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HomeMy WebLinkAboutMN-BFC-2002-08OFFICE 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 THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON TUESDAY, AUGUST 13, 2002 AT 6:00 P.M. AT THE ITHACA CENTRAL FIRE STATION - 310 W. GREEN ST., ITHACA, NY 14850. "An Equal Opportunity Employer with an Affirmative Action Program" tilt Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 13, 2002 AGENDA I. CALL TO ORDER - Presentation by Sam Velazquez, Community School of Music and Art II. APPROVAL OF MINUTES - JULY 9, 2002 III. ADDITIONS /DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE VI. MEMBERSHIP CHANGES - Add: Benjamin Schnurle - Undeclared Bunker Justin Carr - Undeclared Bunker Christopher Croft - Undeclared Bunker - Withdraw: Robert Jeffries - Undeclared Bunker - withdrew just prior to Bunker Training (due to personal reasons) VII. MISCELLANEOUS REPORTS: A. TOWN OF ITHACA B. AUDIT C. TOMPKINS COUNTY FIRE ADVISORY BOARD VIII. DEPARTMENT REPORTS: A. CHIEF 1. Financial Reports 2. Fire Prevention Bureau 3. Monthly Inspection Report B. DEPUTY CHIEF /TRAINING C. DIRECTOR OF DEVELOPMENT IX. OLD BUSINESS - 2003 Budget Proposal consideration - EMS Revenue Proposal X. NEW BUSINESS XI. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 13, 2002 MINUTES PRESENT: Commissioners Robert Romanowski, Paul Alexander, Greg Kirkpatrick and Jana Taylor. I. Chair Romanowski called the meeting to order at 1800 hrs. - Mr. Sam Velazquez, Executive Director of the Community School of Music and Art, came to the Board to present a check in the amount of $490.00 which represents a percentage of proceeds of an art show that was dedicated to the people and events of 9/11/01. Accompanying Mr. Velazquez, were Beverly Livesay, Chair of the Board of Directors, Catherine Howd Machan who is a local poet and teacher, and Sally Dutko, a community artist whose idea it was to have the show. Chief Wilbur and Chair Romanowski both expressed their thanks and appreciation for the donation as well as an excellent community art event to honor local emergency workers. II. Chair Romanowski made a motion to approve the July 9, 2002 minutes as written. Seconded by Comm. Kirkpatrick. Carried unanimously. III. Additions /Deletions to the Agenda: - Add: NOTICE - THE SEPTEMBER 10, 2002 MEETING WILL BE HELD AT THE ITHACA FIRE DEPARTMENT TRAINING CENTER, 330 PIER RD. DUE TO PRIMARY ELECTIONS BEING HELD AT CENTRAL FIRE STATION. IV. Persons Wishing to Speak to Board of Fire Commissioners: - Lyman Baker asked if there had been any word on 2% funds being received at the Town of Ithaca. Coincidentally, the Foreign Fire Insurance Office called IFD today as they sent a check to the Town of Ithaca office and it was returned by the post office because they had the wrong address. So, therefore, the Town is late in receiving their check. - Deputy Chief Dorman asked for assistance in obtaining funds to pay for horses to pull the Steamer in the State Fair parade. The Firefighter's Union declined as they have paid for horses twice; the ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 2 Ithaca Vet Volunteers have also declined. Chair Romanowski suggested a letter be written requesting assistance from the Town of Ithaca (need to address Mary Russell as Cathy Valentino is on vacation). V. Correspondence: one VI. Membership Changes: - Chair Romanowski made a motion to approve the following changes: Add: Ben Schnurle - Undeclared Bunker Justin Carr - Undeclared Bunker Christopher Croft - Undeclared Bunker Withdraw: Robert Jeffries - Undeclared Bunker - withdrew prior to bunker training (due to personal reasons) Seconded by Comm. Alexander. Carried unanimously. VII. Miscellaneous Reports: A. Town of Ithaca - Chair Romanowski provided a written copy of his report to the Town of Ithaca (see Minute Book). B. Audit - Chair Romanowski and Comm. Kirkpatrick reviewed the audit. C. Tompkins County Fire Advisory Board - minutes of the June meeting were available. VIII. Department Reports: A. Chief's report (see complete written report in Minute Book) - Chief Wilbur answered questions and highlighted items as follows: - Chief Wilbur provided a new report for IFD accounts from the Munis system which provides up -to- the - minute data. He described the revenue account number that corresponds with the budget. Chair Romanowski inquired what causes overtime costs. Deputy Chief Dorman tracks specifics - analyzes overtime in every way, shape & form. Several reasons cause overtime - maintain minimum staffing; one FF on extended illness; ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 3 retirements - prior to replacements with overtime; parenting leaves; training demands, to name a few. - City /Town Contract negotiations - Chief needs to meet with Mayor Cohen and Controller Thayer to discuss the current status. Also, Supervisor Valentino is requesting the Board of Fire Commissioners to review both audits each month. Discussion followed on how this could be accomplished. - County Communications & 911 Program - they are close to a final design of the new communications center at the airport ; revitalized committee to review funding proposals for new equipment needs - County will purchase equipment for vehicles; departments (IFD) will need to purchase portables, etc. - Chief Wilbur provided a list of Frequently Asked Questions regarding the EMS billing proposal - will be discussed further under Old Business; - Operating Budget discussion - under Old Business; - Parking Tickets - still waiting for ticket books from the City Chamberlain's Office; - IFD has purchased a new winch and tie down straps to assist with getting the Steamer on and off the trailer as well as ease of getting the Steamer on and off at the Vets facility. Chief Wilbur has also talked with Howard Teeter about a better surface for rolling the steamer in and out. - Chief Wilbur clarified that, according to the City Charter, the Ithaca Veteran Volunteer Firemen's Association is required to provide an annual report of the Relief Fund, not the 2% fund as originally reported. - Regarding the monthly call report - Comm. Kirkpatrick inquired about the disparity of engine assignments. Chief Wilbur reported that currently downtown and East Hill are without 1st due coverage a high percentage of the time because IFD is unable (due to shortage of staff) to provide a second in- service engine on "the flats" - those engines run every call in their ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 4 districts. A second engine would serve to balance the high call volume in those areas. This situation is partly the basis for the continued request for more staffing. B. Deputy Fire Chief's Report (see complete written report in the Minute Book). DC Dorman answered questions and highlighted his report as follows: - Due to two Firefighter's on administrative leaves - 2 shifts are shorthanded particularly during the summer vacation periods, etc. - Due to continuing difficulties with DPW, IFD has discontinued using them for vehicle maintenance and service. We are now using outside vendors. - Station 9 roof replacement bids have been advertised with a bid opening of 8/20/02. DC Dorman reports that Tom West and the DPW Engineer's office has been great to work with - very cooperative - happy that BFC approved the arrangement to use them as coordinators for various projects. - 6 bunkers and 1 volunteer are enrolled in Bunker Training - all are invited to the graduation ceremony to be held on August 23rd at Noon at the training center. - DC Dorman gave an update on vehicle repairs - 901 and 905 to 4 Guys for door well repair; 909 next week - then complete. C. Director of Development (see complete written report in Minute Book). Director of Development Marcia Lynch answered questions and highlight her report as follows: - FM Global - $2,489 requested under their arson grant program to support for the Fire Investigation Unit; - Nautical Emergency Response Center (NERC) - see complete written report. ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 5 - National Weather Transmitter Project - have requested payment in the amount of $37,963; two planning meetings; installation by late Sept nor earlier; still some elements of the project to do; - Family Reading Partnership - request for funds was denied; however, they offered to provide an in -kind gift of 20 copies of a book they have available - estimate value of the gift is $100.00. - Fire act - no word yet. - Marcia asked the Board to consider paying IRS filing fee of $1,500 (if receiving more than $10,000) and NYS fee of $25.00. Chair Romanowski said the Donation Account could not support that amount of expense nor would it be appropriate. - Chair Romanowski asked what the impact of the revenue coming in is to the IFD budget. Chief Wilbur indicated we don't know the answer yet - could be adverse impact. So far, monies coming in have ended up where they should be, but that is not a guarantee. IX. Old Business: - 2003 Budget proposal consideration: See complete budget submittal in the Minute Book. Highlights of the lengthy discussion are as follows: - If staff positions are cut, Station 6 would be the first to be closed and this would cause repercussions; - Submittal was made to the Mayor prior to BFC consideration only due to time constraints. If the Board wishes to make any changes, Chief Wilbur will rework the budget and resubmit. - The -1% scenario results in the loss of two administrative positions; - The -3% scenario results in the loss of Station 6 as well as 2 administrative positions; - The optional budget includes new positions; - Motor vehicles upgrades? Have been deleted every year; - Additional clothing in optional budget reflects the added personnel as well as funding other areas that were cut in the other budgets; - Emergency Management is a dilemma for us - our responsibility - haven't ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 6 engaged heavily. B &A authorized our involvement knowing we didn't have the funds to cover activities and they said they take care of it - never really a budget item for us. - Comm. Taylor asked how we are currently covering the cost for the office temp. Chief Wilbur described the process thus far. He has not been able to meet with the Position Review Committee so it was recommended to transfer funds from the salary line (105) to contractual services (435). There was approximately $10,000 available - to date (8/8/02) we've expended $2,300. He has an appointment on August 26 to request to fill the vacancy; if denied he can appeal to the Human Resources Committee in September. - Comm. Alexander discussed IFD's ability to get things done as compared to other departments. Comm. Taylor feels cuts need to be made across the Board - we need information about what's happening in other departments. - DC Dorman doesn't like being reduced to fighting against other City departments - it's a sad situation. After all discussion, Chair Romanowski made a motion to reject the -3% and -1% budget scenarios as not acceptable and irrational; and, that in order to maintain the Ithaca Fire Department's standing in the community, it is imperative to public safety to recommend to the Mayor and Common Council of the City of Ithaca the Optional Budget scenario that addresses the acute staffing (and program) deficiency; and that request does not bring us even close to the staffing levels that nationally recognized standards require. Seconded by Comm. Kirkpatrick. Carried unanimously. - EMS Revenue Proposal - Chief Wilbur had provided the Board with a list of frequently asked questions regarding billing for EMS services. The Board discussed the proposal; highlights of the discussion are as follows: - Chair Romanowski talked with the Town of Enfield and was told they recover expenses through insurance for broken or used equipment - not a direct billing; Trumansburg and Dryden do EMS billing for medical (ambulance); State Police do not charge for any emergency services - rescue, diving, helicopter, etc. - Chair Romanowski also inquired of CNY FASNY - Bob Anderson -posed the ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 7 question to their legislative committee - consensus was they knew of no one billing for services; - Comm. Kirkpatrick inquired about EMS calls in the Town of Ithaca. Chief Wilbur explained that imposition of these fees would have to be negotiated and language for such included in the City /Town contract. - Chair Romanowski feels it would be appropriate to charge for rescues that occur as a result of an illegal act - and restitution provided for by the courts. A lengthy discussion followed regarding rescues for people who commit suicide (or otherwise die), victims of driving while intoxicated, or victims of assault - very sensitive issues that would have to be worked out. The Board does not want to get into a situation where an estate of a deceased person is billed for services, etc. - Since it is likely that IFD staff could not absorb the extra work it would take for the billing process, it is likely a 3rd party billing service would charge a fee. The Chamberlain's office has suggested they would be the appropriate department to do the billing - but why do they feel they have the time or resources to do that? - Comm. Taylor feels the proposal is ludicrous and shame on the people who suggested we consider this. She feels IFD is in the business to help people and it is unreasonable to suggest that we be self- sustaining. - The bottom line of estimated revenue of $124,000 - need to break down the "what if's" - billing costs, staff time to document; what if they don't pay? What if someone takes it to court? There goes all the revenue. - Comm. Taylor believes the proposal should be dropped. - Comm. Kirkpatrick agrees - also speaking as a representative of the Town of Ithaca - the proposal should be dropped - sees no merit whatsoever. - Comm. Alexander - his overall concern is the impact on the department - a PR issue, and there is no guarantee there will be any benefit - financially or otherwise - to the department; will cause a lot of extra work - time and money - both of which have been stretched to the max for a long time. He does advocate having the courts charge restitution for malicious or illegal acts. ITHACA BOARD OF FIRE COMMISSIONERS MINUTES - AUGUST 13, 2002 PAGE 8 After discussion, Chair Romanowski made a motion that, after carefully considering a proposal to charge fees for EMS /Rescue, the Ithaca Board of Fire Commissioners rejects any attempt to suggest or propose that the Ithaca Fire Department implement fees for these services. Seconded by Comm. Taylor. Comm. Taylor suggested a letter be sent to the Mayor, with copies to Common Council and Chief Wilbur, outlining reasons why the Board of Fire Commissioners rejects the EMS /Rescue Fee proposal. Carried unanimously. X. New Business - After a brief discussion, Chair Romanowski made a motion to approve $250 be paid out of the Donation Fund to help pay for horses to pull the Steamer at the State Fair Parade (August 29, 2002 - annual fire fighter's day). Seconded by Comm. Kirkpatrick. The Board suggested the Vets might be willing to help as well as the Town of Ithaca. Carried unanimously. XI. At 1935 hrs., Chair Romanowski made a motion to adjourn the meeting. Seconded by Comm. Kirkpatrick. Carried unanimously. Respectfully submitted, � 1 Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the October 8, 2002 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 Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the month of August 2002. LIFE SAFETY DIVISION Administration 1) Career Personnel Report See report from Deputy Chief Dorman.* 2) Operating Budget Account Status A report from the Munis accounting system is provided which shows the status of all relevant accounts and programs. 3) Development Report See attached report from Director Lynch. 4) Contract negotiations. City-Town contract negotiations are still in process. The next step with the City-Town Fire Protection Contract is for me to meet with Mayor Cohen and Controller Thayer to discuss the current status. 5) County Communications and 911 Program Vendors proposals for a new communications system are due back at the County on 19 AUG 02. Representative Peter Penniman has taken over the chairmanship of a committee to consider financing and purchase issues of radio equipment. The proposed communications center design development is nearing final stages. See attached minutes of the County 911 Operations Committee. 6) Proposed Revenues from EMS and Rescue Services The initial attempt at developing a list of frequently asked questions and answers, as discussed at last month's board meeting will be provided prior to the August meeting.* 7) 2003 Operating Budget The budget has been submitted to the Mayor and Controller as requested by them.. It was noted that the Board must still review and approve the budget as presented. See agenda item under old business. Fire Prevention Bureau 1) Monthly Reports for Fire Investigation Unit, Juvenile Fire Setter Intervention Unit (JFSIU), and Public Education Program: See attached charts from Assistant Chief Wheaton. 2) Codes Transition Common Council adopted the change in fire limits at the boundary between the Southwest Park area and Nate's Floral Estates parcels at their regular meeting last night. "An Equal Opportunity Employer with a commitment to workforce diversification." C% Fire Chief's Report for August, 2002 3) Parking Tickets 03 AUG 02 Page 2 This item still remains pending receipt of parking ticket books by the Chamberlain's Office and training to be delivered prior to implementation of the program. Safety Section 1) Wellness and Fitness Program. The program continues at full strength. Many Ithaca Fire Department personnel have participated in a follow up study at Ithaca College. 2) Safety Committee The Safety Committee continues to work on a variety of topics including indoor air quality and in- street safety for personnel. The August meeting is set for the 14` at 1400 hours, at Central Fire Station. OPERATIONS DIVISION Response 1) Monthly Call Report Final reports for 2001 have not been completed as yet. Year -to -date (YTD) reports for 2002 are included here. Please note the disparity in run volume between the various engines. This is an ongoing situation, which results in the nearest protection for much of the city being provided by remotely located engines on South and West Hill (Stations 5 & 6 respectively) in the Town of Ithaca. Although the decision to use the "EMS model" of response was a conscious one, the fact that it results in 2) City Disaster Management Plan The working draft of a complete revision of the City's plan is still being developed. 3) County Hazardous Materials Team We are still awaiting the distribution of the equipment inventory to be received from the State. Effort continues on the regional response program with the cities of Auburn, Cortland, Geneva, and Ithaca. Revisions to a draft agreement are still being developed. Support 1) See report from Deputy Chief Dorman.* 2) Steamer Project The Steamer has been displayed recently at the SPAAMFA convention in Syracuse (03 AUG 02) and the NASCAR day (07 AUG 02) in Ithaca. Also, it will appear at the State Fair on 29 AUG 02. 3) Training Center Usage and Activity Report for the month of July 2002 is as follows IFD 32 hours County 17 hours IPD 9 hours Total: 58 hours The months of August, September, and October will allow us to complete many ongoing maintenance tasks. A new training manikin has been purchased for the center. * Will be provided under separate cover. Fire Chief's Report for August, 2002 03 AUG 02 Page 3 4) Space Needs See report from Deputy Chief Dorman.* 5) Marine Facility The Common Council authorized the establishment of a capital project for management of funds received for, or to be allocated to the proposed Nautical Emergency Response Center. 6) Roof and Generator Replacement Projects — Station 9 See Deputy Chief Dorman's report.* Training 1) See monthly training report from Deputy Chief Dorman.* 2) Bunker Basic Training Bunker Basic Training is in progress with seven trainees enrolled. See DC Dorman's report.* VOLUNTEER SERVICES DIVISION Membership Unit 1) One new member is enrolled in the Bunker Basic Training Program Service /Duty Unit 1) Volunteer Monthly Standby Hourly Report: July 2002 Class 1: Jupiter 23 Keller 142 Cantone 1 Jessel 30 Begg 65 Stangle 21 Doebler 26.5 Maas 14 Koukourtis 64 Gilligan 8 Class 2: Strizack 19.5 * Not Meeting Monthly Minimum * Will be provided under separate cover. Fire Chief's Report for August, 2002 2) Company Rosters and Reports To correct information provided last month, please note the City Charter states G. To be trustees of all moneys now constituting the Veteran Volunteer Firemen's Relief Fund and to pay the interest thereon to the Veteran Volunteer Firemen's Association of Ithaca annually. (1)Said Board is further authorized to pay from the principal of such fund from time to time such amounts as it may deem necessary or desirable for the relief of any sick, indigent or disabled member of the Veteran Volunteer Firemen's Association of Ithaca, but the total amount so paid to any one member shall not exceed the sum of $200. Such expenditures from principal shall be made, however, only upon the written recommendation of the Board of Trustees and President of said Association. Said Veteran Volunteer Firemen's Association of Ithaca is hereby authorized to adopt any further regulation or restriction relating to the expenditure of the principal of such fund not inconsistent herewith as it may deem desirable for the preservation of the fund and for the purpose of limiting properly the amount to be withdrawn and the use thereof. (2)Said Board of Fire Commissioners shall also pay to the Veteran Volunteer Firemen's Association of Ithaca on March 1 and September 1 of each year 1/2 of all moneys received by the City of Ithaca pursuant to the provisions of § 9104 of the Insurance Law of the State of New York as a Fire Department Tax on premiums on policies on foreign and alien fire insurance companies, except the amount payable under the provisions of such law to the Firemen's Association of the State of New York. Said Board shall have full power and authority to invest such funds in any investments legal for trust funds under the laws of the State of New York. [Amended 8 -5 -1992 by L.L. No. 3 -1992] (3)At the close of each fiscal year and at such other times as the Common Council shall require, said Board of Fire Commissioners and said Veteran Volunteer Firemen's Association of Ithaca, New York, shall submit to the Common Council a detailed accounting of such fund. 03 AUG 02 Page 4 The clarification relates to paragraph # 3 above, which requires the Board and the Veteran Volunteer Firemen's Association to submit an annual accounting of the Veteran Volunteer Firemen's Relief Fund to Common Council. During last month's Board meeting, it was incorrectly stated that there was a city charter requirement to provide an annual accounting of the Foreign Fire Insurance (2 %) receipts. 1 R pectfully ubmitted, rian I ilbur Fire Chief * Will be provided under separate cover. Statistical Summary IFD August 2002 BFC Report There are 10,002 records in the Incidents Table. Between Tuesday, January 1, 2002 and hursday, August 8, 2002 there were 2,324 incidents. Currently there are an average of 10.56 incidents per day. Average response time for the department is 4.08 minutes. The average duration of an incident is 19.1 minutes. 200000 150000 100000 50000 0 800 600 400 200 0 7 6 5 4 3 2 1 0 Dollar Loss by Day of the Week SUN MON TUE WED THU FRI SAT Incidents by First Responding Unit U') M O (0 N M U') O CO et Nt O M Average Response Time by Unit FIA I I I I I I O O CMD O O N M LO CD CO 'It It O L O M �! 0) M O M D O M O O M O M O D) Runs Statistical Summary IFD August 2002 BFC Report There are 10,002 records in the Incidents Table. Between Tuesday, January 1, 2002 and hursday, August 8, 2002 there were 2,324 incidents. Currently there are an average of 10.56 incidents per day. Average response time for the department is 4.08 minutes. The average duration of an incident is 19.1 minutes. 140 120 100 80 60 40 20 0 350 300 250 200 150 100 50 0 Incidents by Hour of the Day in iiri O O O O O O O N M "t 0 M r- M M O O O O O - N M T T r N N N N 350000 300000 250000 200000 150000 100000 50000 0 Incidents by Day of the Week ■ 7 SUN MON TUE w® THU FRI SAT Dollar Loss by Hour of the Day Loss i i Lii O O p LO O n M M O .- O O O O O O O r r r- - - - r r - - N N N N ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT PERSONNEL STAFFING LEVELS August 2002 1 Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants 48 Fire Fighters 63 On duty personnel 1 Fire Alarm Superintendent 1 Director of Development 1 Administrative Secretary 1 Administrative Assistant - Financial 1 Account Clerk Typist (Temporary) 1 Recruit Fire Fighter 1 Fire Fighter on Administrative Leave 1 Fire Fighter on extended Administrative Leave Total employees as of 08/01/02 — 71 MUTUAL AID CALLS — From: To: Trumansburg, Newfield (2) SELECTED CALLS — No Report SUPPORT 18 Vehicle work orders were written and 13 closed. Due to continuing problems at DPW, the Department has discontinued using them for vehicle maintenance and service. We are now using outside vendors. Station 9 roof replacement bids have been advertised with a bid opening date of 8/20/02. The Department will be marching in the State Fair parade on 8/29/02 with the steamer. TRAINING — See Attached report. 6 Bunkers and 1 Volunteer member are currently enrolled in the Bunker Training program. Bunker graduation will be held 8/23/02, 1200 hours, at the Training Center. Submitted by: J. Thomas Dorman, Deputy Chief DitP Prinfpd- R /c) In? Paves 1 CO (J'I CO � C0 WWN .O CO - CO 00 CO Lq CO -Q Cfl W CO N CO CO CO w W I CO w CO 61 CO LO CO -0. I CO O CO O CO) D ! T �tt It TT O Cn .Q � V W ��00 V O d7 un N O C4 `V i � W 2 N O Cn Cn V -00 00 00 N Lfl C!7 Cn N IV I Cn O 07 .J� . Cfl O 14 00� N 4 O W o w W +. 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O E @ _ N tC) N C O U c 0 0- LO oo rn Z5 'Z Q T Ci T Cl) T n N Q L Ln •� o T LO O (0 N LO Cf) CC7 rn N {�L CD ■` ALL O r- L LO U') Cn � 7 CD cD O W Z Z O c � � o U 0s w w w U O p = w w O N U Z z } Z � I- f0 Z _ W Z 0 ZO Q Q Z W Z Q .19 C U -� 0 w m w d L � � 00 Q _ O Z p ca Q N M et (O N N N N N a- 1 16 cm yl;�tl COMMISSIONERS JULY 2002 FROM THE FIRE PREVENTION BUREAU ITHACA FIRE DEPARTMENT ASSISTANT CHIEF WHEATON CONTENTS I- FIRE INVESTIGATION UNIT YEAR TO DATE REPORT 2- JUVENILLE FIRE SETTERS YEAR TO DATE REPORT 3- MONTHLY REPORT ON PUBLIC EDUCATION 4- PUBLIC EDUCATION YEAR TO DATE REPORT C &O MONTHLY REPORT CAUSE & ORIGIN INVESTIGATIONS FOR JULY 2002 119102-151 DRYDEN RD APT 2541 FIRE/APARTMENT 1/ 13102- 215 N. CAYUGA ST./ FIRE/OUTSIDE 1120102- 1440 MECKLENBURG RD./ FIRE/BARN 1125102- 139 CHESTNUT ST./ FIRE /DUMPSTER 1129102- 527 W. CLINTON ST./FIRE/HOUSE 215102- 202 COLLEGE AV. /FIRE /HOUSE 2114102- 140 THURSTON AV. /FIRE /HOUSE 2115102 -226 CNETRAL AV. /FIRE/AUTO'S 3102102 -800 UNIVERSITY AV/FIRE/HOUSE 313102 -165 KENDALL AVE /FIRE /HOUSE 3114102 -609 WEST SENECA ST/FIRE/HOUSE 3129102 -507 W. GREEN ST. /FIRE /HOUSE 418102 -1401 N.CAYUGA ST. /FIRE 419102 -208 DUBOIS RD /AUTO -AUTO 4118102-965 DANBY RD./TRUCK -FIRE 4118102 -533 TOWER RD. /BUS -FIRE 4119102 -614 STEWART AV. /FIRE /APT. 4123102 -204 COLLEGE AV./FIRE/HOUSE 4124102 -317 S. CAYUGA ST. /FIRE /HOUSE 4126102 -RAND HALLCU /FIRE /EDUCATIONAL 4127102 -222 S. CAYUGA ST. /FIRE /HOTEL 5101102-554 CAMPUS RD./TRASH CAN 515102 -S. TITUS AV. /BOILER EXPLOSION 5115102 -413 DRYDEN RD. /FIRE /HOUSE 615102 -100 BLOCK W. BUFFALO ST /AUTO 6110102 -108 N. PLAIN ST. /HOUSE FIRE 6 118 102- ELMWOOD AV. /AUTO HOURS 6 5 6 3 5 8 6 10 4 6 12 8 5 6 4 4 4 10 4 4 6 4 4 6 3 10 5 7/15/02 -209 WILLIAMS ST. /HOUSE 8 7 /17 /02- ITHACA RD. /BUS 20 7/20/02 -149 CHESTNUT ST. /APARTMENT 5 7/23/02 -318 S. ALBANY ST. /RECON HOME 5 7/28/02 -236 TOWER RD. /PLANT SCIENCE 5 TOTALS FOR JULY ARE ALL BOLD 43 TOTALS FOR THE YEAR OF 2002 201 Page 1 M K a cc w u0 w N W d' LL J _J Z D Z O w f H z O Q F- cZ_c G O Q O O w Q U N O N J t t co Lr) f O in co O H L) 0 � Z n F 3 O t I � Z O t i M E N O of 0 m O IA O M M (M N N Sam ,.. lh M fj Q N i O of O O VI O co N N S&M J N N O a N w Z N (D co M N Q N N N N M f _J IL r r ' M M Q X Q O O O N -W W N — — N LL Z Q m Z O w f H z O Q F- cZ_c G O Q O O w Q U N O m i k N N t t O f O k� f- 4 � Z n F 3 O t I � i O t i M E N O of 0 m O IA O M M (M N N Sam ,.. lh M fj N i O of O O VI O co N N S&M m i k N i O f f- 4 Z O t I � i t i M E N O of 0 m O IA O M M (M N N Sam ,.. Z O H W N U O Z a Z W H z O f N W N U W Z N .�o N N m (9i N O boom F Z (o 0 v M N S3SVJ m3N ,t W CL Q PUBLIC EDUCATION - 2001 - MONTHLY ACTIVITY TYPE DATE CONTACT TIME # OF PERSONS IMMACULATE CONCP. PUB ED 7/2/02 1 15 CAS PARK DAY CAMP PUB ED 7/3/02 1 85 TAB. BAPTIST CHURCH PUB ED 7/13/02 1 100 CAS PARK DAY CAMP PUB ED 7/17/02 1 85 FIRE STATION # 9 PUB ED 7/19/02 1 4 BJM SCHOOL PUB ED 7/25/02 1 15 CAS PARK DAY CAMP PUB ED 7/31/02 1 85 GIAC FIRE DRILL 7/11/02 1 135 TCTC FIRE DRILL 7/18/02 1 40 BIGGS B FIRE DRILL 7/23/02 1 25 TOTALS 10 589 PUBLIC EDUCATION- 2001 - MONTHLY Page 1 YEARLY REPORT 2001 MONTH CONTACT TIME # OF PERSONS JANURARY 5.5 95 FEBURARY 13 236 MARCH 20 814 APRIL 18 657 MAY 15 337 JUNE 22.5 817 JULY 10 589 AUGUST 0 0 SEPTEMBER 0 0 OCTOBER 0 0 NOVEMBER 0 0 DECEMBER 0 0 TOTAL 104 3545 PUBLIC EDUCATION- 2001 -MARCH Page 1 PRESENT: EXCUSED: ABSENT: GUESTS: E -911 OPERATIONS COMMITTEE JULY 17, 2002 ATTENDANCE Leslie Gifford Fire /EMS Doug Cotterill Fire /EMS Tom Parsons IFD Lee Shurtleff Director Barbara Blanchard BOR George Taber Cornell Peter Meskill Sheriff's Office Dave Barnes IPD Ed Abruzzo NYSP Ken Lansing CHPD Ron Clark IC Tim Bangs Bangs Ambulance Jack Crance Systems Coordinator George Totman BOR Mike Totman 911 Dave Buck GPD Steve Whicher Co. Admin. Margaret Ryan DPD 3 E -911 OPERATIONS COMMITTEE JULY 17, 2002 MINUTES CALL TO ORDER: The July meeting of the E -911 Operations Committee was called to order by Lee Shurtleff at 10:15 AM. Lee briefly reviewed future and role of 911 committee. He also discussed the motion made last month to facilitate a meeting with the Public Safety Committee to express groups concerns and needs. Lee has drafted the letter but held off action due to several recent events, and because the County Administrator, (current Communications Project Manager) will be able to answer several questions. Lee gave an overview on recent items that have come up and need discussion. On June 18th a pre -bid meeting was held on the radio system upgrade. There was a good turnout. There were a lot of clarification questions requested from vendors on the RFP and Lee and others have been working on them. June 26th Lee attended the SWN meeting with Steve Whicher. The State put their RFP out on June 6th. The State Wireless Network is real and funded. They received a dedicated funding stream in the State Budget. There is a Legislative Bill to allow Counties to raise .30 on wireless surcharge funds. We don't know what that funding will mean to us yet. July 3rd the County Building Committee met and accepted tentative design on Dispatch Center, that Egner Associates submitted. On July 10th the County Charter and Review Committee met and made recommendations on our Department organization. This will go to full Board on August 6th and should formally establish the Department of Emergency Response. It will assign and authorize the Director to assume duties and authorities. Lee briefly discussed the mobile data system. Tri County Communications has submitted a proposal to update mobile data equipment. It would allow us to upgrade the system to run to microwave capacity. It may be a temporary solution to the problem of sending information out to the cars. It will move modems from 4800 baud to 9600 baud. The hope is to run a pilot test in the middle of August. Lee stated we have a notional design on the Paging System and there is funding in place. The contract is with United Radio and stipulates the need to build 2 towers along with using some existing towers. The 2 suggested sites might fit with the overall communications project. The County RFP is due back August 19th. The States RFP is due back on October 2na Steve Whicher gave a brief description on integrated total communications system. He stated that vendors have suggested putting off the due date for response to the RFP to coincide with the State. There was question and discussion on sharing frequencies with the State. The County will not put up unnecessary towers. Steve also reported meeting with the City of Ithaca concerning combining with our Dispatch Center. They still agree and have financial support. There is a significant difference of salaries between County and City dispatchers. The Paging System is a separate project. Money for the building and paging is already committed. Steve stated we are trying to develop an income stream and are considering some co- locations. Steve briefly described why decision was made to move building site to airport location. There were questions and discussion on funding from the State (SWN) project and how much funding may be available. Also discussed were budget funds and concerns on cutting department budget when we need added funds to keep system running. There was discussion on paging project and how fast we can expect system to be up. There was a question on law enforcement being incorporated into paging system. We are waiting for completion of licensing frequencies, which takes approximately six months. County's intention is for full partnership with the State Project and they will request written agreement with the State to commit portion of project. Question was brought up on back up plans for Dispatch Center. A back up plan will be part of the overall system. We can continue to talk on the radio system. We are trying to avoid only one single link, with no redundancy. All frequencies are at all sites. It could be two years until the system is functional and transition could take another year. There was a brief discussion on radio problems Dryden; Groton area seems to be having. Problem seems to be with mainly portables receiving dispatch. This might be a base station problem that we can have Mid -State Communications look at. Jack Crance gave a brief update on the mobile data problems. We will be trying to upgrade modems to 9600 baud. Data Radio is optimistic that this upgrade will work and move data going out to cars faster. H.T.E. is also working on re- broadcasting and hopefully we will be testing Sheriff's car and the Connecticut Hill site. There was discussion on the role of the 911 Committee. We need to look at original resolution set up and update. Lee thinks this forum is productive. Steve gave his thoughts on the role of the office and centralized dispatch. There now is direct supervision at Dispatch. There was discussion and thoughts expressed. Discussion on move to an advisory board as opposed to policy making group. A Users group to meet with the Director. A communications advisory committee with public and professional input. There are major projects and major impacts that need user input. Suggestions of having advisory committee but to still have users tackle present issues. ADJOURNMENT: There being no further discussion, the meeting was adjourned at 12:15 PM. The next meeting is scheduled for August 21, 2002 at 10:00 AM. cs 7/26/02 2 I \ ��[Ilnn Ilnn Ilnn Ilnft Ilnn t{o�7 F- �IFn�Il�n 1(- n+tln�FU -�l tF- n�I�,�nl (n (n lJ1 U11� [�t�7 �1 i WN ooVOoNNNo {UN�t FUN-( FUN�'I �UN.+I1UN�t �j]1N� -�N NF- �F- 'F�F'GF- 'I- �{-�NO IO- �p�Io�FO�VO�- �FON- �Vp- �10- '�t�Wpp lWO� ���p p�Nj�OpN��OpN1���N17�j��jj1 ,Np ,�j ON�pN��� ~77 [J OOUIIJI UlUl U7V1Ul UlU1lI1 V10000000000U1U1tJl UlUIUIUIIJI UI�OIJl w'001- 'OOIJIO UIIO�OV0�01N0[JO t PROUD ORM"O 1 I I 00000000 �����2K�000G����J��o2firn���iWOO��0oo0��8���0�00�80�000�i� OWO�N X70~1 F- �OOl�ot�iW toy�oq Qw �r?000 lNptV m I `I�� � �o i N 00o000oO��2 K���oOO��o���0�' �0y�, �pdsaC� Stn�o00orn�oO��00�no���00000� pppp�� pppp���� .((Ipp�77� �pO�J777�p�p��77.�7j?.�j ���Qj ��77��7nry ,,��70n57 pppp�����7Q�[��j 00000000�PNCJ000�001 �][J 1010 V1O �0010(J10001§ 0000000000010 OODlC3ON000�P i N O lf1 O U7WN N NIPPON IF. PRO I OPP McpDop.00M.9 go WRONDROMPOP 111 W$ 0000 000m m mmm(P 61 I I N O 0�0�00000000000000100001710 WHO I�UlO ~OWO1�000�0O1V00000000000000 1 �n MI Development Update August 2002 Here are some highlights of activity since last month's report: -;=.I FM Global (Factory Mutual Insurance Company) Under the company's arson grant program, we are seeking $2,489 to support purchase of a new iMac G4 computer, with printer and a video -based fire and arson investigation training program for the Fire Investigation Unit. This firm handles risk management services for Cornell University, which we hope is a positive factor in the fund committee's decision on our request. Nautical Emergency Response Center (formerly known as Marine Training and Safety Center) We are filing a formal support request with Lockheed Martin Corporation, indicating that we are seeking gifts in the $50,000 range for this project (total anticipated cost: around $450,000). Based on my telephone conversation with community relations staff in the Syracuse office, I am not at all optimistic about this request, since I was told the firm typically does not provide gifts in excess of $5,000. We have, however, decided to submit this request as a starting point and, if declined, to submit a smaller proposal for funding to support rehabilitation of the used Navy workboat recently obtained with assistance of the Ithaca Police Department. Other developments re: the NERC: On 817/02, Common Council approved establishment of a capital project for this purpose, which will provide a mechanism to receive, hold and disburse funding for this project. Sean Waters of FEMA Region 2 called a few weeks ago to acknowledge receipt of our package and to ask our permission to forward it to Bill Raisch of the Greater New York Safety Council. Mr. Raisch is the individual he had mentioned to us as a possible prospect — Cornell grad who works closely with the FEMA office and is a US Coast Guard Auxiliary officer. I have identified the Tompkins County Foundation as a likely prospect that we should pursue for support of this project, since its published priorities include recreation and indicate that the foundation is open to providing "seed money' for capital projects and start-up program. We intend to pursue some contact with individuals affiliated with the foundation, as well. Marge Hovanec from the local USDA Rural Development office indicates that, unfortunately, she cannot find any opportunities within her organization's programs, since our population is just a bit too big to qualify (as we had suspected). She did suggest contacting a colleague of hers who is affiliated with the Department of Housing and Urban Development in Buffalo, whom I have contacted by telephone but with whom I have not yet spoken. We have filed our first voucher requesting an initial draw of $2,855.50 from the $25,000 allocated by Senator Seward, which supports site plan development work performed by consultant George Frantz and partial reimbursement for time expended by LT Parsons and myself on this project to date. We also filed the necessary paperwork to extend this appropriation for another year. Received: Cornell University — Bunker Picnic 2002 1 just received a commitment from Cornell Community Relations (John Gutenberger) that the University will provide $750 to support this year's Bunker Graduation Picnic on 8/23. Once again, Spike's Bar -B -Q (retired FF Andy Skibinski) will cater the event ... so will be very good eats for all! Also, see promised in -kind gift from the Family Reading Partnership, below. Closed: Family Reading Partnership The organization, unfortunately, was unable to grant our request for $900 to support the purchase of books to use in the Juvenile Firesetter Intervention program. Executive Director Brigid Hubberman tells me the decision did not reflect any weakness in our application — FRP would have loved to fund it; it just didn't have the money, having received requests for three times the amount of money it had available. She did offer to provide an in -kind gift (which I accepted) of 20 copies of a book she has available, if that would help us. (I estimate the value of that gift at around $100.) We will try for this again next year. Implementation: Rural Utilities Service — National Weather Service transmitter project Following the bid award to Armstrong Transmitter, I have filed the voucher with the Rural Utilities Service requesting payment in the amount of $37,963. Since the bid award, we have had two planning meetings: one with internal partners, the other involving the vendor. Installation is scheduled by late September, but may occur earlier than that. We must still bid the "emergency power" element of the project, which AC Van Benschoten is working on, in cooperation with FAS Srnka. Emergency power may be installed after the transmitter goes on line. In Progress: Among items in progress... FIRE Act 2002 No word yet concerning disposition of our request ($135,504 to improve our capability to fight fires in high -rise and mid -rise buildings). As you may have heard, President Bush has signed legislation increasing this year's allocation by $150 million dollars, which (provided the funding is available immediately) raises total funding available from $360 million to $520 million. USFA is beginning to send out rejection letters to those departments whose applications failed to make it through peer review or failed to receive high enough ratings to be within the competitive range. It may be year's end before some departments are notified. I remain confident that we have filed a strong application with good prospects for success. Tobacco Coalition of Tompkins County We will seek as many as two mini - grants (up to $5,000) under this annual program, which is intended to help reduce the impact of tobacco use in our county. One proposal will ask for support to continue our Senior Fire Safety Program, initially funded through the United Way Youth and Philanthropy program. LT Gill Sharp is also assessing interest in an IFD smoking cessation program, as part of the department's wellness program. This program would be open to IFD members and their families. These proposals must be filed by 9/13/02. Newman's Own We will seek a gift of $646 from this organization (Paul Newman's Charitable Organization, funded from the sale of " Newman's Own" products. We will ask for supplementary support for the NFPA Risk Watch program — at least four "tubs" of safety items to use as part of the instructional program. This request must be filed before 9/1/02. 501(c)(3) status The Emergency Services Alliance of Ithaca is now incorporated, I have prepared a draft set of bylaws, and we are beginning work on preparing the IRS Form 1023 and NYS Charities Registration, which we will need to obtain the official non - profit status. Attorney Ralph Jones has agreed to assist us with this process. We also have invited him to be one of the non -IFD- affiliated members of the Board of Directors 2 Financial summary and projections In relation to the 2003 budget process, I reviewed 2002 activity to date and assessed future activity, which produced the following projections: Approved: $16,100 (note that some of these funds are not yet in hand) Pending: $180,204 (represents funds requested - no decision yet) Anticipated: $ 91,740 (represents requests not yet filed, development goals by end of FY02) Pending + Anticipated = $ 338,044 x projected 60% success rate = $ 202,826.40 Plus already approved = $ 218,926.40 - Submitted by Marcia Lynch, Director of Development — 8/8/02 3 CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -549, OFFICE OF THE FIRE CHIEF Telephone: GU, 2-2-123-t Fxx: 00- 3,3 -2-'9; MEMORANDUM To: Board of Fire Commissioners IFD Staff From: Brian H. Wilbur c- Re: 2003 Budget Submittal Date: 07 AUG 01 Enclosed or attached please find a copy of the 2003 operating budget submittal. This will be going to the Mayor and City Controller today. The budget was prepared per the Mayor's directive. This means that three scenarios were developed: a minus one percent below 2002 appropriations, minus three percent below 2002 appropriations, and an optional budget scenario. For each of the scenarios, contractual increases were first added to the salary lines. Then, for the minus one percent scenario, all other lines were maintained at, or near, current year levels. The target budget amount was then achieved through the reduction of personnel. To do this means the loss of two positions. This is similar to what has happened in previous years, and Mayor Cohen has been able to maintain all positions so far. Despite the light at the end of the tunnel, given the seriousness of the budget situation as it stands right now, I would be very hesitant to suggest he will be able to do the same for 200' ). To achieve the minus three percent scenario, some accounts were modified to reflect the closure of Station 6. Doing this, and realizing the short -term savings from retirements this year, allows us to hold the loss of positions necessary to achieve the target total for this scenario at two. As in previous years, the optional scenario includes a request for 10 new fire fighters and one municipal training /staff development officer. In addition, other lines reflect the increases identified as being necessary to support program needs in the department for 2003, as well as those extraordinary expenses that would be incurred as the result of the addition of new personnel. The Mayor and City Controller have painted a very clear picture about the City's fiscal situation. If new or expanded sources of revenue are not developed, the City will be unable to maintain the current level of expenditures. As a result, anticipating increases in our budget for 2003 seems pretty far - fetched. The Board of Fire Commissioners must review and approve this budget. Please let me know if you have any questions or concerns. All Equa1 OppOrtunitN Emplmer with a commitment to workforce diversification." CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5.97 OFFICE OF THE FIRE CHIEF Telephone: GI)- 3,2 -123+ Fax: GU, 3'2 -3'93 TRANSMITTAL S' To: Alan J. Cohen, Mayor Date: 07 Aug 02 Fax #: N/A Pages: (including this cover sheet) rom: Brian H. Wilbur Subject: 2003 Operating Budget Submittal COMMENTS: The 2003 operating budget proposal for the Ithaca Fire Department is enclosed. This has not yet been formally approved by the Fire Commission. It has been sent to them and they will act on it as soon as possible. cc: S. Thayer kn Equal opportunity Employer with a commitment to worktorcc diversification." is tom« Ithaca Fire Department Operating Budget Narrative Ithaca Fire Department 2003 Operating Budget Narrative Process 2003 Budget Year Page 1 of 6 Contractual increases were added to administrative and staff (105, 110) salary lines first. All other lines were held at, or very close to 2002 levels. The emergency management program, as defined by the 12300 program code, was added to the various line accounts to reflect Council's prior year directive to have the Fire Department's budget accommodate this program. Then, the "minus one percent" scenario is achieved through the reduction of two positions. Adjustments in other lines due to the projected closing of Station # 6 (West Hill) results in the "minus three percent" scenario requiring the loss of the same two positions to reach the target amount. The "optional budget" reflects our standard requests to bolster staffing and/or programs. The staffing deficiency is acute, and our request doesn't bring us even close to the staffing levels that nationally recognized standards require. In the meantime, our volunteer and bunker programs persist at minimal levels in terms of personnel. Expecting this to change is not realistic. Planning for and implementing action for the time when there is no volunteer or bunker program is realistic. The chart that follows details changes between 2001 and 2002, and offers information on the status of certain FY 2002 accounts. Expense Accounts count me Notes Re: 2002 Description of differences between 2002 r105 FAdmin Projected and 2003 Vacant Account Full funding for all positions is included in Salary Clerk/Typist position optional budget. funding transferred to utilize temp services to cover position. 110 Staff Salary 2002 estimated does not Optional scenario is increased by 10 fire include retirement buyout fighters and one municipal training /staff costs. development officer. 125 Overtime Continuing long -term -1 and —3% scenarios maintain same disabilities and sick leave, appropriation levels as 2002. Optional as well as increased reliance scenario requests appropriation based on on call -in to staff actual expenditures. Additionally, this emergencies and scenario includes $36,762 to support administrative assignments emergency management training, drills, and drives overtime beyond administration. appropriations. 07 AUG 02 Ithaca Fire Department Operating Budget Narrative 2003 Budget Year Page 2 of 6 Account Name Notes Re: 2002 Description of differences between 2002 Projected and 2003 205 Furniture & Continues replacement program for worn out Fixtures furnishings in fire stations. 210 Office Will be expended. Optional budget adds various office items to Equipment replace aged equipment, and enhance office space 215 Motor N/A Motor vehicles are included in the optional Vehicles scenario here and in the capital project request for 2003. 225 Other Will be expended. Optional budget again includes SCBA Equipment equipment needed tq equip reserve apparatus and to comply with OSHA; marine rescue equipment to improve rescuer safety and to improve capability; and a hot -water pressure washer to better clean apparatus and equipment. Also, $10,200 for an early alert broadcast system and incident command barrier tape for the emergency management program. 405 n,n Tele hone I rr.: Increased per Controller's Office estimate. w02 expenditures remain light due to lower bunker load (17). 415 Clothing The cloth ing/un iform /protecti ve equipment program is very burdensome. Additional expenditures for protective gear will be made ASAP. . estimates are based on Controller's Office projection of 0% increase for gas, and +3% increase for electric. Includes annual payment to Town of Ithaca for sewer extension debt reduction. Optional budget includes: additional protective equipment for I 1 new positions, additional water rescue suits, protective clothing for hazardous materials response, and uniform issue for volunteers and bunkers. Volunteer /bunker gear has been supplemented via a grant received in 2002, thus no specific funding block for 2003 requested. Also, a $1,000 increase for incident command system vests for the emergency management 420 Gas and Oil Fuel billing from DPW is No change. not current, so accurate projection is difficult to make. 425 Office Adds $200 in optional scenario for Critical Supplies Incident Stress Management Unit supplies; adds $500 for consumable office supplies for emergencv management 430 Fees for N/A No change. Professional Services 435 Contractual Current expenditures are -1% and -3% include a $7,000 increase to Services behind due to a accommodate a municipal fire alarm system continuing lag in getting upgrade expense to be done at the same time OSHA med exams as the traffic signal upgrade project is being scheduled. done. This was included in the 2002 budget, and may be encumbered for 2003 if the 07 AUG 02 Ithaca Fire Department 2003 Budget Year Operating Budget Narrative Page 3 of 6 Account Name Notes Re: 2002 Description of differences between 2002 Projected and 2003 project moves forward at DPW. In addition, the optional scenario includes additional monies for volunteer recruitment and retention. 440 Staff In an attempt to discharge An increase over 2002 to provide basic recruit Development its responsibilities for training for one career fire fighter (one emergency management, retirement anticipated at this point) is IFD has pursued and acted included in the -1% scenario. The optional on as many "free" courses scenario includes increases for hazardous as possible, especially as it materials training aqd critical incident stress relates to emergency unit training, as well' as $22,216 for training management, for 1 I new fire fighters. Also, adds $10,400 WMD /terrorism, and for emergency management training (across hazardous materials all city departments). capabilities. However, there are associated costs for any course, free or not. 445 Travel & See comment for line 440 No change. Mileage above. 450 Advertising No change. 455 Insurance Administered by Finance As established by Controller's Office Office. 460 Program Full expenditure of Increases to support hazardous materials, Supplies appropriations for 2002 is code enforcement, public education, and the likely. Ithaca Volunteer Fire Fighter's Unit (IVFU) are included in the optional scenario. Also, adds $1,500 for publications and reference materials for the EOC, as part of the emergency management program. 470 Rental No change. Equipment 475 Property No change. Maintenanc e 476 Equipment Maintenance costs are hard Requests are held at 2002 levels in Maintenanc to determine because of the anticipation of more effective PM and repair e significant lag time services in 2003. The optional budget between when work is includes copier maintenance contracts. performed and billing for the work is received. At this writing, IFD is outsourcing all maintenance work due to continuing difficulties with DPW maintenance services. 477 Equipment Same as above. No change in -1% and -3 %. The optional Parts and scenario includes increases to reflect added Supplies demands on equipment due to increased demand for service. 07 AUG 02 Ithaca Fire Department Operating Budget Narrative 2003 Budget Year Page 4 of 6 Account Name Notes Re: 2002 Description of differences between 2002 Projected and 2003 480 Building No change. Costs are reduced in the —3% Maintenance scenario to reflect the projected closing of Supplies Station 4 6 under this scenario. 700 Prior Year Funds allocated to the fire Encumbrance department from the sale of Station 7 had been encumbered here. Due to delays from a variety of sources, no significant work has been done with this money yet, even though the t needs to be met are still very real. 720 Prior Year Equipment 07 AUG 02 Ithaca Fire Department Operating Budget Narrative Revenue Accounts 2003 Budget Year Page 5 of 6 The Ithaca Fire Department receives about 40% of its total budget in revenues from other than the City of Ithaca taxpayer. A potential source of new and additional revenue is tied to the concept of charging fees for the delivery of rescue and emergency medical services. As this concept has some distance to go before any such revenues are approved and implemented, they have not been included in the revenue projections here. Account Name Notes Re: 2002 Projected Description of changes between 2002 and 2003 1565 Fire Code Includes both revenues from code Maintpining sufficient staff to do Inspection enforcement inspections and master the work involved related to Fees box fees. Despite actual revenues, accounts receivable is critical to which more accurately indicate our ability to generate and collect potential, our experience here is still the revenues projected. The IFD not sufficient to accurately predict continues to have the highest ratio future revenues. Unpaid billings are of support staff to the staff being factors outside our control at this supported (1:23) of any city point. department. 2262 Fire Prot Svc Contract negotiations are still in No substantial changes seen in Town of progress. Approximately 32% of total revenue formulas. Reporting and Ithaca budget expenditures are payable by the other aspects of a new agreement Town to the City. may increase time demands to administer this agreement. 2410 Rent of Real Monies considered include that Property received from Tompkins County for use of the Training Center, which would show up here ($4,600); and be transferred to the 475 line. 2550 Public Safety Permit revenue. Permits 2655 Minor Sales Nothin.g anticipated. 2665 Sale of This is heavily dependent on Equipment approval of vehicle replacements included in both the capital project requests and /or A3410.5215 line. 2680 Insurance Estimate is average of four years Recoveries of experience. Would be offset by a larger expense to repair or replace the loss. 07 AUG 02 Ithaca Fire Department Operating Budget Narrative 2003 Budget Year Page 6 of 6 Account Name Notes Re: 2002 Projected Description of changes between 2002 and 2003 2690 Other Staff salaries (reimbursement for Compensation services provided). Usually for Loss related to billable expense incurred in repair of damage by others (e.g. fire alarm cable pulled down, etc.), and is offset by a corresponding expense. More aggressive effort to seek restitution when a law has been violated, and where authorized by law, haVresulted in some recoveries following guilty leas. 2701 Refund Prior Year Expense 2705 Gifts & Per MOU schedule. Donations: Cornell 2770 Unclassified Monies considered include that Revenue received from Tompkins County for training delivered, which should show up here ($4,600); and be transferred to the 125 and 440 lines. Grant Grant revenues most often support Because so many grantors will only Revenue existing programs, and result in an grant to not- for - profit organizations expansion of effort. Rarely do (501- 3 -c's), the Ithaca Fire grantors agree to the use of grant funds Department is in the process of for personnel costs. Grant funds creating the Emergency Services projected for receipt as a result of Alliance of Ithaca, which is effort in 2002 = $200,000. intended to be a 501 -3 -c organization, so that we may have access to more grant sources in future years. 07 AUG 02 w 0 N N O 0 W O y. 7 c CL O r] 3 3 w .z -{ A A A. A A A A. A. 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Many municipalities have adopted some sort of revenue recovery for delivery of various services, including fire services such as emergency medical and rescue. The closest department that we are aware of is the Enfield Fire Company, which serves the Town of Enfield. Other departments which have adopted some sort of cost recovery are in Dryden and Trumansburg, both of which charge for their ambulance service. Groton currently does not charge a fee for ambulance service. 2) Why both emergency medical and rescue services? Why not just rescue? Emergency medical calls are about 25% (<1000 per year) of the emergency calls we respond to. Rescue calls (only) are about I% ( <40 per year) of the total. If the effort to create and implement a billing system is going to be made, it must be cost effective to do so. 3) Is this legal? If so, when and how did it become so? According to City Attorney Norma Schwab, it appears that the City is authorized to charge a fee for emergency medical and rescue services provided by the Fire Department. 4) Who will get the bill: the patient, the property owner, or the deceased estate? The draft policy looks for maximum opportunity to bill for services rendered, including billing estates of those deceased. If adopted, the final policy will be subject to the preferences of policy makers who must approve it. 5) Who will do the billing? The Ithaca Fire Department does not have the resources to take on additional accounts receivable work. In order to do this, either the department must have additional personnel, or a third -party billing agency must be utilized. 6) Are there options for this? The Chamberlain's Office would prefer to be in the "receivables" business for us, but do not currently have the resources to do so. In the meantime, the City Chamberlain would like to be kept in the loop on what we are doing here. 7) What impact will this have on the fire department? As you might expect, there is an immediate emotional reaction. Many are opposed to the concept of charging for services that have traditionally been provided at no charge. In terms of workload, it is likely to have an adverse impact, primarily because we are already short handed. Adding to the on -scene and in- station paperwork burden, when they oftentimes struggle to get clear of one call so that they can move on to the next one, will be difficult. On the other hand, if generating more revenues is the only way to maintain the staffing we have, the lesser of two bad choices must be selected. IFD FC HD: Documents:wpdocs IFD WorkAite safety: administration:bfc:EMS /rescue fee FAQ's 7/02 Ithaca Fire Department EMS/Rescue Fees and Revenues Proposal 13 AUG 02 Frequently Asked Questions (FAQ's) page 2 of 3 8) Will any revenues generated be earmarked to support the fire department? This is a policy issue, but our experience to date has not been favorable in this regard. 9) Will a public hearing be required or otherwise held to allow public comment? As with the fees for permits for places of assembly, it would be prudent for the Board and/or Common Council to conduct a hearing to provide an opportunity for the public to be heard on this one. Depending on how the legislation is adopted, and in what form, a hearing may, or may not be required. 10) What impact will this have on the Town, and/or the fire protection agreement with the Town? Given the town contracts with the Ithaca Fire Department for service, applying the fees to services rendered in the Town will not be automatic. At the very least, the Town Board will likely need to include language regarding this in the fire protection agreement, and the Town Board may have to adopt specific legislation authorizing imposition of these fees in the Town. Given Town Law, it is also likely a public hearing will also be required before the Town is authorized to adopt such legislation. 11) Will patients who receive medical care from both the fire department and Bangs' Ambulance be "double billed "? Yes. In those instances where service was rendered by both agencies, two bills would be rendered as well. 12) How would that work? These are all decisions to be made, but discrete billing for the specific services rendered, as opposed to a general "show up" fee, may be required. 13) What cost projections have been made? How much revenue are we talking about? Given the roughly 1,000 calls per year that involve EMS or rescue services, times the minimum billing that might be charged of one engine and crew ($124), we are talking about a potential for $124,000 in revenues, less expenses required to bill and collect, and a deduction for uncollectable bills. 14) What about those bills that are not paid? Some services engage in what is known as "soft billing ", meaning that they collect what people readily pay, and forget the bills that don't get paid, thus avoiding the hassles of collecting. The city would be obligated to pursue all bills issued, using whatever tools were available receive payment. This may include using collection services, or putting unpaid bills on a person's property tax. 15) What if we don't adopt this plan? The real issue here is the ability of the City to fund the services it provides. The City is facing a $1,500,000 deficit in its budget projections for 2003. If the gap IFD FC HD: Documents:wpdocs 1FD Work:life safety: administration:bfc:EMS /rescue fee FAQ's 7/02 Ithaca Fire Department EMS/Rescue Fees and Revenues Proposal 13 AUG 02 Frequently Asked Questions (FAQ's) page 3 of 3 isn't closed, the fire department's ability to deliver services may be severely impaired. We have been under a no- growth budget scenario since 1992, and at the same time have seen a continual erosion of the volunteer and bunker program to the point that we have few of either to rely on for day -to -day business or the "big one ". Although there is finally some light at the end of the tunnel, it is likely it won't be until 2004 that we begin to see the benefits of what's behind that light. IFD FC HD:Documents:wpdocs IFD Work:life safety:administration:bfc:EMS /rescue fee FAQ's 7/02 ag Or Ae!:� ✓�� ,� .E'sc�tcaT�su �u�s A-7-71 f v�,e��: �v tam 1711 11,4XOIO. ,�o ice' :�t17A."- O T I',e- WA5 T.-BrW ay „ee , -m w z060 ®�r�.ar., ,avc7- - r yo4 °s 1XAOA44,TotiJ oc 771Z 77,647- jai �G''C�iL/� /�S �� �JBiI /�,Dr 1/ /5C(J�'S /O�J O eJ T7�� .�IJ,IaG�'T�•�C/�'�S.4� �'t L G. r44-07 , �. � /4 T 77le 6; ✓1.s2,I-o A&dA0 0517C,- ac)eL 5r4, - e-)0,10, ho . 6L"kC,*V - 6;A S� ��c.° 4AlsiZZCA) _- %I� f. 1,0 , *Age ,b 17,iNa t0•e. �4- -I-- ✓CAL r4er *'from T lOaA&Sff PlAr- 4V1 5rovs AlYL"ele 191yyc.eV- CfWre xXX (t , PA471 -,U 3 (SEeTio u cv� `E .c GS 0"A"Xve, �c�rr kx at �Ov,IO7i sr� Ec1Cd,Ee� -.vr 9' 4,oc ;-4*-- ,rT crowee t.40 h%cc) /oc,4L .�i�2 /S <t�c�,c'S �1joTflraEL i ch�ct% coDc Re-q,5 -/ le -WA7- 7Wo5t-e A54. YA1 ,6,C) , I AW e 4 L 5o IAJG.4, L.) Ocl> 70-- 7-#O-r 70cc:�U IZuIS'tk_ ®,cJ A fr,¢t .Ct,yiT e--i4,0�x,16e-5 ocb.-- C_(Jf,��y ����Pc�$ y��GE/A�.S %�sQM. ""' -=ALL. ��Tr6' 1�is %e..G'car.c� 4�' T6�� ® ✓�. �i /a. ood 1A)Y4 72iO --1 iv ee spew 7-11-40 � rE il.)Beea; �n� �, �e,14 �-Z7c'Y�cW /qj . err e ts � -r �l� Te,� '.S �j�o,P�ci,►iT<nx� � � - ?t € E�es7- e vF2 .�= F .4��.�e ..a �e �c1 ZUY W-45 11r eo aw ?' �/v,e zq/ , j : , ? AJ Ac secCruz.P V44,:!P- 4cvA.4-P Av& 74e. AP u5- (qAk REGULAR MEETING OF THE ITHACA TOWN BOARD MONDAY, AUGUST 12, 2002 AT 5:30 P.M. 215 NORTH TIOGA STREET, ITHACA, NY AGENDA 1. Call to Order. 2. Pledge of Allegiance. 3. Report of Tompkins County Board of Representatives. 4. Report of Board of Fire Commissioners. 5. Persons to be Heard. 6. Consider Setting a Public Hearing Regarding Burns Road Water Line. 7. Burns Road Water Improvement — Draft Notice of Intent for Agricultural Impact Reviews. 8. Consider Approval of Plans and Specifications and Authorization to Go to Bid for the West Hill 2002 Water and Sewer Improvements 9. Consider Approval of Budget Amendment for the Transfer and Establishment of Capital Project — Public Works Facility Renovation and Construction 10. Discussion of Health Insurance Request for Proposals. 11. 6:30 - Public Hearing - Local Law Electing a Retirement Incentive Program 12. SEOR - Local Law Electing a Retirement Incentive Program 13. Adoption of a Local Law Local Law Electing a Retirement Incentive Program 14. Consider Employee Wage Scale for 2003. 15. Discussion of the 2003 Downtown Business Improvement District Assessment 16. Consider Resolution of Support for Tompkins County Area Development's Application for Designation of Certain Areas Within Tompkins County as an Empire Zone. 17. Authorize Payment of $1,000 to Cable Franchise Negotiator 18. Consent Agenda a. Town Board Minutes b. Town of Ithaca Warrants c. Bolton Point Warrants d. Job Reclassification of Network e. Fall Brush and Leaf Pick -Up f. Snow and Ice Removal Contrac Records Specialist 19. Report of Town Committees a. Purchase of Development Righ s Committee b. Capital Planning Committee 20 21 22 c. Cayuga Lake Watershed Interrrunicipal Organization d. Codes and Ordinances Committee e. Fire Contract Negotiating Committee f. Personnel Committee g. Public Works Committee h. Safety Committee i. Sewer Contract Committee j. Special District Benefit Asse k. Transportation Committee Report of Town Officials a. Town Clerk b. Highway Superintendent C. Director of Engineering d. Director of Planning e. Director of Building and Zor f. Human Resource Manager g. Budget Officer h. Network/Record Specialist i. Attorney for the Town Review of Correspondence. a. 7/27/02 letter from Mary Ann an b. 7/3/02 letter from Assemblymar c. 7/22/02 letter from Jon Edinger, d. 7/19/02 letter from Norman Bag Quarry Road e. 7/18/02 letter from Representati f. 7/25/02 fax from Bob Nicholas r g. 7/24/02 letter from Ruth Mahr rE h. 7/17/02 funding request from G i. 8/1/02 funding request from Tor j. 7/12/02 letter from Jim Adams, Sharing k. Cayuga Heights Fire Departmer I. Tompkins County Sheriff's Dep< Consider Adjournment. Additional Agenda Items gent Committee ng d Brian Pitzer Luster re Stone Quarry Road NYS DOT, re Stone Quarry Road ley, Office of the State Comptroller, re Stone e Hinchey re Stone Quarry Road Water Damage Claim water bill dabout pkins County Senior Citizens Council ;ornell, regarding Lake Source Cooling Data Monthly Report for June 2002 ment Annual Report Consider Approval of Budget Tran�fers, Amendments, and Modifications TO: 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 FROM: RE: DATE: Ithaca Board of Fire Commissioners Chris Wilbur Nil EMS /Rescue Fee Proposal August 21, 2002 No. of Pages: Lots As you may have heard, the Mayor has directed the Fire Chief to present the EMS /Rescue Fee proposal to the B &A Committee on August 28th - the meeting begins at 7 PM and this item is the last one on the agenda. "An Equal Opportunity Employer with a commitment to workforce diversification." co MEMORANDUM To: Robert Romanowski, Chair, Board of Fire Commissioners From: Norma W. Schwab, City Attorney Date: August 28, 2002 Subject: Power of the Board of Fire Commissioners — Implementation of Fees for Emergency EMS and Rescue Services I have been asked by Bob Romanowski, Chair of the Board of Fire Commissioners, to render an opinion regarding the scope of the powers of the Board of Fire Commissioners pursuant to the Ithaca City Charter, and whether or not Common Council could impose an EMS/Rescue Fees billing policy even though the Board of Fire Commissioners has unanimously rejected the EMS/Rescue Fees proposal. Section C -35 states that Common Council "shall have the management and control of the finances and of all property, real and personal, belonging to the City except as otherwise provided by this Charter ..." (emphasis added). Clearly Common Council is the entity that in most circumstances has jurisdiction over the City's financial affairs. However, C -35 also states very clearly that Common Council can make exceptions to this ultimate authority. The issue at hand is whether or not the powers conveyed in the charter to the Board of Fire Commissioners (Charter Sections 93 -98) is an exception to Common Council's general ultimate powers. C -96 (A) is extremely broad in the powers that it grants to the Board of Fire Commissioners. It reads as follows: It shall be its duty and said Board of Fire Commissioners shall have power: A. To assume control and management of all apparatus, fire alarm systems, equipment, appliances, supplies, buildings and employees exclusively in the Fire Department service. Although the power to decide whether or not to impose fees for services is not specifically addressed in the Board of Fire Commissioner's section of the Charter, fees for services is certainly Memo to Robert Romanowski August 28, 2002 Page 2 related to management of apparatus, fire equipment, and employees. It is also clear from reading the charter that when Common Council wanted to reserve ultimate authority to itself, it did so. C -93 makes it clear that any purchase or conveyance of any real property by the Board of Fire Commissioners shall be subject to the approval of Common Council. Likewise, Section C -96(B) makes it clear that either the organization of new fire companies or disbanding any department company is subject to the approval of Common Council. Although, as stated above, the imposition of fees for service is not specifically addressed in the Charter, it is my opinion that C -96(A) is broad enough to include the imposition of fees for services within its intended meaning. In addition, Common Council did reserve certain powers to itself as they relate to the powers of the Board of Fire Commissioners, and did not do so in C- 96(A). Therefore, it is my opinion that imposition of fees for services is within the province of the Board of Fire Commissioners, as delegated by Common Council. I would advise that should Common Council wish to make the powers set forth in C -96(A) subject to their approval, they would need to do so by means of a local law as a Charter amendment. /dmlt PC: Alan J. Cohen, Mayor Brian Wilbur, Chief, Ithaca Fire Department CAWINDOW SUEMP\romanowski. doc