CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE DISTRICT #6 BOARD OF COMMISSIONERS January 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 Chairman Willis at 7:07 p.m., at 17520 22 nd Avenue East, Tacoma, Washington. Present were the following: Chairman Willis, Commissioners Coleman, Wilson, and Nelson, Fire Chief Andren, Deputy Chief Sinclair, Chief Financial Officer Carlsen, Human Resources Manager Johnson, Assistant Chiefs Pearson, Thomas, and Holm, Support Services Volunteer Bannon, and Recorder Carter- Hoskinson. Commissioner Hartloff, Assistant Chief Tucker, and Firefighter Roley arrived at 7:09 p.m. Pledge of Allegiance Chairman Willis led the flag salute. Volunteer Relief and Pension Meeting See the corresponding minutes. Consent Agenda (Single Motion) Meeting Agenda Excused Absences Minutes: Regular Board Meeting Minutes of January 14, 2002 Approval of: Warrant Consideration in the amount of: $ 250,561.27 Net Career Payroll in the amount of: $ 392,696.85 Employee Deductions in the amount of: $ 338,193.56 Electronic Transfers in the amounts of: $ 11,164.45 $ 98,895.31 Employer Responsibility in the amount of: $ 123,205.12 Electronic Transfer in the amount of: $ 11,164.45 Additional Warrant Consideration in amount of: $ 24,355.82 GRAND TOTAL: $ 1,250,236.83 Commissioner Coleman questioned the door expenses for the Shop, Station 6-9, and Station 6-5. A/C Thomas stated that these are for routine door maintenance. Commissioner Wilson moved and Commissioner Nelson seconded to approve the Consent Agenda in the total of $1,250,236.83 as presented. MOTION CARRIED. Page 1 of 6
Unfinished Business (Second Reading and Final Action) Professional Services Contract with Attorney Joe Quinn: F/C Andren stated that this is the second reading for this topic and copies of the agreement were enclosed in the last Board packet. Commissioner Wilson moved and Commissioner Coleman seconded to adopt the Professional Services Contract for Legal Services with Attorney Joe Quinn. MOTION CARRIED. New Business (First Reading For Discussion and Review Only) Resolution 02-01 Approves ICMA as Additional Deferred Compensation Provider: CFO Carlsen stated that last March the District sought bids for an additional deferred compensation provider. Aetna currently provides this service and the Request For Proposal (RFP) sought a company to add or take its place. We received eight responses to the RFP, the Committee reviewed them, and through the evaluation process, narrowed the selection down to Fidelity and ICMA. Two choices were presented to the Unions and their members voted on the following options. Utilizing Fidelity as a sole provider or ICMA as a sole or shared provider. Union members voted to maintain Aetna services and add ICMA as a shared provider. ICMA is a nonprofit company and services will be provided at no cost to the employee. Resolution 02-02 Rescinds Resolution 94-009 which Adopts Collection Policy for ALS and BLS Transport Charges: CFO Carlsen informed the Board that, as of December 1, 2001, she supervises the Billing Office. She has been evaluating billing procedures and making suggestions on how the office can operate in a more efficient manner. An area that can be revamped is the collection process for patients that aren t responding. Currently, those patients receive four statements, one month apart, then a series of three collection letters, each two weeks apart. After the third collection letter, the patient has two weeks to respond, at that point the account is sent to collections. Accounts Receivable Coordinator Roberts sends off 180-200 collection letters monthly and spends approximately 25% of her time monitoring them. On average, four to five patients respond to those letters monthly. This method is not very productive considering the amount of time spent. With the new Sweetsoft software, a series of collection notices can be put in red at that bottom of aged statements. This would be more efficient and would expedite the process by saving postage, changing from a 132-day to a 90-day procedure, and reducing 25% of A/R/C Roberts workload allowing her to complete additional billing steps that are currently not being handled. In order to do this, the Board would need to rescind Resolution 94-009 that adopts collection policy for the transport charges. This would allow staff to change this to a procedure instead of policy. Commissioner Nelson asked if this Resolution were rescinded, would another billing policy need to be adopted? F/C Andren stated that the billing procedures would be operational guidelines similar to suppression guidelines; they do not need to be adopted formally by the Board. CFO Calsen stated that A/R/C Roberts is currently ready to begin the collection letter process and requested that this resolution be adopted tonight so that she could begin with the proposed procedure. The accounts currently in the process would continue through until they are sent to collections or the patient responds. Commissioner Coleman moved and Page 2 of 6
Commissioner Wilson seconded to rescind the second reading rule. MOTION CARRIED. Commissioner Wilson moved and Commissioner Coleman seconded to adopt Resolution 02-02 that rescinds Resolution 94-009. MOTION CARRIED. FEMA Grant Process Overview: H/R/M Johnson stated that FEMA will distribute $360 million to Fire Departments this next year. During the month of March, we will complete the grant application process. This year s grant process will be different than last year. The Grant application can be filed over the Internet. There are four areas in which we can apply; fire departments cannot apply for more than one area of funding. HRM Johnson will attend a FEMA Grant writing workshop in the future; several members of the District have attended grant writing workshops in the past. Staff will meet, gather information, and determine where the District s needs are. Commissioner Wilson stated that Congress passed the Fire Act following the events on September 11, 2001, and asked F/C Andren if more information has been distributed about that program. F/C Andren reported that this act would fund firefighter positions for a number of years. Firefighter Roley stated that it is also designed to fund buildings, equipment, or purchase anything firefighters need. Commissioner Wilson, keeping in mind HRM Johnson s involvement with the upcoming FF/PM recruit process, asked if HRM Johnson s workload allows time for her involvement in the Grant writing process. HRM Johnson stated that she will be coordinating the process and portions of the grant application will delegated for different divisions to write. She believes there will be ample time to do both. A/C Pearson stated Captain Carpenter will be attending two sessions to gather information on the Fire Act. D/C Sinclair stated the Fire Act has been passed, but the funds have not been appropriated. F/C Andren stated that Staff will meet tomorrow to discuss 2002 Goals and Objectives, along with these issues, and he will report back to the Board. Memorandum of Understanding between Central Pierce Fire & Rescue and non-represented Employees/Five Bargaining Units regarding additional Deferred Compensation Provider: Current Contracts read that Aetna or any mutually agreed upon provider can provide deferred compensation plans. All bargaining units are in agreement with the addition of ICMA as a new provider. These Memos of Understanding would clarify contract language. Staff, Local, Firefighters Association, and Fire Chief Reports (For Information Only) HRM Johnson: Reported the FF/PM application process closed at the end of December. Sixty-eight (68) applications were received to fill nine open positions. CPAT testing will begin on February 23 rd. Additional testing will include the written test and assessment center. Chairman Willis questioned which avenues of advertisement were utilized to solicit applications. HRM Johnson stated advertisements were submitted to JEMS and EMS Magazine for November and December periodicals. Also, the position was advertised in Jobs Available, a California publication. HRM Johnson reported the Administration Services Division is undergoing reorganization. Positions will be evaluated closely to make sure each position is used to its potential. This has not been done since the consolidation/merger. Page 3 of 6
A/C Pearson: Reported that his Staff Report was included in the Board packets. A/C Pearson attended the first Agency Evaluations for the new recruits in the Bates Fire Training Academy. He stated that they are doing well. The District challenged them to hold the top twelve positions in the Academy. So far, we hold the positions numbered one through twelve. The recruits are staying away from the flu bugs and there are no injuries to report. They are making the Department proud. Commissioner Coleman stated at the Pierce County Fire Commissioners Meeting, Commissioner Verne Pierson, from Graham Fire & Rescue, heard concerns about Bates not doing enough hands-on training. A/C Pearson stated that recently Bates has made changes in the Academy. There has been a change in leadership and loose ends have been handled. There has also been a change in instructors. This has been the smoothest running Academy in years. Discussion occurred regarding the North Bend Training Academy. A/C Tucker: Nothing to report at this time. A/C Thomas: Stated that his written report was included in the Board Packets. He distributed the floor plan of Station 6-1 and the Board discussed solutions for fixing the sewage flooding problem. A/C Thomas stated that the project would take approximately $70,000.00 to complete. The Board suggested bringing other solutions to the architects for review. A/C Thomas will report back to the Board. A/C Holm: Stated that the written reports for the EMS and PIER Divisions were enclosed in the Board Packets. The Zoll defibulators were received and training is taking place. They should be in service next month. A/C Holm reminded the Board that the Annual Awards Banquet is a week from this Saturday. He hopes to see all of the Board members there. D/C Sinclair: Distributed a capital purchasing request list, which included items that were budgeted in the 2001 budget. These items were approved, but not purchased, due to the financial uncertainty of the District last year. Commissioner Wilson moved and Commissioner Nelson seconded to approve the purchase of the items listed on the capital purchasing request list. MOTION CARRIED. D/C Sinclair stated that Captain McKenzie purchased new art and has placed the pieces in the Board Meeting/Conference room at Station 6-0. He hopes they will inspire us. D/C Sinclair reported that earlier in the afternoon, there was a fire at 111 th & 152 nd Street. A/C Holm was the second arriving unit. A/C Holm and the crews did an outstanding job. They were able to save the house with minimal damage. It was an artful attack considering the volume of fire and the heavy fuel load located in the garage. CFO Carlsen: Enclosed the December investment report in the Board Packets and reported there is a slightly different format for the Budget report the Board receives Page 4 of 6
monthly. The change occurred due to the fact that, with Benchmark software, there is no inexpensive way to generate a complete report that reflects the new runner and information system account divisions. CFO Carlsen is utilizing Excel to generate the report. CFO Carlsen reported that she will be meeting with a representative from Sungard on February 12 th, to create a tentative schedule for going live with the new software. The District should go live on January 1, 2003. Firefighters Association: Nothing to report at this time. Local: Nothing to report at this time. Fire Chief Report: Reported that Councilmember Wimsett will be at the February 11 th Board meeting. To accommodate him, he will be moved up on the Agenda. F/C Andren had a meeting with Major Minor last Thursday regarding the Joint Use Facility. He had to cancel due to the flu, but will reschedule the meeting and follow up with the Board. There is a legislative workshop scheduled for Wednesday, February 30 th. Andren will be attending. F/C The District has not received the final audit report. F/C Andren informed the Board that Firefighter Dan Luhtala is out on disability with an injured shoulder. This may be the end of his career. F/C Andren suggested March 2 3 or March 9 10 for the upcoming Board retreat. The Board decided to have the Retreat on March 2 3. Some topics of discussion will be cash management and facilities. Summary Process (For Continued Discussion/Action) A. FEMA Grant and Fire Act Update B. Station 6-1 Sewer Project. Commissioner Comments Commissioner Hartloff: Recalled when the consolidation occurred, law was passed so that once the Board of Commissioners reached five, the District could divide into five Commissioner Districts. F/C Andren will ask Attorney Joe Quinn to look up the ruling and will provide information regarding this to the Board at a later date. Commissioner Wilson: Nothing to report at this time. Page 5 of 6
Commissioner Nelson: Nothing to report at this time. Commissioner Coleman: Nothing to report at this time. Chairman Willis: Nothing to report at this time. HRM Johnson pointed out particular correspondence sent to assessors involved with the firefighter testing process. She gave special recognition to those who participated those four days. At 8:35 p.m., the Board recessed for five (5) minutes. Executive Session Chief Contractual Issues: At 8:30 p.m., Commissioner Coleman moved and Commissioner Nelson seconded to move into Executive Session for fifteen (15) minutes for the purpose of discussing Chief contractual issues. MOTION CARRIED. At 8:45 p.m., Chairman Willis extended the meeting for 10 minutes. At 8:55 p.m., Chairman Willis called the meeting back into Regular Session with no action taken. Commissioner Nelson moved and Commissioner Hartloff seconded to approve F/C Andren s formal request to carry over 133.7 vacation hours due to extreme and unusual circumstances regarding Chief Hoyt s departure. MOTION CARRIED. Adjournment There being no further business, Commissioner Nelson moved and Commissioner Coleman seconded to adjourn the meeting. MOTION CARRIED. The meeting adjourned at 9:05 p.m. BOB WILLIS CHAIRMAN OF THE BOARD VICKY CARLSEN DISTRICT SECRETARY STEPHANY J. CARTER-HOSKINSON RECORDER Page 6 of 6