HomeMy WebLinkAboutUkiah Valley Fire District 2014-04-10; Amendment 2 2016-07-01COU NO. 1314-198-A2
SECOND AMENDMENT TO INTERIM TWO YEAR AGREEMENT FOR FIRE PROTECTION AND
EMERGENCY MEDICAL SERVICES BETWEEN UKIAH VALLEY FIRE PROTECTION DISTRICT
AND CITY OF UKIAH
THIS SECOND AMENDMENT to the Interim Two Year Agreement ("Interim Agreement") between the
Ukiah Valley Fire Protection District ("District") and the City of Ukiah ("City"), dated April 10, 2014, is
entered in Ukiah, California on,, i t 2016 ("the Effective Date"). Sections 1, entitled TERM,
and 3, entitled CITY PAYMENT FOR SERVICES of the Interim Agreement are amended as stated
below. Except as expressly stated in this Amendment, all other terms and conditions of the Interim
Agreement remain in full force and effect as stated therein.
1. TERM
The term of the Interim Agreement is hereby extend as authorized by resolution of the City and the
District on or about June 3, 2015, and for an additional period of up to one year from July 1, 2016 to
June 30, 2017, subject to earlier termination as provided in paragraph 7.
3. CITY PAYMENT FOR SERVICES
I. MERGED SERVICES COSTS
For the provision of services under the Interim Agreement, the City shall pay an amount
based on the actual cost ("Merged Services Costs") for the expenses specified by line item
as detailed in the column labeled "increased cost from merged activity" in Exhibit
A to this amendment. The City will make a total of four payments to the District for
Merged Services Costs, each payment covering the services to be provided in the ensuing
three (3) months. The payment for Merged Services Costs will be based on four equal
payments of the total specified in Exhibit A for the 2016-2017 Fiscal Year with an adjustment
True -Up") made prior to the payment for the next three-month period based on the
actual costs incurred for the previous three months. At the conclusion or termination of the
Interim Agreement, a final true -up will be performed and a final reconciliation payment, if any,
will be made by or to the City. The City will make the first payment for Merged Services
Costs to the District within two (2) weeks of the Effective Date of this Second
Amendment. The remaining Merged Services Costs payments will be made no later than
30 days from the beginning of each subsequent three (3) month period to allow for the
Parties, through the Fire Chief, or his designee, and the City Manager, or his designee, to
True -Up the Merged Services Costs.
During the corresponding fiscal year and the Term of the Interim Agreement, the City of Ukiah
will continue to budget $435,590 in contractual services to pay Merged Services Costs. Any
unused funds will be allocated to improve the scope and level of services related to the Interim
Agreement, including personnel, equipment, and/or facilities.
II. COST OF FIRE CHIEF
As specified in the Interim Agreement, the City shall continue to contract with the
Hopland Fire District for administration services among the Hopland and Ukiah Valley Fire
Districts and Ukiah City Fire Department. The payment for the City's share of Fire Chief Services
in the total annual amount of $42,000 shall be made in equal monthly payments during the term of
the Interim Agreement.
III. COST CONTAINMENT REQUIREMENTS
a. Cost reviews. Each quarter the City Manager and Fire Chief shall conduct a review of the
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COU NO. 1314-198-A2
costs of the services provided by the District and City pursuant to this Agreement in an
effort to keep close track of fire protection and emergency medical costs. Where necessary
or advisable, District and/or City shall institute cost containment measures. Cost
containment measures may be made by the Fire Chief and/or City Manager when those
measures are within the authority delegated by their respective governing body. If the
authority has not been delegated, the Fire Chief and/or City Manager shall recommend
those measures to their respective governing body.
b. Reports. The Fire Chief shall prepare and submit to each Party's governing body a
written quarterly report detailing actual costs for the quarter. The report shall also
include:
A comparison of the quarter's expenses with previous quarters and with the budget;
A description of significant events during the quarter that impact the amount of
Merged Services Costs and the impact of those events on such costs;
The amount of sick leave, worker's compensation and overtime incurred or paid
during the quarter and the impact on staff availability;
The amount of actual and anticipated reimbursements from OES and
reimbursements for medical supplies, if any, from any private ambulance company;
and
The elapsed mileage from mileage logs for each fire engine or vehicle, showing the
amount of mileage driven from the last report and the total mileage of the vehicle.
IN WITNESS WHEREOF, the parties have entered this Agreement on the Effective Date.
UKIAH VALLEY FIRE PROTECTION DISTRICT CITY OF UKIAH
By:
Board Presid
Reviewed as to f•rm
Distridt Couns=I
2
By: 5, ,
Cit 4lanager
ATTEST:
City Clerk
Reviewed as to form:
City orney
UKIAH VALLEY FIRE DISTRICT Page 1 of 3
16/17 Budget 16/17 Budget Increase Cost
District Only with Merger merged activity
861011-REGULAR SALARIES $341,100.00 $489,569.00 $148,469.00 *increase to salary to make
1 Division Chief make equal with city
3 Captains personnel
2 FAE's
861012 - EXTRA HELP $5,000.00 $5,000.00 $0.00
360 HRS EXTRA HELP
1240 HRS SEASONAL HELP
861013 -OVERTIME $67,250.00 $89,000.00 $21,750.00 *due to salary increase
FSLA, EMERGENCY CALL-BACK
VACATON & SICK LEAVE COVERAGE
861014 STIPEND PROGRAM $0.00 $0.00 $0.00
861021 - RETIREMENT CONTRIB $118,821.00 $161,757.00 $42,936.00 *due to salary increase
DISTRICT & EMPLOYEE CONTRIB $121,800
DISTRICT UNFUND LIAB. CONTRIBUTION $33,957
DISTRICT 457 PLAN MATCH (5 emp x $100mo x 12mo)
5 emp x $50pp x 24pp's 6000
861022 - SOCIAL SECURITY 135500 (1012 & 1014) x 6.2%$7,658.00 $9,000.00 $1,342.00 *absorbing city volunteers
861023 - MEDICARE 686757 (1011, 1012, 1013, 1014) x 1.45%$3,579.00 $8,000.00 $4,421.00 *absorbing city volunteers
861030 - EMPLOYEE INSURANCE $88,000.00 $88,000.00 $0.00
LIFE, MEDICAL, DENTAL, VISION, EAP
861031 - UNEMPLOYMENT $6,882.00 $7,500.00 $618.00 *due to salary increase
861035 - WORKERS COMP $40,000.00 $45,000.00 $5,000.00 *due to salary increase
TOTAL SALARIES & BENEFITS $678,290.00 $902,826.00 $224,536.00
ATTACHMENT 1
UKIAH VALLEY FIRE DISTRICT Page 2 of 3
16/17 Budget 16/17 Budget Increased cost
District Only with Merger Merged activity
862050-CLOTHING & PERSONAL ITEMS $22,750.00 $22,750.00 $0.00
Career Personnel Uniform
Allowance $5,400.00
Vounteer T-shirt & hat $1,600.00
Measure B $15,750.00 **
862060 - COMMUNICATIONS $4,973.00 $6,000.00 $1,027.00 *for added personnel
MCC GAN & air card $1,620.00
AT&T $1,432.00
RespecTech $1,350.00
Misc (add'l lines, etc.)$1,598.00
862080 - FOOD $1,490.00 $2,000.00 $510.00 *for added personnel
862090 - HOUSEHOLD EXPENSE $3,060.00 $8,500.00 $5,440.00 *additional personnel
paper products, cleaning supplies
862101 - INSURANCE - GENERAL $33,500.00 $33,500.00 $0.00
GL, Prop, Auto, E&O
862120 - MAINT. EQUIPMENT
vehicles, portable equip $10,600.00 $20,000.00 $9,400.00 *additional equipment
862130 -MAINT. BLDGS & GRDS $14,778.00 $38,000.00 $23,222.00 *additional personnel
862140 - MEDICAL & DENTAL SUPPLIES $10,920.00 $28,000.00 $17,080.00 *increase due to
paramedic supplies
862150 - MEMBERSHIPS $4,668.00 $4,668.00 $0.00
FDAC 550
CFCA 258
Mendo. Co.Fire Chief Assn 210
CSDA 3650
862170 - OFFICE EXPENSE $3,120.00 $8,000.00 $4,880.00 *for added personnel
postage, office supplies
862181 - AUDITING $4,840.00 $4,840.00 $0.00
annual district audit
862183 - LEGAL SERVICES $3,000.00 $3,000.00 $0.00
District counsel as needed
862185 - MEDICAL SERVICES $1,068.00 $4,000.00 $2,932.00 *physicals for volunteers
per MOU and Volunteer Firefigther policy
862187 - EDUCATION & TRAINING $15,000.00 $15,000.00 $0.00 *increase in volunteers
General Fund $0.00
Measure B $15,000.00 **
862189 - PROFESSIONAL SVCS $89,800.00 $89,800.00 $0.00
Admin svcs contact $77,700.00
payroll services $3,100.00
sprinkler plan checks $600.00
SCI $8,400.00
862190 - PUBLICATIONS & LEGAL NOTICES $2,000.00 $2,000.00 $0.00
862200 - RENTS & LEASES OF EQUIPMENT $52,480.00 $53,480.00 $1,000.00 *increase for copier use
copier $2,000.00 *
Measure B
#6465 $32,738.00 **
#6463 $18,742.00 **
862220 - SMALL TOOLS $2,500.00 $5,000.00 $2,500.00 *increase to tool maint
equipment/tools less than $500 ea
862231 - ELECTION EXPENSE $0.00 $0.00 $0.00
862239 - SPEC. DEPT. EXP $4,542.00 $10,000.00 $5,458.00 *increase personnel
awards dinner, emp. Awards, Knox locks for re-sale, scheduling software
862250 - TRANSPORTATION & TRAVEL $14,850.00 $34,850.00 $20,000.00 *increase in call volume
fuel & mileage 30000
Volunteer reimb 15000
862260 - UTILITIES $9,360.00 $25,000.00 $10,000.00 *increase personnel
water, sewer, electricity, gas
TOTAL SERVICES & SUPPLIES $309,299.00 $418,388.00 $103,449.00
UKIAH VALLEY FIRE DISTRICT Page 3 of 3
16/17 Budget 16/17 Budget Increased cost
District Only with Merger Merged activity
863113 - PAYMENTS TO OTHER GOV'T AGENCIES $20,000.00 $20,000.00 $0.00
Property & special tax collection $17,500.00
LAFCO $2,200.00
Measure B $3,500.00 **
TOTAL OTHER CHARGES $20,000.00 $20,000.00 $0.00
864360 - FIXED ASSETS - STRUCTURES & IMPROVEMENTS $50,945.00 $50,945.00 $0.00
North station loan payment $1945.41 x 12 $23,345.00
Talmage station $2300.00 x 12 $27,600.00
864370 - FIXED ASSETS $28,961.00 $30,211.00 $1,250.00 *additional computers
computer replacement
Measure B
Pager & Portable Radios $5,000.00 **
SCBA equipment $15,000.00 **
Apparatus Upgrades $0.00 **
Fire Hose, Nozzles & Fittings $3,500.00 **
AED, Rescue Gear, etc $4,211.00 **
TOTAL FIXED ASSETS $79,906.00 $81,156.00 $1,250.00
Total Measure B $113,441.00
TOTAL APPROPRIATIONS $1,087,495.00 $1,422,370.00 $329,235.00 *needed for merged activity
16/17 PROPOSED BUDGET
821110 - CURRENT SECURED TAXES $287,638.00 $287,638.00
821120 - CURRENT UNSECURED TAXES $10,750.00 $10,750.00
821130 - SUPPLEMENTAL ROLL TAXES $1,983.00 $1,983.00
821210 - PRIOR SECURED $500.00 $500.00
821220 - PRIOR UNSECURED $551.00 $551.00
821300 - SPECIAL TAX $590,415.00 $590,415.00
11,457 units @ $50
861301 Measure "B" funds to be used only for equipment.PPE and Training $113,316.00 $113,316.00
821700 - HIGHWAY PROPERTY RENTAL $32.00 $32.00
824100 - INTEREST $843.00 $843.00
General Fund 550
transfer
825481 - HOMEOWNERS PROP TAX RELIEF $2,786.00 $2,786.00
825490 - STATE OTHER $0.00 $0.00
826175 - MITIGATION FEES $39,231.00 $39,231.00
826199 - EMERGENCY RESPONSE FEE $3,693.00 $3,693.00
827600 - OTHER SALES $608.00 $608.00
827700 - OTHER REVENUE $9,268.00 $9,268.00
Misc $9,268.00
City of Ukiah - Fire EMS fee $0.00 $0.00
SUBTOTAL REVENUE $1,061,614.00 $1,061,614.00
CHIEF'S Salary from City not included in budget