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North Whatcom Fire & Rescue – Fire District 4

Regional Fire Authority Planning Committee

Meeting 3

Date: Wednesday, October 7, 2020

Time: 3:00 – 5:00 P.M.

Location: Meeting will be held virtually on Zoom

Proposed Agenda

Item # Topic/ (time) Presenter

1. Welcome and Introductions (7 min.) Committee

Chair Mark

Chamberlain

2. Approval of Meeting Summary from Meeting 2 (3

min.)

Mark

3. Follow up on questions from Meeting 2 (5 min.)

• EMS levy – additional detail

4. Review and approval of Committee Charter (5 min.) Karen Reed

5. Update on project staffing, costs (5 min.) Chief Van der

Veen

6. Updated District side-by-side comparison document

(2 min.)

Chief Van der

Veen

7. Review/potential action on draft Committee Work

Plan (20 min.)

Karen

8. Review of Draft Communications Plan; Discussion of

engaging communications consultant assistance (15

min.)

Karen/ Chief

9. Initial discussion: Draft Values and Principles

Statement (25 min.)

Karen

10. Future Committee Meeting date(s) (5 min.) Mark

11. Next Agenda(s) date/time (3 min.) Mark / Karen

12. Closing Comments (10 min.) All

13. Adjourn

1

Materials for Meeting 3:

Agenda

Draft Meeting Summary of Meeting 2 of Planning Committee

Proposed Committee Charter

Project costs summary update

Updated side-by-side District Comparison

Proposed Committee work plan

Draft communications plan

Draft text for website

Draft statement of values and principles

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Regional Fire Authority Committee Special Meeting – September 24, 2020 Page 1 of 8

NORTH WHATCOM REGIONAL FIRE

AUTHORITY COMMITTEE

SPECIAL MEETING

via Zoom Meeting

12:00 p.m.

September 24, 2020

CALL TO ORDER

Chairman Mark Chamberlain called the Regional Fire Authority (RFA) Committee Meeting for September 24, 2020, to order at 12:00 p.m. via Zoom Meeting.

ATTENDEES

Committee Members

Chairman Mark Chamberlain (D4), Vice-Chairman Scott Fisher (D21), Commissioner Bruce Ansell (D21), Commissioner Dave Hanson (D4), Commissioner John Crawford (D21), Commissioner Harry Andrews (D4) and Commissioner Rich Bosman (alternate D21).

Guests

Fire Chief Jason Van der Veen, Consultant Karen Reed, Board Secretary Jennie Sand (21), Local 106NW Kenneth Cunningham and District Administrator/Board Secretary Kris Parks (D4).

1. INTRODUCTIONS

Consultant Karen Reed provided information about her history and involvement withvarious RFA processes. Her goal is to focus on the process so it will be successfullyaccepted by the voters.

Since the first meeting Consultant Karen Reed has completed interviews with each commissioner, Chief Van der Veen and Kris Parks.

2. APPROVAL OF MEETING MINTUES

MOTION: Commissioner Andrews moved to approve the August 26, 2020 minutes. The motion was seconded by Vice-Chairman Fischer and approved 6-0.

3. RFA OVERVIEW

Consultant Karen Reed reviewed a short briefing outlining the powers of an RFA andhow an RFA is formed.

Consultant Karen Reed noted that once an RFA has been formed, it is simpler for an outside agency to join the existing RFA.

DRAFT

3


Planning Committee Mission: The Committee adopted the “Mission of the Planning Committee” document during the Thursday, August 26, 2020 meeting.

Creating a Regional Fire Authority (RFA) vs Merging: The group reviewed the similarities and differences between an RFA and a merger. It was noted that an RFA gives more flexibility in the timing of the initial year of tax collection, and in governance structure options than a fire district merger.

There was discussion regarding the how the District 4 EMS levy and the County EMS levy are processed. Kris Parks will write up a summary of how it works for the next meeting. There was discussion regarding discontinuing the District 4 levy once the RFA goes into effect.

An RFA requires that all staff from each entity must transition to the RFA, while a merger does not guarantee that staff will be retained. Commissioner Ansell questioned how an RFA can be efficient if all staff are retained. Consultant Karen Reed noted that efficiencies can be found in other areas including evaluating stations and equipment.

NWFR and WCFD4 Comparison: Chief Van der Veen presented a side by side comparison of the districts including date established, current population, projected population, area in square miles, population density, annual calls for service in each district for 2019, major land uses, other points of interest, assessed values for 2020, tax levy rates, current government structures and other pertinent information.

Information from the County regarding the median assessed value of a home for property tax purposes in 2020 is expected to be reported in the near future.

Chief Van der Veen will investigate when NWFR last asked the citizens for a levy lid lift. Other than the current EMS levy, District 4 was unsure when the last time they had requested a levy lid lift.

Issues List: Consultant Karen Reed presented an RFA issues list that will need to be addressed in future meetings. Issues include over-arching issues, operations, financing, governance and labor.

There was discussion regarding investigating whether a financial consultant should be utilized. Both Consultant Karen Reed and Chief Van der Veen noted that Bill Cushman was highly recommended to assist with the RFA financial analysis. Chief Van der Veen will investigate his fee and availability and report back to the group.

Draft Project Schedule: The group reviewed the projected timeline and schedule.

• September 2020 – April 2021: Develop RFA plan

• May 2021: RFA Plan adopted by NWFR and WCFD4 and ballot measuresubmitted to Whatcom County Elections

• August 2021: Primary Election

• October 1, 2021: Effective date of RFA

DRAFT

4


• January 1, 2022: RFA taxes imposed from this date forward 4. COMMISSIONER THEMES

Consultant Karen Reed presented her findings from the recent Commissioner interviews from both NWFR and District 4.

• Reasons for pursing an RFA include supporting continued fire service to District 4 as Bellingham continues to annex, improve efficiency in operations and governance and provide better service, move away from current contract which is causing conflict between the two agencies and to create a platform for additional agencies to join in the future.

• Concerns include interpersonal conflicts between commissioners impacting the RFA discussions, the levy rate and whether voters will support any increase.

• There was no consensus as to how success will be defined.

• Barriers to success include interpersonal conflicts between the commissioners and the ability to reach an agreement on the RFA organization. Commissioner Hanson noted that since his interview with Consultant Karen Reed, he no longer has issues or concerns with the organizational chart and has every confidence in Chief Van der Veen to establish the chart to best fit the needs of the RFA.

• There was strong consensus regarding the current positive public perception of the level of fire services delivered.

• Most agreed they preferred an RFA board with fewer than the current eight commissioner total. There was no consensus as to whether the RFA board should include districted or at-large positions or a combination of the two.

• Concern was expressed regarding the differing levy amounts between the districts.

• There was a notable lack of consensus about whether additional funding is needed to address staffing, facility or apparatus needs of the two districts.

5. SAMPLE RFA PRESENTATION/DISCUSSION

Consultant Karen Reed reviewed a sample RFA plan from South Snohomish County; this provided an example of what the Planning Committee is tasked to develop. It was noted that once an RFA is established, many aspects of the plan can be revised without going back to the voters. The levy could be raised or lowered depending on the needs of the RFA. Other potential monies could be collected through various bonds, either voter or commissioner approved, within statutory limits. If the initial levy rate for the RFA is set below the maximum, legal counsel advise that the difference between the starting levy rate and the maximum is considered “banked levy capacity” that can be accessed by action of the RFA Board. Chief Van der Veen expressed concern that if the levy rate was raised without tax payer’s approval, it would affect the chance of approving a benefit charge, if needed, in the future. Chief Van der Veen will share additional information from the district’s attorney as it becomes available.

DRAFT

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Commissioner Ansell suggested developing a long term financial plan which would include the day to day financial needs of the RFA. The current master plan can also be accessed to identify any known deficiencies. The required sections of an RFA plan include the following:

• Section 1: Background and Needs Statements

• Section 2: Definitions

• Section 3: Formation Authority - The planning committee will draft a regional fire protection service plan

• Section 4: Jurisdictional Boundaries

• Section 5: Governance - Elected official numbers vary for each RFA.

• Section 6: Funding and Finance - May include a fire levy, emergency medical services levy or a fire benefit charge. A fire benefit charge requires an additional 10% voter approval.

• Section 7: Organizational Structure

• Section 8: Operations and Services

• Appendixes will include jurisdictional maps, organization structure, real property and person property.

Consultant Karen Reed noted that the committee can input information into the draft template with what is known and then focus discussions on what remains. Commissioner Ansell questioned whether the group would benefit from forming sub-committees. Consultant Karen Reed stated that in her experience, sub-committees are not generally times savers and it is best to keep everyone involved in all aspects of the plan. 6. COMMITTEE RULES AND PROCESS

Ground Rules: The group reviewed the proposed ground rules.

How we will work together:

• Respect the right to be heard - only one person talk at a time.

• Stay on topic. We are here to develop an RFA plan.

• Stay on task consistent with the Committee’s role.

• Monitor your airtime. Be concise so we can hear from everyone.

• Be constructive and solutions oriented. Do not re-litigate the past.

• Be respectful of differing points of view.

• We will operate by consensus wherever possible. We will take votes if necessary.

• Focus on interests, not positions; treat people as individuals.

• Don’t let the perfect be the enemy of the good.

• Keep a sense of humor.

• New ground rules can be added by the Committee at any time.

The Process:

• Meetings will start on time.

DRAFT

6


• Meetings will end on time, unless there is agreement to extend for a specific

amount of time.

• The facilitator will keep track of requests for information from Members; we will

confirm together staff’s capacity to respond, and whether the answers are of

general interest to the Committee or simply need individual follow up.

• At each meeting we will discuss plans for the next agenda. A final agenda will be

circulated by email in advance of the meeting. Meeting materials will also be

circulated in advance if reasonably possible.

• If you can’t attend a meeting, please let the facilitator know as soon as possible.

• A summary of each meeting will be prepared by staff and the facilitator and

submitted for approval by the Committee at the next meeting.

• The facilitator will keep us on schedule during meetings.

MOTION: Commissioner Ansell moved to accept the committee ground rules and process as written. The motion was seconded by Commissioner Andrews and approved 6-0.

Review of Draft Charter and Operating Rules: Consultant Karen Reed presented a draft charter and operating rules for discussion. The committee with review the document and any changes will be made, if needed, before it is adopted during the upcoming meetings.

The document includes the RFA mission, membership, process, public input, public education, Chair and Vice-Chair, resignation and appointment of replacement members, agendas, decision making, staff support for planning committee(s), funding and approval, and amendment of the charter. There was discussion regarding the importance of remaining transparent throughout the entire process. The public will be notified of upcoming RFA meetings, given online access to all agendas, meeting notes and other materials and allowed to submit comments. The districts’ websites will also include an RFA overview and frequently asked questions section in the near future. It is expected that there will be additional avenues to promote public awareness. More discussion is expected regarding public communication during the next meeting. At this time the committee does not have an official position on the RFA, so any committee members offering comment to others should take care to distinguish their personal views from the views of the Committee. Consultant Karen Reed along with Chief Van der Veen will work with the Chair and Vice-Chair to set the agenda for each meeting. Consultant Karen Reed noted that most agencies forming RFAs she has worked with, split all legal costs equally. The charter proposes that both district’s attorneys will be utilized, although NWFR’s attorney will take the lead.

DRAFT

7


7. REVIEW OF PROJECT GOALS, MAJOR ISSUES, WORK PLAN OPTIONS

Project Goals: Consultant Karen Reed presented a list of potential RFA project goals for discussion. Commissioner Ansell questioned that since both agencies, for the most part, are working as one agency, how will the RFA improve the efficiency of operations when the district is currently lacking in admin staff? There was discussion regarding additional language that both Consultant Karen Reed and Chief Van der Veen will address before the next meeting. Suggestions included “to improve the effectiveness of operations, or to

strengthen the unification of both districts.”

Major Issues: Consultant Karen Reed pointed out perceived major issues including the organizational chart/staffing, setting the initial fire levy and governance. Following Commissioner Hanson’s comments about the organizational chart, it is expected to be less of an issue as first believed. Commissioner Hanson stated that he is comfortable asking District 4 community members for an increase in their levy rates and expressed his desire to actively participate in educating the community. Commissioner Andrews stated that he does not believe they would get the District 4 community to approve a levy lid lift of $1.50 at this time. It may be better to go for a lower amount and pass a bond if the need arises. Chairman Chamberlain noted that setting the initial fire levy rate and selling it to the community is going to take a lot of work and public education. Chairman Chamberlain suggested working with a financial analyst to gain much needed information before a fire levy rate is set. Work Plan: Consultant Karen Reed noted that there are areas that can be worked on incrementally and simultaneously throughout the plan. In her opinion, it would be a mistake to hold on to one major issue until the end of the project, since it has the potential to be fatal to the plan. Since the districts are functionally merged, many aspects of the RFA Plan development could be addressed fairly quickly including boundaries, labor costs, services to be provided and service levels/standards of cover. Additional work is expected on the organizational chart, levy rate and governance.

Consultant Karen Reed noted that all district employees will become part of the RFA. There may still remain some questions regarding how some positions will function within the RFA and various options may be presented. It is expected that the organizational chart will be addressed sooner rather than later.

DRAFT

8


Consultant Karen Reed will draft up a work plan, based on the assumption that the group will meet twice per month and to sequence the discussions in a way that will be productive and not overwhelming. Chair Chamberlain noted that each meeting will include a public comment section to ensure input from Labor.

Discussion Questions: The committee reviewed the discussion questions. Commissioner Ansell suggested that a financial analysis of the districts will need to be completed as soon as possible to not hinder the process. Chief Van der Veen reiterated that he and Consultant Karen Reed have contacted financial analysist Bill Cushman. His fee is $175.00 per hour. The master plan has already documented some of the pertinent information that he could utilize, thus potentially lowering his fees. Other information that will need to be gathered includes an apparatus replacement plan and how to maintain service levels in the future. The group discussed how the various RFA planning costs will be disseminated.

MOTION: Commissioner Crawford moved to have both boards split any costs associated with the regional fire authority 50-50. The motion was seconded by Vice-Chair Fischer and approved 6-0.

MOTION: Commissioner Crawford directed the Fire Chief to seek financial

(analysis) assistance for the regional fire authority. The motion was seconded by Commissioner Andrews and approved 6-0.

8. COMMITTEE MEETING DATE

There was discussion regarding when the Committee will meet. Chief Van der Veen will send out a poll to determine the best times and dates to meet consistently. Meetings will be scheduled every two weeks most likely from 3:00 p.m. – 5:00 p.m.

9. AGENDA ITEMS FOR NEXT MEETING

• Work Plan

10. CLOSING COMMENTS

• Chair Chamberlain noted that there were good discussions that will assist the group in moving forward.

• Commissioner Crawford stated that he is happy to move forward.

• Vice-Chair Fischer noted that there were good discussions and he is also happy to move forward.

• Commissioner Hanson noted that has a better understanding of the process and looks forward to the future and getting the information out to the public.

• Commissioner Ansell noted that some significant questions were answered. He appreciates the background work everyone is doing, feels good about the process and stated that this has been a longtime coming.

DRAFT

9


• Commissioner Andrews noted that he is ready to move forward with the process.

• Labor Representative Cunningham is excited that the process is finally gaining some traction and he is excited to be moving forward.

• Kris Parks thanked Consultant Karen Reed for forwarding all the information.

• Commissioner Bosman noted that he is encouraged by the discussion surrounding the levy rate and the decision to move forward with a financial analysis. In addition, he requested that if any NWFR committee member is unable to attend any of the meetings, to notify him as soon as possible so he can attend as the alternate.

• Chief Van der Veen stated this has been a long time coming and that this organization has tons of future potential.

11. ADJOURNMENT

MOTION: There being no further business Vice-Chair Fischer moved to adjourn the meeting at 2:00 p.m. The motion was seconded by Commissioner Ansell and approved 6-0.

Respectfully Submitted by:

Jennie Sand, Recording Secretary

ATTEST:

Mark Chamberlain, Chairman

DRAFT

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EMS Levy Update (v. 10.2.20)

Statutory maximum for imposition of any and all EMS levies in a single taxing jurisdiction is

$0.50/$1,000 assessed value.

Currently Whatcom County, District 4, District 11 and District 16 all impose EMS levies.

2020 Levy Rates for Whatcom County and District 4:

County EMS Levy Rate District 4 EMS Levy

$0.234

$0.224

• Both levies are imposed in District 4, for a combined levy rate in 2020 of about 46 cents.

• The combined levies cannot exceed 50 cents; by statute, the County’s levy takes

precedence in the event the combined levy rates exceed 50 cents. However, by

Interlocal agreement, the County remits to Dist. 4 the amount Dist. 4 fails to receive on

account of the County EMS levy. See examples below:

Hypothetical examples to explain how the two EMS levies interact

under the Interlocal Agreement

County Levy District Levy Total EMS

levy imposed

in District 4

Result for District

4 in revenue

received

Example 1 50 cents 20 cents 50 cents 20 cents EMS levy


+

5 cents ILA



+

10 cents ILA

Without the Interlocal agreement in place, the District would not be made whole in

situations where the combined levies exceed 50 cents: The District would instead only

receive levy proceeds at the rate of 50 cents minus the County levy rate. Taxpayers

would never be billed for more than 50 cents in total for both levies (as is true under the

Interlocal agreement.)

• District 4 can at any time determine to not continue to levy its EMS levy in the following

year (deadlines for notifying the assessor apply). After the District 4 levy is suspended,

District 4 voters will still pay the County EMS levy, but there would be no continued

remittance to District 4 (except for tax delinquency payments from years when the

District 4 levy was imposed).

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North Whatcom Fire & Rescue– Fire NWFR #4 Regional Fire Authority Planning Committee

Draft Proposed Charter / Operating Rules

Version dated 9.28.20

Redlined to show changes from version dated 9.21.20

A. Mission of the Regional Fire Authority (RFA) Planning Committee: The mission of the

Planning Committee is to create and propose to the Board of Fire Commissioners of North

Whatcom Fire &Rescue/Fire District 21 (“NWFR”) and Whatcom County Fire District

#4(“District”) [collectively referred to as the “Boards”] a plan (“Plan”) for a regional fire

authority encompassing the entire territory within the jurisdictional boundaries of the

NWFR and the District, including the proposed governance, design, financing and

development of fire protection and emergency service facilities and operations, including

maintenance and preservation of facilities or systems, all as authorized by Ch. 52.26 RCW.

The Planning Committee is advisory to the Board of Commissioners of NWFR and the Board

of Commissioners of the District. The Planning Committee shall seek to develop a Plan

which, if approved by the voters of the District and NWFR, will achieve the following goals

and outcomes:

1. To provide sustainable funding and service levels over time to meet the needs of

the growing population in the Districts, while at the same time dealing with a

shrinking tax base in District 4 as Bellingham continues its annexation of portions of

District 4

2. To build on the current operating agreement and partnership between the two

fire districts and create a single, fully-integrated fire service agency with efficient

operations and streamlined decision making processes in place

3. To fund specific service level improvements to better serve the residents and

businesses within the proposed RFA.

4. To ensure the RFA Plan addresses the concerns and needs of both Districts and is

ultimately supported by both the District Boards of Commissioners

5. To provide transparent, understandable information to the public about the

potential impacts of the proposed RFA.

6. To ensure meaningful public input opportunities during the planning process,

and to consider public input received in the drafting of the Plan.

7. To ensure the governance plan for the RFA provides equitable representation of

the two member agencies, and to provide sufficient flexibility in the Plan to allow

additional cities and fire districts to join the RFA in the future without needing to

resubmit a new RFA plan to the voters of Districts 4 and 21.

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B. Membership: The Planning Committee membership shall include 3 Fire Commissioners

from NWFR and the 3 Fire Commissioners from the District. NWFR shall also appoint one

Alternate member from its Board of Commissioners who shall participate in meetings in

the absence of one of the NWFR primary appointed Committee members; the Alternate is

encouraged to attend meetings to remain informed of the Committee’s deliberations but

will not be considered a member or receive the stipend at any meeting unless filling in for

an absence.

C. Process:

1. Schedule. The Planning Committee will meet on a regular basis approximately [twice?] a

month from August 2020 through April 2021, and once a month from May through July,

2021. [TBD] The Chair of the Planning Committee may also schedule special meetings

as may be necessary or appropriate.

2. Developing Preliminary Recommendations, Public Outreach Process. The Planning

Committee will accomplish its mission by reviewing staff-developed reports,

information, options and recommendations and considering public input. The Planning

Committee will identify preliminary recommendations with respect to all items that

must be included in the Plan. The Planning Committee shall also provide advice on the

public outreach effort accompanying the development of the Plan and public education

effort after the Plan is approved.

3. Periodic Updates to Boards. The Planning Committee will provide periodic updates to

the Board of Commissioners of both NWFR and the District in the form of preliminary

recommendations, in order that the Boards may provide timely input on the

development of the Plan.

4. Board Deliberations. Either or both Boards may determine they need additional time to

deliberate on a preliminary recommendation from the Planning Committee, and if so,

the Planning Committee will shift its work plan so as to not delay the schedule any

further than necessary. A Board choosing to deliberate on a preliminary

recommendation will make every effort to conclude its deliberations by the end of its

next regularly scheduled meeting.

5. Reconciling Direction from Boards. If either Board is opposed to any preliminary

recommendation of the Planning Committee, it will promptly so advise the Planning

Committee. The Planning Committee will then work to amend the preliminary

recommendations to reconcile it with input from the Boards and bring revised

preliminary recommendations back for review by the Boards. In the event of any

apparently irreconcilable conflicts between the Boards, the Planning Committee will so

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notify the Boards and propose a resolution. Work on the project will cease, at any

point at which either the Board adopts a resolution to halt work on the project.

D. Public Input. All meetings of the Planning Committee shall be open to the public and shall

be duly noticed as public meetings as required by law. Agendas for meetings (and to the

extent practicable all meeting materials) shall be posted online not less than 24 hours

before each Committee meeting. The Planning Committee is required by statute to ensure

there are opportunities for public input in the development of the Plan. The Planning

Committee shall adopt a plan for public input, which will at a minimum include conducting

two public information and input sessions before the Plan is approved by the District and

NWFR. The District and NWFR will also host a website (the “RFA Website”) where the

public and other stakeholders can gather information and review the agendas, proceedings

and materials considered by the Planning Committee. . [IT/Communications staffing

needed to support this] The Planning Committee may determine whether to take public

comment at its meetings, and shall provide the public a means to submit written comments

to the Committee. If the Planning Committee determines to take public comment at its

meetings, it shall approve the rules relating to such comment. [Public Comment approach

TBD]

E. Public Communications. Members of the Planning Committee may be called on from time

to time to comment about the activities of the Planning Committee or the subject matter

under deliberation. In such communications, Members will take care to distinguish any

official Planning Committee positions from individual Member positions. Members agree to

refer inquiries from the press to the Chair and Vice-Chair of the Planning Committee for

response on behalf of the Planning Committee.

F. Chair and Vice-Chair of Planning Committee: At its first meeting, the Planning Committee

elected a Chair and a Vice-Chair from among its Members. The Chair and Vice-Chair will

review and approve agendas in advance of meetings. The Chair will preside over the

meetings; the Vice-Chair will preside over the meeting in the absence of the Chair. The

Chair and Vice-Chair shall serve as spokespersons for the Planning Committee and shall sign

transmittals and reports of the Planning Committee, and assume such other duties as may

be delegated to them from time to time by the Planning Committee. Any vacancy in the

post of Chair or Vice-Chair may be filled by the Planning Committee upon a vote of a

majority of the Planning Committee. In all events, one of these officers must be a District

representative, and one must be a NWFR representative.

G. Resignation and Appointment of Replacement Members. Any Member of the Planning

Committee from NWFR may resign, and such resignation shall be effective upon submitting

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written notice to the Chair and the resigning member’s Board. The Board of the resigning

Member’s agency shall take prompt action to appoint a replacement member. District 4

representatives may not resign, unless they are also resigning as a District 4 Commissioner,

because all three District 4 Commissioners must by statute serve on the Planning

Committee.

H. Planning Committee Meetings. Notice of all meetings of the Planning Committee shall be

given by the Chair or his/her designee in writing by electronic mail or personal delivery to all

Members at least seven (7) days prior to the date on which the meeting is to be held;

provided, however, the Chair may call for special meetings upon not less than twenty four

(24) hours’ notice. Any notice shall specify the date, time and place of the meeting;

provided, however, notice may be waived in writing signed by the person or persons

entitled to such notice, whether before or after the time at which the notice is required to

be given, which shall be equivalent to the giving of such notice. Notice for a special meeting

shall also specify the business to be transacted as required by RCW 42.30.080(3).

1. Agendas. Prior to each regularly scheduled meeting, the Planning Committee, the Chair

and Vice-Chair shall work with staff to confirm an agenda for the meeting. At the

beginning of the meeting any Member may request that the Chair add an item to the

agenda. The decision whether to add an item shall be made by the Chair. Agendas will

be made available to the Members electronically (by email) at least 3 days prior to the

meeting. Staff supporting the Planning Committee shall make best efforts to provide all

meeting materials to the Planning Committee at least 2 days prior to the meeting date.

2. Quorum. A quorum at any meeting shall consist of Planning Committee Members who

represent a simple majority of voting members.

3. Rules of Order. All meetings of the Planning Committee shall be conducted informally

but as needed shall be in accordance with the latest edition or revision of Robert's Rules

of Order, except as otherwise provided in this Charter.

4. Minutes. The Planning Committee has appointed a Secretary. The Secretary shall

prepare and maintain summary minutes of Planning Committee meetings, recording

attendance, general discussion items, decisions and votes (where taken). Minutes

approved by the Planning Committee shall be available to the public and posted on the

RFA Website.

5. Meeting Notices and Agendas. All meeting notices and agendas will be posted on the

RFA Website in compliance with RCW 42.30.077, .080.

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6. A designated labor representative will be provided an opportunity to participate in the

Committee discussions and to offer comment at each meeting.

J. Decision Making:

1. Votes. The Planning Committee shall attempt to make decisions by consensus, defined as

approval from not less than four Planning Committee members, including two from each

agency. Where such consensus cannot be achieved, items may be approved by majority

vote of the Planning Committee, however, the lack of consensus shall be noted. The

minutes shall reflect the votes of each member. Each Member of the Planning

Committee has one vote. No proxy voting is allowed.

2. Routine Items. Routine actions of the Planning Committee will be confirmed by majority

vote.

3. Approval of Final RFA Plan. Notwithstanding the terms of Section I.1-2, the final

proposed Plan must be approved by not less than two-thirds of Planning Committee

members from both the District and NWFR.

K. Staff support for Planning Committee: Staff support will be provided by the employees of

the District and NWFR, and an independent facilitator. Both agencies acknowledge that

additional consultant support may be necessary to develop all the information sought over

the course of this effort. The Planning Committee will utilize the law firm of Chmelik, Sitkin

& Davis, P.S. (CSD) to obtain legal advice. The cost of such legal services will be borne by

NWFR. Before CSD provides advice to the Planning Committee, CSD is directed to forward

such proposed advice to the District’s legal counsel, Quinn & Quinn, P.S. for review. If the

legal advisors disagree on the advice that will be provided to the Planning Committee, the

two law firms will collaborate in an effort to reach a consistent answer. If the disagreement

cannot be reconciled, the Planning Committee meeting notes will reflect the difference in

legal opinions.

L. Funding: Early in its process, the Planning Committee will make a recommendation as to

how costs of the project should be allocated between the District and NWFR and shall

forward that for action by the appropriate District/NWFR processes.

N. Approval and Amendment of this Charter: This Charter shall be approved by vote of not

less than four Members of the Planning Committee, including two Members representing

the District and two Members representing the NWFR, and any amendments must be

similarly approved.

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1 Karen Reed Consulting LLC

DRAFT RFA Planning Committee Work Plan V. 9.28.20

Assumes:

• Updates to be provided to each Board of Commissioners approximately monthly

• target date of RFA election: August 3, 2021 Primary

Standing items at each agenda:

• Introductions/Agenda Review

• Review and Approve summary of prior meeting summary

• Communications Update

• Response to questions from prior meeting

• Union leadership comment

Meeting # / Month Proposed Agenda

Bold face font = action/approval; Bold italicized font = preliminary.

decision

#1/August • Committee leadership, staffing support approved

• RFA name confirmed

#2/ September 24 • Information: RFA Plan Contents/ Review of sample RFA Plan/Issues List

• RFA overview

• District 4 & 21 comparison

• Review of sample RFA plan and key policy questions

• Project schedule

• Themes from commissioner interviews

• Review/Discussion: RFA Planning Committee Charter / formation issues

• Review/Action: Committee Ground Rules

#3 / October 7 • Team updates

• Review/Action: Committee Charter

• Review/Discussion: Draft Work Plan

• Review/Discussion: Draft communications plan, initial website text

o Next steps in developing messages, outreach/input

• Review/Discussion: Draft Statement of Values and Principles

• RFA Plan Items:

o Name

o Boundaries

o Effective Date, Levy Start Date

• Boards update discussion

#4/October • Review/Action: Work Plan

• Review/Action: Communications strategy

• Review/possible Action: Statement of Values and Principles,

• Review/Discussion: Sample RFA governance models, overview of

governance options

• Discussion: Facilities and Apparatus transfers—goals, questions

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• Presentation: Bill Cushman/Chief Van der Veen—Development of RFA

Financial Model and Forecast—some beginning data:

o Historical property tax growth

o Historical operations, labor expense growth rates

o Current reserve policies and levels

o Current status: facilities and apparatus capital

plans/funding

o Discussion: Sustainable Service Levels and Finances:

developing a baseline and baseline-plus scenario

#5/November • Continued governance discussion: options discussion

• RFA Plan Items:

o Services to be provided by RFA

o Organization Chart: Review of options

• Sustainable Services Levels and Finances – continued discussion

o Presentation of Baseline and Baseline Plus Options for

Capital

o Presentation of Baseline and Baseline-Plus Options for

Staffing

o Discussion of other key assumptions

o Unresolved issues / Next Steps

#6/November • Governance: Preliminary recommendation on governance structure

• RFA Plan Item: Organization Chart: Preliminary recommendation on

organization chart

• Review/Discussion: Preliminary financial model results (2021-2028)

o Next steps

DECEMBER Commission Briefings/Confirm direction to continue project

• Governance recommendation, Organization chart

recommendations

• Major assumptions that are part of sustainability model

#7/ January • Discuss input from Boards

• Governance—any remaining issues

• Review model updates / levy implications for different operating

scenarios

#8 / February • Discussion/Possible Action: Selection of Preferred Operations/Capital/

Reserve Policies and financial implications

#9 / February • Continued discussion/Action as necessary: Preferred Operations/

Capital/ Reserve policies and financial implications

• RFA Plan Items:

o Standard of Cover

o Services to be contracted

o Facilities/Apparatus

• Confirm plan for public input/online forum

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Mid-February Public Meetings

o Information about service challenges

• Information about RFA

• Information on preliminary recommendations of Planning Committee

#10 / February • Follow up from Public Meetings

• Briefing Packet for Council/Commission

• Continued discussion on financial options

Late February Commission Briefings

• Bring forward all preliminary recommendations available from

Committee & any public input from meetings

#12 / March • Follow up from Commission Briefings

• Financial Model Presentation (Round 3)

• Direction on Starting Levy, Reserve targets

• RFQ for public education consultant issued

#13/ March • Draft RFA Plan—Review

• Plan for 2nd round of public input opportunities

• Public education consultant on board—review of proposed messages

for public outreach if RFA plan approved

LATE MARCH Public Meetings on RFA preliminary recommendations to date

LATE MARCH Council / Commission Briefing

• Additional recommendations from Committee & public input

#14/ April • Complete Draft RFA Plan

• Review proposed Ballot resolution

• Public Education Plan/Budget reviewed, confirmed

o public education messages

MID APRIL Council/Commission Briefing (includes public testimony opportunity)

• RFA Plan

• RFA Ballot

• Public Education Plan/Budget

#15/ April Adjustments to RFA Plan, Ballot based on Council, Commission input

o

APRIL/MAY Commission Actions to Approve RFA Plan / Submit Ballot Measure to

County Elections

• Resolution approving RFA Plan, directing submittal of measure to

ballot

• Identify Pro-Con Committee Members (need not be commission

action)

May, 2021

(first week)

Deadline to submit measure to County Elections Office for August 2020

Primary

After May 11 Planning Committee would continue to meet 1-2X month to oversee public

outreach effort, begin transition work.

After August election Planning Committee continues to meet to plan transition to RFA

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North Whatcom Fire & Rescue – Whatcom County Fire District #4 RFA Planning Committee

Proposed Initial Phase Communication Plan

(For time period through submittal of draft RFA plan to Boards of Commissioners for approval)

Draft dated September 29, 2020

Key

Messages

(as of

September

2020—

these will

evolve)

• The Regional Fire Authority (RFA) Planning Committee is advisory to the Board of

Commissioners of NWFR and WCFD4

• The Planning Committee is tasked with developing an RFA Plan, which, if approved

by both jurisdictions, will be submitted to the voters of both agencies.

• The target election date is the August 2021 Primary Election.

• The Planning Committee began working in August 2020, and will be submitting a

final proposed RFA Plan for consideration by both agencies in April 2021.

• The Planning Committee will work closely with the Boards of Commissioners in

developing the RFA Plan, reporting to the Boards as recommendations are

developed.

• Public outreach is an important and required part of the RFA planning process.

Audiences Primary:

• Boards of Commissioners

• Employees of NWF&R and District 4

• Contract agencies

Secondary (in initial planning phase):

• Residents and businesses in the proposed RFA boundaries

• Local media

• Emergency service providers

• Cities within the proposed RFA boundaries (Blaine)

Strategy • Provide regular, balanced, accurate, high level information to the two Boards of

Commissioners to enable them to quickly stay informed on project status and next

steps.

• Ensure an opportunity for two-way input – information out from the Planning

Committee and information and feedback in--to and from all Primary and Secondary

Audiences.

• Progress should be transparent. Project schedule, status, meeting agendas, meeting

summaries, meeting materials should be posted on the website unless otherwise

directed.

Tactics • Host a website with an overview of the role of the Planning Committee, FAQs,

Proposed Boundary Map, Planning Committee Meeting agendas and minutes. Links

to website on homepage of both jurisdictions.

• Members of public can submit comments/questions by email/website; comments

reported monthly to Planning Committee

• Monthly updates to Boards of Commissioners (verbal)

• Online open houses for community input /education (during plan development):

o Phase 1: Online forum/Q & A in February

o Phase 2: Online forum/Q &A in March

o Additional presentations: Chambers of Commerce, other service clubs

• Press releases/ media outreach as milestones reached

• District newsletters

• Outreach with community groups, businesses, organizations

• Informational briefings to any contract service agencies, cities

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Internal Working Draft – Not for public disclosure 1

Draft Text for Initial Posting of RFA Website

North Whatcom Fire & Rescue and Whatcom County Fire District #4

Regional Fire Authority Planning Committee.

North Whatcom Fire and Rescue (NWFR) and Whatcom County Fire District #4

(WCFD4) have agreed to explore the potential of creating a Regional Fire Authority

encompassing both jurisdictions. A Planning Committee, composed of three Fire

Commissioners from each agency, has been created to lead discussions.

WCFD4 Commissioner Mark Chamberlain has been elected Chair of the Planning

Committee; Scott Fischer with NWFR has been elected Vice-Chair.

The mission of the Planning Committee is to create and propose to the elected

leadership of NWFR and WCFD4 a plan for a regional fire authority encompassing the

entire territory within the jurisdictional boundaries of the NWRF and the WCFD4,

including the proposed governance, design, financing and development of fire

protection and emergency service facilities and operations, including maintenance and

preservation of facilities or system. The Committee’s responsibilities are set forth in Ch.

52.26 RCW. The Planning Committee is advisory to the Board of Commissioners of

NWRF and the Board of Commissioners of the District.

The Planning Committee held its first meeting on August 26, 2020, and a second

meeting on September 24, 2020.

All Planning Committee Meetings are being conducted via Zoom [see link] and are open

to the public.

Click here for information on future Planning Committee meetings: [link}

All agendas and materials for the Planning Committee can be accessed here: [link]

Questions or comments? Please email [insert email]; your questions and comments

will be shared with the Planning Committee. Staff will respond to your email.

Frequently Asked Questions:

Q: What is a Regional Fire Authority?

A: A Regional Fire Authority (RFA) is a special purpose district established by voters in

a service area that provides funding for fire and emergency medical services. State law

provides the framework for cities, towns and fire districts to consider forming an RFA as

a way to gain service efficiencies through consolidation while retaining local control. An

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DRAFT dated 9.29.20


RFA can be made up of cities, fire districts or a combination of the two. Creation of an

RFA is authorized by state law (Title 52.26, Revised Code of Washington).

Q: How is a RFA created?

A: First, participating agencies must reach agreement on a plan for the RFA; that is the

mission of the Planning Committee. The proposed Plan must then be approved by the

Boards of Commissioners of both NWFR and WCFD4, who would then call for an

election on proposal. All voters in the proposed service area would be able to vote on

the proposition.

Q: Why create a RFA?

A:NWFR and WCFD4 have been operationally merged by contract for nearly a decade;

creating an RFA will take this to a next level within a single unified agency. Creating a

RFA will enable full consolidation of the two separate fire agencies and provide an

opportunity achieve further efficiencies in the delivery of fire and emergency services,

provider a more efficient oversight structure through a single governance board, and

stabilize funding in support of fire suppression and basic life support services.

Q: Who else has created a RFA?

A: There are currently thirteen RFAs in the state of Washington including: South

Whatcom Fire Authority, North Snohomish County Fire Authority; Marysville Fire

Authority, South Snohomish County Fire Authority, Renton Regional Fire Authority,

Valley Regional Fire Authority, West Benton Fire & Rescue, Kent Fire Department

Regional Fire Authority, Riverside Fire Authority, North Mason Regional Fire Authority,

Southeast Thurston Fire Authority, West Thurston Regional Fire Authority,

Q: What happens to the firefighters and staff in the two Districts—will they still

be providing service to my community? Yes. If the RFA is approved by voters,

firefighters and other staff from both NWFR and WCFD4 will become employees of the

RFA. Similarly, the fire stations and fire trucks and other emergency response vehicles

will become the responsibility of the RFA.

Q: How is the RFA funded? Does this funding differ from current fire services

funding?

A: The RFA has the same funding authority as a fire district. In sum, the RFA can

either be funded by a property tax, or a combination of a property tax and a “fire benefit

charge.” The RFA Planning Committee will make a recommendation on the funding

plan.

22

DRAFT dated 9.29.20


Q: What is a fire benefit charge?

A: A fire benefit charge (FBC) is a charge based on a national standard and considers

required firefighting resources, the size of the building(s) on a property, and the hazards

associated with those building(s). For example, a business storing pressurized gas

products would pay a larger FBC than an office building of the same size. A new house

and an older house of the same size will typically pay the same amount. Eligible low

income senior citizens and disabled persons would typically receive the same

percentage discounts on their FBC as they currently do for property taxes. The FBC

funding mechanism requires approval of not less than 60% of the voters and must be

re-approved by voters every six years.

Q: How much will the RFA cost? A: Costs cannot be firmly estimated until the RFA Plan being developed by the

Planning Committee is completed.

Q: When will I know what the plan is for the RFA and how much it will cost me?

How can I have input into the process?

A: The Planning Committee will conduct public meetings as the Plan is developed to

answer questions and get input. Meeting summaries and materials the Planning

Committee is reviewing will be posted on the website [insert link]. You can also submit

questions and comments at [insert link].

Q: What is the timeline for the project?

A: The schedule calls for the RFA Plan to be developed and submitted to the Fire

District Boards of Commissioners by April 2021, and approved by early-May. There will

be public hearings associated with the consideration of the RFA Plan and there will be a

public education and outreach effort following adoption of the RFA Plan so that voters

can be well informed. The schedule calls for the RFA measure to be placed on the

August 3, 2021 ballot.

Q: How is the RFA governed?

A: The RFA is to be governed by a Board of Commissioners that will initially be

comprised of representation from both Fire Districts; the Planning Committee will

develop a more detailed governance proposal in the coming months. Once created,

RFA Board is responsible for approving the FRA budget each year and must conduct a

public hearing as part of the budget process.

Q: Will my fire station be closed?

A: Fire Stations are located in areas to ensure targeted response times can be met

consistently throughout the service territory. The RFA Plan will evaluate response times

23

DRAFT dated 9.29.20


and resource needs to determine whether to propose any change to current firefighter

staffing and stations locations.

24

NWFR and WCFD4

DRAFT Statement of Shared Values and Principles

Draft version dated 8.28.20 based on adopted statements from Arlington/NCRFA negotiations

The RFA Planning Committee endorses the following statement of shared values and

principles to guide the development of a plan for Regional Fire Authority encompassing

NWFR and WDFD4.

Values and Principals are not presented in rank order of priority.

Our Values Include:

1. Affordable and sustainable financial model. The RFA should implement an affordable and

sustainable financial model that can facilitate consistent service levels over time as the

community served continues to grow.

2. Ensuring operations meet or exceed current service levels in terms of their ability to

support a safe and healthy community.

3. Making data-driven decisions. The RFA should take strategic action based on the facts

after a thorough and objective analysis of the issues.

4. Being an effective and efficient steward of public funds.

5. Participatory Governance. Jurisdictions which are part of the RFA should have a

meaningful voice in the operating decisions of the RFA. The RFA Board should seek to

make decisions by consensus whenever possible.

6. Promoting interagency collaboration, communication and strong working relationships.

The RFA will act in the collective best interests of all its public safety partners, not just

those served by the RFA.

7. Pro-Active Oversight, Planning and Continuous Improvement. We are committed to

planning for the future and proactively identifying and addressing the needs of our

communities, identifying and implementing ways to better meet those needs.

8. Providing a safe, supportive and professional environment for our first responders.

9. Strong engagement with our local communities. The RFA should be a positive and

engaged member of the communities it serves with pro-active outreach to the public.

25

Our Operating Principles Include:

A. We strive to operate nimbly, with the ability to make decisions and respond quickly when

necessary.

B. We seek to understand and address the unique needs of the communities we serve. We

strive to address these needs equitably in all operating and financial decisions.

C. We work to attract, develop and retain high quality staff.

D. We strive to employ rigorous quality assurance and reporting practices.

E. We manage agency budgets to control or reduce costs.

F. We seek to limit spikes in budgets from year to year, by use of planning capital investments

over time, developing reserves and other means.

G. We commit to being transparent, accessible and responsive to the public.

H. In contracting to provide services to other agencies, we are mindful of our own costs of

service: communities within the RFA boundaries should not incur additional costs as a

result of these external service contracts.

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