START TIME 7:00 PM 2. ROLL CALL: DIRECTORS CHOI, DIMIC, … · 2017. 9. 9. · AGENDA Fairview Fire Protection District Regular Board Meeting Monday, September 25, 2017 7:00 PM FIRE

AGENDA

Fairview Fire Protection District

Regular Board Meeting

Monday, September 25, 2017 7:00 PM

FIRE STATION 8

25862 FIVE CANYONS PARKWAY, CASTRO VALLEY, CA 94552

START TIME

1. CALL TO ORDER AND PLEDGE OF

ALLEGIANCE

7:00 PM

2. ROLL CALL: DIRECTORS CHOI, DIMIC,

JUSTICE, McDANIEL & WEST

7:02 PM

3. WELCOME: If you wish to speak on an item,

which appears on this agenda, please complete a

speaker card and submit it to the President. The

President will call your name when your agenda

item is being considered. Please state your name

and address for the record. Each speaker is allowed

three (3) minutes.

7:05 PM

4. PUBLIC COMMENT PERIOD (The Public

Comments Section provides an opportunity for

citizens to address the Board on items not listed on

the agenda. The Board welcomes your comments

under this section, but is prohibited by State law

from discussing items not on the agenda.)

7:10 PM

5. MESSAGE FROM THE PRESIDENT

7:20 PM

6. FIRE CHIEF’S REPORT

3Di and Weed Abatement Update

Prevention Activities

Incident Response Statistics

INFO/ACTION 7:30 PM

7. FFPD FINANCIAL REVIEW

Review of attached Year to Date

Budget/Expenditures, and Cash Balance Report

INFO/ACTION 7:40 PM

8. CONTRACT FOR SERVICE WITH CITY OF

HAYWARD.

Report by General Counsel Hernandez on Contract

INFO/ACTION 7:50 PM

for Service negotiations. (Attached)

9. FAIRVIEW AVE FIRE STATION

CONDITION/MAINTNANCE

This discussion about condition and maintenance of

old Fire Station on Fairview Ave (Directors Justice

& Dimic)

INFO/ACTION 8:05 PM

10. GENERAL MANAGER’S REPORT

Report on status of Draft Newsletter (Attached)

Report on Open House (Attached)

Update on Business Card Redesign

Strategic Plan Goals Update (Attached)

Insurance Update

INFO/ACTION 8:40 PM

11. FFPD SOCIAL MEDIA AND PUBLIC

NOTIFICATIONS REVIEW

FFPD Facebook, Nextdoor and Webpage Review

and Info, and Public Notifications (Director West)

INFO/ACTION 9:10 PM

12. BOARD MOTIONS AND APPROVALS

FFPD Board Meeting Minutes

July 31, 2017 Regular Meeting

Accountant’s Report – July 2017

INFO/ACTION 9:25 PM

13. MEETING ACTIONS ITEMS SUMMARY

Board will summarize action items that have been

identified during the meeting

INFO/ACTION 9:30 PM

14. COMMENTS BY BOARD MEMBERS

9:40 PM

15. AGENDA ITEMS FOR NEXT BOARD

MEETING

INFO/ACTION 9:50 PM

16. ADJOURNMENT

INFO/ACTION 10:00 PM

In compliance with the Americans with Disabilities Act, for those requiring special assistance to

access the Board meeting room, to access written documents being discussed at the Board meeting,

or to otherwise participate at Board meetings, please contact the General Manager, Michael

Preston at 510-583-4940 for assistance. Notification at least 48 hours before the meeting will

enable the District to make reasonable arrangements to ensure accessibility to the Board meeting

and to provide any required accommodations, auxiliary aids or services.

FIRE CHIEF’S REPORT

Miles Massone

Fire Marshal

City Hall Office: 777 B Street, Hayward, California 94541 • 510-583-4912 • 510-583-3641, fax

September 19, 2017

To: Garrett Contreras, Fire Chief

Through: Eric Vollmer, Deputy Fire Chief

Scott Anderson, Deputy Fire Chief

From: Miles Massone, Fire Marshal

Re: FFPD Fire Prevention Activity (July - August 2017 Bi-Monthly Report).

During the past two months, The Office of the Fire Marshal has been involved in the following activity in the Fairview

Fire Protection District:

Performed (0) Fire Inspections (Annual/Fire Protection/Building)

Reviewed (2) Referrals for Future Construction/Development

‾ 22897 Valley View Dr Fairview Fire Planning Ref

‾ 22897 Valley View Dr Fairview Fire Planning Ref

Performed (5) New Construction Plan Checks for Single Family Residences/Additions

‾ 3949 Star Ridge Rd Addition to residence

‾ 23900 Madeiros Ave Addition to residence

‾ 22610 Valley View Dr Addition to residence

‾ 22628 Valley View Dr Addition to residence

‾ 23047 Henry Ln New Single Family Residence

Performed (1) Fire Sprinkler/Alarm/Underground Line Plan Check

- 24086 Madeiros Ave New Fire Sprinkler System

Performed (0) Fire Investigations

Performed (4) weed abatement inspections from complaints.

‾ 22555 North View Dr

‾ 2492 D St.

‾ 2298 Hidden Oaks

‾ 4251 Arbutus Ct

Respectfully,

Miles Massone Fire Marshal

IncidentReport:July‐August2017CALLTYPE COUNT % COUNT %

FireCallsCookingfire,confinedtocontainer 0 0% 1 1%Trashorrubbishfire,contained 1 1% 4 4%Passengervehiclefire 0 0% 1 1%Brush,orbrushandgrassmixturefire 0 0% 1 1%Grassfire 1 1% 1 1%Outsiderubbishfire,other 1 1% 1 1%

TotalFireCalls 3 3% 9 9%OverpressureRupture,Explosion‐nofire 1 1% 0 0%

TotalOverpressureRupture,Explosion‐nofire 1 1% 0 0%RescueandEMSIncidentCallsRescue,emergencymedicalcall(EMS)call,other 0 0% 1 1%Medicalassist,assistEMScrew 1 1% 0 0%Emergencymedicalservice(EMS) 2 2% 8 8%Emergencymedicalservice,other 1 1% 0 0%EMScall,excludingvehicleaccidentwithinjury 66 63% 59 57%Vehicleaccidentwithinjuries 3 3% 2 2%TrappedbyPowerLine 1 1% 0 0%Motorvehicleaccidentwithnoinjuries 0 0% 1 1%

TotalRescueandEMSIncidentCalls 74 70% 71 68%HazardousConditions(nofire)GasLeak(naturalgasorLPG) 2 2% 0 0%Vehicleaccident,generalcleanup 0 0% 1 1%

TotalHazardousConditions(NoFire)Calls 2 2% 1 1%ServiceCallsServiceCall,other 0 0% 1 1%Personindistress,other 0 0% 1 1%Lock‐out 0 0% 2 2%Waterorsteamleak 1 1% 0 0%PoliceMatter 0 0% 1 1%Publicserviceassistance,other 0 0% 1 1%Assistinvalid 1 1% 2 2%

TotalServiceCalls 2 2% 8 8%GoodIntentCallsGoodintentcall,other 1 1% 0 0%Dispatchedandcancelledenroute 2 2% 3 3%EMS:Dispatchedandcancelledenroute 0 0% 1 1%Noincidentfoundonarrivalatdispatchaddress 1 1% 1 1%Smokescare,odorofsmoke 1 1% 0 0%

TotalGoodIntentCalls 5 5% 5 5%FalseAlarmandFalseCallsFalseAlarmorfalsecall,other 2 2% 1 1%Municipalalarmsystem,maliciousfalsealarm 3 3% 1 1%Alarmsystemsoundedduetomalfunction 1 1% 2 2%Smokedetectoractivationduetomalfunction 1 1% 0 0%Unintentionaltransmissionofalarm,other 0 0% 1 1%Alarmsystemsounded,nofire‐unintentional 1 1% 3 3%Smokedetectoractivation,nofire‐unintentional 1 1% 0 0%

TotalFalseAlarmandFalseCalls 9 9% 8 8%SpecialIncidentTypeSpecialtypeofincident,other 3 3% 1 1%Citizencomplaint 1 1% 0 0%TotalSpecialIncidentType 4 4% 1 1%IncidentTypeLeftBlank 5 5% 1 1%GRANDTOTALCALLSPERSTATION 105 100% 104 100%

FIRESTATION9FIRESTATION8

IncidentReport:July‐August2017

CALLTYPE COUNT PERCENTAGE COUNT PERCENTAGERescue/EMS 74 70% 71 68%GoodIntent 5 5% 5 5%Fire 4 4% 9 9%Service 4 4% 9 9%FalseAlarm 9 9% 8 8%Other 9 9% 2 2%GRANDTOTALCALLS 105 100% 104 100%

IncidentReportJuly‐August2017

FireStation8 FireStation9

ResponseTimeAverage(lessthan5minutes)

84% 93%

74

5 4 49 9

71

59 9 8

20

10

20

30

40

50

60

70

80

90

100

Rescue/EMS GoodIntent Fire Service FalseAlarm Other

FireStation8 FireStation9

Financial Review

PeopleSoft

Report ID: FXGLA301 CASH BALANCES BY FUND Page No. 252

Fiscal Year 2017 Run Date 09/06/

Accouting Period 12 thru 12 --- Fund(s) Requested: 10000 thru 88970 Run Time 15:58:

Fund: 43300 Fairview Fire District

Journal Date Journal ID Jrnl Line Description Beginning Balance Receipts Disbursements Apportionment Interfund Transfers Ending Balance

2017-06-05 0000714992 Cash in Treasury 156.16 4,558,452.30

2017-06-06 0000714995 Cash in Treasury 216.29 4,558,668.59

2017-06-06 0000714996 Cash in Treasury 23.33 4,558,691.92

2017-06-06 0000714997 Cash in Treasury -106.86 4,558,585.06

2017-06-08 0000715125 Cash in Treasury 9,936.68 4,568,521.74

2017-06-08 0000715126 Cash in Treasury 186.55 4,568,708.29

2017-06-12 KYU0612010 Cash in Treasury 85.05 4,568,793.34

2017-06-12 KYU0612012 Cash in Treasury -7,156.69 4,561,636.65

2017-06-13 APP0715281 -1,269.68 4,560,366.97

2017-06-14 APV0715500 3,115.12 4,563,482.09

2017-06-15 0000715607 Cash in Treasury 10,739.42 4,574,221.51

2017-06-15 0000715608 Cash in Treasury 37.52 4,574,259.03

2017-06-15 0000715704 Cash in Treasury 262.42 4,574,521.45

2017-06-19 0000715930 Cash in Treasury -1,149.48 4,573,371.97

2017-06-19 0000715931 Cash in Treasury -1,923.03 4,571,448.94

2017-06-19 0000715932 Cash in Treasury -4,031.70 4,567,417.24

2017-06-19 0000715933 Cash in Treasury -6.04 4,567,411.20

2017-06-20 0000715934 Cash in Treasury -2.83 4,567,408.37

2017-06-20 0000715935 Cash in Treasury -185.33 4,567,223.04

2017-06-21 APP0715943 -3,689.86 4,563,533.18

2017-06-22 APP0716134 -53.75 4,563,479.43

2017-06-30 0000717078 Cash in Treasury -153.00 4,563,326.43

2017-06-30 0000717079 Cash in Treasury -2,000.00 4,561,326.43

2017-06-30 0000718048 Cash in Treasury 31.16 4,561,357.59

2017-06-30 0000718049 Cash in Treasury -83.49 4,561,274.10

2017-06-30 0000718050 Cash in Treasury 464.44 4,561,738.54

2017-06-30 0000719813 Cash in Treasury -729.35 4,561,009.19

2017-06-30 0000719814 Cash in Treasury -2.46 4,561,006.73

2017-06-30 0000720081 Cash in Treasury 408.50 4,561,415.23

2017-06-30 0000720082 Cash in Treasury 12,477.30 4,573,892.53

2017-06-30 0000720346 Cash in Treasury 627.13 4,574,519.66

2017-06-30 ADB0000001 Cash in Treasury 9,434.28 4,583,953.94

2017-06-30 KYU0630912 Cash in Treasury 1,513.79 4,585,467.73

2017-06-30 KYU0630913 Cash in Treasury 50.46 4,585,518.19

2017-06-30 KYU0630915 Cash in Treasury -0.26 4,585,517.93

Totals for Fund 43300 4,558,296.14 0.00 0.00 27,346.33 -124.54 4,585,517.93

CONTRACT FOR

SERVICES WITH CITY

OF HAYWARD

-1-

FIRE PROTECTION SERVICES CONTRACT

THIS CONTRACT is made effective as of July 1, 2017, by and between the CITY OF

HAYWARD, hereinafter referred to as “Hayward” and the FAIRVIEW FIRE PROTECTION

DISTRICT, hereinafter referred to as “Fairview”.

WITNESSETH

WHEREAS, Fairview wishes to contract with Hayward to provide through the Hayward

Fire Department the hereinafter described fire protection functions within Fairview’s boundaries;

WHEREAS, Hayward is agreeable to rendering such services on the terms and conditions

hereinafter set forth; and

NOW, THEREFORE, the parties agree as follows:

1. TERM OF CONTRACT:

The Contract period is for a term of 5 years commencing July 1, 2017 and terminating on

June 30, 2022. Upon mutual agreement, the Contract can be extended for an additional 5 years.

2. SCOPE OF DUTIES: Hayward agrees to provide fire protection and emergency

services within the boundaries of the Fairview Fire Protection District to the extent and in the

manner hereinafter set forth including the current level of related administrative support as further

described in the adopted Governance Policy for Fairview.

3. SERVICE AND STAFFING LEVELS: Hayward shall provide Fairview with

the same level of service that Hayward provides to the territory within Hayward’s corporate limits.

The services to be performed hereunder include emergency medical service and other fire services

including initial response service for hazardous materials calls which will include one fire

company located at 25862 Five Canyons Parkway, Castro Valley, California (“Fairview Fire

Station”). Services shall also include but not be limited to extant regional and local disaster

programs and shall include offering the same education and training programs to the citizens of

Fairview that are offered to the citizens of Hayward including the Emergency / Disaster

Preparedness Programs (CERT Classes).

-2-

The level and quality of service provided will be measured through the following

performance metrics:

(a) Response Time: The Hayward Fire Department will adhere to the NFPA

(Section 1710) standard of responding to 90% of the calls in the District

within 5 minutes, 50 seconds, with the balance of a first alarm assignment

arriving on scene in under 8 minutes – ninety percent (90%) of the time.

(b) Fire Prevention Activities: Fire Prevention Office staff will inspect all

applicable occupancies within the District annually.

(c) Weed Abatement: All applicable parcels within the District will be

inspected by Hayward Fire Department personnel and followed up by Fire

Prevention Office staff (as needed) at least annually.

(d) Hazardous Materials: Hazardous Materials staff will inspect and follow-up

on all industrial generators within the District at least annually.

Administrative and professional staff support will remain consistent with the Governance

Policy throughout the term of this contract without lapse. Hayward shall not modify staffing levels

affecting Fairview without prior written request of Hayward to Fairview and subsequent written

consent of Fairview. If such consent is granted by Fairview for staffing modifications or if

Hayward cannot otherwise meet its service levels described above, the parties agree to promptly

renegotiate Fairview’s financial obligation provided for in Section 11 of this Contract in order to

make an equitable adjustment. In the event that Hayward is unable to meet its service or staffing

levels, Fairview may also pursue its right to early termination of this Contract and any other legal

remedies that may be available to it.

4. RESPONSIBILITY FOR PROVIDING RESOURCES:

(a) For the purpose of performing services under this contract, Hayward shall

furnish and supply all labor, supervision, equipment, communication

facilities and supplies necessary to provide the level of service to be

rendered hereunder. The direction, control and discipline of employees and

other matters incident to the performance of services shall be solely the right

and responsibility of Hayward.

-3-

(b) Notwithstanding subsection (a), it is agreed that whenever stationery,

notices, forms or other similar supplies must be issued using the name of

Fairview, they shall be made available by Fairview as needed.

5. HOLD HARMLESS AND INSURANCE: Hayward shall provide an insurance

program for Fairview which encompasses those activities and services contemplated by this

Contract in accordance with the following standards:

(a) Hayward agrees to hold harmless, indemnify and to defend Fairview, its

Board of Directors, officers and employees and agents from all claims for

injury or damage of whatever type brought by or on behalf of any third party

arising from or connected with acts or omissions in the performance of this

contract by Hayward.

(b) Fairview shall continue to be named as an insured on Hayward’s

commercial general and auto liability and property insurance policies to the

same extent of coverage applied to Hayward, it being understood that said

policies have a current maximum limit of $50,000,000 (fifty million dollars)

and $1,000,000,000 (one billion dollars), respectively, and subject to any

self-insured retention and/or deductibles. Fairview shall also be named as a

loss payee on Hayward’s property insurance policies. Hayward shall

provide Fairview written notice of any change either in the current amounts

of Hayward’s insurance limits or applicable self-insured retentions and/or

deductibles. Hayward shall provide written proof of insurance for its own

policies and the policies described herein and in (c) below. Such policies

shall be presented within thirty (30) days upon receipt by Hayward,

following annual policy renewal.

(c) Hayward’s insurance coverage shall include replacement cost coverage for

the improvements to real property (including all buildings, fixtures and

structures), equipment and vehicles (including but not limited to fire trucks)

provided by Fairview to Hayward for use in connection with this contract.

Coverage for contents and personal property located at any time in such real

property, equipment and vehicles shall be included.

-4-

(d) Fairview, at its sole option, may maintain insurance it deems necessary to

wrap around the protection afforded by the Hayward’s insurance.

6. INCOME/COST TO FAIRVIEW: Fairview shall assume financial responsibility

for the following items:

(a) The electric and gas bills associated with the Fairview Fire Station, which

presently cost approximately $2,500.

(b) The cost of Alameda County’s Dispatch System, which presently costs

approximately $40,000 per year.

(c) The cost of the Weed Abatement Program, which presently costs

approximately $11,000.

(d) Fairview would continue to receive all credit/income from all sources

provided under any other agreement, such as the FRALS program.

7. PROPERTY AND EQUIPMENT: Fairview shall continue to own its improved

real property located at 25862 Five Canyons Parkway, Castro Valley, California and 24200

Fairview Avenue, Hayward, California and its furnishings, equipment and vehicles during the

terms of this Contract unless otherwise set forth. Fairview shall make the following available to

Hayward at no cost:

(a) The real property including but not limited to the fire stations structure(s)

and grounds.

(b) All furnishings and equipment. Equipment (other than vehicles, which are

discussed below) that is consumed, broken, worn-out, lost, obsolete, etc.

shall be replaced at Hayward’s discretion and at Hayward’s expense and

will revert to Fairview should this Contract be terminated. Hayward shall

provide Fairview’s bookkeeper with sufficient information for the

bookkeeper to generate a quarterly statement of any changes in capital

property owned by Fairview.

-5-

(c) Fairview agrees to replace vehicles and other capital assets as described in

their annually approved Capital Improvement Program (CIP). The parties

shall modify Attachment #3 accordingly when and if vehicles are replaced.

Vehicles shall normally be replaced at 10-year life expectancy.

(d) Hayward agrees to maintain, repair and insure all of the real property,

furnishings, equipment and vehicles listed in (a), (b), and (c) above during

the term of this contract. Hayward shall insure all vehicles owned by

Fairview in accordance with section 5 (b) and (c).

8. PERSONNEL/LIABILITY: Fairview shall not assume any liability for the direct

payment of any salaries, wages, or other compensation to any Hayward personnel performing

services hereunder for Fairview or any other liability other than that provided for in this Contract.

Fairview shall not be liable for compensation of or indemnity to any Hayward employee for injury

or sickness arising out of his or her employment.

9. FIRE CODES: Fairview is subject to the California Fire Code based on the

International Fire Code and Hayward’s amendments to such Fire Codes shall be adopted at the

discretion of the Fairview Board of Directors, following adoption by the City of Hayward.

Hayward will advise Fairview of any plans to adopt Fire Codes or amendments to Fire Codes so

that Fairview can review and adopt such Fire Codes or amendments as it deems prudent as close in

time as possible to Hayward’s adoption. Hayward shall enforce the Weed Abatement standards set

forth in FFPD Ordinances.

10. FIRE HYDRANTS: Hydrant maintenance, within Fairview, on East Bay

Municipal Utility District (EBMUD) hydrants, shall remain the responsibility of the East Bay

Municipal Utility District. However, Hayward shall maintain responsibility for overseeing this

maintenance program. The intent of this program shall be to ascertain whether said hydrants are

mechanically operable and capable of delivering water. Hayward shall notify the water purveyor,

in writing; of any maintenance required as soon as possible any time Hayward becomes aware of

maintenance or repair requirements. Hayward shall maintain liaison with Fairview’s water

purveyors for water needs during emergencies.

-6-

11. COST OF SERVICES: Fairview would pay the City of Hayward the following

amount for all services to be provided by the City of Hayward without exception and consistent

with the level of services provided in the present Contract.

(a) For the Fiscal Year 2017/2018, the Contract price shall be the contract price

for Fiscal year 2016/2017 of $2,847,321 plus the increase in the Consumer

Price Index (CPI) – All Urban Consumers for the San Francisco Bay Area

(San Francisco-Oakland-San Jose) from May 2016 to April 2017. Should

the increase in the aforementioned CPI be greater than 4 percent, then the

maximum annual increase applied to the previous year’s contract will be 4

percent (ceiling).

For example, assume that the May 2016 to April 2017 CPI is 2.5%, then the

Contract cost calculation for FY 2017/2018 shall be:

($2,847,321.00 x 2.5%) + $2,847,321.00 =

$71,183.00 + $2,847,321.00 = $2,918,504.00 as the FY 2017/2018 Contract

Price.

(b) For the Fiscal Year 2018/2019, the Contract price shall be the previous

year’s contract plus the increase in the Consumer Price Index (CPI) – All

Urban Consumers for the San Francisco Bay Area (San Francisco-Oakland-

San Jose) from May 2017 to April 2018. Should the increase in the

aforementioned CPI be greater than 4 percent, then the maximum annual

increase applied to the previous year’s contract will be 4 percent (ceiling).

The cost calculation for Fiscal Year 2018/2019 shall be:

FY 2017/2018 Contract price from paragraph (a) above multiplied by the

2017/2018 CPI; this total is then added to FY 2017/2018 Contract price to

determine the FY 2018/2019 Contract price.

(c) For the Fiscal Year 2019/2020, the Contract price shall be the previous




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The cost calculation for FY 2019/2020 shall be:

FY 2018/2019 Contract price from paragraph (b) above multiplied by the

2018/2019 CPI; this total is then added to the FY 2018/2019 Contract price

to determine the FY 2019/2020 Contract price.

(d) For the Fiscal Year 2020/2021, the Contract price shall be the previous







FY 2019/2020 Contract price from paragraph (c) above multiplied by the

2019/2020 CPI; this total is then added to FY 2019/2020 Contract price to

determine the FY 2020/2021 Contract price.

(e) For the Fiscal Year 2021/2022, the Contract price shall be the previous







FY 2020/2021 Contract price from paragraph (d) above multiplied by the

2020/2021 CPI; this total is then added to the FY 2020/2021 Contract price

to determine the FY 2021/2022 Contract price.

Fairview will pay the Contract price in an annual installment, for the preceding year, no later than

April 1 of each year.

-8-

12. RECORDS AND REPORTS: Hayward shall provide Fairview with monthly

reports covering monthly financial expenditures; quarterly performance measures reports, monthly

alarm activities and monthly fire prevention plan check reviews, conducted within Fairview’s

boundaries. If Hayward does not meet performance levels in any given month, its monthly report

will identify the non-compliance; provide an explanation for the non-compliance and/or a plan for

corrective action. Hayward agrees to make available to Fairview during normal business hours at

such location as the records are kept, its records concerning its fire budget, the cost of providing

fire services, and any other records reasonably necessary to determine the costs and revenues of

the Hayward Fire Department and the specific costs of providing services to Fairview under this

contract. Fairview shall also be provided with advance notification of requests for new

construction inspections within Fairview boundaries in order to participate in the process if

appropriate.

(a) ANNUAL CONTRACT REVIEW: On or before July 1 of each year during

the term of the Contract, representatives from Fairview and Hayward Fire

Department will meet to discuss the level and quality of service provided

during the previous fiscal year, especially as it pertains to the performance

metrics noted in Section 3.

13. FAIRVIEW BOARD MEETINGS: Fairview agrees to notify the Hayward Fire

Chief of the time and place of its Board meetings. Hayward agrees that the Hayward Fire Chief or

his/her designee shall attend all Board meetings when requested to do so by Fairview, or at any

time that the Hayward Fire Chief deems necessary.

14. EARLY TERMINATION: In the event that Hayward fails to meet its service or

staffing levels and fails to cure all material non-compliance within 60 days following Written

Notice of Non-compliance by Fairview, the parties agree to promptly renegotiate Fairview’s

financial obligation as set forth in Section 11 of this Contract in order to make an equitable

adjustment. If Fairview and Hayward cannot reach agreement on a renegotiated financial

obligation within 90 days of the Written Notice of Non-Compliance from Fairview, Fairview may

provide written notice of termination of this Contract to be effective 12 months from the date of

-9-

the written notification, unless Fairview and Hayward mutually agree upon any other termination

date. Fairview reserves the right to pursue any other legal remedies that may be available to it.

15. ATTACHMENTS: All attachments referred to in and attached to this Contract are

hereby made a part of this Contract by reference and are incorporated herein.

16. NOTICES: Notice to the parties hereunder shall be in writing by certified mail or

personal service as follows:


President, Board of Directors

Specific address to be provided for then current President of Board

City of Hayward

City Manager

777 ‘B’ Street

Hayward, California 94541

17. AMENDMENTS: This Contract may not be amended except in a written

document approved by the legislative bodies of both parties and executed by authorized

representatives of both parties.

IN WITNESS WHEREOF, Fairview by motion, duly adopted by its Board of Directors,

authorized this contract to be signed by its President of the Board and attested by its Secretary and

by Hayward by resolution, duly adopted by its City Council, authorized this contract to be signed

by its City Manager and attested by its Clerk on the day and year which follows:

FAIRVIEW FIRE PROTECTION DISTRICT CITY OF HAYWARD

President of the Board City Manager

Print Name Print Name

RECOMMENDED BY

Fire Chief

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Print Name

ATTEST: ATTEST:

Board Secretary City Clerk


APPROVED AS TO FORM: APPROVED AS TO FORM:

Fairview Attorney City Attorney


Attachments:

Attachment 1 – 1 page, Vehicles

Attachment 2 – 1 page, Map of District

Attachment 3 – Fairview Governance Policy

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ATTACHMENT NO. 1

VEHICLES:

Type VI – 2008 Ford F550 4 x 4

VIN 1FDAW57R58ED28433, Hayward Corp Yard #794

.

2009 Type III Engine, Westmark/International

VIN 1HTWEAZNX9J108281 ,Hayward Corp Yard #795

2014/Type I Engine/Pumper, Manufacturer: Seagrave

VIN 1F9EM28T8ECST2021, Hayward Corp yard #796

-12-

ATTACHMENT NO. 2

Fairview Avenue Fire

Station Condition/

Maintenance

General Manager’s

Report

DRAFT OF CONTENT FOR UPCOMING NEWSLETTER 2061-17 Accomplishments The District began the 2016-17 Fiscal year with three of its Directors spots filled by temporary appointments. With the 2017 November election these three temporary Directors ran unopposed and are now filling seats for 2 and 4-year terms. This has provided great stability to the Board and the District. This new The Board has accomplished a lot this past year. A number of Strategic Plan goals were achieved or are in progress. In an effort to provide more government transparency the District web site has been updated and a great deal of information about District business is now readily available on it new web site launched in June 2017. Budgets, Audits, Strategic Plan, meeting Agendas and Minutes are all there. Please take a look fairviewfiredistrict.org. The District has successfully managed its operating budget and now for the first time since the recession does not need to dip into reserves. The Directors have all received required Brown act and Ethics training as well as Emergency management training offered by FEMA and emergency operations orientation by HFD and hosted its first Open House in October that was well received by the community. The District also finished an evaluation process conducted by Alameda County LAFCo that began in 2012. This process had produced a number of recommendations for the District to act on that have led to improved transparency and Governance. Among these were develop a Governance Policy, fill a part time General Manager position, update its Strategic Plan, develop a newsletter to update community on District activities, integrate more detailed performance measures in the Contract For Services with city of Hayward, etc.

Fairview Fire Protection District launches new website.

FFPD’s mission statement calls for enhancing ongoing internal and external

communications, community outreach, engagement, collaboration, and partnerships; the

new site helps to realize these goals as well as fulfill many requirements established by

the California Special Districts Association for a District Transparency Certificate of

Excellence. Most importantly for their community, FFPD’s new WordPress website is

visually appealing, and provides an easy to navigate, and mobile responsive user

experience to the community that they serve.

In addition to providing a wealth of content and resources related to the District, the new

mobile friendly website bolsters an entire “Community Resources” section for local

residents to find relevant information related to emergency services and disaster prep.

On the website, Fairview and Five Canyons residents can view an event calendar that

clearly lists all upcoming Board meetings complete with agendas and minutes. Should

you miss a meeting, FFDP makes it easy to catch up with searchable PDF minutes and

agendas for Board and community members’ convenience.

In the interest of safety and transparency, the District’s new website does an outstanding

job of upholding their long-standing commitment to provide both public safety information

as well as operational, financial, and procedural information about the district. The new

District website provides resources to educate the public about fire safety and disaster

preparedness. Lastly, visitors can easily sign up to receive a CodeRED notification by

downloading a free mobile app directly from FFDP’s website. Please visit us at

FairviewFireDistrict.org

Fairview Fire Protection District Open House PHOTOS The Fairview Fire Protection District hosted an open house at its Fire Station at 25862 Five Canyons Parkway September 21, 2017 from 3-7PM. This was an opportunity for Fairview and Five Canyons residents to meet their Firefighters and see fire engines up close, have some food and maybe win a raffle and receive some safety information. They could also meet the Board of Directors. Children had fun and were able to go through a Fire Safety Trailer to learn how to react when a fire occurs in the home. This was a great community event with over 100 attendees.

New 3Di Weed Abatement Program

(article from HFD with photos)

2017 -18 Goals for review/discussion by Board Update Policy and Procedures re: contract for service evaluation as requested by LAFCo CSDA Transparency Cert. progress Produce first newsletter Hold an open house Assess Interim General manager for permanent status and develop a contract Implement BRS Insurance recommendations Finalize new Contract with COH including clarifying a number of sections. Define relationship with CV MAC and Fairview MAC Progress Report to LAFCo Find Fire Wise project to address high-risk area Review Contract with HFD staff annually Add, change or dispose of assets.

FFPD Social Media

and Public

Notifications Review

BOARD MOTIONS

AND APPROVALS

FAIRVIEW FIRE PROTECTION DISTRICT

REGULAR BOARD MEETING MINUTES

MONDAY, JULY 31, 2017

FIRE STATION, 25862 FIVE CANYONS PARKWAY, CASTRO VALLEY, CA 94552

1 of 4 Minutes of Fairview Fire Protection District May 22, 2017 Regular Board Meeting

1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE.

The meeting was called to order by Board President Leslie West at approximately 7:05 p.m.

Director Michael Justice led the pledge of allegiance.

2. ROLL CALL

Board members present: Leslie West, Michael Justice, Melissa Dimic, Mark McDaniel and Sarah

Choi.

In addition, the following staff members were present: Deputy Chief Scott Anderson, Tara Reyes,

Todd Strojny, General Manager Michael Preston, General Counsel Mary Hernández of Garcia

Hernandez Sawhney, LLP.

3. WELCOME

President Leslie West stated if anyone wished to speak on an item that appears on the agenda, they

should complete a speaker card and submit it to the President. The President would call the speaker

when the agenda item being considered. The speaker should state his/her name and address for the

record. Each speaker is allowed (3) minutes.

4. PUBLIC COMMENT PERIOD

No public comments were made.

5. MESSAGE FROM THE PRESIDENT

President Leslie West welcomed everyone and provided highlights of activities since the last

meeting.

6. FIRE CHIEF’S REPORT

Deputy Chief Scott Anderson presented the report on behalf of Fire Chief Contreras and took

questions from the Board and General Manager.

7. 2016/2017 BUDGET YEAR END REPORT

Todd Strojny provided a report to the Board on actual expenditures and revenues for year-end as

compared to the adopted amounts and took questions from the Board.

8. ADOPTION OF 2017/2018 PROPOSED FINAL BUDGET

President West opened a public hearing on the Proposed Final Budget and called for comments.

The public hearing was closed and the Board held discussions.

President West made a motion to adopt the Proposed Final Budget for 2017/2018; Director

Justice seconded; carried unanimously by the directors.

AYES 5 (West, Justice, Dimic, McDaniel, Choi), ABSENT 0, NOES 0, ABSTAIN 0

2 of 4 Minutes of Fairview Fire Protection District July 31, 2017 Regular Board Meeting

9. RESOLUTION 2017-03 TO APPROVE ANNUAL CPI INCREASE OF PARAMEDIC

SPECIAL TAX

President West made a motion to adopt Resolution 2017-03 Annual CPI Increase of

Paramedic Special Tax; Director Mark McDaniel seconded; carried unanimously by the

directors.


10. RESOLUTION 2017-22 CONTRACT FOR SERVICE WITH CITY OF HAYWARD

General Manager Preston presented changes to the Contract Services negotiated by the Ad Hoc

Board Committee. After discussions, the Board provided direction on final changes to language

in the Contract. The Board directed General Counsel, Mary Hernandez, to make final edits and to

work with General Manager to negotiate final updates to Insurance provisions of the contract and

bring the final contract to the Board in September.

11. FAIRVIEW FIRE PROTECTION OPEN HOUSE PLANNING

The Board discussed the date and time of September 21, 2017 from 3:00 - 7:00 p.m. The Board

discussed other details and logistics with Hayward Fire District and General Manager Preston.

The Board gave direction for General Manager Preston to pursue food and beverages options for

the event with a budget of $1,500. Director Dimic and Justice volunteered to form an Ad Hoc

committee to assist General Manager Preston in finalization of the plan.

12. APPROVAL OF GENERAL MANGER’S EMPLOYMENT AGREEMENT

The Board held discussions regarding the employment agreement prepared by the Board Ad Hoc

Committee.

Director Choi made a motion to approve the General Manager Employment Agreement;

President West seconded; carried unanimously by the directors.


13. STRATEGIC PLAN UPDATE

President West led a discussion of items accomplished in the Strategic Plan. The Board provided

direction to General Manager Preston to prepare a summary of the strategic plan accomplishments

to be shared with constituents in a Fairview Fire Protection District newsletter or other

communication.

14. GENERAL MANAGER’S REPORT

General Manager Preston provided a report to the Board and answered questions. General

Manager Preston provided information on business cards follow up. An Ad Hoc Committee of


Director Dimic and President West will work with General Manager Preston on business card

concepts.

15. FAIRVIEW FIRE PROTECTION DISTRICT FINANCIAL UPDATE

The Board reviewed cash balances.

16. FAIRVIEW FIRE PROTECTION DISTRICT BOARD TRAINING SESSIONS AND

DEVELOPMENT OPPORTUNITIES

The Board discussed development opportunities for the Board and General Manager Preston.

President West made a motion to approve registration fees and reasonable travel expenses

for Director McDaniel to attend the upcoming Board Secretary-Clerk conference by

California Special District Association. Director Justice seconded the motion and it carried

unanimously by the directors.


17. AGENDA FORMAT AND CHANGES

Following Board discussion, the Board directed General Counsel, Mary Hernandez to recommend

a new format for agendas as discussed by the Board and work with General Manager Preston to

bring recommendations to the Board at the next regular meeting.

18. BOARD MOTIONS AND APPROVAL

President West made a motion to approve meeting minutes for May 22, 2017. Director

McDaniel seconded the motion and Director Choi abstained. The motion carried with 4

Directors voting in favor.

AYES 4 (West, Justice, Dimic, McDaniel), ABSENT 0, NOES 0, ABSTAIN 1 (Choi)

19. MEETING ACTIONS ITEMS SUMMARY

• General Counsel, Mary Hernandez, will work with General Manager Preston to negotiate final

version of Insurance provisions in Contract for Services with City of Hayward. General

Counsel, Mary Hernandez, will make final edits to the Contract for Services with Hayward

and bring Final contract to Board meeting in September.

• General Manager Preston will send final copy of his Employment Contract to Director Dimic

so that she can ensure that payments from County are made appropriate.

• Directors Justice and Dimic will assist General Manager Preston in planning for Open House

in September.

• General Manager Preston will put together a skeleton of a semi-annual newsletter which will

include accomplishments related to Strategic Plan accomplishments.

• General Manager Preston will follow-up on Dolphin design business cards with Ad Hoc

Committee members Melissa Dimic and Leslie West, including redesign of logo.


• General Counsel Mary Hernandez will recommend a new format for agendas as discussed by

the Board and work with General Manager to bring recommendations to the Board at the next

regular meeting.

20. COMMENTS BY BOARD MEMBERS

Director Justice updated the Board on his attendance at the stakeholder meeting.

21. AGENDA ITEMS FOR NEXT BOARD MEETING

• Contract for Services with City of Hayward

• Business Cards

• Agenda Format

22. ADJOURMENT

President West made a motion to adjourn, the motion was seconded by Director Choi, and it

was unanimously carried by the directors at 10:19 p.m.


Mark McDaniel,

Secretary of the Board of Directors,


FAIRVIEW FIRE PROTECTION DISTRICT

A C C O U N T A N T S R E P O R T Page 1

REVISED

JULY 2017

# PAYEE DESCRIPTION AMOUNT--------------------------------------------- -------------------------------------------------------------------------------------------------------------

17-002 Bay Area News Group-East Bay Classified Ad: public notice- Adpopted Preliminary Budget 113.16

17-003 Michael J. Preston Reimburse purchases: Cord protector & extension cord 22.88

17-004 SamClar Office Furniture Board Rm Station 8:3)Aware All Steel Tables- 60"w x 18"d-walnut 2,615.96

17-005 SamClar Office Furniture Board Rm Station 8:1) Custom "D" Table 48x12x144-natural walnut5,323.33

17-006 Richard DiTiberio June 2017 Landscape maint. & repair: Station #8 - Five Canyons 325.00

17-007 Protection1 Security Solutions #6755979-Alarm Monitoring svc 7/1-9/30/17 - Five Canyons #8 181.71

17-008 KO Websites Web Design services & training - as contracted (balance) 2,200.00

17-009 Fire Agencies Self Ins. System June 2017 Workers' Compensation Ins. Contribution 208.00

17-010 Fire Agencies Self Ins. System Workers' Compensation Annual Prem. (7/1/17-6/30/2018) 2,500.00

17-011 Garcia, Hernandez, Sawhney & Legal services: Mary Hernandez June 2017 services 322.50

07-012 Concise Bookkeeping Bookkeeping Svcs:January 2017-June 2017 3,086.04

17-013 Michael Justice Directors fee: July 21, 2017 Regular Meeting 100.00

17-014 Melissa Dimic Directors fee: July 21, 2017 Regular Meeting 100.00

17-015 Leslie West Directors fee: July 21, 2017 Regular Meeting 100.00

17-016 Sarah Choi Directors fee: July 21, 2017 Regular Meeting 100.00

17-017 Mark McDaniel Directors fee: July 21, 2017 Regular Meeting 100.00

Expenditures - Page 1 Sub Total 17,398.58$

Expenditures from Page 2 Sub Total -$

TOTAL EXPENDITURES 17,398.58$

RECEIPTS FROM DESCRIPTION

TOTAL RECEIPTS -$

SUMMARYDirectors Fees (500.00)$

Total Bills (16,898.58) Total Receipts -$

Net change (17,398.58)$ Submitted for approval by:

Barbara Charnley, Concise Bookkeeping

8/19/2017

FAIRVIEW FIRE PROTECTION DISTRICT page 2 of 2

A C C O U N T A N T S R E P O R T

JULY 2017

# PAYEE DESCRIPTION AMOUNT------------------------------------------------------------------------------------------------------------------------------------------------------------Expenditures Continued -

EXPENDITURES - page 2 -$

MEETING ACTIONS

ITEMS SUMMARY

COMMENTS BY

BOARD MEMBERS

AGENDA ITEMS FOR

NEXT BOARD

MEETING

Adjournment

Documents

START TIME 7:00 PM 2. ROLL CALL: DIRECTORS CHOI, DIMIC, … · 2017. 9. 9. · AGENDA Fairview Fire Protection District Regular Board Meeting Monday, September 25, 2017 7:00 PM FIRE