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Home My WebLink AboutMN-BFC-2000-03-14OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 NOTICE TEL (607) 272 -1234 FAX (607) 272 -2793 THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD TUESDAY, MARCH 14, 2000 AT 6:00 PM AT CENTRAL FIRE STATION, 310 W. GREEN ST., ITHACA, NY. An Equal Opportunity Employer with an Affirmative Action Program" `J Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS MARCH 14, 2000 AGENDA I. CALL TO ORDER - 1800 HRS. II. APPROVAL OF MINUTES - JANUARY 11, 00 III. ADDITIONS/ DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE - Co. #4: 2% report received 02/17/2000 - Co. #2: 2% and City monies reports received 2/22/00 - Co. #5: 2% and City monies reports received 2/28/00 - Co. #7: 2% and City monies reports received 3/08/00 NOTE: Reports not yet received from Co. #3, Co. #9 or Ithaca Vet Volunteers; - John L. Ward - resignation as an alternate to the Tompkins County Fire Advisory Board (received 2/22/00) - Memo and Program Description for Ithaca Fire Department's Juvenile Firesetter Program (provided by FF Lenore McGarry) VI. MEMBERSHIP CHANGES VII. MISCELLANEOUS REPORTS: - TOWN OF ITHACA - AUDIT - TOMPKINS COUNTY FIRE ADVISORY BOARD VIII. DEPARTMENT REPORTS: - CHIEF - DEPUTY CHIEF /TRAINING - VOLUNTEER COORDINATOR IX. OLD BUSINESS X. NEW BUSINESS XI. EXECUTIVE SESSION -- Request from Chief Wilbur for Donation Account expenditure XII. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS MARCH 14, 2000 (revised) MINUTES PRESENT: Commissioners Robert Romanowski, Paul Alexander, Cynthia Yahn and Greg Kirkpartrick; EXCUSED: Commissioner Alvin Nelson. I. Chairperson Romanowski called the meeting to order at 1803 hrs. II. Chair Romanowski made a motion to approve the minutes of the February 8, 2000 meeting with one correction: Comm. Alexander reported he will work on changes to the form for volunteers to request assistance from the 2% Firemen's Relief Fund (not the 2% report of use of funds). Seconded by Comm. Alexander. Carried unanimously. III. Additions /Deletions to the Agenda: Add Station 7 report to Old Business. IV. Persons wishing to speak to Board of Fire Commissioners - None V. Correspondence: - Co. #4: 2% report received 2/17/00; - Co. #2: 2% and City monies reports received 2/22/00; - Co. #5: 2% and City monies reports received 2/28/00; - Co. #7: 2% and City monies reports received 3/8/00; - Co. #9: 2% report received 3/14/00 It was noted that no reports have been received from Co. #3 or the Ithaca Veteran Volunteer Firemen's Association. - John L. Ward resigned as an alternate to the Tompkins County Fire Advisory Board (received 2/22/00). Chief Wilbur reported that Assistant Chief VanBenschoten has expressed an interest in replacing Mr. Ward. Chair Romanowski asked that anyone else interested in serving on the Fire Advisory Board should contact Chief Wilbur. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 15, 2000 PAGE 2 - Memo and program description for Ithaca Fire Department's Juvenile Firesetter Program (provided by FF Lenore McGarry). - Request of Volunteer Chris Hamilton for funds to attend an Arson Conference ($738.60). Since this request did not go through the usual Training Request process through the department, this item was referred to Chief Wilbur who will contact Chris Hamilton. - Letter of thanks, along with a $10.00 donation, from Mrs. Freelove of Titus Towers in thanks for a response to her apartment. (Deposited to the Donation Account). VI. Membership Changes: - Chair Romanowski made a motion to approve the addition of the following members as recommended by the Chief and the Membership Review Committee: - Joel Cadbury - Unaffiliated bunker - Enci "Alan" Zhou - Co. 9 - Gabriel Benel - Unaffiliated bunker Seconded by Comm. Yahn. Carried unanimously. - Chair Romanowski made a motion to approve the following resignations: - Erin Brand - Outside Service Provider - Tamar Lawrence - Unaffiliated bunker Seconded by Comm. Alexander. Carried unanimously. Chair Romanowski asked VC Lynch to keep a record of the reasons for resignations in order to provide a report at some point in time. VII. Miscellaneous Reports: - Chair Romanowski provided a written copy of his report to the Town of Ithaca (see Minute Book). - Chair Romanowski made a motion to approve the audit. Seconded by Comm. Kirkpatrick. Comm. Yahn abstained from voting until she had an opportunity to review the audit. The motion carried. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 15, 2000 PAGE 3 - Tompkins County Fire Advisory Board - Minutes of the last meeting were received. VIII. Department Reports: Chief Wilbur reviewed his report and Deputy Chief Dorman's Report (he is at EMT class) - see written reports in the Minute Book. Highlights were as follows: - Captain of Co. #2, David Ayers, met with Chief Wilbur regarding the agreements with the volunteer companies that expire at the end of June 2000. A Board discussion followed and it was decided that the Board would write a letter to each company indicating that they need to appoint a representative at the April meetings to assist in the formulation of a new agreement. Previously it had been the Company Captain's group that worked on the agreement; and since this group no longer exists, and the fact that the IVFU does not have representatives from each company, each company needs to appoint a delegate. The delegate could represent more than one company and could be a member of the IVFU. At the conclusion of the April volunteer company meetings, they need to contact the Fire Chief's office to indicate who their representative will be - then a meeting will be scheduled for early May. Chief Wilbur indicated that Board members need to be involved in formulation of the agreement as well. - Chief Wilbur reported that due to Co. #3 not meeting reporting requirements, the 2% check issued to them has been returned to the City Chamberlain. The Chief recommends the Board address the issue of unused funds in a positive and productive manner for the benefit of those firefighters providing service. He will consult with the City Attorney's office to determine proper means to address this problem. Chair Romanowski indicated he would also check with the City Chamberlain regarding this matter. - The Safety Committee held a reorganization meeting on March 13, ITHACA BOARD OF FIRE COMMISSIONERS MARCH 15, 2000 PAGE 4 2000 - the work list was provided - if the Board has any questions or concerns please let the Chief know. - County Communications and 911 Program : These items are consuming hours and hours of the Chief's time. The last presentation by the team will be held tonight for the Town of Ulysses. The most contentious issue continues to be tower siting. A new aspect of the project is the possibility of locating the centralized dispatch facility on the premises along with Station 5 at South Hill. Other sites are looking less favorable, and initial feasibility questions have been positive. A companion project would include the addition of classroom space at the IFD training center (which could not be included at the site at South Hill). Due to charter conflicts, contracts and deeds, the role of the Board in his situation is somewhat ambiguous at this point. The Board should consider what its' role could /should be and the Chief will keep them apprised of any new developments. - DC Dorman reports that the parts for the final phase of the SCBA replacement have arrived - there will be a final transition from old to new. - The 2 new chassis at 4 Guys should be finished in April - turnout after that should be about 90 days. - Comm. Kirkpatrick asked Chief Wilbur to describe the Fire Limits study. Currently, fire limits are designated by zoning districts. Using GIS mapping data, this will be changed to designation by economic development and building densities as a percentage of land area by block. This is being developed at the request of the Fire Department with assistance of the Building Department. Once the recommendations have been developed, the Board will be advised of same. - Fire Prevention Bureau report and Public Education report for the ITHACA BOARD OF FIRE COMMISSIONERS MARCH 15, 2000 PAGE 5 month of February were provided. - Volunteer Coordinator Marcia Lynch reviewed her report. Probationary members currently in training, and at the Class II level are assigned to a shift, similar to bunkers when they are in training. She also reported that bunker recruitment is a bit slow. See the rest of her written report in the Minute Book. IX. Old Business: - Request for 2% Firemen's Relief Funds form (to request funds for sick and indigent): Comm. Alexander proposed two changes: add a statement that indicates, if request is approved, that checks will be written out to the creditors, never directly to the requestee; and that the form requires signatures of two officers of the volunteer company. After a short discussion, Chair Romanowski made a motion to approve the changes. Seconded by Comm. Alexander. Carried unanimously. (copies of the new forms will be sent out with the letter to volunteer companies regarding the agreement). - Charter changes - Chair Romanowski suggested changes be made to the following sections: Section A - delete the reference to control and management of employees.. Section C - delete references to actual payment of bills and maintenance of accounts - refer to Audit only (as these tasks are handled by IFD and City staff); Section D - budget deadline needs to be changed to reflect due dates; Section H - delete entirely - negotiation of labor contracts, civil service rules and laws, and department policies regulate the management of personnel within the Fire Department. Chair Romanowski reported that changes to the City Charter is a long process and requires consent of Common Council. - Station 7 - Comm. Yahn reported that she met with City Attorney - they found the bid packet for the sale of the annex to use as a model; ITHACA BOARD OF FIRE COMMISSIONERS MARCH 15, 2000 PAGE 6 they reorganized the basic draft that was provided by Chief Wilbur; language changes were proposed, etc. She will rework the packet by the end of the week and will have available for the Fire Chief's review by Wednesday, March 22nd. Comm. Yahn also discussed the desire to have newspaper articles regarding the upcoming sale that includes a history of the building in order to entice interest in the sale. X. New Business: None XI. Executive Session: At 1900 hrs. the Board moved into Executive Session to discuss a personnel matter. The Board resumed open session and reported they approved a request for a payment from the Donation Account. XII. As the meeting room was needed for training at 1900 hrs., the Board of Fire Commissioners adjourned their meeting at 1905 hrs. The Ithaca Board of Fire Commissioners will reconvene on Thursday, March 23, 2000 at 1800 hrs. to continue some of the discussions from this meeting. Respectfully submitted, �J Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (minutes will be reviewed for approval at the next Regular meeting) CITY OF ITHACA 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: Marcia E. Lynch, Volunteer Coordinator)L DATE: March 14, 2000 SUBJECT: Membership Changes Please be advised that, since your last meeting, the following members have been granted preliminary approval by Chief Brian Wilbur, upon recommendation of the department's Membership Review Committee. Name Company Assignment Joel Cadbury Unaffiliated bunker Enci "Alan" Zhou Co. 9 Gabriel Benel Unaffiliated bunker Please approve the following resignations: Erin Brand Outside Service Provider Tamar Lawrence Unaffiliated bunker cc: Volunteer companies listed above "An Equal Opportunity Employer with a commitment to workforce diversification." .s ca Interoffice memorandum To: Ithaca Board of Fire Commissioners From: Firefighter Lenore McGarry Date: Feb. 22, 2000 Here is the information you requested about the Juvenile Firesetter Intervention Unit. I would be glad to fumish any additional information for your reference. As you know, the Unit has been supported almost entirely by local donations, and we continue to seek this support when possible. Lately, many local businesses contributed free goods and services to children who successfully completed the program. These rewards were well received by the "graduates ", and served as positive reinforcement to continue with safe fire practices. However, we are in need of some current educational material, and unfortunately, the Fire Academy has little that we can borrow. Most videos regarding Firesetter intervention are over $200. We hope to be approach the Board some time in the near future for possible funding for the Unit. I would be glad to attend a Board meeting and answer any questions you might have. Please contact me at 272 -1234 if I can be of further help to the Board. 02122!2000 Page 7 CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 Juvenile Fire Setter Program The Ithaca Fire Department's Juvenile Fire Setters Program, which has been available since 1991, offers help to families with children who are involved in fire play or fire setting. Some of the children have been involved with the setting of very serious fires; others are just interested in playing with matches or lighters. All of these children are at risk of injuring, possibly fatally, themselves or others. Outline of the Program: Upon referral (from parents, police, school personnel, fire officials, social workers, etc.), firefighters from the program meet at the home with the entire family and individually with the child or children involved. Through the parent / guardian and child interviews, information is gathered that will help us determine the severity as well as the reason(s) the child is engaging in this dangerous behavior. At future family visits, a plan is outlined with the family placing the major emphasis on fire safety. Referrals to other agencies, mental health professionals, etc.. are made as appropriate. The firefighters do not administer counseling but do encourage the family to follow up on any referrals made. At each visit a fire safety message tailored to the needs of the child is given and when possible the whole family is involved. Fire safety skills are stressed to the parents, as they have a much greater chance of having a fire than does the general population. Smoke detectors are installed by the firefighters if necessary, home fire drills are conducted; home fire safety surveys, and other activities are done with the family. Eligibility: The program was originally available to children 18 years old and younger, and only those who lived in the area served by the Ithaca Fire Department (the City & Town of Ithaca). However, since the Ithaca School district encompasses children from the surrounding, volunteer fire districts, and such departments often do not have firefighters available, the Juvenile Firesetter Unit is willing to see children from outlying districts. In these cases the family must meet with the Unit at Central Fire Station. The Ithaca Fire Department shares fire safety information and materials with other departments when necessary. Referrals to the Program: "An Equal Opportunity Employer with a commitment to workforce diversification." c! Anyone who has responsibility for the child's safety or welfare (parent, guardian, teacher, police officer, social worker, etc.) may refer a child to the program by calling the Ithaca Fire Department at 272 -1234. A firefighter will arrange to meet with the family as soon as possible. Other persons who are concerned about a child may also make a referral. However, to encourage cooperation with the family, it is best if the family is informed of the program and is urged to call the Ithaca Fire Department themselves. At the very least, parents of the child should be informed that someone from the Juvenile Fire Setter Program will be contacting them. Confidentiality: Due to the personal nature of some of the information shared by the families with the JFS Program, family identities and personal information are kept confidential. In the event that information must be shared with another agency, the parents or guardians sign release forms, to allow this. Confidentiality should be breached only in a situation that involves immediate danger to a person. Information discussed with anyone outside of the JFS Program shall not allow identification of individuals or families CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the month of March, 2000. LIFE SAFETY DIVISION Administration 1) Career Personnel Report See attached report from Deputy Chief Dorman. 2) Operating Budget Account Status Monthly budget reports have not been received from the Finance Office, nor has the end -of -year 1999 report been received. As a result, no budget reports are being generated for the Board. 3) Ithaca College - Paying for Fire Protection No new news about paying for fire protection at this time. Other initiatives related more to in -kind services are being explored (see Response item # 4 below). 4) Contract negotiations. City -Town contract negotiations are still in process. Contract negotiations with the Ithaca Paid Fire Fighter's Association are still in progress. Capt. David Ayers of Company 2 has approached me about successor volunteer agreements to those that expire this June. My current interests in this area include: a) a simpler agreement; b) insuring that we are dealing with viable entities (companies); C) insuring that available monies go to volunteers providing service. In general, I think most would agree that it is not fair for some companies that do not provide service to the department and /or community to get the same money as those that do provide that service. 5) Station 7 The draft sale specification has been in the hands of the City Attorney's Office for review since 14 FEB 00. A copy of her e -mail message to me on this was provided to you in your mailboxes earlier this month. 6) Strategic Planning Committee No committee work has been done on this issue since October. 7) 2000 Operating Budget The detailed chart of accounts for 2000 is being developed now by Eileen Camp. "An Equal Opportunity Employer with a commitment to workforce diversification." W Fire Chief's Report for March, 2000 14 MAR 00 page 2 8) Volunteer Company Appropriations and 2% Distribution As the check for $3,599.37 was issued on 16 JUL 99, the two percent distribution check for 1999 for Company 3 is stale dated. Company 3 has not met the requirements to receive these monies because of the failure to provide the two percent distribution report from the previous year. This check has been returned to the City Chamberlain. See item # 9 below. Again, it is my strong recommendation that the Board address the issue of unused funds in a positive and productive manner for the benefit of those fire fighters providing service. As the City Charter is fairly specific on the distribution of two percent funds, the City Attorney's Office should be consulted on the proper means to address this problem. 9) 2% Reports To date, state two percent reports have been received by all except: Companies 3 and 9, and the Ithaca Veteran Volunteer Firemen's Association. Fire Prevention Bureau 1) Monthly Inspection Report No report. A new report format is being developed which will include both inspections conducted and complaints received. This will be available next month. 2) Fire Investigation Unit - Monthly Report See attached report from Assistant Chief Wheaton. 3) Juvenile Fire Setter Intervention Unit (JFSIU) - Monthly Report See attached report from Assistant Chief Wheaton. 4) Public Education Program - Monthly Report See attached report from Lt. Thomas Deis. 5) Fire Investigation Unit - Incendiary Fires No new discussions between IFD and IPD have occurred since the last report. 6) Inspections of Places of Assembly and Fire Systems Testing Permits and Fees Implementation details and appropriate policy and SOP's are still being developed for the administration of the new place of assembly and fire system ordinances. 7) Fire Limits Study Using GIS mapping data, the Planning Department has provided us a map of the City showing building densities as a percentage of land area by block. This was done at our request so that we could objectively Fire Chief's Report for March, 2000 Safety 14 MAR 00 page 3 analyze our current fire limits to determine if we were being consistent and to assist in developing a new method of designating fire limits. A meeting will be scheduled with the Building Department to review this material so that we can develop a recommendation for fire limits designations. Once the recommendations have been developed, the Board will be advised of same. 1) OSHA Physicals We are still working on development of a new policy. See item # 2 below. 2) Safety Committee An organizing meeting was held on 13 MAR 00 to refresh the agenda and effort for the department's Safety Committee. The work list was quite long (attached) and there is a lot to be done in this critically important program. OPERATIONS DIVISION Response 1) Monthly Call Report Final reports for 1999 will be issued when all reports are entered. See attached report form Deputy Chief Dorman for February 2000. 2) City Disaster Management Plan Planning is underway. The next meeting is scheduled for 17 MAR 00 at 1300 hours. One of the next steps is to submit a resolution to the County Board on the establishment of a county-wide working group for emergency management planning, and a meeting of interested persons to hear the progress of the steering committee. 3) Operational Change Review Data has been compiled on the effect of opening West Hill Station on a 24/7 basis, but there has been no time to do the study, so it is still incomplete at this time. A change in district boundaries is also being considered at this time. 4) County Communications and 911 Program The County's 800 MHz communications and 911 centralization program continues to get hours and hours of my time. The last presentation by the team consisting of Barbara Blanchard, Peter Meskill, Jack Miller, Lee Shurtleff, and me, is tonight in Ulysses. It still appears the most contentious issue at this time relates to tower siting. A new aspect of this project is the possibility of locating the centralized dispatch facility on the premises along with Station 5 at South Hill. Other sites are looking less favorable, and the consultant hired to do Fire Chief's Report for March, 2000 Support 14 MAR 00 page 4 the review of the propagation studies indicated this site would be ideal from a communications point of view. As a result, initial discussions were held individually with key people with the City, the Town of Ithaca, Ithaca College, and architect Tony Egner, to determine if the site was at all feasible. The answer from each was yes. If the County determines that this site holds promise, more detailed discussions will be required to hammer out details, finalize feasibility questions, and gain appropriate permissions. The land and building there is deeded to the Town of Ithaca, so the Town is the key player here. Due to charter conflicts, contracts and deeds, the role of the Board in this situation is somewhat ambiguous at this point. The Board should consider what it's role should be, and come forward with it sooner rather than later. 1) See attached report from Deputy Chief Dorman. 2) Steamer Project The steamer is still at Station 7 where it awaits return of the parts sent out to be nickel plated.. 3) SCBA Replacement Project See DC Dorman's report. 5) Training Center Usage Report for JAN 00 No report. Training 1) See monthly training report from Deputy Chief Dorman. VOLUNTEER SERVICES DIVISION Membership Unit 1) See attached report from Volunteer Coordinator Lynch. Service /Duty Unit 1) See attached report from Volunteer Coordinator Lynch. Respectfully submitted, Brian H. Wilbur Fire Chief CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 To: Tom Dorman John Powers Chris O'Connor Doug Vliet From: Brian H. Wilbur Re: Health and Safety Meeting Date: 10 MAR 00 Fax: 607/272 -2793 MEMORANDUM (C(DPY In anticipation of our meeting on Monday, 13 MAR 00, below are my long overdue list of safety topics that need to be addressed, and my brief thoughts on those topics. They are arranged alphabetically. Please feel free to challenge or support my ideas and to offer different needs, perspectives or priorities. We will be lucky Monday if we can define "what's next" for even a few of these items. Accident review policy From my point of view, we have not demonstrated an interest in a punitive approach to accident review, but rather, have tried to emphasize problem identification and solution. To date, this has been somewhat informal. I am interested in seeing an SOP that describes what needs to happen with regard to reports, peer review, and similar things, when a property damage and /or personal injury accident occurs. immunization policy A clearly written policy that puts in one place our requirements and approach to providing immunizations is what I am looking for here. John has done a lot of work on this, but we haven't gotten it into the policy manual yet. Incident safety officer The books I brought back and gave to Doug and Chris will (hopefully) help define this issue. My interest is in our being more aggressive in assigning an incident safety officer on those incidents that need them. To start, we need to train people on the responsibilities and authorities of a safety officer, how to perform the duties on an incident scene, and write an appropriate policy governing all of that. Job assignments My thought here is pretty simple. Doug is the department's Health and Safety Officer, with responsibility for the health and safety program for the department. Chris can be the department's incident safety officer and is in charge of our incident safety officer program, and John can be the department's health officer, in charge of immunizations, infection control, and similar things. "An Equal Opportunity Employer with a commitment to workforce diversification." �F� Health and Safety Meeting Topics 10 MAR 00 page 2 Medical exam policy A policy on how medical examinations are handled, what rates are paid, who gets them and when, are all things that need to be established. We have suffered through a couple of extended discussions on this topic in past staff meetings, but have not had a chance to condense the conclusions into a consistent policy. Included in this is the need to update our medical exam information packet which is provided to the health care provider to guide him or her in the administration of the OSHA medical examination. Medical Records I am not clear where we stand on the filing of medical records for all personnel. It is my impression that the file in the Duty Office will contain copies of physicians OSHA medical exam reports, and immunization records, etc. We have had requests over time for immunization records which seem hard to respond to. I am looking for insight into all of this. Medical exams, RFP for Late last year, Convenient Care sent along an agreement to be signed for them to do medical examinations for us. Given the annualized cost of these exams, we are obligated to do an RFP again prior to committing to any one provider. This has yet to be done, and will need to be taken care of as soon as possible. In the meantime, we have continued to use Convenient Care. Mission Statement, Goals, and Objectives My original shot at a mission statement for the Safety Section is as follows: To provide the safest working environment possible and to insure compliance with applicable OSHA and NYS standards for the members who are delivering the Department's mission. Review and revision of the mission statement, establishment of short and long terms goals, with accompanying objectives, are all elements of organizing our safety and health program. NFPA - standards relative to There are many NFPA standards that we should be working to comply with. NFPA 1500, 1501, 1523 are a few examples. Although we can't do all of them all at once, we can work away at critical areas over time. Health and Safety Meeting Topics 10 MAR 00 page 3 OSHA physical status Do our current records give us adequate information on who is current on OSHA medical exams and who is not? I have a computer file in the Unix system that is reliable and secure. At the moment, it seems that the paper trail should be as follows: Physician's OSHA certificate received by Chris Wilbur. Chris copies and sends original to Doug to place in medical file for the individual involved. Chris updates the computer data base and places the copy of the certification in the employee's personnel file. If you like this, a menu item can be added to your Unix data base menu which will print out the physical exam dates and similar criteria for the health and safety officer. Return to duty criteria This issue has been out there for awhile. It is difficult because there are so many variables. In any event, for the safety of the individual, and of that individual's peers, we need a mechanism to insure that the knowledge, skills, and abilities required of a fire fighter (inclusive of all ranks) have been maintained or re- acquired by someone who has had an extended absence. The Training Section's look at criterion based competency testing may be of some value here. Safety policies in general There are many things we do in the name of safety, but for which there is no department standard and /or requirement. As a result, application is inconsistent, and overall safety goals are not met. Wheel chocks could be an example. I think the department health and safety committee should be regularly looking at our operations and recommending policies and procedures that encourage or require appropriate safe practices. Last but not least is the need for the department to have a viable safety committee. Doug and I have talked about the difficulties of getting people to meet and engage this need. If we can identify some short term successes for the committee, the momentum may build and attract others to the effort. Thanks. 9 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT March 2000 PERSONNEL STAFFING LEVELS 1 Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants 50 Fire Fighters 65 Total on Duty Personnel 1 Fire Fighter on Disability Leave 1 Fire Alarm Superintendent 1 Volunteer Coordinator 1 Administrative Secretary 1 Administrative Assistant - Financial 1 Account Clerk Typist Total employees as of 03/01/00 - 71 RESPONSE wrinFNT MALLI SUMMARY - as reported by Tomakins Countv Fire Control NATURE OF INCIDENT MONTH TOTAL YTD TOTAL Structure Fire 5 8 1 5 0 0 18 179 30 60 20 12 66 158 557 Fire Outside of Structure 0 Vehicle Fire 3 Trees, Brush, Grass Fire 0 Refuse Fire 0 Rescue Call 3 Emergency Medical Call 81 Hazardous Condition, Standby 9 Service Call 24 Good Intent Call 11 Malicious False Call 9 21 72 238 System Malfunction Unintentional False Totals Date Printed: 3/10/00 Page 1 I ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT March 2000 MUTUAL AID CALLS (included in totals listed above) Given to: Received from: Cayuga Heights (3) SELECTED CALLS No Report SUPPORT 1. We are waiting for a few parts to be delivered before the new SCBA is put in service. TRAINING The year to date training report is attached. Submitted by: J. Thomas Dorman, Deputy Chief Date Printed: 3/10/00 Page 2 L I� O N 00 ln(') O O M d' N LO M M LO N LO 4 LO 'V' co LO co r OD (M LO � r L6 ON <0 O H d � o I- v (D 0 O Z O C.) O -Y o CL O °' N M� W o J a � � F- N o o CL r J J O O _O p Q o U) _ L = c L a �o a = U N L O .� co d M C6 LO LO M LO 't N It N LO M M LO m r Lq U- r = .Fr _ Ri M It LO (n r LO M W N Lq (0 Cl) LO O r, O M r M r- LO N (O p N O O Z w �? LU 0 U) LU Q U U U Q Z z O O Z O FW- Q W J Q ¢ _ I- U Cc O Z O cr o F- U H J O W cc z0 1 j Ir 0 U lL � ClN Z w [C Q w Q 2 OC Z = o Q W W > Z a U R +. z0 z0 C/) ~O z d CL W w U Ir w za O U) z0 Q � w Q LL � w p O O F- U W O > w = z W < Y O W p o o H U E- z w z O Z a Q U o o Q cn o > O U Q aC Q z z 0° w X J z z¢ za Z a m g w >> g o¢ oz o O ° m w W °° W z ° W jr w IL O o O w w U m H Z U w > J w Q W W �QQ N F U Q W W H m oC LL oC LL W C E I O O � C7 O 2 O LL W > W Q fn O U LL W Q LL 2 Z W LL o � a) C a Q i r O N O M O - O LO O (0 O h O 00 O O O O r r r N r M r It r 0 r (O r f- r M r M *- O N N N N IL W M LO L 0 m 0 M N _ O C6 LO m N ,^ t4 O LC) H d 0 z 0 V a O W m � s � L Cl) N � o a m � ca 0 O � L CL ai o *� Q � U � L .� m LO N N N W 0) m o a 0 0 0 0 0 0 0 0 7}, N N r LO r d' O t C 0 W l3 O H O O O c� Q IL M LO 0 m O W M N U— ` — LC) LO tti r N N O z Z Q Z O H U) w LU W U U CL O OC � O & LU U Z Z U, } U Z W p O Z p Q Q W D Q H Q 0 Q J Q Ir cr W U LL CL IL 2 O z C M � (o r F- N N N N LO N N N W 0) m o a 0 0 0 0 0 0 0 0 7}, N N r LO r d' O t C 0 W l3 O H O O O c� Q IL FIRE COMMISSIONERS FOR FEBRUARY 2000 FROM THE FIRE PREVENTION BUREAU ITHACA FIRE DEPARTMENT ASSISTANT CHIEF WHEATON C&0 MONTHLY REPORT CAUSE & ORIGIN INVESTIGATIONS FOR FEBRUARY 2000 1 HOURS 1106100-476 N. 770GA ST./ HOUSE 7/7 7/00- 208 -210 EAST STATE ST./ HOUSE 12 20 11ZOIZ000 -322 WEST AVE(U -HALL #6) /DORM 10 12/2/00-616 WEST CLINTON ST/ HOUSE 20 TOTALS FOR FEBRUARY ARE ALL BOLD 20 TOTALS FOR THE YEAR OF 2000 62 Page 1 0 m C7 O N 1 r � N m Z_ FM T m N Nm O y o � N '9 AO D 3 c r — Z M Z Z ON O m Z m 2 -o:* m— D J L Nc/�(nm m N O pa --1 0 m C7 O N 1 r � N m Z_ FM T m N Nm O y o � N '9 AO D 3 K L- 1 1 D J L Z V7 W N m Ti 1 1 m _ w O W N c 3 1 1 1 1 1 m 0 2 Z 1 1 1 1 1 0 m C7 O N 1 r � N m Z_ FM T m N Nm O y o � N '9 AO D 3 K 1 1 D L C 1 1 Z m C 1 D c c� U) m Z O 0 m C7 O N 1 r � N m Z_ FM T m N Nm O y o � N '9 AO D 3 03/03/00 FRI 09:03 FAX 607 8989820 Tom & Katie Deis Z002 MEMO TO: Fire Chief Brian Wilbur FROM: Lieutenant Thomas Deis RE: February's Monthly Pub. Ed. Report DATE: 03MAR00 4 Station visits by area pre- schools involving 59 (3 -5 YO) and 26 adults. I Station visit by a day care involving 10 (K -5 graders) and adults. 2 Fire Drill observations, 109 Triphammer Rd. and 519 Stewart Ave., both CU sororities. I facility visit by the Fire Bureau, at 101 Bundy Rd., to discuss evacuation plans, alarm system, and related Q & A's. Unknown number of staff in attendance. 1 career exploration by 2 (14 YO) Spencer -Van Etten High School students. VOLUNTEER SERVICES DIVISION - MEMBERSHIP UNIT Monthly Report to the Board of Fire Commissioners, March 2000 VOLUNTEER PERSONNEL REPORT ACTIVE PERSONNEL PROFILE COMPANY CLASS I CLASS II CLASS III NO CLASS. ACTIVE (A) 29 10 5 - ACTIVE ON LEAVE (L) * 2 2 - - PROBATIONARY (T) 15 1 1 - TOTAL (A & T) 46 13 6 - TOTAL - ALL CLASS. 65 UNTRAINED PERSONNEL PENDING CLASS I CLASS II CLASS III NO CLASS. REACTIVATED - -- 1 APPROVED 9 - - - PENDING (ALL CLASS) 10 Included in above numbers: Bunkers (Class 1) 18 "Active on Leave" broken out as a separate category beginning with this report Outside Service Providers (OSPs): Active - Probationary 2 Approved /Untrained 1 ACTIVE PERSONNEL BY COMPANY COMPANY CLASS I CLASS 11 CLASS III NO CLASS. UNTRAINED TOTAL 1 -- 4 -- - - 4 2 2 3 4 - 9 3 7 2 2 - 11 4 2 -- -- - 1 3 5 6 1 -- - 1 8 6 5 3 -- - -- 8 7 1 -- -- - -- 1 9 12 -- -- - 1 13 UNDECL./OSP 3 -- -- - 4 7 UNAFF.BUNKER 8 1 2 110 (Active volunteer numbers reflect any resignations and removals presented to the board this month. "Active Personnel By Company" report includes "Class 1, 11 & M" categories, active and probationary members combined. Members not yet trained (all classifications) are listed under "Untrained ".) VSD Membership Unit Monthly Report to the Board of Fire Commissioners Page 2 MEMBERSHIP ACTIVITY VOLUNTEER PROGRAM SINCE LAST REPORT YEAR TO DATE INQUIRIES 4 12 APPLICATIONS - 2 ACCEPTED - 1 REJECTED - - WITHDRAWN - 1 REACTIVATIONS - - OTHER - - BUNKER PROGRAM SINCE LAST REPORT SEASON TO DATE INQUIRIES 6 37 APPLICATIONS 1 6 ACCEPTED 3 3 REJECTED - - WITHDRAWN - TRANSFERS - - OTHER - COMMENTS: In "Active Personnel Profile ", changes reflect change of 12 new bunkers from "probationary" to "active" status, and removal of several members from the "active" roll because of activity level during 1999. OTHER ITEMS: Membership Review Committee The Membership Review Committee met on February 29, March 2 and March 9 and approved three bunker candidates. New Member Basic Training The New Member class continues to go well. Trainees will be qualified to respond at a Class II level as of this Saturday, March 18. Probationary Member Shift Assignments Chief Wilbur is distributing to officers a memo establishing assignment of probationary members to shifts (similar to the arrangement used for bunkers), to aid in monitoring and oversight of their standby time and VSD Membership Unit Monthly Report to the Board of Fire Commissioners Page 3 to facilitate members' integration into the department. Five probationary members are being assigned at this point, and additional members will be added, once the New Member class finishes in May. We will soon schedule meetings involving members and their shift officers, to establish an initial plan of action governing their service. Volunteer and Bunker Recruitment Recruitment, particularly on the campuses, seems to be proceeding more slowly than usual this spring. According to bunkers distributing bunker recruitment posters, there has been some problem on the campuses, either in getting posting approved by building managers (at Cornell) or with posters becoming covered up or being taken down by custodial staff (at I.C.) On Sunday, February 27, 1 delivered a brief presentation to Cornell EMS concerning bunker recruitment. IFD bunker Joy Atwood, who also serves as CUEMS Training Director, helped set up this meeting and posted notice of this session on the organization's list -serve. The Cornell Tradition program continues to make candidates aware of IFD service opportunities, including posting a notice on its list- server. Once again this year, we are purchasing print advertising in the Cornell Sun and The Ithacan at I.C., promoting bunker recruitment. Radio public service announcements for volunteer and bunker recruitment continue to receive heavy airplay, and have produced inquiries. Ithaca College's admissions office has agreed to distribute our one -page summary concerning IFD service opportunities to prospective students, and requested an electronic copy for use in responding to inquiries via e-mail. - Submitted by Marcia E. Lynch, Volunteer Coordinator, 3/14/00 Qy ITHq 1RAIC TO: CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -12341 Fax: 607/272 -2793 FAX TRANSMITTAL FORM Debbie Parsons, City Chamberlain FROM: Brian H. Wilbur, Fire Chief J',,1 0 RE: 2% Fire Relief Fund DATE: March 14, 2000 NO. OF PAGES: 1 (plus check) Due to the stale date, the attached check should be voided. Please ;do not issue a replacement check until the Board of Fire Commissioners directs it to be done. If you have any questions, please call me. Thanks. n "An Equal Opportunity Employer with a commitment to ,'Orkforce dlacr,.f ca(ion.. 1024 BOARD OF FIRE COMMISSIONER'S TRUSTEES -FIRE RELIEF FUND t0- 12/220 DATE 7/16/99 PAY TOTR= Volunteer Fir eCro t�113 . �t. $ 3,599.37 ** ORC' tj C TS �i l'y "1J DOLLARS 8 / —CITY CHAMBERLAIN CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 2% (FOREIGN FIRE INSURANCE MONIES)- AVAILABLE 07/20/99 CAYUGA HOSE CO. # RESCUE STEAMER & CHEM. *- TORNADO HOOK & LADDER CO. #3 EUREKA PATROL CO. TORRENT HOSE CO. # �KSPRAGUE STEAMER/ HOSE CO. #6 CATARACT HOSE CO. # j NERITON FIRE COMPANY #9 ITHACA VET. VOLUNTEERS q / ,599.37:DATE ,599.37:DATE 23 9 �,599.37:DATE ,599.37:DATE 599.37: DATE ',599.37: DATE ,599.37: DATE x;599:37: DATE 7 _ Z 5 7,501.77: DATE 7,ac1 "l pfd ,.. r ._ ,i n.. ..,, :... c.,. .. 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GREEN ST., ITHACA, NY. Items to be discussed include: - Report of March 15th letter to volunteer companies regarding agreement renewal plans; - "Request for 2% Relief Funds" form changes - Report on distribution of unused (returned) 2% Relief Funds - Follow up on Sale of Station 7 information A An Equal Opportunity Employer with an Affirmative Action Program" �i1r Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 MINUTES (continuation of 3/14/00 meeting) PRESENT: Commissioners Robert Romanowski, Paul Alexander, Cynthia Yahn and Greg Kirkpatrick; ABSENT: Commissioner Alvin Nelson. Chairperson Romanowski called the meeting to order at 1807 hrs. II. Board members received a copy of the letter sent to volunteer companies dated March 15, 2000 notifying them of the agreement renewal discussions that will commence in May; and the requirement to notify the Chief's office of their designated representative to the agreement renewal meeting at the commencement of their April meetings. (see Minute Book). Board members asked what happens if some companies don't respond to the Board's request. Discussion followed regarding the state of volunteerism nationwide and changing aspects of our culture. IFD is having the same problems with sustaining a volunteer segment as other organizations. We will have to address that issue when needed. III. The revisions to the "Request for 2% Relief Funds" form were reviewed - see copy in the Minute Book. IV. A lengthy discussion following with regard to the disposition of unused, returned, or ineligible 2% Relief Funds. Chair Romanowski checked with the City Chamberlain who indicated the following: Unaccepted funds or undistributed funds due to failure to fulfill New York State reporting requirements shall be returned to the City of Ithaca, Office of the Chamberlain, and placed in the 2% Fund account. Such unused funds will be added to the following years' 2% tax payments from New York State for distribution to the qualifying organizations. The following other items were discussed: - Distribution of 2% funds is stipulated in the City Charter; and reporting requirements are stipulated by New York State law. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 2 - Company agreements with the City of Ithaca do not affect distribution of 2% funds (as long as they have filed their report to New York State) - only City appropriations. Ineligible companies may qualify for 2% funds in subsequent years, even if they did not file their report in a previous year; - Are Board members liable or have any legal responsibilities if companies don't report 2% funds? It is unknown. - City Charter reporting requirements were discussed. The Board is unclear as to who is supposed to report what to whom. Chief Wilbur charted out the reporting requirements that are discussed in the City Charter. - The City Charter addresses reporting requirements for the Board of Fire Commissioners as it relates to the operating budget; - The Board of Fire Commissioners are the custodians, and the City Chamberlain maintains the 2% fund accounts (Relief and Active Firemen's Relief fund revenues) and reports transactions to the Board of Fire Commissioners; - The Board, in turn, according to the City Charter is supposed to make a report to the Common Council about these funds (which at present is not done). - Up to this year, the volunteer companies and the Vet Volunteers have been filing their 2% reports directly to New York State - this year we have required that they also provide a copy to the Board of Fire Commissioners (the Town of Ithaca also would like copies of these reports); (as of this date, Co. #3 and the Vet Volunteers have not yet provided a copy of this report to the Board of Fire Commissioners); - Comm. Alexander feels the Board should take the initiative to enforce the reporting requirements. At this point, Chairperson Romanowski made a motion that language be included in the new agreements between the City of Ithaca and the Ithaca Volunteer Fire Companies (as well as with the Ithaca Veteran Volunteer Firemen's Assoc.) that addresses the reporting requirements for both City "Contract" monies as well as 2% funds. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 3 Seconded by Comm. Alexander. Carried unanimously. Discussion following regarding reporting time periods - eg. volunteer company's fiscal year and Board of Fire Commissioner's terms of office are not the calendar year - the City of Ithaca operating budget is based on a calendar year. It was decided, that since the 2% report is based on a calendar year, that the City contract monies should also be based on the calendar year - with the knowledge that City contract monies are not distributed until sometime in June or July. Chief Wilbur stressed his concern regarding reporting requirements is that he does not want to fail in IFD's or BFC's responsibility to oversee funds; that the integrity of IFD, BFC and the volunteers is kept above board. IV. Station 7 Sale information - items discussed are as follows: - The bid notice will say to call the Fire Chief's office for more information; - Proposals will be due 30 days from date the bid proposal is out; - Goal is to have bid opening at May meeting or a special meeting in May; - Discussion of use of proceeds from the sale - a committee will be established of all stakeholders to develop assessment of needs; - Funds currently in another capital project for code compliance can be added to any proceeds from sale of Station 7. - Comm. Alexander reported that Common Council liaison Jana Taylor will assist to expedite our needs with the City Attorney's office. At 1930 hrs., Chairperson Romanowski made a motion to adjourn the meeting. Seconded by Comm. Alexander. Carried unanimously. Respectfully submitted, ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 4 Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the April 11, 2000 meeting) Disposition of unused 2% Funds Unaccepted funds or undistributed funds due to failure to fulfill New York State reporting requirements shall be returned to the City of Ithaca,Office of the Chamberlain,and placed in the 2% Fund account. Such unused funds will be added to the following years' 2% tax payments from New York State for distribution to the qualifying organizations. ( Disposition statement from Ithaca city Chamberlain- Debbie Parsons ) CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 March 26, 2000 City of Ithaca Board of Fire Commissioners 310 West Green Street Ithaca, New York 14850 Dear Fire Commissioners: I would respectfully request an appointment to the Tompkins County Fire, Disaster, and EMS Advisory Board. John A. Ward has advised me that he will be leaving the area this spring, & therefore will be resigning his appointment as an alternate toe the Advisory Board. Thank you for your consideration of my request. Yours truly, Guy J. Van Benschoten Assistant Fire Chief C k- . �, f "4 , --.-); l ��I/ �'/ CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 Catherine Valentino, Supervisor Town of Ithaca 126 E. Seneca St. Ithaca, NY 14850 Dear Cathy: As you have requested (via Ithaca Board of Fire Commissioner's Chair Robert Romanowski), I am sending you copies of "Annual Report on Revenues and Expenditures of Foreign Fire Insurance Premiums" for monies distributed to Ithaca Volunteer Fire Companies and Ithaca Veteran Volunteer Firemen's Association for the year 1999. We have not yet received copies of reports from Tornado Hook & Ladder Co. #3 or the Ithaca Volunteer Veteran Firemen's Association. We will forward these to you when we receive them. Other than the two noted, all other reports are enclosed. If you have any questions, please feel free to call. Sincerely, Christine M. Wilbur Administrative Secretary cc: Ithaca Board of Fire Commissioners Chief Brian H. Wilbur Cayuga Ai Medical Center at Ithaca March 21, 2000 Robert Romanowski 160 Bundy Road Ithaca, New York 14850 Dear Mr. Romanowski: I am pleased to announce that the 20th Annual Meeting of the Cayuga Medical Center at Ithaca Corporation will be held on Thursday, April 27, 2000, in the Cayuga Medical Center Garden Cafe. It is suggested that you plan to arrive by 6:30 p.m. so you have ample time to check -in, receive your copy of the medical center's 1999 Annual Report, greet one another and find seating. Coffee and dessert will be served during this time. The business portion of the meeting begins at 7:00 p.m. During the meeting corporate member organizations will participate in a variety of activities including: 1) election of directors for a three year term to vacancies on the Board of Directors of Cayuga Medical Center at Ithaca, 2) election of the nominating committee and 3) consideration of any revisions to the bylaws. As a member of the corporation, you will be voting for 4 directors, who will each serve three -year terms. In addition, you will be ratifying a slate of candidates to serve on the 2000 -2001 Membership and Nominating Committee. The packet you received today includes the agenda for the 2000 Annual Meeting, minutes from last year's Annual Meeting, and the list of nominees for 2000 election to the Board of Directors and nominating committee. We look forward to seeing you on April 27th Sincerely yours, Barbara Brook, Chairperson Membership and Nominating Committee cc: Ithaca Fire Department 101 Dates Drive Ithaca, New York 14850 -1383 607.274.4011 607.274.4527 fax Affiliated with Cornell University Medical College ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 MINUTES (continuation of 3/14/00 meeting) PRESENT: Commissioners Robert Romanowski, Paul Alexander, Cynthia Yahn and Greg Kirkpatrick; ABSENT: Commissioner Alvin Nelson. Chairperson Romanowski called the meeting to order at 1807 hrs. II. Board members received a copy of the letter sent to volunteer companies dated March 15, 2000 notifying them of the agreement renewal discussions that will commence in May; and the requirement to notify the Chief's office of their designated representative to the agreement renewal meeting at the commencement of their April meetings. (see Minute Book). Board members asked what happens if some companies don't respond to the Board's request. Discussion followed regarding the state of volunteerism nationwide and changing aspects of our culture. IFD is having the same problems with sustaining a volunteer segment as other organizations. We will have to address that issue when needed. III. The revisions to the "Request for 2% Relief Funds" form were reviewed - see copy in the Minute Book. IV. A lengthy discussion following with regard to the disposition of unused, returned, or ineligible 2% Relief Funds. Chair Romanowski checked with the City Chamberlain who indicated the following: Unaccepted funds or undistributed funds due to failure to fulfill New York State reporting requirements shall be returned to the City of Ithaca, Office of the Chamberlain, and placed in the 2% Fund account. Such unused funds will be added to the following years' 2% tax payments from New York State for distribution to the qualifying organizations. The following other items were discussed: - Distribution of 2% funds is stipulated in the City Charter; and reporting requirements are stipulated by New York State law. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 2 - Company agreements with the City of Ithaca do not affect distribution of 2% funds (as long as they have filed their report to New York State) - only City appropriations. Ineligible companies may qualify for 2% funds in subsequent years, even if they did not file their report in a previous year; - Are Board members liable or have any legal responsibilities if companies don't report 2% funds? It is unknown. - City Charter reporting requirements were discussed. The Board is unclear as to who is supposed to report what to whom. Chief Wilbur charted out the reporting requirements that are discussed in the City Charter. - The City Charter addresses reporting requirements for the Board of Fire Commissioners as it relates to the operating budget; - The Board of Fire Commissioners are the custodians, and the City Chamberlain maintains the 2% fund accounts (Relief and Active Firemen's Relief fund revenues) and reports transactions to the Board of Fire Commissioners; - The Board, in turn, according to the City Charter is supposed to make a report to the Common Council about these funds (which at present is not done). - Up to this year, the volunteer companies and the Vet Volunteers have been filing their 2% reports directly to New York State - this year we have required that they also provide a copy to the Board of Fire Commissioners (the Town of Ithaca also would like copies of these reports); (as of this date, Co. #3 and the Vet Volunteers have not yet provided a copy of this report to the Board of Fire Commissioners); - Comm. Alexander feels the Board should take the initiative to enforce the reporting requirements. At this point, Chairperson Romanowski made a motion that language be included in the new agreements between the City of Ithaca and the Ithaca Volunteer Fire Companies (as well as with the Ithaca Veteran Volunteer Firemen's Assoc.) that addresses the reporting requirements for both City "Contract" monies as well as 2% funds. ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 3 Seconded by Comm. Alexander. Carried unanimously. Discussion following regarding reporting time periods - eg. volunteer company's fiscal year and Board of Fire Commissioner's terms of office are not the calendar year - the City of Ithaca operating budget is based on a calendar year. It was decided, that since the 2% report is based on a calendar year, that the City contract monies should also be based on the calendar year - with the knowledge that City contract monies are not distributed until sometime in June or July. Chief Wilbur stressed his concern regarding reporting requirements is that he does not want to fail in IFD's or BFC's responsibility to oversee funds; that the integrity of IFD, BFC and the volunteers is kept above board. IV. Station 7 Sale information - items discussed are as follows: - The bid notice will say to call the Fire Chief's office for more information; - Proposals will be due 30 days from date the bid proposal is out; - Goal is to have bid opening at May meeting or a special meeting in May; - Discussion of use of proceeds from the sale - a committee will be established of all stakeholders to develop assessment of needs; - Funds currently in another capital project for code compliance can be added to any proceeds from sale of Station 7. - Comm. Alexander reported that Common Council liaison Jana Taylor will assist to expedite our needs with the City Attorney's office. At 1930 hrs., Chairperson Romanowski made a motion to adjourn the meeting. Seconded by Comm. Alexander. Carried unanimously. Respectfully submitted, ITHACA BOARD OF FIRE COMMISSIONERS MARCH 23, 2000 - MINUTES PAGE 4 Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the April 11 , 2000 meeting)