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HomeMy WebLinkAboutMN-BFC-2007-06-12OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 - -- NOTICE - -- THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: TUESDAY, JUNE 12, 2007 AT 6:00 P.M. ITHACA FIRE DEPARTMENT 310 W. GREEN ST. ITHACA, NY 14850 An Equal Opportunity Employer with an Affirmative Action Program" TEL (607) 272 -1234 FAX (607) 272 -2793 a • Recycled Paper OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 - -- NOTICE - -- THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: TUESDAY, JUNE 12, 2007 AT 6:00 P.M. ITHACA FIRE DEPARTMENT 310 W. GREEN ST. ITHACA, NY 14850 SPECIAL NOTE TO BOARD MEMBERS: ONCE TEL (607) 272 -1234 FAX (607) 272 -2793 AGAIN DUE TO AN UNUSUALLY BUSY MONTH, SOME REPORTS WILL NOT BE AVAILABLE UNTIL THE NIGHT OF THE MEETING. A• "An Equal Opportunity Employer with an Affirmative Action Program" +i/r Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 MINUTES PRESENT: Commissioners Romanowski, Alexander, Williams, Gilligan, and Farlow. Chair Romanowski called the meeting to order at 1800 hrs. II. The minutes of the May 8, 2007 were approved with two corrections: P. 1 - Comm. Farlow had served on the Pittsford Town Board; and on p. 4, in the 3rd new paragraph, take out the work not in the last sentence. The sentence should read: "Some also feel that public safety should take precedence over recreational use." III. Additions /Deletions to the Agenda: - Chair Romanowski asked to have an executive session to discuss a request for 2% funds from a needy member. - Add to New Business: discussion of "Active" membership - Add to Old Business: Resolution to rebid the Light Rescue Vehicle; and Capital Project update. IV. Persons wishing to speak to Board of Fire Commissioners: - Lyman Baker, representing Co. 2, expressed his concern that the Town of Ithaca is considering changing the formula for distribution of 2% funds. - David Cornelius read a written statement (see copy in the Minute Book) regarding his concern about lack of volunteer firefighters and the use and distribution of 2% funds. - Ray Wheaton, representing Co. 3, read a prepared statement (see copy in the Minute Book) also expressing concern regarding distribution of 2% funds and the lack of volunteers. - Fay Bower, representing Co. 1, spoke to the Board regarding his company's same concern as the others. - Lyle Neigh, representing Co. 5, expressed his concern about distribution of funds to volunteer companies. Chair Romanowski addressed the speaker's concerns by reading a ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 - MINUTES PAGE 2 written statement he had prepared (see copy in the Minute book). He addressed the concerns of 2% monies distribution as well as the issue of what constitutes an "active" volunteer. Other items his report addressed were: - Voting by Telephone - the City Attorney's response basically says it's not allowed only under very unusual circumstances (see copy in Minute Book); - Use of Monies in "Active Firemen's Relief Fund" for inactive, disabled volunteer firefighters - the City Attorney's response (see copy in Minute Book) is that it is allowed (due to an injury or disability). V. Correspondence - None (other than those noted above). VI. Membership Changes - None VII. Miscellaneous reports: - Town of Ithaca - see Chair Romanowski's written report in the Minute Book; - Audit - was reviewed and approved; - Tompkins County Fire Advisory Board - no report VIII. Department Reports: A. Chief's Report (see complete written report in the Minute Book). Chief Wilbur offered highlights of his report and answered questions as follows: - Chief Wilbur discussed his recent request of Common Council to create a 2nd Deputy Fire Chief position that would allow a better distribution of managerial responsibilities while still allowing an Assistant Fire Chief to assume responsibilities of Municipal Training Officer. His request was approved. - $60,000 will be added to the Ithaca Fire Department's capital project of $140,00 to allow the Ithaca Police Department to purchase needed equipment for the 800 MHz communications system that they had not ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 - MINUTES PAGE 3 budgeted for. - CEDAP Grant application has been extended. In order to qualify for consideration of this grant (and other federal grant programs) the City of Ithaca (and whoever else applies) has to be NIMS compliant. We need to carefully review our compliance status to insure we can truthfully attest to the level of compliance stated. Board members are also required to take courses 100 and 700 - they can be done on -line. - Strategic Funding for Firefighters (S4F) - committee continues to meet and the focus is to have a recommendation for the 2008 budget submittal. - Guidelines for 2008 budget preparation (from the Mayor) have not yet been received - budget submittal deadline is August 1st. - Emergency Management Sr. Staff training (whenever there is a 5th Tuesday) - May 29, 2007 training - participated in a facilitated EOC exercise that achieved objectives to plan for a City -wide Exercise to be held on October 30, 2007. - Chief Wilbur met with the Baden - Powell Council of the Boys Scouts to explore the concept of sponsoring an Explorer Post. He is looking for people to serve on a committee to look at it - Lyman Baker would be a good candidate as he has had interest in this area. Comm. Farlow would also like to be involved. - A lengthy discussion following regarding classifications for volunteers and requirements for reclassification. The Board is responsible for defining what constitutes the categories, and the requests go to the Fire Chief for consideration. B. Deputy Chief's Report (see complete written report in Minute Book). Deputy Chief Dorman offered highlights of his report and answered questions as follows: ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 - MINUTES PAGE 4 - DC Dorman reported that his list of personnel should note there is one Firefighter on light duty; - Work orders don't show as "closed" until bills are paid; 20 work orders were closed today; - 4 capital projects were submitted: - New pumper /engine that was deferred from last year - $500,000; - Heavy Rescue (944) - rejected last year - $800,000; - Staff car - $50,000; - Several fire station renovations - $373,000. 2 others will be submitted - place holders - $1,000,000 for Central station renovations (architect says it should be $10,000,000!); and upgrade to Gamewell boxes. C. Fire Prevention Bureau - see written report from Assistant Chief Parsons in the Minute Book. IX. Old Business: - Chair Romanowski made a motion to award a bid to Empire Emergency Apparatus of North Tonawanda as being the lowest bidder to meet specifications to supply a Walk Around Light Rescue in the amount of $110,049, from Capital Project #716. Seconded by Comm. Williams. The vehicle will replace the 1989 light rescue and should be delivered in one year. Carried unanimously. - Chair Romanowski made a motion to approve a resolution opposing the Buffalo Street Lane closure (see complete resolution in the Minute Book). Seconded by Comm. Williams. A lengthy discussion followed - highlights are: - Comm. Gilligan asked to hold on action based on staff comments and the City's agreement to do another study; - Staff reaction was no need to rush; delay action until other ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 - MINUTES PAGE 5 parts of the plan are included; - Comm. Alexander pointed out the last resolve indicates the Board is "recommending" an action - feels we are entitled to do this - we're asking them to reconsider; - Comm. Williams agrees that the resolution can be sent now, but that they need to do another traffic study when conditions are normal - not when colleges are on break, etc. - Chair Romanowski feels there are many other factors and agencies involved - Bang's, the Sheriff's dept., train, traffic lights, lots of congestion in that area already; - Comm. Farlow would prefer to hold off and work with City officials and departments to come to a reasonable solution; - Comm. Alexander feels the resolution could be simplified to include the Board's and department concerns and views; - Chief Wilbur believes that by leaning toward pragmatic, provides an opportunity to take a lead and to take the time to develop the best argument we can - we might come out better in the end. After further discussion, the resolution (with opposition noted) was passed 3 -2 (Commissioners Gilligan and Farlow voting no). - Fire Police Discussion - Comm. Alexander will contact those members that need reactivation and outlined the steps. They need to certify regularly for peace officer status, SOP needs to be reviewed, inventory equipment, verify classification, and meet with AC Tier. Comm. Alexander will proceed and schedule a meeting. - Comm. Williams reported that an item discussed at the S4F (Stakeholder's meeting) - that when IFD is asked for input from Planning Boards or other bodies regarding proposed projects, they (IFD) should include the financial impact of the projects in their review. The impact on fire department services in never taken into consideration. Comm. Williams believes that if the cost of doing business becomes part of the public record, then eventually it can't be ignored. Chair Romanowski indicated a place to do this would be the Environmental Impact Statements - there might be some national information regarding this. DC Dorman said that possibly college ITHACA BOARD OF FIRE COMMISSIONERS JUNE 12, 2007 - MINUTES PAGE 6 interns could work on a project like that - to research statistics. X. New Business - - Co. 5 has historically hosted the community fireworks picnic at station 5 and Co. 5 has authorized Captain Josh Grant to take care of the details, and will reimburse him for the expenses after the fact; therefore, Comm. Gilligan made a motion to approve an advance of $200 (from the Donation Account) to Captain Grant to be reimbursed by Co. 5 after the exact expense is known. Seconded by Comm. Farlow. Carried unanimously. - Chair Romanowski made a motion to approve reactivation of volunteers Lyman Baker, Ray Wheaton and Bob Romanowski, as recommended by the Fire Chief. Seconded by Comm. Gilligan. Carried unanimously. XI. Executive Session - At 2050 hrs., the Board entered into Executive Session to discuss a request for 2% funds. The Board resumed open session. Chair Romanowski made a motion to approve a request for funds for a needy member of Co. 2. Seconded by Comm. Williams. Carried unanimously. A request for funds from the Veteran Volunteer 2% funds was tabled until more information is received. XII. Hearing no other business, the meeting adjourned at 9:00 P </ Respectfully submitted, '7 Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes to be reviewed for approval at the October 9, 2007 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 June 12, 2007, meeting. LIFE SAFETY DIVISION Administration 1) Career Personnel Report a) See report from Deputy Chief Dorman. b) Promotions and hiring: Attached please find a resolution that was approved by Common Council at their regular meeting on 06 JUN 07. This resolution authorizes the creation of an additional Deputy Fire Chief position in lieu of adding a sixth Assistant Fire Chief position as was originally planned for the Municipal Training Officer position. The result will be the promotion of an Assistant Fire Chief to the position of Deputy Fire Chief. A lieutenant will be promoted to the vacancy created by the promotion to Deputy Fire Chief. The fifth Assistant Fire Chief will serve as the Municipal Training Officer. The next step in this process is for the Ithaca Civil Service Commission to approve the New Position Duties Statement, thus authorizing the creation and classification by Civil Service. That meeting will occur on 13 JUN 07. After that, I must file a Request to Fill Vacancy form, which will trigger the succeeding steps in the process. 2) Operating Budget Status a) Operating budget account distribution and balances, and the extraordinary incident cost summary are not prepared, and so they will be distributed at a later time. 3) County Communications and 911 Program a) 800 MHz Trunking, Talk Groups: The development of policies and procedures regarding the use of the radio system and the talk group scheme in particular is underway. [same report as March.] b) Equipment specification and purchase: The Tompkins County Legislature approved the purchase plan for subscriber equipment for the new system. Since then, Common Council authorized a new $60,000 capital project for the Ithaca Police Department so they can acquire the additional equipment they need beyond An Equal Opportunity Employer with a commitment to workforce diversification.,, 1* Cry Fire Chief's Report for June 2007 11 JUN 07 Page 2 of 4 what the County will provide. This leaves the $140,000 Ithaca Fire Department capital project for this purpose undisturbed. 4) Grants and Donations a) CEDAP Grant: The application for the Commercial Equipment Direct Assistance Program ( CEDAP) has been extended. AC VanBenschoten and Lt. Covert are considering proposals for that now. See item 4.c. below. b) 2007 Grants: The 2007 SAFER grant application period has not opened yet. C) NIMS Compliance: Scrutiny to verify compliance with NIMS training requirements is being increased. As a result, and prior to submitting future grants requests for federal funds, we need to carefully review our compliance status to insure we can truthfully attest to the level of compliance stated. Attached is a copy of a letter from Lee Shurtleff, Director of the Department of Emergency Response, which provides additional information on this topic. d) Child Safety Seat Grant: The grant was submitted last month and we are awaiting word on its status. 5) Strategic Funding for Firefighters (S4F) The stakeholder's group continues to meet. Efforts to establish costs, revenue and cost savings strategies continue. The majority of the most recent meeting (07 JUN 07) was spent discussing the ISO rating system and how that can affect fire insurance rates. 6) 2008 Budget Preparation a) Capital Improvement Budget Requests: Capital improvement budget requests were due 08 JUN 07. While most of the budget package was prepared, we have not had time to review them and so we have delayed the submittal to the Planning Department. It is likely they will go in the week of 1 I JUN 07. b) Operating Budget Request: The Operating Budget Request for 2008 is due on 01 AUG 07. Once guidelines are received from the Mayor we will begin to compile the request. Fire Prevention Bureau 1) See Assistant Fire Chief Parson's report of Fire Prevention Bureau activities for the month of April. 2) The Smoke Detector Program is still operating, but demand is slowed down. This might correlate with the arrival of warmer weather. Fire Chief's Report for June 2007 Safety Section 11 JUN 07 Page 3 of 4 1) Safety Stand Down: Lt. Tracy is developing the Safety Stand Down program for 2007. OPERATIONS DIVISION Response 1) Monthly Call Report See distributed reports for 2007, year -to -date. 2) Emergency Management a) Emergency Management Exercise: The City Exercise Design Team is planning for training and exercise using a public works scenario and which will drive opening of the EOC. In preparation, and on 29 MAY 07, City Senior Staff participated in a facilitated EOC exercise that achieved the objectives identified to be accomplished. Work continues on the 30 OCT 07 exercise. b) Pre - Disaster Mitigation Grant: Starting in 2002, the City of Ithaca engaged in a project to develop a pre- disaster mitigation plan. This plan is required to insure eligibility for future mitigation grants. As of 04 JAN 07, we have been advised the grant application has been submitted to FEMA for final review and action. This is the last step for this grant and we are still waiting to hear what the decision will be. [No change from last month.] 3) Fire Police Support 1) See Deputy Chief Dorman's reports for June 2007, distributed prior to the meeting. 2) Current Training Center Reports are not available at this time. Training 1) See report from DC Dorman. VOLUNTEER SERVICES DIVISION Recruitment and Retention 1) Explorer Post: On 08 JUN 07, I met with Clay Converse from the Baden - Powell Council of the Boy Scouts of America, to explore the concept of sponsoring an Explorer Post. Among the various benefits of establishing a youth program, I am particularly interested Fire Chief's Report for June 2007 Service 11 JUN 07 Page 4 of 4 in the opportunity to increase the diversity of the Ithaca Fire Department. Creating a cadre of youth, representative of our community and knowledgeable about the Ithaca Fire Department and the fire service in general, will enhance our efforts to diversify the workforce. The Board will need to approve this initiative prior to officially moving forward with it. 1) Summaries of Service Hours: Summaries of Volunteer Service hours for 2007 YTD, and Bunker Credit hours from inception to 12 JUN 07, were attached to the reports distributed prior to the meeting. 2) Reclassification Requests: Respectfully submitted, q�- A" Brian H. Wilbur Fire Chief Attachments 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 Robin Korherr, Common Council Liaison to Ithaca Board of Fire Commissioners FROM • , . Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners RE: BFC Resolution re: Buffalo St. Lane Closure DATE: June 12, 2007 Hi Robin - as you can see, the Ithaca Board of Fire Commissioners passed a resolution (not unanimously) regarding the Buffalo Street Lane Closure in connection with the Waterfront Trail Project. As the liaison to the Board of Fire Commissioners, can I ask you to distribute the copies to Common Council and the Mayor as they should be? I'm not sure of the process since the resolution is addressed to the Mayor and Members of Common Council, and you will be discussing this with the Communications and Emergency Services Committee - I've not had a situation like this in the past - who gets what first, kind of thing. I appreciate your help with this, since I'm not working the rest of the week, I didn't want this to get caught up in a timing problem with the resolution. Thanks so much! `An Equal Opportunity Employer with a commitment to workforce diversification." is 1- r. CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF TEL (607) 272 -1234 BOARD OF FIRE COMMISSIONERS FAX (607) 272 -2793 06/12/07 Mayor Carolyn Peterson and Members of the City of Ithaca Council OPPOSITION TO BUFFALO STREET LANE CLOSURE WHEREAS, the Waterfront Trail Phase 2 program is in the process with preliminary route decisions being formulated; and WHEREAS, a leg of this Trail, on the West Buffalo Street bridge between Taughannock Boulevard and Cliff Street, is to be facilitated by changing a westbound vehicular travel lane to Waterfront Trail usage; and WHEREAS, the traffic study being used, in considering the lane closure, was done at a time of year when the college and university were not in session; and WHEREAS, since the traffic study was conducted the west end of the City and Town of Ithaca have seen massive buildup of housing, medical and business facilities; and WHEREAS, the West Hill area is being promoted by the County as a tourist destination thereby increasing tourist related traffic; and WHEREAS, to reduce the number of available lanes on the Buffalo Street bridge will increase the congestion in an already congested area; and WHEREAS, the lane closure will impede the passage of Fire, Police, and Ambulance emergency vehicles going to the hospital and the West Hill Fire Station and invite delays in providing assistance in emergency situations; and WHEREAS, the community's emergency response personnel have all expressed concern regarding the proposed lane elimination; A An Equal Opportunity Employer with an Affirmative Action Program" +i1r Recycled Paper NOW, THEREFORE, BE IT RESOLVED, that the Ithaca Board of Fire Commissioners is opposed to the closure of a vehicular travel lane on Buffalo Street for the construction of a walking trail and recommends that the Cayuga Waterfront Trail Commission reconsider the closure of said lane, until further traffic studies and alternate design proposals are fully explored. MOVED: Chair Robert Romanowski SECONDED: Comm. Steven Williams VOTE: 3 yeas (Chair Romanowski, Comm. Williams & Comm. Alexander) 2 nays (Comm. Gilligan and Comm. Farlow) CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 MEMORANDUM To: Robert Romanowski, Chair Board of Fire Commissioners From: Brian H. Wilbur 90� Re: Staff Opinion on Waterfront Trail lane closure on Buffalo Street Bridge Date: 12 JUN 07 As you recall, you asked that I provide an opinion regarding the impact on fire department operations of the proposed lane closure on the West Buffalo Street Bridge over the flood control channel. This memo is to advise you where we are with that. You and several others, including Mayor Peterson, Steve Williams, Bill Gilligan, Tom Dorman, Tom Parsons, Tim Bangs, and me attended a meeting held on 30 MAY 07. At that meeting City Traffic Engineer Tim Logue made an informal presentation on the project and the lane closure. Among many other things, Tim Logue provided the basis for his belief that the engineering decision to utilize the lane closure had been made. At the same time, we identified a number of initiatives that we felt were important to objectively assess the impacts of the loss of a travel lane on the bridge. As the discussion included concerns about traffic corridors in that area in general, widening the scope to include the larger picture seemed appropriate. To that end, it is my understanding the following actions will, or could occur. 1) Additional discussion after the meeting resulted in Tim Logue agreeing to another temporary lane closure using traffic control barrels to be constructed to allow us to conduct a more focused assessment of the effect of this on traffic. 2) Currently we are working with Joe Scaglione to install television cameras in the cabs of Engine 901 and 906, which are the two most frequently traveling that corridor. Additionally, Tim Bangs has agreed to place cameras in one or two of his ambulances to assist in our evaluation. 3) Tim Logue acknowledged it might help if the Board went on record to recommend a new traffic study be done of the Fulton Street and adjacent corridors to update traffic counts, verify light timing and sequencing, and otherwise determine whether or not traffic movements in the current configuration are as efficient as they can be. An Equal Opportunity Employer with a commitment to workforce diversification." c� Robert Romanowski, Chair 12 JUN 07 Re: Staff Opinion on Waterfront Trail lane closure on Buffalo Street Bridge page 2 4) As a part of that study, the feasibility and utility of traffic signal pre - emption systems should be studied to determine if they would be useful in assisting emergency vehicle traffic movement through this area. 5) The limitation imposed by the two -lane Cliff Street /Rte 96 corridor is significant. Although the Town of Ithaca is already considering a connector between Bundy and Mecklenburg Roads which might help, a more formal look at creating a parallel connection to Hector Street /Route 79 might help alleviate some of the Cliff Street congestion. The Board would have to consider this and go on record if this were to move forward. In the interim, it is my belief that with these and other activities in mind, we should seize the opportunities to quantify the traffic problem in the larger area so we can move towards comprehensive solutions. In the meantime, and because we have not completed the information gathering and analysis that must be done, I do not have a position statement prepared. Once the information gathering and analysis are complete, the position statement you seek will be provided. Given the time frame for start of construction, and the nature of the decisions to be made if this plan were to be altered, I do not believe a slight delay will negatively impact the Board's efforts here. cc: Board of Fire Commissioners T. Dorman T. Logue R. 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The average duration of an incident is 20.28 minutes. 100 80 60 40 20 0 300 250 200 150 100 50 0 Incidents by Hour of the Day I O O O O O O O O O O r N r - — r - O T T N O N N cli � — N Incidents by Day of the Week 80000 70000 60000 50000 40000 30000 20000 10000 0 SUN WON TUE W® THU FRI SAT Dollar Loss by Hour of the Day Yr� O O O O 0 0 0 O O O — - T T - r - r N N N N Statistical Summary Ithaca Board of Fire Commissioners - 06/12/07 There are 29,947 records in the Incidents Table. Between Monday, January 1, 2007 and Friday, June 8, 1007 there were 1,815 incidents. Currently there are an average of 11.42 incidents per day. Average response time for the department is 4.38 minutes. The average duration of an incident is 20.28 minutes. 160000 140000 120000 100000 80000 60000 40000 20000 0 600 500 400 300 200 100 0 8 7 6 5 4 3 2 1 0 Dollar Loss by Day of the Week SUN WON TUE WED THU FRI SAT Incidents by First Responding Unit Runs A3 e�y I CA (C) (`') LO CO O N CO It CA u') O O O O d' M O O O (O ct CO O CA CF) Cn CA Cn M M CS) CA CA 6) Cn CS) Average Response Time by Unit 1 we 1 1 I CA U-) C7 lt) M O CV CO d' '�t CA U) O O O O M O O O (4 It CO O rn rn rn rn rn rn rn rn rn rn rn rn rn ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT June 2007 PERSONNEL STAFFING LEVELS 1 Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants 50 Fire Fighters 65 On duty personnel 1 Fire Fighter on 207 -a Light Duty 1 Fire Alarm Superintendent 1 Executive Assistant 1 Financial Clerk 0.5 Financial Clerk Total employees as of 6/01/07 — 69.5 MUTUAL AID CALLS — From: Cayuga Heights (5) To: West Danby, Trumansburg SELECTED CALLS — No Report SUPPORT 40 Vehicle work orders were written and 1 were closed. 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M ti Ln N .- m M .- N f- (- I,- .- V' .'- O O J 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W \ \ \ \ \ \ \ \ \ \ \ \ \ \ \o \ \ \ \ \ \ m m M 1-1 -1 M- (.0 N N N W N N M W W N Ln \� t-- N V' M W O Z N O N Ln W m w N Ln O 2 N C7 Z W N O \ LO O W O O '- 00 CD N Ln � N N W m CD M Ln M O 00 Ln U, O U) N 00 00 CD - 00 cD cD cD O N I 'cl Ln 00 .- Ln Q N Ln Ln N 00 O M Ln N U) n N M W J_ O Ln O N C0 Ln O N O O o) � M M co N 00 N O N M It N N N M O m O O Ln O V' Ln C0 W N O ;1- .-- CD N \ O N O O m M M w Ln Ln O O N LY 2 C7 N Lul O M N M W m O M N Ln m N r- CO O Ln U-) r- 0 m ti N m w m - Ln It O� co m � N Ln Ln O N m 00 \ N !- Ln N O m 00 M 00 C4 O O N Ln CO - N Ch O O m co O O N CO � V' ' t N co Ln O N c-- N O N O M N'T M V 'ct O Ln O N m N W Q W J_ N O 0 O V Ln CO Ln 67 Ln M 61 67 M \ rnLno00Lneo�L»n NLn �o m M d' w Ln m M w M 0 d7 0) M M Ln Ln m CD Ln D O 2 C7 N O w O 0 O m m d' O N M N M O O O I� O M 6 o M I� N O 6 O .4- M (.D O Ln 0) O M N O O 00 N O O O O LT Ln 00 Ln [h N m N \ to N M O N - M M IT � - N M Ln r� O 6') N N �T 00 - q- V O Ln CD r- 0') I- W C7 Q W J Ln O Ln N m lt m w m m m N M I n N 00 O N M It D O O O O O O M M 0 (D CD Cfl Q CC O a I LL co m M June 12, 2007 Whereas, Lt Willis Sheldon has carefully evaluated all bid submissions to supply a Walk Around Light Rescue and, Whereas, Empire Emergency Apparatus (Rosenbauer), 194 Christiana St, North Tonawanda, 14120 was the lowest bidder meeting the specifications as set forth by the Ithaca Fire Department and, Whereas, the bid analysis determined that all other bidders cost for furnishing the Rescue Truck was greater than Empire Emergency Apparatus., or they deviated from the specifications to a greater degree; or their cost to fully meet the specifications was greater than Empire Emergency Apparatus, now, therefore be it Resolved that the City of Ithaca Board of Fire Commissioners award the bid to supply a Walk Around Light Rescue to Empire Emergency Apparatus in the amount of $110,049.00. Funding to be from Capital Project #716. Robert Romanowski Date Chairman DATE: June 11, 2007 TO: Board of Fire Commissioners Ithaca Fire Department 310 W. Green Street Ithaca, NY 14850 SUBJECT: Walk - Around Light Rescue Bid Results The City of Ithaca received eight bids on the light rescue truck. The bids from Ferrera Fire Apparatus and Federal Safety Equipment were disqualified for failure to follow the bid procedure and comply with the specifications respectively. The remaining six venders all complied with the specifications and were evaluated by Lt. Sheldon. The bids with options are as follows: Empire Fires Apparatus (Rosenbauer) $110,049.00 Saulsbury Davis Company (KME) $124,855.00 Priority Apparatus (Crimson) $130,726.00 Absolute Emergency Vehicles (E -One) $132,476.00 Tyler Fire Equipment (Pierce) $135,311.00 Emergency Vehicle Inc. (EVI) $140,640.00 • These totals do not include option #4 which would not meet our specs The two lowest bidders (Empire and Saulsbury) both took no exceptions to our specifications. These two venders had conflicts with their specifications and our bid. I requested clarification from both venders in writing. The clarification was the compartment door height and whether they were going to meet our specifications for the same price. These two venders both returned positive clarifications in writing. It is my recommendation to the Board of Fire Commissioners that the Bid for the Walk - Around Light Rescue be awarded to Empire Emergency Apparatus (Rosenbauer). All venders meet the same industrial standards and Empire was the lowest bidder. I would further recommend that we purchase the options that were bid. I would also recommend that we use the balance of the allotted money to purchase additional rescue equipment for this vehicle. This additional equipment was removed from the re -bid because the initial bids were all over budget. Said equipment could be bid after the final cost of the vehicle is determined. Respectfully, Willis B. Sheldon Fire Lieutenant 6)PA,OAr1 C ,avD�.7" 5j-W- s ; A5 Oc/ -L .4-.5 T#e xT Ad •e �i,t�•¢Q/ i�vcrL ,r17"GcssT su.yiy s� y s �3 ,cr /.cr�� u lj D /A.� 71ayec tl l pzp Td S"v c/r s a,o-- �.4,G, Ci,tl6 . CC,Q � y C0 H�HV.ce r c.� races �c1 D `�f/ �,e�.AIV . fXosT �4�s�,�c 7- o� I��s��.v r/ —F4 -%/d � / AjD �C9i�t�1�?��� pL'l�i*4,3JA✓6 hYAVF- 9"7—t� �2L5e)i v�p by T#r (Oolrkws CACiA1 ��/ P)ek C J.42�Ei,/ 6;",Ol %%� AA lb r C. tif-G fS jA-7DRr- , 1AJ A48DlTt D�c1 " T Y F, pAc4tc _ NCEP40 '6 C Aft0-AvDr-l5 4s TAB A/CCfls 7-1-1K 7-fe 4111 VAS y 4 44 c �c�sf-4% 6P,4451-5 �.� ;W,4TaW C°l�LIJ �/ �S�'.tT�,�T.~ ,4�c1 ,�,lgAlcAtTa�tJ F�,e- Ti�tE 2-0c>7 -8 I*v WD OW- ,o JXJPt Vc- 7-d2-r (5o Y",(J44- /-S 74-AAele �,Cr �oHble77,�L I BS �3 �� .5ra8�tTT tj I,,j 7wr 4NavA- 7' er X0, 7t6r Lc 5 > 7f+<iS A,Pp1Tivk)A4 eiflA-p ZW FE t t9,FW5- ,4$ A5 Z X16 %800,E Cry- rlor>l�S ca.� /,�3sTial.�,aT'o�.S D ur�.�,�JT,aTa�c75. 4S , ZC TI+��, ,(lc�rro�v iv�45 E�lllD�2s fly To��,�pnJ.s 6&04:1-461C AOA�PIWC 04CI �i?ir, S C 2c9c�p Ca ic.�UL�S ,T Al dT �� /�,��y't'.�JTtr�J � � '►� �S �K- �.QlL, - ©7 � TIfE �'hok�. b�ir� llcJS7AI,L.A -Ta,r� grew &4 e-1 ftr� �c%li ,4 ' T,eWAII � E ".C45Z, Wa,44 prYg-Ltc k Wks Sc�.�,9ra, was f+_ !3y re G'rT�/ t' c�5 C,"Ar -& 7-94rlf- 41 K% co E9 I N TOMPKINS COUNTY DEPARTMENT OF EMERGENCY 92 Brown Road Ithaca, New York 14850 Coordination of Fire, Disaster and Emergency Medical Services Enhanced 911 and Public Safety Communication 607 - 257 -3888 FAX: 607- 266 -8035 May 30, 2007 Dear Fire Chief/ EMS Managers, As you may be aware, the Federal government initiated the National Incident Management System (NIMS) with its related compliance mandates in 2005. NIMS is a comprehensive system being propagated nationally for the management of all phases of emergencies and /or disasters (preparedness, mitigation, response and recovery). The Federal government's approach to assuring compliance is to make adoption of NIMS a condition for obtaining any Federal preparedness assistance (grants). Attached is a copy of "Federal Preparedness Grants Programs as Reported to DHS/FEMA NIMS Integration Center." If your organization, agency or department plans on applying for grants from any of the listed Federal organizations in 2008, you will have to demonstrate compliance with the 2007 NIMS Metrics mandates. Our office has been designated by the Tompkins County Legislature as the official "NIMS Point -of- Contact" for the County. We have recently received information from New York State on how NIMS compliance is to be documented. The NIMS Integration Center has created " NIMSCAST" for electronically documenting the 2007 Compliance Metrics. Your agency or organization will be considered a "sub - account" of the County, which is, in turn, a "sub - account" of New York State. It will be through NIMSCAST that Federal agencies providing preparedness assistance will check the NIMS compliance status of the grant applicant. The 2007 compliance deadline is September 30, 2007. "Corrective Action Plans" for any non - compliant portions of the 2007 Compliance Metrics must also be submitted by that date; any submitted corrective action plans must be completed by January 28, 2008 to meet compliance standards. We are asking that any agency anticipating any future Federal preparedness grant applications designate a primary contact person for 1. the coordination of NIMS activities within their organization. Several informational sessions on NIMS and the 2007 Compliance Metrics will be held at our office at 92 Brown Road: June 20, 2007 7:00 pm June 26, 2007 9:00 am June 28, 2007 9:00 am June 28, 2007 1:00 pm June 29, 2007 1:00 pm Please call (257 -3888) or e -mail Chris Strizack (cstrizacwtompkins- co.or with the name of your designated contact person and which informational session they will be attending. The session will last 1 to 2 hours. We are well aware of the significance of such NIMS compliance mandates on any organization, and will support such activities in your agency in any way we can. Sincerely, Lee!, hurtleff Director Beth Harrington Assistant Director -{� DCD CD v D s ° o CD n� 00 M —0 D 0 M. 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CANTONE FRANK A 04413 B 3 A 1 N GILLIGAN WILLIAM D 04188 D 6 A 1 N JUPITER KEN 04362 C 3 A 1 N KILGORE CARL J 04574 D U A 1 N MAAS DANIEL I 04193 B 9 A 1 N CADBURY JOEL S 04539 D B A 1 Y GRANT JOSHUA 04588 A 5 A 1 Y KARIUS BRANDON 04591 B U A 1 Y WALLENSTEIN DANIEL 04590 B U A 1 Y GOULD JOHN G 04301 A 6 A 2 N STRIZACK PETER R 03142 B 2 A 2 N ALEXANDER PAUL R 04359 C 2 A 5 N WILBUR RICHARD G 04212 D 3 A 5 N WILLIAMS STEVEN C 04597 2 T 5 N Common Council June 6, 2007 9. CITY ADMINISTRATION COMMITTEE: 9.1 Fire Department Request to Amend Personnel Roster and Budget - Resolution By Alderperson Coles: Seconded by Alderperson Clairborne WHEREAS, as the result of a master planning effort during the 1980's, the Ithaca Fire Department was restructured in 1987 to include one Fire Chief, two Deputy Fire Chiefs, a Municipal Training Officer, and a Volunteer Coordinator, and WHEREAS, in 1992 the Municipal Training Officer position was left vacant, and in 1993 a Deputy Fire Chiefs position was left vacant upon promotion of Fire Chief Brian Wilbur due to budgetary constraints at that time, and WHEREAS, the creation of a Municipal Training Officer (MTO) position within the Ithaca Fire Department was authorized in the 2007 budget, to be effective April 1, 2007, and WHEREAS, since that authorization the current rank structure has been scrutinized with regard to distribution of managerial and supervisory function and capacity, and WHEREAS, the managerial workload has increased significantly in the intervening 14 years since the loss of a Deputy Fire Chiefs position in 1993, and WHEREAS, the creation of a Deputy Fire Chief position will allow a better distribution of managerial responsibilities while still allowing an Assistant Fire Chief to assume responsibilities of Municipal Training Officer, and WHEREAS, the cost of an Assistant Fire Chief position (with overtime) exceeds the cost of a Deputy Fire Chief position (no overtime); now, therefore be it RESOLVED, That the Common Council of the City of Ithaca hereby authorizes the following roster changes within the Ithaca Fire Department: Add: One (1) Deputy Fire Chief, for a total of two Deputy Fire Chiefs Remove: One (1) Municipal Training Officer (MTO) and, be it further RESOLVED, That providing the funds for such change in the roster shall be accomplished from within existing appropriations, as follows: 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 June 12th, 2007 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 May 2007. Codes Division: The Codes Division received 16 complaints in the month May. There were 14 complaints closed out, and 2 complaints that still remain open. The Codes Division performed 31 Inspections and issued 28 notices of violation. The division issued 12 operating permits for occupancies, 5 fire alarm system certificates, 3 sprinkler system certificates, and 1 hood fire suppression system certificate. The Codes Division issued 51 parking violations: 18 Fire Lane / Fire Hydrant Violations, 7 Handicap Parking Violations, 23 Prohibited Areas, and 3 No Standing /Parking Violations, Fire Investigation Unit: There were no fire investigations in the month of May 2007. Public Education: There were 4 Public Education Details, 3 Fire Drills witnessed, and 9 Child Car Seat Inspections in the month of May. Respectfully Submitted, C Thomas Parsons Assistant Fire Chief Fire Marshall "An Equal Opportunity Employer with a commitment to workforce diversification." C1 1 - - - - -- ; TOWN OF ITHACA 215 N. Tioga Street, Ithaca, N.Y. 14850 LW of -- www.town.ithaca.ny.us TOWN CLERK 273 -1721 HIGHWAY (Roads, Parks, Trails, Water &Sewer) 273 -1656 ENGINEERING 273 -1747 PLANNING 273 -1747 ZONING 273 -1783 FAX (607) 273 -1704 June 6, 2007 City of Ithaca Attn: Brian Wilbur, Ithaca City Fire Chief 310 West Green Street Ithaca, New York 14850 RE: List of ACTIVE Volunteers Dear Brian, In the interest of being consistent from year -to -year, please provide me with your active list of ACTIVE volunteer fire fighters as of June 1St The annual foreign fire tax monies will be distribution to both the Village and the City fire departments based the number of active volunteer fire fighters between both fire departments. The retired volunteers are not to be included in this list. For example: Should the foreign fire 2% tax monies received from the NYS Insurance Department be $20,000, the apportionment will be calculated as follows. Fire Department Active Volunteers Percent Distribution Village 45 94% $18,800 City 3 6% 1,200 Total 48 100% $20,000 Sincerely yours, Alfred F. Carvill Ithaca Town Budget Officer Copy: Cathy Valentino, Ithaca Town Supervisor Bob Romanowski, Fire Commissioner Ithaca Fire Department Fire Police — Interest Roster and Current Status 12 JUN 07 page 1 of 1 Name Active Inactive Not a Member Alexander, Paul A Cantone, Frank A Cornelius, David I Gould, Jack A Jupiter, Ken A Lamb, Jim I Mills, Dale I Paolan eli, Pat I Rogers, Jim I Stone, Fred I Strizack, Pete A Teeter, Gary I Wilbur, Richard A Williams, Steve T Next steps: 1) All currently active members must file a form with the Division of Criminal Justice Services to register as a peace officer. Assistant Chief Dan Tier administrates this for the Ithaca Fire Department. 2) All currently inactive members must file a reclassification request form with the Chief s Office to obtain Active status. Once designated as an Active member, a peace officer registration form must be filed as well. 3) Those active members of the Ithaca Fire Department who are registered as peace officers will constitute the Fire Police Unit (FPU) of the Ithaca Fire Department. 4) The FPU should meet and organize to provide service. Because of Commissioner Paul Alexander's prior service in this regard, I am offering to appoint him as the FPU Leader to facilitate this and subsequent meetings. 5) Among other things, all members of the FPU must become familiar with the IFD Fire Police SOP. Additionally, meeting with AFC Tier to coordinate FPU response activities with departmental operations and needs will be required. 6) The FPU should establish a basic equipment inventory for issue to each member. Once done, this should be compared with the current departmental inventory to determine what shortages exist. The shortages and budget needs to equip each member should be presented to the Board of Fire Commissioners for disposition. cc: T. Dorman D. Tier The Volunteer Firefighter in todays City of Ithaca There are currently many reasons why there are not more volunteer firefighters in the City of Ithaca. It started in the 1980's when the Firefighters Union sued the Board of Fire Commissioners and the Veteran Volunteer Firemen's Association to get a share of the 2% money coming into the City. The Union lost their case and the Courts ruled that the Ithaca City Charter was upheld as being unique in New York State. Please note the Board of Fire Commissioners January 12, 1988 where the then City Attorney summarized the results of the Courts determination. "Commissioners cannot distinguish between "active" or "inactive" volunteer companies or volunteers in determining distribution of 2% funds. All funds must be divided equally. Fire Commissioners have the responsibility for determining the make up of a volunteer company. One half of all 2% monies received must be given to the Veteran Volunteer Firemen's Association. From the other half of the 2% monies receive, an account for sick and or indigent firefighters must maintain a balance of $90,000.00. Any additional money must be divided equally among the volunteer fire companies. The Ithaca Fire Department Administration with the help'of the City Common Council has made it all but impossible to recruit or maintain any active volunteer firefighters. The Volunteer Coordinators position was cut. The Training Officers position was cut. I,, ? 61 � Many times when on duty training was offered the on duty shift would not be ready to participate at the assigned time. We got tired of wasting our time waiting for the "Professionals" to get their act together. Instead of forcing the on duty shifts to be ready on time the Department thought that it had to bring people in on over time to do the training. This resulted in high overtime expense. The Department refused to accept the New York Certified Firefighter I and Firefighter II courses, offered through the Tompkins County Office of Emergency Response. These courses are recognized through out the United States as a standard of training. However, they were not good enough for this department. The final straw was when the Department stopped even accepting new member applications. The volunteer fire companies should not be penalized for the department's lack of support of the combination department. The volunteer companies should still receive their share of the 2% money received by the City. New York State and the Federal Government have not helped either. They have continued to increase training requirements which is a burden on many would be volunteer firefighters. With many people working more than one job, and both adults working, to be able to pay the out of control tax burden in New York State, there is even less time to volunteer for one's community. Also most employers will no longer allow a volunteer firefighter to leave their job when the alarm sounds. Many times when volunteers did show up at a fire the career firefighters would not allow them to participate on an equal basis. The volunteer was relegated to the menial jobs at the fire scene. Even when career firefighters were exhausted they were not willing to let a volunteer take their place. �ti`�G 17 1 Cob g6 7 lm� t" d�iely,�,U 1'e'cyo ©.," ID Nk-46 43y 7Z4r-p #OAF- : XS / 17 114Y T� i¢ aROO V CA)A y '47-4 0114 y C6 4J lKlV4 V 1yfM71414G J 4/Qe-A) 7 7-*C Po6ilic/ kJKr- Vt Vi-o CQN/- e2ZOlcr> Me- riA16 Tl,�,47" 1s ©QA) 73 1r)81,/c L� C t»s r QY1 To rEF Ci r .477-6"ZY 71 C t3oA.e� a , � �„�- ��r�o�sslo.jt t /`mss Tic >$T& S ©" 7?fE f! �JG �� , ,QI XE�f lel WrO- F aAJb ,N,44Z ' ,r A&,iP /Geo.01 rA410-7 7o A- Vo"ti(A)MAC� Awc A «,.e: `vv4o Is A16T c,VAxgAe B w 1b"AOA2ow,-A/'c, 4c-77liE 0� �6 Or�l«s Chi S .�°•� 5 v.�� o � ftd/ u�y.� 4c T �'ttuc U,5%D1Cl OF v�0r,#li©rC! v�'o�u Nth/ rpe Uitw cs,e Tlf�' eyrT�J7iNFa,�`ie�Ta�v 75 H6 *7- 7;V15 7 He 1� s.,e A&I AA24 T" 776€ 4154C ©l'dL- ,JtA11,r5 A426 0Y t'lJA.)j> 411 -fa i¢SSf57- E/��Gdf��r45 4,1fiL'� a�• UE A7- rtiE Ts.-/g� pub Tv 4A) �IAQ 0QY o oe, i)f S4-gi4 � P15 /�°I ao%�a,cJ o!~ �© = vA.JtJS f° ,oq T� Ta)iJ COrOr 1�4CPO /6"05k OA i f& 14-)el-lc 3l A4- ,4- Alr,T a4fel.. r-teZOC.'s#?2:0' .¢ a) D OA _* dbjq ->47 A Coa AkJYC j tvf-io 5AIZ) '/Au �-t�r oav� n� /o,� 7ifE rtivAi%i!t z5 yore!y >r /-V 86 l s �0£�/ AME ,- %O/- 445 /S' /ffr-DS Ta BG IC 00,1 ,OGIAK,o�,4f7 2S OaOD HUX- / 41lr40— l3.4D rf I 7;Ve d ff <e9ws L4' yae,,4 NAT' A°L koT IA.) I iltlkP A-N I AJgo tP-/ w,(7-o r4c T ,Vn) f x,)o qWQAlk 6FOic,9W- *4jD 7Vz 6,i0 � 4 , ulkf-1 75 7ZYce lagoc o915;Zl43071-vxls,. 1AJ 4 DP,71 -c .) d A04,0C I)UgLy)ey 7- 7W .x.44 VAVI' .e IA/7 Based on my review of the (limited) information available to me at this time, I see no bar to the use of monies from the "Active Firemen's Relief Fund" to assist firefighters who are unable to be "active" at the time, due to an injury or disability. Cc: Mayor Carolyn K. Peterson Brian Wilbur, Fire Chief Tornado Hook and Ladder Company 3 Ithaca Fire Department 310 West Green Street Ithaca, NY 14850 -5424 Robert Romanowski June 12, 2007 Chairman Board of Fire Commissioners Ithaca Fire Department 310 West Green Street Ithaca, NY 14850 Dear Chairman Romanowski: The officers and members of Tornado Hook and Ladder Company 3 have directed me, to write this letter requesting the Board of Fire Commissioners to have a full accounting of the 2% money that is going to be lost from the Ithaca Fire Department to the Cayuga Heights Fire Department. It is the belief that negotiations that were conducted with the Cayuga Heights Fire Department were held without any input from the volunteer companies of the Ithaca Fire Department. It is the feeling of the Company that the numbers of active volunteer members has been misrepresented and do not reflect the true status of the volunteer companies. It is our concern that bunkers, class two and three members have not been counted in the disposition of 2% money. We are asking that a full accounting be done before any money is given to any department or company. The Company would also like to see that all monies be distributed in a timely manor after it is received by the City of Ithaca, it is not proper to hold the money for several months before it is distributed. If this Company can be of an o' this matter, please feel free to contact me. Sincerely Wheaton Secretary T Cc/ Frank Cantone H`-ok and Ladder Company 3 �% i• l ITHACA BOARD OF FIRE COMMISSIONERS %FIRE CENTRAL N° 310 WEST GREEN STREET G��vU ITHACA, NY 14850 ��k RE: TOWN OF ITHACA & 2 %FOREEGN INSURANCE CHAIRMAN OF THE BOARD, WHEN 1 MET WITH THE TREASURER FOR THE TOWN OF ITHACA TO LEARN ABOUT THE DISTRIBUTION OF 2% FOREIGN INSURANCE MONEY FROM THE 8 VOLUNTEER COMPANIES WITHIN THE CITY OF ITHACA TO CAYUGA HEIGHTS FIRE DEPARTMENT. I WAS TOLD THAT INQUIRES AS TO THE CITY OF ITHACA SHARE OF 2% FOREIGN FIRE INSURANCE DISTRIBUTION HAD BEEN MADE BY THE TOWN OF ITHACA. NO ANSWER HAD BEEN RECEIVED FROM THE ITHACA BOARD OF FIRE COMMISSIONERS OR THE ITHACA FIRE arAl L -/ CHIEF. THIS WAS IN EARLY MAY 2007. I WOULD LIKE TO KNOW IF THE INQUIRES HAVE BEEN MADE AND FOR WHAT REASON. DOES THE ITHACA BOARD OF FIRE COMMISSIONERS HAVE A FEW SECRETS CONCERNING THE 8 VOLUNTEER COMPANIES THEY CARE NOT TO SHARE? v D-i., f - � im�� 6�lh( 14 0�0 ? 7 �3 6? The Veteran Volunteer Firemen's Association, Inc. `8 Elmira Road 607 -272 -2560 ..aaca. NY 14850 -8745 Fax - 607 -272 -4159 ,a 1 0 Board of Fire Commissioners !; 310 W Green St Ithaca, NY 14850 Mr. Chairman, b 5/21/07 We the undersigned are requesting $200.00 from the Veteran Volunteer Firemen's Relief Fund for the relief of one of our members. Thank you for your assistance in this matter. � / , � 4'. e-1- William E. Baker President Jack Gould Trustee I Jim Kerry Trustee Rob over Trustee To: From: Date: Subject: CITY OF ITHACA 108 East Green Street Ithaca, New York 14850 -5690 OFFICE OF THE CITY ATTORNEY Daniel L. Hoffman, City Attorney Patricia Dunn, Assistant City Attorney Robert A. Sarachan, Assistant City Attorney Khandikile M. Sokoni, Assistant City Attorney Dawn M.L. Tordel, Legal Assistant MEMORANDUM Robert Romanowski, Chair Board of Fire Commissioners (City of Ithaca) Daniel L. Hoffmalf, City Attorney May 22, 2007 Validity of "Voting by Telephone" You have asked for the opinion of this office on the following question: Telephone: 607/274 -6504 Fax: 607/274 -6507 Is it proper for the Board of Fire Commissioners to take action by way of a "telephone vote? " My conclusion is that the Board may not take action by means of a telephone (or email) poll; it may take action only at a duly convened meeting open to the public, where a quorum is physically present (or at a videoconferenced meeting that is open to public observation). The Board of First Commissioners is a "public body" as that term is defined in the NYS Open Meetings Law (Article 7 of the Public Officers Law). As such, the Board is subject to all of the provisions and requirements of the Open Meetings Law. Every meeting of the Board must be "open to the general public" (except that executive sessions may be called for certain, limited purposes). It is permissible for a public body to meet via videoconferencing, but in that case provision must be made for the public to be able to attend and observe the videoconferencing. A "meeting" of a public body is the convening of a quorum of that body for the purpose of conducting public business. Convening a quorum requires that a majority of the members gather together in the presence of each other (or through the use of videoconferencing). See NY General Construction Law, §41; Opinion — Committee on Open Gov't (12/27/00). Any attempt to collect and specify the "votes" of Board members with regard to a matter of public business, by telephone (or email) would, in my opinion, constitute a meeting. Any such meeting would not be in compliance with the intent or the letter of the Open Meetings Law, as it would not be open to the public. In order to cast a proper vote on any matter, a Board member An Equal Opportunity Employer with a commitment to workforce diversification." is 10 Memo to Chairperson, Board of Fire Commissioners May 22, 2007 Page 2 must either be physically present at a meeting that is open to the public (or conducted in executive session on appropriate grounds) or present via a video conferenced meeting which the public may observe. (Board members are not precluded from engaging in individual communications, between themselves, via telephone or email.) Cc: Mayor Carolyn K. Peterson Brian Wilbur, Fire Chief Julie Holcomb, City Clerk N O V V O D V n n 0 C X W a r} Z I/O W D n n O f"f n D N O Q O rt S m a < Q o _ s n 1 m m T. -4 V H A V Budget co N W A P V Du O V N W O O A V V CO O O O O N OO O O O O O O O O O W CV ii UO O O O W (n O N O V P Cn O O CUii (Aii O O Account Numbers Administration 8 A AO A PD A P O C, W O A O P bo Planning 12050 ° Fire Prevention a A N N W N O A W N A N A N P N Ut W P n b Bureau 12100 Safety Section CO O V (Vii CO P C, CO CO V N 12150 Response Section �, � O a V — — bp O O P C, o O O :p 2 A A W V 12200 Support Section (n P V CO V ON A N A W A -• W V O V O b P W W O W V V P N �O (Wii O W CA A CD (Aii _ W P 1225O A Emergency Management c w A 12300 Training Bureau W - p P 12350 O O 'J V Ui W W Membership W P, W N N N N _ V W Section 12400 ° Service / Duty V N O A W W Section 12450 W _ N Balance A W N_ A Ut W W W V V (n CO ` � Ut O N A --� N W W fP .n BP OO O O N A V W (n P V V CO Ut V CD N A O V V A P'- • . N — a A Ut P O A W P V (V- h • N — O O O N A CN V O O W - Percent Expended A W W A N W A 0 P O W 9 0 0W 9 0(n CO 9 09 9 (n — Cp (n O N P p9 W W a r} Z I/O W D n n O f"f n D N O Q O rt S m a