Public Safety Committee

CITY OF HENDERSONVILLE PUBLIC SAFETY COMMITTEE March 12th, 2024, at 4:30 p.m. 101 Maple Drive North, Hendersonville, TN 37075 I. Call to Order by the Chairman II. Acceptance of Agenda III. Minutes A. Approval of December 12th, 2023, meeting minutes 2-3 B. Approval of February 13th, 2024, meeting minutes 4 IV. Public Comments V. Ordinances and Resolutions Goodwin, 1. Reading of Resolution 2024-15, a resolution to apply for a SAFER grant 5-8 Collins, through the Federal Emergency Management Agency (“FEMA”) and Garton VI. Other Agenda Items 2. Discussion: HFD Paramedic Pay VII. Adjournment Anyone needing accommodations due to disabilities, please contact the ADA Coordinator at 615-822-1016 at least 24 hours prior to the meeting. 1  PUBLIC SAFETY COMMITTEE MEETING, DECEMBER 12, 2023 CONFERENCE ROOM 1, 5:15 PM Present: Jamie Clary, Jesse Eckenroth, Terri Goodwin, Rachel Collins, Eddie Roberson, Karen Dixon, Scotty Bush, Mickey Miller, Jim Jones, Lance Wray, Mike Cook Absent: Others Present: The Huey Family Called to order at 5:15 pm Motion to Accept the Agenda Motion: Collins Second: Goodwin Vote: Approved unanimously Motion to Approve the November 14, 2023, Public Safety Committee meeting minutes. Motion: Collins Second: Goodwin Vote: Approved unanimously Resolutions Motion to recommend approval of Resolution 2023-54 authorizing the mayor to enter a memorandum of understanding with Sumner County Schools for the City fire department services. Motion: Collins Second: Goodwin Vote: Approved unanimously with positive recommendation Discussion Notes: Memorandum of understanding with Sumner County Schools would make HFD the primary agency to be dispatched to Beech Elementary, T.W. Hunter Middle School, and Beech High School for any fire, hazmat, active shooter, medical, and non-medical calls. Other Agenda Discussion on Shackle Island Volunteer Fire Agreement Discussion Notes: (Mostly discussed during Resolution 2023-54) Hendersonville offered an agreement to Shackle Island Volunteer that was suitable to the city and Shackle Island did not accept the offer meaning that HFD will not respond to any mutual aid calls outside of the city limits in Shackle Island’s jurisdiction. HFD is covered under TCA for mutual aid assistance for any declaration by the mayor (i.e. state of emergency after December 2023 tornado) when bringing in or assisting other departments. Regular occurring calls are not to be considered mutual aid and would need an interlocal agreement to be covered by insurance. Interlocal agreements could benefit both parties’ ISO ratings based on staffing, proper training, qualifications, and documentation. In the past four years and eleven months, HFD has responded to 135 mutual aid calls for Shackle Island. Sumner ECC dispatches the primary agency twice before dispatching the secondary agency if the first two calls go unanswered. Notification to civilian governing body and local community regarding participation in the Defense Logistics and Reutilization Program 2 Discussion Notes: Formal yearly notification from HPD to the public and governing body stating that the police department might request something from any and all classes of government equipment through the Defense Logistics and Reutilization Program. Tornado Update Discussion Notes: NES working nonstop to finish getting power back to the citizens that are still without, addressing the most affected areas first. HFD performing damage assessments immediately after the tornado. HPD directing traffic at almost every major traffic light in the city during power outages. Stansell Electric has already repaired 95% of damaged traffic lights. Hendersonville received mutual aid from fire and/or police departments from Portland, White House, Lebanon, Mount Juliet, Goodlettsville, Smyrna, Murfreesboro, Tennessee Highway Patrol, Franklin, and Tennessee Department of Transportation. Motion to Adjourn Motion: Collins Second: Goodwin Vote: Approved unanimously Adjourned: 5:43 pm ________________________________ Terri Goodwin, Chair 3  Public Safety Commitee Mee�ng Minutes February 13, 2024 Commitee Chairman Terri Goodwin called the mee�ng to order of the Public Safety Commitee at 5:15 p.m. Present: Jamie Clary (Mayor), Jesse Eckenroth (COO), Scoty Bush (HFD), George Edwards (HFD), Jim Jones (HPD), Mickey Miller (HPD), Terri Goodwin (Alderman Ward 4 – Chairman), Janna Garton (Alderman Ward Five – Vice Chairman), Rachel Collins (Alderman Ward Five), Jason Hollars (IT), Casey LaMar (Public Informa�on), Lance Wray (City Atorney), Mathew Elliot (HFD), Chris Maynard (Country Hill Golf Course), Andy Gilley (Parks Department) Garton mo�oned to accept the agenda for the February 13, 2024, mee�ng; Goodwin seconded. Jesse Eckenroth made a presenta�on to Chief Scoty Bush for his Execu�ve Fire Officer Cer�fica�on. He is less than 80 in the state of Tennessee to achieve this cer�fica�on. Goodwin mo�oned to approve the minutes of the December 12th, 2023, mee�ng; Garton seconded. Discussion of the AFG Grant – Chief Bush comes to ask to apply for the grant. AFG is geared towards equipment and needs. Grant will be capped at $1 million with a 90/10 split. With the grant we are looking at replacing the exhaust system at 5 sta�ons, extrica�on equipment for the truck companies and inhouse EMS classes. Posi�ve recommenda�on to BOMA. Discussion of Country Hills Golf Course – Mr. Maynard referred to the incidents on the golf course (during the snow events), damaging the course. The course has put resolu�ons in place and are asking that they be enforced by the police. Discussion about the hours of opera�ons for the golf course. Garton moved to adjourn; Collins seconded. Mee�ng adjourned at 6:15 p.m. ________________________________ Terri Goodwin, Chair 4  RESOLUTION 2024-15 Sponsors: Goodwin, Collins, and Garton A RESOLUTION TO APPLY FOR A SAFER GRANT THROUGH THE FEDERAL EMERGENCY MANAGEMENT AGENCY ("FEMA") WHEREAS, the City of Hendersonville, Tennessee ("the City'') supports the need for improved staffing within the City; and the Hendersonville Fire Department; WHEREAS, FEMA is accepting applications for the 2024 SAFER (Staffing for Adequate Fire and Emergency Response) Grant, for additional staffing of local agencies; WHEREAS, increased staffing within the Hendersonville Fire Department and the City could improve the ISO (Insurance Services Office) ratings and provide more staff when responding to emergencies; WHEREAS, FEMA provides such funding at one hundred percent (100%) for three (3) years; WHEREAS, the Hendersonville Fire Department has identified areas to improve staffing levels for grant consideration to the needs of the City; and WHEREAS, such Grant request is compliant with the City Federal Grant Internal Control Policy at zero percent (0%) cost to the City for the first three years. NOW, THEREFORE, BE IT RESOLVED, BY THE BOARD OF MAYOR AND ALDERMEN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that the Mayor is authorized to execute the necessary documents to apply for the a SAFER Grant through the Federal Emergency Management Agency (FEMA) for increased staffing within the City and the Hendersonville Fire Department for the three-year duration with the intent that the City will assume financial responsibility after the third year. ADOPTED this the _ day of , 2024. APPROVED: JAMIE CLARY, Mayor ATTEST: TAMARA INGERSOLL, City Recorder APPROVED AS TO FORM AND LEGALITY: LANCE A. WRAY, City Attorney 5  LEGISLATIVE HISTORY Resolution 2024-15 Sponsors: Goodwin, Collins, and Garton Committee: Public Safety Date of Committee Meeting: March 12th, 2024 Committee Recommendation: 6 DATE: March 12th, 2024 ORDINANCE/RESOLUTION # Resolution 2024-15 SPECIFIC REQUEST/ Permission to apply for a Staffing For Adequate Fire and RECOMMENDATION: Emergency Response (SAFER) grant. STAFF REPORT Scotty Bush, Fire Chief REPORT PREPARED BY: Jesse Eckenroth, Chief of Operations BACKGROUND: 1 FEMA has opened the SAFER Grant process, detailed information can be found here, https://www.fema.gov/grants/preparedness/firefighters/safer. The Staffing for Adequate Fire and Emergency Response Grants (SAFER) was created to provide funding directly to fire departments and volunteer firefighter interest organizations to help them increase or maintain the number of trained, "front line" firefighters available in their communities. The goal of SAFER is to enhance the local fire departments' abilities to comply with staffing, response and operational standards established by the NFPA (NFPA 1710 and/or NFPA 1720). For details, review the National Fire Protection Association's codes and standards DISCUSSION: 2 The SAFER grant is 100% paid in full by FEMA for a total of three (3) years. The Fire Department is not limited to where the additional firefighters could be stationed within the city; new firefighters would be spread across the various stations to maximize training and mentorship opportunities. Fire Station #7 is coming onboard now. FY2024 Budget approved a total of 122 Fire Department staff, the ten-year staffing levels are as follows: • FY 2015 – 101 • FY 2016 – 102 • FY 2017 – 103 • FY 2018 – 103 • FY 2019 – 122 • FY 2020 – 122 • FY 2021 – 122 • FY 2022 – 122 • FY 2023 – 122 • FY 2024 – 122 The Fire Department is authorized for 111 fire suppression staff members, the other 11 are administrative for a total of 122 staff members. The daily staffing for the City of Hendersonville fire suppression staff fluctuates based on vacation usage, sick employees and off-site training. NFPA recommends four (4) staff per engine and (5) per truck, but the minimum is three (3) per apparatus. For the purposes of this report the minimum number will be analyzed to determine the base level of service. 7  RESOLUTION #2024-15 2 The minimum staff needed with eight (8) units (6 engines and 2 trucks) spread across six (6) stations is 24 (3 staff per engine or truck unit). With the addition of Fire Station #7 a minimum of three (3) additional staff members will be needed for a total of 27 fire suppression staff. If all 111 suppression positions are filled there is a pool of approximately 4.6 staff per unit (111 divided by 8 divided by 3 shifts), however the actual daily average is lower based on vacation, sick, etc.. With the addition of Station #7 available staff per unit decreases to 4.1 (111 divided by 9 divided by 3 shifts). The actual daily staffing levels fluctuate from the mid-twenties to over thirty. A sample of actual staff on shift was pulled from July and August 2022, the average number per shift for those two months was 28.09. To keep operational levels at or near the existing levels of service with the addition of Fire Station #7 a total request of 9-15 through the SAFER Grant will assist HFP in keeping the current level of service, accounting for Kelly Days, vacation time, injuries, illnesses, training days or any other unforeseen time off needs. FISCAL IMPACT: 3 No fiscal impact for the first three (3) years however after the initial three (3) years the city would have to fund the positions. One position is expected to cost the city approximately $100,000 to cover the cost of each firefighter. The table below provides a reference of the annual cost for firefighters. Annual Cost – After 3-Year Grant Period Expires 3 Firefighters $300,000 6 Firefighters $600,000 9 Firefighters $900,000 12 Firefighters $1,200,000 15 Firefighters $1,500,000 ATTACHMENTS: 4 • Resolution 2024-15 8