HomeMy WebLinkAboutMN-BFC-2014-04-08CITY OF ITHACA BOARD OF FIRE COMMISSIONERS MEETING MINUTES
April 8, 2014
Present:
Chair Gilligan
Commissioners: Hoard, Sparks
Others Present:
Fire Chief – Parsons
Information Management Specialist
Excused:
Commissioner Ellsworth
Alderperson and Liaison to Board – Fleming
I. Call to Order:
Chair Gilligan called the meeting to order at 1602 hours
II. Approval of Minutes:
Approval of March 11, 2014 Board of Fire Commissioner Meeting Minutes – Resolution
By Commissioner Hoard: Seconded: By Commissioner Sparks
RESOLVED, That the minutes of the March 11, 2014 Board of Fire Commissioner Meeting be
approved as published.
Carried Unanimously
III. Additions to or Deletions from the Agenda:
Chair Gilligan requested the addition of an item under New Business entitled "Award of Bid -
Uniforms and Uniform Items"
No Board Member Objected
Chair Gilligan requested the addition of an item under Executive Session entitled "Brief
Discussion on An Application Received by the Board of Fire Commissioners ".
No Board Member Objected.
IV. Persons Wishing to Speak to the Board of Fire Commissioners:
Mr. Lyman Baker addressed the Board on the following:
RE: Work hours in the Firemen's Section, Ithaca City Cemetery
Dear Board Members,
Raymond B. Wheaton and Lyman E. Baker have walked around and thru the Firemen's Section
for a total of 4 hours each Mach 11, 2014 to April 8, 2014.
Ray and I have raked the Firemen's section, picking up fallen branches, stones that
mysteriously appear in the grass and since the area is a dog walking place, many piles of dog
waste.
Ray and I have reset two headstones that surround the Firemen's section, one just says
"FATHER" and the other says "FRANKEY —born 1854 —died 1862 ". At a later date, we will have
to reset "Charles M. Weaver -24 August 1917 -30 September 1992 —Army WWII" stone as it
has settled.
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Respectfully submitted,
Lyman E. Baker,
IFD Badge #3258
Mr. Baker asked the Board the following questions:
Questions:
1. What has Town of Ithaca done regarding Volunteers for Company #9?
2. What is the status of the FOIL Request regarding Company #4's monies?
Chair Gilligan responded that these questions would be discussed under "Old Business ".
V. Correspondence:
A. Chair Gilligan reported that the Board received an invitation from Cayuga Medical Center
to attend their annual meeting. Commissioner Hoard agreed to attend on behalf of the Board.
B. Chair Gilligan reported that the bank statement from Tompkins Trust Company for the
Rescue Squad Donation Fund dated March 31, 2014, had a beginning balance of $1,843.47.
The account earned .12 cents interest so the ending balance was $1,843.59.
C. Chair Gilligan further reported that the bank statement from Tompkins Trust Company
for the donation fund dated March 31, 2014 had a beginning balance of $1,058.51, and an
ending balance of $1,058.51 reflecting no activity.
VI. Membership Changes:
A. Chair Gilligan reported that a few new applications have been submitted; none are ready
for presentation to the Board.
VII. Miscellaneous Reports:
A. Town of Ithaca: None
B. City of Ithaca: None
C. Audit - The audit was reviewed and completed by Commissioner Sparks
VIII. Department Reports:
A. Chief's Report (attached to minutes):
Chief Parsons highlighted the following items from his monthly report for the Board:
There was one change in career personnel — Lt. Gillian Sharp- Haines was promoted to
Asst. Fire Chief. She has been delegated the responsibilities as Fire Marshall for the
department.
Apparatus maintenance and equipment costs are running higher than expected because
of some major work required on some of the department's apparatus.
All other accounts are either on or ahead of the projected budget
Nothing to update on capital projects at this time
In January he submitted a modified plan to the County 9 -1 -1 Center regarding IFD's
updated response plans, with modifications to certain types of calls. He is waiting for those
changes to be made, which could take two months to implement
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pril[E,2014M
He received notification that IFD was not a recipient of a SAFER Grant this year. The
competition for the grant is very competitive; there may be another grant opportunity in the Fall
There were more structure fires in this first quarter of 2014 than in recent history. There
were 19; the "normal" had been 7 -12; it has been a very busy year so far related to the
significant weather conditions with severe cold and ice
He will e -mail Lt. Tracy's training schedule to Board members so they have the
information related to training activity for volunteers for the year
A brief discussion followed on the floor regarding the proposed changes to classification of
emergency calls and response by IFD's to calls. Chief Parsons reported that he will begin
development of other call criteria /classification depending upon how things go with these initial
changes
A brief discussion followed regarding the fire department's new rescue boat. Chief Parsons
reported that it has been purchased, but not delivered. They have a training scheduled soon in
Auburn on swift water rescue with 11 fire fighters from IFD attending. This training was funded
through a grant that was received two years ago.
B. Fire Police Report:
Chair Gilligan read the following Fire Police reported submitted by Dave Cornelius:
"Fire Police training was held on March 18, 2014. The topic involved car fires, and the dangers
that are present in new cars. The presentation also showed ways of attacking a car fire to help
avoid injury.
The Fire Police Unit was only turned out once during the past month; Jim Rogers and Rob
Longo responded to a wires down situation. There may have been one other call to a car
accident on Pine Tree Road; however, I do not know if anyone responded.
Our next training is scheduled for Tuesday April 15, 2014 — topic to be determined.
Respectfully submitted,
Dave Cornelius
IX. Old Business:
A. Volunteer Recruitment Items /Issues:
Chair Gilligan reported that the Town of Ithaca has not approached the Board as to what they
could do to support volunteer recruitment efforts -- other than the issue related to signage at
Veteran Volunteer Association's building on Elmira Road. The Board may be able to request
that information related to recruitment efforts be included in the Town of Ithaca Fall Newsletter.
He further reported that a meeting about volunteer recruitment would be held later in the month
at IFD.
He further reported that the sub - committee met on April 7t" to discuss and review the draft of the
volunteer application. It has been forwarded to the City Attorney's office for review. The
Attorney's office asked whether the application would be available online in a fillable form (Chief
Parsons reported that it would), as well as to the request references be provided at the time of
application in addition to employment history. In addition, confidential information (such as
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social security number and emergency contact information) will be removed because it is not
needed until the applicant is accepted as a probationary member of department. Chief Parsons
clarified that even though the application will be online and able to be filled in electronically it will
still need to be printed because it will need the applicant's signature notarized specifically
related to their authorization for the City of Ithaca to conduct a background check. A brief
discussion followed on the floor regarding the flow of processes after the application is
submitted to the department, how interviews will be conducted, and how long the process is
expected to take. Further discussion followed on the floor regarding how training would be
handled. There was also discussion about hosting a session on Saturday, April 26, 2014 at IFD
that would allow people stop in, watch a informational DVD about the volunteer program, have
current volunteers (i.e. interior fire fighters, fire police, and scene support) at Central to meet
and talk with interested parties, provide tours of the station, see the apparatus, and provide a
sense of what is involved in being a volunteer. The another session would be held on a week
night that would, hopefully, generate submission of completed applications, and provide a more
hands -on experience with turn out gear at the training center, and discussion of extended
training options for fire /police, scene support, and interior fire fighting volunteers.
Chief Parsons emphasized that it is hard to get the ball rolling, but once it is we need to keep
the momentum going. It is also important during the recruitment and orientation process that
potential volunteers fully understand the time commitment. There are new standards for training
as well, internal Fire Fighters are required to complete 100 hours of training. They do not want
to get anyone's expectations up and not have them realize the amount of time, training, and
commitment involved. That is a very important aspect of making the program successful.
Chief Parsons noted one other item for the Board's information, and discussion. He has had
some interest from personnel of other fire department's, who would like to become volunteers,
as well as provide a service in the area where they live. He will need to review those requests
and determine what the law will permit.
Chair Gilligan stated that either the Board or Company #9 should make a proposal to the Town
of Ithaca regarding their role, and interest in supporting the recruitment of volunteers.
B. 2% Monies from Company #4:
Chair Gilligan stated that he has not submitted a FOIL request to the State for Company #4's
2% monies reports to see if the amount reported was reasonable. In addition, he is not sure
whether a single company's reports should be requested and reviewed; or, if a request to review
every company's report should be made as well. So, at this time, he has no information to
report because no request has been made to the State.
C. Charter Review:
Chair Gilligan reported that there are no new updates, but he will keep the item on the Board's
agenda for future discussion. He feels that the Board should act on correcting discrepancies
and wording in the Charter. He believes that recommendation would go through the City
Administration Committee, and then onto Common Council for approval.
D. Handling of Requests for Funds - Donation Fund, Sick and Indigent Funds:
Chair Gilligan reported that there are no current requests; however, there could be some
coming up in the near future. He thinks, with the recruitment of volunteers, it might be good to
revisit how these funds are used. One fund is overseen by the Board of Fire Commissioners,
and the other by the Volunteer Veteran Association to make requests on behalf of individuals to
receive support. The Board should discuss and review the criteria so that all responses are
consistent.
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X. New Business:
A. Award of Bid: Uniforms and Uniform Items — Resolution
By Commissioner Sparks: Seconded by Commissioner Hoard
WHEREAS, the City of Ithaca Fire Department put out to bid the contract to supply uniforms and
uniform items to the City of Ithaca Fire Department personnel, and
WHEREAS, City staff has carefully evaluated all bid submissions to supply uniforms and
uniform items, and
WHEREAS, the bid analysis determined that all other bidder's cost for furnishing uniform items
was greater than Starr Uniform Center, or they deviated from the specifications to a greater
degree; or their cost to fully meet the specifications was greater than Starr Uniform Center, and
WHEREAS, Starr Uniform Center, 207 Center St, Scranton PA, 18503 was the lowest bidder
meeting the specifications as set forth by the Ithaca Fire Department; now therefore be it
RESOLVED, The City of Ithaca Board of Fire Commissioners awards the bid to supply uniforms
and uniform items to Starr Uniform Center.
Chief Parsons explained that all the items are purchased through a clothing allowance
($800 /member) for each career member of the department. The allowance is a negotiated item
in the labor contract, so if the items cost more it only means that the career members will be
purchasing fewer items with the limit of their allowance. The department's clothing budget line
that covers this expense is based on the number of employees multiplied by the clothing
allowance. The other point is that there are requirements for the vendor to provide samples of
their product if it was different than specified. Galls did not provide a sample. Upon review of
their online catalog, the items they proposed in the bid sheet are not comparable in quality or
style to what was specified. Galls did not provide an equal product to what was specified, which
was based on the staffs assessment of the information they had to look up on Galls website.
Commissioner Sparks questioned whether there was any emphasis that the clothing be made in
America. Chief Parsons responded that the City does need to consider that in its purchases
and the order contains no sweat shop products.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
XI. Executive Session:
Motion to Enter into Executive Session For A Brief Discussion on An Application
Received by the Board of Fire Commissioners
By Commissioner Hoard: Seconded by Commissioner Sparks
RESOLVED, That the Board Enter into Executive Session For A Brief Discussion on An
Application Received by the Board of Fire Commissioners.
Carried Unanimously
Reconvene:
The Board reconvened into regular session with no formal action taken.
XI 1. Adjournment:
On a motion, the meeting adjourned at 1655 hours.
Sarah L. Myers William Gilligan
Information Management Specialist Chair
5
CITY OF ITHACA
310 West Green Street Ithaca, New York 14850 -5497
OFFICE OF THE FIRE CHIEF
Telephone: 607%272 -1234 Fax: 607)'2-2-293
MEMORANDUM
To: Board of Fire Commissioners
From: Tom Parsons, Fire Chief
Date: April 8th, 2014
Re: Fire Chief's Monthly Report to the Board of Fire Commissioners
ADMINISTRATIVE DIVISION
Administration
1) Career Personnel Report
PERSONNEL STAFFING LEVELS (As of March 31St, 2014)
1
Chief
1
Deputy Chief (per diem)
5
Assistant Chiefs
9
Lieutenants
44
Fire Fighters
60
Uniform Personnel
1 Administrative Coordinator
61 Total employees
a) Vacancies
• 1 Fire Fighter
b) Hiring /Promotions
• On April 1St, 2014, Lt Gillian Haines -Sharp was promoted to Assistant Fire
Chief. Assistant Chief Sharp has be delegated the responsibilities as Fire
Marshal for the Department.
b) Retirements:
2) Budget Status
Page 2 of 5 - Fire Chief's Monthly Report
April 8 "i, 2014
a) 2014 Budget: We're keeping close watch on our overtime costs for this year, but
despite the number of fires and storms where off duty personnel have been called
in to assist with the increased work our expenditures are remaining on track for
the first quarter of the year. However, our apparatus maintenance and equipment
costs are running higher than anticipated because of some major work required on
some of our apparatus. All other accounts appear to be on, or a head of budget
projections.
C) Capital Budget: No Report
3) County Communications and 911 Programs:
a) In January, I provided Tompkins County's 911 Center with updated response
plans, with modifications to certain types of calls. As of a meeting last week
those plans haven't been implemented. We were given an estimate of
approximately 2 months to implement the changes.
4) Grants and Donations
a) Same as Previous Report - On November 6t", 2013, I submitted an application for
the Assistance to Firefighters Grant (AFG). We've applied for funds to provide
hardware and software for incident command training of our officers.
b) On August 30t ", 2013, I submitted an application for the Staffing for Adequate
Fire and Emergency Response Grant (SAFER) to fund volunteer recruitment and
retention.
On April 7t ", I received notice that we our application was not being funded.
While we had very competitive grant application, we were competing against
1500 applications, requesting over $1.67 billion in funding out of a Federal
Budget allocation of $320 million. This is unfortunate news, but there will be
another opportunity for us to apply later this year for 2014 funding.
5) Resource Recovery Legislation
a) No Report
6) City Charter Update
a) No Report
Operations
1) Mutual Aid Calls: Quarterly Report
Page 3 of 5 - Fire Chief s Monthly Report April 8"', 2014
LIFE SAFETY DIVISION
Fire Prevention Bureau
1) Code Enforcement Division: The following is a list of February activities -
Complaints Received: 20
Referred to the City Building Division 11
Referred to the Town of Ithaca 2
Fire Prevention Bureau 7
Inspections: 115
City Fire Safety & Property Maintenance
96
Town Fire Safety & Property Maintenance
4
City - Sprinkler Inspections
12
City - Alternative Fire Protection
0
City - Fire Alarm Inspections
3
City - Standpipe Flow Test
0
City — Fire Pump Flow Test
0
Permits or Certificates: 63
Operating Permit — Assembly Occupancy 31
Operating Permit — Hazardous Occupancy 3
Operating Permit — Lumber Yard
1
Operating Permit — Elevator
3
Operating Permit — Fireworks
0
Certificate of Compliance
- Occupancy
14
Certificate of Compliance
- Fire Alarm
7
Certificate of Compliance
- Fire Sprinkler
4
Certificate of Compliance
- Fire Pump
0
Certificate of Compliance
— Fire Standpipe
0
Certificate of Compliance
- Alternative Suppression 0
2) Fire Investigation Unit:
There were two fire investigations in March: The first investigation was for a building
fire at the 202 Eddy St in the City of Ithaca. The cause was undetermined at this time.
The second investigation was for an incendiary fire at the Ithaca High School, the
incident is being followed up by the Ithaca Police Department.
Page 4 of 5 - Fire Chief's Monthly Report
3) Public Education and Special Events:
Public Education Events: 0
Fire Drills Witnessed: 0
Child Safety Seat Inspections: 6
4) Town of Ithaca:
No Report
5) City of Ithaca:
No Report
April 8 "', 2014
Page 5 of 5 - Fire Chiefs Monthly Report
OPERATIONS DIVISION
Response
1) Quarterly Report — Emergency Responses
2) Emergency Management: No Report
Support
1) Training Center
Quarterly Report
3) Apparatus and Facilities
No Report
Training
Quarterly Report
Volunteer Recruitment and Retention
1) Summaries of Service Hours: Quarterly Report
April 8 "', 2014
2) There are currently 14 Active Volunteer Firefighters and Fire Police
3) Requests from Company Members to become active: No Requests Received
Ithaca Fire Department
IFD Mutual Aid Responses by Department (Summary)
Alarm Date Between 101 /01/2014} And {03/31/2014}
Type of Aid Count
55001 Brooktondale Fire Department
Mutual aid given 3
3
55002 Cayuga Heights Fire Department
.Mutual aid received 8
.Mutual aid given 3
11
55004 Danby Fire Department
Mutual aid given 4
55005 Dryden Fire Department
Mutual
aid received 3
3
55006
Enfield Fire Department
Mutual
aid received 1
1
55011
Lansing Fire Department
Mutual
aid received 8
8
55013 Newfield Fire Department
Mutual aid received 1
1
55019 Varna Fire Department
4utual aid given 1
1
04/08/2014 15:52 Page 1
Ithaca Fire Department
Incident Type Period Comparisons
Alarm Date Between {01/01/2014} and {03/31/2014}
Incident Type
100 Fire, Other
111 Building fire
112 Fires in structure other than in a building
113 Cooking fire, confined to container
114 Chimney or flue fire, confined to chimney or
118 Trash or rubbish fire, contained
130 Mobile property (vehicle) fire, Other
131 Passenger vehicle fire
132 Road freight or transport vehicle fire
143 Grass fire
150 Outside rubbish fire, Other
151 Outside rubbish, trash or waste fire
154 Dumpster or other outside trash receptacle fire
160 Special outside fire, Other
161 Outside storage fire
240 Explosion (no fire), Other
251 Excessive heat, scorch burns with no ignition
300 Rescue, EMS incident, other
300lGorge Rescue, EMS incident, Ground Evacuation
3002Gorge Rescue, EMS incident, Low Angle Rope
311 Medical assist, assist EMS crew
320 Emergency medical service, other
321 EMS call, excluding vehicle accident with inju
322 Motor vehicle accident with injuries
323 Motor vehicle /pedestrian accident (MV Ped)
324 Motor Vehicle Accident with no injuries
3311Lock -in / Knox Box Access Required
341 Search for person on land
350 Extrication, rescue, Other
352 Extrication of victim(s) from vehicle
353 Removal of victim(s) from stalled elevator
360 Water & ice- related rescue, other
381 Rescue or EMS standby
400 Hazardous condition, Other
410 Combustible /flammable gas /liquid condition,
411 Gasoline or other flammable liquid spill
412 Gas leak (natural gas or LPG)
413 Oil or other combustible liquid spill
421 Chemical hazard (no spill or leak)
422 Chemical spill or leak
424 Carbon monoxide incident
440 Electrical wiring /equipment problem, Other
01/01/2014 0
01/01/2013 0
01/01/2012 0
01/01/2011
to t
to t
to t
to
03/31/2014 0
03/31/2013 0
03/31/2012 0
03/31/2011
3 0
0 0
0 0
0
19 7
7 8
8 1
11
1 0
0 0
0 0
0
8 5
5 1
12 3
3
1 0
0 0
0 1
1
3 3
3 2
2 1
1
0 1
1 0
0 0
0
4 3
3 2
2 4
4
1 0
0 0
0 0
0
0 0
0 1
1 0
0
1 0
0 1
1 1
1
3 0
0 3
3 1
1
1 1
1 1
1 1
1
0 0
0 0
0 1
1
0 1
1 0
0 0
0
1 1
1 0
0 0
0
1 0
0 0
0 1
1
3 3
3 4
4 9
9
0 1
1 0
0 0
0
1 0
0 0
0 0
0
3 5
5 4
4 3
3
10 1
12 2
2 0
0
04/01/2014 19:23 Page 1
or
Ithaca Fire Department
Incident Type Period Comparisons
Alarm Date Between {01/01/2014} and {03/31/2014}
Incident Type 01/01/2014
01/01/2013
01/01/2012
01/01/2011
to
to
to
to
03/31/2014
03/31/2013
03/31/2012
03/31/2011
441 Heat from short circuit (wiring), defective /worn
1
4
0
1
442 Overheated motor
2
1
3
0
443 Breakdown of light ballast
0
0
0
2
444 Power line down
2
2
4
7
445 Arcing, shorted electrical equipment
4
4
6
5
451 Biological hazard, confirmed or suspected
1
0
0
1
460 Accident, potential accident, Other
0
0
0
1
461 Building or structure weakened or collapsed
0
0
0
2
463 Vehicle accident, general cleanup
0
1
0
0
480 Attempted burning, illegal action, Other
0
1
3
0
481 Attempt to burn
1
0
0
0
500 Service Call, other
51
33
28
36
510 Person in distress, Other
4
4
3
2
511 Lock -out
0
5
0
4
520 Water problem, Other
20
2
2
5
521 Water evacuation
12
1
0
5
522 Water or steam leak
21
4
6
7
531 Smoke or odor removal
0
0
2
1
540 Animal problem, Other
1
0
0
0
541 Animal problem
1
0
0
0
550 Public service assistance, Other
3
7
1
4
551 Assist police or other governmental agency
5
3
6
4
552 Police matter
1
2
0
2
553 Public service
0
1
0
1
554 Assist invalid
1
5
0
1
561 Unauthorized burning
1
1
0
1
571 Cover assignment, standby, moveup
0
0
0
1
600 Good intent call, Other
12
15
16
20
611 Dispatched & cancelled en route
0
2
2
4
6111Dispatched & cancelled en route - By Dispatcher
8
2
2
6
6112Dispatched & cancelled en route - By Bangs
37
54
31
16
6113Dispatched & cancelled en route - By CUEMS
21
14
14
16
6114Dispatched & cancelled en route - By CU EH &S
35
20
11
10
6115Dispatched & cancelled en route - By IC Safety
11
24
3
1
6117Dispatched & cancelled en route - By MA Dept
7
0
2
3
6118Dispatched & cancelled en route - By IPD
5
2
0
2
6119Dispatched & cancelled en route - By Other
1
0
0
1
621 Wrong location
0
0
1
2
622 No Incident found on arrival at dispatch address
6
3
5
6
631 Authorized controlled burning
0
2
0
2
650 Steam, Other gas mistaken for smoke, Other
0
0
0
2
651 Smoke scare, odor of smoke
2
5
3
11
04/01/2014 19:23
Page
2
Ithaca Fire Department
Incident Type Period Comparisons
Alarm Date Between {01/01/2014} and {03/31/2014}
Incident Type
652 Steam, vapor, fog or dust thought to be smoke
653 Smoke from barbecue, tar kettle
671 HazMat release investigation w /no HazMat
700 False alarm or false call, Other
7001False alarm or false call, Other - Medical Alar
710 Malicious, mischievous false call, Other
711 Municipal alarm system, malicious false alarm
713 Telephone, malicious false alarm
714 Central station, malicious false alarm
721 Bomb scare - no bomb
730 System malfunction, Other
731 Sprinkler activation due to malfunction
733 Smoke detector activation due to malfunction
734 Heat detector activation due to malfunction
735 Alarm system sounded due to malfunction
736 CO detector activation due to malfunction
740 Unintentional transmission of alarm, Other
741 Sprinkler activation, no fire unintentional
743 Smoke detector activation, no fire -
744 Detector activation, no fire - unintentional
745 Alarm system activation, no fire - unintentiona
746 Carbon monoxide detector activation, no CO
900 Special type of incident, Other
Totals
01/01/2014
01/01/2013
01/01/2012
01/01/2011
to
to
to
to
03/31/2014
03/31/2013
03/31/2012
03/31/2011
1
3
4
1
1
0
2
0
7
8
6
7
1
4
1
6
m 7
11
2
1
1
4
1
2
0
3
0
0
0
1
0
0
10
11
6
14
0
0
1
1
7
5
23
13
8
5
1
0
12
7
7
11
3
3
1
2
32
18
34
23
5
5
8
0
16
27
20
38
4
12
4
2
118
130
112
159
64
54
53
29
1 31
36
31
34
6
2
6
6
1
0
0
0
1205
1177
1059
1177
04/01/2014 19:23 Page 3
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