January 27, 2020 Page 1 of 1 AGENDA Board of Commissioners Study Session January 27, 2020 – 4:00 PM – Administration Building All matters listed in the Consent Agenda have been distributed to each member of the Board of Commissioners for reading and study, are considered to be routine, and will be enacted by one motion of the Commission with no separate discussion. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by request. 1. ADMINISTRATIVE ITEMS A. Call to Order/Establish Quorum/Pledge of Allegiance B. Additions or Deletions to the Agenda: C. Announcements: 2. CONSENT ITEMS A. Vouchers: Current B. Payroll: January 3. DISCUSSION ITEMS A. Overtime Report – Chief Sorenson B. 2015 Apparatus & Equipment Bond Contingency Spending Plan – Chief Sorenson C. November 2019 Financial Report – Finance Director Maule D. Pierce County Fraud Review – Finance Director Maule E. Discussion on Cost Recovery Billing – Chief Oliver 4. ADJOURN
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January 27, 2020 Page 1 of 1
AGENDA Board of Commissioners Study Session
January 27, 2020 – 4:00 PM – Administration Building
All matters listed in the Consent Agenda have been distributed to each member of the Board of Commissioners for reading and study, are considered to be routine, and will be enacted by one motion of the Commission with no separate discussion. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by request.
1. ADMINISTRATIVE ITEMS
A. Call to Order/Establish Quorum/Pledge of Allegiance
B. Additions or Deletions to the Agenda:
C. Announcements:
2. CONSENT ITEMS
A. Vouchers: Current
B. Payroll: January
3. DISCUSSION ITEMS
A. Overtime Report – Chief Sorenson
B. 2015 Apparatus & Equipment Bond Contingency Spending Plan – Chief Sorenson
C. DNovember 2019 Financial Report – Finance Director Maule
D. Pierce County Fraud Review – Finance Director Maule
E. Discussion on Cost Recovery Billing – Chief Oliver
4. ADJOURN
CHECK REGISTERCentral Kitsap Fire & Rescue Time: 08:49:34 Date: 01/22/2020MCAG #: 1162 01/27/2020 To: 01/27/2020 Page: 1Trans Date Type Acct # Chk # Claimant Amount Memo
245 01/27/2020 Claims 1 33720 LOREN M. AND LAURINE A. BROWN
39.14 Business Cards - J. Oliver
246 01/27/2020 Claims 1 33721 CASCADE FIRE EQUIPMENT COMPANY
1,152.28 Tools & Equipment For New Engine
247 01/27/2020 Claims 1 33722 CENTURYLINK BUSINESS SERVICES
44.23 Admin Alarm Panel Service
248 01/27/2020 Claims 1 33723 CENTURYLINK 128.48 Phone Service249 01/27/2020 Claims 1 33724 CENTURYLINK 876.72 Phone Service250 01/27/2020 Claims 1 33725 LINDA AND RONNY CLARK 8,929.65 Shop Remodel - Retainage251 01/27/2020 Claims 1 33726 E & F RECOVERY LLC 450.00 Archive Data Services252 01/27/2020 Claims 1 33727 EASL, INC 4,586.51 Professional Services For
December 2019253 01/27/2020 Claims 1 33728 ECMS INC 692.27 Bunker Gear Repair254 01/27/2020 Claims 1 33729 TERRY G FASSETT 494.00 Per Diem - Fire Officer 1 Class255 01/27/2020 Claims 1 33730 FIRST CHOICE HEALTH
257 01/27/2020 Claims 1 33732 CHAD A GILLESPIE 297.00 Per Diem - LAFD Leadership258 01/27/2020 Claims 1 33733 GOVERNMENT FINANCE
OFFICERS ASSOCIATION405.00 Overview Of Bond Issuance -
Maule
259 01/27/2020 Claims 1 33734 WILLIAM K GREEN 50.00 PNW Wildlife Conference260 01/27/2020 Claims 1 33735 WILLIAM M HANSEN 16,328.20 Collar System For Marine51261 01/27/2020 Claims 1 33736 HEALTHFORCE PARTNERS
INC150.00 Telemedicine Consultation
262 01/27/2020 Claims 1 33737 HELMETS R US 3,923.56 Bike Helmets263 01/27/2020 Claims 1 33738 INTRACOMMUNICATION
NETWORK SYSTEMS INC3,953.43 Dual Data Outlet Installs - Shop
Remodel
264 01/27/2020 Claims 1 33739 COMMISSIONER BOB MUHLEMAN KITSAP COUNTY FIRE COMMISSIONERS A
2,168.00 2020 Yearly Dues
265 01/27/2020 Claims 1 33740 KITSAP COUNTY PUBLIC WORKS
297 01/27/2020 Claims 1 33772 WASHINGTON FIRE COMMISSIONERS ASSOCIATIO
190.00 WFCA/WFC Legislative Day - J.Oliver, Sorenson
298 01/27/2020 Claims 1 33773 WASHINGTON PUBLIC TREASURERS ASSOCIATION
40.00 Debt Policy Certification / Review
299 01/27/2020 Claims 1 33774 WASHINGTON STATE TRANSIT INSURANCE POOL
210.27 Driver Record Monitoring
300 01/27/2020 Claims 1 33775 WATEROUS COMPANY 98.09 O-Rings, Transfer Case301 01/27/2020 Claims 1 33776 WAVE BROADBAND 1,151.40 High Speed Internet302 01/27/2020 Claims 1 33777 WESTBAY AUTO PARTS 871.41 Auto Parts303 01/27/2020 Claims 1 33778 ZOLL MEDICAL
CORPORATION2,093.89 Monitor Repair
CHECK REGISTERCentral Kitsap Fire & Rescue Time: 08:49:34 Date: 01/22/2020MCAG #: 1162 01/27/2020 To: 01/27/2020 Page: 3Trans Date Type Acct # Chk # Claimant Amount Memo
304 01/27/2020 Claims 1 33779 ZOLL MEDICAL CORPORATION
1,514.23 Tools & Equipment For New Engine
001 GENERAL FUND 106,967.81320 CAPITAL PROJECTS FUND- BOND 18,994.71
Claims: 125,962.52125,962.52
We, the undersigned of Central Kitsap Fire and Rescue, do hereby certify that the materials have been furnished, the services rendered, the labor performed as described, or that any advance payment is due and payable pursuant to a contract or is available as an option for full or partial fulfillment of a contractual obligation. We certify and that the claims are just, due and unpaid obligation against the District and that the checks noted above are approved for payment.
*Total non-mobilization OT budget amount is $616,400**Excludes $0 in mobilization OT due to espense reimbursement
CENTRAL KITSAP FIRE & RESCUEOvertime Expense Report - January 2020
Overtime Expenses by Category
Overtime Expenses by Month
SL Vacancy, 23,082 , 42%
Callback, 10,018 , 18%
Holdover, 9,124 , 17%
Military Leave, 5,608 , 10%
Meeting, 1,758 , 3%
All Other OT, 5,372 , 10%
YTD Overtime Expenses by Category
$‐
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
$70,000
$80,000
January February March April May June July August September October November December
3 Year Historical Average 2019 Actual 2020 Actual 2020 Budget
3A
BOC Memo Page 1 of 1
To: Board of Commissioners
From: Jeff Sorenson, Deputy Chief
Date: January 27, 2020
Re: 2015 Apparatus & Equipment Bond Contingency Spending Plan
Action Requested Review the following request to purchase equipment for the Fire District. No further action requested at this time.
Background The following items are requested to be purchased through the Apparatus and Equipment Bond utilizing contingency money created by cost savings on the other apparatus and equipment.
The District needs to increase the number of spare batteries at each station. The District is also in need of an additional staff car, so the new Ford Interceptor will be assigned to the Fire Chief. The bicycles currently used by our Bike Team are 15+ years old. The new bikes are specifically outfitted for Police and Fire use and are anticipated to last far into the future.
Equipment Purchase Actual Cost
Portable Radio Batteries $10,500
Ford Interceptor $44,000
Bicycles for Bike Team (Qty. 4) $4,800
Total: $59,300
Budget Implication The equipment purchases will be paid using Bond contingency funds realized over the life of the Apparatus & Equipment Bond. Any overrun will be paid using capital funds. Staff are requesting to spend up to $60,000 for an Interceptor, radio batteries and bicycles.
Policy Implication Should the total cost exceed $60,000, Staff will request further approval from the Board.
Recommendation On February 10th, Staff will request that the Board authorize the equipment purchases listed above using 2015 Bond contingency funds.
3B
Main: (360) 447-3550 ● Fax: (360) 447-3590 ● Web: www.ckfr.org5300 NW Newberry Hill Road, Suite 101, Silverdale, Washington 98383
FINANCIAL REPORT FOR THE ELEVEN MONTHS ENDING NOVEMBER 30, 2019
Report on Financial Position and Budget Variances
For the 11 months ending in November, the District saw its significant overall favorable budget variance continue to grow due to higher than expected revenues – mainly from GEMT– and lower than expected expenditures.
The District will use the bulk of the 2019 favorable budget variance to meet its 40% year-end fund balance target and to offset the anticipated structural imbalance of $2,564,600 projected in the 2020 budget.
GENERAL FUND BUDGET VARIANCES
Operating Revenues
Total operating revenues for the period were $25,862,950 which was $3,635,660 or 16.4% higher than expected. This favorable variance is driven mainly by GEMT and other governmental revenues ($3,323,920), service charges including transport fees ($221,390), and other earnings including interest ($92,720).
We anticipate operating income will continue to be significantly favorable for the remainder of the year due to GEMT and transport revenue. Tax revenues have normalized as anticipated.
Operating Expenses
Total operating expenses were $17,566,090 during the period which was a favorable variance of $1,151,160 or 6.2%. The main component of this variance is the unused contingency funds. Other expenditure variances over $50,000 are discussed in more detail on the following page.
5300 NW Newberry Hill Road, Suite 101, Silverdale, Washington 98383
Salaries and Benefits – Personnel costs totaled $15,522,370 during the period reflecting a favorable budget variance of $239,860 or 1.5%. The drivers of this variance were primarily lower than anticipated overtime costs ($32,890), retirement payouts ($100,570) and timing differences in filling vacant positions.
Office and Operating Supplies – This category encompasses all non-capitalized equipment and supplies used by the District and totaled $454,290 during the period. The favorable variance of $147,390 or 24.5% is driven mainly by lower than anticipated EMS supplies and equipment ($43,670), combined facilities maintenance supplies ($59,200) and fleet supply costs purchased to service other governments ($12,000). Training and Travel – Training and travel costs were $180,720 during the period and were under budget by $71,940 or 28.5% primarily from lower than anticipated expenses for recruit academy ($17,560), Admin training ($21,600) and combined Operations and EMS training ($21,720). Professional Services – Professional service costs totaled $500,400 during the period and were under budget by $234,390 or 31.9%. The drivers of this variance were primarily lower than expected legal costs, but also included wellness consulting ($15,000), new hire testing ($16,170) and savings from not implementing the Claims Assistant Program ($22,820).
Non-Operating Activity and M&O Levy Overlap Expenditures
Non-operating activity reflects net favorable budget variance of $487,330 or 22.8% Proceeds From Asset Sales – The District sold and disposed of more apparatus through surplus sales than anticipated in the budget. The adjacent table shows the surplus apparatus and equipment sold in 2019. The sales proceeds are transferred to the capital apparatus fund at year end. Interfund Transfers – As of November, the only fund transfer activity was from the capital apparatus fund to pay for the Air-Light rehab unit. We expect to be reimbursed for this purchase by a federal Assistance to Firefighters Grant (AFG). Capital Purchases – Capital purchases show an unfavorable variance due to the unbudgeted purchase of the rehab unit. However, this cost will be reimbursed from AFG funds, and excluding this cost actual capital expenses are under budget by $413,680 or 19.3%. This favorable variance is primarily from unspent funds for facilities equipment and building upgrades ($107,370), IT hardware and infrastructure ($24,520) and two medic units to be purchased with M&O levy overlap funds ($460,000). A&E fees are over budget by $145,780 for the year and partially offset the overall favorable variance in capital purchases.