HomeMy WebLinkAboutMN-BFC-1997 Budget Related InformationCITY OF ITHACA
310 WEST GREEN STREET
ITHACA, NEW YORK 14950
OFFICE OF
BOARD OF FIRE COMMISSIONERS
Harold J.Perry
President Veteran Volunteer Firemen
136 Seven Mile Drive Lot38
Ithaca,NY 14850
RE Ithaca Fire Department Explorer Post February 7,1997
Dear Hap,
Fire Chief Brian Wilbur and Volunteer Cordinator
Marcia Lynch,most volunteer companies,think a explorer post
properly run,would be benefical to the department and to the
kids it would serve.
It needs program leaders and participants from the
companies,paid staff and the Veteran Volunteer Firemen.
The vets have the time,knowledge,space and ways to generate
money for the post.
Crucial adult leadership is what the exploreres need.
Membership is what the veteran volunteer firemen need.
Young people are out there just waiting to belong,learn,
and carry on firematic traditions.Together everyone would
benif it .
TEL (607)272.1234
FAX (607) 272 -2793
David French - 273 -0072 of the Boy Scouts is the contact person.
Please bring this before the membership.
CC:Fire Chief ✓ate V`�'��� Cc��" K�FC
Marcia Lynch
+n
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CITY OF ITHACA
310 WEST GREEN STREET
ITHACA, NEW YORK 14650
OFFICE OF
BOARD OF FIRE COMMISSIONERS
Seville S.Reulein
4398 Iradell Road
Ithaca,New York 14850 February 8,1997
Dear Seville,
Its been over two years since we dissused the
CANTEEN BUS idea.Everyone thought it was a good idea.I have
a proposal which would benifit veteran firemen,the canteen
bus,Ithaca Fire Department,class 111 people and maintain,
peppetuate the traditions and social relations cherished by
all members of the Ithaca Fire Department.
TEL (607) 272 -1234
FAX (607) 272 -2793
In a letter to Hap Perry,president of the Veteran Volunteer
Firemen,I have explained the need of a Ithaca Fire Department
Explorer Post-(copy enclosed).The Post would help our
youth who want to learn firefighting,help ourself and keep
the Ithaca Fire Department supplied with knowlegeable people
into the next century.0ur membership would also grow.
Donation of a bus or van might be possible thru the State,
maybe Cornell or Army reserve.Getting in shape,outfitting
with supplies,operating it at fire scenes,recruitment drives,
Central New York Firemen events,local carnivals,Ithaca Festival,
training sessions,and whereever we were needed,Would keep
the Explorer_ busy.
So Seville,won;t you please form a Explorer Post committee,
write letters,E- mail,internet,conduct meetings to gather
information,interest,to form the Veteran Volunteer Firemen
Explorer Post,get off the ground into a CANTEEN BUS and move
on down the road into the 21st century.,
Thank You,Lyman Baker,Chairman BFC
CC:Fire Chief
Marcia Lynch
David French,Boy Scouts
A
"An Equal Opportunity Employer with an Affirmative Action Program" +i1r Recycled Paper
CITY OF ITHACA
310 WEST GREEN STREET
ITHACA, NEW YORK 14850
OFFICE OF TEL (607) 272 -1234
BOARD OF FIRE COMMISSIONERS FAX (607) 272 -2793
Harold J.Perry,President VVFA
Raymond Bordoni,Trustee
John Mikula,Trustee
Alexander VonGordon,Trustee Fenruary 10,1997
RE:Guide lines on request for funds from the veteran
volunteer relief fund.
Only upon the written recommendation of the
veteran volunteer firemen trustees and president, to the
Ithaca Fire Department Board of Fire Commissioners,the board
will be authorized to pay from the principal of such fund,
the amounts necessary or desirable for the relief of any
sick,indigent,or disabled member.The total amount so paid
to anyone member shall not exceed the amount of two hundred
dollars ($200). City Charter 6.4- section 7.
The City of Ithaca Chamberlain holds the VVFA relief fund
which amounts to about $9,000.00.Ithaca Fire Department Fire
Commissioners are trustees of all monies now constititing oP,
the veteran volunteer firemen relief fund.
All requests are to be done in executive session,are personal
and confidential.
04 Yvj OA- Vc�
Lyman Eaker,Chai man BFC
CC.Fire Chief
Commissioners
Marcia Lynch
A
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CITY OF ITHACA
310 WEST GREEN STREET
ITHACA, NEW YORK 14850
OFFICE OF
BOARD OF FIRE COMMISSIONERS
Fire Commissioners: Guide lines; February 10,1997
Request for funds from the 2% RELIEF FUND.
City Charter 6.4- section 6.
Ithaca Fire Department Fire Commissioners are to be trustees
of all monies now constituting of "The active Firemem,s
relief fund"
Monies,gifts or property whatsoever acquired for relief
or benifit purposes,to be accumulated as a relief fund for
sick,indigent or disabled firemen,with power to draw upon
such fund for temporary relief and benefits only,as such
board shall determine.
The sum of ninety thousand dollars (90,000.00) shall remain
as the balance of said relief fund.
TEL (607) 272 -1234
FAX (607) 272 -2793
The request form covers Insurance coverage,employment,fire
department activity and if eligble for any other relief fund.
The applicant must have his /her company action documented
and signature of company officer.
This action is in executive session,personal and confidential.
In the past requests,the board has tried to make companys,
veteran volunteer firemen be responsible for funds they might
be able to help with on certain requests.The Vets have a relief
fund constituting od $9,000.00) of which the board are trustees.
A member can only draw $200.Then only upon written recommendation
of trustee and president of said association.
c�.11�,✓P� --
Lyman Baker,Chairman BFC
CC: Fire Chief
Marcia Lynch
Harold Perry
Trustees VVFA
n
"An Equal Opportunity Employer with an Affirmative Action Program" Recycled Paper
CITY OF ITHACA
310 WEST GREEN STREET
ITHACA, NEW YORK 14850
OFFICE OF
BOARD OF FIRE COMMISSIONERS
ITHACA FIRE DEPARTMENT
Filing System
Location - Cabinet ±.
Folder
Company Captains May 23,1997
TEL (607) 272 -1234
FAX (607) 272 -2793
In order to be in compliance with General City Law,section 16 -a "Volunteer
membership of Fire Companies" each company must review their membership residence for
all active firefighters.
Any person elected to membership as a volunteer member of a fire company shall be a
resident of the city or of the territory outside the city which is afforded fire protection by the
fire department of the city.
The membership of a volunteer member of a fire company shall terminate when he
ceases to be a resident of the city or any territory outside the city which is afforded fire
protection.
Any fire company may authorize the continued membership of any volunteer member
where such member notifies the secretary of his fire company (a) that he plans to change his
residence (b) that by reason of his residence in the vicinity and his usual occupation he will
be available to render active service.
Such authorization shall not become effective unless approved by resolution of the
board of fire commissioners.
Such authorization shall be pursuant to the by -laws, if any, of the fire company;
otherwise by a three - fourths vote of the members of the fire company present and voting at a
regular or special meeting thereof.
The membership of any volunteer fireman shall not be continued and persons shall not
be elected to membership if by so doing,the percentage of such nonresident in the fire
company would exceed forty -five centum of the actual membership of the fire company.
Things to do ASAP: See if your company by -laws reads contrary to the above laws.
Captains meeting May 27,1997 GPM. Let the board of fire commissioners know by letter,
status of each affected volunteer by our June 10,1997 GPM meeting.
Lyman Baker 4, yN'`- OLA--\. L--
Chairman, Board of Fire Commissioners
"An Equal Opportunity Employer with an Affirmative Action Program" W Recycled Paper
ITHACA BOARD OF FIRE COMMISSIONERS
JUNE 10, 1997
AGENDA
I. CALL TO ORDER -1800 HRS.
II. APPROVAL OF MINUTES - MAY 13, 1997 meeting
III. ADDITIONS /DELETIONS TO THE AGENDA
IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS
V. CORRESPONDENCE:
VI. MEMBERSHIP CHANGES
VII. MISC. REPORTS:
- AUDIT
- TOMPKINS COUNTY FIRE ADVISORY BOARD - minutes of April 28,1997 meeting
VIII. DEPARTMENT REPORT (CHIEF, DEPUTY CHIEF, VOLUNTEER
COORDINATOR AND TRAINING)
IX. OLD BUSINESS
- Guidelines for use of City contract monies - (referred to Company Captains group at
April 13 meeting)
- Station 7 Committee Report
- IFD Clambake - July 13?
- Two Levels of active volunteers as it relates to incentive monies (Chairperson Baker)
- Company #6 -125 years old - proclamation
- Common Council presentations: New Recruits & FF Shawn Flynn's commendation
- Finalize Company Contracts
X. NEW BUSINESS
XI. EXECUTIVE SESSION - if needed
XII. ADJOURN
CITY OF ITHACA
310 West Green Street Ithaca, New York 14850 -5497
OFFICE OF THE FIRE CHIEF
Telephone: 607/272 -1234 Fax: 607/272 -2793
MEMORANDUM
To: Board of Fire Commissioners
From: FC Brian Wilbur
Re: Company Agreements
Date: 11 MAR 97
A review of the status of the company agreements produces the following information.
1) All companies with the exception of Company # 4 received the full $2,000.00
appropriation in 1996.
2) Company # 4 did not turn in any paperwork of any kind regarding the agreement, the
voucher for payment, or any correspondence.
3) Company # 7 has on file a letter dated 07 JUN 96 which states the company unanimously
voted to not sign the agreement. I believe they changed that position based upon the
continuing discussions of the company captain's unit and me on the agreement format and
content.
4) The basis for receipt of funds in 1996 was an understanding from the company to
participate in the process of executing a formal agreement, based upon the proposed
agreement which had been distributed. The executed agreement was supposed to be
received no later than 31 JUL 96.
5) It appears that Company # 3 is the only company with an agreement on hand signed by
company officers.
6) The proposed contract period in the agreement is 01 JUL - 30 JUN for each year.
"An Equal Opportunity Employer with a commitment to workforce diversification." 100
ITHACA BOARD OF FIRE COMMISSIONERS
JULY 29,1997 - SPECIAL MEETING
1998 BUDGET CONSIDERATION
MINUTES
PRESENT: Commissioners Lyman Baker, Robert Romanowski, Paul Alexander and
Cynthia Yahn;
ABSENT: Commissioner Alvin Nelson.
Chairperson Baker called the meeting to order at 1805 hrs.
II. Chief Wilbur reported that he would like to reschedule budget deliberations as
he just received new instructions on how the budget is to be prepared and hasn't
had enough time to be ready for this meeting. The deadline for the budget to be
submitted has not been changed - it is still August 1st which is this Friday.
- Among the new information received are items relating to inter - departmental
charges eg. Water & Sewer is assessing an administrative surcharge on the Ithaca
Fire Department for services they (W & S) provide; we in turn, need to provide a
summary of our costs for things like fire hydrant testing and other services.
The Board of Public works is again considering charging IFD employees and
bunkers for parking in City lots - we need to calculate the impact - they have not
yet talked about charging volunteers.
The Chief needs to prepare expenses and revenues - will take some time to
gather information - we have the records - info. needs to be compiled.
- Comm. Yahn indicated that the administrative costs need to be addressed also.
- Chief Wilbur reported that also he has been told that contractual increases
(estimated for those who are negotiating a contract) are not to be included so
there is no misunderstanding or foregone conclusion of what is being negotiated.
A memo for final definition of this item has not yet been received.
Chairperson Baker made a motion to continue this meeting on Thursday, July
31st (tentatively); the Board to assemble at 1830 hrs. and be prepared to vote at
1900 hrs. This arrangement is due to everyone's varying schedules. Board
members may stop in the office during the day on Thursday if they would like to
take a longer look at the budget. The motion was seconded by Comm.
Romanowski. Carried unanimously.
III. At 1820 hrs., Comm. Romanowski made a motion to adjourn the meeting.
Seconded by Comm. Alexander. Carried unanimously.
Ithaca Board of Fire Commissioners
July 29, 1997
Page 2
Respectfully submitted,
Christine M. Wilbur, Clerk
Ithaca Board of Fire Commissioners
Minutes will be reviewed for approval at the 09/09/97 meeting.
ITHACA BOARD OF FIRE COMMISSIONERS
AUGUST 5,1997 - SPECIAL MEETING
1998 BUDGET CONSIDERATION
MINUTES
PRESENT: Commissioners Lyman Baker, Robert Romanowski, Paul Alexander and
Cynthia Yahn;
ABSENT: Comm. Alvin Nelson
I. Chairperson Baker called the meeting to order at 1807 hrs.
II. 1998 Budget - Review:
- Chief Wilbur reported that he has had 5 different budget instructions in 5 days'
time - from July 28, 1997 through August 1st, 1997 (the day the budget was due
to be submitted).
- The most recent instructions include:
1. Absorb contractual increases - estimated increases where contracts are being
negotiated;
2. Submit 2 scenarios: 0% increase and -4% increase. Instructions were also to
prepare a -8% increase but do not submit unless directed.
3. Submit other scenarios if desired.
Chief Wilbur first reviewed the 4% increase scenario:
- All equipment would be eliminated (normally $25- 36,000);
- 400 accounts would be cut by 38 %;
- Not realistic to cut utilities -could reduce spending by shutting off outside lights
at outside stations (could be a safety problem);
- Keeps all currently funded positions;
- Would change dramatically how we operate day -to -day - negative impact all
around;
- Protective equipment reduced from $20,000 - $4,000;
- Contractual items eg. uniforms have to stay in;
- Cut fuel supplies - stop all discretionary driving eg. National Night Out, Pub
Ed Activities at outside locations;
- 435 line which includes OSHA mandated physicals and inoculations - cut in
half - have been relatively generous - would have to tow the line - only those
things that are required;
- Volunteer lines - all are cut;
- 440 line for training - cut from $30,000 down to $4,000 - keeping bare minimum
for bunkers, new members and EMT training - no mileage for anything -
department vehicle or no mileage reimbursement;
- Program supplies - $26,000 cut to $11,000; no postage machine;
- Property maintenance - cut 32 %;
- Equipment Maintenance - $77,000 cut to 25% to $52,000 - no body repairs or
painting; one aerial totally out of service; only test two (of three) aerials; general
maintenance only;
- Equipment Parts & Supplies - cut 25 %.
The next budget submission scenario to be considered is: 0% increase PLUS the
addition of 4 firefighters:
- Chief Wilbur reported this is a very risky proposal;
- Takes -4% and adds 4 firefighters plus a few extras;
- No equipment;
- Utility cuts;
- Clothing - add 4 new Firefighters to clothing allowance;
- Annual physicals would have to be increased to accomodate new positions;
-1/2 of volunteer program restored;
- Add 1/2 of training;
- Some mileage added;
- Some program supplies addition;
- Rental - some items added back in;
- Maintenance - test 3 aerials.
Chief Wilbur feels strongly enough about the need for additional personnel that
it may be worth taking the risk with this version of the budget.
The next budget submission scenario to be considered is: 0% increase - no new
positions.
- This version would not be too bad - most lines are the same as 1997 with some
exceptions;
- Clothing line is cut some;
- Contractual services gets cut;
- Staff development gets cut;
- Lose some protective equipment;
- Not able to finish project of providing computers to outside stations;
- Training budget would be cut by $12,000.
Chief Wilbur reported he would prefer to start at 0% PLUS 4 firefighter positions.
Everything else is almost the same as 1997.
Comm. Yahn feels not a good message to say we could be willing to take a 4% cut to get
4 new firefighters.
Comm. Romanowski feels it is ridiculous to suggest that we could work with -4% or
-8 %, that the operating budget cannot be cut.
Chief Wilbur next reviewed a chart showing revenues from 1981 through 1997 - an
increase of 515% from 1981; the budget increased 233% during the same period - a 25%
to 50% ratio of revenue to budget increase.
The Town of Ithaca contract, as well as Cornell University's contribution to the City for
fire protection, escalates each year - feels others are not increasing their share in the
same percentage.
Chief Wilbur read the position statement of the Ithaca Paid Firefighter's Association
indicating they would not support any of the budget scenarios prepared as all
jeopardize firefighter health and safety. However, they do support additional positions
but not cuts to the operating budget.
The Chief, as well as the Board, agreed that a -4% plus 4 firefighters was too risky.
Comm. Romanowski said he could support the 0% plus 4 firefighters budget only if the
volunteer company appropriations were added back in to the same level as 1997.
Deputy Chief Dorman indicated that the Board needs to look closely at the volunteer
program and actual contributions as it relates to the whole budget.
In summary:
1. -4% - mandated by the Mayor - BFC won't support
2. -0% - mandated by the Mayor - BFC won't support
3. -0% plus 4 firefighter positions - Chief prefers
4. -0% same as 1997 including contractual increases, no new positions.
Continued discussion included:
- The Board advised not to submit the version of -4% plus 4 firefighters;
- Chairperson Baker feels important to request new positions;
- RRP evaluation is complete - one recommendation is to increase minimum manning
from 11 -13 which means at least 8 new positions; Chapter C Committee
recommendations include adding a position to the Fire Department which is not
addressed in this budget;
- These two studies have indicated that the Fire Department needs more people;
- Comm. Romanowski indicated that the only way to reach a -4% would be to close
another station; however we still have an obligation to provide service to Town.
- Comm. Romanowski feels strongly about not cutting company contract money -
maybe consider a gradual decrease in future years;
- Comm. Romanowski wants less cuts in volunteer lines to make it more even.
Ithaca Board of Fire Commissioners
August 5,1997
Page 4
- Comm. Yahn suggests across the board cuts;
After all discussion, Comm. Yahn offered a resolution (SEE ATTACHED), seconded by
Comm. Romanowski, and carried unanimously.
III. At 2000 hrs. Comm. Yahn made a motion to adjourn the meeting. Seconded by
Comm. Romanowski. Carried unanimously. Meeting adjourned.
Respectfully submitted,
( � - Y&"Z4�
Christine M. Wilbur, Clerk
Ithaca Board of Fire Commissioners
Minutes will be reviewed for approval at the 09/09/97 meeting.
08/05/97
CITY OF ITHACA
310 West Green Street Ithaca, New York 14850 -5497
OFFICE OF THE FIRE CHIEF
Telephone: 607/272 -1234 Fax: 607/272 -2793
At a special meeting of the Ithaca Board of Fire Commissioners to consider the 1998
Ithaca Fire Department budget submittal, the following resolution was offered by
Comm. Cynthia Yahn , seconded by Comm. Robert Romanowski and carried
unanimously:
RESOLVED, the Ithaca Board of Fire Commissioners concludes that any decreases in
the operating budget of the Ithaca Fire Department is unacceptable at this time. And,
FURTHER, we recommend that for 1998 a budget be adopted that increases four (4) Fire
Fighter positions and cuts no operating expenses. This is the only course of action that
will reverse the trend of attrition that has eroded the capabilities of this department
thus far;
FURTHER, our position reflects that in order to meet the 1997 budget, one fire station
has been closed and one station operates at half capacity. Further closings will
adversely affect our revenue status, our intermunicipal relations, and most importantly
the safety and lives of our staff and community.
THEREFORE BE IT RESOLVED, that in order to comply with the Mayor's directive, the
Ithaca Board of Fire Commissioners reluctantly submits a compromised budget that
reflects a "0% plus four (4) Fire Fighter positions" which includes estimated
contractual increases.
Lyman Baker
Robert Romanowski
Cynthia Yahn
Paul Alexander
"An Equal Opportunity Employer with a commitment to workforce diversification." Z •
ITHACA BOARD OF FIRE COMMISSIONERS
AUGUST 12,1997
MINUTES
PRESENT: Commissioners Lyman Baker, Robert Romanowski, Cynthia Yahn and
Alvin Nelson;
ABSENT: Commissioner Paul Alexander
Chairperson Baker called the meeting to order at 1807 hrs.
- Matters of reorganization were again tabled to the next meeting when all
Board members will be present.
II. Comm. Romanowski made a motion to approve the minutes of the July 8,1997
meeting as written. Seconded by Comm. Nelson. Carried unanimously.
III. Additions/ Deletions to the Agenda:
- Chairperson Baker has an item to add under New Business
IV. Persons wishing to speak to Board of Fire commissioners:
- Seville Reuhlin reported that he has spoken to Bill Sorgi from the VFW who
agreed that they could supply free ice during a working fire or disaster. IFD
personnel can contact him at home day or night. (We will provide the staff with
his name and phone number).
- Ernie Jackson addressed the Board to ask permission to solicit funds needed to
complete the restoration of the Firemen's Monument in the City cemetery.
Seville Reuhlin indicated that he was aware the Veteran Volunteer Firemen's
Association would be able (and already planned) to finance the end of the
project.
- Lyle Neigh reported on his recent attendance at the Ohio Arson Training
School sponsored by the International Association of Arson Investigators, Ohio
University and the Ohio State Fire Marshall's office. He has attended this
program for several years and again noted that it is an exceptional program. He
brought back a book and lots of materials provided at the School. Also, for the
first time, we will be able to send a blank tape and two discs and the school will
send us the whole program for free to share with other IFD personnel.
V. Correspondence - None
VI. Membership Changes - None
Ithaca Board of Fire Commissioners
August 12, 1997
Page 2
VII. Miscellaneous Reports:
- Chairperson Baker made a motion to approve the audit in the amount of
$10,394.59. Seconded by Comm. Romanowski. Carried unanimously.
- Tompkins County Fire Advisory Board - Lyle Neigh reported that about 90% of
the meeting was devoted to the completion of the 911 program. He also reported
that there are training programs coming up and all will be notified of the
schedule.
- The Board recognized David Banfield, member of Co. #7, for saving a life using
CPR while he was on vacation. Chairperson Baker will write him a letter of
recognition from the Board.
- Report to the Town of Ithaca by Comm. Romanowski - see written report in the
Minute Book.
VIII. Department Report (Chief, Deputy Chief, Volunteer Coordinator and Training) -
see also written reports in the Minute Book.
Chief Wilbur offered the following highlights of his report:
Administration:
- The 1998 operating budget submittal was delivered to the Mayor and City
Controller on August 7,1997 - the meeting scheduled for August 14, 1997 at 8:30
AM needs to be changed - Board representatives will be notified of date and
location.
- 1998 Capital Budget was submitted - no word yet on status.
- Career Personnel Report - see DC Dorman's report.
- Eileen Abbey has been hired as the Administrative Assistant - Financial as of
August 1, 1997. She is currently receiving orientation and training.
- RRP Evaluation Committee has released their final report. A meeting will be
held August 28th to hear from the committee and to discuss their findings.
- Chief Wilbur reported that current overtime expenditures indicated that we
will be significantly over the 1997 appropriation - a comprehensive analysis and
report will be provided in the near future.
Ithaca Board of Fire Commissioners
August 12,1997
Page 3
Fire Prevention Bureau
- Chapter C Committee is preparing their final report;
- Cause & Origin Team report - see attached report from Assistant Chief
Wheaton;
- National Night Out - IFD participated and the community appreciates our
participation;
- The retroactive requirements of the City of Ithaca Smoke /Heat Detection
Ordinance come due on August 15, 1997. The Building Dept. will be taking
action against those who have not yet complied. Approximately 90 systems have
been planned, reviewed and tested this year.
Operations
- See report from Deputy Chief Dorman in Minute Book
Training
- See report from Assistant Chief Wheaton in Minute Book
Volunteer Services Division
- Vol. Coordinator Marcia Lynch reported that the Americorps program has not
been approved for next year. She noted that the reason stated was not due to
program quality.
- See written report in Minute Book.
IX. Old Business
- Station 7 Status - no report;
- 1996 Commissioner's Award - plaque and certification have been done and the
award will be made in September;
X. New Business
- At the request of Assistant Chief Lee Labuff, the Board was asked to consider a
stipend' for bunkers Pete Snell and Tom Basher for working as squad leaders for
bunker training. He indicated that they worked very hard, did an excellent job,
and put in approximately 56 hours each week for two weeks on their own time.
A suggested stipend of $200 each was suggested.
After discussion, Chairperson Baker will write a letter to each of the volunteer
companies and the Vets to ask for a donation to finance the stipend. The stipend
will be paid out of the donation account and be reimbursed by contributions
from the companies.
- At this time, the Board recognized the efforts of Clerk, Christine Wilbur and
presented her with a check for $50.00 to acknowledge her work.
Ithaca Board of Fire Commissioners
August 12, 1997
Page 4
XI. At 1845 hrs., Comm. Nelson made a motion to adjourn the meeting. Seconded
by Comm. Romanowski. Carried unanimously.
Respectfully submitted,
Christine M. Wilbur, Clerk
Ithaca Board of Fire Commissioners
Minutes will be reviewed for approval at the 09/09/97 meeting.
ITHACA BOARD OF FIRE COMMISSIONERS
SEPTEMBER 9, 1997
AGENDA
I. CALL TO ORDER -1800 HRS.
- MATTERS OF REORGANIZATION: ELECTION OF CHAIRPERSON AND VICE
CHAIRPERSON
II. APPROVAL OF MINUTES - July 29, 1997, August 5,1997, & August 12, 1997
III. ADDITIONS /DELETIONS TO THE AGENDA
IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS
V. CORRESPONDENCE:
VI. MEMBERSHIP CHANGES
VII. MISC. REPORTS:
- AUDIT
- TOMPKINS COUNTY FIRE ADVISORY BOARD
VIII. DEPARTMENT REPORT (CHIEF, DEPUTY CHIEF, VOLUNTEER
COORDINATOR AND TRAINING)
IX. OLD BUSINESS
- Stipends for Bunker Training Squad Leaders Pete Snell and Tom Basher - $200.00 each
One donation from Co. #1 - $40.00
X. NEW BUSINESS
- Thanks to Senator Seward to allow insurance coverage for career fire personnel on
special teams (eg. Inter- municipal Haz -Mat teams, etc.)
- Hose Replacement Bid - see resolution proposed by Deputy Chief Dorman
XI. EXECUTIVE SESSION IF NEEDED -
XII. ADJOURN
s- .�f
CITY OF ITHACA
310 West Green Street Ithaca, New York 14850 -5497
OFFICE OF THE FIRE CHIEF
Telephone: 607/272 -1234 Fax: 607/272 -2793
REMINDER
THE NEXT REGULAR MEETING OF THE ITHACA BOARD OF FIRE
COMMISSIONERS WILL BE HELD ON TUESDAY, SEPTEMBER 9, 1997
AT 6:00 PM AT CENTRAL FIRE STATION.
PLEASE NOTE: THE MEETING WILL BE HELD IN THE SECOND FLOOR
MEETING ROOM.
"An Equal Opportunity Employer with a commitment to workforce diversification." t.*f
ITHACA BOARD OF FIRE COMMISSIONERS
OCTOBER 14,1997
MINUTES
PRESENT: Commissioners Robert Romanowski, Lyman Baker, Paul Alexander, Alvin
Nelson and Cynthia Yahn.
I. Chairperson Romanowski called the meeting to order at 1800 hrs.
- Commissioners were reminded to attend the Ithaca Fire Department budget
hearing on October 23,1997 -1930 hrs. in Common Council Chambers at City
Hall.
II. Comm. Baker made a motion to approve the September 9, 1997 minutes as
written. Seconded by Comm. Nelson. Carried unanimously.
III. Additions/ Deletions to the Agenda:
- Chairperson Romanowski - add to New Business: Policies & Procedures
Manaual for Board of Fire Commissioners;
- Comm. Yahn - add to New Business: DOT Report
- DC Dorman - delete Hose Replacement bid from Old Business (taken care of
last month).
IV. Persons Wishin5g� to Speak to Board of Fire Commissioners:
- Bill Gilligan ji,ead of the Company Captain's group thanked Deputy Chief
Dorman and Chief Wilbur for their support of the department picnic held last
month at the Vet Volunteers on Elmira Rd.
- He also inquired of the status of the City Contracts sent to the City Attorney's
office - Chief Wilbur will check.
- Lyle Neigh reported that the Rededication of the Firefighter's Monument in the
City Cemetery held on Saturday was very successful. Many people contributed
to this notable event.
- Ernie Jackson asked that all those who videotaped the event to get together to
make one tape to keep on file - Lyle Neigh indicated that someone is already
taking care of this.
V. Correspondence:
- Chairperson Romanowski read a written account of Ithaca Volunteer David
Riker (Co #2, Class III), while working on his postal route, reported a fire at 1308
E. Shore Dr. and assisted while waiting for Lansing Fire Department (and Ithaca
ITHACA BOARD OF FIRE COMMISSIONERS
OCTOBER 14,1997
PAGE 2
Fire Department on mutual aid) to respond. He received a donation from the
residents of the property which in turn he donated to the Chuckie Fletcher
Memorial Fund. Comm. Baker, at Ernie Jackson's suggestion, will nominate him
for the Central NY Firemen's Association annual award.
VI. Membership Changes: none
VII. Miscellaneous Reports:
- Comm. Baker made a motion to approve the audit in the amount of $. Comm.
Nelson seconded the motion. The motion carried with Comm. Yahn abstaining
as she had not had a chance to review the audit.
- Tompkins County Fire Advisory Board - Deputy Chief Dorman reported on the
following items:
- The budget for the Fire Coordinator's office was submitted to the County
and appears to be in good shape;
- The Fire Coordinator has submitted a capital budget item for a
microwave and radio update project - Jack Miller expects the result to be
the County will have 95% hand -held coverage - this is a huge project;
- Lee Shurtleff reported on 911- no increase in calls -1/3 of all calls are for
police; they are receiving approximately 50 test calls per month;
- Walter Groman reported that there are 3 non - voting seats available on
the Central NY EMS Council if anyone is interested.
VIII. Department Report - see written reports from Chief Wilbur and Deputy Chief
Dorman in Minute Book. Chief Wilbur highlighted his report with the following
items:
LIFE SAFETY: Chief Wilbur
Administration:
1. 1998 Operating Budget - again, reminder that the Fire Department
budget hearing is scheduled for Thursday, October 23rd at 1930 hrs. The
Mayor's budget message was also distributed to Board members (see copy in
Minute Book); also, City officials are predicting severe cutbacks, including
layoffs, for 1999.
2. Capital Projects requests - Mayor has recommended approval except a
drastic cut in the amount for Central Kitchen renovations - $40,000 down to
$5,000.
3. Personnel Report - see report from DC Dorman.
4. RRP Eval. & Status: A committee of Lieutenants is working on moving
back to Central until recommendations for better accommodations (computer
access, administrative aides) can be made at Station 9; a neighborhood meeting
ITHACA BOARD OF FIRE COMMISSIONERS
OCTOBER 14,1997
PAGE 3
for residents of West Hill to discuss fire protection in their area will be held on
October 21st at 7 PM at Station 6 - Town Supervisor Valentino and Fire
Department officials will be on hand to speak and answer questions.
5. State St. Parking lot - Comm. Yahn suggested Board members and Fire
Dept. reps. meet with Common Council member Susan Blumenthal and the
Planning & Development committee to state our case once again. She will make
the contact. Lyle Neigh suggested the City could offer the County spaces in the
Woolworth's lot (since they are going to close) instead of the State St. lot.
Chief Wilbur also reported that IFD will be charged. (in the budget
process) for 4 spaces in the Dryden Rd. parking garage for our bunkers who live
at Station 9. DPW in turn will show the income as revenue. The Board discussed
the appearance that the Fire Dept. is the only City Dept. being charged for
parking for employees. Chairperson Romanowski will approach the Mayor on
this subject to try and get an answer.
Fire Prevention Bureau
1. Chief Wilbur reported on all the Fire Prevention Week activities - and
thanked all those involved - everything went well. He expressed his
appreciation especially to Lyle Neigh for all his work on the Firemen's
Monument in the City Cemetery - the ceremony was very well done.
2. Chapter C Committee - report not yet distributed.
3. Cause & Origin Report - Assistant Chief Wheaton will submit at a later
date.
Safety
1. Health & Safety Committee - Assistant Chief Vliet held an
organizational meeting on September 29 - future meetings will be scheduled.
Any safety or health related issues can be directed to AC Vliet and his
committee.
OPERATIONS: Deputy Chief Dorman
Response
1. September 1997 Incidents -see attached report
2. Due to the nature of some recent mutual aid requests (for IFD special
services eg. high angle rescue, Cause & Origin team), Lt. Schnurle has been asked
to evaluate our mutual aid relationship and to make recommendations.
Support
1. See attached report from DC Dorman - one correction: LTI will be
bringing a truck to IFD to test drive & operate on October 20th (as opposed to
going to LTI).
ITHACA BOARD OF FIRE COMMISSIONERS
OCTOBER 14,1997
PAGE 4
VOLUNTEER SERVICES DIVISION:
Volunteer Coordinator's report will be available at a future date.
IX. Old Business
- Stipends for Bunker Training Squad Leaders - Board members reviewed a
memo from Chief Wilbur (see copy in the Minute Book) as well as a history of
payment of stipends. The Board agreed that a vote on the current request for
stipends should occur before a discussion of changing a precedent. Therefore,
Chairperson Romanowski made a motion to authorize payment of a stipend of
$200.00 each for Pete Snell and Tom Basher for Squad Leader participation in
Bunker Training. Seconded by Comm. Yahn. Carried "unanimously.
Comm. Yahn would like to again ask the Volunteer Companies to give a
donation toward this cost as Co. #1 was the only company to respond. Bill
Gilligan reported that Co. #6 did not object to the people involved personally,
only to the manner in which the stipends are given - hit or miss, no consistency.
Ernie Jackson asked that Co. #1's donation be returned as it was not fair they
were the only ones to contribute. The Commissioners asked that a return of the
donation wait until others had a chance to respond and the Board has more time
to deliberate the issue.
The Board will devote a major portion of a future meeting to the issue of
stipends.
X. New Business
- Chairperson Romanowski asked the Board to consider spending time to
organize a Policies and Procedures manual that would include items such as:
- Board responsibilities as outlined in the City Charter,
- Volunteer Company agreements;
- Description of Volunteer Class Terms: eg. I, II, III
- Policies & Procedures
- Descriptions & policies regarding funds held by BFC
- And anything else the Board feels appropriate.
- Comm. Yahn reported on the aftermath of the Octopus Project and a committee
that is addressing 15 issues with the NYS Department of Transportation. She
described the process and items related to the Fire Department eg. delayed traffic
signals for emergency vehicles. Funding sources for all items are being explored.
Chairperson Romanowski reported that Conrail is changing to Norfolk Western
ITHACA BOARD OF FIRE COMMISSIONERS
OCTOBER 14,1997
PAGE 5
and any agreements made with Conrail eg. calling ahead when coming through
town, probably will vanish.
XI. At 1915 hrs. the Board moved into Executive Session to discuss a personnel
matter.
At 1929 hrs. the Board resumed Open Session. Comm. Baker made a motion to
approve a request of $100.00 from the donation fund for employee recognition.
Seconded by Comm. Nelson. Carried unanimously.
The 1996 Annual Commissioner's Award will be given on Thursday, October 27,
1997 at 1930 hrs. at teh B & A Committee Meeting of Common Council.
XII. The meeting adjourned at 1930 hrs.
Respectfully submitted,
Christine M. Wilbur, Clerk
Board of Fire Commissioners
The minutes will be reviewed for approval at the November meeting
CITY OF ITHACA
310 West Green Street Ithaca, New York 14850 -5497
OFFICE OF THE FIRE CHIEF
Telephone: 607/272 -1234 Fax: 607/272 -2793
TO: BOARD OF FIRE COMMISSIONERS
FROM: CHRISTINE M. WILBUR, CLERK
DATE: OCTOBER 19,1997
RE: NOVEMBER BOARD MEETING
Due to the Veteran's Day Holiday (office closed) on November 11, 1997 which is our
next regularly scheduled meeting, I would like to propose that we have the Board
meeting the day before - MONDAY, NOVEMBER 10, 1997.
Please let me know as soon as possible if this is all right. Thank you.
cc: Chief Wilbur
Deputy Chief Dorman
VC Lynch
AC Wheaton
"An Equal Opportunity Employer with a commitment to workforce diversification." t.j
TO:
FROM:
DATE:
RE:
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850 -5690
OFFICE OF THE CITY ATTORNEY
Mariette Geldenhuys, City Attorney
Patricia M. Kennedy, Assistant City Attorney
All Department Heads
Patricia Kennedy, Assistant City Attorney
October 23, 1997
Handbook for Board /Commission Members
Telephone: 607/274 -6504
Fax: 607/274 -6507
After I recently issued a memo to boards and commissions
regarding Executive Sessions, I received a number of questions
including some from Common Council. This resulted in a
presentation at the last Community Issues Meeting and my
realization that I did not send the Executive Session memo to the
Department Heads, many of whom provide staff for the boards and
commissions. I am rectifying that mistake right now. With this
memo, you should find a copy of my memo to the boards and
commissions regarding Executive Sessions.
I also realized that we do not have any uniform set of materials
which we provide to new members of boards and commissions and I
would like to assemble such a set. Khandi Sokoni from my office
is looking through our old legal opinions files to pull out any
previously issued memos to boards and commissions on subjects of
general interest. We are going to use those documents as the
base material for this handbook. If you are providing materials
to new board and commission members, other than a copy of the
ordinances which they will be administering, I would like to have
copies of what you are distributing, or at the very least, a list
describing what they are receiving.
I have targeted January for the completion of this project, so I
would like to hear something back from you by November 14.
At some point after that, if we haven't heard from you, we will
be calling to nudge you along.
An Equal Opportunity Employer with an Affirmative Action Program'
is
t�
CITY OF ITHACA
108 East Green Street Ithaca, New York 14850 -5690
OFFICE OF THE CITY ATTORNEY
Mariette Geldenhuys, City Attorney Telephone: 607/274 -6504
Patricia M. Kennedy, Assistant City Attorney Fax: 607/274 -6507
MEMORANDUM
TO: City Boards and Commissions
Mayor and Common Council
FROM: Pat Kennedy, Assistant City Att me
DATE: September 25, 1997
RE: Executive Sessions �L
Our office has received several requests for clarification of how to apply the Open
Meetings' Law rules regarding executive sessions. One of our law students, Colleen Kennedy,
has prepared the basic work of this memo to help explain when an executive session, that is one
which is closed to the public, is permitted and who may attend an executive session.
Which issues qualify for an executive session?
With very few exceptions, a quorum of any of our Boards and Commissions is considered
a public body, which is subject to the state's open meeting law. The Open Meetings Law allows a
public body to discuss a variety of issues at a closed, " executive" session. However, the public
body can only hold an executive session if its reason for doing so is one of the eight reasons listed
in § 105(1) of the Public Officers Law.' These reasons are:
1. To consider subjects which could put the public in danger if they are discussed in a
public meeting,
2. To consider any issue which could reveal the identity of a law enforcement agent or
informer,
Example: discussing an undercover investigation of criminal activity.
3. To consider information relating to current or future investigation or prosecution of a
crime which could threaten effective law enforcement if disclosed,
Example: discussing police officers' efforts to collect evidence showing that a house is
being used for the manufacture of illegal drugs, where public discussion of these efforts is likely
to cause the person manufacturing the drugs to move to another location.
'See In re Previdi V. Hirsch, 524 N. Y. S.2d 643, 646 (Sup. 1988).
FAcolleen \executiv
An Equal Opportunity Employer with an Affirmativc Action Program' �«
4. To discuss court proceedings, including proposed or pending lawsuits,
Example: discussing whether to accept a settlement agreement proposed by a person
suing the public body.
5. To consider negotiations with a union,
6. To discuss the medical, financial, credit or employment history of a particular person or
corporation, or matters leading to the appointment, employment, promotion, demotion, discipline,
suspension, dismissal or removal of a particular person or corporation,
Example: discussing whether to suspend or recommend suspension of an employee.
7. To discuss the preparation, grading or giving of examinations, and
8. To discuss the proposed purchase, sale or lease of land and/or buildings, or the
proposed purchase of securities, or the sale or exchange of securities held by the public body, but
only when publicity would substantially affect the value the property.
Example: discussing whether to purchase property, in cases where a property owner's
knowledge of the public body's desire to purchase the property would cause the property owner
to substantially raise the price of the property.
Courts will not give a broad meaning to these reasons for going into executive session,
because they believe the legislature wanted to significantly limit the use of executive sessions
when it passed this law.' The public body is not permitted to state that it is holding an executive
session for one of the reasons stated in the Public Officers Law, then discuss other topics while in
executive session.' The motion to hold an executive session may not just re -state one or more of
the reasons provided in the Public Officers Law.' Instead, the motion must identify with some
detail the subject matter to be discussed in the session.' For example, in order to hold an
executive session to discuss a lawsuit (reason 94), the public body must identify the particular
lawsuit that it will discuss.' In contrast, though, in order to hold an executive session to discuss
a personnel matter (reason 4 6), the public body need not and should not publicly identify the
person that it will discuss.' However, the public body must describe the nature of the personnel
matter to be discussed.'
1981).
'See Daily Gazette Co, Inc. v. Town Bd., Town of Cobleskill, 444 N.Y.S.2d 44, 46 (Sup.
'See In re Gordon v. Village of Monticello, Inc., 620 N.Y.S.2d 573, 575 (3d Dep't 1994).
``See id. at 574.
'See id. at 575.
'See Daily Gazette Co., Inc. at 46.
'See In re Gordon, at 575.
'See id.
FAcolleen \executiv 2
What may be done at an executive session?
The public body may discuss any of the topics listed in the Public Officers Law in an
executive session. However, the Public Officers Law does not allow a public body to appropriate
money, by formal vote, while in executive session.' Also, one court has decided that a public
body cannot create a full -time Village position during executive session, because the public should
be allowed to voice its opinion regarding the creation of a new position in the local government
before such a position is created.10 Creating a new position can be distinguished from reason 96,
which allows discussion of appointing or hiring a person, because reason #6 applies to positions
which already exist. In other words, in executive session, a public body can discuss whether to
hire a certain candidate to fill a position. However, the public body may not discuss whether to
create an entirely new position during an executive session.
Who must attend an executive session?
There are no laws or court cases which require anyone to attend an executive session.
Bob Freeman, the Executive Director of the New York State Committee on Open Government,
and the person who provides opinions on the meaning of the Open Meetings Law, has stated that
the law does not require anyone to attend an executive session.
Who may attend an executive session?
According to Mr. Freeman, any member of the public body holding the executive session
may attend the session. For example, if a school board holds an executive session, any member of
the school board can attend that session. Also, the public body holding the session can give
people permission to attend the session. For instance, the State Comptroller has decided that a
public body holding an executive session can permit the Town Clerk to attend the session."
However, the public body is not free to permit anyone to attend an executive session. For
example, one court decided that a school board could not permit the lawyer representing a person
suing the school district to attend the board's executive session." Although there is no clear rule
listing types of people who are not permitted to attend an executive session, the court in the
school board case described above concluded that allowing the attorney who was sing the school
board to attend the session defeated the stated purpose of having the session, which was to
discuss a pending lawsuit privately, in order to avoid revealing the school district's legal theories
'Public Officers Law §105(2).
"In re Gordon, at 575.
"Opinions of the State Comptroller 78 -462.
I=In re Previdi, at 646.
FAcolleen \executiv
to the person suing the school district.13 Therefore, before a public body gives someone
permission to attend an executive session, it should consider whether that person's attendance at
the session will defeat the stated purpose of the session. If the person's attendance would defeat
the stated purpose of the session, then that person should not be permitted to attend the session.
So, for example, if a personnel matter is to be discussed, anyone who is not entitled to that type of
confidential information, should not be invited to attend.
13 Id.
FAcolleenlexecutiv 4