Loading...
HomeMy WebLinkAboutMN-BFC-2013-04-09CITY OF ITHACA BOARD OF FIRE COMMISSIONERS MEETING MINUTES Tuesday, April 9, 2013 Present: Chair Gilligan Commissioners: Hoard, McGonigal Others Present: Fire Chief — Parsons Information Management Specialist — Myers Excused: Commissioner Ellsworth Alderperson and Liaison to Board — Fleming CALL TO ORDER: Chair Gilligan called to meeting to order at 1605 hours. APPROVAL OF MINUTES: Approval of the March 19, 2013 Board of Fire Commissioner Meeting Minutes — Resolution By Commissioner Hoard: Seconded by Commissioner McGonigal RESOLVED, That the minutes of the March 19, 2013 Board of Fire Commissioner Meeting be approved as published. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Chief Parsons requested the addition of a discussion item under new business regarding "Phoenix Fire Camp" — a fire training camp for young women. No Board Member objected. PERSONS WISHING TO SPEAK TO THE BOARD OF FIRE COMMISSIONERS: Ray Wheaton addressed the Board to report that the Veteran Volunteer Fire Company is in the process of adding another fire fighter memorial stone at the city cemetery. The fire fighter died around 1900. He asked the Board whether they would be interested in making a donation towards that effort from the trust /aging fund or donation fund. He stated that either way, the veterans would pay for the memorial stone. CORRESPONDENCE: Chair Gilligan reported that the quarterly bank statement from the Tompkins Trust Company for the Rescue Fund dated March 31, 2013 had a beginning balance of $1,841.71 and an ending balance of $1,842.14 reflecting .43 interest paid as of March 31, 2013. Chair Gilligan reported that the bank statement from the Tompkins Trust Company Donation Fund dated March 31, 2013 had a beginning balance of $1,058.51 and an ending balance of $1,058.51 reflecting no activity as of March 31, 2013. Chair Gilligan read the following monthly report for volunteer hours from Lyman Baker, dated April 8, 2013: Dear Board, Ray Wheaton and Lyman Baker have raked the leaves and debris off the Firemen's section in the Ithaca City cemetery. Boa rdlbf[ Firel :ommissionerUMeeting14inutes pril [9,[20130 We plan on buying 80 new border bricks to place around the existing flat bricks, so that the mulch will stay in place and look nicer. This is in the area of the Firemen's Monument. The solar light on top of the flag pole continues to shine on the United States Flag which flies day and night, looking over the deceased firefighters. Raymond Wheaton and Lyman Baker have worked 4 hours each at the Firemen's Section during March and April 2013. Respectfully submitted, Lyman Baker, IFD Badge #3258 Chair Gilligan reported that he wrote a letter to Alderperson Fleming, the Board's Liaison to Common Council, regarding the need to fill the vacancy on the board created by Mr. Baker's resignation. In addition, he wrote that if Commissioner McGonigal is willing that he needs to be reappointed to the Board as his term will expire June 30, 2013. Chief Parsons stated that an application was submitted by a local electrical contractor to serve on the Board. The City Clerk's office will re -send the application to the Mayor's office, and he will follow -up to encourage the Mayor to make the appointment and reappointment at the May Common Council meeting. Chair Gilligan stated that he received information from Assistant Fire Chief Dan Tier regarding the recent passing of retired Ithaca Fire Fighter, Ray Robinson. Mr. Robinson served the City for 24 years as a fire fighter and retired in 1993. Calling hours and his funeral will be held on Saturday, April 13, 2013 at Perkins Funeral Home in Dryden. MEMBERSHIP CHANGES: Chair Gilligan reported that one application for a volunteer interior fire fighter was received. Chief Parsons reported that there should be one more application submitted soon for Company 9. The procedure for accepting and reviewing applications is in the process of revision. It was noted that a sub - committee of the Board is working to revise the volunteer fire fighter handbook, and it should be completed soon. Discussion followed on the floor regarding whether the Board would need to take action on the applications before the May meeting. The process for interviewing and voting to accept new members was felt to be that Company 9 should vote on the applicants prior to the Board taking action. Chief Parsons suggested that the applicants would then become "provisional" members until the Board takes action. The Board will work to develop an interim procedure for accepting, reviewing, and recommending applicants for appointment until the final process is in place. MISCELLANEOUS REPORTS: Town of Ithaca: The next report is due in May 2013 City of Ithaca: The next report is due in May 2013 Audit: The audit was reviewed and completed by Commissioner Hoard. DEPARTMENT REPORTS: Chief's Report: Chief Parsons provided his regular monthly report for the Board (which is attached to the minutes) and highlighted the following items: No changes in staffing; although significant expenditures have occurred in the 2013 budget due to the need for thirty fire fighters to attend a EMT refresher course. This will affect 7 2 Boa rdlbf[ Firel :ommissionerUMeeting14inutes pril [9,[20130 other training opportunities for fire fighters for the remaining part of 2013. Requests for bids for the fire department's HVAC system have gone out, and the bid for the roof replacement will go out next week. The NYS Homeland Security Grant application for water rescue equipment and training was submitted on March 6th. Announcement of grant recipients will be made in July. The Commons demolition and reconstruction project will begin in the next couple of weeks which will present a challenge to the fire department for gaining access to buildings on The Commons when necessary — particularly the north side. The fire department is on track for a busy year with 1, 177 calls so far for 2013. Ladder truck 933 has been out of service since late November 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 it should be repaired by the end of April. The new ladder truck from Pierce Manufacturing should be delivered in June. Commissioner Hoard questioned whether the items that had been reported missing from Company 5 had been located. Chief Parsons responded that the poker table was found (it had been disassembled), the old meeting books were in the office, and Inlet Glass and Mirror had been contacted to remove the stained glass windows and replace them with regular windows. He further reported that there were no items from Company 5 located at Central Fire Station. A brief discussion followed on the floor regarding the need to determine how to inventory items to know what and where items are located, and to document what items were going to the veteran volunteer fire company. Fire /Police Report: The training on March 19, 2013 covered the City's diversity policy and anti - harassment policy. April's training will include a refresher on proper radio etiquette, an update on the Fire Police Seminar that Lyman Baker attended and any other items that can be fitted into our training schedule. The new 800 MHz radios Company 9 ordered for our fire police have been received and are now in the hands of our volunteer Fire Police members. We have already received prior training on the 800 MHz radios but will need a refresher to a sure we stay in compliance with the County's guidelines. Jack Bordoni and Ray Canzler responded to a car /truck MVA on East State St. on Saturday 4/6/2013 to assist IFD and IPD with traffic control. We were very short on available manpower Saturday. Four of us were out of town, two were tied up on a home sewer line repair and we were unable to reach our other member by phone or pager. We have started talking on how to hold a recruiting program to get new members. We hope to have something in place by Fire Prevention week in October. We need to have the revised Volunteer Handbook available so potential new members know what they are signing up for. Respectfully submitted, David Cornelius 7 3 Boa rdlbf[ Firel :ommissionerUMeeting14inutes pril [9,[20130 OLD BUSINESS: Update on funds requested by City Chamberlain from former Volunteer Companies Chief Parsons reported that he met with City Chamberlain Parsons, who reported that Company 5 turned into the City funds as per direction of the resolution approved by the Board. He will double check with City Chamberlain Parsons and City Attorney Lavine to ensure the rules are followed regarding proper distribution of the funds. Chair Gilligan stated that he would also correspond with the City Chamberlain and City Attorney regarding any action by former volunteer companies regarding the Board's resolution requesting that all funds be turned into the City Chamberlain. Report from Committee working on Volunteer Recruitment /Active Membership Categories and Requirements for Class I, II, III — Volunteer Handbook Update Commissioner Hoard reported that two members of the subcommittee requested an extension to complete their tasks, and that a recommendation should be ready for the Board's review and consideration by the May meeting. In the meantime, an interim policy will be developed and e- mailed to members for input on the two applications that have been received. Consideration of Reporting and Other Requirements for Volunteer Companies and Recipients of 2% Funds Chair Gilligan stated that he would check with IFD's Administrative Coordinator, June Overslaugh, regarding whether or not additional reports from the former volunteer fire companies have been received, including Company 9. Mr. Jack Gould reported that Company 6 had turned in their report to the State and City as per requirements. Mr. Ray Wheaton asked if the City Chamberlain would generate a report regarding how much 2% money is owed to the City that could be reviewed. Chair Gilligan responded that there is no clear mechanism in place for reviewing the reports at this point, so that process will need to be discussed. City /Town Fire Service Agreement and Impact on Level of Fire Service Protection if Changed /Terminated Chief Parsons reported that he has no new information to share with the Board. He noted that the Town of Ithaca is gathering information and has solicited the services of an attorney as a consultant who will share information between the Town of Ithaca and City of Ithaca. He explained that this type of work is the attorney's specialty and he has experience working with many different municipalities on this topic. He further stated that the Town of Ithaca will need to make a decision within the next nine months as to whether the fire services agreement with the City of Ithaca will be renewed. The current agreement will expire December 31, 2014. Discuss Guidelines for Usinq BFC Donation Fund Chair Gilligan reported that there is no new information on this topic, and that it will be added to a future agenda when information is available. Return of Items To /From Company 5 Chair Gilligan stated that the items from Company 5 that Mr. Lyle Neigh had reported were missing have been located (the poker table and minute books, the stained glass windows are being removed and replaced by Inlet Glass and Mirror). He's not sure how to proceed now that the items have been located. The Board has only heard from Mr. Neigh about the items, is he the only spokesperson for Company 5 and is he representing the views and opinions of the other members of former Company 5? Is there a desire to house the located items at the 7 4 Boa rdlbf[ Fire C:ommissionerWeetingWinutes pril0,[2013M veteran's building? In addition, it is not clear what items belong to the City or the Company. He stated that the Board should ask the City Attorney whether he would be comfortable with the Board making the decision as to the disposition of the items. Chief Parsons questioned whether the items have any value to the City — for example there may not be value, but the City is incurring an expense to remove the stained glass windows from former Company 5's building and replacing them. He also confirmed that there is no question in anyone's mind that those items belong to the former Company 5. He noted that it is his opinion that most of the items don't have value to the City (i.e. the poker table, books), there may be some value to some of the items on the walls. It was also noted that the minute books may have historic value to the company and the City of Ithaca, so there may be some desire to preserve them in some way. Commissioner McGonigal respectfully suggested that the Board take on the responsibility, without checking with the City Attorney, regarding the inventory and distribution of assets from Company 5. Commissioner Hoard suggested that a representative from Company 5 sign off for receipt of any items from the City. The City Charter provides authority to the Board of Fire Commissioners to sell or dispose of the items from the former volunteer companies to the veteran volunteer fire fighters. There is a legal question of what happens to items that belong to the City but are not in its possession. This will need further review and discussion. Information Management Specialist Myers reported that minutes from the volunteer companies should be maintained, if possible, for historical reasons. Discussion followed on the floor regarding a recent legal opinion from New York Conference of Mayor ( NYCOM) concerning FOIL, Open Meetings Law, and Volunteer Fire Company Meetings, and minutes. Chair Gilligan will e-mail the article from NYCOM to Company 9 members and the Veteran Volunteer Company for their review and information. He will also ask that the City Attorney's office provide an opinion on the topic for the Board. NEW BUSINESS: Chief Parsons provided information to the Board on "Phoenix Fire Camp" which is a week long overnight training camp for young women ages 14 -19 who might be interested in a career in fire fighting services. The camp is held at the Fire Academy in Utica, New York in July each year. He stated that Fire Camp Phoenix was created by Fire Service Women of New York State, Inc. a non - profit, state -wide association of women who are members of career or volunteer fire departments. A primary mission of the organization is encouraging young women to become involved in fire and emergency services either as a career or as a community volunteer. He stated that he has provided Marcia Fort, Director of GIAC, and Liz Vance, Acting Youth Bureau Director with applications and information about the camp and has asked that they recommend two young women they feel would benefit from attending the camp. There is no fee; however, an application must be submitted with an application fee, and acceptance to the camp granted before the applicant can participate in the camp. Two applications would be submitted, but the City is not assured of a spot or spots being offered to its applicants. He would like two members of the community to participate and will pay the application fee personally, if need be, to allow them to participate as he feels it is that important to encourage and attract women to the fire service field of work. The application requires a 500 word essay, the applicant must be physically fit, willing, able, and covered by health insurance in order for the application to be considered. The applicant must also agree to abide and follow the rules of the camp. The camp receives a lot of applications and is highly competitive. Chief Parsons asked the Board whether they would be interested in sponsoring an applicant for the camp by paying the application fee — which is non - refundable. A brief discussion followed on the floor regarding the opportunity this camp would afford up to M 5 Boa rdlbf[ Fire C:ommissionerWeetingWinutes pril0,[2013M two individuals from our community, and the need to encourage young women to consider a career in fire fighting. Board members expressed their enthusiastic support for the request and approved the following resolution that would provide funds for the application fee. Resolution to Approve the Use of Funds from the Donation Fund to Support the Application Fee to Phoenix Fire Camp By Commissioner Hoard: Seconded by Commissioner McGonigal RESOLVED, That the Board of Fire Commissioners hereby approves the use of $100 from the donation fund to cover one individual's application fee to Phoenix Fire Camp 2013. Carried Unanimously ADJOURNMENT: On a motion, the meeting adjourned at 1725 hours. Sarah L. Myers William Gilligan Information Management Specialist Chair M 6 CITY OF ITHA,CA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607,272 -1234 Fax: 607/272 -2793 MEMORANDUM To: Board of Fire Commissioners From: Tom Parsons, Fire Chief Date: April 91h, 2013 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 March 31 st, 2013 — 65 a) Hiring /Recruitment Committee 0 No Report b) Retirements: • No Report C) Promotions: • No Report e) Vacancies: • None 2) Budget Status Page 2 of 5 - Fire Chief's Monthly Report April 9th, 2013 a) 2013 Budget: Attached to the Board Report is an update on the department budget for the first three months of the year. b) Capital Budget — A Capital Project for the Central Station HVAC System has gone out to bid. The roof replacement project for Central Station is expected to go out bid within the month 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. The grant awards should be announced by July. 5) Resource Recovery Legislation No Report 6) City Charter Update No Report Operations 1) Mutual Aid Calls: Quarterly Report 2) Selected Calls No Report 3) Support No 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 March activities - Complaints Received: 16 Referred to Town of Ithaca 3 Referred to City Building Department 10 Inspections: 210 City Fire Safety & Property Maintenance 95 Town Fire Safety & Property Maintenance 20 City — Sprinkler Inspections 4 City - Fire Alarm Inspections 4 City - Alternative Fire System Inspection 1 City - Standpipe Flow Test 1 Notices: 30 Inspection Past Due 24 Permits Expired 1 Permits or Certificates: 30 Operating Permit — Assembly Occupancy 27 Operating Permit — Hazardous Occupancy 0 Operating Permit — Lumber Yard 0 Operating Permit — Elevator 37 Certificate of Compliance - Occupancy 20 Certificate of Compliance — Fire Alarm 4 Certificate of Compliance — Fire Sprinkler 1 Certificate of Compliance — Alternative Suppression 1 2) Fire Investigation Unit: There was one fire investigation performed in March: Car Fire at 737 Willow Ave in the City of Ithaca. The cause was accidental and it was attributed to an electrical malfunction. 3) Public Education and Special Events: Public Education Events: 2 Fire Drills Witnessed: 0 Child Safety Seat Inspections: 2 4) Town of Ithaca: Page 4 of 5 - Fire Chief's Monthly Report April 9th, 2013 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 Enforcement Bruce Bates. The Fire Prevention Bureau members are finishing up inspections on buildings at both Ithaca College and Cornell University Campuses within the Town of Ithaca. 5) City of Ithaca: Reconstruction work will begin on the Ithaca Commons in about one to two week. This will affect 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. January 1St through March 31 S'2013 Responses City of Ithaca: 848 Incidents (72.05 %) Fires: 13 Overpressure /Rupture 1 EMS /Rescue: 357 Hazardous Conditions: 46 Service Calls: 54 Good Intent: 114 Alarms/No Fires: 263 Town of Ithaca: 319 Incidents (27.10 %) Fires: 5 Overpressure /Rupture 0 EMS /Rescue: 174 Hazardous Conditions: 14 Service Calls: 14 Good Intent: 37 Alarms/No Fires: 75 Mutual Aid: 10 Incidents (.85 %) Fires: 3 EMS/Rescue: 3 Hazardous Conditions: 1 Service Calls: 0 Good Intent: 3 Total: 1177 Incidents (100 %) Page 5 of 5 - Fire Chief's Monthly Report April 9th, 2013 2) Emergency Management: Last week I met with members from the Tompkins County Health Department, Department of Emergency Response, and Department of Social Services to discuss ways that Tompkins County can develop and improve the effectiveness of the County's Emergency Operations Center. One of the important goals is to have City Staff and Officials join forces with Tompkins County Staff and Officials with the operation and staffing of the County's Emergency Operations Center. Support 1) Training Center Quarterly Report 2) Apparatus and Facilities 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 end of April. 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. Municipal Fire Alarm Equipment was put up for sale, and a high bid of $10,200 was accepted from Miller Fire Equipment from Dundee N.Y. Training Quarterly Report — Assistant Chief Sheldon will be emailing the Board with his report. He is off this week on vacation. Volunteer Recruitment and Retention 1) Summaries of Service Hours: Quarterly Report 2) There are currently 15 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 join as a volunteer fire fighter. An application has been provided, but it has not been returned as of yet.