REPORT TO CONSENT CALENDAR
SUBJECT
Title
Approve Budget Amendments for the 2021 Staffing for Adequate Fire and Emergency Response (SAFER) Grant Award, and Unfreeze 12.0 Firefighter I/II Positions and Add 6.0 Firefighter I/II Positions to be Funded by the 2021 SAFER Grant
Report
COUNCIL PILLAR
Manage Strategically Our Workforce Capacity and Resources
BACKGROUND
Given the City’s significant fiscal challenges, the Fire Department sought out grant opportunities to help address its funding needs. On September 15, 2022, the Department of Homeland Security (DHS) awarded the City of Santa Clara the Fiscal Year (FY) 2021 Staffing for Adequate Fire and Emergency Response (SAFER) grant in the amount of $11,269,422 to supplement the cost of hiring 18 firefighters over a three-year period from March 14, 2023 to March 13, 2026 (see Attachment 1). The City accepted the grant award on September 30, 2022.
The Department of Homeland Security’s SAFER grant program is designed to improve or restore local fire departments' staffing and deployment capabilities so they may more effectively respond to emergencies. The goal of the SAFER grant is to assist fire departments with the ability to meet the National Fire Protection Association’s (NFPA’s) staffing, response and operational standards as defined in NFPA 1710.
DISCUSSION
Due to budget shortfalls caused by the COVID-19 pandemic, 12.0 firefighter positions were frozen during FY 2020/21, which reduced the daily staffing from 40 on-duty personnel to 36 personnel and generated ongoing savings of $2.25 million. The SAFER grant will be used to unfreeze these 12.0 firefighter positions as well as add 6.0 firefighter positions to help maintain the current daily staffing with less reliance on overtime.
On average, the department fills seven to nine daily vacancies with overtime personnel to maintain the daily minimum staffing number of 36. The freezing of the 12.0 firefighter positions suspended the staffing of two Advanced Life Support (ALS) supplemental ambulance units and eliminated the ability to use those positions as additional relief to help reduce overtime due to vacancies caused by vacation, sick and disability leaves.
In calendar year 2021, firefighters worked anywhere from 200 to over 1,800 hours of overtime to maintain daily staffing of emergency response apparatus. The current method that increased overtime to maintain adequate coverage is not sustainable. The increased number of hours employees are working has produced increases in burnout, risk for injuries, and sick leave usage.
The fire stations are staffed by three shifts to provide continual daily coverage. The unfreezing of 12 and addition of 6 firefighter positions will enable the department to add approximately six front-line personnel per shift. This would address the majority of the seven to nine daily vacancies and would significantly reduce the overtime usage. Restoring and adding these positions will provide relief to the work force and the overtime savings will help with the upcoming two-year operating budget deficit.
The City is currently in the process of recruiting for the firefighter positions. The job announcement refenced that the firefighter positions are funded by this SAFER grant, and received approximately 970 applications. The hiring process is underway for the new firefighter positions that would be supported by the SAFER grant. It is anticipated that these positions would be hired by May or June of 2023 and would begin the 18-week Recruit Academy.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
Over the three-year grant period, the SAFER grant award totals $11,269,422. Budget actions are recommended to recognize and appropriate the portion of the grant that is anticipated to be received in FY 2022/23 to the Fire Operating Grant Trust Fund (178). Budget actions will be incorporated into future budgets to recognize and appropriate the remaining grant funds.
Over the three-year grant period, the total cost of the 18.0 firefighter positions is estimated at approximately $14.2 million. The grant would cover $11.3 million of this cost and the reduction in overtime is estimated to generate savings of $10.8 million, resulting in net projected savings of $7.9 million over the grant period. The personnel costs exceeding the grant award as well as the onboarding costs necessary for new firefighters (e.g., fire academy costs, personal protective equipment, etc.) will be more than offset by the reduction of overtime during the grant period. After the three-year grant period, it is anticipated that the position costs would exceed the overtime savings by approximately $1.4 million annually, resulting in a net cost to the City. At that time, the City will need to make a determination whether the 18.0 firefighter positions would continue or a reduced optimum number of relief staff would be necessary to minimize overtime and ongoing City costs.
The 18.0 new firefighter positions will be factored into the budget, and a budget proposal will be brought forward in the Proposed FY 2023/24 and FY 2024/25 Biennial Operating Budget to reflect the net savings during the grant period.
The agency match requirement for this grant has been waived for this award period, and upon expenditure of the appropriated funds, the Department will request reimbursement from FEMA.
Budget Amendment
FY 2022/23
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|
Current Budget |
Increase/ (Decrease) |
Revised Budget |
|
Fire Operating Grant Trust Fund |
|
Revenues |
|
|
|
|
Other Agencies Revenue (FY 2021 SAFER Grant) |
$0 |
$563,484 |
$563,484 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
FY 2021 SAFER Grant |
$0 |
$563,484 |
$563,484 |
COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve the FY 2022/23 budget amendment in the Fire Operating Grant Trust Fund to recognize revenue from the Department of Homeland Security in the amount of $563,484 and establish a FY 2021 SAFER grant appropriation in the amount of $563,484 (five affirmative Council votes required to appropriate additional revenue); and
2. Approve the unfreezing of 12.0.0 Firefighter I/II positions and addition of 6.0 Firefighter I/II positions in the Fire Department.
Staff
Reviewed by: Ruben Torres, Fire Chief
Approved by: City Manager’s Office
ATTACHMENTS
1. FY 2021 SAFER Grant Award