ORD-2011-047 Budget Ordinance Amendment #5-B - Study for EMS Services & E911 Communication Center

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E department operates a mixed shift system with a 24/72 rotation and a modified 12 hour DuPont schedule. The 24172 shift means an individual is on for one 24 hour period and is then off for 72 hours. This requires four shifts to provide around the clock coverage. The 12 hour modified DuPont schedule requires two shifts to provide peak load coverage seven days a week. Currently there are four 24 hour units and one 12 hour unit serving the County seven days a week. The department is currently training staff to add at least one additional 12 hour unit to the system to address peak workloads and better manage personnel costs. This addition will also increase unit availability. In 2007/2008 the system utilized the 24/48 staffing model to place more units on the road, but the impact to overtime spending was severe. This increased workload on staff led to increased worker's compensation claims, increased turnover within the department and early retirements. In fiscal year 200712008 overtime (department wide) was $663,360. A common myth is that adequate staffing negates the need for overtime. Although overtime is reduced when sufficient numbers of units are fielded to address system needs, overtime is necessary to accommodate absences due to employee leave, illnesses and mandatory training. Most EMS systems utilizing best practices address these issues by having sufficient resources that allow staffing above the critical level. For example, a neighboring system deploys as many as seventeen ambulances but identifies minimum staffing at thirteen units before overtime is utilized to re -staff above critical levels. Over the years, overtime has been reduced by nearly ten percent per year since 2007/2008. In fiscal year 201012011, overtime expended to maintain EMS, E911 and mandatory support coverage was $484,290 department wide, a 27% reduction in overtime spending since FY 2007108. This reduction in overtime was achieved by re- tasking available assets, flexibly redeploying resources, and working diligently with Human Resources to reduce recruitment and hiring timeframes. In addition, staffing needs were being addressed to begin right - sizing the system. Those efforts are still underway to further reduce overtime spending. Additional staffing is necessary to improve EMS response time and reduce overtime spending by putting additional ambulances into the system. To accomplish this with the Boards support, the EMS system needs to add staff. FINANCIAL IMPACT: The approval of these recommendations will have a financial impact on a multi -year basis regarding capital and equipment additions and improvements and additions in staffing. (Agenda Item #5 for this November 17, 2011 meeting provides a summary of the potential costs associated with Emergency Services Coverage, Capacity and System Improvements addressed in this and other agenda items.) RECOMMENDATION(S): The Manager recommends that the Board authorize the Manager to contract with a consultant to assist the department with the development of a 'multi -year strategic plan addressing EMS station locations, equipment and personnel needs. The purpose of the study is to provide a comprehensive and scheduled approach with associated costs for Board review and approval.