HomeMy WebLinkAboutAgenda - 11-17-2009 - 6aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 17, 2009
Action Agenda
Item No. (p ' A
SUBJECT: Proposal to Strategically Relocate EMS Units, Including Immediate
Implementation of Revere Road Facility (Former Animal Services Building)
DEPARTMENT: Emergency Services
Asset Management &
Purchasing Services
ATTACHMENT(S):
Map: Current & Projected EMS Stations
Map: Calls for EMS
March 17, 2009 Emergency Services
Report to BOCC
PUBLIC HEARING: (Y /N) No
INFORMATION CONTACT:
F. R. Montes de Oca, Jr., Emergency
Services, 245 -6140
Pam Jones,: Asset Management &
Purchasing Services, 245 -2652
PURPOSE: To present a plan to strategically relocate Emergency Medical Services (EMS)
stations and enhance response time as call loads determine need and resources provide.
BACKGROUND: Emergency Services Director Frank Montes de Oca presented a report to the
BOCC in March 2009identifying targeted, current and projected response times and plans to
reduce them by strategically placing EMS units throughout the County. Emergency Services
Director Montes de Oca met with Asset Management & Purchasing Services Director Pam
Jones and Assistant County Manager Gwen Harvey to discuss the plan. Attached is a map
depicting the current and proposed location(s) of EMS units and a map showing actual calls for
service that assisted in helping to establish the placement plan.
Associated with this placement strategy is the current EMS (Station 1) base at 1914 New Hope
Church Road. It has been in operation since 1982 as the EMS main station, Emergency
Communications Center (ECC), Emergency Operations Center (EOC) and Emergency Services
administrative offices. In 2009 the ECC, EOC and administrative offices were moved to the
new location at 510 Meadowlands Drive leaving two EMS crews and a field supervisor operating
out at the old site.
The Board has discussed divesting of County properties and as the Emergency Services
Department continues to place units in areas of call demand, the 1914 New Hope Church Road
site appears to be a good candidate for the divestiture process. During the FY 2009 -2010
budget discussions, Emergency Services Director Montes de Oca proposed that the former
Animal Services building on Revere Road be refurbished to better allocate EMS resources and
replace EMS Station 1.
2
The BOCC set -aside $1.2M to create an Emergency Services Reserve Capital Project, which
was provided by the State's 911 funding source. This funding source is a one -time action by
the NC 911 Board. Station 1 is too large for EMS needs and experiences high operating costs
due to its age and size. The move from 1914 New Hope Church Road to 304 Revere Road will
result in improved service in Hillsborough and northern portions of Orange County.
FINANCIAL IMPACT: Initial estimations place refurbishment costs for the 304 Revere Road
site at $50,000, which is available in the Emergency Services Reserve Capital Project
established by the BOCC.
RECOMMENDATION(S): The Manager recommends the Board:
1. Approve the ongoing plan as proposed by Emergency Services to strategically locate
EMS stations as call loads determine the need and resources provide; and
2. Authorize Emergency Services and Asset Management and Purchasing Services to
proceed with the immediate plan to refurbish the Revere Road site for an EMS station;
and
3. Authorize Asset Management and Purchasing Services to provide to the BOCC a plan to
divest 1914 New Hope Church Road following refurbishment of 304 Revere Road and re-
location by EMS; and
4. Authorize the continuation of the project contingent upon necessary permits and
approvals from the Town of Hillsborough; and
5. Approve funds up to $50,000 from the Emergency Services Reserve Capital Project.
The Financial Services Department will bring forward a budget amendment, as well as a
Capital Project Ordinance, for acceptance at an upcoming Board of Commissioners'
meeting.
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COPY
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGEND T
Meeting Date: March 17, 2009
Action Agenda
Item No. 7— b
SUBJECT: Emergency Services — A Performance Report and Recommendations for
Improvement
DEPARTMENT: Emergency Services PUBLIC HEARING: (YIN) No
ATTACHMENT(S):
1. Performance Charts and
Recommendations Presentation
INFORMATION CONTACT:
F. Rojas Montes de Oca, Jr.
Emergency Services, 245 -6100
PURPOSE:
To inform the BOCC of changes made within the Emergency Services Department to improve
performance and enhance safety throughout Orange County along with projected costs to
support and sustain continuous improvement.
BACKGROUND:
Emergency Services has an outstanding history in the protection of Orange County and the
communities within. During the 1960's through the mid- 1990's the Department focused
primarily on civil defense preparation, emergency communications, fire prevention and
coordinated the efforts of area volunteer emergency service organizations. The structure was
typical of most county emergency management organizations within North Carolina.
During the mid - 1990's the Department began to evolve as a result of the changing
demographics and increased urbanization within Orange County. The calls for emergency
medical treatment and transport continued to increase making apparent changes were needed
to continue providing reliable, consistent emergency medical services. Two significant changes
occurred: 1) An Initial Response Vehicle or IRV service was implemented in 1995 to rapidly
deploy paramedics with their advanced training and skills to patients; and, 2) The volunteer
medical transportation service merged with the County- operated treatment (paramedic) services
in 2003 to create the current Orange County Emergency Medical Services system. At the time
both initiatives were necessary and served a community well with limited resources.
Improvements Made
Emergency Services is changing the way it conducts business. More structure has been added
to the daily management of operations; personnel have taken on a renewed enthusiasm for
5
doing things from a different perspective; procedures are being written to ensure compliance
with state and federal requirements; operations at all levels are being reviewed to ensure they
reflect best practices; and a staff of future leaders is developing.
In 2008 the new Orange County Emergency Services Headquarters and Emergency 9 -1 -1
Communications Center, which houses the County's Emergency Operations Center, opened in
the Meadowlands. The 800 MHz VIPER radio system continues to be implemented for the
majority of emergency responders within the community. The three municipal police
departments were the first to execute the changeover with the new system being adopted by the
fire and rescue agencies within the next 30-60 days. The radio project had been a priority for
the Department since 2002 and with the concerted efforts of all Department members the
system will be fully functional and providing a greatly enhance level of interoperability in 2009.
Emergency Services must look to the future to ensure its ability to address increasing demands
for service both internally and externally. In order to assure a strategic path is set, the
Department initiated the Prometheus Process; a planning process to develop strategies for
addressing current and future challenges. The process includes input at all levels of the
organization, allowing vetting by management and staff to address current and future issues.
Improvements Needed
Since 1995 emergency medical services (EMS) calls for service have increased from 6,000 to
the current calls for service workload of 13,000 +. What has not changed commensurate with
steady increases in call volume is the amount of resources available to Emergency Services. In
2005 there were V2 transport units and in 2009 there are 4 units. In 2006 it was estimated that
at least 5 transport units should be available 24/7. As the population continues to increase in
size, age, and physical condition the need for transport units, emergency medical technicians
(EMTs), paramedics and supporting infrastructure becomes more acute. The need exists today
for six paramedic -level transport units.
Response times do not meet targets set in the Department's system plan. In 2001 the
Department set a goal of 12 minutes for a paramedic to reach every patient. Today the time to
reach a patient is 17 minutes and rising. Information relayed to responders has become
truncated due to mounting call volume and worker fatigue. A 90 second "out of chute" time is the
State EMS standard — meaning from communicator receipt of the 911 call to communicator
contact to the EMT or Paramedic is not to exceed 90 seconds. Orange County cannot sustain
this standard without additional communications personnel.
Appropriate resources must be available to assure an equitable and high - performance service
delivery system. Those resources include: medical, supervisory, communications, logistical and
planning personnel; a reliable fleet; safe, clean facilities to house personnel; training
commensurate with advances in medical treatment to maintain high - levels of system fidelity;
equipment to protect personnel and basic needs such as patient supplies and equipment;
uniforms and personal protective equipment.
Additional investment in the 800 MHz radio system is necessary for reliable interoperability and
countywide reception fidelity. While it possesses many advantages over the current mixed -
spectrum system, full utilization of 800 MHz technology and adequate field personnel safety
depend upon continued investment.
2
7
To reverse " structural erosion and enable the Department to reset its performance fidelity
commensurate with constantly increasing calls for service, several actions must be taken.
• Update the organizational table to reflect a modern, National Incident Management
System (NIMS)- compliant, flexible agency capable of addressing the needs of the
community whether day - to-day or during disaster operations.
• Invest in field personnel and support staff, facility upgrades and support programs.
• Invest in facilities the department operates and /or co- locates with other agencies.
• Provide funding for essential needs such as uniforms and protective equipment.
Although the Department is initiating Phase One of a study identifying component needs that
support a robust fire /rescue /emergency medical services system throughout the County,
immediate changes are warranted to address current and significant service delivery
challenges. The costs, while substantial, can be prioritized and implemented over a series of
fiscal years. The presentation to be made at the Board meeting will highlight organizational and
operational upgrades currently underway, illustrate an integrated solution approach, identify
funding needs, and seek input and feedback for moving ahead.
FINANCIAL IMPACT:
The total cost for full implementation of Departmental recommendations is estimated at
$2,315,000. ($1,040,000 in Personnel and $1,275,000 in Facilities, Fleet and Support)
RECOMMENDATION(S):
The Manager recommends the Board accept the report from the Director and provide County
Management with feedback and guidance on incorporating Departmental recommendations for
performance improvements in FY09 -10 and future budget proposals.
Critical Mass
A Presentation to .the Board of County Commissioners
Highlighting the Accomplishments and Immediate
Challenges Facing Orange County Emergency Services
Colonel F. Rojas Montes de Oca, Jr.
Orange County Emergency Services Director
0
• Staff Movements
• Facility Changes
• Operational Enhancements
• Project Successes
• Increases in overall population
Growth in traditionally rural areas
26%
Percentage Growth
From 1990 -2000
40
351
301
251
201
• Increases in chronic disease
• Population is aging
2000 2005 2010 2015
Population 55+ Years Old
from the 0 Master Aging Plan
A
36,852
30,746
24,660
19,550
2000 2005 2010 2015
Population 55+ Years Old
from the 0 Master Aging Plan
A
2004
160'1014
Total incidents requiring 9 -1 -1
dispatch in Orange County
*Incidents include: Law Enforcement, Medical, Fire, Community Service dispatched through OC 9 -1 -1
f
13000-
11000
9000
7000
5000
0°
o
# Paramedics
EMS Responses (2000 -2009)
10
9
8
7
6
5
4
3
# Ambulances 2
1
0
Percentage Growth`
From 2000 -2008
Projected Growth
From 2008 -2009
N
�C11.0
Percentage Growth`
From 2000 -2008
Projected Growth
From 2008 -2009
N
Orange County Emergency Services is committed to
providing the highest standard of care and customer
service when residents call 9 -1 -1.
12 Minute Paramedic
Response Time
Outstanding Medical Care
:45 Dispatch Time
Full Operational Safety
Monitoring to Citizens
and Responders
w
Paramedic response goal
{
Current paramedic
response time
The number of times in 2008 that a community
member called 9 -1 -1 for an ambulance and
none was available.
Cn
Orange County
Emergency
Services will always
provide
a
high
standard
of
care and
customer
service in
Orange
County when citizens call 9 -1 -1.
12 Minute Paramedic
Response Time
Outstanding Medical Care
:45 Dispatch Time
Full Operational Safety
Monitoring to Citizens
--- -• r.%- - -- - -- -• - - - -
� Operations Staff
Support Staff
Equipment &Technology
00
co
Operations Staff
Support Staff
Equipment & Tech
Add Ops
Staff
Equipment
Support
Staff
12 minutes
N
No Ops
Staff
No
Equipment
No Support
Staff
19+ minutes.
N
N
N
W