ATTENDANCE. Board Members: Brian Clopton, Gordon Hovies, Randy Lauer, Robert Wyffels

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1 TUALATIN VALLEY FIRE AND RESCUE BOARD OF DIRECTORS MEETING MINUTES TUESDAY, MAY 28, 2013 TVF&R COMMAND AND BUSINESS OPERATIONS CENTER S.W. 70 TH AVENUE, TIGARD, OREGON ATTENDANCE Board Members: Brian Clopton, Gordon Hovies, Randy Lauer, Robert Wyffels Excused Absence: Clark Balfour Others present: Gary Burton, Claire Doolittle, Stacey Dukes, Mike Duyck, Karen Eubanks, Steve Forster, Kenny Frentress, April Frezza, Debra Guzman, Mark Havener, Jeff Jones, Al Kennedy, Greg Ladrow, Chad Liggett, Jeff Miller, Dustin Morrow, Walt Peck, Brian Sherrard, Mark Stevens, Deric Weiss, Eric Wicks TVF&R; Bob Blackmore Attorney; Nicole Palmateer, Jim Corliss Guests REGULAR SESSION CALL TO ORDER CONSENT AGENDA RECOGNITION President Robert Wyffels called the meeting to order at 6:02 p.m. Mr. Lauer moved, seconded by Mr. Hovies, approval of the Consent Agenda. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. Jim Corliss, Landmark Ford. Public Affairs Chief Karen Eubanks recognized Jim Corliss from Landmark Ford, who has been a longterm partner of the District and advocate of community safety. Mr. Corliss designated the District to be the recipient of Landmark Ford s Ambassador gifts, totaling $6,000, in support of the SKID program. The District plans to use the donation to purchase materials for the program, and for community safety education ads via social media platforms. President Wyffels thanked Jim on behalf of the Board of Directors. Senator Paul S. Sarbanes Fire Service Safety Leadership Award. Battalion Chief Deric Weiss provided an overview of the joint study conducted in 2009, which focused on chemicals found in the overhaul phase of structure fires. The report has resulted in the development of policies and best practices for firefighters and fire investigators during overhaul, and the revision of internal procedures. Division Chief Brian Sherrard relayed that the District, in partnership with the Oregon Office of State Fire Marshal and the Governor s Fire Service Policy Council, was awarded the 2013 Senator Paul S. Sarbanes Fire Service Safety Leadership Award. The award is given to agencies in recognition of outstanding contributions to firefighter safety. Chief Sherrard presented the award to the Board, on behalf of the District and staff. 5

2 Page 2 CITIZEN PARTICIPATION STAFF PRESENTATION FINANCE REPORT There was no citizen participation. Integrated Operations Fire Investigation. Fire Marshal Steve Forster provided an overview of the Fire Investigation Program, including the training required, types of fires investigated, approach (origin and cause), and community education opportunities. Finance Report (April 2013). CFO Guzman reviewed the financial report for the period ending April 30, 2013; the benchmark was at 83.33% ten months into the fiscal year. Property tax collections remain strong, and Personnel Services and Materials & Services are within 3% of last year. Budget transfers will be done in June as needed. Capital Project Expenditure Summary. CFO Guzman reviewed the Capital Expenditure Summary for the month ending April 30, CORRESPONDENCE OLD BUSINESS NEW BUSINESS Noted. There was no old business. Resolution Legal Counsel Firm Name Change. CFO Guzman relayed to the Board that the District s legal counsel firm has changed their name. The resolution is to recognize Jordan Ramis PC as the District s legal counsel. Mr. Lauer moved, seconded by Mr. Hovies, to approve Resolution to recognize Jordan Ramis PC as the District s legal counsel per Board Policy 2.8, Selection and Duties of the Legal Counsel. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. Resolution Appoint Legal Counsel for Labor and Employment Law Counsel. CFO Guzman relayed that the Board has consistently authorized the usage of Bullard Law and Barran Liebman Attorneys. Staff recommends that the Board recognize both firms as the District s labor and employment law counsel. Mr. Clopton moved, seconded by Mr. Hovies, to approve the Resolution. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. 6

3 Page 3 NEW BUSINESS (cont.) Budget Committee Member Reappointment Mike Smith. CFO Guzman relayed that the law requires the District s Budget Committee Members terms to be staggered. The three year terms for Mike Smith and Jon Walsh will expire on June 30, Staff recommends that both members be appointed for another three-year term. Mr. Hovies moved, seconded by Mr. Lauer, to reappoint Mike Smith to the Budget Committee. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. Budget Committee Member Reappointment Jon Walsh. Mr. Hovies moved, seconded by Mr. Clopton, to reappoint Jon Walsh to the Budget Committee. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. Board Policy Section Three (Budget and Finance). CFO Guzman and Controller Claire Doolittle relayed to the Board that Board Policy Section Three was reviewed by staff. Sections 3.2, 3.3, and 3.4: The Oregon Revised Statutes (ORS) references were updated to reflect the changes to the Budget Law. Section 3.6: Updated to align with the State of Oregon Sample Investment Policy for Local Government, which was issued in April The changes included tightening the non-treasury obligations, new diversifications by institution, the addition of credit unions to the list of qualified depositories, and clarification of safekeeping and collateralization rules. Section 3.14: Updated to cover grant restrictions and bond compliance when disposing of surplus property. Section 3.19 and 3.20: Removed outdated language. Section 3.21: Added language to clarify that the CFO has the authority to administer and maintain the deferred compensation plans on a day-to-day basis, and that employee hardship withdrawal requests will be handled by the committee. Mr. Hovies moved, seconded by Mr. Lauer, to approve the First Reading of Board Policy Section Three (Budget and Finance) by title only. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. Stacey Dukes gave the First Reading of Board Policy Section Three (Budget and Finance) by title only. 7

4 Page 4 NEW BUSINESS (cont.) Non-Union Salary Range Increases. Assistant Chief Jeff Jones relayed to the Board that staff participated in two salary studies in the Portland Metro area, and contacted city partners regarding their union and non-union salary adjustments. The average increase was 2.0% and the CPI-W index was 2.1%. Effective July 1, 2013, the District s non-union salary range will increase by 2.1%. The increase is not an automatic cost of living increase; staff eligibility to receive an increase is based on performance. Local Option Levy. Division Chief Walt Peck relayed that the local option levy will be on the ballot in approximately one year. Staff has been modeling options that are responsive to the direction provided by the Board. Campbell and Delong Resources will be conducting a survey in June to evaluate the likelihood of the District s success. Member Hovies inquired about the Beaverton School District local option levy. Chief Peck responded that the success of local governance issues across the state was encouraging; however, the public s confidence in the District specifically will need to be evaluated. Public Procurement Authority. Fire Chief Mike Duyck informed the Board that the FireRescue Group Purchasing Organization (GPO) and the Western Fire Chief s Association (WFCA) are in the process of establishing a public entity under ORS Chapter 190, which would allow them to create a Public Procurement Authority (PPA). TVF&R, Redmond Fire District, and Jackson County Fire Protection District #3 have been asked to be the participating agencies. The Public Procurement Authority will be able to secure national pricing bids; based on the District s experience, this should drive prices down and create a reduction in staff time required to go out for bids. Per legal counsel, the Board will need to adopt an Ordinance via a first reading in June, and second reading in July. The GPO and WFCA accept all legal responsibility, expenses, and liability. President Wyffels inquired what management fee the WFCA will assess on the program. Chief Duyck responded that the fee will be variable, and will be assessed on the vendor, not the District. President Wyffels asked if there will be additional savings beyond the bulk prices the District receives through the state organization. Chief Duyck responded that there is the potential for additional savings, and staff will continue to compare prices. Member Hovies inquired if other fire departments can join the PPA. Chief Duyck responded that there is currently no advantage to other departments joining the PPA. All fire departments, not just WFCA members, will have access to the national pricing. 8

5 Page 5 CHIEF S REPORT Capital Bond Project Update. Chief Jones reported on the status of construction projects at Stations 35, 51, 52, 56/South Operating Center, and Station 68. The anticipated move in dates for Station 56 and South Operating Center staff are in July. Fleet Operations Manager Chad Liggett reported on the status of the new water tenders, which are expected to be completed in June Legislative Update. The District s lobbyist, Nicole Palmateer, delivered the 2013 legislative update. The session started with 3,300 bills, is down to 1,400, and will likely decrease significantly by Friday, May 31 st. There are two suggestions for how to collect the emergency communications taxes on prepaid wireless phones; the wireless industry is committed to finding a solution. All major property tax reform proposals were removed; therefore, no significant changes are expected during this session. Two Senators indicated their desire to have an indepth conversation about land use, annexation, services, and districts, and intend to create a workgroup. HB 2418 (adding Battalion Chiefs into the collective bargaining unit), has been moved into the Rules Committee and will go through to the end of the session. The CPR in schools bill was unsuccessful due to concerns about costs and unfunded mandates. The American Heart Association intends to form a group to discuss bringing forward a bill in February. Nicole thanked the District for being present and testifying during the session. Community Academy Healthcare Focus. Chief Eubanks relayed to the Board that the next Community Academy is scheduled for June 26 th. The theme for this academy is healthcare, and the invitees include influential individuals in healthcare reform. The academy will include classroom participation, hands-on drills, a station ride along, and debrief on how to integrate and help Oregon achieve the triple aim better health, better care, and lower costs. Outstanding Employee of the Quarter (1 st Quarter 2013). Chief Duyck relayed to the Board that Travis Kanoff, Kevin Comstock, and Tom Herrington were awarded the Outstanding Employee of the Quarter award. They were nominated for their interaction with a seriously ill young patient. After having a conversation with her, they used their own time and money to purchase items that she liked, and delivered those items during their next shift. 9

6 Page 6 CHIEF S REPORT (cont.) Recent Conference Recap. Deputy Chief Dustin Morrow provided the Board with an overview of the conferences attended by Chief Duyck and staff, including the Metropolitan Fire Chief s Association Conference, WFCA President s Forum, OFCA Spring Conference, and Congressional Fire Service Institute. Budget Meeting Recap. The Budget Committee remains concerned about the slight increase in response times; staff will continue to evaluate how to decrease times. The committee was also concerned about the number of current and future programs; staff needs to identify metrics and measure performance to ensure the District s success. The committee was concerned about funding measures; staff has been preparing for the local option levy, and plans to discuss funding measures with the Board. Volunteer Banquet. Chief Duyck reminded the Board about the Volunteer Banquet on June 15 th at 6:00 p.m. at the Rock Creek Country Club. Recent Events. Chief Duyck relayed that a large regional exercise occurred last week, which involved District facilities and incident management teams. At the same time, a significant power surge occurred in Sherwood, which caused damage to several homes. In addition, there was a fatal fire in Aloha the next morning. Chief Duyck shared with the Board that numerous Sherwood residents expressed their gratitude for the District s assistance during their incident. PRESIDENT S REPORT ITEMS NOT LISTED ON THE AGENDA EXECUTIVE SESSION National Association of Elected Fire Officials (NAEFO) Conference. President Wyffels requested that the Board approve out-of-state travel for the annual NAEFO Conference on September in Las Vegas. Chief Duyck relayed that money is budgeted for Board travel. There were no items not listed on the agenda. Mr. Clopton moved, seconded by Mr. Hovies, to move out of Regular Session and into Executive Session. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. President Wyffels moved the meeting into Executive Session at 7:45 p.m. 10

7 Page 7 EXECUTIVE SESSION (cont.) Mr. Lauer moved, seconded by Mr. Clopton, to move out of Executive Session and resume Regular Session. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. President Wyffels moved the meeting into Regular Session at 8:22 p.m. ADJOURN Mr. Hovies moved, seconded by Mr. Lauer, to adjourn the meeting. Motion carried with aye votes by President Wyffels and Members Clopton, Hovies, and Lauer. There being no further business to come before the Board, President Wyffels adjourned the meeting at 8:23 p.m. Approved this day of, Secretary/Treasurer Minutes recorded and prepared by Stacey H. Dukes. 11