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Home My WebLink AboutMN-BFC-2011-03-08ITHACA BOARD OF FIRE COMMISSIONERS MARCH 8, 2011 AGENDA I. CALL TO ORDER IL APPROVAL OF MINUTES III. ADDITIONS /DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE VI. MEMBERSHIP CHANGES VII. MISCELLANEOUS REPORTS: A. TOWN OF ITHACA B. CITY OF ITHACA C. AUDIT VIII. DEPARTMENT REPORTS: A. CHIEF and DEPUTY CHIEF REPORTS B. FIRE PREVENTION - Codes Division - Fire Investigation Unit - Juvenile Firesetters Program - Public Education C. FIRE POLICE REPORT IX. OLD BUSINESS A. Board of Fire Commissioners Charter Review Status and Discussion B. Traffic Calming Devices — Wood and South Street — Public Hearing March 9th C. Resolution on Trust Company Bank Accounts D. Volunteer Membership — Review and Discuss use of previously used process for any new probationary members X. NEW BUSINESS XI. EXECUTIVE SESSION XII. ADJOURN BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 MINUTES Present: Commissioners Gilligan, Hoard, Kelly and Ellsworth Chair Gilligan called the meeting to order at 1803 hrs. II. Approval of Minutes: III. Additions /Deletions to the Agenda: Under Old Business: Added Discussion of Activity Reports & Charts for 2010. IV. Persons wishing to speak to the Board of Fire Commissioners: None V. Correspondence: Thank you card from AC Guy VanBenschoten in response to the BOFC's 35 years of service recognition gift. Bank statement from Tompkins Trust Donation Fund showed a balance of $537.82. There was no activity on the account. FASNY sent information on the Volunteer Recruitment Program. Their theme is "Open Your Doors." It is focused on a statewide effort to have fire departments hold an open house at their Fire House on the weekend of April 91h & 10th as part of a kick -off event for National Volunteer Weekend. The website for the FASNY sponsored event is www.RecruitNY.org. GIAC — Looking for funding for their Boxing program. VI. Membership Changes: None VII. Miscellaneous Reports: Town of Ithaca BOFC Report- Chair Gilligan indicated that he had given the quarterly report to the Town Board on Monday, February 7, 2011 including the activity data and charts for 2010. One question that the Town Board BOARD OF FIRE COMMISSIONRS FEBRUARY 8, 2011 PAGE 2 raised during this report was regarding the pie chart display which showed that approximate 5% of the Department's calls in 2010 were in the Town and 75% whin the City and the distribution of expenses is approximately 33% and 67% respectively. The Town Board was wondering if there was a way of costing out operating costs on a per call basis. Chair Gilligan indicated that he responded to the Town Board that the BOFC was not involved in the last contract discussion between the City and the Town during which a cost sharing methodology was developed. He also - indicated that the Town might consider part of the cost as similar to paying insurance premiums that cover the risk of events that you hope does not ccur. Chair Gilligan stated that he told the Town Board that it would be diff It if not impossible to determine a valid cost per call, but that he would bring this issue up at the BOFC meeting. There was a brief discussion on this topic by the Commissioners. Acting Chief Dorman pointed out that call volume is only one factor in the operating costs of the Department. He also indicated that both the City and the Town had agreed as part of the contract that the percentage of assessed property value in the respective municipalities would be the basis for distributing costs. It was pointed out that 50% of the Fire Stations are located in the town. DC Parsons added that the main concern shouldn't be about call volume. He pointed out that the Town gets the same coverage and response level as the City and they also benefit by having the same insurance rating for fire protection as the City (which affects premium rates for property owners). Acting Chief Dorman suggested that it would help defray the impact on the Town's taxpayers if the Town was able to get a donation from Ithaca College similar to the one the City receives from Cornell. City — No Report. Audit — Completed. At this time it was pointed out that Common Council is having a special meeting tonight and that the liaison from the Council, (J.R. Clairborne), was at that meeting and unable to attend the BOFC meeting. BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 PAGE 3 VIII. Department Reports A. Acting Chief /Deputy Chief Report: (see complete written report in the Minute book). Acting Chief Tom Dorman offered highlights of his report and answered questions as follows: Career Personnel: One open Fire Chief position Three open Fire Fighter positions (two unfunded, one funded). The Vacancy Review Committee has approved hiring 2 firefighters, but the City and the Fire Fighters Union must reach agreement on which retirement program they will be hired into. The City currently is looking to have them participate in a different program than the current union members have. Acting Chief Dorman does not anticipate a resolution to this issue in time to allow individuals to be hired so that they will be able to attend the next fire fighter training at the NYS Fire Academy which begins at the end of February. Comm. Ellsworth asked if there is any activity on the Chief position. Acting Chief Dorman responded that the Civil Service Exam results should be back in March. The exam will provide a list of eligible candidates from all those who applied for the position, which was based on a nationwide search effort. Budget: Account totals (final balances for 2010) and (expenditures and revenues for January 2011) are not available yet as the Controller's office is still in the process of closing the books on 2010 and opening them for 2011. County Communications and 911 Program: The Department is continuing to work with the County to correct problems with the new CAD (Computer Automated Dispatch) system. We are also working with IPD, the Attorney's Office and Mayor Peterson on continuing problems with the 911 Center. BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 PAGE 4 Grants and Donations: We have approval to go ahead and order the in- vehicle repeaters. Training Center: The City Parks Committee voted to move this item to the Board of Public Works with a recommendation to grant a waiver for the project. If final approval is received IFD will be able to proceed with plans to add another training classroom building at the site. Incident Report: On January 24, 2011, while Acting Chief Dorman was in Albany, there was a fire at the Prize Diner on the Commons. Comm. Ellsworth noted that this was the second fire on the Commons in a relatively short period of time. He asked if that was due to the age of the buildings. Acting Chief Dorman responded that both fires were electrical in nature and the age of the buildings could be a factor. There was also another fire last month at 803 Coddington Road. B Shift responded. The source of the fire appears to be electrical. AC Mike Schnurle noted that the incident was one where they were right on the edge of having just enough resources available on the scene to successfully contain the fire but it could easily have developed into a major fire with significant losses. Keyless Entry System: Still working on obtaining the materials and supplies needed to install the keyless entry system. Chair Gilligan asked if access cards will be assigned. Acting Chief Dorman responded that yes, they will be. This will allow specific access to the buildings, entry doors, during specified times as appropriate. B. Fire Prevention Bureau: (see complete written report in the Minute Book). Deputy Chief Tom Parsons offered highlights of his report and answered questions as follows: BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 PAGE 5 Staffing Changes: FPB has 3 Inspectors now. That is down from 4 Inspectors. Also, FF Mike St. Denis has left FPB and has been replaced by FF Mark Spadolini. Municipal Fire (Gamewell) System: The shut down date is February 28, 2011. Final letters have been sent. Power will be shut off and boxes will be taken down. Properties that have not complied at that point will have to be on fire watch. Fire watch is only when the buildings are occupied. C. Fire Police: Dave Cornelius offered highlights of his report and answered questions as follows: A training /meeting was held on January 18, 2011. The topic was Confined Space — Dangers and Procedures. The next training /meeting will be held on February 15, 2011. The topic will be determined by Training Officer Willis Sheldon. The 10 battery chargers for fire police radios ordered by FF John Powers have arrived and are available for pick up. Chair Gilligan asked if we are all set with the pager reimbursement. Acting Chief Dorman responded that everything is signed and ready to be processed. The application form used previously for IFD volunteers has been located and will be used for individuals interested in becoming a Fire Police volunteer. Ray Wheaton suggested that using the current application would be useful, particularly if there are no major changes required. This will avoid potential delays in any review process a new version of the volunteer application might have. IX. Old Business The resolution by the Board to authorize signature authority by the City Chamberlain on the Donation and Rescue Funds is not available yet. Acting Chief Dorman suggested that a draft version of the Resolution be sent to BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 PAGE 6 Debbie Parsons prior to the Board taking action to make sure it meets the audit requirements and follows any required City procedures. Letter to City Parks Commission — A copy of the letter was distributed. Mayor Carolyn Peterson will be carbon copied. If there are no objections, Chair Gilligan will put it on BOFC letterhead and distribute it. Discussion of Meeting with City Charter Review — Role of BOFC: The role of BOFC was first introduced into the City Charter and so much has changed. The Committee was open to suggestions as to the role of the BOFC. Comm. Ellsworth stated that the meeting is on February 16, 2011 and asked what IFD's staff perceived as the role of the Board. Acting Chief Dorman responded that the Boards role has changed significantly, particularly in the last 20 -30 years. The BOFC is now more of an "advisory" board. The financial oversight responsibility for Departmental operations has been superseded by City and State government fiscal requirements. Also, in the Human Resource area, Civil Service, Union Contracts, and City HR policies have largely eliminated the BOFC's responsibility for overseeing the hiring and taken disciplinary actions with any of the Departments paid career personnel. The Board is acting in more of a liaison role with both the City and Town Boards. There was a open discussion on the history of the IFD, the BOFC, and the relationship of the Board to the City Common Council and Mayor. It was pointed out that the decline in the number of volunteers had a significant impact on the role of the Board in the operation of the Department. Commissioner Ellsworth asked when the Bunker program was ended. Acting Chief Dorman stated that the decline in the number of bunkers and ending of the program began in the late 1990's when funding for the Volunteer Coordinator's position was eliminated in response to City budget decisions and also by the lack of funding to provide the intensive training sessions required to adequately prepare new bunkers to serve as interior fire fighters. By 2005, most of the bunkers who had been recruited and trained had graduated, had left the program to move out of the area, or been hired by the Department as career fire fighters; thus effectively ending the Bunker program in the Department. BOARD OF FIRE COMMISSIONERS FEBRUARY 8, 2011 PAGE 7 In discussing the history and issues behind the decline of both the number of volunteers and of the bunkers, it was also pointed out that another future issue may be the loss of 2% funds that may occur in response to State Budget pressures. The review of the Boards Role will continue and a plan developed for the review process will be discussed at the next Board meeting. Members of the Board are scheduled for a session with the Charter Review Committee, which will be chaired by Dan Cogan on February 16, 2011. Posting of Board Agendas & Minutes: The Board will continue to work on getting the minutes and agendas for 2011 on the City Website as a link from the Board of Fire Commissioners currently on the City Website. Acting Chief Dorman stated that he will also work on this with Julie Holcomb the City Clerk. Chair Gilligan handed out the list of the County Fire Advisory Board members. He pointed out that there are 21 slots available and 16 of them are vacant. These will be an item that the Board will continue to work on, particularly given the recommendation by the County Fire Chiefs that the Fire Emergency advisory board could provide a very useful function in coordinating services and information for all the departments in the County. Quarterly Activity Reports — no additional discussion was held. X. New Business: None Hearing no further business, the meeting adjourned at 1928 hrs. Respectfully submitted, Randy L. Flynn, Clerk Board of Fire Commissioners (Minutes will be reviewed at the March 8, 2011 meeting) Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the March 2011, meeting. Combined Chief s and Deputy Chief Operations Report LIFE SAFETY DIVISION Administration 1) Career Personnel Report PERSONNEL STAFFING LEVELS 1 Acting Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants 49 Fire Fighters 64 On duty personnel 1 Fire Fighter on Injury Leave 1 Fire Fighter on Administrative Leave 1 Fire Alarm Superintendent 1 Office Manager 1 Administrative Assistant .05 Financial Clerk Total employees as of 03/01/11 — 69.5 Open positions — Chief, 3 Fire Fighters (2 unfunded, 1 funded) b) Hiring /Recruitment Committee The Vacancy Review committee has approved the hiring of two Fire Fighters (one to replace a disability retirement, one to replace a leave of absence) with the condition that the City and the Fire Fighters Union reach an agreement regarding the retirement provisions that would apply to new hires. Since the City and the FF Union are in negotiations, I do not expect this to be resolved soon and therefore I do not expect being able to hire soon. (same report as last month) 2) Budget Status a) Account totals for 2010 and 2011 are still not available. Fire Chief's Report for March 2011 3) 4) 5) County Communications and 911 Program 08 MAR 11 Page 2 of 3 a) Some minor progress has been made in the implementation of the Counties CAD 911 system however, many problems continue to exist. Grants and Donations a) Assistance to Firefighter Grants (AFG): (in- vehicle repeaters) — DC Parsons is working on identifying and securing the proper frequencies for this project. b) Training Center Project Funding: The City Parks Committee voted to move this item to the Board of Public Works (same report as last month) Resource Recovery Legislation No report 6) City Charter Update Delegated to a committee established by the Board of Commissioners 7) Traffic Calming The Board of Public Works will be holding a public hearing concerning the removal of the speed bumps at Wood and South Streets on 3/9/11. Operations 1) Mutual Aid Calls: Quarterly Report 2) Selected Calls — No Report 3) Support The hardware work for the keyless entry system is done. I do not have a date when we will be converting to the prox cards and fobs. I have asked West Fire to provide a price quote for installation of security cameras at Central Station. Fire Chief's Report for March 2011 Fire Prevention Bureau 08 MAR 11 Page 3 of 3 1) Please see Deputy Fire Chief Parson's report of Fire Prevention Bureau activities Safety Section OPERATIONS DIVISION Response 1) Quarterly Call Report 2) Emergency Management No report Support 1) Training Center Quarterly Report Training Quarterly Report Recruitment and Retention 1) See DC Parsons report 2) Summaries of Service Hours: Quarterly Report Respectfully submitted, J. Thomas Dorman, Acting Fire Chief CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 March 4t ", 2011 Board of Fire Commissioners Ithaca Fire Department 310 W Green St Ithaca, NY 14850 Dear Board Members: The following is the Fire Marshal's report for February 2011. Code Enforcement Division: The Codes Enforcement Division received 28 complaints in the month February. There were 17 complaints forwarded to the City of Ithaca Building Department and 4 complaints forwarded on to the Town of Ithaca Code Enforcement Department. There were 21 complaints closed out, and 39 complaints remain open for February and previous months. The Code Enforcement Division performed 129 Fire Safety and Property Maintenance Inspections or Re- inspections. The division also witnessed 8 Fire Alarm Tests; 1 Standpipe Flow Test; and 6 Hydrostatic Sprinkler System Tests. There were 216 violations cited. The Code Enforcement Division issued: 13 operating permits for assembly occupancies; and 14 certificates of compliance for fire and property maintenance inspections. Fire Investigation Unit: There was one fire investigation performed in February for a fire that occurred at 301 S Geneva Street in the City of Ithaca. The fire investigation determined the cause was accidental related to a cooking fire. Public Education: There were 4 Child Safety Seat Inspections; and I Public Education Activities performed; by the department in February. Municipal Fire Alarm System The municipal fire alarm system has remained operational while the remaining property owners disconnect from the system. There is are 12 buildings still tied to the system, and despite having a February 28th 2011 date for the final shut down of the system. The remaining properties are in the process of being transitioned off of the fire alarm system "An Equal Opportunity Employer with a commitment to workforce diversification." tJ Fire Marshal's Report for February 2011— Page 2 and should be completed within the next week. The fire alarm superintendent has already begun isolating and dismantling parts of the system. Respectfully Submitted, I •� 4 C Thomas Parsons Deputy Fire Chief / Fire Marshal Fire Police Report to the Board of Fire Commissioners March 29, 2011 The Fire Police held a meeting and training session on February 15th and March 15th. The training in February was based on the University of Kentucky's Department of Transportation guidelines for setting up and managing highway safety zones at accident scenes. Our Department does not have adequate equipment to totally follow their guidelines. We would need to get signage and traffic cones to cover a much greater distance on either side of an emergency scene. 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Charter Revision Committee: The Board has had meetings with Alderman Cogan's Charter Committee on February 2 "' and 161'' We believe we are on track on narrowing down the issues regarding desirable changes to the Charter regarding the Board of Fire Commissioners, including: identifying the stakeholder groups who will be affected by any proposed changes, volunteer issues, and fiscal responsibility of the Fire Commissioners. This will be discussed further at the Board's meeting next Tuesday. 2. Traffic Calming Devices: There is some movement on this issue. In fact the Board of Public Works will be holding a public hearing at its March 9, 2011 meeting. The Board and the Fire Department will have representatives at that meeting. Fire Alarm Bell: The Board has sent a letter to the City Parks Commission, recommending that a request from the Ithaca Veteran Volunteer Firemen's Association for relocation of the Fire Alarm Bell currently in Thompson Park to the Association's facility at 638 Elmira Road for display as a part of a memorial area being established near the flag poles at the facility. 4. Fire Fighter Memorial: The public should be made aware that Lyman Baker and Ray Wheaton voluntarily commit 100 hours each to maintenance of the Fire Fighter Memorial Site at the City Cemetery. 5. Fire Chiefs 2010 Recap: 2011 Outlook (attached). Respectfully Submitted, Thomas D. Hoard Vice Chair DRAFT Resolution regarding Board of Fire Commissioners checking accounts held at the Tompkins Trust Company. Whereas the Ithaca Board of Fire Commissioners maintains two checking accounts at the Tompkins Trust Company, one of which is entitled the Donation Fund (Account,QI -a 124627) and the other is named the Rescue Squad Donation Fund,Account 14 -301- 0012261), and Whereas, both of these accounts currently utilize the City of Ithaca's Federal Tax Identification Number, and Whereas, the City Chamberlain has notified the Board that the auditors for thtiust y of Ithaca have indicated that as an audit compliance issue, the City Chamberlain, have sole signature authority, on these accounts in order to continue to list them under the City's Federal Tax ID number, and Whereas, the Ithaca Board of Fire Commissioners will retain all authority to approve expenditures issued against these two designated Trust Company checking accounts, now be it therefore, Resolved: The Ithaca Board of Fire Commissioners authorizes the removal of the current signature authority on these two accounts which is currently held by Board Chair William Gilligan and Vice Chair Thomas Hoard and that the sole signature authority on these accounts be designated to the individual holding the position of City Chamberlain. Currently this is Debra Parsons. Be it further resolved, that the Board of Fire Commissioners will retain sole control and authority for making and approving decisions on distribution of payments from both the Donation Fund and the Rescue Equipment Fund. A signed copy of this resolution will be provided to the appropriate officials of the Tompkins Trust Company so that they may enact the changes as stipulated, herein. Action by Board of Fire Commissioners William D. Gilligan, Chair BOFC Date rr�j LECESSE CONSTRUCTION e Power of Partnership December 15, 2010 C. Thomas Parsons Deputy Fire Chief Ithaca Fire Dept. Central Fire Station Ithaca, NY 14850 -5497 RE: Donation to Ithaca Fire Dept. Dear Deputy Chief Parsons: It was a pleasure speaking with you the other day. As I mentioned on the phone the donation check you received earlier is on behalf of Davis Ulmer and LECESSE Construction for your continued outstanding effort and flexibility of schedule at the Cornell University Olin Library Safety Upgrade Project managed by LECESSE Construction. Please earmark the check to be made to the "Rescue Fund ". We hope this money can not only help your community's well being, but also aid in keeping your fire fighters safe and out of harms way. Happy Holidays, i Kevin Morgan Project Manager 75 THRUWAY PARK DRIVE - WEST HENRIETTA, NY 14586