Fire Department Funding and Management Patrick Callahan Handouts and presentations are available through the event app and at www.iowaleague.org. #IowaLeague17

Overview of workshop Review of Issues and Concerns Fire Department Funding Fire Department Management Combination Career & Volunteer Department Comments and Observations

Background & Experience Overall career – 43 years City Manager/City Administrator – 21 years Municipal Consultant – IPA & CMC – 22 years

Fire Department – Issues and Concerns Recruit & Retain Volunteers  Increasing number of calls Annual funding issues - $8.10 – limit

Fire Department – Issues and Concerns Cost of equipment & trucks Training requirements Communications – internal & external

Fire Department Funding Annual operating expenses – general fund levy FICA & IPERS – special levy Trucks & equipment – debt service levy

Fire Department Funding Township payments Service fees – emerging trend Donations & bequests

State Mandates – Fire Protection Cities – Section 364.16 – Code of Iowa Each city shall provide fire protection  Townships – Section 359.42 – Code of Iowa Each township shall provide fire protection Emergency Medical Services – Optional

Township Payments– Fire Protection “Vendor/Customer” relationship Need 28 E Agreement ISU Fire Service Institute Funding Formula

Township Payments– Fire Protection Funding Formula – Three factors Population, Taxable Value, & Fire Calls Equal weight – Average %

Township Payments Formula Share of Costs – Township  % TV + % TC + % Pop – Total  Divided by 3 = % of Budget

Property Taxes – Primary Source General fund - $8.10 limit Special levy – FICA costs Insurance levy – Fire Department portion Debt service levy – Trucks

Township Payments – Fire Protection Section 359.43 – Code of Iowa Levy limit – 40.50 cents/$1,000 Additional levy – 20.25 cents/$1,000  Township trustees set the levy

Service Fees Tax revenues no longer adequate Fee structure – fire & rescue calls Base Costs – (Taxes) & Call Costs (User fees) Analogies – User fees for other services

Fire Department Management Ordinance – emergency services Standard Operating Procedures (SOP) Manual  Nonprofit Corporation – Volunteers  Bylaws for nonprofit corporation

Fire Department Management 5. Township – 28 E Agreement 6. City /Township Cost Sharing Plan 7. Mutual Aid Agreements 8. Capital Improvement Plan – Fire Department

Fire Department Management 9. Equipment/Truck Replacement Plan  10. Budget preparation process  11. Annual financial report 12. Model resolutions for above items

Combination Career & Volunteer Department Similar & unique issues  Strategic planning process – CMC Recommendations – CMC

Issues and Concerns Substantial increase in calls Full time fire fighters’ expectations Volunteers’ expectations  “Disconnects” and “burnout”

Issues and Concerns Communications – both directions Recruiting and retaining volunteers Generation “disconnect” concerns  Volunteers’ perception – not valued

CMC Recommendations Completion of SOP Improved communications Job descriptions  Organizational chart & roster

CMC Recommendations 5. Volunteer appreciation 6. Training costs paid by City 7. Volunteer retention & recruitment  8. Volunteer remuneration or stipend

CMC Recommendations 9. Department Information Book 10. Fire Department Staffing Plan  11. Fire Station upgrades & expansion  12. “State of the Department” report

CMC Recommendations 13. Review ambulances coverage area Action plans for items  Note – Each city is unique!

Group Discussion Fire and EMS issues Funding options Recent enhancements & programs

Available Resources – Fire Protection Cityscape Articles IPA’s Policy Leaders Handbook  ILC Special Report – City Collaboration  ILC Resources – Website

Available Resources – Fire Protection 5. Response 202 Manual - 1997 Edition 6. George Oster & Associates, LLC 7. ILC Special Report – Fire Protection (Available in 2018)

Final Comments Observations Patrick Callahan Callahan Municipal Consultants, LLC 563-599-3708 or callahan.cmc@gmail.com www.callahanmunicipalconsultants.com