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HomeMy WebLinkAboutAgenda - 11-19-2007-1ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 19, 2007 Action Agenda Item No. 1. SUBJECT: Presentation and Discussion: 2006 Fire Rescue Study (The Sage Group Report) DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No Emergency Services ATTACHMENT(S): (Under Separate Cover) A. UNC School of Government - NC Counties and Fire Protection Services B. UNC School of Government - Analysis of The Sage Group Report C. Sage Group Final Working Draft D. Notes/Comments from Fire Chiefs Council on The Sage Group Working Draft and SOG Report INFORMATION CONTACT: Gwen Harvey, Assistant County Manager 245-2300 Mike Tapp, Fire Marshall, Co-Interim Director, Emergency Services, 968-2050 PURPOSE: To receive a presentation from UNC School of Government (SOG) staff on statutes governing NC counties and fire protection services, technical analysis of draft report provided by The Sage Group in 2006, and discussion of next steps in developing a strategic plan for fire/emergency medical services in unincorporated Orange County. BACKGROUND: At a work session in November 2005, the BOCC reviewed and approved a scope of service for a Fire, Emergency Medical Services (EMS), and Rescue Assessment and Plan for Orange County. The scope of work included evaluation of existing and planned fire stations, EMS facilities, rescue squads; location and adequacy of facilities, including volunteers and equipment; identification of strategies for improving efficiency, reducing costs, and enhancing overall operational issues in the volunteer fire departments (i.e.; ISO ratings, paperwork, administration); and recommendation of a plan "to meet the needs of the County and its citizens giving consideration to overall costs benefits and best practices". Eight companies responded to the Request for Proposals and the BOCC awarded a contract to The Sage Group in late January 2006. Periodic reports from The Sage Group resulted in an assessment list of preliminary recommendations to the County in early June 2006 and a first draft of a final report in mid August 2006. A revised Working Draft was submitted to the County Manager in mid December 2006 and circulated among stakeholders for their critique and comment. Given concerns and criticisms surrounding the accuracy and application of the Working Draft, the County engaged the UNC School of Government in late autumn to perform a technical analysis and also be available to provide consultation and facilitation services. The formal presentation by SOG staff will consist of two parts - first, a review of State statutes governing County roles and responsibilities relative to fire protection services; and second, an overview and analysis of The Sage Group methodology and findings. County staff attended the Orange County Fire Chiefs Council meeting on November 7th to provide an update and receive comments and concerns about work to date and proposal in progress. The members present raised questions about the purpose, need, and cost for continuing the study, and discussed providing the County Manager and the BOCC with a "counterproposal" whereby they would undertake themselves, with expert facilitation like that provided through the School of Government, completion of a study and development of a strategic plan. This was opposed to the County, at this point, contracting with another consulting firm such as The Sage Group. The Fire Chiefs Council members have been invited to the BOCC work session and understand that the BOCC does not make decisions or hold public hearings at work sessions, and that the BOCC is not being asked to adopt either the SOG or Sage Report as the factual basis for any future decision making at this point, and any technical errors or omissions can and will be addressed as part of any future action. Council members have received copies of both documents and their comments to date are summarized in Attachment D. County management recommends that the BOCC receive the SOG presentations and provide feedback and direction, with consideration of the following: ® Continuing to affirm and support the need for a thorough, objective, and timely review and recommendation of a strategic plan for fire and rescue services to guide operational and financial planning. ® Using the School of Government to facilitate a consensus building session among the Orange County Fire Chiefs Council to identify and prioritize issues to be examined and ultimately endorsed by the BOCC in any renewed study. For example, the SOG technical analysis cited five items that warranted further work: ^ Methods of financing recommended improvements ^ Effectiveness, appropriateness, demand, and response capabilities ^ Service demand (call volume, etc.) and current level of service ^ Long term plans, both needs and financing sources ^ Countywide public education programs on public safety Waiting until the next Emergency Services Director is in place to learn firsthand through the proposed group facilitation process the challenges and concerns, and participate in bringing back to the BOCC a recommendation, based upon input and assistance through the Fire Chiefs Council, for prioritizing. and implementing the remaining work to be accomplished in creating a strategic plan for Fire/Rescue services in Orange County (1St Quarter, 2008) FINANCIAL IMPACT: There is no financial impact associated with receiving the presentation and providing direction and feedback to staff on desired outcomes/next steps. Framework, timelines, and cost projections for a renewed and revamped study will be determined and brought back during the first quarter of 2008. 2 RECOMMENDATION(S): The County Manager recommends that the BOCC receive the SOG presentation, review work products to date, discuss any preliminary findings as may be desired, and provide feedback and direction on next steps to staff.