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SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2 (ORCAS ISLAND) |
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Email this page to a friend Related pagesDistrict No. 2 InformationSan Juan Fire District No. 2 COMMISSIONERS John Erly Harvey Olsan
Bob Phalan |
SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2 MINUTES OF COMMISSIONERS MEETING April 3, 2003The April 3, 2003 meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Chairman John Erly at 3:00 P.M. at the Eastsound Firehall. The meeting was attended by Commissioners Olsan and Phalan, Chief Gary Bennett and EMS Division Chief Eimers along with members of the district and the public in attendance. The working meeting was scheduled to allow for the dual purpose of strategic planning and review of the recommendations by the Wage and Benefit Committee Report. Discussion of the Wage and Benefit Committee Report: 1. General: The Commissioners noted that a long range plan was done professionally in 1994 by Fire Management Systems. The population projections in that report were quite accurate to our current population of approximately 4000. Recommendations regarding a new headquarters station and a station at Obstruction Pass have been accomplished. Apparatus purchases have been accomplished though not necessarily at the time-line projected. There was consensus that regular updates of the long range plan were needed. Chief Bennett received information from an Emergency Services Consulting Group which might be a source to consider for a professional survey. The Commissioners requested that Chief Bennett seek several proposals covering certain areas such as wage and benefits, facility improvements, apparatus purchases, budgeting and levy requirements and recommendations. 2. Budget: Commissioner Olsan concurred that management of pay and benefits needs to be addressed. The issue of addressing funding after the expiration of the current levy in 2014 is a topic which is referenced above for consideration in a professional survey. It was noted that the EMS levy was given up when the district received approval of the current levy which included facilities construction and volunteer benefits. Options for budgeting might include another general levy or an EMS levy. It was noted that the current permanent levy is affected by new construction. 3. Administration: The status of personnel evaluations was discussed and is being addressed by the Commissioners and the Chief. There are issues to be evaluated regarding who should be involved in the reviews and a schedule. Policy and procedure updates are being reviewed by the Commissioners with the Chief. The Commissioners agreed that the organizational structure could be reviewed during a professional evaluation to assess whether a different structure could improve communication and efficiency in the department. Commissioners suggested any survey that may be conducted should consider who has what responsibilities. It should also take note of the current structure that uses part time /stipend officer corps not normally available during business hours. A look at methods of improving communication and improving consistency of newsletter also need to be addressed. 4. Personnel: The Commissioners agreed that job descriptions may not accurately reflect current duties and responsibilities. The suggestion regarding limiting office hours was viewed as impractical. It was noted that daily interruptions of the staff by the public, volunteers and telephone calls did create efficiency problems. The Chief, EMS Division Chief and several Commissioners noted that the "Committee" comparisons, in some cases, were not accurate comparables to the functions undertaken by current employees. 5. Long Range Planning Survey: Commissioners concurred that hiring an outside company for strategic planning and wage and benefit evaluation would be helpful. Additionally, an outside consultant could help with recommendations for potential action in anticipation of the expiration of current levy. The permanent levy is currently $680,000 and will increase based upon new construction. 6. Evaluations: Commissioners agreed preparing a schedule for officer and employee evaluations would be beneficial-need to determine who should do evaluations. Chief Bennett expressed concern about the number of personnel he is required to evaluate. 7. Facilities: The Olga and Eastsound stations were completed pursuant to the 1994 survey. Other station facility plans are under discussion as recommended in that survey and include the upgrading of other stations. They agreed prioritizing improvement plans prior to budgeting would be helpful. Commissioners concurred that changing office hours was not a reasonable alternative to providing uninterrupted hours. They agreed with the "Committee" that what was spent on custodial maintenance was high, but alternatives are being looked at. Chief Bennett strongly urged the Commissioners to maintain the current status while noting that a thorough analysis of current community practices and costs was done prior to the current arrangement. The Commissioners agreed to ask the Chief to evaluate the matter at least annually. 8. District Web page: This recommendation was already contemplated and the process has begun. 9. Personnel Budget: EMS Division Chief Eimers noted that the compensation recommended by the Committee requires further evaluation and is intended to slow rate of growth in compensation. Commissioner Erly suggested a "systems approach" was needed with guidelines. It was noted that the budget hearings provide the opportunity for public comment. A professional survey could address salaries, new hires and stipends and recommend a salary structure and benefits. A comparison with local business, industry standards, the employees' education and past experience and local cost of living may help in developing the structure. They agreed the survey could look at a "cafeteria plan" approach. The suggestion of a "30-day hire" was not considered realistic. 10. Revenue sources: Commissioners discussed options for revenue sources. They were not currently in favor of charging for false alarms but asked the Chief to monitor the situation. The survey could consider other sources as noted above. Commissioners noted they had in the past years discussed charging for responses and did not recommend that approach. The Commissioners again thanked and commended the "Committee" for their time and efforts and felt it was a productive exercise which was helpful in highlighting areas to be reviewed or addressed. They requested Chief Bennett to write notes of appreciation to the committee members. It was the Commissioners opinion that workshops were a valuable tool and needed to address goals and objectives and their implementation. ANNOUNCEMENTS: Another working meeting of the Board of Commissioners for strategic planning is scheduled for April 10, 2002 3:00 P.M. at the Fire District Headquarters Station. This special meeting was continued to April 10, 2003 at 3:00 P.M. EXECUTIVE SESSION: An executive session was called at 4:40 P.M. for a personnel review for Chief Bennett and to address a contract issue pursuant to RCW 42.30.140 (4). The executive session concluded at 4:55 P.M. Chairman Erly noted that no decisions had been made during the session. ADJOURNMENT: There being no further business the meeting was adjourned at 5:00 P.M. Minutes of February 19, 2003 Orcas Fire District Commissioners meeting |
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