1 MINUTES OF THE REGULAR MEETING
OF THE
FIRE COUNCIL OF THE CENTRAL MARIN FIRE AUTHORITY
HELD VIA ZOOM VIDEOCONFERENCE
ON
THURSDAY, NOVEMBER 10, 2022
AT 6:30 P.M.
Or upon conclusion of the CMPA Police Council meeting, whichever is later I. CALL TO ORDER, ROLL CALL AND PLEDGE OF ALLEGIANCE
The Regular Meeting of the Fire Council of the Central Marin Fire Authority was called to order at 6:33 p.m. via Zoom videoconference.
COUNCIL MEMBERS PRESENT:
Eli Beckman, Council Chair, Town of Corte Madera
Catherine Way, Council Member, City of Larkspur
Bob Ravasio, Council Member, Town of Corte Madera
COUNCIL MEMBERS ABSENT:
Kevin Haroff, Council Member, City of Larkspur
STAFF PRESENT:
Adam Wolff, Corte Madera Interim Town Manager
Dan Schwarz, Larkspur City Manager
Ruben Martin, Fire Chief
Daria Carrillo, Finance Manager
Tom Bertrand, Authority Counsel
Lorena Barrera, Authority Clerk
II. URGENCY ACTION
A. Resolution No. 2022/06 – Authorizing remote teleconference meetings of the Central Marin Fire Authority Council pursuant to Brown Act provisions Authority Clerk Lorena Barrera introduced the item and presented the staff report.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment. There were no questions from Council Members. Chair Beckman called for a motion.
MOTION: It was M/S/C (Ravasio/Way) to adopt Resolution No. 2022/06 – Authorizing remote teleconference meetings of the Central Marin Fire Authority Council pursuant to Brown Act November 10, 2022 Regular Meeting Minutes
2 provisions, which carried by the following vote:
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None,
Absent: Haroff).
III.OPEN TIME FOR PUBLIC EXPRESSION
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and moved on to the next item.
IV.PRESENTATIONS: None
V. REPORTS AND COMMENTS
A. COUNCIL MEMBERS
No reports were provided.
B. MANAGEMENT COMMITTEE
No report was provided.
C. CHIEF’S COMMENTS
No report was provided.
No public comments were received from online attendees or via email on this item.
VI.CONSENT CALENDAR:
Chair Beckman asked if there were public comments or requests from Council or the public for removal of items from the Consent Calendar. There were no comments received from online attendees and no comments received by email, and there were no requests were received from the Council or the public to remove items from the Consent Calendar.
Chair Beckman then called for a vote on the Consent Calendar.
MOTION: It was M/S/C (Ravasio/Way) to approve Consent Calendar items VI A-C.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
The approved Consent Calendar consisted of the following items:
A. Accept General Fund Revenue and Expenditure Report for October 2022 November 10, 2022 Regular Meeting Minutes
3 B. Acknowledge and File Accounts Payable Checks, July 21, 2022 through October 31, 2022 and Transfers to Payroll Account, August through October 2022 A. Approve Minutes of August 11, 2022 Regular Fire Council Meeting VII. BUSINESS ITEMS:
A. Consideration and Possible Direction to Staff Regarding the Central Marin Fire Authority Facilities Needs Assessment Report Prepared by Jeff Kats Architecture (JKA) Fire Chief Ruben Martin introduced the item and presented the staff report noting that in March 2021 Central Marin Fire Authority (CMFA) contracted with JKA to perform a condition and needs assessments of all of the CMFA fire. He mentioned that the assessment included the general observations of each site, exterior and interior building conditions and ADA accessibility.
Jeff Katz provided a brief introduction on his background and gave a presentation to the Council.
He gave a brief overview of the assessment for each of the stations. For Fire Station 13, Katz reported that it is currently marginally functional and has staff safety concerns with no separation between apparatus hot zone and the living quarters. This, coupled with an awkward site layout, proximity to a tidal wetlands and flood zone, and lack of growth potential, suggests this station should be planned for future replacement. He mentioned that a replacement building designed to today’s standards on a more suitable site will better serve the needs of the community. For Fire Station 14, he noted that the age and condition of it makes a difficult renovation. This is largely due to its original design and use as a joint Public Safety Building with both fire and police functions.
Katz recommended this building be demolished and rebuilt. Similarly, for Fire Station 15, it does not lend itself to a successful renovation due to its life. Katz recommended this building be repurposed to maintain its historical character and significance. For Fire Station 16, Katz mentioned it is reasonably functional but that there are several code and functional issues that could be addressed by renovation and could extend the useful life of this station for another ten-plus years.
Katz continued the presentation and went over the projected station size replacement and the preliminary budget for the necessary work on all of the stations.
Chief Martin explained that the intent of this item was to assess the current conditions, operational deficiencies and potential for improvements to the existing stations with the goal developing a highlevel overview to determine how best to modify the existing stations to bring them into compliance with current code and operational requirements, meet today’s department needs and extend the useful life of the stations.
Chair Beckman opened up the item for questions from the Management Committee. The committee had no questions.
Chair Beckman moved on to questions from Council.
Council Member Catherine Way asked about the definition of site orientation for Station 14. Katz responded stating it has to do with traffic flow and traffic safety. Way asked if Station 15 is the only November 10, 2022 Regular Meeting Minutes
4 station without a pull through area and Chief Martin confirmed vehicles have to be backed in at that station. Way also asked if current building standards require gender separations in the dormitory spaces. Katz confirmed that today the standards take a gender neutral approach to create dormitory sized closed quarters. Way asked if Katz familiarity with designs that allow for health and wellness screenings when fire suppression is not being conducted. Katz mentioned not having much of an opportunity on those types of designs.
Larkspur City Manager Dan Schwarz emphasized the purpose of the assessment was to have an understanding of the current life expectancy of the buildings and determine the cost to build stations that will be around for the next 50 years. Schwarz also mentioned there is a need to have a station that can house a ladder truck and that is something that will be needed for the future due to the housing changes and new structures that are being built in the jurisdictions.
Chair Beckman asked about the timing of this decision-making on this item. Schwarz mentioned there is no urgency but that the assessment would help each Fire Council Member report the information to their respective councils and communities.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion.
Council Member Ravasio thanked staff for the assessment and noted the importance of the assessment and getting started on addressing the needs right away. Council Member Way supported the comments made by Ravasio. The Council accepted the report and Schwarz announced he will get started on passing along the information to get started on the work. Chair Beckman moved on to the next item.
B. Discussion and Possible Direction to Staff Regarding the Report on the Termination of the Dispatch Agreement with the Marin County Sheriff’s Office Fire Chief Ruben Martin introduced the item and provided background noting that in 2020, the Marin County Sheriff’s Office (MCSO) noted that costs for service would be increasing in the near future. In September 2022, MCSO notified fire agencies of its intention to end the current agreement effective June 2023 stating that there should be a separation between police and fire services. Martin explained that staff used a Federal Engineering study that was previously conducted and available for use because the study provides useful information regarding the needs of a stand-alone Marin Fire & emergency medical services (EMS) dispatch, including a staffing and call volume analysis, which were used to derive the cost estimates presented in the staff report.
Chief Martin explained the two options available: either a new Joint Powers Authority (JPA) to independently manage Fire and EMS dispatch or to allow Marin County Fire Department (MCFD) to provide fire and EMS dispatch services to the other Marin Fire agencies under a contract for services. Martin explained the pros and cons of the options and mentioned that in discussions with other fire departments, option B, the choice of contracting services is the better option.
November 10, 2022 Regular Meeting Minutes
5 Chief Martin explained that both dispatch services are more expensive than the current option.
Current cost estimates increase the annual cost for option A – a JPA by 34% or $87,089. The cost increase for Option B contract for services is 45% or $113,414. Both options have a one-time cost of $149,009.
Chair Beckman confirmed that option B is the option other agencies are thinking of selecting and Chief Martin confirmed.
Council Member Way asked about the separation of Mill Valley Fire and whether that is due to the merge they are conducting with Southern Marin Fire and Chief Martin confirmed that information.
Chief Martin added that although the Federal Engineering study was conducted before the merge actually took place, the amounts in his report won’t change because the formula is based on service needs. Way asked if a decision needed to be made before December 1, 2022 and Chief Martin confirmed. He explained that due to the difficulty in hiring staff, having a letter of intent on the direction would help staff begin preparation for the change.
Council Member Ravasio clarified that one choice is self-service through the creation of a JPA and the other is to contract out completely. Chief Martin confirmed.
Chair Beckman asked what the separation means when it comes to dispatch services. Chief Martin explained that residents would still dial 9-1-1 and calls would get transferred as they do now and the response time should not change.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion.
Council Member Ravasio noted the complexity of a dispatch center and mentioned his experience in being involved with the creation of a new JPA. He stated that the work would be very difficult and gave his support for contracting out the services.
Council Member Way agreed with selecting the contracting option. She did state some worry on the next steps by the MCSO.
Chair Beckman also agreed and added that a JPA seems like more labor and liability and small agencies are not necessarily positioned to handle that.
Chief Ruben said with the direction given, he will be sending Chief Webber a letter of intent for contracting services.
C. Consideration and Possible Action to Authorize the Executive Management Team to Execute a 3-Year Professional Consulting Agreement with Heather Price-Fair, R.N. for Emergency Medical Services Continued Quality Improvement (CQI) Services November 10, 2022 Regular Meeting Minutes
6 Fire Chief Ruben Martin introduced the item noting that CMFA has maintained a long standing continued quality improvement (CQI) program through a partnership with Kaiser Hospital staff.
The CQI Registered Nurse assigned to CMFA is scheduled to retire at the end of the 2022 calendar year which has led to succession planning for a transition in the CQI services. Chief Martin explained CQI, what it involves and how a nurse is involved in that process.
Chief Martin stated that Central Marin Fire believes and subscribes to the concept of regionalizing the services being received, which includes CQI services. The CQI contract proposed with Heather Price-Fair, R.N. is part of a regional CQI program that includes Ross Valley Paramedic Authority (RVPA), Marin County Fire Department, and Southern Marin Emergency Medical Paramedic System (SMEMPS). These agencies share the cost of the coordination and management of the program to ensure County, State, and industry protocols and standards are properly and seamlessly administered by emergency response personnel within all the agencies. Chief Martin noted that this contract would place Central Marin in alignment with our local and regional EMS partners and stated the budget would not be increasing from what is already being paid.
Chair Beckman confirmed that the cost is the same with the only difference being a 3% increase in the monthly amount for an annual basis and a total of three years. Chief Martin confirmed.
Chair Beckman asked for questions from the Council. No questions were given.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion and a possible motion.
MOTION: It was M/S/C (Ravasio/Way) to approve the item as requested.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
D. Consideration and Possible Action to Authorize the Purchase of a New Type III Wildland Fire Engine from Hi-Tech Emergency Vehicle Services, Inc.
Fire Chief Ruben Martin introduced the item. He mentioned that in 2018, CMFA began to look at the age and condition of all of the vehicles in the fleet to determine when they needed to be replaced to be in compliance with nationally recognized standards. Staff is looking to replace a 1998 WestMark International Type III Wildland fire engine that was due to be replaced in 2018 after the 20 year replacement schedule. A delay was made while the department was going through the conversion of becoming a JPA. Chief Martin mentioned that staff had begun the process of meeting with representatives from Hi-Tech Emergency Vehicle Services, Inc. in order create a blueprint of specifications needed for the construction of a new type III wildland fire engine, and to determine the overall cost. Chief Martin mentioned that the options for payment were analyzed and staff requests authorization for a leasing option. He also mentioned he had reached out to a preferred lender for this company. Leasing 2, Inc. offered to lock in a rate of 4.9% for a 5 year lease-to- November 10, 2022 Regular Meeting Minutes
7 purchase option which is what he is recommended for the Council rather than a one-time purchase of $485,000. This would allow CMFA to spread out the cost over 5 years which is typical of most fire engine purchases. The rate offer is only available until December of this year with the first payment not being until November 2024. This allows the opportunity to strategize how to include the costs in the budget. The request for an immediate decision is due to the supply chain issues due to the pandemic. Additionally, the purchase would include the power train system which is related to emissions changes coming in 2024 where the power train will be difficult to ascertain with the chassis of these vehicles.
Chair Beckman asked for questions from the Council.
Council Member Way asked at what station the vehicle will reside. Chief Martin said the vehicle will replace Engine 616 located at the Greenbrae station. However, CMFA is always analyzing where the biggest threats are so it does not necessarily tie the new engine to that location.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion and a possible motion.
MOTION: It was M/S/C (Ravasio/Way) to approve the purchase of a New Type III Wildland Fire Engine from Hi-Tech Emergency Vehicle Services, Inc.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
E. Discussion and Possible Action to 1.) Authorize the Executive Management Team to Execute an Employment Agreement with the Existing Central Marin Fire Authority’s Administrative Assistant and 2.) Adopt Resolution No. 2022/07 Establishing a Salary and Benefits for the Administrative Assistant for Fiscal Years 2022-2023 and 2023-2024 Fire Chief Ruben Martin mentioned this is a house keeping item. In 2018, when the Central Marin Fire Authority was created as a result of the consolidation/merger of the Corte Madera and Larkspur Fire Departments, the Administrative Assistant, Meaghan Pang, was a Corte Madera Fire and Town employee and remained as the Administrative Assistant for the newly formed fire agency. During the transition, an oversight occurred with the employment status of the administrative position.
Chief Martin explained that the Administrative Assistant’s salary and benefits are currently being accounted for within the Central Marin Fire Authority (CMFA) approved budget. In order to clarify this oversight, staff recommends a change in the employer of record. The Administrative Assistant would go from being an employee of the Town of Corte Madera to becoming an employee of CMFA.
November 10, 2022 Regular Meeting Minutes
8 Chair Beckman asked for questions from the Council. No questions were given.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion and a possible motion.
MOTION: It was M/S/C (Ravasio/Way) to approve the item as requested and adopt Resolution No. 2022/07.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
F. Consideration and Possible Adoption of Resolution No. 2022/08, Establishing Dates and Times for the Regular Meetings of the Fire Council of the Central Marin Fire Authority for 2023
Fire Chief Ruben Martin presented the report and stated that Council is asked to confirm the upcoming 2023 calendar. The meetings mirror Central Marin Police Authority Police Council meetings and would begin at 6:30pm or upon conclusion of the Police Council meeting, whichever is later, and the schedule for that is May 11th, August 10th and November 9th.
Chair Beckman asked for questions from the Council. No questions were given.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion and a possible motion.
MOTION: It was M/S/C (Way/Ravasio) to adopt Resolution No. 2022/08.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
G. Consideration and Possible Authorization to Staff to Request Additional Contributions in the Amount of $257,485 from Each Member Agency to Eliminate the Current Deficit in the General Fund and Insurance Fund
Finance Manager Daria Carrillo introduced the item and explained that the member agencies, City of Larkspur and Town of Corte Madera, each pay for half of the Fire Authority’s operating costs.
The Fire Authority receives other revenue such as permit and fee revenue, revenue from other local agencies, grants, donations, Marin Wildfire Prevention (Measure C) tax and reimbursements from November 10, 2022 Regular Meeting Minutes
9 the state, but the member agencies pay the vast majority of the costs for the Fire Authority. For the 2021-2022 fiscal year, each member agency contributed $4,868,860, for total member contributions of $9,737,720, or 86% of total General Fund revenue. She explained the amount reimbursed by the State and added that expenditures exceeded the budget due to things like overtime due to COVID19, hiring an additional employee, contracting a new auditor, changes in the retirement cost due to recommendations by the new auditor. The ending balance for the General Fund as of June 30, 2022 was negative $304,897.
For the Insurance Fund, which is the fund that records payments for premiums and claims related to property, liability and workers’ compensation claims. Finance Manager Carrillo explained this fund’s only source of revenue is the General Fund. In 2021-2022, the General fund transferred $450,000 to the Insurance Fund in accordance with the Adopted Budget. However, expenditures were over the budgeted amount by $151,763 and as of June 30, 2022, the Insurance Fund had a negative ending balance of $210,072.
Carrillo went over the Equipment Fund and Measure C Fund which as of June 30, 2022, both have a positive ending balance: $89,133 for the Equipment Fund and $84,336 for the Measure C Fund.
She explained that eliminating the deficit in the General Fund and Insurance Fund would be require an additional contribution of $257,485 from each member agency being that the total cost for both funds is $514,969.
Chair Beckman asked for questions from the Council.
Council Member Ravasio noted he had never seen anything like this happening in the past and asked if staff assumed this was a one-time occurrence and that it won’t come up on a recurring basis. Chief Martin agreed and said staff had never experienced this before. Many employees were out at one time and it turned into a staffing crisis but is hopeful this is a one-time occurrence. Larkspur City Manager Dan Schwarz added that the insurance fund is set at a level recommended by the risk pool as the amount of money that an agency should have at hand to deal with claims that may arise and also handle workers compensation. He’s mentioned this occurs in the Police Authority from time to time.
Chair Beckman opened up the item for public comment.
No public comments were received from attendees or via email on this item.
Chair Beckman closed public comment and brought back the item for discussion and a possible motion.
MOTION: It was M/S/C (Ravasio/Way) to authorize staff to send invoices to the City of Larkspur and Town of Corte Madera.
Roll call vote: 3-0-1 in favor of the motion. (Ayes: Beckman, Ravasio, Way; Noes: None, Absent:
Haroff).
VIII. ADJOURNMENT
November 10, 2022 Regular Meeting Minutes
10 Chair Beckman gave some closing remarks to Council Member Ravasio for his service. Ravasio thanks everyone for all of the work done over the years.
Chair Beckman adjourned the Council meeting at 7:57 p.m. to the next regular meeting scheduled for Thursday, February 9, 2023.
___________________________
Lorena Barrera, Authority Clerk
Central Marin Fire Council