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HomeMy WebLinkAboutMN-BFC-2005-06-14ITHACA BOARD OF FIRE COMMISSIONERS JUNE 14, 2005 AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. ADDITIONS /DELETIONS TO THE AGENDA IV. PERSONS WISHING TO SPEAK TO BOARD OF FIRE COMMISSIONERS V. CORRESPONDENCE VI. MEMBERSHIP CHANGES - Remove Alex You - Bunker at Station 9 - graduated from CU - Remove Dan Golden - Co. 9 - graudated from CU 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 - Strategic Planning X. NEW BUSINESS XI. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS JUNE 14, 2005 MINUTES PRESENT: Commissioners Romanowski, Alexander, Kirkpatrick and Williams; one vacancy. Chair Romanowski called the meeting to order at 1800 hrs. II. Chair Romanowski made a motion to approve the minutes of the May 10, 2005 as written. Seconded by Comm. Kirkpatrick. Carried unanimously. III. Additions /Deletions to the Agenda: - Chair Romanowski asked to add a request for Donation Funds (to New Business); - Chief Wilbur asked to also add a request for Donation Funds (to New Business); IV. Persons wishing to speak to Board of Fire Commissioners: - Bill Gilligan spoke to the Board about his proposal (e- mailed to the Board today) to maintain the IFD's Volunteer Program. (See copy in the Minute Book). Chair Romanowski asked Bill to send a copy of the proposal to all the volunteer companies to gain their support. - Chair Romanowski asked the Chief about the SAFER grant - would it mean extra firefighters and /or support of the volunteer program? Chief Wilbur provided highlights of the grant application that is due June 28th - he has met with the Mayor regarding the many options of the grant that proposes adding 6, 8, 10, 12 or 18 new firefighters. The next step would be to finalize the proposed number of firefighters and give the application to the Mayor and Town Supervisor who would ultimately have the final hiring decision. V. Correspondence: - The Board received info. regarding the CNYFASNY conference; VI. Membership Changes: - Chair Romanowski made a motion to approve the following: Remove Alex You - Bunker at Sta. 9 - Graduated from CU; ITHACA BOARD OF FIRE COMMISSIONERS JUNE 14, 2005 - MINUTES PAGE 2 Remove Dan Golden -Co. 9 - Graduated from CU; Seconded by Comm. Kirkpatrick. Carried unanimously. VII. Miscellaneous Reports: - Chair Romanowski provided a written copy of his report to the Town of Ithaca (see copy in the Minute Book) - The audit was reviewed and approved. - Tompkins County Fire Advisory Board - no report VIII. Department Reports: A. Chief's Report (see complete written report in Minute Book) Chief Wilbur highlighted his report and answered question as follows: - Operating Budget Status and discussion of overtime: there have been several major incidences and mutual aid calls that have driven overtime expenses over the budget. Also causing us to expend resources is the fact that the county communications system has gone down 4 times in one week - our operations are much different now that the dispatch center is not in our building. Our Financial Clerk, Kimberly Spencer, is keeping close tabs on costs of major incidences as well as developing several spreadsheets that show different aspects of budget revenues and expenditures - very helpful information that precisely shows where and how money is spent, and monies received and monies due. - 83% of our apparatus /equipment maintenance budget has been expended - we are facing a serious situation - fewer trucks in service, more calls, deteriorating streets -cost of operation goes up significantly - we should be considering a shorter vehicle replacement schedule. DPW was supposed to be taking out the Wood & South Sts. traffic calming barriers - they have not - causing broken springs. ITHACA BOARD OF FIRE COMMISSIONERS JUNE 14, 2005 - MINUTES PAGE 3 - The Wal -Mart bomb incident caused IFD $15,000+ - Lt. Covert is tracking possible reimbursement through the EPA. Chair Romanowski asked if there was any possibility of funding through Homeland Security - Chief Wilbur reported IFD was there due to a haz mat incident - not a security breach; and there is a $25,000 deductible - type cost per incident before they get involved. This event was not distinguished as a terrorist attack. A Post Incident Analysis will be held at Williams Hall at IC later this month. Chief Wilbur is disgusted the event happened, but it did provide the most comprehensive training event we could ever have had. - Other items discussed were the former dispatch space - continues to remain unusable to IFD; Municipal Fire Alarm Retransmitter purchase and installation schedule; the SAFER grant that has City authorization to develop with final approval pending several considerations; the Assistance to Fire Fighters grant application (for Fitness, Health & Safety) was denied; current attempt at having staff meetings with on- duty shift officers has placed extraordinary demands on the Chief & Deputy Chief - translates into 4 extra meetings per month or an additional 12 hours (minimum) of meetings per month. IFD is losing ground on many fronts, and the costs required to catch up are increasing! - "Stand Down for Fire Fighter Safety" - see report in packet; the Training Center has been busy - see report from AC LaBuff; and currently we have 7 bunkers and 6 active volunteers. - See written report for the Fire Prevention Bureau from Assistant Chief Parsons. Fire Prevention Bureau Revenue - from parking violations, inspections, testing, etc. is ahead of last year. -Comm. Alexander wanted to officially recognize IFD Financial Clerk Kimberly Spencer for putting together all the financial information that if very helpful in understanding the budget. ITHACA BOARD OF FIRE COMMISSIONERS JUNE 14, 2005 - MINUTES PAGE 4 B. Deputy Chief's Report (DC Dorman was not at the meeting - see complete written report in the Minute Book). IX. Old Business: - Strategic Planning - No funding, no way to compile and analyze information. - Chair Romanowski reminded the Board that election of officers takes place at the July meeting. X. New Business: - Chair Romanowski made a motion to the Board to request to pay $25.00 (from the Donation Account) to Co. 5 to help defray their cost to host the fireworks picnic. Seconded by Comm. Alexander. Carried unanimously. Chair Romanowski indicated that this request would not set a precedent. - Chief Wilbur asked the Board to consider a donation to the Tompkins County Chapter of the American Red Cross as part their "Heroes Campaign ". He indicated the donation would be matched by the tompkins County Chief's Association. After discussion, Chair Romanowski made a motion to authorize a $100 donation from the Donation Account to the Tompkins County Chapter of the American Red Cross, and that this donation will be matched by the Tompkins County Chief's Association. Seconded by Comm. Alexander. Carried unanimously. XI. Hearing no further business, the meeting adjourned at 1850 hrs. Respectfully submitted, Christine M. Wilbur, Clerk Ithaca Board of Fire Commissioners (Minutes will be reviewed for approval 8/9/05) CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 Monthly Report of the Fire Chief to the Board of Fire Commissioners, for the June 2005, meeting. LIFE SAFETY DIVISION Administration 1) Career Personnel Report See report from Deputy Chief Dorman. 2) Operating Budget Status a) See spreadsheets distributed. Note, overtime now projects to a total expenditure of $310,283, based on weekly average. The four -week average projects to $375,996, and the standard deviation low- and high- estimate range is $202,276- $418,289, respectively. At 43% into the year, we have expended 69% ($138,000) of our overtime budget. b) New reports: Several other spreadsheets have been provided in this month's report. Year -to -year comparisons, and year -to -date reports help show where the department stands in terms of budgeted revenues and expenditures. One item to note is the level of expenditure for equipment maintenance. We have expended more than 80% of our budget for this year, with over half the year to go. One reason for this is that fewer trucks, running more alarms over badly deteriorated streets with traffic calming interspersed, will cost more to run and maintain. At this rate, they are likely depreciating faster than our replacement schedule anticipated, and replacement needs will be accelerated. This is one of the reasons I am interested in placing an additional engine in service at Central Fire Station so that we can reduce overall wear and tear on our busiest apparatus. C) Wa1Mart Incident: The WalMart incident cost the Ithaca Fire Department $15,122, $7,146 of which was overtime. The balance of costs incurred were for fuel, apparatus charges, and consumables. We are waiting for cost summaries from other departments involved. A fund administered by the U.S. Environmental Protection Agency (EPA) may offer some cost reimbursement for this incident. Lt. Rob Covert is pursuing this now. "An Equal Opportunity Employer with a commitment to workforce diversification." zo Fire Chief's Report for June 2005 10 JUN 05 Page 2 d) 2005 Extraordinary Costs Summary: Attached is a spreadsheet showing the extraordinary costs incurred 2005 YTD, which amount to $116,462. These are costs we can point to from a historical costs perspective, but cannot anticipate, 3) County Communications and 911 Program a) Municipal Fire Alarm Retransmitter: The purchase contract between Tompkins County, and the successful bidder, West Fire Systems, has been executed. West Fire has placed the order for the new transmitter - receiver equipment with Keltron, and they are waiting for a delivery date to be confirmed. That news should reach us this week. Once a delivery date is set, coordination and construction scheduling will occur. b) Former Dispatch Space: MidState Communications removed a console and related equipment, but the space remains unusable to the Ithaca Fire Department because other items of equipment remain and we do not know what the disposition of these items can be. C) Communication System: During the week of 05 -11 JUN 05, the communication system failed on at least four different occasions. The first was due to lighting strikes and resultant power losses. Subsequent failures involved the paging system. The Ithaca Fire Department had to increasing staffing in each instance to insure alarms were received and dispatched, and field units had communications support. We are compiling the costs for this now. 5) Grants and Donations a) SAFER Grant: Mayor Peterson was apprised of grant parameters and cost sharing formulas. She has authorized continued development of the grant, with final approval pending several considerations. The Town of Ithaca must be informed about and approve the concept as well. b) NYS DEC Rural Grant: Awaiting word on award or not. c) 2004 AFG # 2: We received an email last week advising us that our second Assistance to Fire Fighters Grant (AFG) for 2004, submitted to acquire a fire prevention trailer and other materials, was denied. You may recall the first AFG we submitted was to support our physical fitness program. That too was denied, which seems particularly ironic based on the nationwide call for a safety stand down (see Safety report below). Fire Chief's Report for June 2005 10 JUN 05 Page 3 6) Strategic Planning No activity, no report. 7) Staff Meetings and Administration As the result of extraordinary overtime expenditures this year, we have only held two staff meetings in 2005. In an effort to compensate for the lack of staff meetings, DC Dorman and I have been meeting with shift officers from each of the four shifts, on a shift by shift basis. That translates into four extra meetings per month, or an additional 12 hours (minimum) of meetings per month. Additionally, we are meeting with Administrative and Fire Prevention Bureau staff to help compensate for the lack of formal staff meetings. Unfortunately, and because of constantly increasing demands for service and difficulties in meeting training mandates, this continues the constant trend that department administration compensate for cutbacks and extraordinary demands on the department. One of the results is that many things we should be doing are simply not getting done. The Ithaca Fire Department is losing ground on many fronts, and the costs required to catch up are increasing. Fire Prevention Bureau See Assistant Fire Chief Parson's report, which will be distributed at the meeting. Safety Section Stand Down for Fire Fighter Safety: Several national and state organizations are partnering in a "stand down" for fire fighter safety. A report in your packet describes in detail this effort. The reason is the unusually high number of fire fighter deaths and injuries experienced nationwide to date. The stand down concept refers to a military term used to cease operations to address a particular problem or issue. Although we cannot cease operations, the Ithaca Fire Department will devote several hours per shift to the stand down effort. This will be done as a substitute for one of the normal Sunday "major maintenance" activities that usually occur. Lt. Chris O'Connor is structuring the discussion and format for the department. The outcome should include an agenda of concerns and improvements we can engage to make our operations safer for fire fighters. A final report will be issued with the results of this focus on fire fighter safety. Fire Chief's Report for June 2005 OPERATIONS DIVISION Response 1) 2) Monthly Call Report 10 JUN 05 Page 4 See distributed year -to -date report series for 2005. The final report for 2004 will be prepared as soon as possible. Emergency Management Wa1Mart Post Incident Analysis (PIA): A PIA has been scheduled to review the WalMart incident. The training value from this incident is already very high and we want to maximize that as much as possible. Support 1) 2) 3) See report from Deputy Chief Dorman. Training Center report for May 2005, from Assistant Chief LaBuff, is detailed below: Usage: IFD 24 Hours Tompkins County 36 NYSOFPC 28 IPD 7 Hours Total Usage 95 Hours Unfortunately, A tree fell on fence and caused some damage; AC LaBuff will follow up on clean up and repair. Painting, staining, and minor repair will be conducted through the months of July and August 2005. Most of this work to be done with using career personnel. Marine Facility No report for this month. 4) Boat Disposition No additional information since last report. Fire Chief's Report for June 2005 5) Cornell Hazardous Materials Program No additional information since the last report. Work continues. Training 1) See monthly training report from Deputy Chief Dorman. 2) Recruit training: See separate report from Deputy Chief Dorman. VOLUNTEER SERVICES DIVISION Recruitment and Retention 1) No report. Service 10 JUN 05 Page 5 1) Student Bunkers: There are seven student bunkers residing with us during summer break. 2) Volunteer Service Hours for the period 01 JAN 05 — 13 JUN 05 are: Begg, S 75.5 hours Cantone, F 61 Gilligan, W 51.5 Jupiter, K 38 Kilgore, C 159.5 Maas, D 45 Total 430.5 hours Respectfully submitted, Brian H. 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M N O tD M O . i Cr M Q i� N a a i E iFr ifs %' GC > m 4� `� �n � aC c L3 LT W C Z (3) tD O N O + O '1 Lr W M O Ln rq _o •L a 00 m O O 00 o a Ln r-I n O M O tD O Ln O M W N c if ii Ln � {} ifl I if rY if LL a LL _c cn 4d)- O w 4d)- D � 0J y ` U a N O U W D Z W W 0 M rn N N N M ti O ^ � N N O n O O M iA- W 00 M p O O tD O 00 G1 C W o O O O n N , i O O o O Ln O O tY W Le) Ln if} i� N rY i c�i iUR- iA N iA• W I-- fu 0 J 0) 4- L V) c W O O c � V) o a� Z Ln c t w a_ E ry CO 4, �_ L c O x W C Q ; LL_ I1 Q o L W � N o �+ L W W Q LO v a a E v c %' GC > m 4� `� �n � aC c L3 O Ln a) (p Ll m Lr W N v C o _o •L a O p w O o U o a w O V) v L ,� 0 c m U df V) in N v c n v c Ln � L t w u LL LL a LL _c cn � O w w C7 D Ln O M O O 6 fu Imo, A3410 -1565 Fire Code inspection Fees 2003 2004 TnTAI January $1,309.00 $16,247.50 $17,556.50 February $1,600.50 $1,447.50 $3,048.00 March $2,850.00 $2,073.75 $4,923.75 April $1,394.75 $1,190.00 $2,584.75 May $1,048.00 $1,881.25 $2,929.25 June $1,484.20 $1,750.00 $3,234.20 July $455.50 $1,281.00 $1,736.50 August $16,113.50 $910.00 $17,023.50 September $930.00 $3,056.50 $3,986.50 October $1,546.75 $1,470.00 $3,016.75 November $1,120.00 $2,992.50 $4,112.50 December $3,395.50 $1,802.50 $5,198.00 l u I AL $33,247.70 $36,102.50 (2003 Master box revenue 8120103 $14,800) (2004 Master box revenue 1121104 $15,565) A3410 -2550 Safety Permits 2003 2nn4 $69,350.20 TnTA I January $16.00 $275.00 $291.00 February $447.00 $205.00 $652.00 March $345.00 $780.00 $1,125.00 April $983.50 $990.00 $1,973.50 May $1,030.00 $1,100.00 $2,130.00 June $726.00 $905.00 $1,631.00 July $161.00 $315.00 $476.00 August $105.00 $245.00 $350.00 September $345.00 $70.00 $415.00 October $520.00 $535.00 $1,055.00 November $410.00 $265.00 $675.00 December $70.00 $300.00 $370.00 TOTAL $5,158.50 $5,985.00 $11,143.50 Ln N N v N M 01I LA '0 O O O N CL N � 00 N LO Ln N jd)- iPr . 4 iii 0) V id:r 00 iPr O iA- N id lr O ipr Ln ifs O if} O iA- O 'A 0) i& +4 il} Cn >, 1 M Ln Q �6 b� 4A N {}} O W tpr O N ifr W 0 IdIr O i& N iA- O 00 .4 4A O O O W N vq ifs ifl- lopr V)- 4Pr % p W D 0 0) N c Z E> N N oo � O O O 00 N � � Qj ^ N 00 O O 00 N N +-i O L!7 O Ln q iPr i ` i q1t i if} i d if} %0 ifs M i�} r-I iPr r-i {�} N ifs N if} L(1 ifs %0 ifs N 4A "0 4] U e o N O O o \ o U M ^ M o O o M o o o o H %0 N N 00 ^i c! 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'CY I- ct v It d' It Ln Ln an V) Ln Ln to rn c .E c m a o m U ,� Q) Z cu =3 _N W �'- > c .� w QE -> F-Qf -Q LO O d' V- Ln Ln CO CO — N \ p'. (0 OD O c 0") N pO O O a0 M . O O Cn of m O 00 CO u% M — C6 O 0 � Lt') O O Q X N N In M } CcO f 7 M 0 OD co p t` t` N w C �M-\J No CO � n O O mCD . Lr) �to N M � N M N [ O O O O O O O O O O O � .- n' N Lr) N a m N CA O O m O O O O O p p �` C\7 N Cl; to —0- N N.'cV '� V mot' t � O (G 0,0 CJ Q '_ in O N N CQ COO t n _ O _0) m N N� -� � O 0) m (D N c!' e- O� N N :— �' � � M In to t0 OCT CO DATE ESTIMATED COST INCIDENT DESCRIPTION 22 -Jan 24 -Jan $12,8 25.11 .$2,541.41 1201(+) 247 Winterstorm Coverage several other incident #'s Bostwick Rd Gas Leak 29 -Jan $15,310.69 309 + 501 Flooding & Ice - EOC several other incident #'s Mutual Aid Danb Rd House Fire $11,937.24 527 116 Lake St. Structure Fire g-Apr715.69 $4,260.70 913 110 N. Meadow St Structure Fire 1 774.61 935 110 Dryden Rd. Structure Fire 11 ,286.03 956 Mutual Aid Enfield MVA 2-A r $8,132.35 $1,620.50 1030(+) 1024 Flooding several other incident #'s Motor Coach Leak .10-Apr $1,805.68 1148 St. Olin Chem Lab 2nd Alarm 16-A r $3,118.50 1217 Hackberry Lane Brush Fire 18 -A r $9,367.10 1242 Six Mile Creek Gore Rescue 22 -A r 23 -A r 29 -A r 6 -Ma 10 -Ma 3 420.08 5 613.85 1 031.94 2 419.92 $1,500.65 1296 1304 1382 1467 + 1521 Mutual aid Tau hannock Falls Gore rescue Mutual aid Uptown Rd Structure Fire Ithaca College Last day of classes CU Slope Dau also incident 1462 & 1457 Body Recovery @ Ithaca Falls 24 -Ma $3,845.66 1671 227 Rid edale Rd. House Fire 25 -Ma 15 112.74 1682 Walmart Hazmat 4 -Jun 709.11 n a Ithaca Festival Inspections 7 -Jun 8 -Jun $4,092.76 $4,019.89 1832* 1840* Mutual Aid to Trumanburg Structure Fire 314 Warren PI Structure Fire .pAiV,'fVG.Gl Auw Kunning Estimated Total for Incidents * These costs will increase - current GPH is calculated on May 2005 usage. 6/14/05 00 Oµ � F-+ N 0 � O O p O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N O O H v rn 3 rn v A O 'v m 70 Z n v m Z ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT -May 2005 PERSONNEL STAFFING LEVELS 1 Chief 1 Deputy Chief 5 Assistant Chiefs 8 Lieutenants Al Fire Fighters 62 On duty personnel 1 Fire Alarm Superintendent 1 Administrative Secretary 1 Financial Clerk 0.5 Account Clerk Typist 1 Light Duty Fire Fighter 2 Recruit Fire Fighters 1 Fire Fighters on Extended Sick Leave Total employees as of 06/01/05 — 69.5 MUTUAL AID CALLS — From: To: Newfield, Enfield SELECTED CALLS — On 5/24/05, A shift quickly extinguished a basement fire at 227 Ridgedale Rd. On 5/24/05, the Department committed significant resources to a incident at Walmart that involved an explosive device. The Fire Departments primary function was in the Hazardous Materials arena. SUPPORT 37 Vehicle work orders were written and 21 were closed. TRAINING — See Attached report. Submitted by: J. Thomas Dorman, Deputy Chief Uate Printed: 6/7/05 Page 1 i 3 LO � _ n O Cl) N Lo r CA CO LO Lq T Lq O O 0) N (MO N T � M N M Cl) V LO 'ct � r--: r O O v o (II a as 0 > O o Z v O V a o O 4) co 0) o � J a L C Q � to fll C = 7 O cn V/ O .cn LO J -J W N CA LO r- E c .}.�� E Q U -- L- O L =- a LO n LO CN `O N o U) O U, Cn O U) LO r- W N T CA '- co T T 0) (00 V/ L' ■� O N C �' i (0 Lo f` O CA co LO � co 0 N LO LO LO M N LO O LO N co LO ■� Cl) .N-- Cl) Cl) LO N M N T 1� LLL co O �- LO LO � LO LO LO T LO co co T LO ■ LL T" T T M CO O T CA .T LO N LO N .� co Cn (0 In (O T LO ^ m O LO L LO CY) T M T M V LO LO O CD z W > U W ¢ O W Q- Q N Z J CC W Q lr 0 {- LLJ � J p Z z 0 Cal Z Lr 4 (� U a = p a H 2 F- Z O Z a Z W U Q 2 J W p CO W U W N a Lr a = a W Cc Z O Z p <L � Z W U W 0 ¢ CO p Za w Q LL Ir Z Z o F- LLI o a 0 v o¢ 0 0 Q ° F - a 0 w a 0 Z zp w g Z Q a W m g W � 5 -1 °C Z° 0 JQ F- E p m W m W z a W fn 0 W J p W U H U CW7 j Ll Q Lr j LL Q \ LL lL p W LL m d 0- M 0 F- 0 0 U 20 LL Z U J W W W E ~ N fD = > fan U0 LL a LL = Z W LL fV m O O O O O O .T- r r r r OD 0) (If OL TV N N a L9 L 7 C(1 � N M s Lq 0> N � r0 N N � d o a v d 0 0 Z 0 v O o V O � m N o � 0 ■� � Q o 0 N 0 a�i �C c 0 c Lq o 'E >, LO Ln cri co O 0 c L N _U/� LO 0 }, Q, o r ri N N L LO LO LO r- r CD M N LO r N LO N 0 LL N O ` .FI O M LO LO r LO N O j Z Q CL CL Z LO r c 0 06 Z w LU U '^ VJ W U O U O Z M U OU LL j Z U) 0 Z >- 2 0 H Z o 0 Z O= W g Q F- 0 Q ¢ LO C) U w U LL C co c D Q CL O z �-- N N N N N La a CITY OF ITHACA 310 West Green Street Ithaca, New York 14850 -5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272 -1234 Fax: 607/272 -2793 June 14, 2005 Chief Brian Wilbur Ithaca Fire Department 310 W Green St Ithaca, NY 14850 Dear Chief Wilbur, The following is the activity report for the Fire Prevention Bureau for the month of May 2005. Codes Division: The Codes Division received 14 complaints in the month May. Of the 14 complaints, only 1 remains unresolved. All complaints from previous months have been resolved. The codes division performed 30 inspections, and issued 11 operating permits for assembly occupancies. The division also observed 14 acceptance tests for fire protective systems, which included 6 sprinkler hydrostatic tests, 6 fire alarm system tests, 1 standpipe test, and 1 fire pump test. There were only 20 parking violation tickets issued in May. 9 tickets were written for parking in a fire lane or in front of a fire hydrant, and 11 tickets were written for parking in a prohibited area. The firefighters assigned to the codes division have attended a cumulative 15 hours of in- service training credit for May. Firefighter Doner has returned to work after being off duty with an injury during the April. Firefighter Chris Kourkoutis has completed his NYS codes certification Fire Investigation Unit: There was 1 fire investigation in the month of May Juvenile Fire Setters Program: There were no referrals to the program in the month May. "An Equal Opportunity Employer with a commitment to workforce diversification." �� June 14, 2005, Fire Marshall's Report — Page 2 Public Education: There were 4 public education details performed by members of the department in the month of May. There were also 2 fire drills observed by on -duty personnel. The Fire Prevention Bureau has been busy working on two major construction projects that are either complete or near completion. The Cayuga -Green Parking Garage is now open. The fire alarm, fire sprinkler, and standpipe systems have been tested and certified. Seneca Place on the Commons also known as the Ciminelli Building located at the corner of Seneca and Tioga is expected to be occupied by July Is'. The fire prevention bureau has been working with the contractors on completing the fire alarm and fire sprinkler testing. We anticipate that all systems will be complete by June 241n Respectfully Submitted, 0 AC Thomas Parson Assistant Fire Chief Fire Marshall Fire departments urged to stand down for firefighter safety NOTE. Please forward this email message on to other fire service professionals to encourage them to participate in the stand down. Fairfax, Va., May 24, 2005... The International Association of Fire Chiefs (IAFC), James Burns, State Fire Administrator of the New York State Office of Fire Prevention and Control and 13 partnering fire service organizations are calling for all fire departments in the nation to conduct a "stand down" for firefighter safety beginning Tuesday, June 21. As of May 1, there have been 50 line -of -duty firefighter deaths — that is 10 more than at this same time last year. A stand down is a method used by the military to correct an issue that has been identified as a problem throughout its ranks. The IAFC, New York State Office of Fire Prevention and Control and their partners* are urging fire departments to suspend all non - emergency activity on June 21 and instead focus entirely on firefighter safety. "Fire fighters are being killed at an alarming rate. The fire service simply cannot continue to do business as usual when so many of its own are dying," said IAFC President Chief Bob DiPoli. "We are conducting the stand down to raise awareness of the need for increased vigilance toward fire fighter safety." The IAFC and its partners are urging you and all fire departments throughout the country to suspend all non - emergency activity and focus entirely on firefighter safety. If you are a career or combination department, please stand down beginning Tuesday, June 21 until all personnel and duty nights have been covered. If you are a volunteer department, please conduct a special safety meeting the evening of June 21 or as near to that date as possible. - Use the recommended "daily activity schedule" below. Take the 21 st to talk about the causes of line -of -duty deaths; check all apparatus and equipment; discuss health and safety regulations; review fire ground safety issues; and take stock of training exercises and fitness goals. An entire Web page at the IAFC Web site www.iafc.org /standdown has been devoted to important issue. Go to that site and use those resources to plan your activities for the stand down. "We must call attention to the unacceptable number of line -of -duty deaths and injuries plaguing our fire departments," said DiPoli continued. "During the Safety Stand Down, fire departments all around the nation will have thorough, honest conversations about firefighter health and safety and maybe we do something to stop these deaths." After your department has stood down, please email the IAFC with a summary of the activities you conducted and your comments at standdownc@-iafc.org. If you have questions, please call the IAFC at 703/273 -0911. Partnering Organizations International Association of Fire Chiefs National Fallen Firefighters Foundation United States Fire Administration International Association of Fire Fighters National Volunteer Fire Council National Fire Protection Association International City /County Management Association National Association of State Fire Marshals North American Fire Training Directors Canadian Fire Chiefs Association Congressional Fire Service Institute International Association of Arson Investigators Fire & Emergency Manufacturers Services Association International Fire Service Training Association Fire Department Safety Officers' Association New York State Office of Fire Prevention and Control Recommended Daily Schedule of Events National Firefighter Safety Stand Down June 21, 2005 Recommended Activity Schedule Prior to June 21: Department wide email /notification to the department • For career fire departments, this should be a joint labor /management initiative, so the announcement should be jointly from chief and union president. For combination departments, the fire chief, volunteer leadership, and union president should make a joint announcement. • Send out a reminder to the department a few days before the event. June 21 (and continue until all subsequent duty days /shifts have been covered): Department wide radio announcement (see attached sample) Station Line -up • Moment of silence for LODDs • Review of shift activities and explanation of purpose • Review LODD causes ■ Utilize NIOSH reports and recommendations • Entire shift focus on safety and what can be done to improve fire department safety and individual safety • All other activities (public ed, inspections, etc.) postponed Health and Safety Standards • Address federal (as well as state /provincial) health and safety regulations and NFPA standards (1500, 1710, 1581, etc.), especially in areas where fire department is in violation or perceived violation Fire Ground Safety • Review current fire department staffing ■ Compare fire department staffing to national standards (including NFPA 1710, 1720) Review fire department accountability • SOPS, RITs and equipment (locators, PASS, etc.) • Incident management SOPs and risk management issues Review fire department Standard Operating Procedures • Review individual knowledge of SOPs • Review adherence to SOPs • Suggest needed revisions to current SOPs Review communication issues • Review individual knowledge of communication equipment and procedures • Review adequacy of current communication system as well as individual units Personal Protective Equipment • Review fire department personal protective equipment • Check all PPE, including bunker gear and SCBA, for obvious defects, cleaning and maintenance needs. PPE review should be in accordance with NFPA 1851, Standard on Selection, Care, and Maintenance of Structural Fire Fighting Protective Ensembles. Tag all equipment with defects and remove from service. • Discuss fire department specification for current gear and suggest revisions • Address respirator standards, including training, selection, use, fit testing, etc. (as required by OSHA 1910.134) • Emphasize use of safety glasses and hearing protection Apparatus and Equipment Check • Check all fire apparatus and equipment stowed on fire apparatus. Tag all equipment with defects and remove from service. • Address MANDATORY seat belt use (no exceptions) • Allow extra time for mechanical checks • Review defect reports Infectious Disease Safety • Review department SOPs and protocols • Address proper PPE • Address proper hand washing and other universal protocols • Address vaccine programs Physical Fitness • Review the IAFF /IAFC Wellness Fitness Initiative. Has the fire department adopted fully, at all, in part. This is the number one recommendation of NIOSH after any firefighter LODD from heart event. • Review fire department hiring procedures. Does the fire department use CPAT for candidate physical ability requirements and does fire department use NFPA 1582 for candidate medical requirements? • Ensure all personnel engage in some form of approved exercise for a minimum of 30 minutes. May be as simple as basic stretching and a one mile walk around a nearby fitness track or marked path. • Address Peer Fitness Trainers and generate interest in getting fire department to certify members as IAFF /IAFC PFTs Training • Review minimum training requirements (fire ground, driving, etc.) • Address recruit training, both a training center and in company during probation • Address company training needs • Address company critiques after emergency events (all regardless of emergency) • Address company officer, especially front line officer, training • Address specialized training. Does fire department have minimum HazMat, WMD training? • Address wellness fitness training (recruit and company level) Behavioral Health • Review and address fire department EAPs, CISM, and other related programs • Address attitudes relating to safety • Positive and negative ■ Includes aggression, judgment, ability to execute assigned tasks safely, age /experience /physical conditioning • Drill periods —if time permits, then actual safety drills would be an excellent way to review emergency operations • Conduct drills that review safety practices and principles for targeted areas • Safe driving – include a practical component (e.g., road trip) • Fire ground operations • Training • Non -fire emergencies • In- station activities • Practical skills drills should include an enhanced safety component. • Go to any of the Safety Stand Down Web site at www.iafc.org /standdown to select a drill topic Shift/Group Meal • Prepare healthy meal selected from recipes and share as a team. Visit the IAFF's Food Fit Web site, www.foodfit.com /iaff for sample recipes. End Activities • Recap day's emphasis • Second moment of silence for LODDs • Relax Sample Radio Announcement "The (Department Name) is participating in the National Firefighter Safety Stand Down today. All personnel are to observe a moment of silence for our fire service brothers and sisters who have lost their lives in the line of duty. All department activities for the remainder of the shift are to follow the guidelines issued by the fire chief with the full support of the IAFF local president/volunteer leadership /volunteer chiefs." -end- Statistical Summary Ithaca Board of Fire Commissioners: 06/14/05 There are 21,726 records in the Incidents Table. Between Saturday, January 1, 2005 and Monday, June 13, 2005 there were 1,866 incidents. Currently there are an average of 11.38 incidents per day. Average response time for the department is 4.51 minutes. The average duration of an incident is 21.66 minutes. 200000 150000 100000 50000 0 Dollar Loss by Day of the Week SUN MON TUE MD THU FRI SAT Incidents by First Responding Unit 10 8 6 4 2 0 Average Response Time by Unit Loss ® Runs 1�t O O LO CO (O CO CO CO In N 1-t to N O (O O C7 O CO O V W O O O CO er O O O O O O O O 0 O O O 0 O O O Statistical Summary Ithaca Board of Fire Commissioners: 06/14/05 There are 21,726 records in the Incidents Table. Between Saturday, January 1, 2005 and Monday, June 13, 2005 there were 1,866 incidents. Currently there are an average of 11.38 incidents per day. Average response time for the department is 4.51 minutes. The average duration of an incident is 21.66 minutes. 100 80 60 40 20 0 300 250 200 150 100 50 0 Incidents by Hour of the Day i innrnii i ■iiiiiiiiiinnN O O O O O O O O O O r r r r r r .- .- r r N N N N Incidents by Day of the Week 200000 150000 100000 50000 0 SUN MION TUE WED THU FRI SAT Dollar Loss by Hour of the Day O O O O O O O O O O r r -- - r - r r N N N N ■ Loss The recruit Fire Fighters graduated from the NYS Academy on May 26`". They are continuing their IFD training focusing on street and building locations, apparatus operations and other IFD specific items. As of now, we do not have a preliminary date for their assignment to a regular shift. TO: ITHACA BOARD OF FIRE COMMISSIONERS FROM: Deputy Chief J. Thomas Dorman DATE: June 14, 2005 D D D cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD cD � N ? w N w w V w? w N w w w m w? w N O O 3 U) N r m C) m cr) V U9 w O U1 U1 O w w w 0) N N N CD — O ?_ A U1 U1 w N O w w m N V w w w Ul O \ V W V J V7 0 0) W N V CD V O V (D V Ln O? W N N m V w 00 O N (D ut 0) N N) (0 00 (O 0) W OD 00 U7 00 .A V N O O m N Z G) N O 0 N N N N /9 OD (D ? U1 \ W -N -+ O ? ? (O w O Oo N w O O (D (n O 0) N ut 0) O O 00 Ul 00 — O w r m C) m CY) V UI V w O w w O 0 w w 0) W N N (O � o U7 V U1 U1 W m w N O W Ui V W w O w? w W V W A O 0) N (/'i U9 O U7 W O O O V O �A W 19 � 00 � V N -• 00 (n OD w 0) N U7 w Ut V7 V Vt W OD 0) V 0) O W N OD W— w N 6) 0) m Z G� 2 N O 00 0) ? ? N N (D OD (D -N d1 \ V W J� to J O J� to (O � (D O (D U9 N W V O V -� W cn .AA O J. (D W U1 .A —4 W V O (n O Ut 3 r m O U9 U1 N w V (D N N D G) N 00 W 00 00 19 V V7 (O -P o w w N 4 O m N m (O U9 W ? W CD U'1 W N V1 V V U1 V N V7 ? 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U7 U1 0) N w w w W A � 0) (O OD N Ul cn ? r -+ (n 0) .4 0) � V 0 A O N OD 00 0) W co N 00 O m 00 N V W N V U9 � W :' V w w (D (O O V U1 4 O O U) U7 0 U7 00 0) 0o 0 -' U7 V W 6) N (0 N 0 N V — 00 TOMPKINS COUNTY FIRE TRAINING DIVISION 2005 Training Calendar & Course Description Start Date Location Course Prerequisite Instructor Equipment Basic Firefighter, or Turnout Gear Training FIREFIGHTER Fire Fighting SCBA April 23 Center SURVIVAL Essentials, BASHER Spare Bottle Escape Rope Firefighter I TA Letter Turnout Gear May 14 Training Center F.A.S.T. Firefighter Survival BASHER SCBA Spare Bottle TA Letter CFR SCENE SUPPORT Turnout Gear April 5 Building OPERATIONS None BASHER SCBA Firefighter I or Turnout Gear May Training FIREFIGHTER 11 Basic& SPALDING SCBA Center Intermediate, and Spare Bottle Haz- Mat Ops. TA Letter Cayuga Scene Support Ops June PUMP OPERATIONS EVOC SPALDING Heights Or Equivalent Turnout Gear November Training FIREFIGHTER I None Basher SCBA Center Spare Bottle TA Letter FIREFIGHTER Basic Firefighter, or Turnout Gear October 29 Training Fire Fighting BASHER Spare Bottle Center SURVIVAL Essentials, Escape Rope Firefighter I TA Letter Turnout Gear Nov. 5 & 6 Training F.A.S.T. Firefighter Survival BASHER SCBA Center Spare Bottle TA Letter Aug TBA TBA FIRE OFFICER I Intro to Fire Officer SPALDING Basic Firefighter, or Turnout Gear 2006 TBA Training MASK CONFIDENCE Fire Fighting TBA SCBA Center Essentials, or Spare Bottle Firefighter I TA Letter Firefighter I or Turnout Gear 2006 TBA Training FIREFIGHTER II Basic& TBA SCBA Center Intermediate, and Spare Bottle Haz- Mat Ops. TA Letter TA Letter: A "Training Authorization Letter" is available at our web site www.TompkinsF!reEms.com For more information or to sign up for a class, call the Fire Coordinators Office at 257 -3888 '1'KAlIN lIN G LOUA110A S ITHACA TRAINING CENTER PIER RD. STAFF / INSTRUCTORS FIRE COORDINATOR Lee Shurtleff— Contact at: Lshurtleff(- Tompkins— co.org ADMINASTRATION Chris Strizack - Contact at: cstrizack(a-).tompkins- co.org STATE FIRE INSTRUCTORS David Spaulding —City of Cortland Firefighter, Retired. Contact at: dcs5508(7 ma i l . odyssey. net Robert Covert — Lieutenant, City of Ithaca Fire Dept. County C.I.S.D. Team,. Contact at: rmc25a- cornell.edu Thomas T. Basher Jr. — Firefighter, City of Ithaca Fire Dept. Officer, Trumansburg Fire Dept. Contact at : BasherJrc@-Hotmail.com BRIDGING & CONTINUING TRAINING BRIDGING INTO FIREFIGHTER I: A student who has successfully completed the Scene Support Operations course will be allowed to enter into the Firefighter / course at Unit 4. Students who took Basic Firefighter and wish to continue their training may begin Firefighter I at lesson 4 (Advanced SCBA Skills begin in lesson 4) or complete an Intermediate Firefighter course prior to March 31, 2006. If the student already has a certificate for Hazardous Material Operations and /or Confined Space Awareness the student will not have to attend this portion of Firefighter / but will be responsible for that material when given the written test. BRIDGING INTO SCENE SUPPORT OPERATIONS: Students currently attending Firefighter/ and wish to switch to the Scene Support Operations course must have the Firefighter I instructor notify the Scene Support Operations instructor of what units the student has successfully completed in Firefighter I. The Scene Support instructor can determine an entry point for the student. FOR ALL TOMPKINS COUNTY TRAINING EACH STUDENT MUST PASS BOTH THE TESTS AND /OR SKILLS IN ORDER TO RECEIVE A CERTIFICATE. To register call the Fire Coordinators Office at 257 -3888 COURSE INFORMATION FIREFIGHTER I: NYS Firefighter I is designed to be a comprehensive course that completely prepares an entry- level firefighter to respond to emergencies. This course also accomplishes the objectives of NFPA 1001 and NFPA 472 and trains the entry level Firefighter as an interior structural firefighter in accordance with OSHA regulations 1910.156 Fire Brigade Standard, 1910.134 Respiratory Protection Standard, 1910.120 emergency Response to Hazardous Materials, 1910.146 Confined Space Entry Standard and 1910.147 Control of Hazardous Energy Standard. NYS Firefighter I utilizes the IFSTA Essentials of Firefighting, Fourth Edition curriculum to accomplish the objectives of NFPA 1001. The program also uses segments of the NYS Mask Confidence and Firefighter Survival courses to enhance the students' abilities as a structural firefighter. This part of our course will be incorporated as SCBA advanced skills. Current NYS OFPC courses are also utilized to prepare the student to respond to hazardous material incidents by using Hazardous Materials First Responders Course and the Weapons of Mass Destruction — Awareness Course. The student will also be trained to respect hazards associated with confined space incidents and controlling hazardous energy using segments of the Confined Space Awareness Course. The course length will be 78 hours in length. Designed For: All fire service personnel Course Length: 78 hours Prerequisite(s): None Students must be physically capable of wearing SCBA and possess current medical clearance for SCBA use. Students not possessing these prerequisites will not be allowed to participate for their own safety. A completed "Training Authorization Letter" needs to be handed in the first day of class. FIREFIGHTER II: NYS Firefighter II is designed to be a comprehensive course that completely prepares firefighter to respond to emergencies as a team leader. This course also accomplishes the objectives of NFPA 1001 and trains the Firefighter II as a team leader and will train the Firefighter I to work and operate without direct supervision. NYS Firefighter II utilizes the IFSTA Essentials of Firefighting, Fourth Edition curriculum to accomplish the objectives of NFPA 1001. The course length will be 27 hours in length. Designed For: All fire service personnel Course Length: 27 hours Prerequisite(s): Completion of Firefighter I or Basic & Intermediate, and Haz -Mat Ops. Students must be physically capable of wearing SCBA and possess current medical clearance for SCBA use. Students not possessing these prerequisites will not be allowed to participate for their own safety. A completed "Training Authorization Letter" needs to be handed in the first day of class. To register call the Fire Coordinators Office at 257 -3888 SCENE SUPPORT OPERATIONS: This program accommodates personnel whom for what ever reason will not be classified as an interior structural fire fighter. The student will be provided with the training to support fire activities that arise before, during and after fire attack with respect to their exterior only classification. The student will be exposed to the knowledge and skills pertaining to; Fire, Tool and Scene Safety, Fire Behavior and Development, PPE and SCBA Practices (excluding donning and doffing of SCBA), Communication and IMS Principles, Fire Prevention and Investigation Principles, Fire Extinguishers, Hose Practices (excluding fire advancement and attack), Water Supply, Nozzles and Fire Streams, Ground Ladder Operations, Ropes and Knots, Confined Space Awareness and Hazardous Materials Awareness. The course is derived from the Fire Fighter 1 curriculum and scheduled to be 27 hours in length. Graduates will be committed to exterior operations only and will not be involved with Hazardous Materials Operations, Interior structural Fire Operations, Roof and or ventilation operations and will not be in situations placing them in contact with IDLH atmospheres ( Immediately dangerous to life and health ). This course alone does not qualifv any graduate to operate as an Interior Structural Fire Fighter or Hazardous Materials responder Designed For: Course Length: Prerequisite(s): All Exterior Support personnel 27 hours None EMERGENCY VEHICLE OPERATIONS COURSE (EVOC): Provides vehicle operators with a better understanding of the seriousness of emergency vehicle operation. Based on objectives from National Fire Protection Association (NFPA) Standard 1002 - Fire Apparatus Driver /Operator, Chapter 2, this course stimulates the thought processes to make students aware of the potential for tragedy and financial loss and of the legal and moral responsibilities encountered when operating an emergency vehicle. Designed For: Course Length: Prerequisite(s): FIREFIGHTER SURVIVAL: Fire service personnel 15 hours None Based on Chief John Salka's "Get Out Alive" program, this program is designed for self- rescue and rescue of trapped firefighters. Course content will enable firefighters to recognize the types of events encountered on the fire ground that contribute to firefighter disorientation and /or entrapment; to have knowledge of what is necessary to ensure their safety and that of their partners or crew members; and to perform self- rescue techniques when disoriented, separated, or needing to exit a structure in an emergency. This course requires students to perform a number of practical evolutions with self - contained breathing apparatus (SCBA). Designed For: All fire service personnel Course Length: 9 hours Prerequisite(s): Basic Firefighter, Essentials, Firefighter I Students must be physically capable of wearing SCBA and possess current medical clearance for SCBA use. Students not possessing these prerequisites will not be allowed to participate for their own safety. A completed "Training Authorization Letter" needs to be handed in the first day of class. FIREFIGHTER SEARCH and ASSISTANCE TECHNIQUES (FAST )• The firefighter as a member of a FAST operation will identify the tools and staffing requirements for a FAST operation, develop a rescue plan for a missing, lost, or trapped firefighter; demonstrate rope search techniques, and demonstrate removing a firefighter /victim up a stairwell, up or down through a hole in a floor /roof, moving a downed firefighter out of a window, and lowering a firefighter down a ladder. This course requires students to perform a number of practical evolutions with self - contained breathing apparatus (SCBA). Designed For: Course Length: Prerequisites: All fire service personnel 16 hours Firefighter Survival Students must be physically capable of wearing SCBA and possess current medical clearance for SCBA use. Students not possessing these prerequisites will not be allowed to participate for their own safety. A completed "Training Authorization Letter" needs to be handed in the first day of class. PUMP OPERATIONS: Offers information and skills essential to pump operation. Based on objectives from National Fire Protection Association (NFPA), Fire Apparatus Driver /Operator, Chapter 3, this course includes responsibilities of pump operators, hydraulics and friction loss, pump controls and accessories, fire streams, pumper practices, pumping from draft and pump evolutions, and using the fire pump at the fire hydrant. Demonstrations and practice sessions are included. Designed For: Course Length: Prerequisite: INTRO TO FIRE OFFICER: Fire service personnel 24 hours E.V.O.C. The goal is to give new and prospective officers the skills necessary to effectively manage and lead their companies and departments in the challenges of the rapidly changing fire service. Topics include assuming the role of company officer, introduction to leadership and management, fire service organization, legal issues facing the fire service, communications, health and safety, incident management, emergency response, on scene management and communications, and strategy /tactics for single company operations. Designed For: Fire Officers, Training officers and prospective Fire Officers Course Length: 27 hours Prerequisites: None To register call the Fire Coordinators Office at 257 -3888 FIRE OFFICER I: This is the second course in a new series addressing command and management in today's fire service and is designed to meet the officer training requirements of the NFPA 1021 Standard. Building on the skills learned in Introduction to Fire Officer, students begin to examine the transition from firefighter to supervisor. Topics include management and supervision, group dynamics, company level training, community relations, fire department relations, information management, accident/injury investigation, pre - planning, and, strategy /tactics for multiple company operations. Designed For: Fire officers and Training officers Course Length: 24 hours Prerequisite: Introduction to Fire Officer INCIDENT COMMAND: Introduces the fire officer to the nationally recognized Model Incident Command System. It includes extensive student and group activities to promote the fire officer's ability to properly implement and use this management system at emergency scenes. This course was developed by the National Fire Academy. Designed For: Course Length: Prerequisite: MASK CONFIDENCE: All emergency response personnel 12 hours None This course provides a solid indoctrination in emergency procedures and establishes confidence in using self- contained breathing apparatus (SCBA) in a crisis situation. Designed For: All fire service personnel Course Length: 16 hours Prerequisites: Basic Firefighter, Essentials, Firefighter I Students must be physically capable of wearing SCBA and possess current medical clearance for SCBA use. Students not possessing these prerequisites will not be allowed to participate for their own safety. A completed "Training Authorization Letter" needs to be handed in the first day of class. FOR ALL TOMPKINS COUNTY TRAINING EACH STUDENT MUST PASS BOTH THE TESTS AND /OR SKILLS IN ORDER TO RECEIVE A CERTIFICATE. To register call the Fire Coordinators Office at 257 -3888 TO: ITHACA BOARD OF FIRE COMMISSIONERS FROM: Bill Gilligan DATE: June 14, 2005 Proposal for Maintaining the Ithaca Fire Department's Volunteer Program The main components required for maintaining the Volunteer Program with the Ithaca Fire Department are addressing the issues of recruitment, training, and administrative support for the program. Backaround Until, the late 1980's the recruitment function and much of the Administrative support for the program was handled by the 8 Volunteer Companies serving the Ithaca Community for more than 175 years. As a result of recommendations developed in the Department's 1982 Strategic Plan, these functions were brought more directly into the department with the creation of the Volunteer Coordinator's position and development of a training officer position. In- service training of Volunteers was handled primarily by variations of Shift Based training and new member volunteer training was provided by the Department staffing and running periodic training classes that generally lasted for a 12 to 16 week period. These new member training classes were primarily offered in the spring with an occasional class beginning in the fall. Beginning in 2000 and continuing to the present, budget reductions and financial constraints on the department began to severely undercut the department's ability to perform all 3 of these critical functions. The Volunteer Coordinator's position was reduced and then eliminated causing a significant reduction in the recruitment effort and the ability to provide administrative support to the volunteer program. An attempt had been made to provide some administrative support to the Volunteer Service, but this was only accomplished by adding to the workload of existing staff. Financial constraints from multi -year budget reductions meant the department could no longer provide new member training on a consistent basis, particularly when the number of individuals available to be trained at any give time did not justify the cost of running a training class. This lack of consistency in offering new member training caused the loss of some individuals who had initially been interested in volunteering but who were never able to receive training. The following is a plan to address all three of these critical areas, but will concentrate primarily on the issue of providing Administrative Support for the volunteer program as a responsibility of the Ithaca Volunteer FireFighters Unit. Administrative Support There are three categories of administrative support required for Volunteers the two most critical are initial support for processing the new applicant through the selection process and then following up with individuals who have passed the selection process to get them into a training program and support them during their probationary period.. The third category is important but generally is less labor intensive, this is to provide on -going communication and administrative support to Volunteers and Bunkers who have finished their probationary period in the department. New applicant selection process Attached to this document is a flow chart that defines the Page 1 of 3 sequence of activities that are involved in selecting a new volunteer. Currently many of these are identified as being handled by the Administrative Staff in the Department. Below is a list of all the tasks with an indication of those that volunteers could be responsible for handling. - Initial point of contact and entry of individuals into database. This contact may come from individuals who are responding to various recruitment activities and can come by phone, walk - in, or email. To assure identification of individuals on a timely basis and that they are entered into the applicant tracking system this step should remain with department staff. - Mailing of application — Department Staff, - Returned application — entered into data base Department Staff - Criminal Background check Could be sent by Volunteer if State Law allows - Application review Done by Volunteers - Reference checking - standard questionnaire Done by Volunteers - Review of file — Done by volunteers - Schedule interview — Done by volunteers, requires minimum of 3 individuals- requires at least one volunteer and one career staff plus one other either volunteer or career staff. - Orientation - assigned to shift/with volunteer mentor /contact - Schedule Physical & Schedule PPA — Coordinated by Volunteers - What level is staffing is needed can this be done on shift with volunteer support (weekend testing). For individuals who have pass tests chief is notified by Volunteer Program Administrator - Chief approves appointment and - Company Affiliation selected. - BFC Confirms - Confirmation letter sent to candidate/ Volunteer Administrative support during New Member Training and Probationary period While waiting for training new members will be encouraged to do ride along time to become familiar with shift operations. Depending on number of new members waiting for Firefighter I training an effort will be made to hold periodic meetings to familiarize them with department operations. An effort will be made to develop support tasks that they can perform will awaiting training. Each will be assigned a Volunteer mentor. When they have been accepted into a new member training program, the IFVU will monitor to make sure they are completing their training program and provide other support to the extent possible (helping to address issues about turnout gear, pagers,shift schedules, department procedures, etc).. Once an individual has been trained and can perform at an incident the IFVU will work to be sure they are integrated into their shift and that they are completing the required hours of service. On -Lyoing Administrative Support for Volunteers Issues dealing with departmental operations will generally be covered during the volunteers assigned shift. If there are volunteer specific issues then they will be handled by the IVFU. Communication will generally be by email or information placed in the Volunteers mail folder. PA nP 2 n f The plan is to have a core of 3 to 4 IVFU members or other volunteers working with them, who are willing and interested in maintaining the program, perform the required administrative tasks that are identified in the above sections. Training Given the funding restrictions previously identified it is expected that basic fire fighter training will be accomplished through the County training program or other approved state certified programs. The IFVU will need information on a timely basis as to when programs will be offered and the procedures for enrolling individuals in these courses. Given that several of the state certified trainers are IFD career staff, the expectation is that this information will be available to the IVFU. After initial training is completed the IVFU will work with the individual, and their shift officer to make sure they receive Ithaca specific training as soon as possible. As an initial proposal to test and develop this method it may be best to have all new members assigned to one shift during their probationary period. Recruitment Recruitment - News release from BFC- Announcing that interested individuals 18 -or older with a high school diploma, who wish to become volunteers should contact the department. Include email address, website, and phone number for them to contact the department. Activate Website so information is available about the volunteer program. Request City and Town of Ithaca publicize volunteer opportunity with Ithaca Fire Department. IVFU will present request at meetings for both groups. Work with 8 Volunteer companies to provide information about the new administrative structure and training programs for volunteers. Seek funds for recruiting efforts for new active volunteers. Work with campus contacts to provide information about the program for potential student volunteers. Items for discussion Schedule for implementation, since it is anticipated that there will be a county training class in the fall, a recruitment effort could be undertaken in July and August. The Administrative support process would begin functioning in July. Turnout equipment for new volunteers, effort to obtain funding for Training Officer position., Other items? There are 7 individuals that applied after January 1, 2004 that are still in open status in the volunteer data base. Pig aP. 3 (-) f Itnaca r Ire ueparrm ent Volunteer Membership Process Ob MAR 02 ,gypgen Iloatior S) Received (AS) Grim Inal B aokgrour Cpeck�(CB rep red (AS) UB U letter en- (AS) Web S Walk-In Contact M t to I FD Phone Inquiry ti ra' s Returned Acoep . ,A Iloatlor Y e. eview Vrientatior (DFC) and Shift A(M er C) S oneauie PPA; sen welcome t M ed Exam (AS) .yam In zD eoretar AFC - Ass't Fire Chiefi DFC - Deputy Fire Chief LT - Lieutenant MRC - Membership Review Committe N M T - New Member Training 114 P ass . IV 011ry Fire Chief; Appointm e made B card Confirms Notify MT( Ltr to Applicant Member Trainin Queue PO NMT II t-:ompany Affiliation Declared N otity Company eoruitm Isqualifie Y e. Activities I { F' ertorm Referenc( F Ile Hevlev and J aoke Activities Checks (AFCfLT) Pre ) (DFC' Admin otiry A ctiviti e s Schedule + isqualifie Interview Y End Prooe A plicant MRC Notified (AFC) Interview ti ra' s Returned Acoep . ,A Iloatlor Y e. eview Vrientatior (DFC) and Shift A(M er C) S oneauie PPA; sen welcome t M ed Exam (AS) .yam In zD eoretar AFC - Ass't Fire Chiefi DFC - Deputy Fire Chief LT - Lieutenant MRC - Membership Review Committe N M T - New Member Training 114 P ass . 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