5. FTSFSR 05-02-2012 CITY OF ELK RIVER
FIRE SERVICE TASK FORCE
ORGANIZATION VALUES
• Accountability
• Balanced (life/work/family)
7-7
• Community Oriented
• Dedicated
1,2
• Ethical
• Innovative
• Integrity
5,
• Loyal
• Proactive
• Professional
<'7
tti • Progressive
• Reliable
• Respectful
t,t
• Supportive of Change
• Trained
c'e
• Transparent
• Trustworthy
Updated:Wednesday,April 18,2012
6'7 RAFT.> AAAA A A A A (AAAAAAAA
CITY OF ELK RIVER
FIRE SERVICE TASK FORCE
IDENTIFIED GOALS
. ,
• Establish a clear organizational structure
• Evaluate training/certification requirements
• Evaluate training facilities and resources
• Embrace and utilize technology
• Promote open communications between depannients (cit)wide)
• Update City Code
o Transition from by-laws to SOPs/policies
o Transparent process
• Develop position descriptions/responsibilities
• Succession planning
'Jr
)1r.
• Enhance collaboration
• Address span-of-control
• Evaluate staffing (now and in the future)
• Enhance customer service (i.e. after a fire follow-up)
• Post incident investigations (cause/determination, arson, etc.)
• Tie in fire and building inspections
• Recruitment
• Revenue (hosted training, etc.)
Updated:Wednesday,April 18,2012
D RAFE, ‘,«
CITY OF ELK RIVER
FIRE SERVICE TASK FORCE
7 7 7
COMMUNITY EXPECTATIONS
Disclaimer:the following list was developed by the Task Force. The Task Force recommended soliciting feedback
from the community in the form of a survey or other means.
• Quick response times
\j7
• Professionalism
• Adequately trained responders
• Strong leadership
• Public education and code enforcement
• Clear communications
o Newsletter, etc.
o Follow-up, explanations of why/how (specifically code enforcement)
.7;.(
• Emergency management—working sirens and notification system
• Identity challenge— urban vs. suburban levels of service and expectations
Updated:Wednesday,April 18,2012
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ITEM 5.1
°.).*
City of
El MEMORANDUM
River
Fire Department
TO: Fire Service Task Force
CC: Steve Dittbenner, Ambulance Coordinator
Nate Dittbenner, Ambulance Chairperson
FROM: T.John Cunningham, Fire Chief
DATE: Monday, April 30, 2012
SUBJECT: Elk River Fire and Ambulance Service
At the Thursday,April 26,2012,monthly meeting of the Elk River Fire Department
(ERFD), firefighter and Elk River Fire and Ambulance Service (Ambulance Service)
coordinator Steve Dittbenner expressed his concern over the perceived efforts to "separate"
what is commonly referred to as the fire department and the ambulance service. He
emphasized that, since 1957, the organization has been the "Elk River Fire and Ambulance
Service" and that any attempt to separate the functional responsibilities (i.e. fire protection
and ambulance service) would put a "wedge"in the organization(s). While I explained that
the "Ambulance Service"is a separate entity from the city, he remained concerned over the
future relationship of the ERFD and the Ambulance Service. Mr. Dittbenner left the
meeting abruptly and I was not able to discuss his concerns in further detail.
Background Discussion
As you are aware, there exists a blurred relationship between the ERFD and the Ambulance
Service. The ERFD exists as a tax-funded department of the city. The Ambulance Service
is a not-for-profit organization governed by a board of directors whose primary purpose is
to provide emergency medical care and transport service within its established primary
service area (PSA). It receives no tax dollars from the city for operations. Approximately
one half of our firefighters are also Ambulance Service emergency medical technicians
(EMTs). The ambulance coordinator, an elected position, oversees the daily operations of
the Ambulance Service. Neither the fire chief nor the city,have historically had oversight or
operational involvement of the Ambulance Service. Both organizations presently share a
common set of by-laws and operating guidelines which, as previously discussed,has led to
operational confusion and blurred areas of responsibility and oversight.
Over the past year, the Ambulance Service Board of Directors, at the urging of its legal
council, Eve Borenstein,has worked to re-craft bylaws to clearly establish the organization
and operational authority of the Ambulance Service,in effect separating the two
PO PIKER B1
NATUREI
organizations. Mr. Dittbenner and I have consulted on the direction of the Ambulance
Service and I support their efforts.
Task Force Discussion
The Task Force has had macro-level discussions regarding the relationship between the two
organizations. We have not,however, discussed, and there was no immediate plan to
discuss, the topic of emergency medical services. The focus of the Task Force was limited to
establishing a long-term strategic plan to provide city-financed and directed fire protection
and services.
Following the discussion at the monthly department meeting, specifically the concerns of the
ambulance coordinator and a number of the rank and file firefighters, I may have
prematurely presumed the need to clearly establish the Elk River Fire Department authority
for operations and planning. In hindsight,it may be necessary to consider all of the potential
operational scenarios with regard to the existing fire depaiunent and the Ambulance Service.
We have established a dear consensus thus far that there is a need to improve the city
ordinance regarding operational control of the ERFD. We are currently exploring
organizational structure with which to efficiently and effectively provide fire protection
services. Before going further, I think it is important to take a step back and explore other
options with regard to fire protection and ambulance services, as well as their relationship. I
have added an item to our upcoming agenda to discuss this topic in further detail. Below are
three possible models to consider:
1. Two separate entities. The city would continue operating the fire department and
providing oversight. Medical transport would remain with the Ambulance Service.
The ERFD would remain a tax-supported function of the city. The Ambulance
Service would remain a separate entity with no oversight or funding from the city.
2. City assumes responsibility of ambulance service. Combine the fire and ambulance
service into one agency by integrating fire and emergency medical services.
Oversight, administration and financing would be provided by the city.
3. Fire and Ambulance Service model established. The city delegates the responsibility
for fire services to the existing Elk River Fire and Ambulance Service, or another
recognized agency. The city would relinquish operational and fiscal oversight of fire
services.
The above mentioned options are offered as examples to begin the discussion, as there may
be other options to review as well. To date,we have only considered the first model. The
other two models are offered as potential options to help facilitate discussion regarding Mr.
Dittbenner's and others' concerns with separating the fire and ambulance service.
I have continued to welcome the department,including Mr. Dittbenner,to attend any of the
Task Force meetings.
2
ITEM 5.2
of E
MEMORANDUM
River
Fire Department
TO: Fire Service Task Force
FROM: T.John Cunningham, Fire Chief
•
DATE: Monday, April 30, 2012
SUBJECT: Subcommittee Breakout Session
The majority of discussion for Wednesday's meeting will be on subcommittees, specifically:
1. Staffing and organizational structure
2. Succession planning/career development
The following Task Force members have agreed to be the primary participants and contacts
for the above mentioned subcommittees:
Staffing and organizational structure
• District Chief Collins
• Mayor Dietz
• Captain Nierenhausen
Succession planning/career development
• Captain Curtis
• Firefighter King
• Mr. Simon
Wednesday's meeting will provide Task Force members with an opportunity to discuss these
topics in further detail. All Task Force members are welcome to participate.
There are a few Task Force members that will not be able to attend Wednesday's meeting,
specifically from the succession planning/career development subcommittee. We will utilize
this time to focus primarily on staffing and organizational structure.
F e u i c t o .
NATURFI
- 'Elk River Eire Depart['t'l [i INFORMATION#1
and Ambulance Service
Elk River, Minnesota 55330
May 8 , 1986
Jan Anderson
11336 207th Avenue
Elk River , MN 55330
Dear Jan :
We received your letter stating you were interested in applying
for a position with our Ambulance Service. We are a City owned
Fire Department and run our Ambulance Services as a Corporation
within our Fire Department structure. As of this time , in order
to be a part of the Ambulance Service you must be a fire fighter ,
we do not have separate Ambulance personnel . .
We Appreciate your interest in joining our department , you seem
to be well qualified. If you are interested in an application
for the fire service , please contact me . My home telephone
number is 441-1464 .
Sincerely,
e I/ 4.
Russ Anderson
Elk River Fire Chief
RA/be
INFORMATION 1#1
Jan Anderson
11336 207th Ave. N. W.
Elk River , Mn 55330
4.41-6184
April 29, 1986
Elk River Fire Department , Inc.
Elk River , Mn 5333.0
Dear Sentlemen
I am a certified EMT with three years of experience and a
licensed CPR instructor. l am currently employed part-time
in the operating room of North Memorial Hospii:al . I have
worked at all levels of patient care and would like to
contribute my knowledge and skills to the people in my
community.
As a taxpayer and an eioht-year resident of Elk River , I am
interested in offering my expertise and services to the
quality emergency services currently available to the people
nf Elk River. I feel that 1 cQuld con tribuie positively to
the emergency medical team in our area.
To that end , I would like to make formal application to be
an Emergency Medical Tec hint can with the Elk River Fire
Department. I can be available for duties almost 21! hours a
day and live within the city limits of Eik River.
Could you please provide me with any materials necessary for
reply.
Sincerely,
Jan Anderson , NREMT
INFORMATION#1
yn6
Jan Anderson
11336 207th Ave. N.W.
Elk River, Mn 55330
Mr. Pat Klaers
City Administrator
City Of Elk River
505 UPA Dr.
Elk River, Mn 55330
June 3, 1986
Dear Mr. Klaers:
Since April 29th, I have been communicating with Nr. Russell
Anderson, Elk River Fire Chief, in regards to my interest in
serving as a volunteer Emergency Medical Techinican for the
Elk River area. Despite a letter from Mr. Anderson on May 8th,
I have received no satisfaction in this matter.
I am writing to you to make you aware of the situation and to
ask that you intervene on my behalf. Po that end, I have
enclosed all correspondences to date.
forward to hearing from you soon.
Sincerely,
Jib Anderson, NREPLT
cc Russell Anderson
INFORMATION#1
Jan Anderson
11336 207th AVE. NW
E] i, �iver ��n 35330
May 10, �9B6
Russ AnJers�n
Elk River Fire Department
Elk River , Mn. 55330
Dear Mr. Anderson:
Thank you frr your prompt response to my recent letter.
I understand that the ambulance services is at this time a
part of the fire department . While I have no inter-set in
fighting fires, I am very interested in voluntcering my time
as an EMT. It would seem logical that another willing and
trained Pair of hands could be of value to our community,
especially during a crisis
I would like you to consider one of the follo*ing courses �f
action:
a) sepereting the +ire fighters and the ambulance
attendants into two seperate entities, or
b) allowin] me to work nnly with those fire fighters who
are EMT 's.
While the above suggestions may be a divergence frnm your
accustomed mode of operation, cither is a viable model that
could improve response time as well as 1evel of service.
I am sincere in my request and hope that you will respond in
kind. If you feel it appropriate, please include an
Your tro] y,
Jan Anderson , NREMT
INFORMATION #2
AGREEMENT
BY AND BETWEEN
THE CITY OF ELK RIVER
AND
THE ELK RIVER FIRE AND AMBULANCE SERVICE
FOR USE OF FIRE PERSONNEL AND FACILITIES
WHEREAS, the City of Elk River (the City) does operate and
provide emergency and fire protection services by and through
the Elk River Volunteer Fire Department (ERVFD) pursuant to
Minn. Stat. and Elk River Ordinance Section 206; and
WHEREAS, the primary source of funding for ERVFD is the
City of Elk River General Revenue Fund; and
WHEREAS, the Elk River Fire and Ambulance Service
(Ambulance Service) is a private Minnesota non-profit
corporation; and
WHEREAS, the City of Elk River by and though the ERVFD does
provide garage facilities, support facilities, logistics, and
personnel to the Ambulance Service;
NOW, THEREFORE, it is mutually agreed as follows :
1 . The City agrees to provide to the Ambulance Service
garage facilities at the Main Fire Station,
415 Jackson Avenue for the storage and maintenance of
the ambulance and related equipment owned by the
2 . The Ambulance Service agrees to indemnify and defend
the City and the ERVFD for any and all claims arising
out of this Agreement and the execution of its
functions.
3 . Each of the parties to this Agreement will maintain
insurance policies covering their own equipment and
personnel while engaged in furnishing assistance to
others, each will maintain public general liability
insurance protecting itself against claims of third
parties; and each will maintain workers' compensation
insurance as required by law.
4 . No party to this Agreement nor any officer or employee
of any party shall be liable to any other party or to
any person on account of failure of any party to this
INFORMATION #2
Agreement to furnish emergency services, equipment or
personnel in response to a call for assistance.
5 . No liability shall be incurred by a party who shall
have summoned assistance for damage to or destruction
of equipment of a party rendering assistance unless
such damage or destruction shall be caused by
negligent or malicious conduct of any officer or
employee of the parties .
6 . The Ambulance Service shall provide to the City on the
first day of February each year an inventory and
estimate of value of all equipment owned by the
Ambulance Service.
7 . The Ambulance Service shall provide to the City's
Auditor, at the request of the City, but at least on
an annual basis, all financial records and statements .
8. The Ambulance Service shall comply with Minnesota
Statutes Section 181 .59 relating to civil rights and
non-discrimination.
9 . The parties hereto may withdraw from this Agreement by
thirty (30) days notice in writing to the other.
IN WITNESS WHEREOF, said parties have caused this Agreement
to be signed by their duly authorized officers this F day of
//
/V/OVPMd er , 1989 .
ELK RIVER FIRE AND
AMBULANCE SERVICE CITY OF E K RIVER
eV
➢ fr'Ji ' ar
$Y�O �1 )f_�Gf -By ��I►ri' �"�i� — ----
� / James Tralle
Its:, /'ir-e (Meet Its: Mayor
BA 1^ L �' i • By: 'LI/2?gm / / n ��// atrick D. Klaers
Its : Jacilanee COOrd;halo/ Its: City Administrator
2.
TJK:DB6s
•
INFORMATION #3
JAMES P.LA RKIN LARKIN. HOFFMAN. DALY & LINDGREN. LTD. PAULB.PLUNKCTT
SOBEPT L':HOFFMAN
ALAN L.KILOOW
DALY ATTORNEYS AT LAW KATHLEEN N.NEWMAN
0.KEN
O.KENNETH LINDGREN
GERALD M.FRIEDELL MICHAEL.B.ICBwRON
GREGORY E.KORSTAD
AL MAN C.MULLIGAN GARY A.VAN CLEVC•
Es C.ERICKSON DANIEL l BOWLCS
V
EDWARD`.DRISCOLL 1500 NORWEST FINANCIAL CENTER TODD N. LATKOLICM
GENE N.FULLER
TIMOTHY J." ANUS
JOHN D.FULLMER 75100 XERXES AVENUE SOUTH TimoTHY ROBERT E BOYLE DONNA L.�ROBACK
HARVEY FRANK I. EY BLOOMINGTON.MINNESOTA 55431 MICHAEL W.SCHLEY
CHARLES S. .3. MICHAEL A.ROBERTSON
CHRISTOPHER J.DI DIRiEN TELEPHONE 16121 835-38 GRAY
LISA A.GRAY
JOHN P.BEATTIE GARY A.RENNEKE
FISHER LINDA N.FISHER FAX 16121696-3333
SHANNON K NCGMBPIDGE
THOMAS P.STOLTMAN
MICHAEL C.JwCKMAN CHRISTOPHER J."ARRRTHAL
JOHN C.DIE HL JOHN J.ST EFFENHAGEN
JON S.SWIEREEWSKI
THOMAS J.FLYNN DANIEL W.VOSS
MARK A
JAMES P PUMA RURIK
T000 I.FREEMAN JOHN P.HILL
PETER K.BECK JAMES K MARTIN
JEROME H.KAHNNE THOMAS J.SMITOVR
MICHAEL J. H
SNEARILL R.OMAN Direct Dial Number FRED CRILK K M AUSEP III
GCR ALO L SEEK
AYLE IL".°C IST D• (612) 896-3220 LOREN A.SINGER
THOMAS B.NUMPHREY.JR. LARRY°.MARTIN
MICHAEL T.M
JOHN A.COTTER
BEATRICE A ROTHWEILER
OF COUNSEL
WENDELL R.ANDEREON
JOSEPH
JOSEPH GITIS
November 30, 1992 RICHARD,."DPDBT`
- -•^'ALA<; LC°A°M TTE°IN
scDAD H
Mr. Patrick D. Klaers
City Administrator j DRAFT
City of Elk River
720 Dodge Avenue N.W.
Elk River, Minnesota 55330
Re: Insurance Coverage for Elk River Fire and Ambulance Service
Dear Pat:
This letter is to follow-up on correspondence received from the
League of Minnesota Cities Insurance Trust and our conversations
with Dan Green at First National Insurance Agency.
The Elk River Fire and Ambulance Service is a non-profit
corporation incorporated in 1956. Although the ambulance service
has maintained a working relationship with the City, it is not a
City department or entity.
The League of Minnesota Cities Insurance Trust is a cooperative
which authorize political subdivisions to form self insurance
pools. Because the ambulance service is an independent private
corporation, the Insurance Trust has advised us that it does not
have the legal authority to participate in an insurance pool of
political subdivisions. Therefore, the Insurance Trust will no
longer provide insurance coverage to the ambulance service.
The Insurance Trust has indicated a possible exception for private
corporations that are an "instrumentality" of a political
subdivision. However, in 1989, the City of Elk River and the Elk
River Fire and Ambulance Service entered into an agreement for the
use of fire personnel and facilities. The intent of this agreement
is to distinguish the independent ambulance service from the City's
INFORMATION #3
Mr. Patrick D. Klaers
November 30, 1992
Page 2
Fire Department. Paragraph 3 of this agreement provides as
follows:
Each of the parties to this agreement will maintain insurance
policies covering their own equipment and personnel while
engaged in furnishing assistance to others, each will maintain
public general liability insurance protecting itself against
claims of third parties; and each will maintain workers '
compensation insurance as required by law.
The 1989 agreement between the City and the Ambulance Service
requires the Ambulance Service to provide its own insurance
coverage. The League of Minnesota Cities Insurance Trust has
advised us that their coverage is not available to a private
corporation such as the Ambulance Service. Therefore, the
Ambulance Service must obtain its own insurance coverage.
Please call if you have anyAUebtions.
K
Sincerely, .
E;
vf1 u.
Peter K. Beck, for
LARKIN, HOFFMAN, DALY & LINDGREN, Ltd.
kw
PKB:HSS5
INFORMATION #4
City of FILE •
Eik
River
13065 Orono Parkway
Elk River,Mil 55330
May 30, 2007
Ms.Mary Hedges
Executive Director
YIN Emergency Medical Services Regulatory Board
2829 University Avenue SE, Suite 310
Minneapolis,MLN 55414-3222
Dear Ms. Hedges:
received your letter dated May 24, 2007,regarding the Elk River Fire and Ambulance Service —EMSRB
License No. 0073 and the enclosed correction order NE-07-003.
The Elk River Fie and Ambulance Service is not part of the City of Pik River.The Elk River Fire and
Ambulance Services is a separate 301(C)3 corporation. None of the employees listed in your letter are
employees of the City of F1k River when worinng for the ambulance service. Mr. Steve Dittbenner is an
employee of the Elk River Fire and Ambulance Service, and i believe Mr. Jeffrey Samson and Mr. Peter
Landeen are employees of Allira Medical Transportation. Mr. Ditrbenner is also a paid on call ErPfahter for
the City, but his time spent on ambulance dunes is as an employee of the Elk River Fire and Ambulance
S er tce.
You requested that the City of Flk River provide documentation that the employees of the Elk River Fire and
Ambulance have received employee training on harassment and hindering the inspection activities of the
EMSRB.As you now know, these are not City of Elk River employees; therefore,you need to request this
infomation from the Elk River Fire and Ambulance Service instead of the City of Elk River.The City of Pik
River has ao authority over Elk River Fire and Ambulance Service or Allina Medical Transportation
employees.
Please redirect the correction order and request for information to the Elk River Fire and Ambulance Service
and correct your record so that it does not indicate that the City of Elk River is in any way involved with the
issues related to the inspecton on May 14, 2007.
Finally, I am confident that Mr.Dittbenner will cooperate fully to resolve this issue. I know that he would
not tolerate any of the behavior you referenced in your letter.
Sincerely yours,
"Oa
Lon Johnson
City Administrator
cc: Steve Dittbenner,Ambulance Coordinator;Elk River Fire and Ambulance
Bruce West,Fire Chief; City of Elk River
Brian LaCroix,Vice President;Allina Medical Transportation Service
Phone:763.635.1000
Fax:763.635.1090
www.ctelk-rivermnus