Meeting called to order at 7:01pm by Chair Sue Piper

Transcription

1 Wildfire Prevention Assessment District Citizens Advisory Committee Meeting Minutes for Thursday, February 18, 2016, 7:00 PM Trudeau Center, Skyline Blvd., Oakland CA (Wheel Chair Accessible) Committee Members in Attendance: Susan Piper, Chair (District 1) Doug Wong, Vice Chair (At Large) Lin Barron, Recording Secretary (District 4) Steve Hanson (District 1) Mike Petouhoff (District 4) Clint Johnson (District 6) Martin Matarrese (District 7) Vince Crudele, Vegetation Management Inspector Supervisor Present: Nayeli Maxson, District 4 Council Aide & Community Liaison OFD Personnel Chief Reed Anette Boulware, Program Analyst Meeting called to order at 7:01pm by Chair Sue Piper 1. APPROVAL OF WPAD DRAFT MEETING MINUTES FOR November 2015 The Board (M/S/P) approved the Draft WPAD Meeting Minutes from November 19, OPEN PUBLIC FORUM Barbara Goldenberg: brought in a Sierra Club brochure explaining the truth of the FEMA eucalyptus removal. She has extra copies to hand-out. Gordon Piper: member of local tree groups & statewide California Releaf Tree Network. Very concerned about the dying and dead trees in the hills. Good work being done by volunteers taking up the slack from Tree Services. We re not doing a good job managing our urban forest. Consider what we want our hills to look like in the future. Incorporate tree considerations and planning in the pending Vegetation Management Plan. OFD & Tree Services are too separate & don t seem to coordinate. Investigate other successful communities approach to urban forest management. He suggests the Board invite Urban Tree Forum to a WPAD meeting and offer to have WPAD reps attend their meetings. Gordon will send contact information. 3. REVIEW OF FINANCIALS a) Review of current February 2016 Financials as of Chair Piper asked what impact the rains will have on the vegetation management expense - OFD Supervisor Crudele: probably there will more expenses in vegetation management with accelerated growth - As of this report, vegetation management is over $100,000 - There are plenty of reserves to cover added expenses 1

2 The board (M/S/P) approved the Financials report as presented b) Review of Proposed Budget for next FY 16-17: there are budget reductions in vegetation management (- $200K), public outreach (- $20K), and chipping program (- $10K). In past budgets, funds for these line items have been generous. - Extra monies will be put towards District-wide Vegetation Management Plan, upping it to $935,326. (additionally there is $500,000 more available, held in General Fund, approved by Council encumbered for vegetation management & District Vegetation Management Plan) - WPAD always has the ability to shift funds within the budget as needed. - Includes the Program Analyst position & increased by $8, This budget zeroes out to $0 by end of June The board (M/S/P) approved the proposed Budget as presented The WPAD proposed Budget goes to the OFD as a part of the OFD department budget to be submitted for the Council s mid-cycle budget review. c) Program Analyst: the budget shows a line item for Program Analyst position to be extended to June 30, it is a full-time limited duration position (with overhead of salary & benefits) not permanent position The board (M/S/P) approved the June 2017 extension of the Program Analyst position as presented. 4. Public Works Tree Services: Guest presenter, Robert Zahn, Senior Supervisor, Tree Services, Public Works Contact info: rzahn@oaklandnet.com // phone (510) // 7101 Edgewater Dr., Oakland OPW Tree Services functions and protocols: - Staff of 15 employees: 2 high climbers, 10 trimmers, 2 inspectors, 1 admin assistant (staff reduced from over 100 employees with 6 crews in the 1970 s) - Emergency work only - Street trees, hills right of way trees City parks monitored by the gardeners & alert the department - Definition of a tree is usually a single trunk or stem - 1 st Priority P1 is Emergency basis-only: emergencies to abate hazards for pedestrians & maintain traffic flow - 2 nd Priority P2 is to deal with dead trees, hazardous trees, heavy limbs, tip-back branches - 3 crews of 2-4 people usually out every day; no aesthetic trimming - 1,500 Service Requests waiting: SeeClickFix is the best way to report a problem Number of Trees (2006 Tree Services estimate): - 46,642 official trees: streets & sidewalks - Tree between sidewalk & curb is considered an official (City) tree ,000 trees: right of way - Sierra Club s canopy survey: 24.7% of Oakland s area is covered by tree canopy (very good!) Discussion and Q&A with Mr. Zahn WPAD board members emphasized to Mr. Zahn that fire safety is the #1 priority in the hills - Branches blocking streets are Priority 1 2

3 - Tree Services and OFD overlap responsibilities: a private tree falls into the road cleared by Tree Services, but debris left behind. It is to be picked-up later. Service Reports are routed back to OFD; private residents complain to OFD. In the summer, the tree debris is a fire hazard and is high priority for OFD. (Mr. Zahn says to call him to take care of it.) - Responsible for defensible space for City buildings with regards to trees - Tree Services does not inform residents that it is their responsibility to clear remaining debris (and should notify instead OFD gets calls from residents) - Funding comes from LLAD with no COLA; as of 2008, Tree Services must use the 1994 budget. - Catch-22 in City and union rules (Local 1021) that disallows using WPAD funds to contract tree work. - Historic agreement (2008) not to challenge the union: OFD only lops branches up to 6ft - If the City s trees are within a residential defensible space zone of 30ft 100ft, it should be the City s responsibility to manage the trees. - City-owned properties exhibit tree problems that residents have been cited for. - OPW Building Services is responsible for removing pine needles off city property roofs. - Since 2008 there are on-call contractors to supplement Tree Services; this is where a discussion should go. Steve Hanson: said this discussion reveals the reasons to re-fund the District. Chair Piper: it would be helpful for the board to know what OPW is asking for in this mid-cycle budget review. - Suggests Mr. Zahn bring discuss these issues with an inter-departmental team. - As community members, citizens can also bring the issues to the Council and City. Chair Piper requested OFD Supervisor Crudele for future updates on progress with Tree Services. Oakland Tree Forum community group & another opportunity to be heard - meets every 3 rd Thursday morning 10-12, City Hall, Hearing room 4 5. FEMA & Vegetation Management Plan Schedule (report by Mike Petouhoff) Meeting Chief Reed, Assistant Administrator Daniel, Mike Petouhoff, and other City staff - GIS management tools are proceeding on a separate path - RFQ specifics were reviewed and discussed Chief Reed: a new policy was recently enacted after negotiations between the bargaining groups and the City - For any contract over $50,000, the bargaining unit must have a 30-day advance review and then have 10 days to appeal to say the contract is taking away jobs. The RFQ draft contract has already gone out to the bargaining unit Local 21 since January The CEQA has been determined to be one project, to include the Veg Management Plan and FEMA properties Chief Reed believes the contract is finalized, the review done, and it is already in the Contract Compliance Two WPAD board members were requested to serve on a Review committee for applications Chair Piper: proposed that Mike Petouhoff and Steve Hanson to sit on this Review committee Board (M/S/P) approved these appointments. 6. Letter to City re: Fire Prevention Bureau Inspectors (attached) Recommendation to Council for their mid-budget review: to hire more FTE Inspectors for mid-budget review - Provides a rationale, based on yearly FTE statistics since FY , to restore Inspector staffing back to the FY09-10 percentage (1%) of the total OFD staffing (see attached) Administrative recommendation: to have monthly tracking of open and filled positions. 3

4 Discussion Chair Piper: what is the schedule on the budget to know when to go before various committees? - Chair requested Carolyn Burgess, NCPC Chair District 1, to find out and to report back Board (M/S/A) approved this letter and for Chair Piper to send to Council. 7. Grant Request from Laura Rosenberg for Snake Rd properties (attached) Ms. Rosenberg described the goat-grazing project to the board time frame would start in April to finish in May - Assured that 20 days adequate for 6 properties with the whole goat herd (~1.5 acres) - These properties have defensible space zone that affects the uphill residences She hopes to show her neighborhood the success of this project to continue in the future. A Diablo FireSafe Council grant is also pending Grant request (M/S/A) approved by the board. 8. STAFF REPORT (attached) a) Vegetation Management Statistics Matrix - Some differences in Contracts numbers as there are a few projects pending - Supervisor Crudele has made changes in clearing, for contractors to pull broom not to cut it. - Volunteer work, WETA participants has shown pulling broom is successful b) High Fire Danger Sign installation for District 6 It has been installed! Huge media event with Channel 7, KCBS and The World Journal; local Fire Station engine! - On Mountain Blvd. and Seminary under the freeway(s) - WPAD Committee members, some Fire Prevention personnel, Councilmember Brooks. c) CalTrans, EBRPD Clearance - CalTrans working on Highway 13 towards Highway 24 - Temescal Park trees will be coming out when they have enough staff to do work Contracts: Two active roadside clearances: - Broom removal: 7700 block Skyline to 8000 block Elverton Blvd d) Review of Annual Mailer OFD inspection form has been changed re: Penalties for non-compliance Failure of your second inspection will result in a fine in accordance with the current Master Fee schedule. - Form is approved by Chief Reed - Supervisor Crudele, board member Clint Johnson, and former secretary Mary Thiessen will change mailer Mailer should be mailed-out around April 15th - Will be ready to present at next WPAD meeting e) Supervisor Crudele requests funding of up to $1,000 for trail signs to identify Oakland Fire Trails (those with yellow gates) - There is no budget in Fire Prevention Bureau for these - It s important to provide trail identification in case of fire or medical emergency. - These are to be correlated with booklets and topo maps to give other agencies for mutual aid. - $5,000 in this FY Budget for Signage ($903 spent on District 6 sign). 4

5 The board (M/S/P) approved spending up to $1,000 for Fire Trail identification signs. f) Volunteer/OFD Workdays (Martin Matarrese & Supervisor Crudele) March 19 th 9am 1pm Corner of Skyline at Joaquin Miller Rd approx. 1 acre only upslope, rocky north side - A much smaller project than last year s projects in Grass Valley Earth Day April 23 rd apartment complex near Campus & Keller, entrance to Leona Canyon - Huge canyon, used by hundreds of people year-round smokers & partiers too - Housing surrounds this canyon Dog Park in Joaquin Miller Park perhaps in May (7 th is National Wildfire Community Awareness Day!) - Broom very dense around the dog runs - Used by many people, smokers a civic area - Great location for a project Proposed sites for Pampas grass removal are to be contracted out (Escher Dr & Fire Station 24) ANNOUNCEMENTS May 1 st or 7th Oakland Fire Safe Council will dedicate the new Demonstration Garden (Sue Piper) Feb. 25 North Hills Public Safety NCPC meeting at Montclair Presbyterian Church (Carolyn Burgess) Brenda Roberts, City Auditor, has been invited to speak CalFire Marshall (?) [Ed Orrey (sp?)] has 18 newly-hired firefighters; he needs training opportunities for these employees; he wants to partner on projects, perhaps for the whole next year 9 person crews will be made available for areas adjacent to State-responsibility areas such as all along Skyline. [Barbara Goldenberg] ADJOURNMENT 9:15 pm 5

6 Wildfire Prevention Assessment District Fund Financial Status Report FY (July 1, June 30, 2016) Information listed below reflects payroll posted as of 01/28/16 & others as of 02/09/16 Prepared for February 2016 Committee Meeting Current Year (1) (2) (3) (4) = (2) + (3) (5) = (1) - (4) Adopted Budget Working Budget Last Reported Current Period Year-to-Date Remaining Balance Beginning Fund Balance 1,535,232 Note 1 2,378,209 Revenue Estimated FY Assessment Revenue/Delinquencies 0 0 3,590 3,590 (3,590) Transfer from City Allowance for Delinquencies Interest Earned/(Expense) 3,000 3,000 1, ,942 1,058 Current Year Revenue: 3,000 3,000 5, ,532 (2,532) Total Estimated Available Resource 1,538,232 2,381,209 Expenditures Services Goat Grazing Program (54911) 365, , ,000 Property Owner Chipping Program (54911) 50,000 50,000 17,178 1,410 18,588 31,412 Vegetation Management Program (54911) 450, ,000 71,078 7,780 78, ,142 Roving Fire Patrol Program (51000) 15,000 15, ,000 Support Services for Inspections Program (50000) 50,000 50,000 48,528 48,528 1,472 Public Outreach (53611 & 54711) 45,000 45, ,945 Services Sub-total 975, , ,839 9, , ,970 District Administration Annual Audit (54111) 22,810 22, ,810 City Staff/Board Expenses (51000 & & 55000) 2,000 2,000 1,432 Note , County Administrative Fee (54924) Assessment Engineering (54411) Contract & Finance Management Support (51000) 116, ,478 54,707 Note 3 8,576 63,282 53,196 District Administration Sub-total: 141, ,288 56,139 8,812 64,951 76,337 Designated Reserves Chabot Space & Science Center Wildfire Prevention 200, , ,382 District Wide Vegetation Management Plan 194, , ,148 FEMA Grant Matching 300, ,000 Grant Matching Program 20,000 85,000 Note 4 1,250 1,250 83,750 Signage - Fire Danger/Others 5, ,097 Designated Reserves Sub-total: 414, , ,250 2, ,377 Sub-Total: 1,530,436 1,918, ,881 19, ,133 1,705,685 Estimated Contributions to/(from) Fund Balance: 7, ,391 Notes: (1) Beginning fund balance includes Designated Reserves: Chabot Space & Science Center $218,382, District Wide Vegetation Management Plan $194,148, FEMA Grant Matching $300K, Grant Matching Program $85K and Signage-Fire Danger/Others $5K. Beginning fund balance that is available: $2,378,209 (Unaudited). (2) Facilities monthly charge was billed $236 for January (3) $8,576 - staff salary from Dec. 01, 2015 through Jan. 28, (4) $1,250 - Grant matching for tree work, weeds and grass removal.

7 Wildfire Prevention Assessment District Fund Financial Status Report FY (July 1, June 30, 2015) Information listed below reflects payroll posted as of 06/30/15 & others as of 02/08/16 Prepared for February 2016 Committee Meeting Last Year (1) (2) (3) (4) = (2) + (3) (5) = (1) - (4) Adopted Budget Working Budget Last Reported Current Period Year-to-Date Remaining Balance Beginning Fund Balance 1,831,220 Note 1 2,912,574 Revenue Estimated FY Assessment Revenue/Delinquencies ,846 55,846 (55,846) Transfer from City Allowance for Delinquencies Interest Earned/(Expense) 2,500 2,500 8,100 8,100 (5,600) Current Year Revenue: 2,500 2,500 63,946-63,946 (61,446) Total Estimated Available Resource 1,833,720 2,915,074 Expenditures Services Goat Grazing Program (54911) 365, , , , ,540 Property Owner Chipping Program (54911) 50,000 50,000 43,505 43,505 6,495 Vegetation Management Program (54911) 900, ,000 73,326 73, ,674 Roving Fire Patrol Program (51000) 15,000 15,000 1,241 1,241 13,759 Support Services for Inspections Program (50000) 50,000 50,000 50,000 50,000 0 Public Outreach (53611 & 54711) 50,000 50,000 22,609 22,609 27,391 Services Sub-total 1,430,000 1,430, , , ,859 District Administration Annual Audit (54111) 22,145 22,145 22,810 22,810 (665) City Staff/Board Expenses (51000 & & 55000) 2,000 2,000 2,564 2,564 (564) County Administrative Fee (54924) Assessment Engineering (54411) Contract & Finance Management Support (51000) 132, , ,000 Performance Review (53719) Ecologist/Botanist - Contract (54919) 35,000 35, ,000 District Administration Sub-total: 191, ,145 25,374-25, ,771 Designated Reserves Chabot Space & Science Center Wildfire Prevention 0 156, , ,796 18,382 FEMA Grant Matching 0 300, ,000 Grant Matching Program 70,000 70,000 5,000 5,000 65,000 Signage - Fire Danger/Others 5,000 5, ,000 Skyline Median Project 0 172, ,360 Designated Reserves Sub-total: 75, , , , ,742 Sub-Total: 1,696,145 2,324, , ,311 1,726,372 Estimated Contributions to/(from) Fund Balance: 137, ,391 Note: (1) The adjusted beginning fund balance that is available: $2,912,574. This includes additional revenue received in August 2014 and posted for FY13-14 in the amount of $25,883; Designated Reserves: Chabot Space & Science Center $156,178, FEMA grant Match $300K, grant Matching Program $70K, Signage-Fire Danger/Others $5K and Skyline Median $172,360. (2) Ending fund balance that is available: $2,378,209.

8 Wildfire Prevention Assessment District FY Proposed Budget Worksheet FY (July 1, June 30, 2017) Prepared for March 2016 Ad-hoc Budget Meeting Committee Meeting FY (1) (4) = (2) + (3) Estimated Estimated FY Adopted Budget Working Budget Year-to-Date as of 1/13/16 Rev & Exp 1/14/16 to 6/30/16 Expenditures 06/30/16 WPAD Proposed Budget Comments Beginning Fund Balance 1,535,232 Note 1 2,378,209 2,378,209 2,378,209 a Revenue Estimated FY Assessment Revenue/Delinquencies 0 0 3,590 3,590 3,590 b Transfer from City Allowance for Delinquencies Interest Earned/(Expense) 3,000 3,000 1,466 2,520 3,986 3,986 c Current Year Revenue: 3,000 3,000 5,055 2,520 7,575 7,575 Total Estimated Available Resource 1,538,232 2,381,209 5,055 2,520 2,385,785 2,385,784 Expenditures Services Goat Grazing Program (54911) 365, , ,000 d Property Owner Chipping Program (54911) 50,000 50,000 17,178 17,178 40,000 e Vegetation Management Program (54911) 450, ,000 71,078 71, ,000 f Roving Fire Patrol Program (51000) 15,000 15, ,000 g Support Services for Inspections Program (50000) 50,000 50,000 48,528 48,528 50,000 h Public Outreach (53611 & 54711) 45,000 45, ,000 i Services Sub-total 975, , , , ,000 District Administration Annual Audit (54111) 22,810 22, ,810 j City Staff/Board Expenses (51000 & & 55000) 2,000 2,000 1,432 1,432 2,000 k County Administrative Fee (54924) l Assessment Engineering (54411) m Contract & Finance Management Support (51000) 116, ,478 54,707 69, , ,000 n Program Analyst II 66,267 District Administration Sub-total: 141, ,288 56,139 69, , ,077 Designated Reserves Chabot Space & Science Center Wildfire Prevention 200, , ,381 o * District Wide Vegetation Management Plan 194, , ,326 p FEMA Grant Matching 300, ,000 q Grant Matching Program 20,000 85,000 1,250 1,250 20,000 r Signage - Fire Danger/Others 5, ,971 4,874 1,000 s Designated Reserves Sub-total: 414, , ,221 6,124 1,474,707 0 Sub-Total: 1,530,436 1,918, ,881 74, ,781 2,385,784 Notes: a b c d j p q r Estimated Contributions to/(from) Fund Balance: 7,796 (188,826) (72,380) 2,117, ,000 (365,000) Beginning fund balance includes Designated Reserves: Chabot Space & Science Center $218,382, District Wide Vegetation Management Plan $194,148, FEMA Grant Matching $300K, Grant Matching Program $85K and Signage-Fire Danger/Others $5K. Beginning fund balance that is available: $2,378,209 (Unaudited). collection for delinquencies from prior years. Three P-T office assistants pay staff salary Additional $500,000 from general fund to help pay for vegetation management plan

9 CITY OF OAKLAND M FRANK H. OGAWA PLAZA 3RD FLOOR. OAKLAND, CALIFORNIA Fire Department Fire Prevention Bureau Office of the Fire Marshal (510) FAX: (510) TTY/TDD: (510) February 18, 2016 Vegetation Management Unit Staff Report WPAD Board Members, Fire Suppression District Inspector Staffing; Vegetation Management Supervisor - Vincent Crudele (FT) Fire Suppression District 1 - Vacant (TPT) Fire Suppression District 2 - Vacant (TPT) Fire Suppression District 3 David Davis (FT) Fire Suppression District 4 - Manuel Pinto (FT) Fire Suppression District 5 Trevor Tyler (TPT) Program Analyst II TPT Administrative Staff - Anette Boulware (LDE) - Vacant (TPT) High Fire Danger Sign: Congratulation the sign has been installed!!!! Our new sign is at the intersection of Mountain Blvd and Calaveras Ave. It will be adjusted to indicate the level of fire danger by Fire Station 17. Thank You Council Member Brooks. CALTRANS: The CALTRANS teams have been removing dead trees and vegetation at NB Hwy 13 at Broadway Terrace. They continue to work as weather permits. Lake Temescal: EBRP- The park maintenance has been made aware of the dead trees and will be addressing their removal sometime in the near future prior to fire season. As of today the work has not begun. El Nino rains and impact on WPAD activities: We have two contracts for roadside clearance currently active. Broom pulling projects are scheduled for Skyline Blvd.in the 7700 block and near Elverton Dr. to Diablo Dr. This work should be completed within the next 2 weeks. Timeline for 2016 Inspections review of annual mailer: We plan to address this with WPAD input in the following weeks. Volunteer/OFD Workday's: * Saturday March 19th at Joaquin Park, please see attached maps (Thank You Martin) Saturday, April 23rd Earth Day EBRP/City/County Leone Regional Open Space Parking Lot - Campus Drive at Keller Ave. (Please see map handout page 1) Date: TBA- Joaquin Miller Park, Dog parks (Please see map handout page 2)

10 Wildfire Prevention Assessment District Matrix February 2016 Inspections RESIDENTIAL (Private Property) Compliant (In 1* inspection) Non- Coinpiiant Vacant Lot City Parcel Resolution needed # of Acres Abated 18,786 1,330 3, ,394* Private Properties City Properties Vacant Properties Commercial Properties 1st Inspection 2nd Inspection Abatement Completed %.. % % # passed # passed # passed 20,116 93% 1,330 92% 4 99% % 42 90% 11 78% 3,389 50% 1,694 1% 2 99% Resolution Pending Only by Fire Code Unit via annual building inspection and engine companies. Comments S100K to use from General Fund. 33 cleared by roadside (see below). Landlocked- not near structure or a source of ignition. Low priority. Vegetation Contracts (Contracted open space clearance) Type # Location $S$ Debris piles/ Chipping 1 Throughout WPAD (January 2016) $ Right of Way 2 Feb Skyline- Broom Pulling $4, Elverton Dr. to Diablo Dr. on Skyline - Broom Pulling $,4, Private Property Abatement 0 Goat Grazing 1,394 acres Completed Season Processing Roadside Clearance May 01, Feb 18, Contracts $102, st quarter focus - broom pulling, constant screening for appropriate sites based on weather and terrain._ Thank you,- *1,394 only include goat grazed acres. c- Vincent Crudele Supervisor VMU Office vcrudele@oaklandnet.com

11 WPAD Application Form - March 2, 2015 revised Contractors will be hired directly by property owners with Wildfire Protection Assessment District (WPAD) funds augmenting private property owner contributions. The Vegetation Management Unit of the Oakland Fire Department has a list of Contractors to aid property owners with selection and scoping of project work. Contractors and homeowners will not contract directly with the Wildfire Protection Assessment District. The City of Oakland Fire Department will pay directly to the contractors a portion of project costs up to $5,000 per project. To have your project considered for funding please complete the following information: 1. Designated Project Coordinator: S. _ Phone: (Daytime) (Cell) Evening) 5(& Sto.'frffy. .rDS>eAejÿ 2. Neighborhood/ Street Names: OWF'ttl'OW'OO 3. Project Address: APN: l QOHPAJL tf-j IIs/Snohr /load_ 4. Number of households or volunteers involved (minimum 5):_jS C*t<ZF-j3ll-Oli>' Names and address of household or volunteers involved (attach an additional sheet if necessary): Snatefid* : 2. <Sm & cl» taafk. Gainer /Sridcÿe Group j cun _ 3. (PSI6 UW* ScKmjcf Kml\j 7?u< 4. uideveloped ftorc& l: VaUtd Bch&'b gutter g/&eyo) 5. ft633 hmkz&lh BSM&C& SkuMj Snell fjftan+fhhriaclakaÿel1 epeattors) U e. 7. rrmf he able jp add 0ÿ65 Snafe M* omrfjfa e rproj&&&\ The Wildfire Assessment District is not obligated to provide services and is not liable for its failure to provide services, nor for the performances of services under this program. Page 3

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15 February 19, 2016 Mayor Libby Schaaf City of Oakland 1 Frank Ogawa Plaza Oakland, CA Dear Mayor Schaaf: This letter is to request that the mid- year budget update address the urgent need to restore part time vegetation management inspectors to full time inspectors at a baseline level established in FY The Advisory Committee of the Wildfire Prevention Assessment District believes this is critical to address the fact that wildfire prevention is the primary public safety issue in the Oakland hills. A baseline level of staffing was established in FY and FY with 6 full- time FTE s in the Oakland Fire Department (OFD). A dramatic budget cut in FY11-12 made a disproportionate FTE reduction of 42%, with even further impact resulting from this reduced FTE being converted to mostly part time inspectors to save the cost of personnel benefits (see attached). To address the understaffing and challenges that result from part- time positions, we recommend restoring the 6 full- time FTE to be comprised of one full- time Vegetation Management Supervisor, and 5 full- time Inspectors. This would mean converting the current 1.5 FTE of part- time inspectors to 3 full- time FTE s. We have observed many interrelated problems resulting from part- time inspectors: Continuity. A Fire Inspector s year- to- year experience and familiarity with the expansive District terrain are invaluable; continuity and historic knowledge are critical to be effective. The District is an extensive wildland- urban expanse of public and private properties that present unique wildfire risks, liabilities and management complexities. Part- time positions imply constantly starting over on

16 the learning curve, without the benefit of seeing even one full annual cycle. We ve seen the adverse impact of lack of continuity. The work is year- round, in any case. The nature of wildfire prevention work is actually year- round. In fact, some types of clearance work are best, most safely and effectively done in winter, such as removing trees or pulling by the roots, when the soil is moist and the plants are smaller. The Oakland hills continue to suffer from the impact of multiple years of drought, with dead and dying trees that even this year s much needed rains will not restore to health. Changing climate makes it clear that fire season is actually year- round. But most importantly, much of the management work needs to be done in the off season, such as planning, CEQA review, engagement with the public, learning from prior years work, and improving management systems to address lessons learned, so as to be ready for a brisk work pace in the high fire season. These are the areas we ve seen to be most lacking. The first priority of the Wildfire Prevention District is to oversee vegetation management on all public parcels in the District, not for residential inspections. However one duty of the inspectors has been to coordinate with the fire companies who conduct private parcel inspections. This work needs to be done pre- season so the inspections can be timely. Full- time inspectors can do this more effectively than part- time staff. The inspectors also need to coordinate with other city departments, such as Public Works (PWA) for tree removal and clearance of parcels under PWA responsibility. The stature of a full- time employee with time to coordinate year- round, and build relationships and procedures over the years, can make work in these areas more effective. Human Resource impacts. Jobs without benefits or longevity lead to retention challenges. The day part- time inspectors report for duty, they know they will be terminated in 6 months. Hiring part- time temporary staff also requires extensive orientation and training each year. Plus, interviews and the hiring process take up the permanent inspectors time just as they need to be preparing for the high fire season. Temporary staff Inspectors typically leave for full- time job security. Hires intended for the high season often start after the fire season is almost over. The cycle with new part- time staff is repeated each year: wasting time, increasing inefficiency and jeopardizing public safety. In addition to staffing levels, we recommend establishing a system to create visibility and tracking for vegetation management staffing. We have seen vacancies for authorized positions go unfilled for more than a year. We also have seen the impact from the fact that much of the OFD staffing levels are protected by Union MOU s. For example, Local 55 MOU Article 4.2 Staffing, provides required staffing levels for Fire Companies, which are off bounds for cuts. The result is that what might otherwise be a modest across the board cut within OFD translates into an extraordinarily deeper cut for areas not protected, like vegetation management. For

17 example the 42% cuts mentioned above in FY11-12 were disproportionate to the city- wide, or OFD- wide reductions for this reason. A similar dynamic could apply to hiring authorizations even once budgets are approved. We recognize that City leaders must find a balance among high priority needs with Oakland s limited resources, but we suggest providing visibility, as to these particular vegetation management staffing levels, both during the budget process and also to ensure hiring and staffing keeps up with authorized levels. We ask that City leaders seriously consider the following recommended actions as you approve adjustments to the Mid- cycle budget: Restore the 6 full- time FTE from FY baseline to be comprised of one full- time Vegetation Management Supervisor, and 5 full- time Inspectors. This would mean converting the current 1.5 FTE of part- time inspectors to 3 full - time FTE s. We also request that OFD initiate a monthly report to the WPAD and the Public Safety Committee of actual inspector staffing to support vegetation management compared to authorized levels for the prior month, starting with a report in April 2016 for March 2016, to create a transparent monitoring system to avoid the delays in filling positions that we have seen in the past. We appreciate your full consideration of this critical situation. Sincerely, Sue Piper Chair Wildfire Prevention Assessment District Cc: Councilmember Dan Kalb Councilmember Annie Campbell- Washington Councilmember Desley Brooks Councilmember Larry Reid Councilmember Rebecca Kaplan City Administrator Sabrina Landreth Fire Chief Teresa Deloach Reed Members, WPAD Advisory Committee

18 Vegetation Management Staffing Year Vegetation Management Supervisor (full time) Fire Suppression District Inspector (full time) Fire Suppression District Inspector (part time) Total FTE for Vegetation Management % of FY09-10 baseline VM staffing Total OFD Staffing VM Inspector staffing as a % of OFD total staffing Requested for FY % 1% FY % % FY % % FY % % FY % % FY % % FY % % FY % % The old adage is "an ounce of prevention " In this case we are asking for allocating about 1% to this fire prevention function. The FY cuts were disproportionate We need to restore the 6 FTE baseline from FY 09-10

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