HomeMy WebLinkAbout2011-06-20_cityofsanrafael_fed1651de2ccb240978c88ac210f162eCITY OF
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Agenda Item No:
Meeting Date: June 20, 2011
SAN .RAFAEL CITY COUNCIL AGENDA REPORT
Department: Fire Department
Prepared by: Christopher Gray, Fire Ch iej City Manager Approval:
n � Nincy Mackie
SUBJECT: RESOLUTION OF THE COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AND AUTHORIZING THE MAYOR AND CITY MANAGER TO
EXECUTE THE AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND
MARINVVOOD COMMUNITY SERVICES DISTRICT FOR FIRE PROTECTION AND
EMERGENCY RESPONSE SERVICES
RECOMMENDATION: Adopt Resolution as presented
BACKGROUND:
The City of San Rafael (City) and the Marinwood Community Services District (District) have
maintained a fire protection services agreement since 1973. The last agreement was entered into in June
2010 for a one year period to permit further analysis of fire services exchanged between the two agencies
and to allow additional work on regional efforts. The City's goal is to continue and to enhance joint
services where possible, while continuing to provide high quality and efficient fire and rescue services.
Over the past year, a Working Group comprised of City and District officials, Fire Chiefs and
administrative staff met regularly to explore alternative means of delivering fire protection services to the
District's service area. Ultimately it was determined that further exploration of a regional model was the
preferred alternative and that the District would not pursue a contract for services with the City. It has
been the City's intention not to enter into a new agreement requiring the payment of compensation, and
continue to pursue joint services through a Fire and Rescue Agreement that the two Fire Chiefs have
developed.
The proposed agreement reduces the area of the District's response into the City and continues the City's
support of Marinwood, CSA 13, CSA 31 (St Vincent's) and areas on the south side of Lucas Valley west
of Marinwood, by providing the required staffing and equipment to respond to various emergencies at no
cost.
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Under the proposed agreement, the City will continue to provide the District with at least one (1) or more
Engines, one (1) or more Ladder Trucks and one (1) Battalion Chief as needed on fire, rescue and
medical responses. In exchange, the District will provide their one (1) Engine to an initial action
response area in the City closest to their station as shown the attached Map — Exhibit "B" Fire Response
Area City and District.
This agreement will not impact the county -wide coverage agreement that is in place which provides for
the closest available appropriate response unit on fire responses. As before; if the District Engine is
involved with a call in District and another call occurs in their jurisdiction, a City Unit will be
dispatched. Likewise if City Units are
unavailable, the District Engine will be dispatched. The City will also provide a Battalion Chief to the
District and CSA 13 for Incident Command initial responses. The City will also continue to be
responsible for all dispatch -related costs through our contract with the Marin County Sheriff, provide
coordination of training and use of the training facility and will support computer equipment that has
been provided for the district to manage incident reports completed by the District.
We are also proceeding with certain operational changes as part of a continued effort to enhance the
City's Paramedic services. We will be relocating the Advanced Life Support (ALS) Paramedic Unit
currently assigned to San Rafael Fire Station #6 on Del Ganado Road, to Station #3 on Joseph Court.
Station #3 is in the process of being reopened to accommodate this move. Station #6 will continue to be
staffed by Paramedics on the Engine Company and will also have the availability of a Reserve
Ambulance as needed to give us a 4`h ambulance if necessary. We also expect to add a new Basic Life
Support (BLS) Unit staffed by part-time Emergency Medical Technicians that will assist in handling the
large volume of calls we experience during peak hours (8 AM to 8 PM) involving non -life threatening
emergencies. The new BLS Unit will be located at San Rafael Fire Station #6 on Del Ganado Road. The
enhanced service and relocation of personnel will improve response times, assist with increased call
volume in a more efficient manner, and provide additional benefits to residents of Marinwood, San
Rafael and the CSR's.
The City of San Rafael remains as dedicated as ever to regionalizing fire services. Recent progress has
been made, with several area Fire Chiefs now actively working toward this goal. It is expected that there
will be meetings scheduled in the near future to advise the affected agencies of any progress, and to
explain the conceptual plans that are currently being discussed.
ANALYSIS:
The current Agreement will terminate on June 30, 2011. Both the City and District desire to enter into an
operational and structural agreement for the provision of fire protection and emergency services.
Major components of the proposed new agreement include:
➢ No payments will be exchanged between the City and District.
➢ City will continue responding to emergency service and fire response calls in District, and in
the case of a first alarm, City will provide one fire engine and one truck and one Chief Officer
to the District's service area.
➢ City will continue to commit additional resources to the District in the case of additional alarms
in the District.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
➢ District will continue responding to fire and emergency service response calls in San Rafael
and will provide their one (1) Engine Company on multi -company responses within the San
Rafael Fire Department service area.
➢ City will continue to provide Dispatch Services to the District via the City's contract with the
Marin County Sheriff's Office.
➢ District will continue to participate in City training and have access to the training facility.
FISCAL IMPACT:
This new agreement will involve no direct cost to the City. Some indirect cost can be attributed to our
managing the dispatch contract with the Marin County Sheriff that has District calls for service included.
OPTIONS:
1. Adopt resolution as presented.
2. Send back to staff for further modification and negotiations.
Do not approve resolution; the 2011 agreement will terminate and San Rafael Fire Department will have
to mitigate to the extent possible the loss of a District response.
ACTION REQUIRED:
Adopt Resolution as presented.
ATTACHMENTS:
Resolution with Attachment 1 (Agreement with Exhibit "A" "Fire Response Area City and District")
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF SAN
RAFAEL APPROVING AND AUTHORIZING THE MAYOR
AND CITY MANAGER TO EXECUTE THE AGREEMENT
BETWEEN THE CITY OF SAN RAFAEL AND MARINWOOD
COMMUNITY SERVICES DISTRICT FOR FIRE
PROTECTION AND EMERGENCY RESPONSE SERVICES
WHEREAS, the current Agreement between the City of San Rafael and the Marinwood
Community Services for fire protection services will terminate on June 30, 2011 and both City
and District desire to enter into an operational and structural agreement for the provision of fire
protection and emergency services.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael to
approve and authorize the Mayor and City Manager to execute the Agreement between the City
of San Rafael and Marinwood Community Services District for Fire Protection and Emergency
Response Services a copy of which is attached hereto as Attachment 1 and incorporated herein by
this reference.
I, ESTHER C. BEIRNE, Cleric of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
Council of said City on the 20th day of June, 2011, by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
AGREEMENT
BETWEEN THE CITY OF SAN RAFAEL
AND MARINWOOD COMMUNITY SERVICES DISTRICT
FOR FIRE PROTECTION AND EMERGENCY SERVICES
The purpose of this agreement is to provide Automatic and Mutual Aid response and additional services
between the City of San Rafael and Marinwood Community Services District. This Agreement is entered into
this day of , 2011, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"),
and MARINWOOD COMMUNITY SERVICES DISTRICT (hereinafter "DISTRICT").
RECITALS
WHEREAS, CITY and DISTRICT have entered into a series of cooperative agreements for fire and
emergency services since 1973 and mutually agree to continue with an initial action agreement for the benefit
of both communities; and
WHEREAS, CITY and DISTRICT desire to continue their cooperative efforts in delivering fire
and emergency services with this initial action agreement for the benefit of both communities; and
WHEREAS, the current Agreement will terminate on June 30, 2011 and both CITY and
DISTRICT desire to enter into a new operational agreement for the provision of fire protection and
emergency services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. TERM OF AGREEMENT
This agreement shall commence July 1, 2011 and shall remain operative and effective until
participation is terminated by one of the parties. It is further agreed that either of the parties may terminate the
Agreement at any time by giving written notice to the other party at least ninety (90) days prior to the date of
the termination.
2. MUTUAL BENEFIT
CITY and DISTRICT intend that this agreement will provide mutual benefits to both parties and
agree to continue to participate in the Marin County Local Fire Service and Rescue Mutual Aid Plan and
other areas of cooperation.
3. TYPE OF ASSISTANCE - CITY TO DISTRICT
CITY agrees to provide the following:
A. To automatically dispatch, within CITY's capabilities of available personnel and equipment, on a
first alarm structural fire response one (1) Engine Company, one (1) Aerial Ladder Truck Company, and
one (1) Chief Officer to DISTRICT's service area as illustrated in Exhibit "A" attached hereto. If the
DISTRICT Engine Company is unavailable for response, CITY agrees to send one (1) additional Engine
Company for a total of three (3) Fire Companies.
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ATTACHMENT "I"
B. To automatically dispatch, within CITY's capabilities of available personnel and equipment, on a
vegetation/wildland fire response two (2) Engine Companies, and one (1) Chief Officer to DISTRICT's
service area as illustrated in Exhibit "A" attached hereto. If the DISTRICT Engine Company is unavailable for
response, CITY agrees to send one (1) additional Engine Company for a total of three (3) Fire Companies.
C. To automatically dispatch, within CITY's capabilities of available personnel and equipment, on a
rescue response one (1) Aerial Ladder Truck Company and one (1) Chief Officer to DISTRICT's service
area as illustrated in Exhibit "A" attached hereto. If the DISTRICT Engine Company is unavailable for
response, CITY agrees to send one (1) additional Engine Company for a total of two (2) Fire Companies.
D. To automatically dispatch, within CITY's capabilities of available personnel and equipment, one
(1) Engine Company on a single engine response within the DISTRICT's service area when the
DISTRICT Engine Company is not available.
E. To provide DISTRICT with 9-1-1 and twenty-four (24) hour dispatching service and oversight
for receipt and re -transmission of emergency alarms.
F. To provide, to the best of its ability, a Chief Officer response to any first alarm or other incident
in the DISTRICT that would normally include a Battalion Chief in a dedicated vehicle in the CITY, as part
of the DISTRICT response, as dispatched by the COMM CENTER. During response and upon arrival at
the incident, the CITY's Chief Officer shall direct and oversee the emergency event in an incident
command role and function. The CITY understands that the Chief Officer can be relieved or cancelled by
the DISTRICT'S Fire Chief who appears at the incident scene and communicates to the CITY's Chief
Officer his intention to assume command. The CITY Chief Officer will remain on scene until the incident
is mitigated or command is assumed by the DISTRICT's Fire Chief. In the event of simultaneous calls in
the CITY and DISTRICT, the responding CITY Chief Officer shall have discretion as to the priority
handling of such calls, considering alternate available resources.
G. CITY will provide computer related support for fire reporting and communication purposes.
H. CITY, subject to the terms of this Agreement, shall be solely responsible for control of its
personnel, standards of performance, discipline, and all other aspects of performance by CITY employees
while performing services under this Agreement.
4. TYPE OF ASSISTANCE - DISTRICT TO CITY
DISTRICT agrees to provide the following:
A. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1)
Engine Company on a single engine response within the San Rafael Fire Department service area, as
illustrated in Exhibit "A" attached hereto.
B. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1) Engine
Company on any multi -company response or alarm within the San Rafael Fire Department service area, as
illustrated in Exhibit "A" attached hereto.
C. To dispatch, within DISTRICT's capabilities of available personnel and equipment, one (1) Engine
Company on a single engine response within the San Rafael Fire Department Fire Management Areas
beginning with 53 or 56 not included in Exhibit "A" when both Engine Companies housed at Station 56 and
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57 are not available.
D. DISTRICT, subject to the terms of this Agreement, shall be solely responsible for control of its
personnel, standards of performance, discipline, and all other aspects of performance by DISTRICT
employees while performing services under this Agreement.
5. TRAINING
DISTRICT's Fire Chief and firefighters shall be able to participate in all CITY Fire Department
exercises, drills and proficiency indexes subject to any qualification requirements and any limitations on space
available for such training. Subject to the CITY Fire Department's first priority for its use, DISTRICT may
utilize the CITY's training facility at Fire Station No. 2. CITY will provide emergency response, within the
CITY's capabilities of available personnel and equipment, from the closest appropriate CITY emergency
response unit to DISTRICT while DISTRICT's personnel are absent from their station for purposes of said
training.
6. REPORTING
The CITY and the DISTRICT agree to provide each other and the County of Marin with response data for
the Fire Management Zones (FMA) within DISTRICT, CSA 13 and 19 and those FMAs within San Rafael
beginning with 53 on the east side of Highway 101 on an annual basis. The data shall be adequate to permit
comparison of types of response, number of responses, and response times under this Agreement with the
same data under the response model in place prior to this Agreement.
7. AGREEMENT ADMINISTRATION/NOTICES
The City Manager shall be the representative of the CITY for all purposes under this Agreement. The
CITY's Fire Chief is hereby designated the Agreement Administrator for the CITY, and said Administrator
shall supervise all aspects of the implementation of this Agreement for CITY.
The District Manager shall be the representative of DISTRICT for all purposes under this Agreement.
The DISTRICT's Fire Chief is hereby designated the Agreement Administrator for the DISTRICT, and said
Agreement Administrator shall supervise all aspects of the implementation of this Agreement for DISTRICT.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or deposited with
the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall
be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United
States Postal Service. Notice shall be given as follows:
TO CITY: Fire Chief, San Rafael Fire Department
City of San Rafael
P.O. Box 151560
San Rafael, CA 94915-1560
TO DISTRICT: Fire Chief, Marinwood Fire Department
Marinwood Community Services District
777 Miller Creek Road
San Rafael, California 94903-1323
8. INDEMNIFICATION
CITY shall defend, indemnify and hold harmless DISTRICT, its officers, agents and employees,
while acting within the course and scope of their employment under this Agreement, from any liability or
damage, including but not limited to attorneys' fees, arising from any acts or omissions of CITY, its officers,
agents and employees.
DISTRICT shall defend, indemnify and hold harmless CITY, its officers, agents and employees,
while acting within the course and scope of their employment under this Agreement, from any liability or
damage, including but not limited to attorneys' fees, arising from any acts or omissions of DISTRICT, its
officers, agents and employees.
9. ENTIRE AGREEMENT -- AMENDMENTS
This Agreement supercedes any and all prior agreements between the parties and represents the whole
and entire Agreement between CITY and DISTRICT. No provision or obligation hereunder may be amended
except upon subsequent written agreement of CITY and DISTRICT.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first
above written.
CITY OF SAN RAFAEL MARINWOOD COMMUNITY SERVICES
DISTRICT
Albert J. Boro, Mayor
Nancy Mackle, City Manager
Christopher Gray, Fire Chief
ATTEST:
Esther C. Benne, City Clerk
APPROVED AS TO FORM:
Robert F. Epstein, City Attorney
Cyane Dandridge, Board President
Thomas D. Horne, District Manager
Thomas Roach, Fire Chief
ATTEST:
Carolyn Sullivan, Secretary to the Board of Directors
APPROVED AS TO FORM:
Gregory Stepanicich, District Counsel
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