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HomeMy WebLinkAboutStaff Report 3.G 09/14/2015DATE: September 14, 2015 Agenda Item #3.G TO: Honorable Mayor and Members of the City Council thro h the City Manager FROM: Leonard C. Thompson, Interim Fire Chief SUBJECT: Resolution Confirming the Terms and Conditions of CalOES for Petaluma Fire Department Response Personnel When Away From Their Official Duty Station and Assigned to a State Emergency Incident RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Confirming the Terms and Conditions of CalOES for Petaluma Fire Department Response Personnel When Away From Their Official Duty Station and Assigned to a State Emergency Incident. BACKGROUND It is by request of the Governor's Office of Emergency Response (CalOES) that all agencies participating in strike team assignments route a Resolution of this type through its channels to solidify expectations related to salary reimbursement of deployed personnel. This request is a first of its kind from CalOES and will assist them with identifying the true rank of deployed members and ensure proper payment of personnel who serve on strike teams for the 2015 wildland fire season. The Resolution is written specific to their recommended phrasing. Salary reimbursement from CalOES for deployed Petaluma personnel should be made in conjunction with the 2015 Salary Survey (aka Agreement for Local Government Fire and Emergency Assistance to the State of California and Federal Fire Agencies) currently on file with the Governor's Office of Emergency Response dated June 29, 2015 (attached). With the adoption of this Resolution, CalOES will deem Petaluma Fire Department as correctly having all financial paperwork in place and effectively guarantee seamless reimbursement for this season's strike team deployments. DISCUSSION Petaluma Fire currently sends personnel out on strike team deployments either individually and /or on the CalOES Type I engine, hereinafter referred to as Unit 286, which is housed at Station 2. Petaluma Fire has been delegated temporary use of Unit 286 for a period of ten (10) years and a strike team commitment on that apparatus can last up to fourteen (14) days. As of this writing, Petaluma Fire has participated in five (5) strike team deployments so far this fire season (Wragg, Rocky, Jerusalem, Rough & Humboldt Lightning Cover). Correct and timely completion of all reimbursement paperwork is necessary to recover the additional costs associated with sending out strike team members. At the conclusion of each deployment, prior to leaving the fire zone, a form F -42 is completed which details the incident name, dispatch time and release, name of personnel, rank of personnel and whether a support vehicle was used. This document is signed off by the Incident Management Team and is the basis for which CalOES begins the reimbursement process. Without a signed F -42, no reimbursement can be made. In the weeks following a completed strike team incident, CalOES refers to that particular agency's Salary Survey on file and creates a form F -142 which exchanges the logged time spent into money earned based on rank and rate of the deployed person(s). That form is approved by the Fire Chief and returned to CalOES. A reimbursement check from the State can be expected within 3 -6 months. In addition to the hourly rate due each deployed person, an administrative surcharge is also added to the hourly total and can equate to at least 10% of the total cost due. Each agency's administrative rate will be at least 10 %; if an agency can justify a higher rate, it will be detailed on the Salary Survey on file with CalOES. Admin rates higher than 10% are indicative of an agency deploying more senior personnel. Petaluma Fire's current administrative rate is .207 %. Workers Compensation and Unemployment Insurance are also factored in to the total amount due and those figures are provided by each agency on the Salary Survey as well. Having a current Salary Survey on file with CalOES ensures an agency will be reimbursed what is truly owed. For those agencies that choose not to provide their hourly costs, CalOES uses a set of default figures and will allow for an administrative surcharge of no more than 10 %. CalOES puts the onus of determining each agency's personnel's worth on each specific agency; it, by no means, follows up with each agency to ensure they have a current Salary Survey on file. FINANCIAL IMPACTS All information found on Petaluma Fire's 2015 Salary Survey was successfully completed by the Finance Department on June 29, 2015. A review of personnel salaries & steps assisted with determining each rank's Average Actual Rate as opposed to the default base rate the State pays for agencies that do not have a current Salary Survey on file. The .207 Actual Administrative Rate was also deemed valid and justified by Finance. ATTACHMENT(S) 1. Resolution 2. 2015 Salary Survey (aka Agreement for Local Government Fire and Emergency Assistance to the State of California and Federal Fire Agencies) ATTACHMENT 1 RESOLUTION CONFIRMING THE TERMS AND CONDITIONS OF CALOES FOR PETALUMA FIRE DEPARTMENT RESPONSE PERSONNEL WHEN AWAY FROM THEIR OFFICIAL DUTY STATION AND ASSIGNED TO A STATE EMERGENCY INCIDENT WHEREAS, the City of Petaluma Fire Department is a public, municipal agency located in the County of Sonoma, State of California; and WHEREAS, it is the City of Petaluma's desire to provide fair and legal payment to all its employees for time worked; and WHEREAS, the City of Petaluma has in its employ Fire Department response personnel to include the ranks of Fire Chief, Battalion Chief, Captain, Lieutenant (Fire Inspector), Engineer, Firefighter/Paramedic and Firefighter /EMT; and WHEREAS, the City of Petaluma will compensate its employees portal to portal while in the course of their employment and away from their official duty station and assigned to an emergency incident, in support of an emergency incident or pre- positioned for emergency response; and WHEREAS, the City of Petaluma will compensate its employees overtime in accordance with their current Memorandum of Understanding (MOU) while in the course of their employment and away from their official duty station and assigned to an emergency incident, in support of an emergency incident or pre - positioned for emergency response. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, as follows: 1. Personnel shall be compensated according to the Memorandum of Understanding (MOU), Personnel Rules & Regulations and /or other directives that identify personnel compensation in the workplace. 2. In the event a personnel classification does not have an assigned compensation rate, a "base rate" as set forth in an organizational policy, administrative directive or similar document will compensate such personnel. 3. The City of Petaluma Fire Department will maintain a current salary survey or acknowledgment of acceptance of the "base rate" on file with the California Governor's Office of Emergency Services, Fire Rescue Division. 4. Personnel will be compensated (portal to portal) beginning at the time of dispatch to the return to their jurisdiction when equipment and personnel are in service and available for agency response. ATTACHMENT I 5. Petaluma Fire Department response personnel include the ranks of Fire Chief, Battalion Chief, Captain, Lieutenant (Fire Inspector), Engineer, Firefighter/Paramedic and Firefighter /EMT. ATTACHMENT 2 California Governor's Office of Emergency Services (Cal OES) - Fire and Rescue Division 2015 SALARY SURVEY/ ACTUAL ADMINISTRATIVE RATE forthe AGREEMENT FOR LOCAL GOVERNMENT FIRE AND EMERGENCY ASSISTANCE TO THE STATE OF CALIFORNIA AND FEDERAL FIRE AGENCIES (California Fire Assistance Agreement) Please complete and /or correct this salary survey information sheet (all fields on this form that pertain to your agency are required or survey may be returned due to lackof information). Return your completed survey as soon as possible to: California Governor's Office of Emergency Services / Fire and Rescue Division 3650 Schriever Ave Mather, California 95655 Or FAX: (916) 845 -8396 (To ensure receipt ofyoursalarysurvey, we recommend mailing It to us'Certified with Return Receipt Requested ") Agency 3- Letter MACS I.D.: PTIL Agency/ Department Name: City of Petaluma Fire Department Physical Address, City, State, Zip: 198 D Street, Petaluma CA 94954 Mailing Address, City, State, Zip: 198 D Street, Petaluma CA 94954 Telephone Number: 707 - 778 -4390 FAX Number: 707- 762 -4547 Email Address *: STERRY @ci.petaluma.ca.us Federally Recognized Tribe? Yes: ❑ No: © Federal Fire Dept.? Yes: [] No: ® Dept. of Defense? Yes: ❑ No: N t mad is nor the inamaum responsible forreviewing ana processtng the SalafySurVey, Adminfstrative Rate and invoices. All Information provided on this form is subject to audit by Cal OES, CAL FIRE, and the Federal Fire Agencies signatory to the California Fire Assistance Agreement. Please provide the hourly "Average Actual Rate" for each ciassillcation used by your agency that is reflected in the chart below. Instructions for completing the Cal OES 2015 Salary Survey/ Actual Administrative Rate form, Classification Title Base Rates as of 01/01/2015 Avg. Actual Rate (Straight Time) asof: Above B/C w! a MOA/MOU for above Straight Time (OT) MOU /MOA/GBR for portal -to- Portal Chief $34,97 /perhour $73.56 /perhour Yes:[_] No; Yes:❑ No:N Deputy Chief $34.97 /per hour /per hour Yes: ❑ No:N Yes; No:N Division Chief $34.97 /per hour /per hour Yes: No:N Yes:❑ No: Assistant Chief $34.97 /per hour /per hour Yes: ❑ No:N Yes: ❑ No :N Battalion Chief $34.97 /per hour $50.15 /per hour _ . Yes: ❑ N «N Co.Offtcer /Capt, /Lt, $28.42 /perhour $35.73 /perhour Yes:❑ NaN App. Officer /Engineer $28.42 /perhour $32.83 /perhour Yes: No :N Firefighter /FF- PMedic $28.42 / er hour $30.62 /per hour Yes; No: Actual Administrative Rate * -* (due byJuty 7st): .207 (Enteras Decimal) Workers Compensation Insurance Rate: 09800 (Enter as Decimal) Unemployment Insurance Rate: .00407 (EnterasDecimal) Agency Federal Taxpayer LD, Number or Federal Employee LD. Number: 94- 6000392 Agency Data Universal Numbering System (DUNS) Number: 020021978 NOTE: These rates are not effective until the date they are received by Cal OES, * *If your Actual Administrative Rate is on file,you are required to update the rate byJuly 1st, 2015. After that date, the rate will default backto 10%. If you provide an Actual Admin Rate, you are required to complete an Actual Administrative Rate Calculation Sheet on Page 2. What is reported on this form constitutes direct salary costs for employees. i am the Chief Financial Officer, and I have reviewed the information rove b Agency /Dept., and certify to the best ofmy knowledge and bellefthat this Information is correct. Bill Mushallo L,�) �} ' PdntName flnandal O(ficer5,gnauire Dote Cal DES -Fire and Rescue DNislan - 20155alorySvrvey /ActualAdnitnistrativeRate Rev. ROOISV2 ATTACHMENT 2 California Governor's Office of Emergency Services (Cal OES) - Fire and Rescue Division 2015 SALARY SURVEY / ACTUAL ADMINISTRATIVE RATE forthe AGREEMENT FOR LOCAL GOVERNMENT FIRE AND EMERGENCY ASSISTANCE TO THE STATE OF CALIFORNIA AND FEDERAL FIRE AGENCIES (California Fire Assistance Agreement) Department Name: City of Petaluma Fire Department FY 15 / 16 Data for use in 2015 Fire Agreements Year Actual Administrative Rate (Include ONLY allowable costs and use whole numbers) PROGRAM INDIRECT DIRECT TOTAL Emergency Medical Services $273,250 $273,250 General Administration $394,073 $394,073 Information Technology _ $0 Logistics / Procurement / Supply/ Minor Fire Equipment $0• Public Information office $0 Telecommunications $0 Arson Investigation $0 Community Education $0 Facilities $0 Fire Comm. Center / Dispatch / Comm. & Control Center 1 $0 Fire Hazard Reduction Program $0 Fleet $0 Hazardous Materials Response Program _ $2,850 $2,850 Mapping 1 $0 Operations $1,329,319 $7,329,319 Prevention $315,900 $315,900 Training 9 ������ $ 21250 $21,250 Urban Search and Rescue $0 GRANDTOTALS $394,073 $1,942,569 $2,336,642 ADMINSTRATIVE RATE (INDIRECT COST /DIRECT COST): 0,20286 1 am the Chief Financial Officer, and I have reviewed the information provided by my Agency /Dept., and certify to the best of my knowledge and belief thatthe Actual Administrative Rate above Is co - t, established In accordance with OMB Circular A -87, using the "Instructions for Completing Actual Ad istra ' e Ra e a ula on & "ICRP Definitions." Bill lame to 5 Lq, p PrintName nature Date Cal OES -Fire and Rescue Division -2015 salary Survey/ActuolAdratntstradveRate Rev. Feb OM2 1 ATTACHMENT 2 California Governor's Office of Emergency Services (Cai OES) - Fire and Rescue Division ATTACHMENT A. NON - SUPPRESSION PERSONNEL forthe 2015 SALARY SURVEY / ACTUAL ADMINISTRATIVE RATE AGREEMENT FOR LOCAL GOVERNMENT FIRE AND EMERGENCY ASSISTANCE TO THE STATE OF CALIFORNIA AND FEDERAL FIREAGENCIES (California Fire Assistance Agreement) Please complete this attachment for ail NON SUPPRESSION PERSONNEL. Return this attachment with your signed salary survey as soon as possible to: California Governor's Office of Emergency Services / Fire and Rescue Division 8650 SchrieverAve Mather, California 95655 Or FAX: (916) 845 -8896 (To ensure receipt ofyoursalarysurvey, we recommend malling itto us °Certified with Return Receipt Requested% A. Please provide the hourly Average Actual Rate for each non - suppression classification for suppression personnel. Instructions for calculating the Average Actual Rate ure provided in the "Instructions for completing the 2015 Cal OES Salary Survey," If the MOU /MOA /GBR or equivalent Is checked "Yes", a complete copy of the document(s) must be submitted with the survey for review. Failure to submitwill prevent the classification(s) from being considered for portal-to-portal reimbursement. Please reviewthe salary survey instructions regarding the MOU /MOA /GBR or equivalent, for time line requirements. CLASSIFICATION TITLE A � Average Actual Rate (Straight MOU /MOA /CBR or equly. Time) as of: for Portal -to- Portal Fire Inspector $41.86 /per Hour Yes: No: ❑ /per Hour Yes: ❑ No:❑ /per Hour Yes: ❑ No: ❑ /per Hour Yes:❑ No; ❑ /per Hour Yes;❑ No:❑ /per Hour Yes;❑ No: 11 /per Hour Yes: ❑ No: ❑ /per Hour Yes:❑ No:❑ /per Hour Yes:[] No:❑ /per Hour Yes: ❑ No: ❑ /per Hour Yes: 1-1 No;❑ /per Hour Yes:❑ No: ❑ /per Hour El No:❑ /per Hour —Yes: Yes.[ No:❑ /per Hour Yes:❑ No :❑ /per Hour Yes: L1 No:❑ /per Hour Yes: 11 No:❑ /per Hour Yes: ❑ No; ❑ (ifmore space is required, please use another copy of this form.) NOTE: These rates are not effective untii the date they are received by Ca OES, THE RATES REPORTED ON THIS FORM CONSTITUTE DIRECT SALARY COSTS FOR EMPLOYEES AND ARE NOT CONTINGENT UPON THE CFAA FOR REIMBURSEMENT. - THIS ATTACHMENT MUST RE SUBMITTED WITH THE SIGNED SALARY SURVEYOR IT WILL NOT BE ACCEPTED az x x• Cal OES -Me and Rescue Dlvisfon- AttarhmentA /Non- suppress/an Personnel (2ol5satarysurvey) Rev.lan2075-f1NAL