Northshore Fire Department

Transcription

1 Northshore Fire Department King County Fire Protection District No.16 Board Meeting Materials February 5, 2019 Board of Commissioners Don Ellis Rick Verlinda David Maehren Ron Gehrke Suzanne Greathouse Jim Torpin Fire Chief Kate Hansen Board Secretary

2 Northshore Fire Department Headquarters Station, st Street, Kenmore, WA Board of Commissioners Regular Meeting Agenda Tuesday, February 5, :00 PM I. Open Meeting. II. III. IV. Approval of Agenda Badge Pinning Ceremony Lieutenant Ryan Davis Public Comment V. Board Discussion and Possible Action Items (5:30 PM) VI Fourth Quarter Financial Report General Obligation Bond Refinancing o Board discussion of potential opportunity and associated benefits that may be available from refinancing the GO Bonds. 5.3 Meeting Recordings o Staff presentation and recommendation for the publication of meeting audio recordings, agendas, meeting materials and meeting minutes. 5.4 Policy 1400 Board Meetings o Continued discussion and possible action to amend Policy Strategic Planning Process o Board discussion regarding the timing of performing a strategic planning process. 5.6 Next Meeting Agenda Items o Board opportunity to request future agenda items. Station 57 Scope of Work Station 57 Rezoning Board Resolutions 6.1 None VII. Reports 7.1 Fire Chief s Report 7.2 Commissioner Reports VIII. Consent Agenda 8.1 Approval of Vouchers 8.2 Approval of Meeting Minutes of January 15, IX. Executive Session 9.1 None XI. Adjournment Next Regular Meeting: February 20 th, 2019

3 Fire Chief s Report Submitted by Chief Torpin February 5, 2019 Administration/Financial: Chief Torpin attended a Zone 1 Fire Chief s meeting. Chief Torpin attended a Norcom Governing Board meeting. Financial Consultant Tom Broetje reviewed fourth quarter financial activity and performed the quarterly reconciliation of fund balances. Chief Torpin and Battalion Chief Morris met with TCA Architecture to re-engage the Station 57 remodel project. Staff continues to answer questions regarding the benefit charge notification letters and the upcoming ballot measure. Human Resources: Fire Chief Torpin, DC Magnuson, and HR Shannon Moore conducted interviews for Lieutenant Promotion. Chief Torpin and HR Manager Moore met with labor attorney Peter Altman to discuss the timeline for the upcoming negotiations process with the labor group. HR Manager Moore assisted top three candidates on the lieutenant list in preparation for their promotional interview. Job & Resource Fair was held at Station 51which was geared towards government and non-profit employers. An estimated 240 job seekers attended, with glowing feedback received by both employers and participants. HR Manager Moore and AC Kunkel did an amazing job helping coordinate and host an overwhelmingly successful event. LT Burrow, FI Booth and Chief Torpin also helped staff the Northshore Fire Department table at the event. As part of a focus on mental wellness for first responders, HR Manager Moore has scheduled FF Mike Washington from the Seattle Fire Department to come to Station 51 to speak about the impacts of the job and bring awareness to the importance of mental health in the first responder community. Neighboring jurisdictions have also been invited to attend our event. HR Manager Moore sent out survey to employees to vote for 2018 annual awards for the upcoming awards banquet. AC Kunkel attended MRSC s webinar reviewing significant court decisions from 2018 impacting the Public Records Act (PRA) and Open Public Meetings Act (OPMA). Training: Chief Torpin attended East Metro Training Group (EMTG) Policy Board subcommittee meeting. AS Hansen, Captain Harvey, and LT Burrow created End-User Training for the new elogic Learning Management System. AS Hansen will deliver End User training to crews in the latter part of February

4 DC Magnuson facilitated a meeting with the Training Division (Kate Hansen, Capt. Harvey, and Lt. Burrow) to discuss 2019 goals and objectives as well as establish a bi-weekly training briefing. Chief Torpin facilitated a joint meeting between Northshore, Shoreline, Bothell and Woodinville Fire Departments to discuss the feasibility of developing a joint training program. The meeting was well attended by each agencies Fire Chiefs, Operations Chiefs, Training Officers and support staff. After the initial meeting, DC Magnuson facilitated a meeting with the Training Officers from the four departments to begin process of evaluation and analysis of the potential of combining into a single joint Training Division. DC Magnuson continues to facilitate HIPAA training provided by King County Department of Health. All personnel should have training completed by end of February. The North End Drills were held at Station 51 and Station 42. Shoreline is participating along with Northshore, Bothell, and Woodinville. Planning continued for the Firefighter Survival training scheduled for March. Captain Harvey and Lt. Burrow attended a planning meeting for 2019 EMS/CBT training. Captain Harvey, Lt. Burrow, and Dawn Killion updated the training tower use fee schedule. Captain Harvey, Kate Hansen, and Lt. Burrow completed the February Monthly Training Announcement (MTA). Captain Harvey, Kate Hansen, and Lt. Burrow attended the monthly East Metro Training Group (EMTG) Planning Meeting. Captain Harvey completed the after action report for the 2018 live fire Multi- Company Operations (MCO) drill s. Planning begun for the East Metro Training Group (EMTG) Recruit Academy Class 8 Firefighter 2 testing. Operations: DC Magnuson attended January Zone 1 Operations meeting in Kirkland. DC Magnuson continues to refine and update Halligan electronic checklist and asset tracking software. DC Magnuson met with Chaplain Andy Koss. Chaplain Koss should now be activated with NORCOM. Still waiting on credentials and some uniform articles from suppliers. Fire Chief Torpin, DC Magnuson, BC Tagart, Lt. Hansson, and Firefighter Ford met to discuss new fire engine specification and design. DC Magnuson and Captain Harvey attended Post Incident Analysis (PIA) in Bothell for the December 24 th fire on 3 rd Ave SE in Bothell. DC Magnuson met with Brian Carson of South King County Fire Training Consortium (SKCFTC) and toured the SKFTC facility in Kent. DC Magnuson provided wall map project provided by NORCOM encompassing the North Region of King County (Shoreline, Northshore, Bothell, and Western Woodinville) to A-shift for evaluation and deployment. A number of inaccuracies were found and relayed back to NORCOM s GIS programmer for correction.

5 DC Magnuson submitted application for the 2019 Prehospital Training Needs Grant from Central Region EMS and Trauma Care Council. DC Magnuson provided shifts with December Operations report including response statistics, Turnout times, Training completion, and Company Inspection completion. DC Magnuson updated FireTrex Staffing to reflect promotion of Ryan Davis to Lieutenant and update to distribution lists. E58 (1700) was returned from repair and placed back into service as reserve engine at Station 57. Repair exceeded expectations. DC Magnuson submitted list of Mobile and Portable radios to Puget Sound Emergency Radio Network (PSERN). Vendor will provide a one for one replacement of new radio s approximately three to six months prior to network going live. Fire Prevention: Chief Torpin, Fire Marshal LaFlam, DC Magnuson met with representatives from the Northshore Utility District and the City of Kenmore to discuss water and sewer availability issues for a larger development in Kenmore. FI Booth presented fire safety programs in three kindergarten classrooms at Arrowhead Elementary. FM LaFlam attended a meeting of the Northshore School District Safe Schools Advisory Committee. LaFlam is on the facilities sub-committee where issues related to school building access, building security, camera systems and similar issues are evaluated. FM LaFlam and FI Booth performed the investigation of a car fire in Kenmore. The cause of the fire was determined to be accidental and resulted in a total loss of the vehicle. FI Booth, assisted by FM LaFlam, coordinated a group of NEMCo volunteers with the preparation of folders for first and sixth grade students. The folders are distributed to each school prior to the classroom safety presentation. Northshore Emergency Management Coalition (NEMCo): EM Lunak facilitated a Citizen Response to Active Shooter (CRASE) training hosted at Northshore Utility District and taught by Lake Forest Park Police. Staff from all NEMCo agencies were invited as well as NEMCo volunteers. 20 total received the 2 hour training. EM Lunak attended a meeting with the City of Kenmore and NUD to discuss developing a plan for future failure of the bridge crossing the Sammamish river at 68 Ave NE. A follow up meeting is scheduled for early February. EM Lunak presented a first aid class for Teenage Mothers attended by 13 mothers and 7 children. NEMCo winter CERT has reached the half way point with 4 weeks of training completed. 26 students received fire prevention and extinguisher training from FI Booth and EM Lunak last week. The class will be completed on February 25th.

6 KING COUNTY FIRE PROTECTION DISTRICT NO NE 181 st Street KENMORE, WA BUSINESS: FAX: Fourth Quarter Financial Activity Report Fourth Quarter Financial Activity The documents presented with this report provide detail of the financial activity that occurred in the General Revenue, General Expense and Reserve Fund Accounts during fourth quarter of This report also includes a summary of the year to date fund activity as of December 31, This summary provides a comparison of fund balances as shown by King County and the District s accounting program. A brief description is provided for differences identified between the County and District accounting. Revenues 3,709,114 in revenue was received in the fourth quarter of Year-to-date receipts were 8,782,225 of which 7,983,741 are 2018 levy and benefit charge revenues. As of December 31, 2018, 99.99% of the projected 2018 taxes and fire benefit charge fees have been collected. Other revenues collected were as expected. Expenditures The District expended 2,142,535 during the fourth quarter which represents approximately 24.8% of the annual budget. Year to date expenses were 8,386,104 leaving 3% or 248,891 of the 2018 budget remaining. However, there were 105,394 of 2018 budgeted expenses that were expensed in 2019 leaving the actual remaining end-fund balance at 143,497. Reserve Fund Activity The District expended 46,607 from the Reserve Fund in the fourth quarter. The majority of this fourth quarter expense (29,238), was for equipment replacement costs, an additional 15,331 was expensed for LEOFF1 medical reimbursements and 1,125 for facility improvement related expenses. Year to date expenses from the Reserve Fund were 260,395, of which 205,319 was for equipment replacement, 45,395 for LEOFF 1 medical reimbursements, and 9,681for facility improvement costs. During the budget adoption process, the Board approved the transfer of 300,000 to the facility improvement sub account to be earmarked for use on the Station 57 remodel project and 227,083 for the annual Reserve Fund Allocation. The transfer of these funds (527,083) has been made.

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8 Summary of Revenues General Fund Revenue Classification Budget Current Quarter YTD % 1 Levy Tax Collections 5,253,426 2,371,345 5,252, % 2 Benefit Charge Collections 2,800,000 1,258,804 2,799, % 3 In Lieu of Taxes 23,734 1,169 24, % 4 AMR Liquidated Damages 5,000 2,200 5, % 5 KCEMS BLS Contract 397, , % 6 Fire Prevention Permit Fees 45,000 13,663 55, % 7 Miscellaneous Revenues 7,000 36, , % 8 Interest Income 50,000 25,729 85, % Total 8,581,389 3,709,114 8,782, % * A large percentage of the miscellaneous revenues reported herein are refunds or other receipts that are primarily pass-throughs. Refunds and pass-throughs were not considered as actual revenues during the budget preparation process and therefore not projected.

9 Summary of Revenue Accounts General Fund Period: 4th Quarter Account Account Name Current Quarter YTD Levy Taxes (Property Tax Current) 2,364, ,183, Levy Tax Delinquent (Property Tax Delinquent) 6, , Fire Protection Services -Plans Review - 2, , Fire Protection Services - Permits-Kenmore 6, , Fire Protection Services - Annual Permits - 3, , Fire Protection Services - Plans Review - LFP , Fire Protection Services - Permits - LFP 1, , Fire Protection Services - Annual Permits - LFP , Dept of Health EMS Grant - 1, CREMS Grant / Medic One Foundation Grant 2, , Kenmore Pump House In Lieu Kenmore & Northshore Park - n- Rides In Lieu - - 2, , Northshore School Distric in Lieu - 4, Shoreline School District in Lieu 1, , St. Edwards State Park in Lieu - 4, King County Housing Authority - 6, AMR Penalties 2, , Fire Control Services - BLS Contract Fire Control Services - Training Fire Control Services - Shoreline Medic Program Restitution - Emergency Response Refund , , , Wellness Grant Forest Excise Tax Leashold Excise Tax CPR/First Aid Classes 2, , Helmet Program Community Outreach - Schools Fire Benefit Charge 1,258, ,799, Investment Interest 25, , ST 54 Rent 2, , Surplus Items 3, Judgments and Settlements Other Other Misc Revenue , Other Nonrevenues 11, , Non revenue refund 8, , Awards Banquet Dinners Fuel Refund , Sales of Capital Assets Insurance Recoveries 8, , Transfer In - - Total 3,709, ,782,224.56

10 4 Summary of Expense General Fund Period: 4th Quarter Remaining Account Number Current Quarter YTD Budget Amount 522 FIRE CONTROL- ADMINISTRATION EMERGENCY SERVICES (DISASTER) COMMUNICATIONS, ALARMS, AND DISPATCH OTHER NONEXPENDITURES Total 2,080, ,120, ,352, , % , , , % 60, , , , % 1, , , , % 2,142, ,396, ,644, , %

11 2018 BUDGET POSITION Northshore Fire Department Summary Time: 15:22:32 Date: 01/29/2019 MCAG #: 2512 Page: General Fund /01/2018 To: 12/31/2018 Expenditures Amt Budgeted Expenditures Remaining % 522 Fire Control Administration Salaries - Administration 407, , , % OT Administration 1, , % Commissioner Wages 50, , , % Board Secretary Wages 2, , (228.83) 111.4% Post Employment Benefits , (30,779.76) 0.0% Benefits - Administration 78, , , % Emploree Assistance Program 1, , % Disability Insurance Contribution 2, , % LEOFF II Retirement 9, , (220.90) 102.4% PERS II Retirement 28, , % L & I Deductions 1, , % Medicare 5, , (3,377.57) 157.4% Payroll Clearing Account 0.00 (13,213.02) 13, % Office & Operating Supplies 5, , , % Awards Banquet 5, , , % Uniforms 1, % Computer - New Hardware - Misc 7, , , % Computer - Software / Programs - Misc % Computer Licenses 18, , , % Finance / Payroll Software 7, , (395.90) 105.5% Small Tools & Minor Equipment % Professional Services 7, , , % Chaplain Program 1, % Medical Exams 4, , % Health & Wellness Exams 41, , , % Fire Benefit Fee Collection Charge 47, , , % Benefit Charge / Property Tax - Refund (103.50) 0.0% Hearing Tests , (1,431.60) 0.0% Bank Service Fees 1, , (519.29) 151.9% Auditor , (10,031.08) 0.0% Investment Fund Fees 2, , % Legal 65, , (15,654.20) 124.1% Computer Consulting 73, , , % Postage / Freight 1, , % Printing % Admin Cell Phones % Travel / Meals / Lodging 4, , , % Advertising % Copier Lease and Printing 6, , % Insurance 71, , (1,431.00) 102.0% Community Events % Hiring / Promotional Exam Expenses 15, , (301.80) 101.9% Memberships 7, , (21.00) 100.3% HR 1, % Conferences / Meetings / Classes / 4, , , % Registration Election Costs and Fees 20, , (4,991.08) 125.0% Property Taxes 6, , (296.69) 104.9% Salaries - Suppression 4,450, ,425, , % Acting Pay 20, , (6,925.07) 134.6% Holiday Pay 10, , , %

12 2018 BUDGET POSITION Northshore Fire Department Summary Time: 15:22:32 Date: 01/29/2019 MCAG #: 2512 Page: General Fund /01/2018 To: 12/31/2018 Expenditures Amt Budgeted Expenditures Remaining 522 Fire Control Administration TRT Supplemental Pay 17, , , % Suppression Overtime 275, , , % OT - Officer Meetings 7, , % Benefits - Suppression 927, , , % Disability Insurance Contribution 24, , , % LEOFF II 260, , (2,347.37) 100.9% L & I Deductions 240, , , % Medicare 67, , , % MERP 42, , (6,825.00) 116.3% Office & Operating Supplies 1, , (441.49) 131.5% Unforms - Suppression 21, , , % Protective Equipment 16, , % Hazmat Supplies % Defibrillation Supplies 3, , % Medical Supplies 14, , (794.02) 105.5% Oxygen (156.11) 131.2% Hydrant Servicing Supplies (20.23) 104.0% Batteries - Misc 1, % Automotive Fuels 22, , , % Apparatus Tools & Equipment 2, , % Gas Detectors and Sensors 1, % Hose & Fittings 1, , (2,052.18) 305.2% TRT Supplies & Equipment 4, , % Bio Hazard Disposal % Incident RMS 7, , , % Suppression Cell Phones 5, , , % Portable Equipment - Repair & 1, , (2,848.67) 384.9% Maintenance SCBA Repair & Maintenance 2, , % Apparatus Equipment Repair & 2, , % Maintenance Compressor Repair & Maintenance 3, , % EMS Equipment - Repair & Maintenance % Hose And Fitting - Repair & Maintenance % Apparatus Fire Extinguishers % Salaries - Fire Prevention 223, , (7,898.12) 103.5% OT Fire Prevention 10, , , % Benefits - Fire Prevention 34, , % Disability Insurance Contribution 1, , % LEOFF II 7, , (221.10) 103.2% PERS 12, , (1,028.54) 108.3% L & I Deductions % Medicare 3, , (130.08) 103.9% Office & Operating Supplies % Uniforms % Drill Supplies % Fire Safety Materials % Community / School Fairs & Events 9, , , % CPR / First Aid Supplies 1, , (2,257.64) 255.7% Outreach Programs 1, , % Fire Prevention Books 2, , % Computer Software % Computer Hardware % CodePal 3, , (195.00) 106.1% Grant Related Purchases , (3,697.00) 0.0% Key / Lock / Knox Box 1, , %

13 2018 BUDGET POSITION Northshore Fire Department Summary Time: 15:22:32 Date: 01/29/2019 MCAG #: 2512 Page: General Fund /01/2018 To: 12/31/2018 Expenditures Amt Budgeted Expenditures Remaining 522 Fire Control Administration Bike Helmets , (587.13) 217.4% Small Tools & Equipment % Deposit Refunds (208.00) 0.0% Extinguisher Servicing % Outside Classes / Conferences 2, , % Certification / Membership / Dues (47.46) 107.5% FP Cell Phones 1, % Travel / Meals / Lodging 2, , % Repairs And Maintenance % Salaries - Training 147, , (16,320.00) 111.1% OT Training (Instructor) 10, , , % OT Training (Reimbursable - Student Or , (14,648.04) 0.0% Instructor) OT Training (Student) 32, , , % Benefits - Training 25, , % Disability Insurance Contribution % LEOFF II 7, , (1,889.09) 126.5% L & I Deductions 5, , % Medicare 2, , (380.61) 119.0% MERP 1, , % Office & Operating Supplies 6, , , % Resource Center Books % Uniforms % Propane, CO2 And Liquid Smoke (81.69) 113.6% Miscellaneous Tools and Equipment (49.75) 110.0% Professional Services 13, , , % Community College Degree Program 2, , % Seminars / Conferences / Classes 10, , , % Recruit Academy 20, , , % Travel / Meals / Lodging 8, , , % Operating Rentals & Leases % Northshore Utility District - Water 7, , (617.70) 108.6% Repairs & Maintenance (21.14) 108.5% Certification / Membership / Dues 16, , , % Office & Operating Supplies 8, , % Furniture and Appliances 1, % Small Tools and Minor Equipment , (573.31) 214.7% Exercise Equipment 1, , % Professional Services 10, , , % Landscaping 11, , % Garage Door Maintenance - Miscellaneous 1, , (1,702.11) 213.5% Elevator Maintenance 2, , (48.50) 102.4% HVAC Maintenance 12, , (2,388.25) 119.9% Frontier - Station 51 Conventional Phone 2, , (162.61) 106.3% Lines Century Link - Station 57 Conventional , (1,419.62) 0.0% Phone Lines Verizon Business - VOIP System 9, , % Operating Rentals and Leases % PSE - Station 51 58, , , % PSE - Station 57 6, , , % North Shore Water District 4, , % Republic Services - Station 51 3, , (79.42) 102.3% Republic Services - Station 57 1, , (80.22) 105.0% Seattle City Light 8, , % NUD - Water/Sewer - Station 51 7, , %

14 2018 BUDGET POSITION Northshore Fire Department Summary Time: 15:22:32 Date: 01/29/2019 MCAG #: 2512 Page: General Fund /01/2018 To: 12/31/2018 Expenditures Amt Budgeted Expenditures Remaining 522 Fire Control Administration City Of LFP - Sewer - Station 57 3, , , % Vehicle Maintenance 69, , , % Facility Repairs & Maintenance 14, , (6,499.87) 146.4% Emergency Station Generators 1, , % 522 Fire Control Administration 8,352, ,120, , % 525 Emergency Services ( Disaster) OT Emergency Preparedness Classes/Meetings/Seminars Northshore Emergency Management Coalition Share Emergency Preparedness Operating Supplies 3, , , % 34, , , % 2, , % 525 Emergency Services ( Disaster) 39, , , % 528 Communications, Alarms, And Dispatch EPSCA 20, , , % NORCOM 189, , % INET Connectivity 23, , % Paging, Alerting and MDC 10, , , % 528 Communications, Alarms, And Dispatch 243, , , % Ad Valorem Tax Refunds 10, , , % , , , % Inter Fund Transfers Out , (337,646.00) 0.0% , (337,646.00) 0.0% Fund Expenditures: 8,644, ,733, (88,755.39) 101.0% Fund Excess/(Deficit): (8,644,995.00) (8,733,750.39)

15 2018 BUDGET POSITION TOTALS Northshore Fire Department Time: 15:22:32 Date: 01/29/2019 MCAG #: 2512 Page: 5 Fund Revenue Budgeted Received Expense Budgeted Spent 001 General Fund % 8,644, ,733, % % 8,644, ,733, %

16 2018 Summary of Reserve Fund Activity Fourth Quarter Activity Report Account Number Account Name 2017 Reserve Fund End Balance 2018 Reserve Fund Additions 2018 Reserve Current Quarter Activity Fund Beg Bal Credits Debits YTD Activity Balance 1 Natural Disaster 250, , ,000 2 Insurance Contingency 200, , ,000 3 Unplanned Loss of Revenue 2,101,358 59,891 2,161,249 2,161,249 4 Employee Benefit 2,485,518 65,000 2,550,518 15,331 45,395 2,505,124 5 Equipment Replacement 1,725, ,185 1,952,234 29, ,319 1,746,914 6 Facilities Improvement 335,904 65, ,904 1,125 9, ,223 Interest income and fees 79,560 (79,560) 36, (121,756) 121,756 TOTALS 7,177, , ,514, , , , ,376, * The in Equipment Replacement is comprised of for SCBA items, for repair of the Fireblast PC and the remaining is for the CISCO router and smartnet replacements. * The 1125 in Facilities is for TCA bills for the ST 57 bathroom remodel

17 Northshore Fire Department Headquarters Station, st Street, Kenmore, WA Board of Commissioners Regular Meeting Agenda Tuesday, January 15, :00 PM I. Open Meeting. II. III. Approval of Agenda Audit - Exit Conference Financial and Accountability Audit - Exit Conference Audit Team o Exit conference with the audit team from the Washington State Auditor s Office. IV. Public Comment V. Board Discussion and Possible Action Items 5.1 Policy Board Meetings Commissioner Greathouse o Board discussion and possible action to amend Policy Northshore Utility District Interlocal Agreement Chief Torpin o Board discussion and possible action to authorize the execution of an interlocal agreement with the Northshore Utility District that would allow for joint use of their pontoon boat for training and emergency response. 5.3 Next Meeting Agenda Items o Board opportunity to request future agenda items. 5.4 Special Meeting Schedule o Discussion to possibly change the date of the January 29 th special meeting VI. (6:30 PM) Public Hearing Benefit Charge Continuation Election 6.1 Public Hearing to provide information and an opportunity for public input related to the upcoming benefit charge continuation election. VII. Board Resolutions 7.1 None VIII. Reports 8.1 Fire Chief s Report 8.2 Commissioner Reports IX. Consent Agenda 9.1 Approval of Vouchers 9.2 Adoption of Operational Policies High Rise Operations, and 4318 Scenes of Violence 9.3 Approval of amendments to Operational Polices 2424 Acting Officers, 4011 Respiratory Protect Program, 4111 Abandon/Withdraw from the Structure, 4202 Cross-Zone Identifiers, 4306 Rapid Intervention Teams, 4401 Fire Ground

18 Practices, and 4406 Incident Rehabilitation. 9.4 Approval of Meeting Minutes of January 8, X. Executive Session 10.1 None XI. Adjournment Next Special Meeting: January 30 th, 2019 Next Regular Meeting: February 5 th, 2019

19 1400 Page 1 of 4 BOARD MEETINGS Purpose: Provides rules and guidelines for Commissioner Board meetings. References: Legal Reference: RCW Office--Meetings RCW Meetings--Powers and duties of board Ch RCW Open public meetings act Responsibilities: It is the responsibility of the Board Chair to conduct meetings in an orderly and businesslike manner according to the policies of this section. The District s legal counsel r will assist as needed. All Commissioners, the Fire Chief and participating members shall comply with the conduct guidelines contained in this policy. Policy: Board meetings will be scheduled in compliance with Ch RCW (Open Public Meetings Act) and RCW (Fire Commissioners Meetings). The Act broadly defines meetings to include the transaction of the official business of the Board including, but not limited to, receipt of public testimony, deliberations, discussions, considerations, reviews, evaluations and final actions. The Board will function through regular, special, and emergency meetings. Regular Meetings The Board shall have at least one meeting per month. The date, time and place of the regular meeting must be established by written resolution. Special Meetings A special meeting is any meeting other than a regular meeting. Special meetings may be called by the Chair or upon a petition of a majority of the Commissioners. As a courtesy, prior to the establishment of the date, time and place of any special meeting, the Chair shall contact the other members of the Board to determine their availability for any such special meeting. The Board may not take final action on any item not specified in the special meeting notice, which shall be provided to the public pursuant to RCW While other items of business may be discussed at a special meeting, no action can be taken on topics which have not been identified on the printed agenda. If an item is to be discussed in executive session, the item of business must also appear on the agenda if final action is to be taken following the executive session. Emergency Meetings An emergency meeting is a special board meeting held without the usual required notice. The Chair or a majority of the Board may call an emergency meeting when the conditions of RCW are met. Amended

20 Notices 1400 Page 2 of 4 All regular or special meetings of the Board must be advertised as meetings that are open to the public. If the Board wishes to devote all or most of a special meeting to an issue(s) to be discussed in executive session, the special meeting should be called to order and recessed to an executive session. The purpose and expected duration of the executive session should be announced and recorded in the minutes (e.g., personnel matters). A regular meeting does not require a public notice. If the Board does not meet at its regular location or time, the meeting should be treated as a special meeting with proper notice and announcements to the media stating the time, place and purpose of the meeting. The District will notify newspapers and radio and television stations which have filed a request for such notification. Attendance Meetings may be convened in-person and/or by conference call, online, or other alternative format as determined by the chair, subject to the requirements of the Open Public Meetings Act, chapter RCW. Agenda The board shall provisionally establish the agenda for each subsequent meeting as a part of regular and special meeting business. Agenda items may be suggested by any commissioner or the fire chief. The board will assess the proposed agenda items including the time needed for discussion, the required meeting materials and the priority of the topic. The board chair or designee and the fire chief will collaborate to assure that the appropriate meeting materials are provided in the meeting materials packet or other format as required. If during preparation of the meeting materials packet a lack of documentation or readiness prohibits discussion the agenda topic, that topic will remain on the agenda with a notation explaining the status of the item. When needed, agenda topics may be added at the discretion of the fire chief and the board chair. The meeting materials packet will typically include; The Chief, Chair, and one other Board member at the Chair s discretion are responsible for preparing the agenda for each meeting. Copies of the agenda, draft minutes of the previous meeting and relevant supplementary information. The meeting materials packet will be available to each Commissioner at least three business days in advance of the meeting and will be available to any interested citizen via the department website and at the district headquarters as early as possible but no less twentythan twenty-four hours prior to the meeting. The general format for the agenda document will include: I. Open Meeting II. Approval of Agenda III. Public Comment IV. Board Discussion and Possible Action Items V. Board Resolutions VI. Reports Amended

21 Quorum VII Consent Agenda VIII. Executive Session IX. Next Meeting Agenda IX. Adjournment 1400 Page 3 of 4 Three Commission members shall constitute a quorum for the transaction of all business. Quorum shall be determined by counting each Commissioner present for the call for the vote. Conduct All Board meetings will be conducted in an orderly and businesslike manner, and when necessary using simplified parliamentary procedures as described in Policy The order of business will be indicated in the agenda. Any amendments to the agenda will be voted on at the beginning of the meeting. All votes on motions and resolutions shall be by voice vote unless a roll call vote is requested by a member of the Board. Meetings should be conducted in accordance with the following ground rules: 1. Members are to listen actively and respect others when they are talking. Refrain from side conversations during discussions. Wait until the presenter has finished before asking questions. 2. Consider ideas with an open mind. Ideas may be respectfully challenged by asking questions focus on ideas and refrain from personal attacks. 3. Members wishing to bring items for discussion should provide background information to other members in advance of the meeting, in conjunction with the meeting materials packet. 4. Each member should actively participate in discussions. There may be times when members do not agree 100% with an idea. Members should share their thoughts if they can t accept a proposal, but also consider what they can accept even without 100% agreement. 5. Each member should try to keep discussions on task and efficient. 6. Instead of invalidating others suggestions, share your own new idea or contribution. 7. Issues which have been decided will only be reopened in rare instances and with agreement of the majority of the Board. 8. Prior to the Board voting on a motion the Chair or District Secretary will restate the motion. 9. Decisions made by the Board will be summarized by the Chair or District Secretary prior to moving to the next topic. Amended

22 Voting The vote on all matters shall be oral. Results will be announced immediately and recorded in the minutes. A Commissioner may change his/her vote if the change is announced before the Chair announces the results of the vote Page 4 of 4 Any Commissioner may abstain from voting at any call for the vote. The reason for the abstention should be stated and recorded in the minutes of the meeting. Public Participation The Board recognizes the value of public comment on fire and emergency medical services issues and the importance of involving members of the public in its meetings. A period for public comment shall be included in the agenda. The Board may also allow individuals to express an opinion prior to Board action on agenda items. Individuals wishing to be heard by the Board shall first be recognized by the Chair. Individuals, after identifying themselves, are encouraged to make comments as briefly as the subject permits. The Chair shall maintain order and ensure the appropriateness of discussion. Amended