HomeMy WebLinkAboutMN-BFC-2017-12-12Board of Fire Commissioners Meeting Minutes
December 12, 2017
Present:
Chair Gilligan
Vice Chair Sparks
Commissioners Hoard, Guttridge, Sallinger
Fire Chief Parsons
CC Liaison Gearhart
Information Management Specialist – Myers
Others Present:
Alderperson George McGonigal (former Fire Commissioner)
Retired Asst. Fire Chief Raymond Wheaton
Veteran Volunteer Fire/Police Member – Lyman Baker
Call to Order:
Chair Gilligan called the meeting to order at 1605 hours.
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:
Mr. Lyman Baker addressed the Board to provide the following report:
RE: Work Hours
Dear Board,
Raymond B. Wheaton and Lyman E. Baker have worked 6 hours each
mowing/trimming, cleaning up fallen branches and twigs from the Firemen’s Section in
the Ithaca City Cemetery.
We held a solemn remembrance ceremony December 7, 2017 at 7a.m. to remember
the seven folks who were killed in the tragic Chi Psi fire at Cornell University on
December 6 & 7, 1906. Several verses were read from the Bible and Taps was played.
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The Board of Fire Commissioners should review the July 24, 1998 Memorandum of
Understanding and final agreement for the antique steamer agreement with the Veteran
Volunteer Firemen’s Association, Inc.
The Board of Fire Commissioners should also review the “Final War Chest Report”,
dated Wednesday March 24, 1920, that can be found in “Ithaca Book”, pages 204
through 212. It tells of money going to the Veteran Volunteer Firemen’s Association, Inc.
to help out needy Volunteer Firemen. City of Ithaca Mayor, Edwin C. Stewart, was a
member of the Protective Police, and helped to organize the Ithaca Veteran Volunteer
Firemen’s Association, Inc. in 1919. That is how the Veteran Volunteer Firemen’s
Association established the $9,000 Relief Fund that continues today.
Lyman E. Baker
IFD Badge #3258
Mr. Baker further shared that he is very sorry to see the Board of Fire Commissioners
disbanded because then the Veteran Volunteer Firemen’s Association members won’t
have anyone who will represent them and support them in the future.
Mr. Wheaton expressed his thanks to the members of the Board of Fire Commissioners
for their service. He reiterated Mr. Baker’s comments about seeing the Board
disbanded, related to both the professional and volunteer components of the City of
Ithaca Fire Department. He is also concerned about how the administration of the
accounts that maintain the funds that support the volunteer firefighters and fire/police as
well as the Veteran’s Volunteer Firemen’s Association. He further shared some
information about how the 175th anniversary fund for the fire department was
established and encouraged the Board to insure that any remaining funds in the
account be maintained for use of the department’s 200th anniversary recognition
ceremony.
Correspondence:
Donation Fund: Beginning Balance on November 1, 2017 was $2,794.76; ending
balance on November 30, 2017 was $2,794.76
Rescue Squad Donation Fund: Beginning balance on November 1, 2017 was
$1,848.74; the ending balance on November 30, 2017 was $1,849.86, reflecting .12
interest earned.
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Consent Agenda Items:
Approval of the November 14, 2017 Board of Fire Commissioners Meeting Minutes -
Resolution
By Commissioner Guttridge: Seconded by Commissioner Hoard
RESOLVED, That the minutes of the November 14, 2017 Board of Fire Commissioner
Meeting be approved as published.
Carried Unanimously
Highlights From Department Reports:
Fire Chief:
Fire Chief Parsons highlighted the following items from his monthly report which will be
attached to the minutes:
Status of 2017 department budget - on track for this point in the year. He doesn’t expect
to go over budget in any expense accounts. Pleasantly over budget with revenue ;
which is mostly from code enforcement activities.
Assistance to Firefighters Grant – awarded grant funds for two gear washers; staff is
working on specs for the bid which will go out very soon.
He won’t be able to apply for the next round of grant opportunities due to the recent
approval of the Federal budget. If grant applications could be submitted, he would
submit a couple for apparatus and radios.
Collegetown Fire Station – a $650,000 capital project was approved for 2018; however,
there is no new information on the status of the project. The money will be spent for
repairs/renovation of the existing building if no decision is made. He cautioned that the
amount approved in the capital project will only cover half of the work that will need to
be done.
There was one major fire in October, which occurred at 120 Hudson Street that caused
significant damage to the building. Mutual aid was called to provide back-up at the fire
stations because there were not enough off-duty career personnel to do that. The fire
was intentionally set; IFD responded quickly and because of the type of construction of
the building, crews were on scene for a couple of hours before switching to overhaul
mode. Upon reflection on that fire and others of the same nature, he noted that some of
the strategies that IFD has adopted toward firefighting have contributed to IFD being
more successful than in the past to put out the fire, minimizing the risk to firefighters and
victims of the fire on lost causes. Fortunately, there were no injuries to firefighters or
citizens. The staff of the Building Department did its job by making sure the building
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had working smoke detectors that woke the residents and helped them get out of the
building safely.
Fire/Police Report: No report
Misc. Reports:
Town of Ithaca: None
City of Ithaca: None
Audit: the audit was reviewed and approved by Commissioner Sparks.
Old Business:
Volunteer Items/Issues:
Chair Gilligan stated that this topic would be discussed during the Board’s discussion of
its transition plan to the new commission structure.
Finalize discussion of transition plan and items/issues to be addressed as part of the
dissolution of the Board of Fire Commissioners as of January 1, 2018 and
establishment of the Public Safety and Information Commission.
Chair Gilligan stated that the Working Group sent a request to all the chairs of the
boards and committees asking them to provide list of current projects/issues to be
addressed during the transition to the new commission structure. He drafted a
response which he e-mailed earlier to Board members, and distributed hard copies at
the meeting with which to begin the Board’s discussion on the topic. The questions and
the Board’s responses follow and will be submitted to the Working Group as requested.
Current Projects/Issues to be addressed during transition from Board of Fire
Commissioners to Public Safety & Information Commission
1. Current discussion topics along with the names of the people who would have
presented them at your meeting 1 Strategic Planning Process
a. Strategic Plan for Fire Department- Discussions with Chief and BFC – so far, just
internal meetings; need to bring in individuals outside of department - not
necessarily commission members, but should include cc members, staff, career
staff, reps from other fire departments and municipalities in area as well
b. Status of Station 2 – College Town - Renovate/Rebuild/Relocate - Consultants
Report- Chief – Capital Project of $650,000 approved for 2018 that if no decision
is made, will be used for renovation of current station.
c. Training Center – repair /relocation – Chief/Mayor/Common Council/City Staff-
part of review of city facilities planning group - they are about ¾ of way through
study. That all falls into city campus, DPW, TCAT, training center being located
somewhere else - Kingsbury architects.
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d. Task force - IFD represented by Commissioner Sparks with backup by
Commissioner Gilligan – Task Force is expected to make recommendation in
next few months to TCCOG and County Legislature – IFD/City should participate
in any future discussions addressing Countywide EMS issues.
e. Contract with Town of Ithaca - Contract review by BFC, Discussions with Chief -
board has not been involved with discussions until after the fact but does review
it and has pointed out potential issues. That would be useful perhaps for the
public safety group to have some background on that it exists and the interesting
inter plays with how services provided. Discussion needed on town
representation on city commissions as possibly commission members or
advisors.
2. Ongoing projects and their status along with the City staff you were working with
a. Reporting to the town of Ithaca - Quarterly Report by Chair of BFC – may not be
needed quarterly – might be provided electronically, to be determined.
b. 9-11 Memorial- Committee organized – Asst. Chief Tier, Commissioner Hoard,
Deputy Chief Dorman, Director of Planning JoAnne Cornish, FF Peyus (IAFF
Union President), Commissioner Gilligan, Vol. Co. 9 Captain Cantone, Ret. Asst.
Chiefs Van Benscoten & Wheaton. This group can continue to work on the
memorial.
c. Recognition Program for Career & Volunteers - Fire Chief/ Sarah Myers –
recommend this be handled internally with committee established by Fire Chief -
Board would hope that program would continue - it's beneficial to operation of
department. Maybe bring to public safety commission so it is beyond just the fire
department - reason because recognition beyond city employee recognition
program.
d. Agenda’s & Minutes of Board of Fire Commissioners - Archives to be maintained
by the City Clerk’s Office.
e. External audit for invoices/vouchers for fire department – rotated monthly among
board members
f. Quarterly list of surplus equipment of IFD would go now go to Common
authorization to dispose of the surplus equipment. Board recommends that this
authority be handled administratively by the Fire Chief.
3. Topics you have on your to do list but did not get to – think of this as an “I wish we
could have…”
a. Future Gifts to the Fire department – recommend a “Friends of Ithaca Fire
Department be formed to allow tax-deductible donations to the Ithaca Fire
Department to further the mission and support of the department.
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b. Mutual Aid issue with area departments - rural departments struggling to have
volunteers show up and will impact IFD budget in future due to their response to
rural areas. The city should be highly interested in those efforts related to the
current size of IFD and limited budget. If mutual aid calls continue-increase IFD
will need an increased budget. Paid for by the establishment of agreements, or
creation of fire districts or some other solution to increase professional fire
fighters due to current tax levels that can’t be increased. Need to keep this issue
as a vital topic to pay attention to. The topic is already being paid attention to by
IPD since there is similar cost associated with mutual aid raids with county task
force that include city resources being deployed at city expense although county
program. Same with fire service resources; IFD will never turn down a request for
assistance - the concern to city is IFD becoming the only responding department
and the cost; for now may be okay until department starts incurring higher costs.
Cayuga Heights has declined its mutual aid to IFD due to cost; discussion with
other municipalities in Tompkins County needs occur first to determine what is
needed and costs. Although that may be untenable with volunteer departments
and their current inability to staff trucks and/or their zero response to calls that
will either mean turning down service to someone in need or getting involved in a
contract or spend tax payers dollars outside the City.
4. Any pending or future processes and approvals. In other words, if your group
normally approves or authorizes items, please tell us which such items would have
been on your regular agendas
a. Volunteer Program with Department – Recruitment, Service Requirements,
training , support, retention - Chief is part of volunteer membership committee -
he can learn about new members there and communicate concerns, if any, to the
company prior to their voting to approve membership; board currently approves a
resolution to approve new member for addition to the fire department staff
b. Ithaca Veteran Volunteer Firemen’s Association (Steamer Agreement) -
decisions regarding use of steamer needs to be determined – default decision
maker is Fire Chief. The steamer is the property of city of Ithaca, there is an
MOU that transfers care to veterans; city carries insurance - it's just a matter of
heating and lights for the space. Chief will talk with vet association to see
whether they want to continue MOU.
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c. Fiduciary Responsibility – oversight of 2% funds, distribution of surplus, decision
responsibility for Active Firemen’s Relief Fund, and Vet Firemen’s Relief Fund.
This will now be handled by Common Council per revised City Charter.
Recommend that CC establish a procedure whereby the City Controller
automatically distributes funds each year without Common Council involvement
needed; distribution mandated by State law and City Charter.
d. Authorization for Distribution from Donation Fund – $2,794.79 and Rescue
Donation fund-$1,848.61 – see resolution under “New Business” from December
12, 2017 Board of Fire Commissioners meeting. Chief Parsons stated that
process to follow after Board is dissolved will be that, for example, a member of
company 9 or the vet firemen’s association would request funds through him, and
provide reason. He would submit resolution to City Administration Committee as
to reason why request should be granted; City Administration would deliberate
and based upon the fire company and Chief’s recommendation he doesn't know
why there would be discussion and most likely would become a consent item on
the Council agenda. No names would be included in the resolution, as has been
done in the past. The process begins with a letter from the individual to the Fire
Chief to request funds from the fire department. The Chief prepares a resolution,
redacting personal information, and submits it to the City Administration
Committee, who then forward it on to Common Council for final approval. This is
the policy in case archived minutes from the Board aren’t available in the future
whereby research could be conducted to determine how the process was
established.
e. Fiduciary Responsibility for Trust Funds – Bunker Fund - $5.00, 1896 Steamer
Display fund - $875, $175 anniversary fund – $1,173.12, Child Safety Seats –
$238, Community Risk Account – $3,023.06 - see resolution under “New
Business” from December 12, 2017 Board of Fire Commissioners meeting.
Recommendation that Common Council establish a procedure whereby the City
Controller automatically distributes funds each year without cc involvement.
Resolution Regarding Funds under Direct Fiduciary Responsibility of the Board
of Fire Commissioners
By Commissioner Guttridge: Seconded by Commissioner Sallinger
WHEREAS, the City of Ithaca Board of Fire Commissioners has fiduciary responsibility
for the following funds and accounts which are held by the City Chamberlain:
Donation fund (Checking Account with Tompkins Trust Company) – Nov.
Balance - $2,794.79
Board of Fire Commissioners Meeting Minutes December 12, 2017
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Rescue Donation fund (Checking Account with TTC) – Nov. Balance - $1,648.61
Bunker Fund (Trust account maintained by City Chamberlain) Balance $5.00
1896 Steamer Display Fund (Trust account maintained by City Chamberlain)
Balance - $875.
175th Anniversary Fund (Trust account maintained by City Chamberlain) Balance
- $ 1,173.12
Child Safety Seats (Trust account maintained by City Chamberlain) Balance –
238
Community Risk Account (Trust account maintained by City Chamberlain)
Balance - $3,023.06
; and
WHEREAS, the original purpose for which some of these funds were established has
already been addressed; and
WHEREAS, there has been no specific fiduciary responsibility assigned for these funds
after December 31, 2017, the Board of Fire Commissioners in exercising its fiduciary
responsibility over the balance in these accounts has determined that the following
actions are an appropriate use or distribution of these funds; now, therefore be it
RESOLVED, That the City Chamberlain be authorized to transfer and combine the
entire balance of the Rescue Donation Fund into the Donation Fund creating one
account, and that the funds be placed into the Ithaca Fire department’s equipment
operating account; and, be it further
RESOLVED, that the City Chamberlain be authorized to transfer the entire balance of
the Child Safety Seats fund and the Bunker Fund into the Community Risk account;
and, be it further
RESOLVED, That the City Chamberlain be authorized to transfer the entire balance of
the the1896 Steamer Display fund into the 175th Anniversary Fund; and, be it further
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RESOLVED, That the City Chamberlain be authorized to transfer the entire balance of
the Community Risk Account to the Ithaca Fire Departments equipment operating
account; and be it further
RESOLVED, That the Board of Fire Commissioners directs that the authority to
distribute funds from the trust accounts be transferred under the authority of the City
Controller; and, be it further
RESOLVED, That the Board of Fire Commissioners recommends, that the Fire Chief, in
consultation with a committee consisting of a representative of Vol. company 9, the
career fire department, a member of the department’s senior staff, and a representative
from the Controller’s office be authorized to use and distribute current and future funds
held in the Donation fund account so that a balance of $1,500 remains in the fund at all
times.
Carried Unanimously
Final Adjournment:
On a motion the final meeting of the Board of Fire Commissioners adjourned at 1748
hours.
__________________________________ ________________________________
Sarah L. Myers, William Gilligan,
Information Management Specialist Chair
MEMORANDUM
To: Board of Fire Commissioners
From: Tom Parsons, Fire Chief
Date: December 12th, 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 November 30th, 2017 – 68
a) Vacancies
None
b) Retirements:
None
c) Hiring/Promotions
None
d) Injuries
Page 2 of 5 - Fire Chief’s Monthly Report December 12th, 2017
There is one firefighter who is off duty due to an injury. It is anticipated that
the firefighter will be recovered and back to work in December.
2) Budget Report
a) 2017 Budget: Budget Summary – see accompanying report
3) County Communications and 911 Programs:
No Update
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. On
September 7th, I was notified by FEMA that we are receiving a $22,673 grant to
purchase and install two new gear washers. We will apply $2,267 from this
year’s budget to cover the required 10% matching funds.
5) Collegetown Fire Station
a) Common Council approved $650,000 for a Capital Project in 2018 to design a
new East Hill Fire Station. If the money is not used for a new fire station, the
money could be reallocated to renovate the current East Hill Fire Station.
5) Apparatus
a) No Report
5) Fire Training Center
No Report
Page 3 of 5 - Fire Chief’s Monthly Report December 12th, 2017
LIFE SAFETY DIVISION
Fire Prevention Bureau
1) Code Enforcement Division: The following is a list of Activities for November 2017:
Complaints Received 19
Referred to the City Building Division 16
Referred to the Town of Ithaca 1
Investigated by the Fire Prevention Bureau 2
Inspections: 83
City Fire Safety & Property Maintenance 28
City - Permit Required City Fire Safety 41
Town Fire Safety & Property 4
City - Sprinkler Inspections 3
City - Alternative Fire Protection Systems 1
City - Fire Alarm Inspection 3
City – Standpipe Hydrostatic Test 0
City - Standpipe Flow Test 0
City – Fire Pump Flow Test 0
City – Elevator 3
Permits or Certificates: 35
Operating Permit – Assembly Occupancy 10
Operating Permit – Large Assembly Occupancy 4
Operating Permit – Hazardous Occupancy 1
Operating Permit – Lumber Yard 0
Operating Permit – Elevator 2
Operating Permit – Fireworks 0
Operating Permit – Install or Modify FPS 6
Certificate of Compliance – Commercial Insp. 5
Certificate of Compliance – School 1
Certificate of Compliance - Fire Alarm 5
Certificate of Compliance - Fire Sprinkler 0
Certificate of Compliance - Fire Pump 0
Certificate of Compliance – Fire Standpipe 0
Occupancy Posting Certificate 0
Certificate of Compliance - Alternative Suppression 1
2) Fire Investigation Unit:
There were no fire investigations in November
Page 4 of 5 - Fire Chief’s Monthly Report December 12th, 2017
3) Public Education and Special Events
Public Education Events: 0
Fire Drills Witnessed: 1
Child Safety Seat Inspections: 5
4) In November, the City Administration Committee will consider increasing fire inspection
fees for 2018. Permit fees will remain the same for 2018. The last change in fire prevention
inspection fees was in 2013.
OPERATIONS DIVISION
1) Emergency Response:
November 2017 Responses - 355 Incidents
City of Ithaca: 258 Incidents (72.68%)
Fires: 6
Overpressure/Rupture 1
EMS/Rescue: 97
Hazardous Conditions: 19
Service Calls: 16
Good Intent: 41
Alarms/No Fires: 77
Severe Weather: 0
Other: 1
Town of Ithaca: 95 Incidents (26.76%)
Fires: 2
Overpressure/Rupture: 1
EMS/Rescue: 59
Hazardous Conditions: 1
Service Calls: 6
Good Intent: 15
Alarms/No Alarm: 11
Severe Weather: 0
Other: 0
Mutual Aid: 2 Incidents (0.56%)
Fires: 0
Overpressure/Rupture: 0
EMS/Rescue: 0
Page 5 of 5 - Fire Chief’s Monthly Report December 12th, 2017
Hazardous Conditions: 0
Service Calls: 0
Good Intent: 2
Alarms/No Fires: 0
Severe Weather: 0
Simultaneous Incidents: 56 Incidents (15.77%) .
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 applications