Special Meeting – July 11, 2012

Special Meeting, Wednesday, July 11, 2012, 1:30 p.m. Government Center, Verona, VA.

PRESENT: Tracy C. Pyles, Jr., Chairman
Jeffrey A. Moore, Vice-Chairman
David R. Beyeler
David A. Karaffa
Marshall W. Pattie
Michael L. Shull
Larry J. Wills
Timmy Fitzgerald, Director of Community Development
Jennifer M. Whetzel, Director of Finance
Patrick J. Morgan, County Attorney
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator
Rita R. Austin, CMC, Executive Secretary

VIRGINIA: At a special meeting of the Augusta County Board of Supervisors held on Wednesday, July 11, 2012, at 1:30 p.m., at the Government Center, Verona, Virginia, and in the 237th year of the Commonwealth….

Chairman Pyles welcomed the citizens present.

FIRE AND RESCUE SAFER GRANT

The Board considered acceptance of 2012 grant award.

Fire Chief Carson Holloway presented an overview of FEMA Grant criteria and County proposal with the following highlights:

(SAFER)

STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE

Grant Opportunity presented February 8, 2012 Notification of Award June 29th 2012

FY2011 SAFER GRANT OVERVIEW:

• Projected Award Amount 2.2 Million • Number of positions granted is 21 • 30 days to accept • 90 days for recruitment beginning June 29th • Two year period of performance starts after recruitment process

SAFER PROGRAM OBJECTIVES:

• Augment or restore local Fire Departments’ staffing and deployment capabilities • Enhancing response time and assuring adequate numbers of trained personnel will be assembled on scene NFPA 1710/ 1720 OSHA 1910-134 • Meeting National Standards while supporting local needs

FY2011 SAFER GRANT OVERVIEW

• Salary Limits: There are no annual salary limits • Cost-share: There is no prescribed cost share • Grantees that hire firefighters, do not have to commit to retaining the SAFER-funded firefighters after 2 year period of performance (can re- apply) • Layoffs: SAFER grantees that layoff during the period of performance will be considered in default of their award and the grant terminated Eligible Costs • 100% Safer Funded Salary and Benefits • No limit is imposed on any funded position other than the reimbursable costs must be actual costs • Firefighters hired prior to award are not eligible under the New Hire Activity.

• Overtime costs are not eligible • Costs for overtime that fire departments routinely pay as a part of the base salary or the firefighter’s regularly scheduled and contracted shift hours are eligible in order to comply with the Fair Labor Standards Act (FLSA) • Recognizing that many departments have shifts exceeding a 40-hour work week, a scheduled and contracted 56-hour week where firefighters are paid for the 3 hours overtime is eligible for reimbursement • Salaries and benefits of firefighters hired under safer grants while they are engaged in training are eligible • All SAFER-funded positions must certify that their primary assignment will be operational regardless of collateral duties Funding Restrictions • Changes in scope, for both hiring and recruitment and retention applications, are not allowed • DHS may adjust the request if the number of positions is excessive given the program restrictions • Applicants may NOT reduce the number of positions requested in their application or change or modify the grant’s period of performance • Failure to adjust payment requests to reflect vacancies would result in default of the grant agreement Fire Rescue Goals & Objectives Maximize the Opportunity within the Scope of the Grant to:

• Enhancing Public Safety (positive impact) • Augmenting & Supporting Combination System (address manpower shortages) • Utilizing Funds (support local needs identified but unfunded due to economy) • Resource Deployment (add depth and flexibility to current system)

PROS & CONS

• Increase Responder and Public Safety • Address Local Budgetary Constraints/ Some Recoup of Revenue Recovery • Meet Increased Demands for Service • Offset Lack of Staffing Career and Volunteer • Decrease Turnout Times/Next Due Responses • Assist with Training and Recruitment • Address Request from Volunteers For Staffing Support * * * • Will Require Some Initial Cost • Short Term Fix • Future Economic Uncertainty Staffing Scenarios • There are several deployment scenarios under consideration • Each scenario based on statistical data and current response information • Looking at trends associated with constraints imposed by current economics and the local & nationwide lack of operational volunteers • What is best practice in staffing to meet service demands Additional Factors to Consider • Two stations have requested additional staffing FY 12, unable to provide due to budget constraints • Two current positions remain frozen • One station is receptive to 24/7 career coverage to provide EMS • Agency requesting subsidiary funding for services increasing cost Safer Grant Recommendations • Weyers Cave 1 Lt 5 FF/EMS 24/7 Safer Positions 6 • Mt Solon 1 Lt 2 FF/EMS M-F 6-6 Safer Positions 3 • Craigsville 1 Lt 5 FF/EMS 24/7 Safer Positions 3 • PLYFD 3 Lt 12 FF/EMS 24/7 Safer Positions 3 • New Hope 1Lt 5 FF/EMS 24/7 Safer Positions 3 • Augusta County • 3 Duty Officers 3 Lt 12 FF/EMS 24/7 Safer Positions 3 • Restructure Current Administration within Budget FY 13 Approved Budget It was the Board’s consensus to place on Wednesday, July 11, 2012, regular session agenda.

Chairman County Administrator h:7-11spmin.12