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HomeMy WebLinkAboutMN-BFC-2011-08-09ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 9, 2011 AGENDA 1. 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 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 - Public Education C. FIRE POLICE REPORT IX. OLD BUSINESS X. NEW BUSINESS XI. EXECUTIVE SESSION X11. ADJOURN BOARD OF FIRE COMMISSIONERS JULY 26, 2011 MINUTES Present: Commissioners Gilligan, Hoard, Kelly and Ellsworth and Liaison Clairborne I. Chair Gilligan called the meeting to order at 1806 hrs. II. Approval of Minutes: Moved by Comm. Hoard, seconded by Comm. Ellsworth, voted unanimously. III. Additions /Deletions to the Agenda: Comm. Ellsworth asked about Charter Revisions. Chair Gilligan added the topic under Old Business. VI. Persons wishing to speak to the Board: Lyman Baker, Co. 2 spoke about how Co. 3 bought Stop /Slow traffic signs for the Fire Police. He would like to see BOFG contribute to the fun t � �.0 S Lyman Baker also asked where the 2% funds are. Acting Chief Dorman responded that Debbie Parsons was planning to ask the Town what the status is. She is currently on vacation. Acting Chief Dorman suggested that Chair Gilligan also send an email. IV. Correspondence: Bank statement from Tompkins Trust Rescue fund showed a beginning balance of $1,337.32 with a deposit of $583 and an ending balance of $1,838.15. Bank statement from Tompkins Trust Donation fund showed a balance of $637.82 with no activity. V. Membership Changes: Application for a Fire Police member. He is an employee at Streets and Facilities and is highly recommended. Acting Chief Dorman will get the arson check underway. BOARD OF FIRE COMMISSIONERS July 26, 2011 Page 2 Comm. Ellsworth asked if the BOFC or Fire Police with conduct the interview. Acting Chief Dorman responded that the BOFC will conduct the interview. VI. Miscellaneous Reports: Town — Report in process. Budget process underway. City — None Audit — None VII. Department Reports: A. Acting Chief /Deputy Chief Report: (see complete written report in the Minute book). Acting Chief Tom Dorman offered highlights from his report and answered questions as follows: Personnel Staffing - Acting Chief Dorman will be retiring in 107 days. The interviews for the Chief's position will take place on August 2nd and 4� ". With the exception of a new Chief, there most likely won't be any changes in personnel. The Union cannot come to an agreement. Resource Recovery — The Mayor asked Acting Chief Dorman to forward information directly to her. Resource Recovery allows the Department to bill directly for services. ie: illegal activity that resulted in a fire, etc. Capital Budget — Submitted for funding to build a new heavy rescue (944), $850,000. The 2011 Capital Budget included $20,000 to write the specifications and prepare the bid for this vehicle. On August 8t', both Acting Chief Dorman and DC Parsons will be going to the Town for their approval. Traffic Calming — Comm. Ellsworth asked if the all of the current construction poses a problem getting the trucks around town. Acting Chief Dorman explained that they had to ask them to put steel sheets down in front of Central so that they could get the trucks in and out. Mutual Aid Calls — See attached report. BOARD OF FIRE COMMISSIONERS July 26, 2011 Page 3 B. Fire Prevention Bureau: (see complete written report in the Minute Book). DC Tom Parsons offered highlights from his report and answered questions as follows: There was 1 fire investigation performed in June for a fire that occurred at the Ithaca Police Station in one of the holding cells. The incendiary cause was determined for the fire. The Department participated in both the Juneteenth and the GIAC Festivals. All of the municipal fire alarm boxes have been removed from service and taken down off the buildings or the poles, except those at the fire stations. Those will be converted into call boxes. DC Parsons is on the committee is on the Department of States Codes Division. They have a conference call every two weeks about changing the standards. He met with the Assistant Director of Building and Fire recently. Training budgets are being reduced. C. Fire Police: Dave Cornelius offered highlights and answered questions as follows: There was a meeting on July 19th. There was a review of equipment that Company 3 provided. The Fire Police will be asking each Department to contribute because they will need to purchase poles for the "Slow /Stop" signs. The next training session will b on August 16th. They will be reviewing photos of dangerous roads and discussing any suggestions. VIII. Old Business City Chart Update: Would like to get something out there in the next few months to give people an idea of what the BOFC does. Even though it's a City Charter, we would still like the Town's input. BOARD OF FIRE COMMISSIONERS July 26, 2011 Page 4 Acting Chief Dorman added that the City negotiates contracts — not Boards. Liaison Clairborne mentioned that there are 2 members on the adhoc committee that are on the Board. There will be two changes on the ballot because there are changes to the Mayor's authority. The Mayor and half of Common Council will be turning over in December. Acting Chief Dorman mentioned that there is no way that the Charter will be settled by then. IX. New Business: Fire Police Contribution — Chair Gilligan suggested that the BOFC thank Company 3 for their contribution of the "slow /stop" signs. (The cost is $48 pr sign plus the cost of PVC pipe for the poles. Four were donated and 6 more will be needed. Chair Gilligan will work with Dave Cornelius to come up with a proposal. Activity Reports — The reports were emailed by DC Parsons. The percentage of calls in the Town is growing. Review of Department Budget — Liaison Clairborne stated that as of now, it looks like the Department will have to do a 7% reduction. The final numbers will be done by the end of August. Comm. Kelly asked what the City's fringe rate is. Acting Chief Dorman stated that it is 38 %. As of today, there are 3 definite retirements in the near future: — Acting Chief Tom Dorman — Lieutenant Mahlon Irish — Fire Fighter Don Reynolds A 0% increase would actually be .67 %. We can fund every position with this scenario. However, it is not likely. A 5% decrease would keep everything the way it is and no one would be replaced. BOARD OF FIRE COMMISSIONERS July 26, 2011 Page 5 A 7% decrease would mean layoffs. The City has never done that. The Department would lay off 1 '/2 people in the Front Office and 1 fire fighter. One fire fighter is seeking to transfer to another Department. The new Chief will have to make staffing decisions. For example, having 1 Chief and 1 Deputy Chief is tough. Having 1 Chief and 2 Deputy Chief's would be a better scenario. Something has to give. The Department cannot keep cutting back and not replacing. The Department does not have any control over fuel or utility costs. Training would be local and limited to Montour Falls and local EMT training. Acting Chief Dorman stated that he will mention to the Mayor that the Department was under budget last year on overtime and maintenance. His only reservation is that the Department was over on those two items the year before. So, his argument may be lost. The official budget meeting with the Mayor will take place on August 22 "d at 2:30. Someone from the BOFC should attend. Liaison Clairborne mentioned that there is an upcoming Admin. Meeting. He asked to Mayor to discuss if Common Council would approve a 4 1/2 % decrease. Agenda Item — 2 fire fighters were funded for this year and the Department did not hire. We are going to ask for an extension for the Fire Alarm Superintendent for 3 months and take the funds that were allocated for the fire fighters to offset the added expense. Selection of Chair and Vice Chair: Nomination for Chair — Comm. Kelly nominated Chair Gilligan, 2nd by Comm. Hoard, voted unanimously. BOARD OF FIRE COMMISSIONERS July 26, 2011 Page 6 Nomination for Vice Chair — Comm. Ellsworth nominated Comm. Hoard, 2nd by Comm. Kelly, voted unanimously. Hearing no further business, the meeting adjourned at 1943 hrs. Respectfully submitted, Randy L. Flynn, Clerk Board of Fire Commissioners (Minutes will be reviewed at the August 9, 2011 meeting) Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the August 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 46 Fire Fighters 61 On duty personnel 2 Fire Fighters on Injury Leave Fire Alarm Superintendent Office Manager Administrative Assistant 05 Financial Clerk Total employees as of 07/01/11 — 66.5 Open positions — Chief, 6 Fire Fighters (2 unfunded, 4 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 next step in the Fire Chief s hiring process is for the search committee to give the Mayor 3 names. They can either rank them or just submit the names. d) FF Todd Wilber who was hired on 11/28/07, has resigned to take a position with the Syracuse FD. This leaves us another open FF position. Fire Chief's Report for August 2011 2) Budget Status 3) 4) 5) 6) 7) a) The 2011 budget has been submitted. 09 AUG 11 Page 2 of 3 b) Capital Budget — we have submitted for funding to build a new heavy rescue (944), $850,000.00. The 2011 Capital Budget included $10,000.00 to write the specifications and prepare the bid for this vehicle. (same report as last month). I will provide a verbal report on the Town Board action from there 8/8/11 meeting. County Communications and 911 Program The Assistant Chiefs, DC Parsons and myself met with the Senor Dispatchers and the interim 911 Director Brian Wilbur on 8/3/11. We had a very good discussion about a variety of issues. Grants and Donations a) Assistance to Firefighter Grants (AFG): (in- vehicle repeaters) — Equipment is on order. b) Training Center Project Funding: We are pursuing another option for the training center property (verbal report) (same report as last month). Resource Recovery Legislation I have sent all of the material to the Mayor. City Charter Update Delegated to a committee established by the Board of Commissioners Traffic Calming The Board of Public Works is moving forward with the removal of the traffic calming at South and Wood Streets. (same report as last month). Operations 1) 2) Mutual Aid Calls: Selected Calls — No Report Quarterly Report Fire Chief's Report for August 2011 09 AUG 11 Page 3 of 3 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. (same report as last month) Fire Prevention Bureau 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 3 August 2011 Report to Common Council Fire Department Budget Submittal: The 2012 IFD Budget has been submitted to the Mayor. It has, as she requested, three scenarios: (1) a 0% increase, (2) a 5% decrease, and (3) a 7% decrease. The 7% decrease would include the layoffs of 1 firefighter and 1 office staff member. Needless to say, I am personally very concerned about the budgetary limits on the Fire Department, as a Fire Commissioner concerned about the Department's efficiency and morale, as a former Building Commissioner concerned about the many borderline buildings that are grandfathered and don't come anywhere near today's safety standards, and as a resident concerned about how a possibly down rated fire department could result in higher property insurance rates. 2. Resource Recovery Legislation: I understand that the proposed resource recovery legislation is being reviewed by the City Attorney. I was personally lukewarm on this idea when I first heard about it, but with the ever- tightening budgets, I feel that it is essential that the City adopt this if at all possible. 3. Fire Chief Search Committee: The Search Committee interviewed two candidates yesterday, and will interview two more tomorrow. Two of the candidates are current IFD members, and two are from elsewhere. 4. Deputy Fire Chief's Statistics: The reports covering the first six months of 2011 were e- mailed to you, courtesy of Julie Holcomb. 5. Gamewell System: The Fire Alarm Superintendent has completed the removal of all the Gamewell fire alam boxes on the Ithaca Streets, thus ending a long era of a municipal fire alarm system. He is continuing the process of removing the system's wires around the City. The Acting Fire Chief is requesting that the funds for two vacant firefighter positions be reallocated to allow the Fire Alarm Superintendent to complete this work. The Gamewell boxes mounted at the fire stations will remain, and will be converted to call boxes. 6. Heavy Rescue Truck: Acting Chief Dorman and Deputy Chief will be at the Town of Ithaca meeting of 8 August to urge the Town's approval of a new Heavy Rescue vehicle (already approved by the City). 7. Personnel: As of 1 July there were six open positions, Chief and 5 Fire Fighters (2 unfunded, 3 funded). Although the Vacancy Review Committee has approved the hiring of two Fire Fighters, the approval was with the condition that the City and the Fire Fighters' Union reach an agreement regarding retirement provisions that would apply to new hires. The negotiations are ongoing, so no hiring has been done. Finally, as I think we all are aware, one of the Deputy Chief positions (Acting Fire Chief Tom Dorman) will become vacant on 11 /11 /I1. Re lq�cctfully submitted, Thomas D. Hoard Vice Chair, Board of Fire Commissioners Page 1 of 1 Randy Flynn - RE: BFC meeting From: David Cornelius <autumn2333 @hotmail.com> To: Randy Flynn <rflynn @cityofithaca.org >, Bill Gilligan <wdg1 @cornell.edu >,... Date: 8/9/2011 10:11 AM Subject: RE: BFC meeting I have to work until 7:00 PM tonight so I probably will not be attending. No update on Fire Police, except that we will be holding a training session on Tuesday 8/16/2011 at 7:00 PM. The topic will be dangerous roads in the area and how we would handle traffic on these roads in case of an accident. Dave Cornelius Date: Tue, 9 Aug 201108:21:41 -0400 From: rflynn @cityofithaca.org To: autumn2333 @hotmail.com Subject: Re: BFC meeting Good Morning David, Yes, there is a meeting tonight. As of today, I have not heard a word about the 2% checks. Sorry. Randy >>> David Cornelius <autumn2333 @hotmail.com> 8/8/20113:34 PM >>> Hi Randy, Is there a BFC meeting Tuesday 8/9/11? Any word on the 2% checks? Dave Cornelius file: / /C: \Documents and Settings \rflynn \Local Settings\ Temp \XPgrpwise \4E4107C7coimain... 8/9/2011 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 August 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 July 2011. Code Enforcement Division: The Codes Enforcement Division received 19 complaints in the month July. There were 12 complaints forwarded to the City of Ithaca Building Department. There were 14 complaints closed out, and 36 complaints remain open for July and previous months. The Code Enforcement Division performed 106 fire safety and property maintenance inspections or re- inspections. The division also witnessed 2 fire alarm tests; and 5 hydrostatic sprinkler system tests. There were 174 violations cited. The Code Enforcement Division issued: 16 operating permits for assembly occupancies; 1 operating permit for hazardous occupancy; 1 certificate of compliance for a fire sprinkler system, 1 certificate of compliance for fire alarm systems; and 12 certificates of compliance for fire and property maintenance inspections. Fire Investigation Unit: There were no Fire Investigations in July Public Education: There were 5 child safety seat inspections; and 4 public education activities performed by the department in July. Respectfully Submitted, C Thomas Parsons Deputy Fire Chief / Fire Marshal An Equal Opportunity Employer with a commitment to workforce diversification." 0