Menlo Park Fire Protection District

 

District Administration

 

Program Overview

The District Administration (DA) program serves as the executive management body of the District, providing oversight for personnel, financial, capital, operational, and legal functions. This program supports the Board of Directors in implementing its vision and policies. It is also responsible for succession planning, mentoring, and appointing new leadership within the District. Additionally, the program manages fire service operations, ensures daily service levels are met, prepares board meeting agendas, and coordinates staff reports for the board. 

Management Oversight

The DA program is led by the Fire Chief, with oversight provided by the Deputy Fire Chief and Administrative Services Director. The program consists of five full-time equivalent positions and covers expenses related to general liability insurance, consultant and legal counsel services, contract services, general supplies, training and conference registration fees, and a contingency reserve for unexpected expenses.

Program Objectives

  • Oversee administrative, logistical, and operational services in compliance with best practices, labor relations, and applicable laws and regulations.
  • Manage the District’s daily operations, including fire suppression, fire prevention, training, emergency management, special operations, and administrative services.
  • Review and address organizational and administrative matters, ensuring effective follow-through and resolution.
  • Plan, prioritize, and manage capital improvement projects to support the District's long-term goals.
  • Oversee the preparation of agendas and materials for all Board and Committee meetings.

FY 2024-25 Accomplishments

  • Implemented a paramedic school sponsorship program to enhance the District’s ALS capabilities.
  • Enhanced mental health support by expanding awareness programs and benefits for first responders and staff, including training and access to counseling
  • Engaged the Board, staff, and the community on the Station 1 rebuild project.
  • Developed a District-wide strategic plan, incorporating staff and community feedback to guide future development and service delivery.
  • Developed Board-approved metrics to evaluate District emergency response performance.

FY 2025-26 Program Initiatives

  • Evaluate and establish a functional pilot program that demonstrates the feasibility and effectiveness of UAS technology as a first responder in enhancing the efficiency and safety of emergency operations.
  • Implement a new recruitment strategy focusing on self-sponsored fire academy graduates for entry-level positions.
  • Complete a needs assessment for an enterprise resource planning system that integrates accounting, payroll, and human resources.
  • Achieve recognition for excellence in budget reporting by receiving the Government Finance Officers Association Distinguished Budget Presentation Award. 
  • Develop and implement a new performance appraisal tool that incorporates modern performance management practices.

Full-Time Equivalent Personnel

Program Expenditure Summary

Expenditure Analysis

Salaries: The expenditure request covers regular salaries, annual leave, holiday pay, leave cash-outs, workers' compensation, and other paid leaves. The $196,638 increase is primarily due to several factors: the expected general wage increase, the reclassification of the Senior Management Analyst position to Project Manager, and the inclusion of salary costs for the Administrative Specialist position, which has been transferred from the Fire Prevention program to the current program. These adjustments account for changes in personnel roles and necessary compensation updates for the upcoming fiscal year.

 

Retirement: The expenditure request includes the standard employer retirement contribution, Unfunded Actuarial Liability (UAL) annual payment, UAL excess payment, and Medicare tax payments. The $79,020 increase is due to several factors: the allocation of UAL annual and excess expenses to the employee program, an increase in the normal retirement contribution rate, and the addition of retirement costs for the Administrative Specialist position. These adjustments reflect the rising financial obligations related to the retirement plan, as well as the inclusion of retirement-related expenses for the new position.

 

Benefits: The expenditure request includes payments for the café plan, dental plan, life insurance, and post-employment health plan benefits. The $49,463 increase is due to the potential year-over-year rate increases for the benefit plans, along with the inclusion of benefits costs for the Administrative Specialist position. These adjustments reflect both the annual cost increases in benefit plans and the addition of benefits expenses for the new position.

 

Contract services: The expenditure request covers consultant services, legal services, general insurance, and contingency reserves for general administration. The $384,700 increase is mainly attributed to expected insurance rate hikes and funding for consultant services to assist the District in upgrading its enterprise resource planning (ERP) system and evaluating the condition of its facilities.