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2019-11-12 MinutesCITY OF OKEECHOBEE, FLORIDA r NOVEMBER 12, 2019, CITY COUNCIL AND G BOARD OF COUNTY COMMISSION JOINT WORKSHOP SUMMARY OF DISCUSSION CALL TO ORDER/COMMENCEMENT Okeechobee County Commission Chairperson Terry Burroughs called the joint workshop to order on Tuesday, November 12, 2019, at 6:00 P.M. held at the Okeechobee County Historic Court House, Room 270, 304 Northwest 2nd Street, Okeechobee, Florida 34972. The invocation was offered by Father Shevlin of the Church of Our Saviour. The Pledge of Allegiance was led by Chairperson Burroughs. ATTENDANCE City: Mayor Dowling R. Watford, Jr., Council Members Wes Abney, Monica Clark, Bob Jarriel, and Bobby Keefe, City Clerk Lane Gamiotea, City Administrator Marcos MontesDeOca, and Fire Chief Herb Smith were present. City Attorney John Cook was absent with consent. County: Chairperson Burroughs, County Commissioners Bryant Culpepper, Bradley G. Goodbread, Kelly Owens, and David Hazellief, County Attorney Becky Vose, County Administrator Robbie Chartier, County Deputy Clerks Jeff Shain and Paula Poskon were present. Discuss Fire Services. Mayor Watford thanked the County Commission for the use of their meeting facilities and hosting the joint workshop requested by the City Council. The topic is to consider merging the City and County Fire Departments. The primary reason the City Council entertained the idea is strictly financial. The Council and Commissioners were asked to share their individual thoughts, questions, or comments on the subject. Council Member Jarriel is of the opinion that City expenses could be reduced by the County providing all fire services with a non -ad valorem special assessment being implemented for City properties, just as it is currently done for emergency medical (ambulance) services in the City and County. He asked the County to provide what the assessment amount would be for residential and commercial properties. Once the amount was known, the City would be able to ascertain the amount the millage rate could be reduced without having to fund the fire services through ad valorem revenue. Council Member Clark requested the amount of the assessment as well. However, she also wants to look at all options that would be available, not just for the County to assume the responsibility. Council Member Abney was in support of the measure that would continue the same level of service the City is currently providing, at the lowest cost to the taxpayers. He, along with Commissioner Goodbread, asked whether it would be prudent to have a consultant provide appropriate information and recommendations to guide both entities. Commissioner Goodbread also asked whether this was an issue that should be provided to the City voters. Commissioners Owens and Culpepper noted the many financial aspects that would have to be addressed, as well as legal aspects regarding the Union contracts, that both entities have. Council Member Keefe and Commissioner Hazellief were of the opinion that Staff could provide the answers to address the financial and legal aspects. Council Member Keefe added the City spent $40,000.00 for a consultant in 2017 to provide a report on implementing a fire assessment, that was as far as it went, and he did not want to spend more money in that same manner. Chairperson Burroughs added that while this is a complex matter, he believed it was something that could be provided between both entities' Staff, as everything is driven by numbers. Although consultants have a value by providing an unbiased view. Mayor Watford suggested the easiest way to approach the issue would be to have the County provide the City with two options; the figures to implement a fire assessment with the County taking over fire services, and an amount the County would charge the City to provide fire services through a contractual agreement. November 12, 2019 Joint Workshop Page 1 of 3 ell Chairperson Burroughs then opened the floor for public comments. Pastor Mark McCarter of First Baptist Church of Okeechobee and Pastor Loy Mershermer of the Presbyterian Church asked that small churches and non -profits be taken into consideration should a fire assessment be considered within the City, as they do not have the flexibility and resources as larger ones. Pastor McCarter explained that a former mission started over 40 years ago by First Baptist Church had grown into its own independent church, Cornerstone Baptist (formerly known as 441 North Baptist), but had to close their doors last year. Their Pastor stated one of the primary contributing factors was the fire assessment adopted by the County. It was asked to consider lowering the assessment amount or exempting churches/non-profits (as they are exempted from the emergency medical service assessment). Joseph Reschetar stated he did not understand calling this a merger, he would call it a "take over." He asked whether the City Firefighters would have a job. Then suggested the decision be put to the voters, and should he have to vote today it would be no. Mayor Watford announced that both Boards received a letter signed by the Economic Council Executive Director Jennifer Tewksbury and Chairperson Jeff Sumner. He then read the letter into the record: "After thorough research and careful consideration for the welfare of the community, the Economic Council of Okeechobee County fully supports the complete merger of the City and County fire rescue services. This action will save the City (and City residents and taxpayers) an estimated $600,000.00 to $1,000,000.00 annually and will result in little to no reduction in services or level of public safety. As you continue in this endeavor, we ask for your continued commitment to the forward progress of our community. Thank you for your service to the people of Okeechobee." Karen Brass identified herself as a City resident and stated she was blessed to be depended on the punctuality of the City Fire Department when her residence caught on fire. The County could not have gotten there within the time the City responded. There are several older homes in the City. The money is a concern. However, unless it could be shown how realistic the savings would be, she could not see the need in closing a beautifully well-run level of service within a department that is working so well. She also pointed out that historically mergers with the City and County departments have not worked for the betterment of the City residents. Jarrod Akins identified himself as a City resident and County Firefighter. He asked that when the savings to the City is being looked at, consider what it is going to cost the County to increase the level of service to mirror what is currently provided within the City. He also questioned what the overall benefit will be if costs are increased. Linda Pearce, a commercial property owner within the City stated her taxes are $9,000.00 per year. A County fire tax would cause her to have to increase her rent, which will result in lost tenants. Small businesses are struggling. If they cannot afford the rent what will happen to them. She closed with asking the City Council "if you get rid of the City Fire Department, then why not the entire City, why not your jobs?" Mack "Hoot" Worley, City property and business owner, expressed his appreciation to both entities for holding the workshop. The Economic Council does not have a bone to pick with the City Fire Department. The City needs to ask the County to take over the City fire services. If the City can save $600,000.00 to $1,000,000.00 that money could be used to pave streets or lower the millage rate. There is not an economic scale to compare the issue to, it was the same when Walmart first came here. Yes, it caused some businesses to close. Regarding hiring a consultant, he suggested the numbers provided by the Economic Council was enough and done in an unbiased way. It is incumbent on the City Council to make this decision. Daniel Ciorrocco identified himself as a County Firefighter stating he has listened to people within the community discuss this issue. Some are fearful and worried about their loss of care or increasing costs; that fear is understandable. The City and County Firefighters can do their jobs, we love our jobs, and we do not do them to be millionaires. There is concern about the careers of the personnel at the City should this merger happen. It has been said that only 50 percent of the current staff could be provided a position at the County. Should anyone lose their jobs over this, that will be real fear, fear to not be able to put a roof over our children's heads and food on the table. He asked that caring for the City personnel be made a priority. November 12, 2019 Joint Workshop Page 2 of 3 County Fire Chief Franklin was instructed to provide the information to the City's questions to the County Commissioners at the November 26, 2019, meeting. Once the Commissioners have an opportunity to review this information it will be decided whether it is ready to be forwarded to the City Council or needs more content. Once the information is reviewed by the County and forwarded to the City Council, scheduling a second workshop would then be discussed. Commissioner Culpepper requested that County Administrator Chartier also provide what the costs would be to purchase one ambulance and hire six paramedics, stating he owed it to the County to look at that option for the City to do their own emergency medical services and assess the costs by incident. That option could prove to be better. III. There being no further items on the agenda, Chairperson Burroughs adjourned the workshop at 7:16 P.M. Dowling R. Watford, Jr., Mayor ATTEST: 6 Lane 6amiotea, CMC, City Clerk Please take notice and be advised that when a person decides to appeal any decision made by the City Council with respect to any matter considered at this meeting, he/she may need to ensure that a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. City Clerk media are for the sole purpose of backup for official records of the Clerk. November 12, 2019 Joint Workshop Page 3 of 3 Okeechobee County ' Board of County Commissioners Special Session - Agenda - zoiq am att. L E Meeting Location 304 NW 2nd Street Okeechobee,FL 34972 863-763-6441 www.co.okeechobee.fl.us Tuesday, November 12, 2019 6:00 PM Historic Courthouse, Room 270 Call to Order Terry Burroughs Bryant Culpepper Kelly Owens David Hazellief Bradley G. Goodbread Robbie Chartier John Cassels Jeff Shain Commencement Chairman Commissioner Commissioner Commissioner Commissioner County Administrator County Attorney Deputy Clerk Agenda 1. JOINT WORKSHOP WITH THE CITY OF OKEECHOBEE TO DISCUSS FIRE SERVICES— Tracy Rowland That the Board of County Commissioners conduct a joint workshop with the City of Okeechobee to discuss fire services. III. Adjournment Any person deciding to appeal any decision by the Board of County Commissioners with respect to any matter considered at this meeting or hearing will need to ensure that verbatim record of the proceedings is made and that the record includes the testimony and evidence upon which the appeal will be based. This document may be reproduced upon request in an alternative format by contacting the County ADA Coordinator at the County Administrator's Office by telephone at: (863) 763-6441, ext. 1; or by email at: rchartier(a�,co.okeechobee.fl.us To enable us to respond in a manner most helpful to you, please provide the preferred format in which to receive the materials, and your contact information. We will make reasonable efforts to accommodate all needs. Boord of County Commissioners Page 1 Updated 111712019 6:40 PM BE C' �G O Okeechobee County FILE Board of County Commissioners 304 NW 2nd Street Department: Administration Okeechobee, FL 34972 Category: General Business • j Prepared By: Tracy Rowland lllil� SCHEDULED Initiator: Tracy Rowland ACTION ITEM (ID # 5621) SUBJECT: JOINT WORKSHOP WITH THE CITY OF OKEECHOBEE TO DISCUSS FIRE SERVICES MEETING: Special Session November 12, 2019 FINANCIAL IMPACT: unknown REQUESTED ACTION: That the Board of County Commissioners conduct a joint workshop with the City of Okeechobee to discuss fire services. BACKGROUND: the City of Okeechobee requests a joint workshop to discuss fire services. Page 1 4 7�y�� Okeechobee F L0Y) O_*i .. .,.... ? S.i Memo To: Mayor Dowling R. Watford Jr. City Council. Wes Abney Monica Clark Bob Jarriel Robby Keefe From: City Administrator Marcos Montes De Oca, P.E. if I - 2D Cf. ro III Co uviei l Dov 4 e October 8, 2019 LIUCv(LShCr RF: City Fire .Service Options — Update to be Placed on October 15, 2019 Council Meeting As directed by council, I have prepared clarifications and a basic outline for potential fire service options for review and discussion. Staff has met with county administration and fire departments for clarification of the expectations and potential future of fire services within the city and has incorporated a summary for review. An immediate resolution for determining the future of the fire services are crucial due to staff morale and potential timing of completing council's direction prior to the upcoming budget year-end. Future Fire Service Options for the City )Retain Fire Department - Continue with current Fire department with additional review of standard operation procedures to explore additional efficiencies - Prepare an update to the previous report to complete an updated fire assessment for the City and residences. Millage drop would be an immediate match in what is collected via the assessment. Creation of an Independent Fire District (An option not discussed, however, is in operation at several areas surrounding Okeechobee County) - Would be an independent taxing authority for both county and city - Would require "buy -in" from both entities prior to execution Contracting Services to County - All fire department services, fire and related inspections removed from City control. - City retains taxing authority over residences and businesses. Page 1 - Millage would be required to drop to "true costs" of fire department, a future potential drop of millage of 34% depending on merger and other future costs. Consolidation of Fire Services to County - All fire department services removed from City control. City surrenders taxing authority over residences and businesses, county to apply a newly determined fire assessment on all businesses and residents in county. Note: it is expected that the fire assessment for the county would decrease as the city's businesses and residents will supplant county costs. Residential assessments in the county are currently $108.15. Business assessments are based on industrial or commercial usages, then applied to a rate table based on a square footage basis and laddered on a flat rate between given ranges. The table will be forthcoming if required. A note from staff regarding ad valorem; during the initial City Fire Assessment discussion in 2016 it was discovered that 25-30% of residences do not pay $100 combined in taxes to the city due to exemptions and home values. - County Fire Assessments do not exempt any uses, i.e. houses of worship. - A millage reduction would be drastic, due to the costs diverted to the County and ultimately to the residents. Residents would cover the assessment and potential future increased costs. A future potential drop of millage of 5-6% may occur depending on merger details and other future costs. Items of Consideration for Contracting of Services or Consolidation (Independent Fire District Considerations Omitted) - ISO rating potentially will remain the same, a review of the county as a single operating agency will be required. - Level of service to citizens will remain close to current level. Approximately 300 minor accident / medical type calls per year will not have a fire response. Currently, under county standard operating procedure would not warrant a response. - City does not duplicate county fire service, county does duplicate fire services within city due to county EMS standard operating procedures, excludes mutual aid or auto -aid. - Over 1000 new business construction inspections and business tax inspections are conducted annually. These inspections as well as any revenue generated would be lost. Inspections must be merged with fire services, as they are an ISO item and cannot be separated. - Equipment transfer not included, however items would be negotiated on a one-on-one basis - County would require no more than 6 more employees, estimated currently at 0-6 new employees, to cover the additional area. City Fire has 12 Firefighters, whom will be afforded the opportunity to apply, however not guaranteed a position - City Firefighters would be afforded the opportunity to apply, however all rank and years of services would be relinquished. Page 2 City could potentially have to pay 60% of the salary of all those displaced for unemployment benefits for up to two years - Pension benefits are to be determined — costs associated depend on other decisions. Additional costs are expected for those vested (6), and potentially involve a severance/benefit given once position is lost for those not vested based on years of service (6). Additional discussions with pension attorney for continuation of the operation of the fire department pension to be determined as well as costs associated. Based on initial review with the county, costs for services would range from $0 up to $625k. Our current total costs are approximately $1.3M. The City may incur additional costs for potential plan reviewer and/or professional services for pension administration. - Current request from staff to retain internal Fire Department Plan Reviewer proposed. Reviewer would have ability to assist with other building department reviews. There will also be a loss of revenue for all inspections. Note: fire plan review costs are to stay within the City. Page 3 Facts and Data concerning the CitV Fire Department Operations ISO Rating (City FD) is "3" (As of the last report received 2019) Aid Received and Given is based on the dates October 31st 2018 through October 31St, 2019. Aid Received by OCFR is "3 times" y Aid Given to OCFR is "31 times" Response Times for the City FD within the City Limits 3 to 4 minutes average for all incidents (medical and non-medical) Total Incident Calls per Vear: y See Attached Plan Reviews (Blueprint Reading/Life Safety Code Evaluation) ➢ 25 reviews submitted per year on average o From these 25 reviews: an average of 3 field inspections required prior completion y 10 reviews/consultations per year average 0 1 inspection per review required to assist with the request Total reviews per year are "35" and from these reviews: 85 field inspections are generated r Total Average for man-hours reviewing plans: 80 to 100 hours Special Events (request for permits to use parks have fundraisers parades, fairs, etc.) Total of 34 of these within the last 12 -months o From the 34 events: One inspection per event is conducted (total of 34 inspections) • A minimum of two -firefighters (plus on -duty crews) are utilized to attend these events (the bigger type that may require monitoring like the speckled perch festival) ■ A fire truck or Golf cart is used during these events (about 30 percent require this) o Very special events conducted by the Fire department: ■ Santa on the fire truck (three nights prior to Christmas) Inspections: BTR Requests/Annual & Periodic Inspections/Complaints/Etc. (last 12 -months) ➢ The average total of 206 Inspections conducted by fire crews/inspectors y Total Inspections including the 206 plus plan review/events: 2,125 Inspections conducted on average YEAR Total Annual INCIDENTS 2003 332 2004 414 2005 571 1800 1 2006 716 1600 2007 804 1400 2008 954 2009 1204 1200 1 2010 1360 1000 2011 1298 2012 1305 800 2013 1275 600 2014 1349 400 2015 1355 2016 1363 200 2017 1691 0 _ 2018 1518 2002 2019 1218 ( OCT) 2004 2006 Chart Title 2008 2010 2012 �— —a Total Annual INCIDENTS 2014 2016 2018 NOTE: THE SAME NUMBER OF FIREFIGHTERS HAS NOT CHANGED FOR THIS PERIOD OF TIME DISPITE REQUESTS TO DO SO The same 11 firefighter positions still remain excluding the fire chief The same 11 firefighter positions have mitigated emergencies regardless of the major increases over the years Lane Gamiotea From: Robin Brock Sent: Tuesday, November 12, 2019 5:01 PM To: Council Member Abney; Council '.Member Clark; Council Member Jarriel; Council Member Keefe; Mayor Dowling R. Watford, Jr. Cc: Marcos Montes De Oca; Lane Gamiotea Subject: Fire Data from Chief Smith Attachments: Fire Data.pdf Please see attached. A printed copy will be provided at the meeting tonight. Okeekhobee .?' FLORIDA • F - �' ; 141 �--, Robin Brock Executive Assistant 55 SE 3rd Avenue Okeechobee, FL 34974 Phone: (863) 763-3372 Direct: (863) 763-9812 FAX: (863) 763-1686 Email: rbrocka..citvofokeechobee. com Website: www.cityofokeechobee.com NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this office. Instead, contact our office by phone or in writing. G�pBEE �O Board of County Commissioners, Okeechobee County, Florida Speaker Card Please Print Legibly Name: S1 Organization: Pk o Pte( k4 c u) � - 4 -- Date: Board of County Commissioners, Okeechobee County, Florida Speaker Card 'Jame: Jrganization: Rpi uu n - 0, )ate: (�5)- ve /—j A, �X' 'Pm II -I2 -201x1 Mttk4e, C U06� O FILE COPY Y i� Board of County Commissioners, Okeechobee County, Florida Speaker Card Please Print Legibly Name: l \AA ck' 'Wax waviey Organization: Date: OBf:E Board of County Commissioners, Okeechobee County, Florida Speaker Card Please Print Legibly Name: Organization: Date: 0 ORIF Board of County Commissioners, Okeechobee County, Florida Speaker Card P1e220 PTGni. Legibly Name Jrganization: )ate: Board of County Commissioners, Okeechobee County, Florida Speaker Card 'lease Print Legibly Vame Drganization: T 12 )ate: /I - / 2 / Ul 11-1Z-2olgMM, Ldi- FILE COPYc�ORIn� Board of County Commissioners, Okeechobee County, Florida Speaker Card Narne: % Orgar)jzavon: Data: Y1V c z Board of County Commissioners, Okeechobee County, Florida Speaker Card Please Print Legibly Narne: 0// x C Organization: Date: Ir Eco Economic Council of Okeechobee November 12"', 2019 The Honorable Dowling R. Watford, Jr. City of Okeechobee 55 SE Yd Avenue Okeechobee, Florida 34974 RE: Merger of City and County Fire Rescue Services Dear Mayor Watford: Economic Council of Okeechobee 1679 NW 9" Street Okeechobee, Florida 34972 (863)467-0200 70IgMai L&t s. bufed aA- After thorough research and careful consideration for the welfare of the community, the Economic Council of Okeechobee County fully supports the complete merger of City and County fire rescue services. This action will save the City (and City residents and taxpayers) an estimated $600,000.00 to $1 million annually and will result in little to no reduction in services or level of public safety. As you continue in this endeavor, we ask for your continued commitment to the forward progress of our community. Thank you for your service to the people of Okeechobee. Sincerely, M. Tewksbury -e Director is Council of Okeechobee County, Inc. CC: Wes Abney Monica Clark Bob Jarriel Bobby Keefe Marcos Montes De Oca Terry Burroughs Bryant Culpepper Brad Goodbread David Hazellief Kelly Owens Robbie Chartier 6� U Chair Economic Council of Okeechobee County, Inc.