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HomeMy WebLinkAboutMN-BFC-1989 tti BOARD OF FIRE COMMISSIONERS ' February 14, 1989 MINUTES 1. -Chairman Cornelius called the meeting to order at 4:;915 hrs. 2. There was a request to have an item entitled "Corr®spondence" added to agenda items. 3. Persons wishing to speak to Fire Commissioners: - Lyle Neigh informed the Board of a request from Company 115 for a design change in the construction of the new fire station on South Hill to accomodate a commercial size stove. Chief aOlm'stead reported that he has relayed the information to the archite ,t and City Engineer giving details of size, dimensions, etc. Commissioner Reeves made a motion to support the design change in the new fire station on South Hill to accomodate Ccinpany #5's request to purchase, at their expense, a commercial stove and that appropriate modifications to the design plan be made by the ar0iitect and City Engineer. Seconded by Commissioner Moravec. Carried unanimously. - Dan Rhoads asked the Board if provisions had beer'made in the 1989 budget to purchase a new chain saw for roof ventilation procedures. The recent fire on Utica St. made evident the need,,for better equip- ...ment. The time spent on the roof for ventilation urposes was far too long and is an unsafe situation. Chief Olmstead reported that the Mayor had deleted4i l equipment items relative to roof ventilation equipment from the budget - blades, saws, etc. He also agrees that equipment needs to be updated; however, he suggests to wait and see if 1989 equipment orders e,ome in under price, we may be able to approach the B & A Committee to add additional items. Leasing of equipment may be another option. Maintenance items for new stations were also eliminated from the 1989 budget: i.e. snow removal, lawn care, etc. These will also be items =that will need to be leased. . • The Chief feels the Union Safety Committee may wanto be involved with this issue. Equipment needs should be prioritized. 4. Commissioner Moravec moved to approve the audit dated February 19, 1989 in the amount of $63,724.41. Seconded by Commissidner :Reeves. Carried unanimously. , 5. Commissioner Howell moved to authorize payment for .'iurchases to the following: 1/12/89 - 1/14/89: State & Aurura St. Fire - P & C: $ 64.81 - McDonald's 105.60 - Shortstop: 66.27 - Local 737: 16.00 2/4/89: 209 Utica St. - Shortstop: 5.78 Commissioner Moravec seconded the motion. Carried. unan.imously. Minutes February 14, 1989 Page 2 6. Commissioner Earle made a motion to authorize payment1af '1989 dues to Central New York Firemen's Association in the amount of $8.00. Seconded by Commissioner Reeves. Carried unanimously. ;,, Commissioner Howell made a motion to approve a $300,00 advance for Company #2's representative to attend the C.N.Y. Firemep',s Conven- tion to be held in Utica, NY July 13-15, 1989 and that .if.,more than $300.00 of expenses should accumulate, the representative may pro- vide justification to the Board for expenses up to $400.00. This justification will be in the form of an expense account listing and/ or receipts. This procedure is in keeping with the Board of Fire Commssioner's policy that was established May 8, 1988. ;= Further, this policy will be in effect for all requests for funds for the C.N.Y. Firemen's Convention. Also, a form for expense 'accounting will be devised and distributed to all companies for their use. The motion was seconded by Commissioner Earle. Carried. unanimously. 7. Commissioner Earle moved that the following membership `.changes be made: - Add Peter Tyler - Company #1 - Add Susan Begg - Company #3 - Drop Lii Topchy - Company #3 - Add Dawn Gulnac - Company #5 (pending physical), - Add Matthew Tirschwell - Company #5 (pending physical) .' - Add Michael Barrick - Company #5 (pending physical) - Matthew Hewitt - Company #6 (pending physical) k - Add Daniel Maas - Company #9 (pending physical) - Company #5 reports the death of member Bernard Charles Sigler. Seconded by Commissioner Howell. Carried unanimously, 8. Commissioner Earle moved to accept a donation of $50.00. from Julia VanOrder, with thanks, and that it be deposited` in the Donation Fund Checking Account. Seconded by Commissioner Reeves. Carried unanimously. 9. Pumper Bids - The Chief distributed summaries of the .5 'bids that were received, for their review. A special meeting will be held on February 21st at 4:30 P.M. to discuss and award bid. Commissioner Earle moved to approve the draft specifications for 963 vehicle bid and offer vehicle 942 as a trade-in vehicle (or declare as surplus equipment) and retain the present 963, as recommended by the Fire Chief. Seconded by Commissioner 'Moravec. Carried unanimously. • Minutes February 14, 1989 Page 3 10. Chairman Cornelius reviewed the Report of Fire Relief Funds 1988 that was received from the City Chamberlain. A request will be made of her to not list by name those receiving aid from the Firemen's Relief Fund (since request for funds is made in Executive Sessions of Commission meetings) . Chairman Cornelius received information from the CityAttorney indicating that the Board of Fire Commissioners still has the right to distribute 2% funds for sick, indigent and disabled. firemen as provided under the-City Charter. However, the City Attorney has not responded with an `opinion of the proper and legal distribution formula or mechanism for 24 funds after January 1, 1989 or how frozen, undistributed monies will be allocated that were accumulated before January 1, l989. 11. Chief's Report: - Monthly reports were received that indicated a substantial drop of false calls particularly at Ithaca College and some 4f° Cornell University. The Chief feels that public education .programs pro- vided by the Department have had a measureable,rate of success. - Fire Service Recognition Day will be held on 'May 13, 1989 at Ithaca College. The speaker will be Larry Davis who'. is ,the 1st Vice President of the International Society of Fire Service Instruc- tors. The Chief is hoping to incorporate ground breacing ceremonies for the new stations in lieu of a parade that day, • • - Volunteer membership application process - diem:1814n * there has been a gratifying response to the recent recruitment campaign, how- ever there have been a few problems. There is still 4 frustration in not being able to conduct a legal background check. There are approximately 25 new volunteers who have completed the application process and 10 more in various stages of the process:': He feels this is a large enough group to train and outfit at.this time. He suggests a 60 day break on receiving applications to' form a committee to review the application/membership process. A committee was formed to review the application/membership process that will report back to the Board with recommendations.by the April meeting. Committee members are: Lyle Neigh, Dan Rhoads., Ed Olmstead, Gary Moravec and Ken Reeves. - Renovations: with the addition of new staff - spate to accomodate these people was not considered in the renovation plans: Options for additional space were discussed. Possible sharing of company meeting rooms, merging of volunteer companies (if they so desire) , keeping possession of station 6 for a variety of uses-- office space, storage space. Renovation and keeping station 6 could be incorporated into the 1990 capital projects budget process - need:, to have information by May 1st. Discussions will take place at the company captain's meeting and Fire Department staff meeting regarding this issue.. • • • Minutes February 14, 1989 Page 4 - The Chief will report at a later date regarding discussions of departmental structure and divisions. - There will be an information meeting sponsored by an insurance company regarding Length of Service Awards - Volunteer Retirement program. Companies will be notified of the meeting date and place. - The Ithaca Town Board has approved bid specs for'-new stations and renovations. One of their suggestions is to forma dgplmittee to over- see the project - change orders, etc. Gary Moravec will represent the Board of Fire Commissioners on this committee - Robert Earle and David Cornelius will represent`''the';Board of Fire Commissioners on the Fire Department Personnel Committee being es- tablished by the Mayor and Common Council. 12. The new light rescue truck has been received from Saulsbury - since it was a capital budget item the Board of Fire Commissioners is not required to give their approval for payment. Tt A ehJcle had to be sent bank to Saulsbury for some missing items - #44151 be back this week. " ` 13. A request to the Board of Fire Commissioners tore buse the Ithaca Fire Department for the purchase of a replacemenC, m:put coat for Scott Qingras was tabled in order to receive add4.09911 information. At 9:10 P.M. the Board moved into Executive Session to;`dJactss a request of a needy member and a disciplinary matter. � The Board resumed open session at 10:05 P.M. The Boards 1 .J4 hold a special meeting on February 21, 1989 at 4:30 P.M. to award bids0,;1for ;2 pumpers and an executive session regarding the disciplinary matter. • The meeting adjourned at 10:05 P.M. Respectfully submitted, ei,s774i4';'/ David H. Cornelius,sChariman X A '.r •>Y , BOARD OF FIRE COMMISSIONERS MINUTES li, ?r JANUARY 10, 1909 i. ,1 . ,C PRESENT: Commissioners Cornelius, Reeves , and Earle'. ABSENT: Commissioners Howell and Moravec - Exo45ed. Chairman Cornelius called the meeting to order at 1' 00 hrs . , r„ 1 : 1f 1 . Additions/deletions to the agenda: none 2. Persons wishing to speak to Fire Commissioner's : - Firefighter David Reynolds inquired if the Board of Fire Commissioners was going to take an official position on the Rt . 96 issue. After a lengthy discussion,'ot “following resolution was unanimously approved : t . • r , WHEREAS, we believe the octopus (Ht . 96) pl-0,1l .m can only get worse unless drastic action is taken soont>` d ,` NN„t, WHEREAS, the Board of Fire Commissioners 04 ,Opt endorse any one solution over any other , ,' Y ,, t : i THEREFORE BE IT REVOLVED, that the Board ofir,Ftre Commissioner urges that a decision be made immediately A4 .improve the traffic situation at the octopus for the safety." of all members of the community and to ensure that emerged ' ervices will ht-_. readily available when needed . Y` .. t 4y,q. ,5, 3. Commissioner Reeves made a motion to approve the audit in the amount of $2, 141 .61 . Seconded by Comm. Earle Carried unanimously. ,`., ', 4. A request to use Station 7 for Cub Scout meetings has been withdrawn. They have arranged to use the ,Yo ,tth: Bureau building. '? _rr 3 5. Commissioner Earle made a motion to approve^',thta following member additions: t Co . #3 - Robyn Wishna (pending physical ) ; ,,,4. Co. #5 - Matthew Schneider ; Co . #6 - William Gilligan (pending physical )., Seconded by Commissioner Reeves. Carried unanimously . The Board discussed the process by which vol,unt.vers are notified of their acceptance into a company '.and; procedures to follow regarding meetings, training , etc . The ':new Volunteer Coordinator 's position could/would expedite. thi,s process. The Companies should also have a system whereby' newvolunteers aren' t lost due to lack of communication( ' ' ~ ` - Minutes Page 2 4. 6. Commissioner Reeves made a motion to approve: arequest from the Ithaca School District to use Central St44on for voting on May 2, 1989. The District should be aware pat space may be limited due to renovations that may begin atound that time. Seconded by Comm. Earle. Carried unanimouSly, 7. Sean Killeen and the Board discussed several .:tqpics includinq concerns about volunteer and bunker recruitmentand retention . Many issues regarding new stations, City/Town Ontract as the relate to volunteers needs to be discussed . .Sean would he glad to meet at any time to deliberate theseYiOsues . Sean also discussed a letter from City Engineen: Bill Gray regarding the tentative schedule for station r*novation5 and construction. After discussion for the schedule, a meetinofrthe Fire Station Committee was set for February 6, ,,19a9lat 5:00 P .M. , t Central Station. Prepared agendas will be:Ots:tributed in A meeting of the Board of Fire Commissionersand City and lown of Ithaca officials to discuss manpower issuisimill be held o'` January 18, 1989 at 7:00 P.M. in Common C at City Hall . 8. Commissioner Cornelius made a motion - ^ from Hi-kLathrop , Co . #7 for reimbursement that was damaged at a fire. Seconded by Comm. ried unanimously. The minutes of the December 29 , 1989 meeting =w01 distributed with minutes of this i Bids for 2 pumpers ( rebid ) were sent out to S6Manufacturers . At 8:35 P.M. the Board moved into Executive Eiessionkfto discus a request of a needy member . At 8:45 P.M. the Board resumed open session. The meeting adjourned at 8:46 P.M. "==p=^ ^ ' u^ + r ` , .4 ,1:. / ?,.. .)4, &,/ David H. Corn0Jus , Chairman THE NEXT BOARD OF FIRE COMMISSIONER'S MEETING WILL VE HELD ON FEBRUARY 14, 1989 AT 7:00 P.M. AT CENTRAL FIRE STAT N' '.' ' . �� fF ` BOARD OF FIRE COMMISSIONERS a:. February 14, 1989 a� • MINUTES 1. , --Chairman Cornelius called the meeting to order at i915 hrs. 2. There was a request to have an item entitled "Corr®spondence" added to agenda items. • 3. Persons wishing to speak to Fire Commissioners: - Lyle Neigh informed the Board of a request from t ompany #5 for a design change in the construction of the new fire station on South Hill to accomodate a commercial size stove. Chief aOlm'stead reported that he has relayed the information to the architect and City Engineer giving details of size, dimensions, etc. Commissioner Reeves made a motion to support the design change in the new fire station on South Hill to accomodate Cciiapany #5's request to purchase, at their expense, a commercial stove and that appropriate modifications to the design plan be made by the architect and City Engineer. Seconded by Commissioner Moravec. Carried unanimously. - Dan Rhoads asked the Board if provisions had beer',made in the 1989 budget to purchase a new chain saw for roof ventilation procedures. The recent fire on Utica St. made evident the need, for better equip- ment. The time spent on the roof for ventilation '.purposes was far too long and is an unsafe situation. Chief Olmstead reported that the Mayor had delete10.1 equipment items relative to roof ventilation equipment from the budget - blades, saws, etc. He also agrees that equipment needs to be updated; however, he suggests to wait and see if 1989 equipment orders d;pme in under price, we may be able to approach the B & A Committee to add additional items. Leasing of equipment may be another option. Maintenance items for new stations were also eliminated from the 1989 budget: i.e. snow removal, lawn care, etc. These will also be items1that will need to be leased. The Chief feels the Union Safety Committee may wantto be involved with this issue. Equipment needs should be prioritized. 4. Commissioner Moravec moved to approve the audit dated February 19, 1989 in the amount of $63,724.41. Seconded by Commissioper ;Reeves. Carried unanimously. 5. Commissioner Howell moved to authorize payment for : urchases to the following: 1/12/89 - 1/14/89: State & Aurura St. Fire t . - P & C: $ 64.81 - McDonald's 105.60 ' - Shortstop: 66.27 °r - Local 737: 16.00 2/4/89: 209 Utica St. - Shortstop: 5.78 Commissioner Moravec seconded the motion. Carried :_inaii,imously. Minutes February 14, 1989 Page 2 6. Commissioner Earle made a motion to authorize payment.af 1989 dues to Central New York Firemen's Association in the amount of $8.00. Seconded by Commissioner Reeves. Carried unanimously. ,, Commissioner Howell made a motion to approve a $300,00 advance for Company #2's representative to attend the C.N.Y. Firemen's Conven- tion to be held in Utica, NY July 13-15, 1989 and that if.more than $300.00 of expenses should accumulate, the representative may pro- vide justification to the Board for expenses up to $400,00. This justification will be in the form of an expense account listing and/ or receipts. This procedure is in keeping with the Board of Fire Commssioner's policy that was established May 8,`'1988.`, Further, this policy will be in effect for all requests for funds for the C.N.Y. Firemen's Convention. Also, a form for expense.`accounting will be devised and distributed to all companies for their use. The motion was seconded by Commissioner Earle. Carried. unanimously. 7. Commissioner Earle moved that the following membership '.changes be made: - Add Peter Tyler - Company #1 - Add Susan Begg - Company #3 - Drop La Topchy - Company #3 - Add Dawn Gulnac - Company #5 (pending physical) - Add Matthew Tirschwell - Company #5 (pending physical) .` - Add Michael Barrick - Company #5 (pending physical) `, - Matthew Hewitt - Company #6 (pending physical) = i ' - Add Daniel Maas - Company #9 (pending physical) ?_ - Company #5 reports the death of member Bernard Charles Sigler. Seconded by Commissioner Howell. Carried unanimously, ;; 8. Commissioner Earle moved to accept a donation of $50.00. from Julia VanOrder, with thanks, and that it be deposited' in the Donation Fund Checking Account. Seconded by Commissioner Reeves. Carried unanimously. 9. Pumper Bids - The Chief distributed summaries of the 5 'bids that were received, for their review. A special meeting will be held on February 21st at 4:30 P.M. to discuss and award bid. Commissioner Earle moved to approve the draft specifications for 963 vehicle bid and offer vehicle 942 as a trade-in vehicle (or declare as surplus equipment) and retain the present 963, as recommended by the Fire Chief. Seconded by Commissioner 'Moravec. Carried unanimously. Minutes February 14, 1989 • Page 3 10. Chairman Cornelius reviewed the Report of Fire Relief Funds 1988 that was received from the City Chamberlain. A request will be made of her to not list by name those receiving aid from the Firemen's Relief Fund (since request for funds is made in Executive Sessions of Commission meetings) . Chairman Cornelius received information from the City Attorney indicating that the Board of Fire Commissioners still has the right to distribute 2Z funds for sick, indigent and disabled firemen as provided under the•City Charter. However, the City Attorney has not responded with an dp'inion of the proper and legal distribution formula or mechanism for 2Z funds after January 1, 1989 or how frozen, undistributed monies will be allocated that were accumulated before January 1, 1989. 11. Chief's Report: - Monthly reports were received that indicated a substantial drop of false calls particularly at Ithaca College and some Ot,` Cornell University. The Chief feels that public education '.programs pro- vided by the Department have had a measureable rate of success. - Fire Service Recognition Day will be held on May 132, 1989 at Ithaca College. The speaker will be Larry Davis who Js the 1st Vice President of the International Society of Fire Service Instruc- tors. The Chief is hoping to incorporate ground breaking ceremonies for the new stations in lieu of a parade that day, - Volunteer membership application process - discussiQn - there has been a gratifying response to the recent recruitment'campaign; how- ever there have been a few problems. There is still. 4frustration in not being able to conduct a legal background check. There are approximately 25 new volunteers who have completed the application process and 10 more in various stages of the process..: He feels this is a large enough group to train and outfit at .this time. He suggests a 60 day break on receiving applications to form a committee to review the application/membership process. A committee was formed to review the application/membership process that will report back to the Board with recommendations by the April meeting. Committee members are: Lyle Neigh, Dan Rhoads, Ed Olmstead, Gary Moravec and Ken Reeves. - Renovations: with the addition of new staff - space to accomodate these people was not considered in the renovation plans.:. Options for additional space were discussed. Possible sharing of company meeting rooms, merging of volunteer companies (if they so desire) , keeping possession of station 6 for a variety of uses-- office space, storage space. Renovation and keeping station 6 could be incorporated into the 1990 capital projects budget process - need to have information by May 1st. Discussions will take place at the company captain's meeting and Fire Department staff meeting regarding this issue.. Minutes February 14, 1989 Page 4 - The Chief will report at a later date regarding discussions of departmental structure and divisions. - There will be an information meeting sponsored by an insurance company regarding Length of Service Awards - Volunteer Retirement program. Companies will be notified of the meeting date and place. - The Ithaca Town Board has approved bid specs for new stations and renovations. One of their suggestions is to form`, committee to over- see the project - change orders, etc. Gary Moravec will represent the Board of Fire Commissioners on this committee. 1 - Robert Earle and David Cornelius will represent' the-Board of Fire Commissioners on the Fire Department Personnel Committee being es- tablished by the Mayor and Common Council. 12. The new light rescue truck has been received from `Saulsbury - since it was a capital budget item the Board of Fire Commie8ioiers is not required to give their approval for payment. The ' ehjcle had to be sent back to Saulsbury for some missing items fir! be back this week. 13. A request to the Board of Fire Commissioners to rel.mbursetthe Ithaca Fire Department for the purchase of a replacemen p put coat for Scott Qingras was tabled in order to receive addIttp9nAl information. TA. At 9:10 P.M. the Board moved into Executive Session to +c' ac{ ss a request of a needy member and a disciplinary matter. The Board resumed open session at 10:05 P.M. The Boardiwi1 hold a special meeting on February 21, 1989 at 4:30 P.M. to award bidse or).2 pumpers and an executive session regarding the disciplinary matter,' The meeting adjourned at 10:05 P.M. Respectfully submitted, 0,z/7C David H. Cornelius, Chariman N HOARD OF FIRE COMMISSIONERS MARCH 14, 1989 MINUTES Present: Commissioners Cornelius, Moravec, Moravec, and Howell. Excused: Commissioner Earle. 1. Chairman Cornelius called the meeting to order at 1910 hrs. 2. Additions /deletions to the agenda: - Resolution of Standardization of Station Wear - Request of funds for Company #7 - Company #9 - personnel matter 3. Persons wishing to speak to Fire Commissioners: - Hill Henry of Company #7 addressed the Board with concerns regarding the renovation plan for Station #7: elimination of storage areas and he feels there has been a general lack of communication regarding renovation plans. He also expressed concern about 7 members who need to complete training. 4. Communications /Correspondence: - A letter from Councilman Killeen regarding volunteerism /recruitment was referred to the Mayor's Personnel Committee. - A letter was received from Co. #9 regarding a situation whereby a member who no longer lives, works or goes to school in the Ithaca area was elected as a Lieutenant of the Company. The Company is asking for an opinion as to whether or not this is an acceptable practice. The Hoard reviewed the Rules and Regulations of the Company and they clearly state that officers must be an active member - living, working or going to school in the Ithaca area. 5. Commissioner Moravec made a motion to approve the minutes of the following meetings: November 8, 1988, December 13, 1988, December 29, 1988, January 10, 1989 and February 14, 1989. Seconded by Commissioner Reeves. Carried unanimously. 6. Commissioner Howell made a motion to approve the audit in the amount of $35,262.07. Seconded by Commissioner Reeves. Carried unanimously. 7. Commissioner Howell made a motion to approve the following membership changes: - Add Joseph Marsit to Co. #4 (pending physical); - Add Sean O'Lone to Co. #5 (pending physical); Minutes March 14, 1989 Page 2 - Add John Hess to Co. #5; - Add Jeff Boronkay to Co. #7; - Add William Fuller to Co. #i - Add Thomas Romanelli to Co. - Add Stephen Michalski to Co. (pending physical); #9 (pending physical); 9 (pending physical). The motion was seconded by Com. Moravec. Carried unanimously. 8. Commissioner Howell made a motion to approve reimbursement to "D" shift for food expenses incurred (to feed volunteers) at an incident at 209 Utica St. Seconded by Com. Reeves. Carried unanimously. Commissioner Reeves made a motion authorize $300.00 each for a delegate from Co. #5 and Co. #7 to attend the CNY Firemen's Convention to be held in Utica. NY. in accordance with guidelines previously established. Seconded by Com. Moravec. Carried unanimously. 9. Committee Reports: - Lyle Neigh will serve as the Chairman of the Volunteer Membership Review Committee - other members include Dan Rhoads, Gary Moravec, Ken Reeves and Ed Olmstead. - To date, no meeting has been set for the Personnel Committee established by the Mayor some time ago. Gary Moravec will work on a form for needy member requests for 2% funds. 10. Chief's Report: - One bid was received for the new suburban to replace 963 - Stafford Chevrolet bid $16,079.20 plus Z Bart and equipment - which will cost up to $18,000.00 and will be done separately (not by Stafford). Commissioner Reeves made a motion to accept the bid from Stafford Chevrolet. Seconded by Commissioner Howell. Carried unanimously. - Commissioner Howell made a motion to approve the sale of the old copy machine to the Cayuga Heights Fire Department for the amount of $25.00. Seconded by Commissioner Moravec. Carried unanimously. - Monthly reports were reviewed. - Personnel Update: Waiting for results of physical exams for the new firefighters - timing is a problem. We will only be able to get 2 of 4 candidates in time for the training session that begins,on March 27, 1989 at the Fire Academy. Minutes March 14, 1989 Page 3 - The position of Deputy Chief will be offered this week. - The positions of Volunteer Coordinator and Training Officer are on the agenda of the Civil Service Commission this week. - Bids for new fire stations and renovation project will be sent out on 3/16/89. Bid opening to be on 4/12/89. (NOTE: bid opening has been changed to 4/20/89. - Bids for pumpers were delivered to vendors the date after Common Council meeting. - A meeting regarding 2% funds (with Ralph Nash, Carolyn Peterson, Richard Booth, and David Cornelius) has not yet been scheduled. 11. Commissioner Howell made a motion to approve the resolution on Stationwear Standardization as presented by Deputy Chief Wilbur (see attached). Seconded by Com. Moravec. The voted was as follows: Yes- Commissioners Howell, Moravec and Cornelius; Abstain: Commissioner Reeves The motion carried. This resolution will be forwarded to Common Council for their consideration. At 2020 hrs. Commissioner Reeves made a motion to move into executive session to discuss a needy member request and a disciplinary matter. The Board resumed open session at 2050 hrs. Commissioner Reeves made a motion to authorize and instruct the City Chamberlain to pay from the Active Firemen's Relief Fund the amount of $133.61 for a needy member of Co. #9. Seconded by Commissioner Moravec. Carried unanimously. Commissioner Howell made a motion to approve a resolution regarding a disciplinary matter and a policy regarding member conduct. (See resolution attached). Seconded by Commissioner Reeves. Carried unanimously. The meeting adjourned at 2100 hrs. Respectfully submitted, David Cornelius Chairman WHEREAS, the Ithaca Fire Department contractually provides a uniform allowance for its career fire fighters for the purpose of obtaining uniforms for employees of the Fire Department; and, WHEREAS, the purpose of the uniform is to properly identify employees of the Fire Department while they perform their duties in the public by requiring them to wear like and recognizable clothing; and, WHEREAS, past efforts at insuring a uniform appearance while providing quality garments have not been successful due to ranges in quality, style and color as a result of the competitive bidding process, which has resulted in fire fighters uniforms being non - uniform in appearance and style; and, WHEREAS, continuing efforts to address these problems in the bid specifications do not yield improvement, but serve only to build in delays and difficulties in obtaining proper uniforms, as the unique problems presented by each low bidder's product are thrust into the system; and, WHEREAS, current technology has developed flame retardant station -wear for fire fighters, and flame retardant uniforms are highly desirable as a means of improving fire fighter safety by upgrading the protective envelope that fire fighters wear when performing hazardous duties; and, WHEREAS, a period of "discovery" with regard to uniform specification and purchasing has revealed that Lion Uniform, Inc. provides a consistently high quality uniform in style, material and color, and also provides fire retardant station wear; and, WHEREAS, Lion Uniform has marketed uniforms for many years which are currently purchased by other uniformed agencies in the City of Ithaca and the Ithaca area with apparent high levels of satisfaction with regard to performance and quality; and, WHEREAS, the open competitive bidding process does not guarantee that the lowest responsible bidder will be able to provide flame retardant uniforms in a color and style consistent with other uniforms purchased; and, WHEREAS, Lion Uniforms, Inc. has no less than three different vendors in New York State that will be able to submit competitive bids for such uniforms; and, WHEREAS, section 103.5 of the General Municipal Law of the State of New York provides that a municipality may authorize standardization of equipment, materials or supplies for reasons of efficiency and economy; now, therefore be it RESOLVED, that the Common Council of the City of Ithaca does hereby approve the designation of Lion Uniform, Inc. of Dayton, Ohio, as the sole source supplier of uniforms for the Ithaca Fire Department. Resolved, Due to a member of this dep hereby affirm that to comply with the Action Plan of the members. recent complaint filed against a volunteer artment, the Board of Fire Commissioners does the Board and the Department support and intend Equal Employment Opportunity and Affirmative City of Ithaca for both career and volunteer The Board of Fire Commissioners does not and will not condone any form of racial, ethnic or sexual harassment of department members or harassment of the general public in any form or any breach of the public trust by any department personnel whether paid, contract bunker or volunteer while on duty, in the station or enroute to or from an alarm or department activity. Any complaints received against paid personnel will be handled as outlined under Civil Service guidelines. Any complaints received against volunteer personnel will be handled by the Board of Fire Commissioners under the owners granted this Board by paragraph 4 of section 6.4 of the City Charter. The Board will assure that a thorough investigation of the complaint is conducted by the Department Chief. The Chief will provide the Board with a written summary of his investigation. The Board will then schedule an executive session, as part of a scheduled or special meeting, to discuss the complaint with the offending member. If it is determined that the complaint was warranted, the Board may impose one or more of the following penalties: - Have the offending person issue a written apology to the complainant; - Send a written reprimand to the offending volunteer with a copy to the complainant and a copy in the personnel file; - Assign duty, as directed by the Board for up to 48 hours; - Temporary suspension from Department and Company activities for up to 60 days; - or Expulsion from the Department. If the volunteer or the complainant disagree with the penalty imposed, they may request an additional hearing before this Board. If there is still disagreement, the Board will help either person to schedule a hearing with some other appropriate committee or agency. Under the Protection of Privacy section 87(2)(b) of the Free of Information Law, the name of the individual charged by the complainant will be withheld unless the penalty results in temporary suspension of Department privileges or expulsion. The Board will assure that the complainant receives a written acknowledgement of the investigation and the resulting action taken. It is the intent of this Board to establish a personnel manual to be given to all volunteer members of,the Ithaca Fire Department. RESOLUTION RE: COMPLAINTS March 14, 1989 Page 2 This manual will include: - A copy of this resolution; - Mission Statement of the Ithaca Fire Department; - The criteria for membership; - The benefits guaranteed under the New York State Volunteer Firemen's Benefit Act; - The benefits and requirements for obtaining the necessary points for qualifying for the Ithaca Fire Department Incentive Program. One of the required training sessions each year will include a reaffirmation of this resolution as it applies to acceptable conduct and the potential penalties for straying from acceptable standards. Additions or changes to this manual may be made whenever circumstances warrant and members will be notified. * *A copy of this resolution will be sent to the complainant along with a written summary of any other Board action taken in response to this complaint. Following a closed hearing of this Board, at which it was determined that the complaint received was justified, and subsequent also to discussions involving the Chairman and members of various related commissions, committees and other relevant agencies, the Board's response to the complaint is as follows: Due to the critical shortage of available firefighters, it is the decision of this Board that the penalty imposed on the volunteer referred to in paragraph 1 above is: 1. He issue a written apology to the complainant. 2. That he spend 8 hours of documented service to the Department as directed by the Chief within the next 120 days. A letter will be sent to the volunteer explaining the requirements. Any failure to perform either requirement or any future complaint may result in suspension or expulsion. BOARD OF FIRE COMMISSIONERS MINUTES APRIL 11, 1989 Present: Commissioners Cornelius, Moravec, Howell, Earle and Reeves. 1. Chairman Cornelius called the meeting to order at 1900 hrs. 2. Additions /deletions to the agenda: none 3. Persons wishing to speak to Fire Commissioners: - Dan Rhoads invited the Board of Fire Commissioners to a meeting to be held on Tuesday, April 18, 1989 at 1900 hrs. to discuss the revamping of the Company Captain structure. The meeting will be at Central Fire Station. 4. Correspondence: - In response to a request from Co. #7, Commissioner Earle made a motion to approve their request to hold a rummage sale at Station #7 on Saturday, April 29. Seconded by Commissioner Howell. Carried unanimously. 5. Committee Reports: - The Mayor has not responded to calls placed by Commissioner Cornelius inquiring as to when the Fire Department Personnel /Manning levels committee will meet. Other members added to this committee are: Town representatives Bob Bartholf and Shirley Raffensperger; and Lyle Neigh as an ex- officio member. - Lyle Neigh reported on the progress of the Volunteer Membership Application process committee. One major item to note is it has been determined that quite extensive background checks can be made and specific questions asked of the applicant regarding background history with the law. A separate questionnaire sheet will be added to the application to enable it to be kept confidential. The Committee will present the final form for consideration at the May meeting. Commissioner Howell made a motion to continue the moratorium on processing volunteer applications until the May 9, 1989 meeting in order to include the new application that will be presented at that meeting. Seconded by Commissioner Reeves. Carried unanimously. 7. Audit: Commissioner Howell made a motion to approve the audit in the amount of $26,200.62. Seconded by Comm. Reeves. Carried unanimously. Minutes April 11, 1989 Page 2 7. Commissioner Earle made a motion to authorize payment to Shortstop in the amount of $36.35 from the donation fund for purchase of food on 3/11/89 for Elm St. incident. Seconded by Commissioner Moravec. Carried unanimously. Commissioner Earle made a motion to authorize payment of $6.37 to reimburse Firefighter Krupa for a broken watch band that occurred while on duty at an incident. Seconded by Comm. Moravec. The Board would like requests for reimbursement of this type to be presented through the Firefighter's Union. A letter will be sent so stating. Carried unanimously. B. Chairman Cornelius read a letter from Company 2 requesting that they be relocated in an outside station. After a lengthy discussion regarding location of volunteer companies in the past, present and plans for the future, the Board decided to have this as an agenda item for the next meeting. The Board will hear from all interested parties regarding possible company locations. Chairman Cornelius also read a letter from Company #6 stating their opposition to any combining of volunteer companies. This item will also be considered in ongoing discussions of location of volunteer companies. 9. Commissioner Howell made a motion to approve Company #2's request to drop Marvin Allen from the company for non - payment of dues. Seconded by Comm. Reeves. Carried unanimously. 10. Chief's Report: - Monthly reports were received. Commissioner Earle feels there should be a shorter method of reporting this information to the Board. He would like to have a one - paragraph summary of activities - noting any significant items or changes. Other Board members would like to keep the current format. - The pre -bid conference with the architect and potential contractors for the construction /renovation project was held today. Bids will be opened at City Hall on Thursday, April 20 at 3:00 P.M. - The Board discussed a request from the City for an easement on property located next to Station #7. The owner of the property (through her attorney) has denied permission thus far for an easement. This is necessary to obtain access through an outside door. The Chief reported that Common Council could, if necessary, execute their right of condemnation if the easement is not obtained. 0 Minutes April 11, 1989 Page 3 - Apparatus status: The Chief reported the only engine out of service currently is #7 - having the cracked frame repaired in Auburn. Additional work needs to be done on the cracked weld in the booster tank of engine 902. - Specifications for the Heavy Rescue vehicle will be available at the next Board meeting. 11. A form for needy member requests of 2% funds was reviewed. A minor change was made. Commissioner Howell made a motion to approve the form as changed, and notify all parties that all requests for 2% funds for needy members be submitted to the Board on this form. At 2040 hrs. Commissioner Earle made a motion to adjourn the meeting. The motion was seconded by Comm. Moravec. Carried unanimously. Respectfully submitted, v David H. Cornelius, Chairman BOARD OF FIRE COMMISSIONERS MAY 91 1999 MINUTES PRESENT: Gary Moravec, Gloria Howell, Robert Earle and P.K. Reeves; ABSENT: David Cornelius 1. Vice Chairman Moravec called the meeting to order at 1905 hrs. 2. Additions /Deletions to the agenda: - Delete heavy rescue specs; - Add - SCBA equipment bids. 3. Persons wishing to speak to Fire Commissioners: - Scott Gingras, Co. #5, read a letter to the Board (see attached), that indicates Co. #4 and Co. #5 have agreed to share space at the new South Hill Station, and describes the terms of the agreement. This agreement has come about through joint meetings and has been approved by both companies. The Commissioners expressed their support and appreciation for the cooperative venture. - Tom Warner, Co. #2, reiterated his company's desire to be located at the new outside station on West Hill. He provided historical information that indicates this request has been expressed throughout the years. A record of Co. #2's volunteer responses for a number of years was also provided. Mr. Warner also restated that Co. #2 was unwilling to share this space with another company citing, what they feel, are various problems with that type of arrangement. (Co. #b has also stated at a previous Board meeting their unwillingness to share space). The Board reviewed the history of new station discussions and opportunities for company input of their desires. It is felt that Co. #b has been active in these discussions and it has been assumed they would occupy the new West Hill station. Comm. Moravec and Comm. Reeves also discussed operational aspects of the department and how and where vehicles and companies are placed in order to provide the best service to the fire protection area. This is also in accordance with the Town /City Fire Protection agreement that has been formulated over the past several years. The Board encouraged Co. #2 and Co. #b to meet jointly and try to work something out, as did Co. #4 and Co. #5. - Josh Wright and Will Martinson, members of Co. #9 discussed their frustration in not being familiar with procedures for membership applications, presentations at Board meetings, etc. Minutes May 9, 1989 Page 2 Co. #9 has frequent always go smoothly. appointment to talk clarification. 4. Correspondence: reorganization and'the transition does not It was suggested that they make an with the Chief and office staff for - Comm. Moravec read a letter that was addressed to the Mayor from Comm. Earle stating his separation from the Board of Fire Commissioners effective 6/30/89. (See copy attached). Commissioner Howell made a motion to accept, with regret, the resignation of Commissioner Earle. Seconded by Commissioner Reeves. Carried unanimously. - A request from Councilman Killeen to keep Station #9 as a polling place for the primary election in September and general election in November (despite renovation plans) was discussed. Commissioner Reeves made a motion to refer the matter to the City Engineer and Board of Public Works for their consideration as they will be considered Clerks of the Works for the renovation project. Seconded by Commissioner Howell. Carried unanimously. - Commissioner Howell made a motion to authorize $300 to Co. #4 for their representative to attend the CNY Firemen's Convention to be held in Utica, NY July 13 -15, 1989. Also, in keeping with past policy, the representative may provide justification to the Board for'expenses up'to $400.00 in the form of an expense account listing and /or receipts. Seconded by Comm. Reeves. Carried unanimously. - Comm. Reeves made a motion to approve Co. #7's request for attendance (with Engine #7) at several parades throughout the summer depending on availability of vehicle and personnel. Seconded by Comm. Howell. Carried unanimously. 5. Committee Reports: a.) Volunteer Membership Committee: Has not had an opportunity to meet since the last meeting. The Committee will meet to develop a draft of the new volunteer application and present it to the Board at a SPECIAL MEETING TO BE HELD ON THURSDAY, MAY 25TH AT 4:00 P.M. AT CENTRAL FIRE STATION. b.) Fire Department Staffing Committee: Comm. Moravec read the minutes of the last meeting. July 1st is the target date for committee recommendations. Comm. Moravec will replace Comm. Earle on this Committee. Minutes May 9, 1989 Page 3 6. Comm. Reeves made a motion to approve the audit in the amount of $20,567.73. Seconded by Comm. Earle. Carried unanimously. Comm. Earle made a motion to approve the minutes of the 3/14/89 and 4/11/89 Board of Fire Commissioner's meetings. Seconded by Comm. Reeves. Carried unanimously. Company #2 noted the deaths of members Robert Jenkins and Lloyd Ellis. 7. Comm. Howell made a motion to direct the City Chamberlain to immediately disperse $2,000 contractual services money to each of the 8 volunteer companies. Carried unanimously. 8. After discussion of 2% Foreign Fire Insurance funds and pending litigation that is preventing the funds from being distributed, Comm. Reeves made a motion to request Common Council to amend the 1989 operational budget of the Fire Department 435 Contractual Services account to include an additional $24,000 to be dispersed equally to 8 volunteer companies. Seconded by Comm. Howell. Carried unanimously. 9. Chief's Report: - Monthly reports were reviewed. Chief Olmstead reported that 1989 calls are running at a 2,700 -2,800 rate and the percentage of false calls is down. He reported that the Fire Department may approach the Ithaca Housing Authority and recommend a major overhaul of their fire alarm system. The Chief also noted that average volunteer response to calls is also down. - New Deputy Chief Tom Dorman, from Jamestown, will begin work here on May 22, 1989. 2 firefighters remain to be hired - waiting for an eligible list from Civil Service. The positions of Volunteer Coordinator and Training Officer have been approved through the Civil Service Commission and salary levels will be considered at the B & A meeting this month. After that time, advertising for the positions can take place. The Civil Service exam for the Training Officer will not be given until December 1989. - Common Council has approved the budget for the construction /renovation project and the Board of Public Works has awarded the bid to McGuire & Bennet as the General Contractor and electrical work to Bear Electric. Bid awards will include all options. - Ground Breaking ceremonies will be held on Fire Department Recognition Day - May 13 - 10:00 A.M. at the South Hill site and 11:15 P.M. at the West Hill site. Minutes May 9, 1989 Page 4 The Annual Recognition Banquet will be held the same night at Ithaca College - cocktails at 6:30 P.M. and dinner will be served at 7:30 P.M. Larry Davis will be the guest speaker. Lyle Neigh gave a report on his recent attendance at the 40th Annual International Association of Arson Investigators Seminar held in Clearwater Beach, Florida. This organization is developing a program for certifying fire investigators. Presently NYS does not certify investigators but will do so in the near future. Comm.-Earle expressed concern that Lyle does (and has done for a long time) the fire department's fire investigations as a volunteer and what if he decided he didn't want to do it any longer or was unable to do it. Chief Olmstead reported that Deputy Chief Wilbur is working on establishing a team of our own utilizing career personnel as well as volunteers. It appears that the County investigation team is not a likelihood. The Chief also reported that legal requirements may make it necessary for the department to do thorough investigations of all fires due to subrogations. 10. Comm. Earle made a motion to award the uniform bid to Rubens -Royal Uniform co. and the accessories bid to Lewis Uniform Co. as recommended by Deputy Chief Wilbur. Seconded by Comm. Howell. Carried unanimously. Comm. Howell made a motion to award the SCBA equipment bid to Jerome Fire Equipment Co. in the amount of $14,324.01. Seconded by Comm. Earle. The vote was as follows: Yes: Commissioners Moravec, Howell, and Earle; Abstain: Commissioner Reeves The motion carried. At 2100 hrs. the Board moved into Executive Session. The Board resumed open session at 2115 hrs. Comm. Reeves moved that the meeting be adjourned. Seconded by Comm. Howell. Carried unanimously. Respectfully submitted, Gary Moravec, Vice Chairman TO: BOARD OF FIRE COMMISSIONERS. FROM: COMPANIES 4 and 5. RE: RELOCATION OF COMPANIES TO OUTSIDE STATIONS. DATE: MAY 7, 1989. In response to your request for all companies to consider making a move to an outside station, Companies 4 and 5 have met to discuss a possible sharing of the South Hill Station. The result of these joint meetings is, Companies 4 and 5 have reached an agreement to share the South Hill Station. We agree to share equally the cost of any furnish- ings and equipment purchased by the companies for the station. We also agree to share equally in the cleaning and up -keep of all company areas, and to keep the new station in a presentable manner at all times. We feel a great working relationship has begun between our companies, and that-the implementation of our agreement would benefit both companies a great deal, as well as be a great asset to the department.This agree- ment has been approved by both companies, and we now ask for your con- sideration and approval of our agreement. U ptaln Compan #4 1st Lieutenant Company #5 BOARD OF FIRE COMMISSIONERS May 9, 1989 AGENDA 1. CALL TO ORDER - 7:00 P.M. 2. ADDITIONS /DELETIONS TO AGENDA 3. PERSONS WISHING TO SPEAK TO FIRE COMMISSIONERS - Discussion - Possible relocation of Volunteer Companies 4. Correspondence - Robert Earle - Letter of Resignation - Request for continued use of Station 9 as polling place - dependent on builder's schedule: Primary election September 12; General Election November 7. 5. COMMITTEE REPORTS - Volunteer Membership Application Committee - Fire Department Personnel /Manning Levels Committee 6. AUDIT MINUTES: 3/14/89 and 4/11/89 7. ACTION REQUIRED: Resolution - To direct City Chamberlain to immediately disperse $2,000 contractual services money to each of the 8 volunteer companies. 8. DISCUSSION AND POSSIBLE RESOLUTION: Request that the City pay, from unrestricted contingency, $3,000 to each Volunteer Fire Company, in lieu of the 2% Foreign Fire Insurance money that is being withheld indefinitely under advice of the City Attorney. This money is needed to provide the social activities necessary to maintain interest in the Fire Department. (The 7 year average distribution has been $3,969.70.) 9. CHIEF'S REPORT: - Monthly Reports - New Deputy Chief - Construction /Renovation Project - Recognition Day Activities - Other - Heavy Rescue Specs 10. CLOTHING BID AWARDS 11. EXECUTIVE SESSION V r' BOARD OF FIRE COMMISSIONERS SPECIAL MEETING: MAY 25, 1989 MINUTES PRESENT: Commissioners Cornelius, Moravec, Reeves, and Earle; ABSENT: Commissioner Howell 1. Chairman Cornelius called the meeting to order at 1607 hrs. 2. The Volunteer Membership Application Committee distributed a draft form of the proposed new application. Discussion followed regarding the new information and procedures to follow. The last 3 pages of the application contains personal information and will not be distributed, but will be included in a confidential personnel file in the Chief's office. Should the personal information contain items that might affect the applicant's membership, this information will be shared with the Companys' Investigation Committees. A new section of the application contains a Criminal Inquiry Waiver - the Ithaca Police Department, Ithaca College and Cornell University Security Divisions will all assist in this matter. The applicant is asked to sign a release for this information. When all is said and done, the Companies have the right to reject an applicant with no stated reason. Commissioner Earle asked if there is an appeal process. Yes, through the Board of Fire Commissioners. The new application, along with a packet of information, will be given to prospective volunteers as soon as minor revisions are made. Volunteers will be conducting a recruitment drive June 16 and 17. Training schedules will be determined with a minimum number of 8 recruits, but no more than 12 in a class. Commissioner Earle made a motion to accept the revised volunteer membership application process and the Board of Fire Commissioners responds favorably to the process. Seconded by Commissioner Reeves. Carried unanimously. 3. Chief Olmstead reported that the City's Budget and Administration Committee will meet tonight to establish salary levels for the Municipal Training Officer and Volunteer Coordinator's positions. 4. Correspondence: A letter has been received from Mayor Gutenberger indicating that the Town of Ithaca has appointed Lyman Baker to replace Robert Earle on the Board of Fire Commissioners effective 7/1/89. Gloria Howell has been reappointed for another 2 year term. A copy of a letter was read addressed to Common Council from the Company Captain's recommending that the Mayor reappoint David Cornelius to the Board of Fire Commissioners for another term. 5. Chairman Cornelius reported that the Human Services Committee considered the matter of distribution of 2% funds - they have determined that according to information received from City Attorney Nash, that these funds can be 4I Board of Fire Commissioners Minutes May 25, 1899 distributed and will be recommended to the B & A and Common Council that 8/9 of the funds be divided by 8 companies - 1% being held in the account. 6. Commissioner Reeves noted that the minutes of the May 9, 1989 meeting should reflect his abstention from the vote awarding uniform bids. 7. New Deputy Chief J. Thomas Dorman was introduced to the Board. 8. At 4:45 P.M. the Board moved into executive session to discuss a disciplinary matter. The Board resumed open session at 5:30 P.M. Meeting adjourned. Respectfully submitted, David Cornelius, Chairman BOARD OF FIRE COMMISSIONERS JUNE 13, 1989 AGENDA 1. ADDITIONS /DELETIONS TO THE AGENDA 2. PRESENTATION OF COMMISSIONER'S PLAQUE 3. PERSONS WISHING TO SPEAK TO FIRE COMMISSIONERS 4. CORRESPONDENCE ' 5. APPROVE MINUTES - MAY 9, 1989 MEETING 6. AUDIT 7. MEMBERSHIP CHANGES - Company #5 notes the death of Member Joseph Volpicelli 8. REIMBURSEMENT REQUESTS: - Company #5 requests reimbursement of $50.00 for Memorial Day Wreaths for departed members. - Company #1 requests $300.00 for representative to attend CNY Firemen's Convention in Utica, NY July 13 -15, 1989. - Local 737 - reimburse for soda for Agway Fire 5/20/89: $4.00 - Cayuga Bait: $77.96 for 1 Igloo Cooler (per BFC agreement at 12/13/89). - Reimburse Ed Olmstead (Petty Cash) $29.40 for food from Top's for Agway Fire 5/20/89. 9. POSSIBLE RESOLUTION: Whereas, The City is holding undistributed 2% Foreign Fire Insurance monies received prior to January 1, 1989 in excess of the $90,000 specified by the City Charter to be held for sick and indigent firefighters; And whereas, the volunteer companies are permitted, under the City Charter, to receive this money; And whereas, the Human Services Committee and the Budget and Administration Committee of Common Council have agreed to release a portion of these excess funds. Therefore, the Board of Fire Commissioners directs the City Chamberlain to pay $6,000 to each of the eight (8) volunteer fire companies from the 2% Foreign Fire Insurance monies re- ceived prior to January 1, 1989. 10. COMMITTEE REPORTS: - Volunteer Membership Application Committee - Mayor's Personnel Committee 11. CHIEF'S REPORT 12. EXECUTIVE SESSION BOARD OF FIRE COMMISSIONERS JUNE 13, 1989 MINUTES Present: Commissioners Cornelius, Moravec, Howell, Earle and Reeves. Chairman Cornelius called the meeting to order at 1910 hrs. 1. Additions /Deletions to the Agenda: - Local 737 request for reimbursement for lost personal items; - Co. #6 request for $300.00 for CNY Firemen's Convention. 2. Chairman Cornelius presented a plaque to outgoing Commissioner Earle and thanked him for his work on the Board. 3. Persons wising to speak to Fire Commissioners: - Lyle Neigh addressed the Board with his concern that volunteers (new and old) do not have the proper equipment (specifically minitors, scanners, or other radio devices) to enable them to know when there is a fire. He indicated that several years ago the fire horns were discontinued as it was thought, at that time, that modern means (radio communications) were sufficient in notifying volunteers that they were needed. The recent increase in new volunteers and the lack of enough minitors emphasizes this problem. He feels volunteers will get discouraged if they cannot respond to incidents simply because they have no means to know when to go. The Board discussed the year to year budget requests for new equipment and the year to year cuts in this category. It is felt that if the City is committed to the volunteer aspect of the Fire Department, that proper equipment be supplied to enable them to do the job. Commissioners Howell and Reeves will investigate the inventory and the need for more minitors, and report back to the Board at the July meeting. A request of Common Council to amend the budget to purchase more radio equipment may be recommended. - Dan Rhoads congratulated David Cornelius for his recent reappointment to the Board of Fire Commissioners by the Mayor. He reported that a letter of support of this appointment was sent to the Mayor from the volunteers. - Ellen O'Pray, Acting Captain of Co. #6, gave a presentation of recent history of activity by Company #6. She particulary noted that Company #6 has been in the top 3 responders for many years. 4. Correspondence - None Minutes June 13, 1989 Page 2 5. Commissioner Reeves made a motion to approve the minutes of the May 9, 1.989 meeting, noting one correction: Comm. Reeves abstained from voting on the Clothing Bid award. Seconded by Comm. Moravec. Carried unanimously. b. Commissioner Earle moved that the audit dated June 13, 1989 in the amount of $54,584.07 be approved. Seconded by Comm. Reeves. Carried unanimously. 7. Company #5 noted the death of Member Joseph Volpicelli. The Board discussed various methods in conveying their sympathies to the families of departed members. Volunteer companies should be reminded that notifications to the Board of deceased members should made in a timely fashion. Chairman Cornelius and Chris Brill will draft an appropriate letter to families. B. Reimbursement requests: Commissioner Howell made a motion to approve the following items be reimbursed from the Donation Account: - $50.00 to Company #5 for Memorial Day Wreaths for departed members; - $300.00 to Company #1 for their representative to attend the CNY Firemen's Convention in Utica, NY July 13 -15, 1989; - $4.00 to Local 737 for soda - Agway Fire 5/20/89; - $77.96 to Cayuga Bait for 1 Igloo Cooler (per BFC agreement at 12/13/88 meeting); - $29.40 to Edward Olmstead (petty cash) for food for Agway Fire 5/20/89; - $22.85 for Firefighter Tier (request from Local 737) to replace lost personal equipment at Agway Fire 5/20/89; - $300.00 to Company #6 for their representative to attend the CNY Firemen's Convention in Utica, NY July 13 -15, 1989. Commissioner Earle seconded the motion. Carried unanimously. 9. Commissioner Reeves made the following resolution: Whereas, the City is holding undistributed 2% Foreign Fire Insurance monies received prior to January 1, 1989 in excess of the $90,000 specified by the City Charter to be held for sick and /or indigent firefighters; And whereas, the volunteer companies are permitted, under the City Charter, to receive this money; And whereas, the Human Services Committee, Budget and Administration Committee, and Common Council have agreed to release a portion of these excess funds. Minutes July 13, 1989 Page 3 Now therefore be it resolved, the Board of Fire Commissioners directs the City Chamberlain to pay $69000 to each of the eight (8) volunteer fire companies from the 2% Foreign Fire Insurance monies received prior to January 1, 1989. Seconded by Commissioner Howell. Carried unanimously. The Board continued their discussions of their strong feelings that monies available to volunteer companies through the 2% funds should be distributed at the earliest possible time. 10. Committee Reports: - Volunteer Membership Application Committee - Lyle Neigh reported that a recruitment drive is scheduled over the next two weeks utilizing the recently revised volunteer membership application. It was noted that a minimum of eight recruits and a maximum of twelve is required to schedule a training session. Lyle reported that there have been "glowing reports" of the recent group of volunteers that have completed training. - Mayor's Personnel Committee - Chief Olmstead reported frustration in keeping committee discussions to the topic of emergency operations. A survey of 64 departments State -wide is being conducted for comparison purposes. The Committee would like to have recommendations ready by July 1. The Chief feels this may not be possible. 11. Chief's Report: - Monthly reports were received as presented; - The Chief gave a report of the recent fire at Agway that involved pesticides and herbicides. He described the fire as being minor - the exposure, uncertainty of situation, difficulty in securing assistance and answers, lack of proper training and equipment, all very frustrating. He praised those in charge with handling the incident and the consulting company hired to assist felt all did an excellent job under the circumstances. 18 Firefighters were hospitalized for precaution and all test results were negative; however, long term effects are not known. This incident indicates that the Ithaca Fire Department needs a somewhat higher level of equipment and training to respond to this type of situation. There is a need to develop capabilities on a small scale with known area hazardous materials i.e. chlorine. Minutes June 13, 1989 Page 4 The Human Services Committee would not release $15,000 that is in restricted contingency for hazardous materials. This incident has cost approx. $15,000 so far - consulting firm and replacement of contaminated turn -out gear and equipment. Reimbursement from Agway is a possibility. They have been totally cooperative. - Recall letters to inactive volunteers plectrons and minitors will be sent out help take up the slack for those active have this equipment. Company #3 and #4 for their members' use - a total of 7 bi Pagers cost $336.00 each. for department issued this week. This may volunteers who do not have ordered pagers 2tween the 2 companies. - The Chief presented a draft of specs received from Saulsbury Fire Equipment for a heavy rescue vehicle. - 1988 incentives will be available as soon as the bill for the Recognition Banquet is received and paid. - The chassis for 2 pumper vehicles will be ready for acceptance near the end of July. Delivery of the vehicles should be by December 1989. - There is not a schedule from McGuire & Bennett as yet for the construction /renovation project. Preliminary work by NYSEG, surveyors, etc. is being conducted on the new station sites. At 8:25 P.M. the Board moved into executive session to discuss a request of a needy member. At 9:06 P.M. the Board resumed open session. Commissioner Howell made a motion to direct the City Chamberlain to pay from the Active Firemen's Relief Fund $53.72 for a needy member of Co. #9. Seconded by Comm. Reeves. Carried unanimously. At 9:10 P.M. Commissioner Earle moved that the meeting be adjourned. Seconded by Comm. Moravec. Carried unanimously. Respectfully submitted, David H. Cornelius, Chairman BOARD OF FIRE COMMISSIONERS JULY 11, 1989 MINUTES PRESENT: Commissioners Cornelius, Moravec, Howell, Reeves and Baker. 1. Chairman Cornelius called the meeting to order at 1900 hrs. 2. Additions /deletions to the agenda: - Matters of reorganization: Chairman Cornelius welcomed newly appointed Commissioner - Lyman Baker - to the Board of Fire Commissioners. Chairman Cornelius called for nominations for Chairman of the Board. Comm. Reeves nominated Comm. Moravec. Seconded by Comm. Cornelius; Comm. Moravec nominated Comm. Cornelius. Seconded by Comm. Howell. The vote resulted in the election of Comm. Cornelius as Chairman of the Board. Chairman Cornelius called for nominations for Vice Chairman of the Board. Comm. Reeves nominated Comm. Moravec. Seconded by Comm. Howell. The vote resulted in the election of Comm. Moravec as Vice Chairman of the Board. Comm. Reeves made a motion to appoint Christine Brill as Clerk of the Board. Seconded by Comm. Howell. Carried unanimously. - Comm. Howell made a motion to approve a request for reimbursement of $18.8B (from the Donation Fund) made by Lyle Neigh for expenses during volunteer recruiting. Seconded by Comm. Baker. Carried unanimously. - Comm. Howell made a motion to authorize reimbursement to the City of Ithaca (from the Donation Fund) for a pizza from Pudgie's in the amount of $11.45 that was charged to the City for volunteers who were helping to move things from Central Fire Station due to renovations. Seconded by Comm. Baker. Carried unanimously. - Comm. Reeves made a motion to authorize a transfer of $1,000 from the Donation Fund Savings account to the Donation Fund Checking account. Seconded by Comm. Baker. Carried unanimously. - Two requests from needy members was referred to Executive Session. 3. Persons wishing to speak to the Fire Commissioners: - Dan Rhoads reported on the recent recruitment effort. 20 volunteers helped in various locations. 70 names were recorded - approximately 20 were from outside the district. Minutes July 11, 1989 Page 2 These names will be forwarded to the chiefs of the respective departments; one applicant was not appropriate; a little less than half are women. - Lyle Neigh reported that letters will be sent to all prospective volunteers, to invite them to a meeting - the hope is to get 12 volunteers to begin training. The Board thanked Lyle and Dan for all their efforts. - Lyle Neigh discussed his concern regarding volunteers' inability to drive on the Cornell Campus to respond to alarms, particularly now that.South Central Ave. is closed. A lengthy discussion followed. The Chief reported he is having discussions with Cornell about this issue and others related to response to fire alarms on all. levels. 4. Correspondence - none 5. Comm. Baker made a motion to approve the minutes of the June 13, 1989 meeting with one correction: the B & A Committee (not Human Services Committee) would not release continoency funds for hazardous materials. Seconded by Comm. Reeves. Carried unanimously. b. Comm. Moravec made a motion to approve the audit dated July 11, 1989 in the amount of $28,295.28. Seconded by Comm. Reeves. Carried unanimously. 7. The City Chamberlain provided a written update on 2% funds - the Board will receive copies. The City is still waiting to hear from the State and City Attorney on distribution of these funds. 8. Mayor's Personnel Committee - Report: The Chief reported there has not been much progress. He provided the Committee with results of the survey that were sent out to other departments. However, this does not change the staffing recommendations of the Fire Department. Alderman Booth reported that this recommendation is politically and financially difficult. Some positions may be funded but probably not all. He also talked about the continued and increased use of volunteers. The Chief pointed out that the Fire Department is the only department being asked to use volunteers in creative ways - no exploration of creative uses of volunteers in other departments, and not much willingness on the part of the City to explore these uses. Commissioner Howell stressed that if the emphasis is on the volunteers - they must be provided with the appropriate equipment. Pager Committee - no report. Minutes July 11, 1989 Page 3 9. Comm. Reeves made a motion to accept a donation from Cornell University in the amount of $500.00 for EMS services to be deposited in the Donation Fund Checking Account and that an appropriate thank you letter be sent to Gordon Maycumber. Seconded by Comm. Howell. Carried unanimously. 10. Chief's Report: - Monthly reports were reviewed. - The Chief reported on the July 3rd, 1989 bus accident at Shady Corners. He is concerned with the nature of the incident - on the low end of scale of severity and the degree of planning needed to deal with something on a more severe level. He is concerned with the incident command structure of the county - when many agencies are involved. Need planning. A critique of the incident will be offered for all agencies involved on July 24 or 25 at Boynton Middle School. - Heavy Rescue Specs - no report; - Turn out gear bids - may be a flaw in LaFrance bid - also other concerns. Deputy Chief Wilbur is working on this. - Requests for additional equipment items (originally taken out of budget) were approved by the B & A Committee contingent on Board of Fire Commissioner's approval. (No additional appropriations are necessary). Items include filling one vac- ancy: - Add 1 firefighter (to replace Judd Leonard); - 1 lot of SCBA equipment ($1,386.30); - 2 chain saws ($1,626); - 1 rescue mannequin ($350); - 1 industrial wet /dry vacuum cleaner ($663.76). Comm. Reeves moved to approve the above items as submitted to the B S. A Committee. Seconded by Comm. Moravec. Carried unanimously. - The Chief reported that Deputy Chief Wilbur is doing an excellent job in coordinating the construction /renovation project - he has great knowledge in this area. Building permits for Fire Station Construction /Renovations have not yet been issued by the City or Town of Ithaca. We have asked for no special favors and to be put into their regular processes. - The NYS Department of Labor has taken air samples (for exhaust fume levels) at all stations at our request. - Station #9 polling site is still a problem. The matter is referred to the City Engineer for dealing with the contractors. Minutes July 11, 1989 Page 4 At 8:45 P.M. the Board moved into Executive Session to discuss requests of needy members. The Board resumed open session at 9:15 P.M. Comm. Howell made a motion to authorize and instruct the City Chamberlain to pay from the Active Firemen's Relief Fund the following bills: 6985.75 for a needy member of Co. #1; and $145.78 for a needy member of Co. #1. Seconded Comm. Baker. Carried unanimously. Respectfully submitted, David H. Cornelius, Chairman BOARD OF FIRE COMMISSIONERS AUGUST 8, 1989 MINUTES 1 . Chairman Cornelius called the meeting to order at 1912 hrs . 2. • Additions/deletions to the agenda: - Add : Turn-out gear bid award 3. Persons wishing to speak to Fire Commissioners: - Councilman Dick Booth spoke on behalf of Common Council , to compliment the Fire Department for a. magnificent job during the Empire State Games. He also mentioned that the Ithaca Journal also congratulated the Fire Department along with other community organizations for ensuring that the games ran smoothly . 4 . Correspondence: - Memo from Councilman Dick Booth regarding Charter and Ordinance Revisions regarding fire codes. One package of revisions submitted by Deputy Chief Wilbur have been adopted and more will be considered . Chief Olmstead reviewed the ordinance revisions . - Charter changes regarding the distribution of 2'/, funds are still pending . 5. Commissioner Moravec made a motion to approve the minutes of the July 11 , 1989 meeting . Comm. Reeves seconded the motion. Chief Olmstead clarified the explanation of the addition of one firefighter . This position is to replace Firefighter Leonard who is currently assigned to Light Duty . When Firefighter Leonard retires, his position will not be filled again. Refer to Common Council meeting on July 5, 1989 meeting . The motion carried unanimously . 6. Commissioner Reeves made a motion to approve the audit dated August 8, 1989 in the amount of $38,279 .64 . Seconded by Comm. Moravec . Carried unanimously . 7. Chairman' s Report : - The Board discussed use of the Donation Fund , since these funds are dwindling . There are no written guidelines nor limits on amounts that can be requested . Commissioners Moravec and Cornelius will put together a proposal , discuss with the volunteer companies and the Union, and report back to the Board . Minutes August 8 , 1989 Page 2 - Update on 2/ money - The City Attorney has not had a response from the State as yet . It may be necessary to request an opinion from the State Attorney and State Comptroller . - The Board agreed to purchase 100 "Be a Volunteer" pins from Saulsbury Fire Equipment Co . (435 account ) to use in volunteer recruitment campaigns. - County Fire Advisory Board Report : - discussing the possibility of a county-wide volunteer recruitment campaign. - discussing the possibility of a county-wide fire investigation conducted by the Sheriff' s department . - Dispatching Standards Committee - changes impact on City volunteers using high band plectrons; amended 6 o 'clock announcement system. - County EMS program - developing policies for countywide EMS services. Also , TCIII now has money in their budget for EMS training aids. 8. A request from Company #7 for additional reimbursement from the CNY Firemen's Convention was tabled for further clarification. 9 . Chief' s Report : - Monthly reports were reviewed . Ed noted that bunkers Gingras and Scaglione are now reporting responses . - Empire Games - no notable problems or increased alarm activity. 15-20 career and volunteers on duty each shift . A gorge rescue - nice to have extra engine and manpower . - Further discussion of dispatching operations . - The Board will have a special meeting on August 31 , 1989 at 7:30 P.M. to discuss the 1990 budget proposal for submission to the Mayor by September 1 , 1989 . - The Board reviewed an update on the construction/renovation project supplied by Deputy Chief Wilbur . - Turn out gear bids were reviewed : Commissioner Moravec made a motion to accept the bids as recommended by Deputy Chief Wilbur . Seconded by Commissioner Howell . Vote was as follows : Yes: Commissioners Cornelius , Moravec , Howell ; Abstain: Commissioner Reeves. The motion carried . y I Minutes August 8, 1989 Page 3 - Deputy Chief Dorman and Firefighter Robinson flew to Ohio to inspect pumper chassis today - should be delivered to Saulsbury this week hopefully. The Chief will meet with Alan Saulsbury regarding several problems . Delivery on vehicles should be by January 10, 1990. - The Chief will be meeting with the City Controller regarding the vehicle replacement schedule . - An inspection of 939 by National Testing found a crack in the second section - Ed discussed the history of problems with Halpin - try not to do business with them again - address problems to Seagraves. Crack in cradle will be repaired by Fingerlakes Fabricating and should be back in service in a few days. - 933 will go to Baker on August 25, 1989 for factory work . - 901 Ward '79 - can' t keep water in it . - The Chief discussed the problem of underbudgeting for maintenance of vehicles. Consistent and preventative maintenance is a necessity for prolonging the life of the vehicles . 10. Committee Reports - - Mayor ' s Personnel Committee - will be meeting soon; - Pager Committee - no report . The Chief reported that pagers are being recalled from inactive volunteers and reissued to new and more active volunteers . If the recent volunteer recruitment campaign is successful , we will not have enough pagers to issue to them. 11 . At 9:30 the Board moved into Executive Session to discuss requests of needy members . The Board resumed open session at 9: 45 P.M. Commissioner Moravec made a motion to authorize the City Chamberlain to pay from the Firemen' s Relief Fund $1 ,873 . 47 for a needy member of Company 7 and $546.23 for a needy member of Company b. Seconded by Commissioner Reeves. Carried unanimously . The meeting adjourned at 9:46 P.M. Res ctfully submitted , ./.,,,,,,i/izKi-77Cie, Li David Cornelius, Chairman C , 4y C BOARD OF FIRE COMMISSIONERS SPECIAL MEETING: AUGUST 31 , 1989 MINUTES PRESENT : Commissioners Cornelius , Moravec , Reeves and Baker ; ABSENT: Commissioner Howell . 1 . Chairman Cornelius called the meeting to order at 7:35 P.M . 2. 1990 budget review: Commissioners reviewed each line of the proposed 1990 budget as submitted by Chief Olmstead . The main discussion centered on the request for additional personnel . The joint City/Town Fire Department Personnel Committee has recommended the addition of b positions in 1990 and b positions in 1991 . The current tentative budget reflects the addition of 16 positions in 1990: 8 Firefighters, 5 Lieutenants , 2 Code Specialists, and 1 Fire Protection Engineer . After a lengthy discussion of safety issues, the Board decided to accept the recommendation of the addition of 6 positions being added in 1990, but to also include the addition of 2 Code Specialists, along with a letter indicating the Board ' s continued support of the original recommendation of 16 positions . Commissioner Baker moved, to approve the draft 1990 Fire Department budget as revised , and to direct the Chief to forward the draft to the Mayor along with the letter regarding continued support of additional positions. Seconded by Commissioner Reeves. Carried unanimously. 3. The meeting concluded at 9:40 P.M. Respectfully submitted , if G fr- /f David H. Cornelius, Chairman BOARD OF FIRE COMMISSIONERS -- Z 195g � \� SEPTEMBER 12 , 1989 `' Gay It o""'y MINUTES I <r� co PRESENT: Commissioners Cornelius, Moravec, Howell and Baker; ABSENT: Commissioner Reeves 1 . Chairman Cornelius called the meeting to order at 1910 hrs. 2. Additions/Deletions to the agenda: - Co. #7 parade request 3. Persons wishing to speak to the Board of Fire Commissioners: - Josh Wright, speaking on behalf of Co. #9, wished to dispel rumors that Co. #9 was having difficulties and was in the midst of disbanding. 4. Correspondence: - Chairman Cornelius read a memo received from City Attorney Ralph Nash indicating that he was not able to obtain a definitive opinion from the State Comptroller's Office regarding the proper of distribution of 2% monies under the new state legislation effective January 1 , 1989 . He asked for permission to commence further court proceedings. The Board felt that this could result in several more years of litigation. Chairman Cornelius has been approached by Martin Luster's Administrative Assistant who offered her assistance in this matter. He will be in touch with her to set up a meeting. The City Attorney will also be asked to come to the meeting. More information will be reported at the October Board meeting. Also, the Board will request the Charter and Ordinance Committee to list 2% funds on the agenda of their next meeting as an agenda item. 5 . Commissioner Moravec made a motion to approve the minutes of the August 8, 1989 and August 31 , 1989 meetings as written. Seconded by Comm. Baker. Carried unanimously. 6. Commissioner Howell made a motion to approve the audit dated September 12 , 1989 in the amount of $34, 622 .02 . Seconded by Comm. Baker. Carried unanimously. I Minutes September 12 , 1989 Page 2 7 . Financial : - After a lengthy discussion, Commissioner Moravec made a motion to approve Co. 7 's request for additional funds relative to the CNY Firemen's Convention less the amount of the 3rd nights' stay at the hotel - total amount approved is $15.65 . This was determined after a careful look at the Convention dates and other members expenses for this convention; the Board feels the 3rd nights' stay was not warranted. Also, based on previous discussion of the dwindling funds in the Donation Account, guidelines for distribution of these funds for future conventions will be established. The motion was seconded by Commissioner Baker. Carried unanimously. - Commissioner Howell made a motion to approve reimbursement to Ed Olmstead (Petty Cash) in the amount of $14. 18 for food expenses during the Empire State Games. Seconded by Commissioner Baker. Carried unanimously. - Commissioner Howell made a motion to accept a donation from the Presbyterian Mission Apartments in the amount of $25 .00 (to be added to the Donation Fund Savings Account) and that an appropriate thank you letter be sent. Seconded by Commissioner Baker. Carried unanimously. 8. - Commissioner Moravec made a motion to approve requests from Co. #7 and Co. #9 to utilize apparatus for specific parades (as long as the apparatus and a driver is available - judgment of Chief Officer) . Seconded by Comm. Baker. Carried unanimously. - A request from Co. #9 to display apparatus on Central Ave. during Fire Prevention Week to raise awareness does not require Board approval . - The Board also considered a request from Co. #9 to allow for social members that would have all company privileges - i .e. legal access to the fire station. All Board members and the Chief were in agreement that there are many positive aspects in allowing for "social " members. Lyle Neigh, Chief Olmstead, and Josh Wright will amend the application to include this category and work on a list of criteria, limitations or restrictions for these members. They will report back to the Board at the October meeting. I Minutes September 12 , 1989 Page 3 9 . Chief's Report: - Monthly reports were reviewed. - The Chief reported that he will send a letter offering the Department's assistance and support, to the local organizing group who are planning for next year's CNY Firemen's Convention to held here in Ithaca. - Chief Olmstead reported that the chassis for the 2 pumpers have been delivered to Saulsbury and they should be on line within 2 weeks. He discussed some additions and deletions to the specifications. - Construction/renovation update - West Hill station - blocks have been set up to the ceiling; South Hill - still moving dirt around - problem with pipes. - Budget - The Chief distributed copies of the final budget that will be submitted to the Mayor tomorrow. - Chief Olmstead reported that he, along with Lyle Neigh, Dan Rhoads and David Stewart from C.U. , will be meeting with a group of C.U. seniors regarding a marketing project that will center on the Ithaca Fire Department. , - The Town of Ithaca hosted a non-economic issues meeting with representatives of ,Cornell University and Ithaca College to talk about assistance they might give to fire services. 10. At 2100 hrs. the Board moved into Executive Session to discuss a personnel matter. At 2105 hrs. the Board resumed open session. Meeting adjourned. Resp ctfully submitted, GEC 4 David H . Cornelius, Chairman Board of Fire Commissioners a 4" BOARD OF FIRE COMMISSIONERS ^ + CFF�CE ;iV u ` �t:.`I. OCTOBER 10, 1989 MINUTES \�, • PRESENT: Commissioners Cornelius, Moravec, Howell and Baker; EXCUSED: Commissioner Reeves 1 . Chairman Cornelius called the meeting to order at 1903 hrs. 2 . Additions/Deletions to the agenda: - Request from Jack Miller for appointment of representatives Tompkins County Fire and EMS Advisory Board. - Request for reimbursement from Ithaca Paid Firefighter's Association . 3. Persons wishing to address the Board of Fire commissioners: - Lyle Neigh (and others) expressed their concern regarding dispatching procedures. Volunteers are reporting many incidences where calls are not coming through on minitors or home monitors. This has been a problem in the past, but seems to be a larger problem recently. Volunteers also expressed concern that there were no call backs - they have no way to know that apparatus to an incident had been cancelled. After discussion, Chief Olmstead agreed to write a letter to Jack Miller expressing these concerns. 4. Commissioner Moravec made a motion to approve the minutes of the September 12 , 1989 meeting with one correction. Commissioner Reeves was excused from the meeting. Seconded by Comm. Baker. Carried unanimously. 5 . Commissioner Moravec made a motion to approve the audit dated October 10, 1989 in the amount of $14,499 .63. Seconded by Comm. Howell . Carried unanimously. 6 . Correspondence: - Resumes (available in the Fire Chief's office) for consideration to be appointed to the Tompkins County Fire and EMS Advisory Board are now available for anyone who is interested in serving on this Board. The appointment is for a two year term: 01/01/90 through 12/31/92 . Chairman Cornelius stressed that if Fire Departments do not make appointments to this Board, the Board of Representatives have the right to appoint public-at-large reps. Minutes October 10, 1989 Page 2 • - Commissioner Baker made a motion to authorize payment of $140 to Firefighter Garrett ( requested by Ithaca Paid Firefighters Association) for replacement of glasses that were broken at a training session (from the Donation Fund Checking Account) . Seconded by Comm. Howell . Carried unanimously. - The Board discussed two situations regarding fire department operations where neither the Board nor the Fire Chief were informed. One involved an inquiry the City Controller made of Bangs Ambulance regarding possible charging (to residents) for City Fire Department EMS responses; and the second involved a meeting called by the Town of Ithaca with representatives of Cornell University and Ithaca College about what they could provide to the fire department in lieu of taxes. The Board (and the Chief) are concerned that they should be involved in discussions that would affect the department's operations and feel they should be notified of meetings or informed of discussions that are taking place. The Board of Fire Commissioners will send the Mayor a letter (with copies to Common Council and appropriate parties) informing them of this concern. 7 . Membership Changes: - Commissioner Baker made a motion to approve the transfer of Stuart Carpenter from Co. #6 to Co. #9 (same request from both companies) . Seconded by Comm. Moravec. Carried unanimously. - Commissioner Baker made a motion to approve that Terry Poole be dropped from the role of Co. #6 for inactivity. Seconded by Comm. Howell . Carried unanimously. 8. Request by Co. #6 to rename the new station on West Hill : Fire Station #6 , stating that Co. #6 and Station#6 are well known associates and they would not like to see a 118 year history change. They are afraid the Station will be known as the West Hill Station. The Board discussed the naming of both the new stations since proposed signage and lettering were not included in the original contract. Comm. Moravec will check with the Oversight Committee on the change order. The Board does agree that the new stations do need to have identification. 9. Request by Co. #2 to retain Station #6 (after new station is completed) for use by Co. #2 as an active Fire Station. • Minutes October 10, 1989 Page 3 Chief Olmstead reported that a Capital Project request for 1990 for the feasibility and study of possible uses of Station #6 ($10,000) was denied. He also reported that the City/Town of Ithaca Fire Protection Contract calls for only 5 active fire stations. Personnel and apparatus distribution would not allow for an engine to be located at a 6th station. The Board encouraged, once again, that Co. #2 and Co. #6 get together and talk of sharing the new station on West Hill (as did Co. 's 4 & 5 for the South Hill Station. The Board further discussed possible uses for Station #6 when it becomes vacant. The Board of Fire Commissioners would have to approve the building as surplus, when the time comes. Prior discussions by the Board and staff have always been in favor of retaining the station for many purposes, however not an engine company. A committee will be established at the November meeting to look into possible uses and formulate a formal notification to the Mayor and Common Council of their intentions. 10. Ralph Nash - 2% Fund Update After a lengthy discussion involving Mr. Nash, Assemblyman Martin Luster, volunteers and Board members, regarding the legalities of distributing 2% Funds (those received before 01/01/89 and those received after 01/01/89) , the following resolution was moved by Commissioner Moravec, seconded by Comm. Howell and carried unanimously: WHEREAS, the laws of the State of New York and the City of Ithaca prior to 01/01/89 require Foreign Fire Insurance monies to be distributed to the volunteer fire companies and exempt benevolent organizations, AND WHEREAS, the City Charter wording upheld in the court decision - VanOrman vs Slade, AND WHEREAS, the Volunteer Veteran Firemen's Association have already received their one half share of all monies received prior to 01/01/89 , AND WHEREAS, the volunteer companies prefer to manage their own money, THEREFORE BE IT RESOLVED, that the Board of Fire Commissioners authorize the City Chamberlain to release the balance over $90,000 or $82 ,270.33 plus interest, to be divided equally among the eight volunteer companies. Minutes October 10, 1989 Page 4 A second resolution regarding investment of 2% funds was tabled. Attorney Nash will proceed with legal action to force the court to interpret the 2% legislation that became effective 01/01/89 and give an opinion as to how the money should be distributed. XI . Old Business - Volunteer Handbook Committee - No report (November agenda) Volunteer Application Committee - No report (Nov. agenda) XII . Chief's Report: - Monthly reports were reviewed; - 2 new pumpers are on line at Saulsbury; - Ladder 3 is back from Baker Engineering ; - Ladder 9 will go for repairs soon; - Heavy Rescue Specs . Committee met today - a final draft of their proposal will be available by the end of the week. A special meeting may possibly be set to review the specs. ; - Interviews for the Volunteer Coordinator position will be held on October 24th - 6 applicants; - The Civil Service exam for Training Officer will be given in December - announcements have been made. Interviews and applications will not be considered until after the exam is given; - Appointments for physicals for volunteer applicants will be made; - A recent arrest of a known thief of fire equipment, mostly gear and clothing , reminds everyone of station security. Staff is continually reminded to keep doors closed and locked particularly nights and weekends. - Construction/Renovation Project - 55% of renovations are complete and 30% of the new construction is complete. The first payment to the contractor is being made this month. At 2130 hrs. Commissioner Moravec made a motion to move into Executive Session to consider a request of a needy member. Seconded by Comm. .Howell . Carried unanimously. Minutes October 10, 1989 Page 5 AT 2135 hrs. the Board resumed open session. Commissioner Baker made a motion to approve a request of a needy member of Co. #6 . Seconded by Comm. Moravec. Carried unanimously. At 2136 hrs. Commissioner Baker moved that the meeting be adjourned. Seconded by Comm. Howell . Carried unanimously, Respectfully submitted, David H. Cornelius, Chairman Minutes October 10, 1989 Page 2 - Commissioner Baker made a motion to authorize payment of $140 to Firefighter Garrett ( requested by Ithaca Paid Firefighters Association) for replacement of glasses that were broken at a training session (from the Donation Fund Checking Account) . Seconded by Comm. Howell . Carried unanimously. - The Board discussed two situations regarding fire department operations where neither the Board nor the Fire Chief were informed. One involved an inquiry the City Controller made of Bangs Ambulance regarding possible charging (to residents) for City Fire Department EMS responses; and the second involved a meeting called by the Town of Ithaca with representatives of Cornell University and Ithaca College about what they could provide to the fire department in lieu of taxes. The Board (and the Chief) are concerned that they should be involved in discussions that would affect the department's operations and feel they should be notified of meetings or informed of discussions that are taking place. The Board of Fire Commissioners will send the Mayor a letter (with copies to Common Council and appropriate parties) informing them of this concern. 7 . Membership Changes: - Commissioner Baker made a motion to approve the transfer of Stuart Carpenter from Co. #6 to Co. #9 (same request from both companies ) . Seconded by Comm. Moravec. Carried unanimously. - Commissioner Baker made a motion to approve that Terry Poole be dropped from the role of Co. #6 for inactivity. Seconded by Comm. Howell . Carried unanimously. 8. Request by Co. #6 to rename the new station on West Hill : Fire Station #6 , stating that Co. #6 and Station #6 are well known associates and they would not like to see a 118 year history change. They are afraid the Station will be known as the West Hill Station . The Board discussed the naming of both the new stations since proposed signage and lettering were not included in the original contract. Comm. Moravec will check with the Oversight Committee on the change order. The Board does agree that the new stations do need to have identification. 9. Request by Co. #2 to retain Station #6 (after new station is completed) for use by Co. #2 as an active Fire Station. • A • PLEASE NOTE: THE DECEMBER 12 , 1989 BOARD OF FIRE COMMIS.S-IONERS WILL BE HELD AT 4:30 P.M. IN THE 4TH FLOOR .CONFEREN.CE ROOM AT CITY HALL.. r / ), i , • BOARD OF FIRE COMMISSIONERS • NOVEMBER 14, 1989 MINUTES �� �N, , PRESENT: Commissioners Cornelius, Moravec, Howell , Reeves, and Baker. 1 . Chairman Cornelius called the meeting to order at 1910 hrs. Marcia Lynch , newly hired part time Volunteer Coordinator, was introduced. Chief Olmstead gave the Board a brief description of her duties . Additions to the agenda: - Letter from Company #2 ; - Resumes for Fire Advisory Board candidates. 2 . Commissioner Baker made a motion to approve the minutes of the October 10 , 1989 meeting as written. Seconded by Comm. Howell . Carried unanimously . 3 . Persons wishing to speak to Board of Fire Commissioners: - Lyle Neigh complimented the successful containment of the recent fire on Cook St. The fire was stopped quickly with minimal damage. - Lyle noted that the two most recent fires were apparently caused by ashtrays that were dumped into plastic bags. He also noted that one fire was attempted to be reported by dialing 911 . This caused a delayed response - an operator (probably in Utica) answered the call and relayed the information to the Dispatcher . - Lyman Baker presented a letter from Robert Anderson asking that consideration be given to Company #2 to relocate in Station 6 when the new station on West Hill is completed. After a lengthy discussion, Commissioner Howell made a motion that Company #2 will have their home base at Central Fire Station until such time that other arrangements can be made (with other companies) . Seconded by Commissioner Reeves. Carried unanimously . 4. Commissioner Baker made a motion to approve the audit dated November 14 , 1989 in the amount of $30 , 912 . 11 . Seconded by Comm. Reeves . Carried unanimously. • Minutes November 14, 1989 Page 2 5 . Commissioner Baker made a motion to approve reimbursement to Ithaca Paid Firefighter ' s in the amount of $11 . 22 for soda for a fire at 116 W. Seneca St. (from the Donation Fund Checking Account) . Seconded by Comm. Moravec . Carried unanimously . 6 . Correspondence: - A memo from Ralph Nash was received on October 11 , 1989 as a follow-up to discussions at the 10/10/89 Board meeting regarding 2% funds and a possible claim by the Ithaca Paid Firefighters . - City Chamberlain, Debbie Parsons, provided an update on balances in the 2% Firemen ' s Relief Fund account. - A copy of a letter to the State Controller ' s office from Assemblyman Martin Luster, asking for an opinion on distribution of 2% funds dated October 18, 1989 was received . - A letter was received from Jim Mayer regarding information on restoration of the old steamer displayed at Central Fire Station . The steamer will be 100 years old in 6 years and there is a lot of interest in preservation of the vehicle. More information will be obtained regarding cost of restoration , conservation or a combination of the two before thought will be given to who will fund the project. - Chairman Cornelius read a statement he presented to the Town Board meeting in support of extending the town ' s contract. - Commissioner Baker made a motion to appoint Tom Mills as the representative to the Tompkins County Fire and Disaster Advisory board for a 3-year term: 1/1/90-12/31 /92 ; and John Ward as the Alternate. Seconded by Comm. Reeves. Carried unanimously. VII . Old Business : - After reviewing minor revisions to the Volunteer Application , Commissioner Baker made a motion to accept the application as presented . Seconded by Comm. Reeves. Carried unanimously. The Board also directs Volunteer Companies to begin reviewing their by-laws to update processes , etc. and provide the Board with a copy. - The Volunteer Handbook Committee will present a draft at the December meeting . R A Minutes November 14, 1989 Page 3 - Budget: The proposed 1990 Fire Department budget will be reviewed by the Budget and Administration Committee on Monday , November 20 , 1989 (probably beginning around 8 : 30 P.M. ) in Common Council Chambers at City Hall . After reviewing the budget as revised by staff , Commissioner Reeves made a motion to approve the budget with the addition of the following items: * Volunteer Retirement Program; * Bunker program & support items ; * Personnel - 6 firefighters ; * Equipment maintenance. The motion was seconded by Commissioner Moravec . Carried unanimously. The Board complimented the staff on the work they did in helping to reduce the budget in accordance with the Mayor ' s cuts . - Discussion of retention of Station 6 : The Board will send a letter to the Mayor indicating a Committee is established (Gloria Howell and Ken Reeves) to work with the Fire Chief on the advantages or disadvantages of retaining Station 6 when the new station is completed . Chief Olmstead reported that he has received some indirect information that the City is listing income in the 1990 budget in anticipation of the sale of Station 6 . He indicated further frustration with lack of communication between City officials, the department, and Board of Fire Commissioners regarding decisions that affect the department and operations. The Board has sent the Mayor a memo regarding their interest in being included in discussions, and other matters that relate to the Fire Department. - "Volunteer" pins will be ordered from Saulsbury. - Commissioner Moravec asked that the fire box at the High School be painted. VIII . New Business: - Commissioner Reeves made a motion to authorize the City Chamberlain to disperse 2% monies received after 1/1/89 as follows: 1/2 to Vet Volunteers; 8/9ths of the remaining half to be divided equally among the 8 volunteer companies; and 1/9th Minutes November 14, 1989 Page 4 to be held pending clarification as to whether paid firefighters are entitled to a ratable portion. Seconded by Commissioner Moravec. Carried unanimously. - After a review of the Heavy Rescue specs provided by Deputy Chief Dorman, Commissioner Moravec made a motion to approve the final specs and to authorize they go out to bid. Seconded by Comm. Baker. The vote carried with Commissioner Reeves abstaining . - Due to a conflict, the December 12 , 1989 meeting will begin at 4: 30 P.M. in the 4th floor conference room at City Hall . IX . Chief' s Report: - Monthly reports were reviewed. - A lawsuit in Balston Spa regarding volunteer firefighters , employee status, and OSHA rules was discussed. The suit found that volunteer firefighters are considered employees and must comply with OSHA rules. The Ithaca Fire Department already operates under this premise and exceeds OSHA standards. X. At 9 : 50 P.M. Commissioner Howell made a motion to adjourn the meeting . Seconded by Commissioner Reeves. Carried unanimously. Respectfully submitted, 2q;7 David H . Cornelius , Chairman BOARD OF FIRE COMMISSIONERS SPECIAL MEETING: NOVEMBER 28 , 1989 : 4: 30 P.M. MINUTES PRESENT: Commissioners Cornelius, Moravec, Howell , Reeves and Baker. 1 . Chairman Cornelius called the meeting to order at 1636 hrs. 2 . Commissioner Baker made a motion to accept a donation of a flag from Mrs . Ralph Howell in memory of her father , Louis E. Cook who was a member of Company #3 , and that she be sent an acknowledgement of the donation and that the flag will be flown over Central Fire Station . Seconded by Commissioner Reeves. Carried unanimously . 3 . After reviewing budget revisions in accordance with the Mayor ' s cuts , staff and Board recommendations, Commissioner Baker made a motion to approve the revised 1990 Fire Department budget. Seconded by Commissioner Moravec . Carried unanimously . A public hearing will be held cn the 1990 city of Ithaca budget on Wednesday , November 29 , 1969 at 7 : 00 P . M. The Budget and Administration Committee will meet on Thursday , November 30 , 1989 for their final review and recommendation . 4. The Fire Station Construction/Renovation Project Oversight Committee will meet on December 11 , 1989 . 5 . The next Board of Fire Commissioners meeting will be held on December 12 , 1989 at 1630 hrs . at City Hall , 4th floor conference room. The meeting concluded at 1700 hrs. Respectfully submitted, zy David H . Cornelius, Chairman s l • BOARD OF FIRE COMMISSIONERS DECEMBER 12 , 1989 MINUTES PRESENT : Commissioners Moravec , Reeves , Howell and Baker . ABSENT : Commissioner Cornelius (excused) . 1 . Vice Chairman Moravec called the meeting to order at 1639 hrs . 2 . The Board of Fire Commissioners will hold a special meeting on Thursday , December 28, 1989 at 1630 hrs. in the Fire Chief ' s office at Central Fire Station to consider end-of-year bills. 3 . Lyle Neigh addressed the Board with a concern regarding the quality of dispatching . He reported problems with understanding the announcements , lots of feedback noise , radio system design problems and employee turnover as ongoing problems . Others agreed that the situation could become dangerous . Common Council liaison Dick Booth expressed his unhappiness with the City ' s decision to sell Station #6 and understands the Board ' s frustration with perceived feelings of lack of input , communication with this and other situations ; however , he encouraged Board members to continue working on Fire Department matters and concerns and to continue to express these to Common Council and City administration . 4 . Correspondence: A letter from the School District requests the use of Central Fire Station for voting on Tuesday , May 1 , 1990 . The Board will approve the request if Central is available ( renovations completed ) ; a letter will be written asking them to delay making their decision on a polling place until the latest possible date . 5 . Commissioner Reeves made a motion to approve the minutes of the November 14 , 1989 meeting as written . Seconded by Commissioner Baker. Carried unanimously. 6 . Commissioner Howell made a motion to approve the audit dated 12/19/89 in the amount of $40, 349 . 02 . Seconded by Commissioner Baker. Carried unanimously . 7 . A request from the Tompkins County Firemen 's Association for purchase of an ad was deferred to the January meeting (Commissioner Cornelius has the information ) . Commissioner Howell made a motion to write a letter welcoming the CNY Firemen ' s Convention to Ithaca which will be held July 19-21 , 1990 "with headquarters at the Ramada Inn . Seconded by Minutes December 12 , 1989 Page 2 Commissioner Baker. Carried unanimously. 8. A report on the Volunteer Handbook will be given at the January meeting . 9 . The Board was asked to begin thinking about the recipient of the Commissioner ' s Award. 10. Chief 's Report: - RFP' s will be sent out after January 1 , 1990 for the Volunteer Length of Service Program. It is still unclear • about public referendums - in the City? in the Town? or both . - Monthly reports were reviewed and discussed . - Chief Olmstead reported on a fire at Ithaca High School today . He is concerned that school officials made no attempt to evacuate the building and also to put the fire out . He discussed a past problem in difficulty with school officials to deal with building code and safety procedures . He will also discuss the problems with school officials and possibly address the School Board . - Commissioner Reeves made a motion to accept a donation from the Pennysaver (which was collected from several area merchants ) in the amount of $101 . 50 . Seconded by Commissioner Howell . Carried unanimously . Thank you notes will be sent to the merchants . - Commissioner Baker made a motion to request that copies of volunteer Company ' s Annual Report on Revenues and Expenditures of Foreign Fire Insurance Premiums that are submitted to the State Comptroller ' s Office be submitted to the Board of Fire Commissioners . Seconded by Comm. Reeves . Carried unanimously . - The Chief updated the Board on the status of the Fire Training Center located at the City Golf Course and Stewart Park. A Capital Projects application for this item for 1990 was denied ; the site was not included in the Stewart ark Master Plan ; a letter was received asking that the site be relocated ; an agreement exists between the Department of Public Works and Ithaca Fire Department for use of the site; discussions with the County on a joint project have proved fruitless ; no support to relocate the Training center; no action can be taken until the D. E.C. finishes testing in the area. The Board agreed to authorize thq Fire Chief to update the Board of Public Works 'on the situation and to let the City Minutes December 12 , 1989 Page 3 Attorney know that the area is back on the list of hazardous materials generators . The Ithaca Fire Department intends top continue to use the site. - The Town of Ithaca Board has tabled action on adding additional staff to the Ithaca Fire Department until their meeting on December 29 , 1989 at 10 : 30 A. M. as they have not received information requested of the City Controller's office regarding contract language . - Discussion of the City' s interest in selling Station 6 : The Board of Fire Commissioners , according to the City Charter, has the right and power to dispose of or keep fire stations - the City Attorney has confirmed this ; however , the Common Council• could .approve a change in the City Charter. Also, an agenda item for the Planning and Development Committee meeting on December 13 , 1989 indicates a discussion of Station 6 as it relates to possible homeless housing . Again , the Chief is concerned and frustrated about the continued lack of communication from City officials as it relates to the business of the Fire Department and its operations. - Heavy Rescue Specs - discussion - as part of an executive session of the Budget and Administration Committee meeting , the Chief was questioned with concerns about the specs. Some members apparently felt that bidding procedures were not followed and what the design of the apparatus to include equipment was not appropriate . Technical questions were also addressed . He reviewed the history of bidding procedures for other department vehicles and this particular bid spec. does not vary from past procedures . Dick Booth recommended that specific concerns be obtained from the City Controller for review . In the meantime , the legal advertisements have not been published . 11 . At 1805 hrs . , Commissioner Howell made a motion that the Board move into Executive Session to discuss the Heavy Rescue bid specs , and that Commissioner Reeves be excluded from the session and discussion . Seconded by Commissioner Baker. Carried unanimously . The Board resumed open session at 1825 hrs . Commissioner Howell made a motion that the heavy rescue specs . stand as published ; and that the City Controller be requested to provide the Board of Fire Commissioners with his concerns relating to these bid specs. , in writing , within one week, and that the Board of Fire Commissioners will hold a special meet- Minutes December 12 , 1989 Page 4 ing to consider his concern and an addendum to the specs . be issued if necessary . Seconded by Commissioner Baker. The motion carried with Commissioner Reeves abstaining the vote. 12 . At 1827 hrs . Commissioner Baker moved that the meeting be adjourned . Seconded by Commissioner Howell . Carried unanimously. Respectfully submitted , ary Moravec , Vice Chairman BOARD OF FIRE COMMISSIONERS SPECIAL MEETING: DECEMBER 28 , 1989 MINUTES PRESENT: Commissioners Cornelius , Moravec, Reeves , Howell and Baker. 1 . Chairman Cornelius called the meeting to order at 1635 hrs . 2 . Commissioner Moravec made a motion to approve the audit dated December 28, 1989 in the amount of $11 , 293 . 42 . Seconded by Comm. Howell . Carried unanimously. 3 . Letters of Disclosure : After a lengthy discussion regarding Commissioner Reeves ' participation (or non-participation) in discussions related to vehicle specifications and bids , Commissioner Howell made a motion to continue to accept and abide by the terms of Commissioner Reeves ' appointment (see his letter to the Board of Fire Commissioners dated August 1988) that he will not participate in the discussions related to specifications and he will abstain from voting on any vehicle bid issues . Seconded by Comm. Moravec . The motion carried with Commissioner Reeves abstaining . Commissioner Reeves will update his declaration of terms of his appointment . (See attached) . Chairman Cornelius , at the suggestion of the State Auditor, also prepared and read a letter of disclosure regarding his appointment as a Fire Commissioner as it relates to his employment at the Tompkins County Trust Company . ( See attached ) . 4 . Heavy Rescue Bid Specifications : Chief Olmstead read a memo from City Controller Cafferillo that indicates his concern regarding the heavy rescue bid specifications . Each item of concern was discussed and a summary of the items and the decision made is outlined in a memo to the City Controller dated December 29 , 1989 (see attached) . Commissioner Baker made a motion to approve all the items discussed and the determinations made regarding the bid specifications for the heavy rescue vehicle. Seconded by Commissioner Howell . The motion carried with Comm. Reeves azstaining . Minutes December 28 , 1989 Page 2 An addendum of these items will be sent to all prospective bidders . They will need to sign the addendum and return it with their bid proposal . A pre-bid conference will be held on January 18, 1990 at 1 : 00 P.M. in the second floor conference room at City Hall . At 1730 hrs . Commissioner Baker moved that the meeting be adjourned . Seconded by Comm. Moravec . Carried unanimously . Respectfully submitted , 1;_d// Zh David H . Cornelius , Chairman