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Woodinville Fire & Rescue

REGULAR MEETING OF THE BOARD OF FIRE COMMISSIONERS/ BUDGET WORKSHOP

Headquarters Station 31, 17718 Woodinville-Snohomish Road NE

Tuesday, September 19, 2017 5:00 p.m.

AGENDA Call to Order

Flag Salute

Roll Call

Approval of Agenda in Content and Order

Public Comments (please limit comments to 3 minutes or less)

Board Business:

1. Budget Workshop

2. Staff Report 17-023 – 2018 NORCOM Financial Participation; and

Resolution 2017-22 NORCOM Financial Participation

3. Staff Report 17-024 – Engagement of Porter Foster Rorick

4. Fire Chief’s Report

5. Consent Agenda

a. Approval of minutes from the August 15, 2017 regular meeting

b. Approval of Payroll Vouchers

c. Approval of General Vouchers and CIP Vouchers

6. Reports from the Commissioners/Good of the Order

7. Executive Session for 45 minutes pursuant to RCW 42.40.140(4)(b)

8. Adjournment

Meeting of the Board of Commissioner

September 19, 2017

Page 7 of7

rek van Veen, Commissioner, Position 1

Kevin Coughlin, Commissioner, Position 4

R

(when signed - 10-24-17)

Woodinville Fire & Rescue M E M O R A N D U M

DATE: September 19, 2017

TO: Kevin Coughlin, Chair Board of Fire Commissioners

FROM: Greg Ahearn, Fire Chief

SUBJECT: #17-023 – NORCOM Financial Participation 2018

Background Each year Woodinville Fire & Rescue (the “District”) receives notice from the North East King County Regional Public Safety Communication Agency (“NORCOM”) advising participating agencies on the programs and objectives contained in NORCOM’s proposed budget, changes in the User Fee formula, and the required financial participation for each Principal and Subscriber for the following year. For 2018, participating agencies have been advised that there are no changes in the Calls for Service calculation; however, changes to the User Fee formula due to the new functional distribution model will impact the District’s rates. There have been no changes in objectives for 2018. Fiscal Impact The attached Revenue Detail for NORCOM’s Operating Fund shows the District’s 2018 allocation as $182,427, a $7,869 or 4.5 percent increase from the District’s $174,558 allocation in 2017. Staff is including a request for this amount in the District’s 2018 budget. The 2018 increase is due to budget increases and the percentage of the budget allocated to the District due to the functional distribution formula. Requested Action As per the NORCOM Interlocal Agreement, to which the District is a party, the Board is required to provide NORCOM with a Resolution approving the District’s allocation for NORCOM’s budget. Recommendation Staff recommends that the Board adopt Resolution 2017-22 as presented. The Finance Committee agrees with Staff’s recommendation that the Board adopt Resolution 2017-22.

Kevin Coughlin, Chair Board of Fire Commissioners September 19, 2017 Page 2 of 2

PROPOSED MOTION

I move that the Board accept staff’s recommendation and adopt Resolution 2017-22, A RESOLUTION AUTHORIZING THE DISTRICT’S ALLOCATION FOR THE NORTH EAST KING COUNTY REGIONAL PUBLIC SAFETY COMMUNICATIONS AGENCY (“NORCOM”) BUDGET, as presented.

GSA/mm Attachment

PO Box 50911 • Bellevue, WA 98015

Date: August 30, 2017 To: Greg Ahearn, Fire Chief From: J.R. Lieuallen, Finance Manager CC: Thomas Orr, Executive Director Michael Olson, Treasurer

RE: 2018 Financial Participation Pursuant to Section 12(c) of the NORCOM Inter-local Agreement, this notice advises Participating Agencies on the programs and objectives as contained in the proposed budget, of any changes in the User Fee formula, and of the required financial participation for each Principal and Subscriber for the following year. There have been no changes in objectives for 2018. There are no additional programs to be funded. There are two additional FTE’s (Fire Liaison and Supervisor) to be funded with this budget. One-time Capital purchases will be funded with 2017 Ending Fund Balance. The Capital Projects Fund will be funded with Ending Fund Balance. The Rate Stabilization Fund will be utilized in the amount of $300,000. This is in accordance with the summary budget document transmitted to the Participants and approved by the Governing Board on August 11, 2017. There are no changes in the Calls for Service calculation. Changes to the User Fee formula due to the new Functional Distribution model will impact individual Agency rates. In 2018, Woodinville Fire will see a $7,869 or 4.5% increase in their assessment from 2017. This change is due to both budget increases and the percentage of the budget allocated to the agency due to the functional distribution formula. On the following pages you will find the required financial participation for each Principle for 2018 and a comparison of Principle rate calculations between 2017 and 2018.



TO: Kevin Coughlin, Chair Board of Fire Commissioners

FROM: Joan S. Montegary, Chief Administrative Officer

SUBJECT: Staff Report 17-024 Engagement of Porter Foster Rorick, LLP

Background The District currently engages two different law firms – Summit Law Group on specific labor issues and Porter Foster Rorick as District counsel. For the last several years, the fee arrangement with Porter Foster Rorick has been 10 retainer hours per month for a flat monthly fee. The Board last signed an engagement letter with Porter Foster Rorick in December 2012 that has been effective since January 2013. The District works mainly with Attorney Jeff Ganson at Porter Foster Rorick. In 2013, Attorney Ganson’s hourly rate was $185; that amount has increased to $250. Fiscal Impact As part of the budget process, the Fire Chief requested a cost analysis be completed to determine if the monthly retainer was still cost effective for the District or if switching to an hourly rate fee arrangement would be more prudent. I have determined that we are not using our 10 hours per month of legal services and thus, would likely have lower legal costs by changing to an hourly rate. Attorney Ganson has agreed to allow the District to change its fee arrangement from retainer to hourly effective September 1, 2017. Requested Action Staff requests that the Board approve the Agreement for Legal Services as presented, and authorize the Board Chair to sign the Agreement with Porter Foster Rorick. Attachment /jsm

Kevin Coughlin, Chair Board of Fire Commissioners September 19, 2017 Page 2 of 2

PROPOSED MOTION

I move that the Board of Fire Commissioners approve the Agreement for Legal

Services as presented, and authorize the Board Chair to sign the Agreement with

Porter Foster Rorick.

2017 Regular Hourly Rates

Effective January 1, 2017, our regular hourly rates will be adjusted to reflect changes in overhead costs, the current legal market for our services in Washington, and the current level of experience or expertise of our legal professionals.

The rates of our current attorneys and paralegal staff will be as follows:

Lance Andree $250/hour Lynette Baisch $250/hour Leilani Fisher $200/hour Cliff Foster $275/hour Jeff Ganson $250/hour Kathleen Haggard $250/hour Parker Howell $225/hour Dani Kaminski $100/hour

Rachel Miller $250/hour Cyndi Nelson $100/hour Buzz Porter $275/hour Tim Reynolds $200/hour Mike Rorick $275/hour Jay Schulkin $200/hour Maia Serosky $100/hour Lorraine Wilson $250/hour

The rates of other legal professionals we engage in the coming year will be determined based on their level of expertise and experience under the following general structure:

Paralegal $100/hour Law Clerk $125/hour Associate I $200/hour

Associate II $225/hour Partner $250/hour Senior Partner $275/hour

Jeff Ganson

ATTACHMENT A

AGREEMENT FOR LEGAL SERVICES

For the purpose of providing legal services and in consideration of the following mutual promises and conditions, Porter Foster Rorick LLP, hereinafter referred to as “Attorney,” and Woodinville Fire & Rescue, hereinafter referred to as “WFR,” agree as follows:

1. Effective September 1, 2017, WFR hereby engages Attorney to provide legal services to WFR. Attorney hereby agrees to provide all legal services, upon request, for WFR, except for those services excluded under Section 3 of this Agreement. All members of the firm shall have the same authority to perform legal services on behalf of WFR. The duties of the Attorney include, but are not limited to, the following:

a. Attend meetings of the Board of Fire Commissioners upon request. b. Prepare and review resolutions, policies and contracts as requested by the Board,

Chief Administrative Officer or Fire Chief, or by other WFR employees designated by any of them.

c. Render legal opinions as requested by Board, Chief Administrative Officer or Fire Chief, or by other WFR employees designated by any of them.

d. Represent WFR in litigation, real property transactions, contract negotiations, and other matters.

e. Perform such other duties as required by State law and/or as set forth in the scope of work in WFR Request for Proposals No. 12-002.

Work related to municipal financing and municipal bonds is excluded from this Agreement and shall be referred to WFR’s Bond Counsel. In addition, if Attorney is unable to represent WFR because of ethical conflicts of interest for specific cases, those matters shall be excluded and shall be handled on a case-by-case basis by WFR’s appointment of independent counsel.

2. Attorney time will be billed in accordance with Attorney’s then-current rates.

Attorney’s current rates are attached at Attachment A. Attorney will notify WFR in writing of any changes to Attorney’s rates in advance of such changes taking effect.

3. WFR agrees to provide administrative support necessary for the performance of

Attorney’s services on behalf of WFR. Attorney shall bill for reimbursement of Attorney’s costs of retaining or consulting with professional consultants (including attorneys, engineers, and other similar consultants) when, in Attorney’s discretion, such consultation is deemed in the best interests of WFR, but only when approved by the Board, Chief Administrative Officer or Fire Chief.

4. WFR shall defend, indemnify, and hold harmless Attorney for all claims or actions by

third parties arising out of Attorney’s work for WFR.

5. This Agreement supersedes the Agreement For Legal Services entered into between Attorney and WFR dated December 13, 2012, and shall continue until modified by mutual written agreement or terminated in writing by either party.



TO: Roger Collins, Vice Chair Board of Fire Commissioners

FROM: Gregory Ahearn, Fire Chief

SUBJECT: Fire Chief’s Report – September 19, 2017

Fire Chief’s Report/Activities

I am pleased to present the following summary of District activities since the Board’s last regular meeting:

Incidents

The District responded to 353 incidents since the last Board meeting. There were no significant incidents. Budget

With the exception of the response operations overtime, there are no other concerns with the budget at this time.

The Budget Performance Report for the month ended July 31, 2017 is attached to this report.

Levy Lid Lift Follow Up

I wanted to follow up on a question that was asked at the last meeting. We’ve confirmed the passing of a levy lid lift is by simple majority and there is no requirement related to voter turnout from the previous election.

King County Emergency Medical Services – BLS Core Services Funding

We have requested and received preliminary approval from KC EMS on our core services application for the 2017/2018 calendar year. We will be receiving $43,175. A portion ($21,587.50) will be going to Shoreline for the regional CMT project and the remainder will be going to purchase eight new tablets with data plans for DC Wallgren’s Response Operations Division.

City of Woodinville

On September 26, Deputy Chief Wallgren, David Weed, Mike Vermeulen and I are meeting with the City of Woodinville staff and the King Office of Emergency Management staff to go over our joint Emergency Operations Center. We are still on target to be up and operational by January 1, 2018.

Roger Collins, Vice Chair Board of Fire Commissioners September 19, 2017 Page 2 of 3

I’ve been informed by City Manager Buchanan that the city remains interested in putting in a grid road on the eastern portion of the Annex property. The city is in the preliminary planning stages. I will keep the Board informed as more information become available.

Update - New Engines

I’m pleased to report the three new engines are in service and responding to calls. The two American LaFrance engines have been decommissioned and will be advertised for sale in the coming weeks.

New Tiller Drivers

The District is moving forward with training new tiller drivers for Ladder 31. We will have new drivers in place by the end of the year.

Acting Officer Academy

As part of our succession planning, the District is holding an acting officer academy in November. DC Wallgren and the Training and Development Division are working on the acting academy for both acting Lieutenants and Acting Battalion Chiefs.

Personnel

Our Lieutenant that is off line due to a non-duty related procedure has been cleared for full duty with no restrictions. He is returning to shift on September 24.

Washington Task Force 1 Deployment to Hurricane Irma

I’m pleased to report Lieutenant D’Ambrosia and Firefighter Plush have returned from their deployment to Hurricane Irma. Washington Task Force 1 stood by as an available resource for the state of Florida at nearby Robins Air Force Base in Georgia

Wildland Season

Wildland season is coming to a close. I will be working with Charlene and DC Wallgren on an analysis of the 2017 wildfire season. We will be updating the analysis from 2014 through current and evaluate our participation moving forward.

Summer Hydrant Maintenance Project Completed

The two seasonal hydrant maintenance workers are finished inspecting and maintaining the fire hydrants. They did a great job and there were no citizen complaints.

Roger Collins, Vice Chair Board of Fire Commissioners September 19, 2017 Page 3 of 3

Community Relations

Events since the last Board Meeting:

• 9 CPR and First Aid classes taught

• Station 35 and Station 33 attended numerous community barbecue events in neighborhoods during August.

• Attended Back to School fair at Leota Middle School

Upcoming events:

• September 23 – Crews will be present at McLendons Emergency Preparedness Clinic beginning at 11:00 a.m.

• October 7 – Crews will be present at McLendons Fire Prevention Clinic beginning at 11:00 a.m.

• November 16 – Woodinville Chamber of Commerce Monthly Business Luncheon hosted by Woodinville Fire & Rescue and Woodinville Police in the bay at Station 31

• Multiple CPR and First Aid classes

• Assisting with fire drills at Woodinville Children’s Country School

• Preschool tours at Station 31 and 33

• Back to School fair at Eastridge Elementary (Station 35 and CSO to attend)

• Classroom visit to 1st grade classrooms at Wellington Elementary (Station 35 and CSO to attend)

GSA/mm

BenefitBenefit Capital Liability Total

Expense Charge Project Reserve Reserve AllCash/Investment Balance Fund Fund Fund Fund Fund FundsJuly 31, 2017 $5,962,518 ($0) $128,805 $6,605,415 $1,850,918 $14,547,655

December 31, 2016 $6,241,472 $0 $152,400 $6,044,333 $1,840,426 $14,278,630

Dollar Increase (Decrease) ($278,953) ($0) ($23,595) $561,083 $10,492 $269,025

Percentage Increase (Decrease) (4.5%) .0% (15.5%) 9.3% .6% 1.9%

For historical reference, 2012 through 2015 year-end cash/investment balances are shown below.

BenefitBenefit Capital Liability Total

Expense Charge Project Reserve Reserve AllFund Fund Fund Fund Fund Funds

December 31, 2015 $6,259,296 $0 $45,757 $6,112,220 $1,639,148 $14,056,421

December 31, 2014 $5,592,143 $0 $146,252 $4,091,968 $1,488,521 $11,318,884

December 31, 2013 $5,612,528 $0 $303,538 $2,585,930 $1,725,682 $10,227,679

December 31, 2012 $5,955,562 $0 $404,217 $1,172,119 $1,294,252 $8,826,260

Woodinville Fire & RescueBudget Performance Report

For the month ended July 31, 2017

Cash/Investment Balances by Fund

2017 2017Budget Performance by Fund Annual Budget YTD Actual Dollars Percent

Revenues31-Jul-17 $6,241,472 $6,241,472 $0 0.0%

Current Year RevenuesProperty Tax $8,111,241 $4,277,269 ($3,833,972) -47.3%EMS $556,251 ($556,251) -100.0%Shoreline CMT Reimbursement** $0 #DIV/0!Miscellaneous Other $50,000 $295,077 $245,077 490.2%

Inter-Fund Transfers - INBenefit Charge Fund $5,172,623 $2,716,720 ($2,455,903) -47.5%Capital Fund $0 #DIV/0!Reserve Fund $0 #DIV/0!Benefit Liability Reserve Fund $72,500 ($72,500) -100.0%

Total Current Year Revenue $13,962,615 $7,289,066 ($6,673,549) -47.8%

Total Resources (BFB + Revenue) $20,204,087 $13,530,538 ($6,673,549) -33.0%

ExpendituresSalaries & Wages** $6,527,309 $3,605,217 $2,922,092 44.8%Benefits $3,235,755 $1,777,241 $1,458,514 45.1%Overtime - Operations $456,919 $353,302 $103,617 22.7%Overtime - Training & Admin $187,773 $98,979 $88,794 47.3%Office & Operating Supplies $146,160 $58,767 $87,393 59.8%Vehicle Maintenance & Fuel $252,650 $174,615 $78,035 30.9%Small Tools & Equipment $148,382 $69,429 $78,953 53.2%Elections & Info $30,000 $0 $30,000 100.0%Professional Services $208,300 $102,846 $105,454 50.6%Communications & Dispatch $270,491 $188,454 $82,037 30.3%Travel $40,808 $8,359 $32,449 79.5%Training & Education $132,354 $71,959 $60,395 45.6%Advertising $3,250 $2,577 $673 20.7%Leases, Insurance, Water/Utilities, etc. $202,950 $126,316 $76,634 37.8%Repair & Maintenance $300,810 $102,685 $198,125 65.9%Miscellaneous Other $106,698 $13,349 $93,349 87.5%



Expense Fund - YTD Financial Statement

Fav/(Unfav)vs. Budget






Capital - Facilities, Tools & Equipment $0 $0 #DIV/0!Intergovernmental Services $108,525 $63,923 $44,602 41.1%State Loan Payments $0 $0 #DIV/0!Interest on Long-Term Debt $0 $0 #DIV/0!

Sub-total (not incl. Intra-fund transfers) $12,359,134 $6,818,018 $5,541,116 44.8%Inter-Fund Transfers - OUT $0 #DIV/0!

Benefit Liability Reserve Fund $22,356 $0 $22,356 100.0%Capital Fund $147,000 $0 $147,000 100.0%Reserve Fund $1,434,124 $750,000 $684,124 47.7%

Total Expenditures $13,962,614 $7,568,018 $6,394,596 45.8%

Current Year Resources less Expenditures $1 ($278,953) n/a n/a

Cash Balance - End of Month $6,241,473 $5,962,519 ($278,954) -4.5%

Total Expenditures & EFB $20,204,087 $13,530,538 (6,673,549) -33.0%**Shoreline CMT Reimbursement budgeted for $283,962 is netted against wages for reporting purposes

Meeting of the Board of Commissioner August 15, 2017 Page 6 of 8 Commissioner Osgood stated that the engines have been put into service in record time and Chief Ahearn stated that DC Wallgren’s oversight and putting FF Smith on days helped expedite the process.

Personnel

• We have one Lieutenant that is off line due to a non-duty related procedure. We anticipate a return to full duty with no restrictions in mid-October. The District has assigned Marshall Frye as a Provisional Lieutenant to serve in the Lieutenant’s absence.

• Our Firefighter that has been off line related to a non-duty related procedure is slated to be cleared for full duty with no restrictions at the end of the month.

Community Relations

Past Events:

• National Night Out event at Hawthorne Ridge on August 1 with 31B shift.

Upcoming events:

• August 17: KinderCare visit with 31A shift

• August 19: Celebrate Woodinville Pancake Breakfast/Parade/Festival

8. Consent Agenda

a. Approval of Minutes from the Tuesday, July 11, 2017 Regular Meeting

b. Approval of Payroll Vouchers ACH 17-014 for $523,164.47; and ACH 17-15 for $364,640.34

c. Approval of General Vouchers 36540 through 36593 for $144,098.80; 36594 through 36627 for $36,150.45 and 36628 through 36657 for $45,513.22

d. Approval of CIP Voucher 2017-08113 for $1,760.00

MOTION: Commissioner Collins moved that the Board of Fire Commissioners approve the Consent Agenda as presented. The motion was seconded by Commissioner Osgood. The motion passed, 5-0.

9. Reports from the Commissioners/Good of the Order

Commissioner van Veen: No Report

No Material Associated with this

Agenda Item

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