HomeMy WebLinkAboutMN-BFC-2016-11-08Board of Fire Commissioners Meeting Minutes
November 8, 2016
Present:
Chair Gilligan
Vice Chair Sparks
Commissioners Hoard and Guttridge
Fire Chief Parsons
Information Management Specialist – Myers
CC Liaison Gearhart
Call to Order:
Chair Gilligan called the meeting to order at 1615 hours.
Approval of Minutes:
Approval of the September 12, 2016 Board of Fire Commissioners Meeting
Minutes - Resolution
Approval of the September 12, 2016 Board of Fire Commissioners meeting minutes was
deferred until the December meeting.
Approval of the October 11, 2016 Board of Fire Commissioners Meeting Minutes –
Resolution
By Vice Chair Sparks: Seconded by Commissioner Guttridge
RESOLVED, That the minutes of the October 11, 2016 Board of Fire Commissioners
meeting be approved as published.
Carried Unanimously
Additions to or Deletions From the Agenda:
There were no additions to or deletions from the agenda.
Awards, Commendations, and Other Recognition Items:
No items on the agenda for discussion.
Persons Wishing to Speak to the Board of Fire Commissioners:
Mr. Lyman Baker provided the following report for the Board:
“RE: Work Hours
Dear Board,
Raymond B. Wheaton and Lyman E. Baker have worked in the Firemen’s Section, City
of Ithaca Cemetery for a total of 6 hours each.
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The color of all the tree leaves is just breathtaking and looking northward at Cayuga
Lake is a beautiful sight, the water is a very deep blue. You can see sailboats, their
white sails, just blowing with the wind.
December 7, 2016 at 7AM sharp, there will be a brief ceremony, remembering the three
volunteer firemen who were killed that morning at the tragic fire, Chi Psi Fraternity. It will
take place at the Firemen’s Section.
President Teddy Roosevelt visited the area and sent his condolences in 1906.
Respectfully Submitted,
Lyman E. Baker, IFD #3258”
Mr. Lyman Baker requested reimbursement of $63.03 from the Board, on behalf of the
Volunteer Veteran Firemen’s Association, for the purchase of mums and American
Flags for the Firemen’s Section. They were purchased for a ribbon cutting ceremony
held by Historic Ithaca for installation of three beautiful interpretive signs for the City of
Ithaca Cemetery. The signs were installed at the University Avenue, Stewart Avenue,
and Cornell Avenue entrances to the cemetery. He reported that a lot of people enjoy
visiting the cemetery and comment on its beauty.
Chair Gilligan responded that the reimbursement request would be added to the Board’s
agenda today under “New Business”.
No Board Member objected.
Correspondence:
Chair Gilligan reported that the bank statement from Tompkins Trust Company for the
Donation Fund dated October 31, 2016 had a beginning and ending balance of
$3,060.94; reflecting no change.
He further reported that the Rescue Squad Fund bank statement dated October 31,
2016 had an opening balance of $1,847.17 and an ending balance of $1847.29
reflecting .12 interest earned.
Membership Changes:
Chair Gilligan reported that two applications for membership have been submitted. The
Review Committee has not had an opportunity to review them yet.
Board of Fire Commissioners Meeting Minutes November 8, 2016
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Miscellaneous Reports:
Town of Ithaca: Chair Gilligan provided a quarterly report to the Town of Ithaca Board
on November 7, 2016. That report will be attached to the minutes.
City of Ithaca: No report
Audit:
The audit was reviewed and approved by Commissioner Hoard.
Department Reports:
Fire Chief Report:
Chief Parsons highlighted the following items from his monthly report which will be
attached to the minutes:
Asst. Fire Chief Mike Schnurle retired on October 27, 2016. He received approval to fill
the Asst. Fire Chief, Fire Lieutenant, and Firefighter vacancies caused by the
retirement.
Chief Parsons further reported that he anticipates making promotions to Asst. Fire Chief
and Fire Lieutenant in November. He then expects to hire five firefighters after January
1st, 2017 to fill the positions created by the retirement and the four firefighters funded
under the SAFER grant.
The 2017 IFD budget was approved by Common Council on November 2, 2016. The
Fire Department received a 3% increase over the 2016 budget. It is important to note
that most of the increase was related to the increases in debt service, pension, and
employee health insurance costs. Common Council also approved increases in the new
equipment, equipment parts, and maintenance accounts.
No updates from the Tompkins County Emergency Response Department, Grants or for
the Collegetown Fire Station.
Apparatus – there are two new engines under construction right now. The apparatus
specification committee will be going to the factory in December to perform a final
inspection. Delivery is anticipated in January for both engines. Once the engines arrive,
they will need to be customized prior to being put into service; hopefully that work will be
completed by the end of January – if no problems arise.
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Vice Chair Sparks inquired as to the status of the purchase of the new compressor to fill
the SCBA tanks, which were funded by a grant. Chief Parsons responded that Asst.
Chief Tier is re-working the specifications and then an order should be placed.
Chair Gilligan asked whether there were any updates from Tompkins County Council of
Governments on emergency services.
Chief Parsons responded that their first meeting to discuss EMS in Tompkins County is
tonight. That committee will meet twice a month; their primary mission will be to look at
all the volunteer firefighter and emergency medical technician challenges across
Tompkins County. The City of Ithaca Fire Department will not be impacted by any
decisions made by the committee.
Chair Gilligan asked whether the Fire Chief would have a topic for the departmental
presentation at the Board’s December meeting; or, whether any Board member had a
request for a particular topic to be highlighted and discussed. It was decided that
further discussion on the departmental presentations would be deferred until the
beginning of 2017.
Chief Parsons reported that Lt. Basher is currently working on a “show and tell” of the
fire department for some high school students. He and some other firefighters have
been going to Ithaca High School to highlight different opportunities at the fire
department, and there are a group of kids that have expressed sincere interest in the
department. As a result, he is setting up a program for a Saturday for the students to
attend to learn more about the department; that program might be something to invite
other people in the community to as well.
Chief Parsons noted that the City has engaged an engineering firm to conduct the
annual review of the Fire Department’s Training Center as per New York State
Requirements. He does not feel that any issues will arise as a result of that inspection,
but it might be a good idea to hold off on scheduling any community presentations there
until that is completed.
Commissioner Guttridge asked, in terms of Fire Station 9 in Collegetown, what the next
steps would be for the City.
CC Liaison Gearhart responded that at the moment, he has no real insight or
information for the Board about the status of the Kingsbury Architects Study. He did
note that the City has also initiated a review and evaluation of all of its facilities and
building use, which may be included in the study.
Board of Fire Commissioners Meeting Minutes November 8, 2016
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Fire/Police Report:
Mr. David Cornelius provided the following report for the Board:
Fire Police training was held on October 18. The topic was the city’s Anti-Discrimination
and Harassment Policy. This was presented by AC Tier. The following people
participated: Dave Cornelius, Gary Bordoni, Jim Rogers, Andrew Adams, Rob Longo,
Lyman Baker, Simon Velasquez, Ray Canzler, Morgan Howland and Bill Gilligan.
The November training topic has not been determined at this time.
The past month was a busy one for the Fire Police Unit. The Fire Police Unit was called
on for traffic control for the Cancer Walk/Run at Cass Park and also for a running event
that crossed Coddington Road.
Fire company #9 members also authorized additional money, over and above the
$20,000.00 already given to the City of Ithaca Fire Department, for the purchase of a
new vehicle for the Fire Police Unit. The Fire Police Unit will begin to work with Brian
Carmen, at DPW on a bid for the vehicle.
Respectfully submitted,
Dave Cornelius
Chief Parsons stated that as far as Fire Station #9 in Collegetown that the Mayor and
Chief of Staff Cogan have met with representatives from Cornell University to discuss a
particular parcel, as well as another potential site. One of the challenges to finding a
location for a fire station is trying to avoid going through residential neighborhoods when
responding to calls. With the number of calls they respond to below College Avenue
right now, it is the Fire Department’s preference to avoid travel through neighborhoods,
if possible. Any new Fire Station built will be designed in such a way architecturally so
that it would be appropriate to the character of the neighborhood; it will also be smaller
than current the Collegetown Fire Station. Right now, functionally, the current location is
good, but there is a lot of development occurring in Collegetown that will result in
upcoming closures for College Avenue for up to six months to install underground
utilities. Staff are currently in preliminary discussions for detours for vehicles, bus
traffic, and emergency services.
Commissioner Hoard reported that he was able to go on a “ride-a-long” with Asst. Chief
Schnurle before he retired. He said that one of the calls was a second alarm on the 400
block of College Avenue. They were approaching from Mitchell Street, an engine was
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approaching from Dryden Road, an engine from the Collegetown Fire Station was
approaching, and another engine was also approaching the scene; the engine from the
Collegetown Fire Station was able to get into position, but the other apparatus were
delayed because of current construction and restrictions.
Chief Parsons stated that the relocation of the Collegetown Fire Station is not simple;
wherever they locate it there will be an impact on the areas by which the truck has to
pass through responding to calls.
Chief Parsons left the meeting at 1630 hours.
Old Business:
A. Volunteer Recruitment Items/issues - Committee Update:
Chair Gilligan reported that the Review Committee needs to set up a meeting in the
near future to review the two new applications that were submitted. He will work with
Administrative Coordinator Overslaugh to schedule a meeting.
B. Role of Board of Fire Commissioners:
Chair Gilligan stated that this topic would be touched upon when the Board discusses
the Board/Committee survey later in the meeting.
C. 2017 Budget Status:
See Fire Chief’s report (attached to minutes)
D. Discuss Format and Topics for Department Presentations:
Chair Gilligan stated that the Board may revisit or discuss this topic at the December
13th meeting; or, more likely, after the first of the New Year. The Board will need to
work on developing a list of consistent topics for presentation at the start of their regular
monthly meetings.
New Business:
Approval of Reimbursement from the Donation Fund to the Veteran Volunteer Fire
Fighter Association – Resolution
By Commissioner Guttridge: Seconded by Commissioner Hoard
WHEREAS, the Ithaca Veteran Volunteer Firemen’s Association assists in the routine
maintenance and upkeep of the Fire Fighters' Memorial Section of the City of Ithaca
Cemetery; and
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WHEREAS, the Ithaca Veteran Volunteer Firemen’s Association used funds from their
account to pay for the purchase of one American flag and four mums in pots in
preparation for Ribbon Cutting ceremony held by Historic Ithaca for the debut of three
new interpretive signs in the City of Ithaca Cemetery placed at the entrance from
University Avenue, Stewart Avenue, and Cornell Avenue; and
WHEREAS, the Ithaca Veteran Volunteer Firemen’s Association submitted a written
request to the Board of Fire Commissioners for reimbursement of those funds, including
an itemized receipt for the purchases; now, therefore be it
RESOLVED, That the Board of Fire Commissioners approves the reimbursement of
$63.03 out of the Donation Fund to the Ithaca Veteran Volunteer Firemen’s Association.
Carried Unanimously
New Business:
Board of Fire Commissioners Response to City Survey on Restructuring of Board and
Committees:
Chair Gilligan explained that Mayor Myrick formed a committee in May that has been
reviewing the role of all the city’s boards and committees. The role of the committee is
outlined in the following resolution that was approved by Common Council on May 4,
2016:
“Working Group to Propose Restructuring of Boards and Committees -
Resolution
By Alderperson Fleming: Seconded by Alderperson Gearhart
WHEREAS, in 2011, the City of Ithaca contracted with an outside consulting firm to
evaluate the city’s organizational structure as it relates to performance measurement
and efficiencies, resulting in what we now call “The Novak Report”; and
WHEREAS, based on the Novak Report, the Common Council identified as a priority
the task of performing a comprehensive analysis of the City’s approximately 30 boards
and committees; and
WHEREAS, the Common Council now desires to complete that analysis and consider
recommendations for restructuring many of the City’s boards and committees (which
shall, for purposes of this resolution, include commissions, councils other than the
Common Council, and groups), though generally not the City’s quasi-judicial boards and
committees; now, therefore be it
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RESOLVED, That a Boards and Committees Restructuring Working Group (“BCRWG”)
shall be formed to gather input from existing boards and committees, and the public, on
possible models for restructuring, and to propose to the City Administration Committee
a realigned structure for the City’s boards and committees that supports the following
goals:
1. To create a structure in which volunteers and citizens effectively engage in
order to drive change and address changing needs.
2. To make effective use of volunteer time and energy.
3. To create a structure in which volunteer committees can bring new ideas
and initiatives forward to Council for adoption in an easy and consistent
manner. To also create a structure in which Council and/or the Mayor can
assign an emerging issue to a committee for research, public input, and
analysis.
4. To define clearer relationships between City committees and Council.
5. To better utilize staff resources in order to most effectively empower the
committees.
6. To be even more responsive to the needs of our community.
7. To make recruitment of new board members easier.
8. To create a structure that is fluid enough to be both proactive and reactive
depending on the situation or issue.
9. To provide citizens better visibility and access into government and how to
create change.
10. To actively seek employees and volunteers with diverse backgrounds
and be it further,
RESOLVED, That the Mayor shall select, recruit, and appoint seven members of the
BCRWG as follows, who shall additionally be advised by the City Attorney:
Two present or former board or committee members
Two members of the Common Council
Two City staff with familiarity with the City’s board and committee structure
The Chief of Staff;
and be it further,
RESOLVED, That a member of the BCRWG shall provide progress updates to the City
Administration Committee at most meetings of the City Administration Committee.
Carried Unanimously (8-0)
Board of Fire Commissioners Meeting Minutes November 8, 2016
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Chair Gilligan further explained that the BCRWG has requested, in an effort to assist
them in their review of the boards and committees that each board/committee complete
a survey they created. The memo to the Board related to the survey as well as the
survey (a blank copy) is attached to the minutes for reference.
Extensive discussion followed on the floor as the Board reviewed, discussed and
answered each question in the survey. Some of the items of particular interest to the
Board are noted below:
The need to fill the one vacancy on the Board, and reappoint the two members
whose term on the board has expired.
Wording changes to the City of Ithaca Charter regarding the role of the Board to
remove their involvement in the review and development of the fire department’s yearly
budget, their ability to assign shifts, and the removal of their financial liability with the fire
department.
The Board should provide, as needed to its CC Liaison, a succinct report on
pertinent items they want shared at the regular monthly meeting of Common Council.
The possibility of attending Common Council meetings as needed to bring to
their attention important or items of concern. There is an opportunity for this during
“Special Presentations before Council” that takes place at the beginning of their
meetings. There is a time limit, though, of 5-10 minutes only. Otherwise, a regular
(quarterly) written report could be provided to Common Council. There was also a
suggestion that they attend the City Administration Committee meeting to provide
reports/updates which might be a better forum for them that would allow an opportunity
for informal discussion with Council members.
What is the role of the Board of Fire Commissions, if it were deleted from the City
Charter would it be missed - what would happen. One main function is the volunteer
structure within the IFD; the oversight of the volunteers, and trying to further the fire
department as a useful entity that provides a service to city of Ithaca and town of Ithaca
community. That is in the charter and should hopefully be maintained.
The role of Board of Fire Commissioner members who are operating in the
greater Ithaca community (i.e. licensed city electrician, business owner, professional)
being an asset to the Fire Chief to help him understand what is happening outside of the
fire department. For example, one of the current board members is a city licensed
electrician who would be able to bring to his attention problems with fire alarm systems,
Board of Fire Commissioners Meeting Minutes November 8, 2016
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construction related activities, etc. because the Fire Chief may not have access to the
same type of information. The Board serving in an advisory manner would be fair.
The Board being utilized in some advisory role in the preparation of the City of
Ithaca Fire Department budget which is approximately $10,000,000 per year, including
benefits and debt service per year. Which could also include discussion on proposed
changes to the department’s budget that would include billing for non-medical calls,
repeat offender false alarms, and entering gorges in unauthorized areas.
The distribution of the 2% foreign insurance money as outlined in the City
Charter, which the Board is actively involved with. If the Board were dissolved or their
role/responsibilities updated so they no longer have oversight of that money, the
distribution of the money would default back to New York State. The money would still
come to the City Chamberlain but the amount would be based upon the number of
volunteers and career staff and distributed accordingly. Right now, the City applies one
half of the 2% money to the Veteran Volunteer Firemen’s Association, Company #9,
and the career firefighters, with the requirement that there always be a balance of
$90,0000 of that money in an account (the 2% is the money over and above the
$90,000). The Board also has oversight and has to approve the payment of money
from those funds to the sick and indigent members.
It was noted that if the above parameters remained in the City Charter as to how
that money is divided then regardless of whether the Board or City Chamberlain is in
charge may not be affected if the Board were dissolved. This information should be
confirmed.
This Board is very fortunate to have past Board members from 30 years ago as
well as retired Ithaca Fire Department staff attend its meetings to provide input and
historical information that is very relevant and helpful for the Board; most Boards aren’t
as fortunate. The Board appreciates the active involvement of these important
community members who have a sincere desire to provide, as volunteers, fire and
emergency services to our community.
CC Liaison Gearhart who is on the BCRWG noted that in the cover memo with the
survey, there was information about an opportunity for all board/committee members to
attend a “Visioning Session” to share information back and forth about the survey with
the members of the BCRWG, any additional items or suggestions that people may have
about the organization and tasks of the many boards and committees, as well as any
recommendations from the BCRWG. That meeting will hopefully take place sometime
in early December. He further stated that it would also be important to note that not all
Board of Fire Commissioners Meeting Minutes November 8, 2016
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boards/committees have a consistent meeting structure. For example, one committee
has no regular chair, that role is rotated from meeting to meeting amongst members.
Having staff support also seems to play an important role in the overall functioning and
productivity of the boards/committees.
It was further noted that the Board felt that it could be useful to be incorporated and
included in discussions related to the possible relocation of the Collegetown fire station,
and the fire services contract between the City of Ithaca and Town of Ithaca. As far as
the contract is concerned, previously the contract between the City and Town was seen
more of merger and blended mission since the Board of Fire Commissioners is made up
of both town and city of Ithaca residents. Now it’s more of a business side and the
sense that the town and city are one has been lost; they are now seen as two separate
communities who just happen to be in a business contract relationship. With the current
NYS initiative that is encouraging municipalities to work together to consolidate
services, this should also be a discussion the Board is involved with – similar to TCCOG
discussions taking place regarding the loss of emergency fire/medical technician
volunteers in outlying communities of Tompkins County. This is not an immediate issue,
but this Board could be a great resource to be involved in the discussions with their
counter parts on other fire commissioner boards. However, it was cautioned and noted
that sometimes these proposals can run into power struggles as far as turfs are
concerned. In connection with those discussions would be the topic of increased
sharing of training opportunities between the municipalities in Tompkins County. In the
future, the Board would be interested in getting information from a broader base of
participants about what is the best way to provide emergency fire/medical services to
the larger community, meet the needs of the City and Town, and not increase any
burden on tax payers unfairly.
CC Liaison Gearhart stated that he would be curious to see if the proposed study of the
possible merger of the Tompkins County Sheriff’s office and City of Ithaca Police
Department might hint at some of the perspectives that this Board has been discussing
or might become involved with going forward.
Vice Chair Sparks stated that this Board would be a good resource for those types of
discussions related to any possible creation of fire districts in Tompkins County since it
has regular meetings with consistent structure. It was noted that the creation of a fire
district is a very convoluted process; in the past no one in Tompkins County wanted to
go that way.
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CC Liaison Gearhart stated that the City of Ithaca Fire Department has a lot of initiatives
that involve personal involvement with community members. As a Common Council
member he doesn’t often hear about those activities – other than what information the
Fire Chief reports. From an advisory point of view, the members of the Board of Fire
Commissioners have important input to not only the Fire Department, but also to the
City in general. An example might be utilizing the Board as a resource to provide
information at a public event, or to assist in community relations, provide outreach to
increase volunteer membership since so many of the current volunteers have long-
standing connections with the community and are involved in many events and do many
things to serve the community that many people never hear about. One example, is the
different races held in the area such as 5K events that the fire/police volunteers provide
traffic control at and which people appreciate. The Board could make an
announcement or notice of when the fire/police will be involved with an event.
Commissioner Guttridge stated that he’s heard a number of times, in talking with Board
members and volunteers that the Fire Department used to be the community hub. He
wondered if that kind of community focused environment might be fostered again that
might help to bring people down to it on a regular basis which might encourage more
people to become volunteers with the department. For example, community dinners,
BBQ’s, clinics, etc.
Adjournment:
On a motion the meeting adjourned at 1734 hours
_________________________________ _____________________________
Sarah L. Myers William Gilligan,
Information Management Specialist Chair