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HomeMy WebLinkAboutInterlocal and Mutual Aid Agreement with Gallatin County for Rural Fire Chief Duties, 30 day extension.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Jason Shrauger, Fire Chief REVIEWED BY: Chuck Winn, Assistant City Manager SUBJECT: Interlocal and Mutual Aid Agreement between Gallatin County and the City of Bozeman for the Performance of Rural Fire Chief Duties on an Interim Basis – Extension of end date for an additional 30 days. MEETING DATE: Monday April 25, 2011 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize Mayor to sign Interlocal and Mutual Aid Agreement between Gallatin County and the City of Bozeman for the Performance of Rural Fire Chief Duties on an Interim Basis – Extension of end date for an additional 30 days. BACKGROUND: For over 15 years, the City of Bozeman has contracted with Gallatin County to provide Disaster and Emergency Services (DES) and Hazardous Materials Response to citizens in Gallatin County. The Fire Department, specifically the Staff Captain position, is responsible for carrying out the DES Coordinator duties. A strong working relationship has been created between the DES Coordinator and the County and is an excellent example of both entities working cooperatively on a basis of mutual advantage for the citizens and responders of our valley. As a result the County has approached the City to permanently add County Fire Chief duties to this agreement. For the past 13 years, Gallatin County has contracted with the Central Valley Fire District (CVFD) for the duties and responsibilities related to the County Rural Fire Chief. The County terminated its contract with CVFD in November and is currently in the process of determining the best way to provide those county-wide services long-term. Currently the County has completed their analysis and would like the City to consider this responsibility as a permanent duty. The interim agreement for these duties expires on April 30, 2011. The purpose of this extension is to allow the city and county to work on a final agreement now that the county has decided to ask the city to consider taking this on permanently. The extension allows the existing agreement to remain in place until May 31, 2011. 8 The duties and responsibilities of the County Rural Fire Chief are similar in nature to those of the DES Coordinator. Many meetings, trainings and other events are attended by both individuals. On an interim basis we believe it is a good solution for the DES Coordinator to fill in as the County Rural Fire Chief until May 31, 2011, at which time the County will have a permanent solution in place. The attached Agreement defines the duties between the parties and will terminate no later than May 31, 2011. UNRESOLVED ISSUES: None. FISCAL EFFECTS: The City is reimbursed annually for 1.5 FTE’s for the existing DES contract. The operational budget for DES is provided for and part of the County Budget. During the length of this agreement there are no fiscal impacts to the City. There is a clause that allows for cost recovery for any significant events or call-outs should they occur between now and the end of the agreement. ALTERNATIVES: As suggested by the City Commission. Attachments: Interlocal Agreement Report compiled on: April 13, 2011 9 INTERLOCAL AND MUTUAL AID AGREEMENT BETWEEN GALLATIN COUNTY AND THE CITY OF BOZEMAN FOR THE PERFORMANCE OF RURAL FIRE CHIEF DUTIES ON AN INTERIM BASIS – 30 DAY EXTENSION Page 1 of 4 INTERLOCAL AND MUTUAL AID AGREEMENT BETWEEN GALLATIN COUNTY AND THE CITY OF BOZEMAN FOR THE PERFORMANCE OF RURAL FIRE CHIEF DUTIES ON AN INTERIM BASIS This Interlocal Agreement (Agreement) is made and entered into on this ____ day of April, 2011, by and between Gallatin County, Montana a general powers political subdivision of the State of Montana, hereinafter referred to as “County,” and the city of Bozeman, a self-governing charter government and political subdivision of the State of Montana, herein the “City.” Whereas, this Agreement is made pursuant to the Interlocal Cooperation Act, Title 7, Chpt. 11, Part 1, MCA and the parties respective mutual aid authority under Montana law; and Whereas, the purpose of this Agreement is for the parties to cooperate on a basis of mutual advantage by agreeing the City will, for the benefit of both parties, perform the duties of Rural Fire Chief by and through its Disaster and Emergency Services (DES) Coordinator, on an interim basis until May 31, 2011; and Whereas, the County currently has a vacancy in the position of Rural Fire Chief and, as required by 7-33-2202, MCA, must appoint a rural fire chief to perform the duties and responsibilities enumerated in Title 7, Chpt. 33, Part 22, MCA; and Whereas, the County, during the term described herein, desires to appoint the City, by and through Patrick Lonergan, DES Coordinator, to act as Gallatin County Rural Fire Chief, to perform all duties required or authorized by law; and Whereas, pursuant to 7-33-2202, MCA, the County has the has authority to enter into mutual aid agreements with incorporated municipalities such as the City; and Whereas, the City has the authority, pursuant to 7-33-4112, MCA, to enter into mutual aid agreements with the governing body of other political subdivisions, such as the County; and Whereas, the Gallatin County Commission determines the City, by and through Patrick Lonergan, Disaster and Emergency Services Coordinator, is best qualified at this time to perform the duties of the Rural Fire Chief. 10 INTERLOCAL AND MUTUAL AID AGREEMENT BETWEEN GALLATIN COUNTY AND THE CITY OF BOZEMAN FOR THE PERFORMANCE OF RURAL FIRE CHIEF DUTIES ON AN INTERIM BASIS – 30 DAY EXTENSION Page 2 of 4 Based on the foregoing, the parties agree as follows: 1. Cooperation/Mutual Aid. The parties agree the performance of the duties of Rural Fire Chief are done under each party’s authority to enter into interlocal agreements and each party’s statutory mutual aid authority and the parties represent to each other they have the authority to enter into a mutual aid agreement for purposes of the City, by and through Patrick Lonergan, performing the duties of Rural Fire Chief during the term described herein. 2. Term. The term of this Agreement shall be from the date of execution until May 31, 2011, unless sooner terminated upon agreement of the parties or by either party upon thirty (30) days written notice to the other. Upon expiration of the term of this Agreement the City will no longer be responsible for performing the duties of Rural Fire Chief. 3. Appointment/Powers. The City agrees to accept responsibility for the performance the duties of Gallatin County Rural Fire Chief for the term described herein and shall name Patrick Lonergan, Disaster and Emergency Services Coordinator, to act and serve as the Gallatin County Rural Fire Chief who shall perform the duties of the Rural Fire Chief enumerated in 7-33-2001, MCA, or otherwise required or authorized by law without limitation and who shall have the corresponding power to perform such duties, including those listed below: A. Provide management of fire suppression efforts in unprotected areas of Gallatin County in the event of wildland fire when dispatched by the Gallatin County 911. B. Work with federal and state land management agencies in the preparation of plans for the suppression of wildland fires in Gallatin County. C. Provide or make available public fire safety-fire survival education to all agencies, groups or individuals in the County who have requested this service. D. Outside established fire districts and fire service areas or areas under the protection of municipal, state or federal agency, be responsible for the suppression of all range, farm and forest fires and be responsible for making decisions involving suppression of such fires, including but not limited to the decision to call volunteer fire crews, call for state and federal assistance, to involve other Fire Districts or Fire Service Areas and to make other decisions necessary in the suppression of fires. E. With the assistance of the County’s administration, provide an inventory of all equipment, machinery, and vehicles and instruct the County when and if to perform routine maintenance and minor repairs to keep all in good working order. Any major repairs will be performed by the County at its shop facilities. F. Assist the County by and through the County’s administration to maintain books, records and accounts of actions taken under this Agreement. 11 INTERLOCAL AND MUTUAL AID AGREEMENT BETWEEN GALLATIN COUNTY AND THE CITY OF BOZEMAN FOR THE PERFORMANCE OF RURAL FIRE CHIEF DUTIES ON AN INTERIM BASIS – 30 DAY EXTENSION Page 3 of 4 4. Employment/Compensation. Patrick Lonergan shall remain exclusively an employee of the City and the City shall receive no compensation from the County related to the base salary of Patrick Lonergan nor shall the County be required to provide any retirement or other benefit to Patrick Lonergan. The City may charge the County for reasonable costs and expenses related to the duties described herein and may charge the County for reimbursement of overtime costs for Patrick Lonergan’s time when performing the duties herein during accrued overtime. 5. Fire Council Meetings. The City, by and through Patrick Lonergan, shall be the County’s representative at the Rural Fire Council meetings. 6. Hold Harmless/Indemnification. The County agrees to hold harmless and indemnify the City, its officers, directors, agents and employees for liability, damages, losses, or costs, against any suit, cause of action, claim, cost, expense, obligation or liability of any character, including attorney’s fees, which is brought or asserted for any bodily injury, death, or physical damage to property received or sustained by any person, persons, property, business or any other entity, arising out of or resulting from, or in connection with the City’s or Patrick Lonergan’s performance under this Agreement. In addition, the County recognizes there may be circumstances when the City or Patrick Lonergan, because of prior commitments to the City in his capacity as DES Coordinator, will be unable to perform the duties described in this agreement. The County shall indemnify and hold harmless the City, its employees, officers, directors, and agents for liability, damages, losses, or costs, against any suit, cause of action, claim, cost, expense, obligation or liability of any character, including attorney’s fees, which is brought or asserted on the basis the City failed to perform its duties under this Agreement or law. The City agrees to make every effort in emergency situations to meet the obligations of this agreement. 7. Insurance. The County shall provide liability insurance for the City and Patrick Lonergan on a primary non-contributory basis in a form and amount acceptable to the Bozeman City Attorney within 10 business days of execution of this Agreement for liability arising out of the City’s or Patrick Lonergan’s performance under this Agreement. 8. Miscellaneous. A. This Agreement does not create any separate legal entity. B. Nothing herein allows for the acquiring or holding of any joint real or personal property. C. The County shall be responsible for filing an executed copy of this Agreement with the Gallatin County Clerk and Recorder and provide a copy of the recorded document to the Bozeman City Clerk. The County shall also file a copy of the executed and recorded Agreement with the Montana Secretary of State. 12 INTERLOCAL AND MUTUAL AID AGREEMENT BETWEEN GALLATIN COUNTY AND THE CITY OF BOZEMAN FOR THE PERFORMANCE OF RURAL FIRE CHIEF DUTIES ON AN INTERIM BASIS – 30 DAY EXTENSION Page 4 of 4 Dated this ____ day of April, 2011. GALLATIN COUNTY COMMISSION ___________________________ Joe P. Skinner, Chairman ___________________________ R. Stephen White ___________________________ Bill Murdock ATTEST: ___________________________ CITY OF BOZEMAN ____________________________ Jeffrey K. Krauss, Mayor Attest: ______________________ Stacy Ulmen, CMC, City Clerk Approved as to form: ____________________________ Greg Sullivan, City Attorney Charlotte Mills, Clerk and Recorder 13