SAN JUAN COUNTY FIRE PROTECTION DISTRICT #2
MINUTES OF COMMISSIONERS MEETING
November 11, 2003
The November 11, 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, EMS Division Chief Eimers, volunteers, Paramedics Jim Prades, Mike Damoth and members of the public. Special note was made of the fact that grateful recognition should be made of all active and veteran military on this Veteran's Day.
MINUTES:
A motion was made by Commissioner Erly and seconded by Commissioner Olsan that the following minutes be approved. Commissioner Phalan requested a correction be made to the minutes of October 4, 2003 Regular Board Meeting. The motion was voted upon and approved unanimously.
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Regular meeting of the Board 10/14/03 as corrected
- Special Meeting of the Board 10/15/03 - 2004 Budget-Fire Division
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Special Meeting of the Board 10/16/03 - Executive re: RCW 42.30.110 (1)(i)
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Special Meeting of the Board 10/27/03 - 2004 Budget mtg continued from
10/15/03
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Special Meeting of the Board 10/28/03 - Executive re: RCW 42.40.140 (g)
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Special Meeting of the Board 10/28/03 - Open Public Meeting for Comment on
The proposed 2004 Budget
FINANCIAL REPORTS:
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the 2003 General Fund vouchers 21328-21393 in the amount of $108,994.76.
The motion was voted upon and approved unanimously.
Commissioner Phalan suggested that the attorney's fees for the legal issue might be covered under errors & omissions.
It was noted that an insurance claim is pending on voucher 21372 which resulted in replacement of four tires to Engine 21.
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the Revenue Fund vouchers 21394-21396 in the amount of $19,311. The motion was voted upon and approved unanimously.
A motion was made by Commissioner Erly and seconded by Commissioner Olsan to approve the Annual Volunteer Stipends in the total amount of $35,536, that amount was included in the general fund vouchers. The motion was approved unanimously.
A memorandum was read by Board Secretary, Pam Harney, regarding corrections to the October, 2003 vouchers. A copy of the memorandum is attached and incorporated by reference.
Commissioner Erly wanted to address his personal appreciation to the all the volunteers participating in the extinguishment of the structure fire which was adjacent to a structure he owns. He noted that the Kirkland Fire Chief who observed the scene stated his crew "…couldn't have done better". There was no damage at all to his structure within 20 feet of the burning structure.
CORRESPONDENCE:
1. Volunteer Firemen's Insurance Services - reimbursement for claim regarding the stolen computer in the amount of $415.50.
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. The Public Education report was submitted to the Commissioners for their review of projects, a copy of which is attached.
EMS Division Chief Eimers responded to inquiry by the Board that there is no legal requirement for signing of the HIPAA receipt. However, the copy of the policy must be given to each client.
PUBLIC COMMENT:
Leith Templin read a letter regarding her objections to the proposed 2004 budget. A copy is attached.
Judith Leraas Cook read a letter to the Board regarding concerns over the island's vegetation and fire danger and her perceived failure of the Board to address wildfire preparedness and mitigation in the 2004 budget. A copy of her written comments is attached.
Commissioner Phalan noted that issues of use of shake roofs should be taken up at the County level. It is not in the District's scope of authority. Chief Bennett noted the Commissioners could lobby the County for structure requirements.
OLD BUSINESS:
1 Strategic Planning Proposals: The Emergency Services Consulting firm has completed their initial draft report which has been reviewed and will be sent back with comments addressing areas of concern which were not addressed in the initial report, including among other things staffing issues. He anticipates receipt of the final report by the end of November.
2. Medical Control: EMS Chief Garth Eimers received 5 proposals for medical control.
He presented his evaluation of the proposals and their costs and recommended that a one-year contract be issued to Dr. Michael Sullivan of St. Joseph's Hospital emergency staff for EMS Medical Control, quality assurance and medical training support at $2340 per month for a total of $28,000 annually. A copy of his November 7th synopsis is attached and incorporated by reference. The only proposal for on-island medical control was from Dr. David Shinstrom at a cost of $120,000 annually. Dr. Shinstrom spoke to the Commissioners about his concerns for telephonic medical control, adequate support for the paramedics. He suggested that funding for on-island medical control be supplemented by charging for ambulance calls. Dr. Shinstrom stated he would be willing, at whatever cost, to provide on-island medical control. The Commissioners all concurred that on-island medical control was desirable, but it was not the purview of fire district to pay the additional costs. There was no proposal received from the Orcas Island Medical Center. Any contract with Dr. Sullivan, or any other provider, would have a 30 day "out" clause.
Commissioner Phalan noted that he was impressed with Dr. Sullivan whom he met at the Commissioners conference. EMS Chief Eimers assured the Commissioners that Dr. Sullivan would comply with our district protocols, and that the issue of patient disposition had been discussed.
Dr. Shinstom noted there are additional "costs" to the Fire District for not having on-island doctors. It would be an abuse of airlift to transport non-ALS patients. Dr. Shinstom would reduce his fee to provide an on-island medical contract. He stated that the disposition of patients is critical.
EMS Chief Eimers stated that 45% of urgent care responses are during regular business hours. Patients who are on-island residents with an island primary care physician would provide off-hours call coverage. It would not cover tourists, though there are alternatives methods of transport off-island including Island Aircraft for fixed wing BLS transports. Commissioner Olsan stated the costs for medical control would need to be within the 2004 district budget. EMS Chief Eimers stated that a decision must be made before the next meeting of the Board. It is not a technical requirement that on-island medical control be available.
Chief Bennett suggested there are moral, legal and ethical considerations to permit the proposal process just completed to be re-opened.
Mr. Otten stated he did not been feel proposals should be revisited.
3. Station 22 Lease Status: The issues have not yet been resolved. Our district's attorney attempt to resolve the matter by payment of a warrant directly to Mr. Boede was refused. It is now necessary to go to court to get a determination of the legal issues involved.
4. Administrative Assistant position: Commissioners want the position to cover 40 hours per week on an "at-will" basis. Chief Bennett is negotiating with Pam Harney. The Commissioners want to have contracts only with the District Chief and EMS Division Chief. A motion was made by Commissioner Olsan and seconded by Commissioner Phalan to end the Administrative Assistant Contract on 12/31/03. The motion was voted upon and approved unanimously.
5. 2004 Budget Approval: A motion was made by Commissioner Olsan and seconded by Commissioner Erly to approve resolution 2003-7adopting the 2004 Budgets for the General Fund, Apparatus Debt Fund, Bond Fund and Reserve Fund.
Commissioner Phalan state that, while he respects his colleagues' opinions, he has misgivings regarding the wage schedule and other items including the laptop computers as well as the purchase of a Lif-Pak 12. He also stated that not enough funds were being allocated to reserves replacement of facilities and rolling stock according to the schedule. Chief Bennett reiterated that the "schedule" was only a projection of rolling stock and facilities costs. Cash or lease-purchases could significantly alter the replacement schedule costs. Commissioner Olsan commented that he was encouraged by the amount that has consistently been put into the reserve account. We have purchased two pumpers this year with cash and currently have approximately $560K in reserve. The Commissioners agreed they need to be cognizant of fund management.
The vote on the motion was called. The motion was on the approval of Resolution 2003-7 adopting the 2004 Budget was approved with Commissioners Olsan and Erly voting yes and Commissioner Phalan voting no.
A motion was made by Commissioner Olsan and seconded by Commissioner Erly to adopt resolution 2003-8 setting the property tax levy for 2004 in the amount of $1,566,107. The motion was voted upon and approved unanimously.
NEW BUSINESS:
1. WA Fire Commissioner's Association 2004 Medical/Dental Application: A motion was made by Commissioner Olsan and seconded by Commissioner Erly to approve the 2004 Employer application. The motion was voted upon and approved unanimously.
2. Award: Chief Bennett presented a 10 year Honorary Life Membership award in the Washington Fire Commissioners Association to Commissioner Harvey Olsan.
3. Pumper Change Orders: Chief Bennett presented his evaluation of the change orders and presented options for review and approval. After discussion a motion was made by Commissioner Erly and seconded by Commissioner Phalan to approve the change orders listed, with the exception of a sixth seat. The motion was voted upon and approved unanimously. A copy of the memorandum is attached and incorporated by reference.
PUBLIC COMMENT:
Leith Templin discussed her concerns about the Administrative Assistant position, though the specifics were not identified. She opposed the wage merit increases for the Chiefs, Public Education and Mechanic. She suggested that all merit increase be implemented on the anniversary date rather than at the beginning of the year.
Mr. Otten commented that he was very disappointed in the budget.
ANNOUNCEMENTS:
11/15/03: Noon Special Meeting of the Board of Commissioners for Commissioner training and orientation
12/9/03: Regular Meeting of the Board of Commissioners at 7:30 P.M.
EXECUTIVE SESSION:
There was no executive session.
ADJOURNMENT:
There being no further business the meeting was adjourned at 9:05PM.
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