MINUTES OF JUNE 10, 2003
FIRE COMMISSIONERS MEETING
The June 10, 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. Secretary to the Board, Pam Harney, was not in attendance. Chairman Erly appointed Chief Bennett as acting secretary.
MINUTES:
A motion was made by Commissioner Erly and seconded by Commissioner Olsan that the following minutes be approved as read. The motion was voted upon and approved unanimously.
5/14/03- Regular Board Meeting
6/4/03- 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 20926-20985 in the amount of $61,104.92.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 20986-20992 in the amount of $4,035.40. The motion was voted upon and approved unanimously.
Commissioner Phalan inquired about the differential in pay to paramedics. EMS Division Chief Eimers commented it is based upon shift days and noted he would cross-check those figures.
CORRESPONDENCE:
1. Letter dated 5/21/03 from Christine Thompson regarding Wanda Evans resignation and the wage, benefits and duties of the administrative position. Commissioner Erly noted that Christine Thompson had left the district's employ many years prior and we have received a number of letters and inquiries from her in the past.
2. Mr. Otten requested that the Wanda Evans resignation letter be read into the record.
Commissioner Erly noted copies of the letters would be and have been provided, if requested, they are a matter of public record and do not need to be read at this meeting. He felt to read them into the record was harassment of an employee. Wages and benefits have been discussed with the wage and benefit committee, with the Commissioners and would be discussed with any group doing further evaluations of the Fire District during strategic planning. The Commissioners have taken note of the correspondence.
Copies of the letters in question are attached and incorporated by reference.
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.
Garth Eimers noted that the Car Seat Coalition includes Valerie Moriarty, Sally Hart, and Mary Stagg. He is working on integrating that group into an associated entity with the Fire District for insurance purposes.
Mr. Eimers has had one inquiry regarding purchase of an AED. He will accept letters confirming individual or group request for purchase, consolidate the letters and place an order on July 30th. Proper training by the Fire District is mandated with the AED purchase.
PUBLIC COMMENT:
Mr. Eimers responded to an inquiry from Leith Templin regarding the $421.60 purchase for "blankets". He noted it was for 250 space blankets for a program by Max Jones for "Emergency Readiness Day". The shop manuals were a one-time purchase. She inquired about cleaning services by Five Star which are continuing at twice a week. She expressed disappointment with Commissioner Erly's comments regarding Ms. Thompson's letter. According to Ms. Templin personnel issues should be brought out in the open and Commissioner Erly should not have characterized the Thompson letter as harassment of an employee.
Mr. Otten requested that Commissioner Erly provide the RCW that permits a Commissioner to fail to read into the record a letter requested. Commissioner Erly noted that the Commissioners had been advised by their attorney that it was not necessary to read the letter into the record.
Pierrette Guimond noted that the weeding party achieved quite a bit and an additional weeding party would achieve a huge amount. Commissioner Erly thanked her for contribution along with the others who participated on Saturday.
OLD BUSINESS:
1. AED Status: Garth Eimers noted that he still has (9) on order and has been advised they should be here by July 4th.
2. Strategic Planning Proposals: An additional proposal was received from Fire Service Management Systems. Commissioner Phalan discussed the references that he checked. He got mixed reviews. Commissioner Phalan noted that the cost was substantially less than the other proposal from Emergency Services Consulting, Inc. ("ESC,Inc.") of approximately $16,000 which was subsequently lowered to $14,000 and could be lowered further if specific areas eliminated. The Commissioners recommended that references be checked for ESC, Inc. and discussed if this and other issues could be handled in a Special Meeting of the Board.
3. Rosario Water & Sewer: Station 23: Chief Bennett met with Chris Vierthaler and Tom Juliano to discuss options. Rosario Utilities will cooperate on the sewer and several other things, however, some information in the Chief's memorandum (attached) to the Commissioners is no longer accurate. He further noted that he had discussions today with the attorney for the district who would like to meet in executive session to discuss the legal ramifications. He also talked to Jim Ward of the Public Utilities Commissioner who stated that because we are considered are a current user we do not have to pay the membership fee or hook-up fee but must pay the monthly fee. The Chief would like to talk further with Ms. Vierthaler and Juliano before taking other action.
4. Department of Licensing background checks: Chief Bennett reported that the majority of the authorizations have been executed by the volunteers and will be sent to our Insurance carrier.
NEW BUSINESS:
1. Discussion regarding possible duplication of other agencies tasks: Chief Bennett noted this dealt primarily with a suggestion of the wage and benefit committee. They specifically cited the Arson Investigator. Dennis Reigel advised the Chief a number of years prior of his interest in this area. At that time there was a part time county Fire Marshall. There is no remuneration, costs of training are paid by the Arson Task Force, but the Fire District has been paying for travel expenses. When he is involved in an Investigation mode it is a police activity and carries a specific commission from the Sheriff for that activity. The question is one of his value to the Fire District for the costs expended.
RCW 48.48.60 was referenced as the pertinent code. Commissioner Phalan would like to eliminate this position and believes it is not our responsibility to pay any of the costs. He noted the Fire District has paid $4,440.84 since 1998 and currently paying $100/day stipend for training pursuant to the new district policy approved. Commissioner Olsan believes the Fire Marshall should be taking this responsibility. The advantage to us, according to Chief Bennett, is that Dennis Reigel has been readily available to us to secure fire scenes for chain of custody purposes until the arson task force arrives. Normally the Fire Marshall, Rick Galer, comes on the first available ferry, but he also functions as building code enforcement officer. Commissioner Phalan believes the costs should be borne by the Sheriff's department. Commissioner Erly noted it could be reviewed under the Strategic Planning to be undertaken and believes the advantage is getting someone on the fire scene immediately. Commissioner Olsan noted that Prevention and Investigation are budgeted at $13,000. The majority of that figure, according to Chief Bennett is for public education. Approximately $1,000 is used for Arson & Fire Investigation training travel.
Dennis Reigel responded that being a firefighter and on the scene gives him an opportunity to combine his volunteering as a firefighter with volunteering as an Arson Investigator. Commissioner Phalan denies he has any personal conflict or animosity with Mr. Reigel . Dennis Reigel and Rick Galer have a strong working relationship, have worked frequently on fire scenes and Dennis believes it is beneficial to Orcas Island to have an investigator readily available on our own island. If a crime is determined to have been committed it is turned over to the Sheriff's office for charges. Mr. Reigel works for the Fire District, not the Sheriff's office, but does hold a special commission from the Sheriff's office for Fire Investigation purposes. He stated it is not a one person job and he is not paid. It has only been this year that the department has offered the stipend. Mr. Reigel has done these investigations and taken training over the past 8 years and believes it is beneficial to the Fire District.
Commissioner Phalan read the pertinent RCW and repeated that it should not be the responsibility of the Fire District to underwrite any costs for the services provided.
Commissioner Olsan suggested that Chief Bennett discuss the issue with the Sheriff and see if it is of sufficient benefit to them that they would ask the County Commissioners to authorize the additional expenditures. Mr. Reigel stated he has been asked to go to other islands for fires.
Chief Bennett noted that Dennis provides a valuable service to our district, but it may be, under the current circumstances, ie with Rich Galer as Fire Marshall, that the County should pick up the travel costs.
A motion was made by Commissioner Phalan that the Fire District no long fund the travel expenses of the Fire Investigator, Dennis Reigel, but that the district assist him in making contacts with the Sheriff's Office. There was no second.
Chief Bennett is directed by the Commissioners to contact Rick Galer and Sheriff Cummings to discuss the Fire Investigator position and whether it could made into a Deputy County Fire Marshall position funded by the County rather than have the Fire District cover the travel expenses for training. In the meantime he will continue as Fire Investigator until a decision is made at which time the issue will be brought back before the Fire Commissioners if the change in funding is denied.
2. Pre-payment for (2) Pumpers: Chief Bennett has prepared a memo discussing pre-payment options on pumpers. A copy of the memorandum is attached and incorporated by reference. He recommends prepayment at the 96.4 % level which would save the district (including the performance bond required) $21,774.69. It would require publication and a public hearing and resolution authorizing a supplemental apparatus budget amendment.
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan that they proceed with the process of amending the apparatus budget to take advantage of the prepayment savings. The motion was voted upon and approved unanimously. The hearing and special meeting was scheduled on June 26, 2003 at 3:00 P.M. so that sufficient time is permitted for the legal advertising of the hearing on the Supplemental Apparatus Budget Amendment as required.
3. Volunteer Physicals:
Commissioner Phalan suggested that physicals be started on a voluntary basis. The issue will be placed on the July Agenda. The specifics of the economics will discussed at that time.
PUBLIC COMMENT:
1. Pierrette Guimond: Inquiry regarding whether there was a Fire Marshal for Friday Harbor. It was noted that the City of Friday Harbor uses the Fire Chief for Fire Investigations. The County Fire Marshal is not used.
2. Leith Templin: Discussed her position on the RCW which deals with whether or not it is legal for the Fire District to pay any portion of the training or travel costs for a Fire District member for Arson Investigation.
3. Mr. Otten: Inquired what Mr. Reigel's success rate was on investigations. Mr. Reigel responded that he is a Fire Investigator and turns over information to the Sheriff if there is information learned leading to the possibility of arson. Mr. Otten suggested that Mr. Reigel's success rate is measured by how many convictions of arson's Mr. Reigel has been involved in and suggests that it is important information for the public. Mr. Reigel's position is that his position is strictly investigative to determine the cause of the fire. Commissioner Erly suggested that the conversation was not pertinent to the Fire District business. Mr. Phalan denied that there was anything personnel in his position regarding the Fire Investigator position. Mr. Phalan denies he has had problems on a scene with Mr. Reigel.
Mr. Otten read the letters from Wanda Evans and Kristine Thompson into the record. Copies are attached and incorporated. Commissioner Phalan noted to Mr. Otten that the Commissioner's are looking into Wanda Evans comments. Mr. Otten noted that Kristine Thompson was a "backbone of the department" when she worked for the department.
Commissioner Phalan asked why Chief Bennett had not responded to Ms. Thompson's letter. Commissioner Olsan said it is all history. Past budget meetings were open to the public and the Commissioner's are dealing with that letter. Salary increases are based upon the Chief's recommendations and approved by the Commissioner's in the budget process. Commissioner Olsan is not interested in having the Chief spending the time with letters from individuals wanting to micro-manage the department.
4. Pierrette Guimond asked whether the Administrative Assistant received full benefits. Mr. Phalan stated that position did get full benefits. Commissioner Erly said he would make the information available. (editor's note: this position receives full medical/dental coverage, but pro-rated vacation, sick days and holidays)
5. Leith Templin objected to Mr. Erly's implication that the district did not have to answer the public's questions or letters. Mr. Erly said the information is available through records or attendance at budget meetings.
ANNOUNCEMENTS:
The July meeting of the Fire District Board of Commissioners was scheduled for July 8, 2003 at 7:30 P.M.
A Special meeting of the Fire District Board of Commissioners and Hearing on Supplemental Apparatus Budget Amendment was scheduled for June 26, 2003 P.M. Fire District Headquarters Station under RCW 42.30.080 and RCW 36.40.100.
EXECUTIVE SESSION:
An executive session was called at 9:10 P.M. for discussion about the paramedic contract issue pursuant to RCW 42.30.140 (4). It was expected to last 20 minutes. The regular meeting resumed at 9:30 P.M. and Chairman Erly noted the executive session would run an additional 15 minutes. The regular meeting resumed at 9:45 PM. Chairman Erly noted that no decisions had been made during the session.
ADJOURNMENT:
A motion was made by Commissioner Olsan and seconded by Commissioner Phalan that the meeting be adjourned. The motion was voted upon and approved unanimously. The meeting was adjourned at 9:45 P.M.
Note: Minutes were drafted by Pam Harney after review of taped session and the detail provided by the Acting Secretary to the Board, Gary Bennett.
Minutes of May 8, 2003 Orcas Fire District Commissioners special meeting
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