RECORD OF PROCEEDINGS West Metro Fire Protection District Regular Board of Directors Meeting Tuesday, December 20, 2011 I. CALL TO ORDER: The regular meeting of the West Metro Fire Protection District Board of Directors was called to order by Board President Pam Feely at 7:00 p.m. This meeting was held in accordance with the applicable statutes of the state of Colorado, at West Metro Fire Protection District Headquarters, at 433 South Allison Parkway, Lakewood, Colorado. II. ROLL CALL: President Pam Feely: Present Vice President Mike Munden: Present Secretary Manny Chavez: Present Treasurer Randy McConnell: Present Director James Kullhem: Present Director Joseph Margotte: Present Director Ted Waller: Present Also present were Fire Chief Donald Lombardi, Deputy Chief Scott Rogers, Deputy Chief Mark Krapf, Richard Lyons, Esq., Division Chief Bruce Kral, Ms. Shannon Rush, Ms. Karen Lancto, Lieutenant/Paramedic Michael Frainier, representing IAFF Union Local #1309, Ms. Linda Gregory, and the Recording Secretary Ms. Kathy Miller. III. PLEDGE OF ALLEGIANCE: Those present recited aloud the Pledge of Allegiance. President Feely then asked those in attendance to remain standing and observe a moment of silence to honor all fallen firefighters. IV. PUBLIC COMMENT: Ms. Ann Schmidt addressed the board to request the upcoming search for a fire chief be limited to an internal search. This recommendation was given based on the excellent quality of internal candidates and the expense associated with an external search. Mr. Fred Wilhoft addressed the board to also recommend that the upcoming search for a fire chief be limited to an internal search based on the quality of the internal candidates and the expense associated with an external search. President Feely thanked Ms. Schmidt and Mr. Wilhoft for their previous experience on the board and for their insight into the chief search.
V. REVIEW OF MINUTES: MOTION: It was moved by Director Chavez and seconded by Director Waller to approve and accept the minutes of the West Metro Fire Protection District board of directors meeting held on December 6, 2011, as written. The motion was voted upon and adopted unanimously. VI. REPORTS: A. Updates and Reports, Fire Chief Don Lombardi: 1. US & R Update: The candidate is currently in background and has been meeting with Lee Dunn regarding the transition. 2. Strategic Plan: Division Chief Pfannenstiel is currently working on a proposal for Chief Lombardi regarding implementing objective 3C and making it more concise. Once this has been written, Chief Lombardi will bring it back for approval. 3. Finance Division Update a. Distribution of Financials dated October 31, 2011 b. Internal Audit by Clifton Gunderson. Auditors reviewed records the week of December 12 th. Ms. Gregory noted that numerous internal control documents were prepared for the new auditors. B. Administration Report, Deputy Chief Mark Krapf: Chief Lombardi noted that he and DC Krapf were still transiting duties and responsibilities. C. Operations Report, Deputy Chief Scott Rogers: DC Rogers noted that he would prepare a report on recent responses monthly, if the board approved. Director Kullhem stated he would prefer to have updates from Operations and Administration at each board meeting. D. Other Matters: 1. T. Charles Wilson Insurance Meeting: Chief Lombardi and Ms. Rush meet with T. Charles Wilson regarding 2012 proposals for Workman s Comp and other insurance needs. a. Deductibles will increase from $1,000 per vehicle to $2,500 per vehicle. Since West Metro has excellent accident history, the cost for 2012 will be less than the 2011 costs at approximately $300,000. b. COTF1 insurance also went down because they had no claims in 2011. c. Workman s Comp: Due to the efforts of Bob Stratman, his division and the personnel at West Metro, rates went down to.68%. Rates in 2011 were
.69%. Insurance costs for 2012 will decrease by $120,000. Total cost in 2012 will be $478,000. Lt. Frainier reported that South Metro will pay $1.2 million for Workman s Comp in 2012. Director Munden noted that it was exceptional to attain.69% and Mr. Stratman should be commended. Additionally, one reason for the state increase was they added presumptive cancer. Chief Lombardi noted that of the $478,000, approximately $150,000 to $175,000 is for presumptive cancer. The State Chief s would be putting a work group together to take presumptive cancer out of Workman s Comp and have its own separate policy. 2. Station 5: Repairs will cost approximately $190,000. The plan will be that a change order will be placed with the contractor, the money from the insurance company will be placed in an escrow account, and costs will be paid as they are submitted from that escrow account. Chief Lombardi will request board approval on this item at the January 3, 2012, meeting. 3. Federal Center Update: On December 13, 2011, DC Rogers and Chief Lombardi attended a conference regarding the Wide Area Recovery and Resiliency Program. The program is through UASI and addresses what happens after an emergency. West Metro will be working with the City of Lakewood and Jefferson County on long term effects of a biological or environmental incident. 4. Dive Team: West Metro is part of the Metro Dive Team. A Type 1 Dive Team is being researched and discussions will be held with the state to implement this program. This new team would associate with the Colorado National Guard and their helicopters, which could transport divers or technical rescue personnel to the accident site, lower the rescuers to the victim and transport them back to the ambulance. Chief Lombardi used the recent technical rescue as an example for reducing the number of individuals involved in an incident. This proposal and the associated costs will be further researched and evaluated. 5. Meeting with St. Anthony Hospital: EMS Division Chief Fey put together a proposal regarding St. Anthony providing an EMS Educator for 20-40 hours per month to West Metro. St. Anthony Hospital is fully aware that West Metro is the largest EMS provider in the state. Dr. Vellman would also like to have his doctor s ride on the ambulances so they can interact with our paramedics. Additional items that West Metro and St. Anthony Hospital can collaborate on include an AED program, providing cardiac care and falls. After January 1, 2012, a steering committee will meet to discuss how to provide these services to the citizens of the District. 6. Treasurer for State Fire Chiefs. Chief Lombardi announced he was appointed as the Treasurer for the Colorado State Fire Chiefs Association.
E. Report of Legal Counsel, Richard Lyons, Esq.: 1. Mr. Lyons reminded the board of an agenda item for the January 3, 2012, meeting regarding designation of posting places for the District. 2. Mr. Lyons will present a Resolution at the January 3, 2012, meeting regarding appointing the DEO (Designated Election Official) for the election in May. Included in the Resolution will be the ability of the DEO to cancel the election if necessary. Training for the DEOs will be conducted in January. Chief Lombardi stated the DEO will be Missy Hollister with Kim Adams as the backup. 3. The director boundaries will need to be changed due to the recent census. 4. Chief Lombardi reported the opening for the Civil Service Committee has been published and interviews will be conducted in February, 2012. F. Report of the President, President Feely: 1. Discussion: Assistant Chief s Policy. President Feely reported she had met with Division Chief Kral in August on the Assistant Chief s Policy. The recommendation is to continue the policy for another year, with the 3% reduction. Chief Lombardi said organizational changes will be made in the future to move Division Chief Kral into a Deputy Chief designation and he will recommend changing Communications from the responsibility of the Deputy Chief of Operations to the Deputy Chief of Administration. MOTION: It was moved by Director Chavez and seconded by Director Kullhem to proceed with the recommended changes to the Assistant Chief s Policy. The motion was voted upon and adopted with Director McConnell abstaining. 2. Change Meeting Dates February and March President Feely noted that the Republican Caucus was scheduled for February 7, 2012 and the Democrat caucus was scheduled for March 6, 2010. These dates conflict with scheduled board meeting dates. President Feely requested the meeting dates be changed to Wednesday, February 8, 2012 and Wednesday, March 6, 2012. MOTION: It was moved by Director Chavez and seconded by Director Waller to move the February 7, 2012 board meeting to Wednesday, February 8, 2012 and to move the March 6, 2012 board meeting to Wednesday, March 7, 2012. The motion was voted upon and adopted with Director McConnell voting no. G. Treasurer s Report, Treasurer Randy McConnell: 1. ColoTrust Update: On December 7, 2012, Director McConnell met with Chief Lombardi and Ms. Gregory regarding the Investment Policy dated June 1, 2010.
It is out of date. New legislation will be proposed in 2012 and once that has been approved, the Investment Policy will be updated. ColoTrust uses a financial advisory service which provides the guarantee backing for West Metro s funds. ColoTrust now has a new financial advisory service known as PTA. Questions have arisen regarding the ability of PTA to guarantee the financial backing requested by West Metro. Treasurer McConnell s recommendation is to move the money currently in ColoTrust, in an orderly fashion, to another institution to provide the guarantee backing desired by West Metro. This can be accomplished using our current financial policy. Ms. Gregory noted this change can be made. If the board is interested in the District moving to managed accounts, RPF s can be sent to numerous financial agencies and a decision can be made. Treasurer McConnell requested consent from the board to move the money temporarily to Wells Fargo to secure the funds and request RFP s be sent to other financial agencies. Director Kullhem reported that the SDA will be moving their funds from ColoTrust. The board provided consensus to the proposal. 2. Approval: October 31, 2011 Financials MOTION: It was moved by Director McConnell and seconded by Director Kullhem to approve, accept and file for audit the financials dated October 31, 2011. The motion was voted upon and adopted unanimously. H. Report of the Union, Lieutenant Mike Frainier: 1. Contracts for Union members and Mechanics: Lt. Frainier presented the new contracts and requested signatures. The contracts will then be taken to the Union for signatures. 2. Chief Search: Lt. Frainier added his recommendation to Ms. Schmidt and Mr. Wilhoft to keep the search for a new fire chief an internal one. I. Report of Committees: 1. Civil Service Committee: The next meeting will be on January 12, 2012. 2. Health Trust Committee: Director Munden reported claims were up slightly for the actives. The open enrollment process has started. The budget was presented for 2012 and it was determined that there will be no increase for
members in 2012. This will put the Health Trust in the red for 2012 by approximately $1 million dollars. There is currently $2.2 million in reserves. The plan could be reviewed in June if claims are higher than anticipated. VII. OLD BUSINESS: A. Approval: Purchase of new Engine 8 from Front Range Fire Apparatus, Chief Lombardi MOTION: It was moved by Director Munden and seconded by Director Chavez to approve and authorize the purchase of one replacement engine for Station 8 from Front Range Fire Apparatus in the amount of Five Hundred Twenty-Seven Thousand, One Hundred Sixty-Three Dollars and Seventy-Seven Cents ($527,163.77) to replace the current Squrt 8. The board president is authorized to sign the contract. The motion was voted upon and adopted unanimously. B. Approval: Agreement for Coverage of Retirees by the West Metro Fire Protection District Firefighters Health Benefit Trust Fund dated November 2006, Ms. L. Gregory MOTION: It was moved by Director Chavez and seconded by Director Munden to approve the amendment of the Agreement for Coverage of Retirees by the West Metro Fire Protection District Firefighters Health Benefit Trust Fund dated November 2006. The motion was voted upon and adopted unanimously. VIII. NEW BUSINESS: None at this time. IX. BOARD BRIEFS: President Feely distributed information to the board regarding the search for a new chief. Mr. Lyons noted a time line is required. He also said that the physical demands listed are important and need to be taken into consideration. President Feely requested the board review the material and send any comments or questions to her. Mr. Lyons reported the search can be internal, external or a combination. Director Munden stated there are internal candidates and from talking with members of the community, the costs associated with an external search are not warranted or in the best interests of the District. This item will be an agenda item at the January 3, 2012, meeting. X. OTHER MATTERS: None at this time. XI. EXECUTIVE SESSION: None requested. XII. ADJOURNMENT: MOTION: There being no further business to be presented to the board of directors of the West Metro Fire Protection District, it was moved by Director Chavez and seconded by Director Munden to adjourn this meeting. The motion was voted upon and adopted. The meeting concluded at 8:45 p.m.
Recording Secretary: /s/s Kathy Miller /s/ Manny Chavez