STAFF REPORT

STAFF REPORT

Operations Committee, January 3, 2008

Agreement with Cary Area EMS (FD08-03)
Consideration of a Memorandum of License Agreement with Cary Area Emergency Medical Services, Incorporated to co-locate in Town of Cary Fire Station 5
Speaker: Chief Allan Cain

From: Allan Cain, Fire Chief
Prepared by: Allan Cain
Approved by: William B. Coleman, Jr., Town Manager
Approved by: Benjamin T. Shivar, Assistant Town Manager

Background

Cary Area Emergency Medical Services, Incorporated (CEMS) is a non-profit emergency medical ambulance service that provides paramedic level ambulance service for Wake County. CEMS serves most of the Town of Cary jurisdiction, as well as the Town of Morrisville and western Wake County. As a result of a recent review of CEMS service delivery, Wake County determined a need to deploy an ambulance in central Cary in order to meet response time goals for that area and in particular for two adult-care facilities with significant calls-for-service.

In addition, Wake County is assessing the feasibility of expanding the practice of co-locating ambulance crews at various fire stations located throughout Wake County. Currently, no ambulance crew is stationed at any Cary fire station, but several ambulances co-locate at other fire stations throughout the county and state.

Current Status

Cary Fire Station 5 is located at 2101 High House Road. Fire Station 5 houses two fire fighting companies, an engine company with 5 firefighters and a ladder company with 4 firefighters. Station 5 was identified by Wake County as a location from which ambulances could be deployed and response times for the general area could be improved.

Currently, CEMS serves this area with an ambulance that responds from their EMS building located at Medcon Court and Kildaire Farm Road. A study of over 1,000 calls for service in this area indicates response times from Medcon Court routinely exceed Wake County’s response time goal of 12 minutes at the 90^th percentile. Co-locating an ambulance at Fire Station 5 is estimated to reduce response times for this area in most cases by as much as 50%. CEMS studies indicate 90^th percentile response times will be in the 4-8 minute range for this area.

In addition to reducing response times for this specific area, relocating an ambulance from Medcon Court is consistent with Wake County’s EMS Deployment Plan to decluster ambulances. Declustering eliminates the practice whereby multiple ambulances respond from one facility by redeploying ambulances to fire stations in order to reduce response times and meet the 12 minute at 90^th percentile goal.

This memorandum of license agreement provides that CEMS would locate one ambulance with a two-person crew to Fire Station 5. Staff has determined that we have sufficient operating capacity at Fire Station 5 to accommodate CEMS resources. We believe emergency medical services in the form of reduced response times will improve for Town residents as a result of co-locating an ambulance at Fire Station 5.

Fiscal Impact: The fiscal impact of co-locating a CEMS unit in Fire Station 5 is an estimated $4,750 offset of estimated operating expenses paid by CEMS to the Town. The offset is computed given CEMS personnel represent 18% of the total personnel operating from Fire Station 5. Currently, estimated annual operating expenses for Fire Station 5 are $26,400. Using a proportional formula, 18% of the annual estimated expenses equal $4,750, for which CEMS will reimburse annually. Staff will evaluate operating costs and make invoicing adjustments annually.

Staff Recommendation: Staff recommends Council approve the Cary EMS co-locating memorandum of license agreement.

NORTH CAROLINA

WAKE COUNTY

Memorandum of License Agreement

This memorandum of agreement made and entered into this ____ day of _____, 2008 by and between the Town of Cary, a municipal corporation of the State of North Carolina (“Cary”), and Cary Area Emergency Medical Services, Inc., a nonprofit corporation of the State of North Carolina (“Cary EMS”);

WITNESSETH:

WHEREAS, Cary operates a fire station to be known as Fire Station #5, located at 2101 High House Road (“Cary FS #5”); and

WHEREAS, Cary has operating capacity in Cary FS #5 for an additional crew and company and is willing to provide operating space in Cary FS #5 for a Cary EMS crew to better serve parts of the Town of Cary corporate limits and Wake County; and

WHEREAS, Cary EMS desires to share such space in Cary FS #5 on the terms set forth herein; and

NOW THEREFORE, in consideration of the premises and covenants contained herein and for other good and valuable consideration, and pursuant to authority granted by G.S. Sections 160A-11, and 160A-20.1 do hereby covenant and agree as follows:

1. SERVICE RESPONSIBILITY

Cary licenses Cary EMS to occupy space in Cary Fire Station #5 on the terms set forth herein. Cary EMS will assign one crew to Cary Fire Station #5 for the purpose of providing emergency medical service to parts of the Town of Cary and Wake County. Cary EMS will maintain approved apparatus in Cary Fire Station #5.

2. LOGISTICS

Cary EMS will maintain 2 computer workstations in the Cary Fire Station #5. Two of the workstations will be for Wake County network access. One computer will be located in the Cary EMS dormitory. The second computer will be located in a common area. Cary EMS will maintain two phone lines. Two telephones will serve the two phone lines. One phone will be located in the Cary EMS dormitory the other will be located in a common area. Cary EMS staff will have authority to use the Cary Fire Station #5 fax machine. Cary EMS will maintain one ambulance at Cary Fire Station #5.

3. OPERATING GUIDELINES

Cary EMS agrees to comply with the Cary Fire Department policies and guidelines as it relates to the facility use. The Cary EMS assigned supervisor will report to the Cary Fire Department Station #5 Captain in regard to operational issues that may arise as a result of this license. Cary EMS agrees to share the operating cost of Cary Fire Station #5. The operating costs include: gas, electricity, water utilities, floor maintenance, exhaust removal, lawn maintenance and station supplies. Cary Fire Administration will identify the expected shared cost by January 1st each year. The Cary EMS share shall be determined by taking the annual operating cost and multiplying that by the proportional share of Cary EMS staff at Fire Station #5. The Cary EMS proportional share of staffing is determined by dividing the number of Cary EMS staff by the total number of persons at Fire Station 5. It is expected that the Cary EMS share will be approximately eighteen percent (18%), 2 Cary EMS staff among 11 total persons. The Town of Cary will invoice Cary EMS for their cost share in July of each year.

4 TERMS:

The term of this MOA shall be from the date of execution by both parties through June 30, 2008 (“Initial Term’). This MOA shall thereafter renew automatically for one additional year (“Renewal Term”) until June 30, 2009, unless either party provides notice on or before May 30, 2008 to the other that this MOA should terminate at the end of Initial Term.

5. NON-DISCRIMINATION:

The parties hereto for themselves, their agents, officials, employees, and services agree not to discriminate in any manner on the basis of race, color, creed, or national origin with reference to the subject matter of this MOA, no matter how remote.

6. NON-ASSIGNMENT.

The license granted herein is personal to Cary EMS and may not be assigned.

7. AMENDMENT:

This MOA may be amended by a writing executed by both parties hereto.

8. RATIFICATION BY GOVERNING BOARDS

The parties agree that this Memorandum of Agreement shall be ratified by resolution of the governing board of each party, spread upon the minutes.

IN WITNESS WEREOF, the parties hereto have caused this agreement to be duly executed the day and year first above written.

CARY AREA EMERGENCY MEDICAL SERVICES, INC.

Chairman ________________________ Date__________________

Chief ____________________________ Date__________________

ATTEST:

Notary __________________________ Date: ________________

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TOWN OF CARY

CARY FIRE-RESCUE DEPARTMENT

Town Manager________________________ Date__________________

Fire Chief ____________________________ Date__________________

ATTEST:

Town Clerk________________________ Date: _________________

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