TO: Philippe Eskandar, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 25, 2025
SUBJECT: BUDGET SUBMISSION FOR FY 2025-26
FIRE DEPARTMENT
YEAR-END SUMMARY (FY 2024-25 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year at $242,622 or 3.0% above the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to exceed the budget by $135,676 due to overtime costs to provide position coverage for vacant positions during the year which have been now filled and 4 long-term injuries incurred while on duty.
• Services and Supplies is expected to exceed the budget by $106,946 or 13.1% due to the following reasons. Materials & Supplies (cost center 103-34-4376-0000) is anticipated to exceed the budget by $10,970 due to increased costs for EMS supplies. Recruitment (cost center 103- 34-4436-0000) is anticipated to exceed the budget by $21,299 due to increased staff turnover and costs related to outfitting five probationary firefighter/paramedics. Uniforms – Safety (cost center 103-34-4492-0004) is anticipated to exceed the budget by $7,120 due to increased costs for the purchase of turnouts. Cost savings were found throughout the remaining budget to partially offset these costs. Shared Command Services are anticipated to exceed the budget by $75,002 due to not being billed in prior years by the City of South Pasadena for services provided.
FY 2024-25 FY 2024-25 Bud. Vs Est.
Bud. Vs
Est.
Description Budget Estimated Diff $$ Diff %%
Personnel $ 7,281,074 $ 7,416,750 $ 135,676 1.9%
Services & Supplies 817,915 924,861 106,946 13.1%
Total: $ 8,098,989 $ 8,341,611 $ 242,622 3.0%
FY 2025-26 PROPOSED BUDGET
Personnel
The Department’s Full Time Equivalent (FTE) will remain at 21.00 FTE, unchanged from the current budget.
Personnel proposed budget for FY 2025-26 is $7,484,168 which represents a $203,094 or 2.8% increase from current budget.
• Employees’ salaries are increasing by 4.0% due to Memorandums of Understanding between the City and its employees.
• Workers Compensation Costs for former employees of the Department are budgeted to decrease due to claims being settled in FY 2024-25.
Services & Supplies
Services & Supplies proposed budget for FY 2023-24 is $809,645, which represents a -$8,270 or -1.0% decrease from the current budget. The primary changes to the budget are due to the following:
• An increase of $8,110 to cost center #103-34-4150-0000 (Contract Services) for EMS QI Partners for nurse educator services ($2,500); increased PPGEMT fees to the Department of Health Care Services for Medi-Cal reimbursements ($4,000); and a new fee to Presidio for a cradlepoint license ($1,410).
• A decrease of $5,500 to cost center #103-4-4399-0000 (Non-Capitalized Equipment) due to decreased expenditures for fire hose & equipment and fire investigation equipment. • An increase of $11,800 to cost center #103-34-4376-0000 (Materials & Supplies) for increased costs of emergency medical service supplies.
• A decrease of $3,140 to cost center #103-34-4468-0000 (Staff Development) for reduction in training expenditures.
• A decrease of $4,200 to cost center #103-34-4492-0004 (Uniforms-Safety) due to completion of a one-time purchase of hi-visibility jackets.
Additional cost savings were found throughout the remaining budget to offset higher services and supplies costs.
ATTACHMENTS
FY 2024-25 FY 2025-26 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 7,281,074 $ 7,484,168 203,094 2.8%
Services & Supplies 817,915 809,645 (8,270) -1.0%
Total: $ 8,098,989 $ 8,293,813 $ 194,824 2.4%
A. Department Narrative (Purpose, Description, FY 2024-25 Accomplishments, FY 2025-26 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets
DEPARTMENT PURPOSE
The mission of the San Marino Fire Department is to save lives and property, and ensure the safety of our community.
DEPARTMENT DESCRIPTION
The Fire Department’s primary purpose is to provide lifesaving emergency response for fire suppression and emergency medical services for residents of the City. Equally important, however, are its responsibilities in the areas of fire prevention, life safety inspections, community education and emergency preparedness.
The delivery of life saving paramedic services is an integral part of the Fire Department mission.
All of the San Marino firefighters are licensed Paramedics trained to the highest level provided within the County of Los Angeles. Only about ten percent of the cities in Los Angeles County employ paramedics with the extensive training and experience required to provide advanced life support using standing field treatment protocols.
Other services include:
• Annual inspections of commercial property and school occupancy; • Review of commercial and large residential building plans for adequacy of fire detection and suppression systems;
• Pre-incident exercises and training with allied agencies, and others related to high-risk or high-value areas of the City, such as the High Fire Hazard Severity Zone and the Huntington Library, Art Collections and Botanical Gardens; • Participation in public education in schools, neighborhoods, community groups and service clubs to stress fire safety, first aid, cardiopulmonary resuscitation and emergency preparedness;
• In conjunction with the South Pasadena Fire Department, share fire command Chief Officers for the two fire departments. By sharing resources, the fire departments can provide an enhanced service at a lower cost;
• In conjunction with MySafe California, a non-profit safety organization, the San Marino Fire Department conducts fire safety programs and neighborhood canvassing after fires in our City; and
• Emergency Management responsibilities for the City.
FIRE DEPARTMENT
FISCAL YEAR 2024-25 ACCOMPLISHMENTS
• Conducted annual inspections of all commercial properties and residential properties within the City’s High Fire Hazard Severity Zone
• Published an Annual San Marino Fire Department Report • Conducted several post fire neighborhood canvassing events offering educational materials, fire inspections, and smoke alarm installation • Conducted “Operation Fire Safe” inspections and installed smoke alarms for residents • Completed implementation and training for all personnel for the new self-contained breathing apparatus (SCBAs).
• Installed and completed training for all personnel on the operation of the new SCBA air compressor.
• Completed outfitting of the replacement Battalion 791 and placed into service with a Dedication and “Push In” Ceremony
• Conducted four Fire Department Life Safety, Emergency Preparedness, and Live Fire instructional workshops for residents
• Conducted Life Safety, Emergency Preparedness, and Live Fire in-service workshops for the teachers and staff of the San Marino Unified School District • Completed a Fire Engineer’s Promotional Examination and established a promotional list of five fire department employees
• Completed implementation and adoption of the Lexipol Operational Policies • Entered an agreement with EMS QI Partners, LLC for the provision of Nurse Educator Services through 2028.
FISCAL YEAR 2025-26 OBJECTIVES
• Conduct Life Safety, Emergency Preparedness and Live Fire in-service workshops for San Marino Unified School District teachers and staff
• Host a Fire Department Community and Council Day at the Alhambra Training Tower • Conduct four Fire Department Life Safety, Emergency Preparedness, and Live Fire Instructional Workshops for residents
• Partner with the Community Services Department to host a joint Easter Egg Hunt/Pancake Breakfast event in Lacy Park
• Conduct promotional testing for the position of Battalion Chief to develop an eligibility list
• Conduct a feasibility assessment of residents to determine the benefits of re-establishing the Community Emergency Response Team (CERT) program
OPERATIONAL DASHBOARD
Description FY 2023-24
Total
FY 2023-24
Year to Date
(July – March)
FY 2024-25
Year to Date
(July – March)
# of total responses 2,062 1,610 1,400
Responses in City 1,088 842 726
Responses out of City 974 768 674
90th percentile EMS
turnout time 0:00:59 0:01:16 0:01:04
90th percentile Fire
turnout time 0:01:21 0:01:31 0:01:19
90th percentile overall
response time 0:06:02 0:06:01 0:06:03
Total cardiac arrest
incidents 13 11 12
Cardiac arrest return of
spontaneous
circulation
2 2 1
Fire Chief
A Shift
Division
Chief (1)
Fire Captain
Fire
Engineer
Firefighter /
Paramedics
B Shift
Division
Chief (1)
Fire Captain
Fire
Engineer
Firefighter /
Paramedics
C Shift
Division
Chief (1)
Fire Captain
Fire
Engineer
Firefighter /
Paramedics
Management
Analyst
Fire Department
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
Full-Time
San Marino Fire Chief 1.00 1.00 1.00 1.00 1.00
San Marino Fire Division Chief 1.00 1.00 1.00 1.00 1.00 Fire Captains 3.00 3.00 3.00 3.00 3.00
Firefighter/Paramedic 12.00 12.00 12.00 12.00 12.00
Engineer 3.00 3.00 3.00 3.00 3.00
Management Analyst 1.00 1.00 1.00 1.00 1.00
Total Full-Time FTE 21.00 21.00 21.00 21.00 21.00
Total Part-Time FTE - - - - -
Department Total FTE 21.00 21.00 21.00 21.00 21.00
Expenditures by Type:
Personnel 6,380,772 6,865,704 7,281,074 7,416,750 7,484,168 Services & Supplies 699,579 607,477 817,915 924,861 809,645 Total by Type $ 7,080,351 $ 7,473,181 $ 8,098,989 $ 8,341,611 $ 8,293,813 Expenditures by Fund:
103 Public Safety Fund 6,783,919 7,147,157 7,444,923 7,702,328 7,889,857 104 4th of July Fund 1,740 3,379 5,078 5,078 2,638
281 Donations Fund - - 18,995 18,995 -
595 Workers Compensation Fund 294,691 322,645 629,993 615,210 401,318 Total by Fund $ 7,080,351 $ 7,473,181 $ 8,098,989 $ 8,341,611 $ 8,293,813 GL # Personnel
103-34-4001-0000 Full Time Salaries 2,724,970 2,568,599 3,094,114 3,111,672 3,242,557 103-34-4001-0019 Full Time Salaries-COVID-19 9,502 - - - - 103-34-4004-0000 Overtime 820,689 1,114,705 708,159 828,000 750,000 103-34-4004-0003 Overtime-Strike Teams 50,451 - 75,000 75,000 75,000 103-34-4004-0019 Overtime-COVID-19 - - - - -
103-34-4004-0033 Overtime-Shared Command 119,610 148,287 160,000 160,000 166,400 103-34-4006-0000 Medicare 50,368 51,443 56,804 56,804 59,201 103-34-4008-6160 Retirement-PERS 1,712,315 1,772,848 704,190 720,472 706,432 103-34-4008-6161 Retirement-PERS (UAL) - - 1,325,002 1,321,780 1,484,680 103-34-4008-3080 Retirement 457 Plan 1,200 1,300 1,200 1,200 1,200 103-34-4010-0000 Cafeteria Benefit 423,179 495,901 517,534 517,534 590,742 103-34-4013-0000 Uniform Allowance 4,000 4,000 4,000 4,000 4,000 103-34-4015-0000 Worker's Comp 4850 Pay 168,058 382,597 - - - 104-34-4004-0000 Fire Overtime (4th of July) 1,517 3,331 4,784 4,784 2,600 104-34-4006-0000 Medicare 20 48 69 69 38
104-34-4010-0000 Cafeteria Benefit 203 - 225 225 -
595-34-4015-0001 Workers' Comp Current Employees 263,487 314,930 389,783 375,000 377,868 595-34-4015-0002 Workers' Comp Past Employees 31,204 7,715 240,210 240,210 23,450 Total Personnel $ 6,380,772 $ 6,865,704 $ 7,281,074 $ 7,416,750 $ 7,484,168
FIRE DEPARTMENT
FY 2024-25
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
FIRE DEPARTMENT
FY 2024-25
GL # Services & Supplies
103-34-4110-0000 Shared Command 176,226 - 178,000 253,002 178,000 103-34-4150-0000 Other Contract Services 203,038 257,783 264,390 260,360 272,500 103-34-4150-0500 Other Contract Services-IT 17,993 18,394 21,980 20,172 22,610 103-34-4204-0000 Books & Periodicals 368 372 400 392 400 103-34-4206-0000 Building Repair & Maintenance 17,887 22,732 19,400 13,623 19,400 103-34-4308-0000 Equipment Rental 162 - 400 58 200
103-34-4316-0000 Equipment Repair & Maintenance 12,313 14,631 18,450 17,304 16,650 103-34-4376-0000 Materials & Supplies 64,762 59,452 73,350 84,320 85,150 281-34-4376-0000 Materials & Supplies - - 18,995 18,995 - 103-34-4396-0000 Memberships & Dues 5,396 4,014 5,000 5,779 5,230 103-34-4398-0000 Mileage 25 - 100 - 100
103-34-4399-0000 Non-capitalized Equipment 10,829 13,755 12,000 11,576 6,500 281-34-4399-0000 Non-capitalized Equipment - - - - -
103-34-4401-0000 Outside Services 7,380 7,680 3,000 16,080 3,000 103-34-4420-0000 Printing 460 430 500 300 500
103-34-4436-0000 Recruitment 32,843 45,807 16,600 37,899 15,345 103-34-4452-0000 Small Tools 420 390 500 494 500
103-34-4460-0003 Special Exp.Strike Team FEMP 1,486 - 12,000 2,760 12,000 103-34-4468-0000 Staff Development 10,045 13,984 14,100 13,237 10,960 103-34-4480-0000 Travel & Meetings 2,352 3,577 5,600 4,827 4,850 103-34-4492-0003 Uniforms-PERSable 8,327 8,157 7,400 7,400 7,400 103-34-4492-0004 Uniforms-Safety 8,926 20,243 27,200 34,320 23,000 103-34-4500-4950 Utilities-Natural Gas 7,045 4,405 4,600 5,025 5,100 FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
FIRE DEPARTMENT
FY 2024-25
103-34-4500-9025 Utilities-Telecommunications 24,329 28,998 28,550 32,384 33,150 103-34-4508-0000 Vehicle Repair & Maintenance 86,966 82,673 85,400 84,552 87,100 103-34-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 699,579 $ 607,477 $ 817,915 $ 924,861 $ 809,645 Total Operating Expenditures $ 7,080,351 $ 7,473,181 $ 8,098,989 $ 8,341,611 $ 8,293,813 TO: Philippe Eskandar, City Manager
FROM: M. D. Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: April 25, 2025
SUBJECT: BUDGET SUBMISSION FOR FY 2025-26
EMERGENCY MANAGEMENT
YEAR-END SUMMARY (FY 2024-25 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $12,345 or -20.2% below the current budget. The primary reasons are listed below:
• Services and Supplies budget savings are due to savings of $3,531 in Equipment Repair and Maintenance (cost center 101-36-4316-0000); savings of $6,500 are anticipated in Materials & Supplies (cost center 101-36-4376-0000); and savings of $3,700 in Staff Development (cost center 101-36-4468-0000). Due to several accounts in the Fire Department Operations budget exceeding budgeted amounts, the Department reduced expenditures in Emergency Management. The Department budgets funds each year related to supplies and equipment in anticipation of an emergency. The Department will continue to budget these funds in FY2025-26 for a possible unplanned emergency, after evaluating for potential cost savings.
FY 2024-25 FY 2024-25
Bud. Vs
Est.
Bud. Vs
Est.
Description Budget Estimated Diff $$ Diff %%
Personnel $ - $ - $ - 0.0%
Services & Supplies 61,150 48,805 (12,345) -20.2%
Total: $ 61,150 $ 48,805 $ (12,345) -20.2%
2 FY 2025-26 PROPOSED BUDGET
Personnel
No personnel costs are anticipated in FY 2025-26.
Services & Supplies
Services & Supplies proposed budget for FY 2025-26 is $38,200, which represents a $22,950 or -37.5% decrease from the current budget. The primary reasons for the decrease are due to the following:
• A decrease of $10,000 to Other Contract Services (cost center 101-36-4150-0000) for Local Hazard Mitigation Plan (LHMP) services. The plan was completed and approved in FY 2024-25. • A decrease of $2,500 to Equipment Repair and Maintenance (cost center 101-36-4316-0000) for deferred maintenance in radio and equipment repairs.
• A decrease of $6,500 to Materials & Supplies (cost center 101-36-4376-0000) for deferred CERT training and emergency supply cache maintenance.
• A decrease of $3,750 to Non-Capitalized Equipment (cost center 101-36-4399-0000) for reduced expenditures in computer/electronics and furnishings.
• A decrease of $1,850 to Staff Development (cost center 101-36-4468-0000) for reduced emergency management training.
ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2024-25 Accomplishments, FY 2025-26 Objectives, Operational Dashboard)
B. Department Tie-Out Sheets
FY 2024-25 FY 2025-26
YOY
Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ - $ - $ - #DIV/0!
Services & Supplies 61,150 38,200 (22,950) -37.5%
Total: $ 61,150 $ 38,200 $ (22,950) -37.5%
DEPARTMENT PURPOSE
The Emergency Management Program develops and maintains the City’s emergency management program and disaster plans to respond to and coordinate the resources necessary to cope with local emergencies affecting San Marino. Emergency preparedness is a key component of the community’s readiness for a major emergency.
DEPARTMENT DESCRIPTION
The Department is responsible for training and educating the City Council members, City staff, businesses and residents to be self-sufficient in the event of a major disaster. Department responsibilities include:
• Ensure City Council members and key staff participate in at least one disaster exercise each year to test the City’s and County’s ability to manage and respond to a large-scale event.
The City’s Emergency Operations Center (EOC) also participates in periodic communications exercises intended to test the capabilities of the County’s emergency management information systems;
• Coordinate Disaster Preparedness and Emergency Medical Services training for employees and residents;
• Maintain the City’s Emergency Operations Center;
• Maintain the City’s Emergency Operations Plan, and the Local Hazard Mitigation Plan; • Maintain the City’s disaster supplies; and
• Maintain the City’s emergency notification systems, which includes the San Marino Community Alert Message System (SMCAMS) to notify residents and businesses about urgent information related to the safety of our community. Emergency information can be sent to a telephone or email address. The Emergency Management program also maintains the Wireless Emergency Alerts (WEA) system, which has the ability to send emergency alerts directly to mobile devices in the event of an emergency.
FISCAL YEAR 2024-25 ACCOMPLISHMENTS
• Activated the EOC to a Level I in response to the January Windstorm Event and responded to over 160 calls for service during the first 24 hours of the extreme weather event. • Completed the Local Hazard Mitigation Plan and submitted the plan for approval by FEMA and the San Marino City Council.
• In conjunction with the County of Los Angeles Office of Emergency Management to implement the Genasys Evacuation Management platform.
• Submitted the Family Assistance Center annex to the Emergency Operations Plan to the Disaster Council and City Council for approval and adoption. • Conducted training with the County of Los Angeles Office of Emergency Management and Community Services Department (CSD) staff to ensure personnel are trained and prepared to support the operation of a Family Assistance Center.
EMERGENCY MANAGEMENT
• In partnership with the American Red Cross, renewed an agreement for the provision of mass care shelters, and entered a new agreement with the Red Cross authorizing the San Marino Community Center to be used as a shelter during a disaster. • Conducted an emergency operations earthquake workshop with the City’s executive staff and representatives from the San Marino Unified School District. • Conducted training on the City’s Earthquake Emergency Plan for all Department Executives.
FISCAL YEAR 2025-26 OBJECTIVES
• Inventory the City’s Disaster Cache to meet Red Cross supply recommendations. • In partnership with the Community Services Department (CSD), ensure that CSD personnel and associated facilities are trained and prepared to support the City’s emergency operations and provide care for residents during disasters. • Complete training and preparations for the San Marino Community Center to be used as an emergency shelter.
• Conduct earthquake and active shooter incident training exercises for all City personnel. • Host an active shooter workshop with houses of worship within the City. • Partner with the City Manager’s Office to conduct outreach and education for the City’s Genasys evacuation zones.
• Work in collaboration with the Huntington Library to continue to develop their emergency operations center procedures.
OPERATIONAL DASHBOARD
Description
FY 2023-24
Total
FY 2023-24
Year to Date
(July – March)
FY 2024-25
Year to Date
(July – March)
EOC Activations 1 1 1
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
Expenditures by Type:
Personnel 1,038 - - - -
Services & Supplies 34,871 57,093 61,150 48,805 38,200
Total by Type $ 35,909 $ 57,093 $ 61,150 $ 48,805 $ 38,200 Expenditures by Fund:
101 General Fund 35,909 57,093 61,150 48,805 38,200
Total by Fund $ 35,909 $ 57,093 $ 61,150 $ 48,805 $ 38,200 GL # Personnel
101-36-4002-0019 PT Salaries-COVID-19 (26) - - - -
101-36-4004-0019 Overtime-COVID-19 1,098 - - - -
101-36-4006-0000 Medicare 8 - - - -
101-36-4008-6050 Retirement-PARS - - - - -
101-36-4008-6160 Retirement-PERS (47) - - - -
101-36-4010-0000 Cafeteria Benefit 5 - - - -
Total Personnel $ 1,038 $ - $ - $ - $ -
GL # Services & Supplies
101-36-4150-0000 Other Contract Services - 20,324 10,000 10,000 - 101-36-4150-0500 Other Contract Services-IT 6,084 6,388 6,400 6,899 7,000 101-36-4316-0000 Equipment Repair & Maintenance 3,103 8,781 10,900 7,369 8,400 101-36-4376-0000 Materials & Supplies 12,052 8,419 13,000 6,500 6,500 101-36-4396-0000 Memberships & Dues 75 435 300 300 300
101-36-4399-0000 Non-capitalized Equipment 5,050 1,333 7,500 7,500 3,750 101-36-4468-0000 Staff Development 395 2,419 3,700 - 1,850 101-36-4500-9025 Utilities-Telecommunications 8,112 8,994 9,350 10,237 10,400 101-36-4950-0001 Equipment Cost Allocation - - - - -
Total Services & Supplies $ 34,871 $ 57,093 $ 61,150 $ 48,805 $ 38,200 Total Operating Expenditures $ 35,909 $ 57,093 $ 61,150 $ 48,805 $ 38,200 FY 2024-25
Operating Budget Summary
Operating Budget Detail
EMERGENCY MANAGEMENT