HomeMy WebLinkAboutMN-BFC-2016-09-12Board of Fire Commissioners Meeting Minutes
September 12, 2016
Present:
Chair Gilligan
Vice Chair Sparks
Commissioners Hoard and Guttridge
Fire Chief Parsons
Information Management Specialist – Myers
Excused:
CC Liaison Gearhart
Call to Order:
Chair Gilligan called the meeting to order at 1615 hours.
Approval of Minutes:
Approval of the August 9, 2016 Board of Fire Commissioners Meeting Minutes -
Resolution
By Vice Chair Sparks: Seconded by Commissioner Hoard
RESOLVED, That the minutes of the August 9, 2016 Board of Fire Commissioners
meeting be approved as published.
Ayes (3) Gilligan, Sparks, Hoard
Nays (0)
Abstentions (1) Guttridge
Carried
Additions to or Deletions From the Agenda:
There were no additions to or deletions from the agenda.
Awards, Commendations, and Other Recognition Items:
None
Persons Wishing to Speak to the Board of Fire Commissioners:
No one appeared to address the Board.
Department Reports:
Fire Chief’s Report:
Chief Parsons highlighted the following items for the Board from his monthly report
which will be attached to the minutes:
Board of Fire Commissioners Meeting Minutes September 12, 2016
2
Chief Parsons reported that the City recently received the report from the recent
audit/survey conducted by the Insurance Services Office, Inc. It contains the Public
Protection Classification Summary findings for the City of Ithaca Fire Department. The
audit/survey was conducted in March 2016; and the final score for the City of Ithaca Fire
Department was 2; its previous rating was a 3. The lower the score number the better
the result; so this was good news for the department.
Chief Parsons reviewed the report, in more detail, with the Board and explained where
and how the points were awarded. The report provides a lot of useful information and
includes information from the City of Ithaca Fire Department, Tompkins County
Emergency Response Department, the City of Ithaca Water Department, and Town of
Ithaca. The City of Ithaca Fire Department paid to receive a copy of the report. The
City of Ithaca Fire Department will look to make improvements in areas identified as
areas where Ithaca could achieve a higher score. The Board does not need to take any
action on the report; it is for informational purposes only for them.
Chief Parsons reported that staffing levels remain the same. He received a letter from
Asst. Chief Michael Schnurle about his intent to retire on October 27, 2016. He has
been with the City of Ithaca Fire Department since October 27, 1980. He will be
submitting a request to the vacancy review committee to the fill the vacancy created by
the retirement.
The fire department’s budget is in line for where it should be for this time of year. There
will be some transfers made with the equipment/maintenance/repair lines as the result
of a lot of high expenditures related to apparatus before the end of year.
The fire department’s 2017 proposed budget was submitted to Mayor by August 1st; it
maintains current staffing and equipment levels. The directive from the Mayor was for a
budget with no more than a 1% increase in operating costs that included increases in
personnel costs. The Mayor’s budget will be released to Common Council on October
3, 2016.
The Tompkins County 9-1-1 Center is having its mission and oversight reviewed by the
Communications and Oversight Committee of Tompkins County; it will then be
submitted to the County Legislators for review. Recommendations from the review may
result in the reorganization of the governance of the public safety and emergency
management in the county. Tompkins County Council of Government has set up a task
force to look at Emergency Medical Services (EMS) in rural areas; related to the recent
loss of the Slaterville Ambulance Service. They will be reviewing what is being provided
and what changes may be coming that will impact those services. Currently, most EMS
services are being provided by volunteers.
Grants and Donations: The department was awarded a $45,455.00 grant to fund the
replacement of its breathing air compressor. Currently, the specifications are being
prepared so that bids can go out in the very near future.
Board of Fire Commissioners Meeting Minutes September 12, 2016
3
Chief Parsons was recently contacted by Senator Schumer that the Ithaca Fire
Department was the recipient of a grant under the 2015 Assistance for Firefighting
Grant Program. The grant award is for $634,000 which will fund four additional career
firefighters for two years, and over the period of the grant there can be no reduction
from current staffing levels. At the end of the grant period, the City must pick up that
cost or eliminate these positions Common Council will formally accept the award at their
October meeting.
There is no update on the Collegetown Fire Station to report on at this time.
The Fire Prevention Bureau is very busy right now with inspections of all the new
development occurring around the City.
The call volume for the fire department for the month of August was busier than July;
however, overall for 2016 the call volume is a little behind that of 2015 - more like 2014.
Chair Gilligan noted that the Board should prepare a recognition certificate and
resolution for Asst. Chief Schnurle’s retirement from the City of Ithaca Fire Department
after his 36 years of service to the City of Ithaca. The Board will plan to vote on a
resolution at their October meeting; and then a special recognition ceremony will be
held prior to the date of his retirement at which the certificate can be presented.
Chair Gilligan asked whether Board members had an opportunity to review the draft
“Policy and Procedures for the Ithaca Board of Fire Commissioners Recognition
Awards”, and if so what were their thoughts or comments on it.
Chief Parsons responded that he thought the policy looked fine. He has not had an
opportunity to present it to staff for their review and input.
Chair Gilligan stated that he would forward a copy of the draft policy to Trevor Peyus,
Union President, for review and input from union members. Mr. Peyus was in
attendance at today’s meeting as a member of the public.
Vice Chair Sparks asked the Chief if the Board could see the draft report from
Kingsbury Architects regarding the Collegetown Fire Station study.
Chief Parsons responded that the draft report is still undergoing review by staff; the one
study of Central Fire Station is not complete even in draft form. Kingsbury Architects
has also been contracted by the City to look at all city facilities to determine their
condition, maintenance needs, and possible future plans for them. He further noted that
now that the scope of the project for the consultants has been enlarged some plans for
use of some of the buildings may have to change due to land restrictions.
Board of Fire Commissioners Meeting Minutes September 12, 2016
4
Chair Gilligan asked about the Board’s request to hold an information session for public
officials (such as Common Council members and Town of Ithaca Board Members) that
could be held at the same time as a regular training of the fire department, at the
Training Center. The Board thought that sometime in October would be a good time to
host such an event.
Chief Parsons responded that October is a very busy month for Common Council
members as they have many meetings scheduled to review and discuss the Mayor’s
proposed 2017 budget. He suggested the Board consider November as a possibility for
the session.
Chief Parsons left at the meeting at 1631 hours.
Correspondence:
Chair Gilligan read, for the record, Mr. Lyman Baker’s monthly report of cemetery hours
since Mr. Baker was not in attendance at today’s meeting:
Dear Board,
Raymond B. Wheaton and Lyman E. Baker have worked 6 hours each, mowing,
trimming and general maintenance of the Ithaca Fire Department Firemen’s Section in
the Ithaca City Cemetery.
The beautiful stone bench honoring all the people killed on September 11, 2001, is
polished and ready for any ceremonies that might occur Sunday September 11, 2016.
Respectfully Submitted,
Lyman E. Baker, IFD #3258
Chair Gilligan reported that the bank statement for the Tompkins Trust Company for the
Donation Fund dated August 31, 2016 had a beginning balance of $3,151.61, and an
ending balance of $3,060.94, reflecting a payment of $90.67 for reimbursement to the
Veteran Volunteer Firefighter Association for the purchase of supplies for and
maintenance of the City of Ithaca Cemetery.
Chair Gilligan further reported that the bank statement from the Tompkins Trust
Company for the Rescue Squad Donation Fund dated August 31, 2016 had a beginning
balance of $1,846.93, and an ending balance of $1,847.05, reflecting .12 interest.
Board of Fire Commissioners Meeting Minutes September 12, 2016
5
Membership Changes:
Chair Gilligan reported that there have been four applications submitted recently for
membership. The first two applicants have successfully completed their background
check and physical. They are both interested in attending the Interior Firefighter Class
that will start in Cayuga County the week of September 20th. The deadline to submit
applications to attend the training is later this week. The first session will be held on
September 20th, and then the rest of the course will take place from October through
January.
Motion to Accept Andrew Kelly as a Member with the Ithaca Fire Department,
Company #9 – Resolution
By Commissioner Guttridge: Seconded by Commissioner Hoard
RESOLVED, That the Board of Fire Commissioners accepts Andrew Kelly as a member
of Company #9 of the City of Ithaca Fire Department.
Carried Unanimously
Motion to Accept Tafari Jenkins as a Member with the Ithaca Fire Department,
Company #9 – Resolution
By Vice Chair Sparks: Seconded by Commissioner Guttridge
RESOLVED, That the Board of Fire Commissioners accepts Tafari Jenkins as a
member of Company #9 of the City of Ithaca Fire Department.
Carried Unanimously
Chair Gilligan stated that he would contact both new members to let them know that the
Board approved their appointment, and to encourage them to sign up for the Interior
Firefighter Course being held in Cayuga County. He further stated that a Fire/Police
training was recently held, and five members from Ithaca completed the course.
Chair Gilligan reported that two more volunteer applications were submitted, and he will
ask the Administrative Coordinator at the Ithaca Fire Department to set up interviews so
that the Board might be able to act on their membership at the October meeting.
Miscellaneous Reports:
Town of Ithaca: No Report
City of Ithaca: No Report
Audit: The audit was reviewed and approved by Commissioner Hoard.
Fire Police Report: No Report
Board of Fire Commissioners Meeting Minutes September 12, 2016
6
Old Business:
Volunteer Recruitment Items/Issues - Committee Update:
Chair Gilligan reported that the Training Officers at the City of Ithaca Fire Department
held a recent training that received very positive feedback from those that attended.
One of the attendees is taking the Interior Firefighting Course, and then the others were
from the Fire/Police Unit. The training provided great information on the background of
the fire department and Company #9, explained who are the go to people, and
explained what topics are covered in the various training opportunities offered by the
department.
Role of Board of Fire Commissioners:
Chair Gilligan stated that in January 2016, the Board had a fairly lengthy discussion
about redefining or clarifying its mission based on current laws, regulations, and
practices versus what is stated in the City of Ithaca Charter.
Based on the City Charter, the Board has responsibility and oversight in the following
areas: department staffing and compensation; responsibility for equipment, apparatus,
and facilities; primary fiduciary responsibility including annual budget development and
department expenditures; and primary responsibility for the structure and operation of
the volunteer component of the fire department. The current reality, however, is that
personnel matters – staffing and compensation fall under the purview of other units of
City Government as outlined in various sections of the City Charter, Code, and
regulations. For example, labor negotiations and contracts are the responsibility of the
City HR Department, as are issues related to Civil Service rules and regulations. These
now address staff related issues and are outside of the scope of the BFC’s current
authority.
The Board’s role in the budget process has also changed from that stated in the
Charter. Because of the complexity in addressing the requirements of all departments
in the city, as well as balancing these financial resource needs with the impact on
taxpayers, the budget development process now has department heads working closely
with the Mayor’s office and City Controller to develop the Mayor’s budget each year.
This process no longer allows for the BFC to review and provide input into the IFD
budget prior to the Mayor’s budget being released to the Common Council. This
change is a relatively recent development, within the last 3 or 4 years, the Fire Chief
would routinely review the department’s budget with the Board either prior to or shortly
after submitting it to the Mayor’s office. This allowed the Board to be aware of potential
funding issues that would affect departmental operations in the upcoming year and
provide input to the Mayor and Common Council before the budget was formally
presented by the mayor.
The primary area in the Charter dealing with the BFC, that the Board continues to have
responsibility for is over the Volunteer component of the Fire Department.
Board of Fire Commissioners Meeting Minutes September 12, 2016
7
While the Board’s role has changed significantly from that described in the City Charter,
it still can play an important role both as advocate and as a communicator on behalf of
the Fire Department with both the Common Council and the public. There could be
issues affecting departmental operations that would potentially benefit from BFC direct
involvement. For example, the discussions and meetings regarding possible relocation
of the fire stations or discussions involving the City and Town on the provision of Fire
Services.
The Chair will work on providing some documentation for the Board to discuss
regarding the role that the BFC might play in the future to have more involvement and
play a more active role within the City of Ithaca Fire Department. It would be useful to
reach an understanding between the Board, the Mayor, and the Common Council on
the role of the BFC; especially as Common Council is currently reviewing and
discussing the role of the City’s many boards and committees.
Commissioner Guttridge stated that as far as the Fire Department’s budget is
concerned, it is essential that the Board know how the department allocates its
resources as well as what all of its functions and duties involve. He understands that
the Board may no longer play an active role nor be involved in the actual development
of the Fire Department’s budget; however he does feel that it is important for the Board
to review the budget to see that the department is making the best use possible of the
resources it does have. He is thinking, in particular, the potential relocation of the
Collegetown Fire Station. In this case, it would be helpful for the Board to know just
how much it costs the City to operate the current station 9; is it a big or small number.
That information would help to shed some light on the topic of relocating station 9. He
further noted that, there are many times when advisory boards aren’t involved in the
day-to-day management or operation of a particular department, but they still can play a
useful advisory role on issues that will have a potentially significant impact on the
department and community and provide this information to the Mayor and Common
Council. If these types of items were brought to Board by the Mayor, Common Council
and/or Fire Department before decisions are made, then it might be more useful for
informing decisions, instead of after the fact – would this be possible?
Vice Chair Sparks noted that now would be a good to time to look at the draft report
from Kingsbury Architects to see if it does consider all significant issues that may impact
fire service to the community or not. It would be helpful to have some of the preliminary
information from the draft, so there could be opportunity for the Board to have some
input about the proposal. Such as, what is the approach to their analysis; just having a
chance for different sets of eyes to look at it might pick up on something that others
involved haven’t.
Chair Gilligan asked if Vice Chair Sparks and Commissioner Guttridge would be willing
to draft a written request to the Fire Chief asking for the Board to have an opportunity to
at least review the draft report from Kingsbury Architects. He feels that it will be difficult,
in terms of the Board’s reinsertion into preparation and consideration of the Fire
Department’s budget process, but that should not mean that they can’t take a more
active role of some kind within the department.
Board of Fire Commissioners Meeting Minutes September 12, 2016
8
Chair Gilligan stated that it would be good to send the written request to both the Fire
Chief and the Mayor, with the message that the Board would like to have an opportunity
to provide input regarding their concerns about the impact of any proposed relocation or
and changes to the City of Ithaca Fire Department and its facilities. The Board
understands that the information provided may change as the scope of the project
evolves to address other issues and concerns that arise while the project is being
considered. The Board would also like to be made aware of other issues and concerns
being considered by the City related to the fire department as early as possible so they
can be involved in discussions, plans and have an opportunity to provide input. The
Board would like to find a way to become more actively and effectively involved in the
operations of the Fire Department and reestablish itself as a resource to the
department, the city, and the community.
Vice Chair Sparks responded that he would be happy to make a written request to the
Fire Chief explaining that the Board would like the opportunity to review the draft report,
and he noted that the minutes would also reflect the Board’s desire to see the draft
report. He further stated that he understands that rather than the Board that the City is
in charge of the negotiations of all the labor contracts, which means that it does not
have the oversight of Fire Department’s career staff that it once did. However, he
wondered if the Board might be able to play a role such as an “Ombudsman”, which
might put it in a good position to hear from the labor force or whatever level of paid staff
of the fire department that might be interested in bringing concerns to the Board’s
attention and looking for some type of advocacy support. There was a time when this
Board facilitated the hiring of fire department personnel; now the role of the Board has
gone in a different direction, which is fine; he is just curious as to what the requirements
might be to do that and whether there would be an opportunity to research it to see if it
is even feasible. He would be very interested to hear if there is interest in that from
other Board members and members of the City of Ithaca Fire Department.
Chair Gilligan responded that there might be concern raised about the Board’s
involvement in such a role considering that the personnel of the fire department are in a
union and the involvement of civil service in personnel related items. He is not sure if
the City’s administration would want the Board involved in such a role.
Vice Chair Sparks stated that he would like to know if the Fire Department would benefit
from an ombudsman, and if so, where and what type of role could it be?
2017 Budget Status: Discussed under the Fire Chief’s Report.
Department Recognition Policy:
Chair Gilligan stated that the Board received a draft proposal at their last meeting for the
policy and procedures that would be followed in setting up a recognition award program.
He asked that Board members review the draft and send any changes to him which he
will then route for consideration to the union for review.
Board of Fire Commissioners Meeting Minutes September 12, 2016
9
Discussion of Format and Topics for Department Presentations:
Chair Gilligan stated that he feels that the department presentations each month are
helpful to the Board. Topics such as new membership training, a quick tour of the fire
station and apparatus, and then topics that would be of interest to a broader audience
would be useful. As noted earlier, he is hoping to have a department presentation which
could piggy back onto an existing training at the Fire Department Training Center that
then Common Council members, Town of Ithaca Board members, and others that might
be interested could be invited to attend.
Board members agreed that piggy backing onto already scheduled training is a good
idea as well as making the monthly presentations at the start of the Board meetings is
something that is interesting to more than just Board members – i.e. people who have
influence into making the decisions for both the City of Ithaca and Town of Ithaca. They
also discussed the Fire Department’s Facebook page and that it might be helpful to
have a short description of what the upcoming trainings are; it should be utilized to
provide as much information to the public about the department as possible. Currently,
Lt. Basher updates the page, so suggestions should be forwarded to him for
consideration and placement on the Facebook page.
Discussion followed on the floor regarding the EMS role that the Fire Department plays
and calls that they are dispatched to that are medical in nature, and whether the City
might be able to bill for those services. If it were, it might provide much needed revenue
for the Fire Department’s budget. This would be a good question for the Fire Chief. It
was noted that prior to the newest Board member’s arrival, the Board had held quite a
few discussions with the Fire Chief regarding the 9-1-1 Center dispatching the Fire
Department for medical calls. The 9-1-1 Center worked to develop a better way to
classify calls so that the Fire Department would not be dispatched unnecessarily, and
there has been some progress made in that direction. It is still difficult to classify every
call appropriately and it is better to have them dispatched and not needed than to not
dispatch and waste precious time making another dispatch call for the Fire Department
to respond.
Commissioner Guttridge stated that right now the staffing of the City of Ithaca Fire
Department is minimal, and needs to be increased. If there is a way that some costs
incurred by the Fire Department could be charged back for reimbursement that might
assist in being able to hire more firefighters then it should be investigated.
Update on 911 Memorial and Display of Steel from World Trade Center Building:
Chair Gilligan reported that there was a small, low key ceremony held at Central Fire
Station on Sunday, September 11th, to recognize and remember the significance of that
day and the many lives that were lost.
Board of Fire Commissioners Meeting Minutes September 12, 2016
10
New Business:
Resolution to Approve Distribution of Funds from the Active Firemen’s Relief
Fund
By Vice Chair Sparks: Seconded by Commissioner Hoard
WHEREAS, there is a $32,586.94 surplus over the required $90,000 balance in the
active Firemen's Relief Fund; now, therefore be it
RESOLVED, That the Board of Fire Commissioners authorizes the City Chamberlain to
distribute the amount of $32,586.94 from the Active Firemen's Relief Fund surplus to
Neriton Volunteer Fire Company #9.
Discussion followed on the floor regarding the purpose of the active firemen’s relief
fund, how the money can be spent, and what the minimum balance requirements are.
The purpose of the fund, which has been around for a number of years, was to provide
financial assistance to active firefighters that are facing financial hardship/costs related
to medical expenses or other needs. The fund has been in place since at least the early
1980’s, and it was used relatively frequently into the 1990’s. Recently, it has not been
used a lot nor consistently. The Chair will contact the City Chamberlain for a detailed
report of the account for the Board’s information and review.
Vice Chair Sparks pointed out that it was used within the last couple of year to assist in
the burial of a former City of Ithaca Firefighter in the City of Ithaca Cemetery Firemen’s
Section.
Chair Gilligan stated that the requirement in City Code is that the fund balance be
maintained at $90,000. Annually, approximately half of the incoming 2% funds go into
the account and the Board can then authorize the distribution of the excess amount
over $90,000. He further noted that there are requirements for the distribution of the 2%
funds specified by the City Charter and by State Law; part has to be split with the
Veteran Volunteer Firefighters Association (IVVFA), and another portion is distributed
on a percentage basis between career firefighters and the volunteers. In 2012, the City
Attorney, in reviewing the City Charter, determined that the funds were being distributed
incorrectly, and that they should be disbursed following the current guidelines. It used
to be that half of all the 2% funds went to the IVVFA and the other half (over the
required $90K balance) was distributed to the rest of the volunteer companies. That is
no longer the case.
Vice Chair Sparks noted that the long and short of it is that it used to be that the
volunteers and IVVFA got all of the money; however, when the language was
reinterpreted by the City Attorney, a significant portion of the funds now go to the career
firefighters. The Veteran Volunteer Firefighters used to receive half of all of the funding;
now they receive only half of one portion of the funding. So, currently, the career
firefighters get one portion, Company #9 gets another portion, and the Veterans get the
remaining portion.
Board of Fire Commissioners Meeting Minutes September 12, 2016
11
A Vote on the Resolution resulted as follows:
Carried Unanimously
Adjournment:
On a motion, the meeting adjourned at 1740 hours.
_________________________________ _______________________________
Sarah L. Myers, William Gilligan,
Information Management Specialist Chair
MEMORANDUM
ADMINISTRATIVE DIVISION
b)
LIFE SAFETY DIVISION
OPERATIONS DIVISION