POUDRE FIRE AUTHORITY BOARD of DIRECTORS MEETING AGENDA 102 Remington Street Fort Collins, CO 80524 May 28, 2019 Prompt, Skillful, Caring 8:30 AM *Requires Board Action
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. 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
DISCUSSION ITEM
1. Introduce New PFA Board Member Ken Summers 2. Poudre Fire Authority Board Agenda Planning Calendar
CONSENT AGENDA
3. April 23, 2019 Poudre Fire Authority Board Minutes *
DISCUSSION ITEMS
4. Updated Loan Policy for ICMA-RC Pension Plans * 5. Regionalization of Fire and Rescue Services in Northern Colorado
BRIEFING PAPERS/OTHER BUSINESS
6. Briefing Papers / Other Business
CORRESPONDENCE
7. Correspondence 1
DISCUSSION AGENDA ITEM SUMMARY Item #: 1 Meeting Date: 05/28/2019 PFA Staff: Tom DeMint Prompt, Skillful, Caring
SUBJECT: Introduce New PFA Board Member Ken Summers
EXECUTIVE SUMMARY
On May 21, 2019 the Fort Collins City Council appointed Ken Summers, Fort Collins Councilmember for District 3, to the Poudre Fire Authority Board of Directors. The PFA Board of Directors and PFA staff welcome Ken to the Poudre Fire Authority.
DISCUSSION/BACKGROUND
Ken Summers is a Colorado native, growing up in Englewood. He is a graduate of the University of Northern Colorado (B.A. Business Education) and Regis University (Master of Nonprofit Management). After beginning his career as a high school business teacher and coach he spent over 25 years in pastoral ministry serving churches, in Strasburg, Colorado; Colby, Kansas and Lakewood, Colorado. With a focus on community service, Ken served on a special district parks and recreation board, a school board and as a credit union board member and has been involved with a number of nonprofits. Ken served six years in the Colorado House of Representatives from Jefferson County’s House District 22. His experience included serving as the Chair of the House Health and Environment Committee and as a member of the Education, Local Government and Finance Committees. During his legislative tenure Ken served on several interim and special committees including the Poverty Reduction Task Force, the Colorado Alzheimer’s Coordinating Council and the Attorney General’s Drug Trend and Response Task Force and the Colorado Health Exchange Legislative Oversight Committee. He was recognized for his legislative service through many awards including, the Colorado Nonprofit Association Legislator of the year, the “Protector of the Patient” Award by the Colorado Medical Society and the Legislator of the Year Award from the Jefferson County Developmental Disability Resource Center. For seven years, he served as the Executive Director of Teen Challenge of the Rocky Mountains a faith-based residential drug and alcohol recovery program. In June of 2013 he moved to Fort Collins and within a month was hospitalized with a life threatening case of West Nile Virus. This resulted in 142 days of hospitalization, a major surgery, and ongoing recovery. In May 2016 he released a book on his health crisis experience entitled, “The Longest Campaign.” Ken and his wife, Fort Collins native Debbie Kercher, were married in Fort Collins in 1976. Debbie is a hospice nurse. They have two adult children and six grandchildren. Ken was elected to Fort Collins City Council from District 3 on April 4, 2017.
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DISCUSSION AGENDA ITEM SUMMARY Item #: 2 Meeting Date: 05/28/2019 PFA Staff: Tom DeMint, Kirsten Prompt, Skillful, Caring Howard
SUBJECT: Poudre Fire Authority Board Agenda Planning Calendar
EXECUTIVE SUMMARY
The Poudre Fire Authority Board Agenda Planning Calendar is attached for Board review and comment.
STAFF RECOMMENDATION
Item for information.
FINANCIAL / ECONOMIC IMPACTS
None.
ATTACHMENTS a. PFA Board Agenda Planning Calendar
Packet Pg. 4 2.a PFA Board Agenda Planning Calendar
Work Session Unscheduled: Pub Ed Affairs, Technology, Equity & Inclusion, Unmanned Cancelled Meeting Aircraft Systems - Hazardous Materials Hardware, Behavioral Health and Special Meeting Alternative Deployment Models (interagency group), PFA Committees, Executive Session Mulberry Annexation, Peer Support Update, Community Survey Change to Agenda City Council Meeting Revised: 5/21/2019
Month Type Detail • Regionalization Discussion Update May 28 , 2019 Regular • Chiefs Pension Plan Loan Process Change • Strategic Plan Update • Biannual Collective Bargaining Agreement June 25 , 2019 Regular Update • Transfer and Appropriation of Funds for Burn Building • 2018 Comprehensive Annual Financial Report July 23, 2019 Regular • Chief’s Mid-year Performance Review • EMS Update staff report • Election of Board Officers and 5th Member • Transfer of Federal Emergency Management August 27, 2019 Regular Association Office of Emergency Management Grant to the City of Fort Collins • 2020 Preliminary Budget September 24, 2019 Regular • Risk Assessment • October 22, 2019 Regular
• 2020 Budget Work Session November 12, 2019 Work Session • 2020 Budget Adoption • Biannual Collective Bargaining Agreement December 17, 2019 Regular • Update • Strategic Plan Update • Chief’s Year-end Performance Review Tentative Work • January 28, 2020 Session • Prior Year Encumbrance Appropriation February 25, 2020 Regular • Chief’s 2020 Compensation Tentative Work • March 24, 2020 Session Attachment: PFA Board Agenda Planning Calendar (8015 : Poudre Fire Authority Calendar) • 2019 Annual Report April 28, 2020 Regular
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CONSENT AGENDA ITEM SUMMARY Item #: 3 Meeting Date: 05/28/2019 PFA Staff: Kirsten Howard Prompt, Skillful, Caring
SUBJECT: April 23, 2019 Poudre Fire Authority Board Minutes
EXECUTIVE SUMMARY
The purpose of this item is to approve the minutes from the February 26, 2019 regular meeting of the Poudre Fire Authority.
STAFF RECOMMENDATION
That the Board approve the minutes as presented.
FINANCIAL / ECONOMIC IMPACTS
None.
ATTACHMENTS a. 4-23-19 PFA Board Minutes
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BOARD OF DIRECTORS MEETING April 23, 2019
The Poudre Fire Authority Board of Directors met on April 23, 2019 at 8:30 a.m. at 102 Remington Street, Fort Collins, Colorado. Directors Kristin Stephens, Mike DiTullio, Darin Atteberry, Gerry Horak, and Dave Pusey were present. Also present were Fire Chief Tom DeMint, Administrative Services Director Ann Turnquist, Budget and Finance Supervisor Kirsten Howard, and Recording Secretary Shawn Williams.
PLEDGE OF ALLEGIANCE Dave Pusey called the meeting to order at 8:30 a.m.
Dave Pusey and Tom DeMint acknowledged and thanked Gerry Horak for his service on the Poudre Fire Authority Board. They wished him well.
PUBLIC COMMENT There was no public comment.
DISCUSSION ITEMS 1. PFA Board Agenda Planning Calendar The Board reviewed the PFA Board Agenda Planning Calendar. Tom DeMint asked to change the July work session to a regular meeting in order to present the Comprehensive Annual Financial Report.
Gerry Horak suggested setting up a meeting regarding the planning process for the Mulberry annexation. Darin Atteberry stated the annexation process probably will not happen in the City until 2020. Tom DeMint requested a representative from the City address the Poudre Valley Fire Protection District Board to make a statement regarding the City’s intentions.
Gerry Horak suggested the City document the annexations and provide the information to the District Board so they can be informed. Darin Atteberry stated after the Mulberry annexation process gets up to full speed, there will be updates. Dave Pusey stated the Attachment: 4-23-19 PFA Board Minutes (8014 : April 23, 2019 Poudre Fire Authority Minutes) annexation exclusion presented to the District Board yesterday allowed no time for any action to be taken, and he felt it would be better if the District Board was involved earlier in the process. Darin Atteberry stated he would suggest getting the information out to the District Board much further in advance.
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Tom DeMint stated the 2018 PFA Annual Report will be presented on May 14th and is going to print today. Tom stated the report includes a section titled What is an Authority? and will cover how governance and finances work at PFA. Tom stated this information will also be included in the budget presentation.
Dave Pusey asked about the discussions with Wellington scheduled next month. Tom DeMint stated the talk is not about consolidation, rather how to work together when new stations are built, maintenance to Wellington’s fleet by PFA mechanics, common Information Technology services, and other services that could be regionalized.
Darin Atteberry stated Vivian Armendariz had passed away and acknowledged her loss. Darin stated Vivian was an admirer of PFA and he appreciated Tom’s communication with her. Tom DeMint stated firefighters had taken actions to include Vivian and looked out for her safety and he also extended condolences and stated Vivian will be missed.
CONSENT AGENDA 2. March 26, 2019 Poudre Fire Authority Board Minutes 3. Appropriation of Unanticipated Revenue Gerry Horak made a motion to approve the Consent Agenda. Kristin Stephens seconded the motion. The motion passed by unanimous vote of the Board.
STAFF REPORT 4. Legislative Update Tom DeMint provided the legislative update to the Board. Tom DeMint noted an Executive Summary spreadsheet has been added for easier reference.
5. Fire and Police Pension Association Update Tom DeMint provided a PowerPoint presentation update on the Fire and Police Pension Association.
6. Keep Fort Collins Great Tax Initiative Update Tom DeMint thanked Gerry Horak, Kristin Stephens and Darin Atteberry for their work on the Keep Fort Collins Great Tax Initiative. Tom also thanked Local 1945 who contributed a significant amount of money and knocked on a lot of doors. Darin Atteberry also included thanks for the efforts of Ann Turnquist.
DISCUSSION ITEMS 7. Approval of Two Apparatus Purchases and Authorization of Fire Chief to Execute Purchasing Contracts. 8. Emergency Medical Services Contract Renewal and Amendment, and Opticom
Service Agreement Renewal. Attachment: 4-23-19 PFA Board Minutes (8014 : April 23, 2019 Poudre Fire Authority Minutes) Mike DiTullio made a motion to Approve Resolution 19-9 Approving the Two Apparatus Purchases and Authorization of Fire Chief to Execute Purchasing Contracts, including those over $75,000 for the Wellington Rescue and Type 6 Brush Apparatus Purchase. Darin Atteberry seconded the motion. The motion passed by unanimous vote of the Board.
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Darin Atteberry complimented Tom DeMint and his leadership team for looking at different options for apparatus. Tom DeMint commended Ryan McLean and Sean Jones for their work.
Tom DeMint also gave kudos to Brad Smith, PFA’s new Fleet Supervisor, for the work he has been doing. Tom advised Brad Smith submitted PFA’s fleet program to the National Automotive Fleet Association’s annual peak-performing fleet program. As a result, Poudre Fire Authority was recognized in the Honorable Mention section of the 100 Best Fleets in America.
Ryan McLean and Kevin Waters provided an update on the Emergency Medical Services Contract Renewal and Amendment, and Opticom Service Agreement Renewal. Ryan McLean commended Kevin Waters for the work he had done on these agreements.
Kristin Stephens made a motion to approve the Emergency Medical Services Contract Renewal and Amendment, and the Opticom Service Agreement Renewal. Gerry Horak seconded the motion. The motion passed by unanimous vote of the Board.
BRIEFING PAPERS/OTHER BUSINESS Briefing Papers/Other Business Tom DeMint stated that Fire Marshal Bob Poncelow has announced his retirement May 3rd. Tom stated Bob has 40 years of experience and PFA is very grateful for his service.
Tom DeMint also advised John Lippert will be announcing his retirement soon and stated GIS Coordinator Jim Montague will be retiring as well. Tom stated Bev McBride has turned in her retirement memo effective June 5th.
Tom DeMint stated new employees coming on are Annie Bierbower, Public Information Officer and Communications Coordinator; Sarah Carter, Assistant Fire Marshal I; and Janet Miller, Employee and Labor Relations Manager.
CORRESPONDENCE 9. Correspondence
The meeting was adjourned at 10:20 am. Attachment: 4-23-19 PFA Board Minutes (8014 : April 23, 2019 Poudre Fire Authority Minutes)
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DISCUSSION AGENDA ITEM SUMMARY Item #: 4 Meeting Date: 05/28/2019 PFA Staff: Ann Turnquist Prompt, Skillful, Caring
SUBJECT: Updated Loan Policy for ICMA-RC Pension Plans
EXECUTIVE SUMMARY
The City of Fort Collins has requested that Poudre Fire Authority (“PFA” or the “Employer”) adopt a formal written participant loan policy for the Poudre Fire Authority Chief Plan (the “Chief Plan”). Pursuant to the terms of the Chief Plan, the proposed participant loan policy must be approved by the Board of Directors of PFA (the “Board”). If the Board approves the proposed participant loan policy (the ICMA-RC Loan Implementation Package for 457/401 Plan Sponsors, Loan Guidelines Agreement for the Chief Plan, the “Loan Guidelines Agreement”), the Board must specify a future date on which the Loan Guidelines Agreement is effective (for example, June 1, 2019). The Board should specify this effective date in its motion to adopt the new Loan Guidelines Agreement and the effective date should also be entered in the meeting minutes.
Although the Chief Plan currently allows participants to take out a loan, PFA has never adopted a formal written loan policy for the Chief Plan. This summary compares the proposed Loan Guidelines Agreement with how loans have been historically administered under the Chief Plan.
If adopted, the Loan Guidelines Agreement will change the existing administration of participant loans as follows:
Loans will be repaid monthly through ACH debit directly from participants’ designated bank accounts. Currently, loans are repaid through payroll deductions on a bi-weekly basis.
All other substantive terms of the historic administration of participant loans under the Chief Plan remain unchanged.
DISCUSSION/BACKGROUND
This chart compares how participant loans have been historically administered under the Chief Plan with the terms of the proposed Loan Guidelines Agreement. The highlighted row indicates the change discussed above:
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Term Existing Proposed Loan City’s Rationale Administration of Guidelines for the Change Participant Loans Agreement Loan Repayment Loans for active ACH debit from ACH debits on a Mechanics and employees repaid participants’ monthly basis are Repayment through payroll designated bank more efficient, Frequency deductions on a bi- account repaid on a easier to process, weekly basis monthly basis and less administratively Loans outstanding for Unchanged burdensome for the former employees repaid City to administer. through ACH debit This also standardizes loan administration for all participant loans administered by the City across its various plans, as well as the loans processed for PFA’s New Hire and Old Hire 401(a) plans Eligibility Active Employees (as Unchanged administered) Source of Loans All sources, including Unchanged participant contribution accounts and employer contribution accounts Loan Purpose All purposes Unchanged Frequency of Participants may have up Unchanged Loans to one outstanding loan at one time. Participants may only take out one loan per calendar year Amount of Loan Minimum loan amount of Unchanged $1,000
Maximum amount the Unchanged lesser of (1) $50,000 reduced by the excess (if any) of (i) the highest outstanding balance of loans during the one- year period ending on the date the loan is to be made, over (ii) the outstanding balance of loans on the date the loan is to be made, or (2) one-half the participant’s vested account balance as of the last preceding
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Term Existing Proposed Loan City’s Rationale Administration of Guidelines for the Change Participant Loans Agreement valuation date or $10,000 Loans amounts are taken pro-rata from participant’s investments Unchanged
Length of Loan Loans must be repaid in Unchanged substantially equal installments of principal and interest over a period not to exceed five years
Maximum repayment Unchanged period for principal residence loans is 30 years Loan Interest Rate For non-residential loans, Unchanged prime rate plus .5%, and for principal residence loans at the FHA rate Loan 50% of the participant’s Unchanged Security/Collateral account balance or the amount of the loan, whichever is less Acceleration/ Loans are due and Unchanged Separation From payable when a Service participant receives full distribution of his/her account balance. Loans are paid through ACH debit following separation from service Reamortization Any outstanding loan Unchanged may be reamortized. A loan may not be reamortized to extend the length of loan payment beyond five years of the date the loan was originally issued Refinancing an Only participants with Unchanged Existing Loan one outstanding loan may refinance Loan Default A loan will be deemed in Unchanged default if a required payment is still unpaid at the end of the calendar
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Term Existing Proposed Loan City’s Rationale Administration of Guidelines for the Change Participant Loans Agreement quarter following the calendar quarter in which the payment was due
The defaulted loan is Unchanged deemed a distribution in the year the default occurs Fees Debited from the Unchanged participant’s account balance and/or from the participant’s loan repayments
STAFF RECOMMENDATION
Approval of the Loan Guidelines Agreement.
The Chief Plan provides that PFA, as the Employer, has the authority to establish written guidelines regarding participant loans. In order to adopt the Loan Guidelines Agreement and to ensure the terms of the participant loan policy for the Chief Plan are current, the Board should approve and sign the Loan Guidelines Agreement. Additionally, the Chief Plan currently does not have any formal written loan policy in place, and so PFA and the City recommends that the Loan Guidelines Agreement now be adopted to serve as the formal written loan policy for the Chief Plan.
If the Board adopts the Loan Guidelines Agreement, the Board must also specify in the meeting record and in the meeting minutes the future date on which the loan policy is effective (for example, June 1, 2019).
FINANCIAL / ECONOMIC IMPACTS
Regarding the change in the loan repayment method and change in loan repayment frequency: The Loan Guidelines Agreement may result in financial and economic impact to a participant who takes out a loan. Pursuant to the change from payroll deductions to ACH direct debit, a participant may be more likely to default on a loan payment because loan payments are directly debited from the participant’s personal bank account, rather than deducted from payroll. Furthermore, because payments will be made monthly rather than twice per month based on payroll periods, the participant may be more likely to default on a loan payment due to the increased time period (and therefore increased amount owed) between payments.
ATTACHMENTS a. 108533 PFA Chief Plan_new loan policy
Packet Pg. 13 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 14 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 15 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 16 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 17 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 18 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 19 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 20 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 21 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 22 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 23 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 24 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
Packet Pg. 25 4.a Attachment: 108533 PFA Chief Plan_new loan policy (7928 : Updated Loan Policy for ICMA-RC Pension Plans)
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DISCUSSION AGENDA ITEM SUMMARY Item #: 5 Meeting Date: 05/28/2019 PFA Staff: Tom DeMint Prompt, Skillful, Caring
SUBJECT: Regionalization of Fire and Rescue Services in Northern Colorado
EXECUTIVE SUMMARY
Beginning in 2018, PFA Fire Chief, Tom DeMint, and Wellington Fire Protection District Chief, Gary Green, began discussing the possible benefits of cooperating on the provision of fire and rescue service in PFA’s and Wellington’s service areas. The purpose of this agenda item is to provide the Board with an update on the activities of these two agencies, the possibilities of other agencies working cooperatively, and to outline steps that may be appropriate in the future to further regionalize aspects of fire service in the northern Colorado area.
DISCUSSION/BACKGROUND
For over a year, PFA Chief DeMint and Wellington Chief Green have been engaged in discussions about the future relationship between PFA and the Wellington Fire Protection District. These meetings started with general discussions between the fire chiefs about the possibility of consolidating the two agencies at some time in the future. As a result of this long-range thinking, the two chiefs moved instead to discussion centered on working together in mutually beneficial ways, without the expectation of a specific consolidation. It became clear that cooperation and regionalization could benefit both agencies and would not need to involve any changes in governance or consolidation.
In December 2018, the PFA Board had a brief discussion about consolidation and gave the chief direction to explore what might be the benefits, challenges, and issues surrounding future regionalization of fire and rescue services and eventual possible consolidation of fire services.
The PFA Board’s direction was to proceed with the following approaches:
• Staff should conduct a thoughtful, methodical study
• The study should evaluate the advantages and disadvantages of consolidation
• Conduct discussions to understand regional needs and how they can best be met
The Board also asked staff to report back in the future to keep Board members apprised of the discussions and action being taken by the two agencies. The Board also
Packet Pg. 27 5 discussed, in general terms, whether it might be more advantageous to consider such work with other neighboring fire departments such as Windsor-Severance Fire Protection District and/or Loveland Fire Rescue Authority.
Attached is a white paper analyzing the various issues, challenges and opportunities that regionalization in northern Larimer County could present. Staff looks forward to a discussion with the Board about the work that is currently being done with neighboring departments and future opportunities.
STAFF RECOMMENDATION
Item for discussion.
FINANCIAL / ECONOMIC IMPACTS
Future financial impacts will need to be analyzed as specific actions are considered. The overall benefits of a future consolidation, at the appropriate time, may be considerable.
ASSOCIATED STRATEGIC GOALS
Strategic Initiative 5 – Governance and Organizational Sustainability
ATTACHMENTS a. Preliminary Regionalization or Consolidation Needs Analysis and Status Report b. PFA_Auto-Aid_Map
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Preliminary Regionalization or Consolidation Needs Analysis and Status Report Poudre Fire Authority and Wellington Fire Protection District May 17, 2019
SUMMARY Over the last decade increasing population growth has brought the Poudre Fire Authority (PFA) and Wellington Fire Protection District (WFPD) closer together in jurisdictional boundaries, emergency scene operations and Emergency Medical Services (EMS) contract administration. With regional population growth expected to continue over the next two decades impacting emergency service provision, pro- active leadership and planning relative to consolidation are needed.
Shifting industry expectations are also increasing the cost and expectation of emergency service call types. The purpose of this report is to highlight issues, opportunities, and challenges that will face future consolidation or regionalization. This discussion demonstrates the value of a comprehensive analysis of the costs and benefits relative to consolidation.
DISCUSSION TOPICS FOR CONSIDERATION Regional Growth
Continued population growth in northern Larimer County will increase demands on emergency services. The impacts of increasing call volumes have already been demonstrated in decreased response reliability in PFA’s district. In response, PFA has placed a focus on organizational planning through accreditation, EMS expansion, prevention efforts, community health programs, social service coordination, and alternative deployment strategies such as the Roving Alternative Medical (RAM) unit. In an effort to proactively plan and prepare for anticipated growth, organizational leadership should also consider consolidation efforts of adjacent fire districts to meet the demands on regional emergency services in a more financially responsible, organized, and socially responsive manner ensuring high quality services into the future.
Regionalization or Consolidation Options
Options that are available to fire departments working cooperatively with neighbors include the following range of options, in order of complexity:
• Regional Cooperation – informal or written agreements regarding joint activities, practices and standards. Several of these activities are already in place between PFA, Loveland Fire Rescue Attachment: Preliminary Regionalization or Consolidation Needs Analysis and Status Report (8026 : of Fire Rescue
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Authority (LFRA), Windsor-Severance Fire Protection District and WFPD to create coordinated response to emergencies. These cooperative activities have focused primarily on Automatic and Mutual Aid agreements, the Front Range Fire Consortium (FRFC) recruit academy joint trainings for incumbent firefighters, and shared response on significant incidents. Recent examples have included shared response to a trench rescue event in Windsor, Loveland’s provision of crews and equipment to the Penny Flats fire in 2012, the High Park fire, PFA resources sent to Loveland for swift water search and rescue during the 2013 Big Thompson flood, and many routine larger scale incidents. • Shared Administrative/Support Functions – fire agencies remain legally separate but consolidate administrative/staff functions - i.e. a single fire chief or shared administrative functions such as secretarial, Information Technology, human resource, payroll, bookkeeping, and purchasing. Support and special functions can also be combined and provided jointly - i.e. apparatus maintenance, training programs, facilities maintenance, or specialty programs. • Operational – fire agencies remain legally separate but join together both administrative and operation functions, delivering services as if they were one agency with boundaries becoming invisible. o Response – with existing auto and mutual aid agreements the PFA and WFPD cooperatively respond to medical, technical rescue, hazardous material, wildland and structure fire call types. For example, on any Wellington structure fire, PFA sends two engines, a truck, battalion chief and safety officer into the WFPD; likewise, WFPD sends apparatus into PFA’s jurisdiction to compliment right-sized responses. o Response – Incidents within either jurisdiction often receive units from both entities responding when only a single apparatus is required. Future technologies, through automatic vehicle location and a single computer aided dispatch system throughout Larimer County, will allow dispatch to send the closest appropriate and right-sized response regardless of geo-political boundaries. o Ambulance administration – PFA is currently the administrator for EMS contract administration for the WFPD. Future consolidation could assist in the regionalization of EMS services under one contract as opposed to multiple separate contracts. o Training – Cooperative and consolidated training already exists between PFA and WFPD in firefighter basic skills, driver operator academies, acting captain academies, professional development and acting battalion chief academies. In the future, WFPD may train firefighters through the FRFC to ensure consistent skills training. o Shared specialty programs – Technical rescue, hazardous materials response, swift water teams, wildland response or other specialty programs could be combined in the future to provide such services on a regional basis instead of each entity having a separate program. o Professional development – PFA and WFPD cooperatively participate in professional development and command and control training in an attempt to standardize the systems as they routinely respond together. • Merger/full consolidation – one fire agency absorbs the other, resulting in a single entity, or two or more departments fully consolidate all governance, taxing authority, operations, and administrative/support functions. Examples of this full consolidation can be seen in the Denver metro area with the consolidations of several departments to create South Metro and West Attachment: Preliminary Regionalization or Consolidation Needs Analysis and Status Report (8026 : of Fire Rescue
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Metro Fire Districts. These fire agencies have fully consolidated into one organization for governance, revenue and operations.
Regionalization/Consolidation Pros and Cons:
As the PFA Board and other fire departments consider various levels of consolidation or regionalization, a number of advantages and potential disadvantages will need to be considered by policy makers. Regionalization efforts could prove beneficial to the Fort Collins, Wellington, Loveland, and Windsor region.
Pros/Opportunities:
• Centralized fire agency management may make all aspects of service in the area more consistent • Response times may improve from elimination of boundaries between fire stations • Greater purchasing power • Centralized dispatching and communication network and other fire department support systems • Standardized procedures for operation and training • Possible reduced insurance premiums for property owners based on improvements in the insurance rating through the Insurance Services Office (ISO) • Improved fleet management, such as having one central repair and maintenance facility for vehicles and apparatus with shared repair technicians • Joint planning for future fire station locations could reduce capital expenditures • Economies of scale—shared overhead expenses can reduce costs for all parties; eliminating redundancies in administration, training, fleet maintenance, and facilities maintenance • Diversified revenue streams—funding from a variety of sources may strengthen the fiscal health of all agencies
Cons/Challenges:
• Potential governance issues with various existing City, District, and Authority entities • Agricultural lands in rural jurisdictions with low property tax yield may make fairness in financial contributions difficult; the cost of servicing some areas (per capita) may be higher than the revenue generated • Adding rural, sparsely populated service areas to a shared jurisdiction may make overall response times higher • Inconsistent levels of training and experience between paid staff may make further shared service or consolidation challenging • Standards of facilities not comparable between jurisdictions; e.g. Wellington’s facilities are similar to former PVFPD stations, which have needed major capital improvement • Qualifications of existing firefighters may not be consistent if some are not trained within the FRFC Academy; ongoing training may not be equivalent • Higher mill levy in Wellington than PVFPD, could challenge the voters’ willingness to consolidate Attachment: Preliminary Regionalization or Consolidation Needs Analysis and Status Report (8026 : of Fire Rescue
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• Fire Codes between jurisdictions are not the same; multiple codes to enforce and different standards would need to be realigned
Existing Areas of Operational Consolidation and Cooperation
Currently, PFA and regional partners are functioning at the “Regional Cooperation” level of consolidation/regionalization, with some actions being taken to share administrative or support functions. Following are examples of the ways regionalization is currently occurring or being explored between PFA and WFPD.
• Coordinated radios and channels • Mutual and Auto Aid Agreements • Coordinated dispatch systems • Borrowing and lending trucks for • Battalion Chief (BC) shared response backup needs • Station and BC renumbering with first on scene in command (Wellington 1 and 2 become Wellington • Shared major emphasis training 16 and 17) • Shared operational directives (OD) • Wellington BCs come to PFA Operations • Standardized “Mayday” procedures meetings • Participation in PFA’s EMS Contract • Wellington access to driver operator with UC Health Academy, Acting Captain’s Academy and Acting BC Academy training • Coordinated Blue Card training • Operational support of Information Technology provided by PFA to Wellington
Within the context of cooperative and regionalized fire programs, future regionalization opportunities may include the following activities, short of pursuing actual consolidation:
• Working with Wellington on station location at PFA’s northern border- based on growth projections each entity is individually looking at locations for future stations. This process, however, is being done independently. Some of the anticipated growth areas abut each other and are expected to be prime locations for development (Montava). Unilateral station development may result in duplicative and unnecessarily costly station constructions.
Specifically, PFA is currently looking for land in preparation for the expansion of services and construction of Station 15 in the northeast region of its jurisdiction, near Cobb Lake. WFPD has land in its jurisdiction on the east side of I-25 also slated for station construction to meet future growth. Cooperative planning by the entities could utilize a regional approach to station location that does not recognize jurisdictional boundaries providing better response coverage. This could potentially save both agencies millions of dollars in land, construction, maintenance and personnel costs without a loss in service level.
Finally, a regionalized planning approach could result in the potential closure and recapture of funds from existing stations such as the fire station in downtown Wellington that could be returned to the WFPD to offset or expedite the construction of a future, regionally planned Attachment: Preliminary Regionalization or Consolidation Needs Analysis and Status Report (8026 : of Fire Rescue
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Station 15. PFA’s recent purchase of the DECCAN data analysis software will likely be very helpful in this analysis and was anticipated during the purchase process so that Wellington’s data could be loaded into the system.
• Closest unit responds to calls for service—Operations staffs are currently discussing the possibility of revising response patterns through the 911 Dispatch Center to have the unit nearest to a call (PFA, Wellington, Windsor, Loveland) respond to emergency calls. The goal would be to reduce response times for customers throughout the region and optimize the resources of all participants.
• Regional apparatus repair center and reserve apparatus—early discussions are underway to consider the possibility of consolidating the apparatus maintenance shops of two or more fire agencies to take advantage of economies of scale and to share reserve apparatus among more stations.
• Front Range Fire Consortium additional members—the firefighter training academy could be expanded to include Wellington as a participant; this would further standardize the training of firefighters across the region.
• Possible storage sharing—shared storage of seasonal, historical, or surplus equipment or apparatus could be considered between PFA and WFPD. Wellington currently has an underutilized facility that could be available to PFA for such needs.
• Possible cost-sharing for Battalion Chief—a shared battalion chief on some shifts could enhance service in the PFA jurisdiction and allow Wellington to add supervisory capacity on a 24/7/365 basis.
In addition to these talks with WFPD, PFA staff is exploring possibilities of regional approaches with the rest of the PFA’s neighbors. The addition of a new Computer Aided Dispatch (CAD) system in 2020 will further the capabilities of a regional response system that allows the closest unit to respond to emergencies regardless of boundaries. The issues discussed with WFPD could be expanded to include Windsor and Loveland. As the region grows, so does the need for fire protection and emergency services, and PFA is positioned to continue exploring these opportunities. Attachment: Preliminary Regionalization or Consolidation Needs Analysis and Status Report (8026 : of Fire Rescue
Packet Pg. 33 5.b PFA Auto Aid
W CR72 E CR72 LABRADOR LN
W CR72
LV1C0P CR11 N
WE1C0P NCR13
N CR21N N CR15N
NCR5
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WELD CR102
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NCR1 P12RTP DEPT FIRE DEPT
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P12E0P NCR11
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TERRY LAKE RD
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REMINGTON ST E ELIZABETH ST
P01W0P CR1 S P02K0P P01C0P P01E0P P02U0P P01X0P E PITKIN ST P01D0P P06TTP
P04W0P WELDCR15 P02V0P P01B0P E PITKIN ST P06VTP P08NAP P08MTP W LAKE ST P08PTP P08NTP WS1G0P P04UWP P0420P W LAKE ST P03J0PP03H0P P03G0P P03U0P SHARP POINT DR WELD CR80 P04Z0P W PROSPECT RD P06H0P WELD CR80 WCR 21.25 P03T0P E PROSPECT RD P08PIP E PROSPECT RD E CR44 CONSTITUTION AV CONSTITUTION P03V0P MIDPOINT DR S SHIELDSS ST P03M0PP03L0P P03F0P S OVERLANDS TL P06Y0P P04JWP W STUART STP0430P P03K0P E STUART ST P06X0P P08QIP P08H0P P04H0P W STUART STP04G0P P08KTP WELCH ST P08QTP P04J0P P03A0P P06RTP
S CR23 WELDCR19 P04M0P P06WTP CR1 S NANCY GRAY AV Attachment: PFA_Auto-Aid_Map (8026 : Regionalization of Fire and Rescue Services in Northern Colorado)
COLUMBIA RD CR5S CENTRE AV P03P0P P11AWT P10D0P P10DTP P04P0P P03E0P IOWA DR CR42C P03N0P P03B0P P10E0P P04F0P P08HTP P04RWP BROOKWOOD DR WELD CR78 CONSTITUTION AV W DRAKE RD E DRAKE RD CR9S P06UTP
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S CENTENNIAL DR S TAFT HILL RD HILL TAFT S
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TICONDEROGA DR KINGSLEYDR JFK PY 4TH AV
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W CR38E P14A0P P08DIP E CR34C CR1 S WS1C0P P14Q0P TILDEN ST P14PTP P08DTP WELD CR70 WELD CR70 W TRILBY RD P14R0P E TRILBY RD P14U0P P14TTP P14V0P P14UTP WS1B0P CR15 WELD P14RHPP14RTP
BRITTANY DR P14GTP P14T0P P14ATP WS1A0P
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P14YTT 15TH ST P04XTT P04YTT P14WTT P14XTT P14S0T RIVER WEST DR WS1HIT P14H0T
S CR13S
S CR9S P08ETT WCR WCR 23
S CR11 S P14HTT ST 7TH
S HWY S 287 LR108T P08TIT LR105T LR107T LR106T P08T0T CR3 S E CR30 LR104T E CR30 E CR30 LOOKOUT DR LR102T LR103T W 71ST ST
L0101T L0102T L0103T WS1J0T N CR27N GLADE RD W 66TH ST WS1I0T
WS1J0T 257 HIGHWAY BLACKWOOD DR
LR100T NCR17 L0100T N CR19N W 64TH ST NCR11C N CR13N LR100T L0104T
N DUFFIELD AV WELDCR17
W 57TH ST W 57TH ST E 57TH ST BYRD DR LR108T
LR100T LR100T HIGHLAND MDWS PY
N BOYDN AV LAKE STEEPLECHASE DR W 50TH ST
LOVELAND FIRE RESCUEAV GARFIELDN AUTHORITY L0100T STEEPLECHASE DR N CR29
LR100T I25NB N TAFT AV TAFT N NCR1 L0100T WELD CR62
KNOBCONE DR NFAIRGROUNDS AV N MONROENAV N WILSON AV WILSONN LR100T WF100T W 43RD ST CROSSROADS BL WELD CR62 WELD CR62
LUCERNEAV GLEN ISLE DR ISLE GLEN LR100T 00.5 1 2 3 4 5 6 7 8 Miles Legend PFA Boundary Dept Name POUDRE CANYON FIRE DEPT Auto Aid AULT / PIERCE FIRE DEPT POUDRE FIRE AUTHORITY LC EMERGENCY SERVICES RIST CANYON FIRE DEPT LIVERMORE FIRE DEPT WELLINGTON FIRE DEPT LOVELAND FIRE WINDSOR FIRE DEPT Printed May, 2012 LOVELAND RURAL © Packet Pg. 34 6
BRIEFING PAPERS/OTHER BUSINESS Item #: 6 Meeting Date: 05/28/2019 PFA Staff: Tom DeMint Prompt, Skillful, Caring
SUBJECT: Briefing Papers / Other Business
EXECUTIVE SUMMARY
The briefing papers this month include:
ATTACHMENTS a. 5-28-19 Monthly Financial Reports - April 2019 b. 4-22-19 PVFPD Minutes - DRAFT c. 5-14-19 2018 Annual Report Feedback d. Fire and Police Pension Association Update e. 2019 Fire Camp Flyer f. 2019 Larimer County MY PI Colorado- Flyer g. Front Range Fire Consortium Graduation 2019-1 h. Muscular Dystrophy Association Summer Camp Flyer i. Retirement Celebration Bev McBride j. CPR AED Awareness Week June 1-7
Packet Pg. 35 6.a
TO: Poudre Fire Authority Board of Directors
FM: Kirsten Howard, Finance and Budget Supervisor KLH
DT: May 13, 2019
RE: April 2019 Financial Reports
The general fund and capital fund financial statements for the month ending April, 2019 are attached.
Financial Variances:
Figure 1
Category April 30, 2019 Variance from Monthly Budget
Revenues $101,559 or 4.44%
Revenues Key: >5% Between ≥-5% and ≤5% of Budget < -5%
Operating Expenses -$265,609 or -9.20%
Expenses Key: >5% Between ≥-5% and ≤5% of Budget < -5%
Clarification for the General Fund report (Figure 1):
• The variance in revenue is due earnings on investments and miscellaneous revenue.
The variance in operating expenses is due to items budgeted but not yet fully expended such as contingency, inspector position, GIS position, and Employee and Labor Relations Manager position.
• The Revenue Over Expenditures in the Budget column of -$406,441 (Table 1) is due to Attachment: 5-28-19 Monthly Financial Reports - April 2019 (8017 : Briefing Papers / Other Business) Resolutions 19-5 and 19-6 for prior year encumbrances and insurance recovery, and Resolutions 19-8 and 19-9 for unanticipated revenue from CityGive and for the Type 6 Brush Apparatus Purchase.
Packet Pg. 36 6.a
Table 1
General Fund Statement of Revenues, Expenditures and Changes in Fund Balances-- Actual and Budget For the Month Ended April 30, 2019
April 2019 Year-to-Date 2019 Annual Budget Percent Percent Actual Monthly Percent Year-to- Year-to-Date Budget Date Budget Budget Monthly Received/ Received/ Received/ REVENUES Actual Budget Expended Actual Year-to-Date Budget Expended Annual Budget Expended Intergovernmental $2,192,609$ 2,192,609 $10,471,851 $10,471,851 $33,116,966 Fees and charges for services 145,493 76,968 371,935 307,870 923,611 Earnings on Investments 27,085 3,333 100,291 13,333 40,000 Grants and Non-Capital Projects 0 0 0 0 0 Miscellaneous revenue 21,406 12,125 43,766 48,500 145,500
Total Revenues 2,386,594 2,285,035 104.44% 10,987,844 10,841,554 101.35% 34,226,077 32.10%
EXPENDITURES Administration 355,386 245,473 1,075,321 981,894 2,945,681 Community Safety Services 196,633 247,828 822,378 991,310 2,973,931 Grants & Non-Capital Projects 275 7,261 37,377 29,043 87,128 Support 375,760 474,732 1,662,432 1,898,929 5,696,787 Operations 1,692,381 1,910,749 6,572,476 7,642,997 22,928,991
Total Expenditures 2,620,434 2,886,043 -9.20% 10,169,984 11,544,173 -11.90% 34,632,518 -70.63%
Excess or Deficiency of Revenues Over or Under Expenditures ($233,840) ($601,008) $817,859 ($702,618) ($406,441)
Fund Balance January 1, 2019 $9,647,367
Fund Balance April 30, 2019 $10,465,226
Clarification for the Capital Fund report (Table 2):
• 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 being spent in the year in which they are appropriated. Attachment: 5-28-19 Monthly Financial Reports - April 2019 (8017 : Briefing Papers / Other Business)
Packet Pg. 37 6.a
Table 2 Capital Fund Statement of Revenues, Expenditures and Changes in Fund Balances-- Actual and Budget For the Month Ended April 30, 2019
Year-to-Date Annual Percent Received/ REVENUES Actual Budget Expended Apparatus Replacement $674,531 $1,460,095 Burn Building $76,797 $220,393 Computer Aided Dispatch $2,914 $2,102 Computer/Tech Replacement $123,992 $362,572 EMS Equipment Replacement $6,691 $20,000 Facilities Maintenance $103,555 $305,425 Hose Replacement $4,232 $16,197 Major Station Remodel $214,925 $601,480 Mobile Data Terminals $227 $164 Radio Replacement $58,028 $165,579 Records Management System $766 $551 Rescue Tools Replacement $4,148 $12,400 SCBA Replacement $4,214 $3,072 Staff Vehicle Replacement $27,762 $80,000 Station Alerting $47,819 $133,125 Station 15 $27,792 $30,988 Station 4 Lease/Purchase $0 Station 8 $0 Thermal Imager Replacement $8,542 $24,377 Training Center Improvement $35,424 $34,859 Training Multi-Purpose Building $2,279 $1,644
Total Revenues $1,424,637 $3,475,023 41.00%
EXPENDITURES Current: Apparatus Replacement $379,838 $1,472,805 Burn Building $4,485 $463,776 Computer Aided Dispatch Computer/Tech Replacement $11,955 $364,432 EMS Equipment Replacement $20,000 Facilities Maintenance ($18,113) $308,103 Hose Replacement $16,345 Major Station Remodel $24,001 $150,000 Mobile Data Terminals Radio Replacement $2,415 $100,000 Records Management System (RMS) Replacement Rescue Tools Replacement $12,400 SCBA Replacement $1,330 Staff Vehicle Replacement $77,416 $81,903 Station Alerting Station 15 Station 4 Lease/Purchase Station 8
Thermal Imager Replacement $45 $24,872 Attachment: 5-28-19 Monthly Financial Reports - April 2019 (8017 : Briefing Papers / Other Business) Training Center Improvement $62,899 $32,955 Training Multi-Purpose Building
Total Expenditures $546,271 $3,047,591 17.92%
Excess or Deficiency of Revenues Over or Under Expenditures $878,366 $1,566,429
Fund Balance January 1, 2019 $6,168,156
Fund Balance April 30, 2019 $7,046,522
Packet Pg. 38 6.b
POUDRE VALLEY FIRE PROTECTION DISTRICT BOARD OF DIRECTORS MEETING April 22, 2019
The Poudre Valley Fire Protection District Board of Directors met at 102 Remington, Fort Collins, CO, at 8:30 a.m., April 22, 2019. Present were Board members Ron Anthony, James Gentry, Mike DiTullio, Dave Pusey and Landon Hoover. Also present were Fire Chief Tom DeMint, District Business Manager Bev McBride and Recording Secretary Shawn Williams.
Ron Anthony called the meeting to order at 8:30 a.m.
1. Minutes of the February 25, 2019 Regular Meeting and the March 25, 2019 Work Session Dave Pusey made a motion to approve the Minutes of the February 25, 2019 Regular Meeting and approve the March 25, 2019 Work Session Minutes. James Gentry seconded the motion. The motion passed by unanimous vote of the Board.
2. 2018 International Fire Code Adoption Resolution 2019-02 Bob Poncelow advised an inadvertent error had been made in the 2018 International Fire Code Adoption previously approved by the PVFPD Board. Bob stated the error was an omission in the section relating to the use of fireworks. Bob advised when the code was brought forward for adoption by the PVFPD Board in December 2018, the language allowing the possession and use of fireworks in the unincorporated areas of the District was inadvertently omitted, therefore, the 2018 International Fire Code Adoption must be amended. Bob advised the amended document is scheduled to be ratified by the LarimerD County CommissionersR A on April 30,F 2019. T Mike DiTullio made a motion to approve Resolution 2019-02 to Adopt the Amended
Version of the 2018 International Fire Code Adoption. Dave Pusey seconded the Attachment: 4-22-19 PVFPD Minutes - DRAFT (8017 : Briefing Papers / Other Business) motion. The motion passed by unanimous vote of the Board.
3. Audit of the 2018 Financial Statements Bev McBride introduced Randy Watkins, Audit Partner for Anton Collins Mitchell (ACM) the accounting firm who completed the audit. Randy thanked Bev McBride for her efforts in helping prepare for the audit and answering questions during the audit. Randy
Packet Pg. 39 6.b
PVFPD Board Minutes April 22, 2019 advised there was a clean opinion of the audit of the 2018 Financial Statements and that management’s cooperation was excellent.
Dave Pusey stated the segregation of duties noted in the Audit needs to be addressed. Randy Watkins suggested using a program like Bill.com. Tom DeMint stated the PFA Strategic Plan includes more focus on internal controls which will dovetail into this concern.
Mike DiTullio made a motion to approve the Audit of the 2018 Financial Statements. Landon Hoover seconded the motion. The motion passed by unanimous vote of the Board.
Due to State audit requirements, part of the Audit of the 2018 Financial Statements covers the Poudre Valley Fire Protection District Volunteer Firefighter Pension. Members of the Volunteer Firefighter Pension Board were present at the Poudre Valley Fire Protection District Board of Directors Meeting for the Audit review.
Mike McBride made a motion to approve the 2018 Year End Financials for the Volunteer Firefighters Pension Board. Mike DiTullio seconded the motion. The motion passed by unanimous vote of the Board.
4. 2019 First Quarter Financial Statement and Revenue Report Bev McBride reviewed the 2019 First Quarter Financial Statement and Revenue Report with the Board. Dave Pusey stated that he had reviewed the First Quarter financials for the District. The review included invoices, bank statements, and the financial statement and revenue report. He found no discrepancies.
Dave Pusey made a motion to approve the 2019 First Quarter Financial Statement and Revenue Report. Landon Hoover seconded the motion. The motion passed by unanimous vote of the Board.
5. City of Fort Collins Exclusion Bev McBride reviewed the Petition of Exclusion filed by the City of Fort Collins with the Board. Bev advised attorney Bob Cole had reviewed the Petition.
Dave Pusey asked why these exclusions were being made and what the value of the excluded property was.D Bev statedR the 2018 Aassessed valuesF of the Tproperties that are taxable is $39,320 which would generate $416.60 in property tax. Attachment: 4-22-19 PVFPD Minutes - DRAFT (8017 : Briefing Papers / Other Business) Dave asked about the potential of the City annexing the Mulberry corridor. Ann Turnquist stated she sent an email to the City regarding the Mulberry annexation. The City will probably annex the area in sections and not all at the same time. Ann stated that the City does not know yet what the order will be and that it is very early in the process. Landon Hoover suggested the cost to provide services to the District be tracked as the annexations happen. Landon suggested looking at the call volume in the areas of annexation. Tom DeMint stated there will be several committees and PFA is
Page 2 of 4 Packet Pg. 40 6.b
PVFPD Board Minutes April 22, 2019 included as an interested party and as such, will be receiving reports and have a seat at the table. Ann Turnquist agreed collecting and reviewing the data is important. Ron Simms stated it is important to understand the map.
James Gentry made a motion to Adopt Resolution 2019-03 and Approve the Memorandum of Agreement for Continuation of Service. Dave Pusey seconded the motion. The motion passed by unanimous vote of the Board.
6. EMS Contract Update Kevin Waters provided an update on the Emergency Medical Services Contract Renewal and Amendment, and Opticom Service Agreement Renewal between Poudre Fire Authority and Poudre Valley Health Care Inc., dba Poudre Valley Hospital. Kevin reviewed the amendments to the contract as well as extensive work to the map. The PFA Board will discuss the contract extension and take any necessary action at their meeting.
7. Legislative Update Tom DeMint provided the legislative update. The legislative session is nearing its end.
8. PFA Agenda Review Tom DeMint reviewed the PFA Agenda with the Board, including those items not on the PVFPD agenda. The PFA Board will be asked to consider purchasing a heavy rescue apparatus from Wellington Fire and purchasing a new Type 6 (Brush apparatus).
9. Administrative Business
Fire Impact Fee Update Ann Turnquist gave an update to the Board on the Fire Impact Fee. Ann met with Timnath staff. Timnath will present the information to their Town Board in late summer or early fall.
KFCG Election Summary Tom Demint briefed the Board on the successful City of Fort Collins election to renew the Keep Fort Collins Great (KFCG) sales and use tax measure. The renewal of the KFCG tax means that the portion of this sales and use tax which is dedicated to funding PFA will be a permanent funding source to fire service in the community. It represents 15.6% of the 0.60%D addition toR the City’s baseA sales taxF rate. TheT actual revenue realized from the tax will fluctuate over time, but has typically grown as the local sales
tax base increases. The KFCG revenue is a portion of the City of Fort Collins’ funding Attachment: 4-22-19 PVFPD Minutes - DRAFT (8017 : Briefing Papers / Other Business) commitment to PFA as agreed to in the Intergovernmental Agreement between the District and the City.
Emergency Room Visit No Comment
Page 3 of 4 Packet Pg. 41 6.b
PVFPD Board Minutes April 22, 2019
Fleet Services The Board asked Tom DeMint to pass on their congratulations to Brad Smith and the mechanic team for being recognized in the Honorable Mention section of the 100 Best Fleets in America.
10. 2019 First Quarter Activity Reports The Board stated they appreciate the summaries provided by the Battalion Chiefs and feel they provide a lot of useful information.
11. Other Business
Live Fire Demonstration – Monday, April 22, 2019 No Comment.
Joint Dinner with City Council – Tuesday, May 14 Tom reminded the Board of the joint dinner with City Council and then after dinner City Council and the District Board will have presentation from PFA staff on the 2018 PFA Annual Report per the IGA.
Bob Poncelow Retirement Celebration – Friday, May 31 Tom DeMint stated Fire Marshal Bob Poncelow has announced his retirement. Tom stated Bob has 40 years of experience and PFA is very grateful for his service.
2019-1 Front Range Fire Consortium Graduation – Saturday, June 8 Tom DeMint encouraged Board Members to attend the Front Range Fire Consortium Graduation on June 8.
Special District Association Workshops – dates from June 7 to June 25 Bev McBride asked the Board to let her know if they plan on attending the upcoming June SDA workshops. The closest one is in Windsor on June 18. Tom DeMint stated he planned to attend the workshop in Windsor.
Aims Community College EXPLORE Academy – Thursday, July 25 No Comment.
Tom DeMint advised Battalion Chief John Lippert is retiring and his last day is May 5. Tom also stated GISD Coordinator R Jim Montague A is retiring FMay 3 as well.T
Bev McBride advised the Board that she turned in her retirement notice effective June 5, Attachment: 4-22-19 PVFPD Minutes - DRAFT (8017 : Briefing Papers / Other Business) 2019. Tom DeMint commended Bev on being a stellar coordinator for the PVFPD Board. Mike DiTullio asked that the Board be kept apprised of the hiring of the replacement for Bev.
The meeting was adjourned at 11:10 a.m.
Page 4 of 4 Packet Pg. 42 6.c
TO: Poudre Fire Authority Board of Directors
FM: Tom DeMint, Fire Chief
DT: May 20, 2019
RE: May 14, 2019 Work Session Summary: Poudre Fire Authority 2018 Annual Report
On May 14, 2019, City Council, the Poudre Valley Fire Protection District Board (PVFPD), and staff from the Poudre Fire Authority (PFA) met in work session to discuss PFA’s governance, PFA’s 2018 Annual Report including 2018 performance measurements and metrics, financial position, and a focus on issues moving forward. The 2014 Amended and Restated Intergovernmental Agreement between the PVFPD and the City of Fort Collins, establishing the PFA, stipulates that the Authority will provide a report to the City and District annually. Chief DeMint reflected on the progress of continuous improvement efforts and data-informed, outcome-based decision making. The 2018 Annual Report can be viewed at https://pfaannualreport.com.
Highlights of the report included: • 300% increase in cardiac survival rates due to updated and improved clinical protocols, standardized equipment, training, and interoperability between northern Colorado agencies. • Non-traditional Community Risk Reduction efforts including participation in the Hoarding Task Force and Community Service Action Teams, PulsePoint App and teaching hands-only CPR, as well as traditional efforts such as construction plans review, fire code adoption, and building inspections. • 96.67% of the time PFA interceded before Flashover. By containing a fire to its room of origin through rapid response, fire sprinklers or fire containment (interceding before flashover), fire loss and injuries can be reduced. • Funding – 96.7% of PFA’s revenue is intergovernmental, funded by PFA’s “parent organizations” (City of Fort Collins and PVFPD). • Projected 2018 underspend of 2.7% of budget, or $910,000, which is returned to PFA’s reserves for future allocation. • Future looking issues include community growth, regionalization of services, human services oriented Community Risk Reduction, future funding, and right-sized response (looking at methods that challenge traditional response models to emergencies). Attachment: 5-14-19 2018 Annual Report Feedback (8017 : Briefing Papers / Other Business) Discussion at the Council work session centered on major challenges over the next 20 years; how the Authority provides services that are regionally beneficial to both “parent organizations”; the Roving Alternative Medical (RAM) Unit and right-sized response; how the train that runs through the center of the City affects PFA response; why multiple emergency vehicles respond to incidents; PFA’s low firefighter per capita ration and PFA’s volunteer firefighter program; and, that the Office of Emergency Management has transitioned from PFA to the City Manager’s Office.
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TO: Poudre Fire Authority Board of Directors
FM: Tom DeMint, Fire Chief
DT: May 23, 2019
RE: Fire and Police Pension Association Update
Last week at the weekly meeting of the Fire and Police Pension Association (FPPA) Task Force, a proposal for the future was presented. This comes after months of reviewing actuarial tables and charts regarding the future of the FPPA Statewide Defined Benefit (SWDB) pension, to which we are now a member. In addition, the Task Force reviewed the FPPA Death and Disability (D&D) fund, which currently is projected to be insolvent in the near future.
Statewide Defined Benefit
As I reported in a recent review to the Board, the purpose of the SWDB review became evident; ensure the solvency of the fund at a minimum 100% while increasing the capability of the fund to support Ad Hoc Cost of Living Adjustments (COLA) in the future. The actuarial tables and charts show that under the current funding structure any COLA increases in the future would be less than 1%.
There was also discussion throughout the tenure of the Task Force to consider a “Rule of 80” and the addition of a 10-year deferred retirement option plan (DROP).
Currently the PFA pays 11% of salary for pension contributions whether the employee is a member of FPPA or ICMA-RC. New hires that are hired after reentry to FPPA (June 2019) will automatically be enrolled in the FPPA SWDB. The PFA will pay 8% of their salaries by current contract agreement and FPPA plan policy. This would result in savings over the years by reducing PFA’s contribution from 11% to 8%. Reentry employees are gradually increasing their total contribution to 12% by 2022. PFA employees hired after reentry will also enter into the gradual employee contribution increase of 12% by 2022. Attachment: Fire and Police Pension Association Update (8017 : Briefing Papers / Other Business) A new proposal was put forward by members of the FPPA Board of Directors for the Task Force to consider; that employer contributions increase by 5% from a total of 8% to 13% over a ten year period. Employees would see another 1% over four years added to their contributions after they have reached the 12%. Additionally, the proposal maintains the rollbacks previously established by the FPPA SWDB, which specifically states that, in case of actuarial necessity, the benefit improvements that have been
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made over the years may be eliminated one by one. This would include taking funds from a Stabilization Reserve Account (SRA), reducing the benefit formulas, and increasing the retirement age from 55 to 60.
This proposal would create equity in contributions at 13% for employers as well as employees, which appears unprecedented throughout the U.S. where most employers contribute the highest percentage. This would maintain equity throughout the life of the fund, and would negate part of the savings anticipated by the PFA until eventually it would result in an increase of 2% over what is being allocated presently. Included in the proposal is a plan for the “Rule of 80” and a DROP. The “Rule of 80” deals with retirement eligibility. Simply put, a member is eligible for retirement when their age plus the number of years of service equals 80. The DROP is a system where the member enters the program by “retiring” as far as the pension goes. His or her benefit is calculated and payments are placed in a 401 program. The employee continues to pay his or her contributions, which are also put into the 401. The employer contribution stops at the point of entry into the DROP, saving the employer its contribution amount. The actuary that has been working with the Task Force estimates that the actuarial cost for this is 1.7%. This is being rounded up to 2% in the FPPA Board proposal. The FPPA Board is resolved to maintain a 100% funded status and is not interested in any proposals that would reduce the fund to anything less. This could result in some savings to the PFA by members entering the DROP and eliminating the PFA’s payments to the fund.
Staff assumed through these meetings that there would be a 4% increase phased in over eight years in the cost to the employers that would eventually equal the initial proposal from one year ago. This would have caused the employee and the employer contributions to equalize at 12% each. The new proposal asks each party to contribute 1% additional, which seems to fund the “Rule of 80” and the 10- year DROP. There will be minimal savings as new hires are brought in through the 10-year phase-in period with an eventual increase of 2% across the board at the end of the phase-in period.
PFA has nearly completed the reentry process and does not have an option to opt out of the FPPA program. As stated earlier, we will realize some minimal savings over the first three years of the phase- in as senior members retire and new members are brought in during the phase-in. The total employer cost upon completion of the phase-in period (ten years) will be equivalent to the current contribution made by the employer for the majority of Fort Collins police officers (13%).
Death and Disability
PFA has been a member of the D&D since its inception. As a reminder, the legislature authorized a lump sum payment for employees that were hired before 1997. PFA firefighters hired before 1997 are covered by this payment and there is no cost to the PFA for their coverage. FPPA states that the lump sum made in 1997 was insufficient. For firefighters hired after 1997 the current contribution is set at 2.8%. By statute the FPPA Board of Directors is only allowed to increase the contribution by 0.1% every Attachment: Fire and Police Pension Association Update (8017 : Briefing Papers / Other Business) other year. PFA pays this amount as part of the total compensation package for its employees. FPPA actuaries have determined that without assistance from the state legislature, this funding formula is insufficient to keep this fund healthy. The D&D fund is currently funded at approximately 73% and is
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projected to continue to diminish under the current funding formula, dropping to just over 50% in 20 years.
The FPPA Board proposal recommends asking the Colorado State Legislature for up to $160 million to help make this fund whole since the original investment in 1997 was not actuarially based. There is confidence that although the legislature may not make the entire contribution they will appropriate funds toward this D&D fund. The FPPA Board also recommends changing its capabilities of increasing the contribution for D&D from 0.1% every other year to 0.2% every year. Depending on funds that are contributed by the legislature, the implementation of any increase could be delayed.
At the printing of this briefing paper no decision has been made regarding the proposed changes. The Task Force is meeting on Friday, May 24, and I plan to attend via conference call due to other commitments. I do expect a vote to be taken on Friday as the FPPA Board representatives on the Task Force want a proposal to present to the entire FPPA Board for their June meeting. The FPPA Board will take up the matter and then take any recommendations to the Pension Review Commission, which is a joint committee of the two houses of the Colorado State Legislature. Attachment: Fire and Police Pension Association Update (8017 : Briefing Papers / Other Business)
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QUOTABLE COURAGE MOMENTS LEADERSHIP DUTY "My least favorite part was sleeping ... I just wanted to continue doing fun stuff."
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[email protected] -81( TRAVIS GARCIA 3)$7UDLQLQJ&HQWHU [email protected] :9LQH'ULYH Attachment: 2019 Fire Camp Flyer (8017 : Briefing Papers / Other Business)
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MY Pl Colorado. . .WHAT IS IT? Youth Emergency Preparedness Initiative
Larimer County Extension 4-H, in partnership with the City of Fort Collins Emergency Management, and the Poudre Fire Authority, will offer a two- time national award-winning youth preparedness, leadership & educational outreach program known as MyPI (My Preparedness Initiative) for teens (ages 13-19) across Larimer County. MyPI is a free, flexible and engaging, three-component program.
In Component A, teenagers will complete the United States Department of Homeland Security/Federal Emergency Management Agency-certified CERT training and modules focusing on Disaster Preparedness, Fire Safety and Utility Control, Disaster Medical Operations, Light Search and Rescue, CERT Organization, Disaster Psychology, and Terrorism.
In Component B, certification or demonstration in CPR and AED usage, along with technology track programs focusing on HAM Radio, NOAA Weather Radio, Smoke Alarm Maintenance, Smart Phone Apps and Social Media in Emergency Preparedness. This also includes a Disaster Simulation, and a Career Track that focuses on public safety, fire service, & emergency management careers.
Component C includes a family and community service project entitled "Prep+ 6" in which each participant helps develop emergency supply kits and emergency communication plans for their household AND 6 additional households. To graduate from the program, students must complete all components.
Mike Gavin, Former Emergency Manager in Fort Collins, indicated that the program is primed to benefit communities. According to Gavin, "This program reaches a variety of target audiences. It begins with the individuals and impacts the families, which makes the community better prepared and more resilient. The skills developed in the program will save lives. With an educated and skilled youth with regards to disaster preparedness, we can expect less need for responses during emergencies. MyPI will assist in preparing our citizens to be better prepared, helping them become assets as opposed to victims." Added Gavin, "As an emergency management professional, I am a strong advocate for this program because it involves our future generations stepping up, becoming active, and leading a very important platform to save lives and property through preparedness versus response."
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Dates: June 6, 7, 13, 14, 9 a.m.ņ 4 p.m. Graduation June 29 . Attachment: 2019 Larimer County MY PI Colorado- Flyer (8017 : Briefing Papers / Other Business) Register by May 29th at MyPIColorado.org
LARIMER COUNTY COLORADO STATE UNIVERSITY EXTENSION
Packet Pg. 49 6.f Attachment: 2019 Larimer County MY PI Colorado- Flyer (8017 : Briefing Papers / Other Business)
Packet Pg. 50 6.g Front Range Fire Consortium Graduation 2019-1
June 8, 2019, 10:00am
Timberline Church Attachment: Front Range Fire Consortium Graduation 2019-1 (8017 : Briefing Papers / Other Business) 2908 S. Timberline Road, Fort Collins, CO
Packet Pg. 51 6.h Attachment: Muscular Dystrophy Association Summer Camp Flyer (8017 : Briefing Papers / Other Business)
Packet Pg. 52 6.i Attachment: Retirement Celebration Bev McBride (8017 : Briefing Papers / Other Business)
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CPR and AED Awareness Week – June 1 – 7
In 2007, the American Heart Association, in coalition with the American Red Cross and the National Safety Council, worked collaboratively to federally designate a National CPR and AED Awareness Week. On December 13, 2007, Congress unanimously passed a resolution to set aside June 1-7 each year as National CPR and AED Awareness Week to spotlight how lives can be saved if more Americans know CPR and how to use an AED. In the declaration, Congress asked states and municipalities to make AEDs more publicly accessible. During this week each year, CPR/AED classes and demonstrations are conducted, events are hosted, and educational information is distributed on the importance of being trained in CPR and AED use. Attached is a proclamation from the Mayor of the City of Fort Collins proclaiming the week of June 1 – 7 as CPR and AED Awareness Week.
PFA is sponsoring a CPR/AED Awareness Week Collaborative Symposium with the Larimer County Health Department the morning of June 7th. This is being held at the First Presbyterian Church following the bike safety event. PFA will lead with teaching CPR/AED/PulsePoint and then hold a round table with County Health on the topic of vaping and smoking effects on heart health. Parents in the Latinx community requested this specifically because teens have told them it’s all very safe. Attachment: CPR AED Awareness Week June 1-7 (8017 : Briefing Papers / Other Business)
Packet Pg. 54 6.j Attachment: CPR AED Awareness Week June 1-7 (8017 : Briefing Papers / Other Business)
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CORRESPONDENCE Item #: 7 Meeting Date: 05/28/2019 PFA Staff: Kirsten Howard Prompt, Skillful, Caring
SUBJECT: Correspondence
EXECUTIVE SUMMARY
Correspondence has been included that may be of interest to Board members, community members, and employees.
ATTACHMENTS a. Hippler-Spieler Correspondence b. Penta Correspondence
Packet Pg. 56 7.a Attachment: Hippler-Spieler Correspondence (8025 : Correspondence)
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