SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF COMMISSIONERS MEETING
June 9, 2004
The July 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 Clyde Duke, Bob Phalan, Interim Chief Eimers, and other department personnel.
MINUTES:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke that the 6/9/04 of the regular meeting of the Board of Commissioners be approved as revised. The Commission Secretary will review the tape of the minutes to compare it with the direct quote which Commissioner Phalan asserts reflected Mr. Taubman's comments in "Public Comment" and make the appropriate revisions, if any. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan that the 6/18/04 minutes of the special meeting of the Board of Commissioners 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 Phalan to approve the May General Fund vouchers 21882-21951 in the amount of $192,727.71.
Special note was made of the fact that the amounts of $69,977.71, a final payment on engine 21 and $41,933.75 Bond Fund interest payment were previously approved at the May meeting, but were incorporated in this report so the amounts would reflect on the account balance report.
The expenditure of $3,620.34 to Philanco is for the purchase of a Nortel phone system upgrade. According to Chief Bennett the office has exceeded its telephone system capacity for in-house lines.
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to approve the Revenue Fund vouchers 21951-21957 in the amount of $2,023.33. 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. A letter of 5/26/04 to the Commissioners from Georgi Coquereau was read supporting Commissioner Phalan's position as an EMT and critical of the action taken by the Chief and EMS Chief regarding his termination.
CHIEF AND EMS SUPERVISOR REPORTS
The monthly reports by EMS Division Chief Eimers and District Chief Bennett, and Firefighter/EMT Association President 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.
Former Fire Commissioner John Erly stated that notwithstanding the newspaper editorial the problems with the EMT issue are not problems created by the Chief.
Former Commissioner John Erly advised the Commissioners that he would suggest that the district look at a method of notifying neighbors in the event a wildland fire. He overheard a complaint by a neighbor of the most recent wildland fire that the party was upset by the failure to be notified of the potential danger.
Larry Taubman stated that he was sorry to see Chief Bennett leave the district that he credits him with his positive handling of a large growth period and difficult issues.
Former paramedic, Mike Damoth, asked the Commissioners if the district has addressed the problem, at a March practice burn, of a volunteer collapsing inside a burning building. Chief Bennett responded that the district has identified the cause and is working on addressing the action.
OLD BUSINESS:
1. Strategic Planning Proposals: Catalyst Consulting is finalizing their draft, some editorial changes had been made. We expect to receive hard copies by on or before June 14th.
The Wildfire Assessment Committee report and recommendations will be addressed at the next Special Meeting of the Board of Commissioners, currently scheduled for June 15th.
2. Chief Search Status Report: Commissioner and Chief Search Chairman, Clyde Duke reported that four more candidates need to be visited at their home stations. The committee has scheduled Dr. Herbert Marra to do management assessments of 3-4 candidates invited to the district on June 29th and 30th. Part of the visit will be comprised of visits to the stations and meeting with staff. Following the testing Dr. Marra will present his findings to the Chief Search Committee. The committee will provide data including resumes, information on their review of their home stations, information from the management assessment and references. Mr. Duke stated at this time we already have three outstanding candidates.
There may be further information provided at the next Special Meeting of the Board.
3. Volunteer Physicals:
Chief Bennett reported that Miklos Preysz of "Life Tec" has submitted a proposal to do baseline testing and physicals and annual maintenance. This issue is part of the overall process of strategic planning and should be discussed at the next Special Meeting and workshop. The Commissioners need to address whether address different levels of responders, whether to adopt the NFPA standards, and how to designate the varying levels of responders. The EMT standard may vary from the Fire Standard.
The Chief suggested that the problem involving an individual at the practice burn may have been avoided had the physical exam issue been implemented. Initially the proposed cost of the baseline testing for 80 volunteers would be $12,500. Subsequent annual tests, which would include respiratory testing, would be $5,500 and would include new volunteers.
Commissioner Duke inquired what other districts are doing with this issue. He is aware of one district that differentiates response levels by color coding of helmets.
4. Parking Lot Expansion: Chief Bennett stated that the original vendor has not followed through on the soil removal. A motion was made by Commissioner Olsan and seconded by Commissioner Duke to offer the contract to the contractor who offers the fastest removal of the soil at the best price. The Chief is authorized to negotiate the contract terms which should include a specific time frame for completion of the project.
5. DNR mapping: Chief Bennett noted that there is value to us of the mapping, but more information is needed to compare it to the proposal of Joe Symons who was present to give an overview of his mapping proposal.
Joe Symons gave an overview of the history of the Incident Response System used on Orcas from map identifier numbers to roads and addresses. However the maps currently continuing in use are the old maps to which have been added the road names. Current mapping was not provided with the GPS addressing of residences. Mr. Symons has developed a program which provides more definitive information to volunteers and responders on access to residences as well as the potential hazards. The questions to be discussed would involve a delivery mechanism which could include paper maps, lap-top computer, palm pilots or web site. Having a terminal at station 21 for the ambulance and possibly engine 21 or the rescue unit where the initial response is from for the majority of calls would be a cost saving mechanism.
Commissioners concurred this was an issue to be further discussed, potentially at the July Special Workshop meeting. EMS Chief Eimers noted that the technology exists, but the implementation details have yet to be worked out. He complimented Joe Symons on his persistence and talent.
6. Communication re: outlying district workshops: Chief Bennett suggested that to encourage more participation by residents in the local areas where the Special Meetings are held, a potential technique would be to encourage personal notification of residents by station volunteers to their neighbors. Other methods of outreach to district personnel and the public should be discussed as part of the strategic planning.
Note: The Commissioner's meeting took a 5 minute break at 6:20 P.M.
The Commissioners agreed to move the Executive Session to this portion of the Agenda before addressing the New Business items.
EXECUTIVE SESSION:
The meeting was adjourned to executive session at 6:25 P.M. The executive session was called pursuant to RCW 42.30.140 (g), discussion of a personnel issue. The meeting was expected to last approximate 20 minutes.
The executive Session was extended and resumed at 7:08 P.M. There were no decisions made or actions taken.
NEW BUSINESS:
1. Drug Policy draft: Chief Bennett reported that the draft was initially supplied by our legal firm of Chmelik, Sitkin and Davis and had been modified to suit all department members. The policy would not apply to paramedics under their current contract. The issue would have to be taken up during new negotiations on a paramedic contract. Further review of this policy should be taken up at a subsequent meeting.
2. Interim Chief: The Commissioners concurred that they would table this item at this meeting and add it to the next Special Meeting Agenda.
3. Grievance Policy #22 draft revision: The Commissioners concurred they would table this item at this meeting and add it to the next Special Meeting Agenda.
4. Inter-Island Commissioners Meetings: Commissioner Phalan brought up the subject. It will be taken under consideration by the Commissioners and addressed at a fall meeting after the completion of the 2005 budget.
5. EMS Grant: Commissioner Phalan secured information regarding a grant for rural Emergency Medical Systems from Paul Maughan, former Chairman of the Board of Island Hospital, who provided the application form and suggested that EMS Chief Eimers or Max Jones complete the application.
6. Issue of Commissioner/Volunteer dual role:
Commissioner Duke added to the agenda that he would like to revisit Resolution 1998-1 executed on January 13, 1998 which, by unanimous vote, permitted a volunteer to serve in a dual capacity as a commissioner. The resolution references RCW 52.14.010 which requires a unanimous vote to permit this dual role.
A motion was made by Commissioner Duke and seconded by Commissioner Olsan to rescind Resolution 1998-1.
Extensive discussion followed. Commissioner Duke noted it was not easy to bring the issue up again, however he has given the issue much thought and heard a great deal of input from members of the community who believe a conflict does exist for a person holding those dual roles. He noted that there have never been any guidelines or procedures and the dual roles have created problems. His intent is not to overlook the interest of the community but to use the time expended on this issue for the betterment of the Fire District. The problems have resulted in the expenditure of a great deal of time.
Mr. Duke stated that the issue of dual role is without any guidelines or procedures. Commissioner Phalan strongly objected to the failure of notification that the issue would be brought up at this open meeting and the fact that it was not identified on the agenda. He believes there was no conflict of interest. He noted that 80-100 people spoke to the issue in 2002 who felt it was important to have someone as commissioner who was also a volunteer and could reflect their interests. He believes many would have appeared to support his position if he had been advised it would be brought up at this meeting. Mr. Phalan stated he felt the problem was that he needed to be a better commissioner and that he had made significant improvements over the last six months.
Commissioner Olsan concurred with Clyde Duke that the concept of the dual role has been flawed and difficult to deal with. Mr. Olsan also noted that he still would bring his perspective with his past years as an EMT to his role as Commissioner.
Clyde also spoke to Bob Phalan's comment that he was surprised by the issue being brought up at this meeting. Commissioner Duke stated that the issue has been addressed with Bob Phalan on multiple occasions in Executive Session by the Commissioners and bringing it to the open public meeting has been postponed at Bob's request several times. Bob was advised that it would be brought up at this month's meeting, but it was not put on the agenda to give Bob the opportunity to avoid the necessity of the action.
The motion brought by Commissioner Duke and seconded by Commissioner Olsan to rescind Resolution 1998-1 which permitted a Commissioner to function in a dual capacity as a volunteer was voted upon and approved by Commissioners Duke and Olsan. The motion passed and Resolution 1998-1 was rescinded.
PUBLIC COMMENT:
Julie Remington suggested that "Medical Control" held a dual role. EMS Chief Eimers responded that the emergency room physicians had a separate partnership contract with St. Joseph's hospital. She also thought that the proposal for the volunteer physicals was a good idea, but wondered if the color coding of helmets might be in conflict with the HIPAA policy. She urged that health history be handled delicately. Clyde Duke concurred it would be difficult to implement and discipline a process where there were different levels of service based upon the health examinations.
John Erly stated he was impressed by the potential for implementing the Drug policy which included drug testing and the potential implementation of the physical examinations. His personal experience as a firefighter put him in contact twice with a volunteer who was under the influence of a drug or alcohol. He also noted he agrees with the decision of the Commissioners regarding the dual role of a Commissioner.
Kari Schuh cautioned the audience against comments during the Commissioners meetings. She inquired if the physical policy might permit annual private physicals in lieu of the district physical if the same guidelines were followed.
Larry Taubman suggested that the issue of the dual role of a Commissioner and volunteer should have been on the agenda to facilitate intelligent discussion, though he stated that it would probably not alter the results in the rescinding of Resolution 1998-1. He also commented that it was helpful to received by email the information regarding the change to the meeting schedule. He would like the Commissioners to consider authorizing release of more information, including the agenda, minutes to be more inclusive in communicating with the volunteers.
Commissioner Phalan stated that such a volatile issue as the dual role of a Commissioner and volunteer should have been put on the agenda.
Former paramedic Mike Damoth suggested that the intent of the open public meetings act was to provide the highest degree of public knowledge and to allow public participation. He took offense that the topic was not on the agenda since it had raised a lot of public sentiment in the past.
ANNOUNCEMENTS:
June 15, 2004 7:00 PM Special Meeting of the Board of Commissioners- working/study
The agenda will include tabled items from today's agenda including the draft of a drug policy and grievance policy, a severance package policy, and an interim chief. Strategic planning discussions will include volunteer physicals, wildland assessment, and communication issues. Cataylst Consulting is expected to have their report available. The status of the Chief Search will be addressed.
June 29, 2004 7:30 PM Special Meeting of the Board of Commissioners-working/study
Topics will include:
July 13, 2004 7:30 PM Regular Meeting of the Board of Commissioners
LOCAL BOARD OF VOLUNTEER FIREFIGHTERS :
The Local meeting of the Board of Volunteer Firefighters was called at 7:50 P.M.
Note: The local Board minutes are prepared and kept under separate cover.
ADJOURNMENT:
There being no further business the regular portion of the meeting was adjourned at 7:55 PM.
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