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HomeMy WebLinkAboutMN-BFC-2000-08-08OFFICE 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 PLEASE NOTE: A SPECIAL MEETING TO DELIBERATE THE 2001 BUDGET SUBMITTAL MAY BE SCHEDULED AT SOME POINT IN THE NEXT COUPLE OF WEEKS WHICH COULD BE PRIOR TO THE REGULAR AUGUST MEETING. THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD TUESDAY, AUGUST 8, 2000 AT 6:00 PM AT THE ITHACA FIRE DEPARTMENT, CENTRAL FIRE STATION AT 310 W. GREEN ST., ITHACA, NY NOTE TO BOARD MEMBERS: THIS WILL BE THE ANNUAL REORGANIZATIONAL MEETING. PLEASE COME PREPARED TO VOTE FOR CHAIRPERSON AND VICE CHAIRPERSON. IF YOU CANNOT ATTEND THIS MEETING, PLEASE CALL CHRIS AT 272 -1234. THANK YOU. "An Equal Opportunity Employer with an Affirmative Action Program" 0 Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000, AGENDA MATTERS OF REORGANIZATION: ELECTION OF CHAIRPERSON AND VICE CHAIRPERSON. I. CALL TO ORDER -1800 HRS. II. APPROVAL OF MINUTES - JUNE 13, 2000 III. ADDITIONS /DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE - Request for Donation Account Funds - $127.44 (Chief Wilbur has details) 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 XII. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 MINUTES PRESENT: Commissioners Robert Romanowski, Paul Alexander and Greg Kirkpatrick; ABSENT: Commissioners Cynthia Yahn and Alvin Nelson. I. Chair Romanowski called the meeting to order at 1807 hrs. Matters of reorganization for 2000 -2001: - Comm. Kirkpatrick made a motion to nominate Robert Romanowski as Chairperson of the Ithaca Board of Fire Commissioners. Seconded by Comm. Alexander. Hearing no other nominations - the motion carried unanimously (affirmative proxy vote called in by Comm. Yahn). - Chair Romanowski made a motion to nominate Paul Alexander as Vice Chairperson of the Ithaca Board of Fire Commissioners. Seconded by Comm. Kirkpatrick. Hearing no other nominations - the motion carried unanimously (affirmative proxy vote called in by Comm. Yahn). II. Com. Alexander made a motion to approve the minutes of the July 11, 2000 meeting as written. Seconded by Com. Kirkpatrick - carried unanimously. III. Additions /Deletions to the Agenda: - Add to New Business: Chair Romanowski - discussion of Common Council returning funds from sale of Station 7 to Fire Department space needs. - Approve purchase of 3rd engine (capital projects) IV. Persons wishing to speak to Board of Fire Commissioners: - Lyman Baker spoke to the Board regarding the delay in receipt of 2% funds. The Town of Ithaca portion has apparently been delayed due to their move into the new Town Hall. He indicated the Vet Firemen depend on these funds to keep them afloat. Chair Romanowski indicated he would call the Town tomorrow to see what is happening. - Ernie Jackson addressed the Board regarding fire police. He indicated ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 - MINUTES PAGE 2 a need for a "Fire Police Mission Statement" and specific procedures when called for duty. He also talked about training topics - setting up landing zones, how to interact when mutual aid is requested, etc. Comm. Alexander responded that the specifics of Fire Police duties are exactly spelled out in the Fire Police SOP in the Blue Book and suggested that Ernie refresh himself with the SOP. And, Ernie's ideas for training are good, but Comm. Alexander is still waiting for his ( Ernie's) written suggestions as he has asked for in the past, and that Ernie should put the list in his mailbox when it is complete. V. Correspondence: - Letter to Board from Chris Hamilton thanking them and Fire Chief Wilbur for use of Donation Funds for him to attend the Arson Conference. - Request for Donation Account Funds - referred to New Business. - Comm. Alexander read a letter from Lyman Baker who expressed his concerns regarding changes in job descriptions for all classes of volunteer firefighters. He wants to be sure that any changes are discussed and approved by all levels of the department, from the IVFU through the Fire Chief's office, including the Fire Commissioners. Lyman also praised the work being done on a Volunteer Handbook - will be a good tool. Comm. Alexander assured Lyman that any changes would be a collaborative effort. VI. Membership Changes: - Chair Romanowski made a motion to approve the following additions: Ryan Quigley - Unaffiliated bunker Matthew Miller - Unaffiliated bunker (subsequently withdrew) Sean Sullivan - Unaffiliated bunker (subsequently transferred to volunteer program) Adam Levy - Unaffiliated bunker Denis Karandeyev - Undeclared Jonathon Bashi - Undeclared (subsequently withdrew /terminated) Seconded by Comm. Kirkpatrick. Carried unanimously. ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 - MINUTES PAGE 3 - Chair Romanowski made a motion to approve the following resignation: Karen Okrasinski - Unaffiliated bunker (left area for graduate school) Seconded by Comm. Kirkpatrick. Carried unanimously. VII. Department Reports: Chief Wilbur highlighted his report (see written report in Minute Book): - The regular report is light due to efforts being invested in completion of the budget. He will send Board members a copy of the budget prior to scheduling a meeting to discuss it. - Sale of Station 7 - City Attorney's office is working on the sale documents. - Ruth Aslanis of the Planning Department is developing a whole new level of analytical tools using GIS mapping. She is plotting information about where our calls for service come from and what level of demand that places on our service delivery system. - At the request of the Mayor, a meeting was held with reps. from the Building and Fire Departments to discuss consolidation. Most agreed that the cons outweighed the pros - will need to make a final recommendation. - See attached reports from the Fire Prevention Bureau and report on Public Education programs for the month. - Billing for Inspections of Places of Assembly and Fire Systems Testing Permits and Fees are now all in place. - We are waiting for approvals from Ithaca College before the Wellness Program can move on. - County Communications and 911 Program - still taking huge amounts of time, no one planned for this level of difficulty. Trouble shooting of problems with the project is being done with the hope we will break through some bottlenecks that have developed. - Steamer Project - still waiting for parts sent to Canada for nickel plating. This project is now on a very short time line due to the sale of Station 7 (since it is being stored there). - A public education grant, put together by Vol. Coord. Marcia Lynch, FF Lenore McGarry, and other members of the Juvenile Firesetter's group ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 - MINUTES PAGE 4 was submitted to FEMA for $25,000. This was put together very nicely in a very short period of time. Even if not successful, it was a good exercise to gear up for other grant proposals. - Deputy Chief Dorman received confirmation of a grant for $25,000 from the State Legislature for design /development of a new burn building. The money is confirmed, however, applications still need to be completed. Deputy Chief Dorman highlighted his report (see written report in the Minute Book): - No response stats. for the month due to computer problems in dispatch. - Although there were many calls, no major incidents to report for the month. - As noted earlier, a 3rd pumper was approved by the Common Council. This was part of the previous bid for the two new pumpers - an option for us to save money if ordered by August 16, 2000. - Bunker training is going well - 6 bunkers, 2 volunteers. Volunteer Coordinator Marcia Lynch highlighted her report (see written report in the Minute Book): - Described the current new volunteers and bunkers in the training class - all reports indicate everyone is doing well. Graduation ceremonies will be August 18th - all Board members are invited to attend. - The Cornell Information Fair being held August 18 -22 is the only real successful "table top" recruitment effort. Marcia placed an ad in the Cornell Sun which is sent to all in- coming students - Marcia has received inquiries as a result of the ad. - She hopes to be able to have a new member training program for volunteers this Fall. - A draft Company /City contract will be finalized upon completion of the budget process. It will be sent to companies for review and a meeting scheduled thereafter. ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 - MINUTES PAGE 5 IX. Old Business - Central Station Renovations as it relates to use of proceeds from sale of Station 7: Chair Romanowski is troubled that Common Council has decided to hedge on their earlier promise to return the proceeds to the Fire Department to address space needs. Chief Wilbur outlined the funds that are available - they include various capital projects that have been held over - - A 1998 capital project of $20,000 for design and development of space needs as well as $1 M to do the work was not approved; - Resubmitted in 1999 and 2000. Committee is now questioning the accuracy of the numbers. They asked for an update - given two week's time to produce - was not able to do in the time frame. Now it is felt that a study should be done to look at the whole operation including station location, etc. - Also there are funds available as part of the City Safety Committee to address safety issues as well as handicapped entrance at Central - approx. $40,000. - Chief Wilbur had provided a list of needs with the original request for use of proceeds from sale of Station 7 - will provide again. - Board members indicated they will support all requests in this regard and that Common Council Liaison Jana Taylor is prepared to remind Council of the history of our needs and provide support. - Comm. Alexander asked if there had been any progress on the preparations for "Medal Day ". Chief Wilbur indicated that budget priorities have prevented any planning as yet. Comm. Alexander indicated that several of the local service organizations ie. Rotary, Eagles, Kiwanis could be interested in participating - multiple categories could be considered as well as a citizen award. He will make initial contacts. X. New Business: - Chair Romanowski made a motion to approve the decision to purchase a 3rd engine as part of the previous order for 2 engines due to the cost savings provided by an early order (needs to be ordered by August 16, 2000). Seconded by Comm. Alexander. Carried ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2000 - MINUTES PAGE 6 unanimously. - Board members discussed the request for reimbursement from the Donation Account for damage to Bunker Karen Okrasinski's personal computer. Chair Romanowski read the guidelines for use of the funds, and after discussion, it was determined the request does not qualify. Vol. Coord. Lynch reported that it states in the Bunker Contract that personal property is not covered by any City or IFD insurance. A letter of explanation will be sent to the Okrasinski's. XI. Executive Session - Not needed The meeting adjourned at 1905 hrs. Respectfully submitted, Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the September 12, 2000 meeting) CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14650 OFFICE OF TEL (607) 272 -1234 BOARD OF FIRE COMMISSIONERS FAX (607) 272 -2793 August 8, 2000 Mr. Frank Okrasinski 85 Codner Rd. Owego, NY 13827 Dear Mr. Okrasinski: At the Ithaca Board of Fire Commissioner's meeting held last night, Fire Chief Brian Wilbur asked us to consider reimbursement of a bill for damage to your daughter Karen's computer keyboard and mouse. Unfortunately, the policies and guidelines for use of the Donation Account that the Board of Fire Commissioner's administers does not cover this type of personal loss. With the numbers of residential bunkers we have, I'm sure you can appreciate the extent of liability we would incur if we were to set a precedent to insure personal property. Thank you for your understanding. Sincerely, Robert Romanowski, Chair Ithaca Board of Fire Commissioners Enc. Invoice "An Equal Opportunity Employer with an Affirmative Action Program" iii Recycled Paper 11 Aug 00 CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -549? OFFICE OF THE FIRE CHIEF Telephone: 00- 2'2 -12; -4 Fax: 60- 2 -2 -2,93 Linda McLean PO Box J Lansing, NY 14882 Dear Ms. McLean Thank you very much for your recent donation of $ 60.00 to the Ithaca Fire Department. I will forward your check to the Ithaca Board of Fire Commissioners who manage a donation fund that is utilized by Career and Volunteer Firefighters who may have broken or lost personal items while in service to the Ithaca Fire Department, or to purchase something that benefits the entire department. Once again, thank you for your kind thoughts of our service to the Ithaca community. Sincerely, r Brian H. Wilbur Fire Chief cc: Ithaca Board of Fire Commissioners ":fin Equal Opportunity Employer with a commitment to workforce diversification." �0 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 DATE: August 8, 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 Ryan Quigley Matthew Miller Sean Sullivan Adam Levy Denis Karandeyev Jonathon Bashi Company Assignment Unaffiliated bunker Unaffiliated bunker Unaffiliated bunker Unaffiliated bunker Undeclared Undeclared Please accept the following resignations: Karen Okrasinski Unaffiliated bunker cc: Volunteer companies listed above (subsequently withdrew) (subsequently transferred to volunteer program) (subsequently withdrew /was terminated) (left area for graduate school) "An Equal Opportunity Employer with a commitment to workforce diversification." cwt 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 August, 2000. The regular monthly report for August is not a complete report due to the effort being invested in completion of the budget. The budget is well along, but time demands related to the County Communications Project, Bunker Training, contract negotiations, and other activities have delayed preparation of the budget. We now project having the budget in the hands of the Board by this coming weekend. LIFE SAFETY DIVISION Administration 1) Career Personnel Report See attached report from Deputy Chief Dorman. 2) Operating Budget Account Status No report. 3) Ithaca College - Paying for Fire Protection No report. 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. No additional work has been done on the volunteer agreements pending completion of the budget. 5) Station 7 Sale of the building to Victoria Romanoff and Sarah Adams was approved at the Common Council meeting of 02 AUG 00. The City Attorney's Office is now preparing sales documents. 6) Strategic Planning Committee Tremendous cooperation on the part of the Planning Department is developing a whole new level of analytical tools using GIS mapping. We are looking at where our calls for service come from, and what level of demand that places on our service delivery system. 7) 2000 Operating Budget See opening statement. "An Equal Opportunity Employer with a commitment to workforce diversification." �� Fire Chief's Report for August, 2000 08 AUG 00 page 2 8) Volunteer Company Appropriations and 2% Distribution The flow chart showing the distribution process for 2% funds for use by the Board has not done yet. 9) Building and Fire Department Consolidation A meeting was held with representatives of the Building and Fire Departments to discuss this idea. Several ramifications of doing so were identified and further work will occur. A formal recommendation will be made as soon as all data is analyzed. Fire Prevention Bureau 1) Monthly Inspection Report No report. 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) Inspections of Places of Assembly and Fire Systems Testing Permits and Fees Billing for fire systems is in place. 6) Fire Limits Study No work has been done on this. Safety 1) OSHA Physicals We are still working on development of a new policy. 2) Safety Committee No report. 3) Wellness Program We are waiting for approvals from Ithaca College before we can move further on this project. Fire Chief's Report for August, 2000 OPERATIONS DIVISION Response 1) Monthly Call Report 08 AUG 00 page 3 Final reports for 1999 will be issued when all reports are entered and necessary corrections made. See attached report form Deputy Chief Dorman for May 2000. 2) City Disaster Management Plan Meetings continue with work being done by several different entities. Representation is not what it should be as yet, but summer time events are typically shy of attendance. 3) Operational Change Review No new news on this. 4) County Communications and 911 Program Trouble shooting of problems with the project is being done with the hope that we will break through some bottlenecks that have developed. 5) Traffic Calming The statement on traffic calming was posted on the department's web site and distributed to the media and elected/appointed officials. Support 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. Other work continues at a slow pace while we wait for the parts to return. 4) Training Center Usage Report for MAY /JUN 00 No report. Training 1) See monthly training report from Deputy Chief Dorman. Fire Chief's Report for August, 2000 VOLUNTEER SERVICES DIVISION Membership Unit 1) See attached report from Volunteer Coordinator Lynch. Service/Duty Unit 1) See attached report from Volunteer Coordinator Lynch. I n ectfu d, H. ilbur Fire Chief 08 AUG 00 page 4 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT August 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 08/01/00 - 71 RESPONSE INCIDENT (CALL) SUMMARY - as reported by Tompkins County Fire Control. Call statistics were not available from Tompkins County Fire Control due to a computer data problem. NATURE OF INCIDENT MONTH TOTAL YTD TOTAL Structure Fire Fire Outside of Structure Vehicle Fire Trees, Brush, Grass Fire Refuse Fire Rescue Call Emergency Medical Call Hazardous Condition, Standby Service Call Good Intent Call Malicious False Call System Malfunction Unintentional False Totals MUTUAL AID CALLS (included in totals listed above) Given to: Received from: Date Printed: 8/7/00 Page 1 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT August 2000 SELECTED CALLS No Report SUPPORT 1. Common Council approved adding a third pumper to the 1999 order of two pumpers. A purchase order has been issued. TRAINING The year to date training report is attached. There are 8 students is the Bunker Training program, 6 Bunkers and 2 Volunteers. Submitted by: J. 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TIOGA ST./ HOUSE 72 7/7 7100 -208 -2 7 0 EAST STATE ST./ HOUSE 20 7120100-322 WEST AVE(U-HALL #6) /DORM 70 2/2/00-67 6 WEST CLINTON ST/ HOUSE 20 3100100 -308 WEST STATE STREET/ 3 3122100 -206 FLORAL AV /HOUSE 20 3125100 - 7 7 3 DRYDEN RD /RESTAURANT 30 4178100 -308 E.SENECA ST /RESTAURANT 20 417 9100- 2 7 5 COLLEGE AV/HOUSE 20 5/7 7/00- 301 MAPLE AV /APARTMENT 25 517 5100- 4 7 0 EDDY /RESTAURANT 70 517 6100- 7 7 4 CASCADILLA AV/HOUSE 20 5129100- 302 W. GREEN ST/ RESTAURANT 70 617100- WING HALL/ CORNELL/EDUCATION LAB 70 617 0 /00- 7 2 7 CASCADILLA ST /HOUSE 20 6126100- 7 06 RIDGECREST /AUTO 70 7/18/00- WILLARD STRAIGHT HALL/KITCHEN 15 TOTALS FOR JULY ARE ALL BOLD 1 TOTALS FOR THE YEAR OF 2000 275 Page 1 z r m T_ iO m N o� z N 3 n m z x O CA z m `z 0 - rn O M O� n m N DtnmD V) N N y T N ( O D _ z Ln W N TI _ W O W N W .P 2 D N N r 3 D c- c ' z rn N m L C r � 00 4 4 D c M On m z O v m n O -1 a) a� r N z r m T_ iO m N o� z N 3 Memorandum TO: Fire Chief Brian Wilbur FROM: Lieutenant Thomas Deis RE: July 2000 Pub Ed Monthly Report DATE: 28JUL00 7 Station Tour and Fire Safety Discussion at Central GIAC Pre -Teens 20 (11 -12YO) 3 -GIAC Summer Camp Groups 14 (5 -6 YO) & Adults 13 (6 -7 YO) & Adults 14 (8 -9 YO) & Adults 2 -BJM Summer School Groups 14 (5 -6 YO) + 2 Adults 20 (5 -6 YO) & Adults IACC Day Care —10 (2-4 YO) & Adults 7 Fire Drill Observation TC Mental Health Bld. Biggs Bld B TC Library GIAC Summer Camp ( -200 People) 3 X (BJM Summer School Program) (280 Kids + 50 Staff) 2 Fire Safety Activities with Cass Park Day Camp 100 (5 -8 YO) each time. GIAC CIT's at Central, 14 Kids + 2 Adults, Career Info CPR Class conducted by B -Shift personnel. Public Event Kid's Day at Tops Market VOLUNTEER SERVICES DIVISION - MEMBERSHIP UNIT Monthly Report to the Board of Fire Commissioners, August 2000 VOLUNTEER PERSONNEL REPORT ACTIVE PERSONNEL PROFILE CLASS I CLASS II CLASS III NO CLASS. ACTIVE (A) 23 14 5 - ACTIVE ON LEAVE (L) 4 - - - PROBATIONARY (T) 19 - 2 - TOTAL (A , L & T) 46 14 7 - TOTAL - ALL CLASS. 67 UNTRAINED PERSONNEL PENDING CLASS I CLASS II CLASS III NO CLASS. REACTIVATED 1 - APPROVED 10 1 - - PENDING (ALL CLASS) 13 Included in above numbers: Bunkers (Class 1) 13 Outside Service Providers (OSPs): Bunkers on leave 2 Active - Bunkers in training 6 Probationary 1 ANTICIPATED TOTAL 21 Approved/Untrained 1 ACTIVE PERSONNEL BY COMPANY COMPANY CLASS I CLASS II CLASS III NO CLASS. UNTRAINED TOTAL 1 1 4 -- - - 5 2 2 3 4 - - 9 3 7 2 2 4 1 -- -- 5 6 1 -- - 1 8 6 3 4 1 - -- 8 7 1 -- -- - -- 1 9 13 -- -- - 1 14 UNDECL./OSP 4 -- -- 10 14 UNAFF.BUNKER 9 -- - - - 9 (Active volunteer numbers reflect any resignations and removals presented to the board this month. "Active Personnel By Company" report includes "Class 1, 11 & 111" 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 SINCE LAST REPORT YEAR TO DATE INQUIRIES 5 27 APPLICATIONS 2 11 ACCEPTED 2 6 REJECTED — — WITHDRAWN 1 2 REACTIVATIONS - 1 OTHER 3* 3 BUNKER PROGRAM COMMENTS: * Represents bunker candidates who either have not yet met requirements for service or could not train during Bunker Training and have opted for transfer to the volunteer program ** New bunker program activity "season" begins with next month's report OTHER ITEMS: Membership Review Committee The Membership Review Committee met on July 18, 24 and 26 and approved four bunker and two volunteer candidates. One of those subsequently withdrew from the Bunker Program because of an income - related employment conflict. Another was terminated from the Bunker Program for failure to attend training and to meet physical requirements for Class 1 status; he has opted for transfer to the volunteer program. Another volunteer candidate withdrew/was terminated for failure to attend training. Bunker Program After the normal last- minute flurry of activity, Bunker Training began Friday, July 28. All but one member successfully completed the Physical Performance Assessment on July 27. That former bunker candidate SINCE LAST REPORT SEASON TO DATE " INQUIRIES 7 62 APPLICATIONS 2 14 ACCEPTED 3 10 REJECTED - - WITHDRAWN 1 3 TRANSFERS - -- OTHER 3* 3 COMMENTS: * Represents bunker candidates who either have not yet met requirements for service or could not train during Bunker Training and have opted for transfer to the volunteer program ** New bunker program activity "season" begins with next month's report OTHER ITEMS: Membership Review Committee The Membership Review Committee met on July 18, 24 and 26 and approved four bunker and two volunteer candidates. One of those subsequently withdrew from the Bunker Program because of an income - related employment conflict. Another was terminated from the Bunker Program for failure to attend training and to meet physical requirements for Class 1 status; he has opted for transfer to the volunteer program. Another volunteer candidate withdrew/was terminated for failure to attend training. Bunker Program After the normal last- minute flurry of activity, Bunker Training began Friday, July 28. All but one member successfully completed the Physical Performance Assessment on July 27. That former bunker candidate VSD Membership Unit Monthly Report to the Board of Fire Commissioners Page 3 wishes to transfer to the volunteer program and to retake the PPA the next time it is offered. Six bunker and two volunteer candidates are in the training class, which will end Friday, August 18. Although the class is a bit smaller than had been expected, because of the two no -shows for classes and failure to meet physical requirements, as of this date, all candidates in the class are reported to be doing very well in the training program; AC LaBuff has termed it an "excellent" class. One of the volunteer trainees in the class has expressed interest in transferring to the Bunker Program and, as an incoming freshman, will pursue early entry requirements after the end of the training program. An updated bunker program summary is attached to this report. As in the past, Ithaca College is donating all food for trainees and instructors (breakfast, lunch and dinner) throughout the three -week training program. ** All members of the Board of Fire Commissioners are invited to the annual Bunker Graduation Picnic and the graduation ceremony, which will take place on Friday, August 18. ** Once again this year, Cornell University will provide the picnic without charge. Recruitment We are preparing for what has traditionally been our most productive recruitment event of the year, the annual Information Fair which will take place on the Cornell campus August 18, 19, 21 and 22. Member Steve Goldberg has offered to coordinate volunteer staffing for this event; as of this date, Geoff Doebler and Frank Cantone have volunteered for shifts staffing the booth. We have already received responses from our print ad in the Cornell Daily Sun new student issue, and will again advertise in the "free" issues distributed to all students at the beginning of the academic year. For the first time this year, we have been invited to participate in the annual Cornell Tradition Orientation Night on August 30 and have been invited to communicate with Tradition fellows through the organization's list server. Volunteer Basic Training Class Considering the level of interest so far, I am optimistic that IFD will have sufficient trainees to offer a Volunteer Basic Training class beginning this fall. We need at least ten trainees (twelve is better) to proceed. I plan to work up a tentative schedule within the next week. FEMA National Fire Safety Grant As part of an IFD team that worked on this project, I was involved in preparation of an application to the Federal Emergency Management Agency seeking $25,000 to enhance IFD's Juvenile Firesetter Intervention Program. The application was submitted July 24. Volunteer Company Status This month's activity in preparation for Bunker Training and submission of the grant application has delayed the promised report on company status for 1999 -2000. The report will be produced and forwarded to the board prior to the September board meeting. - Submitted by Marcia E. Lynch, Volunteer Coordinator, 8/8/00 PRELIMINARY BUNKER TRACKING LIST 2000 -01 SOUTH HILL (9) RETURNING I NEW Jeff Goldberg Cory Giroux James Wheal Adam Levy Ethan Erlich Sean Sullivan deleted Skip Paal (?) Glenn Palmieri Charles Green Russell Geltman WEST HILL (4) RETURNING NEW Steve Wehrspann Joel Cadbury William Jones Samuel Smith STATION 9 (7) August 8, 2000 RETURNING NEW Karen Fisher Alan Zhou Alice Henshaw Brian Finucane Mike Collins Joy Atwood Mike Pattison NON - RESIDENTIAL (1) RETURNING NEW Ryan Quigley \ In process 0 Application pending Needs PPA CHANGES SINCE LAST LIST IN BOLD TO BE TRAINED: 8 ( +1 partial) NEED PPA: TOTAL BUNKERS: 21 VOLUNTEER PERSONNEL TO COMPLETE BASIC TRAINING WITH BUNKER CLASS: Steve Evanitsky (Getting Out Alive /FAST only) Denis Karandeyev Rich Stangle Jonathan Bashi deleted OTHERS NEEDING PPA NOT TRAINING WITH THIS CLASS: Chuck Donovan Hilary Smith Scott Tuckerman July 26, 2000 PRELIMINARY BUNKER TRACKING LIST 2000 -01 SOUTH HILL (10) RETURNING NEW Jeff Goldberg Cory Giroux James Wheal Sean Sullivan Ethan Erlich Adam Levy Skip Paal Glenn Palmieri Charles Green Russell Geltman WEST HILL (4) RETURNING NEW Steve Wehrspann Joel Cadbury William Jones Brian Finucane Samuel Smith Anne Marie Sheridan STATION 9 (8) RETURNING NEW Karen Fisher Alan Zhou Alice Henshaw Brian Finucane Mike Collins Anne Marie Sheridan Joy Atwood Mike Pattison NON - RESIDENTIAL (1) RETURNING NEW Ryan Quigley \ In process Q Application pending Needs PPA CHANGES SINCE LAST LIST IN BOLD TO BE TRAINED: 11 ( +1 partlal) NEED PPA: 9 TOTAL BUNKERS TO DATE: 23 VOLUNTEER PERSONNEL TO COMPLETE BASIC TRAINING WITH BUNKER CLASS: Jonathan Bashi Steve Evanitsky (Getting Out Alive/FAST only) Denis Karandeyev Rich Stangle OTHERS NEEDING PPA NOT TRAINING WITH THIS CLASS: Chuck Donovan Hilary Smith Scott Tuckerman — (WILL take PPA) Goyim. -A", S.fora,�✓rv��cts t'; �r�V��ccl DF T�i� rF� 01oc�f_sB ✓�c i— ,©.e000s = c�iL� T� &,c /4,14-VLCc 4 r Ti/ .0 aF %r�'E /�rrNl. ,���� ha,,/����/ M��i� �f�fZ�ac�6 . 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I also wish to acknowledge Chief Wilbur's sacrifices to enable me to attend. It is hard in an age of counting all your pennies to give out those pennies to someone who volunteers his time. It shows the Chief's commitment to both the volunteer and paid aspect of his Department. I thank you once again. Sincerely, Christopher C. Hamilton 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 Co issioners From: Brian H. Wilbu Re: Okrasinski Claim Date: 08 AUG 00 Bunker Karen Okrasinksi submitted a claim for a replacement keyboard. Apparently her computer keyboard in her bunkroom at Station 9 was damaged when someone spilled a can of soda into it. It is unknown if this was accidental or intentional. This claim is being made against the donation account. 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THE MEETING WILL BE HELD AT CENTRAL FIRE STATION, 310 W. GREEN ST., ITHACA, NY. 081700 A "An Equal Opportunity Employer with an Affirmative Action Program" rilr Recycled Paper OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14650 NOTICE TO: ITHACA BOARD OF FIRE COMMISSIONERS FROM: CHRISTINE M. WILBUR, CLERK DATE: AUGUST 16, 2000 RE: SPECIAL MEETING TO DELIBERATE THE 2001 BUDGET TEL (607) 272 -1234 FAX (607) 272 -2793 Chairperson Romanowski will be calling you to set a special meeting to deliberate the 2001 budget submittal, which is enclosed. The choices are either Monday, August 21st or Tuesday August 22nd. He will ask which day is better for you and set a time. Chief Wilbur wanted to be sure to get this information out to you prior to the meeting so you would have an opportunity to review it before the meeting.. "An Equal Opportunity Employer with an Affirmative Action Program" n s `J Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING - 2001 BUDGET REVIEW AUGUST 22, 2000 PRESENT: Commissioners Robert Romanowski, Paul Alexander, Greg Kirkpatrick, Alvin Nelson and Cynthia Yahn. Chairperson Romanowski called the meeting to order at 1802 hrs. II. 2001 Budget Review: - Chief Wilbur began with an overview - all Board members, staff, IPFFA, and IVFU received the budget along with a memo that outlined: The Problem, The Budget and explanations of requests. He indicated that the Mayor's direction to submit a budget with 0% increase, and a budget with -2% increase makes the 8th year that all budget lines have been reduced to accommodate contractual increases only. This results in almost no change in budget lines from last year and each request will result in layoffs. It is fortunate that we have not had to do this in previous years, and will hopefully not result in layoffs this year. The Optional budget is the most creative. Included in this budget request is the addition of 10 Firefighters, 1 Municipal Training Officer and a change in title and job duties for the Volunteer Coordinator - to Development Officer. The City Controller indicated many years ago that there could never be any change in our personnel unless we increased our revenue. By creating a Development Officer position, we could attempt to increase our revenue by applying for grant funding. There is some risk involved, since the position would be tied to generating the funding required for the position. The Chief believes that, although it wouldn't be immediate, that the potential is there to keep the position afloat. Since there has been no significant increase in volunteers, those duties associated with the position could be transferred as follows: the Recruitment and Retention component would be shifted to the IVFU; and the Training and Selection component would be shifted to the ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 2 Municipal Training Officer. The Municipal Training Officer will be listed at the Assistant Chief rank - due to the nature of the level of responsibility and the desire to keep the position within the a fire officer rank as opposed to a civilian position, and to make it available as an in -house promotion. Chief Wilbur and Deputy Chief Dorman feel the in- house, fire officer would be a more effective leader and would, of course, have authority over those being trained. A Civil Service process will be followed to develop the New Position Duties Statement. The cost to add 10 new Firefighters increases significantly each time the request is not funded. The effect of adding 10 new firefighters would be to increase minimum staffing by 2 - from 11 to 13; it also would allow a second engine to be put in service at Central. Chief Wilbur talked about the contract with the Town of Ithaca - the intent of the contract is called "Equal Services" - meaning the Town of Ithaca would have the same level of service as the City. That meant moving engines and personnel out of central station and moving them to the stations in the Town - leaving one engine in service at Central station - "on the flats" - as they say. The addition of 10 firefighters would increase personnel and an engine to the "core" of the City. The Town contract also increases their payment to the City each year; however, the Fire Department budget does not increase accordingly. III. BOARD DISCUSSION - Chair Romanowski - Development Officer - risk of retaining position - loss if no generation of revenue? Chief - Yes, possibility exists; however, we have looked into the land of grants and there appears to be potential, but we don't know to what extent. A group from IFD recently put together a grant application for Juvenile Firesetters; $25,000 grant application for the Training Center; and a grant application will be written to the Park Foundation; there is ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 3 a possibility of grant applications being written for a combined public safety marine facility - US Coast Guard funds, member item DEC, Canal Coordinator, etc. - the more we look the more information we receive on monies that are out there. - Comm. Yahn - Would IFD have control over revenues from grants? Chief - Yes, he has talked with other departments who receive grant monies - Youth Bureau, Planning, etc. - grants are written for a directed purpose; and administrative costs can be included. - Chair Romanowski - Recruitment /Retention of volunteers - responsibilities shifting to IVFU - has the group agreed they could assume this role? Chief - has had some contact with them - not real encouraging. However, he compared this task with what every other totally volunteer fire department in the County do all the time. The Chief recognizes that IFD is different in all respects, but it can be done. Chief Wilbur and Marcia Lynch have talked about what appears to be an increase in volunteer stand -by mode - which can engage the most effective kind of recruiting - they talk to their friends about what they do at the fire station, etc. - Chair Romanowski - Does this task cut out the company structure for recruiting new members - will they now be out of the loop? Comm. Yahn responded that company's efforts in recruiting would be more than welcome to refer new members to IVFU for processing - responsibility for that tasks only shifts, is not ended. Chief - Companies need to continue to recruit new volunteers. Chair Romanowski - Why is the Municipal Training Officer at the Assistant Fire Chief Rank? Chief - the Civil Service process will classify the position in the appropriate rank; however, the short time we had a civilian MTO, the person didn't fit in - needs to be as effective as possible, have clout - mostly related to having authority and work effectively to cause things to happen. ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 4 Chair Romanowski - Deputy Chief Dorman has been doing the MTO work - will a new MTO be sharing this job or relieve DC Dorman of the task? He also feels that training for volunteers has not been a priority. Chief - described how training needs to be coordinated - we've made progress, but can do better. He also made the comparison with the Police Department who operates with 1 Chief and 3 Deputy Chiefs - we have 1 Chief and 1 Deputy Chief. Chair Romanowski - request for 10 Firefighters: is there a fall back number? Chief - Would not refuse any new positions, however, should be grouped in lumps of 5 to be of any effect - takes 5.6 full time positions to staff 1 extra person 24 hrs. /day; 11.3 to increase by 2 extra totally. Chair Romanowski - Volunteer company allocation being dropped to $500 each - balance to active volunteers and bunkers: if there was a massive emergency, could the IVFU come back for more funds? Chief - discussed process of transferring monies between budget lines. The bottom line is yes, a request could come to the Board. Chair Romanowski discussed the use of monies - City allocation and 2% funds: A social event sponsored by a company could count as volunteer retention activities and therefore, 2% funds could be used for that purpose. Comm. Yahn - the City Emergency Management Program budget - Is the City aware that this is not just fire department expenses - they relate to all City departments? Chief and Eileen Camp replied that the City's computer software for the budget (MUNIS) does not allow this to be separated out. However, the expenses are noted as a distinct program designation - we don't want to lump it in with IFD's operating expenses - therefore you see it on a separate page. Eileen separated it out on paper - but the City has it all in one place. ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 5 IV. General Discussion: - Chief Wilbur noted that other City departments have had to lay off staff in past years - the Fire Department fortunately has not had to do that. - DC Dorman - no difference in 200 and 400 lines - except motor vehicles - some items are in the Capital budget process; but the timing of approvals overlaps and when preparing the operating budget, we don't know the results of the capital project acceptances - therefore, we included these items in this budget. - Chair Romanowski - Why is there a $106,00 difference in the 415 (clothing) account. This reflects 10 new Fire Fighters if they were to be approved - uniforms and gear. - Chair Romanowski - What constitutes the change in the contractual line - deduction of company allocations? Chief replied that the monies were moved to the 415 line for protective gear and clothing. - The $28,000 increase in the Staff Development line reflects the cost for training 10 new firefighters. - The salary for the Municipal Training Officer is already reflected in the salary line as it would constitute a promotion. - Chair Romanowski indicated that he, and he feels the rest of the Board, believe the requests are within normal range. He also indicated that the optional budget should also be submitted (approximately $100,000 over 0% budget), with notice that the Board does not feel the 0% and -2% budgets promote responsible, realistic representations of need. V. Further Discussion: ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 6 - Comm. Alexander: Are the volunteer company funds that are transferred from the contractual line to the clothing /gear line directed to the IVFU? Chief - yes. - Comm. Alexander: Companies will no longer purchase equipment & clothing? DC Dorman - they will still have the option of purchasing whatever they would like; however, the IFD /City budget is responsible to outfit active volunteers at some level, within budget constraints. - Chief Wilbur then explained how the Volunteer Company agreements will work - monies will be tied to numbers of active volunteers - reporting requirements are set by the Board. - Comm. Alexander - how does the 2001 budget process affect the current City /Volunteer contract development? Chief - it's an evolving process. Now that the budget process is complete, a final draft can be written and discussed. - Comm. Alexander - where does incentive program fit in? Chief - there is no incentive program as the budget now stands. Comm. Alexander acknowledges there was misuse of this program and does not disagree with it being dissolved and monies directed to active volunteers - this is where the money is needed. - Comm. Kirkpatrick - just to clarify: with the 0% and -2% budgets there are career staff layoffs? Chief - yes: 0% would lay off 4 firefighters and 2 administrative staff -2% would lay off 6 firefighters and 2 administrative staff - Comm. Kirkpatrick asked if this is a real possibility? Chief indicated probably not; however we've had the same scenario for several years - and you just don't know for sure. DC Dorman said that in prior years, he and the Chief have told the people involved (for possibly layoff) of the possibility; this year, they are not. ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 7 - Comm. Kirkpatrick wants to be clear on the differences in budget proposals: $300,00 between the 0% increase and the Optional budget which would add 10 Firefighters, MTO officer and maintain all budget lines? Chief indicated this was correct. - Comm. Yahn praised IFD staff who developed the 3 budget options - lots of work - great job! She also asked if there is enough money going to the Cause & Origin program and if there is revenue that could be developed for this work? Chief answered that IFD has a statutory obligation to investigate our own fires; however there is a big disparity across the County. We have already been approached by the Dryden Fire Department to do their investigations, and we would have to look at ways to recover costs - can't be a money- making venture. We could approach it with a "retainer" type of charge. VI. Discussion of Revenues: - Comm. Romanowski noted that the Gifts & Donations from Cornell University in 2000 - of $375,000 donation, IFD was credited with $100,000. Discussion followed regarding the Town of Ithaca monies that come to the City and do not show up in the same account - difficult to see where the money goes - big disparity in what shows in the City's accounting system, and what we are actually credited for. - Comm. Yahn asked if the lack of donation from Ithaca College is noted or addressed in the revenue section. Chief indicated there will be a whole piece written regarding nature of revenues. The public should be aware of how much money comes into the City for fire protection and how much actually shows up in our budget. Chief Wilbur spoke about a budget campaign for public awareness - some items include: ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 8 - 1st week in September - what we need to operate and what it means; - Talk of service and demand and who needs our services; - Risk areas and hazard analysis - unusual fire demands; - Specifics about staffing; - City's ability to pay; - How we compare to other communities of similar size and status (ie. college town, etc.) as it relates to revenues credited to fire dept. budgets. 67% of IFD's budget is paid by other than City taxpayers; - Chief has sent a memo to the Mayor, Common Council and to the Board to let them know of campaign; - Need to approach educationally - not a lobbying effort; we have an obligation to let the community know. - Chief looking for endorsement from the Board for budget and what it is trying to accomplish. - Will be hosting events to talk about the budget ie. Community Access Cable - new volunteer Rich Stangle is the manager there and is willing to help with anything we would like to do. At this time, Chair Romanowski made a motion that the Ithaca Board of Fire Commissioners wishes to recommend adoption of the Optional budget as the preferred budget submittal to the Mayor and Common Council. Comm. Alexander seconded the motion. Discussion: Due to the unrealistic nature of budget cuts and the inclusion of layoffs, the 0% increase, and the -2% increase could jeopardize public safety. Chief Wilbur reminded the Board that the Mayor has directed lay boards that they must submit a 0% and -2% budget, but can also include an optional budget. The Board agreed they would do this with the recommendation of the optional budget. The motion carried unanimously. - Chief Wilbur will advance information to the Board that will be going out to the media regarding the budget so they have an opportunity to respond to the information being presented. ITHACA BOARD OF FIRE COMMISSIONERS SPECIAL MEETING -2001 BUDGET REVIEW AUGUST 22, 2000 PAGE 9 VI. Other Business: - Chief Wilbur reported that tomorrow afternoon, the Board of Public Works will consider a resolution that allows the traffic diverters be left in place until there is a better solution. The Chief also has a meeting tomorrow morning at the City Attorney's office that will address the legality of the diverters. - The B & A will consider the use of the proceeds of the sale of Station 7 at their meeting tomorrow night. Hearing no other business, the Board meeting adjourned at 1905 hrs. Respectfully submitted, Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the regular meeting held on September 12, 2000.) CITY OF ITHACA 310 West Green Street Ithaca, New York 14850-5497 OFFICE OF THE FIRF. CHIEF "telephone: 60, 2 -2 -1234 Fax: 60- 2-2 -2 -93 MEMORANDUM To: Board of Fire Commissioners Ithaca Paid Fire Fighters' Association Ithaca Volunteer Fire Fighters' Unit (IVFU) Staff From: Brian H. Wilbur Re: 2001 Operating Budget Date: 16 Aug 00 The Problem The problem is the same as it has been now for years - we don't have enough people to safely and effectively do what we're supposed to do. Besides the fact that most of us are very busy, the real translation of this has to do with the level of risk to the community. Unfortunately, level of risk is a hard concept to get across. And, balancing resources against risk is the essence of the budget process. Our budget campaign this year is intended to present this problem to the community and our elected representatives so that they can make informed decisions on allocating resources to meet needs. Without good information, the decision makers cannot make an accurate determination on how much risk is acceptable. The Budget Attached please find a copy of the 2001 operating budget for the Ithaca Fire Department. Although public record, not included are salary spreadsheets. If it is important for you to see these, let me know. This budget includes a significant shift in resource allocation. This shift recognizes the fact that years of effort to meet our staffing needs through recruitment and retention efforts targeted at volunteers and bunkers simply are not cutting it. This is not saying that the volunteers and bunkers we do have are unimportant components of our staffing program. Our volunteers and bunkers are important. It's just that there are not enough volunteers or bunkers and our efforts to change that have not been successful. Our staffing situation is not unlike the City's tax base. Like the loss of volunteers and bunkers, years of erosion have impacted the City's ability to fund all the things that are important. Increasing the tax rate or the tax base is key to increasing resources available to provide City services. We have been told for years that our ability to increase career staffing hinges on our ability to increase revenues. Comprehensive City efforts led by Mayor Cohen to increase the An Equal Opportunity Employer with it commitment to workforce diversification." • 2001 Budget Memorandum 16 Aug 00 page 3 responsibilities for selection and training of volunteers and bunkers. A portion of the funding needed to make this work will come from the transition of salary expense formerly appropriated for the Volunteer Coordinator position. The position would be responsible for coordinating our entire training program. This includes, but is not limited to, insuring compliance with training mandates, ongoing needs assessments, development and delivery of major programs, supervision of internal training development and delivery, allocation of training resources to individual members, and development of special programs such as officer training. The MTO would need to work a flexible Monday - Friday schedule, with response to major incidents included in the his or her duties. Additionally, the MTO would be responsible for insuring we meet our obligation to Tompkins County for delivery of specialized programs, as well as providing access to the Training Center for County departments. 3) Career Fire Fighters: Like previous budgets, the 2001 budget proposes hiring an additional ten fire fighters. Will this be enough to fully meet our staffing needs? No. Will we get all ten, or even any of the fire fighters we have asked for? It's hard to say. One thing is for sure. Without asking, we won't get any. 4) Program Shifts: In light of all of the above, and with recognition that these monies are a small component of a $5,000,000 plus budget, the funds allocated to the volunteer companies are reduced. Instead, other lines are funded to provide directly for the needs of active bunkers and volunteers, most notably in the areas of clothing and protective equipment. As a result of these adjustments, the monies received annually by the Ithaca Veteran Volunteer Firemen's Association and the eight volunteer fire companies from Foreign Fire Insurance premiums will have to serve as a source of funding for any retention activities undertaken by these groups. This has not been an easy budget to prepare. As stated at the outset, this budget represents a major change in thinking about where we put our resources. One has simply to look at the results of previous years of similar budgets to realize that we are spinning our wheels and something has to be done. Here's a start. The Board of Fire Commissioners will schedule a special meeting to discuss this budget and to adopt this, or a variation of same. In the meantime,we will be working to educate the community and our elected leaders about how our staffing problem and community risk are connected. As I stated at the outset, "level of risk" is a hard concept to get across. The time line for this process is as follows: August 1 - Budget proposal due to Mayor Cohen (I'm two weeks late as of this writing) August * - Fire Commission action on Fire Chief's Proposal CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -3497 OFFICE. OF THE FIRE CHIEF Tclephonc: 60- 2-2-1234 Fax: 60- 2- 2-2-9j MEMORANDUM OF TRANSMITTAL To: Alan J. Cohen, May From: Brian H. Wilbur Re: 2001 Operating Budget Submittal Date: 16 AUG 00 With my apologies for being late, attached please find budget documents for the 2001 operating budget submittal from this department. The Board of Fire Commissioners will meet early next week to consider this material, so I cannot say at this time it is endorsed by them. As requested by Supervisor Valentino, a copy is being provided for the Town as well. Munis entry is in process and should be completed by the end of the week. We look forward to discussing this proposal with you. cc: Board of Fire Commissioners D. Cafferillo E. Camp T. Dorman C. Valentino 'An Equal Opportunity Empiover with a commitment to workforce diversification." .41* N. 2001 Operating Budget Submittal Narrative The Problem 16 AUG 00 page 1 The problem is the same as it has been now for years - we don't have enough people to do what we're supposed to do. Besides the fact that we're very busy a lot of the time, the real translation of this has to do with the level of risk to the community. Unfortunately, level of risk is a hard concept to get across. Balancing resources against risk is the essence of the budget process for public safety expenditures. Overview We have established time and again that our bunker and volunteer recruiting efforts have not been successful in meeting our staffing needs. Probably the person most frustrated in acknowledging this fact is our Volunteer Coordinator. From our perspective, it is imperative that the community address this acute shortage of personnel. Close analysis of our current recruiting efforts indicates we must change what we are doing. The staffing shortages are just too acute. To that end, this budget signals a significant shift in resources from staff support for volunteer and bunker programs, to the search for additional revenues to meet staffing needs that don't go away. The "Optional" budget proposes to change the title of our Volunteer Coordinator's position to that of Development Officer (or similar title). By concentrating effort on the search for grants or other alternative funding sources, we may find opportunities for new revenues to help in addressing our staffing needs. Ultimately, this would mean that salary expenditures for this position would move from tax based appropriations, to grant based revenues. However, a start- up and transition period must be funded by the City. Responsibilities for recruitment and retention now held by the Volunteer Coordinator would have to be shifted primarily to the Ithaca Volunteer Fire Fighters' Unit (IVFU). These tasks are already performed by volunteer fire fighters in all volunteer departments, so the concept is not unusual or unique. At the same time, our requested return of the Municipal Training Officer (MTO) position, last funded in 1992, would be funded by new appropriations, with eventual salary offset by the transition described above. In addition to the general training duties already defined by the title, the MTO would also be tasked with selection and training responsibilities related to our bunker and volunteer program. Budget Alternatives Note: All budget scenarios are built using the guidelines provided; included is a 2% salary increase over 1999 for 2000 figures, and a 2.5% increase on top of that to project 2001 payrolls. No other adjustments have been made related to items in negotiations. A contract settlement may mean an adjustment in the numbers provided here. 2001 Operating Budget Submittal Narrative From Five Engines to Two? 16 AUG 00 page 3 The reason we opened all four stations on a 24 hour basis is to provide what we call the "EMS model" response. That is, widespread geographic distribution is maintained to insure as rapid a response as possible to all parts of our district, for one of our primary emergency demands, which is emergency medical services. Although timely response is also the goal for fire suppression and other services, the realities of crew sizes of two force the limited definition we call the EMS Model; a company with a crew of two in a fire response situation cannot be considered a properly staffed response, even with two or more companies of "crews of two" en route behind them. However, as the result of taking vehicles and fire stations out of service in order to increase minimum crew sizes from one to two fire fighters, and of opening all four stations 24/7, we currently have only one engine in service in the downtown core. This is down from a total of five engines on "the flats" when there were many more volunteers than we have today. As Engine One from Central Fire Station is required to respond to essentially all fire alarms as well as its own single company runs, this results in numerous and often lengthy occasions when there is no engine available to the downtown core for emergency response. The geographic distribution of our current fire stations also means that currently Engine 9, from our Collegetown Station, is second due on nearly all downtown alarms. The result of this is that the two most densely populated areas of the community are frequently without coverage by an engine that can arrive within five minutes of the alarm being dispatched. The three additional fire fighter positions authorized in 1999 were tied to achieving three goals. Of those three, we have clearly met two. Inspections of places of assembly are happening for the first time since the mandate was established by the State in 1984, and West Hill Fire Station is open on a 24/7 basis. The third goal of increasing minimum staffing during the day has been less clear cut. Despite the fact that we do have additional daytime personnel most days Monday through Friday, maintaining readiness of those personnel has been a challenge. Additionally, there are many times when we run nights and weekends with only 11 people on duty. As a result of all this, placing a second engine in service at Central Fire Station is a key factor for us now. Our efforts to maintain this engine in daytime service using our three code enforcement positions have been extremely limited at best. Although we knew this at the outset, the code enforcement demand is significantly larger than just the need to inspect assembly occupancies on an annual basis. Maintaining both required and desired training levels, getting inspections done while providing a high level of customer service at the same time, and being available for emergency response at a moment's notice, have demonstrated to us the difficulties of meeting the three goals hooked to the creation of these three positions. Adding ten fire fighters to the roster will enable us to reestablish a second engine in service in the downtown core, assist us significantly in addressing the constant demand for emergency services, and add critically needed personnel resources to help in meeting the steadily increasing demands for all the services we provide. 2001 Operating Budget Submittal Narrative Clothing and Training 16 AUG 00 page 5 The optional budget shows a significant increase in the 415 and 440 lines. These reflect some one -time costs for clothing ($7,000), equipping ($28,300) and training ($26,650) eleven new employees. Conclusion This budget proposal is in many ways a duplication of the efforts of many years now. 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V T T 6131 N T co (V co o a) ~ 69 U U C N C 64 _C aa) O U U � a) d c O O O N 7� O 69 N (n 0 Oz O T O O O O (D p N `) T (f) co 69 N N r � 69 O In C) O 69 Il- (7 O CO O O T T O 69 � (� T T 6131 U L N U N o ci C a o c >, (n 3 r x x U N CD O a) W H C O) ` C U LL O O N > f0 Q) C O C U d d E O } C > O O) CC V- U) oC o c a co 0) o p ( a p 0 U a o U o a C-6 v) — co c co O) N C L O N 7 O .O U O O OV) LO ((D CND LO ((D 00 O O � LO N I- LO (D O (D f- r r- N N N N N N (h N N Qr 0 (D o CD o N (D m (D O N p On O O O) N r O CD (' 1 N NEf3 O cr co 69 N 6-0 EH 0 (D o CD O N r- O O N p On O "t r Lo O (' 1 N U7 M N 69 N 69 6131 O co O m O 6131 N C) N co C) O (o T T N Ffl tfi N T M 631 U-) ^ O O p (� N O O) tt o N m 7 O N N m LO Op O O 0) CO 1 co r T a) a O 0 N o O r I-- N (f) O (n Lo, C) O co r N n N (D N (131 O (•o O T T CO N t� r": O LO LO o V T T 6131 co (V co o a) ~ U U C N C _C aa) O U U � a) d c O 7� c O 0 Oz O O O p (0 `) T U co Ithaca Fire Department A34110-51105 1 2050 Administration &Planning_ 0 --- -_._ -_ -- �-- 132,952 - -___--2 132,952 Optional -1 -21 00 FirePreventionBureau ___ 11,031 1 1 ,031 13,719 - 121 50 SafetySection _ 1,790 1,790 2,236 12200_ResponseSection _ 3,600 3,600' 4,498 - 12250 SupportSection 13,301 13,301 16,619 1 2350'TrainingBureau 12,935 12,935 16,161 12400 Volunteer Membership 29,104 29,104 36,363 12450 Volunteer Service 10,873 10,873' 13,647 A3410 5110 1 2050 Administration &Plannin 64,036 62,408! 73,147 12100 1 FirePreventionBureau 163,611 159,454 186,890 12150Safet Section 31,698' 30,892! 36,208 12 2 0 0 Res onseSection 1,504,853 1,466,59911 1,718,952 12250!SupportSection 864,490!, 842,515 987,483 12350 Trainin Bureau 566,722' 552,315 647,350 124001 Volunteer Membership 6,403' 6,239! 7,315 A3410 5125 1 2050 Administration &Planning 12,934' 12,934' 12,934 12 1 00' FirePreventionBureau _ 6,821 6,821 6,821 12150 ' Safet Section 1,031 1,031 1,031 12200 Res onseSection 89,377' 89,377' 89,377 12250,'SupportSection 3,874 3,874] 3,874 _ 123501jrainingBureau 33,279', 33,2791 33,279 A 3 410 5205 FURNITURE &FIXTURE A3410:521 0 OFFICE EQUIPMENT 12100 FirePreventionBureau 0' ol 2,250 122501SupportSection 0 0' 11,200 A 3 410 5215 MOTOR VEHICLES 12250 SupportSection 0 0 85,000 OTHER EQUIPMENT _A3410'5225 12200 Res onseSection 8101 0' 2,700 12 2 5 0 SupportSection 0 0' 1,995 12300' Emergency Management 56,120 56,1201 56,120 12350 Trainin Bureau 0'I 0' 5,799 5 4 0 5 TELEPHONE _A3410 12050 Administration &Planning__ - 12,323' 12,323 12,323 A3410 5_41_0 UTILITIES 12250 SupportSection 88,542' 88,542 _ 97,360 _ _ A3410 5415 CLOTHING 12150 SafetySection 92,350 92,350! 120,650 - - 12250 SupportSection 30,000 28,000 45,450 12300 Emergency Management 1000 1000' 1000 _ GAS & OIL_ _A34.1_0_5420 12250'SupportSection 26,607 26,607', 26,607 8/16/00 2001 Operating Budget Munis Entry Ithaca Fire Department A 3 410 5425 OFFICE EXPENSE 0 -2 _ Optional - -1. 2050 Administration &Planning - 5,056 4,644 5,056 12100 FirePreventionBureau 47 43, 12150 SafetSection 28 26 28 1 2250_SupportSection 2,598 2,386' 2,598 12300 Emergency Management 500 500' 500 A 3 410 5435 CONTRACTS 12150 SafetySection _ 20,486 20,486 20,486 12400 Volunteer Membership 425 0 1,225 12450 Volunteer Service 0 0 4,000 A3410 5440 STAFF DEVELOPMENT _ 1 2050!Administration&Planning 133' 131' 225 12100 FirePreventionBureau 35, 36 63 12150'Safet Section 35' 35 63 _ 12300 Emergency Management 8,800i 8,800' 8,800 _ 12350'TrainingBureau 24,586 24,0871 52,088 A3410 5445 TRAVEL 12050 Administration &Plannin 1,000! 1,0001 1,000 12350'Trainin Bureau 1,000' 1,0001 1,000 A 3 410 5 4 6 0 PROGRAM SUPPLIES 1 2050 Administration &Plannin 90 i 0' 90 12100 Fire Prevention Bureau 6,7001 6,3981 7,653 _ 12 2 0 01 ResponseSection 1 1 ,900 11,9001 1 1 ,900 12250 SupportSection 501 01 0 12 3 00 ' Emer enc Management 2,100; 2,1001 2,100 12350 TrainingBureau 48' 0 0 A3410 5470 RENTAL 12050 Administration &Plannin 400 400! 400 _ 12250 Sum ortSection 360' 360 360 A3410,5475 PROPERTY MAINTENANCE 1_2250'SupportSection 31,666! 31,666 31,666 A3410 5476 EQUIPMENT MAINTENANCE _ 1 2050' Administration &Plannin 5,769 5,769' 6,319 12200 ResponseSection 460' 460' 460 12250 SupportSection 60,345 60,345' 60,345 12350 TrainingBureau 300 300: 300 A341 0 5 4 7 7 EQUIPMENT PARTS _ _ 120_50 Administration &Planning 155 155', 185 12 10 0 i FirePreventionBureau 1261 126' 152 12 2 0 0 ' ResponseSection 126 1261 158 1 2250-- SupportSection 36,467' 36,467' 44,352 1_2350 TrainingBureau 126 126; 153 A3410 5480 BLDG MAINTNCE SUPPLIES 12250 SupportSection 6,591 6,5911 8,788 8/16/00 2001 Operating Budget Munis Entry CITY OF ITHACA NEW POSITION REQUEST FORM DEPARTMENT: Fire DIVISION /UNIT: Operations Division POSITION TITLE: Fire Fighter (10) SALARY: $25,435 %FEDERAL AND /OR STATE REIMBURSEMENT: None FRINGE BENEFITS REIMBURSED: No JUSTIFICATION (Use additional sheets as necessary) Continuous decline in volunteer and bunker fire fighters coupled with continuous increase in demand for service has resulted in a severely depleted staffing situation for the fire department. Additional personnel will allow us to: - place a second engine in service on a 24/7 basis in the downtown core, thus reducing the excessive risk for densely built neighborhoods and business districts; - increase the probability that enough people will arrive quickly to effectively intervene to save lives; - improve our ability to serve at -risk populations who reside primarily in the downtown neighborhoods; - improve overall district coverage; - help stabilize our ISO rating; - increase (over time) the pool of experienced fire fighters; - increase time in- district for all companies, thus improving response time for first -due companies; - .improve public education efforts for at -risk populations; - provide additional opportunities to diversify the work force; - bring us closer to national staffing standards. DEPARTMENT DIVISION /UNIT POSITION TITLE: CITY OF ITHACA NEW POSITION REQUEST FORM Fire Operations Municipal Training Officer SALARY: $61,484 %FEDERAL AND /OR STATE REIMBURSEMENT: No FRINGE BENEFITS REIMBURSED: No JUSTIFICATION (Use additional sheets as necessary) The need for a municipal training officer comes from recognition of the fact that one of our primary demands so that we can deliver our mission is the training of personnel. In addition to the training duties already defined by the title, the MTO would also be tasked with selection and training responsibilities related to our bunker and volunteer program. Currently, training is assigned to our sole deputy fire chief, Tom Dorman. This, along with responsibility for the Operations Division and a heavy administrative load, is an overwhelming set of tasks; we're saying that additional administrative capacity is required. Allowing the deputy chief to shed the training responsibilities will increase his administrative capacity for other duties. As the fire department has historically distributed administrative tasks to officers whose primary function is emergency response, we are now facing an acute shortage of overall staff time to conduct administrative activities. That is because the alarm response load continues to grow (ave 8% per year since 1967), and the total effort required to perform even routine administrative tasks is growing by leaps and bounds. Compliance demands and paperwork burden are significant components of this growth. DEPARTMENT DIVISION /UNIT: POSITION TITLE: CITY OF ITHACA NEW POSITION REQUEST FORM Fire Life Safety Division Grants Coordinator %FEDERAL AND /OR STATE REIMBURSEMENT FRINGE BENEFITS REIMBURSED: No JUSTIFICATION (Use additional sheets as necessary) SALARY: 4 -- (est) $30,674 not classified yet This position proposes to reclassify the current job title of volunteer coordinator to grants coordinator. It has been stressed time and again that addressing the issue of staffing in the fire department is tied tightly to the ability to generate new revenues. The position will allow us to concentrate effort on the search for grants, so that we may find opportunities for new revenues to help in addressing our staffing needs. Ultimately, this would mean that salary expenditures for this position would move from tax based appropriations to grant based revenues. However, a start -up and transition period must be funded by the City. CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5210 Program or unit 12100 - Fire Prevention Item Requested Palm Pilot Quantity 2 (Handheld calendering and database units) Unitcost $275 IS THIS A REPLACEMENT? no Amount $550 REPLACEMENT INFORMATION: Age of Replacement: Condition of Replacement: Disposition of Replacement: JUSTIFICATION OF NEED: These units will be used to perform data gathering during field inspections, manage appointments and contact information, and track time spent per user and program. Units can transfer field gathered data to desktop computers in the office for information processing and billing purposes. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5210 Program or Unit 12100 - Fire Prevention Item Requested i Mac Computer & Software Quantity Unit Cost IS THIS A REPLACEMENT? no Amount REPLACEMENT INFORMATION: Age of Replacement: Condition of Replacement: Disposition of Replacement: 1 $1,700 $1,700 JUSTIFICATION OF NEED: The Juvenile Fire Setter Intervention Unit currently does not have a computer to keep files, generate reports, maintain statistics, etc. The file system now is all done by hand. The confidentiality of these files would be better maintained with a computer and our efficiency would be greatly enhanced. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5210 Program or Unit 12250 - Support - CP #1012 Item Requested Computer Upgrades 2001 Quantity 1 (Server, Backup Disc, Monitor, Printer, Software) Unit Cost $10,000 IS THIS A REPLACEMENT? yes Amount $10,000 REPLACEMENT INFORMATION: Age of Replacement: 5 Condition of Replacement: good Disposition of Replacement: use as additional workstation JUSTIFICATION OF NEED: Regular replacement and or upgrade of equipment rather than one large expense at one time. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department Account No. A3410 -5210 Item Requested Station Furnishings IS THIS A REPLACEMENT? yes REPLACEMENT INFORMATION: Age of Replacement: 10 years Condition of Replacement: poor Disposition of Replacement: Landfill 2001 Budget Request Program or Unit 12250 - Support Quantity 1 Unit Cost $1,200 Amount $1,200 JUSTIFICATION OF NEED: Replace ten year old chairs and other furnishings. Furniture is used by volunteers, bunkers, and career personnel. It is simply worn out after ten plus years of use. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5215 Program or Unit 12250 - Support Item Requested Duty Chiefs Vehicle 963 IS THIS A REPLACEMENT? yes REPLACEMENT INFORMATION: Age of Replacement: 10 Condition of Replacement: very poor Disposition of Replacement: sell Quantity 1 Unit cost $45,000 Amount $45,000 JUSTIFICATION OF NEED: The current Duty Chief's car (963) is a 1995 Chevrolet Tahoe. It is used extensively under emergency response and normal conditions. (approximately 15,000 miles /year). The current 963 would be used to replace 965. The capital project request to replace 965 has been withdrawn. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5215 Program or Unit 12250 - Support Item Requested Utility Plckup Truck (943) IS THIS A REPLACEMENT? yes REPLACEMENT INFORMATION: Age of Replacement: 10 Condition of Replacement: fair Disposition of Replacement: sell Quantity 1 Unit Cost $40,000 Amount $40,000 JUSTIFICATION OF NEED: This project would replace a 1990 Dodge pickup that is used for general Department work. Heavy duty towing capacity is necessary for trench and water rescue equipment. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department Account No. A3410 -5225 Item Requested SCBA Facepieces IS THIS A REPLACEMENT? yes REPLACEMENT INFORMATION: 2001 Budget Request Program or Unit 12200 - Response Age of Replacement: 5 - 10 years Condition of Replacement: Fair Disposition of Replacement: Training and / or new members Quantity 10 Unit Cost $270 Amount $2,700 JUSTIFICATION OF NEED: To replace worn and outdated facepieces. SCBA is the most important piece of safety equipment used on a regular basis. These facepieces would be primarily for volunteers and bunkers. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department Account No. A3410 -5225 Item Requested Epson 725 Projector IS THIS A REPLACEMENT? no REPLACEMENT INFORMATION: Age of Replacement: Condition of Replacement: Disposition of Replacement: 2001 Budget Request Program or Unit 12350 - Training Quantity 1 Unit Cost $5,799 Amount $5,799 JUSTIFICATION OF NEED: The Fire Department currently uses the only city projector extensively. Having a projector for our use would facilitate the scheduling problems associated with having only one projector for the entire city. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair CITY OF ITHACA EQUIPMENT REQUEST FORM Ithaca Fire Department 2001 Budget Request Account No. A3410 -5225 Program or unit 12250 - Support Item Requested Hot -Water Pressure Washer IS THIS A REPLACEMENT? no REPLACEMENT INFORMATION: Age of Replacement: Condition of Replacement: Disposition of Replacement: Quantity 1 Unit Cost $1,995 Amount $1,995 JUSTIFICATION OF NEED: This Hot -Water Pressure Washer is designed for tough cleaning jobs and would be used to wash apparatus. Removing grease, oil, and carbon from the apparatus will allow preventive maintenance and cut down on unnecessary repairs. BUDGET AND ADMINISTRATION COMMITTEE APPROVAL: Chair