MINUTES OF COMMISSIONERS MEETING
April 13, 2004
The April 13, 2004 meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Chairman Harvey Olsan at 7:30 P.M. at the Eastsound Headquarters. The meeting was attended by Commissioners Bob Phalan and Clyde Duke, Chief Gary Bennett, Battalion Chief Brackett & Captain 23 Dimich.
MINUTES:
A motion was made by Commissioner Phalan and seconded by Commissioner Duke that the 3/9/04 minutes of the regular meeting of the Board of Commissioners be approved as read. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Duke and seconded by Commissioner Olsan that the 3/17/04 minutes of the Special meeting of the Board of Commissioners be approved as corrected. The motion was voted upon and approved unanimously.
FINANCIAL REPORTS:
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to approve the March General Fund vouchers 21697-21792 in the amount of $101,022.02. After discussion, the motion was voted upon and approved unanimously.
The vouchers included purchase of the budgeted (23) minitors and 2-way radios for volunteers and engine units to enhance communication. Badges were ordered for volunteer personnel for dress occasions. They must be returned upon leaving the department.
A motion was made by Commissioner Duke and seconded by Commissioner Phalan to approve the Revenue Fund vouchers 21793-21799 in the amount of $3,901.58. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve invoice 04-0001 in the amount of $28,570.74, the final payment on engine 23. The motion was voted upon and approved unanimously.
CORRESPONDENCE:
1. ESC, Inc. letter dated 3/26/04 responding to Chief Bennett's summary of concerns of the department regarding their services contract. The matter will be discussed at the appropriate agenda item.
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.
PUBLIC COMMENT:
Battalion Chief Brackett commented that the landscaping changes look great.
OLD BUSINESS:
1. Strategic Planning Proposals: Emergency Services Consulting, Inc. ( "ESCI") has responded to Chief Bennett's letter regarding the concerns over their evaluation and expressed the criticisms which have been discussed about the report. Their response indicated that a C.D. would be forthcoming providing guidance on the development and specific example an formats that could be used by the department. Their position is that an in-depth wage and benefit survey was not part of the scope of work provided for in the contract.
After discussion by the Commissioners it was their recommendation that our district not continue the process with ESCI. Chief Bennett was authorized to contact them and after securing the C.D. referenced cancel the remainder of the contact. They also concurred he should write a letter to Mr. Snook regarding the district dissatisfaction with the process.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to terminate the relationship with Emergency Services Consulting, Inc. after receipt of the C.D. referenced. The motion was voted upon and approved unanimously.
Chief Bennett reported that Garth Eimers is looking at alternative consulting options. The issue will be an agenda item on the April 27th Special Working Meeting of the Board of Commissioners
2. Chief Search Status Report: Commissioner Duke reported that the Chief Search Committee has met three times and have reviewed all the candidates whose resumes were received prior to the meetings. There remain an additional number of resumes recently received which require review. The Committee has begun to winnow the candidates to three lists: "A" being those with the most promising experience; "B"with those candidates showing potential and "C" list whose experience does not appear to meet our district needs. Thirty-nine candidates have submitted resumes to date. The "A" list has approximately 15 candidates at this time. The Committee is enthusiastic about the quality of the candidates.
Commissioner Duke noted that some of the candidate resumes reflect innovation in problem solving; however, resumes don't always articulate everything the committee feels it needs to know. Clyde Duke and Steve Garrison will meet with Chief Bennett on Thursday April 15 to discuss the process.
Clyde Duke noted that the department structure and wage issues are of primary importance in addressing the wage issues. Chief Bennett has been tasked with providing recommendations to the Board on other district model concepts and creative solutions. This is all part of Strategic Planning.
3. Insurance Options: Chief Bennett has consulted with Baldwin Resource Group and received quotes on the additional insurance options available. A memorandum is attached and incorporated by reference. Options include increasing the umbrella liability coverage to 5 million at an additional cost of $300 and changing the earthquake deductible to 5% which would result in a decrease in cost of approximately $2,000. The insurance coverage for the new pumpers being constructed remains unknown at this time. The Commissioners discussed the cost vs. risk factors involved. Chief Bennett reminded the Commissioners that the vehicle insurance constitutes the largest portion of our insurance premiums.
A motion was made by Commissioner Duke and seconded by Commissioner Olsan to approve the recommended changes to insurance coverage to both the umbrella liability coverage and earthquake deductible. The motion was voted upon and approved unanimously.
4. Volunteer Physicals: Chief Bennett reported he has not received a quote from Miklos Preysz for coverage of respiratory tests and mandated physicals. He will follow up again with Miklos Preysz. The Orcas Island Medical Center is not considering a proposal at this time for the provision of the respiratory tests and physicals.
It was agreed by the Commissioners that a number of steps need to be taken before implementation of the physicals, including a district policy, consideration of different levels of duty. Chief Bennett noted that money has been budgeted to get the program established. Additional issues involve maintenance of the eligibility of volunteers in the WA State Board of Volunteer Firefighters pension fund which may be compromised if a "support division" or "light duty" division is established for volunteers who are not able to pass the arduous duty requirements of the mandated physical. It was understood by the Commissioners that there is a wide divergence of opinion among the volunteer personnel regarding how to approach implementation of any new policy.
NEW BUSINESS:
1. Radio Committee Report: Chief Bennett reported that the radios recommended by the committee and budgeted have been purchased and were approved with the April vouchers.
2. Special Meeting of the Board of Commissioners: Outreach & working session in Doe Bay scheduled for April 27, 2004 at 7:30 P.M. Chief Bennett suggested that the Doe Bay area of the island make stringent attempts to notify all local residents about the meeting and make personal contact with residents. It will be publicized in the newspaper and posted in the local area.
It was suggested that the meeting include a presentation by the Chief and Captain Staley, an open question period allowing input regarding local views on service levels and expectations. A business meeting may include discussion of the DNR photo mapping.
3. Volunteer Representation @ Commissioner Board Meeting: No proposal has been prepared at this time. There is discussion underway regarding potential protocols.
4. September, 2004 Board Meeting: A change of schedule for the September Board meeting was recommended so that the large meeting room could be used for the Primary election scheduled for September 14. The Commissioner's agreed to hold the September Meeting of the Board of Commissioner's on Monday September 13, 2004
5. DNR Mapping: Chief Bennett suggested there is some confusion over the ability of the district to get a "use" license. The Commissioners concurred that contribution toward the mapping costs (identified in the memorandum attached), should be contingent upon the "use" license. Chief Bennett is checking further with San Juan County Assessor, Paul Dossett.
Commissioner Phalan notes:
· Commissioner Phalan suggested that the apparatus committee be reactivated.
· Suggestion that the Commissioners consider restructuring to allot time to a staff member to address grant writing or hiring a professional grant writer. Use WACERT on the internet which is a clearing house for grants. They match needs to sources of grant funding. It is apparently created specifically for infrastructure needs.
· Commissioners suggested it could be a source of monies for station 24 construction projects or other identified district needs.
PUBLIC COMMENT:
There was no public comment.
ANNOUNCEMENTS:
3/27/04: Meeting of the Board of Commissioners- working/study session 7:30 PM
Topics will include: Health Standards & ramifications; grants; Initiative 864 and the Chief Search process.
4/13/04: Regular Meeting of the Board of Commissioners - 7:30 P.M.
LOCAL BOARD OF VOLUNTEER FIREFIGHTERS :
The Local meeting of the Board was called at 8:50 P.M.
The local Board minutes are prepared and kept under separate cover
A motion was made by Commissioner Olsan and seconded by Chief Bennett to adjourned the Local Board of Volunteer Firefighters meeting at 9:20 P.M. The motion was voted upon and approved unanimously.
EXECUTIVE SESSION:
An executive session was called at 9:15 PM for a personnel issue pursuant to RCW 42.30.140 (g) to evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. Commissioner Phalan suggested the meeting would last approximately 14 minutes. The meeting was back in session at 9:40 P.M.
ADJOURNMENT:
There being no further business the regular portion of the meeting was adjourned at 9:40PM.
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