B. Add to #13. District New Business: Item F - Master Mutual Aid Agreement Clallam County and Jefferson County Fire Services proposal

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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 NOVEMBER 27, 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 Oversight 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 Chief Pomeroy requested: A. Add to #11. Oversight Board New Business: Item B - Station 1-5 Septic Issues Chief Pomeroy noted that Mr. Mike Deeney, Creative Design Solutions, Inc. is present to discuss issue and answer any questions. B. Add to #13. District New Business: Item F - Master Mutual Aid Agreement Clallam County and Jefferson County Fire Services proposal Chief Pomeroy also noted that Attorney Thomas Burke is present. Chairman Stapf, Jr. said with Mr. Deeney present he would like to discuss the septic issues at Station Oversight New Business, Item B Station 1-5 Septic Issues- Add on Chief Pomeroy noted the septic alarm had signaled an overload in the past. At that time AC Craig thought it might be caused by the extractor so it was moved to Station Page 1 of 8 Nov. 27, 2012

2 1-6. As a part of the process of permitting for the Training Tower it was discovered we were not in compliance with self reporting of septic system evaluations. Initially the County linked the correction of the self reporting to the Training Tower project. It was discovered that when Station 1-5 was expanded septic issues were not addressed. With the discovery of the extent of the septic issues the County said it would unlink the septic issues from the Training Tower project. He said Mike Deeney, Creative Design Solutions, Inc., is present and has testing results and a couple plans for remedying the situation. Mr. Deeney handed out copies of s between he and Chief Pomeroy, drain field pump chamber control panel flow chart from Sept. 19 through Nov. 19, 2012 and site drawings. Mr. Deeney said he was asked to evaluate the system. He found serious issues with the sand filter. He said normally they like to have about 6 months to evaluate flows. When monitoring was started it indicated close to maximum and two weeks later showed over redline. First course of action is to implement waste water flow reductions but Station already has those in place. Making sure the dishwasher is always full before running would be advisable. He said there was also ground water infiltration. He noted high flow before the rain hit. Once rain settles down he can do testing on tanks. He said the sand filter does need to be replaced. Currently red line max is 388 gallons per day and should try to stay 2/3 below or about 320 gallons per day. He noted the County may or may not let us expand. Possible solutions include replacing the current system in entirety, let the old system set and recover and hold in reserve for possible Administration Building. Chairman Stapf, Jr. said they may need soil tests as the soil classifications have changed twice since the original septic system was installed. He noted Station 1-5 was not designed to be a 24 hour station and when District 6 logged the property they lost the top layer and then had to install a sand filter. He would like to see results of new test holes for the possibility of reducing or eliminating sand filter for new system. Mr. Deeney said they can do more investigation and since County has delinked from the Training Tower project the septic problem can now be considered non-emergency so they have more time to study. Chief Pomeroy asked if they could move forward. Chairman Stapf, Jr. said yes and whatever fix is needed to do it correctly. Oversight Member King asked about the costs for new sand filter. Mr. Deeney said there could be costs for new chamber, new drain fields and transport lines. Total could be around $20,000 to $25, Executive Session At 7:22 PM Chairman Stapf, Jr. adjourned to meeting to Executive Session pursuant to RCW (g) for approximately 20 minutes. At 7:42 PM Chairman Stapf, Jr. announced the Executive Session would continue for approximately 10 additional minutes. At 7:52 PM Chairman Stapf, Jr. reconvened the meeting. Chairman Stapf, Jr. announced a 3 minute break. Page 2 of 8 Nov. 27, 2012

3 At 7:55 PM Chairman Stapf, Jr. called the meeting back in session. MOTION: Chairman Stapf, Jr. made a motion authorizing Chief Pomeroy to follow through with disciplinary procedures to include a Loudermill hearing. Commissioner Edwards seconded the motion. Motion carried by unanimous vote. After discussion of possible Special Meeting dates it was decided to have a Special Meeting Dec. 19, 2012, at 4:00 PM for the purpose of the Loundermill hearing. 2. CONSENT AGENDA MOTION: Commissioner Edwards made a motion to approve the consent agenda including: Minutes from the Oct. 16, 2012 regular meeting General Fund expenditures, warrants dated Oct. 24 and Nov. 9, 2012, totaling $59, EMS Fund expenditures, warrants dated Oct. 24 and Nov. 9, 2012, totaling $27, October payroll warrants dated Oct. 19 and Nov. 5, 2012, totaling $267, LTGO Bond expenditures, warrants dated Oct. 19 and Oct. 31, 2012 totaling $91, Transfer of $257, from General Fire Fund to Fire District #1 LTGO Bond 2010 Fund dated Nov. 14, 2012, for the Dec. 1, 2012 principal and interest payment Oversight Member David King seconded the motion. Motion carried by unanimous vote. 4. LIST OF CORRESPONDENCE The Correspondence file was not at meeting so information to be included for next meeting. 5. PUBLIC COMMENT None 6. PRESENTATIONS None 7. ACKNOWLEDGEMENTS None 8. STAFF REPORTS Chief Pomeroy Chief Pomeroy reported: Station 1-1 construction project Contract and Notice to Proceed are on the Agenda for signatures New generators have been ordered and will be staged at Station 1-4 Page 3 of 8 Nov. 27, 2012

4 Plymovent system for new Station 1-1 will also be ordered and staged at Station 1-4 Savings of approximately $4,000 on replacement server see Item #7 Chairman Stapf, Jr. asked Lt Clouse about the ladder truck repairs. Lt Clouse said the hydraulics have been rebuilt twice by a recommended repair company but apparently there have been issues with repeated failures so now Suphen is asking the hydraulics be sent to the manufacturer for repair. Chairman Stapf, Jr. asked about back-up arrangements while out of service. It was noted back up is available through both Bangor and Sequim. Chief Pomeroy questioned how to present to the public the new rating of 5 from 6 to the District and how close the City is to a 4. He noted the new rating does not take effect until March 1, He suggested meeting with the various local insurance companies to see how this new rating affects their fees. Oversight Member King said this could be part of a broader story. Chairman Stapf, Jr. said he would like to know what the changes mean to the local companies and if it will affect their fees before he makes any presentations. Chief Pomeroy said our IT services continue to be excellent. He said they have been very helpful in setting up the temporary site for Station 1-1. A copy of their fall review is included with his report. He noted an update on the City s financial commitment to the Fire District is included with his report. Oversight Member King said the City s Financial Manager is currently recovering from surgery. DC Krysinski DC Krysinski reported the 5 volunteers we sent to the State Fire Academy have graduated. He noted 2 of those are already certified EMTs and the other 3 will be taking the next class starting in January. He said several of them received numerous awards during the Academy. The permitting for the Training Tower is progressing. AC Low AC Low reported: Some huge problems with toxins discovered at the Boat Haven. Both he and Mike Hoskins, City Building Inspector, are handling this as a team. They have sent out several letters with good responses. ORCAA, Olympic Region Clean Air Agency, would like us to start issuing land clearing permits. We are the agency that responds and has any direct connections. We would be able to keep the fees for the Permits. The Jefferson County Health Department has asked to be notified of any illegal burning. In certain cases they can issue a citation for $525 that is enforceable. Page 4 of 8 Nov. 27, 2012

5 All monies collected stay with the County. PES/PIO PES Beezley PES/PIO Beezley reported he sent the boat packet to Attorney Snure for review and he sent it back with a few minor changes. He has pulled the contract as a professional services contract and modified it to a purchase agreement contract. He has sent it to Puget Sound Marine Exchange for a final review. 8. FIREFIGHTER S ASSOCIATION REPORT No one present for report. A flyer for the upcoming Volunteer Association sponsored Puppets Please program was presented. 9. OVERSIGHT BOARD OLD BUSINESS A. Update on Station 1-1 Construction Project Chief Pomeroy reported Station 1-1 has been demolished and the manufactured home removed. Soil testing and any additional materials needed after the demolition and removal of the manufactured home are in process. The Construction Contract has been approved by Attorney Snure and is ready for signature along with the Notice to Proceed. He said there should be a pre-construction meeting early in December. MOTION: Commissioner Wyll, Sr. made a motion the Chairman sign both the Contract and Notice to Proceed. Commissioner Edwards seconded the motion. Motion carried by unanimous vote. 11. OVERSIGHT BOARD NEW BUSINESS A. Change Date and Time of the December Board Meeting The information regarding the request to change the December Board Meeting from Dec. 7:00 PM to Dec. 5:00 PM was in meeting packets. Everyone is in agreement for the change. B. Station 1-5 Septic Add on See beginning of minutes following Agenda Changes. 12. DISTRICT NO. 1 OLD BUSINESS A. Policy 109 Drug Free Workplace (Reviewed Oct Meeting) MOTION: Chairman Stapf, Jr. made a motion to approve Policy 109 Drug Free Workplace. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. B. Policy 114 Vehicle Operation Policy (Reviewed Oct Meeting) MOTION: Commissioner Edwards made a motion to approve Policy 114 Vehicle Operation Policy. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. Page 5 of 8 Nov. 27, 2012

6 C. Policy 903 False Fire Alarms (Reviewed Oct Meeting) MOTION: Commissioner Wyll, Sr. made a motion to approve Policy 903 False Fire Alarms. Commissioner Edwards seconded the motion. Motion carried by unanimous vote. 13. DISTRICT NO. 1 NEW BUSINESS A. Resolution Request for Appropriate Tax Levies and Deposits with Related Budgets (2013) Oversight Member King questioned the need of signatures by the Oversight Members on this Resolution. It was noted there is language within the body of the Resolution that identifies the City of Port Townsend. Since all Fire/EMS tax dollars from the City are collected by the County and then deposited to the City not to the Fire District the reference to the City in the Resolution was questioned. Oversight Member King said he would check into this and District Secretary Harbison said she would also investigate. MOTION: Commissioner Wyll, Sr. made a motion to approve Resolution Request for Appropriate Tax Levies and Deposits with Related Budgets (2013). Commissioner Edwards seconded the motion. Motion carried by unanimous vote. B. Resolution Property Tax Increase Resolution General Levy (2013) District Secretary Harbison noted on the advice of County Assessor Jack Westerman there is no property tax increase resolution for the EMS Levy for 2013 due to the decline in assessed values and the levy being at the statutory maximum. Property tax increase on the General Levy is okay because the Fire levy is not at the statutory maximum. MOTION: Chairman Stapf, Jr. made a motion to approve Resolution Property Tax Increase Resolution General Levy (2013). Commissioner Edwards seconded the motion. Motion carried by unanimous vote. C. Policy 115 Accident Driving Policy (Format Change Only) Commissioner Edwards noted reference to CDL or Fire training. Deputy Chief Krysinski said the CDL training is more intensive than the EVAP fire training. MOTION: Commissioner Edwards made a motion to approve format change for Policy 115 Accident Driving Policy. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. D. Policy 102 Discrimination Policy and Procedure (Format Change Only) Chief Pomeroy said future plan is to have Attorney Brain Snure review our policies. MOTION: Commissioner Edwards made a motion to approve format change for Policy 102 Discrimination Policy and Procedure. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. E Washington Fire Commissioners Health Care Program Renewal MOTION: Chairman Stapf, Jr. made a motion to renew the Health Care Program Page 6 of 8 Nov. 27, 2012

7 offered through the Washington Fire Commissioners. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. F. Master Mutual Aid Agreement Clallam County and Jefferson County Fire Services- Add on Chief Pomeroy noted the previous Mutual Aid Agreement included language that specified engine types and number of personnel to respond by request. This agreement eliminates the specifications and states mutual aid will be given based on availability. MOTION: Chairman Stapf, Jr. made a motion to approve the Master Mutual Aid Agreement Clallam County and Jefferson County Fire Services. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. 14. UPCOMING EVENTS Upcoming events were reviewed. GOOD OF THE ORDER 1. Commissioners were asked if they wanted to keep the reservations at Campbell s Resort in Chelan, WA for the Washington Fire Commissioner Conference May 31 through June 2, They said to keep the reservations. 2. The State Auditor s Office has notified the Administration Office they will be coming to complete audits of 2010 and 2011 in about 2 to 3 weeks. EXECUTIVE SESSION At 9:15 PM Chairman Stapf, Jr. announced an Executive Session pursuant to RCW (g) for approximately 1 hour. At 10:15 PM Chairman Stapf, Jr. reconvened the meeting. ADJOURNMENT MOTION: Chairman Stapf, Jr. made a motion to adjourn the meeting at 10:15 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 Page 7 of 8 Nov. 27, 2012

8 Jefferson County Fire District 1 Rich Stapf, Jr., Chairman Zane Wyll, Sr., Commissioner Ed Edwards, Commissioner ATTEST: Lonibeth Harbison, District Secretary Page 8 of 8 Nov. 27, 2012