MINUTES OF COMMISSIONERS MEETING
May 11, 2004
The May 11, 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 Commissioner Clyde Duke, Chief Gary Bennett, EMS Division Chief Eimers, Battalion Chief Brackett and numerous department personnel.
MINUTES:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke that the 4/13/04 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 Olsan and seconded by Commissioner Duke that the 4/27/04 minutes of the Special meeting of the Board of Commissioners be approved as amended. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke that the 5/7/04 minutes of the Special meeting of the Board of Commissioners, executive session only be approved as read. The motion was voted upon and approved unanimously.
FINANCIAL REPORTS:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the April General Fund vouchers 21800-21874 in the amount of $90,549.28.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the Revenue Fund vouchers 21793-21799 in the amount of $6,657.63. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the Apparatus Fund invoice 04-0002 in the amount of $69,977.71, the final payment on engine 21. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the Bond Fund Interest payment of $41,933.75 due June 1, 2004. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke approving Resolution 2004-3 increasing the Advance Travel Fund to $5,000. and authorizing the transfer of general funds of $3,000 for that purpose. The motion was voted upon and approved unanimously.
The letters authorizing the sale of general funds from the LGIP and transfer of General funds for the payment of the expenditures were executed by Chairman, Harvey Olsan.
CORRESPONDENCE:
1. 4/23/04 letter from Kathy Turnbull, San Juan County Treasurer regarding County Commissioner authorization for partial refund of property taxes in the amount of $9,238.31 for 1999 through 2002 on three parcels in Tax Code Area 374. That refund will be made on April 30th, 2004. Chief Bennett noted that additional tax claim refunds may be issued this year.
2. 4/19/04 letter from Randall Gaylord, San Juan County Prosecutor acknowledging the assistance of Max Jones during the recent vehicle death of a local young woman resident of Orcas.
3. 4/26/04 letter from John Erly regarding conflict of interest for a Commissioner to act in a dual role as firefighter or EMT. (The issue will be addressed below)
4. 5/4/05 letter from Chmelik, Sitkin and Davis providing a memorandum regarding
"levy Lid Lifts and Initiative 864"
5. 5/5/04 letter from the San Juan County Sheriff thanking the Fire District for their support during the recent search for a missing person. Particular commendation was made to Battalion Chiefs Jones and Brackett and paramedic Mike Toscano.
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 noted that the CD was received from ESC, Inc. and will be helpful in development of Standard Operating Procedures. He also showed the new bulletin for the "attack vehicle" from Seagraves using one of our new vehicles as their "poster child."
There is a 30% increase in fire and EMS responses over last year. It is not possible with such a small sample to make any projections. Many of the fire responses have been for false alarms.
PUBLIC COMMENT:
Battalion Chief Brackett commented that the landscaping changes look great.
Former Fire Commissioner John Erly stated that notwithstanding the newspaper editorial the problems with the EMT issue are not problems created by the Chief.
OLD BUSINESS:
1. Strategic Planning Proposals: Emergency Services Consulting, Inc. ( "ESCI") has provided the CD which has been reviewed by Chief Bennett. He feels it will be easily applied to updating of Standard Operating Procedures.
Catalyst Consulting has begun their surveying of local residents for participants in a team program which will work with a moderator to develop information for the strategic planning review process.
2. Chief Search Status Report: Commissioner Duke reported that the Chief Search Committee has reviewed all the candidates resumes developed an "A" list. EMS Chief Garth Eimers and Mark Van Maren will visit the home departments of two of the candidates the week of May 10th. The other six candidates will be scheduled for the week of May 17th. Letters have been sent to the other interested candidates notifying them of their status. A full meeting of the Chief Search Committee will be held following the home district visits. The committee has yet to decide all the logistics of the final candidates visits to Orcas. An overview of the Chief Search Budget Status is attached and incorporated by reference. A more thorough estimate of costs should be available after the initial meetings over the next two weeks. Clyde Duke noted that the committee is trying to limit visits to serious candidates. The committee also expects to do psychological evaluations of final candidates. Commissioner Olsan noted the committee expects to talk to many individuals who have dealt with the candidates to determined their issues and approaches to situations.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to pay a $100/day travel stipend to the individuals participating in the travel. The motion was voted upon and approved unanimously.
4. Volunteer Representation @ Board Meetings: Larry Taubman presented a Statement of Purpose & Intent - Ground Rules to the Board for review. There followed extensive discussion about the needs of the volunteers, the purpose of the proposal. Larry discussed the initiation of the proposal, brought information to the Commissioners at their March meeting and the concept was approved. Commissioner Olsan inquired about what the issues were that created the need for a formalized process. He asked it was to encourage the involvement of the volunteers. Mr. Taubman stressed that while there was ability to have open communication with the chief, there was a lack of two-way communication. This would also provide motivation of the Association to be more participatory. Commissioner Duke inquired how much of the Association was behind the program. Mr. Taubman noted that of the members attending the Association meetings the majority were behind the proposal. It was later determined it was not unanimous. Difference of opinion did exist.
Captain Geoff Schussler stated he agreed there was lack of communication among members and some staff. There are always challenges in keeping volunteer membership. Some members believe the paramilitary format of the organization is the basis of complaint. Communication with the Commissioners is important, though it is not necessarily necessary to have a representative seated with the Chief and EMS Division Chief.
EMT Jaylin Peacock believes the intent of the statement and purpose was positive and it was ignorant to say no problem exists. It is important to keeping the volunteers feeling they are participants in the process.
Firefighter/EMT Julie Remington supports the proposal. She believes that since the Chiefs are hired and the Commissioners elected the volunteers may not be fairly represented.
Larry Taubman noted that the proposal was a tool only, and the presence of an Association representative sitting with the Chiefs is not a necessary component. It is a forum to encourage communication and make volunteers feel their ideas are heard.
Commissioner Olsan proposed the following questions:
1. Does the dysfunction exist in the Association or among the district staff?
2. Would the representative be personality driven?
3. Is the formalized process necessary? He would welcome regular reports from the Association. He noted he is general in favor of the idea.
4. Will the process encourage more participation by the volunteers in the Association?
Jaylin Peacock denies there is dysfunction in the Association. Mark Van Maren suggested that the district has changed greatly in the last 15 years however; the Association hasn't changed and needs to "....catch up."
The important structural elements are a weekly scheduled meeting with the Chief and ability to make a regular report to the Commissioners.
Chief Bennett suggested that while the paramilitary organization works, a weekly meeting to address ideas and issues and a monthly report to the Commissioners is a good idea. His concern would be that issued are vetted by the Association Board and not "agendas" by individuals. The process should not disrupt the normal organizational pattern.
EMS Chief Eimers that a mechanism to encourage communication between the Chief and Association is positive. He questioned who would be involved from the Association and will there be follow through. What is the time commitment of the volunteer organization to the process?
Commissioner Duke has given the matter much thought and believes there is a need that is being articulated. He believes the quality of communication needs to be improved.
Note: The Commissioner's meeting took a 5 minute break at 8:55 P.M. and resumed at 9:00 P.M.
Commissioners Olsan and Duke agreed to give the proposal a 90 day trial and that the weekly meetings with the Chief and Association President should commence. A monthly report from the Association would be welcomed.
Larry Taubman believes the Association will appreciate the process, that the form is less important. He believes the changes empower the Association and are a sign of respect.
EMT Valerie Moriarty suggested that it will give the Association an opportunity to form a more cohesive body. The value and intent of the proposal will be evident by how it is utilized.
NEW BUSINESS:
1. John Erly re Issue of Commissioner/Volunteer dual role:
Former Commissioner Erly read his letter, copies of which were provided to the newspaper, Commissioners, Chiefs Bennett and Eimers. He was not able to provide his letter to the Grievance Committee since it did not directly deal with the issue of the grievance filed by the EMT/Commissioner. A copy of the letter is available by request.
He noted various instances in which the dual role created potential conflicts of interest and may put undo pressure on employees by the dual capacity. He encourages Commissioner Olsan and Duke to address the issue.
2. Policy #51: District badges: Chief Bennett recommended adoption of the policy which was to facilitate improvement of the volunteer's morale.
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to adopt Policy #51. The motion was voted upon and approved unanimously.
PUBLIC COMMENT:
John Erly complimented the efforts of the Chief Search Committee.
ANNOUNCEMENTS:
5/25/04: Special Meeting of the Board of Commissioners- working/study session 7:30 PM at the Orcas Hotel.
Topics will include: Health Standards & ramifications; grants; Initiative 864 and the Chief Search process.
June Regular Meeting of the Board of Commissioners - to be determined
Any change in the meeting schedule will be contingent upon agreement by Commissioner Phalan who was not in attendance at this meeting.
LOCAL BOARD OF VOLUNTEER FIREFIGHTERS :
The Local meeting of the Board of Volunteer Firefighters was called at 9:15 P.M.
Note: The local Board minutes are prepared and kept under separate cover.
EXECUTIVE SESSION:
There was no executive session.
ADJOURNMENT:
There being no further business the regular portion of the meeting was adjourned at 9:30PM.
|
