JEFFERSON COUNTY FIRE PROTECTION DISTRICT NO. 1 (EAST JEFFERSON FIRE RESCUE) BOARD OF COMMISSIONERS & CITY COUNCIL MEMBERS OF THE JOINT OVERSIGHT BOARD MEETING MINUTES FROM JUNE 18, 2013 CALL TO ORDER Chairman Stapf, Jr. called the meeting to order at 7:00 PM followed by the flag salute. Meeting held at Jefferson County Fire Protection District No 1, Station 1-5, 35 Critter Lane, Port Townsend, Washington. COMMISSIONERS, CITY COUNCIL, & ADMINISTRATIVE STAFF District 1 Commissioners: Rich Stapf, Jr., Zane Wyll, Sr. City Council Oversight Members: David King, Deborah Stinson, Catharine Robinson Absent: Commissioner Ed Edwards Admin Staff: Chief Pomeroy, DC Krysinski, AC Low, PES/PIO Beezley, District Secretary Harbison and Finance Clerk Yarberry. 1. AGENDA CHANGES Chief Pomeroy asked the following be added to Item #10 Oversight New Business: D. 2013-2014 Technology Support Services Agreement with Olympic Educational Service District 114 Authorize Chief Pomeroy to sign on behalf of the Board Copy provided E. Braun NW, Inc. Proposal 2013 North Star Type 111 Module Ambulance Authorize Chief Pomeroy to sign on behalf of the Board Copy provided F. Memorandum of Understanding with IAFF Local 2032 to Allow for Additional Funding for HRA VEBA Accounts (Payroll Deduction) Copy provided G. Building Services Agreement with Sound Energy Solutions (DDC Control System) and Authorize Chief Pomeroy to sign on behalf of the Board- Copy provided H. Services of Dr. Bruce Christen, Occupational Medicine, Silverdale, WA Page 1 of 10 June 18, 2013
2. CONSENT AGENDA Oversight Member Robinson said a notation that the Oversight Members left the meeting should be inserted in the minutes prior to the Executive Session. MOTION: Chairman Stapf, Jr. made a motion to approve the consent agenda as follows: Minutes from the May 28, 2013 Regular Meeting with addition noted General Fund expenditures, warrants dated May 24, 2013 totaling $122,633.18 EMS Fund expenditures, warrants dated May 24, 2013 totaling $5,430.56 May payroll warrants dated May 20 and June 5, 2013, totaling $268,530.41 Signing Bonus (Union Contract extension) warrants dated June 7, 2013 totaling $33,951.83 Oversight Member Robinson seconded the motion. Motion carried by unanimous vote. 3. LIST OF CORRESPONDENCE None 4. PUBLIC COMMENT None 5. PRESENTATIONS Volunteer Max Plattner, who handles our SCBA equipment, introduced Greg Morris, part owner of Sea Western Fire Fighting Equipment, and Ryan Rettinghouse, area representative, who are here to present information on changes to SCBA requirements. Sea Western Fire Fighting Equipment is our SCBA supplier. Mr. Morris said the evolutions for SCBA equipment change every 5 years. Proposals are voted on and then enacted as Federal standards. Firefighters bring issues with equipment, the manufacture develops solutions and the labs then determine how to test the solutions. Examples are in 1997 the bell ring was set to notify when tank down to 25% capacity but added a 2 nd source for the bell ring. In 2002 the changes included a heads up display, in 2007 more durable electronics were added. Most users currently comply with the 2002 standards. Changes scheduled for August 2013 include lens to withstand more heat, end service indicator changing from 25% to 33%, and changing alarm to unique sound so all have the same sound. It was noted that Washington State is not mandated to upgrade. Oversight Member Stinson asked about the life span of the cylinders. Volunteer Plattner said the life span is 15 years and most of ours are at the 10 year mark. He also noted that ours are low pressure cylinders and the industry is going to high pressure cylinders. The high pressure cylinders allow for longer working time with the new egress alarm at 33%. Cost of the new SCBA Firefighter 1 is $5,200 each and includes a spare cylinder. Oversight Member King asked how many we currently have. Volunteer Plattner said we currently have 67. Oversight Member Robinson asked if the life span of the new ones is still 15 years and Mr. Morris said yes. Chairman Stapf, Jr. said he thought most of our current stock was Page 2 of 10 June 18, 2013
purchased through grants. DC Krysinski said that is correct and items were purchased from a 2004 grant by both District 1 and District 6 and then additional equipment through a 2007 RIT grant. These purchases brought us into compliance with the 2002 and 2007 upgrades. Volunteer Plattner said we are ok where we are at but need to start thinking about 5 years down the road. He said we may want to plan on changing to high pressure cylinders but that will also require a new filling station that costs about $30,000. Chairman Stapf, Jr. asked Mr. Morris about any possible trade in value. Mr. Morris said because of all the changes the trade in value is very little. DC Krysinski said we currently don t qualify for an SCBA grants but we would qualify in 2016 as we would be totally out of compliance by then. Chairman Stapf, Jr. said there comes a time when we must consider buying new equipment and not continually doing upgrades. Commissioner Wyll, Sr. asked how many we need to have. Volunteer Plattner said he has record of all we have and their locations. Chairman Stapf, Jr. asked him to email him a current listing. Oversight Member King asked if they are used for training. Chief Pomeroy said Volunteer Plattner puts together the SCBAs for training at the academy using our older stock as they sometimes get abused at the academy. Volunteer Plattner said in the next few years we need to consider the 45 minute high pressure tanks. It was noted they cost an additional $250 each. Mr. Morris said leasing the SCBA equipment is an option. He said currently 3 to 5 year leases are running at 2.9 to 3.9% interest. Oversight Member King asked if the lease covers the entire cost and Mr. Morris said they do. He said they would be able to provide a good faith estimate. Chairman Stapf, Jr. asked if Sea Western offers any other brand of SCBA and Mr. Morris said they do not. The new equipment replacement fund to be established and funded in 2013 with $30,000 was discussed and the need to provide more funding in future years. Mr. Morris handed out a white paper dated July 1, 2012, outlining NFPA 1981 & 1982 2013 Standard Edition Update provided by MSA. Chairman Stapf, Jr. announced a 5 minute break. 6. ACKNOWLEDGEMENTS 7. STAFF REPORTS Chief Pomeroy Chief Pomeroy referred to his written report in the meeting packets. He noted the following: Station 1-1 construction update- 99% interior sheetrock is complete Concrete for apron, generator and propane tanks about to be poured Siding is complete Electrical all roughed in & should be completed in about two weeks Almost all sidewalks are in Primer paint in on interior walls, other painting begins this week Page 3 of 10 June 18, 2013
Requests for bids for window treatments and landscaping have been mailed Curbing and sidewalks for front of building are in place Added change order for footing for a flagpole which is being ordered Resolving issue of unauthorized change requested by Civil Engineer Item 10. Was not aware of the 2400 shortage just reported. Plan is to purchase 1200 this year costing approximately $6,000 and purchasing the additional 1200 in 2014. Item 19. Met with Jefferson Transit regarding possible ILA for fuel in emergency situations. They asked if we would be interested in helping them pay for a fueling station at their new site near 4 Corner Road that is currently in the planning stages. According to the information they provided they currently pay approximately $1.00 per gallon less than we pay. Their plans call for diesel and Chief Pomeroy said if we were to join with them they would need to install a gasoline pump also. He estimates the cost to us would be between $40,000 and $60,000 that he would propose to them we pay over a couple years. Oversight Member Robinson said she also serves on the Transit Board and they are also discussing sharing costs with the school districts. She said she thinks the Transit Board is meeting tomorrow with the Port Townsend and Chimacum Schools and this issue will be discussed. Chairman Stapf, Jr. inquired about a build date and Oversight Member Robinson said it should be the beginning of next year. Both Chairman Stapf, Jr. and Commissioner Wyll, Sr. said Chief Pomeroy should continue talks about potential partnership and gather cost information. Have had discussion with owner of the car wash next to Station 1-1 regarding moving the fence during final construction stages. Have assured them we will make repairs and fix their driveway. Want to note that Northwestern Territories has done a stellar job for their part in the Station 1-1 construction project. Upon testing concrete they recently rejected 2 deliveries. Meet today with new propane provider and was informed Station 1-6 already has a vaporizer. They can also remotely monitor usage and provide daily usage information. Item 12 Looking at changing our handling of employees compensation while on L&I. May elect to let employees keep their L&I payments and deduct those amounts from their pay. Chairman Stapf, Jr. asked about purchasing furniture for the new station. Chief Pomeroy said he is looking at both new and used furniture. We need approximately 26 tables with some replacing the tables at Station 1-5 and those being moved to Station 1-4. He is looking at some used chairs for $85. If they are in good condition they would be cheaper than buying new ones. Would like to purchase dual slide up white boards to put on each side of a 70 TV for the training room. He suggests different chairs for the waiting area in the front lobby. Chief Pomeroy said he thinks all the furniture can be purchased for between $15,000 and $18,000. Page 4 of 10 June 18, 2013
He is not going out to bid as difficult to do when looking at used furniture and applying to bid comparisons. Chairman Stapf, Jr. said as long as we have a defendable position regarding not going out for bids. Chief Pomeroy said he can print off comparable costs to be included in the records. DC Krysinski DC Krysinski noted his written report is in the meeting packet. He reported written and agility testing for new volunteer residents and volunteers has been completed. Several applicants withdrew and 3 failed the written exam. Interviews have been scheduled and they are in the process of scheduling their physical exams. He expects the training tower to be up by July 10, 2013. AC Low Assistant Chief Low said he had nothing to add to his written report in the meeting packets. Oversight Member King said he wanted to thank AC Low for his work on the Van Ness Street project. Oversight Members Robinson and Stinson also wanted to express their appreciation for his work on the project. PES/PIO Beezley PES/PIO Beezley noted copies of his activity report are in the meeting packets. He wanted to give a quick refresher on the new fire boat project. All bids came in over the grant dollars allotted for the project. Per Puget Sound Marine Exchange additional funds might be available, 2009 funds require 25% match, 2011 funds require no match. Last meeting the Board approved up to $20,000 if needed as match for additional grant dollars. He just received an email from Puget Sound Marine Exchange saying not sure how they will do it but it will get done on request for additional funds. He would like to propose the Board award the bid of $455,379 including sales tax to Lee Shore Boats and authorize Chief Pomeroy to sign on behalf of the Board. PES/PIO Beezley was asked if he investigated the possibility of removing any equipment from the bid to lower the cost. He said because the additional funds appear to be available he did not. DC Krysinski said Puget Sound Marine Exchange, the fiduciary for FEMA, Department of Homeland Security, is very supportive of our program and they consider us a favorable partner. He noted we were singled out at a recent meeting to make sure we stay in the program. They will be meeting on July 1 and should have better clarity on additional funding at that time. Chairman Stapf, Jr. said we could call a Special Meeting after July 1 if needed. Oversight Member King said we should decide what they can tell them at the meeting regarding the Board s position. MOTION: Oversight Member King made a motion to approve the bid of $455,379 including sales tax received from Lee Shore Boats contingent on written confirmation that additional funding in the amount of $73,473.00 will be provided by Puget Sound Marine Exchange through the 2009 or 2011 grant dollars. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. Page 5 of 10 June 18, 2013
Chairman Stapf, Jr. asked if PES/PIO Beezley is helping North Kitsap Fire & Rescue with a similar grant. PES/PIO Beezley said he is writing the grant for them. Chairman Stapf, Jr. asked what the life span is for fire boats. Oversight Member King said aluminum hull boats last many years with the proper maintenance. Estimated annual maintenance costs should be somewhere between $8,000 and $10,000. Oversight Member King asked PES/PIO Beezley if he writes the fire department weekly activity report for The Leader and if so, could he include the times Naval Indian Island Fire responds for us. Chief Pomeroy said that could be misleading because they cannot respond when a ship is in dock. Oversight Member King said he would like some sort of acknowledgment of them if possible. 8. FIREFIGHTER S ASSOCIATION REPORT No representative present for report. 9. OVERSIGHT BOARD OLD BUSINESS A. Update on Station 1-1 Construction Project Information updated in Chief s report. 10. OVERSIGHT BOARD NEW BUSINESS A. Policy 902 City of PT Fire & Life Safety Inspection Guidelines Chairman Stapf, Jr. noted this Policy was reviewed last month and a few corrections made. Oversight Member Robinson questioned language on Page 3 of the Standard Operating Guideline FPV 902. She noted both Extreme Hazards and Low Hazards include instructions for contacting and/or forwarding to City Building Department while High Hazards and Moderate Hazards do not. She suggested instructions for contacting and/or forwarding to City Building Department, as appropriate, be added to the High Hazards and Moderate Hazards. MOTION: Commissioner Wyll, Sr. made a motion to approve Policy 902 City of PT Fire & Life Safety Inspection Guidelines with corrections to the accompanying Standard Operating Guideline FPV 902 as noted. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. B. Administration Office Personnel Pay Chief Pomeroy said he would like to include this in Executive Session for discussion. Chairman Stapf, Jr. said that would be appropriate and he invited the Oversight Members to the Executive Session. C. Change Order Proposals #10 and #11 New Station 1-1 Construction Chief Pomeroy reviewed the Change Order Proposals. Change Order 10 is for moving and enlarging the propane tank pad, adding 4 bollards, deducting 2 wheel stops and 2 additional bollards at the fire hydrant for a total cost of $6,505.14. Change Order 11 Page 6 of 10 June 18, 2013
is for 8 additional soap dispensers that were not included in original plans for a total cost of $587.62. Chairman Stapf, Jr. asked if we had received the credit for the propane tank vaporizer that is not needed. Chief Pomeroy said we have not received any credit yet and he will call and check on this. MOTION: Chairman Stapf, Jr. made a motion to approve Change Orders 10 and 11 and authorize Chief Pomeroy to sign on behalf of the Board. Oversight Member King seconded the motion. Motion carried by unanimous vote. D. 2013-2014 Technology Support Services Agreement with Olympic Education Service District 114 Authorize Chief Pomeroy to sign on behalf of the Board Add on Chief Pomeroy reported this is to renew our current agreement with OESD 114 for IT services. Their contract periods are in alignment with the school year and this agreement is from Sept. 1, 2013 through August 31, 2014. The increase is $65 a month and the current budget covers this increase. Discussed Appendix B Electronic Mail Services not included. Chief Pomeroy said this has never been a part of their contract and we support our email. DC Krysinski gave a brief history of IT services and said OESD 114 was recommended by North Kitsap Fire & Rescue. He noted they provide services for several other Fire Districts and local schools. MOTION: Commissioner Wyll, Sr. made a motion to approve the Network Services Agreement, 2013-2014 Contract Year Technology Support Services with Olympic Education Service District 114 and authorize Chief Pomeroy to sign on behalf of the Board. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. E. Braun NW, Inc. Proposal 2013 North Star Type 111 Module Ambulance 0 Authorize Chief Pomeroy to sign on behalf of the Board Add on Chief Pomeroy said this ambulance will be same as our other new ambulances with the exception of exterior door handles and will be gas powered. Price is based on the Snohomish Fire District 3 bid per our Inter-local Purchasing Agreement and will be approximately $10,000 less than our last ambulance. It was noted delivery is approximately 220 days so this will be paid out of the 2014 budget. Oversight Member Robinson asked if the money is in the budget. This will be paid out of the EMS Vehicle Replacement fund in 2014. MOTION: Commissioner Wyll, Sr. made a motion to approve the proposal of $142,763.00 plus sales tax from Braun NW, Inc. for purchase of a 2013 North Star Type 111 Module Ambulance and authorize Chief Pomeroy to sign on behalf of the Board. Oversight Member Stinson seconded the motion. Motion carried by unanimous vote. F. Memorandum of Understanding with IAFF Local 2032 to Allow for Additional Funding for HRA VEBA Accounts (Payroll Deduction)- Add on Chief Pomeroy said the IAFF Local 2032 members have asked they be allowed to have a $10.00 per pay period automatic pre-tax deduction from payroll for deposit to their HRA VEBA accounts. Allowing them to have this done is considered a benefit to Page 7 of 10 June 18, 2013
them by the District and requires the MOU. There we no objections to this and Chairman Stapf, Jr. will sign on behalf of the Board. G. Building Services Agreement with Sound Energy Solutions (DDC Control System) and Authorize Chief Pomeroy to sign on behalf of the Board Add on Chief Pomeroy said we continue to have issues with the HVAC and lighting controls at Station 1-6 and the company who installed the system is no longer in business. Sound Energy Solutions reviewed the system and reported with some adjustments they can monitor the HVAC and set controls to what we want. If any changes are needed they can make those adjustments remotely. They said the lighting system is old by IT standards and would require some rewiring to add to the DDC Control System. They will provide us an estimate for the changes needed. The Building Services Agreement proposal 2013-1063 is for DDC Control System annual inspection and quarterly remote connection testing. Chief Pomeroy asked them about any increase in cost of the service agreement if the lighting is added to the DDC Control System and was told there would be no increase. He noted the cost to change over the lighting system could be as high as $10,000. Chief Pomeroy also noted Sound Energy Solutions also has the ability to monitor power usage to perhaps use in trying to recoup costs from other agencies using portions of the building. Discussed the Special Services/Provisions attached to the proposal. DC Krysinski noted the apparatus bay system was not recalibrated and operates on its own internal clock. MOTION: Commissioner Wyll, Sr. made a motion to approve the Business Services Agreement Proposal # 2013-1063 from Sound Energy Systems for $1,388 plus sales tax and authorize Chief Pomeroy to sign on behalf of the Board. Oversight Member King seconded the motion. Motion carried by unanimous vote. H. Services of Dr. Bruce Christen, Occupational Medicine, Silverdale, WA- Add on Chief Pomeroy reported he will be meeting with Dr. Christen about the possibility of having him complete our fit for duty / return to work assessments. He said there are no occupational physicians in Port Townsend and Dr. Christen is the physician that North Kitsap Fire & Rescue uses. He is not sure if there will be any paperwork to retain his services but believes fees will be based on services provided. Oversight Member King said he just wants to be sure we are doing the right thing and asked that Attorney Snure approve any agreement with Dr. Christen. Chief Pomeroy said fit for duty / return to work language is included in the IAFF Local 2032 contract. He said he feels this is trending towards NFPA 1582 which also includes information about a Wellness Program. It was suggested that possible adoption of NFPA 1582 be discussed at our next meeting. 11. DISTRICT NO. 1 OLD BUSINESS A. Construction of New Administration Building Chief Pomeroy said he has received an estimate and drawings from Lawhead Architects, Inc. He will forward the information to the Commissioners for review. Page 8 of 10 June 18, 2013
12. DISTRICT NO. 1 NEW BUSINESS A. Resolution 13-05 Surplus Equipment (Hose) MOTION: Commissioner Wyll, Sr. made a motion to approve Resolution 13-05 Surplus Equipment (Hose) for donation to the Hoh Indian Tribe as discussed last meeting and per their request. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. 13. UPCOMING EVENTS Upcoming events listed. 14. GOOD OF THE ORDER 15. EXECUTIVE SESSION At 9:30 PM Chairman Stapf, Jr. announced the meeting would go into Executive Session for 1 hour in accordance with RCW 42.30.110(g): To evaluate the qualifications of an applicant for public employment or to review the performance of public safety personnel, Oversight Members present for Executive Session. At 10:30 PM Chairman Stapf, Jr. announced the Executive Session would continue for an additional 30 minutes. At 11:00 PM Chairman Stapf, Jr. reconvened the meeting. MOTION: Chairman Stapf, Jr. made a motion to approve a merit award payment to the Administration staff (District Secretary, Finance Clerk, PES/PIO, and Administrative Assistant) for 2013 per the calculations he presented. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. ADJOURNMENT MOTION: Commissioner Wyll, Sr. made a motion to adjourn the meeting at 11:10 PM. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. City Council Joint Oversight Board Members David King, Oversight Member Catharine Robinson, Oversight Member Deborah Stinson, Oversight Member Page 9 of 10 June 18, 2013
Jefferson County Fire District 1 Rich Stapf, Jr., Chairman Zane Wyll, Sr., Commissioner Absent Ed Edwards, Commissioner ATTEST: Lonibeth Harbison, District Secretary Page 10 of 10 June 18, 2013