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HomeMy WebLinkAboutMN-BFC-2006-08-08OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 NOTICE THE REGULAR MEETING OF TEL (607) 272 -1234 FAX (607) 272 -2793 THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: AUGUST 9, 2006 AT 6:00 P.M. AT THE ITHACA CENTRAL FIRE STATION 310 WEST GREEN ST., ITHACA, NY. A "An Equal Opportunity Employer with an Affirmative Action Program" 0 Recycled Paper CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 OFFICE OF ° BOARD OF FIRE COMMISSIONERS TEL (607) 272 -1234 FAX (607) 272 -2793 PLEASE NOTE CORRECT DATE'S THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: TUESDAY AUGUST 8, 2006' AT 6:00 P.M. AT THE ITHACA CENTRAL FIRE STATION 310 WEST GREEN ST., ITHACA, NY. "An Equal Opportunity Employer with an Affirmative Action Program" 0* Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS AUGUST S„ 2005 AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES - June 2006 III. ADDITIONS /DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE VI. MEMBERSHIP CHANGES: VII. MISCELLANEOUS REPORTS: A. TOWN OF ITHACA B. AUDIT C. TOMPKINS COUNTY FIRE ADVISORY BOARD VIII. DEPARTMENT REPORTS: A. CHIEF: B. DEPUTY CHIEF /TRAINING C. FIRE PREVENTION BUREAU REPORT - Codes Division - Fire Investigation Unit - Juvenile Firesetters Program - Public Education IX. OLD BUSINESS - X. NEW BUSINESS - XI. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS AUGUST 8, 2006 MINUTES PRESENT: Commissioners Romanowski, Alexander and Gilligan, one vacancy; Common Council Liaison Robin Korherr. ABSENT: Commissioner Williams. Chair Romanowski called the meeting to order at 1805 hrs. II. Chair Romanowski made a motion to approve the June 2006 minutes as written. Seconded by Com. Gilligan. Carried unanimously. III. Additions /Deletions to the Agenda: - Chief Wllbur - add 2007 budget submittal discussion to Old Business; - Chair Romanowski - add correspondence from Lee Shurtleff to Old Business. IV. Persons wishing to speak to Board of Fire Commissioners - None. V. Correspondence - None. VI. Membership Changes - None. VII. Miscellaneous Reports: A. Town of Ithaca - will not be meeting until next Monday night - Chief Wilbur, Lt. Burbank and Comm. Gilligan will be making an IFD 2007 budget submittal presentation. B. The audit was reviewed and approved. C. Tompkins County Fire Advisory Board - see minutes of the June 2006 meeting. VIII. Department Reports: A. Chief's Report (see complete written report in Minute Book). Chief Wilbur highlighted his report and answered questions as follows: ITHACA BOARD OF FIRE COMMISSIONERS August 8, 2006 - MINUTES PAGE 2 - The 2007 Operating Budget Proposal - the 2007 operating budget is still in draft form; we will distribute the final submittal as soon as it is ready. - The extraordinary incident cost summary- the media has picked up on the fact that recently we have been "extraordinarily" busy with serious incidents as well as deployments to Broome & Tioga Counties for assistance during the flood. Chief Wilbur noted that IFD has exceptional people, who are well training and do very fine work and he is very proud to watch them - the trench rescue on the Cornell Campus was of particular note in this regard. It is with this in mind that Chief Wilbur notes that his theme for the 2007 budget submittal is to convey the message that the Ithaca Fire Department has "high costs, but low maintenance" - meaning we get the job done with little fanfare. - Chair Romanowski inquired of steps to take to obtain signage like "No Trespassing" for areas that are off limits and how this would relate to legalities of recovering costs for extraordinary incidents like gorge rescues. - Comm. Alexander asked for a definition of an "extraordinary incident" - Chief Wilbur said any incident that extends over and above the resources that are on duty, and /or of an unusually high expense. - The Cayuga Heights automatic mutual aid request has been working somewhat better. (Also, see response from Lee Shurtleff to the BFC's letter of concern of this matter - in Old Business) . - The Training Center was used a total of 58 hours in the month of July. B. Deputy Chief /Training - (see complete written report in the Minute Book). Deputy Chief Dorman offered highlights of his report and ITHACA BOARD OF FIRE COMMISSIONERS August 8, 2006 - MINUTES PAGE 3 answered questions as follows: - For the first time in a long time, all positions are filled; we have one firefighter on injury leave, but serving in a light duty capacity; and one recruit firefighter is in training at the Fire Academy. The recruit firefighter will finish basic training sometime in November and should be on shift by the end of the year. - Mutual aid calls are up - some due to the automatic mutual aid being provided by the Cayuga Heights Fire Department. - There have routinely been 3 or 4 notable or extraordinary incidents to report each month. - The department is approximately 90% finished with mandatory NIMS training. - Deputy Chief Dorman asked that sometime in the near future the Board consider a discussion of raising the rental rates for use of the training tower. - Comm. Gilligan asked about the status of the de- commissioned pickup truck. DC Dorman reported the purchase order is in for a gas powered model (the diesel model was having problems); a Ford Escape Hybrid is being considered for the 962 replacement; and a flex -fuel Impala was being considered for the Fire Prevention Bureau, however, the accessories we want are not available - we may go to a straight "police package". C. Fire Prevention Bureau Report (see complete written report in the Minute Book prepared by Assistant Chief Parsons). IX. Old Business - - Chair Romanowski reported on a response the Board received from Lee Shurtleff regarding the letter sent to him expressing concerns ITHACA BOARD OF FIRE COMMISSIONERS August 8, 2006 - MINUTES PAGE 4 about the dispatch center's appearance of lack of cooperation with regard to mutual aid calls (see complete letter in Minute Book). It appears the letter from the Board has helped the situation; and Chief Wilbur is pleased that Lee took the time and is on record that the current dispatch system is not flexible or capable of making temporary changes, and dispatchers are not knowledgeable of the changes and rely totally on the CAD system. The Chief would like to push for a different system - but it's very expensive. Part of the solution is that Cornell will now participate in a monthly Community Project Coordination Committee meetings that are held monthly. - On another matter, Chair Romanowski asked Robin Korherr about the traffic calming devices on South and Wood Streets that are supposed to be removed - there has been no movement. She will inquire. 2007 Operation Budget Submittal Discussion - Chief Wilbur reported that due to the results of the Capital Project Committee recommendations, some IFD projects that were not approved were added to the operating budget request (as recommended by the Committee). Deputy Chief Dorman then reviewed the Capital Projects that were submitted, what was approved, what was not approved and how the money would be spent. Chief Wilbur reviewed the 7 operating budget options describing the different aspects - which mostly have to do with the number of personnel being requested. The actual budget submittal will be completed this week and Board members will each get a copy. -One of the options being presented relates to a SAFER grant which includes the addition of 4 Firefighters and a Municipal Training Officer for which approval may or may not be known by budget time; - One option includes the normal request for 10 additional firefighters, Municipal Training Officer and a Data Processor; ITHACA BOARD OF FIRE COMMISSIONERS August 8, 2006 - MINUTES PAGE 5 - Plus the options that maintain the current roster, the 1% and 3 1/2% increases which both would mean layoffs. Chair Romanowski asked if the 4 Firefighter (SAFER grant) and the 10 Firefighter options could somehow be combined if SAFER were to be approved - yes it could be reflected in both scenarios. Common Council Liaison Korherr reported that there a appears to be lots of interest in funding Ithaca Fire Department needs by the City as well as the Town of Ithaca - any additional personnel would need to be endorsed by both. Chair Romanowski asked if revenue recovery could be taken into account of our budget requests. Robin responded that there is a lot of work yet to be done in this area and doubts that it would be in place in time to relate to this budget request. - Fire Police - Chair Romanowski reported that work is still in process but will be put on hold until after the budget process is over. X. New Business - None XI. Hearing no other business, Comm. Gilligan made a motion to adjourn the meeting. Seconded by Chair Romanowski. Carried unanimously. Respectfully submitted, t r Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval at the September 12, 2006 meeting) CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the August 8, 2006, meeting. LIFE SAFETY DIVISION Administration 1) 2) 3) Career Personnel Report See report from Deputy Chief Dorman. Operating Budget Status a) Spreadsheets with revenue and operating budget program account distributions are included. b) Extraordinary incident cost summary: See the current report included in the distribution. C) 2007 Operating Budget Proposal. The 2007 operating budget is still in draft form, At this point, we will distribute the proposed budget in hard copy as soon as it is ready. County Communications and 911 Program a) UHF receivers that will allow us to take advantage of redundant dispatch frequencies (county and IFD UHF frequencies) have been received by Fingerlakes Communications. Installation and internal budget transfers to pay for this equipment must still be made. b) Cayuga Heights Automatic Mutual Aid request. Other than the correspondence between the Board and the Director of the Department of Emergency Response, there is no new information compiled for this report. The September report will 9n Equal Opportunity Employer with a commitment to workforce diversification." n 10 Total Total Average Average Average Average Incidents Incident People Hours Cost Per Cost Per Costs Per Inc Per Inc Incident Month 2005 49 $198,111 12 52.2 $3,900 $15,926 2006 1 17 YTD 1 $98,764 1 15.9 72.5 $5,198 $14,109 C) 2007 Operating Budget Proposal. The 2007 operating budget is still in draft form, At this point, we will distribute the proposed budget in hard copy as soon as it is ready. County Communications and 911 Program a) UHF receivers that will allow us to take advantage of redundant dispatch frequencies (county and IFD UHF frequencies) have been received by Fingerlakes Communications. Installation and internal budget transfers to pay for this equipment must still be made. b) Cayuga Heights Automatic Mutual Aid request. Other than the correspondence between the Board and the Director of the Department of Emergency Response, there is no new information compiled for this report. The September report will 9n Equal Opportunity Employer with a commitment to workforce diversification." n 10 Fire Chief's Report for June 2006 08 AUG 06 Page 2 of 3 include an update. In the meantime, and as of this morning, West Avenue on the Cornell Campus has been reopened. 4) Grants and Donations No change from last month. 5) Strategic Planning No change from last month. 6) Budget Preparation and Presentation The presentation to the Town Board was postponed to accommodate an unexpected out of town travel. It is now slated for their meeting on 14 AUG 06. Fire Prevention Bureau 1) See Assistant Fire Chief Parson's report of Fire Prevention Bureau activities. 2) We have been delayed, but PSA's are still being developed now and full implementation will occur as soon as the PSA's hit the airwaves. Safety Section 1) Safety Stand Down: The Ithaca Fire Department participated in the nationwide effort known as the Safety Stand Down. Results are still being compiled, and a final report will be issued after the 10 AUG 06 staff meeting. OPERATIONS DIVISION Response 1) Monthly Call Report See distributed reports for 2006 YTD. 2) Emergency Management Efforts continue City -wide to insure compliance with National Incident Management System (NIMS) requirements. Support 1) See Deputy Chief Dorman's report. Fire Chief s Report for June 2006 2) Training Center report July 2006 training ctr report is as follows: Hours Usage: IFD Tompkins County Private Ithaca City IPD Total Hours 15 hours 28 hours 0 hours 15 hours 0 hours 58 08 AUG 06 Page 3 of 3 General Maintenance on going. We will start the staining of outbuildings on 8/18/06 and hopefully initiate the forcible entry project soon after. 3) Boat Disposition Nothing has been done since the last report. Training 1) See report from DC Dorman. VOLUNTEER SERVICES DIVISION Recruitment and Retention 1) No report. Service 1) Volunteer service hours reports for the periods 01 JAN to 31 JUL 06, and 01 -31 JUL 06, and bunker service hours reports from inception to 31 JUL 06, are attached. Respectfully submitted, 3V-6" AWL Brian H. Wilbur Fire Chief Attachments 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 Co issioners From: Brian H. Wilbur Re: August Board Report 2007 Operating Budget Submittal Date: 04 AUG 06 The due date was 01 AUG 06, so work to complete the 2007 operating budget must be my current priority. Given that, I will submit my August 2006 report to the Board of Fire Commissioners, and the tentative 2007 operating budget proposal at the regular Board meeting on Tuesday, 08 AUG 06. Please advise if you have questions or concerns regarding this. Thank you. An Equal Opportunity Employer with a commitment to workforce diversification." 11 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT August 2006 PERSONNEL STAFFING LEVELS 1 Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants 49 Fire Fighters 64 On duty personnel 1 Fire Fighter on Injury Leave 1 Recruit Fire Fighter 1 Fire Alarm Superintendent 1 Executive Assistant 1 Financial Clerk 0.5 Financial Clerk Total employees as of 8/01/06 — 69.5 MUTUAL AID CALLS — From: Cayuga Heights (11), Lansing (2) To: Trumansburg (3), Newfield, Lansing, Cayuga Heights SELECTED CALLS — On 7/17/06, C Shift responded to a report of an explosion at Emerson Power Transmission. One EPT employee was injured. On 7/25/06, C Shift responded to a structure fire at 710 Stewart Ave. Two floors of the building were involved in fire. The fire was quickly brought under control and extinguished. On 7/29/06, A Shift rescued two youths from Fall Creek below Ithaca Falls. There were no injuries. SUPPORT 50 Vehicle work orders were written and 24 were closed. Date Printed: 8 / 2 / 06 Page 1 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT August 2006 TRAINING — See Attached report. The Department is approximately 90% finished with mandatory NIMS training. Submitted by: J. Thomas Dorman, Deputy Chief Date Printed: 8/2/06 Page 2 O m m N O O Lfl N O c0 Ln Ln Ln Cn M d' CO t` M 00 Ln M It Ln m 1- LO N 6) O 00 W CO LO O N- m 0f N (M N � 00 n r- m W N J O W m m M V � m M N O N M O M M t M I- 5F N m N N M N m M w O m m- to O 00 Lfl N LL O J CO Ln CO Ln CO CO CD CO CO CO Ln Ln L!') 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Q Cn 00 L J N W CA) O UOi V °O M �rt NPo LTI N N K) � m � (r C7 (n N 3 ✓� Ut Cn \JJ U1 CA) p W N 1 V O N W A U7 Ul Q' � U1 W cn N cli Ui N A N CATi (Q W CO N a1 O —■ v Ul U1 Gl Ul U7 U) 3 v N _ r* o to cn N O O 1 J 000 00 W 1 Cl) N n = a) 416 CO V V N K) cn cn O Q D 3 i A 1 O (D O OD A r W A :-4 co CO A V co ao cNr, W ° m r tn. ..t IV cn (N71 (NJt cn `< y. VI O 1 j N ` (D V Ou WlJ)1 A QOi N N N CO C v Ui Ul 3 CD ()1 Cl) O C- F ;' c .k —• c r o m 0 o � O 0 z O 0 v m ° O (O (0 N v UT N U1 O p A co A Ul W O O O N W N O N O A W U7 V A O U1 _ W t1i N j Ul (n Ul v' ° En cn cn (Nn O Ln ° N N Ul Statistical Summary ITHACA BOARD OF FIRE COMMISSIONERS 08/09/06 There are 26,443 records in the Incidents Table. Between Sunday, January 1, 2006 and Friday, August 4, 2006 there were 2,368 incidents. Currently there are an average of 10.96 incidents per day. Average .esponse time for the department is 4.33 minutes. The average duration of an incident is 20.72 minutes. 140 120 100 80 60 40 20 0 400 350 300 250 200 150 100 50 0 Incidents by Hour of the Day 11A 1 1 1 1 1i III iIiIil;i O O O O O O O O O O - r T T r - r - r - r T T N N N N Incidents by Day of the Week i i w w 250000 200000 150000 100000 50000 SUN MON TUE W® THU FRI SAT Dollar Loss by Hour of the Day 0 0 0 0 0 0 0 0 0 p - r r r - T — T N N N N Loss Statistical Summary ITHACA BOARD OF FIRE COMMISSIONERS 08/09/06 There are 26,443 records in the Incidents Table. Between Sunday, January 1, 2006 and Friday, August 4, 2006 there were 2,368 incidents. Currently there are an average of 10.96 incidents per day. Average . esponse time for the department is 4.33 minutes. The average duration of an incident is 20.72 minutes. 400000 350000 300000 250000 200000 150000 100000 50000 0 Dollar Loss by Day of the Week SUN MON TUE VU® THU FRI SAT Incidents by First Responding Unit 16 14 12 10 8 6 4 2 0 Average Response Time by Unit A I I A I A A; 1 1 A O r M (p 't lf) co N N c`') r- O LO 'IT O O cD O O O O O M O O co 't O O O O O O O O O O M O O O O Loss Runs TOMPKINS COUNTY FIRE, EMS AND DISASTER ADVISORY BOARD Attending:Beth Harrington Lyle Neigh Dave Cornelius Ken Reeves Ben Caskey Larry Lanning David Putnam Mike Hattery Larry Stillwell Lee Shurtleff Chaired: Dave Putnam Meeting: June 26 from 1932 to 2111 Department of Emergency Response Ithaca Fire Department At -Large Enfield Ithaca Newfield Enfield Freeville T.C. Board/Dryden Department of Emergency Response 1. Introduction of Mike Hattery Mr. Hattery is the Tompkins County Legislator who is liaison to this Board. He is also a member of the County's Public Safety Committee, and a former elected official from Dryden. 2. Update /Lee Shurtleff • All contracts for the new communications system have been signed and building permits have been issued. A detailed design review with Motorola has been conducted. The plan is to initiate construction by the beginning of July, with towers going up by mid - August and tower structures and shelters underway by mid - September. Roadwork and utilities will be undertaken in July. It is hoped to get the paging system on line by the end of the year, with microwave testing in December. A local team will be going to the Motorola factory in October to work out the staging of the system. Lee has been working with the 911 Committee on the implementation schedule, which includes subscriber equipment, etc. The new paging base at Mount Pleasant seems to have eliminated some of the problems associated with our current aging system. • The data entry clerk's position has been reclassified to reflect changes in technology related to system's databases (landline phones versus cellular calls). The position is now titled "911 Program Specialist" and Jack Crance, Systems Manager, will supervise this person. Other technological programs, such as GPS mapping, the "Looking Glass" program, County GIS overlays, databases for emergency management functions and others will be added to the responsibilities of this position. There were over 25 applicants for this position and interviewing has begun with the hope to have this person hired by July. • The position for Assistant Director /Fire has been posted and hopefully candidates will be interviewed over the next several weeks. The main responsibility of this position will be coordination of mutual aid, hazardous materials and other specialized teams and training programs. • Pump Operators course is just finishing up with 16 students in the class. Firefighter II just finished. It is hoped to get two Firefighter I classes conducted this fall and one more Firefighter II class scheduled. Other types of firefighting courses will also be offered. Lee continues to work with TC -3 in the development of fire training programs and is researching the availability of Homeland Security monies to help establish these programs. Overall, there has been a reduction in the amount of grant funding for upstate NY. NIMS compliance training is being conducted by DoER; any agency needing this training should contact Beth Harrington. • A firefighter's grant through the Slaterville Ambulance has been submitted based on a "regional need" that requests money to buy enough portable radios for the new system to supply all fire and EMS agencies in the County. Lee is also working with NYS Assemblywoman Barbara Lifton to identify funding sources that might be available to this County. Other sources might be through BT (bioterrorism) grants to the Health Department and through the FAA. • The County's Emergency Planning Committee is currently working on membership vacancies and would accept recommendations from this Board. 3. New Business • There was a discussion about this structure, membership and functioning of this advisory board. It may be appropriate to re -think these concepts and expand the membership to include others besides fire and EMS representation. Right now there are not strong links and communications between municipalities and the County. And there will certainly be a need for that with the establishment of the new communications system. Any changes in this Board's structure would need a Charter revision. Other Countywide issues that impact emergency services, such as street naming, how code officers assign addresses, etc. might also be task force projects for this group. It also might be appropriate to periodically invite specific people when dealing with specific issues; however it is done, a broader base is needed to make this Board effective again. • The Tompkins County Fire and EMS Chiefs Association has been focusing on training and operations and has not been able to solve wider County issues, such as resource coordination, mutual aid liability and insurance problems. Some of these issues may need adjustment to general municipal laws and thus will need a collaborative and cooperative effort between diverse agencies and governments. Legislator Hattery will look into the mutual aid and liability issues. The Council of Governments has recent drafted By -laws and is also looking into health insurance issues. Lee noted that there might be monies available for countywide intergovernmental approaches and projects. • Lee has just received preliminary information about the 2007 budget from County Administration. He doesn't expect any major problems at this time. Lee is hoping that he will have some more information for a July meeting. Respectfully submitted, Beth Harrington 2 Im C I c„ oo rn °; o Io I I cmo„ ) IL"'Ill CI I'411 I o CI ICI I I C :3 C7 N �TJ < CCp ER Gi N Q° D OL) rt O \ ;a CD C =3 0 CD CD CD N � 0 r+ S o 3 � O 64 N C CD � CD n < CD --I N 00 (n �_ CD O_ m C 3 O =3 rr+ 6R �I O v cfDn O T �' CD N (D O _ O C t3 C) CD r+ CD N v C301) ;a CD N o m C CD rte+ O M CD � N O ;a CD n -0 O rt N T �' CD � r 0 r+ <. CD N CD 0. n CD -0 C iS n CD r+ CD C 6A T ;' CD n N CD r+, ct Cil r+ CD r 64 1104 � N N .6q Oo (0 O w N m O (n 44 -rQq O 69 C Cn W m N m N N N w 6R CP 6R 6R Ln O Qq O 00 O Im C I c„ oo rn °; o Io I I cmo„ ) IL"'Ill CI I'411 I o CI ICI I I rgo- m O ER \ o � N 64 Ul Co 00 N Co 6R �I 6A O Z N. 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Codes Division: The Codes Division received 21 complaints in the month July. There were 19 complaints closed out and there are still 15 complaints yet to be resolved. The Codes Division issued 4 parking violations during July. The Codes Division performed 21 Operating Permit Inspections, 4 sprinkler hydro test inspections, and 4 fire alarm test inspections. The division issued 12 operating permits for assembly occupancies, and 4 fire alarm system certificates. Fire Investigation Unit: There two fire investigations in the month of July. The investigations were for fires at 322 W. Seneca St, and 710 Stewart Avenue. Juvenile Fire Setters Program: There were no referrals to the program in the month July. Public Education: There were 6 Public Education Details, 1 Fire Drill witnessed, and 2 Child Car Seat Inspections in the month of July. In the end of August, the Fire Prevention Bureau will be having some personnel changes. Firefighter Gary Farwell will be transferring off of the A Shift, and coming to the bureau. Firefighter Mike O'Halloran will be transferring out of the bureau to the A Shift. Firefighter Farwell is in the process of completing his Code Compliance Technician Training and will be certified by the end of September. Firefighter Farwell will be staying in the Fire Prevention Bureau for at least a 3 year commitment. An Equal Opportunity Employer with a commitment to workforce diversification." C11 July 2006 Fire Marshal's Report — Page 2 Respectfully Submitted, 0 �Iwrwv Pao/ C Thomas Parsons Assistant Fire Chief Fire Marshall 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 Dear Lee Shurtlef£ The Ithaca Board of Fire Commissioners would like to express its concern with a recent report from the Fire Chief, Brian Wilbur. During the monthly Fire Commissioners meeting Chief Wilbur reported what appears to be a lack of cooperation from the Tompkins County Department of Emergency Response in dispatching mutual aid calls in compliance with a written request sent to your attention on June 13, 2006. In order to provide the residents of the City and Town of Ithaca with a safe and reliable emergency response during an unusual construction season, Chief Wilbur requested that the Tompkins County Emergency Response Center automatically request mutual aid from the Cayuga Heights Fire Department for any emergency calls in the Cornell Heights area of the City of Ithaca. Since June 14, 2006 Chief Wilbur reported that there have been 13 incidents on the north side of Fall Creek that would have qualified for this automatic mutual aid. Of the 13 incidents the Cayuga Heights Fire Department was automatically dispatched three times. After identifying the area where the emergency existed, the Ithaca Fire Department requested mutual aid from the Cayuga Heights Fire Department four times. The Chief also reported that six incidents did not receive a mutual aid call at all. Given the number of roadway closures around Cornell as a result of construction and the locations of our response squads, we commend the Chief for taking a proactive approach so as to continue to provide the residents of our community with a rapid response at a time when they are the most vulnerable, at a time of crisis. Our citizens look to all members of our emergency response staff to answer their calls for help in a seamless manner. Based on the Chief's report this is not happening currently. The Ithaca Board of Fire Commissioners is requesting your assistance in resolving any obstacles that may exist so that the confidence of our citizens in their emergency response team is maintained. As this issue places the citizens of our community in a potentially life threatening situation We would appreciate your proposed solution to this problem prior to our August Commissioner's meeting. Please feel free to call upon us if there is any way that we can help in resolving the obstacles that resulted in these recent response failures. Sincerely, - ��C,:��.j.. �f�i�� ✓"` -'fir/ ; � fijy Robert Romano ski, Chair BFC On behalf of the Ithaca Board of Fire Commissioners (Paul Alexander, Steve Williams, Bill Gilligan) Cc: Mayor Peterson, Supervisor Valentino, Tim Joseph, Public Safety Comm.Chair McBean- Clairborne, County Administrator Steven Whicher i v"22 @CY OLICE cl2 BROWN ROAD ESCUE PHONE : (607) 257 -3888 ITHACA, NY 14850 � FAx: (607) •2-53 --�4 0� 7035- e DEPARTMENT OF EMERGENCY RESPONSE Lee Shurtleff, Director August 8, 2006 Robert Romanowski, Chair Board of Fire Commissioners Ithaca Fire Department 310 West Green Street Ithaca, NY 14850 Dear Chairman Romanowski: I am in receipt of your letter regarding automatic mutual aid response to the north side of Fall Creek (received in office July 21, 2006). I appreciate your bringing this to my direct attention. First, let me assure you that I share in your concerns for a rapid response to the affected areas. I have since shared your letter and directly addressed the issues outlined with the Dispatch staff. Additionally, Senior Dispatch staff and the Communications Center Manager have been directed to closely monitor the dispatch of calls in accordance with Chief Wilbur's request. It would be helpful if I can be provided more specific information should these lapses occur again. A listing of affected streets and ranges has been updated and provided to each workstation. Additionally, when the calls are received from Cornell Communications, the Dispatchers are being prompted to determine then if the incident is on North Campus or vicinity. While I'm not able to personally monitor each and every call dispatched, my casual observations of recent indicate fairly frequent and proper dual response, though I cannot attest to all the calls. Large scale, unexpected changes to any department's response plans pose a significant challenge for this office, as those response plans are contained in an extensive database (CAD, Computer Aided Dispatch). The CAD system was built for an Enhanced 911 system based on wire -line telephone installations, and their attached and specific street numbers and names. On validation of an address, facility or phone number, the CAD system provides an automatic response plan for a particular call type (EMS, structure fire, MVA, etc... ). For every telephone listing within a particular response area, this information must be manually entered, and for this office to make those changes occur translates into potentially several hundred, if not thousands of typed entries, both in, when making the temporary changes, and then out again when the construction ends. Consequently, because this information could not be entered in the time period provided tOMVWNy. ��,6RGB�,ct Coordination of Fire, Disaster and Emergency Medical Services o. Enhanced 911 and Public Safety Communications SEa by the City's notification of bridge closure, we have had to rely on maps and a written listing of streets and buildings to determine if a call falls within the affected area. That two -step process in itself can cause a short delay in the toning of responders because the Dispatchers look to a second source to determine if another department needs to respond. A variety of technical enhancements and systems are being implemented in this office through mapping programs, wireless location technology, and GIS integration with CAD to compensate for the rapidly changing reporting mechanisms we work with and should serve to further automate our processes. Let me give you an example of a situation where a Dispatcher must use some discretion in dispatching a call: when a City Box Alarm occurs in that area, your stations are aware of an impending response, and move to the apparatus. Dispatchers knowing this, and having the "normal" response plans appear on their screens will often drop the tones for Ithaca first, to allow them to move, and then follow -up with confirmation of the dual response, attachment of Cayuga Heights to the incident record, and a second set of tones. A dispatcher could delay that briefly and tone the units all at once while your units sit idling; again discretion and judgment fall into this. Similarly, your units may hear over their radios a Cornell alarm being sent on campus, and find themselves waiting while a dispatcher takes the information from Cornell, confirms automatic response, determines if the dual response is required, amends the CAD record and send the units out. Some flexibility in how these people dispatch the call in a particular scenario is necessary; missing the response, however, is unacceptable, and I will work to prevent that from occurring. I hope that this letter has provided you with a better understanding of the situation and assurance that this office will do its best to meet the needs of your department. Please feel free to call me with any questions or further concerns. Sincerely Lee Shurtleff, Director Department of Emergency Response Cc: Mayor Peterson, Supervisor Valentino, Chairman Joseph, PSC Chair McBean- Clairborne, Chief Wilbur, Administrator Wilbur, Lin Hurd , aaW ot= ITRACA &PCIA2T w/Y,Y- k .S . 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OF 7c 4 /0(/a H 40F H,1AWt45 rH� 1,VCA9 ,5L /,WS ,5ZZ+) 1NG,eeveaT U�cJfllS%.4k�aO%�. 1� 1= lrrd Jr— P T,4 15 c IIVC-,002500-P, AWJi il;*ciDQS ."e- (n)U©LVAW7J> .;,aCN A-5 XGAAAJ l G�/v5%',e vc Detl F> .4 A&�f�ic�Y 3i- li�T,t. ,rv7.�llcTf1� F°.a�l� . ��- ,fie- 6M.4,110e XA)J Tk- /r0 2 4h T . v�cy , 'c c /"'4�� �c��cJ A ,e; j-y 'ek-C -' 40 Ithaca Fire Department Report Period VFF Duty Hours List Date Start: 01/01/06 Date End : 07/31/06 N; Badge Credit CANTONE FRANK GILLIGAN WILLIAM JUPITER KEN KILGORE CARL MAAS , DANIEL 04413 20.75 04188 83.50 04362 .00 04574 83.00 04193 108.50 Printed: 19:14:26 08/08/06 Ithaca Fire Department Printed: 19:14:41 Report Period VFF Duty Hours List 08/08/06 Date Start: 07/01/06 Date End 07/31/06 Name Badge Credit CANTONE FRANK GILLIGAN WILLIAM JUPITER KEN KILGORE CARL MAAS , DANIEL 04413 .00 04188 4.00 04362 .00 04574 2.00 04193 21.50 Ithaca Fire Department Printed: 19:15:26 Bunker Duty Hours Report 08108106 Name Badge Credit Off Sick Family Hours Available CADBURY , JOEL 04539 2330.00 2354.0 .00 -24.00 COOK , ROBERT 04585 660.00 640.00 12.00 .00 8.00 DAUPLAISE , DANIEL 04586 614.00 619.00 .00 .00 -5.00 DEGANY , OPHIR 04587 471.42 437.00 14.00 .00 20.42 GRANT , JOSHUA 04588 1028.00 903.85 .00 .00 124.15 KARIUS , BRANDON 04591 267.50 258.50 .00 .00 9.00 SCHLEIERMACHER , JOHN 04594 348.90 340.00 .00 .00 8.90 VANN , JUSTIN 04595 233.75 194.00 .00 .00 14.00 25.75 HALLENSTEIN , DANIEL 04590 339.75 293.50 .00 14.00 32.25 YAM , PHILIP 04596 567.00 437.50 56.00 16.00 57.50 4 1 1) Schedule of 2007 Budget Review with Council DATE TIME Friday, TO BE REVIEWED: 10/13/06 10:30 —11:30 A.M. Mayor and Controller Overview of the 2007 4:30 — 5:00 Budget, CC Concerns and Comments, 5:00 — 5:30 Questions and Answers 11:30 —12:00 P.M. Building Department 12:00 —1:00 Lunch 1:00 —1:30 7:00 Clerk's Office 1:30 — 2:00 Information Technology 2:00 — 2:30 Human Resources Department Monday, 10/16/06 3:00 — 3:30 P.M. Attorney's Office 4:30 — 5:00 Chamberlain'-s Office 5:00 — 5:30 Planning & Development 5:30 — 6:00 GIAC 6:00 — 6:30 Youth Bureau 6:30 — 7:00 Public Hearing Thursday, 10/19/06 6:00 — 7:00 P.M. Public Hearing 7:00 — 8:30 Police Department 8:30 — 9:00 Community Police Board 9:00 — 9:30 Finance Department 9:30 —10:00 Mayor's Office Friday, 10/20/06 9:00 A.M. — 11:00 A.M. Dept. of Public Works, Water and Sewer, Joint Activity Solid Waste Funds and Capital Projects 11:00 — 12:00 Fire Department Wednesday, 10/25/06 6:00 — 6:30 P.M. 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