1990.12.05_PSSAB_Minutes_Regular s
TOWN OF HIGHLAND BEACH
PUBLIC SAFETY SERVICES ADVISORY BOARD
REGULAR MEETING - MINUTES
Wednesday, December 5, 1990 9: 12 A.M.
Commissioner Harold C. Chambers called this first meeting of the Pub-
lic Safety Services Advisory Board to order in Commission Chambers at
9: 12 A.M.
For the record, the Commissioner introduced the other members who would
serve on the Board, i .e. , Messrs . Dennie Freeman and Arthur Eypel .
Commissioner Chambers then called for an election of Chairman for the
Board. Upon MOTION by Mr . Freeman/Mr . Eypel , with unanimous vote, the
Commissioner was named Chairman .
Before turning to the reason for this meeting , Chairman Chambers asked
the members if they had heard him schedule this meeting at last night' s
Town Commission meeting , immediately after the Resolution creating the
Board was adopted; they agreed he had done so .
Chairman Chambers then asked Deputy Town Clerk Doris Trinley, the Re-
cording Secretary assigned to the Board by the Town Clerk, to read the
aformentioned Resolution into the record. This was done and a copy of
said Resolution is attached to and made part of these minutes.
Since the Board was charged with investigating and pursuing alterna-
tives to the Town' s current fire/rescue contract with Palm Beach
County, which contract notes February 1, 1991 as the first opt-out
date, Chairman Chambers stated it was important for the Board to de-
velop a strategy quickly, as this date was only some 50-odd days away.
After a brief discussion, it was the CONSENSUS of the members that key
personnel in the Cities of Boca Raton and Delray Beach be contacted for
initial meetings regarding possible future negotiation meetings, since
both municipalities had previously submitted proposals to the Town for
fire/rescue service (copies attached and made part of these minutes) .
It was also agreed that a meeting with Chief Herman Brice of Palm Beach
County Fire/Rescue be arranged as well (copy of current contract at-
tached and made part of these minutes) . The Chairman also suggested a
possible meeting with a representative of the Palm Beach County
Firefighters' Union.
A short recess was called by Chairman Chambers at 9: 25 A.M. ; he recon-
vened the meeting at 9: 40 A.M.
The Deputy Town Clerk was requested to make telephone calls to the fol-
lowing in regard to the initial meetings mentioned above:
.� Boca Raton: Peter Cheney/Fire Chief
Delray Beach : Fire Chief Cohen/City Manager ' s Representative
Palm Beach County: Chief Herman Brice
Public Safety Services Advisory Board
Regular Meeting - Minutes
u December 5, 1990 Page 2 of 3
In this regard , Chairman Chambers requested the presence of the Town
Clerk, who joined the meeting briefly to give her assent to the Deputy
Town Clerk making such calls.
Discussion then returned to the goals and concerns of the Board , during
which, as an example, Chairman Chambers read into the record a sentence
from the Town Manager ' s memo to the Town Commission regarding fire/res-
cue services dated December 3, 1990:
" . . .As you will recall , the Town ' s costs decreased in
both the 1988/1989 and 1989/1990 fiscal years and only
increased in 1990/1991 due to the incorporation of four
countywide MSTU 's into one. Now that the MSTU merger
has been accomplished , the service cost should level
out or may decrease as aforesaid."
He stated that Chief Brice should be questioned about the last sen-
tence, saying if current costs were going to be the same for a long
period of time, the residents should be so informed.
At the Chairman' s request, a copy of the memorandum referred to above
is also attached to and made part of these minutes.
For the purpose of information and review, the Chairman requested the
Deputy Town Clerk to assemble and copy for the Board' s files all
available data developed by the Town Manager in her efforts to secure
fire/rescue services from the County as well all other alternative
sources contacted in this regard .
Further discussion included Mr . Freeman' s observation that from his ex-
perience in Highland Beach, a good portion of the residents, while cer-
tainly realizing the need for reliable fire protection, are extremely
concerned with rescue services.
Also mentioned was the proximity of the Town' s fire station to two con-
dominiums located in Boca Raton just beyond the Town' s southern
boundary, i .e . , Admirals Walk and Sea Ranch. Mr . Freeman offered to
gather information from the managers of these facilities regarding
their experiences with response time from the City of Boca Raton .
It was noted that the Town ' s station is two miles or so from these con-
dominiums, while the nearest Boca station is approximately 5 miles.
Regarding the possibility of negotiations with the entities mentioned
herein, Mr . Eypel offered that it would necessary for the Board to de-
termine what it had to negotiate with and for , so the members could be
prepared to negotiate for all concerned. In response, the Chairman
said the members should learn about both Boca Raton and Delray Beach
Public Safety Services Advisory Board
Regular Meting - Minutes
December 5, 1990 Page 3 of 3
services. At the conclusion of this discussion, the Chairman asked the
Recording Secretary to secure fire/rescue statistics from the County
regarding the number of Highland Beach calls responded to .
Other areas of discussion included the possibility of using union per-
sonnel , the concept of a for-profit agency being utilized and the pos-
sibility of split sources of service.
It was agreed among the members that should meetings with Boca Raton,
Delray Beach or the County not be scheduled for Friday morning, Decem-
ber 7, the members would meet again, at 9: 00 A.M. to continue their
review of fire/rescue services alternatives.
There being no further business to come before the Board at this time,
and upon MOTION by Mr. Chambers/Mr . Freeman, t e meeting was adjourned
at 10: 15 A.M.
dmt
APPROVE:
rold C. hambers, Chairman
De nbe free*cea�
Arthur EYN'
aAti2 �7
ATTEST:
DATE:
RESOLUTION NO. 5 8 3
A RESOLUTION OF THE TOWN OF HIGHLAND BEACH, FLORIDA
ESTABLISHING A PUBLIC SAFETY SERVICES ADVISORY BOARD.
WHEREAS, the Town of Highland Beach finds it to be in the best interest of the residents
of Highland Beach to establish a Public Safety Services Advisory Board to actively pursue
alternatives to the present agreement which exists with Palm Beach County Fire/Rescue.
NOW, THEREFORE, BE IT RESOLVED by the Town Commission of the Town of
Highland Beach as follows:
1. That a Public Safety Services Advisory Board is hereby established to actively
pursue alternatives to the present agreement which exists with Palm Beach County
Fire/ Rescue.
2. That such board consist of three (3) regular members, one of whom shall
be elected Chairman, and formulate rules and regulations for the conduct of
its business.
3. That such Board Members be paid and reimbursed expenses in accordance
with town policy for other similar boards.
4. Said Board shall meet in the Commission Chambers at Town Hall on an
if needed" basis to conduct its business.
5. The Town Manager shall appoint a staff member to serve as Secretary to
the Board.
6. That such Board is hereby authorized to meet with representatives of the
cities of Boca Raton and Delray Beach; the County of Palm Beach; and, any
other entities or individuals as the Board sees fit in order to conduct its
business.
7. The Board shall not have the authority to commission studies or otherwise
obligate the Town without the prior approval of the Highland Beach Town
Commission.
8. The Board Chairman shall report on the status of its business to the Town
Commission at the Town Commission's monthly Workshop Meetings.
9. Said Board shall remain in existence until the within resolution is formally
repealed by the Town Commission at a Regular or Special Meeting.
RESOLVED this Z�, day of December, 1990 by the Town Commission of
the Town of Highland Beach.
`'� Joseph Boulay, Mayor
Town of Highland Beach Joseph Mayor:
Bculay
;•• •rte Vice Mayor:
30 Bill Paul
it~• - .:••=i
3614 SOUTH OCEAN BOULEVARD • HIGHLAND BEACH. FLORIDA 33487 Commieeioaers:
0 Harold C.Chambers
Betty Jeaa Siewert
R{�� 407.278.4548 Marvin A Waldman
Palm Beach County, Florida FAX 407.265.3582 Town Manaqer:
Mary Ann Manano
September 6 , 1990
Ms . Kathleen Owens,
Special Projects Coordinator
Palm Beach County Fire-Rescue
50 South Military Trail, Ste. 101
West Palm Beach, Florida 33415
Dear Ms . Owens :
Per our conversation of this date , enclosed are the three (3) original
sets of the fire-rescue contract for the period October 1 , 1990
through September 30 , 1997 which have now been executed.
If you have any further requests or questions , please contact me .
Thank you.
Sincerely,
i
Mary n Mariano
Town Manager
MAM: jfc
Enclosures
P .S . Please return one fully executed copy when the county
commission approves it.
"Tree City U.S.A."
INTERLOCAL AGREEMENT PROVIDING FOR FIRE-RESCUE
�.J
SERVICES IN THE TOWN OF HIGHLAND BEACH BY PALM
BEACH COUNTY'S FIRE-RESCUE MSTU
THIS AGREEMENT, made this 5th day of Sep.tembe-& 1990 by and
between Palm Beach County, Florida, a political subdivision of State of Florida,
hereinafter referred to as "County", and the Town of Highland Beach, a
municipal corporation organized and existing under the Laws of the State of
Florida, hereinafter referred to as the "Town".
W I T N ESSETH:
WHEREAS, the Laws of Florida, Chapter 83-495, provides for the creation of
municipal service taxing units to provide fire protection and rescue services;
and
WHEREAS, the Laws of Florida Chapter 83-495, provides for the provision of
services to municipalities by the municipal service taxing unit upon the
execution and approval of an interlocal governmental agreement; and
WHEREAS, the Board of County Commissioners of Palm Beach County, Florida
by Ordinance No. 90-3 has created said municipal service taxing unit for the
provision of fire protection, fire rescue, and advanced life support (or similar
services); and
WHEREAS, Palm Beach County desires to increase service and the quality of
service in those areas where it is necessary to do so; and
WHEREAS, future growth within Palm Beach County will be accommodated by
providing additional equipment and personnel so as to ensure that no area
presently served by the Fire-Rescue MSTU will suffer a reduction in service or
quality of service as a result of growth; and
WHEREAS, the County, and the Town, presently desire to continue the
services formerly provided by the Fire-Rescue MSTU, as contemplated in the
Laws of Florida, Chapter 83-495; and
WHEREAS, the Town , recognizes that it is governed by the Palm Beach County
Fire Code Ordinance.
NOW, THEREFORE, IN CONSIDERATION of the mutual representations,
terms, and covenants hereinafter set forth, the parties hereto, hereby agree as
follows:
SECTION 1. Purpose
The purpose of this agreement is to provide fire protection, fire rescue,
advanced life support or similar service in the municipal limits of the Town, by
the Fire-Rescue MSTU. Fire protection shall include but not be limited to the
following services and functions: plan review; code enforcement; building
inspection; fire suppression; fire investigation; and public education.
SECTION 2. Terms
The term of this agreement shall be for a period of seven (7) years commencing
on October 1, 1990 and extending through September 30, 1997. This
agreement may not be terminated by either party for the fiscal year October 1,
1990 through September 30,1991. Thereafter, this Agreement may only be
terminated in accordance with Section 11 hereunder, "Renewal'.
SECTION 3. Services Rendered
The County, through its Fire-Rescue MSTU, shall provide fire protection, fire
rescue, advanced life support or similar service to the Town during the term of
this agreement. The level of service shall not be reduced. Provided however,
the Fire-Rescue Administrator or the Board of County Commissioners shall have
sole authority to establish the allocation of personnel and equipment throughout
the MSTU. Nothing herein shall be construed as abrogating the authority of The
Board of County Commissioners. In the event the Town annexes any of the
unincorporated areas of the County, then in that event the services to be
provided hereunder shall extend to the area so annexed for the balance of the
term of this contract. The contract price shall be adjusted accordingly to
include charges for the annexed area based upon the formula set forth herein.
SECTION 4. Payment
In consideration of the foregoing, the Town shall pay to the County, as the
contract price for the first year of the contract for fire protection, fire
rescue, advanced life support or similar services in the amount determined by
the application of the formula set forth in Chapter 83-495 of the Laws of
Florida to the fiscal budget adopted by the Board of County Commissioners for
each fiscal year. Thereafter, for each successive year the contract amount
shall be that amount resulting from the application of the formula set forth in
Chapter 83-495 of the Laws of Florida to the fiscal budget adopted by the Board
of County Commissioners for each fiscal year.
Any payment due hereunder shall be made within fifteen (15) days after the
date the County, sends a tax disbursement to the Town.
The amount to be remitted to the County Fire-Rescue Department shall
be calculated as follows:
Contract Amount + .95 = Tax Levy for Fire Contract.
Tax Levy for Fire Contract + (Municipality Tax Levy + Tax Levy for
Fire Contract) = '% of tax disbursement which is to be remitted to the
County Fire-Rescue Department
'Each time a municipality receives a tax disbursement from the tax
collector, this percentage of the disbursement is to be sent to the Fire-
Rescue Department until the full contract obligation is met.
If this payment process does not generate sufficient contract funds to the Fire-
Rescue Department by June 1 of the current fiscal year, then the municipality
must at that time pay the remaining outstanding contract balance using funds
from whatever sources the municipality may choose.
In the event payment is not timely made, a late charge equal to the then
prevailing legal rate of interest shall be added to the Town's liability to the
�., Fire-Rescue MSTU. Interest shall be compounded daily commencing with the
sixteenth (16th) day following transmittal of the collected funds by the County,
to the municipality.
SECTION 5. Addresses
All notices, payments, (payable to the Board of County Commissioners), and
correspondence shall be sent to the following addresses, respectively:
County Municipality
Office of the Fire-Rescue Administrator Town of Highland Beach
50 South Military Trail, Suite 101 3614 South Ocean Blvd
West Palm Beach, FI 33415 Highland Beach, FI 33431
SECTION 6. Code
The Palm Beach County Fire Code shall be effective within the Town, for that
i
area served by the Fire-Rescue MSTU. The County, shalt notify the Town, of
any proposed amendments to the Fire Code.
SECTION 7. Administration
All rules and regulations, policies, and procedures of the Palm Beach County
"Fire-Rescue Department" shall be effective within the municipality area
served pursuant to this agreement and all other municipalities included within
the Fire-Rescue MSTU.
The County, shall exercise exclusive control over the equipment, personnel,
funds, contracts, appropriations, liabilities, facilities, and any and all policies
and operations associated with, or necessary or incidental to, the provision of
the services contemplated herein.
SECTION S. Disputes
In the event that the Town, has a dispute with respect to the County's
performance hereunder, the Town, by its governing body, mayor, manager or
other appropriate municipal official, shall forward to the Fire-Rescue
Administrator in writing the disputed matter. In the event that the disputed
matter is not addressed in a manner suitable to the Town of Highland Beach, the
Town shall request of the Fire-Rescue Administrator that the disputed mailer
be scheduled on the next available Board of County Commission meeting or
workshop, as the Fire-Rescue Administrator deems appropriate.
SECTION 9. Captions
The captions and section designations herein set forth are for convenience only
and shall have no substantive meaning.
SECTION 10. Severability
Should any section, paragraph, sentence, clause, or provision hereof be held by
a court of competent jurisdiction to be ineffective, such shall not affect the
remaining portions of this agreement.
SECTION 11. Renewals
This Agreement may be renewed annually commencing October 1, 1991 in the
following manner: No later than May 1, 1990, the Fire-Rescue Administrator
shall submit a proposed budget to the Village for the Fire Rescue MSTU. The
Village shall have until February 1, 1991 within which to exercise its option to
terminate the contract for the fiscal year commencing October 1, 1991.
Thereafter, upon receipt of the proposed budget from the Fire Rescue
Administrator on May 1, the Village shall have four (4) months until the
following September 1 within which to exercise its option to terminate the
contract for the fiscal year commencing thirteen (13) months thereafter.
SECTION 12. Litigation Expenses
Any cost, or expenses (including reasonable attorneys' fees) associated with
litigation concerning the terms or conditions of this agreement shall be borne by
the non-prevailing party, provided however, that this clause pertains only to
the parties to this agreement.
IN WITNESS WHEREOF, the County of Palm Beach, Florida, has caused these
presents to be executed by the Chairman of the Board of County Commissioners
Y
of Palm Beach County, Florida, and the seal of said Board to be affixed hereto
and attested by the Clerk of the said Board, pursuant to authority granted by
said Board, and the Town, has caused these presents to be executed by its
Mayor pursuant to authority granted by its governing body.
ATTEST:
By
-Tatun 'Manager., Mayor
ATTEST:
By
Deputy Clerk Title
u
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
County Attorney
ATTACHED HERETO IS AN ADDENDUM TO THE CONTRACT, SAID ADDENDUM
BEING A LETTER DATED MARCH 1 , 1990 ADDRESSED TO CAROL J .
ELMQUIST, CHAIRMAN FROM JOSEPH A . BOULAY, MAYOR. SAID ADDENDUM
IS AN INTEGRAL PART OF THE INTERLOCAL AGREEMENT BETWEEN THE PALM
BEACH COUNTY BOARD OF COUNTY COMMISSIONERS AND THE TOWN OF
HIGHLAND BEACH FOR FIRE-RESCUE SERVICES .
G H
.� `•Ax�
Town of Highland Beach
Joseph Mayor: y
A.Boula
Vice Mayor:
John J.Basso
Commissioners:
34514
361 4 SOUTH OCEAN BOULEVARD • HIGHLAND BEACH. FLORIDA 33487 Dario FL Rome
!j! *•. �.• ,� Marvin A.Waldman
r !t) •`' %� Betty Joan Stewart
FLONI�A--
\���""��� Town Mnaager•.
t Palm Beach County, Florida 407.278-4548 Mary Ann Mariano
. i
March 7, 1990
The Honorable Carol J'. Elmquist, Chairman
Palm Beach Board of County Commissioners
P.O. Box 1989
West Palm Beach, FL 33402-1989
Dear Chairman Elmquist:
Z
Pursuant to the request of Assistant County Attorney Denise
D. Birile, that the additional items that the Town of Highland
_ Beach would like included in the interlocal agreement between
the Palm Beach County Board of County Commissioners and the Town
of Highland Beach providing for fire rescue services be agreed tc
through a separate document, this letter shall serve to
memorialize those additional items. The additional items that
are to be part of the interlocal agreement, are as follows:
(1) Palm Beach County shall have the right to perform major
structural improvements on the fire station building
provided by the Town for the use of the County, provided it
obtains the prior approval of the Town of Highland Beach.
(2) Palm Beach County will indemnify the Town of Highland
Beach to the extent permitted by law for any act or omission
in the maintenance or occupancy of the fire station building
provided by the Town for the use of the County. Maintenance
shall be defined as day-to-day maintenance cleaning but in
no event shall it be deemed to include structural
renovations or repair, except renovations or repairs done by
the County with prior approval by the Town.
(3) Inasmuch as the Town has furnished the building used
- by the County, County shall pay to the Town twenty-five
percent (25%) of the bills paid by the Town for service to
the municipal center for its proportional share of water,
sewer and electric services. Further, the County shall be
responsible for all repairs to the building which the Town
has furnished. The County further agrees to compensate the
Town for any gasoline which may be drawn by the County from
the Town's reserve supply, at the prevailing rate. Nothing
in this paragraph shall prevent the Town from negotiating a
separate agreement, in future contract years with the County
regarding rental of the building now being provided by the
4.� Town without cost.
It is intended that the above items shall be construed
as an addendum to the interlocal agreement between the Palm
Beach County Board of County Commissioners and the Town of
Highland Beach providing for fire rescue services.
On behalf of theTown of Highland Beach, we look forward to
working with the Palm Beach County Fiie Rescue Department.
Very truly yours,
TOWN OF HIGHLAND BEACH, FLORIDA
OSEPH A. BOULAY, MAYOR 1
TTEST: �
L�
Town CYerk
DKF/lfh
cc: Thomas E. Sliney, Esq.
Town Attorney
WE CONSENT TO AND APPROVE THE FOREGOING AS AN ADDENDUM TO
THE INTERLOCAL AGREEMENT BETWEEN THE PALM BEACH COUNTY BOARD OF
COUNTY COMMISSIONERS AND THE TOWN OF HIGHLAND BEACH, PROVIDING
FOR FIRE RESCUE SERVICES.
PALM BEACH COUNTY, FLORIDA BY ITS BOARD OF C UNTY COMMISSIONERS.
By: S
CHAARPERSON
ATTEgT:
APPROVED AS TO FORc'il
AND LEGAL S'%JFFiCIE`•iCY
COUNTY ATTORNEY
PRELIMINARY ESTIMATES
DIRECT AND PASS THROUGH EXPENSES
COMPREHENSIVE FIRE-RESCUE SERVICES
PERSONNEL COSTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$875, 528. 00
Provides five certified personnel on duty 24
hours per day to provide fire suppression,
heavy rescue, basic and advanced life support
pre-hospital care; staff for fire safety
inspections, public safety education,
hazardous materials incident control and
operations supervision. Services are
equivalent to those provided in the City of
Delray Beach.(3)
OVERHEAD.(� ?�:�;�-,tt��;.-c;-; ;�;,�?o-;4 G ,cc,•� �. . . . . . . . . . . $ 96, 461. 00
OPERATING EXPENSES (1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 16, 216. 00
TOTAL
$988, 205. 00
u
AUG 2 4 9
i rL��ti.
y .
PRELIMINARY ESTIMATES
DIRECT AND PASS THROUGH EXPENSES
COMPREHENSIVE FIRE-RESCUE SERVICES
PERSONNEL COSTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $875, 528 . 00
Provides five certified personnel on duty 24
hours per day to provide fire suppression,
heavy rescue , basic and advanced life support
pre-hospital care; staff for fire safety
inspections , public safety education ,
hazardous materials incident control - and
operations supervision. Services are
equivalent to those provided in the City of
Delray Beach. ( 3)
OVERHEAD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 96, 461. 00
OPERATING EXPENSES ( 1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 16, 216 . 00
SUB TOTAL $988, 205. 00
Fee Reduction for System Capacity Enhancement
($197, 641. 00)
TOTAL $790, 564. 00
i
ALE 24090
(1) Assumes no facility rental cost and no utilities other than
m/ telephone service. If any of these elements are to be paid
by the City of Delray Beach, operating costs will be
adjusted accordingly.
(2) These are primarily "start-up" costs. After the first year,
these costs will be approximately $23, 402 . 00 annually plus
inflation and normal price increases.
(3) Does not include emergency preparedness planning and program
implementation.
(4) Does not include improvements required ( if any) to provide
efficient radio communications. This area is subject to
further analysis.
NOTE: All costs based on Highland Beach' s compliance with
pre-existing orders and citations related to Palm Beach
County Fire Codes and concurrent adoption of City of Delray
Beach Fire Safety Ordinances and related land use
development regulations .
� 2'4 X90
7,"�
START-UP EXPENSES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $103, 126. 00
.Provides for extraordinary recruitment. . 61
expenses, testing and examinations for new
staff ; and capital outlay (2) for the first
year.
CAPITAL IMPROVEMENTS (4) . . . . . . . . . . . . . . . . . . . . . . . . . . . $570, 000. 00 to
$655, 000. 00
Provides for one pumper/aerial apparatus
including tools and appliances; and one
fully equipped paramedic rescue unit . Final
costs to be determined based on equipment
configurations . Lease purchase of this
equipment may be an option for the community.�(0)
ALIs2aP90
BUSINESS OFFICE (407)395-1127
FIRE PREVENTION (407)395-9290
FIRE DEPARTMENT HEADQUARTERS • 2333 WEST GLADES ROAD • BOCA RATON,FLORIDA 33431-7311
CHIEF JOHN G.WITHROW
November 27, 1990 - --.
Ms. Mary Ann Mariano NOV 2 819x
Town Manager
Town of Highland Beach
3614 South Ocean Boulevard --
Highland Beach, FL 33487
Subject: Fire Rescue Service for Highland Beach
Dear Ms. Mariano:
. As a result of our meeting on- August 8, 1990, the Boca Raton Fire
Department has prepared service cost estimates for Fire Rescue and
support service for the Town of' Highland Beach.
It is proposed that the Department will provide minimum staffing of a
Lieutenant, Driver, and a Fire Fighter on a Pumper apparatus and two
Fire Fighter Paramedics on a Mobile Intensive Care Unit (MICU) .
Services include fire suppression, heavy rescue, pre—hospital advanced
life support care, hazardous material incident control operations, high
angle rescue, and fire inspection.
The proposal requires that Highland Beach provide apparatus, tools, and
appliances in accordance with Boca Raton Fire Department standards.
Cost referenced in the proposal for two years represents personnel
costs under current labor contract conditions and overhead/ expenses
without station rental or utility costs. The exception is telephone
and computer services.
A condition of an agreement for Fire Rescue services is the Town of
Highland Beach's compliance with the Palm Beach County Fire Sprinkler
Ordinance.
If there are any questions, please advise this office accordingly.
Sincerely,
BO A RATON FIRE DEPARTMENT
ohn G. Withrow, Chief
enclosure
cc Richard H. Witker
Assistant City Manager
JGW:j n —AN EQUAL OPPORTUNITY EMPLOYER—
F
. FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
F♦RATIONAL STAFFING FORMULA
"FIRE DEPARTMENT DEPLOYMENT ANALYSIS, A PUBLIC POLICY
ANALYSIS CASE STUDY"
THE RAND FIRE PROJECT, PAGE 13 & 14
C
Pa
A - (B)
Pa X Pb = Pc
( A1 is the average work week in Hours ( 42)
(B) is the average authorized time in hours away from fire, EMS or
other duties. This includes:
1. Vacation Days - Based on current vacation policy
134 Hrs Average
2 . Sick Leave - Based on current sick leave
policy - 101 Hrs
3 . Holiday Leave - Based on current policy
100 Hrs
Extended Light Duty - Based on yearly average
60 Hrs
Note: This entry (B) is based on the total average hours per year
per individual ( 395 Hrs) divided by 52 weeks. The result (B) becomes a
multiplier used in the formula.
(C) Average time in hours during the week that fire fighters/
paramedics must be available for duty. This is 168 hours ( 24 x 7.
(Pa) The multiplier which is used to indicate the number of
personnel which are required .to fill one ( 1) position on a 24 day,
seven (7) day a week basis (when C = 168 Hours) .
(Pb) The minimum manpower level per shift established by the
Department' s operational requirements. The minimum shift manpower for
Boca Raton is 27 plus 5 for Highland Beach for a total of 32.
(Pc) The total number of personnel required to maintain (Pb) , 24
hours per day, seven (7) days a week.
t t
, a
FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
OPERATIONAL STAFFING FORMULA
C
Pa
A - (B)
168
Pa
42 - 7.60
4.88 = Pa
Pa X Pb = Pc
4.88 X 32 = Pc
156.16 = Pc (Total Number of Operations
Personnel required to maintain minimum staffing 24 hours per day, seven
days a week)
Fire Department Operations Manning
Current With Highland Minimum Individual
Shift Bch Shift Shift with Highland
Manning Manning Beach Manning
Captains 4 4 1
Lieutenants 24 28 (+4) 7
Drivers 24 28 (+4) 7
Fire Fighters 80 96 (+16) 17
132 156 32
Total Additional Manpower - 24
FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
First Year Overhead and Operating Expenses
Administrative Services $16,000
Liability Expense 20,000
Inspection Services 15,000
Apparatus Maintenance 12,000
Fuel 5 ,000
Tires 2,000
Linen & Bedding 1,000
Medical Supplies 6,000
Radio Equipment 15 ,000
Radio Maintenance 1,200
Telephone Cost 2,000
Computer Cost 6,400
Printing 500
Fire Supplies 8,000
Uniform Maintenance 6,000
Office Supplies 500
Janitorial Supplies 500
Chemical Supplies 11000
Total $118,100
Second Year Overhead and Operating Expenses
Administrative Sebvices $17,500
Liability Expense 20,000
Inspection Services 16,500
Apparatus Maintenance 12 ,000
Fuel 5,000
Tires 2,000
Linen & Bedding 1,000
Medical Supplies 6, 500
Radio Maintenance 1, 500
Telephone Cost 2,200
Computer Cost 500
Printing 200
Fire Supplies 8,000
Uniform Maintenance 6,000
Office Supplies 500
Janitorial Supplies 500
Chemical Supplies 1,000
Total $100 ,900
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FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
First Year Personnel Costs
Lieutenant Driver Firefighter
Salary $30,000 $27,500 $26,500
Holiday Pay 1,000 1,000 1,000
Overtime 1,000 1,000 1,000
Incentive Pay 600 600 600
Social Sec 2,200 2,000 1,900
Pension 3 ,200 2,900 2,700
Health & Dis 2, 400 2,300 2,300
Work Comp 600 500 600
Ed. & Training 1,000 1,000 1,000
Uniform/ Equip 1,800 1,800 1, 800
Supplies 500 500 500
Recruit/Process 1,000 11000 1,000
Total $45,300 $42,100 $40,900
Number Req 4 4 16
Total $181,200 $168,400 $654, 400
Total First Year Personnel Cost - $1,004,000
Second Year Personnel Cost
Lieutenant Driver Firefighter
Salary $,32,000 $29,500 $28,500
Holiday Pay 1,200 1,200 1, 000
Overtime 1,200 1,200 1,000
Incentive Pay 600 600 600
Social Sec 2,400 2,200 2,000
Pension 3 ,400 3,000 2,900
Health & Dis 2 ,600 2, 500 2,500
Work Comp 800 600 800
Ed. & Training 1,000 1,000 1,000
Uniform/ Equip 800 800 800
Supplies 500 500 500
Total $46,500 $43 ,100 $41,600
Number Req 4 4 16
Total $186,000 $172,400 $665,600
Total Second Year Personnel Cost - $1,024,000
FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
>>tmmary of Cost and Expenses
First Year Costs
Total First Year Personnel Cost $1,004,000
Secondary Response Service Cost 50,000
Total First .Year Overhead and Expenses 118,100
Total Capital Expense (Pumper/Ladder & MICU) 551,000
Total First Year Cost $1,723 ,100
Second Year Costs
Total Second Year Personnel Cost $1,024,000
Secondary Response Service Cost 50,000
Total Second Year Overhead and Expenses 100 ,900
Total Second Year Cost $1,174,900
1. Overhead and Expense is based on no station rental or utility cost
with the exception of telephone.
2. Highland Beach compliance with the Palm Beach County Fire Sprinkler
Ordinance required.
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FIRE RESCUE SERVICES FOR THE TOWN OF HIGHLAND BEACH
Capital Improvements - Mobile Intensive Care Unit
a.�
Mobile Intensive Care Unit $ 76,000
Rescue Equipment 60,000
Total Mobile Intensive Care Unit $136,000
Pumper/ Ladder Apparatus
Pumper/Ladder Apparatus $350,000
Tools & Appliances 65 ,000
Total Pumper/Ladder Apparatus $415,000
Total Capital Improvements $551,000
MEMORANDUM
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TO: TOWN COMMISSION
FROM: MARY ANN MARIANO
TOWN MANAGER
DATE: DECEMBER 3, 1999
SUBJECT: FIRE/RESCUE SERVICE
As you are aware , service cost estimates for fire/rescue provision had
been requested from several sources in early August . By memorandum to
the clipboard dated August 29, 1998 (copy attached) , I transmitted cost
estimates of both Atlantic Ambulance Service and the City of Delray
Beach. Further , since August 29, I have provided an estimate prepared
by Bethesda Ambulance and on November 28 , 1990, provided the estimate
Of services from the City of Boca Raton .
Presently, the Town is under contract with Palm Beach County Fire/Res-
cue Department with a provision to opt out of such contract on
October 1 , 1991 by notification to the County by February 1, 1991 .
Thereafter , the Town has until June 1 of each year to exercise its op-
tion to terminate the contract for the fiscal year commencing 16 months
thereafter (Sec . 11) .
Our 1990/1991 contract cost with Palm Beach County Fire/Rescue is
$886 , 000 . The cost is based on the percentage of assessed value of the
properties in Town versus the percentage of the entire countywide MSTU
and includes services of plan review, code enforcement, building in-
spection , fire suppression, fire investigation and public education .
' Although the remaining growth ability within Highland Beach will un-
doubtedly produce highly assessed properties, the growth throughout the
countywide area of the MSTU should surpass and lessen the assessed per-
centage of Highland Beach and , therefore, level the service cost if not
reduce the cost . As you will recall , the Town ' s cost decreased in both
the 1988/1989 and 1989/1990 fiscal years and only increased in
1990/1991 due to the incorporation of four countywide MSTU ' s into one .
Now that the MSTU merger has been accomplished , the service cost should
level out or may decrease as aforesaid .
In addition , over the last three years, the County has expended
$43, 331 in repairs and improvements to the station owned by the Town .
Further , the County is providing approximately $5, 500 per year as 25%
of the utility cost of the entire municipal complex . Additionally, the
County has tentatively offered to provide approximately $15, 000 per
year commencing October 1, 1991 as rental for the station , while still
maintaining the repair and utility responsibility. Coupled with these
facts , it is important to note that during all service years with Palm
Beach County, we have had few, if any, complaints with the level of
services provided to our residents .
To : Town Commission
From: Mary Ann Mariano
Date : December 3, 1990
Re : Fire/Rescue Page 2 of 3
From the information received from Delray Beach and Boca Raton with re-
gard to the present comparable costs of personnel and equipment, it is
easily seen that these costs coupled with overhead , administrative,
communication , training and inspection , enforcement , liability, insur-
ance and other inherent costs , would certainly cost the Town more than
our present cost to provide the level of service we now enjoy. One
factor which must also be considered whenever discussing the possibili-
ty of the Town providing its own fire service is the liability the Town
may incur , which presently rests on the County or would rest on any
other agency contracted with. Further , any level of service not
equalling what we presently receive would mean a decrease in our fire
insurance rating , creating an increase in individual fire insurance
rates to our residents .
Another factor to be considered is one which has been discussed earlier
by the Commission in the transition of aging employees in a small de-
partment and the attendant costs of early retirements or possible
"buy-outs . "
With regard to the concept of a Public Safety Department, I believe
there is merit in such a concept where the entity is large enough
(Coconut Creek) to assure the number of on-duty staff is adequate to
cover multiple service calls or the entity is small enough (Manalapan-
380 population - single family homes) where the risk is minimal .
When you consider the configuration of high-rise buildings (approxi-
mately 35 buildings) in such a small area , the Public Safety Department
concept becomes less feasible without an increase in personnel to a
level which may become cost prohibitive . Further , the personnel and
liability factors would still be present as well as the requirement of
providing adequate equipment and ongoing maintenance and training
costs .
With regard to the idea raised of hiring from the Palm Beach County
Fire/Rescue labor pool , I have discussed this possibility with both
Chief Brice and Chief Sweat of the County, who advised that the labor
pool is used by agreement for special events ranging from one (1) day
to a two (2) -week maximum. The Department does not allow labor pool
employees to work beyond this time frame due to the stress-related
factors of firefighters after working their normal work week. Chief
Brice indicated that special arrangements could possibly be made with
the firefighters ' union separately; however , he felt that such arrange-
ment would call for , at a minimum, time and one-half for the employees,
as well as a 10% management fee . This fact, and consideration of the
equipment and other departmental costs which the Town would be required
to bear , would also make this alternative cost prohibitive .
To : Town Commission
From: Mary Ann Mariano
Date : December 3, 1990
.� Re : Fire/Rescue Page 3 of 3
Both the Cities of Delray Beach and Boca Raton have indicated that
they are not interested in providing anything other than full service
to the Town , which would deter the idea of mutual aid to the
north/south sectors of Town by different departments .
One other alternative may be the privatization of fire/rescue services
by an outside agency, i .e . , Wackenhut. This possibility has been
studied in the past and rejected by the Town due to the costs involved ,
as well as the outcry from the residents who at that time felt that a
public department would serve the needs of the Town more adequately.
The problems associated with a private company are that such a company
is a profit-making business and , therefore , cost control is not as pro-
tected as in a public entity where costs through taxes or fees are con-
trolled by the voting populus . Further , public departments , by law,
are prohibited from labor strikes and , therefore , provide a consistent
source of protection which would not be afforded by a private agency.
When the other alternatives submitted have been reviewed , you will see
that there are certainly areas which the respective entities may nego-
tiate , i .e . , utilities , station rental , sprinkler requirements , etc . ;
however , when the hard costs (personnel and equipment) are evaluated
and compared , Palm Beach County Fire/Rescue remains the most cost ef-
fective means of providing service to our residents at this time with-
out decreasing the Town ' s level of service .
In summary, after evaluation and review of the above alternatives for
fire/rescue services , I found that , at this time , the most efficient,
cost effective method of fire/rescue protection is afforded by the
existing contract between Palm Beach County Fire/Rescue Department and
the Town of Highland Beach . Therefore , I recommend that the Town not
exercise its option on February 1, 1991 to terminate its contract with
Palm Beach County as of October 1, 1991. I further recommend
re-evaluation of the Town ' s alternatives in any year that the
fire/rescue contract increases by more than 10% or other factors dic-
tate such re-evaluation .
dAa
Mary Aariano
Town M pager
i MAM/dm t
Attachment
N-01 MEMO TO CLIPBOARD
RE: FIRE/RESCUE SERVICES DATE : AUGUST 29 , 1990
As earlier indicated, I had a meeting with various fire/rescue
officials in order to determine the feasibility of alternate
sources of fire/rescue service to the Town of Highland Beach.
I have met with Atlantic Ambulance Service as well as Bethesda
Ambulance Service to evaluate the feasibility of the separation
of the fire service from ALS (Advanced Life Support) Services .
Attached to this memo you will find the proposal of Atlantic
Ambulance Service. I am expecting a proposal from Bethesda
Ambulance Service early next week. In verbal discussion with
the general manager of the Bethesda Ambulance Service , it appears
that the Bethesda proposal will be slightly higher than the
Atlantic Ambulance Service.
In meeting with officials from the Cities of Boca Raton and
Delray Beach, it appears that both cities take the position
that in order to provide services to the Town of Highland Beach,
the service would have to be complete fire/rescue service and
not a separation of the two. This position comes from the fact
that both cities have fire/rescue personnel who are cross-traine
and feel that it would be economically unfeasible to provide
�.. that calibre person to a station in Highland Beach without
utilizating their full potential .
The City of Boca Raton, specifically the manager ' s office and
the fire chief , indicated that they would require a minimum of
60 days to prepare a proposal for the Town for fire/rescue
services . I anticipate receipt of such proposal no earlier
than mid-October. As soon as I receive any proposal from
Boca, I will forward that via the clipboard to you.
With regard to the City of Delray Beach, I have received a
preliminary proposal based on what they feel are actual costs ,
as well as administrative reimburseables . In addition to the
attached information received from Delray, there were several
items brought up in our meetings . It was Delray' s feelings that
they would need a minimum of eight months notification to put in
place the personnel and equipment needed to serve Highland Beach .
Delray Beach is concerned with the personnel ramifications down
the line if a contract is entered into and they are not renewed
with regard to being left with unemployment compensation or
absorption of personnel into their existing department and
these questions would need further discussion and analysis.
you will note on one of the preliminary estimates , there is a
reduction for "system capacity enhancement" . In order to
�' achieve such reduction, the Town would have to agree not to
Fire/Rescue Services
August 29 , 1990
Page No. 2
demand that all equipment is at the Highland Beach Station all
the time. This may mean that an aerial truck may be swapped for
pumper from another Delray Station or the rescue unit may leave
the Town for calls outside the Town' s limits .
As you can see from the attached, there are other areas that
will need to be addressed, i.e. , method of equipping the stations
with the capital equipment needed, communications , emergency
preparedness , etc.
Upon receipt of the oroposals from Bethesda Ambulance Service
as well as the City of Boca Raton, I will be requesting direction
from the Town Commission as to its preferred method of procedure
in this matter.
I am available to discuss this issue with any of you.
Mary Mariano
Town nage
MAM: jfc
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