RECORD OF PROCEEDINGS. West Metro Fire Protection District Regular Board of Directors Meeting Tuesday, January 20, 2009

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1 RECORD OF PROCEEDINGS West Metro Fire Protection District Regular Board of Directors Meeting Tuesday, January 20, 2009 I. CALL TO ORDER: The regular meeting of the West Metro Fire Protection District Board of Directors was called to order by Board President James Kullhem at 7:10 p.m. This meeting was held in accordance with the applicable statutes of the State of Colorado, at West Metro Fire Protection District Headquarters, at 433 South Allison Parkway, Lakewood, Colorado. II. ROLL CALL: Director James Kullhem: Present Director Paul Koller: Present Director Manny Chavez: Present Director Ted Waller: Present Director David Wiechman: Present Director Mark Messenbaugh: Excused Director Randy McConnell: Present Also present were Fire Chief Douglas McBee, Deputy Chief Donald Lombardi, Deputy Chief Michael Murphy, Deputy Chief Dave Abbink, District Chief Tom Richards, Ms. Cindy Matthews, Ms. Linda Gregory, Engineer Craig Stevens, Lieutenant Thomas Reynolds, Lieutenant/Paramedic Michael Frainier, representing IAFF Union Local #1309 and the Recording Secretary, Kathy Miller. III. PLEDGE OF ALLEGIANCE: Those present recited aloud the Pledge of Allegiance. President Kullhem then asked those in attendance to remain standing and observe a moment of silence to honor all fallen Firefighters. IV. LAKEWOOD FIRE PROTECTION DISTRICT OLD HIRES PENSION BOARD OF TRUSTEES MEETING: President Kullhem requested a Motion to recognize the action taken today at the Lakewood Fire Old Hires Pension Board of Trustees meeting regarding the approval of the retirements of Engineer Craig Stevens and Lieutenant Thomas Reynolds. MOTION: It was moved and seconded to approve the retirement of Engineer Craig Stevens, effective February 6, The motion was voted upon and adopted. MOTION: It was moved and seconded to approve the retirement of Lieutenant Thomas Reynolds effective January 10, The motion was voted upon and adopted.

2 V. PUBLIC COMMENT: President Kullhem stated that no one had signed up to address the Board of Directors at this time. VI. REVIEW OF MINUTES: MOTION: It was moved and seconded to approve and accept the Minutes of the West Metro Fire Protection District Board of Directors Meeting held on December 16, 2008, as written. The motion was voted upon and adopted. VII. REPORTS: A. Updates and Reports, Fire Chief Douglas McBee: 1. Reserves Projection: L. Gregory Chief McBee stated that in the year-end synopsis (Minutes of December 16, 2008) he had stated that we had a strong year with Unreserved Fund Balances projected at 27%. Chief McBee said he was pleased to report that the Reserves exceeded projections and thanked his staff for their excellent work. He asked Ms. Gregory to expand on the Reserve projections. Ms. Gregory reported that we are still receiving bills for 2008 and are still in that process. However, we have exceeded what we budgeted for revenues. Ms. Gregory stated this was very good news. The areas included: Emergency Medical Services billed approximately $100,000 more than was budgeted. Emergency Fire Funds. Permits did better than expected. Interest was approximately $300,000 more than expected. Ms. Gregory stated that we are expecting the Unreserved Fund Balances to come in at approximately 30% which sets West Metro up for next year when additional staff is added for the Tower Company. Ms. Gregory stated expenditures will be monitored very closely in 2009 and 2010 and adjustments recommended. 2. US&R Update: Chief McBee reported that US&R moved into their new quarters at 3535 S. Kipling today. The move took approximately 2 hours to accomplish with assistance from US&R members. Chief McBee further reported that three (3) agencies have reported interest in joining the US&R program. Additionally, Chief McBee stated that from the present agencies that form the US&R Team, 25 new applications have been received. Chief McBee stated the Team is still weak in the civilian area (doctors, engineers and dog handlers).

3 3. FEMA Legal Work Group Update: Chief McBee thanked the Board for allowing him to join the FEMA Legal Work Group. There are twelve (12) members of this Work Group and all recommendations made by that Group need to be processed through the FEMA chain of command and may or may not be approved as directives for the US&R program. FEMA/US&R funding is one factor. Chief McBee stated that Gary Briese will be leaving his current position as Director of FEMA Region VIII due to the changes in administration in Washington. Chief McBee stated that Mr. Briese has been a good friend to COTF1 and we will be sorry to see him leave. 4. MFTC Final Report: Chief McBee stated that West Metro is no longer associated with MFTC although we still maintain a ¼ share in the property. He noted that Littleton and Englewood still have a presence at MFTC. Chief McBee stated that MFTC retains $70,000 in the Reserve Fund which had been allocated to repair the burn building and facility maintenance. B. Administration Report, Deputy Chief Donald Lombardi: DC Lombardi thanked the Board for allowing him to attend the EFO class at the National Fire Academy. 1. Construction Updates: a. Station 14: DC Lombardi reported that they are working through the framing process, the plumbing has been completed and they will shortly begin work on the fire alarm system. b. Station 10 and the Training Center: DC Lombardi reported that Mr. Dick Quinn has spoken with the contractor regarding the quality of work done on some dry wall areas. DC Lombardi will inspect the dry wall tomorrow and discuss corrections with the contractor. Work will begin tomorrow on the old US&R section. DC Lombardi reminded the Board that this area includes the section where the roof will be raised. Exterior walls for Station 10 have been completed and this project is progressing well. c. Stations 4 & 8: Interest on these projects has been expressed by six (6) companies. Discussions have been held with the City of Lakewood regarding the permit process. d. Station 9: DC Lombardi stated the brick facade will be finished soon and the contractor is attempting to match the color of the mortar. e. Station 5: The NREL director will fly to Washington, D.C. to discuss their proposed plan for constructing a new station. DC Lombardi obtained the name of the ISO chairman and will pass this information on to NREL.

4 C. Operations Report, Deputy Chief Michael Murphy: 1. Overview of Recent Activities: DC Murphy reported on the recent two-alarm fire at 6 th Avenue West and the three-alarm fire on West Evans. Various photographs and news clips were presented. Preliminary investigations indicate the 6 th Avenue Fire was started by smoking materials and the West Evans fire was started at an outside electrical box. DC Murphy reported that West Metro personnel were able to handle both of these fires and run the District successfully without the need to call on Mutual Aid assistance. D. Life Safety Division, Deputy Chief David Abbink: 1. Roxborough Fire Update: DC Abbink introduced Lt. Bill Maron, head of Investigations, to review the findings on the Roxborough Fire. Lt. Maron has 19 years experience in Investigations. This was a triple fatality fire. West Metro held a meeting for families to review findings and answer questions. West Metro held a meeting to review findings with the media the day following the meeting with the families. Both the media and the families were impressed with the honesty of West Metro Fire Rescue. West Metro has a good relationship with the Douglas County Sheriff s Office and with the Coroner s Office. Due to the National Standards that West Metro follows, when Investigators are not 100% positive of the cause of the fire it will go down as undetermined. Investigators have eliminated all other possibilities, except for smoking materials. E. Other Matters: 1. Awards Ceremony: Chief McBee stated that large awards ceremonies will be conducted at the Council Chambers at the City of Lakewood until the new Training Center is open. The next Awards Ceremony will be held on March 3 rd. F. Report of Legal Counsel, Richard Lyons, Esq.: No report at this time. Mr. Lyons did not attend this meeting of the Board. President Kullhem noted that they have received a copy of the TABOR communication. Chief McBee noted that Mr. Lyons had been recued from depositions. G. Report of the President, President Kullhem: No report at this time. H. Treasurer s Report, Treasurer Paul Koller: Director Koller stated he had not reviewed the investment portion of the financials and asked for a postponement until the next meeting on February 3, President Kullhem stated this report will be held until the next meeting. I. Report of the Union, Lieutenant Mike Frainier: No report at this time.

5 J. Report of Committees: 1. Civil Service Committee: Director Chavez reported on the Civil Service Committee meeting held on January 8 th : Elections are normally held on the first meeting in January but have been postponed until the February meeting. Div. Chief Aseltine updated the Civil Service Committee on MFTC, the construction progress at the Training Center, and the Training Division s current activities and the monthly training. The Civil Service Committee discussed the upcoming Assistant Chief s test. West Metro Fire Rescue provided two rigs for the recent Wildland fires in Boulder. The Civil Service Committee discussed a dispute regarding an applicant who was deployed and deleted from the List. If this person was deleted in error, he/she will be added to the list as the next eligible person. 2. Health Trust Committee: Director Koller briefly reviewed the January 7 th Health Trust meeting. A report was made by the third party administrator. Two (2) large claims were made last year. Mr. K. Freedle provided an investment review. VIII. OLD BUSINESS: A. Approval of Designation of Place of Posting Notice/Agenda: MOTION: It was moved and seconded to authorize continuation of Posting Public Notices and Agendas at the following locations: The lobby of the West Metro Fire Protection District Headquarters, The West Metro Fire Protection District Web Site, All fifteen (15) West Metro Fire Protection District Fire Stations, The Lakewood Public Library, and the County Offices of both Jefferson County and Douglas County. The motion was voted upon and adopted. IX. NEW BUSINESS: A. Approval: Renewal of Scott Health and Safety Services Agreement: MOTION: It was moved and seconded to approve and authorize execution of the contract extension with Scott Health and Safety Contract for five years, with years two-five having a 3% increase each year for both the services charged by Scott Health and Safety and the lease amount they pay to us. Year one (2009) is the same amount it has been for the past three years. There is a provision for meeting each year to discuss the next year s service contract amount. The motion was voted upon and adopted. B. Approval: Adopt 2009 Fee Schedule: MOTION: It was moved and seconded to approve the 2009 Fee Schedule to include the increase in EMS fees and the elimination of the distinction of resident versus non-resident billing status. The motion was voted upon and adopted.

6 C. Approval: Request the Top Four (4) Candidates on the Eligibility Register from the Civil Service Committee to fill the two Vacant Positions for the Rank of Engineer due to the Retirement of Dorothea Scalise and Craig Stevens: MOTION: It was moved and seconded to send a letter to the Civil Service Committee requesting the names of the top four (4) persons highest on the Eligibility Register to fill the two vacant Engineer positions due to the retirement of Engineer Dorothea Scalise and Engineer Craig Stevens. The motion was voted upon and adopted. D. Approval: Request the Top Three (3) Candidates on the Eligibility Register from the Civil Service Committee to fill the Vacant Position for the Rank of Lieutenant due to the Retirement of Tom Reynolds: MOTION: It was moved and seconded to send a letter to the Civil Service Committee requesting the names of the top three (3) persons highest on the Eligibility Register to fill the vacant Lieutenant position due to the retirement of Lieutenant Thomas Reynolds. X. BOARD BRIEFS: None at this time. XI. OTHER MATTERS: None at this time. XII. EXECUTIVE SESSION: None requested. XIII. ADJOURNMENT: MOTION: There being no further business to be presented to the Board of Directors of the West Metro Fire Protection District, it was moved and seconded to adjourn this meeting. The motion was voted upon and adopted. The meeting concluded at 8:55 p.m. Recording Secretary: /s/s Kathy Miller /s/ Manny Chavez