HomeMy WebLinkAboutMINUTES - 12032013 - FPD D.1RECOMMENDATION(S):
ACCEPT an interim report on the Contra Costa County Fire Protection District Fire Study from Fitch & Associates,
LLC.
FISCAL IMPACT:
No fiscal impact. This report is informational only.
BACKGROUND:
The Board of Supervisors directed the County Administrator and Emergency Medical Services (EMS) Agency to
coordinate an independent EMS System re-evaluation study and a Fire Service study of Contra Costa County Fire
Protection District (CCCFPD). Because the EMS Agency had already engaged Fitch & Associates, LLC to conduct
the EMS System study and the experience that Fitch has with fire service evaluations, it was determined that Fitch
should also conduct a study of CCCFPD.
STUDY MILESTONES
On February 12, 2013, the Board of Supervisors approved a contract amendment with Fitch, including two
independent scopes of service; one for the EMS Re-evaluation and one for the CCCFPD study. The County
Administrator presented the structure of each as being separate modules, with separate consulting teams, which
would deliver standalone recommendations at the conclusion of the study.
On March 28, 2013, the consulting team managing the Fire Study made the first on-site visit to the District – meeting
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 12/03/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, Director
Candace Andersen,
Director
Mary N. Piepho, Director
Karen Mitchoff, Director
ABSENT:Federal D. Glover,
Director
Contact: Timothy Ewell,
925-335-1036
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: December 3, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
D.1
To:Contra Costa County Fire Protection District Board of Directors
From:David Twa, County Administrator
Date:December 3, 2013
Contra
Costa
County
Subject:CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT FIRE STUDY UPDATE - FITCH & ASSOCIATES,
LLC
with management and labor. Based on the on-site evaluation and discussion, Fitch drafted a work-plan, which the
Board reviewed and approved in open session. In addition, Fitch sent a comprehensive Initial Data Request (IDR) to
the District and County to initiate collection of critical information related to the study. All information requested has
been sent to and acknowledged by Fitch.
On April 15, 2013, the consulting team met with key stakeholders from the County, outside fire districts, the EMS
Agency, and the Local Agency Formation Commission (LAFCo) Executive Director in an effort to continue
gathering background information related to the study. The County continues to make every effort to efficiently
manage the consultants’ time on-site and conduct broad outreach to all stakeholders within the system.
On June 11-13, 2013, the consulting team met with city managers and various mayors/councilmembers from 8 of the
9 cities within the District. The City of San Pablo was unable to meet with the consultants and will be engaged at a
future visit. The consultants also met with the LAFCo Executive Director and an
BACKGROUND: (CONT'D)
ad hoc committee of two LAFCo Commissioners appointed by the full Commission. Fire District officials and
members of Local 1230 were also engaged during this visit.
On July 10-11, 2013, the consulting team met with the County Administrator, County Finance Director, Senior
Deputy County Administrator-Public Protection and the Fire District Chief of Administration to review current
and projected financial and fixed asset information.
On August 12, 2013, Fitch & Associates, LLC provided an interim report to the Board outlining preliminary
findings from an initial data collection period and describing methodology being used to evaluate that data. In
addition, Fitch recapped
Today's report will provide the Board with a comprehensive update on the study process, including preliminary
findings, and allow for direct feedback from the Board to the consulting team.
CONSEQUENCE OF NEGATIVE ACTION:
This is an informational item only.
CHILDREN'S IMPACT STATEMENT:
No impact.
ATTACHMENTS
PowerPoint Presentation
PowerPoint Presentation-Updated 12-2-13
Contra Costa Fire
Protection District
Fire Study Project
Briefing
Fitch & Associates, LLC
December 2013
Briefing Agenda
Project review and update
What is the number?
What do you currently have?
What do you need?
Designing what you need
The Problem
Status quo projections
Mitigating impacts
Strategies for tax initiative
3 December 2013
Project Review & Update
Project Charge —
“Determine…optimal fire & 1st response
coverage…within… fiscal limitations”
Data review —
Response times, call patterns, density
Developed cost metric per FF position
4 December 2013
WHAT IS THE NUMBER?
5 December 2013
Getting to the Number
6 December 2013
STEP 1: DETERMINE THE COST/RESPONSE CREW POSITION
Methodology: Total budgeted expenditures for FY14/15 are the base for this calculation. From the
total expenditure budget, mandatory costs are subtracted leaving the dollars available for crew
salaries and operating expenses. The FY14/15 budget revised as of 10/17/13 funds 23 companies or 69
positions. We can then calculate the cost per 3-person company as well as the cost per crew position.
Note that each position equates to at least 3 personnel.
FY14/15 Total Expenditure Budget 105,837,354
Less: Mandatory Expenses
Retirement Expenses per Actuary (updated 10/7/13) (22,887,900)
Pension Bond Payments (12,730,727)
Pension Bond Stabilization Fund Contributions (2,600,383)
Subtotal Mandatory Expenses (38,219,010)
Less: Salaries for Non-Response Personnel
Dispatch, Management, Support Staff, Investigations, Training,
Battalion Chiefs, IT, clerical; (25% of payroll is dedicated to personnel
other than front-line response personnel (Source: payroll April 2013) (14,368,715)
(294 total personnel; 212 = Capt, Engineer, FF & FF/Medics)
Result: Expenditure Amount Budgeted for 22 companies 53,249,629
Includes 75% of salary budget (based on detailed analysis of
salaries) plus services and supplies, interagency and other
governmental charges and fixed asset/capital budget (which is zero).
Determine Per Position Cost: Salary and ops costs per position
Number companies planned in FY14/15 budget 23
Number positions/company 3
Number company positions 69
Divide available dollars by number of positions 771,734
Note: 1 position = at least 3 field personnel
Continued —
7 December 2013
STEP 2: DETERMINE THE ANNUAL OPERATING FUNDS AVAILABLE FOR RESPONSE CREW POSITIONS
WITH NO DEFICIT
Methodology: This is a similar calculation but it begins with FY14/15 annual revenues.
FY14/15 Annual Revenue Budget 95,656,126
Property Taxes and Other Revenues
Less: Mandatory Expenses
Retirement Expenses per Actuary (22,887,900)
Pension Bond Payments (12,730,727)
Pension Bond Stabilization Fund (2,600,383)
Subtotal Mandatory (38,219,010)
Less: Salaries for Non-Response Personnel
Dispatch, Management, Support Staff, Investigations, Training,
Battalion Chiefs, IT, clerical; (25% of payroll is dedicated to personnel
other than front-line response personnel (Source: payroll April 2013)
(294 total personnel; 212 = Capt, Engineer, FF & FF/Medics) (14,368,715)
Result: Dollars available in a NO DEFICIT budget to fund response positions 43,068,401
Number Positions supported with a NO DEFICIT budget: 55.8
Divide the Dollars available by the per position cost from above.
Number of positions supported if round up: 56
At 3 personnel/position = # personnel 167
At 3 positions/company = #companies 19
FY14/15 No Deficit Budget Becomes Baseline Test for Deployment
No. companies funded by FY14/15 Deficit Budget 23
No. companies funded by FY14/15 No Deficit Budget 19
How many fewer companies supported with No Deficit (4)
Funds come
from property
Annual Cost/Crew Position
Current Cost
per year
Current
No.
of crews
Cost per 3
position crew
Cost per 2
position crew
Cost per
position
$ 53,249,628.51 23 $ 2,315,201.24 $ 1,543,467.49 $ 771,733.75
Available dollars
$43,068,401 The Gap:
$10 million
What you are buying?
8 December 2013
Each Position
represents at least 3
personnel
Does not include capital
WHAT DO YOU CURRENTLY
HAVE?
9
December 2013
Call Distribution – All Calls
10 December 2013
Response Incidents
EMS Engine 36146
Fire Calls 10138
46284
Change has occurred in the system
Average Fire calls per hour
Average EMS calls per hour
Fire response time
EMS response time
Simultaneous Risk Fire calls
December 2013 15
Time on Task
16 December 2013
Station Assigns Utilization1
Time-on-Task
Avg ± Std Dev
[min:sec]
90th %-tile
[min:sec}
C CON Sta 01 1,031 0.064 00:16:26 ± 00:17:25 00:38:47
C CON Sta 02 698 0.050 00:18:45 ± 00:18:53 00:42:59
C CON Sta 03 1,075 0.078 00:19:12 ± 00:11:23 00:33:48
C CON Sta 04 200 0.015 00:19:22 ± 00:21:33 00:47:00
C CON Sta 05 1,273 0.083 00:17:12 ± 00:20:18 00:43:15
C CON Sta 06 1,945 0.107 00:14:26 ± 00:16:11 00:35:11
C CON Sta 07 452 0.035 00:20:28 ± 00:21:30 00:48:03
C CON Sta 08 972 0.071 00:19:18 ± 00:18:31 00:43:03
C CON Sta 09 984 0.064 00:17:07 ± 00:19:54 00:42:39
C CON Sta 10 822 0.064 00:20:43 ± 00:28:05 00:56:44
C CON Sta 11 376 0.028 00:20:03 ± 00:18:22 00:43:37
C CON Sta 12 439 0.032 00:19:20 ± 00:25:34 00:52:07
C CON Sta 13 527 0.043 00:21:25 ± 00:29:07 00:58:45
C CON Sta 14 434 0.030 00:18:00 ± 00:20:39 00:44:30
C CON Sta 15 855 0.054 00:16:31 ± 00:18:37 00:40:24
C CON Sta 16 1 n.a. not applicable not applicable
C CON Sta 17 111 0.010 00:24:50 ± 00:22:27 00:53:37
C CON Sta 22 301 0.022 00:19:32 ± 00:23:35 00:49:47
E CON Sta 81 1,163 0.086 00:19:31 ± 00:23:15 00:49:21
E CON Sta 82 1,018 0.071 00:18:24 ± 00:21:27 00:45:55
E CON Sta 83 1,156 0.081 00:18:24 ± 00:21:02 00:45:23
E CON Sta 84 935 0.062 00:17:33 ± 00:16:20 00:38:30
E CON Sta 85 1,193 0.078 00:17:18 ± 00:21:00 00:44:15
E CON Sta 86 895 0.071 00:20:51 ± 00:21:28 00:48:23
E CON Sta 87 562 0.043 00:20:09 ± 00:27:52 00:55:54
E CON Sta 88 702 0.051 00:19:22 ± 00:23:26 00:49:26
W CON Sta 69 561 0.042 00:19:54 ± 00:27:00 00:54:32
W CON Sta 70 1,261 0.077 00:16:08 ± 00:17:13 00:38:14
Time on Task continued
December 2013 17
EMS 10252
FIRE 7965
Total hours 18487
2012
Turn out time
December 2013 18
EMS Turn out time
Fire Turn out time
Dispatch time (call received
until unit assigned)
October 2013 19
EMS Dispatch time
Fire Dispatch Time
Dispatch time continued (Fire)
December 2013 20
Received to in Queue
In Queue to assign
WHAT DO YOU NEED?
THIS IS NOT A STANDARD OF COVER
21
Understanding EMS Risk
22 December 2013
8 Minute EMS Response
23 December 2013
Rank PostNumber Class PostCapture TotalCapture PercentCapture
1 CON-5 U 19097 19097 26.87%
2 CON-83 U 16882 35979 50.63%
3 CON-70 U 6631 42610 59.96%
4 CON-8 U 6203 48813 68.69%
5 CON-86 U 5264 54077 76.10%
6 CON-12 U 4356 58433 82.23%
7 CON-3 U 3621 62054 87.33%
8 CON-82 U 2272 64326 90.52%
9 CON-5 R 4555 68881 96.93%
10 CON-83 R 703 69584 97.92%
11 CON-3 R 573 70157 98.73%
12 CON-22 R 401 70558 99.29%
13 CON-70 R 278 70836 99.69%
14 CON-15 R 49 70885 99.76%
15 CON-11 U 34 70919 99.80%
16 CON-13 R 31 70950 99.85%
17 CON-7 R 13 70963 99.86%
18 CON-4 U 9 70972 99.88%
19 CON-84 R 6 70978 99.89%
20 CON-17 R 5 70983 99.89%
21 CON-16 R 4 70987 99.90%
22 CON-81 U 3 70990 99.90%
23 CON-12 R 3 70993 99.91%
6 Minute EMS Response
December 2013 24
Rank PostNumber Class PostCapture TotalCapture PercentCapture
1 CON-85 U 11706 11706 16.47%
2 CON-6 U 11652 23358 32.87%
3 CON-10 U 5625 28983 40.79%
4 CON-70 U 5615 34598 48.69%
5 CON-86 U 3870 38468 54.14%
6 CON-3 U 3792 42260 59.47%
7 CON-5 U 3107 45367 63.84%
8 CON-12 U 3039 48406 68.12%
9 CON-82 U 2893 51299 72.19%
10 CON-8 U 2275 53574 75.39%
11 CON-81 U 2195 55769 78.48%
12 CON-15 U 1687 57456 80.86%
13 CON-9 U 1259 58715 82.63%
14 CON-84 U 1127 59842 84.21%
15 CON-13 U 887 60729 85.46%
16 CON-69 U 851 61580 86.66%
17 CON-88 U 838 62418 87.84%
18 CON-83 U 764 63182 88.91%
19 CON-1 U 727 63909 89.94%
20 CON-11 U 529 64438 90.68%
21 CON-5 R 1839 66277 93.27%
22 CON-82 R 1281 67558 95.07%
23 CON-3 R 1181 68739 96.74%
Post Plan for EMS
25 December 2013
Understanding Fire Risk
26 December 2013
8 Minute Fire Response
27 December 2013
Rank PostNumber Class PostCapture TotalCapture PercentCapture
1 CON-5 U 3491 3491 28.24%
2 CON-83 U 2536 6027 48.75%
3 CON-70 U 1209 7236 58.52%
4 CON-86 U 965 8201 66.33%
5 CON-8 U 920 9121 73.77%
6 CON-15 U 745 9866 79.80%
7 CON-12 U 733 10599 85.72%
8 CON-82 U 557 11156 90.23%
9 CON-5 R 582 11738 94.94%
10 CON-3 R 162 11900 96.25%
11 CON-83 R 143 12043 97.40%
12 CON-22 R 109 12152 98.29%
13 CON-69 R 78 12230 98.92%
14 CON-12 R 36 12266 99.21%
15 CON-15 R 32 12298 99.47%
16 CON-11 U 14 12312 99.58%
17 CON-87 R 10 12322 99.66%
18 CON-4 U 7 12329 99.72%
19 CON-81 U 4 12333 99.75%
20 CON-13 R 4 12337 99.78%
21 CON-70 R 4 12341 99.81%
22 CON-16 R 2 12343 99.83%
23 CON-17 R 2 12345 99.85%
6 Minute Fire Response
December 2013 28
Rank PostNumber Class PostCapture TotalCapture PercentCapture
1 CON-6 U 1884 1884 15.24%
2 CON-83 U 1690 3574 28.91%
3 CON-1 U 1063 4637 37.50%
4 CON-70 U 1007 5644 45.65%
5 CON-84 U 758 6402 51.78%
6 CON-12 U 559 6961 56.30%
7 CON-5 U 533 7494 60.61%
8 CON-15 U 509 8003 64.73%
9 CON-86 U 468 8471 68.51%
10 CON-8 U 454 8925 72.19%
11 CON-88 U 446 9371 75.79%
12 CON-7 U 386 9757 78.91%
13 CON-9 U 281 10038 81.19%
14 CON-69 U 185 10223 82.68%
15 CON-82 U 184 10407 84.17%
16 CON-81 U 162 10569 85.48%
17 CON-3 U 147 10716 86.67%
18 CON-11 U 127 10843 87.70%
19 CON-4 U 113 10956 88.61%
20 CON-13 U 98 11054 89.40%
21 CON-16 U 75 11129 90.01%
22 CON-5 R 335 11464 92.72%
23 CON-83 R 290 11754 95.07%
Post Plan for Fire
29 December 2013
Designing A Solution
30
NFPA Standard
31
December 2013
NFPA Standard
32 December 2013
Volume Plus Risk Coverage
33 December 2013
Year Hour Calls
2012 0 3
2012 1 3
2012 2 3
2012 3 2
2012 4 2
2012 5 2
2012 6 3
2012 7 5
2012 8 6
2012 9 7
2012 10 8
2012 11 7
2012 12 7
2012 13 7
2012 14 7
2012 15 7
2012 16 7
2012 17 7
2012 18 7
2012 19 6
2012 20 6
2012 21 6
2012 22 5
2012 23 4
What Needs To Be Covered?
34 December 2013
Year Hour Calls
8 minute
response
units
required
for 8
minute
response
2012 0 3 8 11
2012 1 3 8 11
2012 2 3 8 11
2012 3 2 8 10
2012 4 2 8 10
2012 5 2 8 10
2012 6 3 8 11
2012 7 5 8 13
2012 8 6 8 14
2012 9 7 8 15
2012 10 8 8 16
2012 11 7 8 15
2012 12 7 8 15
2012 13 7 8 15
2012 14 7 8 15
2012 15 7 8 15
2012 16 7 8 15
2012 17 7 8 15
2012 18 7 8 15
2012 19 6 8 14
2012 20 6 8 14
2012 21 6 8 14
2012 22 5 8 13
2012 23 4 8 12
Only 3 Man Crews
35 December 2013
Using only 3-man crews can maintain status quo
Meeting improved response
Time
36 December 2013
Rank PostNumber Class PostCapture TotalCapture PercentCapture
1 CON-6 U 692 692 21.71%
2 CON-83 U 603 1295 40.62%
3 CON-1 U 297 1592 49.94%
4 CON-87 U 207 1799 56.43%
5 CON-12 U 190 1989 62.39%
6 CON-70 U 188 2177 68.29%
7 CON-82 U 134 2311 72.49%
8 CON-15 U 114 2425 76.07%
9 CON-5 U 111 2536 79.55%
10 CON-10 U 86 2622 82.25%
11 CON-8 U 76 2698 84.63%
12 CON-9 U 67 2765 86.73%
13 CON-84 U 61 2826 88.64%
14 CON-88 U 40 2866 89.90%
15 CON-86 U 35 2901 91.00%
16 CON-5 R 74 2975 93.32%
17 CON-83 R 69 3044 95.48%
18 CON-70 R 37 3081 96.64%
19 CON-22 R 29 3110 97.55%
20 CON-13 R 18 3128 98.12%
21 CON-86 R 18 3146 98.68%
22 CON-15 R 14 3160 99.12%
23 CON-4 U 5 3165 99.28%
Meeting improved response
Time continued
December 2013 37
3-Man
Engines
2-Man
QRVs
Total
Frontline
7 24 31
9 21 30
11 18 29
13 15 28
15 12 27
17 9 26
19 6 25
21 3 24
23 0 23
Status Quo Projections
38
Status Quo Projections
39 December 2013
Current Budget Scenario
23
compani
es
23
companie
s
23
compani
es
23
compani
es
23
compani
es
FY13/14 FY14/15 FY15/16 FY16/17 FY17/18
Reserves
Beginning Yr Combined $20.7 $19.3 $11.7 $6.4 $4.8
GF + Stabilization Reserves
Current Yr. Stabilization Contribu $2.6 $2.6 $2.6 $2.6 $2.6
Stabilization is budgeted each year
Current Yr Reserves $23.3 $21.9 $14.3 $9.0 $7.4
Annual Revenues All $91.3 $95.7 $100.2 $105.0 $110.2
Property Taxes + Other: Inc Yr to Yr 5%5%5%5%
Annual Expenditures $95.3 $105.8 $108.1 $109.2 $110.3
Exp Inc Yr to Yr 11%2%1%1%
Operating Deficit ($4.0)($10.2)($7.9)($4.2)($0.1)
Annual Revenue Less Annual Expenditures
Does not Include capital
The 5% applies
to property tax
all other growth
is projected at
2%
Observations
December 2013 40
Observations
The District needs to pursue alternative
funding sources and reinvest in capital .
Emergency services need stable funding
sources
With any option the system is sustainable
until 2017
If any of the financial assumptions change
the system will not be sustainable until
2017
December 2013 41
Observations continued
Post 2017 three issues will arise that
will require increased revenue
There is no capital replacement plan and
the capital needs to be replaced
Call increases will force the need for
additional units
Service increased costs such as salaries
will force the need for more revenue
December 2013 42
Observation continued
Continue to improve call taking time within the
communications center to improve overall response
times, specifically on fire side, the service should
consider implementing the Fire protocol to reduce call
taking time
Utilize technology to assist in most efficient travel
pathways to calls to improve overall response times
December 2013 43
Options
44
Option 1
Current staffing and deployment model
Adding an alternative service model (squads) as funding
becomes available
December 2013 45
Option 2
Deploy combination 3 & 2 person units
More units for same payroll cost
More units = better response times
More stations can be staffed
Maintain 24/7 schedules
Deploy based on call density patterns
46 December 2013
Option 3
Introduce ems specific personnel into the
system
Reduce cost by substituting personnel
Not sustainable over time
Multiple collective agreement issues
December 2013 47
Timeline
December 2013 48
Fitch & Associates, LLC
Fire Services Study Delivery Timeline
Date Task
Fri., Jan. 10 * Public Release of Draft Report / Public Comment Period Begins
Wed., Jan. 15 * Public Town Hall Meeting - 651 Pine Street, Martinez (Fitch Onsite)
Fri., Jan. 24 * Draft Report Public Comment Period Concludes
Fri., Jan. 25-Wed., Feb. 5 * Fitch Comment Review, Final Report Preparation Period
Thurs., Feb. 6 * Feb 11 Board of Directors Agenda Published (Public Release of Final Report)
Tues., Feb. 11 * Final Report Presentation - Board of Directors (Fitch Onsite)
Questions
49