SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF COMMISSIONERS MEETING
January 21, 2004
The January 21, 2004 working/planning meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Acting Chairman Bob Phalan at 12:00 P.M. at the Eastsound Headquarters. The meeting was attended by Commissioner Clyde Duke, Chief Gary Bennett, EMS Division Chief Eimers, members of the volunteer staff and community, and Paramedic Mike Damoth. Commissioner Olsan was not in attendance.
The purpose of the meeting was for an exchange of ideas in an informal setting with no minutes or tape-recording to foster open communication with the District Commissioners. It will be followed by the working/planning portion of the meeting which will include public comment on specific topics addressed.
Paramedic Mike Damoth submitted his letter of resignation effective March 1, 2004 to the Acting Chairman of the Board of Commissioners, Bob Phalan.
The working/planning portion of the meeting commenced at 1:10P.M.
CHIEF SEARCH:
Commissioner Duke reviewed the 1992 and 1995 Chief Search procedures. He discussed generally how his is approaching the process, but has no plan or committee formalized at this time. He hopes to have an outline available shortly. He received two lists from two Commissioners with suggestions for committee participants. He has also approached the FF/EMS Association President and urged an open door policy.
All procedures have positive aspects and flaws. Significantly the background checks on individuals as well as the psychological evaluation appear to be important.
The importance of the Commissioners successfully separating governance from management of the district appears to be one of the problem areas. He suggests that the Commissioners haven't been doing their jobs successfully, better dialogue and dealing with problems is needed.
Finding a chief with strong skills and the ability to deal with a volunteer department brings additional challenges. Finding key people to fill positions means not necessarily having a search done through a search entity. Actively seeking candidates is an effective technique.
Clyde Duke has conferred with Steve Garrison who handled executive placement for many years and has offered, pro bono, to help direct the search. The Commissioners concurred that Commissioner Duke will prepare and recommend an outline of the proposed process and recommendations for search committee members at the next regular or special meeting for approval.
Key issues include maintaining a budget that is solvent, handing of personnel issues. Commissioners have different issues and responsibilities than the department. We need strong management and governance. Strategic planning is the responsibility of the Commissioners with the input of the District Chief.
An important concern was identified as keeping the membership apprised, however is the prerogative of the Commissioners to make those decisions.
PUBLIC COMMENT:
Julie Remington noted that there was a February 12 meeting of the volunteers to create a dialogue regarding expectations, growth, and the future. The Association should be functioning more to support this type of dialogue. A draft of initial comments was presented.
WORKING SESSION:
1. Schedule, Process & Topics:
Chief Bennett commented that recommendations include that Commissioners should work on governance/planning issues. A regular scheduled working/planning session in addition to the regular business meeting scheduled generally on the 2nd Tuesday of each month would be beneficial and save advertising costs. Keeping it concise, permitting informal dialogue with the community on a regular basis is seen as beneficial.
EMS Chief Eimers suggested that buried in today's discussion were significant issues of what levels of service the community desires over what time-frame; safety issues and preparing for a levy by doing planning now and laying the ground-work.
Max Jones mentioned that personnel need an outlet for comments. The basis of many problems lies with lack of sufficient communication.
The Emergency Services Consulting group report should be helpful in determining needs and strategy; however it has not yet been produced in a form or with the necessary information to be helpful.
ANNOUNCEMENTS:
2/17/04: Regular meeting of the Board of Commissioners - RESCHEDULING OF THIS MEETING IS LIKELY.
ADJOURNMENT:
There being no further business at this time, a motion was made by Commissioner Phalan and seconded by Commissioner Duke to adjourn. The motion was voted upon and approved.
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