TOWN OF HARTFORD SPECIAL SELECTBOARD MEETING AGENDA

BUDGET WORKSHOP Tuesday, November 27, 2018 at 6:00 P.M.

Hartford Town Hall 171 Bridge Street

White River Junction, Vermont 05001

I. Call to Order Selectboard Meeting

II. Pledge of Allegiance

III. Order of Agenda

IV. Selectboard

1. Budget Workshop:

a. Fire (221)

b. Police (211)

c. Communications (271)

V. Future Selectboard Meeting/Workshop Date(s):- Already Approved: 11/29/2018 (Budget Workshop), 12/4/2018, 12/6/2018

(Budget Workshop) 12/11/2018 (Budget Workshop), 12/18/2018, 1/2/2019,1/8/2019 (Budget Workshop), & 1/10/2019 (Budget Workshop)

VI. Close the Selectboard Meeting (Mot. Req.)

All Meetings of the Hartford Selectboard are open to the public. Persons who are seeking action by the Selectboard are asked to submit their request and/or materials to the Selectboard Chair or Town Manager’s office no later than noon on the Wednesday preceding the scheduled meeting date. Requests received after that date will be addressed at the discretion of the Chair. Citizens wishing to address the board should do so during the Citizen Comments period.

Fire Budget (221)FY 2019-2020

Goals

Design the budget to reflect Selectboard guidance:

Specifically:• Plan with statistics, executes with data• Consider new positions that could have a positive impact remembering

that these expenditures continue through future budgets• Investigate options relative to increased demands on all departments

And meet the Strategic Vision• We prioritize public safety• We adequately fund and staff our departments in order to continually

maintain and improve infrastructure

1600

1700

1800

1900

2000

2100

2200

Calls for Service

1918

2165

12%

FY 2016 FY 2017 FY 2018

Increased Service Demand

1806

6%

10-14%?

Service Type History

Medical Fire Service Other

FY 16 70% 3% 9% 18%

FY 17 65% 2% 14% 19%

FY 18 68% 2% 13% 17%

Other Includes: Explosions, Hazardous Conditions, Good Intent Calls, False Alarms, Severe Weather, Special Incident Types

Call Processing

A dispatcher has to assign the call to a box. Nationwide the fire department is the catch all. Thats why the All-Hazards approach has been adopted.

Call Assigning

Staffing Guidance

Regional Comparable:

Past/Current/Future Response Data:

NFPA 1710 recommends that each company be staffed with four firefighters, including a company officer

NIST’s Report on Residential Fireground Field Experiments also investigated the effects of varying crew size, arrival time, response time, overall task completion and the interior tenability of the structure, and it resulted in proving the effectiveness of four-person staffing as recommended by NFPA 1710.

Hartford’s current staffing level is minimum manning of 3 (Sunday 7pm-Friday 7pm), minimum manning of 4 (Friday 7pm-Sunday 7pm). Shift levels are 1 shift of 5, 3 Shifts of 4.

Hanover’s minimum manning is 4. Shift levels are 4 shifts of 5.

Data

Critical Tasking : is the process of assigning tasks to responders that must be conducted in a timely manner to control the incident.

Simple Medical (2)• Primary Care Attendant• Driver

ALS Emergency (3)• Primary Care Attendant• Secondary Care Attendant• Driver

Cardiac Arrest (5)• Airway Management• Chest Compressions• IV, Meds, Defibrillation• Incident Commander• Driver

Motor Vehicle Accident (4)Ambulance

• Primary Care Attendant• Driver/Extrication

Engine• Incident Commander• Driver/Medical/Fire

Fires (14) on the 1st Alarm• Attack Line (2)• Back Up Line (2)• Search/Rescue (2)• Ventilation (3)• Rapid Intervention (2)• Pump Operator (1)• Incident Command (1)• Safety Officer (1)• Medical (2)Rescues (13)

• Incident Command (1)• Safety Officer (1)• Primary Rescue (2)• Secondary Rescue (2)• Belay Team (2)• Haul/Lowering Team (3)• Medical (2)

Critical Tasking

462

1253

54

259

109186

1 8

1918

43 3

1100

77147 125

437

3 7

1942

0100200300400500600700800900

10001100120013001400150016001700180019002000

Tota

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f Cal

ls

Hartford and Hanover July 1 2016 - June 30 2017 Call Volume

Hartford Fire Department (1918 Total Calls)

Hanover Fire Department (1942 Total Calls)

FY 17

43 5

1478

56

286

122 161

6 8

2165

40 2

1161

56165 162

424

3 3

2016

0100200300400500600700800900

1000110012001300140015001600170018001900200021002200

Tota

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f Cal

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FY 18 Hartford and Hanover July 1 2017 to June 30 2018 Call Volume

Hartford Fire Department (2165 Total Calls)

Hanover Fire Department (2016 Total Calls)

At this level of responses Hanover is also experiencing challenges with staffing…

Hartford Service Demand

In FY 18 the department experienced requests to respond to two (2) simultaneous emergencies 60% of the time.

In FY 17 the department experienced requests to respond to two (2) simultaneous emergencies 63% of the time.

Risk Assessment:

That data suggests that in order to meet the minimum service demands of the community we must staff at level to respond to two (2) emergencies, which requires a minimum effective response force of four (4).

Recommended Staffing Level

FY 1992• 1,050 Calls for Service• Staffing increased by two firefighters• Four Shifts of Four• Chief, Asst. Chief, Admin.,

FF/Mechanic, 4 Captains, 12 Firefighters

• 20 FT Staff/ 15 Call FF

FY 2020• 2,200+ Calls for Service• Staffing increased by three firefighters• Four Shifts of Five• Chief, Asst. Chief, Admin., Fire Marshal, 4

Captains, 4 Lieutenants, 12 Firefighters, 1 PT Inspector

• 24 FT Staff/ 1PT/10 Call FF

EMT / Paramedic Firefighter

Easy to confuse : Title vs. Skills (Certifications)

What is a Firefighter?

All-Hazards Responder/ Rescue Specialist( HFD Fulltime Staff Mandatory Skills)

Tactical Emergency Care

Water Rescue Technician

Hazardous Materials Responder

Rope Rescue Technician

Vermont Certified Firefighter

Licensed Advanced EMTor Paramedic

Hartford Firefighter:

What’s Changed…

• Growth in the community• Increase in living units• High demand population

The percentage of EMS calls are consistently holding around 68-70% but the overall volume of calls have increased.

Nationally about 65% of all emergencies are EMS related.

Private Pay (No Insurance)

17%

Medicare36%

Medicaid17%

VA Hospitial5%

Insurance Pay25%

Payment Sources

54.34% of all billed transports:(5 year average)

Medicare is a federally funded program available to most U.S. citizens and permanent legal residents who have lived continuously in the country for five years or more and are age 65 or older.• People younger than 65 may also

be eligible for Medicare with certain requirements.

Medicaid is jointly funded at the state and federal levels. Medicaid supports low-income individuals and families by covering costs associated with both medical and long-term custodial care for those who qualify.

Billing Demographics as an Indicator

0

100

200

300

400

500

600

700

800

900

Airway/Breathing Cardiac Abd problems AMS / Behavioral Trauma Medical Pain Other

Call Types 2014-2017

Medical Calls by Major Type

0

100

200

300

400

500

600

700

800

0-10 11-20 21-30 31-40 41-50 51-60 61-70 71-80 81-90 90+

Calls according to range of age 2014-2017

Medical Calls by Age Range

Future Impacts

• Completion of a 89 unit assisted living facility in WRJ

• 57 Income sensitive living units on Sykes Ave.

• 180+ Living units on Hickory Ridge/Sykes Ave.

Programs and Services

Duty Crews• K-5 Fire Safety Education (WRS, DBS, OQS)• Adult Fire Safety Education• Community CPR• Car Seat Safety Inspection/Installation• Fire Extinguisher Training• Fire Drills/Lockdown Drills/Evacuation Drills• Home Safety Inspections• Smoke/CO Detector Loan Service• Commercial Building Pre Plan Inspections• Special Event Stand-bys• Touch a Truck• Technical Rescue Services (High Angle Rope Rescue, Water Rescue,

Confined Space Rescue, Trench Rescue, Building Collapse Rescue)

Fire Prevention Office• Building Fire & Life Safety Plans Review• Commercial Building Inspections• Public Building Inspections (One-Two Family, Apartments/Condos,

Assembly)

Funding Options

Salaries

Wages/Benefits –

2018-2019 2018-2019 Difference$ 2,640,467 $ 3,138,963 + $ 498,496

• Adds 3 Firefighter positions ($272,449)• CBA Wage increase (3%)• Workers Comp (11%)

Paramedic Tuition $ 23,600.00

Peer Fitness Certification $ 5,000.00

Radio Replacments $ 20,000.00

Fire Sprinkler Station #2 $ 15,000.00

Ambulance Purchase $ 280,000.00

Gear Dryer $ 8,900.00

Water Rescue Suits (5) $ 6,500.00

Cardiac Monitor/Defibrilator $ 29,504.00

Projects

Questions?

(211 & 271)

FY 2019-2020

Police Budget

ResponsibilityThe Police Department budget includes a combined 32 FTE’s under

Police Services (211), & Dispatch Services (271) - the ECC

ECC Staff Responsibility

The Hartford Emergency Communications Center (ECC) is one of six regional Public Safety Answering Points (PSAP), with

personnel responsible for answering emergency (911) & non-emergency calls for public safety service in East

Central Vermont under contract.

The Hartford ECC will receive $87,052.96 from the State of

Vermont for providing this service in the coming year, (+$6785).

911 Calls for ServiceTotal 911 Calls for service have increased by nineteen percent (19%) over the past three years, and projected to increase again this year.

0

5000

10000

15000

20000

12,937 14,08915,481

15,710*

2015 2016 2017 2018

Source: Spillman technologies, Inc.; Town of Hartford Police Department, by Emergency Communications Manager Smith, Scott. November 23, 2018, (*2018 totals are through October, projected based on average of 1309 calls per month).

ECC Staff and SalariesThe Emergency Communications Center, ECC (271) - “Dispatch” provides around the clock radio, telephone and computer assisted dispatch services to police, fire & EMS units in Hartford, and under contract for ten neighboring communities. The ECC is comprised of 8 full-time employees, including:

• 1 Manager/PSAP Administrator

• 7 Full Time Communications Specialists

• 2 Part Time Dispatchers Supplement Coverage

* Budget includes 10% of salary for Police Chief and Administrative Assistant

Total Calls for ServiceOverall activity within the ECC has increased steadily each year, with the current year projected to end 7% ahead of 2017. Additional staffing was requested during the previous budget cycle, but not approved.

0

10000

20000

30000

16,95620,755 21,856

23,333*

2015 2016 2017 2018

Source: Spillman technologies, Inc.; Town of Hartford Police Department, by Emergency Communications Manager Smith, Scott. November 23 2018, (*2018 totals are projected based on year to date as of 11/23/18).

ECC Salaries

Personnel/Wages – 91% of total budget

2018-2019 2019-2020 Difference$ 751,197 $ 851,720 + $ 100,523*Total Includes Contract Negotiated Salaries, Holiday Pay, Overtime & Benefits

• Step Increase, COLA, Health & Worker’s Comp. Insurance

• *New/Additional Communications Specialist

• *Part-Time Staff – Equivalent to 1.3 FTE, $25,000 over FY 18/19

7

Minimum Staffing

A 2080 Total Hours for one full time employeeB 128.8 Average Vacation and holiday leave (total hours)C 38.6 Average sick leave (total hours)D 24 Average personal leave (total hours)E Average training leave (total hours)F Average military, FMLA leave, etc (total hours)G 119.5 Average Lunch (total hours)H Average other (meetings, light duty, special assignments, etc)I 310.9 Total unavailable time = Total B through HJ 1769.1 Net Available Work Hours (NAWH) = A - I

1769.1 Net Available Work Hours per employee (NAWH from J above)

Determine Net Available Work Hours (NAWH)

Position: Communication Specialist

Increase overnight 911 staffing, (11pm to 7am) from 1 to 2 employees. This represents a total of 16,640 work hours, with the average Communications Specialist available for 1769 hours after leave usage.

8

Minimum Staffing

Note: Coverage positions must be covered regardless of call colume or level of activityPosition: Communication SpecialistHours needing Coverage:

A 2Total number of consoles that need to be covered for this position in a 24 hour period

B 24 Number of hours per day that need to be covered

C 7 Number of days per week that need to be covered

D 52 Number of weeks per year that need to be covered

E 17472 Total Hours needing coverage = AxBxCxDEmployee Availability:

F 1769 Net Available Work Hours - enter average NAWH from WorksheetStaff Needed

G 9.87676653 Full Time base estimate (FTE) = E / F)

H 0.06 Turnover Rate - from retention worksheet, covert to decimal

I 10.4693725Full Time Equivalent required to accommodate turnover, prior to any adjustments based on quality indicators: FTE = G x (1 + H)

10.4693725 Estimated Staffing Need (in FTEs from Step I above)

Estimate Staffing Needed for Coverage Positions

Increase overnight 911 staffing, (11pm to 7am) from 1 to 2 employees

9

Local Vs. ContractDispatch and support services, to include answering 911 and non-emergency telephone calls for public safety services, and radio or computer dispatch services to police, fire & EMS units are divided nearly even, with work in support of the Town of Hartford Public Safety Departments increasing faster than the contract communities.

6616

8690 92409848

62417453 7502 8502

2015 2016 2017 2018

Hartford Contract

Source: Spillman technologies, Inc.; Town of Hartford Police Department, by Emergency Communications Manager Smith, Scott. November 23, 2018, (*2017 totals are year to date as of 12/11/2017).

FundingEach contract community is responsible for a minimum

administrative fee equal to1.25%of the annual operating budget less revenues, or the percentage of workload where that volume is

greater than the administrative fee.

$452,163$327,692

$80,267

Dispatch Funding (FY 2018)

Hartford Contract State

11

Acct. Description Amount318-0000 Increase to Radio/Console Maintenance

Contract – State Mandated, was $2400 + $3000318-0000 Reduction in PowerDMS - Document

/Accreditation Management Cloud System, was $1116 - $450

320-0200 Increase to Spillman Computer Aided Dispatch (CAD) / Records Management System (RMS), was $21,033 +$3379

Significant Changes

12

Questions ?

ECC (271 - Dispatch Services)

13

Police Staff and SalariesPolice Services (211) is comprised of 24 full-time employees, including:

• 16 Patrol Officer(s) & 1st Line Patrol Supervisors

• 4 Detectives, (1 Grant Funded – Family Place)

• 3 Managers, (10% of Chief’s Salary in 271)

• 1 Administrative Assistant, (10% of Salary in 271)

Calls for Police ServiceTotal emergency (911) and non-emergency calls for police service requiring a response by a Hartford Police Officer have increased steadily each year, with the current year projected to end 5% ahead of 2017.

0

5000

10000

5,4716,742 7,187 7,577*

2015 2016 2017 2018

Source: Spillman technologies, Inc.; Town of Hartford Police Department, by Emergency Communications Manager Smith, Scott. November 23 2018, (*2018 totals are projected based on year to date as of 11/23/18).

Reactive Vs. ProactiveIt is estimated that every third police interaction is proactive or

officer initiated, including more than 2600 traffic stops and nearly 2400 community outreach, collaborative problem solving, or

directed crime prevention efforts.

Call for Police Service

Officer Initiated

Initiating Action

Source: Spillman technologies, Inc.; Town of Hartford Police Department, by Emergency Communications Manager Smith, Scott. November 23 & 25 2018, (*2018 totals are projected based on year to date as of 11/25/18). 16

Police Salaries

Personnel/Wages – 82% of total budget

2018-2019 2019-2020 Difference$ 2,290,132 $ 2,681,873 + $ 391,741*Total Includes Contract Negotiated Salaries, Holiday Pay, Overtime & Benefits

• Step Increase, COLA, Health & Worker’s Comp. Insurance

• $5250 increase to Education Incentive, 3 new hires with Bachelor Degree, current employee competed Bachelor Degree

17

Acct. Description Amount312-0000 NAACP Pro Diversity Network $1000314-0000 Cost Re-Alignment – Shared Software $5203321-0100 Kitchenette Counter/Cabinet Upgrade $3200330-0000 Body Camera Video Storage Contract

- $4863 over FY 18/19$15,291

330-0000 (3) Laptop Computer(s) for Detectives $4535331-0000 2 Replacement Patrol Vehicle(s) $79,300331-0000 Unmarked Investigator Car Lease(s)

– $14,400 over FY 18/19 to account for full staffing

$33,600

331-0000 Training Equipment Trailer $6000331-0000 23 First Responder Respirator Kit(s) $12,100

Police Projects

18

What’s Missing? The Union Membership has expressed an interest in advancing from the current VMERS C to VMERS D - (Police & Fire Only), and it is anticipated to be a topic of negotiation in the coming contract cycle.

VMERS C VMERS D Difference$ 137,688 $ 160,829 + $ 23,141

*Difference projects current (VMERS C) cost & proposed VMERS C/D cost for coming fiscal year – This is not included in Column #5 of the 2020 Budget.

• Police Standard

• Average Final Compensation – 2 years Vs. 3 year

• Early Retirement Option - Age 50 with 20 years service

• Normal Retirement Age - still 55 with 5 years of service19

Questions ?

20