EAST CONTRA COSTA FIRE PROTECTION DISTRICT Board of Directors Regular Meeting Monday November 2, 2015 – 6:30 P.M. Meeting Location: 3231 Main Street, Oakley BOARD OF DIRECTORS Greg Cooper Joel Bryant-President Randy Pope Robert Kenny Ronald Johansen-Vice President Stephen Smith Jonathan Michaelson Cheryl Morgan Joe Young AGENDA ______________________________________________________________ CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PUBLIC COMMENTS At this time the public may address the District Board on subject matters pertaining to District business listed on the Consent Calendar, Closed Session, Future Agenda Items, or items not listed on the agenda. Remarks may be limited to 3-minutes subject to the discretion of the Board President and with the concurrence of the Board of Directors. Members of the public wishing to address the Board may submit a “Public Comment Speaker Card” to the District Clerk. While the District encourages your comments, State law prevents the Board from discussing items that are not set forth on this meeting agenda. The Board and staff take your comments very seriously and, if appropriate, will follow up on them. CONSENT CALENDAR Consent Calendar items are considered routine in nature and will be enacted by the Board in one motion. If discussion or public comment is required, any Board Member may request the item be removed from the Consent Calendar and considered separately. C.1 Approve Minutes from October 5, 2015 Regular Board of Directors Meeting C.2 Approve the Board of Directors Meeting Schedule for 2016 DISCUSSION ITEMS D.1 Receive Report from and Accept Recommendations of Multi Jurisdictional Task Force to Address Emergency Responses in East Contra Costa County D.2 Award a Contract to Citygate Associates, LLC to Develop a Standards of Coverage and Headquarter Staffing Master Plan at a Cost Not to Exceed $64,000 D.3 Award a Contract to Bartel Associates, LLC to Perform an Actuarial Valuation of the District’s Retiree Health (OPEB) Obligations at a Cost Not to Exceed $13,600 D.4 Receive Update on District's Work to Improve Transparency D.5 Receive Operational Update for October 2015 November 2, 2015 Agenda Page 1 of 2 11645724.1 INFORMATIONAL STAFF REPORTS DIRECTORS’ COMMENTS INFORMATIONAL REPORTS AND REQUESTS FOR FUTURE AGENDA ITEMS FROM BOARD MEMBERS This portion of the agenda shall provide an opportunity for Board Members to report on activities, committee or event attendance pertaining to District business or to request a future item to be placed on the agenda. RECESS TO CLOSED SESSION ON THE FOLLOWING MATTERS: 1. Conference With Labor Negotiator Pursuant to Government Code Section 54957.6 Agency Designated Representatives: Fire Chief and Glenn Berkheimer Employee Organization: International Association of Fire Fighters, Local 1230 2. Public Employee Performance Evaluation Pursuant to Government Code Section 54957(b)(1) Title: Fire Chief REPORT ON THE CLOSED SESSIONS ADJOURN TO THE REGULAR BOARD MEETING SCHEDULED: December 7, 2015 All items appearing on the agenda are subject to action by the Board. POSTING STATEMENT A copy of this agenda was posted October 30, 2015 at the East Contra Costa Fire Protection District Administrative Office, 134 Oak Street, Brentwood, CA 94513. Pursuant to CA Government Code §54957.5, disclosable public records and writings related to an agenda item distributed to all or a majority of the Board of Directors including such records and writing distributed less than 72 hours prior to this meeting are available for public inspection at the East Contra Costa Fire Protection District Administrative Office, 134 Oak Street, Brentwood, CA 94513. NOTICE In compliance with the Americans with Disabilities Act, any individuals requesting special accommodation to attend and/or participate in District Board meetings may contact the District Administrative Office at (925) 634-3400. Notification 48 hours prior to the meeting will enable the District to make reasonable accommodations. November 2, 2015 Agenda Page 2 of 2 11645724.1 EAST CONTRA COSTA FIRE PROTECTION DISTRICT Meeting Minutes Board of Directors Regular Meeting Monday October 5, 2015 – 6:30 P.M. Meeting Location: 3231 Main Street, Oakley BOARD OF DIRECTORS Greg Cooper Joel Bryant-President Randy Pope Robert Kenny Ronald Johansen-Vice President Stephen Smith Jonathan Michaelson Cheryl Morgan Joe Young CALL TO ORDER: (6:30 P.M.) PLEDGE OF ALLEGIANCE: (6:31 P.M.) ROLL CALL: (6:31 P.M.) Directors Present: Bryant, Cooper, Kenny, Johansen, Michaelson, Morgan, Pope, Smith, Young Directors Absent: None PUBLIC COMMENTS: (6:32 P.M.) There were two (2) public speakers – Mark Whitlock, and Gil Guerrero CONSENT CALENDAR: (6:37 P.M.) C.1 Approve Minutes from September 14, 2015 Regular Board of Directors Meeting Motion by: Director Young to approve consent item C1 Second by: Director Smith Vote: Motion carried: 8:0:1 Ayes: Bryant, Cooper, Kenny, Michaelson, Morgan, Pope, Smith, Young Noes: Abstained: Johansen Absent: October 5, 2015 Minutes 11582512.1 Page 1 of 3 DISCUSSION ITEMS: (6:38 P.M.) D.1 Receive Overview of the 2015 California Special Districts Association Annual Conference There was one (1) public speaker – Vince Wells Chief Henderson gave an overview of the 2015 California Special Districts Association Annual Conference that the Chief attended the week of September 21st, 2015 (6:50 P.M.) D.2 Receive Update for Development of Proposed Board Policies Chief Henderson gave an update for Development of Proposed Board Policies (6:52 P.M.) D.3 Receive Operational Update for September 2015 Chief Henderson gave the Operational Update for September 2015. INFORMATIONAL STAFF REPORTS: (7:06P.M.) NONE DIRECTORS’ COMMENTS: (7:06 P.M.) Director Morgan – The Fire Safe Council did not meet in the month of September and has not yet finalized the meeting for October. Director Morgan asked that other Directors also attend. President Bryant – President Bryant attended the League of California Cities’ Annual Conference and shared some observations from 5 sessions on fire protection. Director Johansen – Director Johansen reported on the unprecedented fire conditions in the State and reflected on his experiences over the past month, when he was called away to assist with responding to the Valley Fire and the Butte Fire. INFORMATIONAL REPORTS AND REQUESTS FOR FUTURE AGENDA ITEMS FROM BOARD MEMBERS: (7:06 P.M.) Director Pope requested a future agenda item to discuss transparency and practices or projects the District could undertake to improve transparency, such as those included in the Special District Foundation’s checklist provided by the Chief. Director Johansen requested a future agenda item for a closed session for the full Board to discuss the Chief’s 90-day progress on the goals established as part of his performance evaluation. The Director Morgan moved approval of the above requests for Future Agenda Items; the motion was second by Director Smith. Motioned carried 9:0:0. October 5, 2015 Minutes Page 2 of 3 11648949.1 RECESS TO CLOSED SESSION ON THE FOLLOWING MATTERS: (7:16 P.M.) 1. Conference With Labor Negotiator Pursuant to Government Code Section 54957.6 Agency Designated Representatives: Fire Chief and Glenn Berkheimer Employee Organization: International Association of Fire Fighters, Local 1230 REPORT ON THE CLOSED SESSIONS: (8:45 P.M.) No reportable action was taken in closed session. ADJOURN TO THE REGULAR BOARD MEETING SCHEDULED: November 2, 2015 (8:45 P.M.) Motion by: Director Bryant to adjourn to the next Regular Board Meeting scheduled on November 2, 2015 October 5, 2015 Minutes Page 3 of 3 11648949.1 BOARD OF DIRECTORS AGENDA ITEM NO. C-2 Meeting Date: November 2, 2015 Subject/Title: Approve the Board of Directors Meeting Schedule for 2016 Submitted by: Hugh Henderson, Fire Chief RECOMMENDATION FOR ACTION Approve the Board of Directors meeting schedule for 2016 PREVIOUS ACTION On February 3, 2010 the Board approved by Resolution to hold regular meetings on the first Monday of each month. SUBJECT BACKGROUND The regular meeting schedule of the Board of Directors for the 2016 calendar year is proposed to be the following: January 4, 2016 February 1, 2016 March 7, 2016 April 4, 2016 May 2, 2016 June 6, 2016 July 11, 2016 (second Monday due to Independence Day holiday) August 1, 2016 September 12, 2016 (second Monday due to Labor Day holiday) October 3, 2016 November 7, 2016 December 5, 2016 Board meetings will be held at 3231 Main Street, Oakley Ca. 94561 at 6:30 PM unless otherwise noticed. Page 1 of 1 11645699.1 BOARD OF DIRECTORS AGENDA ITEM NO. D-1 Meeting Date: November 2, 2015 Subject/Title: Receive Report from and Accept Recommendations of Multi-Jurisdictional Task Force to Address Emergency Responses in East Contra Costa County Submitted by: Hugh Henderson, Fire Chief RECOMMENDATION FOR ACTION Receive report from multi-jurisdictional task force to address emergency responses in East Contra Costa County and adopt a resolution accepting the task force’s recommendations. SUBJECT BACKGROUND On June 24, 2015 the first meeting of a multi-jurisdictional task force was held to address emergency fire and medical responses in East Contra Costa Fire Protection District ("District" or "ECCFPD"). The task force was charged with coming up with long-term solutions and finding temporary mitigation measures that would reduce public safety risks in the District. The task force was comprised of the following members: • Gustavo ("Gus") Vina, Brentwood City Manager • Bryan Montgomery, Oakley City Manager • Tomi Riley, Chief of Staff for Supervisor Piepho • Krystal Hinojosa, Chief of Staff for Supervisor Mitchoff • Vince Wells, President, IAFF Local 1230 • Gil Guerrero, Vice President, IAFF Local 1230 and ECCFPD Fire Captain • Bob May, Representative, IAFF, Local 1230 and ECCFPD Fire Engineer • Jeff Carman, Contra Costa County Fire Protection District Fire Chief • Brian Helmick, ECCFPD Battalion Chief • Hugh Henderson, ECCFPD Fire Chief Tonight, the Board of Directors will receive a presentation from the task force on their report and recommendations, and be asked to adopt a resolution approving the task force recommendations.