REGULAR SESSION. A. Approval Regular Board Meeting Minutes (January 22, 2019) 5 VII. CORRESPONDENCE 22

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1 I. CALL TO ORDER BOARD OF DIRECTORS MEETING AGENDA TVF&R Command and Business Operations Center SW 70 th Avenue, Tigard, Oregon Tuesday, February 26, :00 P.M. REGULAR SESSION II. CONSENT AGENDA * The items on the Consent Agenda are considered routine and will all be adopted in one motion unless a Board member or person in the audience requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Board President will indicate when it will be discussed in the regular agenda. A. Approval Regular Board Meeting Minutes (January 22, 2019) 5 III. IV. RECOGNITION CITIZEN PARTICIPATION V. STAFF PRESENTATION A. Economic Development Tools Cassandra Ulven VI. FINANCE REPORT A. Finance Report (January 2019) Debra Grabler B. Capital Project Expenditure Summary Debra Grabler VII. CORRESPONDENCE 22 VIII. OLD BUSINESS A. Board Policy Section 7 (Operations) Second Reading Kenny Frentress * 25 IX. NEW BUSINESS A. Civil Service Commissioner Reappointments: Donna Fowler, Jim Main Mark Havener * 45 X. CHIEF S REPORT A. Capital Project Update B. Outstanding Employee of the Quarter ( th Quarter) C. American Legion Firefighter of the Year D. Legislative Update

2 E. Events Community Events Washington County Joint Fire District Dinner March 7, 6:30 P.M. Budget Committee Workshop March 14, 6:00 P.M. XI. DIRECTOR S REPORT A. Special Districts Association of Oregon Conference Recap XII. ITEMS NOT LISTED ON THE AGENDA EXECUTIVE SESSION Tualatin Valley Fire & Rescue will hold an Executive Session immediately following the regular session pursuant to ORS (2)(f) to consider information or records that are exempt by law from public inspection under ORS (1), which are communications within a public body of an advisory nature that covers other than purely factual materials and is preliminary to a final agency determination of policy or action. Pursuant to ORS (4), representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session as previously announced. * Requires Action

3 CALL TO ORDER 3

4 CONSENT AGENDA 4

5 Tualatin Valley Fire and Rescue Board of Directors Meeting Minutes Tuesday, January 22, 2018 TVF&R Command and Business Operations Center SW 70 th Avenue, Tigard, OR ATTENDANCE Board Members: Brian Clopton, Gordon Hovies, Randy Lauer, and Bob Wyffels Excused Absence: Clark Balfour Others present: Mark Charleston, Mike Duyck, Patrick Fale, Steve Forster, Kenny Frentress, Debra Grabler, Les Hallman, Claire Havener, Mark Havener, Laura Hitt, Allen Kennedy, Greg Ladrow, Ashley Naught, Lucy Shipley, Cassandra Ulven, Brent VanKeulen, Deric Weiss, and Eric Wicks TVF&R; Bob Blackmore Attorney; Don Haynes Guest REGULAR SESSION CALL TO ORDER Vice President Lauer called the regular meeting to order at 6:02 p.m. CONSENT AGENDA Director Wyffels moved, seconded by Director Hovies, to approve the Consent Agenda. Motion carried unanimously by those present. RECOGNITION Government Finance Officers Association Distinguished Budget Presentation Award. Assistant Chief Deric Weiss said this is the 32 year that the finance department has earned the Government Finance Officers Association Distinguished Budget Presentation Award. The Board thanked Chief Financial Officer Debra Grabler and the finance team for their fantastic work on the budget. CITIZEN PARTICIPATION None. STAFF PRESENTATION Antique Fire Engine Video. A video story produced by TVF&R media was shown regarding the donation of the American LaFrance fire engine to Paris, Tennessee. 5

6 Board of Directors Meeting January 22, 2019 Page 2 FINANCE REPORT Finance Report (December 2018). Chief Financial Officer Debra Grabler reviewed the finance report for the period ending December 31, She reported that: The District is halfway through the fiscal year. Revenue is slightly ahead of where it was last year, due to the Comcast settlement. Personnel Services is running consistent with last year. Materials and Services is also very consistent. Charges for Services is running differently due to no longer having the Newberg contract, and conflagration billing is less than last year. Insurance for premiums due have been paid, which shows in the Finance Directorate. The Integrated Operations budget has been impacted by the overtime for wildland deployments. The Staffing for Adequate Fire and Emergency Response (SAFER) Grant has ended. There was a decline in the LOSAP fund due to a poor market in December, but nothing to be concerned about. Capital Project Expenditure Summary. CFO Grabler said incumbrances for the logistics building and architectural design has not yet been processed, but will be processed next month. Quarterly Investment Report. CFO Grabler said the District keeps the maximum amount possible in the local government investment pool with the remaining in the ultra-safe jumbo money market. CORRESPONDENCE Noted. OLD BUSINESS None. NEW BUSINESS Resolution Authorizing Levy Renewal. Public Affairs Chief Cassandra Ulven said TVF&R voters first approved a 25-cent local option levy in 2000 and renewed it in 2004 and In 2014, voters approved a replacement levy with a tax rate of 45 cents per $1,000 assessed valuation. The current levy provides 22 percent of TVF&R s funding and will expire in The attached resolution proposes placing a measure on the ballot to renew the current levy for five more years at the same tax rate of 45 cents per $1,000 of assessed value. If the levy passes, levy funds will maintain at least 92 firefighter and paramedic positions, 6

7 Board of Directors Meeting January 22, 2019 Page 3 NEW BUSINESS (continued) as well as other staff positions that support Fire District operations. Proceeds will also be used to purchase land for future fire stations, fire hose, firefighting tools, and medical equipment. If the levy is not renewed before June 2020, reductions in staffing and operations will be required. For a property assessed at $300,000, about the average in TVF&R s service area, the cost of the levy would be approximately $135 per year or about $11.25 per month. The Board discussed the Resolution with staff regarding levy rates and historical information and voter statistics. Director Hovies moved, seconded by Director Wyffels, to adopt Resolution Authorizing Levy Renewal, and direct staff to file a caption, question, summary and explanatory statement with the Washington County Elections Division for the purpose of placing a local option levy renewal on the May 21, 2019, ballot. Motion carried unanimously by those present. Board Policy Section 7 (Operations). Provisional Assistant Chief Kenny Frentress said consistent with practice, staff has reviewed Board Policy Section 7 (Operations) and does not recommend any changes to the current policy. Director Hovies moved, seconded by Director Clopton, to approve the first reading of Board Policy Section 7 (Operations) by title only. Motion carried unanimously by those present. Ashley Naught gave the First Reading of Board Policy Section 7 (Operations), by title only. Apparatus Purchase: Two Pierce Quantum Pumpers. Logistics Chief Mark Charleston and Contract Manager Eric Wicks said the District plans to purchase two Quantum Pumper NH735 fire apparatus as part of the long-term Fleet capital replacement plan. Pierce Manufacturing was awarded a contract for the sale of pumpers to public agencies by the nonprofit cooperative procurement organization called NPPGov/Fire Rescue GPO. The District is a member of the Fire Rescue GPO program and may purchase the pumpers from Pierce Manufacturing pursuant to the rules for Interstate Cooperative Contracting under Oregon Administrative Rules Chapter 137 Division 46. Discussion ensued regarding pumpers, and if the pumpers would be additions or replacements. The pumpers are additions. Director Wyffels moved, seconded by Director Hovies, to allow the Fire Chief or his designee to enter into a purchase contract with Pierce Manufacturing as recommended. Motion carried unanimously by those present. Vehicle Purchase: Five Ford F-150 Trucks. Chief Charleston and Contract Manager Wicks said the District plans to purchase five 2019 Ford F-150 XLT super crew cab 7

8 Board of Directors Meeting January 22, 2019 Page 4 NEW BUSINESS (continued) trucks for deputy fire marshal deployment. The District is utilizing the State of Oregon cooperative price agreement #5550 awarded to Landmark Ford for $34, each, totaling $173, Discussion ensued regarding details of the trucks. Director Wyffels moved, seconded by Director Hovies, to authorize the Fire Chief or his designee to purchase the vehicles as recommended. Motion carried unanimously by those present. FIRE CHIEF S REPORT Capital Project Update. Assistant Chief Mark Havener said Station 39 construction is moving along well. The District s new logistics facility will have a new name moving forward and will be referred to as the Logistics Service Center. Legislative Update. Chief Duyck said he has been keeping the Board up to date with the most recent information on legislation and bill tracking. Assistant Chief Les Hallman provided an overview of current legislation. Hot topics include education, Medicaid, paid family leave, affordable housing, gun control, Public Employees Retirement System reform, banning plastic bags and straws, school safety, and possible sin taxes on alcohol and tobacco. The District will sponsor House Bill 2780, which focuses on the use of unmanned aircraft systems as a tool to assist crews. The Oregon Fire Chiefs Association has made two bills their priority, House Bill 2620, which deals with the regulations of ambulance service areas, and House Bill This bill addresses public safety entities that do any kind of advertising either on their website or in printed materials, anything that is put out that lists phone numbers, it must be made clear that if there is an emergency, people must dial 911. The last bill discussed was Senate Bill 313, which is an urban renewal plan. Discussion ensued regarding the current legislation. There will be another update at the February Board meeting. Events: The Community Events report was distributed. Budget Committee Workshop March 14, 6:00 p.m. DIRECTOR S REPORT Director Hovies said he wanted to thank the crew at Station 66, who went above and beyond with customer service to some TVF&R residents. Director Wyffels said he attended a Washington County Consolidated Communications Agency meeting in December that provided some end-of-year updates. 8

9 Board of Directors Meeting January 22, 2019 Page 5 ITEMS NOT LISTED ON THE AGENDA Director Hovies said he would like a status report on safety and security in the District. Discussion ensued, and Chief Duyck said there would be more information to come. ADJOURNMENT Director Wyffels moved, seconded by Director Hovies, to adjourn the Board meeting. Motion carried unanimously by those present. There being no further business to come before the Board, Vice President Lauer adjourned the Board meeting at 7:12 p.m. APPROVED on February 26, 2019 Gordon L. Hovies, Secretary/Treasurer Minutes recorded & prepared by Ashley Naught 9

10 RECOGNITION 10

11 CITIZEN PARTICIPATION 11

12 STAFF PRESENTATION 12

13 FINANCE REPORT 13

14 Tualatin Valley Fire and Rescue for the Period Ending 01/31/ % Percent Revenue to Budget by Month General Fund (three year comparison) 100.0% 80.0% 60.0% 40.0% 20.0% 0.0% Jul Aug Sep Oct Nov Dec Jan % 1.3% 2.2% 3.5% 87.1% 90.8% 92.4% % 1.2% 1.9% 2.9% 90.9% 95.7% 97.2% % 0.8% 3.2% 4.1% 83.5% 98.1% 99.0% 100.0% 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Percent Personnel Services to Budget by Month General Fund (three year comparison) Jul Aug Sep Oct Nov Dec Jan % 16.9% 24.6% 32.2% 39.7% 47.6% 54.8% % 17.3% 25.4% 33.4% 40.9% 48.9% 56.3% % 18.2% 25.8% 33.2% 41.0% 48.4% 55.9% End-of-Month FTE Count End-of-Month Payroll $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 2,230,107 2,475,643 2,561, $500, /31/ /31/ /31/2019 Union Nonunion $0 01/31/ /31/ /31/2019 Nonunion 396, , ,493 Union 1,834,024 2,052,417 2,109,711 14

15 Tualatin Valley Fire and Rescue for the Period Ending 01/31/ % 90.0% 80.0% 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% Percent Materials and Services to Budget by Month General Fund (three year comparison) Jul Aug Sep Oct Nov Dec Jan % 13.2% 18.4% 27.8% 32.9% 38.3% 50.2% % 14.4% 19.7% 29.0% 33.0% 38.2% 50.7% % 15.0% 20.2% 28.0% 33.1% 38.4% 50.6% $120,000,000 $100,000,000 $80,000,000 $60,000,000 $40,000,000 $20,000,000 Ending Fund Balance by Month General Fund (three year comparison) $0 Jul Aug Sep Oct Nov Dec Jan Revenues, Expenditures and Ending Fund Balance by Month General Fund $140,000,000 $120,000,000 $100,000,000 $80,000,000 $60,000,000 $40,000,000 $20,000,000 $0 Jul Aug Sep Oct Nov Dec Jan Revenues Expenditures Ending Fund Balance 15

16 TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended January 31 Benchmark: 58.33% Original Budget Y-T-D Actual Variance with Budget Positive (Negative) Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget Sources of Funds Beginning Fund Balance $ 43,230,735 $ 45,926,062 $ 2,695, % $ 42,821, % Property Tax Current 113,094, ,342,569 (3,752,073) 96.68% 99,149, % Property Tax-Prior Years 1,176,615 2,759,692 (1) 1,583, % 502, % Tax In Lieu Of Property Tax 7,302 13,218 5, % 86, % Forest Revenue - 115, , % % Interest Revenue 229, , , % 238, % Charges for Services 3,087,205 3,621,207 (2) 534, % 6,615, % Rental Revenue 75,600 41,331 (34,269) 54.67% 53, % Insurance Refunds 403, ,852 (3,636) 99.10% 403, % Other Revenue 215, ,730 (3) 73, % 260, % Total Revenues 118,289, ,049,413 (1,240,477) 98.95% 107,309, % Total Available Resources $ 161,520,625 $ 162,975,475 $ 1,454, % $ 150,131, % Uses of Funds Personnel Services $ 106,556,106 $ 59,515,976 $ 47,040, % $ 55,982, % Materials & Services 14,107,662 7,137,063 6,970, % 6,891, % Transfer To Other Funds 5,115,891 4,937, , % 6,280, % Contingency 4,936,693-4,936, % % Total Expenditures 130,716,352 71,590,352 59,126, % 69,153, % Ending Fund Balance $ 30,804,273 $ 91,385,123 $ 60,580, % $ 80,977, % (1) Includes a one-time Comcast property tax settlement of approximately $2.2 million. (2) Includes: Newberg Agreement: - $1,964K Newberg Transport: $1,192K $1,311K Other Medical Transport: $739K $617K Conflagration Deployment Claims: $1,548K $3,324K Uncollected Conflagration Claims: $1,110K (3) Washington County Gainshare revenue of $101K, and Intel SIP revenue of $24K. 16

17 Benchmark: 58.33% TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended January 31 Original Budget Command Directorate Personnel Services Board of Directors $ 500 $ % $ % Civil Service 156,202 86, % 53, % Fire Chief's Office 3,709,885 2,174,424 (1) 58.61% 2,016, % Total 3,866,587 2,260, % 2,069, % Y-T-D Actual Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget Materials and Services Board of Directors 422,950 13, % 12, % Civil Service 39,003 21, % 18, % Fire Chief's Office 1,577, , % 752, % Total 2,039, , % 783, % Total Command Directorate $ 5,906,007 $ 2,921, % $ 2,853, % Business Operations Directorate Personnel Services Human Resources $ 1,357,801 $ 782, % $ 735, % Emergency Management 195, , % 106, % Logistics Administration 414, , % 225, % Fleet Maintenance 1,646, , % 886, % Facilities Maintenance 1,180, , % 614, % Information Technology 1,070, , % 571, % Communications 534, , % 267, % Supply 721, ,646 (2) 61.46% 366, % Media Services 329, , % 183, % Occupational Health and Wellness 645, , % 342, % Total 8,096,987 4,454, % 4,301, % Materials and Services Human Resources 231,869 51, % 45, % Emergency Management 28,281 21,248 (3) 75.13% 19, % Logistics Administration 53,778 5, % 6, % Fleet Maintenance 1,186, , % 636, % Facilities Maintenance 177,185 56, % 81, % Information Technology 1,451, ,275 (4) 59.62% 749, % Communications 2,742,949 1,889,581 (5) 68.89% 1,882, % Supply 231,161 59, % 79, % Media Services 34,153 5, % 7, % Occupational Health and Wellness 434, , % 74, % Total 6,572,326 3,842, % 3,581, % Total Business Operations Directorate $ 14,669,313 $ 8,296, % $ 7,883, % (1) Conflagration OT and roll-ups. (2) Includes vacation sold at retirement. (3) Includes annual Washington County Emergency Management Cooperative (EMC) payment of $16,816 per IGA. (4) Includes annual Munis/ERP maintenance fees, Internet access fees, Office 365 subscriptions and OnScene RMS maintenance fees. (5) Quarterly dispatch fees paid in January. 17

18 Benchmark: 58.33% TUALATIN VALLEY FIRE AND RESCUE Condensed Statement of Budget vs Sources & Uses of Funds General Fund (Fund 10) For the Period Ended January 31 Original Budget Finance Directorate Personnel Services Finance $ 1,648,137 $ 884, % $ 839, % Total 1,648, , % 839, % Materials and Services Finance 633, ,456 (1) 79.69% 457, % Total 633, , % 457, % Total Finance Directorate $ 2,281,169 $ 1,388, % $ 1,296, % Integrated Operations Directorate Personnel Services North Integrated Operations $ 39,535,637 $ 22,225, % 20,216, % South Integrated Operations 35,816,108 20,077, % 18,526, % Integrated Operations (Other) 13,283,699 7,743,100 (2) 58.29% 8,137, % Total 88,635,444 50,045, % 46,880, % Materials and Services North Integrated Operations 1,474, , % 885, % South Integrated Operations 1,504, , % 597, % Integrated Operations (Other) 524, , % 109, % Total 3,503,825 1,622, % 1,593, % Total Integrated Operations Directorate $ 92,139,269 $ 51,667, % $ 48,473, % EMS / Training / Volunteers Directorate Personnel Services EMS 1,415, , % 647, % Training / Recruits 2,785,045 1,086, % 1,222, % Volunteers / Chaplains 108,422 55, % 20, % Total $ 4,308,951 $ 1,871, % $ 1,890, % Materials and Services EMS 473, , % 170, % Training / Recruits 687, , % 226, % Volunteers / Chaplains 198,813 64, % 78, % Total $ 1,359,059 $ 506, % $ 475, % Total EMS / Training / Volunteers Directorate $ 5,668,010 $ 2,377, % $ 2,365, % District Non-Organizational Transfers $ 5,115,891 $ 4,937, % $ 6,280, % Contingency 4,936, % % Total $ 10,052,584 $ 4,937, % $ 6,280, % Y-T-D Actual Actual as % of Budget Y-T-D Actual Actual as % of Revised Budget (1) Annual District insurance premiums of approximately $417K paid in January. (2) Includes OT and roll-ups associated with wildland deployments ($804K). 18

19 Tualatin Valley Fire and Rescue - Capital Projects for the Period Ending 1/31/2019 Buildings Site Project Number Capital Project Expenditure Summary - Active Projects Revised Project Estimate Capital Projects Fund 52 Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 31 - West Bull Mountain 3527 $ 6,053,660 $ 27,643 $ $ 18,873 $ 46,516 $ $ 46, Borland ,788,000 49,959 49,959 49, McEwan Road ,545,258 1,510,095 1,510,095 6,150,774 7,660, Charbonneau ,788,000 30,031 30,031 30, Rosemont ,488,583 7,453,380 7,453, ,453, New Location ,000 25,973 25,973 25, th ,218 16,218 16, Somerset ,378,351 3,052, ,000 1,321,225 5,150,526 5,150, Farmington Road Cooper Mountain ,444,731 3,518, ,000 1,304,661 5,399,572 5,399, Kaiser ,053,660 10,116 10,116 10, Skyline ,288,913 1,805,089 1,805,089 1,805,089 Logistics Service Center (LSC) ,204,231 4,204, ,928 4,761,159 Contingency - Buildings Total $ 43,929,156 $ 6,598,855 $ 1,353,000 $ 17,750,843 $ 25,702,698 $ 6,707,930 $ 32,410,628 Total Cost to Date Land Site Project Number Revised Project Budget Capital Projects Fund 52 Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 31 - West Bull Mt 3709 $ 850,000 $ 18,210 $ 18,210 $ 18, McEwan Road ,000 1,520,321 1,520,321 1,520, Charbonneau ,100,000 10,947 10,947 10, Rosemont , , , , th ,000 51,413 51,413 3,382 54,795 Logistics Service Center (LSC) ,722,291 1,722,291 1,722,291 Contingency Land Total $ 4,402,381 $ 18,210 $ - $ 4,058,403 $ 4,076,613 $ 3,382 $ 4,079,995 Active Projects Total $ 48,331,537 $ 6,617,065 $ 1,353,000 $ 21,809,246 $ 29,779,311 $ 6,711,312 $ 36,490,623 Total Cost to Date Active and Completed Grand Total $ 126,996,949 $ 81,108,131 $ 1,415,894 $ 23,431,501 $ 105,955,526 $ 6,711,312 $ 112,666, Capital Bond Program - Fund 52 as of 05/31/2017 Actual Amounts to Date Revenues: Bond proceeds at par $ 77,500,000 Bond premium 2,547,435 Interest earnings 1,155,537 Grant reimbursement 291,254 Miscellaneous (Energy rebates, tax credits) 419,266 Sale of surplus property 42,800 Underwriters discount and bond issuance costs (848,161) Total Revenues $ 81,108,131 19

20 Tualatin Valley Fire and Rescue - Capital Projects for the Period Ending 1/31/2019 Capital Project Expenditure Summary - Completed Projects Buildings Site Project Number Revised Project Budget Capital Projects Fund 52 Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 34 - Tualatin 3508 $ 1,197,105 $ 1,197,105 $ 1,197,105 $ 1,197, King City , , , , Walnut ,494,825 3,494,825 3,494,825 3,494, Tigard Share (Final) (160,657) (160,657) (160,657) (160,657) 51 - Tigard ,563,254 2,105,880 2,105,880 2,105, Wilsonville ,810,765 1,475,447 1,475,447 1,475, Progress ,170,308 3,174,910 3,174,910 3,174, SOC ,553,090 7,693,479 7,693,479 7,693, West Linn ,404,453 3,408,639 3,408,639 3,408, Willamette ,145,836 3,152,789 3,152,789 3,152, Aloha , ,503 62, , , West Slope ,246,546 4,197,381 4,197,381 4,197, Brockman Road ,789,450 1,789,450 1,789,450 1,789, Bethany (Oak Hills) ,118,277 5,164,113 5,164,113 5,164, Raleigh Hills ,666,704 1,455,229 1,455,229 1,455,229 CBOC 13,708,882 13,708,882 13,708,882 13,708, Signal , , , ,805 Training Center 91,515 91,515 91,515 91,515 Diversion Valve 127, , , ,039 Buildings Total $ 53,651,595 $ 52,711,620 $ 62,894 $ - $ 52,774,514 $ - $ 52,774,514 Land Site Project Number Revised Project Budget Capital Projects Fund 52 Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered 170th 3702 $ 477,288 $ 477,288 $ 477,288 $ 477,288 CBOC / Clinton St ,192,107 2,192,107 2,192,107 2,192, Borland , , , , Walnut ,271,512 1,271,512 1,271,512 1,271, Tigard Share (238,245) (238,250) (238,250) (238,250) 56 - SOC ,503,039 1,503,039 1,503,039 1,503, Bolton , , , , New Location , , , , West Slope , , , , Bethany (Oak Hills) ,085,762 1,085,762 1,085,762 1,085, Raleigh Hills , , , , Kaiser , , , ,593 Land Total $ 10,328,472 $ 8,596,979 $ - $ 1,622,255 $ 10,219,234 $ - $ 10,219,234 Apparatus Site Number Revised Project Budget Capital Projects Fund 52 Actual Totals to Date Actual Totals to Date Actual Totals to Date Grant Fund 25 Prop/Bldg Fund 51 Total Actual to Date Encumbered Pumpers: ($540,000 ea) 6 $ 3,122,952 $ 3,122,952 $ 3,122,952 $ 3,122,952 ($565,000 ea) 3 1,513,053 1,513,053 1,513,053 1,513,053 Trucks (TDAs) 4 4,481,110 3,509,108 3,509,108 3,509,108 Water Rescue 1 261, , , ,997 Rehab Units 2 832, , , ,188 Heavy Rescue 1 584, , , ,508 Tenders 2 717, , , ,579 Medics 10 1,787,388 1,755,085 1,755,085 1,755,085 Code 3 Response/Other 9 923, , , ,097 Cars 4 168, , , ,856 Fire Prevention 1 168, , , ,775 Light Brush 3 125, , , ,268 Apparatus Total 46 $ 14,685,344 $ 13,182,466 $ - $ - $ 13,182,466 $ - $ 13,182,466 COMPLETED GRAND TOTAL $ 78,665,412 $ 74,491,065 $ 62,894 $ 1,622,255 $ 76,176,215 $ - $ 76,176,215 Total Cost to Date Total Cost to Date Total Cost to Date - 20

21 CORRESPONDENCE 21

22 January 20, 2019 Dear Mr Duyck, My letter is more than a bit tardy for which I apologize, but my gratitude is real nonetheless. My excuse for delaying this thank you is that I left town for a few days the day after this incident. On Jan 10th I set off for the Harman Pool to attend my class, leaving a pot of chicken bones and water on the stove (gas). Completely forgot about it... Left my phone in the car (since I was going to the pool). Returned home, unlocked my front door and discovered a weird alarm going off and a package inside the door. No idea what was going on at that point.... I then smelled smoke and remembered the pot! Found a nice note from Sean Hoffmeister on my cooktop and my burned pot out on the patio. The house was clear of smoke--he had opened windows around the house to air it out, bless him! I thank my lucky stars that I have an alarm system but more than that I thank those stars for prompt response by the TVFR and by Sean H. and his team. He was able to get in without breaking down any doors or windows and even brought my package inside! That's what I call full service! Again, my profound thanks for our fire department. I will continue to vote yes on bonds for increased fire and police protection. It only requires one near miss to remind us of how valuable our fire and police departments are. What a way to start out the New Year! Sincerely, Helen R 22

23 23

24 OLD BUSINESS 24

25 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: Board Policy Section 7 Operations FOR AGENDA OF: February 26, 2019 APPROVED FOR AGENDA: Fire Chief Mike Duyck DEPARTMENT OF ORIGIN: Fire Chief s Office PROCEEDING: Second Reading and Discussion DATE SUBMITTED: February 19, 2019 EXHIBITS: Board Policy Section 7 Operations CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: -0- AMOUNT BUDGETED: -0- APPROPRIATION REQUIRED: -0- BACKGROUND: Staff presented Board Policy Section 7 Operations for the First Reading at the January 22, 2019 Board of Director s meeting. At that time, no further revisions were suggested, and the policy is now presented for Second Reading and Board approval. RECOMMENDED ACTION: Approve Second Reading of Board Policy Section 7 Operations. PROPOSED MOTION: I move to approve the Second Reading of Board Policy Section 7 Operations by title only. 25

26 TUALATIN VALLEY FIRE AND RESCUE OPERATIONS SECTION 7 SECTION PAGE 7.1 Communications Mutual Aid Agreements Automatic Aid Agreements Emergency Incident Contracts Emergency Medical Services Standard Emergency Operations Hazardous Materials Operations Approval... 9 Board Policy Handbook Page 1 26

27 SECTION 7.1 COMMUNICATIONS The District is a user agency of Washington County Consolidated Communications Agency (WCCCA). WCCCA provides a communications system to receive calls for assistance and to dispatch appropriate apparatus, equipment, and personnel to emergency incidents in an expeditious and efficient manner. A. The Board may approve contractual agreements with other agencies jointly using this service. B. The Fire Chief or designee(s) will cause written guidelines and operational procedures to be developed and maintained. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: February 27, 2018JanuaryFebruary 262, 2019 Board Policy Handbook Page 2 27

28 SECTION 7.2 MUTUAL AID AGREEMENTS The District may enter into mutual aid agreements with cooperating agencies. The District may participate in intra-county and inter-county mutual aid agreements as established by the county fire defense boards. A. Agreements may be approved by the Board of Directors. B. The Fire Chief or designee may periodically review the agreements to determine if procedures used conform to the agreements. C. Major changes to mutual aid agreements may be approved by the Board of Directors. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 3 28

29 SECTION 7.3 AUTOMATIC AID AGREEMENTS The District may enter into automatic aid response agreements with cooperating agencies. The District may participate in intra-county and inter-county automatic aid agreements as established by the county fire defense boards. A. Agreements shall be approved by the Board of Directors. B. The Fire Chief or designee shall periodically review the agreements to determine if procedures used conform to the agreements. C. Major changes to automatic aid agreements shall be approved by the Board of Directors. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 4 29

30 SECTION 7.4 EMERGENCY INCIDENT CONTRACTS The District may enter into contractual agreements with other governmental agencies to provide or receive emergency incident response service. A. Contractual agreements with other agencies shall be approved by the Board. B. The Fire Chief or designee(s) shall periodically review the contracts to ensure procedures used are in accordance with the contracts. C. Amendments to or terminations of emergency incident contracts shall be approved by the Board. DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 5 30

31 SECTION 7.5 EMERGENCY MEDICAL SERVICES The District will provide (within budgetary constraints) up-to-date emergency medical services. A. The Fire Chief or designee(s) will develop and maintain a manual of medical protocols to meet this objective. B. The Fire Chief or designee(s) will periodically review and update the medical protocols to ensure that up-to-date service is maintained. DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 6 31

32 SECTION 7.6 STANDARD EMERGENCY OPERATIONS A. The District shall develop and maintain Standards of Coverage for Emergency Response. B. The Standards of Coverage shall be based on a comprehensive risk analysis, and shall clearly outline the following: 1. Performance expectations for emergency response. 2. Minimum needs for a safe and effective response force. 3. The level of response and critical tasks that can be accomplished with the current allocated resources for each type of emergency event. 4. Any perceived performance deficiencies that need to be addressed. C. The Board shall review the Standards of Coverage annually and determine whether the stated performance goals and levels of emergency response are achievable with currently allocated resources. D. The Fire Chief or designee(s) shall establish guidelines that provide: 1. Basic emergency scene procedures. 2. Integration of District resources to achieve effective rescue, fire control, and property conservation. 3. Emergency scene safety procedures. 4. An established Incident Command structure that: a. Ensures a command structure is established. b. Establishes a framework outlining the authority and responsibility of command. c. Fixes the responsibility for command to a specified individual. d. Provides a system for an orderly transfer of command. DATE: November 26, 1996 REVISED: July 27, 2010 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 7 32

33 SECTION 7.7 HAZARDOUS MATERIALS OPERATIONS A. The Fire Chief shall ensure compliance with state and federal regulations concerning emergency response to hazardous materials incidents. (29 CFR / OAR / OAR ) B. The District shall provide operational guidelines for responding to hazardous materials incidents. LEGAL REFERENCE 29 CFR OAR OAR DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 8 33

34 SECTION 7.8 POLICY APPROVAL This is to certify that Operations, Section 7, policies , were duly adopted and approved by Board action on: Clark I. Balfour, President of the Board Secretary of the Board Gordon L. HoviesBrian J. Clopton, APPROVED: JanuaryFebruary 262, 2019February 27, 2018 Board Policy Handbook Page 9 34

35 TUALATIN VALLEY FIRE AND RESCUE OPERATIONS SECTION 7 SECTION PAGE 7.1 Communications Mutual Aid Agreements Automatic Aid Agreements Emergency Incident Contracts Emergency Medical Services Standard Emergency Operations Hazardous Materials Operations Approval... 9 Board Policy Handbook Page 1 35

36 SECTION 7.1 COMMUNICATIONS The District is a user agency of Washington County Consolidated Communications Agency (WCCCA). WCCCA provides a communications system to receive calls for assistance and to dispatch appropriate apparatus, equipment, and personnel to emergency incidents in an expeditious and efficient manner. A. The Board may approve contractual agreements with other agencies jointly using this service. B. The Fire Chief or designee(s) will cause written guidelines and operational procedures to be developed and maintained. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: February 26, 2019 Board Policy Handbook Page 2 36

37 SECTION 7.2 MUTUAL AID AGREEMENTS The District may enter into mutual aid agreements with cooperating agencies. The District may participate in intra-county and inter-county mutual aid agreements as established by the county fire defense boards. A. Agreements may be approved by the Board of Directors. B. The Fire Chief or designee may periodically review the agreements to determine if procedures used conform to the agreements. C. Major changes to mutual aid agreements may be approved by the Board of Directors. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: February 26, 2019 Board Policy Handbook Page 3 37

38 SECTION 7.3 AUTOMATIC AID AGREEMENTS The District may enter into automatic aid response agreements with cooperating agencies. The District may participate in intra-county and inter-county automatic aid agreements as established by the county fire defense boards. A. Agreements shall be approved by the Board of Directors. B. The Fire Chief or designee shall periodically review the agreements to determine if procedures used conform to the agreements. C. Major changes to automatic aid agreements shall be approved by the Board of Directors. DATE: November 26, 1996 REVISED: March 19, 2009 REVIEWED: February 26, 2019 Board Policy Handbook Page 4 38

39 SECTION 7.4 EMERGENCY INCIDENT CONTRACTS The District may enter into contractual agreements with other governmental agencies to provide or receive emergency incident response service. A. Contractual agreements with other agencies shall be approved by the Board. B. The Fire Chief or designee(s) shall periodically review the contracts to ensure procedures used are in accordance with the contracts. C. Amendments to or terminations of emergency incident contracts shall be approved by the Board. DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: February 26, 2019 Board Policy Handbook Page 5 39

40 SECTION 7.5 EMERGENCY MEDICAL SERVICES The District will provide (within budgetary constraints) up-to-date emergency medical services. A. The Fire Chief or designee(s) will develop and maintain a manual of medical protocols to meet this objective. B. The Fire Chief or designee(s) will periodically review and update the medical protocols to ensure that up-to-date service is maintained. DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: February 26, 2019 Board Policy Handbook Page 6 40

41 SECTION 7.6 STANDARD EMERGENCY OPERATIONS A. The District shall develop and maintain Standards of Coverage for Emergency Response. B. The Standards of Coverage shall be based on a comprehensive risk analysis, and shall clearly outline the following: 1. Performance expectations for emergency response. 2. Minimum needs for a safe and effective response force. 3. The level of response and critical tasks that can be accomplished with the current allocated resources for each type of emergency event. 4. Any perceived performance deficiencies that need to be addressed. C. The Board shall review the Standards of Coverage annually and determine whether the stated performance goals and levels of emergency response are achievable with currently allocated resources. D. The Fire Chief or designee(s) shall establish guidelines that provide: 1. Basic emergency scene procedures. 2. Integration of District resources to achieve effective rescue, fire control, and property conservation. 3. Emergency scene safety procedures. 4. An established Incident Command structure that: a. Ensures a command structure is established. b. Establishes a framework outlining the authority and responsibility of command. c. Fixes the responsibility for command to a specified individual. d. Provides a system for an orderly transfer of command. DATE: November 26, 1996 REVISED: July 27, 2010 REVIEWED: February 26, 2019 Board Policy Handbook Page 7 41

42 SECTION 7.7 HAZARDOUS MATERIALS OPERATIONS A. The Fire Chief shall ensure compliance with state and federal regulations concerning emergency response to hazardous materials incidents. (29 CFR / OAR / OAR ) B. The District shall provide operational guidelines for responding to hazardous materials incidents. LEGAL REFERENCE 29 CFR OAR OAR DATE: November 26, 1996 REVISED: December 19, 2006 REVIEWED: February 26, 2019 Board Policy Handbook Page 8 42

43 SECTION 7.8 POLICY APPROVAL This is to certify that Operations, Section 7, policies , were duly adopted and approved by Board action on: Clark I. Balfour, President of the Board Gordon L. Hovies, Secretary of the Board APPROVED: February 26, 2019 Board Policy Handbook Page 9 43

44 NEW BUSINESS 44

45 AGENDA ITEM Tualatin Valley Fire & Rescue Tigard, Oregon SUBJECT: Civil Service Commissioner Reappointments: Donna Fowler, Jim Main FOR AGENDA OF: February 26, 2019 APPROVED FOR AGENDA: Fire Chief Mike Duyck DEPARTMENT OF ORIGIN: Human Resources PROCEEDING: Discussion and Approval DATE SUBMITTED: January 29, 2019 EXHIBITS: None CLEARANCES: Fire Chief s Office BUDGET IMPACT EXPENDITURE REQUIRED: -0- AMOUNT BUDGETED: -0- APPROPRIATION REQUIRED: -0- BACKGROUND: Ms. Donna Fowler s Civil Service Commission term ends on February 28, Ms. Fowler has served as a TVF&R Commissioner since She continues to bring to the Commission extensive leadership, management and supervision experience as a retired human resources professional. Her professional experience includes having worked with state agencies, counties, cities, special districts and non-profit organizations in Oregon, Washington and California. In addition, Ms. Fowler has been an adjunct assistant professor for Portland State University and Lewis and Clark College. Mr. Jim Main s Civil Service Commission term ends on February 28, Mr. Main has served as a TVF&R Commissioner since 2015 and would like to continue his service to the District. Mr. Main is currently serving as the Commission s Chair. He is knowledgeable in Civil Service processes and has extensive experience in the public sector. Mr. Main s range of experience with local government, commissions, and associations provides a perspective that is complementary to the other commissioners. Staff recommends the reappointment of Ms. Fowler and Mr. Main for a four-year term based on the Board Ordinance, with their terms ending on February 28, RECOMMENDED ACTION: Approve the reappointment of Ms. Fowler and Mr. Main to the Civil Service Commission. PROPOSED MOTION: I move to reappoint Ms. Fowler and Mr. Main to the Tualatin Valley Fire & Rescue Civil Service Commission with terms ending on February 28,

46 CHIEF S REPORT A. Capital Project Update B. Outstanding Employee of the Quarter ( th Quarter) C. American Legion Firefighter of the Year D. Events Community Events Washington County Joint Fire District Dinner March 7, 6:30 p.m. Budget Committee Workshop March 14, 6:00 p.m. 46

47 Capital Projects Update New Station 39 Drywells have been completed. Forms are being placed for concrete. February 26,

48 Fleet, Supply & Logistics Facility Design work continues Pictures below show current building exterior and a projected rendering. February 26,

49 Employee of the Quarter Fourth Quarter 2018 Scott Riffle Training Officer Scott completely restructured hands on EMS training into an eight week instation delivery model, improving response reliability and significantly decreasing apparatus movement. He developed new instructional mediums for Airway Management & Adult CPR. He recruited qualified and engaged instructors which added value and encouraged engagement from operational crews. Logistically, he gained efficiency and increased training fidelity through the procurement of a mobile EMS training unit. Riffle tackled this while simultaneously leading the Clackamas County and Washington County Multi Agency Training. He has displayed the highest level of professionalism and customer service focus inherent to TVF&R. His leadership, vision, and ability to anticipate organizational challenges have contributed significantly to the EMS training delivery model and improved the overall performance of our operational crews. 49

50 DIRECTOR S REPORT 50

51 ITEMS NOT LISTED ON THE AGENDA 51