INCIDENT

DATA
FEBRUARY 3, 2012 TO JANUARY 31, 2013

EMS ONLY

CALL VOLUME:

2/12-1/13

2011

2010

Emergency Medical Calls

3223

2253

2221

Daily Average

8.83

6.17

6.08

Transports

2392

0

0

Transferred to Empire

158

0

0

Transferred to Other Ambulance

15

0

0

Assist Empire with Transport

106

0

0

Transport Basic Life Support

1529

0

0

Transport Advance Life Support

846

0

0

Percentage of calls covered by SSFD

87.5%

RESPONSE TIMES: (AVERAGE MM:SS)
Dispatch Processing

1:52

2:40

2:06

Turnout Time

1:25

1:07

1:22

Travel Time

3:51

3:21

3:23

On Scene Time

13:55

17:47

17:43

Total Out of Service Time

35:56

24:56

21:47

Average Response Time

4:46

4:08

4:14

EMPIRE AMBULANCE
Average Response Time (MM:SS)

8:33

Priority 1 Emergency average response time (MM:SS)

7:57

Priority 2 non-emergency average response time (MM:SS)

9:11

Percentage Compliance with 8 minute response time

57%

Percentage Compliance with 12 minute response time

79%

Group
ALS Intercept
Cancelled En route
Cancelled on scene
Dead at Scene
Lift Assist ONLY
No Patient Found
Patient Refused Care
SHED Helipad Transfer
SSFD Assist EMPIRE in Transport
SSFD Assist mutual aid Ambulance in Transport
Stand by
TOT EMPIRE
TOT Mutual Aid Ambulance
Treated ALS, Refused Transport
Treated, Refused transport
Treated, Transferred to Air Medical
Treated, Transported ALS
Treated, Transported BLS

Count
16
27
22
23
103
74
259
2
106
7
5
158
15
10
6
15
846
1529

Total

3223

Pct
0.5
0.8
0.7
0.7
3.2
2.3
8
0.1
3.3
0.2
0.2
4.9
0.5
0.3
0.2
0.5
26.2
47.4

CALL TYPE:

Major Call Type

Other
20%

Cardiac
8%

Trauma
13%

Respiratory
10%
Medical
32%

Fall
17%

DESTINATION HOSPITAL:
Saratoga Hospital
Albany Medical Center
Ellis
Samaritan
Glens Falls
St. Peter’s
VA
Albany Memorial

Call Volume by Day of Week

Hour of Day

2545
45
35
9
7
4
3
1

PERSONNEL
JANUARY 1, 2012 TO DECEMBER 31, 2012

There was no additional staff added to the department as a result of the new ambulance
service. The original 2012 appropriations were adopted prior to the end of 2011 as part
of the budget process. There was no indication at that time the fire department would be
providing ambulance service in the coming year. The overall personnel expenses came in
under budget. Overtime and Comp-time are addressed separately.
Org
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143411
A3143991

Project
51050
51060
51150
51710
51730
51760
51770
51780
51910
51911
51920
51950
51960
51980
51964
58030
51730

Position
Chief
Assistant Chief
Captain
Lieutenant
Firefighters
EMS Coordinator
EMS Instructors
Quality Control
Education Incentive
EMT Ed Incentive
Clothing Allowance
Comp Time
Overtime
Holiday Pay
Special Event
City Portion Soc Sec
SAFER

$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$

Original
91,400.00
86,035.00
296,957.00
391,527.00
2,073,292.00
5,000.00
2,500.00
2,000.00
11,000.00
47,700.00
35,800.00
165,000.00
95,000.00
180,000.00
75,000.00
293,821.00
265,789.00

$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$

Actual
91,307.00
85,986.00
295,412.00
389,876.00
2,052,924.00
5,000.00
3,013.00
2,000.00
11,400.00
47,100.00
35,200.00
168,042.00
153,927.00
162,995.00
52,171.00
269,987.00
273,265.00

$

4,117,821.00

$

4,099,605.00

OVERTIME
JANUARY 1, 2012 TO DECEMBER 31, 2012

In order to maintain the Fire Department’s full operational capability, while at the same
time provide resources for the newly formed ambulance service. We proposed increasing
the daily minimum staffing from nine to ten on duty personnel. The increase in daily
minimum did not affect the shift staffing which was and still remains at thirteen.
Increasing the daily minimum without an associated increase in shift staffing would result
in an increase in shift short1 overtime. We projected a $78,000 increase in overtime over
the 2011 actual overtime expenditures. The original 2012 appropriation was $95,000; it
was amended upward by $73,275 for a total budget of $168,275. The actual overtime
expenditure is $153,927 for an increase of $58,927 in overtime. Comp time resulted in a
much smaller increase of $3,041 for a total dollar increase of $61,968. Because of the
variables associated with overtime, there is no method to determine the exact overtime
cost caused by the ambulance.
Transfers
Org

Project

Position

A3143411

51950

Comp Time

A3143411

51960

Overtime

Original

Amendments

$ 165,000.00

$ 34,000.00

$ 95,000.00

$ 73,275.35

Out

$ 668.67

Actual

Remaining

$ 168,041.83

$ 30,289.50

$ 153,927.39

$ 14,347.96

As a result we have conducted a comprehensive review of all overtime and the variables
that contribute to its cost. Based on that review, we have instituted or drafted a number
of new policies and procedures that addresses the variables identified and contributes to
the overall overtime cost. We have also, based on that review prepared an action plan
that will be shared with the Mayors Office that speaks to those issues related to
scheduling and leave management.
1

Shift Short overtime is overtime needed to maintain the minimum staffing of ten

Shift Short Overtime (hours)
2009

2010

2011

2012

1500
1000
500
0

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

2009

158

102.5

235.5

383.5

104

114

134

95

314

460.5

296

985.5

2010

170

372

394

600

396

348

474

319

442

590

538

656

2011

74

55.5

80

158

99

100.5

192

170.5

160.5

188

163

318.5

2012

47

328

216

378

317

365

529.5

421

405

484.5

787

946

2012 Overtime Categories

Track
13%

Other
3%

CME
9%

Call Back
12%

Contracted Events
6%

CoHazmat
1%
Fire Training
1%

Shift Short
55%

EXPENSES
JANUARY 1, 2012 TO DECEMBER 31, 2012

Ambulance Service Expenses
Org
Project
A3143632 52400 Vehicles
A3143632 52100 Equipment
A3143634 54111 Medical Supplies
A3143634 54747 Ambulance Billing Service
Total Ambulance

Org App
21,200.00
8,500.00
5,000.00
5,300.00

Revised
17,200.00
88,500.00
5,000.00
42,300.00

Change
-4000.00
80,000.00
0.00
37,300.00

YTD Exp
17,064.09
63,869.29
2,901.10
33,341.44

Avail
135.91
24,630.71
2,098.90
8,958.56

40,000.00

153,000.00

113,300

117,175.92

32,861.63

52400 Details:
Date
14-Feb 12
21-Feb-12
5-Mar-12
27-Mar-12
27-Mar-12
27-Mar-12
13-Apr-12
13-Apr-12
30-Apr-12

Description
Ballston Lake Used Ambulance
Knox Box - Vault and Secure Key
Saratoga Sign Pro's - Lettering
Knox Box - Vault and Secure Key (Shipping)
Henry Shein - Reg - Medical Equipment
Equipment for ambulance 2
Transfer out
Knox Box Installation
Pittsfield Communication - 800/155 installation

Cost
$ 12,000.00
$ 2,081.00
$ 1,310.00
$
70.00
$
26.00
$ 1,055.36
$(4,000.00)
$
271.73
$
250.00

Description
Radios
Stryker Stretcher - Altamont Rescue Squad
Well's Communication - Radio Installation
Bound Tree Medical - Stair Char
OSITECH LP12 Cable USB
Physio Control Batteries
Cascade System
Jumbo D O2 Cylinders (10)
Transfer in
Physio Control Life Pack 15 (2)

Cost
$
393.5
$ 1,480.00
$
276.13
$ 2,974.00
$
582.36
$
900.00
$ 1,197.00
$
792.69
$ -80,000.0
$ 56,459.00

52100 Details:
Date
22-Feb-12
27-Feb-12
18-Feb-12
7-Mar-12
8-Mar-12
11-Jul-12
1-Nov-12
27-Nov12
1-Dec-12

54111 Details
Date
7-Mar
27-Mar
2-Apr

Description
VidaCare I/O Needles
Supplies for 2 ambulance
Reeves Stretcher

Cost
$1,868.49
$ 835.61
$ 197.00

54747 Details
Date
6/1/2012
6/28/2012
8/17/2012
8/30/2012
8/30/2012
9/27/2012
10/23/2012
11/1/2012
12/14/2012

Description
February - June
July
August
September
September
October
Void Check
November
December

Vender
MultiMed
MultiMed
MultiMed
MultiMed
MultiMed
MultiMed
MultiMed
MultiMed
MultiMed

Cost
1420.8
2477.05
3109.9
575
3165.45
11445.03
-575
5324.14
6399.07

52100 Comments
There are three items listed in line item 52100 that are one time expenses. The first is the
purchase of an oxygen cascade system. This $1,197.00, as well as the $792.69
expenditure for oxygen bottles was added as a result of the increased cost of oxygen,
bottle rentals and delivery charges. We quickly determined that our consumption of
oxygen exceeded our estimates. With the purchase of a cascade system; it eliminates the
need for delivery and bottle rental fees and allows for the purchase of larger quantities of
oxygen at a much lower cost.
The LP 15 monitor/deliberation units were purchased from ambulance revenues. The
units have been previously identified in the Fire Department Capital Projects planning
and were submitted as part of the 2012 surplus spending proposals. Since the units had
already been identified and after discussions with the Finance Office it was determined
that the best course of action was to use revenue from the ambulance to purchase these
units.

AMBULANCE
MAINTENANCE AND
FUEL COST

MILEAGE

BEGINNING

ENDING

MILES DRIVEN

Ambulance 5651

2,360.00

16,645

14,285

Ambulance 5652

75,260

77,365

1,774

Total Miles

16,059

Cost per mile

X .35

Total Fuel Cost

$5,620.65

Fire Department Fuel Cost (all vehicles)
Fuel Consumption 
 
 
January 
February 
March 
April 
May 
June 
July 
August 
September 
October 
November 
December 
 
Avg. Price 
Cost 
TTL Gallons 
Avg. Use/Mo 

 

 

 
2012 

 

 

 
 

Diesel 
Cost 
Total Diesel  Gasoline  Cost 
Total Gas 
 
435.3 
3.3845 
$1,473.27
143.1
3.011
$430.87 
451.5 
3.463 
$1,563.54
46.6
3.1849
$148.42 
537.2 
3.5874 
$1,927.15
99.5
3.354
$333.72 
538.3 
3.4819 
$1,874.31
85.6
3.5225
$301.53 
649.2 
3.3346 
$2,164.82
103.9
3.2023
$332.72 
284.9 
2.9576 
$842.62
125.3
2.9578
$370.61 
592.3 
3.0736 
$1,820.49
45.8
3.0137
$138.03 
680.37 
3.2341 
$2,200.38
105.72
3.2723
$345.95 
547.92 
3.4867 
$1,910.43
69.38
3.4383
$238.55 
573.26 
3.4225 
$1,961.98
121.08
3.3447
$404.98 
526.43 
3.4463 
$1,814.24
40.18
2.9356
$117.95 
524.83 
3.4739 
$1,823.21
67.78
3.0596
$207.38 
 
 
 
6341.51 

 
3.362175 
Diesel 
 
528.4592 

 
 

 
 
$21,376.45   

 
3.1913917
Gas 
1053.94  
 
87.828333

 
 

GALLONS FUEL (DEPARTMENT)

2012
7,395

2011
6,745

 
 

$1,904.15 
$1,711.96 
$2,260.87 
$2,175.83 
$2,497.54 
$1,213.23 
$1,958.52 
$2,546.33 
$2,148.98 
$2,366.96 
$1,932.19 
$2,030.59 
$24,747.16 

 
$3,370.70 

 
 

$24,747.16
 
616.2875

2010
5,481

2009
7,029

MAINTENANCE COST
Ambulance 5651

$626

Ambulance 5652

$1,441.23

Maintenance Cost

$2,067.23

Total Cost

$7,687.88

Saratoga Springs Fire Department
Saratoga Springs, NY
This report was generated on 1/15/2013 3:02:10 PM
Maintenance History for Apparatus for Date Range
Apparatus: 5651 | Start Date: 01/01/2012 | End Date: 12/31/2012
DATE

TITLE

DONE BY

MAINTENANCE NOTES

02/27/2012 back up lights

Shaw, Peter

Replaced 20 amp fuse

06/30/2012 auto eject

Murphy, Robert

Determined to be wrong
pigtail adapter

07/18/2012 check engine light

Shaw, Peter

No reported engine light since
intital report. City Mechanic to
run code reader on 7/18.
Returned by Police Mechanic
with no report. 7/18

10/05/2012 5651 back door
handle

Mangona, Ricky

FF Mangona repaired

10/12/2012 Adjust Drivers
Window

Shaw, Peter

12/30/2012 Preventative
Maintenance

Fire Apparatus
Unlimited

HOURS

COST

Apparatus: 5651

REPLACEMENT YEAR: 2023

0

$0.00

0.5

$0.00

0

$0.00

0.5

$0.00

Pat at police garage repaired.

0

$0.00

Annual Maintenance

2

$626.00

3

$626.00

TOTALS:

emergencyreporting.com
Doc Id: 600
Page # 1 of 1

Saratoga Springs Fire Department
Saratoga Springs, NY
This report was generated on 1/15/2013 3:03:10 PM
Maintenance History for Apparatus for Date Range
Apparatus: 5652 | Start Date: 01/01/2012 | End Date: 12/31/2012
DATE

TITLE

DONE BY

MAINTENANCE NOTES

03/11/2012 Front Brake
Replaced

Mike Hughes

Replaced front Brakes

06/26/2012 Roof Leakage

Shaw, Peter

Unable to duplicate leak at
this time. Will be observed for
future trouble

09/04/2012 Replace and reinstall fire
extinguisher

Shaw, Peter

Located behind the passenger
side seat.

10/17/2012 Preventive
Maintennance

Shaw, Peter

Done at Police Garage

11/13/2012 Dead Battery

Public Safety garage

12/21/2012 Dead Battery - did
not start

Fire Apparatus
Unlimited

HOURS

COST

Apparatus: 5652
2

$563.00

0.5

$0.00

0

$0.00

1.5

$150.00

Police garage mechanic Pat
in to diagnose. 11/13/12.
New starter installed.

2

$257.55

FAU determined that the
alternators are not charging
the batteries.
Parts: 470.68

4

$470.68

10

$1,441.23

12/26/12 installed rebuilt
battery conditioner will rebuild
unit and swap out.
12/24/12 replaced alternators
REPLACEMENT YEAR: 2015

TOTALS:

emergencyreporting.com
Doc Id: 600
Page # 1 of 1

REVENUES
FEBRUARY 3, 2012 TO DECEMBER 31, 2012

FEBRUARY 2012 TO JANUARY 2013 – FIRST PAYMENT RECEIVED APRIL 20, 2012
Org
Project Item
Original
Revised
Actual
41640 Ambulance Fees
$
- $ 285,871 $ 646,966
41641 ALS Fees
$
- $
15,000 $
4,714
42413 Station Rental
$
- $
35,825 $
24,681
$

See MultiMed Report for details
Updated January 5, 2013

336,696

$

667,361

MultiMed
Billing
Summary
February 2012 to January 2013

The billing summary report is provided to the department on a monthly basis and reflects
the activity for the month as well as the billing history. The last report January 2013
reflects the activity for 2012 as well as the totals for January 2013:

Total calls billed

2367

Cross Charges

$1,563,308.21

Contractual Allowances1

$549,206.02

Net Charges

$1,014,102.19.

Payments

$652,159.22

Write-offs

$130,584.09

Balance Due

$231,458.88

These numbers represent an eight month claim history.

1

Contractual allowances result from the differences between the rates charged for services performed and
expected reimbursements by both insurance companies and government sponsored healthcare programs for
such services.

Billing Program Summary (Trip Date)
City of Saratoga Springs
Month

Claims

February 2012
March 2012
April 2012
May 2012
June 2012
July 2012
August 2012
September 2012
October 2012
November 2012
December 2012

174
204
196
224
214
218
220
191
209
186
218

Totals for 2012:
January 2013

2,254
113

Totals for 2013:

113

Provider
Totals:

2,367

Gross Charges

Contractual
Allowance

Net Charges

Payments

Write-Offs

Balance

98,784.63
114,009.12
113,261.76
157,463.35
144,223.00
151,703.32
156,747.42
135,681.05
145,213.08
125,663.48
146,269.50

29,410.65
35,839.97
36,488.11
62,331.86
52,536.48
54,319.46
56,227.70
51,363.15
54,588.84
48,702.96
50,517.53

69,373.98
78,169.15
76,773.65
95,131.49
91,686.52
97,383.86
100,519.72
84,317.90
90,624.24
76,960.52
95,751.97

47,837.37
55,948.16
60,517.53
70,881.63
66,785.39
68,810.66
68,965.28
60,734.20
55,516.50
45,762.27
44,396.06

13,930.07
12,159.31
9,116.15
16,442.14
15,783.06
16,367.80
19,214.72
8,564.85
7,295.99
4,055.00
6,425.00

7,606.54
10,061.68
7,139.97
7,807.72
9,118.07
12,205.40
12,339.72
15,018.85
27,811.75
27,143.25
44,930.91

1,489,019.71
74,288.50

532,326.71
16,879.31

956,693.00
57,409.19

646,155.05
5,904.17

129,354.09
1,230.00

181,183.86
50,275.02

74,288.50

16,879.31

57,409.19

5,904.17

1,230.00

50,275.02

1,563,308.21

549,206.02

1,014,102.19

652,059.22

130,584.09

231,458.88

Printed on: 2/4/2013 at 12:32:01PM

Page 1 of 1

Ambulance Summary

1 Ambulance Scenario

2012 
Projected

2012    
Actual

2013

2014

2015

2016

Comments

New Ambulance (equipped)

$                     ‐ $                       ‐ $                     ‐ $           30,000 $           30,000 $           30,000 Replace Used Ambulance Lease/Debt 

Used Ambulance (equipped)

$           21,200 $            17,064 $                     ‐ $                     ‐ $                     ‐ $                     ‐

Communications (Cell/Radio)

$                400 $                  394 $                     ‐ $             1,000

Computer Hardware/Software

$                     ‐ $                       ‐ $           (1,164) $                     ‐ $                     ‐ $                     ‐ No Additional Cost/Current Subscripti

Vehicle Insurance

$                800 $                  800 $                800 $                824 $                849 $                874

$                     ‐

Medical Malpractice Liability

$                     ‐ $                       ‐ $                     ‐ $                     ‐ $                     ‐ $                     ‐ No Additional Cost

Capital Equipment

$                     ‐ $            56,459 $                     ‐ $                     ‐ $                     ‐ $                     ‐ LP 15 units in Capital plan not as a res

EMS Equipment

$             8,500 $              7,410 $             5,000 $             5,150 $             5,305 $             5,464 Replacement Cost ‐  Equipment Upgra

EMS Supplies

$             5,000 $              2,901 $             5,000 $             5,150 $             5,305 $             5,464 Additional Supplies

Training

$                     ‐ $                       ‐ $           13,500 $                300 $                309 $                318

Personnel

$                     ‐ $                       ‐ $        120,000 $        140,000 $        185,000 $        190,000 (2) Firefighters ‐ Salary and Benefits

Fuel and Maintenance Cost

$           10,923 $              7,688 $           11,251 $           11,589 $           11,936 $           12,294

Overtime

$           78,000 $            61,968 $           59,950 $           61,449 $           62,985 $           64,560

Miscellaneous 
EXPENSE

$             2,000 $            15,000 $           13,500 $           13,905 $           14,322 $           14,752 Increased cost of other supplies

TOTAL EXPENSE

$        126,823 $          169,684 $        227,837 $        269,366 $        316,010 $        323,725

Minimum Revenues/Budget
Net Charges

$        581,808 $          652,000 $        650,000 $        650,000 $        650,000 $        650,000 Revenue minus billing fees based on 
Actual Revenues will fall between top
$     1,047,254 $      1,015,000 $     1,000,000 $     1,000,000 $     1,000,000 $     1,000,000 Revenue minus billing fees based on 

West Avenue Rent

$          35,625 $            24,482 $          45,000 $          45,000 $          45,000 $          45,000 Under contract ‐ In arrears 

ALS Services provided by SSFD

$          68,000 $              4,714 $          15,000 $          15,000 $          15,000 $          15,000 Empire Estimate ‐ In arrears

Actual Net Revenue

$       511,513 $      482,163 $      440,634 $      393,990 $      386,275

Potential Net Revenue

$       874,513 $      832,163 $      790,634 $      743,990 $      736,275

NOTES:
We included the 2 Firefighter positions approved for 2013 as part of this summary.  However it should be noted that the positions were not requested because of the ambulanc
requested and approved as part our attempts to maintain full shift staffing.
Personnel cost estimate includes step increases and a 3% per year guestimmate, only, and is not based on current contractual or other available actuals.
Updated January 5, 2013