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HomeMy WebLinkAboutPackets - Council Packets (1556) AGENDA ORO VALLEY TOWN COUNCIL JOINT SPECIAL SESSION WITH FIRE ADVISORY COMMITTEE NOVEMBER 15, 1999 ORO VALLEY TOWN COUNCIL CHAMBERS 11,000 N. LA CANADA DRIVE SPECIAL SESSION —AT OR AFTER 7:00 P.M. CALL TO ORDER ROLL CALL 1. FIRE ADVISORY COMMITTEE RECOMMENDATIONS REGARDING STRATEGIC PLAN FOR FIRE AND EMERGENCY MEDICAL SERVICES (Discussion and/or Possible Action) ADJOURNMENT The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Oro Valley Town Clerk at 297-2591. POSTED: 11-12-99 4:30 p.m. lh FIRE ADVISORY SIGN.IN SHEET , NOVEMBER 15, 1999 COMMITTEE-FOCUS GROUP VOLUNTEERS AND VISITORS A AME i 1-3.1 1f+ 't" FIRE ADVISORY SIGN IN SHEET COMMITTEE-FOCUS NOVEMBER 15, 1999 GROUP VOLUNTEERS AND VISITORS NAME TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: November 15, 1999 TO: HONORABLE MAYOR & TOWN COUNCIL FROM: Chuck Sweet, Town Manager SUBJ: Fire Advisory Committee Recommendations regarding Strategic Plan for Fire and Emergency Medical Services (EMS) BACKGROUND: In October 1995, the Mayor and Council approved the creation of a citizen Fire Advisory Committee to act as an oversight committee for the Town Council, to review and evaluate citizen concerns about service levels for fire protection and EMS services in Oro Valley. During the May 21, 1997 Town Council meeting, a five-member citizen panel was appointed to the Fire Advisory Committee (FAC). Since their appointment, the members of Fire Advisory Committee (FAC) have met regularly with representatives of the Town Staff, Golder Ranch Fire District and Rural Metro Corporation regarding fire and emergency services currently delivered to town residents. In November 1997, the Town Council responded to the FAC's recommendation and contracted with Emergency Services Consulting Group (ESCG) to review and analyze the current delivery of emergency and non-emergency fire, medical and public assistance to town residents. On September 9, 1998, the Town Council accepted ESCG's report "Oro Valley Evaluation of Emergency and Non-Emergency Services". Since the acceptance of the report the Town Council has implemented the appointment of a Town Fire Marshal by entering into an IGA with Golder Ranch Fire District and has adopted the 1997 Uniform Fire, Building, Mechanical, Electrical, Plumbing & Abandonment of Dangerous Buildings Codes. As a result of a recommendation in the initial ESCG report the Town Council again contracted with ESCG to prepare a Strategic Plan for Fire & Emergency Medical Services for the Town of Oro Valley. The Final Strategic Plan was completed and delivered to the Town Council in July 1999, along with FAC recommendations. (See attachment 1) While the Strategic Plan proposes improved Fire Service Performance Measures and Benchmarks, the Plan also raises concerns andq uestions about Cost of Enhanced Services, Governance Issues and Tax Equity Issues. Cost of Enhanced Services: For example, a review of the Performance Measures and Benchmarks indicate varying ry g levels of Fire/EMS service for both fire providers compared to the recommended standards. These varying service levels clearly indicate that organizational changes will need to occur and additional Fire Stations and associated personnel will need to be added in order to bring these service levels up to the Strategic Plan's recommended standards. As a result the Golder Ranch Fire District would require an additional $749,500 in order to add a new station and provide staff and equipment. Golder Ranch Fire District proposes to fund these additional costs by using existing cash reserves (approximately $150,000 of the District, plus request $600,000 from the Town of Oro Valley's budget during the first year of operation under the Strategic Plan's new performance standards (See page 32 of the Strategic Plan). One concern about this proposed financing plan is that residents outside of Oro Valley would be funding improvements in order for Golder Ranch to service Oro Valley. Additionally by asking for funding from the Town's General Fund ($600,000) residents in Town that don't live in the Fire District would be paying for increased service levels from which they would receive no benefit. This would be at the same time they are paying their subscription rate to Rural Metro Fire Corporation. In a similar scenario the Rural Metro Fire Corporation has proposed two new fire stations within the town limits and improved staffing, at an estimated cost of nearly $1.5 million. Based on this estimate, in order to pay for this higher level of Fire/EMS service, current subscription rates would need to be increase by 123%! (See page 34 of Strategic Plan) Governance Issues: The provision of police, fire and emergency medical services to a community are the cornerstones of basic municipal service relating to the public's health safety and welfare. It is important that these basic municipal services be under the control of local government. Oro Valley has done an excellent job of funding and directing one of those cornerstones —the Oro Valley Police Department. The other cornerstone of Fire and Emergency Medical Services has been left to others (Golder Ranch Fire District and Rural Metro Corporation). Allowing a for-profit corporation or a fire district whose board members are not Oro Valley residents to provide this basic health and safety service to the Town is not in the best interest of this community. Currently, neither fire provider is technically accountable to the Town Council. While the Town can certainly discuss with Golder Ranch and Rural Metro expected levels of service, it will be the decision of others (Board Members of both providers) as to whether agreements can be reached. Tax Equity Issues: For twenty-five years Oro Valley has indicated that there is no property tax in Oro Valley. And technically that is true. No property tax levy limit has been adopted by the Town of Oro Valley. But is there a "hidden property tax" that Oro Valley citizens pay, when they pay a Fire District tax or a Subscription Fee for basic Fire and Emergency Medical Services? The present system by which Oro Valley citizens pay for these vital public safety services is varied and unique. Golder Ranch Fire District collects Fire District Taxes based upon a levy limit calculated against the assessed value of property, whether improved or vacant. Rural Metro Fire Corporation collects subscription fees from Oro Valley property owners based upon the square footage of their improved structure. For this basic vital public service (fire and ems), the Town needs to be looking for an equitable fire and ems system that will provide an equal level of service to all citizens, for an equal fee and under the control of the Town Government. RECOMMENDATION: Based upon the Strategic Plan before you this evening, and the issues identified above, the staff recommendation is as follows: A. Accept the Strategic Plan for Fire and Emergency Medical Services as prepared by ESCG, dated July 1999. B. Using the Strategic Plan as a resource document develop a Fire and EMS Services Implementation Plan for an Oro Valley Fire Department that can be reviewed bythe Town Council within a one-year period that will address the Y following: 1. Equal level of Fire and Emergency Medical Services within the town limits of Oro Valley. 2. Development of a taxing structure for improved property in Oro Valley that would equalize rates for Fire and EMS throughout the Town of Oro Valley. 3. Identification of future fire stations that best serve the entire Town of Oro Valley. 4. Analysis of the pros and cons of adding a permanent staff position of Fire Marshal to the Town's Classification Plan. 5. Preparation of a "draft" RFP calling for the provision of Fire/EMS Personnel and associated equipment to provide Fire/EMS services to the citizens of Oro Valley @ Fire Stations owned and maintained by the Town of Oro Valley. C. Immediately establish a town staff review committee (Town Manager, Police Chief, Building Administrator, etc.) that would review quarterly the Fire and EMS calls for the previous quarter. This staff review committee would then produce a summary report for the Town Council. ATTACHMENTS: 1. August 30th, 1999 Fire Advisory Committee Recommendations (w/o attachments previously delivered to Town Council) relating to Strategic Plan for Fire and EMS" dated July 1999. 2. September 13th, 1999 Memorandum from Jan Kvancz, Chair of FAC, regarding Amended A-1 Appendix. 3. Excerpt from April 7th, 1999 Town Council Minutes regarding terms of Fire Advisory Committee members. 4. Staff recommendation relating to Strategic Plan for Fire and EMS FISCAL IMPACT: Unknown at this time SUGGESTED MOTIONS: Fire Advisory Committee Recommended Motion: "I make a motion to adopt the Strategic Plan for Fire and Emergency Medical Services as provided by ESCG, date July 1999, and implement recommendations 1-8 in the suggested time frames as listed in the Strategic Plan and outlined in the Fire Advisory Committee Communication to Town Council, dated August 30th, 1999." OR Staff Recommended Motion: "I make a motion to accept the Strategic Plan for Fire and Emergency Medical Services as provided by ESCG, dated July, 1999 and adopt the staff recommendation as outlined in Attachment#4 of this Council Communication. Additionally, as part of this motion I want to thank the Fire Advisory Committee for their service to the town during the past two and half years and determining that their task has been completed, I move to dissolve the Fire Advisory Committee. OR "I make a motion to not accept or adopt the Strategic Plan for Fire and Emergency Medical Services as submitted by the ESCG, dated July, 1999. • zfk Police Chief 4, Town Manager ATTACHMENT #1 TOWN OF ORO VALLEY COUNCIL COMMUNICATION MEETING DATE: August 30, 1999 TO: HONORABLE MAYOR& COUNCIL FROM: Jan Kvancz, Fire Advisory Board Chair SUBJ: Oro Valley,Arizona Strategic Plan for Fire &Emergency Service BACKGROUND: On September 9, 1998 Emergency Services Consulting Group presented their report "Oro Valley Evaluation of Emergency&Non-Emergency Service" recommendations were made to the Town Council that resulted from this evaluation. Town Council chose only to "accept"the report. Since that time the FAC has monitored the implementation of some of the recommendations. A Fire Marshall from the Golder Ranch Fire District was appointed by Town Council to oversee Fire Marshall responsibilities for the Town of Oro Valley. The 1997 Uniform Fire, Building, Mechanical, Electrical, Plumbing and Abandonment of Dangerous Building Codes was adopted. ESCG also recommended the Town develop a strategic plan for performance standards. On November 17, 1998 a Request For Proposal was sent to bidders and advertised in the newspaper. Two firms responded: ESCG,West Linn, Oregon and BW Safety Consultants, North Scituate, Rhode Island. An interview panel consisting of the Town Manager, FAC members, Herb Rutt, Ron Koslowsld, Don Chatfield, Community Development Director at that time and Council Member Paul Parisi, FAC liaison. The firms were interviewed on January 11, 1999. ESCG was chosen to prepare a Strategic Plan for Fire and Emergency Medical Services for Oro Valley, that would be "Customer Centered". In mid January a letter of invitation was sent to 100 residents asking them to be part of the "Customer Centered" Strategic Plan. The lists of names was supplied by the Town to the FAC. Thirty(30) citizens indicated their willingness to be involved in this project. The "Citizen's Focus Group" (CFG) and FAC has met eight(8) times beginning March 15th and ending August 30th.. The consultants conducted four (4) workshop meetings with the FAC and CFG. SUMMARY: The recurring statement from the CFG is "we do not need two fire departments". The CFG questioned why Town Council did not "enter into an intergovernmental agreement with Golder Ranch Fire District to provide fire and emergency medical services to all of Oro Valley, and contract with Rural/Metro to provide basic life support ambulance transportation and advanced life support backup to Golder Ranch" as recommended by ESCG in their report presented to Town Council on September 9, 1998. Time and again the CFG have stated that the primary purpose of government is to provide for the public safety and welfare of its citizens. This means not only excellent police protection, but excellent fire and emergency medical services. Oro Valley government since its inception has ignored this basic tenet as to why governments are formed. TOWN OF ORO VALALET • COUNCIL COMMUNICATION Page 2 of 4 Fire and Emergency Medical Servicesrovid • . p ed to citizens should not be dependent upon private corporations for these vital services. ' Pnvate corporations are answerable to management and their shareholders who expect to make ap rofit. Public Fire Districts are answerable to the citizens they serve and their governing board who are elected citizens. Also moniesaid bytaxesfire for fire and emergency medical services is tax deductible, if you itemize on your taxes. Public Fire District it profits are reinvested in the communityserves, i.e. new equipment, staffing, etc. RECOMMENDATIONS; The FAC and the CFG recommends that the Mayor and Council ouncil take action as outlined below: 1. GRFD should be the primary fire and emergency provider for q �medical service the entire Town of Oro Valley. The Town should sign an IGA with GRFD to provide fire protection on and emergency medical services as recommended in"Oro Valley Evaluation of Emergency and Non-Emergency Services", September "A1" P r 1998 APPENDIX "A". APPENDIX CFG summary of costs, etc. APPENDIX "B" pertinent information regarding Pages 40, 41 "Town � g recomme ndation#1. of Oro Valley Fire Services Strategic Plan"report, `Fite Department July 1999 Evaluation- Based on all of this information the CFG and FAC support this recommendation. tion. 2. The Town should contract with Rural/Metro torovi support ambulanceP de basic life transportation and advanced life support backup to Golder Ranch. APPEN "C" DIX 3. Adopt and implement the Performance Objectives & ] Targets as outlined on pages 30, 31 "Town of Oro Valley Fire Services Strategic Plan" as soon as possible. APPENDIX "D" 4. MONITORING: The CFG recommends that current members of the FAC the along with four (4) citizens front CFG monitor the Town Council progress and the fire and emergency medical services providers to implement the Performance Objectives &TargetsP 7 in a timely manner as suggested in the report. When this has been accomplished we suggest the Town contract with an outside professional to review on a monthly basis the Performance Objectives and Targets as agreed to by the Town, GRFD and R/M. We also recommend a financial penalty and cancellation clause be included in the IGA with GRFD and the contract with R/M. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Page 3 of 4 The City of Tucson utilizes the services of an outside professional to monitor their EMS contract with Rural/Metro. On a monthly basis the stats are reviewed by this contractor regarding adherence to the contract with the City. The stats include response times, and staffing. The information provided in this review is discussed with the City of Tucson, Rural/Metro and the consultant. Substantial financial penalties can be imposed for not meeting the contract requirements. APPENDIX"E": Byron L. Bissell, PhD Curriculum Vitae, and prospectus for Byron L. Bissell and Associates. 5. FIRE FLOW: There are some areas in the southern part of Oro Valley that do not have hydrants. These areasneed to have hydrants installed, this would lower a home owners insurance costs. The minimum 1000'for hydrants is acceptable to the ISO. Although fire departments can use 1000'of hose there is some friction loss. The Uniform Fire Code requires that hydrants be placed no farther than 500'apart. 8. WHO SHOULD PAY FOR FIRE&EMS UPGRADES? The FAC and CFG recommends that upgrades in service, performance, staffing and equipment should be paid by the tax monies collected by a Fire District. The Town can legally collect the monies for fire service and pass it onto to GRFD. Everyone in Oro Valley would be covered for fire service. It would take approximately two years to annex all of Oro Valley. Once all properties are annexed, the Town would no longer have to collect payments for fire services, it would be included in residents Pima County tax bills. Currently all residents pay for school districts, bonds, libraries, etc in their tax bills, and fire and emergency medical services should be shared by all residents. Fire District buildings, and equipment are the property of the citizens the Fire District serves. This is not the case with a private corporation. You would have to purchase all of the above if operations ceased, effectively paying twice for the same building and equipment, once through your subscription and again in purchasing it. We also recommend that the Town Council provide funding for the land to build future fire stations. TOWN OF ORO VALLEY COUNCIL COMMUNICATION Pane 4 of 4 7. FUTURE FIRE STATION LOCATIONS: Pages 28, 29 of the "Oro Valley Evaluation of Emergency&Non- Emergency Services" 9/9/1998 report discussed this issue. We concur with the recommendation. A four-minute travel time criterion is used as a benchmark. Total response time should be less than 6 minutes for emergency medical calls and six to eight minutes for fire emergencies. This allows for a one-minute dispatch processing time and a 50-second turnout time, which are nationally recognized benchmarks. The response models were calculated using a 35-mph travel speed. Fire stations should be placed approximately no further than 5 miles apart from the area that they serve to meet performance objectives. APPENDIX"F" 8• HAZARDOUS MATERIALS: The Uniform Fire Code gives the Town of Oro Valley the responsibility for issuing permits and inspecting occupancies for the safe use and handling of hazardous materials. The Town should require businesses that store hazardous materials to provide an inventory of these materials. APPENDIX"G" The FAC and CFG are also including other information. APPENDIX "H" two articles from Rural/Metro Corporation regarding their new organizational structure, and one from the 6/28/99 Business Week magazine. APPENDIX"I" a letter from Chief John Fink of GRFD dated 7/7/1999 to the Town Manager regarding service improvements under his leadership. The FAC wishes to thank the participants of the Citizen's Focus Group for their time and dedication to the task assigned to them. We also want to thank the Town Council, staff and all those who have participated in this very complex and difficult endeavor during the past two plus years. We encourage you to adopt these recommendations which are in the best interests of the citizens that you serve. FISCAL IMPACT: Unknown SUGGESTED MOTION: Adopt and implement recommendations 1-8 in the suggested time frames as listed in the report. ♦ .L1. f ;vancz, Chair ATTACHMENT #2 MEMORANDUM TO: MAYOR LOOMIS, COUNCIL,FAC, CFG& STAFF FROM: JAIL KVANCZ, Chair FAC DATE: SEPTEMBER 13, 1999 SUBJECT: AMENDED A-I APPENDIX The page and paragraph numbers that appearon the A-1 Appendix,Final Draft Summary/John Barbee of the Recommendations report the FAC c�CFG referred " • by to the"Final Draft",which preceded the Final Report Enclosed is an Amended A-1 Appendix with the correctpage and paragraph numbers that correspond to the"Final Report". Please discard the old"Final Draft Summary/John Barbee"and replace it with the Amended A-1 Appendix. I wish to apologize to all for this inconvenience, and thanky ou for your ur cooperation. Any questions please do not hesitate to contact me at 825-7959. - AMENDED A-1 APPENDIX 9/13/99 OLD fiL DRAFT SUMMARY / JOHN BARBED A I i/E,4, )A'... We can have more effective and efficient emergency services by having Z only one provider . 1 I believe that a review of the figures that follow show RM is working in the Z . best interests of RM. .Yr...To this point, the Town Council is the only group responsible for Z• 3 "direction'. 1`s.#'.. 1)There is a huge seam in our service and it is located down the middle of 3. 2. Tangerine Rd. 2) Equity of service? RM services 2.5 times the population, virtually all the commercial property and greater than 2 times the square miles with 1 fire station, less staffing, and less equipment...all for more money 11 3) K is quite obvious that the customers of RM are not satisfied AND employee morale is in the dumps as well. -8"r..1)Again, customers are not happy! 2) The fire service is very competitive 3. 3 as seen in the number of applicants for each job opening. ikir7.. Weaknesses `varying levels of service'... is what we've been saying all along �• t�L °Political a9endag'••• we (OV) can't compete with the amount of money that RM spends on their agendas Opportunities 'Combined resources'... who has mutual aid.agreements, and who doesn't 'communication expansion' ... ask Sun City about RM control of 911 -6-'r... Threats All the threats seem to refer to RM, especially the 'highly visible battle' --• 3 . .$'� again ask Sun City *4'-- Goals 1. Sole goal of RM and certain members of the Town Council .3 • 2. This was accomplished 3. Nothing specific has been discussed and my research, and my experience on the Focus Group, tell me that the town would have to hire a full time 'accountability' employee to Keep an eye on RM 4. We're still talking square foot vs. assessed value .$ome strategic plan should be adopted by the community, but not one that .5,[ suggests the continuance of 2 providers of service. , •, AMENDED x.i APPENDIX 9/I3/89 olb N �6'••. The taxpayers of OV just paid $36,000 for a subiective report that ,t! assumes thatl' equity in service and price is,possible, and that accountability is easily obtained. Again, all my research suggests otherwise, as does the $14,000 objective,report submitted to council last year. -�'... Goat 4, detailed on page 26, states that all citizens would be required, by L/ ordinance, to pay for fire protection. What's next? Will I be required to buy T my clothes at Target and my groceries at Fry's? • Aer... Was the`Process' used in the first report? If not...why? If so... I don't G . feel that the figures support the change in attitude reelected in the first report Aviv"... The CCSP has proven effective, yet the ESCG admits that a 2 provider . � situation does not exist, to their knowledge, anywhere else in the country. How can they assume that this process applies to us? Just a thought ! 9 ...Note the difference...RM operates on Profit margin and focus spans the g' � 'r U.S. and international borders. GRFD is Non profit focusing on Oro Valley, Catalina, and Saddlebrook. Row and where is your money going to be spent? �J��exp�er�ence, the citizens seeking change are the ones being f'. 14-6...This is the only way that RM can receive any suggestion9'. 6 of morose aid )13:43-...RM charges extra for hazardous materials, special rescue, and (included , in some of the comparisons) ambulance service. Arr...There is much speculation that RM will not be in the fire service for much Z b• longer, but rather concentrate their efforts in the.more profitable ambulance business. Much documentation to support this idea is available. ,24-2'-.The issue of rates and the ownership of property that those rates buy is .24 . ; sal a big ??? in my mind, pertaining to RM ' .The figures don't add up to me. GRFD service, by survey, is less expensive now, on average, and is 33/3 estimated to require a 73% increase OR $3 per$100 sec. assessed value. RM service, atr+eady more expensive would require a 123%increase OR $2.56 per$100 sec. assessed value. 38t397.I feel the comparisons between GRFD and RM are quite revealing as to 4440/y, which agency is serious about the protection of the citizens of OV ..A close look is very revealing and supports the opinions stated 4/•Z4 G � above. Of special interest see pg.:Vs IV, te.;11,12, 25 N-3 , 4 44 4- 'it 7r,4'7so , s7cgs4 40 ATTACHMENT #3 04/07/99 Minutes, Council Regular Session 21 2. The minimum length of rental time shall be limited to three (3) nights, and overnight rentals shall be prohibited. 3. A complete on-site, full-time management company shall be involved with the rental units, ensuring maintenance, not eliminating the owners' rights to contract elsewhere, if they so desire. 4. Future timeshare of units shall be prohibited. 5. Rental signage will only be allowed on site and must conform to the Oro Valley Sign Code and the Rancho Vistoso PAD. 6. Violation of any of the above conditions may result in a citation, or revocation of the conditional use permit. 7. Operation of this facility shall apply to Section 8A-444 of the Town of Oro Valley Sales Tax Code relating to the 2% sales tax and Section 8A-447 relating to the additional 1%bed tax. Council Member Parisi SECONDED the motion. Motion carried, 5 —0. 18. EXTENDING THE TERMS OF THE FIRE ADVISORY COMMITTEE MEMBERS Town Manager Chuck Sweet stated that this request is to extend the terms of the Fire Advisory Committee to July 31, 1999 (terms to expire at the end of May, 1999.) He explained that the Committee is currently working on the Strategic Plan for Fire and Emergency Services for the Town and the extension of time would give them time to complete the Plan. Council Member Parisi stated that as liaison to the Fire Advisory Committee he would recommend leaving the terms open ended to allow the Committee sufficient time to complete their task. Herb Rutt, 160 E. Carolwood, member of the Fire Advisory Committee, stated the Committee is anxious to conclude the Plan. He stated that he feels the time limit is arbitrary and defeats the purpose. He stated that there are issues beyond their control and he recommended that Council approve the extension of the Committee's terms to at least 60—90 days beyond the completion of the report. In answer to a question from Council Member Bryant, Mr. Sweet stated that the consultants have estimated that the report should be completed by the end of May or the first of June. MOTION: Council Member LaSala MOVED to extend the terms of the Fire Advisory Committee until such time as the report is received and Council takes action on the Strategic Plan at which time the Committee's terms will expire. Council Member Parisi SECONDED the motion. Motion carried, 5 —0. ATTACHMENT #4 (Attachment No. 4) Staff Recommendation Regarding Strategic Plan for Fire and Emergency Medical Services A. Accept the Strategic Plan for Fire and Emergency Medical Services as prepared by ESCG, dated July 1999. B. Using the Strategic Plan as a resource document develop a Fire and EMS Services Implementation Plan for an Oro Valley Fire Department that can be reviewed by the Town Council within a one-year period that will address the following: 1. Equal level of Fire and Emergency Medical Services within the town limits of Oro Valley. 2. Development of a taxing structure for improved property in Oro Valley that would equalize rates for Fire and EMS throughout the Town of Oro Valley. 3. Identification of future fire stations that best serve the entire Town of Oro Valley. 4. Analysis of the pros and cons of adding a permanent staff position of Fire Marshal to the Town's Classification Plan. 5. Preparation of a "draft" RFP calling for the provision of Fire/EMS Personnel and associated equipment to provide Fire/EMS services to the citizens of Oro Valley @ Fire Stations owned and maintained by the Town of Oro Valley. C. Immediately establish a town staff review committee (Town Manager, Police Chief, Building Administrator, etc.) that would review quarterly the Fire and EMS calls for the previous quarter. This staff review committee would then produce a summary report for the Town Council.