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HomeMy WebLinkAboutMN-BFC-2008-05-13OFFICE OF BOARD OF FIRE COMMISSIONERS CITY OF ITHACA 310 WEST GREEN STREET ITHACA, NEW YORK 14850 - -- NOTICE - -- THE REGULAR MEETING OF THE ITHACA BOARD OF FIRE COMMISSIONERS WILL BE HELD ON: TUESDAY, MAY 139 2008 AT 6:00 P.M. AT THE ITHACA CENTRAL FIRE STATION 310 W. GREEN ST., ITHACA, NY "An Equal Opportunity Employer with an Affirmative Action Program" TEL (607) 272 -1234 FAX (607) 272 -2793 Co Recycled Paper ITHACA BOARD OF FIRE COMMISSIONERS MAY 13, 2008 AGENDA I. CALL TO ORDER II. APPROVAL OF MINUTES III. ADDITIONS /DELETIONS TO THE AGENDA A. FIRE PROTECTION IN NEW YORK STATE REPORT 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 - Codes Division - Fire Investigation Unit - Juvenile Firesetters Program - Public Education IX. OLD BUSINESS X. NEW BUSINESS XI. EXECUTION SESSION XII. ADJOURN ITHACA BOARD OF FIRE COMMISSIONERS APRIL 8, 2008 MINUTES PRESENT: Commissioners Romanowski, Williams, Gilligan and Alexander. I. Chair Romanowski called the meeting to order at 1600 hrs. II. Approval of Minutes: Chair Romanowski made a motion to approve the minutes of the March 2008 meeting with several corrections. Seconded by Comm. Williams. Carried unanimously. III. Persons wishing to speak to Board of Fire Commissioners: Ray Wheaton, Secretary of Tornado Hook and Ladder Company 3 read a letter to Chair Romanowski in regard to the delay in instituting the Fire Police Unit of the Ithaca Fire Department. (see complete letter in the Minute Book) Chair Romanowski stated that the Board would address the letter later in the meeting under Old Business. IV. Correspondence: Chair Romanowski read a letter from Fay Bower, President of Cayuga Hose Co. No. 1. In his letter he outlined his concerns about the 2% money distribution. He asked that due to his absence, if the topic could be held off until the May Board of Fire Commissioners meeting. (see complete letter in the Minute Book) Chair Romanowski read a letter from Lyman Baker, Treasurer of the Veteran Volunteer Firemen's Association. His letter expressed concerns about the delay of distributing the 2% monies. (see complete letter in the Minute Book) Chair Romanowski read a letter from Jack Gould, Caption of Sprague Steamer and Hose Company #6. Captain Gould's letter outlined his concerns about delays in the 2% monies being distributed as well as the delay of implementing the Fire Police. V. Membership Changes: None VI. Miscellaneous Reports: Tompkins County Fire Advisory Board — No Report Audit — Was reviewed and approved Town of Ithaca — See Chair Romanowski's written report in the Minute Book. L ITHACA BOARD OF FIRE COMMISSIONERS April 8, 2008 — MINUTES PAGE 2 VII. Department Reports: A Chief s Report (see complete written report in Minute Book). DC Dorman highlighted Chief Wilbur's report due to his absence and answered questions as follows: The Department currently has the candidate lists for both the Administrative Assistant and the Financial Management Assistant positions. Applications are being reviewed and interviews will be conducted soon. The Physical Performance Assessments (PPA) will take place on April 12, 2008 for the fifteen candidates who responded to the canvass for the fire fighter position. It is anticipated that 4 people will be hired. The next written exam is in June. 800 MHz System and Paging System — Progressing with significant bumps. DC Parsons has drafted up a plan to make the transition smoother. SAFER Grant — There has been no word on a report. Strategic Funding for Fire Fighters (S4F) — Has not met. J.R. Claiborne has not set up a meeting. Comm. Williams asked if there are any considerations for the Bunkers. DC Dorman responded that this grant is once a year. The Department is given 30 days to prepare after the guidelines are issued to submit. Comm. Gilligan asked if there were any considerations from other departments. DC Dorman responded that he could no comment on that. B. Deputy Chief's Report (see complete report in the minutes book) Deputy Chief Dorman offered highlights of his report and answered questions as follows: We have one LT on Military leave Ladder 933 went to Pennsylvania on Thursday so that repairs can begin. Completion date is unknown at this time. ITHACA BOARD OF FIRE COMMISSIONERS April 8, 2008 — MINUTES PAGE 3 C. Fire Prevention Report — (see complete report in the minutes book) Deputy Chief Parsons offered highlights of his report and answered questions as follows: Fire Prevention conducted its first round of inspections at Cornell. FPB really worked on stream lining inspections. This month there were 90 inspections and re- inspections. 28 of which are not showing from the old system. Inspections have increased 50% more than last year. VIII. Old Business — NFPA proposal was sent on to the City Attorney for review. The City Attorney has responded. The Board of Fire Commissioners cannot " adopt" and can only "recommend ". The proposal was changes and a motion to approve the changes was made by Comm. Gilligan, seconded by Comm. Williams and carried unanimously. Comm. Romanowski read a letter that Comm. Williams sent to Chief Wilber regarding the status of equipment distribution. DC Dorman responded that it's been two months since they have heard anything. Letters for Fire/Police — Dan Tier was to inquire as to the status of grandfathered personnel and new employees. Comm. Alexander organized an SOP years ago and it was brought up to reorganize the SOP again. He sent a letter to 15 people and 6 came to the meeting. All 6 are interested. They discussed the training needed and inquired about the possibility of needing more training and if they would be grandfathered in. Also discussed was equipment needs. AC Tier wrote down equipment that is needed. If anyone has any interest, please email AC Tier. DC Dorman said that as of tonight, he hasn't received an equipment list. It was suggested to write to the Chief as to the status and to send him a summary of the meeting. Request department update and progress. A letter will be sent to all company captains to see what their needs are. Comm. Romanowski read his views on the 2% funds. The minimum should be 90% and the purpose and way it is used is none of the Board's business. ITHACA BOARD OF FIRE COMMISSIONERS April 8, 2008 — MINUTES PAGE 4 Comm. Gilligan asked if we could get an opinion from the City Attorney in regards to the distribution of the funds. A lengthy discussion continued in reference to the 2% monies. Comm. Williams asked "What can our Department do to include volunteers? We will never be able to hire enough fire fighters that we need and eventually we will need to layoff. What can we do for the people of this community ?" DC Dorman responded that the City shut down the funds and did not approve the funds year after year.. Comm. Williams commented that Companies need to put together a proposal to get volunteers back into the system. Comm. Alexander asked "Where, is the funding going to come from to train them ?" Comm. Gilligan suggested that IFD can put together a proposal that is acceptable to the Board. - Ray Wheaton stated that you can't get 2 Companies to agree. Never mind all of the Companies. To get a unanimous vote is almost unheard of. We need to get a ruling from the City Attorney. You should go to the meetings and see that most are not members. They are only social members and don't have a right to vote. A meeting was suggested for the 28th. No action was taken on 2% money. There are many opposite views on appropriation of fund distribition. More discussion continued on this topic. - Comm. Romanowski wants veryone to start thinking about "active" status. That entails workers ompensation, etc. to be continued. - DC Dorman responded: "We as a Department all sat down and developed the criteria for "active" in a Department. We also discussed how we are ITHACA BOARD OF FIRE COMMISSIONERS April 8, 2008 — MINUTES PAGE 5 going to train these people. It can be said that Chief Wilbur or I need to come up with a plan. We already developed the criteria." The Board agrees to open discussions on what constitutes Company memberships and community service by Companies. Comm. Alexander asked, "If the Vets host a meeting on this topic, can we take action ?" DC Dorman responded: No, you can't. But check with the City Attorney or the Clerk's office. IX. New Business — Central Fireman's sent a bill for $10. Comm. Romanowski would like to pay out of the Donation Fund. A check will be written along with a cover letter. Also, raffle tickets will be returned since the Department cannot participate in raffles. Hearing no other business, the meeting adjourned at 1940 hrs. Respectfully submitted, Randy L. Flynn, Clerk Ithaca Board of Fire Commissioners (Minutes to be reviewed at the May 13, 2008 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 May 12, 2008, meeting. LIFE SAFETY DIVISION Administration 1) Career Personnel Report a) See Deputy Chief Dorman's report. b) Office Hiring Administrative Assistant: Interviews were conducted during the last two weeks. Final processing for an appointment is underway and a provisional appointment should b6 made the week of 12 MAY 08. Financial Management Assistant, full time: No action has been taken, pending finalizing the administrative assistant position. Work will begin late next week to fill this position. C) Fire Fighter Hiring The Certified List of Eligible candidates for the position of fire fighter was received here on 08 MAY 08. As of this report, we have two vacancies to fill: one is the temporary position authorized for this year to backfill the vacancy created by the deployment of Lt. Tom Deis. The other is the vacancy created by the retirement of Fire Fighter Tom Yaglowski on 30 APR 08. Additionally, I have spoken with Mayor Peterson and Director of Human Resources Schelley Michell -Nunn and I will be submitting a resolution and other paperwork to authorize us to move the hiring dates for the new fire fighter positions approved for July 2008, to early June. The resolution will go to City Administration Committee 28 MAY 08, and to Common Council on 04 JUN 08. 2) Operating Budget Status a) Please review the balance and revenue reports provided by Office Manager Dianne McGrady. An Equal Opportunity Employer with a commitment to workforce diversification." �� Fire Chiefs Report for May 2008 09 MAY 08 Page 2 of 5 3) County Communications and 911 Program a) Paging System: the new paging system is on line and in use. Pager conversion from low -band to the new UHF band pagers is in progress. b) 800 MHz System: IFD has received three new portables for testing purposes. Upon completion of the testing, we will finalize our 'A' bank talk group scheme and submit to the DOER so the radios assigned to the Ithaca Fire Department can be programmed. 4) Grants and Donations a) 2007 Grants: An application for a 2007 SAFER grant was submitted. The application requested four additional fire fighters. There has been no word on an award. [Same report as last month.] b) Child Safety Seat Grant: The grant was submitted last month and we are awaiting word on its status. [Same report as last month.] C) Carbon Monoxide Detectors: Discussions with Wa1Mart and with the Women's Fund of the Community Foundation have created the possibility of donations and funding that will allow us to include carbon monoxide detectors along with the smoke detector program. A proposal has been submitted and we are awaiting word on the funding that will be awarded as a result. [Same report as last two months] . d) SWAT /CINT /CP Vehicle: Discussions continue on developing funding for this vehicle, but the City has not made a commitment to fund it as yet. [Same report as last month.] e) Assistance to Fire Fighter's Grant (AFG): As reported last month, an application was submitted for the 2008 AFG. Typically, award announcements do not start for a few months, so this report will stand until the next round of announcements start. 5) Strategic Funding for Firefighters (S4F) The S4F group will convene as soon as possible to approve a status report. [same report as last month.] 6) City -Town Fire Contract Negotiation As this report is being written, meetings are being set to continue discussions. In the meantime, Mayor Peterson has approved the group hosting a presentation on fire district creation by Attorney Mark Butler, who specializes in New York fire law. Fire Chief's Report for May 2008 7) Charter Responsibilities 09 MAY 08 Page 3 of 5 On occasion over the years, I have reminded the Board of the statutory obligations imposed on it by the City Charter. Mayor Peterson asked today if the Board intended to provide any of the reports required by the Charter. For your convenience, a brief list of those reports follows: • Detailed statement of all bills and expenses paid, together with the original vouchers therefore; • On or before the first day of May, an estimate of the amount of money necessary to cover the expenses of maintenance of the Department, including all salaries and wages, equipment and supplies and for the maintenance, heating, lighting and ordinary repairs of buildings; • At the close of each fiscal year ... a detailed accounting of the Active Firemen's Relief Fund; • At the close of each fiscal year ... a detailed accounting of the Veteran Volunteer Firemen's Relief Fund. Fire Prevention Bureau 1) Please see Deputy Fire Chief Parson's report of Fire Prevention Bureau activities for the month of March. Safety Section 1) Protective Equipment Maintenance Standard Resolution At the March meeting, the Board requested clarification regarding various policy aspects of the proposed resolution. Unfortunately, I was unable to take any action on that resolution for the April meeting. A brief with clarifications will be provided at the May meeting. OPERATIONS DIVISION Response 1) Monthly Call Report See distributed reports for 2008, year -to -date, and the seven -year summary of response data. Fire Chief's Report for May 2008 09 MAY 08 Page 4 of 5 2) Emergency Management a) Emergency Management Exercise: No report. b) Pre- Disaster Mitigation Grant: Starting in 2002, the City of Ithaca engaged in a project to develop a pre- disaster mitigation plan. This plan is required to insure eligibility for future mitigation grants. As of 04 JAN 07, we have been advised the grant application has been submitted to FEMA for final review and action. This is the last step for this grant and we are still waiting to hear what the decision will be. [Same report as prior months.] C) FEMA deployments: Reimbursement for June -July 2006, deployments to Tioga and Broome Counties is in the works at this point. Forms required to transmit payment have been submitted and we are waiting on next steps. Support 1) See Deputy Chief Dorman's reports for APR 2008. 2) Training Center Reports — a) Usage report not available for this month. b) Training Center addition project: Additional funding to support this initiative has not been secured as yet. This is being submitted to Mayor Peterson and Supervisor Engman as a possible capital project for consideration by Governor Patterson's Office. Training 1) See report from DC Dorman. VOLUNTEER SERVICES DIVISION Recruitment and Retention 1) Explorer Post: Efforts to determine interest and feasibility continue. We have learned in the meantime the Human Resources Department is very supportive of this initiative. Service 1) Summaries of Service Hours: The resolution to address the issue of service and training hours distributed for the Board to consider at the February meeting will be sent to the eight volunteer companies and the Ithaca Veteran Volunteer Firemen's Association the week of 12 MAY 08. Given that, I Fire Chief's Report for May 2008 09 MAY 08 Page 5 of 5 would recommend no action by the Board until there has been adequate time for their review. 2) Fire Police The Fire Police Unit must finish its organization and prepare for deployment before further discussions can be held regarding this initiative. [Same report as last month.] Res ectf u y submitted, , an H. Wilbur Fire Chief M Ln M 'M Ln M r� M O O O M M I- CO O tt Ln. 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't M W a LY a a a a ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT May 2008 PERSONNEL STAFFING LEVELS 1 Chief 2 Deputy Chiefs 5 Assistant Chiefs 8 Lieutenants 47 Fire Fighters 63 On duty personnel 2 Fire Fighters on Injury Leave 1 Fire Fighter on Extended Illness Leave 1 Lieutenant on Military Service Leave 1 Fire Alarm Superintendent 1 Office Manager 1 Administrative Assistant 0.5 Financial Clerk Total employees as of 5/01/08 — 70.5 Open positions — 1 Fire Fighter (Tom Yaglowski Retirement), 1 Temporary Fire Fighter (J. Crowley temporary LT to cover LT Deis Military Leave). MUTUAL AID CALLS — From: Cayuga Heights (5), Lansing (5), Enfield, Newfield, Trumansburg. For Search Team — Tompkins Co., Tioga Co., Cortland Co. To: Danby, Newfield SELECTED CALLS — The Department had a busy month, especially B Shift. All of the incidents were handled efficiently and effectively mitigated by each crew. On 4/19/08, 0939 hours, B Shift had a electrical fire in a regulator at a sub - station off from Fourth St. A large area of the North side of the City was without power for awhile. Also on 4/19/08, 1358 hours, B Shift had a significant brush fire on Bostwick Rd. Several mutual aid brush units were called to extinguish the fire. On 4/24/08, 0357 hours, A Shift had a fire that completely destroyed a two car garage on 921 Taughannock Blvd. The location of the structure and a possible collapse were factors making this call more difficult than a normal garage fire. On 4/27/08, 1356 hours, B Shift had a structure fire at 413 W. Court St. The entire structure was involved upon arrival and there was also an exposure threatened. Date Printed: 5/5/08 Page 1 ITHACA FIRE DEPARTMENT BOARD OF FIRE COMMISSIONERS REPORT May 2008 Although the building of origin suffered extensive damage, the fire only melted the siding of the exposure. On 4/29/08 — 4/30/08, IFD was involved in the search for a missing Ithaca College Student. Assistant Chief Willis Sheldon provided support to the Command Post and arranged for an IFD rope team to search the gorge on 4/30. Just prior to deployment of the rope team, the student's body was found in a pond on campus. SUPPORT 25 Vehicle work orders were written and 150 were closed. I will provide an update on the repairs to 933 and 905 at the meeting. TRAINING — See Attached report 18 IFD personnel took the Haz Mat Incident Safety Officer course hosted by IFD. Submitted by: J. 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LO 10 CT 00 O O N %0 O ^ �t O h O r- h LO h 10 O 00 O U ^ O h O p I� p 00 Q N N N N N N N N N N N N N N M m y N N U •% Q V1 U H y N t L O c L N U O _ N N L O N N E 00 N 0O O L L w C LU d N C N Cl? N N o a L N E U O W. z 2,54 H C Q y- N _ (D O Q '' (E C W U U L Q) E O U O O O N U IL Q C(5 • 7FD • 05 O 06 W O a � O - U cQ N _ L � _ R Statistical Summary Board Report for April 2008 There are 33,917 records in the Incidents Table. Between Tuesday, April 1, 2008 and Wednesday, April 30, 2008 there were 346 incidents. Currently there are an average of 11.53 incidents per day. Average response time for the department is 4.56 minutes. The average duration of an incident is 19.86 minutes. 35 30 25 20 15 10 5 0 60 50 40 30 20 10 0 Incidents by Hour of the Day O N M 't M O r- M M M O r N M It 0 CO P- M O r N M O O O O O O O O O O T T T T - r r ,- r - N N N N Incidents by Day of the Week SUN MON TUE VVM THU FRI SAT Loss Statistical Summary Board Report for April 2008 There are 33,917 records in the Incidents Table. Between Tuesday, April 1, 2008 and Wednesday, April 30, 2008 there were 346 incidents. Currently there are an average of 11.53 incidents per day. Average response time for the department is 4.56 minutes. The average duration of an incident is 19.86 minutes. 150000 100000 50000 0 100 80 60 40 20 0 10 8 6 4 2 0 Incidents by First Responding Unit Loss rn CF) 0) 0) rn 0) a) rn rn t CO M N LO N rn rn rn rn rn v O CD O CO rn rn rn rn rn rn t Statistical Summary Year To Date Board Report for 2008 There are 33,917 records in the Incidents Table. Between Tuesday, January 1, 2008 and Wednesday, April 30, 2008 there were 1,383 incidents. Currently there are an average of 11.43 incidents per day. Average response time for the department is 4.68 minutes. The average duration of an incident is 20.05 minutes. 80 70 60 50 40 30 20 10 0 Incidents by Hour of the Day O N M 0 (O r'- M O O r N M cF (O I" M O O O O O O O O O O O O r r '- r r r r r r r N N N N 200 150 100 50 0 200000 150000 100000 50000 0 Incidents by Day of the Week 1 SUN MON TUE 1N® THU FRI SAT Dollar Loss by Hour of the Day v O r N M 't In O r" O O O r N C7 t} In (O h M O O r N (7 O 0 0 0 0 0 0 0 0 0 T T T T r r r r- T T N N N N Loss Statistic I Summary Year To Date B and Report for 2008 There are 33,917 records in the Incidents Table. 3etween Tuesday, January 1, 2008 and Wednesday, April 30, 2008 there were 1,383 incidents. Curren ly there are an average of 11.43 incidents per day. Average response time.for the department is 4.68 inutes. The average duration of an incident is 20.05 minutes. 350000 300000 250000 200000 150000 100000 50000 0 SUN MON Dollar Loss b, TUE Day of the Week THU Incidents by Fist Responding Unit FRI SAT Loss 400 Runs 300 200 100 0 im i i I It CO O N LO d Cn N CO O N I� O (C) O O O (O V O O O Q'J M O O O O CA O CA CA CJA O O O O O Average by Unit CO LO V) N (0 0) N I� 0 0) 0) CO � CO Min. MINE P P �iTime b V) N (0 0) N I� 0 0) 0) CO � CO Min. Fire Protection in New York State This report was taken from the New York State Commission on Local Government Efficiency and Competitiveness (LGEC) 21St Century Local Government Entire report- http: / /www.nyslocalgov.org /report pa e.asp Fire Protection in NYS http: / /www.nyslocalgov.org/pdf /Fire Protection in NYS .pdf Fire protection in New York State is complex, with many options. Fire protection may provided directly by a municipality, arranged under contract with a municipality, or provided by an independently governed fire district. Fire departments may have all -paid or "career" members, all- volunteer, or a combination of paid employees and volunteer members. Firefighters may work for a municipal fire department, be appointed as fire department members by fire district commissioners, or be members of a not - for - profit fire corporation. This brief provides an overview of the fire protection options available in New York State, and answers some common questions about fire protection. How is fire protection provided in your municipality? Cities are required to provide fire protection. It is typically provided through a municipal fire department which may have paid and /or volunteer firefighters. According to the Firemen's Association of the State of New York ( FASNY), 42 cities have all or mostly paid fire departments, while 17 are all or mostly volunteer departments. Paid firefighters are commonly known as "career" firefighters. According to a 2003 FASNY report, the median wage, benefits and overtime payment for full -time firefighter statewide (excluding NYC) was $57,278. Examples range from $49,764 in the North Country to $101,702 on Long Island. Villages must also provide fire protection. A village may (a) have its own fire department, (b) contract with the fire department of another municipality, (c) contract with a fire district, or (d) form a joint fire district with a town and other villages. Where villages have fire departments, they may also have career, volunteer, or a mix of both types of firefighters. While the reported numbers of combination fire departments vary, most seem to be located in Monroe and Westchester Counties. In Monroe County, which has 10 combination departments, nearly one third of those departments' members are career firefighters. State law does not allow towns to provide their residents with fire protection as a municipal function. Instead, fire protection is provided either by a fire district or through creation of a fire protection district. There are about 1,850 fire suppression or prevention organizations and over 114,000 firefighters in the state, including over 96,000 volunteer firefighters. The fire district system was established in the 11932, _by the State Legislature as a means of insuring adequate fire protection throughout the state. Some 800 fire districts were established, primarily around the existing volunteer companies, which were originally established to protect rural villages with horse drawn apparatus. Robert H. Fickies, Commissioner, Averill Park & Sand Lake Fire District No. 2 Is the number of volunteer firefighters declining? The number of volunteer firefighters has declined by 15,000 in the past 20 years. There is also a decline in availability of volunteer firefighters, particularly in the area of emergency medical services. More and more fire districts are employing paid drivers or station masters to respond to calls during the day. While there is uncertainty about the numbers of departments with both career and volunteer firefighters, the Office of Fire Prevention and Control has a list of 40 combined fire departments, including the Fredonia Fire Department with 6 career and, 13.0 volunteer firefighters, and the Ridge Road Fire Department in Monroe County with 50 career and 4 volunteer firefighters. To address the decline in volunteers, the Legislature has enacted various incentive programs, such as property tax credits and the firefighter length of service award program (LOSAP) — essentially a pension -like program for volunteers. These incentive programs are offered at local option. Local LOSAPs must be audited annually by an independent certified public accountant, with the results reported to the State Comptroller. The state now offers a $200 income tax credit for active volunteer firefighters and ambulance corps members. What is a fire district? A fire district is a separate unit of local government that is established for the purpose of providing fire protection and response to emergencies. A fire district need not have its own firefighters or equipment; it can contract with a neighboring municipality or district. Fire districts are not necessarily coterminous with towns. They may span several towns or portions of towns, and a town may contain parts of multiple fire districts. In addition, the governing boards of one or more towns and one or more villages may form a joint fire district. If a joint district is formed, the municipal governing boards must adopt a local law dissolving any existing fire, fire alarm or fire protection districts contained within the joint fire district. A fire district is created, extended, or dissolved by a town board. However, such changes must be at the request of a majority of the fire district commissioners or land- owning resident tax ayers of the district, and is subject to permissive referendum. Details on how such changes may occur are in the Department of State's Publication on fire Protection consolidation. A fire district is overseen by an elected boa d of commissioners composed of five members serving five year terms. (The fire commissioners in joint fire districts may be elected or appointed.) The Office of the State Comptroller (OSC) reports that there are 867 fire districts, an increase of 20 districts in the past 20 years. The commissioners appoint the members of the fire companies within the fire district, and may provide for the removal of those members for cause. T ey also organize, operate, maintain and equip fire companies. Who elects fire commissioners? Fire District Commissioner Total Votes (December 2006 — 44 Districts Reporting) Number of Fire Districts Votes Cast (Per District) 18 0 -50 8 51-100 5 101-200 6 201 -300 7 1301--600 The residents of a fire district who are registered to vote may cast their ballot for commissioners in a fire district election which is held the second Tuesday of December (with limited exception). Unfortunately, few people other than friends and families of firefighters cast votes in fire district elections. In the spring of 2007, Commission staff conducted an informal survey of participation, in 2006 fire district elections. They sampled 20 town clerks in 17 counties whose jurisdictions included 62 fire districts and found that over 25% of those fire districts failed to file election results with the clerks. Of those reporting, it was found that most had fewer than 100 people voting, and in 18 out of 44 districts fewer than 50 people cast votes. While participation in fire district elections was minimal, there were some anomalies in the voting totals for some rural towns. For example, in the Town of Greenfield (Saratoga County), 414 people cast ballots in the election for fire commissioners. However, this election followed the defeat a few months earlier of a proposition to purchase two ladder trucks (590 votes cast) and a candidate was challenging the incumbent who had been championing the purchase of the fire trucks. Four of the districts in which the most votes were cast were in the Town of Huntington, population 195,289. The number of people voting in all of the Huntington fire districts was 2573 out of a total electorate of 125,692, or two percent of the electorate. What is a fire protection district? Although the term "fire protection district" is similar to "fire district," they represent very different ways of managing fire protection. While a fire district is a separate unit of government, run by elected commissioners; a fire protection district is a geographic service area within a town, established for the purpose of fire protection. Towns contract for fire protection services within these districts at the expense of the property owners in that district. The contract may be with a city or village fire department, a fire district, or an independent fire company. A town board can create a fire protection district, consolidate adjoining fire protection districts, alter the boundaries of a fire protection district, or dissolve a fire protection district on its own motion or by petition. There are 951 fire protection districts in the state, down from 1,015 in 1988. Contracts between a town and a fire protection district vary in detail; some simply name a price for protection. The trend is for town boards to convert fire protection districts to fire districts, placing the decisions regarding fire protection in the hands of independently elected fire commissioners. 0 What is an independent fire company? An independent fire company is a special not- for - profit corporation formed to provide fire protection to a fire district, fire protection district or village under contract. The contract is with the governing body — a board of fire commissioners, town board, or village board of trustees. There are 800 independent fire corporations. How is fire protection financed? In cities and villages, general municipal tax levies support fire protection. In areas of the town served by fire protection districts, the town levies property tax. A fire district has the power both to incur indebtedness and to require the levy of taxes. Fire district taxes are assessed against the taxable properties within the district and levied and collected at the same time and in the same manner as town taxes. Towns collect fire district taxes and distribute them to fire districts. These funds maybe used to purchase buildings, equipment, and insurance; as well as pay for firefighter training. They may also pay for annual inspection dinners and refreshments served after meetings and emergencies. Fire districts get over 90% of their revenue from property taxes. Total revenues raised by fire districts have increased 61 % from 1995 to 2005, with an average annual increase of 4.9 percent, as reported in the Financial Report on Fire Districts. In addition to funds raised through taxes, there are two other main sources of funding. The first is funds that are donated to a fire department, such as through coin drops or other charitable fund - raising activities or paid in exchange for facility rentals or special services. The second source is a tax on certain fire insurance policies written by out -of -state insurance companies. Foreign insurance companies. contribute two percent of the fire premiums written on property located in the state to be distributed to the fire departments and fire districts statewide. Fire insurance money - $43 million in 2007 - must be used for the benefit of the fire department and its fire companies, as determined by the members. For example, fire insurance funds may be used to purchase dress uniforms, turn out gear, and office equipment; and to pay for installation banquets and holiday parties. However, those funds may not be used to fund a length of service award program, and members may not be compelled to use these monies to defray ordinary operating ex enses of the fire department. (A portion of the tax is also used for the support arnd maintenance of the firemen's home at Hudson, New York.) Other sources of funding include federal assistance, state grants, county subsidies, and tax - exempt bonds. How much is spent on fire protection? Statewide, in 2006 $1.5 billion was spent on fire protection among counties (4% of total), cities (39 %), towns (11 %), villages (9 %) and fire districts (37 %). With such a large share of expenditures attributable to a relatively little- known unit of local government, this brief examines fire districts in more detail. Fire districts, as autonomous units of government, report their expenditures directly to the Office of the State Comptroller. OSC reported that in 2006 fire districts spent $601.1 million for current operations, equipment and capital outlay, and debt service. Expenses for current operations were responsible for 64 % of all spending in fire districts, with equipment and capital outlay (28 %) and debt service (8 %) making up the balance. This distribution of expenditures has been consistent over the past decade, and reflects the capital- intensive nature of fire protection and emergency medical services when largely provided through volunteer labor. Fire District Expenditures For Fiscal Year Ending 2006 Operations (salaries, benefits and contractual expenditures) $385.4 M Equipment & Capital Outlays $169.5 M Debt Service - Principal $ 34.4 M Debt Service — Interest $ 11.8 M Total Expenditures $601.1 M Does the town board have approval over a fire district budget? No. Fire district budgets are determined by boards of commissioners, and inserted, unchanged, into town budgets. Fire districts prepare a proposed budget and discuss it at a public hearing on the third Tuesday in October. Notice requirements include publishing notice of the hearing in the newspaper and posting notice on the town sign board and district website, if one exists. The budget is submitted to the town on or before November 20 each year. Are there any limits on how much a fire district may spend? Yes, under State law fire districts are subject to a spending limit. The spending limit is $2,000 for the first $1 million of assessed valuation within the district, and $1,000 for each additional $1 million of assessed valuation. Some expenditures excluded from the cap, such as premiums required to cover firefighters injured in the line of duty; salaries of paid firefighters who supplement volunteer forces; service award program contributions; and most forms of debt service. The State Comptroller's office is not aware of any districts at or near their limit. Are concerns over the cost and provision of fire protection new? .No, the provision of fire service has been evolving for some time, and concerns about the way it has historically been provided have been ongoing. In 1984 the National Fire Protection Association reported in the Fire Almanac that: The fire service and the fire protection community in America have no choice but to find more cost effective approaches to delivering fire safety to the public. In the next twenty years, the fire service will be considering new, as well as time - proven steps to achieve these cost effective goals. There will be increased consolidation of fire departments and similar functions within municipalities. Functional consolidation will be much more widespread and will include central purchasing, central dispatching and alarm service, and the pooling of training, fire prevention and emergency medical services (EMS)... Better utilization of manpower, increased productivity, a cost conscious citizenry, and management hardened fire chiefs will be the watchwords of the next decade. Who checks on the fire districts to make sure their finances are in order? An independent accountant must be hired to conduct an annual audit of revenues and expenditures if the fire district, or volunteer fire company, has revenues of more than $200,000. Fire companies with annual revenues of less than $200,000 are not required to, but may obtain, an independent audit of revenues and expenditures. A model RFP for the hiring of an auditor is available on the OSC website. The State Comptroller also periodically audits fire districts. Recent audits can be found on the Comptroller's website. Fire districts must also submit annual financial reports to the Office of the State Comptroller. However, financial information relating to fire protection districts is included in town report, as fire protection districts are administrative units of a town. How do fire districts pay for building projects or expensive pieces of equipment? According to the Office of Fire Prevention and Control, there are 2824 fire stations, 5563 fire engines, 1712 tankers, 915 aerial devices, and 2360 miscellaneous vehicles in the fire service in New York State. In addition, there are 1046 ambulances. To pay for buildings or expensive equipment, fire districts may either save up the money over time or borrow the money. To save for anticipated expenses, fire commissioners can pass a resolution creating a reserve fund to finance capital projects. The decision to spend the money is published in a legal notice, and is subject to mandatory referendum. The district may establish a "specific" fund for the construction, reconstruction or acquisition of a specific capital improvement or the acquisition of specific equipment; or a "type" fund for the construction, reconstruction or acquisition of a general type of capital improvement or the acquisition of a type of equipment. Fire districts may borrow money by issuing bonds to finance capital projects. In addition, the Office of Fire Prevention and Control administers the emergency services loan program which allows fire districts and any municipality operating fire or emergency medical services to borrow money at low interest. The loan board gives preference to applications which demonstrate the greatest need, joint applications, and applications .addressing compliance with federal and state laws. The expenditure authority in SFY 06 -07 was $7,346,600. Sixty percent of the loans were made to fire departments with annual budgets of less than $100,000; and the law requires that at least 50% of loans be made to fire and ambulance departments staffed exclusively by volunteers whose annual budgets do not exceed $100,000. What say does the public have in capital purchases by fire districts? The resolution by a board of fire district commissioners which establishes a capital reserve fund is subject to mandatory voter referendum. In addition, expenditures for general items from a "type" fund are subject to permissive referendum. To issue debt fire districts must attain approval for their capital investments from district voters through a "special election." A recent change in the law intended to improve voter turnout now requires that all special elections, such as those to approve bonds, be held on a Tuesday that is not a public holiday. An example of bond vote turnout is 68 voters who approved a $3.2 million firehouse in Greece. Much of the area covered by the new firehouse is within 1'/ miles of other firehouses. Newsday reported that when Coram Fire Department held a bond vote in 2000 to finance the biggest, most expensive firehouse on Long Island only 242 people voted. At less than 2% of registered voters, at least 138 of those votes were cast by department members or their relatives. The referendum passed, and the firehouse was built at the cost of $7.7 million. Property tax revenues collected by the Coram Fire District were the eighth highest amount in the state in 2005 at just over $5.4 million. Are there any concerns about spending by volunteer fire departments? In 2005 Newsday did a series of investigative articles raising questions about the effectiveness and efficiency of the volunteer fire service on Long Island. The articles indicated that Long Island fire forces have accumulated large amounts of equipment and built a large number of fire houses relative to the population they serve. According to Newsday, Long Island has more fire apparatus than New York City and the city and county of Los Angeles combined, which protect almost three times as much land and six times as many people while answering more than 12 times as many calls for help. Moreover, despite this investment, emergency response times are often slow, indicating that investments are not well targeted. - This is not just a downstate phenomenon. The Rochester Democrat and Chronicle reported in 2007 that Irondequoit has a pumper truck for every 4,256 residents while Rochester has one for every 12,417 residents. Some spending on trucks has been driven by a 1987 national safety standard that requires firefighters to ride in enclosed cabs. What kind of training must fire district commissioners complete? In 2006, State law began requiring that all fire district commissioners complete financial training within 270 days of taking office each time they are elected, re- elected, appointed or re- appointed. The training must cover legal, fiduciary, financial, procurement and ethical responsibilities, and such other topics as may be prescribed by the State Comptroller. One issue being addressed by the training is conflicts of interest. Some volunteer firefighters may find themselves in a position to gain financially from their role in the fire service, such as when they serve as brokers for the purchase of fire equipment, or provide other supplies or services to the fire department. There is -a new requirement that every fire company either under the control of a municipality or fire district, or under contract with a municipality or fire district to provide fire protection or other emergency service, adopt a code of ethics providing guidance and standards of conduct reasonably expected of the officers, employees, and volunteer members. Included in the code of ethics must be standards relating to disclosure of interest in legislation before the local governing body, holding of investments in conflict with official duties, future employment and other standards of conduct. Another new training topic is travel at taxpayer expense. The legislature modified travel rules such that conference travel by fire district volunteer firefighters must be for official business, using a "cost - effective and reasonable method of travel and may be charged only with the prior approval of the board of fire commissioners. Local travel must be authorized by the chief of the department, and mileage allowances for the use of personal vehicles in the performance of official duties may not exceed the federal reimbursement rate. 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 May 1 It", 2008 Board of Fire Commissioners Ithaca Fire Department 310 W Green St Ithaca, NY 14850 Dear Board Members: The following is the Fire Marshal's report for April 2008. Code Enforcement Division: The Codes Enforcement Division received 21 complaints in the month April. There were 17 complaints closed out, and 19 complaints that still remain open for April and previous months. The Code Enforcement Division performed 79 inspections or re- inspections. There were 154 violations that were cited, and 174 violations that have been corrected in April. The Code Enforcement Division issued 18 operating permits for assembly occupancies, 8 certificates of compliance for fire and property maintenance inspections, 6 fire alarm system certificates, and 1 alternative fire suppression system certificate.. The Code Enforcement Division issued 8 parking violations. 5 Fire Lane / Fire Hydrant Violations, 2 Handicap Parking Violations, and 1 Prohibited Areas Violation. Fire Investigation Unit: There were three fire investigations in the month of April. The investigations were for a garage fire at 921 Taughannock Blvd in the Town of Ithaca, an incendiary fire at 134 Garden Ave Drive at Ithaca College, and a house fire at 413 W. Court St in the City of Ithaca. The incendiary fire investigation was turned over to Ithaca College Police for investigation and prosecution. "An Equal Opportunity Employer with a commitment to workforce diversification." 0 Fire Marshal's Report for April 2008— Page 2 Public Education: There was 1 Public Education Detail, 5 Fire Drills Witnessed, and 13 Child Car Seat Inspections in the month of April. Respectfully Submitted, C Thomas Parsons Deputy Fire Chief Fire Marshall Veteran 'VoCunteer'Firemen's Association, Inc. of Ithaca, TfY 607 -272 -2560 607- 272 -4159 Fax 638 Elmira Rd. Ithaca, NY 14850 -8745 5/12/08 Board of Fire Commissioners Ithaca Fire Department Dear Board, I write this letter with regard to the board's fetter dated March 13, 2008, subject: 2% Funding Distribution. The letter references a "bolded- underlined section ". This basically says that the BFC is to distribute 2% money equally amongst the companies. It goes on to say that there is a possibility that there may be a delay in the distribution of 2% money this year. While we (the Vet's) feel it is within your power to "organize new companies and to disband any Department company..... ". (C -96 B of the Powers and Duties of Board). We don't feel it appropriate to delay the distribution of any 2% money. We are asking that you review all information received from the companies and make a determination in a timely manner so as not to drag this out for months and months. Cc: All commissioners Clerk of the Board file Thank you, William E. 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T� r°,� „�� 3-,v5 7e- A/ , ?.o z 62LA9JT Tv «'y Y4,qVe,4C �02 14A Zl, ,kl)©v ,s Gv ,C2L o,cJ A,-VA, y, 2-066, r AVC> 4or"kiZ6 GDk)Txfaei> 61r-4drefF-5 % v :5Z- 107.3b, A�W $z,e y i rf,� .�- Dw-c<sIDA) )9'/ PZMA Re-lo -f 4 VA6f yer /;�Q 7Ne ji())L�F- -J-0t, /Z� 77aG.4 -k &D e,,Ye iN peac-Z.,is GcllZ � TW Alms RXgvrQer7 To %y1VX,v15- olb4 VC eMe A�,CrVr-.t:l 419-90ce��. OT tv 7- Regular Meeting of the Ithaca Town Board Monday, May 12, 2008 at 5:30 p.m. F q;, 215 North Tioga Street, Ithaca, NY 14850 Call to Order 2. Pledge of Allegiance 3. Report of Tompkins County Legislature - Dooley Kiefer 4. Report of Ithaca Common Council — Robin Holtham Korherr 5. 6:00 p.m. — Persons to be heard and Board Comments 6. 6:05 p.m. — Public Hearing — re: Noise Permit Application 7. Acknowledge the Filing of Ethics Disclosure Statements 8. 6:15 p.m. — Presentation of Town of Ithaca Stormwater Management Plan Annual Report to NYS DEC 9. Consider reappointing William Gilligan to the Fire Commission 10. Discussion - Recreation Partnership update 11. Consider resolution creating an Eruv 12. Consider referral of proposed local law adding a Chapter to the Town of Ithaca code, titled "Storm Sewer System and Surface Waters Protection" to the Conservation Board for a recommendation 13. Consider setting a public hearing to consider a Local Law to eliminate East Hill Plaza Fire Safety Zone from Chapter 250 of Town of Ithaca Code 14. Consider setting a public hearing to consider a Local Law amending Chapter 270 of the Town of Ithaca Code, entitled zoning, regarding small wind energy facilities 15. Discuss East King Road Sewer Extension — 2008 16. Consider capital project for miscellaneous plant improvements at the Ithaca Area Wastewater Treatment Facility Final - 51812008 Page 1 of 2 i 17. Consider Appointment of Interview Committee to Select Alternate Members to Zoning Board of Appeals 18. Consider Resolution of Appreciation for Will Burbank 19. Consider recommendations from the Personnel Committee 20. Consider Consent Agenda a. Town of Ithaca Minutes b. Town of Ithaca Abstract c. Bolton Point Abstract d. (Consider) Appointment of Project Assistant(s) — Engineering (Judy) e. (Consider) Appointment of Planning Intern (Judy) f. (Consider) Work Study Agreement with Cornell University g. (Consider) Disposition List h. Acknowledge Town Supervisor's Appointment of Deputy Town Supervisor 21. Report of Town Committees 22. Intermunicipal Organizations 23. Report of Town Officials 24. Review of Correspondence 25. Consider Adjournment Final - 51812008 Page 2 of 2 Itg iteeTO,57-5 To IFL> c C) 7,i -// 5 P�O C740�".-q A/-/ Af C,-, 1- �'c��' ..�s3T; -cNItF ,1�3�i Ti,� ��� ��li' /D� — �J`�.1�'�vG��.a�� �.�'c�y,� �r.� .,����7�,rr�'�� //� j14 C:;i%r� 4r le" A?e q� C�r,5 73, '4�- w- eo-r Ae,45z Iv"z /k-,L JIJi C7 /Lj T-*7- rkc 177,7Zi C A C-C oo -(j 0 Alr1-4r-TXt-1V 61-fA)l 71-21xe, 7h�c 45,;- A-S 6 OC: 7,0 - Ae'o -7 - �l " - 7 70 j,-e'. 7- 7-4 'T1.0 Co - F-P W/ F---K MC ei7l, Aa>4 ,9,0 44 /V 07 lff -34F5, c-'067VE 177-�Z XleeI16�6r17- 15 /114 1,,/, /7 Veteran 'Volunteer `Firemen's Association, qnc. o_ f `Ithaca, TlY 607- 272 -2560 607 - 272 -4159 Fax 638 Elmira Rd. Ithaca, NY 14850 -8745 5/12/08 Board of Fire Commissioners Ithaca Fire Department Dear Board, I write this letter with regard to the board's letter dated March 13, 2008, subject: 2% Funding Distribution. The letter references a "bolded- underlined section ". This basically says that the BFC is to distribute 2% money equally amongst the companies. It goes on to say that there is a possibility that there may be a delay in the distribution of 2% money this year. While we (the Vet's) feel it is within your power to organize new companies and to disband any Department company..... ". (C -96 B of the Powers and Duties of Board). We don't feel it appropriate to delay the distribution of any 2% money. We are asking that you review all information received from the companies and make a determination in a timely manner so as not to drag this out for months and months. Cc: All commissioners Clerk of the Board file Thank you, William E. Baker President www.ithacavffa.org ITHACA BOARD OF FIRE COMMISSIONERS FIRE CENTRAL MAY 13, 2008 BOARD MEMBERS, AS TRUSTEES OF APPROXMAILTY $ 201,000.00, WHICH INCLUDES THE "ACTIVE FIREMEN'S RELIEF FUND ", THE VETERAN VOLUNTEER FIREMEN'S RELIEF FUND, THE EIGHT VOLUNTEER COMPANIES SHARE AND THE %a HALF THAT GOES TO THE VETERAN VOLUNTEER FIREMEN ASSOCIATION, YOU SHOULD REQUEST THE CITY OF ITHACA CHAMBERLAINS NOTIFITY YOU AS SOON AS THE FOREIGN INSURANCE TAX CHECK ARRIVES FROM THE NEW YORK STATE INSURANCE. THE RED BOOK FROM FASNY SAYS THE CHECKS ARE MAILED BY .JULY 1 EACH YEAR. THE COMPANIES AND THE VETERAN FIREMEN DO NOT RECEIVE THEIR SHARE UNTIL MID SEPTEMBER AND ONE YEAR IT WAS OCTOBER. ALSO THE COMPANIES AND THE VETERAN FIREMAN NEED A ANNUAL ACCOUNTING OF WHAT WE RECEIVE, WHAT WAS SPENT, INTEREST EARNED, ETC. ALONG WITH OUR ANNUAL CHECK. THANK YOU n LYMAN BAKER, I FD #3258