SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF COMMISSIONERS MEETING
January 13, 2004
The January 13, 2004 meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Acting Chairman Bob Phalan at 7:35 P.M. at the Eastsound Headquarters. The meeting was attended by Commissioners Olsan (via telephone from New Zealand) and Phalan, Commissioner Clyde Duke, Chief Gary Bennett, EMS Division Chief Eimers.
COMMISSION CHAIRMAN:
A motion was made by Commissioner Duke and seconded by Commissioner Phalan to appoint Harvey Olsan as Fire District Commission Chair for 2004. The motion was voted upon and approved.
OATH OF OFFICE:
Clyde Duke was given the oath of office as Commissioner of San Juan County Fire Protection District #2, position # 2.
MINUTES:
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan that the following minutes be approved as read.
December 7, 2003
December 18, 2003
December 22, 2003
November 18, 2003
. The motion to approve the minutes was voted upon and approved unanimously.
FINANCIAL REPORTS:
This portion was delayed until later in the meeting to give Commissioner Phalan an opportunity to review the data.
CORRESPONDENCE:
1. 12/15/03 letter of appreciation from Cathy Faulkner to the Department regarding the prompt, efficient and courteous assistance follow her vehicle damage during an Airlift incident.
CHIEF AND EMS SUPERVISOR REPORTS
The monthly reports by EMS Division Chief Eimers and District Chief Bennett were read. Copies of the reports are attached and incorporated by reference. The Public Education report was submitted to the Commissioners for their review of projects, a copy of which is attached. Chief Bennett incorporated aspects of that report in summary form in his report.
PUBLIC COMMENT:
Mark Van Maren: He asked the Commissioners to reconsider adding any former Commissioners to the committee used to establish procedure, Chief qualities or evaluate candidates. He felt it was inappropriate to entrust them with decisions on Chief selection, when they had been replaced. He would like to see the process streamlined, with screening of candidates done in-house and candidates invited to address the public and answer questions. He would like to save costs by leaving out the "search consultants".
OLD BUSINESS:
1 Strategic Planning Proposals: Chief Bennett reported he had heard by email from Mr. Crawford of The Emergency Services Consulting firm. They have found that Orcas is unique and requires further evaluation. The Commissioners expressed concern over the long delay in completion of the report as well as failure to follow aspects of study which were to be incorporated. ESC, Inc is now suggesting they will be providing additional response by the first part of February. The Commissioners requested that Chief Bennett draft a letter to them expressing their concerns. A copy of the Chief's memo to the Commissioners on this and other items of discussion is attached and incorporated by reference.
2. Parking lot expansion: Chief Bennett reported that the building permit was pre-approved for 19,000 sq. ft plus parking. The permit center is reviewing the permit to determine what, if any, additional requirements might need to be met, or if a conditional use permit is required. A copy of the Chief's memo to the Commissioners on this and other items of discussion is attached and incorporated by reference
3. Wildland Fire Management: Chief Bennett reported that he met this date with Judith Cook regarding her letter to the Commissioners. They concluded it would be beneficial to develop a committee, to work within a three month time frame, to assess and make recommendations on wildfire issues. Several names have been suggested. It was recommended that persons involved come from diverse geographic areas of Orcas. The Commissioners concurred with the plan.
4. Chief Search: Clyde Duke was appointed to head a committee to review the past search procedures, evaluate an efficient procedure, review the criteria used in the past and recommend the criteria and search approach to use. There was generally favorable discussion about the validity of some of Mark Van Maren's comments about keeping the process in-house. Clyde was asked to review the names submitted by the Commissioners or others and attempt to provide an outline of the potential committee, and process by the next working session of the Commissioners on January 21, 2004 at Noon. A copy of the Chief's memo to the Commissioners on this and other items of discussion is attached and incorporated by reference
Bruce Brackett suggested that the committee recommendations should be brought to the Board for approval.
NEW BUSINESS:
1. Resolution 2003-10: Increasing Petty Cash Fund to $200.00
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to approved Resolution 2003-10 increasing the Petty Cash Fund to $200.00 The motion was voted upon and approved unanimously.
2. Resolution 2004-1: Surplus of EMS Equipment
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approved Resolution 2004-1 authorizing the surplus of the itemized EMS equipment identified. The motion was voted upon and approved unanimously
3. Resolution 2004-2: Appointment of Investment Officers
A motion was made by Commissioner Duke and seconded by Commissioner Phalan to approved Resolution 2004-2 naming Harvey Olsan as investment officer and Gary D. Bennett as alternate investment officer. The motion was voted upon and approved unanimously.
4. Corporate Resolution to Key Bank regarding signatories on the Advance Travel and Revolving Funds Accounts:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve any two of the three Commissioners, Clyde Duke, Harvey B. Olsan, or Robert Phalan and Administrative Assistant, Pam Harney to be signatories on either the Advance Travel or Revolving Fund accounts at Key Bank. The motion was voted upon and approved unanimously.
5: Burn Permit Writer:
Chief Bennett presented a proposal for Perry Pruett to perform the responsibilities of a burn permit writer, when requested by Max Jones, on a piece work basis ($20.00) per permit. The current fee for large burn permits is $100-the cost would be covered by that charge. A memorandum is attached and incorporated by reference.
Paul Turner spoke to the issue suggesting that the price was too low.
A motion was made by Commissioner Phalan and seconded by Commissioner Duke to approve the proposal in concept and to have Chief Bennett negotiate the price and assign an individual to perform those responsibilities when Max is unavailable.
PUBLIC COMMENT:
Paul Turner discussed his concern over the radio communications available to Fire personnel on scenes. He stated the standard is to have a 2-way radio present. He suggested that the radios in use do not meet the "intrinsically safe" standard. He suggested it was a concern and safety issue and the funds allotted should be used to purchase upgraded radios and immediately provide them to Firefighters. He suggested that EMT's could be given the older radios.
It was suggested by Commissioner Phalan that he go through the chain of command and work to form a committee to recommend radios to purchase.
Chief Bennett suggested financing options, including grants, might be available. BC Brackett suggested that additional radios would compound the problem of additional talking on the radios. It was suggested that that particular problem was a training issue.
Paramedic Mike Damoth stated that the ability to communicate and safety concerns were not well represented in the 2004 budget.
Commissioner Duke responded that funds were available in the 2004 budget to purchase radios and a federal grant program might be another revenue source.
Leith Templin suggested that the Commissioners develop priorities. T
he Commissioners concurred that the 2nd monthly meeting of the Board of Commissioners on the January 21, 2004 could be useful for prioritizing, among other issues.
A recess was called at 8:30 P.M. to allow Commissioner Phalan to review the Financials.
The meeting resumed at 8:50 P.M.
FINANCIALS:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the final 2003 General Fund vouchers 21467-21550 in the amount of $88,826.86. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to approve the January, 2004 General Fund vouchers 21558-21579 in the amount of $16,842.67. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to approve the Revenue Fund vouchers 21551--21557 in the amount of $6,649.14. The motion was voted upon and approved unanimously.
A memorandum was regarding corrections to the December, 2003 vouchers is attached and incorporated by reference.
ANNOUNCEMENTS:
1/21/04: Meeting of the Board of Commissioners- working/study session 12:00 PM
2/17/04: Meeting of the Board of Commissioners - 7:30 P.M.
EXECUTIVE SESSION:
An executive session was called at 9:05PM for a personnel issue pursuant to RCW 42.30.140 (f). Acting Commission Chairman Phalan suggested the meeting would last approximately 15 minutes. The meeting was back in session at 9:15 P.M.
No decisions were made nor actions taken during the session.
Commissioner Olsan was excused from the remainder of the meeting.
ADJOURNMENT:
There being no further business the regular portion of the meeting was adjourned at 9:10PM. The local Board of Volunteer Firefighters meeting was begun.
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