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HomeMy WebLinkAboutMN-BFC-2017-08-08Board of Fire Commissioners Meeting Minutes August 8, 2017 Present: Chair Gilligan Vice Chair Sparks Commissioners Hoard, Sallinger, Guttridge Fire Chief Parsons Information Management Specialist – Myers Excused: CC Liaison Gearhart Call to Order: Chair Gilligan called the meeting to order at 1605 hours. Additions to or Deletions from the Agenda: None- Awards, Commendations, and Other Recognition Items: None Persons Wishing to Speak to the Board of Fire Commissioners: Mr. Lyman Baker provided the following report for the Board: RE: Work Hours & Volunteer Firefighters Benefit Law Dear Board, Raymond B. Wheaton and Lyman E. Baker have worked 6 hours each mowing and trimming around firefighters’ headstones in the Firemen’s Section at the City of Ithaca Cemetery. The area is looking very nice, sitting on the bench and remembering those who went before us. Another subject I would like to bring up is the Volunteer Firefighter Benefit Law (FASNY). Has that been brought to the attention to the new volunteers? That law covers volunteer firefighters in emergency situations and many activities when authorized by the proper authority. Thank You, Lyman E. Baker-IFD #3258 Mr. David Cornelius reported that other city boards/committees who are opposed to consolidation are working together to provide information to the public encouraging them to vote against the referendum item at the general election in November. He was on the radio recently to talk about it; there probably will be others who will do the same as November draws closer. Board of Fire Commissioners Meeting Minutes August 8, 2017 2 Correspondence: Tompkins Trust Company Bank Statements: Donation Fund - Beginning balance on July 1, 2017 was $2,794.76; the ending balance on July 31st was $2,794.76 – reflecting no activity. Rescue Squad Fund: Beginning Balance on July 1, 2017 was $1,848.24; the ending balance on July 31st was $1,848.37, reflecting .13 interest. Consent Agenda Items: Approval of July 25, 2017 Board of Fire Commissioners Meeting Minutes - Resolution By Commissioner Guttridge: Seconded by Commissioner Hoard RESOLVED, That the minutes of the July 25, 2017 Board of Fire Commissioners meeting be approved with noted corrections. Carried Unanimously Volunteer Membership Changes: Motion to Accept Anthony Hayton as a New Member of Neriton Company #9 and a Volunteer with the City of Ithaca Fire Department - Resolution By Commissioner Guttridge: Seconded by Commissioner Hoard RESOLVED, That the Board of Fire Commissioners accepts Anthony Hayton as a member of Neriton Company #9 volunteer with the Ithaca Fire Department. Carried Unanimously Motion to Accept Ray Canzler’s Resignation as a Member of Neriton Company #9 and Volunteer with the City of Ithaca Fire Department – Resolution By Commissioner Guttridge: Seconded by Commissioner Hoard RESOLVED, That the Board of Fire Commissioners accepts Ray Canzler’s resignation from the membership of Company #9 and his volunteer status with the Ithaca Fire Department. Carried Unanimously Motion to Approve Removal of Two Members from Neriton Company #9 and as Volunteers with the City of Ithaca Fire Department- Resolution By Commissioner Guttridge: Seconded by Commissioner Hoard RESOLVED, That the Board of Fire Commissioners approves the removal of Victoria Mattarell and Tafari Jenkins from the membership of Neriton Company #9 and their volunteer status with the Ithaca Fire Department. Carried Unanimously Highlights from Department Reports: Fire Chief Parsons highlighted the following items from his monthly report which will be attached to the minutes: Board of Fire Commissioners Meeting Minutes August 8, 2017 3 The proposed 2018 Ithaca Fire Department budget was submitted to the Mayor; it included a 1% increase over the 2017 budget. The department’s budget has been increased as follows: 1) Salary Accounts due to salary step increases; 2) Protective Gear; and 3) Apparatus Parts and Maintenance. Funding for the following items has been eliminated: Funding for the Deputy Fire Chief Position; 2) Funding to replace some of the department’s aging portable radios and pagers; and 3) Funding for fire hose replacement of one engine. Over-target requests have been made to the Mayor for all three items that were taken out of the budget. Chief Parsons explained that the City of Ithaca Fire Department did not expect to fill the Deputy Fire Chief Position this year. He is not sure what will be done in the future; however, when the funding allows for the position to be placed in the department’s budget again, he needs it to be funded in perpetuity. - Last month, he reported that Tompkins County Department of Emergency Response is proposing changes to its charter and regulations related to the Emergency Communications Review and Oversight Committee. The changes also relate to re- organization of the County Fire, Disaster and Emergency Medical Services (EMS) Advisory Board. At the Board’s meeting last month he reported that the committee would be named “Tompkins County Unified Response Oversight Committee (UROC)”. However, Tompkins County renamed the committee “Tompkins County Emergency Response Oversight Committee (EROC) because they did not feel the acronym for the initial committee name was appropriate. The participating agencies will establish an ongoing partnership for the purpose of jointly planning, providing, and coordinating shared public safety operations, technology, and training services supported by Tompkins County. The committee will also coordinate with various departments from Tompkins County and other providers as necessary and agreed upon by EROC. EROC will be governed under the terms and conditions of the EROC by-laws. Participating agencies may use the group as a vehicle for voluntarily sharing information, equipment, publicity about programs and/or coordinating their respective services. The proposal was approved last week by the Tompkins County Emergency Communications Oversight Committee and will be forwarded to the Tompkins County Legislature for consideration and approval. Once approved, signed agreements will be needed between all the municipalities and the county. He cautioned that it will take time to move the proposal through the system for approval and implementation. Chair Gilligan asked whether “EROC” would replace Tompkins County Fire Chief’s group. Chief Parsons responded that it would not; the new committee will be part of another sub-committee already approved as required by New York State law; they discuss training, mutual aid, etc. Board of Fire Commissioners Meeting Minutes August 8, 2017 4 Fire/Police Report: Mr. David Cornelius provided the following report for the Board: August 8, 2017 The July training turned out to be a special meeting of Neriton Company #9 and a discussion of fire police concerns with AC Tier. Jack Gould responded to a MVA at Slaterville and Burns Rd. on Tuesday 8/1/17. Rob Longo responded to the drowning in Fall Creek gorge on Saturday 8/5/17 to provide trail security below Fall Creek Falls. Respectfully submitted, Dave Cornelius Town of Ithaca: No Report City of Ithaca: No Report Audit: The audit was reviewed and approved by Commissioner Hoard. Old Business: A. Further Discussion and Possible Action on Request for $500 Funding for Grave Marker for Deceased Volunteer Firefighter, Rick Lathrop - Who is Buried in the Firefighter’s Memorial Section of the City of Ithaca Cemetery Chair Gilligan reported that he sent a request to the City Chamberlain for information on the various funds of the volunteer fire fighters; he received a response that work is being done on the request, and the information should be available soon. He stated that the Rescue Squad Donation Fund, the Donation Fund, and five smaller funds were set up for specific purposes. At this point in time, the total balance for all of these funds is around $12,000. He also requested that information be provided on how the funds were expended in the past, and he expects to have information for the Board by its September meeting. He also requested information on what funds are available for the over $90,000 active and veteran firemen’s relief funds’ account with a balance of approximately $9,000. He requested this information because of concerns expressed at the last meeting of the Board about the appropriate use of these funds which have been designated for specific uses/purposes of the fire department. The Board wants to review the information from the City Chamberlain before making a decision on the above request. B. Volunteer Items/Issues: Chair Gilligan reported that he, Fire Chief Parsons, Frank Cantone, Co-Captain for Neriton Company #9 met on August 7th, to discuss various recruitment issues. There is a possibility that some assistance may be provided to the fire department from an adjunct faculty member at Ithaca College to develop a recruitment strategy. They feel that a more comprehensive training plan needs to be developed for volunteers that are accepted for membership in an effort to shorten the length of time before their training can begin. They would also like to provide consistent training, and create a plan so that all volunteers understand clearly the requirements and expectations for membership with the fire department. Towards that goal, the group is planning to hold regular Board of Fire Commissioners Meeting Minutes August 8, 2017 5 monthly meetings to further develop the plan. As volunteer issues arise they can be discussed during those meetings, and brought forward to the Board as needed. Members of Neriton Company #9 will be working to develop a list of issues that they feel should also be included in the information prepared for all new volunteers when they are accepted for membership to the fire department. They will provide that list to Co-Captain Cantone so volunteer/recruitment committee can review them for inclusion in any plan that is developed. C. 9-11 Memorial Committee: No new information at this time. D. Strategic Planning for Ithaca Fire Department: Chief Parsons reported that work began internally in the fire department on the plan. He met with the assistant chief's to share information with them about the need to develop a strategic plan for the fire department. This was in preparation for the work that will need to be done and to gain their support for assisting him in the work ahead. He did this because it was important to him to have the full support of the leadership of the fire before starting work on the plan. He will also need a resolution approved by Common Council and the Town of Ithaca Board that outlines clearly the work that will be undertaken by the staff of the fire department for the fire department. Information will also need to be shared with community members because it will be important to the development of the plan that there be community participation and input into any strategic plan that is developed for the City of Ithaca Fire Department. He would like to see members of Common Council, the Town Board, and members of the Tompkins County Legislature also actively engaged in development of various aspects of the strategic plan. It is also important to him that, in addition to local municipal officials, that the community is aware of the work being done to develop the strategic plan so they can provide input at any time. He is hoping to have a draft document by late spring 2018. He will be meeting with members of the fire department on September 6th, at which time he hopes to share and discuss what the next steps, internally, should be. At the same time, staff can share information about where and what they are working on currently and how that work will be incorporated into the future structure of the City of Ithaca Fire Department. Chair Gilligan noted that there is an item on the City of Ithaca Planning and Economic Committee meeting agenda for August 9th, relating to city facilities studies and consolidation of some city departments. He asked whether Chief Parsons had any additional information that could be shared with the Board on the item. Chief Parsons responded that about three years ago, there was a conversation that initially started between the City and Cornell University concerning the future of Collegetown (this was prior to the City’s creation of a City of Ithaca Collegetown Vision Force and resulting changes in zoning for Collegetown). Part of those conversations concerned the possibility of the construction of new centrally located fire station in the city, or someplace other than Collegetown. He was not a part of those initial conversations and was brought in later. One of the ideas suggested that if a suitable location could be found outside of the Collegetown central business district for the fire station, then that piece of prime real estate could be sold and further aid in the economic development and growth of the City of Ithaca. Board of Fire Commissioners Meeting Minutes August 8, 2017 6 He further explained that the Mayor and Chief of Staff at that time submitted an application, with joint support from Cornell University and local municipalities, for a grant of $1 million towards the development and construction of a new Collegetown Fire Station. The new station would be located on donated land from Cornell University and would result no cost to the City. All of these discussion, plans, etc. happened before decisions had been made as to an actual site for the new fire station. The $1 million grant was awarded, and the clock began in which the funds needed to be expended. At this point the City has been granted one extension in which to take action on a decision; however, a final decision must be made by next spring or the grant the money will be lost. One of the proposed sites did not meet the needs of the fire department, there was another site proposed but it was important land for Cornell University who would want to be reimbursed for its loss of the prime property. In addition, estimates for land acquisition, design, construction, and so forth have escalated out of bounds. Most of the initial discussions were about opportunities for the City, and not the needs of the day-to-day operations and needs of the fire department. He has stressed, to decision makers, that if the new fire station is located too far out of the City, it doesn’t do the department any good. The reason is because the Collegetown Fire Station is the second truck to respond to calls downtown along with trucks from Central Fire Station. If the Collegetown fire station is moved, its response time would be delayed significantly. There has been a lot of push to move through this process and come to a decision because of the potential loss of grant money if decisions aren’t made soon. At this point, the public is not aware of the proposed plan even though he has stressed repeatedly to decision makers the importance of sharing this information with the community and getting input from the public. Collegetown is a very dense and busy area so it will likely have negative impacts on the neighborhood should the Collegetown Fire Station close. The point of the proposals and discussions about relocating the fire station is because of the desire to grow the city economically as well as to grow revenue - not so much about the operations and delivery of services of the fire department for and to the community. His only interest and priority is the operations of the fire department and the potential negative impacts to the neighborhood in which a new fire station might be located. He wants to make sure the public is aware of discussions and any decisions that are made so that it can provide input to the City, and be aware of the potential impacts of such a decision (either negative or positive). It is very important to have community involvement in any decision that is made since relocation of the fire station would have significant impacts on the neighborhood where it would be located. That neighborhood might have different thoughts on such a move, and should have the opportunity to them with decision makers. The reason this topic is on the Planning and Economic Development Committee agenda this week is because Chief of Staff Dan Cogan wanted to share the information with the public in an effort to assist in efforts to make a decision one way or the other on whether to relocate the Collegetown Fire Station or make the required repairs such as structural, the HVAC system to name a few. Board of Fire Commissioners Meeting Minutes August 8, 2017 7 Chief Parsons stated that the staff of the fire department understand why the City wants to move out of Collegetown. However, if the fire department’s response times are reviewed and clustered on a map - the center of the mass is Collegetown. Collegetown is good location for the fire department operationally, but it sits on very valuable and prime City property. The Ithaca Fire Department would not benefit from a move, it would actually forfeit services to the community all in the interest of economic development. Chair Gilligan inquired as to the status of the request for renovation/remediation work needed on the Collegetown Fire Station. Chief Parsons responded that the same consultant that conducted the study on the Collegetown Fire Station was used for the study of city facilities, Kingsbury Architects. They proposed $1.5 million dollars to renovate East Hill fire station #2 (formerly Station 9-Collegetown); he came up with a lower cost of $1.3 million, and it would include everything that needed to be done. Kingsburg Architects built a lot of contingency and soft costs into their estimate. He further stated that if Common Council made a decision in November, when the 2018 budget is approved, that a new fire station will be built, it will be a long process with all the rules for bids and guidelines for design and planning that have to be followed. The result would be that it would be at least two years before a new building could be constructed (with it probably being more likely to be two and half years) so it's a ways off. Discussion followed on the floor regarding the proposal to relocate and/or make the necessary repairs to the fire station in Collegetown as well as past decisions made to locate two fire stations (South Hill and West Hill) in the Town of Ithaca. Chief Parsons shared the “The Nines” restaurant at 311 College Avenue will be demolished in September and a new 60’ building constructed in its place – right next to the Collegetown Fire station. Chair Gilligan stated that he hoped to have the draft resolution regarding the Board’s opposition to the restructuring of the City’s boards and committees ready for review and discussion at today’s meeting. He has been gathering information on funding in terms of transition, and what the volunteer component will look like; he is hopeful that the proposal will be defeated at referendum in November. Adjournment: On a motion the meeting adjourned at 1700 hours. __________________________________ ______________________________ Sarah L. Myers William Giligan, Information Management Specialist Chair MEMORANDUM To: Board of Fire Commissioners From: Tom Parsons, Fire Chief Date: August 4th, 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 July 31st, 2017 – 68 a) Vacancies  None b) Retirements:  None c) Hiring/Promotions  None d) Injuries Page 2 of 6 - Fire Chief’s Monthly Report August 4th, 2017  There is one firefighter and one lieutenant who are off duty due to injuries. It is anticipated that both will be recovered and back to work by October or November. 2) Budget Report a) 2017 Budget: Budget Summary – see accompanying report b) 2018 Budget: I have submitted a budget proposal as requested by the Mayor. The Mayor directed that department heads provide a budget proposal that limits department’s budget growth to 1% equipment and contractual accounts. The following items in the budget have been increased: 1) Salary Accounts due to salary step increases; 2) Protective Gear; and 3) Apparatus Parts and Maintenance. Funding for the following items have been eliminated in my proposal: 1) Funding for the Deputy Fire Chief Position; 2) Funding to replace some of our aging portable radios and pagers; and 3) Funding for Fire Hose Replacement of one engine. Over-target-requests have been made to the Mayor for all three items that were taken out of the budget. The Mayor will present his budget to Common Council on or about October 1 st. As it looks in its current form the increases in personnel costs will need to be offset with decreases in our operational and contractual accounts. 3) County Communications and 911 Programs: a) The Tompkins County Department of Emergency Response is proposing changes to the County Charter and Regulations related to the Emergency Communications Review and Oversight Committe. The changes also relate to re-organization of the County Fire, Disaster, and Emergency Medical Services (EMS) Advisory Board. The proposal forms a new Tompkins County Emergency Response Oversight Committee. The participating agencies will establish an on-going partnership for the purpose of jointly planning, providing, and coordinating shared public safety operations, technology, and training services supported by Tompkins County. The EROC will coordinate with the Tompkins County Departments and other providers as necessary and agreed upon by EROC. EROC will be governed under the terms and conditions of the EROC By-Laws. EROC agencies may use the group as a vehicle for voluntarily sharing information, equipment, publicity about programs, and/or coordinating their respective services. Page 3 of 6 - Fire Chief’s Monthly Report August 4th, 2017 The proposal was approved last week by the Tompkins County Emergency Communications Oversight Committee and will be forwarded to the Tompkins County Legislature for consideration.. 4) Grants and Donations a) No Update: 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. As of the date of this report I have not received any indication that our grant application is approved. Being that this is late in the grant cycle, I am not optomistic that we will receive a grant award this year. 5) Collegetown Fire Station a) No Update: 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) No Update: 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 No Update: 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 structual improements for the rope tower that will also extend its life, and improve on it’s overal stability. No work has been taken on the Rope Tower as we need to get estimates of the cost of the work, and we need to determine a funding source for the upgrades. Page 4 of 6 - Fire Chief’s Monthly Report August 4th, 2017 LIFE SAFETY DIVISION Fire Prevention Bureau 1) Code Enforcement Division: The following is a list of Activities for July 2017: Complaints Received 21 Referred to the City Building Division 9 Referred to the Town of Ithaca 3 Investigated by the Fire Prevention Bureau 9 Inspections: 86 City Fire Safety & Property Maintenance 31 City - Permit Required City Fire Safety 30 Town Fire Safety & Property 1 City - Sprinkler Inspections 12 City - Alternative Fire Protection Systems 0 City - Fire Alarm Inspection 10 City – Standpipe Hydrostatic Test 0 City - Standpipe Flow Test 1 City – Fire Pump Flow Test 0 City – Elevator 1 Permits or Certificates: 29 Operating Permit – Assembly Occupancy 5 Operating Permit – Large Assembly Occupancy 1 Operating Permit – Hazardous Occupancy 1 Operating Permit – Lumber Yard 0 Operating Permit – Elevator 0 Operating Permit – Fireworks 1 Operating Permit – Install or Modify FPS 8 Certificate of Compliance – Commercial Insp. 7 Certificate of Compliance – School 0 Certificate of Compliance - Fire Alarm 3 Certificate of Compliance - Fire Sprinkler 0 Certificate of Compliance - Fire Pump 0 Certificate of Compliance – Fire Standpipe 1 Occupancy Posting Certificate 4 Certificate of Compliance - Alternative Suppression 0 Page 5 of 6 - Fire Chief’s Monthly Report August 4th, 2017 2) Fire Investigation Unit: There were no fire investigations in July. 3) Public Education and Special Events Public Education Events: 2 Fire Drills Witnessed: 0 Child Safety Seat Inspections: 3 OPERATIONS DIVISION 1) Emergency Response: July 2017 Responses - 415 Incidents City of Ithaca: 272 Incidents (65.54%) Fires: 6 Overpressure/Rupture 0 EMS/Rescue: 88 Hazardous Conditions: 12 Service Calls: 19 Good Intent: 55 Alarms/No Fires: 92 Severe Weather: 0 Other: 0 Town of Ithaca: 139 Incidents (33.49%) Fires: 1 Overpressure/Rupture: 0 EMS/Rescue: 81 Hazardous Conditions: 7 Service Calls: 3 Good Intent: 17 Alarms/No Alarm: 28 Severe Weather: 2 Other: 0 Mutual Aid: 4 Incidents (0.96%) Page 6 of 6 - Fire Chief’s Monthly Report August 4th, 2017 Fires: 0 Overpressure/Rupture: 0 EMS/Rescue: 2 Hazardous Conditions: 0 Service Calls: 0 Good Intent: 2 Alarms/No Fires: 0 Severe Weather: 0 Simultaneous Incidents: 81 Incidents (19.52%) . 2) Emergency Management : No Report. 3) Mutual Aid Calls: Quarterly Report Support 1) Training Quarterly Report 2) Training Center Quarterly Report Volunteer Recruitment and Retention 1) Summaries of Service Hours: Annual Report 2) There are currently 13 Active Volunteer Firefighters and Fire Police. 3) There are no new applications for membership.