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HomeMy WebLinkAboutMINUTES - 08062019 - Fire Protection DistrictCALENDAR FOR THE BOARD OF DIRECTORS CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT BOARD CHAMBERS ROOM 107, ADMINISTRATION BUILDING, 651 PINE STREET MARTINEZ, CALIFORNIA 94553-1229 JOHN GIOIA, CHAIR CANDACE ANDERSEN, VICE CHAIR DIANE BURGIS KAREN MITCHOFF FEDERAL D. GLOVER DAVID J. TWA, CLERK OF THE BOARD AND COUNTY ADMINISTRATOR, (925) 335-1900 LEWIS T. BROSCHARD, FIRE CHIEF PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO TWO (2) MINUTES. The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item or public comment period depending on the number of speakers and the business of the day. Your patience is appreciated. A closed session may be called at the discretion of the Board Chair. Staff reports related to open session items on the agenda are also accessible on line at www.co.contra-costa.ca.us. SPECIAL MEETING ANNOTATED AGENDA & MINUTES August 6, 2019 ***Please note time change**   Present: John Gioia, Director; Candace Andersen, Director; Karen Mitchoff, Director; Federal D. Glover, Director Absent: Diane Burgis, Director Staff Present:David Twa, County Administrator Louis Broschard, Fire Chief            1:30 P.M. Convene and call to order.   CONSIDER CONSENT ITEMS (Items listed as C.1 through C.3 on the following agenda) – Items are subject to removal from Consent Calendar by request of any Director or on request for discussion by a member of the public. Items removed from the Consent Calendar will be considered with the Discussion Items.    Consent items adopted as presented.    AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover Other: Director Diane Burgis (ABSENT) DISCUSSION ITEMS   D. 1 CONSIDER Consent Items previously removed.   D. 2 PUBLIC COMMENT (2 Minutes/Speaker)   D.3 CONSIDER accepting a report from the Fire Chief providing a status summary for ongoing Fire District activities and initiatives. (Lewis T. Broschard III, Fire Chief)       AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover Other: Director Diane Burgis (ABSENT) D.4 CONSIDER accepting a report from the Fire Chief providing a status summary for Contra Costa County Fire Protection District fire station construction projects. (Lewis T. Broschard III, Fire Chief)       AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover Other: Director Diane Burgis (ABSENT) 3:00 P.M. ADJOURN to the ribbon cutting ceremony at the new parking lot behind 651 Pine Street, Martinez   CONSENT ITEMS   C.1 ADOPT Position Adjustment Resolution No. 22491 to reallocate the salary of the Fire District Aide-Exempt (unrepresented) classification to a single step on the salary schedule in the Contra Costa County Fire Protection District. (100% CCCFPD General Operating Fund)       AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover Other: Director Diane Burgis (ABSENT) C.2 ADOPT Resolution No. 2019/2 to grant an exemption to Contra Costa County Salary Regulations Section 4.1, and adjust the salary step of the incumbent in the classification of Chief Fire Emergency Medical Services from step one to step two of salary range effective at date of promotion May 13, 2019. (100% Contra Costa Fire Protection District)         AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover Other: Director Diane Burgis (ABSENT) C.3 ACCEPT the response to Civil Grand Jury Report No. 1905, entitled "Fire Inspection Records and Reporting," and DIRECT the Fire Chief to forward the response to the Superior Court following Board action, as recommended by the County Administrator. (No fiscal impact)       AYE: Director John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover   GENERAL INFORMATION The Board meets in its capacity as the Board of Directors of the Contra Costa County Fire Protection District pursuant to Ordinance Code Section 24-2.402. Persons who wish to address the Board of Directors should complete the form provided for that purpose and furnish a copy of any written statement to the Clerk. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the Clerk of the Board to a majority of the members of the Board of Directors less than 72 hours prior to that meeting are available for public inspection at 651 Pine Street, First Floor, Room 106, Martinez, CA 94553, during normal business hours. All matters listed under CONSENT ITEMS are considered by the Board of Directors to be routine and will be enacted by one motion. There will be no separate discussion of these items unless requested by a member of the Board or a member of the public prior to the time the Commission votes on the motion to adopt. Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair calls for comments from those persons who are in support thereof or in opposition thereto. After persons have spoken, the hearing is closed and the matter is subject to discussion and action by the Board. Comments on matters listed on the agenda or otherwise within the purview of the Board of Directors can be submitted to the office of the Clerk of the Board via mail: Contra Costa County Fire Protection District Board of Directors, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913. The District will provide reasonable accommodations for persons with disabilities planning to attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at (925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk, Room 106. Copies of recordings of all or portions of a Board meeting may be purchased from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925) 335-1900, to make the necessary arrangements. Applications for personal subscriptions to the Board Agenda may be obtained by calling the Office of the Clerk of the Board, (925) 335-1900. The Board of Directors’ agenda and meeting materials are available for inspection at least 96 hours prior to each meeting at the Office of the Clerk of the Board, 651 Pine Street, Room 106, Martinez, California. Subscribe to receive to the weekly Board Agenda by calling the Office of the Clerk of the Board, (925) 335-1900 or using the County's on line subscription feature at the County’s Internet Web Page, where agendas and supporting information may also be viewed: www.co.contra-costa.ca.us ADVISORY COMMISSION The Contra Costa County Fire Protection District Advisory Fire Commission is scheduled to meet next on Monday, August 14, 2019 at 7:00 p.m. at the Administrative Offices, 4005 Port Chicago Highway, Suite 250, Concord, CA 94520. AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings. Glossary of Acronyms, Abbreviations, and other Terms (in alphabetical order): The Contra Costa County Fire Protection District has a policy of making limited use of acronyms, abbreviations, and industry-specific language in its Board of Supervisors meetings and written materials. Following is a list of commonly used language that may appear in oral presentations and written materials associated with Board meetings: AB Assembly Bill ABAG Association of Bay Area Governments ACA Assembly Constitutional Amendment ADA Americans with Disabilities Act of 1990 AFSCME American Federation of State County and Municipal Employees ARRA American Recovery & Reinvestment Act of 2009 BAAQMD Bay Area Air Quality Management District BART Bay Area Rapid Transit District BayRICS Bay Area Regional Interoperable Communications System BGO Better Government Ordinance BOC Board of Commissioners CALTRANS California Department of Transportation CAER Community Awareness Emergency Response CAL-EMA California Emergency Management Agency CAO County Administrative Officer or Office CCE Community Choice Energy CBC California Building Code CCCPFD (ConFire) Contra Costa County Fire Protection District CCHP Contra Costa Health Plan CCTA Contra Costa Transportation Authority CCRMC Contra Costa Regional Medical Center CCWD Contra Costa Water District CFC California Fire Code CFDA Catalog of Federal Domestic Assistance CEQA California Environmental Quality Act CIO Chief Information Officer COLA Cost of living adjustment ConFire (CCCFPD) Contra Costa County Fire Protection District CPA Certified Public Accountant CPF – California Professional Firefighters CPI Consumer Price Index CSA County Service Area CSAC California State Association of Counties CTC California Transportation Commission dba doing business as EBMUD East Bay Municipal Utility District ECCFPD East Contra Costa Fire Protection District EIR Environmental Impact Report EIS Environmental Impact Statement EMCC Emergency Medical Care Committee EMS Emergency Medical Services et al. et alii (and others) FAA Federal Aviation Administration FEMA Federal Emergency Management Agency FTE Full Time Equivalent FY Fiscal Year GIS Geographic Information System HCD (State Dept of) Housing & Community Development HHS (State Dept of ) Health and Human Services HOV High Occupancy Vehicle HR Human Resources HUD United States Department of Housing and Urban Development IAFF International Association of Firefighters ICC International Code Council IFC International Fire Code Inc. Incorporated IOC Internal Operations Committee ISO Industrial Safety Ordinance JPA Joint (exercise of) Powers Authority or Agreement Lamorinda Lafayette-Moraga-Orinda Area LAFCo Local Agency Formation Commission LLC Limited Liability Company LLP Limited Liability Partnership Local 1 Public Employees Union Local 1 Local 1230 Contra Costa County Professional Firefighters Local 1230 MAC Municipal Advisory Council MBE Minority Business Enterprise MIS Management Information System MOE Maintenance of Effort MOU Memorandum of Understanding MTC Metropolitan Transportation Commission NACo National Association of Counties NEPA National Environmental Policy Act NFPA National Fire Protection Association OES-EOC Office of Emergency Services-Emergency Operations Center OPEB Other Post Employment Benefits OSHA Occupational Safety and Health Administration PACE Property Assessed Clean Energy PARS Public Agencies Retirement Services PEPRA Public Employees Pension Reform Act RFI Request For Information RFP Request For Proposal RFQ Request For Qualifications SB Senate Bill SBE Small Business Enterprise SEIU Service Employees International Union SUASI Super Urban Area Security Initiative SWAT Southwest Area Transportation Committee TRANSPAC Transportation Partnership & Cooperation (Central) TRANSPLAN Transportation Planning Committee (East County) TRE or TTE Trustee TWIC Transportation, Water and Infrastructure Committee UASI Urban Area Security Initiative UCOA United Chief Officers Association vs . versus (against) WAN Wide Area Network WBE Women Business Enterprise WCCTAC West Contra Costa Transportation Advisory Committee RECOMMENDATION(S): ACCEPT a report from the Fire Chief providing a status summary for ongoing Fire District activities and initiatives. FISCAL IMPACT: No fiscal impact. BACKGROUND: At the request of the Contra Costa County Fire Board of Directors, the Fire Chief is providing a report on the status and progress of the various District initiatives. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/06/2019 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover, Director ABSENT:Diane Burgis, Director Contact: Lewis T. Broschard III, Fire Chief (925) 941-3300 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 , County Administrator and Clerk of the Board of Supervisors By: Jami Napier, Deputy cc: D.3 To:Contra Costa County Fire Protection District Board of Directors From:Lewis T. Broschard, III, Chief, Contra Costa Fire Protection District Date:August 6, 2019 Contra Costa County Subject:Fire Chief's Report - August 6, 2019 ATTACHMENTS Fire Chief's August Report CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT August 6, 2019 TO: Board of Directors FROM: Lewis T. Broschard III, Fire Chief RE: Fire Chief’s Report ______________________________________________________________________  SAFER Grant Staffing. Effective July 15, we began staffing our three busiest ladder trucks with four-person crews. Truck 6 (Concord), Truck 83 (Antioch), and Truck 84 (Pittsburg) were selected for the additional staffing. The grant funding runs through February 2022, and during this time we will be evaluating the effectiveness of four- person truck companies through data collection and other reporting mechanisms.  New Ladder Truck in Service. In August, Martinez will receive a new ladder truck at Fire Station 14.  North Orinda Shaded Fuel Brake (NOSFB) project. Work commenced in late July on areas of Lafayette. 4005 Port Chicago Highway, Suite 250 • Concord, CA 94520-1180 Telephone: (925) 941-3300 • Fax: (925) 941-3309 • www.cccfpd.org Board of Directors – Fire Chief’s Report August 6, 2019 Page 2  REACH Public Safety Helicopter Program. Recruitment for personnel to be assigned to this program began in mid-July, and selections will be made this week. Training is scheduled to begin in mid-September. A rendering of the new EC145 “public safety helicopter” is below. This helicopter is scheduled to be in service near the end of the year.  Wildfire Evacuation and Preparedness Meetings. In July, the District provided six presentations for community groups and city/county public meetings in Martinez, Lafayette, and Walnut Creek. Additional meetings continue to be scheduled with various community groups. RECOMMENDATION(S): ACCEPT a report from the Fire Chief providing a status summary for Contra Costa County Fire Protection District fire station construction projects. FISCAL IMPACT: Status report only. No fiscal impact. BACKGROUND: At the request of the Contra Costa County Fire Board of Directors, the Fire Chief is providing a report on the status and progress of District fire station construction projects. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/06/2019 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover, Director ABSENT:Diane Burgis, Director Contact: Lewis T. Broschard III, Fire Chief (925) 941-3300 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Jami Napier , Deputy cc: D.4 To:Contra Costa County Fire Protection District Board of Directors From:Lewis T. Broschard III, Chief, Contra Costa Fire Protection District Date:August 6, 2019 Contra Costa County Subject:Update on Fire Station Construction Projects - August 6, 2019 ATTACHMENTS Construction Project Update August 2019 CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT August 6, 2019 TO: Board of Directors FROM: Lewis T. Broschard III, Fire Chief RE: Update on Fire Station Construction Projects ______________________________________________________________________ Fire Station 16 – Lafayette The project is in its final phases. The building now has power, and the gas meter and gas service were completed the last week of July. Challenges related to integrating solar power with PG&E are being addressed. Interior fixtures and flooring are currently being installed. A large concrete pour for the driveway will be completed the week of July 30; and the general contractor will soon begin landscaping the exterior grounds. The tentative move-in date for crews is the week of August 19. The ribbon cutting ceremony has been scheduled for September 9, 2019 at 11:00 A.M. Fire Station 70 – San Pablo The sewer and other underground conflicts have been resolved. The team has now begun excavating the site and off hauling a significant amount of soil. This will allow for placement of underground utilities for the station and layout of the foundation. The team held a successful partnering meeting with over 25 people who are involved with the project. This meeting set the stage for successful communications and problem resolution throughout the project. The team is again experiencing challenges with placement of the PG&E meter. The original design called for the meter to be placed inside the building. In the process of resolving the Fire Station 16 issue, we received a verbal agreement from PG&E that Fire Station 70 would be granted a variance to allow the meter to be placed inside the building. At this juncture, PG&E has not chosen to honor that agreement and has asked for the meter to be relocated which requires that the design be re-engineered. To date, we are awaiting a final answer from PG&E. Fire Station 9 – Pacheco No update. Fire Station 86 – Bay Point No update. 4005 Port Chicago Highway, Suite 250 • Concord, CA 94520-1180 Telephone: (925) 941-3300 • Fax: (925) 941-3309 • www.cccfpd.org RECOMMENDATION(S): ADOPT Position Adjustment Resolution No. 22491 to reallocate the salary of the Fire District Aide-Exempt (RPW1) (unrepresented) classification at salary plan and grade F85 0288 ($2,163 - $2,629) from five (5) steps to a single step at salary plan and grade F85 1000 ($2,629) in the Contra Costa County Fire Protection District. FISCAL IMPACT: If approved, this action is not anticipated to have a significant impact on temporary wages. BACKGROUND: Position Adjustment Resolution No. 22264 approved on August 7, 2018 established the Fire District Aide-Exempt (District Aide) classification to replace the District’s use of Student Intern level II. The District Aide class was established with a five-step salary range and does not have minimum experience or education requirements. This request is to collapse the salary range from five steps to one step for two reasons. First, the District has APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/06/2019 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover, Director ABSENT:Diane Burgis, Director Contact: Holly Trieu 925-941-3300 ext. 1301 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Jami Napier , Deputy cc: Holly Trieu C.1 To:Board of Supervisors From:Dianne Dinsmore, Human Resources Director Date:August 6, 2019 Contra Costa County Subject:Reallocate Fire District Aide-Exempt (RPW1) (unrepresented) from five steps to a single step in the Contra Costa County Fire Protection District. BACKGROUND: (CONT'D) been hiring District Aides at step 5, currently at $15.16 per hour, which is equivalent in pay to the lower steps of Student Intern Level II. Second, the advanced step request to hire District Aides at step 5 requires the administrative approval at the County Human Resources Director level. The District’s intent is to hire at step 5, therefore, collapsing the salary steps from five step to one step would be more efficient as it does not necessitate advanced step approval by County Human Resources. CONSEQUENCE OF NEGATIVE ACTION: If the request is not approved, the hiring process for Fire District Aide-Exempt will continue to be evaluated for the appropriate salary step placement. AGENDA ATTACHMENTS P300 22491 MINUTES ATTACHMENTS signed P300 22491 POSITION ADJUSTMENT REQUEST NO. 22491 DATE 7/12/2019 Department No./ Department Contra Costa County Fire Protection District Budget Unit No. 7300 Org No. 7300 Agency No. 70 Action Requested: ADOPT Position Adjustment Resolution No. XXXXX to reallocate Fire District Aide -Exempt (RPW1) (unrepresented) salary plan and grade F85 0288 ($2163 - $2629) from five steps to a single step at salary plan and grade XXX XXXX ($2629) in the Contra Costa County Fire Protection District Proposed Effective Date: 08/06/2019 Classification Questionnaire attached: Yes No / Cost is within Department’s budget: Yes No Total One-Time Costs (non-salary) associated with request: $0.00 Estimated total cost adjustment (salary / benefits / one time): Total annual cost Net County Cost $0.00 Total this FY N.C.C. this FY $0.00 SOURCE OF FUNDING TO OFFSET ADJUSTMENT Department must initiate necessary adjustment and submit to CAO. Use additional sheet for further explanations or comments. Jackie Lorrekovich ______________________________________ (for) Department Head REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT Paul Reyes 7/16/2019 ___________________________________ ________________ Deputy County Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATIONS DATE 7/19/2019 ADOPT Position Adjustment Resolution No. 22491 to reallocate Fire District Aide-Exempt (RPW1) (unrepresented) salary plan and grade F85 0288 ($2163 - $2629) from five steps to a single step at salary plan and grade F85 1000 ($2629) in the Contra Costa County Fire Protection District . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic / Exempt salary schedule. Effective: Day following Board Action. (Date) Marta H. Goc 7/19/2019 ___________________________________ ________________ (for) Director of Human Resources Date COUNTY ADMINISTRATOR RECOMMENDATION: DATE 7/31/2019 Approve Recommendation of Director of Human Resources Disapprove Recommendation of Director of Human Resources Paul Reyes Other: ____________________________________________ ___________________________________ (for) County Administrator BOARD OF SUPERVISORS ACTION: David J. Twa, Clerk of the Board of Supervisors Adjustment is APPROVED DISAPPROVED and County Administrator DATE BY APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL / SALARY RESOLUTION AMENDMENT POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es) / position(s) as follows: P300 (M347) Rev 3/15/01 REQUEST FOR PROJECT POSITIONS Department Date No. 1. Project Positions Requested: 2. Explain Specific Duties of Position(s) 3. Name / Purpose of Project and Funding Source (do not use acronyms i.e. SB40 Project or SDSS Funds) 4. Duration of the Project: Start Date End Date Is funding for a specified period of time (i.e. 2 years) or on a year -to-year basis? Please explain. 5. Project Annual Cost a. Salary & Benefit s Costs : b. Support Cost s : (services, supplies, equipment, etc.) c . Less revenue or expenditure: d. Net cost to General or other fund: 6. Briefly explain the consequences of not filling the project position(s) in terms of: a. potential future costs d. political implications b. legal implications e. organizational implications c . financial implications 7. Briefly describe the alternative approaches to delivering the services which you have considered. Indicate why these alternatives were not chosen. 8. Departments requesting new project positions must submit an updated cost benefit analysis of each project position at the halfway point of the project duration. This report is to be submitted to the Human Resource s Department, which will forward the report to the Board of Supervisors. Indicate the date that your cost / benefit analysis will be submitted 9. How will the project position(s) be filled? a. Competitive examination(s) b. Existing employment list(s) Which one(s)? c. Direct appointment of: 1. Merit System employee who will be placed on leave from current job 2. Non-County employee Provide a justification if filling position(s) by C1 or C2 USE ADDITIONAL PAPER IF NECESSARY RECOMMENDATION(S): ADOPT Resolution No. 2019/2 to grant an exemption to Contra Costa County Salary Regulations Section 4.1, and adjust the salary step of the incumbent in the classification of Chief Fire Emergency Medical Services (RPHD), position number 5267, from step one to step two of salary range HA5 2249 ($12,869.50 - $14,188.62) effective at date of promotion May 13, 2019. FISCAL IMPACT: Approximately $15,000 in increased salary and benefit costs, of which $5,600 is attributable to employer pension costs. BACKGROUND: On May 13, 2019, the incumbent was promoted to a position in the classification of Chief Fire Emergency Medical Services (RPHD) and the department made the recommendation to the County Administrator’s Office to approve and recommend to the Board of Supervisors' approval to grant an exemption to the County's Salary Regulations to allow the incumbent to be placed at step two of the classification's salary range. CONSEQUENCE OF NEGATIVE ACTION: If the recommended action is not approved, the Department will not be able to appropriately compensate the incumbent. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/06/2019 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover, Director ABSENT:Diane Burgis, Director Contact: Paul Reyes, (925) 335-1096 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Jami Napier, Deputy cc: C.2 To:Board of Supervisors From:David Twa, County Administrator Date:August 6, 2019 Contra Costa County Subject:Resolution No. 2019/2 Authorizing an Upward Salary Step Adjustment AGENDA ATTACHMENTS Resolution 2019/2 MINUTES ATTACHMENTS signed Resolution 2019/2 THE BOARD OF DIRECTORS OF THE CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT Adopted this Resolution on 08/06/2019 by the following vote: AYE:4 John Gioia Candace Andersen Karen Mitchoff Federal D. Glover NO: ABSENT:1 Diane Burgis ABSTAIN: RECUSE: Resolution No. 2019/2 In the Matter of Adjusting the Salary Step of an Incumbent in the Classification of Chief Fire Emergency Medical Services (RPHD). WHEREAS, Section 4.1 (Salary-On Promotion) of the Contra Costa County Salary Regulations states, "Any employee who is appointed to a position of a class allocated to a higher salary range than the class he previously occupied, shall receive the salary in the new salary range, which is next higher than the rate he was receiving before promotion. In the event this increase is less than five (5) percent, the employee’s salary shall be adjusted to the step in the new range which is five (5) percent greater than the next higher step, if the new range permits such adjustment"; and WHEREAS, the incumbent in the Chief Fire Emergency Medical Services (RPHD) position #5267 was promoted to that position on May 13, 2019 and placed at step one according to the salary regulations rule on promotion; and WHEREAS, the Contra Costa County Fire Protection District has requested the incumbent be placed at step two of the Chief Fire Emergency Medical Services (RPHD) salary range; and WHEREAS, the County Administrator's Office approves of this specific request to grant an exemption to the Salary-On Promotion regulation for the recently appointed incumbent of the Chief Fire Emergency Medical Services (RPHD) position. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors does hereby grant an exemption to Section 4.1 (Salary-On Promotion) of the Salary Regulations, so that the incumbent of position #5267 shall be moved from step one to step two of the salary range for the Chief Fire Emergency Medical Services (RPHD) classification, effective May 13, 2019. Contact: Paul Reyes, (925) 335-1096 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Jami Napier, Deputy cc: RECOMMENDATION(S): APPROVE the response to Civil Grand Jury Report No. 1905 entitled "Fire Inspection Records and Reporting," and DIRECT the Fire Chief to forward the response to the Superior Court no later than August 11, 2019. FISCAL IMPACT: No fiscal impact. BACKGROUND: On May 13, 2019, the 2018/19 Civil Grand Jury filed the above-referenced report. On June 11, 2019, the Board received the report and directed the Fire Chief to provide the Board with an appropriate response in time for that response to be forwarded to the Superior Court no later than August 11, 2019 (90 days). The attached response clearly specifies: Whether a finding or recommendation is accepted or will be implemented; If a recommendation is accepted, a statement with a time frame for implementation; A delineation of the constraints if a recommendation is accepted but cannot be implemented within a six-month period; and The reason for not accepting or adopting a finding or recommendation. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 08/06/2019 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, Director Candace Andersen, Director Karen Mitchoff, Director Federal D. Glover, Director Contact: Lewis T. Broschard, III, Fire Chief (925) 941-3300 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: August 6, 2019 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: Jami Napier, Deputy cc: C.3 To:Contra Costa County Fire Protection District Board of Directors From:Lewis T. Broschard III, Chief, Contra Costa Fire Protection District Date:August 6, 2019 Contra Costa County Subject:Response to Civil Grand Jury Report No. 1905: Fire Inspection Records and Reporting CONSEQUENCE OF NEGATIVE ACTION: In order to comply with statutory requirements, the Board of Directors must provide a response to the Superior Court no later than August 11, 2019. The Board of Directors must take timely action in order to comply with the statutory deadline. ATTACHMENTS Grand Jury Report 1905 Response to Grand Jury Report 1905 CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT . 4005 Port Chicago Highway, Suite 250 • Concord, CA 94520-1180 Telephone: (925) 941-3300 • Fax: (925) 941-3309 • www.cccfpd.org 000. CONTRA COSTA COUNTY CIVIL GRAND JURY REPORT NO. 1905 “Fire Inspection Records and Reporting” CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT’S RESPONSE FINDINGS – California Penal Code Section 933.05(a) requires a response to the designated findings of the Grand Jury. F1. The Code Enforcement Unit’s fee revenue has declined every year over the past four years. Fee revenue in the 2017-2018 fiscal year was less than half the amount collected just five years earlier. Response: Agree. The revenue collected for activities (primarily fire code enforcement inspections) declined as a result of staffing vacancies, as well as recruitment and retention issues for new fire inspector positions. Revenue is only collected from inspections actually performed. F2. Each inspector in the Code Enforcement Unit can average up to 900 inspections per year. There are currently seven inspectors assigned to inspect about 8,000 occupancies. Response: Partially Disagree. To date our calculations and planning indicate the typical workload factor for a fire inspector assigned to the Code Enforcement Unit to be approximately 1,200 new inspections per year after the first year (due to training and education time commitments during their first year). There are currently seven (7) fire inspector positions staffed in the Code Enforcement Unit. F3. Additional fire inspectors or other efficiencies are needed to keep pace with state - mandated inspections for schools and multifamily residences. Response: Partially Agree. Additional fire inspectors may not absolutely be needed to keep pace with state-mandated inspections for schools and multi-family residential occupancies, however additional fire inspectors would provide benefit to the District and the public by performing other mandated and non-mandated inspections, and providing additional capacity to complete all the mandated inspection programs when long-term absences or vacancies exist that would otherwise create issues at a minimum staffing level. Eff iciencies are needed to transition from a heavily paper-based inspection process to an electronic format. F4. By December 2018, the Fire District completed the required state-mandated inspections for schools and multifamily occupancies that are known to them. Response: Agreed. F5. The Fire District has not consistently performed all the state-mandated annual fire inspections for schools or multifamily residences in prior years. Response: Agree. Similar to other fire prevention bureaus the staffing, recruitment, and retention of personnel impacted the ability to complete all state-mandated inspections in prior years. F6. There is no evidence that the public was informed of potential impacts of the fiscal crisis on state-mandated fire inspections prior to the media reporting in Ju ne 2018. Response: Partially Agree. A formal reporting mechanism to the Board of Directors specifically addressing state-mandated inspections was not implemented prior to 2019. Bi-monthly reports on fire prevention bureau activity are provided to the Advisory Fire Commission at their regularly scheduled public meetings and fire prevention productivity reports were provided to the Board of Directors in the Fire Chief’s report from 2010 through 2013. F7. The current RMS system used for processing fire inspections requires that inspectors use paper forms in the field and manually enter data into the RMS once they return to the office. Response: Agree. F8. The Fire District does not have a formal audit process to confirm the accuracy and completeness of RMS data. Response: Partially Disagree. The District did initiate an audit process to confirm the accuracy of RMS data related to occupancies in 2018. RECOMMENDATIONS – California Penal Code Section 933.05(b) requires a response to the designated recommendations of the Grand Jury. R1. The Fire District Board of Directors should consider directing the Fire Chief to evaluate the current staffing needs of the Code Enforcement Unit and confirm it has the staffing needed to complete the state-mandated annual inspections for schools and multifamily residences (currently about 8,000) by December 31, 2019. Response: The recommendation has been implemented. The Fire Chief has directed the Fire Marshal to evaluate the current staffing model of the Fire Prevention Bureau and determine the level of staffing necessary to complete all mandated inspection programs, as well as completing other inspection programs and inspections of other occupancies considered to be best practices within the industry. R2. The Fire District Board of Directors should consider directing the Fire Chief to produce public quarterly reports on the status of compliance with state -mandated inspections, including status for the prior 12 months and projected status to the end of the year, by December 31, 2019. Response: This recommendation has not yet been implemented, but will be implemented prior to the end of 2019. An annual report, consistent with the intent of AB1205 will be produced annually for the Board of Directors. In addition, a quarterly report will be provided for the Board of Directors. R3. The Fire District Board of Directors should consider directing the Fire Chief to develop a publicly available internet-based address lookup feature disclosing the status of state- mandated fire inspections by June 30, 2020. Response: This recommendation will not be implemented because it is not warranted or not feasible at this time. This may be possible in the future with the implementation of a new records management system (RMS) for the fire prevention bureau. It is not possible with the current RMS deployed by the District. R4. The Fire District Board of directors should consider directing the Fire Chief to replace the existing RMS with a system that includes the ability to utilize a tablet device for data entry in the field by June 30, 2020. Response: This recommendation will be implemented. The District is currently in negotiations with a vendor selected to replace the RMS. It is anticipated the new system will be deployed and operational by June 30, 2020. R5. The Fire District Board of Directors should consider directing the Fire Chief to connect the new RMS database to state and local data sources and to the District’s own Computer Aided Dispatch system by June 30, 2020. Response: This recommendation will be partially implemented. The new RMS will source state and local County data sources. The software will not connect directly to the District’s Computer Aided Dispatch (CAD) system. To integrate this will be a monumental task with little value of the integration. However, the software will be immediately available for fire dispatchers to reference if needed. Additionally, we plan to provide key information to first responders while they are responding to incidents via their mobile data terminals in the apparatus. This provides fire dispatchers access to the information if needed and presents the information to first responders to make decisions on actionable intelligence. R6. The Fire District Board of Directors should consider directing the Fire Chief to develop and implement an audit process to verify the accuracy and completeness of the RMS data by December 31, 2019. Response: This recommendation will be implemented. The procurement of the new RMS will enable the District to implement an improved audit process. The implementation date will need to coincide with the deployment of the new RMS in mid-2020.