HomeMy WebLinkAboutMemo - Mail Packet - 5/7/2024 - Memorandum From David Lenz Re: April 23, 2024 Work Session – Poudre Fire Authority Intergovernmental Agreement And 2023 Annual ReportFinancial Services
215 N. Mason Street – 2nd Floor
PO Box 580, Fort Collins, CO 80522
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MEMORANDUM
Date: May 1, 2024
To: Mayor and City Councilmembers
Through: Kelly DiMartino, City Manager
Travis Storin, Chief Financial Officer
From: David Lenz, Financial Planning & Analysis Director
Subject: April 23, 2024 Work Session – Poudre Fire Authority Intergovernmental Agreement
and 2023 Annual Report
BOTTOM LINE
The purpose of this memo is to document the summary of discussions during the April 23, 2024
Work Session on the Poudre Fire Authority (“PFA”) Intergovernmental Agreement and 2023
Annual Report. All Councilmembers were present in person, with the exception of
Councilmember Pignataro, who participated remotely.
DISCUSSION SUMMARY
PFA and City staff jointly provided an overview of the PFA 2023 Annual Report and a status
report on the work to date in updating the intergovernmental agreement (“IGA”) between the
City and the Poudre Valley Fire Protection District (“District”) that established the PFA. This
agreement was entered into in 1981, with revisions made in 1983, 1987 and most recently in
2014. The 2014 update focused on the Revenue Allocation Formula (“RAF”) utilized to fund
PFA’s operations and the Support Services provided by the City.
The current update is focused on creating a new baseline for scope and cost of support services
provided by the City in the IGA, costs for support services taken on by PFA, and an update of
the RAF to account for changes that have occurred in the underlying property tax and sales tax
environments.
Given the amount of time the IGA has been in force, there was consensus that it is a good time
to revisit the full agreement. There was a desire to center the updated agreement in fairness to
both the City and the District, while accounting for changes that have occurred in the cost of
services provided.
City and PFA staff are working together with a framework of continuing to provide biennial
updates in conjunction with the City’s BFO cycle, but with the desire to include a commitment for
a future full cost and revenue update similar to this year’s update. Staff are currently focused on
including an eight-year re-opener for the new agreement.
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The current contributions to PFA by the City are based on budgeted sales and property tax
amounts. City and PFA staff have had discussions about adjusting the RAF to consider
inclusion of actual tax receipts, with some form of risk sharing to include both upper bounds of
City contributions and minimum levels of PFA receipts. Councilmembers expressed concern
that staff include provisions to ensure the ability for PFA to provide requisite levels of service,
even in an economic downturn environment.
NEXT STEPS
The goal is to complete the update of the IGA for inclusion in the 2025/26 Budget Cycle. Tentative
schedule for moving forward:
Work Streams:
May: Complete Support Services and Revenue Allocation Formula analyses
May/June: Combined Agreement Terms and City/District Legal Evaluation
Communications/Actions:
May: District Board - update
June: Council Finance Committee - recommendation
June: District Board - recommendation
July: City Council Adoption consideration - 1st
July: District Board Adoption consideration
August: City Council Adoption consideration - 2nd
FOLLOW-UP ITEMS
During the review of the PFA Annual Report, there were some inquiries about the gender
composition of the uniformed PFA workforce. PFA staff has provided the following breakout of
the uniformed and civilian staff for the 2020 – 2024 timeframe.
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The current organizational chart for the Poudre Fire Authority is included as Attachment A. The
January 2022 organizational chart is Attachment B.
The 2023-2025 CBA includes both a promoted captain position and a promoted engineer
position that were added to the Rank Structure. The Rank Structure/Promotion process
implemented aligns with the PFA’s 2022 – 2025 strategic initiatives, specifically Goal 5 to
Expand PFA’s rank structure to provide an improved span of control, enhance
accountability, and improve internal growth opportunities. The cost to implement the rank
structure initiative was $700,000 and used on-going funds set aside in 2022.
During the discussion on revenue contributions, staff highlighted the amount of budgeted PFA
revenue for 2024 which totals $52.6 million. In addition to the property tax and sales tax
contributions from the City, and the property tax contributions from the District, PFA also
receives a specific ownership tax collected by the District; Tax Increment Financing (TIF)
through Timnath; grants, fees, interest and other charges; and Capital Expansion Fees and
other miscellaneous income.
The intergovernmental agreement that governs the TIF funding, essentially passing the tax
increment through to PFA in exchange for the provision of fire protection services for the town of
Timnath and the location of Station 8, is included as an Attachment B to this memorandum. The
agreement was amended and restated as of November 18, 2015. The agreement runs through
December 15, 2029.
Details of the 2023 preliminary actual and 2024 budget revenue amounts are included below.
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* Non-operating in nature for capital improvements. Collected by the City and paid to PFA on an as-
needed basis.
Revenue Source 2023 2024 Budget
Operating & Maintenance Revenue
City of Fort Collins:
Property Tax 18,185,770$ 20,940,965$
Sales Tax 15,967,969$ 16,643,795$
PFA Contribution Share (231,307)$ (242,841)$
Total City 33,922,433$ 37,341,918$
PVFPD:
Mill Levy 7,078,314$ 6,786,566$
Ownership Tax 616,954$ 575,000$
TIF (Timnath)1,124,049$ 1,457,751$
Total PVFPD 8,819,317$ 8,819,317$
Other
Grants, Fees, Interest, Other 2,805,277$ 1,653,524$
Total O&M 45,547,027$ 47,814,759$
Capital Revenue
City of Fort Collins
Property Tax 1,033,444$ 776,747$
Sales Tax 907,413$ 617,355$
PFA Contribution Share (13,144)$ (9,008)$
Capital Expansion Fees - City*3,511,575$ -$
Total City 5,439,287$ 1,385,095$
PVFPD:
Mill Levy -$ 3,364,959$
Other
Interest, Other 272,958$ 25,000$
PFA General Fund Transfer - Capital 6,377,008$ -$
Total Other 6,649,966$ 25,000$
Total Capital Revenue 12,089,253$ 4,775,054$
Total PFA Revenues 57,636,280$ 52,589,813$
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Attachment A:
Poudre Fire Authority Organizational Chart
Attachment B:
Poudre Fire Authority Organizational Chart – January 2022
Attachment C:
Amended and Restated Intergovernmental Agreement between the Town of Timnath, Colorado,
The Timnath Development Authority, The Poudre Valley Fire Protection District and the Poudre
Fire Authority
Cc:
Derek Bergsten, Fire Chief, Poudre Fire Authority
Kirsten Howard, Budget and Administration Manager, Poudre Fire Authority
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COMMUNITY
Fort Collins City Council Poudre Valley Fire Protection District Board
Poudre Fire Authority Board
Poudre Fire Authority &
District Fire Chief
Fire Prevention & Community Risk Reduction
Division Chief & Fire Marshal
Support, Planning & Analysis
Division Chief Operations Division Chief Senior Human
Resources Manager
Budget &
Administration Manager
Health & Safety
Coordinator
Emergency
Management
Battalion Chief
A Shift
Battalion Chiefs
B Shift
Battalion Chiefs
C Shift
Battalion Chiefs
GIS Analyst
Administrative
Specialist IIHR
Generalist II
5 Captains 5 Captains 4 Captains
30 Firefighters 31 Firefighters30 Firefighters
Assistant Fire
Marshal Tech
Services
Local 1945
Labor Union
Assistant Fire
Marshal
Operational
Permits
Public Education &
Risk Reduction
Manager
Deputy Fire
Marshal Battalion
Chief
5 Inspectors
Public Information Officer
Seasonals &
Volunteers
Staffing Specialist
8 Lieutenants 8 Lieutenants 9 Lieutenants
14 Engineers 14 Engineers 14 Engineers
RAM Unit
Assistant Fire Marshal
Inspection Services
Outreach & Education
Specialist
Assistant Fire
Marshal
Investigations
Executive
Admin
Assistant
Permit Tech
Admin
Assistant II
Development Plan
Reviewer
Fleet
CoordinatorSupport
Battalion Chief
Support
Coordinator
IT Manager Training
Battalion Chief
Professional
Development
Captain
Training Division Chief
Executive Admin
Assistant
Systems Plan
Reviewer
Construction Plan
Reviewer
Assistant Plan
Reviewer
Executive Admin
Assistant
Operational
Development
Coordinator
Academy
Coordinator
2 EMS
EducatorsCommunity
Health EMT
2 IT
Analyst III
IT
Specialist
Planning
& Data
Analyst
HR Assistant
Executive Admin
Assistant
Accounts Payable
Rep. II
Budget
Analyst II
Training
Engineer
ORGANIZATIONAL CHART
UPDATED: JANUARY 2024
Fleet
Maintenance
Lead Tech
Warehouse & Cache
Technician II
Community
Health Care
Coordinator
Special Operations
Battalion Chief
Fire Inspector &
Plan Reviewer
2 Fleet
Maintenance
Tech II
EMS
Coordinator
Special Operations
Coordinator
Attachment A - January 2024
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Lead Fire
Mechanic
Steve Jatko
IT Analyst III
Doug Miller EMS
Captain #
Estaban Guzman
RAM Unit - 40 hr. ❶
1 Captain #
1 Firefighter #
Part-Time RMS
Quality & Control
VACANT
Senior Admin
Assistant
Tammy Salisbury
Senior Human Resources
Manager
Janet Miller
Executive Admin. Assistant
Connie Iverson
Planning & Data
Analysis Specialist
Hayley Spurrier
Emergency Management
Battalion Chief
VACANT
Part-time Fire
Suppression Tech
Linn Maass
Fire Safety
Inspector/Plan Review
Kerry Koppes
January 2022
# - Rotational Position
❶The RAM Unit is a 40-hour
Unit that serves under the
North B Shift Battalion Chief
❶❶❶
Citizens
Poudre Fire Authority Board
Poudre Valley Fire Protection
District Board
District Fire Chief
Derek Bergsten
Fire Chief
Derek Bergsten
Fort Collins
City Council
Senior Admin Assistant
Beth McGhee
Community Outreach &
Risk Reduction Manager
Brian Ferrans
Admin Assistant II
Susan Ferrari
Community Outreach
/ Risk Reduction
Specialist
Rebecca Clark
Fire Prevention & Community
Risk Reduction
Division Chief
Jerry Howell
Fire Safety
Inspector/Plan Reviewer
Marcus Glasgow
Assistant Fire Marshal
Technical Services
Sarah Carter
Assistant Fire Marshal
Fire Protection Services
Kevin Sullivan
Admin Assistant II
Anne Greylak
Assistant Fire Marshal
Inspection Services #
Capt. Steve Christen
Fire Protection Tech #
FF Nancy Roberts
Assistant Fire Marshal
Investigations #
Capt. Justin Moinester
Deputy Fire Marshal - BC
Ron Simms
Support
Division Chief
Rick Vander Velde
Training
Driver/Operator
VACANT
Fleet Maintenance
Captain
Trent Edelmon
Fire Mechanic
Carlos Becerra
Warehouse
Manager # FF
Murray Anduss
Training BC
Tyson Barela
Training Captain #
Kerry Phillips
Training Captain #
Tony Dragan
Training Captain #
Mike Pottle
Training Assistant
Carissa Sigward
IT Manager
Eric Nelson
IT Analyst III
Mark Regan
IT Specialist
Ray Perez
GIS Analyst
Laura Robinson
Health/Safety BC
Chris Hill
14 Captains
44 Firefighters
14 Captains
44 Firefighters
14 Captains
44 Firefighters
A Shift BC
North – Shawn McGaffin
South – Kevin Contreras
B Shift BC
North – Jim Pietrangelo
South – Dusty DeBaere
C Shift BC
North – Ross Reinking
South – Gene Maccarini
Operations
Division Chief
Brandon Garcia
Special Operations BC
Geoff Butler
Budget & Administration
Manager
Kirsten Howard
Administrative
Specialist II
Patti Forsythe
Accts Payable Rep
Shawn Williams
Planning and Analysis BC
Sean Jones
HR Analyst
VACANT
Poudre Fire Authority Organizational Chart
Part-Time
EMS Specialist
Amy Maddox
Inspectors
1 – Lead
9 – Part-Time
Plan Review Inspector
Roger Smith
Fire Safety
Inspector/Plan Review
Theresa Reifinger
PIO &
Communication
Coordinator
Annie Bierbower
Fire
Mechanic
Jon Hoffman
EMS
Educator
VACANT
Bureau 1
Jim Lynxwiler
EMS
Educator
VACANT
Safety Officer #
Dustin Hampton
Support
Captain #
Mark Hettinger
Volunteer
Firefighter
Program
Budget Analyst II
Kerri Ishmael HR Specialist
VACANT
Special Operations
Captain
VACANT
Logistics
Specialist
VACANT
Staffer/Telestaff
Hourly
VACANT
Attachment B - January 2022
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Attachment C
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