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Home My WebLink About11/1/2006 - STAFF REPORTS - 5.F.?p LM O CITY COUNCIL STAFF REPORT DATE: November 1, 2006 NEW BUSINESS SUBJECT: Accept 2006 FIREFIGHTER STAFFING FEDERAL GRANT (SAFER) FROM: David H. Ready, City Manager BY: Blake G. Goetz, Fire Chief SUMMARY The City Council will consider adopting Minute Order No. Accepting a U.S. Department of Homeland Security grant for partial funding of three (3) Firefighters under the "2006 Staffing for Adequate Fire and Emergency Response (SAFER) Grant". RECOMMENDATIONS: 1. Adopt Minute Order No. . Acknowledging the City's Commitment under the SAFER Grant, to accept the partial funding of three (3) Firefighters under the 2006 Staffing for Adeauate Fire and Emeraencv Response (SAFER) Grant from the U.S. Department of Homeland Security. 2. Adopt Resolution No. , Approving Amendment #4 to the Allocated Positions and Compensation Plan adopted by Resolution No 21612, adding three (3) Firefighter positions. 3. Adopt Minute Order No. , Approving a Side Letter of Agreement with the Fire Safety Unit increasing the daily constant staffing from 18 firefighters to 19 firefighters, subject to approval by the City Attorney and authorize the City Manager to execute the agreement. STAFF ANALYSIS: On June 8, 2005, the City Council adopted Resolution No. 21285 authorizing the Fire Chief to apply for the 2005 SAFER Grant. The grant application required that the local governing body acknowledge the commitment under the grant and that appropriate financial support will be secured for the applicant's cost -sharing obligations should the ITEM NO. b. \' . City Council Staff Report November 1, 2006 -- Page 2 SAFER Grant City be awarded the grant. The Fire Department was not awarded the grant in 2005 so the Fire Department reapplied for the same grant in 2006. The Fire Chief requested the assistance of Congresswoman Mary Bono to help secure this very competitive grant. Congresswoman Bono and her staff lobbied for the SAFER Grant with the US Department of Homeland Security this past summer, with a successful outcome. On September 29th, 2006 the Fire Chief was informed by the Department of Homeland Security Office of Grants and Training that the 2006 grant application was one of forty four (44) (out of 1750 applications) that had been approved for funding. The grant authorizes funding for three (3) new firefighter positions at the downtown fire station for a total of $310,500 over four years. The purpose of the SAFER grant is to award grants directly to volunteer, combination and career fire departments to help the departments increase their cadre of firefighters. The SAFER Grant is a five-year grant to assist fire departments in paying a portion of the salaries of newly hired firefighters. These newly hired positions must be in addition to authorized and funded active firefighter positions. Grantees must do everything in their power to maintain the number of authorized and funded positions as declared the time of application plus the awarded new firefighter positions throughout the period of performance (five years). Grantees that fail to maintain this level of staffing risk losing all or a portion of their grant. These grants require the awardees to match an increasing proportion of the salary over a four-year period; in the fifth year of the grant, the awardees must absorb the entire cost of any positions awarded as a result of the grant. The City Manager and the Fire Chief recommend that the City Council accept this grant so that three (3) new firefighters can be assigned to the downtown truck company increasing the staffing on that unit from two firefighters to three firefighters. This recommendation is consistent with the highest priority staffing recommendation that was made in the Standards of Response Cover and Deployment Analysis by CityGate Associates, LLC in March 2005. Adding a third firefighter to the truck company will allow them and the paramedic rescue squad to initiate immediate fire and rescue activities without having to wait for an outlying engine company to arrive. The downtown district is a high -risk, high fire probability area that requires a greater concentration of firefighters to deal with the fire and rescue issues associated with a commercial center. The City Manager and the Fire Chief recommend that because of the importance of the downtown district to the overall financial health of the city, and to increase firefighter safety and effectiveness, that these positions be included in the fire departments' daily constant staffing (from 18 firefighters to 19 firefighters). City Council Staff Report November 1, 2006 -- Page 3 SAFER Grant Increasing the daily constant staffing to 19 firefighters will require that the City Council amend the Fire Safety Unit Memorandum of Understanding by authorizing the City Manager to execute a Side Letter of Agreement subject to the approval of the City Attorney. �- FISCAL IMPACT: The SAFER grant will pay the City up to $103,500 for each approved firefighter position over the course of the 5 year grant period- The payment schedule is as follows: Year One: 90 percent of the actual cost or $37,260 per firefighter Year Two: 80 percent of the actual cost or $33,120 per firefighter Year Three: 50 percent of the actual cost or $20,700 per firefighter Year Four: 30 percent of the actual cost or $12,420 per firefighter Year Five: No Federal share —all costs borne by grantee Cost Sharina Analvsis: Estimated City SAFER Grant Personnel Cost Contribution Total First Year $ 143,944 $ 111,780 $255,724 Second Year $ 198,069 $ 99,360 $297,429 Third Year $ 270,249 $ 62,100 $332,349 Four Year $ 326,253 $ 37,260 $363,513 Fifth Year $ 398,722 0 $398,722 TOTAL $1,337,237 $310,500 $1,647,737 " City costs include proposed new salaries, 3% COLA's, step increases, overtime, and benefits City costs assume a Side Letter Agreement with Fire Safety Unit increasing constant daily staffing to 19 firefighters $109,550 per firefighter, per year (5-year average) " First year Fire Safety Unit new contract costs - $403,300, plus first year City SAFER grant costs - $143,944 together, are estimated to be $547,244, The firefighters will begin employment on January 2, 2007 and funding for their positions is available in the current fire department budget for the remainder of this fiscal year (salary savings of five vacant firefighter positions since July 1, 2006). The Fire Chief and Finance Director will budget for the additional employee costs beginning in fiscal year 2007/08. Blake Goetz, Fire Chief Davld H. Ready, Cit er City Council Staff Report November 1, 2006 -- Page 4 SAFER Grant Attachments: Resolution No. 21285 (June 8, 2005) Mary Bono Letter to DI -IS Constant Staffing Overtime Costs Proposed Minute Order's Proposed Resolution RESOLUTION NO. 21285 A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF PALM SPRINGS, CALIFORNIA, AUTHORIZING THE FIRE CHIEF TO SUBMIT A GRANT REQUEST FOR PARTIAL FUNDING OF THREE FIREFIGHTERS UNDER THE `2005 STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER) GRANT' OF THE U.S. DEPARTMENT OF HOMELAND SECURITY, AND THAT THE CITY COUNCIL ACKNOWLEDGES THE COMMITMENT UNDER THE GRANT THAT APPROPRIATE FINANCIAL SUPPORT WILL BE SECURED FOR THE APPLICANT'S COST SHARING OBLIGATIONS SHOULD THE CITY ACCEPT THE GRANT WHEREAS, The 2005 Staffing for Adequate Fire and Emergency Response (SAFER) grant of the U.S. Department of Homeland Security ❑pened for applications on May 31, 2005 and will close on June 29, 2005, WHEREAS, the City Council has been made aware of this grant opportunity and m has directed the Fire Chief to apply for this grant with the assistance of Randall Iu Funding, WHEREAS, the City Council acknowledges the committiment under the grant that appropriate financial support will be secured for the City's cost -sharing obligations should the city be awarded the grant, and decide to accept the grant. THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council authorize the Fire Chief to submit a grant for partial funding of three firefighters under the "2005 Staffing for Adequate Fire and Emergency Response (SAFER) Grant' of the U.S. Department of Homeland Security with the assistance of Randal Funding. ADOPTED THIS 8th day of June, 2005. David H. Ready, C yy Nfa er ATTEST: J J es Thompson, City Jerk coMM1lltta ENERGY AND COMMERCE /��.h $u0C CO E, TR[CS. ADEANN r N CONSUMER PROTECTION ENERGY AND AIR QUALITY�1•HQttO ENVIRONMENT AND HAZARDOUS MATERIALS ry7y r"CC r"r",�.y L�.r.0 V6 4.1E +.ni N 4T7 Congres'.� ni }rF n. �Fgniteb �tlte,5' HEATH vU�FM cw1i 45d1 �9istri[t, �nliforn)a September 1, 2006 Tracy A. Henke, Assistant Secretary Office of Grants and Training Preparedness Directorate U.S. Department of Homeland Security 810 7th Street, NW Washington, DC 20531 Dear Tracy A. Henke, WA511n+n10N0rnn. 405 CANNON I UUAL 011 C" bu1101NG WASHINGION. CC 20516 12021225-5330 FAA [2021225-29G1 Olsrmcl 01 rlcus 707 EAST TNmulry G'Nl N WM SUITE 9 PALM Grq ING;, PA 02262 ITG01320-1076 Fix (MC) 320-059G 1600 Lis+ Holum. All N" FNITS 301 NLM CT, CA 025,111 1�51)553-2312 FAA,(051) 652-2562 As the Congressional Representative from the 45th District of California and a resident of Palm Springs, California, I wholeheartedly endorse the City of Palm Springs Fire Department's "Staffing for Adequate Fire and Emergency Grants" (SAFER) Application for 2007. The facts are clear - the City of Palm Springs Fire Department deserves and needs this grant in order to meet the demands of residents, tourists, employees, and businesses alike. In order for the City of Palm Springs Fire Department to be in compliance with the National Fie Protection Association (NFPA) 1710 and provide a more efficient fireground operation, at toast one new firefighter position each shift (3 total) is needed to engage in fire combat and rescue operations. The additional firefighters will increase the safety of the community by decreasing response time and aiding with search and rescue assigmnents, The cunerIt firefighter staffing of two fitefighters on the engines and tricks does not ,meet the needs of our community, The SAFER Graut is needed so the Palm Springs Fire Department can meet the NFPA standards. Aside from being home to an International Airport and a U.S. Customs facility, the City of Palm Springs is home to up to 80,000 residents during the winter months and annually is the destination of over I million tourists, Moreover, the city is threatened each year by forest fires and fire protection is extremely important throughout desert area. The population and its proximity to potential fire -related conditions merit a SAFER grant. The members of the City of Palm Springs Fire Department are excellent examples of setfless public servants, They are an integral part of our community and f am thankful for their hard work. Sincerely, 1-400P, 1V1ARY BON Member of Congress Estimated Overtime Costs for 3 SAFER Grant Firefighters to Maintain Constant Staffing of 19 Firefighters Year 1 10 hours OT per month x 3 FF/PM x 12 months = 360 hours per year Range 46 Stop 1 x 19% = $20.68 per hour x 360 hours = $7,444 $2,481 per FF/PM per yeai Year 2 15 hours OT per month x 3 FF/PM x 12 months = 540 hours per year Range 46 Step 2 x 19% _ $21.71 per hour x 540 hours = $11,727 $3,909 per FF/PM per year Year 3 20 hours OT per month x 3 FF/PM x 12 months = 720 hours per year Range 46 Step 3 x 24% = S23.78 per hour x 720 hours = $17,124 S5,707 per FF/PM per year Year 4 25 hours OT per month x 3 FF/PM x 12 months = 900 hours per year Range 46 Step 4 x 27% = $25.59 per hour x 900 hours = $23,031 $7,677 per FF/PM per year Year 5 30 hours OT per month x 3 FF/PM x 12 months = 1080 hours per year Range 46 Step 5 x 30% = $27,52 per hour x 1080 hours = $29,722 $9,990 per FF/PM per year MINUTE ORDER NO. ACKNOWLEDGING THE CITY'S COMMITMENT UNDER THE SAFER GRANT, TO ACCEPT THE PARTIAL FUNDING OF THREE (3) FIREFIGHTERS UNDER THE 2006 STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER) GRANT FROM THE U.S. DEPARTMENT OF HOMELAND SECURITY. I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order, Acknowledging the City's Commitment under the SAFER Grant, to accept the partial funding of three (3) Firefighters under the 2006 Staffing for Adeauate Fire and Emeraencv Response (SAFER) Grant from the U.S. Department of Homeland Security, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 1ST day of November 2006. James Thompson, City Clerk City of Palm Springs, California RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS APPROVING AMENDMENT #4 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN, ADOPTED BY RESOLUTION 21612 WHEREAS, an Allocated Positions and Compensation Plan was adopted June 7, 2006 for the 2006-07 fiscal year by Resolution No. 21612; and WHEREAS, the City Council desires to amend said Allocated Positions and Compensation Plan. THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That the Allocated Positions and Compensation Plan for positions in the City Service for fiscal year 2006-2007 is hereby amended as follows: SECTION 2. Additions Department # Positions Classification Unit/Range Fire 3 Fire Fighters F/40 Total authorized positions 2006-2007 as previously approved 473.75 Total authorized positions 2006-2007 as amended (Amendment # 4) 476.75 ADOPTED THIS 1st day of November, 2006. David H. Ready, City Manager rIV111r�0161 James Thompson, City Clerk Resolution No. Page 2 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) Ss. CITY OF PALM SPRINGS) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. _ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on , by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California d MINUTE ORDER NO. APPROVING A SIDE LETTER OF AGREEMENT WITH THE FIRE SAFETY UNIT INCREASING THE FIRE DEPARTMENT DAILY CONSTANT STAFFING FROM 18 FIREFIGHTERS TO 19 FIREFIGHTERS SUBJECT TO THE APPROVAL BY THE CITY ATTORNEY AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT I HEREBY CERTIFY that this Minute Order, Approving a Side Letter of Agreement with the Fire Safety Unit increasing fire department daily constant staffing from 18 to 19 firefighters subject to the approval of the City Attorney and authorize the City Manager to execute the agreement was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the V5t day of November, 2006. JAMES THOMPSON City Clerk