Mountain View Fire and Rescue Scheduled Board of Commissioners Meeting November 14, 2017 I. Meeting Called to Order Commissioner Farrell called the regular scheduled meeting of the Board of Commissioners to order at 6:30 pm. Present from District 44 Commissioner Jim Farrell Commissioner Cathie McKinney Commissioner Scott Currie Commissioner Joanne Seng Commissioner Monroe Shropshire Chief Greg Smith Deputy Chief Mike Barlow The meeting was held at District 44 Station 95 32316 148 th Ave SE, Auburn, 98002 II. III. IV. Pledge of Allegiance, United States Flag Commissioner Farrell led the Pledge of Allegiance. Approval of Agenda Commissioner Seng moved and Commissioner Shropshire seconded to approve the agenda with a request to move the Capital Improvement Plan (under Old Business) in the meeting so the report given by Larry McNeely could happen before the Account Balance Report. Motion carried. Consent Agenda Commissioner Shropshire moved and Commissioner Seng seconded to approve the minutes from the October 24 th board meeting, and the vouchers from the first half of November. Motion carried. Capital Improvement Plan Larry McNeely Re: Station 92 remodel the plan is to go to bid using the services of DRSi (Digital Reprographic Services Inc.) The building plans (Station 92 living quarters renovation bid documents) will be stored online so those interested in bidding on the projects will know the scope of the work. This service allows for easy addendums and will track who actually downloads the plans. This will relieve Chief Barlow of some of the hassle involved with communicating with potential bidders. Cost is $50 for this service. Larry shared and explained the plans for both the outside and inside of the remodel including some landscape ideas. The building committee met on Nov. 14 th and they would like for it to go to bid ASAP, but will need the board s approval to go forward. The plan will be for bidding to start very soon with all bids being submitted by Jan. 3, 2018. By Jan. 9 the district should have an idea who they will be working with. A bid bond is in
place meaning that 5% of the costs must be paid in order to secure the work. Work needed to be done includes structural, plumbing, mechanical, electrical, and landscaping plans. Permit fees will run about $6-7,000. The building and mechanical permits will be acquired by McNeely. Plumbing and electrical permits will need to be acquired by the contractors. Commissioner Seng moved and Commissioner Shropshire seconded to fully go forward with the project so that it can go out for bid. The motion passed unanimously. V. Account Balance Report Chief Barlow 83% of the budget is spent. Chief Barlow presented the budget changes proposed for the last half of 2017 which will bring the budget in line to the good. VI. VII. Budget Expenditure Report Chief Smith For the first half of November vouchers totaled $103,770 and payroll totaled $173,313. Some of the bigger expenses in the vouchers included repairs to axles, facility generator yearly maintenance, Station 92 electrical work, HAZ MAT books, 92 remodel, new treadmill, F/F PPE 60 sets of gloves, fuel, insurance volunteer incentive challenge coins. Itemized vouchers were $84,249, utilities were $8,404 and other expenses were $14,521 for a total cost of $103,770. The brush truck that was sent out earlier this summer for wildfire work brought in $9,200 from the state that is in addition to the $12,000 already received earlier this year. YTD payments equal approx. $21,000. Revenue as of November 12, 2017 is $4,931,083.80. Chief Smith presented Resolution #17-517 Property Tax Levy 2018 which once adopted by the MVFD board of commissioners will be signed and hand delivered to King County prior to Dec. 1 st. The adoption of the 2018 budget will be discussed and voted on at the Dec. 12 th board meeting. Public Comment Al Hall welcomed the newest board member who was voted in during the November elections. The new commissioner will be installed at the November 28 th meeting. Union Comment None VIII. Chief s Report Chief Greg Smith presented a PowerPoint report which is incorporated by reference and reviewed Personnel, Facilities, Vehicles, Equipment, Budget and Emergency Incidents/Responses. Between October 24 th and November 13 th there were 101 incidents averaging 4.81 calls per day. 84 of those were EMS calls. Slowest day was November 11 th with two calls and the busiest day was Oct. 30 th with 9 calls. Chief shared photos from a recent garage fire and car accident. Concerning mutual aid the district is providing MA 78% of the time and receiving MA 22% of the time. The volunteer F/F recruit academy is in full swing with 24 attendees. All of the recruits are for the MV fire district. The spring academy usually brings in recruits from other districts.
The request for letters of intent for the Division Assistant position closed on Nov. 10 th. There were 4 applicants. Volunteer Lieutenant test will happen in spring of 2018. Chief attended the budget meeting in Black Diamond in regards to replacing the fire engine at 98. Chief and Tim Purciful attended the MIT Halloween party. Planning to attend the Muckleshoot Indian Tribe Open House on November 16 th. The district made cards to pass out that will hopefully encourage recruitment from the tribe. The State Auditor will be here on November 27 th. Chief and Tim Purciful attended the Zone 3 CERT meeting. Concerning the BD City Council recall vote has now been delayed. Will not happen in December. Regarding the new BD neighborhood Ten Trails: section 1 was approved Oct. 19 th 55 homes and 4 commercial buildings. Section 2 (111 homes) has been reviewed by the chiefs and fire marshals. Chief shared the election results of the recent elections of nearby districts. MIT Tribal Council elections will be held in January. On January 17, 2018 the Fire Commissioners and Fire Chiefs banquet will be held. IX. Unfinished Business 1. Ad hoc City/District Fire Committee Commissioner McKinney The committee met Nov. 13 th. The city of BD has put money in their proposed budget for 2018 for a new fire truck. The district will start writing specs for it to go to bid. With the recent elections there is some shuffling of attendees from BD for the safety committee. The Chief will be presenting at their retreat in February. 2. Capital Improvement Plans (Sta. 92 Remodel Report) See report from earlier in the meeting. 3. Employee Contracts (report) Chief Smith Next hurdles are the proposed policy drafts which need the board s approval. Ready to go forward with contracts but will also still need legal of review of new policies. Chief predicted everything to be done by end of December and in go into effect January 1, 2018. 4. Vehicle Maintenance Helper Nothing new to report 2018 budget consideration, however, funds are predicted to be tight for 2018. 5. Draft policy 2.11 Vacation new policy language (introduced 10/24) 6. Draft policy 2.29 Longevity new policy (introduced 10/24) 7. Draft policy 2.3 Deferred Comp match (new policy) Chief Smith presented handouts explaining each of the above policies. Re: Vacation policy it would be equitable across the board for all non-union employees. Commissioner
Seng moved and Commissioner Shropshire seconded to accept the above policies as presented going into effect January 1, 2018. The motion passed unanimously. X. New Business 1. 2018 Property Tax Resolution Commissioner McKinney moved and Commissioner Shropshire seconded to adopt Resolution 17-517 as presented by the chief earlier in the meeting. The motion passed unanimously. 2. Valley Communications Dispatch Agreement for 2018 Commissioner McKinney and Commissioner Shropshire seconded to authorize Commissioner Farrell to sign the contract addendum with Valley Communications Dispatch. The motion passed unanimously. 3. First DRAFT policy, Reporting Loss Chief Smith presented a draft of a policy in regards to reporting the loss of district property due to theft. The board was in agreement with the proposed policy. Commissioner Seng moved and Commissioner McKinney seconded to waive the restriction on voting on a proposed policy at the meeting it was introduced. The motion passed unanimously. Commissioner McKinney moved and Commissioner Seng seconded to approve the policy on reporting loss and/or theft of district property. The motion passed unanimously. A Closed Session pursuant to RCW 42.30.140 (4) (a)--collective bargaining sessions with employee organizations, including contract negotiations, grievance meetings, and discussions relating to the interpretation or application of a labor agreement; or (b) that portion of a meeting during which the governing body is planning or adopting the strategy or position to be taken by the governing body during the course of any collective bargaining, professional negotiations, or grievance or mediation proceedings, or reviewing the proposals made in the negotiations or proceedings while in progress--was held for 15 minutes from 8:20-8:35 pm. No action was taken. XI. Commissioners Reports Commissioner McKinney reported on her workshop at the WSFCA convention held at the end of October. She found the presentation on risk management and litigation enlightening and interesting. It was well done. Commissioner Seng complimented Chief Smith on the relationship he has built with the Muckleshoot Indian Tribe. She also shared about a call she received from a neighbor who required an aid call for her household. The neighbor complimented the district personnel on a nice job in handling the situation.
Board Meeting Adjourn Commissioner Shropshire moved and Commissioner McKinney seconded to adjourn the meeting. Motion carried and the meeting was adjourned at 8:40 pm. Next meeting will be November 28 th at 6:30 pm at Station 95. Documents were signed. State Board of Volunteer Firefighters A medical voucher was presented for a volunteer fire fighter who had a follow-up doctor s appointment to get approval to return to work after a repetitive injury. Chief Smith moved and District Secretary Baker seconded to send the vouchers to the state board for payment. Motion carried. Joanne Seng (Position #1) Kim Baker, District Secretary Cathie Valentine-McKinney (Position #2) Scott Currie (Position #3) James Farrell, Chair (Position #4) Monroe Shropshire (Position #5) _