DATE:
April 25, 2023
CATEGORY:
Consent
DEPT.:
Fire
TITLE: Increase Appropriations in the Fire
Department for Reimbursement of
Mutual-Aid Support
RECOMMENDATION
1. For reimbursements not received by June 30, 2023, transfer and appropriate funds from the General Non -Operating Fund to the General Operating Fund in the amount of $14,181.48 in overtime for CAL FIRE Incident Management Team deployment to emergencies. (Five votes required.)
2. Adopt a Resolution of the City Council of the City of Mountain View Appropriating and Transferring $14,181.48 from the General Non -Operating Fund to the General Operating Fund and to Increase Revenues and Expenditures by $14,181.48 in the General Operating Fund for Reimbursement of Fire Personnel Costs, to be read in title only, further reading waived (Attachment 1 to the Council report).
BACKGROUND
The City of Mountain View Fire Department (MVFD) participates in the CAL FIRE Incident Management TEAMS (IMT)/E mergency Command Centers Support Teams Operating Plan with local and Federal agencies for deployment to emergencies on a year-round basis. As a result, the City is reimbursed at agreed -upon rates by the State for personnel hours, administrative costs, travel costs, and vehicle-related costs for participating in deployed emergencies.
ANALYSIS
The MVFD was deployed to CAL FIRE assignments at the Oak Fire, known as IMT 6 Hardcover CA- CDF-000305, and the March Storms 22/23, known as IMT 6 Hardcover CA -CDF-000147. The MVFD has requested funds from CAL FIRE to reimburse the City for overtime costs associated with these emergency deployments in accordance with the Federal Emergency Management Agency’s (FEMA) Code of Federal Regulations. To date, the City has not received the requested reimbursement, and it is possible the reimbursements will not arrive before June 30, 2023 to offset the cost the City has incurred. Table 1 shows the expected funds to be received from costs associated with the Oak Fire and March Storms emergency assignments. The total
Increase Appropriations in the Fire Department for Reimbursement of Mutual -Aid Support April 25, 2023
reimbursement amount to the City will be $17,726.85. This transfer and appropriation request is for personnel expenses related to overtime, for a total amount of $14,181.48.
Table 1: IMT 6 Hardcover CA-CDF-000305
and IMT 6 Hardcover CA-CDF-000147 Reimbursement
Dates Fire/
Incident
Total
Amount
MVFD
Personnel
Vehicle
Fees/Fleet
Travel
Expense
Fees
Admin. and
Misc.
Fees
Status
July 22, 2022
to
July 25, 2022
Oak Fire
IMT-6
Hardcover
CA-CDF-
000305
$8,094.15 $6,475.32 $0.00 $0.00 $1,618.83 Reimbursement not received
March 8,
2023 to
March 13
2023
March
Storms
IMT-6
Hardcover
CA-CDF-
000147
$9,632.70 $7,706.16 $0.00 $0.00 $1,926.54 Reimbursement not received
FISCAL IMPACT
The City will be reimbursed a total of $17,726.85 by CAL FIRE for Fire personnel hours and administration-related costs related to fire suppression efforts during the Oak Fire and March Storms 22/23 emergency assignments. Staff is requesting the appropriations associated with Fire personnel ov ertime hours of the pending reimbursements only, in the amount of $14,181.48, if not received by June 30, 202 3 as the expenses have been incurred and the appropriations are required to stay within budget for Fire Department expenditures. The reimbursement of $3,545.37 for administration -related costs are revenue to cover the City’s fixed costs that are already included in the Adopted Budget. The remaining reimbursement of $14,181.48 is for direct personnel costs related to the mutual aid support, which was not originally budgeted in the Fiscal Year 2022-23 Adopted Budget. Therefore, staff is requesting the appro val of appropriations totaling $14,181.48 associated with Fire personnel hours to cover the additional expenses incurred.
ALTERNATIVES
1. Decline the increase in appropriations for the reimbursement of Mountain View Fire Department personnel hours and allow the personnel cost to exceed the budgeted amount.
2. Provide other direction.
Increase Appropriations in the Fire Department for Reimbursement of Mutual -Aid Support April 25, 2023
PUBLIC NOTICING—Agenda posting.
Prepared by:
Amanda Slovick
Senior Management Analyst
Approved by:
Juan F. Diaz
Fire Chief
Audrey Seymour Ramberg
Assistant City Manager
AS/1/CAM
141-04-25-23CR
203010
Attachment: 1. Resolution