SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2 (ORCAS ISLAND)

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List of minutes

District No. 2 Information

San Juan Fire District No. 2
PO Box 217
Eastsound, WA 98245
360.376.2331
Fax: 360.376.4463 FAX

COMMISSIONERS

John Erly
term expires
December 2003

Harvey Olsan
term expires
December 2005

Bob Phalan
term expires
December 2007

SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2 MINUTES OF COMMISSIONERS MEETING April 8, 2003

The April 8, 2003 meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Chairman John Erly at 7:30 P.M. at the Eastsound Firehall. The meeting was attended by Commissioners Olsan and Phalan, Chief Gary Bennett, EMS Division Chief Eimers., Battalion Chief Brackett, Firefighters and Firefighter/EMT Taubman.

MINUTES:
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan that the minutes of the Regular meeting of the Board of Commissioners held on March 11, 2003 be approved as read. The motion was voted upon and approved unanimously.

FINANCIAL REPORTS:

A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the 2003 General Fund vouchers 20749-20837 in the amount of $72,081.76. The motion was voted upon and approved unanimously.

A motion was by Commissioner Erly and seconded by Commissioner Olsan to approve Apparatus vouchers 03-002 through 03-003 in the amount of $54,616.96. The motion was voted upon and approved unanimously.

A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the Revenue Fund vouchers in the amount of $7,814.84. The motion was voted upon and approved unanimously. The report will be prepared for signature at the May meeting of the Board.

CORRESPONDENCE:

1. March 17, 2003: Letter from Barbara Bedell with donation of $2600 for purchase of two AED's in memory of Dr. Bruce Bedell.

2. Letter from Patrick Nash advising them of his fishing boat available for purchase which could be reworked to provide on water emergency assistance. The Commissioners discussed the matter and noted that the responsibility of the Fire District ends at the water's edge and requested Chief Bennett to thank Mr. Nash and declined his offer.

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. Chief Bennett noted that $24,000 had been budgeted for the generator switch based upon the engineer's estimates. The projected costs are currently $4-$8 thousand more than budgeted. In response to an inquiry by the Board it was reported that the meeting room was used by six community groups during the prior month. EMS Division Chief Eimers noted that the EMT recruits had all passed their practical final exam and the written tests had been sent to the state for scoring.

PUBLIC COMMENT:
There was no public comment.

OLD BUSINESS:

1. Wage and Benefit Committee: A copy of the Commissioner's comments on the Wage and Benefit Committee report are attached and incorporated by reference. Two working meetings are scheduled: a continuation of the April 3, 2003 meeting and April 10, 2003 at 3:00 P.M.

2. Status of Standard Operating Procedures: Chief Bennett provided a copy of the subject matter to be covered in the Standard Operating Procedures (SOP's). He has requested input from officers and employees regarding the subjects to be covered.

4. AED Proposal:
EMS Division Chief Garth Eimers previously presented a 3/10/03 memorandum to the Fire Commissioners with data researched on Orcas with regard to Sudden Cardiac Arrests. Garth Eimers reported that the first quote he received for 20 AED united was at $1195 plus options or $1270 per unit for a total of $23,900. He has now received a second quote at $500 a unit more. He proposed to the commissioners that 30 AED's be purchased.

After discussion by the Commissioners a motion was made by Commissioner Olsan and seconded by Commissioner Phalan to proceed with the purchase of 30 AED's with authorization to EMS Chief Eimers to evaluate the bids and negotiate options for additional purchases. The motion was voted upon and approved unanimously.

Garth Eimers also noted that he as been approached by persons in the community who may donate funds for the purchase of additional units. A rural grant was received by the county but it is likely that the units it will fund will be placed in Sheriff vehicles and one will go to Lopez Island.

Volunteer Taubman noted that grants are ordinarily based upon need vs. resources and Orcas would not likely be eligible for many grants.

The funding for the purchase would be derived as follows: $ 2,600 gift/ Bedell $28,500 available from Life Pak budget $ 8,000 previously allotted for ambulance mounted computers

5. HIPAA Policy 48: (Health Insurance Portability and Accountability Act) EMS Chief Garth Eimers presented a draft of Policy 48 to handle privacy issues of external customers of the Fire District.

A motion was made by Commissioner Erly and seconded by Commissioner Phalan to adopt Policy 48 implementing the HIPAA policy. The motion was voted upon and approved unanimously.

According to Garth Eimers it is likely that the policy will be revised over time as the state and federal government deals with these complex issues. He will continue with the development of procedures to help implement the policy.

Commissioner Phalan left the Board meeting briefly at 8:10 P.M and returned at 8:12 P.M.

6. Strategic Planning: Chief Bennett noted that he and the Commissioners followed most aspects of the prior Strategic Plan and will work at special meetings of the Board to update the District Strategic Plan. These matters will be discussed at the April 10, 2003 special meeting of the Board. Chief Bennett is seeking proposals from consultants for a review of district planning issues.

NEW BUSINESS:

1. Baldwin Resource Group: Pat Roley re: the 2003 Insurance Package:

a. HIPAA-Mr. Roley commended the district for taking the correct action regarding policy development

b. 2003 insurance package shows reflects an increase of approximately 8% and noted that our claim activity was very low.

c. He reminded the Commissioners that we are covered in all instances for acts of terrorism.

d. Auto incidents represent the largest number of claims, particularly intersections and rollovers.

The issue of driving privileges for District members is very important. He recommends that the regulations covering drivers be tightened. He will provide us with specifics regarding their recommendations which include not permitting any individual with either DUI or negligent driving be permitted to drive for 3 years after reinstatement of license by Dept of Motor Vehicles. He urges driver's background check annually.

e. Regarding volunteer physicals, he urged that district policies and procedures be followed.

A motion was brought by Commissioner Erly and seconded by Commissioner Phalan to run a driver's license records check on all current volunteers within 60 days with subsequent checks performed annually. The motion was voted upon and approved unanimously.

The Commissioners requested that Chief Bennett develop a District policy to cover this issue.

2. Policy 47 re: Use of Sleeper Room for non-district persons: The decision on this policy was continued to 4/10/03 at 2:30 P.M.

3. Policy 46 re: Training Incentives: Due to the confusion over the issue of signing in and out on the duty roster the issue was tabled until the continuation scheduled for 4/10/03 at 2:30 P.M.

4. Pumper Bid recommendation: Chief Bennett reported that six (6) bids ranging from $286k to $380k were received, none of which met all the specifications. Paul Spencer is proceeding with evaluation of the bids. The Commissioners agreed to continue this issue to a date and time certain: 2:30 P.M. Thursday, April 10th prior to the scheduled Special Meeting of the Board.

PUBLIC COMMENT: Mr. Otten requested that the "HIPAA" be identified by other than its acronym. (See above)

EXECUTIVE SESSION: An executive session was called at 8:55 P.M. for the purpose discussing regarding the paramedic contract issue pursuant to RCW 42.30.140 (4). It was anticipated it would take approximately 5 minutes. The regular meeting resumed at 9:00 P.M. Chairman Erly noted that no decisions had been made during the session.

ANNOUNCEMENTS: The May Board of Commissioners meeting was re-scheduled from May 13 to May 14, 2003 at 7:30 P.M. A Special working meetings of the Board of Commissioners is scheduled for April 10, 2002 3:00 P.M. Fire District Headquarters Station

ADJOURNMENT: There being no further business the meeting was continued to 2:30 P.M. on April 10, 2003.

CONTINUANCE OF APRIL 8, 2003 MEETING OF THE BOARD OF COMMISSIONERS

The continuation of the April 8, 2003 meeting of the Board proceeded at 2:30 P.M. with Commissioners Erly, Phalan and Olsan present along with Chief Bennett and Paul Spencer.

1. Policy 47: Non-member Use of Sleeper room: A motion was made by Commissioner Erly and seconded by Commissioner Phalan to adopt Policy 47 establishing policies for non-district use of sleeper rooms. The motion was voted upon and approved unanimously.

2. Policy 46: Training Incentives/Revision: A motion was made by Commissioner Olsan and seconded by Commissioner Erly to approved revised Policy 46 regarding payment training incentives to volunteers. The motion was voted upon and approved unanimously. The revised policy establishes a duty roster which is required to be signed prior to leaving the island and upon return from training. The Department of Labor and Industries and the Board of Volunteer Firefighters requires that the personnel sign in and out at the closest station to the departure area.

3. Driver's Record Check: Chief Bennett is checking with our Insurance broker, Pat Roley, as well as the Sheriff's department and Department of Motor Vehicles to determine the costs involved.

4. Pumper Bid: There were four (4) bids received and the six (6) proposals. Five proposals were fairly complete. After extensive analysis it was determined that viable options may have been eliminated. Only Boise, whose bid was $367,670.57, met most of the criteria but had exceptions. The apparatus committee voted to go with the Boise bid. However, the Chief and district mechanic Paul Spencer suggested as an alternative that the bids could be re-opened for two weeks with additional options. A copy of the "Final Analysis and Recommendation" is attached and incorporated by reference. The recommendation was to reject the current bids and present a modified package on a short timeline with additional advertising.

After discussion a motion was made by Commissioner Olsan and seconded by Commissioner Phalan to reject the current bids, re-advertise and seek additional bids with the modified specifications. The motion was voted upon and approved unanimously.

ADJOURNMENT: A motion was made by Commissioner Erly and seconded by Commissioner Olsan to adjourn the continued portion of the April 8, 2003 meeting at 2:55 P.M.

Minutes of April 3, 2003 Orcas Fire District Commissioners special meeting

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