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HomeMy WebLinkAboutItem 6.3 Regional Fire Protection Stuey (2) CITY OF DLBLIN 70 AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 8, 1984 SUBJECT Regional Fire Protection Study EXHIBITS ATTACHED Letter from San Ramon City Manager dated September 21 , 1984 ; Letter to DSRSD from San Ramon dated September 21 , 1984 ; Letter from Tassajara Fire Protection District , DSRSD and San Famon Valley FirE: Protection District dated July 23 , 1984 and July 24 , 1984 ; Excerpt from City of San Ramon Sphere of Influence Study RECOMMENDATION . Notify City of San Ramon of Dublin ' s interest in participating in a regional fire study FINANCIAL STATEMENT: Undetermined at this time DESCRIPTION The City has received a letter from the City of San Ramon inquiring as to whether the City of Dublin would be interested in participating in a study of regional fire services . The issue of studying regional fire services came about as a result of a concern expressed by the San Ramon City. Council regarding the provision of fire service to San Ramon residents by more than one agency. This concern was supported in the City of San Ramon ' s Sphere of Influence Study prepared by Angus McDonald & Associates . Since any action which the City of San Ramon may take with respect to the provision of fire service within its own boundaries could impact the provision of fire service to Dublin and Danville, it ' s important that these cities be included in any study of fire services in Se.n Ramon. It is anticipated that the following agencies would have reason to participate in a study of regional fire services . City of Danville City of Dublin City of San Ramon Dublin San Ramon Services District San Ramon Valley Fire Protection District Tassajara Fire Protection District As indicated in the letter from the San Ramon City Manager dated September 21 , 1984 ( see attached) , issues related to study format , timetable, cost distribution for the study, administrative and procedural issues would be discussed by a group composed of the Managers of each respective agency with recommer.:dations brought back to their respective governing bodies for consideration . At that time, each agency would officially determine whether it wished to participate in the study . Recommendation It is Staff ' s recommendation that the City Council 1) notify the City of San Ramon, as well as the other potential participants of the City of Dublin ' s interest in participating ;n the study; 2 ) authorize the City Manager to participate in thE• preliminary discussions with the other agencies . ---------------------------------------------------------------------------- COPIES T0: ITEM NO. � � ty of San Ramor, 2222 Camino Ramon C E V p San Ramon, California 94583 R (415) 838-2424 SEP u 198`1 September 21, 1984 Cily Or pUBV'1�1 Rich Ambrose, City Manager City of Dublin 6500 Dublin Blvd Dublin, CA 94568 Dear Rich: The attached letter addressed to the DSRSD, San Ramon Valley Fire Protection District and the Tassajara Fire Protection District is in response to their request that the City of San Ramon participate in a proposed regional fire protection study. As stated inathe letter the San Ramon City Council has suggested that the City of Dublin and the Town of Danville also be invited to participate in this study. If the City of Dublin is interested in participating in such a study I would suggest that this item be presented to your__;Council for their consideration and that a written response be submitted to the San Ramon City Council. If you have any specific questions regarding San Ramon' s response to the request from these three agencies to participate in a study of regional fire services please don't hesitate to give me a call. Sincerely, jia es H. Robinson .y Manager JHR/jm Attachment (. y ®f San Foam®n 2222 Camino Ramon San Ramon, California 94583 (415) 838-2424 September 21 , 1984 Dublin San Ramon Services District 7051 Dublin Blvd Dublin, CA 94568 Dear Directors : The City Council appreciates your interest in a proposed regional fire protection study and whole heartedly accepts your offer to actively participate in it . In addition to the providers of the fire protection services the Town of Danville and the City of Dublin should also be invited to participate in the study. It is proposed that a technical committee composed of the City Managers and/or fire chiefs of the agencies involved be formed. This committee would then work on the study with the assistance of a retained consultant . The time frame, phases of study, completion date, and how the professional fees of the consultant and other costs of the study would be shared by the involved agencies, as well as other administrative and procedural issues , are some of the matters that will first have to be agreed upon. Final recommendations concerning these matters would be made to each of the governing bodies for their consideration and/or approval to participate in such a study. Sincerely,/l �ames H. Robinson City Manager JHR/jm CC: Town of Danville City of Dublin Dewey Mansfield FIRE PR072C7MM D15729C a (CONTRA COSTA COUNTY) TELEPHONE 6100 CAMINO TASSAJARA CHIEF EPPLER: 829.1627 PLEASANTON, CA 94566 EMERGENCY: 447.6860 July 23, 1934 City Council City of San Ramon 2222 Camino Ramon San Ramon, CA 94583 Dear Members: It has come to our attention that large areas of your proposed sphere of influence are within the jurisdiction of the Tassajara Fire Protection District. We are also aware that you are in the process of developing a group to stud}, how the future fire pro- tection needs of the city of San Ramon might best be served. This letter is to inform you that the Board of Commissioners of the Tassaiara Fire Protection District would welcome the oppor- tunity to participate in such a studv. We believe that the active representation of our board on whatever body you select is essential if their study is to have any long-range effect. Please let us know how we might best assist you in making your study a success. Sincerely, Stephen P. Morgan Chairman, Board of Commissioners Tassaiara Fire Protection District SPM:cd VICE,. DISTRICT General Offices: 7051 Dublin Boulevard • Dublin, California 94568 (415) 828-0515 July 24 , 1984 City Council City of San Ramon 2222 Camino Ramon San Ramon , CA 94583 Dear Councilmembers : Recently , the Tassajara Fire Commission requested that the Dublin San Ramon Services District undertake a reorganization study. The Commission is concerned mainly with fire protec- tion , but our District must be concerned with all of the services it offers in Contra Costa County . Angus McDonald and Associates , an experienced consultant , will be retained to undertake this task , within the framework of performing a Sphere of Influence study for the District . This will provide the objectivity and professionalism nec- essary to meet with acceptance by the general public and other governmental agencies; however , Mr . McDonald has indicated that , in his opinion , the preferred and desir- able method of performing this study is to coordinate it with the work study program included in his Sphere of Influence report recently submitted to the City . We concur with this recommendation by your consul- tant . Further , via a joint letter , you have been requested by our District ' s Board of Directors and the Board of Directors of the San Ramon Valley Fire Protection District to proceed in accordance with your consultant ' s . recommendation and incorporate the efforts of the City 's Public Safety Committee into the proposed work study program . If the City follows this course of action, Mr . McDonald , under contract with the City , will proceed with the fire protection phase and , under contract with the District , will proceed with the balance of the service delivery study . We believe that this will provide the best approach to studying the vital question of future service delivery in the City of San Ramon and its proposed Sphere of Influence . A P0LI7Ir'AL S•':92!VIjZN CF THE STA-E CF CALIFORNIA • PPOVIOES MUNICIPAL TYPE SERVICES TO CITIZENS CF A MAGOR•LIVER MGR E ANO SAN AAMON V ALLEYS ALAM[CA ANO C^N-RA C CC TA CCL,JT-ES 4 San Ramon City Council July 24 , 1984 We also request that the Cities of Dublin and Danville , as well as the Tassajara Fire Protection District , be involved in the study process. Our District stands ready to work with you to implement and make this study process a success . Attached is a proposed organiza- tion chart , depicting how this project , based on our ex- perience , would best be carried out . Very truly yours,. JC: rj J SEPH COVELLO, President oard of Directors encl . -2- July 24, 1984 FUNCTIONAL ORGANIZATION CHART SERVICE DELIVERY STUDIES CITIZENS OTHER FIRE SERVICES CITY OF CONTRACTING AGENCIES DUBLIN SAN RAMON SAN F.At•tON SERVICES DISTRICT PARTICIPATING AGENCIES Fire San Ramon Valley City of Town of Tassa,jara City of Dublin San Ramon All Clily Fire Prot. Dist. San Ramon Danville Fire Prot. Dist. Dublin Services District Services CONSULTANT Angus McDonald & Associates COMMITTEES City of Public Safety Technical Advisory Managers Dublin San Ramon Finance San Ramon Committee Committee of all Services District Committee Agencies Policy Advisory July 24, 1984 City Council - City of San Ramon 2222 Camino Ramon San Ramon, California 94583 Dear Councilmembers: The Sphere of Influence analysis for the City of San Ramon made . several recommendations for the study of fire protection services and stated that a comprehensive evaluation and rational decision regarding fire protection requires the participation of Dublin, Danville and San Ramon, as well as the two special districts having direct fire service responsibility. The Boards of Directors of the Dublin San Ramon Services District and the San Ramon Valley Fire Protection District agree with the consultant's recommendation. We request that you incor- porate the Public Safety Committee as a vital participant in the work study program as outlined in the Sphere of Influence analysis. Recommendations resulting from this type of study should have the greatest assurance of being implemented if the governing bodies of the affected agencies and citizens' input from the Public Safety Committee are all included in the evaluation. A decision on fire service for the City of San Ramon affects a number of agencies and has "beyond San Ramon" jurisdictional respon- sibilities. Include all those agencies involved and the Public Safety Committee in working with you to implement and make this study process a success. We believe this suggested approach will foster a spirit of cooperation among all of our local public agen- cies, resulting in a level of service worthy of citizen confidence and support. Sincerely, 4 1� J. E I`-"HH C iELLO, Presicent PA RICIA I. BOOM, President d of Directors Board of Directors in San Ramon San Ramon Valley Fire Services District Protection District 7051 Cublin Boulevard 800 San Ramon Valley Boulevard C�:blin, California 94568 Danville, California 94526 .I• r , , • � t E. `Mork Program - Fire Protection Service Spheres of Influence The Sphere of Influence analysis for the City of San Ramon could not present a definitive recommendation for fire protection services. The Dublin San Ramon Services District, the San Ramon Valley Fire Protection District and the Tossajora Fire Protection District are all currently responsible for fire protection within the alternative land areas that were considered for the San Ramon Sphere. All three of these districts have responsibilities for Sphere B - the recommended Sphere. Accordingly, the present study verified (by comparing gross estimates of costs and tax base) that fire protection services could be provided within the recommended Sphere. The study concludes with a work program for preparing definitive recommendations regarding fire protection. The following paragraphs describe this work program. _...ti.._ .. _. . . _ I. Organizational Arrangements A comprehensive evaluation and rational decision regarding fire protection in the Detailed Study Area requires the participation of Danville, Dublin and Son Ramon, as well as the three districts having direct fire service responsibility. Spheres of influence per se are the responsibility of the Local Agency Formation Commission (LAFCo) but actual changes in definition of responsibility (if warranted) depend on the concurrence of some or all of the concerned local governments. Recommendations could have the greatest assurance of being implemented if the governing bodies of the affected agencies all participate in the evaluation. A thorough evaluation of all the alternatives can most efficiently be accomplished if senior management of the five affected governments all participate in the technical evaluation. Accordingly, it is recommended that an evaluation of fire service in the Detailed Study Area be carried out under the direction of a Board of Control, with one v elected representative from each of the five affected local governments. A task force made up of senior management officials from each local government could actually accomplish the evaluation of alternatives with limited consultant assistance. 2. Task Descriptions The effort would be accomplished within a total of three tasks. The individual steps and the estimated resources are shown in Table E-I. The following paragraphs describe the purpose of each task and the products. Task I : Inventory of Existing Conditions The existing conditions in each agency providing fire protection services should be documented. This serves both as a summary of personnel and other issues and as a starting point for a consideration of alternatives. Task Two: Fire Protection Alternatives As a starting point for consideration of the alternatives that could realistically be implemented, it is useful to prepare a fire protection plan for the Study Area, ` considering only existing and potential land uses. This "organization-independent" Fire Protection Plan provides a useful starting point for other alternatives that reflect other practical considerations. An operating budget (capital facility 105 requirements, financing, annual operating' expense, and available revenues) should be prepared for this "organization-independent" alternative. c After this somewhat idealized analysis is completed, a description of the actual alternatives can be prepared considering all issues •- fire protection, personnel, and governmental. These "real" alternatives can be compared and a recommendation presented to the Steering Committee. Task Three: Plan for Services 'Fire Protection'- After appropriate discussion and modification of the alternatives 'a 'detailed recommendation and implementation plan con"be"prepared.-' The implementation plan should include drafts for all resolutions, -ordinances, -etc. that would be necessary to implement the recommendation. 106 Table E-I STAFFING PLAN FOR FIRE PROTECTION SERVICES STUDY San Ramon Sphere of Influence Study Task Hours Task Consultant Force Task I - Inventor of Existin Conditions 10 6 rientation for study team Assemble written policies regarding - fire protection services and practices 24_ Inventory facilities and equipment .tt. y 24 Describe existing paid and•volunteer staffs (Experience, training, employment rights, 40 Pay and benefits, pension rights) 8 4 Consolidate and edit Inventory : Sub Total 106 `10 Task 2 - Fire Protection Alternatives Prepare "organization-independent" Fire - 24 8 Protection Plan for study area 24 4 Prepare schedule of capital investment requirements 24 4 Prepare year-by-year operating budget 24 Prepare estimate of available revenues Describe organizational alternatives to 16 implement Fire Protection Plan Prepare position classification and staffing plans 24 4 Modify capital and operating budgets, as required 16 Ib Prepare revenue estimates Prepare written comparison of alternatives 16 8 Present alternatives to Steering Committee 6 4 Sub Total . 134 92 Task 3 - Plan for Services - Fire Protection Prepare detailed Operating Plan 24 8 for recommended Alternative Prepare detailed Staffin Plan (including evaluation 24 8 of any employment, pay or retirement issues) Prepare five-year financing plan and 16 4 operating budget Prepare Implementation Plan and enabling 24 24 1 resolutions, etc. 16 4 Prepare Draft Project Report 6 4 Presentation to Steering Committee Allowance for presentation to individual 18 2 local governments 8 2 Prepare Final Project Report Presentation to Local Agency Formation Commission 16 70 Sub Total -� TOTAL 382 172 107 Table E-1 (continued) STAFFING PLAN FOR FIRE PROTECTION SERVICES STUDY San Ramon Sphere of Influence Study Project Budget2 f 5,900 Management Consultant Fire protection consultant 5,400 = Legal counsel 2,0010, .,._-.. . :, Expenses $ I,700 l !✓-; ...J1 _. 1,L y ' Total 15,000 r; ----------------------------------------------- -------=------- NOTES: 1) Hours do not include services of legal counsel. ' Project budget does include an allowance for legal services 2) Does not include cost of time for Task Force members who are government l employees. _ 108 i