AGENDA BOARD OF FIRE COMMISSIONERS REGULAR MEETING …€¦ · Chief Kevin Goodwin David Brisbon . Paul Anderson Ted Fry . Chris Bigelow Paul Anderson . Chief Brett Twomey Robert

AGENDA BOARD OF FIRE COMMISSIONERS REGULAR MEETING JULY 11, 2016 - 4:00 PM - ADMINISTRATION BUILDING

ADMINISTRATIVE ITEMS

1. Call to Order/ Establish Quorum/Pledge of Allegiance2. Additions or Deletions to the Agenda3. Announcements

PUBLIC COMMENT RELATED TO CKFR (limited to 3 minutes)

CONSENT ITEMS

C 1. Minutes of BOC Meeting: 6/13/16 and 6/27/16

C 2. Calendar of Events for Fire Service

C 3. Vouchers-Current

C 4. July Payroll

DISCUSSION / ACTION ITEMS

D 1. Commissioner Reports D 2. Chief’s Report D 3. IAFF Local 2819 Report D 4. CKFR FF Association Report D 5. AFG SCBA Grant Update – Kevin Staub D 6. Resolution 16-19 Management and Supervisory Employees Wage and Benefit

Plan (Supersedes Resolution 15-45, dated 12/28/15) – Chief Weninger Action to Approve

D 7. Resolution 16-20 Hiring Authorization for Assistant Manager, Human Resources-Anderson – Chief Weninger Action to Approve

D 8. Oath of Office D 9. Resolution 16-21 Wire Transfer Authorizations-Payroll Account – Monika

Carberry Action to Approve

D 10. Board of Commissioners, Records Retention/Management Policy 1-13– Monika Carberry Action to Approve

D 11. Review Fire Chief Goals – Chief Weninger D 12. Fire Chief Evaluation Discussion – Chair West

CORRESPONDENCE

ADJOURN

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5300 NW Newberry Hill Road, Suite 101

(360) 447-3550 FAX (360) 447-3590

CENTRAL KITSAP FIRE AND RESCUE June 13, 2016 - Page 1 of 5

June 13, 2016

A Regular Meeting of the Board of Commissioners of Central Kitsap Fire and Rescue (CKFR) was called to order by Chairman West at 4:00 PM (Admin Building), with Chairman leading the Pledge of Allegiance.


1. Chairman verified a quorum was present.

2. Additions or Deletions to the Agenda

None

3. AnnouncementsAn Executive Session of the Board of Commissioners will follow the open meeting.

PUBLIC COMMENT/ANNOUNCEMENTS RELATED TO CKFR (limited to 3 minutes)

No comment.

CONSENT ITEMS

1. Minutes – May 9, 2016 and May 23, 2016

2. Calendar of Events for Fire Service

3. Vouchers – Current

Vouchers No. 28389 through No.28477, dated June 13, 2016, in the total amount of$112,627.41, were presented in accordance with RCW 52.16.050.

4. June Payroll

Payroll for June was presented in the amount of $836,664.59

MOTION by Commissioner Muhleman to approve the consent items, as presented.SECOND by Commissioner Erickson. Motion PASSED unanimously by all

Commissioners present and voting.

DISCUSSION/ACTION ITEMS

1. Commissioner Reports

Commissioner Erickson reported that the Gordon Graham and WFCA seminar inLake Chelan in early June session was good. He attended the Health Care Heroesnight and sat next to Dr. Jeff Roger, who seems very enthusiastic about his newposition.

Commissioner Andrews reported that the WFCA training was useful and that it wasevident during his training that the District is utilizing many of the industry’s bestpractices. The Health Care Heroes awards night was also a great night.

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Commissioner Muhleman reported that he felt the same as the other Commissioners and appreciated the risk management seminar by Gordon Graham. The Health Care Heroes night demonstrated CKFR is on the leading edge of what is happening in the county and the night reflected great on CKFR.

Commissioner West commended Monika Carberry for completing the Washington State Annual Report. This is a huge undertaking and Monika does a tremendous job putting this report together.

On the calendar of events in July, staff may delete the “KC Fire Commissioners Annual Picnic.”

2. Chief’s Reports

A. Kitsap Health Care Hero Award, Kevin BerntThis was a great event for the District.

B. 2016 Volunteer Fire Officer of the Year, Pat BusbyChief traveled to Wenatchee to attend the Washington State Fire FirefightersAssociation banquet and awards night. Captain Pat Busby received the 2016Volunteer Fire Officer of the year which is the highest award given by WSFFA eachyear.

C. Firefighter/EMT’s at North Bend Update– Chief Brett TwomeyCKFR has four recruits who are in their sixth week at the North Bend Academy.Chief Twomey anticipates that they will all make it through the program and graduateon July 22.

D. Career Staffing at Station 64 – Chief John OliverThe May calendar shows the 10-hour staffing model the Board authorized staff totest at Station 64. In May, the station was staffed every day: 12 days for 24 hoursand 19 days for 10 hours. 302 overtime hours were allocated to staff Station 64during May, which is only half the hours allocated by the Board for this test. Oncerecruits come back from North Bend and are counted in staffing in the fall, DC Oliveranticipates that these hours will drop significantly.

E. FF/Medic Hiring Process Update – Eileen McSherryToday was the second day of PM testing using a three-part process. Staff hasnarrowed down the top candidates for the Fire Chief’s interviews and is lookingforward to the final results.

F. Assistant HR Manager Update – Eileen McSherryStaff is testing for this position on Wednesday, June 15, 2016.

Commissioner Muhleman commented on the importance of hiring correctly and thechallenge of doing so under current laws.

G. CAD and MCT Upgrade Cutover Schedule for July 12The cut over to the new MCT’s is on scheduled for July 12. The District is preparedand anticipates a smooth transition.


H. Strategic Planning Update

Staff is working on an updated document. Admin staff will have a chance to brainstorm goals on Monday, June 20. Staff anticipates a smooth process and a final product before the first of the year.

I. Station 42 Addition Research Chief Oliver and Kevin Staub have been researching possible additions at Station 42. Since the station is close to Poulsbo, there may be an opportunity for collaboration with NKFR. Staff is working on concepts and ideas.

J. Kitsap County Requested an Update on Lone Maple The County reached out to Chief for a meeting to discuss a possible Lone Maple Road extension. There are a lot of north south roads in the county and not many east west connectors. The District has requested a connector in the Lone Maple area for years without success. Staff hopes this will indicate movement in this direction.

K. Inspections Occurring in CKFR The County has been doing inspections in Silverdale. At the June Study Session staff will bring a draft letter to be sent to the County requesting that they fund the fire inspector positions so that these inspections can be properly done. Fire Chief’s are collaborating on this across the county.

L. Kids’ Day Summary Kids’ Day was a huge success with a guestimate of around 4,000 people and over 1,200 kids in attendance. PIO LiMarzi did a great job. These events are how CK gets their name out in the community. It was a great day and something everyone should be proud of.

3. CKFR FF Association Report

May 21, 2016 – 1600 – 2200, Destruction Derby Tony Stewart Josh Buehrer Valerie Quill June 4, 2016 - 0800 – 1100, CK PROWL 5 K RUN Linda Jenkins Kyle Fields Valerie Quill June 4, 2016 - 0900 – 1500, Kids Day Josh Buehrer Kyle Davison Seth Sullivan Deb Leenstra Steve Atkinson Aurelia Buhler-Flores Michael Hardy James Thigpen David Brisbon Ted Fry Linda Jenkins Valerie Quill Ed Bentley June 4, 2016 - 1500 – 2200, Destruction Derby


Linda Jenkins Kyle Fields Valerie Quill Brandy Bronniman Ted Fry Josh Buehrer Darryl Stevens June 11, 2016 - 0800 – 1200, KSS Fun Run David Brisbon Valerie Quill Tony Stewart June 11, 2016 - 1100 – 1400, Fred Meyer Touch a Truck Wil Llewellyn Brain Fuchs Kyle Fields

Chair West asked Val Quill to pass along his gratitude to the volunteers for their extensive commitment and presence at events. 4. Local 2819 Report

none

5. Monthly Grant Status Updates

none

6. Resolution 16-17: Alternative Fuel Exemption – Attorney Bagwell

Staff sent the Board approved letter to the Department of Commerce; this Resolution is the next required step.

MOTION by Commissioner Muhleman to adopt Resolution 16-17, Alternative Fuel Exemption, as presented. SECOND by Commissioner Andrews. Motion PASSED

unanimously by all Commissioners present and voting. 7. Resolution 16-18, Award Purchase of SCBA System to Sole Source Supplier –

Chief Weninger

Chief reported that staff has gone through an extensive process to ensure the best value on SCBA pricing; staff believes we have reached that number. South Kitsap has purchased these exact packs and they really like them. Our concern is that FF’s across the county need to be able to switch bottles back and forth during an emergency. The Navy is also using these SCBA’s and the other districts are looking to go this direction. Staff advises this is the right product to stay in line with our county relationships; the price is also very competitive and better than some of the GPO pricing. MOTION by Commissioner Muhleman to adopt Resolution 16-18, Award Purchase of SCBA to Sole Source Supplier, as presented. SECOND by Commissioner Andrews. Motion PASSED unanimously by all Commissioners present and voting.


Commissioners thanked staff for their diligent work to get the best pricing.

CORRESPONDENCE

Thank you note from County Commissioner Ed Wolfe included in packet.

EXECUTIVE SESSION The Board of Commissioners went into an Executive Session to discuss Bargaining Strategies under RCW 42.30.140 and discuss litigation or potential litigation under RCW 42.30.110(1)(i) at 4:35 PM for 10 minutes. The Executive Session concluded at 4:45 PM, resuming the open session. Final action was not be taken as a result of this Executive

Session.

ATTENDANCE:

Commissioner Ken Erickson Commissioner Nate Andrews Commissioner Bob Muhleman Chief Scott Weninger Commissioner Dick West Eileen McSherry Deputy Chief John Oliver Lindsay Anderson Monika Carberry Val Quill Karen Henneman Chief Rob Law Chief Kevin Goodwin David Brisbon Paul Anderson Ted Fry Chris Bigelow Paul Anderson Chief Brett Twomey Robert Morley

Next Regular Meeting to be held on Monday, June 27, 2016, 4:00 PM, Admin Building.

ADJOURNED AT 4:45 PM

Attested to:

By Kenneth Bagwell, District Secretary

Chairman

CENTRAL KITSAP FIRE AND RESCUE

June 27, 2016 - Page 1 of 3

June 27, 2016

A Study Session of the Board of Commissioners of Central Kitsap Fire and Rescue (CKFR) was called to order by Chairman West at 4:00 PM (Admin Building), with Chairman leading the Pledge of Allegiance.


1. Chairman verified a quorum was present.

2. Additions or Deletions to the Agenda

None

3. Announcements

A meeting with the Local Board of Volunteer Firefighters was held earlier today June27, 2016 at 3:30 p.m.

The Board congratulated Staff Assistant Lindsay Anderson on accepting AssistantManager Human Resources position.

The Fire Chief evaluation will be coming up in August; forms will be distributed inJuly. The Chair requested that the Board members submit them to CommissionerMuhleman by August 1. The final evaluation will be given during the August StudySession.

CONSENT ITEMS

1. Vouchers-Current

Vouchers No. 28478 through No. 28521 dated June 27, 2016, in the total amount of$220,788.97, were presented in accordance with RCW 52.16.050.

MOTION by Commissioner Fergus to approve the consent items, as presented.SECOND by Commissioner Andrews. Motion PASSED unanimously by all

Commissioners present and voting.

STUDY SESSION ITEMS

1. CKFR Records Retention Guide – Joy Grindeland and Monika Carberrry

Joy Grindeland explained to the Board that this guide was designed as a quickreference to help the District divisions abide by the State Archivist records retentionguidelines. This is part of a larger effort to transition the District’s paper-basedrecords to electronic records. Staff prepared a draft Board policy statement thatstates the District will follow the guidelines set out by the Washington State Archivist.Staff has also developed a draft SOP for maintaining and disposing of records.

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June 27, 2016 - Page 2 of 3

Discussion was held regarding the purpose of this document for the District and the requirement for it to be updated on a regular basis.

Commissioner Fergus and Erickson commended staff on the tremendous work. Eileen McSherry stated that this is an amazing help to the Divisions. Chair West commented that this is a work-in-progress as this sort of work never ends and he is quite pleased with the proactive effort by the District.

The Board would like staff to bring the Board Policy 1-13 back for adoption in the July 11 Regular Meeting.

2. Purchasing Policy – Monika Carberry and Joy Grindeland

Monika explained that this SOP outlines everything related to purchasing andspending in the District, consolidating existing documents with updated language.Chair West commented that the draft is much more robust than expected at theonset of this project. The Board complemented staff on the excellent work. Therewas discussion whether the Board needs an additional policy or if the FinancialGuidelines Board policy was sufficient. It was decided that the Board did not need anadditional policy.

3. Finance Summary – Monika Carberry

The April 2016 Budget Position Report was provided. Monika explained that she isstill working with the new software in order to be able to present the previous month’sfinancial summary at the Board Study Session each month. Staff will provide the MayReport at the July 11 meeting and hopes to be on track for the June report by theJuly study session.

4. State of Washington Annual Audit Report – Monika Carberry

Monika walked through the Annual Report and explained to the Board what thedifferent schedules meant and how to interpret the data. This document is currentlyunaudited until the audit next year. The Fund Resources and Uses Arising from CashTransactions report (C4) is the official financial report generated by the State fromdata provided by the District on the Schedule 1.

Discussion was held about the Financial Intelligence Tool (FIT) available to agencies on the State Auditor’s web site using their annual report data. This tool includes forecasting, financial planning, comparisons to other agencies, and other financial tools that are useful. This resource will be available to the general public in the near future.

5. Wire Transfer Resolution – Monika Carberry

Monika explained that staff has made great progress to implement the in-housepayroll system and expects to be ready to go by the July payroll. This Resolution willcome to the Board for approval in the Regular Session on July 11 to move the fundsto the new account to cover monthly payroll activity. The payroll account number willbe in the final Resolution.

Monika also informed the Board that the District has exceeded its obligation to spend 5% of Bond funds by July.


June 27, 2016 - Page 3 of 3

6. OT Summary for May – Chief Oliver

Chief Oliver informed the Board that the District was at 40% of total personnel costs(including overtime) expended at the end of May (with 42% of the year completed).Overtime in May was mostly due to staffing Station 64 and to the Bond speccommittees. The District is on track for 2016 projected overtime expenditures.

7. Discussion of letter to County Commissioners regarding funding FireInspectors – Chief Oliver

Chief Oliver explained that this letter is directed to the County Commissionerspetitioning for more personnel for the Fire Marshal’s office to conduct inspectionsand protect our WSRB rating as well as the community. Currently there is only oneinspector working the Silverdale area. Sixteen percent (16%) of the WSRB score istoward fire safety precautions, which is a significant part of our score. The Boardpassed around and signed the letter.

8. AFG SCBA Grant Update – Kevin Staub

Kevin informed the Board that the meeting scheduled for last week was cancelled sothere is no update at this time.

CORRESPONDENCE

The District received a “thank you” letter to emergency responders for action taken at the Bremerton structure fire in June.

ATTENDANCE:

Commissioner Ken Erickson Commissioner Dave Fergus Commissioner Bob Muhleman Commissioner Nate Andrews Commissioner Dick West Counselor Ken Bagwell Deputy Chief John Oliver Monika Carberry Kevin Staub Lindsay Anderson Joy Grindeland Karen Henneman Chief Rob Law Eileen McSherry David Brisbon Robert Morley Ileana LiMarzi Ted Fry

Other Attendees: Ralph Rogers

Next Regular Board Meeting to be held on Monday, July 11, 2016, 4:00 pm, Admin building.

ADJOURNED AT 5:07 PM

Attested to:

By Kenneth Bagwell, District Secretary

Chairman

Central Kitsap Fire and Rescue

2016 Calendar of Events for Fire Services

Revised 07/06/16

JULY 2016 Payroll/Voucher Assignment: Andrews

Monday 11 4:00 PM Board Meeting Large MPR/Admin

Wednesday 13 7:00 AM Chief's Meeting: Erickson Chief's Office

Wednesday 13 8:30 AM Chief's Meeting: Muhleman Chief's Office

Saturday 16 5:00 PM Fire Commissioner’s Picnic Ellingson’s Residence

Wednesday 20 7:00 AM Chief's Meeting: Erickson Chief's Office

Wednesday 20 8:30 AM Agenda-Setting Meeting: West Chief's Office

Monday 25 4:00 PM Study Session Large MPR/Admin

Sat - Sun 30-31 ALL DAY Whaling Days Silverdale

AUGUST 2016 Payroll/Voucher Assignment: Erickson

Wednesday 3 7:00 AM Agenda Setting Meeting: West, Chief's Office

Wednesday 3 9:00 AM -

11:00 AM KRMG Meeting Large MPR/Admin

Thursday 4 7:00 AM Joint Legislative Committee All Star Lanes


Wednesday 10 8:30 AM Chief’s Meeting: Muhleman, Erickson Chief's Office

Wednesday 10 3:30 AM Chief's Meeting: Andrews, Chief's Office

Monday 15 1:30 PM Agenda Setting Meeting: West Chief's Office


Tuesday 23 7:00 PM KC Fire Commissioners Association Cencom/Bremerton

Wednesday 24 7:00 AM Chief's Meeting: Muhleman, Erickson Chief's Office

Wednesday 24 8:30 AM Chief's Meeting: Chief's Office

Wed - Sun 24-28 ALL DAY KC Fair KC Fairgrounds



SEPTEMBER 2016 Payroll/Voucher Assignment: Fergus


Monday 5 ALL DAY Labor Day (Office Closed) Holiday


Wednesday 7 8:30 AM Agenda-Setting Meeting: West, Chief's Office





Wednesday 21 8:30 AM Agenda Setting Meeting: Muhleman Chief's Office


Tuesday 27 7:00 PM KC Fire Commissioners Association NKFR Station 81



OCTOBER 2016 Payroll/Voucher Assignment: Muhleman

Wednesday 5 7:00 AM Chief's Meeting: West Chief's Office




C2

Central Kitsap Fire and Rescue

2016 Calendar of Events for Fire Services

Revised 07/06/16







Tuesday 25 TBD KC Fire Commissioners Association TBD

Wednesday 26 ALL DAY Snure Seminar Yakima

Thursday -

Saturday 27-29 ALL DAY WFCA Annual Conference Yakima

NOVEMBER 2016 Payroll/Voucher Assignment: West







Tuesday 22 7:00 PM KC Fire Commissioners Association CKFR/Admin






DECEMBER 2016 Payroll/Voucher Assignment: Andrews



Wednesday 7 8:30 AM Chief's Meeting: West, Chief's Office



Saturday 10 TBD KC Fire Commissioners Association Annual

Brunch & December Meeting TBD





Wednesday 21 8:30 AM Chief's Meeting: West, Chief's Office

Sunday 25 ALL DAY Christmas Day Holiday




C3

Overtime Hired 1 2 7 3 47.25 4 44# Of Staff On Shift

# Hours 64 StaffedOvertime Hired 5 20 6 7 8 8 9 25.5 10 20 11 8.5

# Of Staff On Shift

# Hours 64 StaffedOvertime Hired 12 70.75 13 16.5 14 10.5 15 38.25 16 10 17 69 18 9.5

# OF Staff On Shift

# Hours 64 StaffedOvertime Hired 19 20 21 24 22 74.75 23 28 24 45.25 25 10.5

# Of Staff On Shift

# Hours 64 StaffedOvertime Hired 26 44.75 27 118 28 11.25 29 44 30 34

# Of Staff On Shift

# Hours 64 Staffed

20 20 19/18/17 20/17

~ June 2016 ~Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(1) 7 hr SL (1) 24 hr SL (1) 14 hr TR

(1) 24 hr SL (2) 24 hr SL

19/17 19

24 24 10

(1) 0.75 ML (1) 24 hr L&I (1) 24 hr SL (2) 24 hr SL

10

19/17 20/19/20 21/20 20/19 21/19(1) 8.5 hr ML

(1) 3 hr SL (2) 4 hr ULB (1) 9 hr SL (1) 24 hr SL

(1) 12 hr L&I

10 24

(1) 21.25 hr SL

21/20 19/20/10 21/20 19/17

10 24 24 24 10

19(2) 24 hr SL (1) 7 hr AL (1) 24 hr SL (1) 24 hr SL (1) 24 hr SL (2) 24 hr SL (1) 24 hr SL

19/17 20/19/20

(2) 1 hr AL (1) 8 hr AL

10 10 10 10 24

20/21 19/20/19 21/20/21 19/17 19 19/17 19/18

10 24

(1) 10 hr TR (1) 9.5 hr TR (1) 24 hr SL (1) 9.5 hr TRA (2) 24 hr SL (1) 24 hr SL

(1) 4 hr ULB (1) 8.5 hr SL & (1) 24 hr

(1) 24 hr SL

(1) 1.5 hr TR (1) 9.5 & (1) 1.5 hr TR (1) 11.5 hr SL (1) 4 hr ULB

24 24 10 10 24 10 10

20/18 19/17 20/19 19/17 20/19

(1) 24 hr ULB (1) 24 hr FMLA

(1) 24 hr SL (2) 24 hr SL (1) 24 hr FMLA (1) 24 hr FMLA (2) 24 hr ULB

(1) 24 hr L&I

(1) 24 hr FMLA (1) 24 hr FMLA

10 10 10 10 10

Total number of hours Sta 64 staffed/month (30x24) 720# of days Station 64 fully staffed 24 hours 11# of days Station 64 staffed 10 hours (or close to) 19

OT hours hired 839.25

# of days OT needed 25

# of hours Station 64 Staffed = 454.00% time Station 64 staffed = 63.06%% time Station 64 unstaffed = 36.94%

D2

2008 2009 2010 2011 2012 2013 % Spent 2013 2014 % Spent 2014 2015 % Spent 2015 2016 % Spent 2016

J $66,729.23 $61,266.96 $61,477.83 $44,288.91 $72,302.88 $65,709.94 9.26% $39,684.27 10.21% $37,563.02 9.26% $20,458.00 4.26% 8.33%

F $54,553.88 $33,053.95 $30,982.46 $46,942.36 $44,590.44 $62,499.42 18.07% $17,587.33 14.73% $49,399.10 21.45% $16,529.85 9.12% 16.67%

M $43,478.05 $18,467.45 $48,928.36 $35,102.49 $50,085.38 $75,711.51 28.74% $15,948.14 18.84% $36,013.98 30.33% $41,543.27 16.34% 25.00%

A $62,006.34 $53,628.47 $34,258.86 $51,225.13 $71,987.36 $128,775.49 46.89% $17,961.63 23.46% $35,964.40 39.20% $48,245.63 26.38% 33.33%

M $66,982.00 $33,153.84 $41,874.51 $43,703.78 $98,096.98 $73,899.65 57.31% $26,078.32 30.17% $19,021.28 43.89% $34,970.16 33.66% 41.67%

J $78,493.36 $47,261.08 $29,944.80 $43,959.43 $113,985.38 $81,718.66 68.83% $17,410.26 34.65% $28,578.68 50.93% $44,321.58 42.89% 50.00%

J $67,760.48 $57,867.76 $30,436.04 $54,452.73 $90,386.06 $79,183.36 79.99% $18,506.93 39.41% $16,579.94 55.02% $69,194.36 57.29% 58.33%

A $86,559.68 $61,108.27 $39,036.28 $40,865.28 $75,881.28 $75,371.61 90.61% $17,346.69 43.87% $33,589.19 63.31% $0.00 #DIV/0! 66.67%

S $70,321.30 $44,529.44 $51,079.05 $48,867.95 $74,590.65 $57,229.56 98.68% $34,311.32 52.70% $26,270.83 69.79% $0.00 #DIV/0! 75.00%

O $60,069.87 $31,610.01 $46,113.46 $53,450.79 $61,657.84 $72,580.79 108.91% $38,399.29 62.58% $25,870.06 76.17% $0.00 #DIV/0! 83.33%

N $67,731.35 $50,099.87 $59,805.35 $98,975.98 $50,024.78 $77,176.00 119.79% $47,094.08 74.69% $21,175.26 81.39% $0.00 #DIV/0! 91.67%

D $44,428.41 $62,727.41 $64,131.93 $63,278.28 $65,709.94 $42,658.65 125.80% $36,100.08 83.98% $20,772.20 86.51% $0.00 #DIV/0! 100.00%

Total $769,113.95 $554,774.51 $538,068.93 $625,113.11 $869,298.97 $892,514.64 $326,428.34 $350,797.94 $275,262.85

08 vs 09 OT Differential = ($214,339.44)


10 vs 11 OT Differential = $87,044.18






200-5102-00-00

2009 Overtime budget $680,572.00








200-5102-00-00

2009 Expenditures $554,774.51








200-5102-00-00

YTD Savings 2009 budget vs actual 125,797.49



YTD Savings 2012 budget vs actual (189,108.97)

YTD Savings 2013 budget vs actual (183,045.64)




These figures reflect the month OT was paid not when it was earned 200-5102-00-00

The OT is for all divisions Projected savings 09 vs 08 125,797.49

Projected savings 10 vs 09 16,705.58

Projected savings 11 vs 10 (87,044.18)






Detail for July 2016 (June Overtime)

Overtime CPR - $128.53

Overtime Callback - $7391.20

Overtime Community Event - $85.49

Overtime Holdover - $1241.99

Overtime Instructor - $737.60

Overtime Meeting - $5121.93

Ovedrtime Military Leave - $0.00

Overtime Misc - $4429.33

Overtime Off Shift Response - $1232.20

Overtime PM CE - $222.50

Overtime Peer Review - $0.00

Overtime SL Vacancy - $38,365.28

Overtime Training - $7762.85

Overtime WOOC - $1310.82

Overtime Union Leave - $1164.64

OT Costs x Month 2008 to 2016

$0.00

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

$120,000.00

$140,000.00

J F M A M J J A S O N D

$$

Am

ou

nt

OT Costs Per Month 2008 - 2016

2008

2009

2010

2011

2012

2013

2014

2015

2016

CENTRAL KITSAP FIRE & RESCUE Resolution 16-19 - Page 1 of 1

JULY 11, 2016

RESOLUTION 16-19

MANAGEMENT AND SUPERVISORY EMPLOYEES WAGE AND BENEFIT PLAN

(Supersedes Resolution 15-45, dated 12/28/15)

WHEREAS: The Board of Commissioners has developed a Plan that identifies wages and standardizes personnel benefits provided to management and supervisory employees, and

WHEREAS: This Resolution will apply to management and supervisory employees who are exempt from FLSA overtime rules and perform regular full time or part-time duties for CKF&R. A regular full time employee means any person who devotes a minimum of forty (40) hours per week average on a year round basis, and regular part-time employee means any person who devotes a minimum of twenty (20) hours per week average on a year round basis.

WHEREAS: This Resolution will apply specifically to all positions identified within the Scope of the Plan who are not covered under a Collective Bargaining Agreement and will replace the current Management and Supervisory Employees Wage and Benefit Plan for these employees.

THEREFORE: Be it resolved that the Board of Fire Commissioners of Central Kitsap Fire and Rescue does hereby adopt the attached Management and Supervisory Employees Wage and Benefit Plan to be effective August 1, 2016.

DICK WEST Chairman & Commissioner

BOB MUHLEMAN Vice Chairman & Commissioner

NATE ANDREWS Commissioner

KEN ERICKSON Commissioner

Attested to:

KENNETH BAGWELL District Secretary

DAVE FERGUS Commissioner

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CENTRAL KITSAP FIRE & RESCUE

Management and Supervisory

Employees (Non-Union)

Wage and Benefit Plan

Adopted by Resolution, July 11, 2016

Effective

August 1, 2016

Management and Supervisory Employees (Non-Union)


Page 2 of 11- Effective August 1, 2016

TABLE OF CONTENTS

1. GENERAL PROVISIONSA. Preamble 3 B. Scope 3 C. Duties 3 D. Evaluations 3

2. SALARY 4

3. INSURANCEA. Medical/Dental/Vision 4 B. Term Life Insurance 5 C. Disability Insurance 5 D. Employee Assistance Program (EAP) 5

4. LEAVEA. Holidays 5 B. Annual Leave 6 C. Sick Leave 6 D. Special Leave 7

5. OTHER BENEFITSA. Retirement 8 B. Deferred Compensation 8 C. Health Reimbursement (HRA/VEBA) Plan 8 D. Staff Vehicle 9 E. Clothing Allowance 9 F. Educational Allowance 9

6. TERMINATION OF EMPLOYMENT RELATIONSHIPA. Voluntary Termination 9 B. Involuntary Termination 10 C. Compensation in Case of Termination 10




1. GENERAL PROVISIONS

A. PREAMBLE

This Plan outlines the basic benefits and rules applicable to FLSA exempt Management and Supervisory employees. The Board of Commissioners reserves the right to exceed any benefit described herein by identifying same in a written agreement.

B. SCOPE

The following positions are identified for inclusion under this agreement:

Positions

Deputy Chief

Division Chief, Medical Officer

Manager, Finance and Admin Support

Manager, Human Resources, Admin

Support and Public Info

Manager, Information Technology

Manager, Fleet Maintenance

Manager, Volunteers and Support

Services

Assistant Manager, Human Resources

C. DUTIES

Employees covered under this Plan shall be governed under their applicable position description and/or this Plan, as currently in force, or as amended from time to time.

D. EVALUATIONS

Annual reviews of Employee's performance will be performed for adequacy of professional judgment and conformance to District policies/guidelines. Evaluations shall be maintained in the Employee's personnel file for the duration of their career.




2. SALARY

The base salary for Employees covered under this plan shall be as follows:

Position Monthly Salary

Deputy Chief $12,562.76

Division Chief, Medical Officer $11,729.43

Manager, Finance and Admin Support $9,320.22

Manager, Human Resources, Admin

Support and Public Information

$9,320.22

Manager, Information Technology $8,606.67

Manager, Fleet Maintenance $7,879.50

Manager, Volunteers and Support

Services

$6,172.00

Assistant Manager, Human Resources $5,666.67

All positions will be reviewed annually for salary adjustments based on the CPI and comparable positions for the next fiscal year.

3. INSURANCE

A. MEDICAL/DENTAL/VISION INSURANCE

The District shall provide medical, dental, and vision insurance through approved Health Care Plans for each employee and legal dependents.

Effective January 1, 2016, the District will provide managers covered by this plan with coverage for medical insurance through the Washington Fire Commissioner’s (WFCA) 100 plan. The premiums shall be paid at one hundred percent (100%) for the employee and split between the District and employee at the rate of ninety-five per cent (95%) to five percent (5%) for eligible dependents.

The Employer has established a Health Reimbursement Account (HRA/VEBA) that is reimbursed the same as for the uniformed bargaining unit. That yearly amount is currently set as follows:

Employee Only: $1100 Employee + Dependents: $3300

In the event of a status change between these categories, available funds will be changed to the appropriate level effective with the month following the date of the change. In the event that the employee has spent more than provided for with the




revised status, there will be no requirement to reimburse the District for the additional funds expended.

Upon separation from employment, the annual HRA allotment will be pro-rated based on the portion of the year the employee was employed by the District.

Employees who retire from the District through normal service retirement or disability retirement shall be eligible to purchase employee and dependent medical insurance coverage at the District’s group retiree rate, provided the insurance carrier provides such an option to the District.

Dental insurance is provided through Washington Dental service or an equivalent plan for each employee, legal dependent and registered domestic partner.

B. TERM LIFE INSURANCE

The District shall provide a basic term life insurance policy for each exempt employee. The face value amount shall be no less than $24,000 for exempt employees. Additional insurance may be purchased at the option of the employee, with premiums paid by the employee.

C. DISABILITY INSURANCE

A disability insurance policy with a 90-day maximum waiting period will be made available to eligible staff employees (excluding LEOFF I) should they choose to participate. If the option is chosen, the District shall provide the employee with the full premium cost per month in salary which shall be identified as disability insurance pay, and shall not exceed $75.00 per month.

D. EMPLOYEE ASSISTANCE PROGRAM (EAP)

The District shall pay one hundred percent (100%) of the premium to provide an EAP as selected by the employer, for each eligible employee and their dependents, and shall not be part of the insurance cap.

4. LEAVE

A. HOLIDAYS

The following holidays are observed:

New Year’s Day




Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Day Floating Day (1)

If the holiday falls on a regularly scheduled workday, qualifying part-time employees will receive their regularly scheduled hours off with pay. Part-time employees are eligible for the Floating Day.

B. ANNUAL LEAVE

During the first year of employment with CKFR, annual leave in the amount of 120 hours will be earned at the rate of 10 hours per month. During the second year and each year thereafter, it will be earned in the amount of 240 hours at the rate of 20 hours per month. Qualifying part-time employees will receive a prorated benefit calculated on average weekly work hours of full-time equivalent.

Exempt employees may carry over, from one year to the next, no more than 360 hours of annual leave. Leave over this amount will be forfeited at the end of the calendar year. Employees who have been with the District more than 5 years and have more than this amount as a balance at the end of 2014 will be reimbursed to the cap of 360 hours in January 2015 at their current rate of pay.

C. SICK LEAVE

Upon service or duty disability retirement or death, exempt employees (or their

dependent survivors) shall receive compensation for accrued sick leave hours

outlined below.

Twenty-five percent (25%) pay for the first six hundred (600) hours.

Fifty percent (50%) pay for six hundred one to one thousand four hundred

forty (600-1440) hours.

Those exempt employees who were covered under Resolution 12-06 Management

and Supervisory Employees Wage and Benefit Plan adopted June 25, 2012, and

effective July 1, 2012, shall be compensated for accrued sick leave hours per the

following schedule:

Twenty-five percent (25%) pay for the first five hundred (500) hours.




Fifty percent (50%) pay for five hundred one to one thousand (501-1000)

hours.

Seventy-five percent (75%) pay for one thousand one to one thousand four

hundred forty (1001-1440) hours.

Qualified retirement for this compensation shall only mean at the time of voluntary

separation the exempt employee is eligible for retirement benefits as defined by the

WA State Department of Retirement Systems PERS or LEOFF pension plans.

D. SPECIAL LEAVES

1. Bereavement Leave

Exempt employees shall receive five (5) work days off with pay in the event of death or serious illness in the immediate family, defined as spouse, child, stepchild, mother, father, siblings, grandparents, current stepmother, current stepfather or in-laws (mother, father, siblings, and grandparents) or Domestic Partner. Bereavement leave may be drawn from the employee’s sick leave or annual leave accruals at the discretion of the employee.

2. Jury Duty

Any employee covered by this Plan who is required to be available for jury selection or service will be allowed to participate in such duty without loss of pay or benefits. Any compensation received for their service, less expense reimbursements, shall be turned over to the District.

3. Court Leave

If an employee is subpoenaed by a court of law to testify in a matter arising out of their performance of job duties for the District, they shall be authorized to appear in court with no loss of pay or benefits. If the employee is compensated by the court system for their appearance, said compensation, less expense reimbursements, shall be turned over to the District.

4. Education Leave

Employees shall be permitted a reasonable number of days away from employment with pay, as approved by the Fire Chief, to serve as an instructor in recognized training and to attend schools, conferences, seminars and other job-related educational activities. Education leave shall not interfere with employee’s duties. If outside compensation is received for instructing classes, it shall be returned to the District.




5. Discretionary Leave (Employees exempt from FLSA)

Exempt employees’ discretionary leave will be provided up to five (5) days per year as authorized by the Fire Chief. This leave may not be carried over from year to year.

5. OTHER BENEFITS

A. RETIREMENT

The District shall pay the employer’s portion of the applicable LEOFF Retirement System (Law Enforcement Officers and Fire Fighters) and/or PERS (Public Employees Retirement System) for all employees eligible under these retirement plans.

B. DEFERRED COMPENSATION

The District is not a participant in the Social Security system. However, as an alternative, the District has established a Deferred Compensation program to encourage employees to supplement their retirement. Employees covered by this agreement shall receive $500 per month placed into a 401(a) account.

Employees may also make contributions into the 457(b) account if desired.

The District Board of Commissioners maintains the right to select the Deferred Compensation Plan provider(s).

C. HEALTH REIMBURSEMENT ARRANGMENT/VOLUNTARY BENEFICIARY

ASSOCIATION (“HRA/VEBA”) PLAN

Effective January 1, 2007, the District established an HRA/VEBA plan for its employees, as authorized under Resolution 06-12 (adopted April 10, 2006). Participation in the plan by all eligible employees is mandatory and funded according to the established group rate through monthly employee payroll deduction. No individual elections are permitted.

In addition, as identified above in Section 3.A., employees will receive an employer contribution into the employee’s HRA/VEBA account in the amount set in accordance with Resolution 11-01 or as revised and/or amended in the future.

D. STAFF VEHICLE




Fire Department vehicles are to be used for official business. The District will provide a staff vehicle to Chief Officers, who live within the District, to be used in relation to District business. Chief Officers who are provided vehicles for 24 hour coverage are expected to respond to after hour emergencies when available, and will provide support to the District and Duty Chief when there is more than one major event occurring at any one time, multiple alarm incidents occur and when an area command is established. Employees using private vehicles are eligible for reimbursement per District policy.

E. CLOTHING ALLOWANCE

Specialized clothing or a standardized type of clothing may be required as per position held or job function. The District shall provide a monthly stipend of $75.00 for each Chief Officer to be used for uniform maintenance and repair. The District shall provide Employees with approved uniforms on a fair wear and tear basis. Specialized protective clothing shall be provided by the District and shall remain the property of the District.

Non-uniformed employees shall be reimbursed up to $100 annually for the purchase of department logo apparel.

F. EDUCATION INCENTIVE

To encourage Employees to continue to advance their knowledge and education in order to fulfill their assigned responsibilities, the District shall reimburse any employee under this plan up to $1,000 annually, within the budgeted limitations of the District, for successful completion of any job related curriculum. Courses and education plans shall be approved in advance by the Fire Chief.

6. TERMINATION OF EMPLOYMENT RELATIONSHIP

The employment relationship may be terminated by any one of the following means:

A. VOLUNTARY TERMINATION OF EMPLOYMENT

In the event the Employee decides to voluntarily terminate his/her employment, she/he shall provide the District with no less than thirty (30) days advance written notice of such termination. Failure to do so may result in forfeiture of any sick leave balance per Section 4(C) of this Agreement.

B. INVOLUNTARY TERMINATION OF EMPLOYMENT




The Fire Chief reserves the right to terminate the Employee's employment at will with 30 days’ notice to the employee.

The Employee's employment may be terminated by the Fire Chief immediately for just cause, including the following:

Intentional or repeated failure to comply with legal requirements or withEmployer’s policies or directives;

Commission of any act of fraud, dishonesty, misappropriation of funds,embezzlement, breach of confidence, immoral conduct, or other misconductin the rendering of services on behalf of Employer

Current illegal use of drugs, substance abuse, or being under the influenceof alcohol while on duty;

Repeated discourteous treatment of employees, subordinates, volunteers orthe public; or

Failure or refusal to faithfully, diligently and effectively perform any of theprovisions of this Agreement.

C. COMPENSATION IN CASE OF TERMINATION OF EMPLOYMENT

1. If the Employee terminates employment of his/her own free will, and providesthe required 30 days’ notice, compensation is as follows:

Current monthly salary prorated to the date of termination,

Reimbursement of authorized unpaid out of pocket expenses,

Current salary equivalent for unused vacation accrued through the month oftermination.

2. If the Employee is terminated at the will of the Fire Chief, compensation is asfollows:


Reimbursement of authorized unpaid out-of-pocket expenses,

Current salary equivalent for unused vacation accrued through the month oftermination,

Severance pay at current salary as follows after the initial 12 months:

1 to 10 years employment 1 month's pay 10 to 15 years employment 2 month’s pay 15 plus years employment 3 month’s pay




3. If the Employee is terminated from employment “for just cause” by the District,the Employee shall receive the following compensation:


Authorized unpaid out of pocket expenses,

Current salary equivalent for unused vacation accrued through the month oftermination.

PARTIAL INVALIDITY: If any part of this Plan is deemed to be legally invalid, then in any such event, the remainder of the Plan shall nevertheless remain in full force and effect.

TERM: This Plan shall be effective from August 1, 2016 and shall continue in force until superseded.

COMPLETE PLAN: This Plan supersedes any prior Employment Agreement and/or Staff Benefit Plan and its Amendments and/or Addendums.

RELATED CROSS-REFERENCES: Some of the benefits described herein will be further defined in the Central Kitsap Fire & Rescue Policies and Procedures and/or Federal and State laws.

CENTRAL KITSAP FIRE AND RESCUE Resolution 16-20 - Page 1 of 1

JULY 11, 2016

RESOLUTION 16-20

HIRING AUTHORIZATION FOR ASSISTANT MANAGER HUMAN RESOURCES POSITION -

LINDSAY ANDERSON

WHEREAS: Central Kitsap Fire and Rescue has held an oral interview process for one (1) newly created position,

THEREFORE: Be it resolved by the Board of Fire Commissioners of Central Kitsap Fire and Rescue to formally approve filling the full-time position as follows, effective August 1, 2016:

Assistant Manager, Human Resources - LindsayAnderson

Salary and benefits will be as outlined under the current Management and Supervisory Employees (Non-Union)-Wage and Benefit Plan.





Attest:

KENNETH BAGWELL Secretary of the District


Ppre


(360) 447-3550 FAX (360) 447-3590

D7

CENTRAL KITSAP FIRE AND RESCUE Resolution 16-21 - Page 1 of 1

JULY 11, 2016

RESOLUTION 16-21

WIRE TRANSFER AUTHORIZATION(S) FOR PAYROLL ACCOUNT HELD WITH KEY BANK

WHEREAS: Central Kitsap Fire and Rescue has established a bank account with Key Bank to handle the processing of its payroll and related-benefit transactions;

THEREFORE: Be it resolved by the Board of Fire Commissioners of Central Kitsap Fire and Rescue to authorize the Admin/Fiscal Services Manager or designee to initiate the necessary wire transfers from the District’s Expense Fund #90832 held by the Kitsap County Treasurer to the District’s Payroll Account # __________________ held by KeyBank in order to fund the transactions.





Attest:

KENNETH BAGWELL Secretary of the District


Ppre


(360) 447-3550 FAX (360) 447-3590

D9

BOC Policy – Records Retention/Management Adopted: 07/11/16 Policy 1-13 Page 1 of 1

Central Kitsap Fire & Rescue

Board of Commissioners Records Retention/Management

Policy 1-13BOARD POLICY

Category: LEGISLATIVE Approved: 07/11/16 Replaces: N/A

Revised: July 11, 2016

It is the policy of Central Kitsap Fire and Rescue that the most current local government common and Fire/EMS specific Records Retention Schedule(s) issued by the Office of the Secretary of State- Washington State Archives will be utilized as the minimum guidelines for the management and disposition of records held by the District.

Central Kitsap Fire and Rescue will transition paper-based records into electronic format wherever practical and develop a sustainable process for ongoing records management and timely disposition or transfer of archival records to the state archives per the laws and rules developed for public records in the State of Washington.

D10

1

CKFR Organizational Goals August 1, 2015 – August 1, 2016

Fire Chief Place M&O and Bond levy on the November 2015 ballot – Share fact sheet info on this issue

Position CKFR with a sustainable financial future and share this vision-

Pursue GEMT reimbursement to enhance EMS transport revenue -

Develop internal/external communication plan –

Complete CKFR Strategic Plan update during 2016 –

Finance:

Adopt 2016 budget – Provide BOC high-level estimate of Revenue/Expense for 2017

Implement Bias financial software modules and provide staff training

Enhance financial reporting methods including budget format

Base staffing decisions upon sustainable projections

Human Resources Continue developing shared L/M vision/roles toward improved L/M relationships.

Ensure annual performance evaluations for all employees – consider process refinements

Develop and adopt a CKFR Employee Handbook

Continue succession planning for admin staff assistant positions

Continue updating SOP’s and provide supervisory training on HR functions and expectations

Support ergonomic and preventative approach to L & I claims

Prepare for next session of CBA bargaining with uniform employees

Operations Fill Deputy Chief of Operations vacancy and successfully complete transition

Complete transition of personnel into New Operations Division Org Chart

Complete annual RCW compliant response data performance reports

Continue evaluating response data regarding current and future station locations

Evaluate turnout time by fire station during 2016

Continue updating operational SOP’s and FOG’s and provide training on changes

D11

2

EMS Successfully transition Medical Officer and Physician Advisor

Adopt new HIPPA SOP and provide additional training for all members

Ensure recertification documentation for all EMT’s and Paramedics

Training Successfully transition Training Chief and Training Lt. personnel

Relocate organizational safety officer program within Training Division

Insert a safety focus into training curriculum

Complete additional refinements to our training request process

Ensure all members meet and document minimum WAC annual training requirements

Develop additional Training Guides and CKFR training manual for suppression positions

Facilities Continue completion of 5-year facility deferred maintenance plan including facility painting

Complete HVAC upgrade at Station 56

Complete updated Architect of Record selection process planning for construction

Secure property for future fire station locations

Develop a capital facilities improvement plan including plans for new fire stations

Fleet Evaluate fleet preventative maintenance schedule goals and performance

Install grant funded medical VHF radios during Fall of 2015

Update apparatus plan annually. If Bond passes, develop apparatus specifications efficiently.

Volunteers/Grants Monitor and refine recruitment and retention efforts of our volunteer program

Expand academy and certification options for volunteer firefighter/EMT

Evaluate program enhancements to our resident volunteer program

Apply for a regional AFG SCBA grant

Administer Safer Grant funds appropriately through September 2016

Apply for renewal of the volunteer recruitment and retention Safer Grant

3

Central Supply Plan and implement an inventory control system for capital assets

Public Education Complete update of CKFR’s public Website

Continue public outreach including ongoing citizen’s advisory committee meetings

Continue public education in our schools.

Continue engagement and public involvement in community events

Information Technology/Records: Oversee expansion of CK Share and development of divisional information

Maintain network data reliability, off-site redundancy and develop a disaster recovery plan

Implement higher bandwidth connectivity at remaining facilities to provide enhanced service

Prepare and replace all MCT related infrastructure and technology

Increase employee efficiency through software upgrades and software training

Develop ITS hardware/software replacement schedule to ensure sustainability of network

Reduce tonnage of archived records and prepare for electronic transfer and storage

Draft of 8-25-2015

Documents

AGENDA BOARD OF FIRE COMMISSIONERS REGULAR MEETING …€¦ · Chief Kevin Goodwin David Brisbon . Paul Anderson Ted Fry . Chris Bigelow Paul Anderson . Chief Brett Twomey Robert