SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF COMMISSIONERS MEETING
August 31, 2004
The August 31, 2004 Special working/planning 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 and Bob Phalan, Chief Mike Harris, EMS Division Chief Eimers, members of the volunteer staff and community. The notice of the meeting was announced and posted as required.
OLD BUSINESS:
1. Review of Chief Job Description:
Initially Chief Harris asked the Commissioners to help clarify the chain of command and suggested that since the Board, as a whole, is responsible for supervising the district. One Commissioner should be the liaison between the Commission and Chief. The Chief could then seek direction from the liaison between meetings and the Board would reach consensus at meetings. He suggested that the Board Chair function as the liaison.
Commissioner Phalan objected to this approach suggesting that it gave too much power to the Chair. He commented that the Chair position should rotate, that it should not be a "popularity contest".
Chief Harris emphasized the plan would not take the place of regular communication with individual commissioners. It should not reflect a power issue, but coordination. He intends to come with recommendations for staff hiring and termination for validation by the Board. He would also advise the board of completion of volunteer recruit training, however, this notice would not foreclose volunteers who have completed their training from functioning in their respective fire or EMT positions.
Since he works closely with the staff he believes another body, ie. the Commissioners, should validate his decisions.
Motion:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to approve the Chief Job Description as part of Chief Harris' district contract. The motion was voted upon and approved unanimously.
2. Personnel Records Access:
This issue has been discussed at prior meetings and at the request of Commissioner Phalan was tabled to this special meeting of the board. Chairman Olsan reminded the board of the memorandum from the District's attorney, Frank Chmelik, on this issue as well as the Public Records Disclosure information provided by the prosecutor, Randy Gaylord. The concept in summary is that the Commissioners should act in concert, rather than individually, on requesting data, including personnel records, if they are pertinent to the work of the district.
There was extensive discussion on the eligibility of an individual Commissioner to act alone in requesting data. It was noted that page 28, paragraph 2 of the Public Records Disclosure, Personnel Records, section 7 states that personnel should be advised of requests for their personnel records and may seek to block disclosure. Specifications for records exempt from disclosure were also identified.
If an individual Commissioner seeks to advance their own interest by seeking public documents through his or her own position, it could be considered a conflict of interest.
Motion:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke that any requests for district records by a Commissioner should be taken up after discussion and agreement at a district meeting. The motion was voted upon and approved. Commissioners Duke and Olsan voted Aye and Commissioner Phalan voted Nay. The motion passed.
3. Strategic Planning:
The Charge to the Communication and Level of Service Committees were read, copies of which are attached and incorporated by reference.
The first meeting of the Communication Committee is scheduled for September 15th at 10:00 A.M. at the headquarters station 21.
The following individuals are under consideration for the Level of Service Committee. It is expected that the individuals will all be used on sub-committees.
Jim Ohlman, Jim Coffin, Derek Mann, Richard Fralich, Katy Cardinale, Gordon Koenig, Rich Madan, Paul Spencer, Geoff Schussler, Lilli Rana Pavonis, Mary Stagg. The Chairman of that committee, Clyde Duke will be contacting those individual he has not yet spoken with. The final selection will take place at the Regular meeting of the Board of Commissioners scheduled for September 13, 2004 at 7:30 P.M. It was suggested that a name from the volunteer Association be proposed to be added to the committee. The Commissioners concurred.
The Commissioners concurred that the goal is to have Committee recommendations to give to the Commissioners by spring of 2005.
4. Chief Term Life Policy:
Pam Harney reported that the cost of the term life policy required by the Chief contract would be $400 annually. Trans-America is the company selected and the process is underway. The district will receive an invoice when the policy is approved.
NEW BUSINESS:
1. 2005 Budget Planning Schedule:
EMS Chief Eimers prepared a proposed schedule for the meetings. The times and locations have not yet been decided, but will be announced at the next regular meeting of the Board. A copy of the proposed scheduled is attached and incorporated by reference.
2. Meeting Recording:
Commissioner Phalan was tasked with researching an improved system for meeting recordings.
3. Safety deposit box access:
A motion was made by Commissioner Olsan and seconded by Commissioner Duke to add Chief Harris to the access list for the Key Bank Safety Deposit Box. The motion was voted upon and approved unanimously.
4. Proposed meeting format:
Chief Harris proposed a new Commissioner Meeting Format, a copy of which is attached and incorporated by reference. There was discussion among the Commissioners regarding use of a "consent calendar". Consensus was reached to try the system proposed.
ANNOUNCEMENTS:
9/13/04- Regular meeting of the Board of Commissioners -7:30 P.M.
See attached proposed Budget Meeting Schedule
9/9/04- District photo session 5:30 P.M.-Volunteers, Staff, Commissioners, Auxiliary
EXECUTIVE SESSION:
An executive session was called pursuant to RCW 42.30.110 (g) to evaluate the qualifications of an applicant for public employment or to review the performance of a public employee.
The Commissioners adjourned to Executive session at 9:05 P.M. The session was expected to last 5-10 minutes. No decisions were made or actions taken.
The regular meeting resumed at 9:45 P.M.
ADJOURNMENT:
There being no further business at this time the meeting was adjourned at 9:45 P.M.
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