TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Mario Rueda, Fire Chief
DATE: June 28, 2024
SUBJECT: FIRE MANAGEMENT SHARED SERVICES AGREEMENT
REVIEW (JULY 2021 TO JUNE 2024)
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
In 2017, the Cities of South Pasadena and San Marino agreed to a Fire Management Shared Services Agreement (Agreement) that provided an innovative and economical solution to providing administrative and command supervision for the two adjacent Cities with nearly identical fire department organization and make-up. This Agreement became necessary when the Three City Agreement which also included the City of San Gabriel was not renewed by the three Cities. The objective of the new Agreement was to provide a cost-effective method to fulfill 24-hours a day, 365 days a year, administrative and emergency supervision of the on-duty fire department personnel of both Cities by one of the three on-duty Division Chiefs. The transition to this shared staffing model was achieved with very few significant obstacles. The Agreement has met the initial objectives of 24-hour Chief Officer supervision, excellent service to residents of both Cities and providing reduced costs.
The current Agreement is effective until such time that it is terminated by one or both parties.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
DISCUSSION
Under the conditions of this Agreement, there is one Division Chief Position shared between the two Cities, with each City retaining its own Fire Chief and Division Chief. The Dedicated Division Chief of each City and the Shared Division Chief are responsible for providing oversight and supervision of daily operations including emergency response, on-scene command and control, and additional duties as assigned for both agencies. Fire Department industry standards require that a Division Chief supervisory position is staffed at all times, as this position assumes command of major incidents. These duties include:
• Responsibility for 24-hour emergency response, directing emergency activities to achieve the safest and most effective response efforts; • Responsibility for the efficient and effective performance of fire personnel, cleanliness of quarters, and for the operation of all fire apparatus and equipment;
• Attend and conduct shift and officer meetings as needed; • Receives and responds to inquiries and requests for information from residents, providing assistance and taking appropriate action to resolve problems involving the fire department;
• Responds to the San Gabriel Valley area cities automatic and mutual aid requests;
In addition, the Shared Division Chief is specifically assigned the following duties:
• Oversight and delivery of training to firefighter personnel from both Cities;
• Scheduling of emergency medical services Continuing Education Program;
• Supervision of personnel certification documentation; • Management of promotional exams for both Cities;
• Representation at Verdugo Task Force and Area “C” Certifications meetings;
• Coordinates multi-company drills with outside agencies. • Manages the training calendar and oversight of the Alhambra Training Center for both fire departments.
Management and Administrative Effectiveness
The effectiveness of this shared program has met the industry standards for fire department oversight and supervision. Challenges that were initially anticipated were addressed to ensure the success of the program. The workload was distributed equally among the Command Staff to address the specific needs of each City, with the continued goal of reducing duplicated efforts.
Some of the measures developed to ensure the effectiveness of the agreement include:
• Division Chiefs regularly conduct monthly meetings with subordinates to ensure personnel were well-informed, and consistent in policy application.
• Division Chiefs have developed a working knowledge of both City’s policies, procedures, MOU’s and practices.
• Division Chiefs have developed a working relationship with the executive staffs from both jurisdictions.
• Division Chiefs and Administrative Staff have ensured billing accuracy through an agreed upon invoicing system and consistent audits of invoice submittals.
• Division Chiefs and Administrative Staff have ensured compliance with personnel and administrative practices of both Cities.
Operational Effectiveness
In the area of operational effectiveness, the Shared Agreement has provided for the development of a common command structure which has improved emergency operations for both Cities. The current structure allows for seamless command and control over the three shift platoons of firefighters. The current model allows each Fire Chief the ability to complete near and long-range goals for service enhancements, while relying on the Division Chiefs to carry out the day-to-day operations.
Success in operations include:
• Development of standard operating guidelines to increase safety and operational effectiveness;
• Adoption of state-wide guidelines to ensure effective seamless emergency operations;
• Common terminology during emergency operations;
• Developed regular simulation training for Officers;
• Developed an annual training plan that ensures compliance with industry standards;
• Developed training for the Driver Operators of both Cities; • Developed common emergency and training reporting systems.
FISCAL IMPACT & PROCUREMENT REVIEW
A total of three Division Chiefs are required to provide 24 hour/ 7 days a week/ 365 days a year supervision for the two Cities. Without this Agreement, the cost of three (3) exclusive San Marino Division Chiefs would be significantly higher. Under the current Agreement, each City retained its own Division Chief and its own Fire Chief and share one (1) Division Chief. The shared Division Chief is identified as the Shared Command Position. Since the signing of the 2017 Agreement, the two cities have shared the cost of one (1) Division Chief.
The table below illustrates the San Marino Fire Department’s budget under the Shared Agreement versus the estimated costs associated with exclusive use San Marino Division Chiefs.
Shared Agreement with
South Pasadena (1.5 FTE*)
Estimated Division Chief
Cost (3 FTE)
FY 21-22 $347,684 $695,367
FY 22-23 $370,250 $740,499
FY 23-24 $421,200 $842,400
*Full Time Equivalent Positions
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council receive and file this report. If the Council concurs with staff’s recommendation, an appropriate motion would be:
”I move to receive and file the review of the Fire Management Shared Services Agreement for the period of July 2021 to June 2024.”
ATTACHMENTS
1. South Pasadena Shared Agreement