COMMITTEE MEETING REPORTS For Information 1. Finance and Administrative (RP)... Page Ad-Hoc Eastside RFA Planning Committee (MM)...

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1 Eastside Fire & Rescue Board of Directors Regular Meeting Agenda July 14, 2016, 4 p.m. Regular Meeting Headquarters, 175 Newport Way NW Issaquah, WA CALL TO ORDER, ROLL CALL AND FLAG SALUTE SPECIAL PRESENTATIONS 1. Retirement Recognition of Firefighter Venera PUBLIC COMMENT CONSENT AGENDA For Approval 1. Agenda Bill Approval of Board Minutes and Financial Recap... Page Minutes Regular Board meeting 6/9/16... Page Minutes Special Board meeting 6/9/16... Page Agenda Bill Transport Write-off Request... Page 10 COMMITTEE MEETING REPORTS For Information 1. Finance and Administrative (RP)... Page Ad-Hoc Eastside RFA Planning Committee (MM)... Page 18 FIRE CHIEF BRIEFING NEW BUSINESS 1. Agenda Bill Board Administrative Policy 0003 (Directors Roles & Responsibilities) (JC)... Page 20 GENERAL ADMINISTRATIVE REPORTS For Information 1. Revenue Expense Report... Page Incidents Activity Report... Page 40 GOOD OF THE ORDER EXECUTIVE SESSION CALENDAR REVIEW RFA Planning Committee July 21, 2016, 4 p.m., Headquarters EF&R Board August 4, 2016, 4 p.m., Headquarters FAC 4 th Wednesday, 12:30 p.m., Headquarters (pending Agenda items from EF&R Board) Strategic Planning Community Meetings - July 19, North Bend & District 38, North Bend Library Strategic Planning Community Meetings - July 26, Carnation & District 10, Station 85 Strategic Planning Community Meetings - July 27, Issaquah, Issaquah City Hall Fire Ops October 1, 2016, TBD, Bellevue Training Center SIGNING OF THE DOCUMENTS ADJOURN MEETING

2 Eastside Fire & Rescue Board of Directors AGENDA BILL July 14, 2016 SUBJECT: June Monthly Board Minutes and Financial Recap Approval SUMMARY STATEMENT: The Board Secretary submits completed minutes for the prior month s meetings to the Board for review prior to the regular Board meeting. The Board acts upon the minutes first directing any needed changes to be noted on the document in ink, initialed by the Board Secretary, approving said minutes as amended. The Agency utilizes the Auditing Officer Certification method (RCW ) of approving normal and usual ongoing expenditures for payroll, utilities, and other goods and services, on behalf of the Board of Directors. Monthly, those expenditures are provided for review and oversight by the Board pursuant to state law (RCW ). Items requiring Board approval in advance of payment are presented on separate Agenda Bills to obtain approval and are included on the Monthly Financial Recap when paid after said approval. Items paid, but rejected by the Board after they have been paid, will become receivables and immediate collection by the Agency Audit Officer will commence. Expenditure Required: $3,629, Amount Budgeted: $3,629, Fund Utilized: General Fund ADMINISTRATION S RECOMMENDATION: Approve the attached Minutes and Financial Recap. RECOMMENDED MOTION: Move to approve the Minutes and Financial Recap. ALTERNATIVE(S): Approve the attached, stipulating any items needing change or rejection, and order the collection of any items necessary. EXHIBITS: 1) Prior month s Board minutes, together with any hand-noted changes, as directed by the Board. 2) Prior month s Monthly Financial Recap with the Accounting Certification. The Monthly Financial Recap includes the prior month s blanket vouchers, certified by an Agency Audit Officer. Originator: JF Administrative Review: 7/6/16 Action: Date: 7/14/16 Motion By: 2 nd : Board Secretary: Page 2 of 41

3 Eastside Fire & Rescue Monthly Financial Recap July 14, 2016 To inform the Board of Directors that the Chief, BFA, or Controller had approved the following for payment: Blanket Voucher No. Paid Date Description Amount General June 3, 2016 Weekly vendor invoices $89, June 9, 2016 Weekly vendor invoices $238, June 10, /10/16 career & volunteer payroll deductions $14, June 17, 2016 Weekly vendor invoices $33, June 23, 2016 Weekly vendor invoices $19, June 24, /24/16 career payroll deductions $13, July 1, 2016 Weekly vendor invoices $40, July 6, 2016 Weekly vendor invoices $216, July 8, /8/16 career & volunteer payroll deductions $13, General Fund Total: $679, CFMF June 13, 2016 Vendor invoice $2, CFMF Total: $2, ERF June 6, 2016 Vendor invoices $809, June 8, 2016 Vendor invoices $3, June 27, 2016 Vendor invoices $22, ERF Total $834, ACH Transfers Paid Date Description Amount General June 9, /10/16 payroll funding $447, June 10, /10/16 payroll taxes $97, June 9, /10/16 payroll 457 & loan contributions $68, June 10, /10/16 payroll DCP payment $3, June 10, 2016 May 2016 DRS payment $180, June 16, 2016 June 2016 HRA fund payment (6 of 6) $147, June 16, 2016 Transfer from SERRA fund dissolution -$ June 16, 2016 Transfer from CFMF -$9, June 24, /24/16 payroll DCP payment $3, June 24, /24/16 payroll 457 & loan contributions $69, June 24, /24/16 payroll funding $474, June 24, /24/16 payroll taxes $109, July 8, /8/16 payroll funding $471, July 8, /8/16 payroll taxes $109, July 8, /8/16 payroll DCP payment $3, July 8, /8/16 payroll 457 & loan contributions $69, General Fund Total: $2,244, CFMF June 16, 2016 Transfer to General fund $9, CFMF Total: $9, SERRA June 16, 2016 Transfer to General fund $5.54 SERRA Total: $5.54 ERF EFR Total: $0.00 Revolving Fund Revolving Fund Total: $0.00 HRA June 10, /10/16 payroll FSA & DCA contributions $1, June 16, 2016 Transfer from General fund - June payment -$147, July 8, /25/16 & 7/8/16 payroll FSA & DCA contributions $3, HRA Fund Total: -$142, HRA US Bank HRA US Bank Total: $0.00 Expense Summary Tracking $3,629, Acknowledgement to the Board of Directors': Prepared By: Pam Bryson - Finance Assistant Page 3 of 41

4 EASTSIDE FIRE & RESCUE BOARD OF DIRECTORS REGULAR MEETING June 9, p.m. The regular meeting of the Board of Directors of Eastside Fire & Rescue was held on June 9, 2016, at Eastside Fire & Rescue Headquarters, 175 Newport Way NW, Issaquah, WA. PRESENT: Board Chair Alan Gothelf (City of North Bend) Board Director Larry Rude (Fire District 10) Board Director Bob Keller (City of Sammamish) Board Director Mike Mitchel (Fire District 10) Alt. Eileen Barber (City of Issaquah) Board Director/Vice Chair Mary Lou Pauly (City of Issaquah) late arrival Board Director Ramiro Valderrama (City of Sammamish) late arrival Board Director Chris Dahline (District 38) late arrival STAFF: Fire Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Jon Parkinson Deputy Chief Rich Burke Budget Finance Analyst Scott Faires Executive Administrative Assistant Jamie Formisano Administration Assistant Jay Hart AUDIENCE: Commissioner Don Smith (Fire District 10) Commissioner Ron Pedee (Fire District 38) Councilmember Tom Hornish (City of Sammamish) City Manager Lyman Howard (City of Sammamish) Jon Wiseman (Union President Local 2878) Battalion Chief Craig Hooper Captain Dana Schutter Captain Ben Lane ABSENT: Board Director Paul Winterstein (City of Issaquah) CALL TO ORDER: Chair Gothelf called the meeting to order at 4:00 p.m. ROLL CALL & FLAG SALUTE: Chair Gothelf took roll call and led the flag salute. SPECIAL RECOGNITION: None CITIZEN INPUT: Union President Wiseman briefed the Board on the fundraiser for Muscle Dystrophy as well as the Annual Scholarship Awards that the Union sponsors for High Schools within the service area. Page 4 of 41

5 CONSENT AGENDA: IT WAS MOVED BY DIRECTOR KELLER, SECONDED BY DIRECTOR RUDE TO: Approve the Consent Agenda as written. MOTION CARRIED, Agenda Bill Approval of Board Minutes and Financial Recap 2. Agenda Bill Write off Request COMMITTEE REPORTS: 1. Finance and Administrative Committee: Deferred to discuss with Agenda Bill RFA Planning Committee: The RFA Committee recommends the Eastside Regional Fire Authority measure is put on the November Ballot, the Districts will vote by the July meeting to meet the August 2, 2016 filing deadline. FIRE CHIEF BRIEFING: Fire Chief Clark briefed the Board on the following; current status of the Strategic Plan, discussed Cascadia Rising with recognition to Volunteer Lead Bromberg, the LPGA, the Snoqualmie Tribe meet and greet, current Brush Fire Deployment to Eastern WA., and the recent Engine 71 traffic accident. NEW BUSINESS: 1. Agenda Bill Revenue and Expense Budget: A briefing on the 2017 Budget Summary was provided. IT WAS MOVED BY DIRECTOR PAULY, SECONDED BY DIRECTOR VALDERAMMA TO: refer the 2017 Revenue and Expense Budget to the Finance Administrative Committee (FAC) for review. MOTION CARRIED, Agenda Bill Operating Budget Amendment: IT WAS MOVED BY DIRECTOR PAULY, SECONDED BY DIRECTOR KELLER TO: amend and increase the 2016 Operating Budget by $130, and increase it from $24,255,988 to $24,386, MOTION CARRIED, Agenda Bill Board Administrative Policy 0001 (Fire Chief Evaluation Process): IT WAS MOVED BY DIRECTOR RUDE, SECONDED BY DIRECTOR PAULY TO: recommend the approval of the Eastside Fire & Rescue Board of Directors Administrative Policy 0001 as presented by the FAC. Discussion ensued regarding the evaluation performance score. MOTION CARRIED, 8 0. GENERAL ADMINISTRATIVE DISCUSSION: 1. Revenue and Expense Report: Report included in the packet. 2. Incidents Activity Report: Report included in the packet. GOOD OF THE ORDER: 1. Acknowledgment of Sammamish Councilmember Hornish for his involvement as a Ham Radio Operator during the Cascadia Rising event. 2. Acknowledgement of Director Rude for his participation as an Emergency Operations Center (EOC) Evaluator. EXECUTIVE SESSION: In accordance with RCW (1)(g), the Regular Meeting was adjourned and the Executive Session began at 4:25 p.m. to discuss the Department Re-Org. The Executive Session was expected to last approximately 10 minutes. The Chair extended the Executive Page 5 of 41

6 Session five minutes. The Executive Session was adjourned at 4:40 p.m. and the Regular Meeting of the Board was called back in session. CALENDAR REVIEW: RFA Planning Committee June 16, 2016, 4 p.m., Headquarters Cascadia Rising Zone Exercise, June 7-10, 2016 EF&R Board June 9, 2016, 4 p.m., Headquarters EF&R Board Strategic Planning Meeting June 9, 2016 following Board meeting, HQ FAC 4th Wednesday, 12:30 p.m., Headquarters (pending Agenda items from EF&R Board) Strategic Planning Community Meetings - July 7, May Valley & District 10, Station 78 Strategic Planning Community Meetings - July 13, Sammamish, Sammamish City Hall Strategic Planning Community Meetings - July 19, North Bend & District 38, NB Library Strategic Planning Community Meetings - July 26, Carnation & District 10, Station 85 Strategic Planning Community Meetings - July 27, Issaquah, Issaquah City Hall ADJOURNMENT: Chair Gothelf adjourned the meeting at 4:45 p.m. SIGNING OF DOCUMENTS: Board Director Board Director Board Director Board Director Board Director Board Director Board Director Board Director Page 6 of 41

7 EASTSIDE FIRE & RESCUE BOARD OF DIRECTORS SPECIAL MEETING June 9, :00 p.m. A special meeting of the Board of Directors of Eastside Fire & Rescue to discuss Strategic Planning was held on June 9, 2016, at Eastside Fire & Rescue Headquarters, 175 Newport Way NW, Issaquah, WA. PRESENT: Board Chair Alan Gothelf (City of North Bend) Board Director Larry Rude (Fire District 10) Board Director Bob Keller (City of Sammamish) Board Director Mike Mitchel (Fire District 10) Alt. Eileen Barber (City of Issaquah) Board Director/Vice Chair Mary Lou Pauly (City of Issaquah) Board Director Ramiro Valderrama (City of Sammamish) Board Director Chris Dahline (District 38) STAFF: Fire Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Jon Parkinson Deputy Chief Rich Burke Executive Administrative Assistant Jamie Formisano AUDIENCE: Commissioner Don Smith (Fire District 10) Commissioner Ron Pedee (Fire District 38) Alt. Director Tom Hornish (City of Sammamish) City Manager Lyman Howard (City of Sammamish) Jon Wiseman (Union President Local 2878) Battalion Chief Hooper Captain Dana Schutter Captain Ben Lane Administration Assistant Jay Hart Budget Finance Analyst Scott Faires ABSENT: Board Director Paul Winterstein (City of Issaquah) CALL TO ORDER: Chair Gothelf called the meeting to order at 5:00 p.m. NEW BUSINESS: Chief Clark briefed the Board on the current status with the Strategic Planning process and provided a high level overview of the SWOC (Strengths, Weaknesses, Opportunities, Challenges) Analysis feedback throughout the Agency. Discussion ensued regarding challenges with implementing a Strategic Plan, the perception connecting with the Community, benefits of extending the ILA (Inter-local Agreement) and upcoming Community meetings. The Chief led the EF&R Board through the SWOC discussion for feedback: Page 7 of 41

8 51 52 Strengths: SWOC Weaknesses: Operational efficiency o ILA drives this o Community Cohesion o Partner Relationships o Lever Resources more efficiently Lowest cost per station/low cost to partners Community involvement Dedication to Service Reputation within Community Chaplain s Program Compassion Range of Emergency Services provided (Swift water, Wildland, Urban/Rural) Positive Labor/Management Relationship New Board and New Admin o Seeking new opportunities o Willingness to set a strategic plan Quality of Personnel Community Events ILA (Structure and Content of ILA) o Length o Bulky o More than it needs o Difficult to interpret o Reads more like a contract Fixed Facilities (GIS)/Joint Planning Location of Stations Partner Trust Technology/Infrastructure (Too Much Paper) Succession Planning Higher Level of Sharing Lack of Training Grounds Legal Authority/Employer of Record Permanent Governance Geographical Size/Response Area/Donut Holes Identity/Who We Are and Who We Serve Public Understanding of Eastside /Name Recognition Opportunities: Identity/Who We Are and Who We Serve Strengthen Partner/Neighbor Relationships Additional Partners Longer Commitment = Longer Planning Horizons Governance Succession Planning Leveraging Strengths with New Relationships (Tribe/Grants) Re-Analyze Funding Models Challenges: Large Line Item Growth in the Urban Areas and how it affects Equipment/Service Growth in the Rural Areas and how it affects Equipment/Service Consistency in Service Models Traffic Density Urban Density o More houses in smaller spaces/smaller streets o Requires More Resources Communications/Social Media Increased Calls with Wildland Interface Issues Aging of Communities Social Services (Homeless, Mental Illness, Drug, Languages, Diversity) 10 years 80% English down to 54% Cyber Security Retirement Bubble Page 8 of 41

9 Discussed Mission Statement: The four constant words provided during feedback: Service Community Dedication Excellence Discussed Strategic Priorities/Goals: Strategic Goal #1: Life Safety Strategic Goal #2: Community Outreach and Partnerships Strategic Goal #3: Long-Term Sustainability Strategic Goal #4: Strengthen Infrastructure Strategic Goal #5: Employee Development Strategic Goal #6: Volunteer Programs Strategic Goal #7: Board of Director Development The Board agreed to gain an understanding and identify who the Community of Eastside truly is. Deputy Chief Tryon will lead future discussions with the Strategic Planning Committee as they pertain to values, which will be easily defined and that represent EF&R. GOOD OF THE ORDER: None EXECUTIVE SESSION: None ADJOURNMENT: Chief Clark adjourned the meeting at 6:18 p.m. SIGNING OF DOCUMENTS: Board Director Board Director Board Director Board Director Board Director Board Director Board Director Board Director Page 9 of 41

10 Eastside Fire & Rescue Board of Directors AGENDA BILL July 14, 2016 SUBJECT: Write-Off Request SUMMARY STATEMENT: Per Policy 3524, Fee for Transport Billing, Article : After the billing company has billed the patient and made three attempts to contact the patient for payment, the billing company shall determine the bill as uncollectable. These shall be sent to the EF&R Board of Directors for action. The Agency is requesting the Government required write-offs of $54,055.26, the write-off of uncollectible receivables of $16,770.15, for July and a waiver request for $ Expenditure Required: N/A Amount Budgeted: $71, Fund Utilized: ADMINISTRATION S RECOMMENDATION: Approve the requested write-offs. RECOMMENDED MOTION: Move to approve the requested write-offs documented in the attached Exhibits. ALTERNATIVE(S): 1. Refer to the Finance and Administrative Committee for further review. EXHIBITS: 1. July Write-off Request Originator: MH Administrative Review: 7/6/16 Action: Date: 7/14/16 Motion By: 2 nd : Board Secretary: Page 10 of 41

11 Eastside Fire & Rescue Fee Schedule Adjustment DOS Incident Number Write Off Amount Type 02/10/ $ Fee schedule w/o 02/23/ $ Fee schedule w/o 02/01/ $ Fee schedule w/o 04/21/ $ Fee schedule w/o 12/19/ $ Fee schedule w/o 04/05/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 04/18/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 04/08/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 02/11/ $ Fee schedule w/o 01/15/ $ Fee schedule w/o 03/05/ $ Fee schedule w/o 03/15/ $ Fee schedule w/o 04/09/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 04/06/ $ Fee schedule w/o 04/18/ $ Fee schedule w/o 04/29/ $ Fee schedule w/o 03/13/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 04/20/ $ Fee schedule w/o 04/25/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 04/30/ $ Fee schedule w/o 03/20/ $ Fee schedule w/o 03/23/ $ Fee schedule w/o 04/06/ $ Fee schedule w/o 04/28/ $ Fee schedule w/o 04/30/ $ Fee schedule w/o 04/02/ $ Fee schedule w/o 01/02/ $ Fee schedule w/o 04/30/ $ Fee schedule w/o 03/18/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 02/12/ $ Fee schedule w/o 04/13/ $ Fee schedule w/o 04/25/ $ Fee schedule w/o 02/09/ $ Fee schedule w/o Page 11 of 41

12 Eastside Fire & Rescue Fee Schedule Adjustment 02/10/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 03/21/ $ Fee schedule w/o 04/16/ $ Fee schedule w/o 04/09/ $ Fee schedule w/o 04/13/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 03/16/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 01/20/ $ Fee schedule w/o 03/19/ $ Fee schedule w/o 04/25/ $ Fee schedule w/o 02/25/ $ Fee schedule w/o 01/03/ $ Fee schedule w/o 04/21/ $ Fee schedule w/o 04/26/ $ Fee schedule w/o 02/23/ $ Fee schedule w/o 1/2/ $ Fee schedule w/o 02/16/ $ Fee schedule w/o 02/27/ $ Fee schedule w/o 01/15/ $ Fee schedule w/o 02/16/ $ Fee schedule w/o 03/18/ $ Fee schedule w/o 03/19/ $ Fee schedule w/o 03/21/ $ Fee schedule w/o 03/31/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 04/18/ $ Fee schedule w/o 04/19/ $ Fee schedule w/o 04/22/ $ Fee schedule w/o 04/23/ $ Fee schedule w/o 05/04/ $ Fee schedule w/o 04/20/ $ Fee schedule w/o 01/02/ $ Fee schedule w/o 03/05/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 03/18/ $ Fee schedule w/o 04/03/ $ Fee schedule w/o Page 12 of 41

13 Eastside Fire & Rescue Fee Schedule Adjustment 04/08/ $ Fee schedule w/o 04/09/ $ Fee schedule w/o 12/16/ $ Fee schedule w/o 04/03/ $ Fee schedule w/o 01/29/ $ Fee schedule w/o 04/13/ $ Fee schedule w/o 01/04/ $ Fee schedule w/o 01/26/ $ Fee schedule w/o 02/10/ $ Fee schedule w/o 04/04/ $ Fee schedule w/o 04/09/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 04/13/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 04/14/ $ Fee schedule w/o 04/18/ $ Fee schedule w/o 04/20/ $ Fee schedule w/o 04/29/ $ Fee schedule w/o 02/20/ $ Fee schedule w/o 04/11/ $ Fee schedule w/o 03/11/ $ Fee schedule w/o 03/22/ $ Fee schedule w/o 04/15/ $ Fee schedule w/o 02/29/ $ Fee schedule w/o 02/05/ $ Fee schedule w/o 03/24/ $ Fee schedule w/o 04/02/ $ Fee schedule w/o 04/04/ $ Fee schedule w/o 04/15/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 04/19/ $ Fee schedule w/o 04/24/ $ Fee schedule w/o 04/29/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 04/22/ $ Fee schedule w/o 04/23/ $ Fee schedule w/o 04/17/ $ Fee schedule w/o 03/11/ $ Fee schedule w/o 03/07/ $ Fee schedule w/o Page 13 of 41

14 Eastside Fire & Rescue Fee Schedule Adjustment 04/09/ $ Fee schedule w/o 04/12/ $ Fee schedule w/o 01/23/ $ Fee schedule w/o 03/26/ $ Fee schedule w/o 04/09/ $ Fee schedule w/o 03/09/ $ Fee schedule w/o 02/28/ $ Fee schedule w/o 12/2/ $ Fee schedule w/o 10/25/ $ Fee schedule w/o 01/20/ $98.69 Fee schedule w/o 03/14/ $92.90 Fee schedule w/o 03/14/ $88.56 Fee schedule w/o 11/19/ $86.01 Fee schedule w/o 02/27/ $82.77 Fee schedule w/o 5/12/ $6.89 Fee schedule w/o Total Fee Schedule W/O -$54, /14/ $3.64 Small balance 5/6/ $ uncollectibel 12/12/ $1, uncollectible 11/29/ $ uncollectible 09/30/ $ uncollectible 10/27/ $ uncollectible 09/04/ $ uncollectible 12/8/ $ uncollectible 12/21/ $ uncollectible 12/3/ $ uncollectible 11/16/ $ uncollectible 12/5/ $ uncollectible 12/6/ $ uncollectible 01/21/ $ uncollectible 01/22/ $ uncollectible 1/3/ $ uncollectible 7/12/ $ uncollectible 12/18/ $ uncollectible 04/03/ $ Uncollectible 04/01/ $ Uncollectible Page 14 of 41

15 Eastside Fire & Rescue Fee Schedule Adjustment 04/06/ $ Uncollectible 04/04/ $ Uncollectible 04/01/ $ Uncollectible 04/01/ $ Uncollectible 04/05/ $ Uncollectible 04/03/ $ Uncollectible 7/24/ $ uncollectible 10/24/ $ uncollectible 11/26/ $ uncollectible 8/6/ $ uncollectible 10/08/ $ uncollectible 12/1/ $ uncollectible 12/15/ $ uncollectible 11/15/ $ uncollectible 9/23/ $ uncollectible 11/25/ $83.68 uncollectible 11/15/ $80.45 uncollectible 12/11/ $78.40 uncollectible 11/27/ $75.95 uncollectible 10/04/ $17.49 uncollectible 7/12/ $ Uncollectible 11/01/ $ uncollectible $ Uncollectible $ uncollectible Total Uncollectibles -$16, /1/ $ Waiver request Total waiver requests -$ Total Write offs -$71, Page 15 of 41

16 EASTSIDE FIRE & RESCUE FINANCE AND ADMINISTRATIVE COMMITTEE Meeting Minutes June 22, 2016 Headquarters Present: Commissioner/Committee Chair Ron Pedee (District 38) Director Alan Gothelf (City of North Bend) Director Mary Lou Pauly (City of Issaquah) Alt. Director Kathy Huckabay (City of Sammamish) Alt. Director Tom Hornish (City of Sammamish) Commissioner Don Smith (District 10) Londi Lindell (City of North Bend) Chief Jeff Clark Deputy Chief Jon Parkinson Budget Analyst Scott Faires Executive Admin Asst. Jamie Formisano Audience: Absent: Commissioner Michael Fisette (District 10) (excused) Commissioner Pedee called the meeting to order at 12:35 p.m. New Business: 1. Approval of May 25, 2016 meeting minutes: IT WAS MOVED BY DIRECTOR GOTHELF, SECONDED BY COMMISSIONER PAULY TO: Approve the meeting minutes. MOTION CARRIED Review the proposed 2016 FAC Budget Discussion Calendar Discussion ensued regarding bringing feedback from each partners Council. Agreed a. June: Policy b. July: Liability Reserve Budget c. August: Budget Exception Discussion d. September: Wrap-Up Final Recommendation 3. EF&R Board Policy 0002 (Budget & Financial Policies) a. Review EF&R Board Policy 0002 b. Recommendation to EF&R Board for adoption of revised language Page 16 of 41

17 Discussion ensued regarding the following: Two year budget cycle: Conduct a Legal analysis regarding a Fire District having authority to conduct a two year budget cycle. Budget Analyst Faires stated the law changed and this is allowed. Line 84: Discussed editing the title of the Section Fund Definitions: Recommended adjusting the language to reflect the same level of detail in a consistent manner throughout all fund definitions. Liability Reserve Fund: Discuss in detail during the July meeting. Line 113: Recommend stating Cash Based Budget. Emergency Spending Authority: Discussed responsibilities and pre-planning. Recommended adding language for jurisdictions to include emergency funding and a reimbursement process as well as State Law provisions to have the Mayor/City Manager sign resolution in case of an emergency. o Agreement: include in policy a clause regarding a federally declared disaster to include the costs associated with EFR funds and reimbursement to EFR funds. Line 222: Recommend stating additions of professional services. Reserves: Discussed the option of a percentage calculation for the operating fund contingency. Administration will revise and distribute a second draft prior to the next FAC meeting on July 27, Recommendation to submit all revisions to Chief Clark prior to the next FAC meeting on July 27, Good of the Order: None New Business: None Executive Session: None Good of the Order: None The meeting adjourned at 1:30 p.m. Next Meeting: July 27, 2016, 12:30 p.m., Headquarters (pending agenda items from the EF&R Board) Page 17 of 41

18 KING COUNTY FIRE PROTECTION DISTRICTS NO. 10 AND 38 REGIONAL FIRE AUTHORITY PLANNING COMMITTEE Meeting Minutes June 16, 2016 A special meeting of the King County Fire Districts 10 and 38 Regional Fire Authority (RFA) Planning Committee was held on June 16, 2016, at 4 p.m., at Eastside Fire & Rescue Headquarters, located at 175 Newport Way NW, Issaquah, WA Present: Commissioner Mike Mitchell (District 10) Commissioner Larry Rude (District 10) Commissioner Don Smith (District 10) Commissioner Ron Pedee (District 38) Commissioner Matt Talbot (District 38) Chief Jeff Clark Deputy Chief Greg Tryon Deputy Chief Rich Burke Deputy Chief Jon Parkinson Budget Analyst/District Secretary Scott Faires Audience: Commissioner Alan Martin (District 10) Jon Wiseman (Local 2878 President) Absent: Call to Order: Commissioner Mitchell called the meeting to order at 4:03 p.m. Approval of Minutes 5/19/16: COMMISSIONER PEDEE MOVED TO APPROVE SECONDED BY COMMISSIONER SMITH. MOTION CARRIED 5-0 New Business: 1. Approval to place RFA on the ballot: Commissioner Mitchel noted that District 10 has a consensus supporting the placement of RFA on the November ballot and appropriated funds not exceed $57,412. It is anticipated that District 38 will have a consensus supporting the placement of RFA in the ballot at their next meeting. He also noted that Liz Loomis had forwarded a contract for a continuation of services and would forward it electronically. 2. Review of important dates: Commissioner Mitchell reviewed the following dates: Page 18 of 41

19 July 20: District 10 Board of Commissioners Meeting o Agenda Bill: Move to adopt the Joint Resolution of the Board of Commissioners of King County Fire Protection District #10 and the Board of Commissioners of Fire District #38 to place RFA on the November general election. July 25: District 38 Board of Commissioners Meeting o Agenda Bill: Move to adopt the Joint Resolution of the Board of Commissioners of King County Fire Protection District #38 and the Board of Commissioners of Fire District #10 to place RFA on the November general election. 3. Commissioner Mitchell led a discussion of what should be included in the effort to inform the community about the Regional Fire Authority and dealings with Liz Loomis, our consultant including the budget for the general election (attached). Commissioner Pedee noted that District 38 intends to publish another newsletter. Old Business: None Committee Reports: None Action Items: Districts 10 & 38 Commissioner Meetings: Discuss placing RFA on the ballot for a revote. Adjourn: 4:48PM NEXT MEETING: July 21, 2016, 4:00 p.m., Headquarters Page 19 of 41

20 Eastside Fire & Rescue Board of Directors AGENDA BILL July 14, 2016 SUBJECT: EF&R Board Administrative Policies SUMMARY STATEMENT: The Chair, Vice Chair and Fire Chief have completed the final review of EF&R Board of Directors Administrative Policy 0003, Board of Directors Roles & Responsibilities and recommends the EF&R Board of Directors review and approval of the Policy. Expenditure Required: Amount Budgeted: None Fund Utilized: ADMINISTRATION S RECOMMENDATION: Recommend EF&R Board approval of the Eastside Fire & Rescue Administrative Policy 003, Board of Directors Roles & Responsibilities. Move to recommend the approval of the Eastside Fire & Rescue Board of Directors Administrative Policy 003, Board of Directors Roles & Responsibilities as presented. ALTERNATIVE(S): 1. Recommend revisions. EXHIBITS: 1. Draft Eastside Fire & Rescue Board Administrative Policy Originator: JF Administrative Review: 6/22/16 Action: Date: 7/14/16 Motion By: 2 nd : Board Secretary: Page 20 of 41

21 EF&R BOARD OF DIRECTORS ADMINISTRATIVE POLICY SUBJECT: Directors Roles and Responsibilities Policies Policy Number: 0003 Approved By: EF&R Board Effective Date: July 14, 2016 Agenda Bill: Pages: 16 Revised Date: Attachments: 1 Purpose 1.1 This policy is intended to be a guide and is not a substitute for Washington State statutes governing the conduct of Directors and the counsel, guidance, and/or opinion of the Agency s legal counsel. 1.2 The Board of Directors initially adopted the Role & Responsibilities Manual on June 12, The Board may revise this policy at any time, through a majority vote of the Board Directors. 1.3 This policy establishes the procedures and practices that elected Board Members of Eastside Fire & Rescue (EF&R) are expected to utilize in the undertaking of Board business and lists the expectations for Board Directors performance. 2 Reference These documents can be found on the EF&R website. 2.1 EF&R ILA This document defines the relationship of parties to the agency including defining the funding model for allocation of party member contributions. 2.2 Board Policy Board policies are adopted by the Board and implemented by the Fire Chief. 2.3 Agency Operating Policies and Guidelines The Fire Chief is responsible for developing and implementing agency policies and guidelines. 2.4 EF&R Strategic Plan The Strategic Plan is developed and proposed by the Fire Chief and approved by the Board of Directors. 2.5 Standards of Response Coverage The Fire Chief is responsible for recommending Standards of Response Coverage policies for Board approval. Annually the Fire Chief is responsible for reporting agency performance based on the adopted Standards of Response Coverage Policies. 2.6 Applicable RCWs 3 Responsibility Page 21 of 41

22 3.1 Eastside Fire & Rescue Board of Directors and Fire Chief 4 Policy 4.1 Basic Agency Documents Planning the Annual Budget The Board adopts a Strategic Plan and the Fire Chief prepares annual budgets to achieve the goals established through the strategic planning process. The annual budget is approved by the Board, providing the Agency with the tools necessary to achieve Board adopted goals. By adopting the annual budget, the Board makes policy decisions, sets priorities, allocates resources, and provides the framework for Agency operations Equipment Replacement Plan The Equipment Replacement Plan serves as a guide for determining the appropriate life span for all types of Agency equipment such as apparatus (trucks), radios, and other equipment that needs to be periodically replaced or upgraded Capital Facilities Maintenance & Replacement Plan The Capital Facilities Maintenance Plan serves as a guide for determining priorities, planning, financing, and implementing capital projects, the purchase of equipment, and maintaining the Agency s real and personal property, which add to, support, or improve the physical infrastructure, capital assets, or productive capacity of the Agency Collective Bargaining Agreements/Other Employee Agreements. The contracts in place between the union employees and the Agency, the employment agreements in place between the Agency s administrative employees and the Agency, as well as the working conditions which are in place for the volunteers, set forth the employment terms of the Agency and its various work groups. Battalion Chief CBA Firefighters and Company Officers CBA Support Staff CBA Board of Director s General Responsibilities General The Board of Directors is the policy making body of the Agency. The Fire Chief is responsible for the Administration of the day-today operations of the Agency and to implement policy The Board is composed of eight Directors, representing the five member partners (parties). Each Board Director is expected to participate in monthly or special meetings of the Board, and to participate on Board Committees, Ad-hoc Committees, and other Page 22 of 41

23 forums as requested. Board Directors are strongly encouraged to attend Agency recognition and award events Board Members do not represent the Agency in any capacity except through the authorization received at Board Meetings. Board Directors should refrain at all times from attempting to represent the Agency or make decisions on behalf of the Agency, except according to the specific authorization received from the Board of Directors. 4.3 Duties of Board Directors The following outline is a brief description of the various duties of Board Directors. 1. Establish General Policy Adopt goals and objectives Establish priorities Approve/amend the operating and capital budgets Approve contracts Approve policies Attend Board and Committee Meetings 2. Supervise Appointed Officials Appoint a Fire Chief Evaluate the performance of the Fire Chief 3. Provide Public Leadership Promote representative, responsible, and respectful governance Communicate the Agency s mission and goals to its citizens Represent the Agency s interests at regional, county, state, and federal levels in a professional and respectful manner Maintain a professional and clean appearance, and dress applicable to the occasion when representing the agency 4. Fiduciary Duties Participate in Audit Entrance and Exit interviews Review financial warrants weekly Review and approve the Annual Budget 4.4 Organization of the Board Directors are appointed to the EF&R Board by their respective councils/commissions from which the Commissioner/Councilmember is elected. The number of appointments from each respective council/commission is identified as per the ILA Annually, at the first meeting in January, the Board shall elect a Director to serve as Chairperson of the Board, and a Director to serve as Vice-Chairperson of the Board. The Chairperson serves as the presiding officer and acts as Chair at all meetings of the Board of Directors. In their absence, the Vice-Chairperson serves in Page 23 of 41

24 this capacity. The Chairperson of the Board may participate in all deliberations of the Board in the same manner as any other member and is expected to vote in all proceedings. The Chairperson does not possess a power of veto and may not move an action, but may second a motion The general duties of the Board Chair include: Chairing the monthly Board Meetings Chairing Special Board Meetings as required Attending the pre-board meeting and setting the agenda Postpone or cancel Board meetings in consultation with the Fire Chief Serve as the lead Board representative at Award Recognition Ceremonies, Partner events, ceremonies for opening of new Agency facilities, community events, press releases and media events, etc., as required Sign award/recognition certificates Facilitate the Annual Board Retreat. Review and approve the Fire Chief s expense report Sign the Fire Chief employment contract, ILAs, Contracts and Agreements Oversee and review the Board Secretary s performance The general duties of the Board Vice-Chair include: Attending the pre-board meeting Performing the Chairs duties as noted above, in the absence of the Chair Board Directors are expected to uphold the mission and values of EF&R The Fire Chief will assign a Board Secretary from the Administrative staff to assist with the administrative duties of the Board, in accordance with the Agency job description and RCW Alternate Board Directors Alternates to the Director positions shall be named at the first meeting in January and may be amended by the party at any time, with notification to the Board Chair and the Board Secretary. If a Board Director is unable to attend a board meeting or is absent from the Agency for more than 30 days, he or she shall notify the Board Chairperson. The Director shall arrange for the designated alternate from the party to represent them during their absence. 4.6 Resignation of a Board Director If a Board Director resigns from the Board of Directors, a new Director will be appointed by the council/commission from which the vacancy occurred. 4.7 Appointment of Fire Chief/Administration of Agency Personnel Page 24 of 41

25 The Board of Directors is responsible for appointing a Fire Chief. The Fire Chief serves as such pursuant to the terms of his/her employment agreement with the Agency. The Fire Chief is responsible for the administration and management of all Agency personnel and day-to-day operations of the Agency. 4.8 Board Compensation EF&R does not compensate Directors for service on the Board of Directors. 4.9 Financial Disclosure The Agency does not file financial disclosure statements per Chapter RCW for Board Directors Travel Policy Members of the Board of Directors are subject to the following travel policy: Travel Involving an Overnight Stay All reasonable transportation expenses incurred by a Director for approved travel regarding Agency business will be reimbursed by the Agency, per agency Policy Any travel involving an overnight stay should have the prior approval of the Board of Directors, or the Board Chair, with notification to the Board at the next available Board Meeting. Board Directors should endeavor to attend training and conferences in Washington State whenever possible, if such training or conference is of comparable value to that offered out of state Reimbursement of Travel Expenses A fully itemized claim for expense reimbursement must be submitted to the Finance Department as per agency Policy #3516. Detailed receipts are required State Public Disclosure Act and Open Meetings Act To ensure business communications submitted to and by Board Directors comply with the State Public Disclosure Act, RCW 42.17, and the State Open Meetings Act, RCW 42.30, the following applies: Communications Generally All letters, memoranda, and interactive computer communications involving Board Directors, the subject of which relates to the conduct of the Board or the performance of any Agency function, with few exceptions as stated by the Public disclosure Act, are public records. Copies of such letters, memoranda, and interactive computer communication may not be provided to the public or news media without the filing of a public disclosure request with the Page 25 of 41

26 Agency. All requests for Agency records by the public should be directed to the Fire Chief Written Communications Written letters and memoranda received by the Agency addressed to a Board Director or the Board as a body, will be photocopied and provided to all Board Directors, and a copy kept according to the Agency s Records Retention Schedule Electronic Communications Informal messages with no retention value and that do not relate to the functional responsibility of the recipient or sender as a public official, such as meeting notices, reminders, telephone messages and informal notes, ordinarily do not constitute a public record. Users should delete these messages once their administrative purpose is served. All other messages that relate to the functional responsibility of the recipient or sender as a public official constitute a public record. Such records are subject to public inspection and copying. Users may print a copy of the record and file it with the Fire Chief or designees for keeping according to the Agency s Records Retention Schedule, or forward such messages to the Fire Chief or designee for printing and filing according to the Agency s Records Retention Schedule. communications intended for review by all Board Directors, whether concurrently or serially, must be considered in light of the Open Public Meetings Act. If the intended purpose of the is to have a discussion that should be held at an open meeting, the electronic discussion should not occur. should be used cautiously when seeking legal advice or to discuss matters of pending litigation or other confidential Agency business. In general, is discoverable in litigation, and even deleted is not necessarily removed from the system. Confidential communications should not be shared with individuals other than the intended recipients, or the attorney-client privilege protecting the document from disclosure may be waived. between Board Directors and staff shall not be transmitted to the public or news media without the filing of a public disclosure request with the Agency. Text messages discussing Agency business (Director to Director or Director to Agency staff) are discoverable and must be retained by partner organization and in accordance with State Law. Page 26 of 41

27 For additional insights, see attached October 4, 2005, Open Public Meetings opinion, Clark Snure/Law Offices of Snure, Regeimbal & Burke Conflicts of Interest/Appearance of Fairness, and Liability of Elected Officials Conflicts of Interest/Appearance of Fairness Board Directors shall identify in advance what potential conflicts may exist prior to discussion of a business item at a Board Meeting. It is illegal to fail to declare a conflict of interest, or to participate or otherwise be involved in discussions on issues or contracts where such an interest exists. Violations of the conflict of interest law may result in significant penalties, including criminal prosecution. In circumstances where only a remote interest (see below) exists, after disclosure of the interest to other Board Directors and in the meeting minutes, the Board of Directors may approve the contract to which a Board Director has a remote interest. The Board Director shall recuse themselves from the vote. The Board Director shall refrain from any attempt to influence other members to approve the contract Applicability All Agency officers, elected and appointed, are subject to the conflict of interest law in RCW This includes Board Directors Definition Remote Interests are so minor that they do not constitute illegal conflicts of interest. Examples of remote interests are as follows: A non-salaried officer or member of a nonprofit corporation doing business or requesting money from the Agency. Therefore, being such an officer or member would not constitute a conflict. The landlord or tenant of a contracting party. For instance, a Board Director may lease office space to a party that has a private interest in a public matter without it resulting in a conflict of interest. The owner of less than 1 percent of the shares of corporation or a cooperative doing business with the Agency. Being reimbursed only for actual and necessary expenses incurred in performance of official duties Examples of Acts not Constituting a Conflict of Interest Receiving Agency services on the same terms and conditions as if not an Agency official. Thus, when a Board Director who owns a business within the Agency votes for or against an increase in the Agency s general permit fees or user rates, a Page 27 of 41

28 conflict would not exist because this action would apply to all businesses within the Agency s boundaries. An officer or employee of another political subdivision or public agency unless it is the same governmental entity being served who is voting on a contract or decision which would not confer a direct economic benefit or detriment upon the officer. For example, a Board Director who is a school teacher may vote to enter into an intergovernmental agreement with the school agency, unless such agreement would confer some direct economic benefit, such as a salary or benefit increase, upon the Board Director. A member of a trade, business, occupation, profession, or class of persons and has no greater interest than the other members of that trade, business, occupation, or class of persons. A class must consist of at least ten members to qualify the interest as remote. An Agency official may sell equipment, material, supplies, or services to the Agency only to the extent such sales are consistent with state law Declaration of a Conflict When a substantial interest exists, the Agency official must: Refrain from voting or in any way influencing a decision of the Board of Directors; and Declare that a conflict of interest exists and make it known in the official records of the Agency. Should a situation arise where a majority of Board Directors or a majority of a quorum of those present at a Board meeting have a substantial conflict of interest, state law provides that if the conflict of interest statutes prevent the Board of Directors from acting as required by law in its official capacity, such action shall be allowed if the members of the Board with the apparent conflicts of interest make them known (see Ethics Handbook attached) Agency Legal Counsel Opinions A Board Director s request for an opinion from the Agency s legal counsel concerning conflict of interest is confidential. However, formal final opinions are a matter of public record and must be filed with the Board Secretary. This filing requirement does not apply to verbal communications between Board Directors and the Agency s legal counsel. Board Directors may seek advice from a private attorney, at their own expense, concerning potential conflicts. In such cases, no disclosure policy would apply Filing of Disclosures The Board Secretary should maintain a file for all disclosures and legal opinions of conflicts of interest. Page 28 of 41