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POUDRE FIRE AUTHORITY BOARD of DIRECTORS MEETING AGENDA r .Antbmits-- February 25, 2014 Prompt, Skillful, Caring 9:30 a.m.
Reasonable accommodations will be provided upon request for persons with disabilities by notifying
Poudre Fire Authority at (970) 416-2834 as soon as possible .
Individuals who wish to make comments regarding items scheduled on the agenda or wish to address the PFA Board on items not specifically scheduled on the agenda must first be recognized by the Board Chair or Vice Chair. Before speaking, please sign in at the table in the back of the room. The Chair will allow five minutes or less, depending on the number of speakers, for each individual. • State your name and address for the record, • Applause, outbursts or other demonstrations by the audience are not allowed. • Keep comments brief: if available, provide a written copy of statement.
Pledge of Allegiance
Public Comment
CONSENT AGENDA
1. January 28, 2014 Minutes *
STAFF REPORTS
2. Hiring Process Update (Staff presentation 5 minutes)
DISCUSSION ITEMS
3. Intergovernmental Agreement Update (Staff presentation 5 minutes) 4. EMS Update (Staff presentation 5 minutes) 5. 2014 Chief's Report and Action Plans (Staff presentation 10 minutes)
BRIEFING PAPERSIOTHER BUSINESS
January 2014 Month-end Financial Reports - PFA Agenda Calendar - February 3, 2014 PVFPD Minutes Updated Meeting Schedule - Timnath Update Memorandum - Promotion Ceremony Invitation
CORRESPONDENCE
* Requires Board Action -2—
Phone: 970-221-6570 Fax: 970-416-2809
Internet: www.poudre- fire.org 102 Remington Street Authority Fort Collins, CO 80524
POUDRE FIRE AUTHORITY BOARD OF DIRECTORS MEETING January 28, 2014
The Poudre Fire Authority Board of Directors met on January 28, 2014 at 9:30 am. at 102 Remington Street, Fort Collins, Colorado. Directors Gerry Horak (Chair), Dave Pusey, Darin Atteberry, and Lisa Poppaw were present. Mike DiTullio was absent. Also present were Fire Chief Tom DeMint, Administrative Services Director Ann Turnquist, Senior Budget and Board Coordinator Kirsten Howard, and Recording Secretary Shawn Williams.
Pledge of Allegiance Chair Gerry Horak called the meeting to order at 9:30 a.m.
Public Comment None
Consent Agenda December 17, 2013 Minutes Approval of Sale of PFA 1998 HME, Incorporated Engine (Unit 274)
Dave Pusey made a motion to approve the December 17, 2013 Minutes and to Approve the Sale of PFA 1998 HME, Incorporated Engine (Unit 274). Darin Atteberry seconded the motion. The motion passed by unanimous vote of the Board.
Discussion Items Apparatus Contracts with Rosenbauer Cab and Chassis Tom DeMint advised there was a local vendor who put in a bid that was not accepted. This item was put on the agenda in the event there were any questions regarding the RFP process with the City.
Dave Pusey asked what is on the docket for future purchases. Mike Gress advised the third item on the resolution allows for a refurbished engine in 2014. PFA went through the City purchasing process and quotes were obtained from all vendors who bid with numerous categories that were scored.
Darin Atteberry made a motion to approve Resolution 14-1 Authorizing the Fire Chief to Enter Contracts with Rosenbauer/General Safety Equipment for 1) Purchase of New Fire Apparatus for a Five-Year Period; 2) Sole Source to Refurbish Apparatus Identified by Poudre Fire Authority for a Five-year Period; and 3) Authorizing the Fire Chief to -3— Poudre Fire Authority Board Minutes 01/28/14
Enter into a Contract, Involving Expenditure of over $75,000 with Rosenbauer/General Safety Equipment for refurbishment of existing fire apparatus in 2014. Lisa Poppaw seconded the motion. The motion passed by unanimous vote of the Board.
International Fire Code Recommendation Tom DeMint introduced Bob Poncelow who provided a PowerPoint presentation on the International Fire Code Adoption.
Darin Atteberry asked if this code adoption would make it harder or easier for construction of roof top gardens. Bob Poncelow advised there will be restrictions but the code will provide clear direction on construction. Darin stated he wants to be sure roof top gardens are safe but wants to be sure PFA does not prohibit building them.
Dave Pusey asked if Weld County was consulted on the fire code adoption. Bob Poncelow advised in previous years Weld County was not consulted as there was no residential construction in their jurisdiction. This adoption process will include Weld County.
The Board requested Bob Poncelow meet with Bruce Hendee regarding roof top gardens and commercial kitchen cooking oil storage.
Dave Pusey asked about PFA liability on setting fire flow and water supply requirements. Bob Poncelow advised this code provision relates more to out buildings, i.e., barns, pump houses, etc. and is documented very early in the development review process.
Bob Poncelow introduced and thanked his staff for the incredible amount of work they performed in the code adoption process. Tom DeMint echoed his gratitude and extended it to Bob Poncelow and the members of the Fire Code Review Committee.
Dave Pusey made a motion to approve Resolution 14-2 to Pursue Adoption of the 2012 International Fire Code. Darin Atteberry seconded the motion. The motion passed by unanimous vote of the Board.
EMS Update Tom DeMint advised there was a response to questions asked in the last Board meeting.
Dave Pusey asked about Weld County's involvement. Tom DeMint asked Steve Main, in the audience, if they served any portions of Weld County that were not part of the IGA and Steve advised they do not.
Gerry Horak asked about the timeline for the EMS contract process. Tom DeMint stated a timeline would be presented at the Board meeting next month.
Page 2 of 4 -4- Poudre Fire Authority Board Minutes 01/28/14
Video Recording of Board Meetings Torn DeMint stated he would recommend a trial process at the February Board meeting if the Board continues to be interested in video recordings of Board meetings.
Staff Reports Volunteer Program Tom DeMint introduced Randy Callahan who provided a PowerPoint presentation on the Volunteer Program and changes being made.
Darin Atteberry asked what the percentage of training is for a career firefighter. Rick Vander Velde advised it is approximately 18-20%. Darin asked if the volunteer program is geared toward helping induce volunteers into career positions. Randy Callahan responded it was not the intention of the program in the past but these proposed changes are a step in that direction. Tom DeMint stated he has been meeting with Ron Anthony of Station 11 regarding their success and volunteer model and that combined with community service is the goal of expanding the PFA model.
Dave Pusey advised the Poudre Valley Fire Protection District does have a retirement plan for the volunteers and currently there are two who qualify. Depending on how the volunteer program progresses they are looking at changes in the recognition of volunteer service.
Station of the Month — Public Education Torn DeMint introduced Patrick Love who provided a PowerPoint presentation on Public Affairs & Education.
Possible Executive Session Lisa Poppaw made a motion that the Board go into executive session for the purpose of considering personnel matters, as permitted by Section 24-6-402(4)(1)(1) of the Colorado Revised Statutes, to review the Fire Chief's compensation. Dave Pusey seconded the motion. The Board entered into executive session at 11:15 am. The Board returned to public session at 11:45 am. Darin Atteberry left the meeting.
Lisa Poppaw made a motion to increase the Fire Chief's 2014 total compensation by 5% and the Chief can decide how to allocate the 5%. Dave Pusey seconded the motion. The motion passed by unanimous vote of the Board members present.
Briefing Papers/Other Business December 2013 Month-end Financial Reports PFA Agenda Calendar December 2013 PVFPD Minutes • 4th Quarter 2013 Chief's Reports and Action Plans 4th Quarter 2013 Activity Reports from Battalion Chiefs 4th Quarter 2013 Response Activity Accreditation Update Memo
Page 3 of 4 -5— Poudre Fire Authority Board Minutes 01/28/14
IGA Update Memo 2013 Annual Awards & Recognition Ceremony Donation of Funds to PFA Station 9
Tom DeMint commended Jim Houck and Esteban Guzman for their hard work aiding the victim recovery efforts in the Philippines.
Tom DeMint advised Loveland Fire Chief Randy Mirowski announced his retirement at the end of 2014.
Dave Pusey stated while it was great the number of injuries in 2013 had dropped, he was concerned that out of 168 firefighters, 83 had sustained injuries. Gary Nuckols noted that the reported injuries were not OSHA reported injuries and with the help of Accreditation in 2014 he will be working on more accurate reporting methods.
Ann Turnquist updated the Board on the IGA discussions. There will be a joint meeting of the PFA Board and City Council on April 2, 2014. Mike Beckstead will be taking recommendations to the Finance Committee prior to that meeting on March 17, 2014. The long range goal is to have an agreement with the City before the City sets its allocation for the 2015/2016 budget.
Tom DeMint advised Poudre Fire Authority has signed a Letter of Application for Accreditation. This is an 18 month process with a site visit in 14 months. correspondence
The meeting was adjourned at 11:50 a.m.
Page 4 of 4
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STAFF REPORT AGENDA ITEM SUMMARY
Item #: 2 —7A uttiorgyr- Meeting Date: 02/2512014 Prompt, Skillful, Caring PFA Staff: Shawn McGaffin
SUBJ ECT.
Hiring Process Update
EXECUTIVE SUMMARY
Captain Shawn McGaffin will give a five minute presentation on the 2014 firefighter hiring process. Captain McGaffin will give a brief overview of the process, the National Testing Network application tool, recruitment outreach, and candidate demographics.
DISCUSSION/BACKGROUND
The electronically administered written test closed on December 31, 2013, with 861 written applications processed, and 297 applicants invited to the first round of interviews beginning on March 10, 2014. PFA plans to establish a new firefighter eligibility list by summer, 2014.
STAFF RECOMMENDATION
Item for Information
FINANCIAL / ECONOMIC IMPACTS
Funds for the 2014 hiring process are appropriated within the 2014 budget.
ASSOCIATED STRATEGIC GOALS
Goal 1 —"Minimize deaths and injuries due to fires, medical emergencies and related emergency situations." Goal 2 —''Minimize direct and indirect losses due to fire and related emergency situations." Goal 4 —"Minimize the number and adverse effects of hazardous situations." -7—
Goal 5 — "Maximize the level of resident and business satisfaction with the PEA services."
ATTACHMENTS
PowerPoint Presentation Score Report Dimensional Ratings Sample Dimensional Rating Sheet -8- 2/20/2014
2013/2014 Introductory Firefighter Recruitment and Hiring Process
National Testing Network This is a new testing process for PFA
• National Testing Network (NTN) directly contracts with public safety departments across the country to test candidates for jobs.
• NTN conducts tests for Fire, EMS and Police.
Aut °city j ------
1 -9- 2/20/2014
• NTN's written test development company is Ergometrics Inc.
• Ergometrics provides professional test development to over 1,000 organizations.
• Over 250 Fire Departments across the U.S. use the Ergometrics Fire Team Test.
- Regionally: PFA, Greeley, Evans, West Metro, Colorado Springs, Arvada and Wellington
What does NTN do? • Gathers all applicants' information. - Personal History Questionnaire 50+ pages of info
• Schedules all applicants' written test times.
• Conducts all written tests which are offered nationwide at licensed test sites based on their geographical location. - Locally Aims Community College provides CPAT testing
• Summarizes all scores and produces comparison tables that can be used to select candidates to continue with PFA's process.
,,42,115ittr7—
2 - 1 0— 2/20/2014
Recruitment and Hiring
▪ The recruitment committee has implemented an ongoing program to educate all individuals of the opportunities for a career in the fire service. — Job Fairs — Word of Mouth Campaign — Brochure Booths — Fire Camp • Special emphasis has been directed at gender and diverse candidates. • The hiring committee then maximized the opportunity for anyone to apply. — Adjusted minimum requirements, testing sites nationwide, Skype interviews_ This reduced travel expenses and
scheduled time off from current jobs .
Aolwrity
Candidate Comparison
963 Applications 861 Applications 757 Invited to the written test 581 Took the written test 861 Written test scores received (280 more) 273 Invited to the first round of 297 Invited to the first round of intervip.ws interviews
In order to eliminate 690 Candidates prior to the Interviews in 2011 PEA spent overtime hours to manually screen transcripts. PFA also absorbed the cost of the facility rental used to administer the written test and the overtime of the test proctors.
3
2/20/2014
2014 .... , . ,;,:,,;:,-..-...„,,,,..,7.1:571,L:. p i1 1i. 1 I.. .,. - -- .. . - -- kilL:4,11.5iiii14±4:1■44:39170.11:1,;,541,:!1:0, , ., t!.;.: _ d. • . — I.urici+21 (-..enrIE.!r
Female-all .i.i.,,,./.., 1-einale-10 3,3:/%
Male-780 90.59% Male-271 911556
Undisclosed-41 4.7591 Undisclosed-16 5.39%
Ethnicity Ethnicity
African American-15 African American-2
Asian/Pacific Islander-15 AsientPacific Islander-5
Hispanic-57 Hispanic-20
Native American-12 Native American-S
Undiulased-95 Undisciosed-41
White-656 White-2Z4
Veteran Veteran
No-749 N0-26S
Yes-112 Yes-32
States Represented by 9E, Candidates States Represented by 297 Invited to Interviews • —_ _ ._ — .. _ — _•._ A L-2 NO-1 AL-0 ND -1
AZ-24 NE-7 AZ-3 NE-3 CA-83 NV-6 CA-33 NV-0 CO-494 NY-1 CO-179 NY-13 FL-10 01-1-2 FL-2 OH-1
GA-4 OK-1 GA-2 OK-0 HI-1 OR-11 HI-1 OR-6 IA-3 5C-2 IA-1 SC-2 ID-S 50-2 10-4 50.1 IL-8 IN-1 IL-1 TN-1 IN-1 TX-12 IN-1 TX-6 K5-3 UT-2 KS-1 UT-0 MN-1 VA-2 1 pm.' VA-0 MO-3 WA-37 MO-1 WA-10 MS-1 W1-2 MS-1 W1-0
MT-6 WY-12 MT-3 WY-1 NC-1 Undisclosed-105 NC-1 Undisclosed-31
4 -1 2- 2/20/2014
Next Steps First Round Interviews Scheduled March 10111-14t" 13 candidates requested Skype interviews
Second Round interviews Oral interviews will take place the week of April 20th. Approximately 70-80 are expected to move on to 2nd interview.
RIlid, Audiewny
QUESTIONS?
Authority
5 ExainHQ —13— Page 1 of 2
Score Report for -FireTEAM
PHQ Personal InFormation Test Scores
Test Explanation Score Percentile Ranking an National Norms*
This is a weighted Combined combination of the 81.39 Score Human Relations Score 65th and the Mechanical Score
Reading Pass/Fail. Mininum 92 PASS Score acceptable score = 70
Pass/Fall. Mininum Math Score 100 PASS acceptable score = 70
Mechanical Mininum acceptable 91.67 90th Scare score = 65
Dimensional Hide Descriptions Hide Dimensional Ratings Ratings** Uses correct tools for the job. Understands basic physics and Mechanical mechanics of how things work GOOD Reasoning (motors, gears, pulleys, etc.). Understands water pressure and water systems.
Able to quickly [earn and understand systems. Understands cause and effect Understanding within mechanical systems. Notices problems in systems and understands Mechanical GOOD the cause of the problem. Able to iM Systems quickly troubleshoot problems based on fundamental knowledge of system operations. Can pay attention and quickly identify Mechanical equipment or systems that are not Observation & working properly. Can identify what GOOD Analysis part of a system or process may be causing problems at some other point.
Human acceptable Relations Mininum 76.98 score = 75 Score
lifips://exanillq.net/candidateDetai1s.cfrejobic1=&agencyjobid=3468zamp;id=100559... 2/14/2014 Exam HQ —1 4— Page 2 of 2
Dimensional Hide Descriptions Show Dimensional Ratings Ratings"
Communicates with statements Abrasive intended to be put downs, to convey GOOD disapproval or contempt. Becomes involved In or Incites dysfunction among others at the Adds Tension SOME PROBLEM station. Places low priority on trying to work toward team harmony. Brusque, militaristic, decisive, gives orders without explanation, giving the Authoritarian NORMAL impression of arrogance in non- emergency situations. Inconsiderate Unconcerned with the impact of own NORMAL words and actions on others. Low Tolerance Notices and responds negatively to HIGH RISK imperfections of others. II
Avoids difficult conversations, choosing to back away rather than communicate SOME PROBLEM Passive In uncomfortable circumstances or with 111 potentially troublesome individuals.
Inappropriately concerned about own Self Focused importance, treatment by others, SOME PROBLEM image; needs to be seen as right.
Work Tries to minimize own work effort or expresses unwarranted aversion to —+] NORMAL Avoidance simple chores.
Supervisor Immature relations with supervisory Relations staff, likely to make a poor impression. GOOD
The bars indicate the percentile of the candidate scare. A percentile of 30 means they are in the bottom 30% of all candidates nationally. A score of 80 means they did better than 80% of all candidates.
Dimension scores also show performance relative to national norms. A High Risk score Is in the bottom 25% while a Good score is in the top 25%. ** Dimension scores indicate particular strengths or weaknesses. If wrong answer choices are not grouped in a particular area, It is possible to have a low test score while showing OK performance In each dimension.
https://examhq.net/candidateDetails.cfrOjobid=&agencyjob id=3 46&am p; id= S 00559... 2/14/2014 Dimensional Ratings The items in this test are designed to simulate emotional triggers present in the job. These emotional trigger simulations are used to elicit responses showing how the individual determines priorities when responding to common job stressors. The Human Relations Score is the most valid and reliable indicator of potential job success. Ergometrics recommends that Human Relations Score be used in making hiring decisions. Dimension Ratings should be used as indicators of potential areas of development. These potential developmental areas can be more deeply explored during the interview process. Dimension Ratings can also be used to help new employees address developmental areas that may limit their potential to excel.
Dimension Ratings are based on the number of right and wrong answers chosen by the candidate relating to each particular dimension. Dimension Ratings are good behavioral indicators for the GOOD A rating of "GOOD" means that the test taker has selected all or mostly all right answers in this dimension compared to other candidates. NORMAL A rating of "NORMAL" means that the number of right and wrong answers the test taker has chosen is normal for this dimension. Most test takers pick this many and it does not indicate an area of concern.
SOME PROBLEM A candidate who has a rating of "SOME PROBLEM" has selected more wrong answers in this dimension than would be normally expected. It is recommended that this area be explored further in the interview and/or that the individual be provided with feedback and training in this area on the job.
HIGH RISK A rating of "HIGH RISK" means that the candidate has selected many more wrong answers in this dimension than would normally be expected. The unusual number of such answers chosen suggests that feedback and training would be important to help this individual overcome what appears to be a strong tendency. Recommend further exploration of this dimension during the interview.
Dimensions Description
Communicates with statements intended to be put downs, to Abrasive convey disapproval or contempt. Becomes Involved in or incites dysfunction among others at the station. Places low priority on trying to work toward Adds Tension team harmony. Brusque, militaristic, decisive, gives orders without explanation, giving the impression of arrogance in non- Authoritarian emergency situations. Unconcerned with the Impact of own words and actions on Inconsiderate others. Low Tolerance Notices and responds negatively to imperfections of others. Avoids difficult conversations, choosing to back away rather than communicate in uncomfortable circumstances or with Passive potentially troublesome individuals. Inappropriately concerned about own importance, treatment Self Focused by others, image; needs to be seen as right. Tries to minimize own work effort or expresses unwarranted Work Avoidance aversion to simple chores. Immature relations with supervisory staff, likely to make a Supervisor Relations poor impression. Uses correct tools for the job. Understands basic physics and mechanics of how things work (motors, gears, pulleys, etc.). Mechanical Reasoning Understands water pressure and water systems. Able to quickly learn and understand systems. Understands cause and effect within mechanical systems. Notices problems in systems and understands the cause of the Understanding Mechanical problem. Able to quickly troubleshoot problems based on Systems fundamental knowledge of system operations. Can pay attention and quickly identify equipment or systems that are not working properly. Can identify what part of a Mechanical Observation & system or process may be causing problems at some other Analysis point. Test Mininum Acceptable Score Passing Value Type Combined Score 70 Standard Reading 70 Standard Math 70 Standard Mechanical 65 Standard Human Relations 75 Standard
Abrasive Adds Tension Authoritarian Inconsiderate Low Tolerance Passive Self Focused Work Avoidance Supervisor Relations Mechanical Reasoning Understanding Mechanical Systems Mechanical Observation & Analysis NORMAL NORMAL NORMAL COBB SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL" NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL ....mSOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL .m7rtwaht NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL = NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM SOME PROBLEM NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL GOOD NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL NORMAL NORMAL NORMAL SOME PROBLEM NORMAL Fffilaig il NORMAL GOOD NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM NORMAL NORMAL NORMAL SOME PROBLEM SOME PROBLEM NORMAL NORMAL NORMAL NORMAL O NORMAL NORMAL NORMAL SOME PROBLEM NORMAL SOME PROBLEM SOME PROBLEM NORMAL FOOD NORMAL SOME PROBLEM
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DISCUSSION AGENDA ITEM SUMMARY P i7cdfr nni Item #: 3 AlaWity/ Meeting Date: 02/25/2014 Prompt, Skillful, Caring PFA Staff: Tom DeMint Ann Turnquist
SUBJECT:
Intergovernmental Agreement Update
EXECUTIVE SUMMARY
PEA staff continues to work with City staff on developing recommendations for an updated Intergovernmental Agreement between the City of Fort Collins and Poudre Valley Fire Protection District. A schedule for consideration of the proposed agreement has been developed and will be discussed at this meeting.
DISCUSSION/BACKGROUND
PFA staff is working with the PFA Board of Directors, Poudre Valley Fire Protection District Board of Directors, City staff, and City Council to review the 1987 PFA Intergovernmental Agreement (IGA). The purposes of the review include updating and consolidating the term of the agreement, removing obsolete language, updating the revenue allocation formula (RAF), reviewing the support services provided by the City and consolidating three previous amendments into the new IGA.
PFA staff and City staff have met regularly over the past several months to review the details of the IGA and to discuss the City's contributions to PFA under the Revenue Allocation Formula. Both City legal counsel and District legal counsel have reviewed the terms of the IGA and offered suggested changes. Staff will now work to reconcile the suggestions of both legal advisors. Key issues in the terms of the agreement have included such provisions as:
• Appointment of the "5th Member" of the Board; • Impact of annexations on the financial agreement; • Appointment of a legal advisor to the Authority; • Inclusion of specific references to "Rescue" services as part of the scope of PFA's services; • Elimination of language which distinguishes between an "Administrative Chief" and "Executive Chief;" and • Additions regarding TABOR limitations. -1 9—
Staff has also developed a preliminary proposal regarding the City's future financial contributions to PFA, which City Staff plans to present to the City Council Finance Committee on March 17. The overall schedule for consideration of the financial proposal and the IGA update will be:
City Council Finance Committee review (Financial issues) March 17
PVFPD Briefing and discussion (Financial Implications and March 24 provisions of IGA)
PFA Board discussion (Update to Board on PVFPD and March 25 City discussions)
PVFPD and City Council Joint Meeting (Review terms of April 2 IGA and RAF; develop consensus on terms to prepare for formal consideration)
PVFPD Consideration of Resolution to Approve IGA and May 12 RAF
City Council Consideration of Resolution to Approve IGA June 3 and RAF
Incorporation of RAF into City Budget Process June 2014
STAFF RECOMMENDATION
Item for Information and discussion.
FINANCIAL i ECONOMIC IMPACTS
None.
ASSOCIATED STRATEGIC GOALS
Goal 3 — "Minimize the costs of fire protection and emergency services."
ATTACHMENTS
None.
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DISCUSSION AGENDA ITEM SUMMARY PbViTre _ Adimity Item #: 4 Meeting Date: 02/25/2014 Prompt, Skillful, Caring PFA Staff: Tom DeMint
SUBJECT:
EMS Update
EXECUTIVE SUMMARY
Staff continues to develop the process for securing an agreement with an ambulance provider for the PFA. On February 19, 2014 staff met with representatives from the City Attorney's Office, the City Manager's Office, and the City's Purchasing Department. The focus was on developing a Request for Proposal (RFP) for EMS; preparing a proposal for the PFA Board at their March meeting, and developing a strategy to ensure that areas outside of the PFA are included in the process.
DISCUSSION/BACKGROUND
Staff and the Board have been discussing the development of a process to secure Ambulance Services for the PFA jurisdiction. Staff has been working with the City Attorney's Office to determine what steps are necessary to ensure an open and transparent process which results in the best possible EMS system for the PFA.
Part of the discussion has been regarding the desire to create a strategy to ensure that the surrounding communities currently receiving ambulance service, based in Fort Collins, continue to receive those services. Staff has been meeting with the fire chiefs from neighboring departments to gather the concerns from those communities. A strategy for including these other communities is to sign agreements between those agencies and the PFA, for inclusion in the contracting process, with the goal of requiring the ambulance provider to ensure services to those communities as well as the PFA.
Staff will begin preparing a proposal for the PEA Board for the March meeting regarding a RFP. PFA staff is working with legal counsel to provide the Board with a resolution to proceed with a competitive bid process should that be the Board's desire. Staff is not prepared to present that background work at this meeting due to the lack of time between the 2/19/2014 meeting and distribution of Board materials. The City Attorney's Office does recommend Board action to proceed with the competitive process for an exclusive service contract.
-21—
The City's Purchasing Office is working with PFA staff to begin development of a RFP and a defined process. Staff has researched many sample RFPs and existing contracts from other jurisdictions. The goal is to provide an open, transparent process that will lead to a sustainable, world-class EMS System.
STAFF RECOMMENDATION
Item for Information and discussion.
FINANCIAL / ECONOMIC IMPACTS
None.
ASSOCIATED STRATEGIC GOALS
Goal 1 — "Minimize deaths and injuries due to fires, medical emergencies and related emergency situations." Goal 3 "Minimize the costs of fire protection and emergency services."
Goal 5 — "Maximize the level of resident and business satisfaction with the PFA services."
ATTACHMENTS
None.
-22—
DISCUSSION AGENDA ITEM SUMMARY Item #: 5 Meeting Date: 02/25/2014 Prompt, Skillful, Caring PFA Staff: Tom DeMint
SUBJECT:
2014 Chief's Report and Action Plans
EXECUTIVE SUMMARY
Chief DeMint will discuss his 2014 goals, some new and some continued from 2013, and will brief the Board on the current status of those goals that began in 2013.
DISCUSSIONIBACKGROUND
The fire chief employment contract states in Section XII, B, "that the Board and chief shall annually define such goals and performance objectives which they determine necessary for the proper operation of the PFA ..."
The 2014 Chief's Report and Action Plans is attached, and will be updated and presented to the Board quarterly during 2014.
STAFF RECOMMENDATION
Item for information,
FINANCIAL / ECONOMIC IMPACTS
None; funding for these goals is appropriated within the PFA 2014 budget.
ASSOCIATED STRATEGIC GOALS
Goal 1 — "Minimize deaths and injuries due to fires, medical emergencies and related emergency situations." Goal 2 "Minimize direct and indirect losses due to fire and related emergency situations."
Goal 3 — "Minimize the costs of fire protection and emergency services."
Goal 4 — "Minimize the number and adverse effects of hazardous situations."
Goal 5 — "Maximize the level of resident and business satisfaction with the PFA services." Goal 6 — "Maximize citizen and employee input."
ATTACHMENTS
2014 Chief Reports and Action Plans Status Report -23—
2014 Chief's Report and Action Plan (in alphabetical order)
Accreditation — Continued from 2013
Implement a process to achieve Commission on Fire Accreditation International Accreditation (CFAI) for the Poudre Fire Authority. 2013 achievements will include process development, self-assessment and technical tool development. This work will prepare the PEA to move to "Applicant" status in 2014.
Status: Process development and departmental information sharing has been completed. Category managers have completed the self-assessment process. The Gap analysis is currently underway and key staff members participated in detailed accreditation training with CFAI in October, 2013. Category Managers are currently working on detailed responses to criteria, with the first performance indicators scheduled for completion in February. Monthly work sessions with Category Managers are being conducted, with a class on performance measurement completed in February. PFA has moved to "Applicant Status" and anticipates completing the Accreditation process in time for a site visit in the first quarter 2015.
Comprehensive Annual Financial Report — New 2014
Develop a Comprehensive Annual Financial Report (CAFR) rather than a financial report as has been audited in the past, and apply for the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting. The certificate of achievement from GFOA will assist PFA with compliance in section 4b, Financial Practices, in the accreditation self-assessment.
Electronic Data Management — Continued from 2013
Develop a scope and work plan for creating an electronic data management system for PFA records and files.
Status: Project temporarily tabled due to other higher priority projects and programs. Staff is seeking outside assistance in records retention planning.
Employee Development — Continued from 2013
Continuation of the Forging a Courageous Organization (EGO) program initiated in 2012. The focus for 2012 is courageous communications and will be taught to all members of the PFA. Classes will be taught by staff members, captains, and firefighters involved in the FCO process. -24—
Status: Chief Vander Velde and Board Vice Chair Pusey attended Gus Lee's six day leadership training in September. This allows staff to bring Chief Vander Velde into the instructors and curriculum development pool as staff moves forward with this challenging program. Vice Chair Pusey was able to gain a perspective of what PFA leadership experienced during the program with Gus in 2012. The third round of FCO classes was delivered in January 2014. The fourth round of classes will be delivered in the second quarter of 2014.
Emergency Medical Services Agreement — New 2014
PFA staff is working with the City Attorney's Office to develop an agreement for ambulance services within PFA's jurisdiction. EMS agencies including University of Colorado Health, as well as others, have contacted PFA. The goal of the agreement will be to ensure continued, high quality ambulance services both within the PFA boundaries and in neighboring communities through a contractual agreement.
Fire Code Adoption/International Residential Code - Continued from 2013
Implement the Fire Code Review Committee and begin the detailed review of the 2012 International Fire Code. Finalize all amendments and revisions and prepare a code adoption for review by the PFA Board, adoption by the PVFPD Board, Timnath Town Board, Fort Collins City Council and ratification by the Larimer County Commissioners.
Status: Poudre Valley Fire Protection District, Larimer County, and the Town of Timnath will complete their respective adoptions of the International Codes in the first quarter of 2014, and the City of Fort Collins has scheduled the first and second readings of their codes for the month of March. These code adoptions included the international Residential Code (IRC) and International Building Code (IBC), which have a direct impact on Poudre Fire Authority operations. Of particular interest during this code adoption cycle were provisions in the IRC that called for the installation of fire sprinklers in all one- and two-family dwellings including townhomes. That provision was eliminated within the Town of Timnath and unincorporated Larimer County as part of their local amendments. The City of Fort Collins has modified this section of the code to eliminate single family detached homes, but maintain the provisions for attached townhomes and duplexes. Additionally the IRC as published required that floors with lightweight construction including wooden I-Beams be provided with either underfloor- fire sprinklers or some type of protective covering such as drywall. This provision is directly related to firefighter safety and is intended to provide additional time for firefighters to conduct interior operations before failure of the floor system and the resulting collapse. The City of Fort Collins is maintaining this provision in the RC as adopted, however the Town of Timnath and Larimer County both eliminated that provision. -25—
PFA has completed the community review of the International Fire Code and brought forward the 2012 International Fire Code with amendments to the Poudre Fire Authority Board of Directors at the January 28 meeting. The Board of Directors will be asked to pass a resolution recommending that the Town of Timnath, City of Fort Collins and the Poudre Valley Fire Protection District adopt the 2012 International Fire Code with amendments. Beginning on February 3 at the PVFPD meeting, each of these bodies was asked to adopt the code and amendments specific to their jurisdiction. The final step in the process will be requesting ratification of the code by the Larimer County Board of Commissioners for the unincorporated portions of the Poudre Fire Authority jurisdiction. It is anticipated that all adoptions of the International Fire Code will be substantially complete by May 1, 2014.
Hiring Process — New 2014
The electronically administered written test closed on December 31, 2013. Over 800 applications were received. Applicants will be notified mid-January if they are being invited to continue through the hiring process, PFA plans to establish a new firefighter eligibility list by summer, 2014,
Intergovernmental Agreement/Revenue Allocation Formula — New 2014
PFA staff is working with the PFA Board of Directors, Poudre Valley Fire Protection District Board of Directors, City staff, and City Council to review the 1987 PFA Intergovernmental Agreement to consider any updates or consolidations to remove obsolete language, review organizational procedures, review the revenue allocation formula (RAF), review the provision of support services by the City, and consolidate the three previous amendments into a new IGA. The Poudre Valley Fire Protection District and Fort Collins City Council, at their joint meeting on October 29, 2013, gave direction to staff that they are committed to the Authority model of service, are supportive of an updated IGA, and to begin work on options for a City contribution formula. Funding proposals will be presented to City Council and the PVFPD Board in March, 2014.
Improve Safety Programs — Continued from 2013
Enhance current Health and Safety program, concentrating on improvements in reporting, tracking, investigating and mitigation efforts in decreasing injuries within Poudre Fire Authority.
Status: A new electronic filing system was developed and implemented this year This allows for tracking of each data field, which in the past was accomplished individually, by hand. On the old form, the individual had to determine via check boxes cause and contributing factors. Beginning in 2013, the shift Incident Safety Officer (ISO) personally visits an individual after an injury to -26-
see if proper care was given, review cause and contributing factors, help educate the employee on injury prevention, and address any concerns. Actions PFA can take to keep a similar accident from occurring again are addressed by the ISO, with follow-up from the Health and Safety Chief. Starting late 2013 the shift ISO will also be reviewing the After incident Reports (AIR) that individuals fill out on vehicle accidents and other property losses. The AIR are a self-evaluation of the incident and the ISO will assist in making sure the report is complete and help determine what actions PFA should take to keep a similar incident from happening again.
Performance Evaluations — Continued from 2013
Develop a system for conducting performance evaluations of employees throughout the organization. Evaluations will focus on identifying employee strengths, opportunities for improvement, and alignment with the organization's Vision, Mission and Values.
Status: Firefighters are evaluated for firefighting skills through company performance tasks, EMS skill competencies, and after action reviews. Staff is working toward a comprehensive method for capturing those evaluations. Staff is working to complete the evaluation process with the citizenship and soft skills portion of individual employee performance evaluations. This will align with the Forging a Courageous Organization program. Leadership Development Plans were implemented for Senior Leadership Team members in 2013. In February, a staff team for development of a performance evaluation process will be created and members selected for participation. The target completion date for written performance evaluations of all employees is 12/31/2014.
Public Educator — New 2014
Implement a professional educator position to bring the latest educational theory to PFA programs and greatly enhance the public educational efforts. This position would he responsible for creating and developing innovative outreach initiatives and materials; analyzing and interpreting statistical data; implementing processes that will increase community preparedness and participation; and coordinate and participate in community engagement activities. This position was advertised, and close to 50 applications were received. Following an initial qualification screening the top candidates were contacted and requested to submit a full resume and cover letter. Those documents will be reviewed and the top 10-12 candidates will be invited for an initial interview_
Station 8 — Continued from 2013
Establish a new design and construction for the project (Dohn Construction is the new contractor), develop estimates based on the revised plans and begin initial site work including soil testing and site placement issues. Continue to monitor the installation of -27— the infrastructure at the Riverbend site and be prepared to move forward with contract documents and construction when the site development is completed.
Status: Work is starting on the widening of Harmony Road and is progressing on the installation of the sewer line, which hopefully will impact the final development of the Riverbend project. Staff is working with Belford Watkins Group Architects to finalize the design with some minor changes based on best practice review of the Station 4 and Station 7 projects as well as the needs of the ambulance service. Once finalized, a work order will be issued to Dohn Construction to provide a preliminary budget estimate to be used for planning purposes.
The status is unchanged as of Januar}, 2014. It appears that infrastructure improvements are beginning on the Riverbend site. Staff is reengaging with the design team to finalize the design elements and begin the estimating process. Plans still need to be completed for site improvements and landscaping and those will be started as soon as soil testing is possible as the site receives a final grade.
Strategic Plan — Continued from 2013
Develop a Strategic Plan for the Poudre Fire Authority which will guide the organization over the coming three to five years. The plan will involve internal and external stakeholders and include goals and objectives to align the organization's actions.
Status: Process began in 2012 with development of PFA's new Vision, Mission and Values statements. Environmental Scans (SWOT Analysis) began in May, and were completed in July. Development of goals and objectives will continue through the winter and be completed in first quarter, 2014.
Wildland Coordinator — New 2014
Implement a wildland coordinator position to focus on community mitigation in the wildland arena, including community education, prevention, and command and control of wildland fire situations. -28—
BRIEFING PAPERS/OTHER BUSINESS 47 _Millar% ;V— Meeting Date: 02/25/2014 PFA Staff: Tom DeMint Prompt, Skillful, Caring
The briefing papers this month include:
• January 2014 Financial Report • PFA Agenda Calendar • February 3, 2014 PVFPD Minutes • Updated 2014 Board Meeting Schedule • Timnath Update • Promotion Ceremony Invitation
-29-
Phone: 970-221-6570 Fax: 970-416-2809 Internet: www.poudre-fire.org 102 Remington Street Fort Collins, CO 80524
TO: Poudre Fire Authority Board of Directors
FM: Kirsten Howard, Senior Budget Coordinator
DT: February 20, 2014
RE: January 2014 Financial Reports
The general fund and capital fund financial statements for the month ending January 31, 2014 is attached_
Clarification for the general fund report:
• The Revenue Over Expenditures in the Budget column of $64,672 comes from: $70,172 to the KFCG reserves for possible grant match and $5,500 from Reserve for Contingency from a 2012 Poudre Valley Fire Protection District contribution for the Peer Support program.
Clarification for the capital fund report:
• The Excess or Deficiency of Revenues Over or Under Expenditures is shown because these are non-lapsing projects, so the appropriations and fund balances carryover from year-to-year, rather than necessarily being spent in the year they are appropriated. • The small dollar amounts shown in the actual expenses column are investment charges that the City charges to all projects. -30-
General Fund Statement of Revenues, Expenditures and Changes in Fund Balances-- Actual and Budget For the Month Ended January 31, 2014
Percent Year-to Date Received! REVENUES Actual Annual Budget Expended Intergovernmental $1,950,734 $24,139,599 Fees and charges for services $26,940 $593,071 Earnings on Investments $15,517 $40,000 Grants and Non-Capital Projects Miscellaneous revenue $267,119 $60,500
Total Revenues $2,260,310 $24,833,170 9.10%
EXPENDITURES Current: Administration $685,707 $2,228,949 Community Safety Services $96,030 $1,845,396 Grants & Non-Capital Projects $7,850 $25,000 Lease Purchase (Sta. 4) $234,354 Support $199,192 $2,743,078 Operations $878,106 $17,691,721
Total Expenditures $1,866,885 $24,768,498 7.54%
Excess or Deficiency of Revenues Over or Under Expenditures $393,425 $64,672
Fund Balance January 1, 2014 $4,698,282
Fund Balance December 31, 2014 $5,091,707 -31-
Capital Fund Statement of Revenues, Expenditures and Changes in Fund Balances-- Actual and Budget For the Month Ended January 31, 2014
Percent Year-to-Date Received! REVENUES Actual Annual Budget Expended Apparatus Replacement $46,681 $535,095 Facilities Maintenance $503 $39,098 Future Facilities $0 Burn Building $1,199 $2,578 Station 15 $4,575 $29,263 Training Multi-Purpose Building $711 $1,549 Station 8 $7,762 $1,373,884 Computer/Tech Replacement $61 $62,870 Console Replacement $694 $0 Hose Replacement $37 $16,080 Radio Replacement $523 $164,136 SCBA Replacement $1,732 $103,771 Staff Vehicle Replacement $121 $60,437 Thermal Imager Replacement $24 $24,178 Station 4 Lease/Purchase $1,650 $3,592
Total Revenues $66,273 $2,416,531 2.74%
EXPENDITURES Current: Apparatus Replacement $4 $570,000 Facilities Maintenance $5,653 $38,010 Future Facilities $0 Burn Building $2 $8,000 Station 15 $9 Training Multi-Purpose Building $1 Station 8 $15 $3,652,044 Computer/Tech Replacement $7,038 $61,000 Console Replacement $1 Hose Replacement $0 $16,000 Radio Replacement $1 $100,000 SCBA Replacement $3 Staff Vehicle Replacement $0 $60,000 Thermal Imager Replacement $216 $24,000 Station 4 Lease/Purchase $3
Total Expenditures $12,944 $4,529,054 0.29%
Excess or Deficiency of Revenues Over or Under Expenditures $53,329 ($2,112,523)
Fund Balance January 1, 2014 $6,388,512
Fund Balance January 31, 2014 $6,441,841 -32— PFA Board Agenda Planning Calendar
Month Type Detail February Regular • Station of the Month — Administration 25, • 2014 Chief's Goals and Action Plans 2014 • RAF Update March 25, Regular • IGA/RAF — Council Finance Follow-up 2014 • EMS Competitive bid process • Reappropriation of Prior Year Funds • Union/Staff Update • Station of the Month — USAR April 2, Joint Meeting • Work session —follow up from October 29, 2013 2014 with City • Council Finance— follow up from March 17, 2014 6:00 p.m. Council & • IGA/RAF Discussion at Training PVFPD (3400 W. Vine Dr.) May 13, Regular • Station of the Month — Administration 2014 • 15t Quarter 2014 Chief's Reports and Action Plans • 2013 Annual Report
June 24, Regular • Station of the Month — Hazardous Materials 2014 • 2013 Audit • 2nd Quarter 2014 Chief's Reports and Action Plans • Chiefs Mid-Year Performance Review July 22, Possible Work • 2014 Session August26, • Preliminary 2015 Budget 2014 • Station of the Month - Wildland September • Staff Report - Sustainability 23, 2014 October 28, • 3rd Quarter 2014 Chief's Reports and Action Plans 2014 November • Budget Work Session 18, 2014 December • 2015 Budget 16, 2014 January Possible Work • 2015 Session -33- Poudre Valley Fire Protection District
102 Remington Street ♦ Fort Collins, CO 80524 Phone: (970) 416-2837 ♦ Fax: (970) 416-2809 Internet: www.PoudreValleyFireProtectionDistrict.org
POUDRE VALLEY FIRE PROTECTION DISTRICT BOARD OF DIRECTORS MEETING February 3, 2014
The Poudre Valley Fire Protection District's Board 'of Directors met at 102 Remington Street, Fort Collins, CO, at 8:30 a.m., Monday6F,"ebivary 3;,-2014. Present were Board members: Earlie Thomas, Dave Pusey, Eckkbpert, Mike DiTullio, and Ron Anthony. Mike DiTullio left the meeting at 10:00 a.m. Also present were:,.Fire Chief Tom DeMint, District Coordinator Bev McBride, and RecOrding Secretary Shawn Williams.
Earlie Thomas called the meeting toorder at 8:30 a.m.
Public Comment None
Station of the Month,- Public Education Tom DeMint introduOd Patrick - Love who - proyided a POwerPoint presentation on the Public Education Program.
Minutes of the' December 16, 2013 Regular 'Meeting Dave PuseY made a motion to approv-e- the =December 16, 2013 regular meeting minutes. Ed Rupert seconded the motion: The motion passed by unanimous vote of the Board.
Accreditation Update Tom DeMint introduced Holger Durre who provided an update on the Accreditation Process. PFA has entered the Applicant Agency status as of the first of February. A site visit will occur in approximately 18 months.
International Fire Code Adoption Tom DeMint introduced Bob Poncelow who provided a PowerPoint presentation on the 2012 International Fire Code Adoption. Discussion was held by the Board on the proposed local changes to the 2012 International Fire Code.
Ed Rupert made a motion to approve Resolution 14-01 to adopt the 2012 International Fire Code. Dave Pusey seconded the motion. The motion passed by unanimous vote of the Board, -34- PVFPD Board Minutes February 3, 2014
2013 Year-end Financial Statement and Revenue Report Torn DeMint introduced Bev McBride who provided a report on the 2013 Year—end Financial Statement and Revenue Report.
Dave Pusey made a motion to approve the 2013 Year-end Financial Statement and Revenue Report. Ed Rupert seconded the motion. The motion passed by unanimous vote of the Board.
Volunteer Firefighter Program Torn DeMint introduced Rick Vander Velde who provided a PowerPoint presentation on the Volunteer Firefighter Program.
PFA Agenda Review Apparatus Contract - Rosenbauer Cab and Chassis International Fire Code Recommendation Volunteer Program EMS Update Video Recording of Board Meetings The PVFPD Board does not wish to participate in video recording the District Board meetings.
Administrative Business Designate Placement Notices All notices of regular or special meetings are currently posted at Stations 6, 7 and 8 as well as the Weld and Larimer County Clerk and Recorder offices per state statute.
Ed Rupert made a motion to approve the current designated areas for placement of notices. Dave Pusey seconded the motion. The motion passed by unanimous vote of the Board.
February 24, Meeting This meeting will be held at the Training Center at 9:00 a.m. The new recruit reception will be on this date at 8:00 a.m. and Board members are invited to attend.
April 2 Joint Work Session The draft IGA agreement and RAF formula will be presented at the joint work session between the Poudre Valley Fire Protection District and the City Council for the City of Fort Collins.
Election Update Bev McBride stated that the Call for Nominations would be published in the Fort Collins Coloradoan and the Greeley Tribune sometime between February 5 and February 20. Self-Nomination and Acceptance Forms are available to anyone interested in running for office. The forms are due back by Friday, February 28.
2014 Meeting Dates Information Sharing Miscellaneous
Page 2 of 3 -35-- PVFPD Board Minutes February 3, 2014
2013 Fourth Quarter Activity Reports No Comment
Other Retirement of Captain Steve Fleming 2013 Annual Awards & Recognition Ceremony The 2013 Annual Awards & Recognition Ceremony will be held at the Lincoln Center Friday. February 7, 2014 at 6:00 p.m. and all Board members are invited to attend.
2014-1 Recruit Academy PFA will have four recruits in this academy_ One of the recruits, Mike Saxbury, has been a volunteer firefighter for PFA for a little over five years and his father, Lyndel Saxbury,
recently retired from the PFA after serving for 36 years .
Tom DeMint advised Loveland Fire Chief Randy Morowski announced his plans for retirement at the end of 2014.
Dave Pusey made a motion to adjourn the meeting. Ed Rupert seconded the motion and the meeting was adjourned at 11:30 a. m.
Page 3 of 3 -36-
Mire lre 1, Phone: 970-221-6570 102 Remington Street Fax: 970-221-6635 Fort Collins, CO 80524 Internet: www.poudre-fire.org
PFA Board of Directors 2014 SCHEDULE OF MEETINGS 9:30 am.
January 28, Tuesday
February 25, Tuesday
March 25, Tuesday
April 2 — combined City Council/PVFPD — 6:00 p.m. at PFA Training Facility, 3400 West Vine Drive
May 13, Tuesday
June 24, Tuesday
July 22, Tuesday - work session
August 26, Tuesday
September 23, Tuesday
October 28, Tuesday
November 18, Tuesday - work session
December 16, Tuesday
Meetings are held in the conference room at 102 Remington Street at 9:30 a.m. unless otherwise noted.
Reasonable accommodations will be provided upon request for persons with disabilities. If an accommodation to participate in these meetings is required, please notify the Poudre Fire Authority at (970) 416-2834 at least 10 days in advance of the meeting. Meeting agendas are available at 102 Remington on the Friday prior to the Board meeting, at www.poudre-fire.orq, or by calling (970) 416-2834. _g7—
Phone: 970-221-6570 cadre Fax: 970-416-2809 Internet: www.poudre-fire.org 102 Remington Street Authority Fort Collins, CO 80524
TO: PFA Board of Directors
FM: Tom DeMint, Fire Chief
DT: February 20, 2014
RE: Timnath Update
PFA staff recently met with Town of Timnath Officials and would like to update the Board on that conversation.
The excavation and sewer work for the Station 8 construction site are slated to begin soon and will possibly be ready for construction this summer. Work is being done to finalize the construction plans for the station. Staff will keep the Board updated as progress is made toward this construction project.
The Town of Timnath is considering adoption of the 2012 International Fire Code on March 24, 2014. Staff sees little problems with this adoption.
Timnath staff shared the report of revenue secured by the PVFPD/PFA/Timnath Intergovernmental Agreement that exists in the Tax Increment Financing (TIE) funds dedicated to PVFPD/PFA. Timnath has saved TIF funds for their portion of the construction of Station 8, and is currently collecting approximately $275,000 per year in TIE funds. It is anticipated that this will grow with additional rooftops and the construction of Costco, which begins soon.
Captain Holger Durre, the PEA Accreditation Manager, reports that Timnath's current population is 1,226. Staff is monitoring Timnath's population growth to determine timelines for deployment of Station 8 becoming a paid station. Please join us for the Pr-iomotion Ceremony of Captain Spencer Rice
Date: Tuesday, March 11, 2014
Time: 3:30 p.m.
Place: PFA Training Center
3400 W. Vine Drive
r1. LUIIIRS, 1.-l- 1 OliDLI -39-
ad, CORRESPONDENCE Meeting Date: 02/25/2014 - }Ailthati ty` PFA Staff: Tom DeMint Prompt, Skillful, Caring
Correspondence has been included that may be of interest to Board members and employees. ch(74,44..t Ler,
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II 0111111 01111 McGladrey LLP -41- 4601 Main St., Suite 400 Kansas City, MO 64112.2543 0 816.753.3000 F 816.751.1890 McGladrey www.mcgladrey.com
December 6, 2013
To the Board of Directors Poudre Fire Authority 102 Remington Street Fort Collins, Colorado 80524
Attention; Gerry Horak, Board Chair
This letter is intended to communicate certain matters related to the planned scope and timing of our audit of Poudre Fire Authority's financial statements as of and for the year ended December 31, 2013.
Communication Effective two-way communication between our Firm and the Board of Directors is important to understanding matters related to the audit and in developing a constructive working relationship.
Your insights may assist us in understanding Poudre Fire Authority and its environment, in identifying appropriate sources of audit evidence, and in providing information about specific transactions or events. We will discuss with you your oversight of the effectiveness of internal control and any areas where you request additional procedures to be undertaken. We expect that you will timely communicate with us any matters you consider relevant to the audit. Such matters might include strategic decisions that may significantly affect the nature, timing, and extent of audit procedures, your suspicion or detection of fraud, or any concerns you may have about the integrity or competence of senior management.
We will timely communicate to you any fraud involving senior management and other fraud that causes a material misstatement of the financial statements, instances of noncompliance with laws and regulations that come to our attention (unless they are clearly inconsequential), and disagreements with management and other serious difficulties encountered in performing the audit, We will also communicate to you and to management any significant deficiencies or material weaknesses in internal control that become known to us during the course of the audit. Other matters arising from the audit that are, in our professional judgment, significant and relevant to you in your oversight of the financial reporting process will be communicated to you in writing after the audit.
Independence Our independence policies and procedures are designed to provide reasonable assurance that our Firm and its personnel comply with applicable professional independence standards. Our policies address financial interests, business and family relationships, and non-audit services that may be thought to bear on independence. For example, partners and professional employees of McGladrey LLP are restricted in their ability to own a direct financial interest or a material indirect financial interest in a client or any affiliates of a client, Also, if an immediate family member or close relative of a partner or professional employee is employed by a client in a key position, the incident must be reported and resolved in
Molt& pf the R5tel !nutria/II:m.511;0pm* of Independent nccounung, tax end consulting Finns. -42— Gerry Horak, Board Chair Poudre Fire Authority December 6, 2013 Page 2 accordance with Firm policy. In addition, our policies restrict certain non-audit services that may be provided by McGladrey I,LP and require audit clients to accept certain responsibilities in connection with the provision of permitted non-attest services.
The Audit Planning Process Our audit approach places a strong emphasis on obtaining an understanding of how your entity functions. This enables us to identify key audit components and tailor our procedures to the unique aspects of your business. The development of a specific audit plan will begin by meeting with you and with management to obtain an understanding of your business objectives, strategies, risks, and performance.
As part of obtaining an understanding of your business and its environment, we will obtain an understanding of internal control. We will use this understanding to identify risks of material misstatement, which will provide us with a basis for designing and implementing responses to the assessed risks of material misstatement. We will also obtain an understanding of the users of the financial statements in order to establish an overall materiality level for audit purposes. We will conduct formal discussions among engagement team members to consider how and where your financial statements might be susceptible to material misstatement due to fraud or error.
The Concept of Materiality in Planning and Executing the Audit We apply the concept of materiality both in planning and performing the audit, evaluating the effect of identified misstatements on the audit, and the effect of uncorrected misstatements, if any, on the financial statements, and in forming the opinion in our report. Our determination of materiality is a matter of professional judgment and is affected by our perception of the financial information needs of users of the financial statements. We establish performance materiality at an amount less than materiality for the financial statements as a whole to allow for the risk of misstatements that may not be detected by the audit. We use performance materiality for purposes of assessing the risks of material misstatement and determining the nature, timing and extent of further audit procedures. Our assessment of materiality throughout the audit will be based on both quantitative and qualitative considerations. Because of the interaction of quantitative and qualitative considerations, misstatements of a relatively small amount could have a material effect on the current financial statements as well as financial statements of future periods. We will accumulate misstatements identified during the audit, other than those that are clearly trivial. At the end of the audit, we will inform you of all individual unrecorded misstatements aggregated by us in connection with our evaluation of our audit test results.
Our Approach to Internal Control Relevant to the Audit Our audit of the financial statements will include obtaining an understanding of internal control sufficient to plan the audit and to determine the nature, timing and extent of audit procedures to be performed. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Our review and understanding of the Authority's internal control is not undertaken for the purpose of expressing an opinion on the effectiveness of internal control.
Timing of the Audit We have performed preliminary audit field work with final field work commencing the week of April 21, 2014. Management's adherence to its closing schedule and timely completion of information used by us in performance of the audit is essential to timely completion of the audit. -43- Gerry Horak, Board Chair Poudre Fire Authority December 6, 2013 Page 3
Closing We will be pleased to respond to any questions you have about the foregoing. We appreciate the opportunity to be of service to the Poudre Fire Authority.
This communication is intended solely for the information and use of the Board of Directors and is not intended to be and should not be used by anyone other than these specified parties.
McGladrey LLP
Kevin Smith, Partner