MINUTES OF MAY 14, 2003
FIRE COMMISSIONERS MEETING
The May 14, 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 Headquarters. The meeting was attended by Commissioners Olsan, and Phalan, Chief Gary Bennett, and EMS Division Chief Eimers.
MINUTES:
A motion was made by Commissioner Olsan and seconded by Commissioner Erly that the following minutes be approved as read. The motion was voted upon and approved unanimously.
4/3/03- Special Board Meeting
4/8/03- Regular Board Meeting
4/10/03-Special Board Meeting
4/17/03-Special Board Meeting-Personnel Review-Executive session only
5/1/03- Special Board Meeting- Personnel Review-Executive session only
5/8/03- Special Board Meeting- Personnel Review-Executive session only
FINANCIAL REPORTS:
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the 2003 General Fund vouchers 20844-20917 as corrected in the amount of $124,014.61. The motion was voted upon and approved unanimously.
A motion was by Commissioner Erly and seconded by Commissioner Olsan to approve Apparatus vouchers 03-0004 through 03-0005 in the amount of $82,012.62. 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 20838-20843 in the amount of $7,814.84. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Erly and seconded by Commissioner Phalan to approve the Revenue Fund vouchers 20918-20924 in the amount of $18,658.23. The motion was voted upon and approved unanimously.
CORRESPONDENCE:
There was no correspondence to the Commissioners.
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. In response to an inquiry by Commissioner Phalan, Chief Bennett responded that Max Jones prepared the DNR grant referenced in his report. Garth Eimers identified "OTEP" as the Ongoing Training Evaluation Program.
Chief Bennett requested changes to the Agenda, including the addition under new business of issues involving Station 23 in Rosario; the addition under old business of the proposal for the Orcas Volunteer Fire fighter EMT Association ("OIVFEA") to hold a fundraising dance at the headquarters station and moving the Pumper purchase proposal to the first item under old business. The Commissioners agreed to these changes.
PUBLIC COMMENT:
There was a general inquiry to Garth Eimers regarding the number of EMT's referenced in his report.
OLD BUSINESS:
1. Pumper Purchase:
Chief Bennett reported that the pumper bids initially received were rejected due to other considerations raised during the evaluation process. New proposals were developed and five (5) new bids received with different options. Paul Spencer the district Mechanic evaluated the bids and presented the data to the Apparatus Committee with a recommendation that the Seagrave proposal with the waterous system be approved. Delivery would be due one (1) year from the signing of the contract. This particular pumper was selected due to the turning radius, length, height and operating system similar to pumper 21.
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to accept the Seagrave proposal for purchase of (2) Class A pumper bids in the total amount of $646,515. The motion was voted upon and approved unanimously.
Commissioner Erly thanked Jeff Jones, chairman of the Apparatus Committee, the members of the Committee for their help with the project and Paul Spencer for his thorough evaluation of the bids. Chief Bennett noted that the contract had been reviewed by our District's attorney. The contract with Seagrave was signed by the Commissioners.
2. Status of Standard Operating Procedures:
Chief Bennett has discussed with the Commissioners the initial draft of the lines of authority and positions and is proceeding with the SOP's.
3. AED Proposal:
EMS Division Chief Garth Eimers has proceeded with the purchase of 36 AED units and 9 more have been ordered including one for Camp Norwester. At this time the distributor has an 8 week lead time. We have a quote for additional AED's, however, the price is not confirmed until the order is accepted. The distributor would like to raise the price due to the high demand. They are currently building approximately 1000 units/month. The public will be given the opportunity within a 60 day window to provide us with orders at the "market price" Chief Eimers noted the district would provide both CPR and AED training to the purchasers. He has been advised by the Sheriff's office that they have made two "saves" since having the AED units in vehicles. To date $17,000 has been donated by individuals and the District to purchase additional units.
4. Department of Licensing background checks:
The Request for Release forms have been distributed to all volunteer personnel and 38 have been returned to date. The background checks will go through the district insurance company at a cost of $7 per individual. Chief Bennett is preparing a draft of "Qualifications for Drivers" reflecting the insurance company concerns.
5. Rosario Water & Sewer: Station 23:
Chief Bennett reviewed the correspondence he received from Rosario Utilities. He noted that the property at Station 23 was leased to the Fire District in 1973 from Gil Geiser and was subsequently granted to the district with the proviso that if there were two contiguous years of non-use the property would revert to the grantor. John Cavalli originally connected the station to both the sewer and water. Rosario Utilities is now requesting completion of an application and payment of the following fees:
$7100 Sewer fee
$3100 Water fee
$ 240 water meter hook-up fee
$ 39.50monthly sewer charge
$ 27.50 monthly base water fee plus water charges
$ 22.50 water surcharge for 3.5 years
The Chief noted we are a low impact user. He was directed by the Commissioners to discuss the matter with the utility company. Commissioner Erly will be discussing the property restriction matter with Sara Geiser.
6. Orcas Island Volunteer FF/EMT Association fundraiser:
Volunteer Julie Remington brought a proposal from the Association for the approval of the Commissioners to hold a dance fundraiser at the headquarters station on July 5th. A copy of the proposal is attached and incorporated by reference.
She noted that the Sheriff would be notified, it would be open to the public, association members would staff and chaperone the event.
The Commissioners and Chief discussed the issue and various concerns were raised including:
- Neighborhood noise
- use of the headquarters restrooms
- parking issues
- liability issues
- Sheriff coverage for security.
Comments by the public:
Mr. Otten: "The district is setting itself up for liability issues."
Ms. Guimond: She recommended the use of portable outdoor toilets
Ms. Templin: She recommended that the Sheriff walk through during the activity and that the majority of volunteers participate.
Mike Damoth: He believes it will be difficult to manage the function on public property
A motion was made by Commissioner Erly and seconded by Commissioner Phalan to approve use of the firehouse bay for the fundraiser with the caveat that the Chief should monitor and approve the preparations and that the dance be supported by the association. The motion was voted upon and approved unanimously.
NEW BUSINESS:
1. Resolution 2003-3: Surplus of Equipment:
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve Resolution 2003-3 authorizing the surplus and disposal of (2) Hewlett Packard Printers which are not in working condition. The motion was voted upon and approved unanimously.
2. Resignation of Wanda Evans:
There was discussion among the Chief and Commissioner's about who would fill the temporary eight hour per week position as clerk. The Chief and Commissioner Erly have suggested that the Administrative Assistant add those hours to provide a 40 hour week. The matter is being taken under consideration by the Chief.
3. Additional issues:
- Commissioner Phalan noted that his prior communications with various parties regarding radio communication problems on Orcas had led him to believe that solutions were complicated and costly. His recent communication with Sheriff Cummings has revealed that the County Sheriff's office has solved the majority of their radio reception problems. Changes in technology indicated the Fire District issues may be resolved by upgrading of the repeater to digital.
Chief Bennett was instructed to investigate the issue with Sheriff Cummings
- Regarding Strategic Planning: Review during the district assessment being contemplated should deal with dual roles of district members. The Commissioners asked that the issue be placed on the June Agenda.
PUBLIC COMMENT:
Regarding replacement of the one day per week clerk position, suggestions from the public included the following:
- It would be cost effective to use the Administrative Assistant on the 5th day.
- The position could be placed out for "bid."
- c. The position should be refilled.
Garth Eimers responded to an inquiry by Ms Guimond that the cost of each AED is $1195 plus the training kit.
Chief Bennett responded to an inquiry regarding sale of the old pumpers that will be replaced by the new pumpers ordered. He indicated the 1966 and 1980 pumpers would be replaced. There is little or no market for the sale of used pumpers.
Ms. Templin suggested that the Strategic Planning should involve the community, commissioners and employees.
ANNOUNCEMENTS:
The June Board of Commissioners meeting was scheduled for June 10, 2003 at 7:30 P.M.
A Special meeting of the Board of Commissioners/Executive session only is scheduled for June 4, 2003 at 2:00 P.M. Fire District Headquarters Station for the purpose of a personnel evaluation under RCW 42.30.140 (g).
EXECUTIVE SESSION:
An executive session was called at 8:40 P.M. for the purpose discussing regarding the paramedic contract issue pursuant to RCW 42.30.140 (4). It was expected to last less than 15 minutes. The regular meeting resumed at 8:50 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 8:55 P.M.
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