SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF SPECIAL COMMISSIONERS MEETING
June 18, 2004
The June 18, 2004 Special Meeting of the Board of Commissioners of the San Juan County FPD #2 was called to order by Chairman Harvey Olsan at 9:00 A..M. at the Headquarters station. The Special meeting was attended by Commissioner Phalan, Commissioner Duke, Chief Gary Bennett, and EMS Division Chief Garth Eimers. The working and orientation meeting was for general discussion of the Chief search status, strategic planning, addressing of a proposed severance policy with an Executive Session pursuant to RCW 42.30.140 (g) personnel issue. Proper notice was posted and given.
Chief Search Status:
Commissioner Duke advised that the Search Committee has now visited 6 of 7 top candidates for the Chief position. One more candidate needs to be visited during the week of June 21st. A meeting of the Committee is scheduled for Saturday, June 19th to consolidate information. Candidates will be brought to the island on the 29th & 30th of June.
Severance Policy 52 proposal:
Commissioner Phalan stated he had called the county school district and found that only management people through their contracts are provided with severance packages. The County positions are provided severance only if they are "rifted".
Commissioner Olsan stated in his experience severance is not provided for with voluntary termination or retirement unless by contract.
Commissioner Duke asked that the Washington Chiefs Association and Commissioner's Association be contacted for further information on other district policies.
The Commissioners concurred that the issue should be revisited at the Special Meeting of June 29th, 20049 when more information is available.
Catalyst Consulting:
The Commissioners discussed the Catalyst Consulting ("Catalyst") report which was provided based upon the Focus Group commissioner to address Fire District Strategic Planning issues. Catalyst also provided a video and C.D. The Summary appears consistent with departmental issues already identified as priorities for discussion in the Strategic Plan.
The focus group seemed particularly concerned about communications and off-island transportation issues. The Commissioners concurred that improved communication is essential within our organization and with the community we serve.
Extensive discussion ensued with the following topics identified as priorities. It should be noted that each topics inter-relates with most others, but for the purpose of organization have been identified separately.
1. Expectations:
- Levels of service;
Fire; EMS; Special
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ISO rating
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Major emergencies
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Restructuring to meet needs
2. Communication:
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Internal and external systems
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Systems and informational paths
3. Personnel:
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Volunteers and paid staff
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Solicitation and retention of volunteers
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Aging volunteer population
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Structure of staffing
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Time constraints in volunteering
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Levels of volunteer participation
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Training levels
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Overcoming "burn-out"
4. Financials:
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Revenue vs. expenses-prioritization
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Additional revenue sources
5. Prevention/ Public Education:
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Wildland Fire issues
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Catastrophe issues
- Hazardous materials
6. Medical transport issues:
There was discussion of the comments by the focus group on each topic and suggestions from the Commissioners. It was deemed appropriate to let the committees deal with the specifics, defining the resources and funding and prioritizing the costs. It was recommended that a Commissioner serve on each committee addressing the initial two topics of Expectations and Communications. Commissioner Olsan volunteered to serve on the Communications committee. Each Commissioner was charged with identifying potential members to each of the two initial committees. The Commissioners concurred that recommendations be solicited from the Firefighter/EMT Association for members to include in the committees. The January 29th meeting will address developing a "Charge to the Committee" and a time-line.
Special note was made of the Wildland Fire Committee which effectively identified needs and resources and will be helpful in planning.
Eventually, as prioritization takes place, the facilities and equipment and personnel staffing issues will need to be addressed on a cost vs. benefit basis.
Call volume was noted to be 3 to 1, medical to fire responses, however, the majority of the budget is fire related.
The geography of the island has significantly influenced the structuring to date and will be part of the data reviewed. Consolidation of equipment and staffing will need to be considered.
The Commissioners are charged with balancing needs vs. wants vs. resources on a short, medium and long term basis. The time line shouldn't constrain budget planning for 2005.
The general consensus of the Commissioners was that, on a long term basis, the district may have to address off-island transport issues. Commissioner Duke suggested there may be other options such as a non-profit entity contracting with the district for provision of those services.
Announcement:
A Special Meeting of the Board of Commissioner is scheduled for June 29, 2004 at 7:30 P.M. at the headquarters station for the purpose of committee formation including preparation of the charge to each committee and time-line. Also addressed will be Chief candidate information and an executive session regarding personnel issues under RCW 42.30.140 (g)
The meeting recessed for 5 minutes at 10:35 A.M.
Executive Session:
The Meeting adjourned at 10:40 A.M. to Executive Session. The executive session was called pursuant to RCW 42.30.140 (g), discussion of a personnel issue. The meeting was expected to last 15-20 minutes.
The executive Session resumed at 11:15 A.M. There were no decisions made or actions taken.
Interim Chief:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to name Garth Eimers as Interim Chief pending the hiring of a new Chief.
Commissioner Phalan stated the discussion of the matter had been expressed in executive session. There was no further discussion.
The motion was voted upon and approved by a vote of 2 ayes (Commissioners Olsan and Duke) and 1 nay (Commissioner Phalan). The motion passed.
Adjournment:
There being no further business a motion was made by Commissioner Phalan and seconded by Commissioner Duke to adjourn. The motion was voted upon and approved unanimously. The meeting was adjourned at 11:40 A.M.
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