INCIDENT BUSINESS UPDATE (for 2005)

Summary of Changes to AD Pay Plan:

This 2005 pay plan makes the following changes from the plan previously in effect for 2004:

1.      This authority may be utilized for Federal Emergency Management Agency (FEMA) mission assignments.

2.      Requires use of standard rates for positions established by the Incident Business Practices Working Team (IBPWT) for commonly used positions.  Requires approval of rates for positions not established in this pay plan.  Removes provision, which allows Geographic Areas to assign rates and instructs the areas to furnish documentation to the IBPWT to establish the rate for the position on a nation-wide basis. Note:  We can no longer have the Forest Supervisor (or even Regional Forester) set a new or different AD pay rate.  Any requests have to go through the Regional Incident Business Coordinator & then on to NWCG for review.  If approved, there will be a change in the national rates.

3.      Adds “if no documentation establishing a new or interim rate is provided, payment will be made at the AD-1 rate.”   Note:  This will be key – we need to make sure our documentation is in order before we send off for payment – otherwise folks will be paid incorrectly & create a great deal more work for everyone in backtracking to provide the needed information to get it rectified.

4.      Changes direction on how exceptions to the AD-4 rate are processed.

5.      Changes direction to be consistent at all pay levels where a casual’s pay will be set at the point of hire and will not change based upon the location of the incident.

6.      Adds Security Specialist Level 1 or Level 2, and Buying Team Member to list of key positions that may be filled only by current agency employees.  Note - We cannot hire AD’s in these positions.

7.      Adds “This authority cannot be used to circumvent other hiring authorities such as temporary 1039 appointments or career seasonal appointments”.

8.      Clarifies that annual refresher courses and travel to and from training is included within the 80 hour training limit, regardless of agency. 

9.      Removes the provision for up to 120 hours of training for specialized positions when state or federal licensing and or certification requirements exist.

10.  Adds “To meet mission assignments issued by the Federal Emergency Management Agency (FEMA)” to required situations for hire.

11.  Deletes the provision for paying the rate at point of hire or the rate at the location of the incident, whichever is higher (see #’s 2 & 5 above…  we will have 1 rate only per position).

12.  Deletes provision to process casual payments at demobilization site. 

13.  Clarifies that casuals working away from the point of hire must be given enough on-shift time (travel, ordered standby, and actual work) to total 8 compensable hours for that calendar day. 

14.  Removes reference to R&R and clarifies that casuals assigned to an incident at their point of hire are not entitled to guaranteed hours on days off.  This is considered off-shift time and is non-compensable.

15.  Clarifies that casuals working at the point of hire are not guaranteed 8 hours each calendar day. Note:  This may be seen as a change by our AD’s, but we do not have to guarantee them 8 hours at point of hire location.

16.  Adds “The hiring agency/unit is responsible to issue authorization to travel and to process claims for travel expense reimbursement.”  Note:  We’re told that the Service Center in Albuquerque will be doing this…  we don’t know what the process is for notifying them of activation of folks.

17.  Adds language advising agencies to adhere to their policy on hiring of relatives as casuals.

18.  Changes the way positions are classified and rates are established.

19.  Deletes direction authorizing agency administrators to equate positions to benchmark jobs and adds information on how positions are classified.

As a reminder, here are the required situations for hiring AD’s:

Hiring of emergency personnel may be made according to the provisions of this pay plan when any of the following situations exists:

1.      To fight an ongoing fire.

2.      To hire personnel during unusually dry periods or when fire danger is very high to extreme (Class 4 or 5), or when fuel or weather conditions are such that fires can readily ignite, spread rapidly, and do substantial damage, and when risks of fire occurrence are high (for example, severity authority, prevention team activation).  Examples of high risks occur when the preceding conditions exist and when:

a)      Unusual lightning activity is present or is predicted;

b)      Incendiary outbreaks occur; or

c)      An unusually large number of people are in the area (opening day of hunting season, fishing season, 4th of July, or Labor Day weekend, for example).

3.      To provide support to an ongoing incident, including post-incident administration (for example, dispatch, warehouse/cache workers, payment team members, administrative support and reviews).  Post-incident administration normally should not exceed
90 days.

4.      To place additional firefighters on standby for expected dispatch somewhere in the area.

5.      To temporarily replace members of fire suppression crews or fire management personnel who are currently on fires.

6.      To allow personnel to attend emergency incident training in preparation for emergency incident situations.  In most cases, this training should not exceed 80 hours per calendar year. This authority cannot be used to circumvent other hiring authorities such as temporary 1039 appointments or career seasonal appointments.  The 80 hour limit includes but is not limited to:

a)      Required annual refresher courses.

b)      Travel to and from the training.

7.      To allow personnel to instruct emergency incident training when all other methods of hiring and contracting instructors have been exhausted; not to exceed a total of 120 hours per year for a qualified individual to prepare, instruct, and issue certificates for required courses for emergency incident situations as noted in paragraph 6.

8.      To cope with floods, storms, or any other emergency that threatens damage to Federally protected property unless brought under immediate control.

9.      To carry out fire emergency stabilization work where there is an immediate danger of loss of life or property or when prompt remedial action is essential before potentially damaging climatic events occur. 

10.  To develop plans and manage an emergency stabilization effort until regular employees can handle the situation or until other employment methods can be initiated, during a transition period, not to exceed 90 days, following a natural emergency.

11.  To meet mission assignments issued by the Federal Emergency Management Agency (FEMA).

EERA’s

We will be held accountable this year for achievement of a 3% goal for fire contracting with Disabled Veteran Business Owners.

Loss/Damage/Destruction clause has changed this year (this could be a huge issue that we will end up dealing with Contractors on).  When an equipment is hired with operator, we will not pay any claim unless the contractor can prove that the damage was a result of negligence or wrongful act(s) by a Government employee (& stupidity doesn’t count…).

Payments are to be sent to Ogden instead of California.

Fire Records

There is a whole new process that teams & Forests will need to follow for setting up incident files and the retention thereof.

Everything you should need to know is on this web link:    Current Wildland Fire Information

Business Process Reengineering & Affects on Incident Management

At this time, we believe that the processes (eg - for fire payments) will be the same as in ’04.  Our payment center locations have changed.

Letter coming out on accrual (obligation) policy for ‘05

May be contracting Radio/Commo support for incidents this year.

Agency Updates:

BLM – Testing new USDI “Federal Business Management System” (FBMS) this summer (timesheets, travel, etc.).  Will have a centralized payment center set up this year.

ODF – They do not do preseason agreements.  They cannot use FS/BLM EERA’s.  They pay equipment hourly.  They pay overtime for AD employees.

BIA – No internet access yet.  Will transition to FBMS in 2008.  They have a very strict driving policy & will not hire or utilize any other agency folks in this role unless they meet there standards (saw the video about the incident that caused this…. I can see why they’re firm on this.)

NPS – Will have two administrative payment teams & will assist BLM with vendor payments.  Will be able to direct pay DOI employees this year.

WaDNR – Any breaks under 5 hours in length (other than meal breaks) need to be noted whether they were requested by the employee or not (if not, they get paid for the time off).  They pay overtime for AD employees (same rates as ODF).  Cannot have their employees on Type 1 Teams due to reimbursement issues for all risk incidents.   Looking for ICARS experts to help with cost containment (are even willing to let folks do majority of the work at home location) – positions will work for IBA or AA.

FS – Working on an internet website linked off of NWCG web that would allow posting of interagency tools/documents/data so everyone (including AD’s) can access.   We are likely to see a certification &/or licensing process for AD drivers (most regions already have one in place).  Get AD’s to defensive driving classes & get copies of their training certificates to put on file.  Will not be using SHIPS (Accident database) in camps this year – too many bugs to be worked out yet.

Incident Business Management Guidelines

2005 guidelines are being finalized – available in 1-2 weeks.  Now covers the following agencies for Oregon/Washington Incidents:  FS, BLM, NPS, BIA, F&WL.   Need to utilize these guidelines on R6 incidents -- Local offices can review & make local additions if needed.

Team Size

 Mobilization guide states a maximum of 33 positions can be mobilized for IMTs (27 standard positions & 6 trainees).  This issue has gone back & forth between NWCG & Regions since 2002. 

As it stands now, the direction is (letter to be coming out): 

·        27 + 6, but

·        for assignments within the team’s geographic area (GA), they can do what they want/need to do

·        Can negotiate between IC/AA for additional but will fill with closest available forces

·        Can name request as an exception & not the rule (NWCC will take name suggestions whenever we want to provide them..  J)

NWCG will be relooking at this issue after the 2005 fire season.  (R6 proposed 27 standard + 13 at the discretion of the IC &/or AA + 10 trainees)

GA’s are telling NWCG not to expect that they can fill out teams – no local folks available

Other IMT tidbits

IMT Group working on standardizing products for IMTs to leave with AA’s.  One is a final narrative report format that includes decision matrix to document key decisions made during the incident (or the IMT’s tenure on the incident), that affect operations and costs.

National Incident Management Operations (NIMO) – Final proposal was accepted by NWCG – will start implementation planning “now”.  Will have 7 Interagency teams of 7-10 command & general staff positions (IC, IIO, FSC, SAF, LOG, OPS, PSC) located across the nation (Portland, Sacramento, Salt Lake, Missoula, etc.).  Expect positions to be advertised & filled next fiscal year.

NWCC

Somewhat slow fire year, but NWCC processed the following:

Our GAC had 113,000 acres burned at a cost of $78,000,000 in 2004.

Fire outlook/prediction:  El Nino is diminishing – won’t likely see a lot of rain in the NW – will see above normal temps and average or below average rainfall.  Alaska should see a more normal fire season.  Montana, Colorado and Eastern Oregon/Washington are expected to have above normal fire seasons.

National Mobilization Guide is out (on NWCG website).  R6 Mob Guide should be out in next 1-2 weeks.

ROSS may be out at ICPs soon.

Master Agreement

Agreement includes all 5 Federal Wildland agencies and both states.

Covers suppression activities only

No anticipated changes to agreement from ’04 to ’05 other than new forms and processes for BLM & FS.

Broad agreement – State-wide operation plans adds additional detail – local operating plans carry further detail.

Rates of incident agency will be honored (except ODF – they will have to hire under their rates if used on their incidents).

I-SUITE

Some nice modifications coming in 2005 edition & even more/better changes coming in the full revision planned to be out in time for 2006 season.  Expect 2005 to be available in mid-May.