JEFFERSON COUNTY FIRE PROTECTION DISTRICT NO. 1 (EAST JEFFERSON FIRE RESCUE) BOARD OF COMMISSIONERS & CITY COUNCIL JOINT OVERSIGHT BOARD MINUTES FROM November 18, 2008 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 City Council Members: Laurie Medlicott District 1 Members: Rich Stapf, Jr., Jess Bondurant, Jr., Zane Wyll, Sr. Admin Staff: Interim Chief Boggs, District Secretary Harbison, AC EMS Pomeroy and Finance Clerk Yarberry. Absent: David King, Council Member and Mark Welch, Council Member 1. AGENDA CHANGES Additions to the agenda requested by Commissioner Wyll, Sr., Interim Chief Boggs, and Chairman Stapf, Jr. as follows: District No.1 New Business B. Approval of New Volunteer Applicants C. Hanson Networks Proposal for Improvements to Email System D. Search & Rescue and EOC Requests for Storage Area E. Approve SOG 08-01 Traffic Safety Vests F. Discuss Draft Memo to the EJFR Firefighter s Association Volunteer Reimbursements HAND OUTS Letter from EJFR Association Membership Committee Proposal from Hanson Networks Email SOG 08-01 Traffic Safety Vests Memorandum to EJFR Firefighters Assn dated Nov. 14, 2008 Volunteer Page 1 of 7 November 18, 2008
Reimbursements Based on Accumulated Points A. CONSENT AGENDA MOTION: Commissioner Wyll, Sr. made a motion to approve the agenda changes requested and the consent agenda including: Minutes from the October 21, 2008 Meeting Minutes from the October 28, 2008, Special Meeting Minutes from the October 29, 2008, Special Meeting Minutes from the November 6, 2008, Special Meeting General expenditures, warrants dated Oct. 21, Oct. 30, and Nov. 6, 2008, in the amount of $100,421.27 EMS expenditures, warrants dated Oct. 21, Oct. 30, and Nov. 6, 2008, in the amount of $119,943.38 October payroll expenditures, warrants dated Oct. 20 and Nov. 5, 2008, in the amount of $202,215.80. Oversight member Medlicott seconded the motion. Motion carried by unanimous vote. 2. PUBLIC COMMENT Commissioner Wyll, Sr. presented all of the materials he received during the recent Fall WFCA Conference. He asked that additional copies of the Commissioners Handbook be made available to the other Commissioners. He also presented a copy of the Open Public Meeting class handouts he received. He said the Conference was informative and well attended. 3. PRESENTATIONS None 4. CHIEF'S REPORT Interim Chief Boggs referred to his report in their packets. He added we have received the signed apparatus maintenance agreement from North Kitsap Fire & Rescue and that Ladder 16 is back in service as of today. Commissioner Bondurant, Jr. asked about FF/PM Wadkin s resignation as Safety Officer and the duties shifted to AC Krysinski. Chief Boggs said FF/PM Wadkins is attending school and the assignment to AC Krysinski should be short term. He wants to wait until a new Chief is on board before making a lot of project assignment changes. AC Krysinski not present. AC Pomeroy said everything was in his report and offered to answer any questions. 5. FIREFIGHTER S ASSOCIATION REPORT Volunteer Association Vice President Al Smith reported the Association gave JCFD#2 Chief Wilson a $100 pre-paid gas card to help with his traveling expenses for radiation Page 2 of 7 November 18, 2008
and chemotherapy. The Puppets Please program will be held on Dec. 8, 2008, at Station 1-4. The annual Awards Banquet/Christmas Party will be held Dec. 6, 2008, at the Elks Lodge. Schedules for Christmas caroling will be out soon. 6. OVERSIGHT BOARD OLD BUSINESS A. Update Process for Selection of New Fire Chief Chairman Stapf, Jr. reported candidate Charles Tandy will be visiting the area with his wife Nov. 23 through Nov. 25. He has a contingent offer of employment that will be decided based on his visit and Board approval at the Special Board Meeting on Tuesday, Nov. 25, 2008, at Station 1-5 at 10:00 AM. B. Update Airport Fire Station Planning Interim Chief Boggs reported there is no meeting in November. During the October meeting they were presented with more detailed drawings and it was decided to move the radio room upstairs to create more storage space for EMS. C. Update on Donation of Boat to Marine Program Commissioner Wyll, Sr. said he and the boat owners have been playing phone tag. He said the last message he received was that they had talked with their CPA and were told they would not be able to claim all as a donation. They suggested we consider a possible raffle or auction and then share in the proceeds. FF/PM Schumann said this has become a huge issue and he questions if it is in our best interest to continue. Commissioner Wyll, Sr. agreed with FF/PM Schumann and thinks we should say thank you but no. MOTION: Commissioner Bondurant, Jr. made a motion to step away and decline their offer. Chairman Stapf, Jr. seconded the motion. Motion carried by unanimous vote. 7. OVERSIGHT BOARD NEW BUSINESS A. Adopt Resolution 08-05 Property Tax Increase General Levy B. Adopt Resolution 08-06 Property Tax Increase EMS C. Adopt Resolution 08-07 2009 Budget for Jefferson County Fire Protection District No. 1 1. Fire General Budget - $2,069,611 2. EMS Budget - $1,973,389 District Secretary Harbison reviewed the Budget Memo in the packets. She noted the memo includes all of the items previously approved and 4 changes resulting in an overall reduction of $10,500 to the Fire General Budget. The memo also includes the exact amount needed from the Unreserved Fund. Use of Unreserved Funds was previously approved. MOTION: Commissioner Wyll, Sr. made a motion to approve Resolution 08-05 Property Tax Increase General Levy, Resolution 08-06 Property Tax Increase EMS, and Resolution 08-007 2009 Budget for Jefferson Page 3 of 7 November 18, 2008
County Fire Protection District No. 1. Commissioner Bondurant, Jr. seconded the motion. Motion carried by unanimous vote. D. Adopt Resolution 08-08 Declaring Need for Surplus of District Owned Vehicle Chief Boggs asked that the Board set a minimum bid and due to his upcoming vacation and the holidays that we delay advertising until after the New Year. It was decided to establish the minimum bid at $4,000 and to approve advertising after the New Year. Discussed leaving all equipment on the vehicle except for the radios. MOTION: Commissioner Bondurant, Jr. made a motion to adopt resolution 08-08 Declaring Need for Surplus of District Owned Vehicle. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. 8. DISTRICT NO. 1 OLD BUSINESS A. Update Negotiating Prices on Purchase of Lifepack 12s from Shoreline Fire District Chairman Stapf, Jr. said there is nothing new to report. We are waiting for notification that they are going out for bid. 9. DISTRICT NO. 1 NEW BUSINESS A. Approve Termination Letter to the Following Volunteers: (1) Rich Govia (2) Ron Riggle Volunteer Rich Govia said he will make a better effort to respond to more calls and attend drills. Volunteer Colleen Rodrigues said she sees Mr. Govia as a value to the organization. Chairman Stapf, Jr. talked about the liability issues and the need to keep up with training drills and skill levels. It was decided not to remove Mr. Govia at this time but to let him know his participation will be monitored closely. Chief Boggs said he has not received any response from Mr. Riggle to his previous letters regarding lack of participation. Volunteer Al Smith said he had not seen Mr. Riggle. Mr. Smith said he wants volunteers that show up because if they don t they become a liability to others and to the organization. MOTION: Commissioner Wyll, Sr. made a motion authorizing Chairman Stapf, Jr. to sign the termination letter to Volunteer Ron Riggle. Commissioner Bondurant, Jr. seconded the motion. Motion carried by unanimous vote. Chief Boggs requested a short Executive Session pursuant to RCW 42.30.110(g) following the meeting. B. Approval of New Volunteer Applicants Add on Chief Boggs referred everyone to the handout from the EJFR Assoc Membership Committee. They were given 9 applications for review and, as indicated in their letter, are recommending 4 proceed with the application process. Chief Boggs said he agrees Page 4 of 7 November 18, 2008
with the committee s recommendations. They still have to have background checks and physicals before acceptance. Chief Boggs asked District Secretary Harbison to send letters notifying each of the applicants of their status and initiate the background checks. C. Hanson Networks Proposal for Improvements to Email System- Add on Commissioner Wyll, Sr. referred everyone to the Proposal from Hansen Networks included in the handouts. He noted that he and Chief Boggs met with Mr. Hanson and were told Hanson Networks did not know we would have so many email users. Because of the size of our box and the number of email users we will need to have an additional email address. There will be an additional $12.00 monthly charge from Hanson Networks. Chairman Stapf, Jr. noted the proposal is within the Chief s spending limits so he can approve. D. Search & Rescue and EOC Requests for Storage Area- Add on Chairman Stapf, Jr. said he was approached by Search & Rescue regarding space for storage. Apparently the space they have been using through the Sheriff s Department is no longer available. Chief Boggs said he has been contracted by the EOC Department looking for storage space for their trailer. The trailer, a 16 single axel, can be used as a small mobile office or as a public information center at a large event. The only space currently available is where Tender 1-5 was parked. It was suggested we contact both Search & Rescue and the EOC Department to find out exactly what they have that they want stored. E. Approve SOG 08-01 Traffic Safety Vests- Add on Interim Chief Boggs noted the NFPA and several federal agencies have introduced new reflective vest requirements effective Nov. 21, 2008. We have ordered a new vest for each apparatus seating position. Total cost is approximately $800. The SOG is to establish guidelines on the wearing of the new vests on all roadway incidents. MOTION: Chairman Stapf, Jr. made a motion to approve SOG 08-01. Commissioner Bondurant, Jr. seconded the motion. Motion carried by unanimous vote. F. Discuss Draft Memo to the EJFR Firefighter s Association Volunteer Reimbursements Add on Interim Chief Boggs read the memo noting the Volunteer points reimbursements line item in the 2009 budget has been increased to $50,000. He feels the reimbursement payment guidelines established in the memo dated Dec. 4, 2006, should be reevaluated. He noted the memo states the Association will be required to respond by March 15, 2009, with their recommendations on number of points to be awarded for each event and frequency of payments. Page 5 of 7 November 18, 2008
10. UPCOMING EVENTS Dec. 6, 2008 Annual Volunteer Appreciation Banquet and Awards Dinner, Elks Lodge, Port Townsend Dec. 11, 2008 Jefferson County Commissioners and Secretaries Association December meeting and Annual Holiday Dinner, Olympic Timber House, Quilcene, WA, Social Hour 6:00 to 7:00 PM, meeting and dinner at 7:00 PM. GOOD OF THE ORDER Chairman Stapf, Jr. said he and his wife recently attended the Medic One Foundation dinner and auction. The Medic One Foundation funds the paramedic training at Harborview Hospital. The cost of the training is between $12,000 and $14,000. Currently LT/EMT Jason MacDonald is in training under this program. Volunteer Bob Barrett said the Marrowstone Island Foundation wants the Board to know that if any island resident is selected to attend paramedic training through the Medic One Foundation, the Marrowstone Island Foundation would underwrite any incidental costs. EXECUTIVE SESSION Meeting adjourned to executive session for 30 minutes at 8:15 PM pursuant to RCW 42.30.110(g): to evaluate the qualifications of an applicant for public employment or to review the performance of public safety personnel. Meeting reconvened at 8:45 PM. MOTION: Commissioner Bondurant, Jr. made a motion to adjourn the meeting at 8:47 PM. Commissioner Wyll, Sr. seconded the motion. Motion carried by unanimous vote. City Council Joint Oversight Board Members Laurie Medlicott, City Council Mark Welch, City Council David King, City Council Jefferson County Fire District 1 Page 6 of 7 November 18, 2008
Richard Stapf, Jr., Chairman Jess Bondurant, Jr., Commissioner Zane Wyll, Sr., Commissioner Minutes Prepared By: Lonibeth Harbison, District Secretary Page 7 of 7 November 18, 2008