HomeMy WebLinkAbout06-02-2015 C11 Reimbursement for Statewide Mutual Aid FireCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Garret Olson, Fire Chief
SUBJECT: CONTINUITY OF FIRE MUTUAL AID REIMBURSEMENT
RECOMMENDATION
Adopt a Resolution s securing the City’s ability to continue to seek full reimbursement for
reimbursement-eligible mutual aid responses to fires and other disasters.
REPORT-IN-BRIEF
The San Luis Obispo Fire Department participates in out-of-county mutual aid responses when
requested. Typically these requests come through a State of California Coordination Center.
With few exceptions, responses to disasters in other counties are eligible for reimbursement
through the State or Federal government. When responding sworn personnel, the San Luis
Obispo City Fire Department incurs costs from “portal to portal,” meaning from the moment that
our personnel are activated to respond until they return to the City and are relieved of
responsibilities related to the non-local disaster. This report recommends adoption of a resolution
that will allow the City to continue seeking reimbursement for all eligible expenses.
DISCUSSION
Background
In a letter dated January 23, 2015, State Fire and Rescue Chief Kim Zagaris notified all mutual
aid providers, including the City of San Luis Obispo, of a change in the assumptions regarding
reimbursement eligibility. Absent the resolution attached to this report, “local agencies will be
reimbursed for actual hours worked” (Attachment 2, p. 2). The net impact of this changed
assumption would severely impact our local finances and/or our ability to provide critical mutual
aid support to other communities during their disasters.
Here is a brief and typical example of the rationale for portal to portal reimbursement for sworn
personnel: A large forest fire occurs in another county in California which exhausts local and
regional fire resources. A regional coordination center forwards a request for assistance to a State
Coordinating Center. A San Luis Obispo regional strike team of Type I fire engines is requested
by the State Coordinating Center to respond to the fire. Included in this resource order is Office
of Emergency Services (OES) Engine 271, an apparatus staffed and maintained by the City of
San Luis Obispo. On-duty City Fire personnel respond to the fire on Engine 271, while
simultaneously off-duty personnel are recalled to fill their assignments in the City so we can
continue to provide local emergency response operations. Fire Administration tracks all expenses
related to personnel and apparatus for the duration of this deployment. When our personnel
return, Fire Administration submits reimbursement which covers the cost of deployed personnel,
the cost of back-fill personnel, fees for use of apparatus and equipment, and an administrative fee
based on the calculation of City overhead to support these functions.
June 2, 2015
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Continuity of Fire Mutual Aid Reimbursement Page 2
In this example and under the new State assumptions for reimbursement, the City would not
receive reimbursement for the off-duty personnel who return to ensure continuity of local
emergency response capacity. Nor would the City receive reimbursement for any of the
compensable time when our deployed personnel are at the non-local disaster while not in an
operational position, even when they are still on our local payroll clock.
Adopting the attached resolution would confirm the City’s “portal to portal” practice, thus
allowing the City to continue to support other communities in need without an adverse local
financial impact.
CONCURRENCES
Human Resources Department
Finance and Information Technology Department
FISCAL IMPACT
If adopted, the attached resolution would result in continued “portal to portal” reimbursement
and administrative fee revenue to the City for our role in processing non-local, reimbursement-
eligible disaster responses.
ALTERNATIVES
A) Do nothing and allow the State’s new reimbursement assumptions to apply to City of San
Luis Obispo mutual aid responses, and B) budget General Fund dollars to cover non-reimbursed
operating expenses which will exceed revenue (State reimbursement). This is not recommended
as our inaction would leave eligible reimbursement on the table.
ATTACHMENTS
1. Resolution for continuity of Fire mutual aid reimbursement
2. January 23 2015 notice from Chief Zagaris
"T:\Council Agenda Reports\2015\2015-06-02\Reimbursement for statewide mutual aid Fire (Olson)\CAR Continuity of Fire Mutual Aid Reimbursement.docx"
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ATTACHMENT 1
RESOLUTION NO. _______ (2015 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO,
CALIFORNIA, IDENTIFYING THE TERMS AND CONDITIONS FOR FIRE
DEPARTMENT RESPONSE AWAY FROM THEIR OFFICIAL DUTY STATION AND
ASSIGNED TO AN EMERGENCY INCIDENT
WHEREAS, the City of San Luis Obispo (“City”) is a public agency located in the
County of San Luis Obispo, State of California, and
WHEREAS, it is the City’s desire to provide fair and legal payment to all its employees
for time worked; and
WHEREAS, the City employs fire emergency response personnel including: Battalion
Chiefs, Fire Captains, Engineers, Firefighters; and
WHEREAS, the City and its Fire Department participates in mutual aid responses to
emergencies outside the City and County; and
WHEREAS, the City incurs staffing costs for Battalion Chiefs, Fire Captains, Engineers,
Firefighters from portal to portal when these employees are responding to a mutual aid request
for assistance; and
WHEREAS, the City will compensate its employees portal to portal while in the course
of their employment and away from their official duty station and assigned to an emergency
incident, in support of an emergency incident, or pre-positioned for emergency response; and
WHEREAS, the City will compensate its employees overtime in accordance with their
current Memorandum of Understating while in the course of their employment and away from
their official duty station and assigned to an emergency incident, in support of an emergency
incident, or pre-positioned for emergency response; and
WHEREAS, the City of San Luis Obispo will seek reimbursement for qualifying mutual
aid responses such that all City costs, including but not limited to personnel, apparatus,
equipment, and administrative costs, such that responses to reimbursement-qualifying mutual aid
responses do not have a net negative impact on the City’s financial position.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
1. Personnel shall be compensated according to Memorandum of Understanding (MOU),
Personnel Rules and Regulations, and/or other directive that identifies personnel
compensation in the workplace.
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ATTACHMENT 1
2. In the event a personnel classification does not have an assigned compensation rate, a
"Base Rate" as set forth in an organizational policy, administrative directive or similar
document will be used to compensate such personnel.
3. The San Luis Obispo Fire Department will maintain a current salary survey or
acknowledgement of acceptance of the "Base Rate" on file with the California Governor's
Office of Emergency Services, Fire Rescue Division.
4. City Fire Department response personnel will be compensated (portal to portal)
beginning at the time of dispatch to the return to jurisdiction when equipment and
personnel are in service and available for agency response.
5. Fire Department response personnel include: Fire Chief, Deputy Fire Chief, Battalion
Chief, Fire Captain, Engineer, and Firefighter.
Upon motion of Council Member _______________, seconded by Council Member
_______________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this ___ day of ____, 2015.
Mayor Jan Marx
ATTEST:
_______________________
Anthony J. Mejia, MMC
City Clerk
APPROVED AS TO FORM:
_______________________
J. Christine Dietrick
City Attorney
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ATTACHMENT 1
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________________, __________.
_______________________
Anthony J. Mejia, MMC
City Clerk
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THIS PAGE IS INTENTIONALLY LEFT BLANK
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EDMUND G. BROWN JR.
GOVERNOR
MARK S. GHILARDUCCI
DIRECTOR
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
January 23, 2015
Dear Mutual Aid Providers:
The California Fire Assistance Agreement Committee has conducted both the 5 year review of
the recitals portion of the California Fire Assistance Agreement (CFAA), as well as the yearly
review of the exhibits.
After several extensions of the agreement and numerous meetings and conference calls over
the last year and a half, negotiations have been finalized on the rates, methodologies and
formulas of this agreement.
Outlined below (referencing clauses and page numbers), you will find the most relevant
changes to the CFAA effective January 1, 2015. PLEASE familiarize yourself with the changes to
the CFAA prior to dispatch to an incident/event, as the changes can significantly impact your
agency’s reimbursement.
Recital
In the previous CFAA, the definition pages resided within the recital portion of the
agreement, and began on page 4. The definition pages now reside within the exhibits
portion of the agreement as Exhibit I, Page I1-I4. We have added numerous definitions
consistent with other agreements and have enhanced on defining many other
references within the CFAA for clearer context.
Exhibit A – General
Page A1-A2 Clause A-5
12 Hour Free Period Exception:
Department of Interior Agencies will reimburse from time of dispatch. There will
be no 12 hour free period. Department of Interior Agencies include: BLM, NPS,
FWS and BIA. USFS and CAL FIRE still require a 12 hour free period.
Memorandum of Understanding (MOU)/Memorandum of Agreement
(MOA)/Governing Body Resolution (GBR) or equivalent for portal to portal:
For routine responders (now referred to as Suppression Personnel), it was stated
in the previous agreement that if the duration of the response exceeds 12 hours,
reimbursement for personnel and emergency apparatus shall cover the entire
time of commitment, beginning at the time of initial dispatch from home base to
the time of return to home base.
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2015 CFAA
January 23, 2015
Page 2
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
In the current agreement, if the duration of the response exceeds 12 hours, and
local agencies have an existing MOU/MOA/GBR or equivalent that indicates
compensation for all hours worked, reimbursement for personnel and
emergency apparatus shall cover the entire time of commitment, beginning at
the time of initial dispatch from home base, to the time of return to home base.
If local agencies do not have an existing MOU/MOA/GBR or equivalent that
indicates compensation for all hours worked, local agencies will be reimbursed
for actual hours worked.
Exhibit A – Personnel Reimbursement
Page A-3 Clause A8-A9
Initial method for receiving personnel reimbursement for Suppression
(formerly categorized as routine responders), Non Suppression (formerly
categorized as civilians) and Supplemental Personnel (formerly categorized as
Civilians):
A-8 A committee will establish a standard reimbursement formula for local
agency personnel with Base Rates applicable to all jurisdictions. The
default reimbursement will be at the Base Rate for actual hours worked
on the incident. Agencies can be reimbursed at a rate that is higher than
the Base Rate, and/or for more than actual hours worked (up to 24 hours
per day), as follows:
A-8.1 A committee will establish a standard reimbursement formula for local
agency personnel with Base Rates applicable to all jurisdictions. The
default reimbursement will be at the Base Rate for actual hours worked
on the incident. Agencies can be reimbursed at a rate that is higher than
the Base Rate, and/or for more than actual hours worked (up to 24 hours
per day), as follows:
A-8.2 Any agency seeking reimbursement for personnel for more than actual
hours worked on the incident (portal-to-portal) must file an MOU/MOA,
governing body resolution, or equivalent with Cal OES Fire and Rescue
Division. The MOU/MOA, governing body resolution, or equivalent shall
indicate how personnel will be compensated.
A-8.3 Any agency seeking reimbursement for its supplemental personnel
will accept rates as outlined in NWCG#004-2009, Attachment D, which
states that supplemental personnel will be reimbursed using General
Schedule tables with locality pay applied for actual hours worked.
Reimbursement shall be in accordance with Clause A-16.
A-9 The above required documentation for rates and hours shall be based on
actual costs to the responding agency, and not contingent upon
reimbursement from the State of California or Federal Fire Agencies at a
rate that exceeds what the agency will pay its personnel.
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2015 CFAA
January 23, 2015
Page 3
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
Reimbursements will be based on the salary survey and any applicable
MOU/MOA, governing body resolution, or equivalent that is on file at the
time of the initial dispatch.
Any MOU/MOA, governing body resolution, or equivalent is subject to
review by the Committee. Local government will be formally notified of
the determination.
Page A-4 Clause A-11
Reimbursement for fractional hours:
In the previous agreement, reimbursement for fractional hours was taken
to the next whole hour. Reimbursement for fractional hours will now be
taken to the next quarter hour.
Exhibit A – Formula for Personnel Reimbursement Using Base Rates
Page A-4 Clause A-13
The Committee has established a standard Base Rate reimbursement formula
for local agency personnel who do not wish to seek reimbursement higher than
the Base Rate set by the Committee. Both formulas for portal to portal and
actual hours are provided dependent on your agency policy:
California Fire and Rescue Mutual Aid System Agencies will be reimbursed at the
established Engine Company Base Rate for personnel responding on emergency
apparatus or as overhead personnel at or below the Strike Team/Task Force
Leader Trainee level. Strike Team/Task Force/Unit Leader level or above
personnel will be reimbursed at the established Overhead Base Rate.
Clause A-14
California Fire and Rescue Mutual Aid System Agencies that have not submitted
a Salary Survey for rates above the established Base Rates will be reimbursed
using one of the following formulas:
The formula for the total invoice claim with an MOU/MOA, governing body
resolution, or equivalent for all hours (portal to portal) is:
[(B x H1) + (B x H1 x W) + (B x H1 x U)] = Total Personnel Reimbursement
The formula for the total invoice claim without an MOU/MOA, governing body
resolution, or equivalent for all hours (actual hours) is:
[(B x H2) + (B x H2 x W) + (B x H2 x U)] = Total Reimbursement
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2015 CFAA
January 23, 2015
Page 4
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
B= Base Rate
H1 = All Hours (portal to portal)
H2= Actual Hours Worked
W= Workers’ Compensation Percentage Rate
U= State Unemployment Percentage Rate
The Established Base Rate (B) is based on the average of the CAL FIRE Fire
Captain or Fire Apparatus Engineer Base Rates and the USDA Forest Service
emergency hire rates for these positions applied to a 168 hour week, with 40
hours at straight-time and 128 hours at overtime. The total amount is then
divided by 168 hours resulting in a blended rate.
Exhibit A – Formula for Suppression Personnel Reimbursement Using Average Actual Rates
Page A-5 Clause A-15
The Committee has established reimbursement formulas for agency personnel
who seek reimbursement at a rate higher than the Base Rate. Both formulas
for portal to portal and actual hours are provided, dependent on your agency
policy:
The California Fire and Rescue Mutual Aid System Agencies may submit Average
Actual Rates to Cal OES Fire and Rescue Division for any personnel dispatched to
an incident. The personnel who are dispatched to an incident will first be
classified and reimbursed as described in Clauses A-15.1 through A-15.3. The
submission of Average Actual Rates shall be on file with Cal OES Fire and Rescue
Division prior to the time of personnel dispatch.
Page A-6 Clause A-15.1
California Fire and Rescue Mutual Aid System Agencies that have submitted
Average Actual Rates to Cal OES Fire and Rescue Division at or below the
Battalion Chief level shall be reimbursed using one of the following formulas:
The formula for the total invoice claim with an MOU/MOA, governing body
resolution, or equivalent for all hours (portal to portal) is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, governing body
resolution, or equivalent for all hours (actual hours) is:
[(A x H2 x 1.5) + (A x H2 x 1.5 x W) + (A x H2 x 1.5 x U)] = Total Reimbursement
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2015 CFAA
January 23, 2015
Page 5
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
A= Average Actual Rate
H1 = All Hours (portal to portal)
H2= Actual Hours Worked
W= Workers’ Compensation Percentage Rate
U= State Unemployment Percentage Rate
The Average Actual Hourly Rate (A) is the average hourly rate of all personnel in
the specific rank (e.g.: Captain, Engineer, Firefighter) within each individual
jurisdiction.
Exhibit A – Formula for Suppression Personnel Reimbursement Using Average Actual Rates
Page A-6 Clause A-15.2
California Fire and Rescue Mutual Aid System Agencies that have submitted
Average Actual Rates to Cal OES Fire and Rescue Division above the Battalion
Chief level shall be reimbursed using the following formulas:
The formula for the total invoice claim with an MOU/MOA, governing body
resolution, or equivalent for all hours (portal to portal) is:
[(A x H1) + (A x H1 x W) + (A x H1 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, governing body
resolution, or equivalent for all hours (actual hours) is:
[(A x H2) + (A x H2 x W) + (A x H2 x U)] = Total Reimbursement
A = Actual Average Rate
H1 = All Hours (portal to portal)
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = State Unemployment Percentage Rate
Page A-7 Clause A-15.3
If personnel above the Battalion Chief level have an MOU/MOA, governing body
resolution, or equivalent that indicates they are to be paid above straight time,
the reimbursement will be calculated using one of the following formulas. The
MOU/MOA, governing body resolution, or equivalent is subject to the provisions
in Clause A-9, and must not be contingent on this agreement or executed on the
sole basis that there is reimbursement from Cal OES, CAL FIRE, or the Federal
Fire Agencies.
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2015 CFAA
January 23, 2015
Page 6
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
The formula for the total invoice claim with an MOU/MOA, governing body
resolution, or equivalent for all hours (portal to portal) and MOU/MOA,
governing body resolution, or equivalent for above straight-time is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, governing body
resolution, or equivalent for all hours (actual hours) and with an MOU/MOA,
governing body resolution, or equivalent for above straight-time is:
[(A x H2 x 1.5) + (A x H2 x 1.5 x W) + (A x H2 x 1.5 x U)] = Total Reimbursement
A = Actual Average Rate
H1 = All Hours (portal to portal)
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = State Unemployment Percentage Rate
Exhibit A - Formula for Non-Suppression (formerly referred to as “Civilians”) Personnel
Reimbursement Using Average Actual Rates
Page A7-A8 Clause A-15.4
In the previous agreement, personnel referred to as “Civilians” that were
compensated for actual hours worked, had to provide two rates. Those two
rates consisted of an overtime rate for overtime hours worked, and a straight
time rate for straight time hours worked. The Committee has changed the two
rate practice and requirement, and has provided the same formulas and
methods in which suppression personnel are to be compensated for portal to
portal or actual hours worked, dependent on your agency policy:
California Fire and Rescue Mutual Aid System Agencies that have submitted
Average Actual Rates to Cal OES Fire and Rescue Division for Non-Suppression
Personnel shall be reimbursed for actual hours worked using the following
formula:
The formula for the total invoice claim without an MOU/MOA, governing body
resolution, or equivalent for all hours (actual hours) is:
[(A x 1.5 x H2) + (A x 1.5 x H2 x W) + (A x 1.5 x H2 x U)] = Total Reimbursement
A = Average Actual Rate
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = State Unemployment Percentage Rate
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2015 CFAA
January 23, 2015
Page 7
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
The Average Actual Rate (A) is the average hourly rate of all personnel in the
specific rank (e.g., Dispatcher, Heavy Equipment Mechanic, and Inspector) within
each individual fire agency.
Non-Suppression Personnel, who have an MOU/MOA, governing body
resolution, or equivalent that indicates they are to be paid portal to portal
according to Clause A-8.2, will be reimbursed in accordance with the following
Formula for Personnel Using Average Actual Rates:
The formula for the total invoice claim with an MOU/MOA, governing body
resolution, or equivalent for all hours (portal to portal) is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
A= Average Actual Rate
H1 = All Hours (portal to portal)
W= Workers’ Compensation Percentage Rate
U= State Unemployment Percentage Rate
The Average Actual Hourly Rate (A) is the average hourly rate of all personnel in
the specific rank (e.g., Dispatcher, Mechanic, and Inspector) within each
individual jurisdiction.
The 1.5 multiplier in the formula represents an hourly rate, which includes
benefits for straight time, and an overtime rate for overtime hours.
Exhibit A - Supplemental Fire Department Resource Reimbursement Using NWCG#004-2009
Page A8-A9 Clause A-16
In the previous agreement, personnel referred to as “civilians” that were
overhead tied to a local fire department generally by agreement who are
mobilized primarily for response to incidents/wildland fires outside of their
district or mutual aid zone are now defined as “Supplemental Personnel”.
Supplemental Personnel are not a permanent part of the local fire organization
and are not required to attend scheduled trainings, meetings, etc., of the
department staff; therefore, The Committee provided a reimbursement
process separate from Suppression and Non Suppression Personnel:
California Fire and Rescue Mutual Aid System Agencies seeking reimbursement
for Supplemental Fire Department Resources will accept rates as outlined in
NWCG#004-2009, Attachment D, which states that Supplemental Fire
Department Resources will be reimbursed using General Schedule tables with
locality pay applied for actual hours worked. California Fire and Rescue Mutual
Aid System Agencies that roster or sponsor Supplemental Fire Department
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2015 CFAA
January 23, 2015
Page 8
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
Resources shall be reimbursed at the rate of the position being filled on the
incident.
California Fire and Rescue Mutual Aid System Agencies shall identify their
Supplemental Fire Department Resources separately on the Supplemental Fire
Department Resource section of the Cal OES Salary Survey and not include them
under the Suppression responder categories. They are not a permanent part of
the local fire organization. They are mobilized primarily for response to
incidents/wildland fires outside of the fire agency’s jurisdiction.
Supplemental Fire Department Resources shall be paid a regular compensation
rate for all hours worked plus an overtime compensation rate for actual
overtime hours worked, including travel. Base hourly rate shall be no more than
step 5 of the appropriate GS wage adjusted for locality pay at the location of the
fire department’s jurisdiction. Rates can be found on the Office of Personnel
Management website, http://www.opm.gov/policy-data-oversight/pay-
leave/salaries-wages/2015/general-schedule/. Reimbursement costs shall not
include portal to portal pay or the employee portion of benefits. Backfill is not
reimbursable for personnel hired as Supplemental Fire Department Resource.
Approved travel costs will be in accordance with Clause A-35.
Exhibit A – Requesting Reimbursement
Page A-13 Clause A-37
The Committee has developed a NEW Emergency Activity Record (F-42):
In the current agreement, this clause reads you will complete and prepare either
an OES Form F-42 or F-78, and will be the basis for your reimbursement.
However, all personnel will use the newly created Emergency Activity Record
(F-42). We have combined the need to capture all hours worked
(portal to portal) and actual hours worked onto one 8 ½ x 14 form. The F-78
Shift – Civilian Personnel Emergency Activity Record will be discontinued once
the NEW form is released to the fire service.
Exhibit G – Reimbursement Policy and Procedures for Outside the State of California
Assignments
Page G-1 In the previous agreement, travel cost for lodging and per diem for local agency
personnel were reimbursed at the rates and methods established by the U.S.
General Services Administration (GSA).
In the current agreement, reimbursement of personnel, emergency apparatus,
and support equipment will be consistent with Exhibit A Reimbursement Policy
and Procedures, with the following exceptions:
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2015 CFAA
January 23, 2015
Page 9
3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
1.Travel costs for lodging and per diem for personnel shall be reimbursed at
the rates and methods established within Exhibit H, limited to the California
State Standard Per Diem Rates in effect at the time of the response. Lodging
expense will follow the “all counties/cities located in California” up to $90.00
per night, plus tax. Exceptions will be handled case by case with formal
documented and written approval.
Exhibit H – In State Travel And Incident Related Expenses
Page H-1 The previous agreement did not outline a process for approval and
reimbursement for rental vehicles. The Committee added language in the
current agreement for rental vehicle reimbursement for further clarification
and understanding as noted:
Rental vehicles authorized on the resource order do not need additional incident
approval. The cost of the rental vehicle, if incurred by the local agency, and the
fuel purchased to operate the rental vehicle must be submitted on the In State
Travel and Incident Related Expense Log with receipts taped or photo copied.
Rental vehicles that are not authorized on the resource order must receive th e
formal written approval from the incident.
This year the Committee has provided two new additional forms pertaining to the Annual Salary
Survey. These forms are designed to capture and create uniformity for Non-Suppression
Personnel and Supplemental Personnel. If you fall under one, both or all three categories
within your agency, please utilize the salary survey forms consistent with the definitions and
instructions for Suppression, Non-Suppression and Supplemental Personnel.
I have provided the links for viewing and downloading of the January 1, 2015 CFAA,
2015 Rate Letter and Sample Resolutions.
2015 CFAA
2015 CFAA Agreement w/Signatures
2015 Rate Letter
2015 CFAA Rate Letter v2
Sample Resolution(s)
Sample Resolution #1
Sample Resolution #2
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2015 CFAA
January 23, 2015
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3650 SCHRIEVER AVENUE, MATHER, CA 95655
FIRE AND RESCUE DIVISION
(916) 845-8711 TELEPHONE (916) 845-8396 FAX
As we move forward with the new agreement and changes within, we understand the
importance and the need for training to implement these changes. In the next couple of
months, we are set to conduct multiple training/workshops within every one of the six
California Fire and Rescue Mutual Aid Regions. Notifications from Cal OES Fire and Rescue
Division on dates and venues will follow within the next several weeks.
If you have additional questions, or need clarification on the above information, please contact
Lori Lopez at lori.lopez@caloes.ca.gov, or by phone at 916-845-8722.
Thank you always for your continued support of the California Fire Assistance Agreement, and
the California Fire Service and Rescue Emergency Mutual Aid System.
Sincerely
original on file
Kim Zagaris
State Fire and Rescue Chief
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