HomeMy WebLinkAboutMN-BFC-2013-05-14CITY OF ITHACA BOARD OF FIRE COMMISSIONERS MEETING MINUTES
Tuesday, May 14, 2013
Present:
Chair Gilligan
Commissioners: Ellsworth, Sparks, McGonigal
Others Present:
Fire Chief — Parsons
Alderperson and Liaison to Board — Fleming
Information Management Specialist — Myers
Excused:
Commissioner Hoard
I. Call To Order:
Chair Gilligan called to meeting to order at 1605 hours. He then introduced and
welcomed the Board's newest commissioner, Robert Sparks, to the meeting.
II. Approval of Minutes:
Approval of the April 9, 2013 Board of Fire Commissioners Meeting Minutes -
Resolution
By Commissioner McGonigal: Seconded by Commissioner Ellsworth
RESOLVED, That the minutes of the April 9, 2013 Board of Fire Commissioners
meeting be approved with noted corrections.
Ayes (3) Gilligan, Ellsworth, McGonigal
Nays (0)
Abstentions (1) Sparks
Carried
III. Additions /Deletions to the Agenda:
Chair Gilligan requested the addition of an "Executive Session" to the agenda to discuss
a volunteer personnel related issue.
No Board Member Objected.
IV. Persons Wishing to Speak to the Board of Fire Commissioners:
Mr. Lyman Baker addressed the Board to provide the following report:
RE: Raymond Wheaton and Lyman Baker time for April & May 2013
"Dear Board of Fire Commissioners,
Raymond Wheaton has 4 hours and Lyman Baker has 4 hours working in the Ithaca
City cemetery at the Ithaca Fire Department Memorial section April 15, 2013 thru May 5,
2013.
The Ithaca Fire Department Memorial and burial section in the Ithaca City cemetery is
neatly mowed and is nice to view and remember.
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The solar lights continue to function and shine on the American flag 2417.
Pretty flowers will be planted there as soon as the weather turns warmer and a frost is
not predicted.
Anyone wishing to pay their respect can drive or walk up University Avenue, turn right
onto Cornell Avenue. There is a small space to park.
On December 6, 1906, a fire destroyed the Alpha Psi Lodge, killed four brothers and 3
volunteer firemen. "
Thank You,
Respectably submitted,
Lyman Baker,
74 Mary St.
Ithaca, NY 14850 -5100
Mr. Lyle Neigh addressed the Board to respectfully request that certain items be
returned to Company #5 as had been requested in the past months.
Chair Gilligan responded that the items have been located and that the Chief and Board
are more than willing to return them to Company #5. However, the Board needs a
written request from the members of former Company #5 specifying what items should
be returned and what their intention is for their future storage and use. That request
should also include their designation of Mr. Neigh as the Company's representative and
custodian of the items. Chief Parsons reported that the stained glass windows have
already been removed and are in storage, the poker table was located but the legs
could not be found, and the minute books were found in the office piled in a stack.
V. Correspondence:
Chair Gilligan reported that the bank statement from the Tompkins Trust Company
Donation Fund dated April 30, 2013 had a beginning balance of $1,058.51 and an
ending balance of $1,058.51 reflecting no activity as of April 30, 2013.
Chair Gilligan reported that a notice was received from the Central New York Fireman's
Association announcing their 120th convention to be held in Madison County in July
requesting the Board place an advertisement locally about the convention. He stated
that the Board's practice has been not to do that.
Alderperson Fleming arrived at 1611.
Chair Gilligan further reported that a request was received from Tompkins- Seneca-
Tioga BOCES Health Occupation Student Education of America (HOMES) division for
the Board to donate towards the cost of one of their students to attend the National
Convention in June. He stated that the Boards past practice is not to make donations
unless it is towards fire service education.
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Chief Parsons reported that, unfortunately, no names for young women in the
community were put forward to attend the annual Phoenix Fire Academy from
representatives at GIAC and the Youth Bureau. The reason was that it was too short
notice, only a month before the deadline which was May 1St, and an essay was required
to be submitted with the application as well. He will distribute information earlier next
year in the hopes that the City might be able to send someone to the academy. He
stated that the $100 application fee that had been set aside by the Board for the
academy is available and asked whether the Board might want to use it towards the
request from BOCES.
Proposal to Donate to the Tom pkins- Seneca -Tioga BOCES Health Occupation
Student Education of America towards the Cost of a Student attending the
National Convention — Resolution
By Commissioner McGonigal: Seconded by Commissioner Sparks
RESOLVED, That the Board of Fire Commissioners donate $25.00 to the Tompkins -
Seneca -Tioga BOCES Health Occupation Student Education of America towards the
Cost of a Student attending the National Convention.
A brief discussion followed on the floor regarding the Board's practice to donate towards
fire service related events and activities.
A Vote on the Resolution Resulted as Follows:
Failed
Chair Gilligan further reported that New York State Electric and Gas donated $200.00 to
the Board's donation fund as a token of their sincere gratitude and appreciation for the
support provided to them during storms and other emergency events by the Ithaca Fire
Department.
Chair Gilligan stated that he would send a thank you note to the NYSEG for their
donation on behalf of the Board.
VI. Membership Changes:
A. Applications for Membership:
Chair Gilligan reported that the Board received a couple of applications for new
members which will be discussed during the executive session later in the meeting.
B. Volunteer Status Request from Robert Romanowski:
Chair Gilligan reported that Mr. Robert Romanowski has respectively requested a
change in his Classification from Class 111, Records /Administration, to Class 1V,
Inactive - Veteran. The Class 1V, inactive /veteran classification would allow him to retain
a connection to the Department without any liability on the part of the Department.
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Approval of Request to Change Volunteer Fireman Status — Resolution
By Commissioner Gilligan: Seconded by Commissioner Ellsworth
RESOLVED, That Mr. Robert Romanowski's request to change his Classification from
Class 111, Records /Administration, to Class 1V, Inactive - Veteran be approved by the
Board of Fire Commissioners.
Carried Unanimously
Chair Gilligan stated that he would contact Mr. Romanowski to express the Board's
thanks and appreciation for his many years of service to the City of Ithaca as a member
of the Board of Fire Commissioners and then as Chair of the Board. In addition, he
served many years as a Common Council member representing the First Ward.
VII. Miscellaneous Reports:
A. Town of Ithaca: Chair Gilligan stated that he provided a quarterly update to the
Town of Ithaca on May 13, 2013. A copy of his report is attached to the minutes. He
further stated that when he reported that the opportunity to notify the City of Ithaca of
any major changes or to cancel the current contract between the city and town of Ithaca
for fire services needs to occur by December 31, 2013 that he received no particular
response back from Board members. He noted that if the contract is not renewed it
would have significant impacts on both the fire department and the community; it would
be helpful to know the Town of Ithaca's intent. He also reported that Town Board
members had concerns regarding the high proportion of "good intent" calls in the town.
B. City of Ithaca: Commissioner McGonigal reported that he provided a quarterly
update to the City of Ithaca on May 1, 2013 on the following items:
A new volunteer handbook is being developed. The Board currently has 2
applications to serve in the volunteer fire company — one for fire police and
one for fire fighter.
2. New radios are being distributed to the fire /police unit
3. Commissioner Baker resigned from the Board and his replacement is
being considered for appointment at tonight's meeting (Robert Sparks).
4. The fire department would like to sponsor two young women from Ithaca
to attend the Phoenix Fire Camp for Women in Utica at the fire academy.
The fire department will cover the application fee.®
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C. Audit:
The audit was reviewed and completed by Commissioner Ellsworth.
VIII. Department Reports:
A. Chief and Deputy Chief Reports:
Chief Parsons provided a written monthly report to the Board (which is attached to the
minutes). He highlighted the following items:
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A grant application has been submitted to the State for funding for the fire
department's child car seat safety program.
Reconstruction of the Commons has begun and there are some restrictions on
the fire department's access — especially on the north side of the Commons. The
contractor has been cooperative in working to accommodate the needs of the fire
department for access.
A brief discussion followed on the floor regarding the Town of Ithaca's concerns
regarding the number and costs associated with "good intent" calls for assistance from
the fire department. Chief Parsons explained that these are the result of private citizens
calling 9 -1 -1 to report smoke, steam, or smells, and can't be classified as good intent
until after the call. The fire department cannot refuse to respond to calls and in
instances where there are gas smells the fire department arrives on scene before the
utility technician and is able to shut off the gas, and then the tech can take it from there.
It can take a tech from NYSEG up to 30 minutes to respond to a call so it is important
that the fire department respond in a timely manner to prevent potential disasters from
explosions of gas mains.
Fire Police Report:
Chair Gilligan reported that a training session was held in April to orient members to the
new radios provided by Company #9 to the fire /police unit. Mr. Lyman Baker provided a
report at the training on the seminar he attended recently.
IX. Old Business:
A. Update on funds requested by City Chamberlain from former Volunteer
Companies:
Chair Gilligan reported that he sent a written request earlier today to City Chamberlain
Parsons and City Attorney Lavine regarding the status of the funds, and they have not
had time to respond back to him. Hopefully, by the June meeting he will be able to
update the Board accordingly.
B. Volunteer Recruitment/ Membership Categories Class I, II, III — Volunteer
Handbook update:
Chair Gilligan reported that work is continuing on the process for recruitment and
classification of volunteers by Commissioner Hoard and Chief Parsons. There should be
more of an update at the June meeting.
C. Consideration of reporting and other requirements for Volunteer
Companies and Recipients of 2% funds:
Chair Gilligan reported that this item is on hold for now.
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D. City /Town Fire Service agreement and impact on level of fire service
protection if changed /terminated:
Chair Gilligan stated that his quarterly report contains information related to this topic.
He explained that the City and Town of Ithaca need to provide one year prior notice to
the other party if either of them proposes significant changes or cancelation of the
current fire services contract.
E. Discussion of Guidelines for using BFC Donation fund:
Chair Gilligan reported that as of yet, no guidelines have been established for the use of
money contributed to the Board of Fire Commissioner's donation fund.
X. New Business:
A. Resolution to Approve the Award of the Bid for the HVAC Replacement at
Central Fire Station
By Commissioner Ellsworth: Seconded by Commissioner McGonigal
WHEREAS, Common Council established Capital Project 737 for repairs to the Central
Fire Station in the amount of $275,000.00, and
WHEREAS, on May 1, 2013, Common Council resolved to increase the budget
authorization for Capital Project 737 by $63,662.00 for a total project authorization of
$338,662.00, and
WHEREAS, bids were received on April 8, 2013 for the Central Fire Station HVAC
System Upgrades mechanical contract, and
WHEREAS, Climate Control Technologies of Endwell, NY is the apparent low bidder
with a bid of $108,890.00 for mechanical construction only, and
WHEREAS, award of the contract to Climate Control Technologies will require a total
project budget, including all project costs, in the amount of $160,000.00, and
WHEREAS, the aforementioned increase to the budget shall provide a budget balance
of $160,000.00, and therefore let it be
RESOLVED, That the Board Fire Commissioners awards the contract for Central Fire
Station HVAC System Upgrades to Climate Control Technologies of Endwell, NY, and
be it further
RESOLVED, That the Fire Chief be authorized to enter into and administer this
contract.
Chief Parsons explained that a capital project was established for this project in 2007-
2008 and has remained open. The current system was installed in 1987 and is very
inefficient.
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Discussion followed on the floor regarding the contract, design and engineering costs,
warranties, and the costs savings which will result from the new system. Commissioner
McGonigal suggested that the fire department consider setting the thermostat a couple
of degrees cooler in the winter, and a couple of degrees warmer in the summer to help
save on costs further.
A Vote on the Resolution Resulted as Follows: Carried Unanimously
B. Award of Contract for Capital Project 785 — Central Fire Station Roof
Replacement - Resolution
By Commissioner McGonigal: Seconded by Commissioner Sparks
WHEREAS, the existing EPDM Roof System at the City of Ithaca Central Fire Station
has reached the end of its serviceable life, and
WHEREAS, Common Council established Capital Project 785 for the replacement of
the existing EPDM Roof System at the Central Fire Station in the amount of
$359,735.75, and
WHEREAS, bids were received on Tuesday May 14, 2013 for the Central Fire Station
Roof Replacement General Construction Contract, and
WHEREAS, J &B Installations, Inc. located at 732 Visions Drive, Box 188, Skaneateles
Falls, New York, 13153, is the apparent low bidder with a base bid of $228,250.00 for
General Construction, now therefore let it be
RESOLVED, That the Board of Fire Commissioners award the General Construction
Contract for City of Ithaca -DPW, Central Fire Station Roof Replacement to J &B
Installations, Inc. 732 Visions Drive, Box 188, Skaneateles Falls, New York, 13153, and
be it further
RESOLVED, That the Fire Chief be authorized to enter into and administer this
contract.
Carried Unanimously
XI. Executive Session:
The Board adjourned into Executive Session to discuss a volunteer personnel related
issue at 1710 hours, and reconvened into regular session at 1738 hours.
Chair Gilligan reported that after meeting with Assistant City Attorney, Jared Pittman,
and the Board during executive session the Board decided to reject an application for a
volunteer member due to the applicant not living or working in the fire service district.
XII. Adjournment:
On a motion, the meeting adjourned at 1740 hours.
Sarah L. Myers
Information Management Specialist
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William Gilligan
Chair
Board of Fire Commissioners
Report to Ithaca Town Board
May 13, 2013
The following is a summary of the Board of Fire Commissioners quarterly report to the Ithaca
Town Board for the 1 st quarter of 2013 including the year to date call activity summary:
Included with this report are:
• The department call activity reports for January 1- March 31, 2013. (this will also be
posted on city Website ). The number of incidents for the first quarter of 2013 was
1,177. (compared to 1,059 in 2012, 1,177 in 2011, and 994 in 2010).
• The Fire Chief's Report given at the April 9, 2013 BFC meeting, including the Fire
Marshal's Report & Fire Prevention Bureau activity.
• The IFD Financial Activity Report for March 2013.
Fire Department Operational Staffing (March 2013).
• As of the Chief's report on April 9th, there were 64 Uniform Personnel in the department
including the Deputy chief's position which is being filled on a part-time per diem basis.
In addition to this there is 1 Administrative Coordinator's position in the department.
Volunteer Organization —
There are currently 15 active volunteers with the department, the majority of these are Fire
Police. The Board, the members of Company 9, and the Chief are continuing to review
requirements for volunteers and anticipate actively recruiting more volunteers later this year.
Board Agendas & Minutes
Agendas and Minutes for BFC meetings can be found at the following site:
htlp://www.egovlink.com/ithaca/docs/menu/home.asp9path=/Tublic _ documents 3 00 /ithaca /publi s
hed documents /Agendas
Items in progress:
1 Charter Review- the BFC continues to review and discuss changes in the charter relating
to the role and responsibilities of the Board of Fire Commissioners.
2 Resource recovery —the Board will be reviewing the status of a draft recommendation
sent for review to the City Attorney.
3 County Fire - Disaster — EMS Advisory Board— no new action on this issue.
4 Training Center Facility Project — this is still under consideration, no construction has
been authorized due to the training site being located on land designated as City Park
land.
5 Town Ad Hoc Fire Service Committee and Town concerns about the cost of Fire Service
to the Town. The Board of Fire Commissioners is concerned about the organizational
impact and impact on the Community served by the Ithaca Fire Department. Any
BFC Report to Town of Ithaca Board 13- May -2013
decision to cancel the current arrangement requires notification by the end of the current
calendar year.
6 Solar Panels and Roofing project at Central Fire Station.
7 Current review of Fire Inspection process by Common Council.
8 Modification of City Budget process designed to provide a better understanding of City
Departmental operations and financial needs by members of the Common Council.
Respectfully Submitted,
Bill Gilligan
Chair, Board of Fire Commissioners
Page 2
To:
CITY OF ITHACA
310 West Green Street
OFFICE OF THE FIRE CHIEF
Telephone: 607/272-1234
Board of Fire Commissioners
From: Tom Parsons, Fire Chief
Date: May 14th, 2013
Ithaca, New York 14850 -5497
Fax: 607/2.72-2793
/272 -2703
MEMORANDUM
Re: Fire Chief's Monthly Report to the Board of Fire Commissioners
ADMINISTRATIVE DIVISION
Administration
1) Career Personnel Report
PERSONNEL STAFFING LEVELS
1 Chief
1 Deputy Chief (per diem)
5 Assistant Chiefs
9 Lieutenants
48 Fire Fighters
64 Uniform Personnel
1 Administrative Coordinator
Total employees as of April 30th, 2013 — 65
a) Hiring /Recruitment Committee
• No Report
b) Retirements:
• No Report
C) Promotions:
No Report
e) Vacancies:
• None
r
Page 2 of 5 - Fire Chief's Monthly Report April 9th, 2013
2) Budget Status
a) 2013 Budget: Attached to the Board Report is an update on the department
budget through April 30th 2013.
b) Capital Budget — Bids have been received for the Central Station HVAC Project
and the Central Station Roof replacement project. Two resolutions to award the
bids are provided to the Board for consideration. The budget for the HVAC
project had to be amended by Common Council because the bids came in over the
engineer's estimates. The project has been increased to $160,000 that will
provide sufficient funds with a contingency for the project to move forward.
3) County Communications and 911 Program:
a) No Report.
4) Grants and Donations
a) On March 6th, 2013, IFD submitted a grant application to the NYS Department of
Homeland Security and Emergency Services for water rescue equipment and
training. We received notification on April 23rd 2013, the City was awarded a
technical rescue grant in the amount of $141,108. We are awaiting information
on the contract from NYS to receive the funds.
b) We have submitted a grant application for our Child Safety Seat Program to the
Governor's Traffic Safety Committee. We have applied for a $2800 grant to
provide for training and car seats.
5) Resource Recovery Legislation
No Report
6) City Charter Update
No Report
Operations
1) Mutual Aid Calls:
2) Selected Calls
No Report
Quarterly Report
Page 3 of 5 - Fire Chief's Monthly Report
LIFE SAFETY DIVISION
Fire Prevention Bureau
April 9th, 2013
1) Code Enforcement Division: The following is a list of April activities -
2)
3)
4)
Complaints Received: 16
Referred to Town of Ithaca 1
Referred to City Building Department 9
Inspections: 153
City Fire Safety & Property Maintenance 86
Town Fire Safety & Property Maintenance 13
City — Sprinkler Inspections 11
City - Fire Alarm Inspections 1
Notices: 1
Inspection Past Due 0
Permits Expired 1
Permits or Certificates: 63
Operating Permit — Assembly Occupancy 27
Operating Permit — Hazardous Occupancy 2
Operating Permit — Lumber Yard 0
Operating Permit — Elevator 23
Certificate of Compliance - Occupancy 9
Certificate of Compliance — Fire Alarm 1
Certificate of Compliance — Fire Sprinkler 1
Certificate of Compliance — Alternative Suppression
Fire Investigation Unit.
There were no fire investigations performed in April.
Public Education and Special Events:
Public Education Events: 3
Fire Drills Witnessed: 1
Child Safety Seat Inspections: 4
Town of Ithaca:
I
The fire inspection work we've been doing for the Town of Ithaca continues to move
along well. Lt Haines -Sharp has been meeting weekly with the Town's Director of Code
Page 4 of 5 - Fire Chief s Monthly Report
April 9th, 2013
Enforcement Bruce Bates. The Fire Prevention Bureau members finished up inspections
on buildings at both Ithaca College and Cornell University Campuses within the Town of
Ithaca.
5) City of Ithaca:
Reconstruction work on the Ithaca Commons has begun. This has put some restrictions
our access to buildings on the Commons. Accommodations are being made to minimize
the obstructions and to keep the fire lanes open. The reconstruction work will take about
2 years, but efforts will be made to complete the work sooner.
OPERATIONS DIVISION
Response
1) Quarter Response Statistics are included with my report.
April 2013 Responses
City of Ithaca: 258 Incidents (66.67 %)
Fires: 7
Overpressure /Rupture 0
EMS /Rescue: 105
Hazardous Conditions: 10
Service Calls: 19
Good Intent: 38
Alarms/No Fires. 79
Town of Ithaca: 128 Incidents (33.07 %)
Fires: 4
Overpressure /Rupture 0
EMS /Rescue: 65
Hazardous Conditions: 5
Service Calls. 7
Good Intent: 17
Alarms/No Fires. 30
Mutual Aid: 1 Incident (.28 %)
Fires: 0
EMS /Rescue. 1
Hazardous Conditions: 0
Service Calls: 0
Good Intent: 0
Total:
387 Incidents (100 %)
Page 5 of 5 - Fire Chief's Monthly Report
2) Emergency Management: No Report.
Support
1) Training Center
Quarterly Report
2) Apparatus and Facilities
April 9th, 2013
Ladder Truck 933: Our 1998 LTI Ladder Tower has been out of service since late
November of 2012 with a broken cradle support. The truck was returning from being
repaired at a Service Repair Facility in Pennsylvania when it broke down near Wilkes
Barre, Pennsylvania. A major component of the drive train failed. Parts are on order and
we expect it to be repaired by the middle of May.
Rescue Truck 944: Our 1989 Heavy Rescue Truck was sent at the end of April to Tyler
Fire Equipment in Elmira, NY for replacement of fenders and other bodywork. The
repairs turned out to be more substantial than was anticipated. Additional work was
required to replace the body mounts and install a new floor in the interior of the rescue
body. The work is to extend the useful life of the truck for another two years. The work
has been completed and the truck has returned to DPW for brake replacement and engine
repairs. We expect it to be back in service before the end of May. This truck was to be
replaced in 2009, but due to the financial challenges before the City and Town and the
need to replace a ladder truck sooner, the replacement has been put off until 2015.
New Ladder Truck: Pierce Manufacturing Inc. has notified us that they have begun
construction of our new ladder truck. The anticipated delivery date is in June.
Training
Quarterly Report
Volunteer Recruitment and Retention
1) Summaries of Service Hours: Quarterly Report
2) There are currently 415 Active Volunteer Firefighters and Fire Police
3) Requests from Company Members to become active: No Requests Received
4) We have had an inquiry from another member of the community to loin as a volunteer
fire fighter. An application has been provided, but it has not been returned as of yet.
•
NEW YORK STATE
DIVISION OF HOMELAND SECURITY AND EMERGENCY SERVICES
Andrew M. Cuomo, Governor Jerome M. Hauer, Commissioner
April 22, 2013
The Honorable Svante Myrick
Mayor, City of Ithaca
108 East Green St
Ithaca, NY 14850
Dear Mayor Myrick:
I am pleased to announce that the NYS Division of Homeland Security and Emergency
Services (DHSES) is awarding the City of Ithaca $141,108 under the FY2012 Technical Rescue
and Urban Search and Rescue (USAR) Grant Program. Funding for this initiative is provided by
the federal Department of Homeland Security's State Homeland Security Program (SHSP).
A representative from DHSES' Grant Program Administration Unit will be reaching out to
your grant point of contact shortly. If you have any questions about this program, please contact
Mr. F. David Sheppard at (518) 242 -5121.
Congratulations on your award We look forward to working with you to administer this
program.
IW O i 1QUGl
cc. Chief Thomas Parsons, City of Ithaca Fire Department
1220 Washington Avenue, State Office Building Campus
Building 7A, Suite 710
Albany, NY 12242