JEFFERSON COUNTY FIRE PROTECTION DISTRICT NO

Transcription

1 JEFFERSON COUNTY FIRE PROTECTION DISTRICT NO. 1 (EAST JEFFERSON FIRE RESCUE) BOARD OF COMMISSIONERS & CITY COUNCIL MEMBERS OF THE JOINT OVERSIGHT BOARD MEETING MINUTES FROM MAY 15, 2012 CALL TO ORDER Chairman Stapf, Jr. called the meeting to order at 7:00 PM followed by the flag salute. Meeting held at Jefferson County Fire Protection District No 1, Station 1-5, 35 Critter Lane, Port Townsend, Washington. COMMISSIONERS, CITY COUNCIL, & ADMINISTRATIVE STAFF District 1 Commissioners: Rich Stapf, Jr., Zane Wyll, Sr., Ed Edwards City Council Members: David King, Mark Welch, Deborah Stinson Absent: Admin Staff: Chief Pomeroy, DC Krysinski, AC Low, District Secretary Harbison, PES/PIO Beezley, and Finance Clerk Yarberry. 1. AGENDA CHANGES Add to District No. 1 New Business: E. Resolution Declaring Certain Equipment Surplus and Removing Form Jefferson County Fire District No. 1 Inventory (Miscellaneous items) F. Resolution Declaring Certain District Owned Property Surplus and Removing From Jefferson County Fire District No. 1 Inventory (1997 Goldenwest Manufactured Home) HANDOUTS 1. Resolution See Agenda Changes, addition item E. 2. Resolution See Agenda Changes, addition item F. 2. CONSENT AGENDA MOTION: Commissioner Wyll, Sr. made a motion to approve the consent agenda including: Minutes from the April 10, 2012 Special Meeting Minutes from the April 17, 2012 Regular Meeting General Fund expenditures, warrants dated April 24, and May 11, 2012, totaling Page 1 of 7 May 15, 2012

2 $39, EMS Fund expenditures, warrants dated April 24, and May 11, 2012, totaling $14, April payroll warrants dated April 20 and May 4, 2012, totaling $273, LTGO Bond expenditures warrants dated April 11, and April 24, 2012, totaling $334, Transfer of funds dated May 8, 2012, from Fire Vehicle Replacement Fund to Fire General Fund in the amount of $10, (Remaining expenses Command vehicles purchase). Commissioner Edwards seconded the motion. Motion carried by unanimous vote. 3. LIST OF CORRESPONDENCE 4. BID OPENINGS PER RESOLUTION A. Bid Opening 1991 GMC Safari Van, VIN 1GKDM15Z6MB Chief Pomeroy opened 5 bids as listed on the Bid Opening page. The winning bid was in the amount of $1, from Puget Sound Express. B. Bid Opening 1991 GMC Jimmy, VIN 1GKDT13ZXM Chief Pomeroy opened 2 bids as listed on the Bid Opening page. The winning bid was in the amount of $1, from Alan Iglitzin. All other bidders will be notified by mail and their bid checks returned. 5. PUBLIC COMMENT None 6. PRESENTATIONS None 7. STAFF REPORTS Chief Pomeroy Chief Pomeroy referred to his written report included in the meeting packets. He noted the following from his report: Starting work on the 2013 and 2014 budgets with information received from County Assessor Westerman. Would like to know the City s plans for annexation request. Oversight Member King said the City plans on having a town hall in the fall to cover several areas and annexation could be one of them. With the passage of the $0.43 dedicated tax the money should be the same and perhaps it is best to wait until the City is re-assessed. Oversight Member King said annexation is still in the long term plans. He would like to revisit the contract with Jefferson General Hospital since their agreement with Swedish Hospital. Except for a few heart related incidents and transports from the field they are all going to Swedish which is a 5 hour round trip. Since we are not able to bill for ferry fees we might ask Jefferson General Hospital to consider purchasing our Good to Go passes for the ambulances. He will also request that no non-essential out of area transports occur between Page 2 of 7 May 15, 2012

3 10:00 PM and 4:00 AM. Would like to do oral board interviews to establish paramedic training list. There are 6 to 7 current candidates that completed testing and qualify for oral boards. Discussed dates and times. It was decided to try for May 29, 2012, 5:00 to 8:00 PM at Station 1-6. Chief Pomeroy said he would send out an for confirmation. The Port of Port Townsend Board Chairman has indicated any talks regarding fees for service need to be between Commissioners. Noted the Memorandum of Agreement for the new fire/rescue boat grant is on the agenda. Also included in this report is a historical timeline and information related to this grant that was prepared by PES/PIO Beezley. The Memorandum of Agreement requires a Project Manager be named. He requested recommendations of well qualified people in the area. Mr. Leif Erickson who has been a Project Manager in the past and has extensive experience in aluminum boat building was recommended. He has met with him and explained the grant guidelines. Commissioner Edwards said he prefers we pursue Request for Proposals for the Project Manager. He said the information the Board received does not indicate a cut-off date for acceptance of the grant. PES/PIO Beezley said the formal written offer for the grant, memorandum of agreement, requires the name of a Project Manager and Financial Person. He noted this is a reimbursement type grant. He said he would put together a Request for Proposals for the Project Manager and supply applicants with the grant packets including boat specifications. Commissioner Wyll, Sr. said he thinks staff should interview the applicants and make recommendations to the Board. Chairman Stapf, Jr. thanked PES/PIO Beezley for the history on the grant. Discussed the need for getting Board approval before applying for grants and/or reporting updates on status of on-going grant requests. Losing more Volunteer Residents, Robin Banks will be working for DNR for the summer, Randy Bartholomew is moving to Seattle and Jon Robbins has accepted a job in Colorado. Banks and Bartholomew want to remain volunteers. June 9, 2012 will be the Garage Sale at Station 1-1 for the miscellaneous items being declared surplus at this meeting. June 19, 2012 will host an Old Timers luncheon July 2, 2012 close the station for asbestos removal. Have received one bid for $14,000 and have two more bids coming. DC Krysinski DC Krysinski said he had nothing to add to his report in the meeting packets. AC Low AC Low referred to his report in the meeting packets. Noted the new wall his report refers to is at Station 1-6. The 2 nd trailer should be here by Tuesday. Estimates the cost to rehab each Page 3 of 7 May 15, 2012

4 trailer between $800 and $1,000. Having new signs designed for Station 1-6, one for each side. Because of the construction material it would be too expensive to remove and patch holes so the new design will cover that area. Commissioner Edwards asked about checking with the City per their sign ordinance. Oversight Member King said it will depend on the size of the sign what the City might require. Formaldehyde tests on the first trailer are not back yet. PIO/PES Beezley PIO Beezley said he had nothing to add to his report in the meeting packets. 7. FIREFIGHTER S ASSOCIATION REPORT No report. 8. OVERSIGHT BOARD OLD BUSINESS A. Update on Station 1-1 Project Chief Pomeroy gave an update on the on-going permitting process and requirements. He referred to the current drawing included in the packet and discussed the numerous design changes. Discussed access ways and secured areas. Getting demolition bids and possible scrap values were discussed. Chairman Stapf, Jr. noted with all the different aspects of the project he thinks we should get a Project Manager. He said the Project Manager might also head up the training tower project at Station 1-5. He thinks we should do a Request for Proposal for a Capital Projects Manager. PES/PIO Beezley said he would put together a Request for Proposals. Chairman Stapf, Jr. noted money will be very tight but thinks it will be dollars spent wisely. Commissioner Wyll, Sr. said he wants to be sure there will be funds left for the new Administration Building. MOTION: Commissioner Wyll, Sr. made a motion to submit a Request for Proposal for a Capital Projects Manager. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. 9. OVERSIGHT BOARD NEW BUSINESS A. Request from City of Kittitas Surplus Apparatus The Board discussed the request from the City of Kittitas and the possibility of receiving training at no charge for a match to the value of the apparatus. Commissioner Edwards said he is uncomfortable with the scenario and prefers to put all the surplus engines out for public bid. It was suggested that the City of Kittitas might want to put together a bid proposal that would offset the bid amount by offering specified trainings. Chief Pomeroy said he would notify the City of Kittitas. B. Commercial/Auto Insurance Quotes Noted our current Commercial/Auto insurance expires May 31, Our current insurance broker, Fournier Insurance has submitted two quotes. We also asked for quotes from Nicholson Insurance who reported all three companies they contacted Page 4 of 7 May 15, 2012

5 declined to make a proposal. Nicholson Insurance did say they would be provided a quote on Accident, Sickness and Life Insurance policy which is a separate policy. Chief Pomeroy noted the big differences in the quotes were the annual costs, $53,320 from VFIS and $39,885 from ESIP and the fact that ESIP proposal has a $1,000 per location deductible for earthquake coverage while VFIS s deductible is 5% of the value per location. MOTION: Commissioner Edwards made a motion to accept the proposal from ESIP. Oversight Member Welch seconded the motion. Motion carried by unanimous vote. C. PSGP FY 11 Memorandum of Agreement Between Marine Exchange of Puget Sound and Jefferson County Fire District #1 It was noted this needs to include the names of a Project Manager and Financial Manager. See Chief s Report for additional information and decision to ask for Requests for Proposals for the Project Manager position. D. EMS Special Agency Fund, NW EMS Regional Council Chief Pomeroy noted that Chief Herbst presented to the Jefferson County Commissioners & Secretaries Association the recommendation from the Jefferson County Chief s Association that the EMS Special Agency Fund be dissolved and the funds transferred to the local EMS Council who will assume the responsibility of making payments to the MPD, Training Coordinator, and Secretary/Treasurer. He asked that at the next JC Commissioners & Secretaries Association Commissioner Wyll, Sr. make the motion to dissolve the EMS Special Agency Fund and transfer the funds to the local EMS Council. MOTION: Commissioner Wyll, Sr. made a motion that JCFD #1 support the dissolution of the EMS Special Agency Fund with transfer of funds to the local EMS Council. Commissioner Edwards seconded the motion. Motion carried by unanimous vote. Commissioner Wyll, Sr. said he believes in pay to play and thinks each district should be required to make an annual payment which could then allow for a possible reduction in cost per transport. E. City Annexation Request See Chief s Report. 10. DISTRICT NO. 1 OLD BUSINESS A. Revision of Policy 705 Ambulance Billing Procedures by Change of Noted change will allow for billing agency to adjust off credit balances of $5.00 or less. MOTION: Chairman Stapf, Jr. made a motion to approved Revision of Policy 705 Ambulance Billing Procedures by Change of Commissioner Edwards seconded the motion. Motion carried by unanimous vote. 11. DISTRICT NO. 1 NEW BUSINESS A. Resolution Lease-Purchase Agreement and Escrow Agreement and Any Related Documents Necessary to the Consummation of Transaction Between Page 5 of 7 May 15, 2012

6 Jefferson County Fire Protection District #1 and Leasing 2, Inc., Dated May 1, 2012 Noted this is for the financing agreement for the new 3 rd fire engine approved at the Special Meeting on April 10, MOTION: Chairman Stapf, Jr. made a motion to approve Resolution Lease-Purchase Agreement and Escrow Agreement and Any Related Documents Necessary to the Consummation of Transaction Between Jefferson County Fire Protection District #1 and Leasing 2, Inc., Dated May 1, Commissioner Edwards seconded the motion. Motion carried by unanimous vote. B. Resolution 12-03, Declaring Need for Surplus of District Owned Equipment Composting Toilet It was noted this was discussed at our last Board meeting. It was reported we now have a port-a-potty on a trailer out at Station 1-2. It will still be used for trainings and other times of need but will be housed at Station 1-2. Chairman Stapf, Jr. suggested the composting toilet be listed for sale on Craig s List. MOTION: Commissioner Wyll, Sr. made a motion to approve Resolution Declaring Need for Surplus of District Owned Equipment (Composting Toilet). Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. C. Conversations with Port Ludlow Fire & Rescue Commissioner Wyll, Sr. said he was approached by a Commissioner from Port Ludlow Fire & Rescue who asked if they could set up a meeting to discuss mutual concerns and ways they might help each other. He suggested one Commissioner from each District and the Chiefs meet. Commissioner Wyll, Sr. said he could attend to represent East Jefferson Fire Rescue. DC Krysinski noted several areas that have automatic mutual aid between the Districts. D. Policy No. 121 Use of District Resources Chief Pomeroy said this is suggested policy language from Attorney Brian Snure. He referred to the 3 page attachment to his Chief s Report listing of community events that we have provided stand-by or were participants. MOTION: Chairman Stapf, Jr. made a motion to approve Policy No. 121 Use of District Resources. Commissioner Edwards seconded the motion. Motion carried by unanimous vote. E. Resolution Declaring Certain Equipment Surplus and Removing From Jefferson County Fire District No. 1 Inventory (Miscellaneous items) Chief Pomeroy noted these are items out of Station 1-1 and some from storage that are no longer functional, have been replaced or no longer meet our current needs. MOTION: Chairman Stapf, Jr. made a motion to approve Resolution Declaring Certain Equipment Surplus and Removing From Jefferson County Fire District No. 1 Inventory (miscellaneous items as listed). Commissioner Edwards seconded the motion. Motion carried by unanimous vote. Page 6 of 7 May 15, 2012

7 F. Resolution Declaring Certain District Owned Property Surplus and Removing From Jefferson County Fire District No. 1 Inventory ( 1997 Goldenwest Manufactured Home) Add on It was noted this will need to be removed for the Station 1-1 construction project. Chairman Stapf, Jr. confirmed this sale will be done by sealed bid and asked that an estimated value not a minimum bid be placed in the ad. MOTION: Chairman Stapf, Jr. made a motion to approve Resolution Declaring Certain District Owned Property Surplus and Removing From Jefferson County Fire District No. 1 Inventory (1997 Goldenwest Manufactured Home). Commissioner Edwards seconded the motion. Motion carried by unanimous vote. 12. UPCOMING EVENTS Upcoming events were reviewed. 2. EXECUTIVE SESSION At 9:30 PM Chairman Stapf, Jr. adjourned the meeting for 30 minutes for an Executive Session in accordance with RCW (g): To evaluate the qualifications of an applicant for public employment or to review the performance of public safety personnel. At 10:00 PM the meeting reconvened. GOOD OF THE ORDER ADJOURNMENT MOTION: Chairman Stapf, Jr. made a motion to adjourn the meeting at 10:00 PM. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. City Council Joint Oversight Board Members David King, Oversight Member Mark Welch, Oversight Member Deborah Stinson, Oversight Member Jefferson County Fire District 1 Rich Stapf, Jr., Chairman Zane Wyll, Sr., Commissioner Ed Edwards, Commissioner Attest: Lonibeth Harbison, District Secretary Page 7 of 7 May 15, 2012