HomeMy WebLinkAboutMN-BFC-2011-05-17ITHACA BOARD OF FIRE COMMISSIONERS
May 17, 2011
AGENDA
I. CALL TO ORDER
II. APPROVAL OF MINUTES
III. ADDITIONS /DELETIONS TO THE AGENDA
IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS
V. CORRESPONDENCE
VI. MEMBERSHIP CHANGES
A. New Volunteer Member Application — Jeff Cook
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. Fire Chief Position
B. Board of Fire Commissioners Role — Charter Review Process
X. NEW BUSINESS
XI. EXECUTIVE SESSION
XIL ADJOURN
ITHACA BOARD OF FIRE COMMISSIONERS
APRIL 12, 2011
MINUTES
Present: Commissioners Gilligan, Hoard, Kelly, and Ellsworth
I. Chair Gilligan called the meeting to order at 1806 hrs.
II. Approval of Minutes:
The Minutes for the March 291h meeting will be held for approval at the next
meeting to allow time for their review.
III. Addition/Deletions to the Agenda:
Action on a new member application was added to the agenda under item VI
Membership Changes.
IV. Persons wishing to speak to the Board of Fire Commissioners:
None
V. Correspondence:
Bank statement from Tompkins Trust Donation Fund showed a balance of
$537.82. There was no activity on the account.
Bank statement from the Tompkins Trust Rescue Fund showed a balance of
$1,337.32 reflecting the posting of and interest payment of .64 cents.
VI. Membership Changes:
An application to be a volunteer member of the Ithaca Fire Department was
received from Ray Canzler. His paper work, background check, and interview
with Acting Chief Dorman, Assistant Chief Sheldon, and Board Chairman
Gilligan have been completed. He is recommended for approval by the
interview committee as a probationary member of Company 3. He will be
serving as a member of the Fire Police upon completion of his required
training and orientation to the department.
A motion was made by Commissioner Hoard and seconded by Commissioner
Ellsworth to approve the volunteer membership of Ray Canzler in the Ithaca
Fire Department. The motion was approved unanimously.
BOARD OF FIRE COMMISSIONERS
APRIL 12, 2011
PAGE 2
VII. Miscellaneous Reports:
Town — In packet. Report was given to Town Board on Monday, April 11,
2011.
City — None given at the April Common Council meeting.
Audit — Audit Completed.
VIII. Department Reports:
A. Acting Chief /Deputy Chief Report: (see complete written report in the Minute
book). In Acting Chief Tom Dorman's absence, Deputy Chief Tom Parsons
offered highlights from the Chief's report and answered questions as follows:
DC Parsons handed out packets of statistics. The packets included statistics on:
Incident types
Pie chart distribution of calls
— Calls for each district
Bar chart for election district
— Action taken bar chart (EMS takes up a large percentage)
— False alarms
Comparison from year to year (types of calls)
— We are up in calls for this time of year by 2%
At this time, Liaison J.R. Clairborne arrived at the meeting
DC Tom Parsons explained that the call volume is based on the number of people
living in an area.
Staffing:
Nothing new to report.
1 fire fighter is out on medical leave
1 fire fighter is out on administrative leave
1 fire fighter is on leave of absence
Chair Gilligan asked what the status was on the replacements for the two fire
fighters. DC Parsons that the positions will not be filled before Acting Chief
Dorman retires.
BOARD OF FIRE COMMISSIONERS
APRIL 12, 2011
PAGE 3
Liaison Clairborne asked how long the fire fighter who is on administrative leave
will be out. DC Parsons responded that it is a personal matter and cannot be
discussed.
Chair Gilligan asked if the Civil Service List from the Chief s exam is back yet
and DC Parsons responded that as of today it is not back.
County Communications and 911 Programs:
Acting Chief Dorman and DC Parsons met with the new Liaison (Retired Fire
Chief Brian Wilbur last week.
Mutual Aid Reports:
There were 3 fires; April 2, 2011, 210 Stewart Ave., porch fire caused by a tossed
cigarette, April 4, 2011, 113 Ithaca Road, porch fire and April 7, 2011 there was
an experiment that caught fire at Ithaca College.
Keyless Entry:
Chair Gilligan asked if there is any training involved with using the new keyless
entry system. DC Parsons responded that it is a fob system with an identifying
chip and will be fairly simple to use.
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:
Fire Prevention has been pretty busy this month. However, complaints are down.
Complaints are now being emailed rather than mailed. This saves time.
There was a minor fire at Ithaca College.
The fire alarm system is being completely shut down this week.
Chair Gilligan asked if anyone will have to be on Fire Watch. DC Parsons
responded no, that everyone has been moved over to a third party system.
DC Parson pointed out that the Training Summary is also enclosed in the packets
that were handed out.
BOARD OF FIRE COMMISSIONERS
APRIL 12, 2011
PAGE 4
C. Fire Police
Dave Cornelius stated that there was no addition report to be added to the one that
was submitted two weeks ago.
IX. Old Business
Charter Review:
Chair Gilligan read his changes to the Carter Review process from the Draft
Minutes (which will be complete at the next meeting). DC Parsons stated that the
Mayor is the only one who can sign contracts under the Charter. Even when
BPW approves something, it is the Mayor who has the final say.
DC Parsons stated that the cost of using Survey Monkey would be $65 a month
and the costs could be covered from using Administrative Funds. It was also
noted that there is going to be a survey, it will have to be voted on section by
section.
Comm. Ellsworth presented a letter from Bob Romanowski stating that the Board
of Fire Commissioners is involved in the hiring of a Fire Chief.
The Bunker Program would cost about $30,000 per person in order to bring the
volunteer fire fighter up to a confident level. DC Parsons stated that when he first
started with IFD the bunkers would get about 21 hours of training. Now it is over
100 hours. Ray Wheaton added that at the end of the school year we would only
end up with only one volunteer out of 10. DC Parsons added that a volunteer
company would need 100's of personnel to cover the call volume that we cover.
Chair Gilligan added that this is something that falls under the scope of the BOFC
roles.
Ray Wheaton asked if there has been any word on the bell at Thomson Park and
Chair Gilligan stated that no, there has not been any word on it.
BOARD OF FIRE COMMISSIONERS
APRIL 12, 2011
PAGE 5
X. New Business:
None
Hearing no further business, the meeting adjourned at 1914 hrs.
Respectfully submitted,
I
r
Randy L. Flynn, Clerk
Board of Fire commissioners
(Minutes will be reviewed at the May 17, 2011 meeting)
Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the May 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
47
Fire Fighters
62
On duty personnel
2 Fire Fighters on Injury Leave
1 Fire Alarm Superintendent
1 Office Manager
1 Administrative Assistant
.05 Financial Clerk
Total employees as of 05101111 — 67.5
Open positions — Chief, 4 Fire Fighters (2 unfunded, 2 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)
C) The Chief's exam was certified by the Civil Service Commission on 5/4/11. The
next step will be for the search committee to interview and evaluate the
candidates. The committee then sends three names to the Mayor for
consideration.
2) Budget Status
Fire Chief's Report for May 2011
3)
4)
5)
6)
7)
a) 2011 Account summaries are attached
County Communications and 911 Program
11 MAY 11
Page 2 of 3
a) DC Parsons and myself met with the new interim director of the 911 center, Brian
Wilbur. We expressed the concerns of IFD and possible solutions to ongoing
problem areas. (same report as last month)
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.
(same report as last month)
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
City Charter Update
Delegated to a committee established by the Board of Commissioners
Traffic Calming
The Board of Public Works asked DPW staff to prepare alternative methods for traffic
calming at South and Wood Streets. (same report as last month)
Operations
1) Mutual Aid Calls:
2) Selected Calls —
No Report
3) Support
Quarterly Report
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.
(same report as last month)
Fire Chief s Report for May 2011
Fire Prevention Bureau
11 MAY 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
ITHACA BOARD OF FIRE COMMISSIONERS
MARCH 29, 2011
MINUTES
Present: Commissioners Gilligan, Hoard and Kelly
I. Chair Gilligan called the meeting to order at 1805 hrs.
II. Approval of Minutes:
Comm. Kelly moved to approve Minutes with one minor spelling error.
Seconded by Comm. Hoard. Voted unanimously.
III. Addition/Deletions to the Agenda:
Added under Old Business - Resolution on Trust Company Checking Accounts
signature authority.
IV. Persons wishing to speak to the Board of Fire Commissioners:
None
V. Correspondence:
Bank statement from Tompkins Trust Donation Fund showed a balance of
$537.82. There was no activity on the account.
Annual Report from Company 1
$500 check donation for the Rescue Fund from Lecesse Construction on
behalf of Davis Ulmer and Lecesse Construction.
VI. Membership Changes:
None
VII. Miscellaneous Reports:
Town — None
City — In packet
Audit — There is no audit for this meeting. There will be one available at the
next meeting.
BOARD OF FIRE COMMISSIONERS
MARCH 29, 2011
Page 2
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:
Staffing:
One fire fighter was granted leave of absence. He will officially be off the payroll
on the 26t ".for a leave that will be about a year.
Budget:
There are account reports for 2011 in the packets. Acting Chief Dorman is
positive that the Department came in under budget for 2010, but the City
Controller's Office has not provided the final report for 2010.
Chair Gilligan asked if the list is back for the Chief s exam that was given in
January. Acting Chief Dorman responded that the list has not come back from the
NYS Civil Service office, even though the City HR Department indicated that the
results from a different civil service test given in February have been returned.
County Communications and 911 Programs:
There has been some progress in improving the use of the CAD (Computer
Automated Dispatch) system. Retired Fire Chief Brian Wilbur has been
appointed as the interim Manager for the County Dispatch Office. He will start
work in April.
Grants and Donations:
DC Tom Parsons is working on ordering the repeaters to be installed on the
engines and trucks.
The Department needed $10,000 to match the federal funds received for a new
doorsystem from the City and the Controller wrote an encumbrance out of last
year's budget to cover this amount. (This supports Acting Chief Dorman's belief
that the Department came in under budget last year).
BOARD OF FIRE COMMISSIONERS
March 29, 2011
Page 3
Training Center — additional classroom:
This is now on BPW's agenda and has been recommended for a waiver by the
City Parks Commission.
Keyless Entry:
All hardware is in place. We are waiting on training on how to use the system.
We are also still waiting on a price quote for the security cameras to be installed
in the station.
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:
There was one small fire investigation performed in February for a fire that
occurred at 301 S. Geneva Street in the City of Ithaca. The fire investigation
determined that the cause was accidental related to a cooking fire.
There are still five owners on the municipal fire alarm system. It appears that
installation of dedicated phone lines by Verizon is holding up the replacement of
the Gamewell system for these property owners. They will continue to be on the
municipal system for a little longer as a result of this delay.
The Fire Alarm Superintendent will be attending Codes training next week and
will go back to dismantling the fire boxes when he gets back.
At this time, Liaison J.R. Clairborne arrived at the meeting.
DC Parsons handed out a new version of an incident response chart covering the
period January 1- March 28, 2011. This chart combined a breakdown by category
of the response (false alarm, good intent, service call, hazardous condition, EMS
rescue, overpressure /rupture, and fire calls) showing the distribution of those calls
by the district in which they occurred.
Comm. Kelly asked what a "good intent" call is. Acting Chief Dorman and DC
Parsons responded that it is a similar to a "false alarm" — ie: smoke coming from
the dry cleaners, but, is reported as a separate category.
BOARD OF FIRE COMMISSIONERS
March 29, 2011
Page 4
Chair Gilligan asked about the degree of difficulty involved in putting the graphs
together. DC Parsons responded that they were fairly time consuming, since the
data needed to be pulled from one reporting system and manipulated in a separate
reporting application.
Liaison Clairborne asked what is in District 14. DC Parsons stated that district 14
consists of Linderman Creek, Ecovillage, etc.
Acting Chief Dorman stated that generally where there are higher concentrations
of elderly or low income tenants in an area the call volume tends to go up.
C. Fire Police: Dave Cornelius offered highlights of his report and answered
questions as follows:
Training Meetings were held 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. The Department does not have adequate equipment to fully
follow their guidelines. The Fire Police would need to get signage and traffic
cones to cover a much greater distance on either side of an emergency scene. The
March training was an OSHA refresher on Blood Bourne Pathogens.
The next training session is scheduled for April 19, 2011. The topic is to be
determined by Training Officer AC Willis Sheldon.
Liaison Claireborne stated that during a recent black out he noticed Fire Police
assisting. He wanted to know if that was normal or if the IPD would typically
show up. Dave Cornelius explained that the Fire Police would assist. Acting
Chief Dorman also explained that generally there are only 6 police officers on the
overnight shift and additional help will sometimes be needed. Liaison Claiborne
asked how many Fire Police came out to assist at the recent black out and Dave
Cornelius responded that 5 — 6 Fire Police assisted.
IX. Old Business:
Traffic Calming:
The BPW held a public hearing in March on this issue. Most individuals who
spoke were in favor of removing the deteriorated traffic diverters that are located
BOARD OF FIRE COMMISSIONERS
March 29, 2011
Page 5
on Wood and South Street, but many were in favor of maintaining some
mechanism to slow traffic through the area. BPW has asked the City traffic
engineer to propose various options that would address these concerns.
If action is approved on this, the work will probably be completed by late summer
or fall.
Resolution on Trust Company Bank Accounts
Chair Gilligan read the draft version of the Resolution. Liaison Clairborne asked
how the Resolution would change things. Chair Gilligan responded that the
BOFC would still authorize how funds are to be spent, and could prepare the
checks, but Debbie Parson as City Chamberlain would have to sign them.
A motion was made to approve the Resolution. All were in favor and voted
unanimously. A copy of the final resolution will be filed with these minutes as
well as being sent to Tompkins Trust Company.
Volunteer Membership:
An application has been made by Ray Canzler. He has been provisionally
accepted in to Company 3. A background check is in progress and an interview
will be held. Hopefully by the next BOFC meeting, his application can be acted
upon.
City Charter Review on role of Board of Fire Commissioners:
1) Target schedule for Charter review process —
April - collect input from stakeholder groups and individuals,
May - hold a public hearing on the issue of revising the City Charter
sections related to the role of the Board of Fire Commissioners.
June — prepare recommendations to go to Charter Review Committee —
chaired by Council member Dan Cogan.
July- August — Review and revise wording based on discussions with
Charter review committee
September — November 2011 work with Common Council on finalizing
and approving any proposed charter revisions.
BOARD OF FIRE COMMISSIONERS
March 29, 2011
Page 6
2) Given limited resources and time — the collection of input and information
from stakeholders would be handled primarily through email or possibly
by using a survey tool like Survey Monkey or other survey application if
the City has one available. In addition to the survey for collecting input,
background information about the role of the BoFC, the process being
used to review the charter, and the issues involved will be posted under the
on -line section of the City Charter dealing with the Board of Fire
Commissioners.
3) The stakeholder groups & individuals currently identified are: the
volunteer companies and their members, the IVVFA, the staff of IFD, the
Mayor and members of the Ithaca City Common Council, the Supervisor
and members of the Town Board, current and former members of Ithaca
Board of Fire Commissioners.
4) Some of the background information might include a brief historical
summary on the Department, the BOFC and the transitions that have
occurred since the Board of Fire Commissioners was established in the
early 1900's.
5) Given that a new Chief will be hired in the next few months and that a
number of the current City Council members will not be seeking
reelection to the Council for next year as well as the Mayor ending her
term in office, it is important to complete this process by the end of the
current calendar year.
The current role of the BOFC as described in the City Charter covers two main area of
responsibility:
1) Oversight of the operation of the Fire Department
2) Oversight of the Operation of the Volunteer system and structure.
The detailed responsibilities of the Board needs to be reviewed in both these areas as well
as determining if there are other areas that the Board might address that should be defined
in the City Charter — ie. Long range planning for fire services for the City and Town,
relationships with other departments in the County.
BOARD OF FIRE COMMISSIONERS
March 29, 2011
Page 7
Comm. Kelly stated that she feels it is smart to move forward especially with the
pending changes on Common Council.
Comm. Hoard suggested that an adhoc committee could also be formed to help in the
review process. Liaison Clairborne said that it will be important to consider the feed
back that you are looking to receive back in presenting questions to the stakeholders.
Dave Cornelius, as a long time volunteer with the department and former Fire
Commissioners pointed out that this Department was one of a very limited number of
combination departments in a municipality the size of Ithaca. He believes that the
City has taken much of the power from the BOFC and he would like to see the BOFC
take back their authority.
Acting Chief Dorman responded that there isn't much to relinquish at this point as far
as the staffing and financial operation of the department is concerned because the
power is essentially gone due to various legal and fiduciary responsibilities held by
municipalities. The only real control now is over the volunteers. He also added that
the state is seriously looking at 2% funds and ways that these funds could be used for
other state purposes.
There was a brief discussion about what the impact would be if the 2% funds were no
longer available to the IVVFA and the volunteer companies.
X. New Business:
None
Hearing no further business, the meeting adjourned at 1922 hrs.
Respectfully submitted,
Randy L. Flynn, Clerk
Board of Fire Commissioners
(Minutes will be reviewed for approval at the May 17, 2011 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
May 9th, 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 April 2011.
Code Enforcement Division:
The Codes Enforcement Division received 23 complaints in the month April. There were
17 complaints forwarded to the City of Ithaca Building Department and two complaints
forwarded on to the Town of Ithaca Code Enforcement Department. There were 13
complaints closed out, and 43 complaints remain open for April and previous months.
The Code Enforcement Division performed 144 fire safety and property maintenance
inspections or re- inspections. The division also witnessed six fire alarm tests; and five
hydrostatic sprinkler system tests. There were 324 violations cited.
The Code Enforcement Division issued: 13 operating permits for assembly occupancies;
17 certificates of compliance for fire and property maintenance inspections; one
certificate of compliance for fire alarm system; and one certificate of compliance for fire
sprinkler system.
Fire Investigation Unit:
There were four fire investigation performed in April. The first was at 201 Stewart Ave
in the City of Ithaca for an apartment building fire that was caused by smoking. The
second fire investigation was for a fire that occurred at 113 Ithaca Road in the City of
Ithaca that was caused by smoking. The third fire investigation was for a fire in a
laboratory at Thurston Hall on the Cornell Campus in the City of Ithaca that was caused
by an overheating of combustible materials. The fourth fire investigation was for a fire
that occurred at Rowland Hall on the Ithaca College Campus in the Town of Ithaca that
was determined to be an incendiary cause.
Public Education:
There were seven child safety seat inspections; four public education activities
performed; and one fire drill witnessed by the department in April.
An Equal Opportunity Employer with a commitment to workforce diversification." 11, 10
Fire Marshal's Report for April 2011— Page 2
Municipal Fire Alarm System
The municipal fire alarm system is shut down. All master boxes have been disconnected.
The Fire Alarm Superintendent has begun removing the street boxes off of the poles and
dismantling the wiring.
Respectfully Submitted,
(29 UA,4
C Thomas Parsons
Deputy Fire Chief / Fire Marshal
Page 1 of 1
Randy Flynn - Monthly Fire Police Report
From: David Cornelius <autumn2333 @hotmail.com>
To: Bill Gilligan <wdgl @cornell.edu >, Bill Gilligan <bgilligan @cityofithaca....
Date: 5/9/2011 10:57 AM
Subject: Monthly Fire Police Report
CC: Randy Flynn <rflynn @cityofithaca.org >, Dan Tier <dant @cityofithaca.org >,...
I will not be able to be in attendance at this months meeting of the BFC.
During April the Fire Police held training on equipment location on the various fire apparatus.
Dan Tier offered the new New York State Fire Police course on April 30, May 1 and May 7. Those available to
attend did.
Our next training is scheduled for Tuesday May 17th which I believe will be an OSHA required session.
Respectfully submitted,
Dave Cornelius
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Ithaca Board of Fire Commissioners
Fire Central
Ithaca, NY 14850
May 10, 2011
RE: City Charter Review committee
Who is on the City Charter Review committee besides the Ithaca Fire Department
Board of Fire Commissioners ?
In case contact is warranted, whom do we contact or ask questions to ?
Thank You,
Lyman Baker. IFD Badge #3258