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HomeMy WebLinkAboutMN-BFC-2007-07-10OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 - -- NOTICE - -- THE REGULAR MEETING OF TEL (607) 272 -1234 FAX (607) 272 -2793 THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: TUESDAY, JULY 10, 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" Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS JULY 10, 2007 AGENDA SPECIAL ORDER OF BUSINESS: ELECTION OF OFFICERS - CHAIR & VICE CHAIR I. CALL TO ORDER - II. APPROVAL OF MINUTES: not available 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. AUDIT C. TOMPKINS COUNTY FIRE ADVISORY BOARD VIII. DEPARTMENT REPORTS: A. CHIEF: B. DEPUTY CHIEF /TRAINING C. FIRE PREVENTION BUREAU REPORT - Codes Division - Fire Investigation Unit - Juvenile Firesetters Program - Public Education IX. OLD BUSINESS - - Return of $27,37 from Captain Josh Grant for Fireworks picnic supplies; send bill for $171.63 to Co. 5 ($200 advance from BFC for picnic supplies). X. NEW BUSINESS - XI. EXECUTIVE SESSION XI. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS JULY 10, 2007 MINUTES PRESENT. Commissioners Romanowski, William Gilligan, Steven Williams, and Thomas Farlow; EXCUSED: Commissioner Paul Alexander. Chair Romanowski called the meeting to order at 1805 hrs. APPROVAL OF MINUTES: June meeting minutes were not availabe. III. ADDITIONS /DELETIONS TO THE AGENDA: - Election of officers will be considered under New Business. - Request for Executive Session to consider a request for relief funds, IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS: - Lyman Baker addressed the Board with the following concerns: distribution of 2% monies from the Town of Ithaca; are the Vet. Firemen in jeopardy of losing funding; and feels the department should be spending more time on the volunteers. V. CORRESPONDENCE: - none VI. MEMBERSHIP CHANGES - none VII. MISCELLANEOUS REPORTS: - Town of Ithaca - see written report from Chair Romanowski in the Minute Book. - The 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 highlighted his report and answered questions as follows: - Chief Wilbur mentioned his brief e-mail regarding Kimberly Spencer not working at IFD, and Chris Wilbur is retiring, - The budget summary in the packet indicates we are at about 50% in year -to -date spending and revenues received - about right for this time of the year. - The 800 mhz project group met yesterday and will meet again on Monday - Deputy Chief DorMAn is working on equipment needs; - No word on CEDAP or SAFER grants - these and future grants depend on the City being "NIMS compliant" - will be soon, so this item won't be an issue; - S4F Committee continues to meet and will made budget recommendations; - 2008 budget - will need to consider 1%, 3% and make an optional submittal; - City /Town contract discussions will begin soon; - Safety Stand Down - waiting for review; - City -Wide Emergency Management Exercise is being planned for October; Ithaca Board of Fire Commissioners July 10, 2007 Page 2 - CUEMS is asking to become part of County Mutual Aid system - there are items to consider - is questionable; - Training Center report - lots of working being done there- looks nice! Another classroom for SCBA is being considered. Comm. Gilligan asked what effect it would have on the training center if the City golf course is sold (as is being considered). Chief Wilbur reported the sale question has gone away for the moment. - Chair Romanowski asked about pagers for Fire Police. Deputy Chief Dorman said this is a good time to consider with the budget development - let him know what is needed and should be included in the budget request. - Josh Grant is currently working on a summary of active volunteers - to determine current standards. Requests from Lyman Baker, Bob Romanowski and Ray Wheaton to be classified as "active" is pending. One request has been denied. - Deputy Chief Dorman will get clarification from the Human Resources Department to see if "City" training is required of newly "active" volunteers. - Fire Police are considered Class V. - Regarding Town of Ithaca distribution of 2% monies - Chief Wilbur reported work is being done to verify the street index - lots of errors - need accurate list before further action. B. DEPUTY CHIEF/TRAINING: See complete written report in the Minute Book. Deputy Chief Dorman highlighted his report and answered questions as follows: - DC Dorman reported about the (controversial) Iraqi Judge (and his family) that is moving into the Town of Ithaca at the invitation of CU Law School and the impact on local emergency response agencies - time -wise, in dealing with issues without much formal information. - Communication program - 90 pagers are set to go and are functioning on the new and old system; portables, mobiles and associated equipment are on order including Knox decoders and control stations for Central. C. FIRE PREVENTION BUREAU REPORT See complete report in the Minute Book. IX. OLD BUSINESS: - The July 4th Fireworks picnic at Station 5 was a very nice event - thanks to Co. 5 Captain Josh Grant! X. NEW BUSINESS: Election of Officers: Comm. Gilligan made a motion to nominate Bob Romanowski to continue as Chair of the Board. The nomination was seconded by Comm. Williams. Hearing no other nominations, the vote carried (Bob Romanowski abstained). Chair Romanowski made a motion to nominate Paul Alexander as Vice Chair of the Board. The nomination was seconded by Comm. Farlow. Hearing no other nominations, the vote carried (Paul Alexander abstained). Ithaca Board of Fire Commissioners July 10, 2007 Page 3 XI. EXECUTIVE SESSION; At 1840 hrs. the Board moved into Executive Session to consider a request for relief funds. The Board resumed open session at 1845 hrs. - no action was taken. XII. Hearing no other business the meeting adjourned. Respectfully submitted, Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the December 11, 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 July 10, 2007, meeting. LIFE SAFETY DIVISION Administration 1) Career Personnel Report a) See report from Deputy Chief Dorman. b) Promotions and hiring: All approvals to change the new position authorized in the 2007 budget from an assistant fire chief to a deputy fire chief have been received. The Human Resources Department is preparing a certified list of internal candidates for promotion now. The promotion, and subsequent promotions will be made as soon as possible after receipt of the eligible list. Similarly, the physical performance assessment (PPA) for new fire fighter candidates was administered on 30 JUN 07. Eight candidates took and passed the PPA. We will continue with the process to hire two new fire fighters as soon as the resulting eligible list is received. C) Retirement: Executive Assistant Chris Wilbur has announced her plans to retire, effective 18 AUG 07. Chris has worked for the Ithaca Fire Department for 20 years, and for the Youth Bureau for 12 years before she came here. 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. The next meeting of the subscriber equipment committee to discuss this is scheduled for 09 JUL 97. b) Equipment specification and purchase: DC Dorman continues his work to place the orders for the equipment we need. An Equal Opportunity Employer with a commitment to workforce diversification." Z" Fire Chief's Report for July 2007 4) Grants and Donations 06 JUL 07 Page 2 of 6 a) CEDAP Grant: A CEDAP grant application was filed on 29 JUN 07. This grant asks for an Ahura FirstDefender and MSA Sirius Multigas Detector package to complement our hazardous materials team's ability to detect and identify potential hazardous substances as the result of a spill or release. b) 2007 Grants: The 2007 SAFER grant application period has not opened yet. [Same report as last month.] C) NIMS Compliance: DC Dorman attended a briefing at the Department of Emergency Response regarding the issue of NIMS compliance. Essentially, we must either demonstrate compliance, or certify we are actively working to be in compliance. d) Child Safety Seat Grant: The grant was submitted last month and we are awaiting word on its status. [Same report as last month.] e) Carbon Monoxide Detectors: Discussions with Wa1Mart and with the Women's Fund of the Community Foundation have created the possibility of donations and funding that will allow us to include carbon monoxide detectors along with the smoke detector program. The concept is agreed upon and we are developing details to submit for final approval. f) SWAT /CINT /CP Vehicle: This department is working with the Ithaca Police Department, the Triad Foundation, Tompkins County and other agencies to develop a funding proposal that would purchase a new combination SWAT /CINT /CP vehicle for multi- agency use. The estimated cost is $450,000 or so, and meetings to collaborate on specifications (IPD and IFD) and funding (IPD, IFD, TCSD, CHPD, CUPD, DOER, and Triad) are underway. 5) Strategic Funding for Firefighters (S417) The stakeholder's group continues to meet. With operating budgerts due 01 AUG 07, time to complete this effort is drawing to a close. The majority of the most recent meeting (05 JUL 07) was spent developing a closing strategy and dividing the group into teams to address four areas of effort: i) collaborators (who needs to be in the room to figure out how to pay for this ?; ii) recruitment and implementation; iii) costs and benefits; and iv) code - change needs and special events. 6) 2008 Budget Preparation a) Capital Improvement Budget Requests: The capital project budget was submitted and the committee has asked for additional information to help prioritize our request. DC Dorman is working with them to provide the detail. Fire Chief s Report for July 2007 06 JUL 07 Page 3 of 6 b) Operating Budget Request: The Operating Budget Request for 2008 is due on 01 AUG 07. The Mayor's guidelines were received here 05 JUL 07. They call for three budget scenarios: a one percent, three percent, and an optional proposal. The work of the S4F group will likely appear in the optional scenario. A copy of the Mayor's guidelines is attached to this report. 7) City -Town Fire Contract Negotiation The City -Town Fire Contract expires on 31 DEC 07. Mayor Peterson has named a city team to work on this project, and that team has met once to become familiar with the contract and the nature of the relationship between the City and Town of Ithaca. Fire Prevention Bureau 1) See Assistant Fire Chief Parson's report of Fire Prevention Bureau activities for the month of June. 2) The Smoke Detector Program is still operating, and we expect the combination smoke and carbon monoxide detector program we anticipate will reduce risks to the community even further. Safety Section 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. Fire Chief's Report for July 2007 06 JUL 07 Page 4 of 6 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) Cornell University Emergency Medical Services ( CUEMS) Over the past several months, we have been asked by CUEMS to agree to their participation in the Tompkins County Mutual Aid Plan. As we and other agencies considered their request, it became apparent that larger questions should be at issue. As a result, no decision has been made. We continue to meet with the Director of Service Alec Johnson, and Director of Operations Ryan O'Halloran, as to the scope and nature of their operations, and the possibilities that exist. Our interest is in having them be a fully participating agency, and so one of the biggest hurdles is the fact that CUEMS only functions when school is in session. Support 1) See Deputy Chief Dorman's reports for June 2007. 2) Training Center Reports for FEB - MAY 2007, from AFC LaBuff: February IFD 3 Tompkins County 30 March IFD 15 Tompkins County 15 Genoa F.D. 7 April IFD 30 Tompkins County 52 May IFD 80 Tompkins County 35 Private 4 Cortland County 8 NYSOFPC 8 Fire Chief's Report for July 2007 06 JUL 07 Page 5 of 6 a) Throughout the spring we have developed the forcible entry simulator with many members assisting, both on -duty and voluntary hours. In addition AccuFab of Ithaca has constructed the steel component of the simulator. We have had ongoing repairs to the burn building. At some point in the near future a comprehensive strategy isneeded to construct a new burn bulding. The question of funding must be addressed. b) FF Tom Basher is working on plans for an addition to the classroom to focus on SCBA usage. The intent is to involve both Ithaca and Tompkins County with Tompkins County funding the project. Training 1) See report from DC Dorman. VOLUNTEER SERVICES DIVISION Recruitment and Retention 1) Explorer Post: Work continues as potential committee members and advisors are recruited to serve in support of this concept. Service 1) Summaries of Service Hours: Summaries of Volunteer Service hours for 2007 YTD, and Bunker Credit hours from inception to 06 JUL 07, were attached to the reports distributed prior to the meeting. 2) Reclassification Requests: Reclassification requests were received from the following members: Name Date Received Current Requested Action Taken Classification Classification David Ayers 08 JUN 07 Inactive II Denied Lyman Baker 08 MAY 07 Inactive III Granted * James Lamb 29 MAR 07 Inactive V Denied Robert Romanowski 18 MAY 07 Inactive III Granted * Raymond Wheaton 08 MAY 07 Retired Career - III Pending research Volunteer Record on volunteer NOF status pending execution of class III contract 3) Foreign Fire Insurance: Commissioner Romanowski and I have been working with the State Insurance Department and the Town of Ithaca to address the questions raised by the Cayuga Heights Fire Department regarding the distribution of foreign fire insurance proceeds for Fire Chief's Report for July 2007 06 JUL 07 Page 6 of 6 properties within the Town of Ithaca. Among other things, we have determined that a number of errors exist in the street index the state is using to route the two - percent tax to the appropriate department. As soon as this work is complete, a report summarizing the conclusions and status of this situation will be prepared and issued. Respectfully submitted, 9t XW1 Brian H. Wilbur Fire Chief Attachments ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT July 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 0 Financial Clerk 0.5 Financial Clerk Total employees as of 7/01/07 — 68.5 MUTUAL AID CALLS — From: Cayuga Heights (5) To: West Danby, Trumansburg SELECTED CALLS — No Report SUPPORT 39 Vehicle work orders were written and 44 were closed. TRAINING — See Attached report. Submitted by: J. 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PETERSON Telephone: 607/274 -6501 Fax: 607/274 -6526 MEMORANDUM TO: Department Heads FROM: Carolyn Peterson, Mayor V 4l RE: 2008 Department Budget Requests DATE: July 5, 2007 The process of preparing the FY 2008 City Budget is underway. As a first step, please submit a preliminary budget request to the City Controller by August 1, 2007, as prescribed by the City Charter. After you submit your preliminary request, the Controller and I will schedule a meeting with you. I hope to start these meetings in mid - August. As in previous years, your budget templates will be available to you on Munis. All budgets are to be submitted using this software. The Director of Information Technology will provide tech support to you as needed. The Controller's Office can also assist with the Munis budget implementation process. We have made a number of gains in the last few years that have improved many areas of the city and have moved our community forward. However, you may recall that the Controller and I have stated previously that 2008 was expected to be a challenging budget year. This will be so. There are some planned higher costs expected (higher debt payments, balloon payment for the dispatch center and higher energy costs) and some expected lower revenues (building permit fees). Additionally, the property tax levy should be close to last year's levy (approximately 6% or lower). These facts shape the following scenarios: A. Present a budget, which would represent a 1% increase in overall spending from your 2007 budget, and would incorporate 2008 wage increases. This submission gives the city a measure against which to compare scenario B. B. Present a budget, which would represent a 3.0% increase in overall spending from your 2007 total budget including 2008 wage increases. We will be providing an extra budget template for you to submit this budget request. Please note that the intention here is not to reduce staff, but to create a budget with very modest changes from 2007. An Equal Opportunity Employer with a commitment to workforce diversification." is C r� Page 3 Date: July 05, 2007 Re: 2008 Department Budget Requests 1. Any 200 line equipment purchases that cost $500 or more; 2. Line 430, Fees for Professional Services — indicate what type of professional services are to be performed and cost for each; 3. Line 435, Contractual Services — indicate nature of contracts and cost for each; 4. Line 440, Staff Development — indicate nature and cost; 5. Line 476, Equipment Maintenance — indicate all maintenance contracts /agreements. If you have any questions about your department's budget before or after you submit it, please consult with me and /or the City Controller. Statistical Summary Ithaca Board of Fire Commissioners - 07/10/07 There are 30,320 records in the Incidents Table. Between Monday, January 1, 2007 and Tuesday, July 0, 2007 there were 2,188 incidents. Currently there are an average of 11.46 incidents per day. Average response time for the department is 4.36 minutes. The average duration of an incident is 19.72 minutes. 160000 140000 120000 100000 80000 60000 40000 20000 0 700 600 500 400 300 200 100 0 8 7 6 5 4 3 2 1 0 Dollar Loss by Day of the Week x • - � y r SUN MON TUE WED THU FRI SAT Incidents by First Responding Unit O Ch U*) CO C7 'ct 0) O O O cD O (Y) O O (`') O [t coo d cD rn Q1 0) CA D) 0) 0) CA Cn M M Cn CS) CS) Average Response Time by Unit 1 1 ,f � 1 0 0 0 0 0 0 CO It LO M a) 0) M M FE Runs Statistical Summary Ithaca Board of Fire Commissioners - 07/10/07 There are 30,320 records in the Incidents Table. Between Monday, January 1, 2007 and Tuesday, July 0, 2007 there were 2,188 incidents. Currently there are an average of 11.46 incidents per day. Average response time for the department is 4.36 minutes. The average duration of an incident is 19.72 minutes. 120 100 80 60 40 20 0 350 300 250 200 150 100 50 0 Incidents by Hour of the Day ��i � tom■ rill iiiiri iin O r N m o o O o m O O r N m � m O r, m O O r N m O O O O O O O O O O - r - - r - T T N N N N Incidents by Day of the Week 80000 70000 60000 50000 40000 30000 20000 10000 0 SUN MON TUE W® THU FRI SAT Dollar Loss by Hour of the Day �� M ON OEM O O O O O O - M - - - N N N N O O O p O Tr - r r 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 July 11 th, 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 June 2007. Codes Division: The Codes Division received 14 complaints in the month June. There were 9 complaints closed out, and 5 complaints that still remain open. The Codes Division performed 24 Inspections and issued 21 notices of violation. The division issued 10 operating permits for occupancies, 4 fire alarm system certificates, and 1 standpipe system certificate. The Codes Division issued 84 parking violations: 28 Fire Lane / Fire Hydrant Violations, 11 Handicap Parking Violations, 4' ) Prohibited Areas, and 2 No Standing /Parking Violations Fire Investigation Unit: There were 3 fire investigations in the month of June 2007. Two Investigations were for fires at 215 Dryden Road, and 407 Wyckoff Ave in the City of Ithaca. One Investigation was for a Vehicle Fire on 101 Harris B. Dates Drive in the Town of Ithaca. Public Education: There were 4 Public Education Details, and 9 Child Car Seat Inspections in the month of June. Respectfully Submitted, C Thomas Parsons Assistant Fire Chief Fire Marshall "An Equal Opportunity Employer with a commitment to workforce diversification." 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