Consideration  and Approval of Grant Agreement: Ratify the Grant Agreement between the City of Flagstaff and the U.S. Department of Homeland Security, Federal Emergency Management Agency (FEMA) for six (6) new Firefighters.

Ratify the Grant Agreement with the Department of Homeland Security for the FY 2016 Staffing for Adequate Fire and Emergency Response (SAFER) Grant in the amount of $1,607,400 for the staffing of six (6) new Firefighters over the next three (3) years.

Currently both our administration and Council have given support to increase staffing through the grant application process to help meet both the NFPA 1710 deployment standards and the significant increase in call volume for our community. This grant will help the department by increasing staffing levels by two members per shift, while adding an additional part-time two-person rescue unit. By adding six (6) new FTE's without increasing our minimum staffing, it will move us toward improving our 1710 standard response for fire scenes, increase safety to our members and decrease overtime costs.

Per federal rules, the grant needed to be accepted within thirty (30) days from the time of the award (7/14/17) and the next Council meeting was scheduled for 8/15/17 (32 days), thus the ratification recommendation.
 

The grant application was submitted on February 9, 2017, in the amount of $1,607,400. This covered current personnel costs plus current benefits costs over the next three (3) years. The City's share amount is $616,170 and FEMA's share amount is $991,230. This cost was approved in the 2018 adopted budget along with separate funding for academy costs and personal protective equipment (PPE).

Per the grant rules, the cost for employees and benefits had to match the current amounts being paid (as of February 2017) and could not be for expected or known increases in the new fiscal year. The breakdown is based on the City paying 25% vs FEMA 75% for Years One and Two. In Year Three, the City pays 65% and FEMA pays 35%. In Year Four, the City is 100% responsible for all costs associated with the six (6) new firefighters.

No policy impact.

Council Goals:
PERSONNEL
Attract and retain quality staff.

Team Flagstaff Strategic Plan:
Strategic priority #1: Provide exceptional service
Goal 2. Serve the public through quality internal and external customer service.

Strategic priority #2: Invest in our people
Goal 4. Maintain and enhance a safe and positive organizational culture.

Strategic priority #3: Foster a resilient and economically prosperous city
Goal 2. Deliver outstanding services through a healthy environment, resources and infrastructure.

Strategic priority #4: Work in partnership to enhance a safe and livable community
Goal 1. Foster a safe, healthy, equitable and accessible community.

Council approved to support the grant submittal in the adoption of the current FY 2018 budget process.
 

• Ratify and accept the SAFER Grant Agreement which will provide funding to hire six (6) firefighters.
• Not ratify and accept the Grant Agreement and the funds will be returned and no additional firefighters will be hired.

The City had two separate needs assessments performed in 2003 and 2007 to determine the adequate staffing levels of the fire department for our community. The recommendation of the assessments were both conclusive that we needed two additional units and 18 new members to be in the best position to meet NFPA 1710 based on call volume at that time.

In 2008 we were successfully awarded a SAFER grant for six (6) new firefighters, but due to the onset of the great recession we turned these awarded positions down. Since that time, we have lost nine (9) firefighter positions from 2008-2012 while seeing a 50% increase in call volume during that same time. Adding to this is the increased costs in pension, we have not had the funds to begin reinstating those lost positions until now.

Currently both our administration and Council have given support to increase staffing through grant application processes to help meet both the 1710 standards and the significant increase in call volume for our community. This grant will help the department by increasing staffing levels by two members per shift, while adding an additional two-person rescue unit when the shift is overstaffed with two. By adding six (6) new FTE's without increasing our minimum staffing, it will move us toward improving our 1710 standard response for fire scenes, increase safety to our members and decrease overtime costs.

This project will regain much needed personnel that was lost through the great recession. While we are increasing the number per shift by two (2) through the acceptance of this grant, we are not increasing our minimum staffing levels. Currently we are fully staffed at twenty-five (25) members per shift and have a minimum staffing level of twenty-one (21).  We have very strict management controls in place for allowed time off, but due to increased use in FMLA, injuries, attrition, and all other unscheduled leave, we average over 4.3 people off every shift. This influx of two (2) per shift, without increasing minimum staffing levels, will help us keep an additional unit on the road 15% of the time and significantly reduce overtime costs once they are fully trained and on line.

The annual amount covered by the City for FY 2018 ($179,588 ) was approved by budget team, and proposed in the 2018 City Manager's budget. Council was informed and discussed the costs, and agreed at the time, that getting increased staffing for both the Fire Department and Police Department through grant opportunities was the preferred method.

Grant funds are budgeted in FY 2018 in account number 001-06-052-6046-2 in the amount of $581,438.

Below is the grant breakdown for costs per year (3-year grant) based on actual salaries and benefit costs in FY17:

 

YEAR	PERSONNEL	BENEFITS	TOTAL	CITY	%	FEMA	%
1ST	$279,900	$255,900	$535,800	$133,950	25	$401,850	75
2ND	279,900	255,900	535,800	133,950	25	401,850	75
3RD	279,900	255,900	535,800	348,270	65	187,530	35

The actual cost this fiscal year (FY 2018) due to increased benefit costs, PSPRS contribution and market pay adjustments from the time of the grant application to current updated figures are as follows:

First year: Total $581,438 (City share - $178,588 / FEMA share - $401,850)

Each year after this could vary based on realized increases to salary, benefits and PSPRS.  Federal funding will remain the same at stated above since it is tied to the costs at the time of the grant submittal (FY 2017 numbers).

The benefits are largely two fold; 1) we will have the ability to put up an additional Rescue unit 15% of the time.  2) we will have increased staffing on one-two units which will allow for better scene management and increased tactical / EMS related work to be performed for the community.