the Period Ending 5/31/2019
Capital Project Expenditure Summary ‐ Active Projects
Buildings Actual Totals to Date Project Revised Capital Projects Grant Prop/Bldg Total Actual Total Cost Site Encumbered Number Project Estimate Fund 52 Fund 25 Fund 51 to Date to Date 31 - West Bull Mountain 3527 $ 6,053,660 $ 27,643 $ $ 18,873 $ 46,516 $ $ 46,516 38 - Borland 3526 1,788,000 49,959 49,959 49,959 39 - McEwan Road 3533 7,545,258 3,520,851 3,520,851 4,164,398 7,685,248 54 - Charbonneau 3528 1,788,000 30,126 30,126 30,126 55 - Rosemont 3529 7,488,583 7,456,956 7,456,956 7,456,956 62 - New Location 3534 100,000 25,973 25,973 25,973 63 - 185th 3530 16,317 16,317 16,317 67 - Farmington Road 3531 992 992 992 71 - Kaiser 3509 6,053,660 10,116 10,116 10,116 Logistics Service Center (LSC) 3535 4,520,733 4,520,733 2,673,743 7,194,476 Contingency - Buildings Total$ 30,817,161 $ 27,643 $ - $ 15,650,896 $ 15,678,539 $ 6,838,141 $ 22,516,680
Land Actual Totals to Date Project Revised Capital Projects Grant Prop/Bldg Total Actual Total Cost Site Encumbered Number Project Budget Fund 52 Fund 25 Fund 51 to Date to Date 31 - West Bull Mt 3709 $ 850,000 $ 18,210 $ 18,210 $ 18,210 39 - McEwan Road 3718 850,000 $ 1,574,218 1,574,218 1,574,218 54 - Charbonneau 3714 1,100,000 10,947 10,947 10,947 55 - Rosemont 3715 752,381 753,431 753,431 753,431 63 - 185th 3716 850,000 51,413 51,413 3,382 54,795 Logistics Service Center (LSC) 3720 1,722,291 1,722,291 1,722,291 Contingency Land Total $ 4,402,381 $ 18,210 $ - $ 4,112,300 $ 4,130,510 $ 3,382 $ 4,133,892
Active Projects Total $ 35,219,542 $ 45,853 $ - $ 19,763,195 $ 19,809,048 $ 6,841,523 $ 26,650,571
Active and Completed Grand Total $ 126,996,949 $ 81,108,131 $ 1,415,894 $ 25,816,426 $ 108,340,450 $ 6,841,523 $ 115,181,973
2006 Capital Bond Program - Fund 52 Actual as of 05/31/2017 Amounts to Date
Revenues: Bond proceeds at par $ 77,500,000 Bond premium 2,547,435 Interest earnings 1,155,537 Grant reimbursement 291,254 Miscellaneous (Energy rebates, tax credits) 419,266 Sale of surplus property 42,800 Underwriters discount and bond issuance costs (848,161) Total Revenues $ 81,108,131
29 Tualatin Valley Fire and Rescue ‐ Capital Projects for the Period Ending 5/31/2019
Capital Project Expenditure Summary - Completed Projects
Buildings Actual Totals to Date Project Revised Capital Projects Grant Prop/Bldg Total Actual Total Cost Site Encumbered Number Project Budget Fund 52 Fund 25 Fund 51 to Date to Date 34 - Tualatin 3508 $ 1,197,105 $ 1,197,105 $ 1,197,105 $ 1,197,105 35 - King City 3513 225,000 199,287 199,287 199,287 50 - Walnut 3514 3,494,825 3,494,825 3,494,825 3,494,825 50 - Tigard Share (Final) (160,657) (160,657) (160,657) (160,657) 51 - Tigard 3515 2,563,254 2,105,880 2,105,880 2,105,880 52 - Wilsonville 3516 1,810,765 1,475,447 1,475,447 1,475,447 53 - Progress 3502 3,170,308 3,174,910 3,174,910 3,174,910 56 - SOC 3503 7,553,090 7,693,479 7,693,479 7,693,479 58 - West Linn 3504 3,404,453 3,408,639 3,408,639 3,408,639 59 - Willamette 3512 3,145,836 3,152,789 3,152,789 3,152,789 62 - Aloha 3517 348,397 285,503 62,894 348,397 348,397 64 - Somerset 3518 5,378,351 3,052,301 777,000 1,321,225 5,150,526 5,150,526 65 - West Slope 3505 4,246,546 4,197,381 4,197,381 4,197,381 66 - Brockman Road 3519 1,789,450 1,789,450 1,789,450 1,789,450 68 - Bethany (Oak Hills) 3506 5,118,277 5,164,113 5,164,113 5,164,113 69 - Cooper Mountain 3520 5,444,731 3,518,911 576,000 1,304,661 5,399,572 5,399,572 70 - Raleigh Hills 3525 1,666,704 1,455,229 1,455,229 1,455,229 72 - Skyline 3532 2,288,913 1,805,089 1,805,089 1,805,089 CBOC 13,708,882 13,708,882 13,708,882 13,708,882 66 Signal 3521 150,805 150,805 150,805 150,805 Training Center 91,515 91,515 91,515 91,515 Diversion Valve 127,039 127,039 127,039 127,039 Buildings Total$ 66,763,590 $ 59,282,832 $ 1,415,894 $ 4,430,975 $ 65,129,701 $ - $ 65,129,701
Land Actual Totals to Date Project Revised Capital Projects Grant Prop/Bldg Total Actual Total Cost Site Encumbered Number Project Budget Fund 52 Fund 25 Fund 51 to Date to Date 170th 3702 $ 477,288 $ 477,288 $ 477,288 $ 477,288 CBOC / Clinton St. 3703 2,192,107 2,192,107 2,192,107 2,192,107 38 - Borland 3713 850,000 - 797,334 797,334 797,334 50 - Walnut 3704 1,271,512 1,271,512 1,271,512 1,271,512 50 - Tigard Share (238,245) (238,250) (238,250) (238,250) 56 - SOC 3708 1,503,039 1,503,039 1,503,039 1,503,039 58 - Bolton 3705 783,688 783,688 783,688 783,688 62 - New Location 3719 850,000 - 824,921 824,921 824,921 65 - West Slope 3710 680,900 680,900 680,900 680,900 68 - Bethany (Oak Hills) 3707 1,085,762 1,085,762 1,085,762 1,085,762 70 - Raleigh Hills 3712 180,340 180,340 180,340 180,340 71 - Kaiser 3701 692,081 660,593 660,593 660,593 Land Total $ 10,328,472 $ 8,596,979 $ - $ 1,622,255 $ 10,219,234 $ - $ 10,219,234
Apparatus Actual Totals to Date Revised Capital Projects Grant Prop/Bldg Total Actual Total Cost Site Encumbered Number Project Budget Fund 52 Fund 25 Fund 51 to Date to Date Pumpers: ($540,000 ea) 6$ 3,122,952 $ 3,122,952 $ 3,122,952 $ 3,122,952 ($565,000 ea) 3 1,513,053 1,513,053 1,513,053 1,513,053 Trucks (TDAs) 4 4,481,110 3,509,108 3,509,108 3,509,108 Water Rescue 1 261,266 253,997 253,997 253,997 Rehab Units 2 832,188 832,188 832,188 832,188 Heavy Rescue 1 584,083 582,508 582,508 582,508 Tenders 2 717,000 638,579 638,579 638,579 Medics 10 1,787,388 1,755,085 1,755,085 1,755,085 Code 3 Response/Other 9 923,673 303,097 303,097 303,097 Cars 4 168,856 168,856 168,856 168,856 Fire Prevention 1 168,775 168,775 168,775 168,775 Light Brush 3 125,000 334,268 334,268 334,268 Apparatus Total 46 $ 14,685,344 $ 13,182,466 $ - $ - $ 13,182,466 $ - $ 13,182,466
COMPLETED GRAND TOTAL $ 91,777,407 $ 81,062,277 $ 1,415,894 $ 6,053,230 $ 88,531,402 $ - $ 88,531,402
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30
CORRESPONDENCE
31 32 33 34 35
OLD BUSINESS
36 AGENDA ITEM
Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Ordinance 2019-01 To Adopt the FOR AGENDA OF: June 25, 2019 2019-20 Master Fee Schedule APPROVED FOR AGENDA: Fire Chief Mike Duyck
DEPARTMENT OF ORIGIN: Finance
PROCEEDING: Second Reading and Discussion DATE SUBMITTED: June 18, 2019
EXHIBITS: Ordinance 2019-01, CLEARANCES: Fire Chief’s Office Master Fee Schedule
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: -0-
BACKGROUND:
Tualatin Valley Fire and Rescue desires to present all fees that reasonably could be charged to the public in one document. This approval will authorize the District to recover certain fees for services in compliance with Oregon Law.
Adopting Ordinance 2019-01 will repeal Ordinance 2018-01 which was adopted on June 26, 2018.
Ordinance 2019-01 was presented at the May 21, 2019 Board meeting for first reading, at that time, no further revisions were suggested, and the ordinance is now presented for Second Reading and Board approval.
RECOMMENDED ACTION:
Approval of Second Reading as proposed by staff.
PROPOSED MOTION:
“I move to approve the Second Reading of Ordinance 2019-01 to Adopt the Master Fee Schedule for 2019- 20 by title only.”
37
TUALATIN VALLEY FIRE AND RESCUE
Master Fee Schedule Effective July 1, 2019
38 TUALATIN VALLEY FIRE AND RESCUE
Tualatin Valley Fire & Rescue is a multi‐service district committed to creating safer communities through education, prevention, preparedness and emergency response. Emergency services include fire suppression, emergency medical services, water rescue, and heavy and high‐angle rescue.
This Master Fee Schedule consolidates all District fees adopted by the Board of Directors through an ordinance for the various services the District provides. The schedule is updated annually and is available online at www.tvfr.com.
Effective date: July 1, 2019 Ordinance #2019‐01 adopting the Master Fee Schedule (Adopted: June 25, 2019)
2019‐20 MASTER FEE SCHEDULE 2
39 TUALATIN VALLEY FIRE AND RESCUE
CONTENTS
Public Records Requests ...... 4 Subpoena and Witness Fees ...... 5 Community Room Use ...... 6 Fireworks ...... 6 Delinquent Reinspection Fees ...... 6 Fire & Life Safety Permit Fees ...... 7 Mobile Emergency Responder Radio Coverage (MERRC) ...... 7 Ambulance Services ...... 8 FireMed ...... 9 Training Center Use ...... 9 Miscellaneous ...... 10
2019‐20 MASTER FEE SCHEDULE 3
40 TUALATIN VALLEY FIRE AND RESCUE
PUBLIC RECORDS REQUESTS
The District recognizes that records created, prepared, owned, used, and maintained by the District are the property of the public and shall fully comply with Oregon Public Records Law. Oregon Revised Statute 192.324 describes public access to copies or inspection of public records; and authorizes a public body to establish fees to reimburse for the actual cost in making public records available.
Fees. All fees will be applied in accordance with the District’s established fee schedule and no fee over $25 will be applied without prior notice provided to the requestor. For fees over $25, the District will request written authorization from the requestor before proceeding with the records request. If costs exceed the estimated amount, the District may seek payment for the partial installment of records produced before continuing with the request, or written authorization for the additional charges. If costs are less than the estimated amount, the requestor will only be charged for the actual costs incurred by the District to provide records.
Fee variance and waiver. When it is determined that providing public records at a reduced fee or without costs would be in the public interest, the District may authorize a reduction or waiver for processing the request. The District recognizes the right of the public to access, inspect, and copy public records and will only apply fees for the actual costs incurred by the District to compile, summarize, and tailor responses to requests.
1. Copies a. Black and white (11 x 17 or smaller) $ 0.25 / side ($0.50 duplexed) b. Color (11 x 17 or smaller) $ 0.50 / side ($1.00 duplexed) c. Non‐standard (enlargements, special paper, Actual Cost commercial copy services)
2. Other a. CD/DVD $ 5.00 each (includes postage) b. Video/Audio Tape $ 5.00 each (includes postage) c. Other Media Formats Actual Cost d. Postage and Mailing Supplies Actual Cost
3. Staff Time
Each request includes up to 30‐minutes of staff time. If staff time beyond 30 minutes is required to process the request, additional fees may be charged based on the actual cost of the employee performing the work in accordance with the minimum hourly rate for the position established by the District’s Salary chart. This rate will be calculated as follows: individual staff hourly pay rate plus 35% health and benefits charge.
2019‐20 MASTER FEE SCHEDULE 4
41 TUALATIN VALLEY FIRE AND RESCUE
4. Attorney Review
The District may charge for attorney time spent reviewing records for redaction and exemptions. The District will not charge for attorney time spent determining the applicability of public records law for a requested set of records.
Public records may be requested by visiting http://www.tvfr.com/index.aspx?nid=133
SUBPOENA AND WITNESS FEES
The District may seek compensation of the cost to produce records and/or witnesses for legal proceedings when it is determined that doing so is in the public interest. All fees will be applied in accordance with the Oregon Rules of Civil Procedure and Oregon Revised Statute 44.415.
2019‐20 MASTER FEE SCHEDULE 5
42 TUALATIN VALLEY FIRE AND RESCUE
COMMUNITY ROOM USE
The District has several community rooms available to rent for personal or business needs. To find which rooms can be reserved visit http://www.tvfr.com/facilities. 1. Room rental a. Private groups or businesses $ 75.00 / four (4) hours b. Qualifying public, not‐for‐profit organizations Free‐of‐charge
FIREWORKS
State law requires that the fire district approve all permits for the retail sales of fireworks within TVF&R boundaries. For more information visit http://www.tvfr.com/index.aspx?nid=129. 1. Application fee Fireworks retail sales application fee $ 50.00
DELINQUENT REINSPECTION FEES
Effective October 1, 2019, a cost‐based fee shall be imposed when more than two fire code resinpections are necessary to ensure that fire code violations have been adequately abated.
1. Delinquent Reinspection Fee $260 per reinspection
Invoices. The District shall address the invoices for fees to the tenant or registered property owner or agent of a building where the violation exists. The Fire Chief, or designee, shall be responsible for determining the responsible party for each invoice. Collection Procedures. Fees will be invoiced within 60 days after the conclusion of the reinspection. Payment is due within 60 days from date of receipt. If payment is not made within 60 days, the invoice shall be considered delinquent and the District may proceed with collections. Collection fees up to 40% of the outstanding balance as permitted by ORS 697.115 may be added to the amount due. Appeals. To file an appeal of a fee assessed under this section of the Fee Schedule, the appellant must provide a written statement to the Fire Chief within 15 days of receipt of the fee invoice. The appeal must clearly state why the fee should not be applied to the appellant. The Fire Chief or designee will issue a written decision within 30 days. Waiver. The Fire Chief may, partially or fully waive fees assessed in compliance with this section of the Fee Schedule, at their sole discretion.
2019‐20 MASTER FEE SCHEDULE 6
43 TUALATIN VALLEY FIRE AND RESCUE
FIRE & LIFE SAFETY PERMIT FEES
Effective October 1, 2019, a cost‐based fee shall be imposed for issuance of a fire code permit for the following items requiring fire district approval. Such fees are due at time of application and are inclusive of plan review and inspection as applicable.
1. Cannabis Extraction Facility Approval $ 400.00 2. Exterior Flammable or Combustible Tank >1,000 gallons $240.00 3. Exterior LPG Tank Installation >2,000 gallons $240.00 4. Exterior Toxic, Pyrophoric or Corrosive Gas Installation $80/Hour
Waiver. The Fire Chief may, partially or fully waive fees assessed in compliance with this section of the Fee Schedule, at their sole discretion.
MOBILE EMERGENCY RESPONDER RADIO COVERAGE (MERRC)
The MERRC Fund is an alternative to Oregon Fire Code Section 510 requirements for fixed in‐building emergency radio coverage systems in newly constructed buildings that lack minimum emergency responder radio signal strength. The following fee schedule provides funding to purchase, install and maintain fleet‐wide mobile radio coverage improvements. The total square footage of the building area is used to determine the total fee. For more information visit http://www.tvfr.com/index.aspx?nid=129 1. MERRC fee a. 0 to 50,000 sq. ft. $ 0.50 per sq. ft. b. Additional sq. ft. from 50,001 to 100,000 $ 0.30 per sq. ft. c. Additional sq. ft. exceeding 100,000 $ 0.10 per sq. ft.
2019‐20 MASTER FEE SCHEDULE 7
44 TUALATIN VALLEY FIRE AND RESCUE
AMBULANCE SERVICES
Following are the Ambulance Rates for Yamhill County Ambulance Service Area #1:
1. Advanced Life Support A0426 ALS Non‐Emergency Transport – Level 1 $ 1,907.21 A0427 ALS Emergency Transport – Level 1 $ 1,907.21 A0433 ALS Emergency Transport – Level 2 $ 1,907.21
2. Basic Life Support A0428 BLS Non‐Emergency Transport $ 1,907.21 A0429 BLS Emergency Transport $ 1,907.21
3. Interfacility and Specialty Care A0426,0427,0433 ALS Hospital to Hospital Facility Transfer $ 2,384.01 A0428,0429 BLS Hospital to Hospital Facility Transfer $ 2,384.01 A0434 ALS Specialty Care Transport $ 2,384.01 A0426,0427,0433 ALS Bariatric Transport $ 2,384.01 A0428,0429 BLS Bariatric Transport $ 2,384.01
4. Mileage A0425 ALS Ground Mileage $ 25.02 A0425 BLS Ground Mileage (Emergency) $ 25.02 A0425 BLS Ground Mileage (Non‐Emergency) $ 25.02 A0425 BLS Ground Mileage (Inter‐Facility) $ 25.02
5. Other Services
A0420 ‐‐‐ Waiting Time per ½ hour $ 112.04 ‐‐‐ ‐‐‐ Extra Tech $ 392.16 ‐‐‐ ‐‐‐ Sit‐Up $ 375.48 ‐‐‐ ‐‐‐ Aid Call $ 536.41
The District offers membership programs within the Yamhill County Ambulance Service Area #1 (see FireMed on page 9) to assist with out‐of‐pocket costs for ambulance transport. Financial assistance is also available for hardship situations that are addressed on a case‐by‐case basis.
2019‐20 MASTER FEE SCHEDULE 8
45 TUALATIN VALLEY FIRE AND RESCUE
FIREMED (ONLY AVAILABLE FOR RESIDENTS IN THE YAMHILL COUNTY AMBULANCE SERVICE AREA #1) The District currently serves the Yamhill County Ambulance Service Area #1 with the FireMed program, an ambulance membership program. FireMed Plus is an expanded program that includes Life Flight services. For more information please call 503‐259‐1125. 1. Program Cost a. FireMed $ 65.00 / year per family b. FireMed Plus $ 130.00 / year per family
TRAINING CENTER USE The District Training Center Use fees apply to private businesses wishing to rent the use of the District’s training grounds. Site usage fees are not typically charged to qualifying public or not‐for‐profit organizations.
1. Training Center Rental a. Training Grounds/Props (1) $ 550.00 / day b. Auditorium and Classroom 1 $ 397.50 / day Fee includes multimedia system/projector and screen. (2) c. Classroom 2 (2) $ 50.00 / day d. Classroom 3 (2) $ 50.00 / day e. Training Officer/Safety Officer (3) $ 68.00 / hour f. Operations Technician Support $ 46.00 / hour
2. Heavy Equipment Rental a. Small Forklift $ 125.00 / day b. Large Forklift $ 225.00 / day c. Dump Truck $ 530.00 / day
(1) The Rental Fee Schedule is based on weekday/normal business hours usage (7am‐5pm). (2) The classroom base rate does not include: flip charts, copies, coffee/beverages or miscellaneous materials. (3) TVFR reserves the right to require a Training/Safety Officer present during event.
2019‐20 MASTER FEE SCHEDULE 9
46 TUALATIN VALLEY FIRE AND RESCUE
MISCELLANEOUS 1. Annual Documents a. Budget Document $ 50.00 Available online b. Audit Report (CAFR) $ 25.00 Available online c. Popular Annual Financial Report (PAFR) No charge Available online
2. Other a. Non‐Sufficient Funds (NSF) $ 25.00
2019‐20 MASTER FEE SCHEDULE 10
47 ORDINANCE 2019-01
AN ORDINANCE TO REPEAL ORDINANCE 2018-01 AND ADOPT THE MASTER FEE SCHEDULE FOR 2019-20
WHEREAS, Tualatin Valley Fire & Rescue, A Rural Fire Protection District (“District”), desires to consolidate fees for various services which the District provides to the community; and
WHEREAS, the District desires to adopt the Master Fee Schedule for rates to be effective July 1, 2019;
NOW, THEREFORE, IT IS ORDAINED AS FOLLOWS: The District hereby repeals Ordinance 2018-01 and adopts Ordinance 2019-01 to include the attached Master Fee Schedule, effective July 1, 2019.
First reading by Title only this day of , 2019.
Second reading by Title only this day of , 2019.
PASSED by the District this day of , 2019.
Clark I. Balfour, President Gordon L. Hovies, Secretary-Treasurer
48 Tualatin Valley Fire & Rescue Ordinance 2019-01
NEW BUSINESS
49 AGENDA ITEM
Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Intergovernmental Agreement: FOR AGENDA OF: June 25, 2019 Regional Grant for Self- Contained Breathing APPROVED FOR AGENDA: Fire Chief Mike Duyck Apparatus Purchase DEPARTMENT OF ORIGIN: Fire Chief’s Office
PROCEEDING: Discussion and approval DATE SUBMITTED: June 18, 2019
EXHIBITS: Intergovernmental Agreement CLEARANCES: Fire Chief’s Office
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: $167,360 BUDGETED: $167,360 REQUIRED: -0- (proposed 2019-20 budget)
BACKGROUND:
In October 2018, the City of Forest Grove, by and through its Fire Chief, submitted a regional application for the US Department of Homeland Security/FEMA Assistance to Firefighters Grant to seek funding for replacement self-contained breathing apparatus (SCBA) units and masks on behalf of all the fire departments/districts in Washington County, including TVF&R. The project goal is to update and standardize the SCBA equipment used by those agencies to increase interoperability and to better meet current equipment standards.
Acting as the host agency, the City of Forest Grove will conduct the bid, procurement, and equipment distribution processes, and complete the requisite grant accounting and reporting. The granting agency requires the participating agencies to enter into an Intergovernmental Agreement (IGA) with the host agency, specific to the services they will provide for the grant project. Along with the City of Forest Grove Fire Department and TVF&R, the other participating agencies include City of Hillsboro Fire Department, City of Cornelius Fire Department, Cornelius Rural Fire Protection District, Banks Fire District No. 13, Forest Grove Rural Fire Protection District, and Gaston Rural Fire Protection District.
If awarded, the grant will provide federal dollars toward 90% of the costs of the equipment and the participating agencies will be required to fund the 10% match for the cost of their allocated portion of the equipment. TVF&R’s contribution will not exceed 10% of $1,673,600 or $167,360. Payment for the match will be made directly to the City of Forest Grove. This will provide TVF&R with 235 SCBA units, inclusive of one pack, one face mask and two air tanks, as well as 252 extra face masks.
RECOMMENDED ACTION:
Approve and authorize the Fire Chief or designee to execute the IGAs and approve the funds for the 10% matching contribution not-to-exceed amount of $167,360 pending the award of the grant to the City of Forest Grove and the subsequent selection of a vendor and identification of the final amount, to be determined by a formal solicitation process performed by the City of Forest Grove.
PROPOSED MOTION:
“I move to approve and authorize the Fire Chief or his designee to enter into and execute the terms of the IGA for the acquisition of SCBA equipment as recommended, contingent on award of the regional grant.”
50
INTERGOVERNMENTAL AGREEMENT
This Agreement is entered into, by and between the City of Forest Grove, a municipal corporation of the State of Oregon, by and through its Fire Department (“Grantee”), and the following: the City of Hillsboro, by and through its Fire Department; the City of Cornelius, by and through its Fire Department; Tualatin Valley Fire and Rescue; Banks Fire District No. 13; Cornelius Rural Fire Protection District; Forest Grove Rural Fire Protection District; Gaston Rural Fire Protection District (collectively, “Subrecipients”).
RECITALS Whereas, Grantee, acting on behalf of themselves and Subrecipients, has applied for an Assistance to Firefighters Grant from the U.S. Department of Homeland Security (“Grant”), and Whereas, all Parties are in need of standardized, interoperable SCBA equipment that will protect regional firefighters against the effect of toxic environments and CBRN exposure, and meet current NFPA 1981 SCBA and NFPA 1982 PASS standards (“Equipment), and Whereas, under authority of ORS Chapter 190, Grantee and Subrecipients are authorized to enter into an agreement to cooperate in receiving, distributing, and coordinating the Grant funds to purchase such equipment,
The Parties agree as follows:
TERMS AND CONDITIONS
1 Start and End dates. The effective date of this Agreement is: the last date signed by the parties below. This Agreement shall continue until April1, 2020. Agreement may be terminated earlier or term may be extended, as provided in this Agreement.
2 Agreement documents. This Agreement consists of these Terms and Conditions and the documents (“Exhibits”) listed below in descending order of precedence. A conflict in these documents shall be resolved in the priority listed below with these Terms and Conditions taking precedence. The Exhibits to this contract are: . Exhibit A: Grant Application . Exhibit B: Matching Funds . Exhibit C: Match Payment Schedule
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51 3 Responsibilities of the Parties. 3.1 Grantee Responsibilities. 3.1.1 Grantee shall coordinate with Subrecipients all specifications for Grantee’s and Subrecipients’ Equipment, including, but not limited to, price, quantity, manufacturer, and features. In coordinating with Subrecipients, Grantee shall apportion the Grant monies among Grantee and each Subrecipient proportionally based upon the specifications supplied to Grantee. Grantee shall negotiate in good faith the apportionment of the Grant monies among the Grantee and Subrecipients in relation to the specifications provided by each Subrecipient and the Grantee. 3.1.2 Upon receipt of the Grant monies, Grantee shall procure all specified Equipment for Grantee and Subrecipients, in accordance with Grant procurement requirements, as outlined above. Grantee agrees that it will provide all Matching Funds to procure the equipment required by the Grant, as outlined in Exhibit B. 3.1.3 Grantee shall distribute to each Subrecipient all Equipment upon receipt of the equipment from the manufacturer, as outlined in each Subrecipient’s specification. In the event the delivered Equipment does not conform to the specifications submitted to Grantee by Subrecipients, Grantee shall negotiate in good faith with Subrecipient remedial actions to make such equipment conforming, or the replacement of the nonconforming equipment with conforming Equipment. 3.1.4 Grantee shall provide to each Subrecipient copies of each invoice and a report of each Subrecipient’s apportion due on each invoice. Grantee will receive reimbursement for the Equipment from Subrecipients as outlined in Exhibit C. 3.1.5 Grantee shall comply with all conditions and certifications required by the Grant on behalf of Grantee and Subrecipients. Grantee shall prepare and file all reports, accounting, and any other documentation required by the Grant on behalf of Grantee and Subrecipients. In fulfilling the conditions, certifications, reporting, or any other documentation required by the Grant, Grantee shall coordinate with Subrecipients the submission to Grantee by the Subrecipients any and all requirements of the Subrecipients that the Grant requires. 3.2 Subrecipients’ Responsibilities. 3.2.1 Subrecipients shall coordinate with and submit to Grantee specifications for all Equipment Subrecipient requests, including, but not limited to, price, quantity, manufacturer, and features. In coordinating Equipment requests with Grantee, Subrecipients shall negotiate in good faith the apportionment of the Grant monies among the Grantee and Subrecipients in relation to the specifications provided by each Subrecipient and the Grantee. 3.2.2 Subrecipients shall receive all Equipment procured by Grantee and delivered to Subrecipients. In the event the delivered Equipment does not conform to the specifications submitted to Grantee by Subrecipients, Subrecipients shall negotiate in good faith with Grantee remedial actions to make such equipment conforming, or the replacement of the nonconforming equipment with conforming Equipment. 3.2.3 Upon receipt of the invoice and report of apportionment, Subrecipient shall submit to Grantee their Matching Funds as outlined in the Match Payment Schedule in Exhibit C.
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52 3.2.4 Subrecipients shall coordinate with Grantee any and all conditions, certifications, reporting, or any other documentation required by the Grant.
4 Compliance with applicable laws. Each party shall comply with all applicable federal, state and local laws; and rules and regulations on non-discrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition or handicap. In addition, each party agrees to comply with all local, state and federal ordinances, statutes, laws and regulations that are applicable to the services provided under this Agreement.
5 Recitals. The recitals above are incorporated herein as if fully set forth.
6 Independent Contractor. Each party is an independent contractor with regard to each other party and agrees that the performing party has no control over the work or the manner in which it is performed. No party is an agent or employee of any other. Nothing herein is intended, nor shall it be construed, to create between the parties any relationship of principal and agent, partnership, joint venture or any similar relationship, and each party hereby specifically disclaims any such relationship.
7 Disputes If any party believes that a specification, invoice, report, or any other documentations contains an error, then such party shall, within thirty (30) calendar days of receipt of such specification, invoice, report, or documentation, notify the issuing party of such specification, invoice, report, or documentation in writing that it disputes all or any contents of such specification, invoice, report, or documentation. Any contents as such not timely disputed in accordance with the preceding sentence shall be deemed to be undisputed and shall be considered accepted by all parties. With respect to any contents that are timely disputed, both parties will use reasonable efforts in good faith to resolve the dispute within thirty (30) calendar days of the issuing party’s receipt of the notice. If any content remains disputed in good faith after such 30-day period, either party may escalate the disputed items to the parties’ respective executive-level management to attempt to resolve the dispute. The parties agree that at least one of each of their respective executives-level representatives will meet (which may be by telephone or other similarly effective means of remote communication) within 10 calendar days of any such escalation to attempt to resolve the dispute. If the parties are unable to resolve the dispute in accordance herewith, either party thereafter may file an action, suit, or claim pursuant to this Agreement in order to seek resolution of the dispute.
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53 8 Termination. 8.1 Termination for convenience. Subject to any limitations in Exhibits B and C regarding repayment of funds, and subject to the resolution of disputes that this Agreement contemplates, this Agreement may be terminated, with or without cause and at any time, by a party by providing 30 days’ written notice of intent to the other party.
8.2 Termination for cause. Either party may terminate this Agreement, in whole or in part, immediately upon notice, or at such later date as may be established in such a notice, to the other party upon the occurrence of the following events: One party commits any material breach or default of any covenant, warranty, obligation, certification or agreement under this Agreement, fails to perform the work or services under this Agreement within the time specified herein or any extension thereof, or so fails to pursue the work or services as to endanger the performance under this Agreement in accordance with its terms.
9 Changes. Modifications to this Agreement are valid only if made in writing and signed by all parties.
10 Indemnification. Subject to the limitations of liability for public bodies set forth in the Oregon Tort Claims Act, ORS 30.260 to 30.300, and the Oregon Constitution, each party agrees to hold harmless, defend, and indemnify each other, including their officers, agents, and employees, against all claims, demands, penalties, actions and suits (including the cost of defense thereof and all attorney fees and costs, through all appeals) arising from the indemnitee’s performance of this Agreement where the loss or claim is attributable to the acts or omissions of that party or its officers, employees or agents.
11 Action, suits or claims. Each party shall give the other immediate written notice of any action or suit filed or any claim made against that party that may result in claims or litigation in any way related to this Agreement.
12 Insurance. Each party agrees to maintain insurance levels or self-insurance in accordance with ORS 30.282, for the duration of this Agreement at levels necessary to protect against public body liability as specified in ORS 30.269 to 30.274.
13 No Third Party Beneficiaries. Except as set forth herein, this Agreement is between the parties and creates no third- party beneficiaries. Nothing in this Agreement gives or shall be construed to give or provide any benefit, direct, indirect or otherwise to third parties unless such third parties are expressly described as intended to be beneficiaries of its terms.
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54 14 Remedies, non-waiver. The remedies provided under this Agreement shall not be exclusive. The parties shall also be entitled to any other equitable and legal remedies that are available. No waiver, consent, modification or change of terms of this Agreement shall bind the parties unless in writing and signed by all parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. The failure of a party to enforce any provision of this Agreement shall not constitute a waiver by a party of that or any other provision.
15 Oregon law, Dispute Resolution and Forum. This Agreement shall be construed according to the laws of the State of Oregon. The parties shall negotiate in good faith to resolve any dispute arising out of this Agreement. If the parties are unable to resolve any dispute within fourteen (14) calendar days, the parties are free to pursue any legal remedies that may be available. Any litigation between the parties arising under this Agreement or out of work performed under this Agreement shall occur, if in the state courts, in the Washington County Circuit Court, and if in the federal courts, in the United States District Court for the District of Oregon located in Portland, Oregon.
16 Assignment. No party shall assign its rights or obligations under this Agreement, in whole or in part, without the prior written approval of the other party or parties.
17 Severability/Survival of terms. If any provision of this Agreement is found to be illegal or unenforceable, this Agreement nevertheless shall remain in full force and effect and the provision shall be stricken. All provisions concerning indemnity survive the termination of this Agreement for any cause.
18 Force Majeure. In addition to the specific provisions of this Agreement, performance by any Party shall not be in default where delay or default is due to war, insurrection, strikes, walkouts, riots, floods, drought, earthquakes, fires, casualties, acts of God, governmental restrictions imposed or mandated by governmental entities other than the parties, enactment of conflicting state or federal laws or regulations, new or supplementary environmental regulation, litigation or similar bases for excused performance that are not within the reasonable control to the Party to be excused.
19 Interpretation of Agreement. This Agreement shall not be construed for or against any party by reason of the authorship or alleged authorship of any provision. The Section headings contained in this Agreement are for ease of reference only and shall not be used in construing or interpreting this Agreement.
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55 20 Integration. This document constitutes the entire agreement between the parties on the subject matter hereof and supersedes all prior or contemporaneous written or oral understandings, representations or communications of every kind on the subject.
21 Other Necessary Acts. The Parties shall execute and deliver to each other any and all further instruments and documents as may be reasonably necessary to carry out this Agreement.
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56 22 Notice. Except as otherwise expressly provided in this Agreement, any notices to be given hereunder shall be given in writing by personal delivery, facsimile, electronic mail or mailing (postage prepaid), to City or the Agency at the address or number set forth below.
Grantee: City of Forest Grove Contact Name: Michael Kinkade Title: Fire Chief Department: Fire Contact Phone: 503-992-3275 Contact Address: 1919 Ash Street, Forest Grove Oregon 97116 Contact Email: [email protected]
Subrecipient 1: City of Hillsboro Contact Name: Title: Department Fire Contact Phone: Contact Address: Contact Email:
Subrecipient 2: City of Cornelius Contact: Same as Grantee
Subrecipient 3: Tualatin Valley Fire and Rescue Contact Name: Deric Weiss Title: Fire Chief Contact Phone: 503-649-8577 Contact Address: 11945 SW 70th Ave, Tigard, OR 97223 Contact Email: [email protected]
Subrecipient 4: Banks Fire District No. 13 Contact Name: Title: Contact Phone: Contact Address: Contact Email:
Subrecipient 5: Cornelius Rural Fire Protection District Contact: Same as Grantee
Subrecipient 6: Forest Grove Rural Fire Protection District
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57 Contact: Same as Grantee
Subrecipient 7: Gaston Rural Fire Protection District Contact: Same as Grantee
23 Counterparts. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.
This writing is intended both as the final expression of the Agreement between the parties with respect to the included terms and as a complete and exclusive statement of the terms of the Agreement.
All of the aforementioned is hereby agreed upon by the parties and executed by the duly authorized representatives of the parties signing on the next page.
SIGNATURE PAGES TO FOLLOW
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58
SIGNATURE PAGE 1
The Grantee and the Subrecipients hereby agree to all provisions of this Agreement:
FOR THE CITY OF FOREST GROVE: FOR THE CITY OF HILLSBORO:
Signature Signature
______Name (Printed) Name (Printed)
______Title Title
Date Date
FOR THE CITY OF CORNELIUS: FOR TUALATIN VALLEY FIRE AND RESCUE:
Signature Signature
Name (Printed) ______Name (Printed)
Title ______Title
Date Date
ADDITIONAL SIGNATURE PAGE TO FOLLOW
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59
SIGNATURE PAGE 2
FOR CORNELIUS RURAL FIRE FOR BANKS FIRE DISTRICT NO. 13: PROTECTION DISTRICT:
Signature Signature
______Name (Printed) Name (Printed)
______Title Title
Date Date
FOR FOREST GROVE RURAL FIRE FOR GASTON RURAL FIRE PROTECTION PROTECTION DISTRICT: DISTRICT:
Signature Signature
______Name (Printed) Name (Printed)
______Title Title
Date Date
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60
Exhibit A – Grant Application
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61 Exhibit B – Matching Funds The Grant stipulates that the Grantee is responsible for 10% of the Award amount. Each Subrecipient shall pay to the Grantee 10% of the amount of the Equipment purchased by the Grantee on behalf of the Subrecipient. The exact amount will be determined based upon specifications submitted by each party, equipment bids, and final Grant amounts. The estimated costs per unit of the requested personal protective equipment is delineated in the Request Details of Exhibit A. E.
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62 Exhibit C – Match Payment Schedule
The Grantee shall be paid the required match portion from each Subrecipient upon the submission of proper instruments as outlined below, the prices stipulated in the Grant match requirement, less deductions, if any, as provided. (Exhibit B) 1. This contractual agreement concerning payments is conditional on the City of Forest Grove receiving the Grant Award.
2. No claims will be considered for payment until the Equipment is delivered with the exception of Solicitations or Purchase Orders that designate otherwise.
3. Upon the delivery of the Equipment specified, partial payment of Ninety (90) percent of the required match will be made within 45 days following receipt of any claims supported by an invoice and a duplicate. The remainder amount of Ten (10) percent shall be paid within 60 days of when all of the equipment is received, inspected, and found to comply with the procurement specifications – free from damage and properly invoiced and reported.
4. For a period of 12 months after payment of any claim, the Parties reserve the right, under this contract, to recover any damages due the Parties.
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63 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Resolution 2019-03 to Adopt FOR AGENDA OF: June 25, 2019 2019-20 Budget and Authorize Appropriations APPROVED FOR AGENDA: Fire Chief Mike Duyck
DEPARTMENT OF ORIGIN: Fire Chief’s Office
PROCEEDING: Discussion and Approval DATE SUBMITTED: June 14, 2019
EXHIBITS: Resolution 2019-03 to Adopt CLEARANCES: Fire Chief’s Office 2019-20 Budget and Authorize Appropriations
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: $170,471,673
BACKGROUND:
The hearing for the 2019-20 District budget as approved by the budget committee was held on June 25, 2019. Based upon additional information since the budget committee meeting, staff recommends changes to the General Fund of an increase in appropriations of $44,500 in the Business Directorate Materials and Services, a decrease of $2,975 in the Operations Directorate, and a corresponding decrease in Contingency. Staff further recommends an increase to Capital Improvement Fund Capital Outlay of $12,500 and a reduction of Contingency of $12,500. With those changes Staff recommends that the Board adopt the amended budget for fiscal year 2019-20 by approving Resolution 2019-03.
RECOMMENDED ACTION:
Approve Resolution 2019-03 To Adopt 2019-20 Budget and Authorize Appropriations.
PROPOSED MOTION:
“I move to approve Resolution 2019-03 to adopt the Tualatin Valley Fire and Rescue 2019-20 budget and authorize appropriations.”
64 RESOLUTION 2019‐03
RESOLUTION OF TUALATIN VALLEY FIRE AND RESCUE, A RURAL FIRE PROTECTION DISTRICT, WASHINGTON, CLACKAMAS, YAMILL AND MULTHOMAH COUNTIES TO ADOPT 2019‐20 BUDGET AND AUTHORIZE APPROPRIATIONS
WHEREAS, the Tualatin Valley Fire and Rescue, A Rural Fire Protection District, (“District”) budget for the fiscal year beginning July 1, 2019 and ending June 30, 2020, was approved by the District Budget Committee on May 16, 2019 and the budget hearing has been held on June 25, 2019 on the budget as approved by the budget committee; and
WHEREAS, new information affecting resources and expenditures should be considered by the governing body; and
WHEREAS, in the General Fund, it was determined that there is a needed correction to professional services for a pay equity consultant hired to evaluate the District’s pay equity analysis program in the Human Resources department, correct a missing registration in Occupational Health and increase software for a change in the firefighter hiring process, thereby increasing General Fund Business Directorate Materials and Services by $44,500 and reducing Contingency by the same amount; and
WHEREAS, in the General Fund, a reduction for ventilator maintenance of $2,975 to reflect the actual number of approved ventilators and a corresponding increase to Contingency is needed; and
WHEREAS, in the Capital Improvements Fund, a need for communication equipment for a command vehicle for $12,500 was identified and a corresponding decrease to Contingency is needed; and
NOW THEREFORE BE IT RESOLVED, that the Board of Directors of Tualatin Valley Fire and Rescue hereby adopts the budget as approved by the Budget Committee and as amended above; and
NOW THEREFORE BE IT ALSO RESOLVED, the Board of Directors of Tualatin Valley Fire and Rescue hereby adopts total appropriations for the 2019‐20 fiscal year in the amount of $170,471,673 and which is now on file in the Command and Business Operations Center at 11945 SW 70th Ave., Tigard, Oregon; and
BE IT ALSO RESOLVED, that the amounts for the fiscal year beginning July 1, 2019, for the purposes shown are hereby appropriated as follows:
GENERAL FUND
By Fund
Personnel Services $113,374,773 Materials and Services 14,248,575 Transfers 6,109,816 Contingency 5,193,975
Total $138,927,139
65 By Function Command Directorate Personnel Services $ 3,021,436 Materials and Services 1,214,056
Total $ 4,235,492
Business Directorate Personnel Services $ 9,721,434 Materials and Services 7,199,335
Total $ 16,920,769 Finance Directorate Personnel Services $ 1,817,891 Materials and Services 628,020
Total $ 2,445,911
Operations Directorate Personnel Services $ 92,514,103 Materials and Services 4,566,925
Total $ 97,081,028
Support Directorate Personnel Services $ 278,353 Materials and Services 216,618
Total $ 494,971
Community Services Directorate Personnel Services $ 6,021,556 Materials and Services 423,621
Total $ 6,445,177
District Non‐Organizational Transfers $ 6,109,816 Contingency 5,193,975
Total $ 11,303,791
66 BONDED DEBT SERVICE FUND
Debt Service ‐ Principal $ 4,645,000 Debt Service ‐ Interest 1,641,363
Total $ 6,286,363
APPARATUS FUND
Capital Outlay $ 2,848,100 Contingency 250,000
Total $ 3,098,100
CAPITAL IMPROVEMENTS FUND
Capital Outlay $ 2,663,691 Contingency 437,500
Total $ 3,101,191
MERRC FUND Capital Outlay $ 100,000 Contingency 30,000
Total $ 130,000
GRANTS FUND
Materials and Services $ 110,000
Capital Outlay 167,360
Total $ 277,360
INSURANCE FUND
Materials and Services $ 585,000
Total $ 585,000
67
PROPERTY AND BUILDING FUND
Capital Outlay $ 15,987,000 Contingency 1,418,126
Total $ 17,405,126
PENSION TRUST FUND
Personnel Services $ 282,654
Total $ 282,654
VOLUNTEER LOSAP FUND
Personnel Services $ 378,740
Total $ 378,740
APPROVED AND ADOPTED, on June 25, 2019
______
Clark I. Balfour, President
ATTEST:
______
Gordon L. Hovies, Secretary/Treasurer
68 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Resolution 2019-04 to Levy and FOR AGENDA OF: June 25, 2019 Categorize Taxes APPROVED FOR AGENDA: Fire Chief Mike Duyck
DEPARTMENT OF ORIGIN: Fire Chief’s Office
PROCEEDING: Discussion and Approval DATE SUBMITTED: June 14, 2019
EXHIBITS: Resolution 2019-04 to Levy and CLEARANCES: Fire Chief’s Office Categorize Taxes
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: -0-
BACKGROUND:
The hearing for the 2019-20 District budget and operating and general obligation bond debt service levies was held on June 25, 2019. The same tax rate and Debt Service Fund Levy were approved by the Budget Committee on May 16, 2019.
RECOMMENDED ACTION:
Approve Resolution 2019-04 To Levy and Categorize Taxes.
PROPOSED MOTION:
“I move to approve Resolution 2019-04 to adopt the 2019-20 permanent tax levy rate of $1.5252, local option tax levy of $0.45 for operations, and $6,261,669 for general obligation debt service within the District as outlined in the Resolution.”
69
RESOLUTION 2019‐04
RESOLUTION OF TUALATIN VALLEY FIRE AND RESCUE, A RURAL FIRE PROTECTION DISTRICT, WASHINGTON, CLACKAMAS, YAMHILL AND MULTNOMAH COUNTIES TO LEVY AND CATEGORIZE TAXES
BE IT RESOLVED, that the Board of Directors of Tualatin Valley Fire & Rescue, a Rural Fire Protection District, hereby levies the taxes provided for in the adopted budget in the rate of $1.9752 per $1,000 of assessed value for operations (comprised of $1.5252 permanent rate and $.45 local option tax rate) and $6,687,561, for bonds, and that these taxes are hereby imposed and categorized for tax year 2019‐20, upon the assessed value of all taxable property with the District.
Subject to the General Government Limitation:
General Fund Levy: $1.5252/$1,000 Local Option Tax Levy: $ .45/$1,000
Excluded from the General Government Limitation:
Debt Service Fund Levy $ 6,261,669
NOW THEREFORE BE IT RESOLVED, that the Budget Officer certify the County Clerk or other recording officer, County Assessor or other assessing officer, of Washington, Clackamas, Yamhill and Multnomah Counties, Oregon, and the Department of Revenue of the State of Oregon, the tax levy created by the resolution and shall file with them a copy of the adopted budget.
APPROVED AND ADOPTED, on June 25, 2019
______
Clark I. Balfour, President
ATTEST:
______
Gordon L. Hovies, Secretary/Treasurer
70 AGENDA ITEM
Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Purchase and Sale Agreement: FOR AGENDA OF: June 25, 2019 Station 63 APPROVED FOR AGENDA: Fire Chief Mike Duyck
DEPARTMENT OF ORIGIN: Fire Chief’s Office
PROCEEDING: Discussion and Approval DATE SUBMITTED: June 19, 2019
EXHIBITS: Exhibit A CLEARANCES: Fire Chief’s Office
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: $399,000 BUDGETED: $850,000 REQUIRED: -0-
BACKGROUND:
Following an exhaustive search for a new station location for the community in Aloha south, staff has located and recommends the following property to the Board. The property is located at 18295 SW Farmington Road. The parcel is .87 acres and has undergone preliminary study to ensure staff an appropriate fire station can be placed on the parcel. The property Flyer and letter of intent are attached as exhibits. Staff has reached an agreement with the property owner through a letter of intent and is in the process of finalizing a purchase and sale agreement (PSA) with the seller.
RECOMMENDED ACTION:
Approve the finalization and execution of the PSA for the property located at 18295 SW Farmington Road, Tax Lot 1S118CC01100 as depicted in Exhibit A, at the purchase price of $399,000.
PROPOSED MOTION:
“I move to approve the purchase of property located at 18295 SW Farmington Road, Tax Lot 1S118CC01100, at the purchase price of $399,000 and authorize the Fire Chief or his designee to execute all documents necessary to complete this transaction.”
71 72 73 74 AGENDA ITEM
Tualatin Valley Fire & Rescue Tigard, Oregon
SUBJECT: Standards of Cover FOR AGENDA OF: June 25, 2019
APPROVED FOR AGENDA: Fire Chief Mike Duyck
DEPARTMENT OF ORIGIN: Fire Chief’s Office
PROCEEDING: Discussion and Approval DATE SUBMITTED: June 18, 2019
EXHIBITS: 2019 Standards of Cover CLEARANCES: Fire Chief’ s Office
BUDGET IMPACT
EXPENDITURE AMOUNT APPROPRIATION REQUIRED: -0- BUDGETED: -0- REQUIRED: -0-
BACKGROUND:
Tualatin Valley Fire & Rescue’s Standards of Cover has been revised to reflect service delivery, deployment, and response performance through 2018. Staff is requesting that the Board review the revised document.
RECOMMENDED ACTION:
Discussion and approval.
PROPOSED MOTION:
“I move to approve the proposed revisions to the Tualatin Valley Fire & Rescue Standards of Cover, as proposed by staff.”
75 2019 Standards of Cover: Performance Overview
Incident Type Categories Motor Cardiac Vehicle Drowning Arrest Collision
Non- Structure EMS Structure Fire Fire
Hazardous Technical Water Materials Rescue Rescue
Time Segments
76 EMS Performance Trend & Histograms
77 Cardiac Arrest Performance Trend & Histograms
78
CHIEF’S REPORT
A. Capital Project Update B. Legislative Update C. EMS Update D. Fourth of July Preparedness E. Events . Community Events . Chief Duyck Retirement Open House – June 27, 10:00 a.m. . Transfer of Command – July 1, 3:00 p.m.
79 Capital Projects Update
New Station 39
Interior and roof framing continues. Mechanical, electrical, and plumbing rough‐in work has begun. Building wrap is being placed.
June 25, 2019
80
Logistics Service Center
All existing shelving has been dismantled – units reused are stored offsite. Demolition of phase 1 work has begun. The team continues through the Architectural Review process for the remaining project scope.
June 25, 2019
81 DIRECTORS' REPORT
82
ITEMS NOT LISTED ON THE AGENDA
83