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HomeMy WebLinkAboutMN-BFC-2017-06-13Board of Fire Commissioners Meeting Minutes June 13, 2017 Present: Chair Gilligan Vice Chair Sparks Commissioners Hoard, Guttridge, Sallinger Fire Chief Parsons Information Management Specialist – Myers Excused: CC Liaison Gearhart Call to Order: Chair Gilligan called the meeting to order at 1410 hours. Additions to or Deletions From the Agenda: Chair Gilligan requested the addition of a discussion regarding rescheduling the date for the Board’s July meeting. He will place it under “New Business”. No Board Member Objected. Chair Gilligan reminded Board members that the annual election for chair and vice chair will be on the agenda for the July meeting. Awards, Commendations, and Other Recognition Items: There were no awards, commendations, or other recognition items on the agenda. Persons Wishing to Speak to the Board of Fire Commissioners: Mr. Ray Wheaton, on behalf of Lyman Baker, provided the following report for the Board: “RE: Work Hours Dear Board, Raymond B. Wheaton and Lyman E. Baker have worked 6 hours each maintaining the Firemen’s Section in the Ithaca City Cemetery. It is a beautiful area, with all the flags flying over the deceased Firemen. It is too bad that services are not held at this site, like in the past years. The deceased laying here, gave so much to the Ithaca Community over the many years. He also shared concerns about problems being experienced with the ability to send e-mail messages with the City’s e-mail system. Respectfully Submitted, Lyman E. Baker IFD #3258” Board of Fire Commissioners Meeting Minutes June 13, 2017 2 Mr. Ray Wheaton reported that was invited to the Tompkins County History Center to conduct a presentation on the history of the Sons of Union Veterans recently. They presented him with two pictures that were taken in the spring of 2016 of the Firemen’s Section of the cemetery. A beautiful, color picture of the cemetery on a day with clear, sunny and blue skies. He kept one to display at the Veteran Volunteer Association fire station, and presented the other to the Board of Fire Commissioners for the City of Ithaca Fire Department to display. Chair Gilligan accepted the picture on behalf of the Board and thanked Mr. Wheaton for it. Chair Gilligan reported the Belle Sherman PTA donated $50.00 to the fire department. The donation was in appreciation for the support that the fire department and personnel provided for the school’s Spring Fair. Members of the fire department participated in the dunk tank, and brought a fire truck that they instructed the kids on its use and gave tours of. The donations received by the PTA during the event are used to provide scholarships to needy students for music lessons, and supplies for students and classrooms. Chair Gilligan will send a note of appreciation to the PTA on behalf of the Board, the donation will be deposited into the donation account. Consent Agenda Items: Approval of May 9, 2017 Board of Fire Commissioners Meeting Minutes - Resolution By Vice Chair Sparks: Seconded by Commissioner Sallinger RESOLVED, That the minutes of the May 9, 2017 Board of Fire Commissioners meeting be approved with noted corrections. Carried Unanimously Correspondence: Donation Fund - beginning balance was $2,997.91; ending balance (May 31, 2017) was $2,997.91,reflecting no change. Rescue Squad Donation Fund: beginning balance was $1,848.00; ending balance (May 31, 2017) was $1,848.12, reflecting .12 interest. Miscellaneous Reports: Town of Ithaca: No report City of Ithaca: No Report Audit: The audit was reviewed and approved by Commissioner Sparks Membership Changes: There were no changes in membership during the last month. Board of Fire Commissioners Meeting Minutes June 13, 2017 3 Highlights from Department Reports: Fire Chief Report: Chief Parsons highlighted the following items from his monthly report which will be attached to the minutes: No staffing changes The department’s budget appears to be on tract for most budgeted items Anticipated revenues are ahead of schedule, at this time. He had a very productive information sharing meeting with the Director of the County 9-1-1 Center and her staff, it included members from other fire departments. Commissioner Guttridge arrived at 1418 hours. The new breathing air compressor was installed in May so the grant will be closed. The department has applied for another grant for two turn-out gear washing machines that will be located at Central Fire Station. Dirty gear will go into one washer, and then the cleaner gear in the other. If the washing machines are not funded through the grant they be placed in the department’s regular budget for purchase. Collegetown fire station – two capital project requests for 2018 were submitted. One would pay for the cost to renovate the current East Hill station and the second to construct a new fire station at new location. A decision is anticipated this fall. Another capital project was submitted for 2018 to replace the 18 year old ladder truck; which if approved would be ordered in 2018, and received in 2019. A brief discussion followed on the floor with the Chief answering questions from Board members about what type of fire truck would be ordered. Commissioner Guttridge questioned whether, based on decisions made about the fire station in Collegetown or something should change with the strategic planning for the fire department, whether the capital project money could re-allocated for something else? Chief Parsons responded that the money would be reallocated to another capital because bonds are financed differently than the funds for departmental budgets so they can’t be allocated into a department’s regular budget. However, he agreed that the point concerning the strategic plan is a good one. Hopefully, as time moves by some of these questions will be answered. Chief Parsons provided a summary of the current status regarding repairs to the training center building in order to bring it back online for use, and additional decisions that need to be made as to whether to keep investing in repairs to the training center or build a new one. It will all depend upon the results of the facilities study being conducted on all city buildings. Board of Fire Commissioners Meeting Minutes June 13, 2017 4 A brief discussion followed on the floor as to what would be included in a new training center, including the possibility of doing live burn training and the construction of a rope tower. Chief Parsons explained that, in the interim, the engineer’s provided recommendations for repairs/changes to stabilize and strengthen the tower so that it is usable. Fire Police Report: Mr. David Cornelius provided the following report for the Board: “Fire Police Monthly Report June 13, 2017 Fire Police training was held on 5/16/2017. The topics were: OSHA – Hazardous Communications Standards and Lock-out Tag-out procedures. We used the City’s Insurance Company’s video. The following people participated: Dave Cornelius, Gary Bordoni, Rob Longo, Jack Gould, Lyman Baker, Andrew Adams, Jim Rogers, Ray Canzler and Bill Gilligan. I do not know what training is planned for June 20, 2017. Jack Gould, Rob Longo and Dave Cornelius responded to a tree down on wires on 7 Mile Drive. Respectfully submitted, Dave Cornelius” Mr. Cornelius thanked the members of the fire department for providing fire extinguisher training and demonstrations during the U.S. Coast Guard’s recent open house at Treman Marina. Everyone he spoke with thought it was a very good training. Old Business: Volunteer Items/Issues: Chair Gilligan reported that he and Frank Cantone met yesterday with Chief Parsons regarding radio communication problems for the Fire/Police unit. At this point, things seemed to have improved; the members of the Fire/Police unit are calling dispatch directly to communicate what radio channel they will be on for each incident. They also discussed volunteer recruitment issues, and are also continuing work on developing a recruitment plan. They hope to obtain significant input from members of Company 9 on the plan before it is brought to Chief Parsons for review. There is potential that a previous volunteer member may return; if they do, they will go through the new volunteer process and meet with the review committee. That application will most likely be presented to the Board at either the July or August meeting for approval. Board of Fire Commissioners Meeting Minutes June 13, 2017 5 911 Memorial Committee: Chair Gilligan stated that he sent a request earlier today to check on the status of the committee. An additional item the committee hoped to incorporate into the display was a piece of granite or marble recovered from the Pentagon. At this point, they are unsure of its status, whether it exists and is available to the City. Once that is known, the committee can proceed with the design plans for what it might look like and when it would be available for installment; which probably won’t be until September 2018. Role of Board of Fire Commissions/Common Council Working Group on Boards/Committees: Chair Gilligan explained that there was nothing new to report on this topic, and that it is moving forward for final approval by Common Council. An ordinance and local law have been drafted; and he has not heard if the Working Group would be holding another public meeting. Commissioner Guttridge stated that he contacted CC Liaison Gearhart to inquire as to whether there would be another public meeting and was informed that was not going to happen. Chief Parsons reported that the ordinance and local law will be going to the June City Administration Committee meeting, and then to the July Common Council meeting for approval. He did speak with Chief of Staff, Dan Cogan, about the feedback provided at the Committee of the Whole Meeting as well as from some committees about the proposal, the input focused mainly on the number of commissions proposed and the membership of those commissions. He feels that it might be too late to invite a member from the Working Group to the next meeting of the Board of Fire Commissioners because of the timing he noted above. Commissioner Guttridge agreed that he was not sure, unless significant conversations or changes are proposed, that the Board can do much to change the proposal. He stated that he is not so much against the formation of the four commissions as much as what the subgroups of those commissions will be responsible for. Maybe it will be one of the Board members (BFC) that will sit on the Public Safety and Information Commission so there would be a similar relationship to the fire department as there is now. He would like to understand better how those subgroups will be formed and operate. He wanted to confirm that concerns of the Board about the distribution of 2% funds, the strategic plan, approval of new volunteers, coordination between various emergency services in the community, and input/communication from the Town of Ithaca will be taken on under the new commission and dealt with accordingly. Chief Parsons responded that he expects that the oversight of those items will continue as they have in the past, except that Common Council will have oversight rather than the Board. As far as the 2% money, there are NYS rules that the City has to comply with regarding the disbursement of those funds. The question and concern of the Board is about any money over and above the $90,000 that has its specific disbursement requirements, and what will happen to it. He feels that there will have to be a recommendation from Common Council about how those funds are expanded. The new commissions will have no authority over the disbursement of Board of Fire Commissioners Meeting Minutes June 13, 2017 6 the 2% funds or how the City spends it. Mostly likely, those decisions will be made by the Mayor, Chief of Staff, and Fire Chief. Commissioner Sallinger, as a new member, asked for some explanation about the history of the 2% money, its disbursement and where the Town of Ithaca comes into play in that decision. Chair Gilligan responded that for at least 7-8 years there was an agreement between the City and the Town that said the money would be equally distributed between Cayuga Heights and the city of Ithaca Fire Departments. The money that comes to the City has to be disbursed following requirements of New York State. Chief Parsons stated that prior to 2007, the 2% funds were distributed to the Town of Ithaca based on the size of the fire department. Therefore, Cayuga Heights got a smaller portion and the City received the larger portion. Then the Town of Ithaca found out that the money should be distributed to the two fire departments based on the size of the municipality. At that point, a decision was made to split the money 50/50 between Cayuga Heights and the city of Ithaca. He further explained that in the future, Common Council will be required to follow the same New York State law regarding the distribution of the funds, and those that receive it are required to provide an annual report on its use which is based on the membership of active firemen in the department. Chair Gilligan stated that the 2% funds are typically distributed to municipal authorities during July. He noted that if the City wants to raise this issue with the town of Ithaca then it could – potentially very soon concerning the distribution of those funds between Cayuga Heights and the city of Ithaca fire departments. Commissioner Sallinger asked what amount is typically distributed each year from the New York State Insurance Fund. Chief Parsons responded that it typically is $80,000 - $100,000. Commissioner Sallinger noted that the irony of the system is that the better the fire protection in a community, the fewer non-admitted insurance policies are written. Policies are written based upon highly adverse facts such as vacant buildings, buildings with no sprinklers, those types of factors. With much of the new development occurring in communities and fire suppression systems required, the better the fire protection, so fewer policies are written which in turn results in less 2% money available for distribution to municipalities. Chief Parsons agreed and shared that the City doesn’t get all of the 2% money that New York State receives from the policy because it takes at least 50% of it for the New York State Fire Prevention & Control Department. The fund was always intended to fund NYS fire protection services. 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. He cautioned that the current governor of New York State has raised the question of why the fund exists and has proposed to eliminate it Board of Fire Commissioners Meeting Minutes June 13, 2017 7 based upon special conditions. So, far that proposal has not been supported or approved. Commissioner Guttridge raised the question of “what does the Board want to do as a group going forward at this point?” Chair Gilligan responded that his concern about the proposal has been the lack of public input in the process. A brief discussion followed on the floor with members of the public about the purpose of the 2% funds, researching how the $90,000 amount came into play, why the 9104 and 9105 accounts were created and for what purpose can they be used, and past problems with the City Chamberlain’s distribution of the funds. Chair Gilligan invited Board members to think about all the items the Board has been responsible for oversight of in the past and to send him their thoughts or recommendations for the ones that they feel are most important and should be brought forward and included with topics for the Public Safety and Information Commission so they don’t get lost when the Board no longer exists. Then, if reasonable, invite Chief of Staff, Dan Cogan to the Board’s next meeting to share those items with him and discuss the recommendation’s impact on the Board. As it stands now, most likely on January 1st the Board of Fire Commissioners will no longer exist. Commissioner Guttridge stated that a question he has concerns the timeline for creation of the four new commissions, member appointments, agenda topics, elimination of the Board, and what would happen if those priority topics aren’t addressed in a timely manner. Board members confirmed that they are available for a second Board meeting in June to be held on Tuesday, June 27, 2017 at 4:00 p.m. An invitation will be extended to Chief of Staff Cogan to attend that meeting. Strategic Planning for Ithaca Fire Department - Subcommittee Report and Possible Resolution on Organizing a Formal Stakeholder Planning Group: Chief Parsons reported that he, Commissioner Guttridge and Chair Gilligan have had several meetings. They have identified a process outlined in a book they found, and are close to preparing a diagram of what the plan will look like. He is working to create a flow chart of the process to e-mail to Board members to review and comment on that breaks down steps within larger steps in the process. A piece of information they want Board members to consider, as well as making sure that the Mayor and Chief of Staff Cogan are on board with, is the creation of a resolution to establish the strategic planning committee and its process. The resolution would make a legacy to have Common Council adopt similar language so when the Board comes back to meet and begin work on the Strategic Plan, Common Council will not be surprised by the report they are given. Right now, they plan to detail a one year plan that contains elements looking forward, in some cases they may not be able to pass a benchmark, so they need to look to the future for how to continue with the plan even though a part in the plan may need to stop if an obstruction such as lack of money, is triggered. They don’t want the plan to stop but to continue on even if some Board of Fire Commissioners Meeting Minutes June 13, 2017 8 of the benchmarks/goals are not met. They want clearly defined goals and clear definition for how to reach them in detail in the short term for now. Commissioner Guttridge further shared that they also want to have a resolution to form a stakeholder committee, but they are not quite ready to do that now. Chair Gilligan suggested that the Board could review the draft resolution and provide input at the June 27th meeting; or, at the July meeting, if that sounds doable. New Business: July Board Meeting Date: Chair Gilligan suggested that the July Board meeting be rescheduled to either July 18 or 25 since the Chief will not be available on July 11th. Chief Parsons stated that by the July meeting he could share the spirit of budget memo from Mayor with the Board so they can get a sense of what needs to be included as he prepares the department’s budget for the Mayor. Board members confirmed that Tuesday, July 25, at 4:00 p.m. worked for the regular July meeting. Chief Parsons stated that he would work out a meeting with Dan Cogan and the Board at either the second meeting in June or the July meeting. Adjournment: 1520 hours. On a motion the meeting adjourned at 1522 hours. ______________________________ _____________________________ Sarah L. Myers, William Gilligan, Information Management Specialist Chair MEMORANDUM To: Board of Fire Commissioners From: Tom Parsons, Fire Chief Date: June 13th, 2017 Re: Fire Chief’s Monthly Report to the Board of Fire Commissioners ADMINISTRATIVE DIVISION Administration 1) Career Personnel Report PERSONNEL STAFFING LEVELS 1 Chief 1 Deputy Chief (Per Diem) 6 Assistant Chiefs 8 Lieutenants 51 Fire Fighters 67 Uniform Personnel 1 Administrative Coordinator Total employees as of May 31st, 2017 – 68 a) Vacancies  None b) Retirements:  None c) Hiring/Promotions  None Page 2 of 5 - Fire Chief’s Monthly Report June 13th, 2017 2) Budget Report a) 2017 Budget: Budget Summary – see accompanying report 3) County Communications and 911 Programs: a) Members of the leadership team met with the Director of 911 and her staff as part of a focus group meeting to discuss operational issues. The meeting was very productive and served as means to better understanding between 911 operations and IFD operatio ns. There was some information shared, and some new ideas proposed that we will be looking to implement to help make both of our operations more efficient and effective. 4) Grants and Donations a) The New Breathing Air Compressor approved by the Board of Fire Commissioners was installed in May and is now in-service. b) Earlier this year, I applied for an AFG grant to fund the replacement of our turnout gear washer. The existing washer is over twenty years old. The grant, if approved, would provide funding to purchase two gear washers. 5) Collegetown Fire Station a) I have submitted two capital projects for the 2018 budget. The first project is to renovate the current East Hill Fire Station. The second project, assuming the first project is not approved, is to build a new fire station at a different location. I don’t expect a decision on either of these projects until this fall at the earliest. 5) Apparatus a) I have submitted a capital project for the 2018 budget to replace our 18 year old ladder truck. This vehicle is schedule to be replaced in 2019. If approved the truck would be ordered in 2018, but not delivered or paid for until 2019. 5) Fire Training Center In March, Stopen Engineering was contracted to perform a structural inspection on our Rope Rescue Tower and the Burn Building at the training center. On April 6th, I received the engineer’s report for the Burn Building. The engineer has recommended that the building not be used until some items identified in their report are repaired. The repair work on the Burn Building will be completed within 1-2 weeks. We have a estimate of work to provide a more extensive repair on the building, if it’s decided that we will be extending it’s usable life more than a few more years. We have also received a plan from Stopen Engineering on Page 3 of 5 - Fire Chief’s Monthly Report June 13th, 2017 structual improements for the rope tower that will also extend its life, and improve on it’s overal stability. LIFE SAFETY DIVISION Fire Prevention Bureau 1) Code Enforcement Division: The following is a list of Activities for May 2017: Complaints Received 20 Referred to the City Building Division 13 Referred to the Town of Ithaca 1 Investigated by the Fire Prevention Bureau 6 Inspections: 174 Cit y Fire Safety & Property Maintenance 52 City - Permit Required City Fire Safety 87 Town Fire Safety & Property 8 City - Sprinkler Inspections 6 City - Alternative Fire Protection Systems 1 City - Fire Alarm Inspection 14 City – Standpipe Hydrostatic Test 0 City - Standpipe Flow Test 0 City – Fire Pump Flow Test 0 City – Elevator 6 Permits or Certificates: 78 Operating Permit – Assembly Occupancy 10 Operating Permit – Large Assembly Occupancy 4 Operating Permit – Hazardous Occupancy 3 Operating Permit – Lumber Yard 1 Operating Permit – Elevator 13 Operating Permit – Fireworks 0 Certificate of Compliance – Occupancy 14 Certificate of Compliance – School 0 Certificate of Compliance - Fire Alarm 6 Certificate of Compliance - Fire Sprinkler 2 Certificate of Compliance - Fire Pump 0 Certificate of Compliance – Fire Standpipe 0 Occupancy Posting Certificate 24 Certificate of Compliance - Alternative Suppression 1 Page 4 of 5 - Fire Chief’s Monthly Report June 13th, 2017 2) Fire Investigation Unit: There were no fire investigations in May. 3) Public Education and Special Events Public Education Events: 4 Fire Drills Witnessed: 0 Child Safety Seat Inspections: 9 OPERATIONS DIVISION 1) Emergency Response: 2) Emergency Response: May 2017 Responses - 454 Incidents City of Ithaca: 314 Incidents (69.16%) Fires: 8 Overpressure/Rupture 0 EMS/Rescue: 128 Hazardous Conditions: 12 Service Calls: 12 Good Intent: 55 Alarms/No Fires: 99 Severe Weather: 0 Other: 0 Town of Ithaca: 137 Incidents (30.18%) Fires: 3 Overpressure/Rupture: 0 EMS/Rescue: 89 Hazardous Conditions: 7 Service Calls: 5 Good Intent: 18 Alarms/No Alarm: 15 Severe Weather: 0 Other: 0 Page 5 of 5 - Fire Chief’s Monthly Report June 13th, 2017 Mutual Aid: 3 Incidents (0.66%) Fires: 1 Overpressure/Rupture: 0 EMS/Rescue: 0 Hazardous Conditions: 0 Service Calls: 0 Good Intent: 2 Alarms/No Fires: 0 Severe Weather: 0 Simultaneous Incidents: 73 Incidents (16.08%) 3) Emergency Management : No Report. 4) Mutual Aid Calls: Quarterly Report Support 1) Training Quarterly Report 2) Training Center Quarterly Report Volunteer Recruitment and Retention 1) Summaries of Service Hours: Quarterly Report 2) There are currently 14 Active Volunteer Firefighters and Fire Police; and 3 Probationary Volunteer Firefighters 3) There one applications pending review by the interview committee and Company 9. 2OI7 REVENUE SUMMARY BY ACCOUNT MAY 20 t7 Revised REVENUE Remoining YTD REVENUE PCT Col|ecIed REVENUE Averoge Mthly Fire Code lnspeciion r565 $64,000 s35.558 s6%$7 .112 $0 Home & Comm Services 2189 $o 0%$o Public Sofety Services 2260 $500 $s00 $0 Fire Prolective Services 2262 $3.033,000 s765,000 $2,268,000 $ r s3,000 $r,836,000 572s 7% Renlol of Equipment 2414 $O 0%$o $o $o Public Sofety Permits 2ss0 $12.000 5s.972 s0% Fines & Forfeited Eoil 0% 0%Minor Soles 26s5 $ r00 $ r00 Sole of Equipment 2665 $2o.ooo 0%$o $o lnsuronce Recoveries 2680 $15,000 s5,696 s8%9e,304 I ,139 $r3.670 0% Refund Prior Yeor Expense 2701 $50 s0 $s0 $o Gifts & Donotions Gifts & Donotions (l 2250) Unclossified Revenue 2705 270 5 2770 s0 sr 9,33s 0%$o $0 $o Home & Communily Service Public Sofely $0 $292,060 0%$0 $0 $o $o $0 $0 3989 4389 s4,230,t64 5832,286 19.7%52,322.7 4? 5t 62,590 S1.85r,4r0 Projected $0 $0 $o Renlol of Reol Property 24 t0 gt 1,000 $10.275 $ r4s $r,740 $6,028 $r,r94 $o 26 r0 $0 $0 $0 $o $o Olher Compensotion for Loss 2690 $50 $7 82.9A4 $0 $300 193.1 l6 ,1.t31.2r0 370.000 . 18,000 53.800 r7.000 8s.000 r05.950 61.000 1,500 21,000 111,080 r2.858 2n.300 95.000 0 25.000 80.000 8.800 16.180 3t,280 2r0 445 ,t55 460 470 480 t05 lr0 r25 205 105 410 415 120 4t5 57.204 9,3/9 3,512 2.666 10.3r 7 5.12/ t./83 1.17 )8,387 38,253 1.,165 0 33 036 0 65% I 0 L. 35.7 36.329 88% 390 1).717 18%. t. 0 3,796 s8,685 3,037 75,92t t; 65% t5.47A 9.379 1.611 62%36.329 1.089 6t% 2877l a,621 t,6t4 ll/r95 6.t/8 s3,8@ r0.822 56,2n '/2,9t1 55,573 28.77\ 2.431 5,576 8l 23,6\7lrs2 l 4.171 {l 14) n.$5 r08.3.1s sriTJ 1.165 34,3\2 66* 212169 o%. g $* 8.621 o- ,,, ,,1 1t.717 -87. 94% 77,354 3r,662 22.7 t9 s,a,zl i 8,512 I t03.t45 6,,151 r.983,56r \27,531 r.383 2.131 /,359 982 1.708 1.980 4.,133 991,742 595,069 37,6a7 86,339 2.382 0 iil"rl 1 62%3.6E6.023 1 50 52 53 54 55 E 8e 3 2c.Xt! 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