TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Mario Rueda, Fire Chief
DATE: September 10, 2025
SUBJECT: APPROVAL OF REVISED COOPERATIVE AGREEMENT
WITH THE CITY OF SOUTH PASADENA FOR SHARING OF
FIRE DEPARTMENT COMMAND STAFF
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 Cooperative Agreement for Sharing of Fire Department Command Staff (Agreement) that provided an innovative and economical solution to providing administrative and command supervision for the two (2) adjacent Cities with nearly identical fire department organization and make-up. The objective of the new Agreement was to provide a cost-effective solution to fulfill 24-hour a day, 365 days a year, administrative and emergency supervision of the on-duty fire department personnel, as well as Emergency Management duties for both Cities, by one (1) of the three (3) on-duty Division Chiefs. The transition to this shared staffing model was achieved with very few significant obstacles.
The Agreement continues to meet the objectives of 24-hour Chief Officer supervision, excellent service to residents of both Cities, and providing reduced costs.
DISCUSSION
Under the conditions of this Agreement, there is one (1) Division Chief Position shared between the two (2) Cities, with each City retaining its own Fire Chief Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
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; • Receive and respond to inquiries and requests for information from residents, providing assistance and taking appropriate action to resolve problems involving the fire department;
• Respond to the San Gabriel Valley area cities automatic and mutual aid requests;
• Activate the EOC and serve as the City’s Emergency Manager for large scale emergencies on nights and weekends.
Key Updates Include:
• Cost Sharing Alignment: The updated agreement now explicitly details how shared costs are calculated and reimbursed. Including salary, training, benefits, backfill coverage, and command vehicle expenses.
The provisions reflect the actual cost allocation methods both cities have followed since 2017.
• Annual Lease Repayment Schedule: Lease payments for the command vehicle were previously on a schedule for quarterly payment.
The South Pasadena City Council approved the updated agreement at their regular City Council meeting on August 20, 2025.
FISCAL IMPACT & PROCUREMENT REVIEW
A total of three (3) Division Chiefs are required to provide 24-hour/7 days a week/365 days a year supervision for the two (2) 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 (2) cities have shared the cost of one (1) Division Chief.
Based on current salary, benefits, and associated support costs, the shared Division Chief position results in an estimated savings of over $475,000 annually.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council approve the updated Cooperative Agreement Between the Cities of South Pasadena and San Marino for Sharing of Fire Department Command Staff and authorize the City Manager to execute the agreement on behalf of the City. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the updated Cooperative Agreement Between the Cities of South Pasadena and San Marino for Sharing of Fire Department Command Staff and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Cooperative Agreement for Sharing of Fire Department Command Staff – Redlined Version
2. Cooperative Agreement for Sharing of Fire Department Command Staff - Final