CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE DISTRICT #6 BOARD OF COMMISSIONERS October 28, 2002 Station 6-0 The Regular meeting of the Board of Commissioners for Pierce County Fire District No. 6 was called to order by Vice-Chairman Coleman at 7:00 p.m., at 17520 22 nd Avenue East, Tacoma, Washington. Present were the following: Vice-Chairman Coleman, Commissioners Wilson, Hartloff, and Nelson, Fire Chief Andren, Assistant Chiefs Thomas, Pearson, Tucker, and Holm, Chief Financial Officer Carlsen, Human Resources Manager Johnson, EMS Nurse Murphy, Captain Franklin, Firefighters Miller, Dicken, Clinton, Scott, and Roley, Support Services Volunteer Bannon, and Recorder Carter-Hoskinson. Pledge of Allegiance Commissioner Hartloff led the flag salute. Citizens Comments (for items not listed on the Agenda) None at this time. Volunteer Relief and Pension Meeting See corresponding minutes. Consent Agenda (Single Motion) Meeting Agenda Unexcused Absence: Chairman Willis Minutes: Regular Board Meeting Minutes of October 14, 2002 Approval of: Warrant Consideration in the amount of: $ 271,039.02 Net Career Payroll in the amount of: $ 408,961.30 Employee Deductions in the amount of: $ 356,495.80 Electronic Transfers in the amounts of: $ 11,815.03 $ 105,514.35 Employer Responsibility in the amount of: $ 123,755.12 Electronic Transfer in the amount of: $ 11,815.03 GRAND TOTAL: $ 1,289,395.65 Commissioner Wilson moved and Commissioner Nelson seconded to approve the consent agenda as presented. MOTION CARRIED. Commissioner Nelson questioned the warrant payable to Qwest Interprise. Is this annual maintenance for the phone system? CFO Carlsen will return to the next Board meeting with an answer. Page 1 of 6
Unfinished Business (Second Reading and Final Action) EMS Billing: The no-bill policy draft was enclosed in the Board. A revised copy of the write-off policy was distributed to all Board members (see attached). The no-bill policy covers procedures for when we are not to bill the transported patient, for example, if the medic unit breaks down. Both policies establish a write-off panel consisting of three members and explain the circumstances in which we are to write-off or not bill an account. Commissioner Wilson questioned the policy for writing-off denied Medicare claims. EMS Nurse Murphy stated that when Medicare denies due to medical necessity and all of the steps are taken to have the claim approved, writing-off the account would be the right thing to do because, in most cases, the emergent situation warrants transport. Commissioner Wilson asked what is done for patients who cannot afford to pay their bill? EMS Nurse Murphy stated that the patient is given the option to pay $25.00 per month without interest accruing. Commissioner Wilson asked if we have researched our options to give discounts based on income levels. EMS Nurse Murphy stated that when University Place Fire and Lakewood Fire receive requests for discounts or write-offs, they don t press the issue, they write the patient off. We would like our plan to be fair and equitable to all citizens. F/C Andren stated the Board does not need to formally adopt the policy; it just needs Board consensus to move forward. The Board concurred; Staff may implement the policy. Termination of Lease with Bates Technical College: Commissioner Nelson moved and Commissioner Wilson seconded to terminate the lease of the Canyon Road property with Bates Technical College. MOTION CARRIED. New Business (First Reading For Discussion and Review Only) Resolution 02-20 Adjustment to the 2002 Budget: The Board approved funding a parts purchasing position for the shop. Since then, the Board approved to change that position into a warehouse/purchasing clerk. This resolution moves the funds budgeted for the parts purchasing position from the Shop Division of the Budget into the Administration Division where the warehouse/purchasing clerk position is funded. Funds not utilized toward the position s salary will be placed in the small tools and equipment line item to be utilized for position start-up costs. Annual Awards Banquet: A/C Holm stated that the annual awards banquet will be on February 8 th. He encouraged the Board and Fire Chief to start thinking of who should receive the Commissioner and Chief awards. He will need the recipient names by December 23 rd so he can arrange to have plaques made. F/C Andren requested that Commissioner and Chief Awards be placed under the Summary Process line on the Board meeting agenda. Page 2 of 6
Resolution 02-19 Small Works Roster: CFO Carlsen stated this resolution establishes the use of a small works roster and gives us the option to make purchases between $2,500 and $200,000 instead of using the bid process. This resolution does not replace our option to utilize the bid process; it gives us another purchasing avenue. Commissioner Wilson asked how the amounts were determined. CFO Carlsen stated that the resolution was drafted to be compliant with State law. If the Board is not comfortable with a maximum amount of $200,000, it can be changed to a lesser amount. Commissioner Hartloff stated he has had experience with school district small works rosters. They are beneficial because they allow for projects to be started faster. CFO Carlsen will look into what others are doing in regards to the maximum amount and will report to the Board at the next meeting. Staff, Local, Firefighters Association, and Fire Chief Reports (For Information Only) A/C Holm: Included a Division Report in the Board packets. EMS Nurse Murphy is here to offer flu shots to the Board. A/C Holm spoke to Attorney Joe Quinn regarding the Sunrise annexation. We are currently in the 45-day waiting period. The waiting period started on October 23 rd and will end on December 2 nd. A/C Holm stated that Commissioner McMann of Pierce County Fire District #18 submitted a claim but evidently, there are no grounds for it. Commissioner Wilson asked the status of the letter from Mr. Downey. Attorney Quinn responded to the letter and there has been no response from Mr. Downey. A/C Tucker: Is making run card changes and will be finishing up the 2002 budgeted projects. A/C Pearson: Our recruit is doing well in the academy. Graduation will be November 15 th. Five volunteers are in the volunteer academy and approximately twenty personnel are in the process of taking tests. A/C Thomas: The engine that was rebuilt is complete. He estimated costs to be approximately $7,000 but they came to $7,196. The remodel of Station 6-0 started today. EMS Nurse Murphy: The Medical Shift Coordinators are busy with EMT certification renewals that expire in December and she has been busy administering flu shots. Traditionally, flu season is between January and March. HRM Johnson: She is gearing up for Administration reorganization issues that will be discussed later. Page 3 of 6
CFO Carlsen: The September investment reports are included in the Board packets. A preliminary Budget document was distributed to the Board members. CFO Carlsen encouraged the Board members to call her with questions prior to Saturday s meeting. She will come to the retreat prepared to answer the questions. The meeting starts at 9:00 a.m. Local 2175: Planning for the annual Santa Program is underway. Firefighters Association: Friday, December 20 th, will be the annual District Holiday party. The event starts at 6:30 p.m. and Santa will arrive at 7:00 p.m. F/C Andren: Received an email from FEMA on Friday stating that a portion of the grant is under review. Nothing has been approved. They need clarification on some of our requests. We responded this morning. D/C Sinclair is there now to set the parameters for next year s grants. Probationary Firefighter Derek Thorstenson resigned; we will need to fill two positions before the January 9 th Academy. The portable building for Station 6-0 is complete. It will be delivered in one week. We are still waiting for the building permits for the foundation and ramps. Permits for the building are not required because Labor and Industries have already approved the structure. F/C Andren proposed funding for staffing increases. His proposal is to end cross staffing in 2003 and attain three-person engine companies and a second Battalion Chief by 2008. Options to fund this plan include: Doubling the Fire Benefit Charge (FBC) once to fund additional positions and facility repair needs. Increasing the FBC by 15% in the first year and by 11% each remaining year. F/C Andren distributed a six-year proposal that would accomplish this staffing goal (see attached). In addition to the increases, the District would ask voters for a General Obligation Bond to fund necessary facility improvements. Currently, the FBC represents 26% of the Districts operating Budget. The FBC is capped at 60%. F/C Andren explained proposed changes in the FBC formula for calculating commercial buildings. He explained comparisons between 2002 and 2003 charges. Only 12 parcels will be affected by the formula change. Commissioner Hartloff asked if there is a reduction on square footage on a parcel, how will that be reported? F/C Andren stated that we do approximately 300 amendments manually each year. We document the changes in the comments section of the FBC software program then print the list of comments and forward them to the County. Commissioner Wilson hopes this topic will be presented again. F/C Andren stated that there would be a public hearing at the November 12 th Board Meeting. Page 4 of 6
F/C Andren hopes that the Board will come to a consensus on his six-year plan within the next couple of weeks, as the District needs to know how to plan for the firefighter-training academy in January. Commissioner Wilson stated that the District needs more staff. She thanked Firefighter Roley for bringing this issue forward with his proposal to double the FBC to fund the goal. She is a strong advocate for increased staffing and she will be supporting it. Other Board members need time to make their decision. Summary Process Facilities Committee Recommendations: Station 6-8 Property: The District had a wetland reconnaissance assessment done on the property and we received the report this afternoon. It stated that the wetland on the property to the north would not affect our ability to build. This document will be attached to the plans we submit to the County this week. The property purchase should close by the end of the month. The title has been approved and cleared. Soil samples came back and the results limit the building window to begin late spring/early summer. The Canyon Road sewer line project will be completed in two phases, from 160 th to 144 th Street and 144 th to 128 th Street. The next meeting with the architects will be tomorrow at 10:00 a.m. to discuss engineer and HVAC systems. Station 6-5 Property: The District is looking into the Glenco site behind Ron Jones Power Equipment. F/C Andren left two messages with the Survey and Rating Bureau to see how the station location will affect our rating. He has not received response from them. Dave Fergus reviewed the site and thought it was ideal. It had sewer and power utilities available and the phase one and two tests on the property have been completed. This plan fell apart. Another possibility is the property behind Krickett s Restaurant. Both sewer and power utilities are accessible. There is a plan to build a Home Depot between 149 th and 152 nd East of Pacific Avenue. Part of the plan is to improve 149 th Street (the road that accesses the proposed property). Costs for both properties are approximately the same. Commissioner Comments Commissioner Hartloff: No comments at this time. Commissioner Wilson: Thanked HRM Johnson for her work on the FEMA grant. She hopes the Board will take a progressive approach with the plans of increased staffing and believes these plans will benefit the community. Commissioner Nelson: No comments at this time. Page 5 of 6
Vice-Chairman Coleman: Thanked HRM Johnson for her work on the FEMA grant and hopes she will relay his appreciation to the others that participated in its preparation. He attended the Commissioners Conference last week. It was different, but had good classes. He enjoyed it. At 8:40 p.m., the regular meeting recessed for five (5) minutes. Executive Session At 8:45 p.m., Commissioner Nelson moved and Commissioner Wilson seconded to move into Executive session for fifteen (15) minutes for the purpose of discussing upcoming OPEIU contract negotiations. At 9:00 p.m., Vice-Chairman Coleman extended the meeting for ten (10) minutes. At 9:10 p.m., Vice-Chairman Coleman called the meeting back into Regular Session with no action taken. Adjournment There being no further business, Commissioner Wilson moved and Commissioner Nelson seconded to adjourn the meeting. MOTION CARRIED. The meeting adjourned at 9:10 p.m. RICH COLEMAN VICE-CHAIRMAN OF THE BOARD VICKY CARLSEN DISTRICT SECRETARY STEPHANY J. CARTER-HOSKINSON RECORDER Page 6 of 6