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The regular
meeting of the Board of Fire Commissioners was called to order
by Commissioner Hesse at 7:00 p.m. Present were: Commissioner
Gregory Hesse, Commissioner Lee Boling, Commissioner Jonathan
Ferraiuolo, Chief William Walkup, Deputy Chief Tony Nielsen,
Deputy Chief Lonnie Rash, Administrative Assistant Carol
Trescott, members of the District, and members of the public.
INTRODUCTIONS
PLEDGE OF
ALLEGIANCE
APPROVAL OF
THE AGENDA
Chief Walkup
asked to amend the Agenda as follows:
- Table
Unfinished Business, Item A. Ambulance Interlocal Agreement
- Add
Executive Report, Item D. Brush Truck Bid Award
Motion:
Ferraiuolo/Boling to approve the meeting Agenda as amended. The
motion carried unanimously.
APPROVAL OF
CONSENT AGENDA
Motion:
Ferraiuolo/Boling to approve the Consent Agenda. The motion
carried unanimously.
UNFINISHED
BUSINESS
A.
Ambulance Interlocal Agreement - Tabled
NEW BUSINESS
A. Agreement Addendum – Chief Walkup informed the board
he is willing and able to extend his work agreement with the
district for an additional two years. The work agreement
addendum provides the board with flexibility to provide the
chief with a vehicle allowance in lieu of a district vehicle.
Chief Walkup presented documentation for the commissioner’s
review, and asked the board to take any action they deemed as
appropriate.
Commissioner
Ferraiuolo stated he felt Chief Walkup has done a great job in
his leadership role with the district. He said he was in favor
of extending the chief’s contract for an additional two years.
Commissioner
Boling noted matters of this nature are typically conducted in
Executive Session, but because this is a change in current
practice, he said it was important to have the discussion in an
open meeting setting. He added the chief’s current agreement is
a work contract. Because the nature of the job requires the
fire chief to be on-call 24/7, one of the provisions of the
original contract provides for a vehicle. Commissioner Boling
said the request presented to the board was to eliminate the
chief’s district vehicle, and in exchange, allow him to enter
into a lease agreement for a vehicle to be designated as an
emergency vehicle. The district’s insurance carrier confirmed
that a vehicle could be both leased personally by the chief and
used for district business. In the proposal the chief would be
allowed to use the vehicle freely without question from the
public at a cost savings to the district. Commissioner Boling
felt both the chief and the district would receive a benefit.
He questioned whether a maintenance agreement should be required
for any vehicle that the district has partial ownership in.
Chief Walkup
clarified that the vehicle in question would be owned or leased
solely in his name. The district would maintain physical damage
coverage when he used it on official district business. The
insurance coverage costs would be approximately the same as
those the district is currently paying for a staff vehicle. The
chief would also carry personal insurance on the vehicle. Chief
Walkup said if the board chose this option, he would purchase a
vehicle outright and the district would not be named in the
purchase.
Commissioner
Ferraiuolo asked to clarify that the district would provide the
chief with a monetary allowance and the chief would provide all
maintenance for the vehicle. Chief Walkup said the district
would not have the responsibility for maintenance or any of the
liabilities during personal use.
Commissioner
Boling’s concern was that although the district would not have
liability for the maintenance of the vehicle, he still wanted to
be assured the vehicle will always be in good working order. He
asked that the vehicle maintenance records be available for
review, if necessary, as is customary with any of the
district-owned vehicles. He also inquired on the process for
equipping a personal vehicle with lights and siren in order to
be declared an emergency vehicle.
Chief Walkup
said emergency equipment is allowed on a personal vehicle if
application is made and signed by the district’s board chair,
and then submitted, inspected, and approved by the WSP. The
emergency equipment is required to be carried on the vehicle at
all times.
Commissioner
Boling expressed his desire to move forward with the vehicle
allowance option and felt if would eliminate any questions,
concerns, or comments from the public.
Commissioner
Hesse said he had reviewed the options submitted to the board
and was in favor of an allowance in the median range. He was in
agreement with Commissioner Boling with respect to a maintenance
service requirement to ensure the vehicle is maintained and
available to act as first-line response vehicle. He
complimented the chief for bringing this cost-saving option to
the district and to the board.
Discussion took
place regarding the selection of a specific allowance.
Commissioner Ferraiuolo suggested gathering supporting
documentation from other county/state agencies in order to
substantiate the figure.
Because of the
type of vehicle required, Commissioner Boling’s preference was
to draft the chief’s contract addendum to provide funding for a
vehicle and not designate an exact dollar amount. He felt in
doing so the board would not need to revisit the contract in the
event there were cost variations. He suggested adding an
attachment to the contract which would allow changes or
modifications to his contract without changing the entire
contract. Chief Walkup said the addendum presented to the board
provides the commissioners with the flexibility to set the rate
at an amount they deemed to be appropriate.
Having reviewed
the options as presented, Commissioner Hesse recommended Option
Four, Dollar Cost Averaging of Expense and Operational Costs
($635 per month), a savings of $92 per month to the district.
Commissioner
Ferraiuolo was in agreement.
Motion:
Boling/Hesse to accept the employment agreement as presented
with the Dollar Cost Averaging of Expense and Operational Costs.
The motion carried unanimously.
B. Teambuilding Workshop/Consultant – Chief Walkup
reviewed past discussions with the board regarding the benefit
of securing the services of a person or organization to aid
staff and the board in working together more effectively to
complete the tasks necessary to the operation of the district.
Depending on the scope of services, Chief Walkup reported the
investment to be between $5,000 and $13,000. Fire District 3 is
currently engaged in a similar process at a cost of $10,000 -
which they feel has already begun to provide great dividends.
Commissioner
Hesse said there has been change among the district’s chiefs and
commissioners during the past several years that have at times
lead to differences of opinion. He felt a workshop of this
nature was a positive issue and one that would help move the
district forward. Commissioner Hesse said the positive outcomes
for the district would be well received by the public and he
expressed his support of the process.
Commissioner
Boling shared his previous experience with similar programs and
added his support to a program that would enable all parties in
the agency to hear and respond to each other, and work through
differences regarding important issues facing the district. He
felt this was an opportunity to build and strengthen the
district and recommended the board direct the chief to proceed
with the development of a teambuilding workshop.
Commissioner
Ferraiuolo asked for clarification as to who would attend the
workshop and inquired if it was feasible to delay the process in
the event additional staff members are to be added in the near
future. In response, Chief Walkup said senior staff is
currently in the process of identifying the needs, interests,
and issues of the district. In the event the need is determined
to fill a vacant position, Chief Walkup said the process would
likely be 4-6 months away. Commissioner Ferraiuolo favored
creating a positive healthy environment for the district. He
added, getting to know one another makes people more
approachable and breaks down barriers. Commissioner Ferraiuolo
was in full support of a teambuilding workshop.
Further
discussion took place regarding the needs of the organization.
Commissioner Boling suggested the board direct the chief to
contact a consultant to seek their input regarding a
teambuilding workshop based on the unique dynamic of the
agency.
Motion:
Ferraiuolo/Boling to direct the fire chief to describe the
agency and its issues, solicit proposals for a teambuilding
workshop, and present those findings to the board at the next
meeting. The motion carried unanimously.
Amended
Motion: Boling/Ferraiuolo to authorize the fire chief to
initiate a teambuilding process, research the issue, solicit
proposals, and select the lowest, most responsive bidder to
serve as a teambuilding consultant to the district. The
motion as amended carried unanimously.
C. Rescue Pumper Bid Opening - Chief Nielsen opened the
sealed bids for the rescue pumper and Chief Walkup read the
following proposals:
- Hughes
Fire Equipment, Springfield, Oregon
- No Bid
- Cascade
Fire & Safety, Yakima, Washington
- E1
Custom Rescue Pumper $370,524 plus applicable sales tax
- E1
Demo Rescue Pumper $281,907 plus applicable sales tax
- H & W
Emergency Vehicles, Hillsboro, Oregon
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$352,169 plus applicable sales tax
- HME, Inc.,
Wyoming, Michigan
- HME
Ahrens Fox on an HME custom chassis $352,047
- General
Fire Apparatus, Spokane, Washington
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Central States Fire Apparatus $347,459 plus applicable
sales tax.
Chief Walkup
asked the board to refer the bids to staff for further analysis
and compliance with specifications.
Motion:
Hesse/Ferraiuolo to refer all bids to staff for further
analysis, review, and compliance with specifications, and return
to the board with recommendations. The motion carried
unanimously.
Amended
Motion: Boling/Hesse to authorize the Fire Chief to proceed
with the purchase of a rescue pumper using the lowest, most
responsive bidder, and return to the board with an explanation
for the selection made. The motion carried unanimously.
Commissioner
Hesse called for a recess at 7:55. The meeting was called back
to order at 7:58.
EXECUTIVE
REPORT
A. Public
Records From City of Spokane - Chief Walkup reported on
results of a recent Public Records Request to the City of
Spokane regarding annexation activity. The chief said the City
has heightened its activity in the Moran Prairie and hired a
title company to both conduct a search and get all of the final
filings of covenants on the properties in the area. Chief
Walkup presented the board with maps showing areas adjacent to
the City of Spokane which the city believes to currently have
annexation covenants for. The city’s original proposal
encompassed approximately 270 million dollars in assessed
value. The most recent documents with the added real estate are
now 670 million dollars. The impact to the district on 270
million dollars is approximately $540,000 per year.
Commissioner
Boling inquired if the area the city currently holds petitions
on could be annexed without a vote. Chief Walkup confirmed the
city’s petition states property owners would not only not oppose
annexation, but agree to support it. Any annexation attempts by
the city are required to go through process. The fire district
would invoke jurisdiction on a number of issues – including
response times and service levels. He added the issue would
probably go to hearing and the fire district could appeal any
decision. Chief Walkup said the Boundary Review Board does not
have a history of deciding in favor of special purpose
districts. The director of the BRB has been working with city
staff during their strategy sessions.
D. Human Resources Update on Eligibility List – Deputy
Chief Rash presented an update on the HR selection process and
the status of the district’s eligibility list. He reported the
recent completion of two concurrent tests, one for Medic/ALS
Provider, and one for Firefighter. The district received 105
applications for the positions. Eighteen of those were
applicants for the Medic positions. After screening through HR,
8 were eligible to continue in the process. Seven applicants
completed the written exam, 6 advanced on to the physical
ability test, and 2 will be asked to participate in panel
interviews.
Chief Rash
reported the district’s posting for Firefighter drew 90
applicants. After screening through HR, 78 of those were
eligible to take the written test. The top 33 scores advanced
to the physical ability test and will move forward to
interviews. Panel interviews are scheduled for the first week
in May. Eligibility lists will then be created for the
positions of Paramedic and Firefighter. Chief Rash said the
district’s current eligibility list is due to expire in June.
Chief Walkup
pointed out that two paramedic applicants were able to advance
through all portions of the district’s most stringent
requirements. He added, staff will review 7 candidates who were
not as tenured but may potentially be invited to participate in
the testing process. The chief said the district may also
conduct selective recruiting.
E. Station 82 Update – Chief Walkup informed the board
that because of the proposed changes in roof design, the
district is required to meet new wind load and seismic
requirements. Although some portions of the building were not
damaged, the sheetrock will still need to be removed in order to
add additional studs and bracing. Seismic anchors will be
drilled into the floor. Because the building is classified as
critical infrastructure, it must meet 1 ½ times the requirement
of any other standard building. The chief said the additional
requirements will increase roof costs from $200,000/$240,000 to
approximately $276,258. Some of the walls in the office area
will have to be demolished and staff will need to be displaced.
These additional code requirements are in place now but were not
in place at the time the structure was built.
Commissioner
Hesse asked if bond monies could be used for the additional
expenses relating to the roof. Chief Walkup consulted with the
district’s bond counsel who advised that “in general” the
district was able to do so. The chief said the original
resolution adopted by the board provides that flexibility, but
counsel advised it would be in the district’s best interest to
pass another resolution clarifying what was to be done and why.
Chief Walkup pointed out if the board chose to go one step
further it could hold a public hearing on the issue so that the
public would have an opportunity to comment. Chief Walkup
stated the caveat to this is the term “generally”. He is
currently researching an issue regarding the bond proceeds.
Because the bonds are yield restrictive, if they exceed yield
for a single day, the interest earned on all the bonds may be
taxable. The chief said he has sent interest information to the
bond counsel and they will determine which administrative fees
can be deducted from the yield and what the legal requirements
are.
Chief Walkup
noted the truss design is ready either way and the contractor is
waiting for authorization to proceed so that the building can
been rebuilt.
All three
commissioners expressed their desire to reconstruct the building
correctly so it will be available to serve the community for
years to come.
Chuck Vyverberg
asked if any of the costs in discussion were covered by
insurance. Commissioner Hesse replied these roof related costs
are in excess of what is covered by insurance monies and are to
cover the expense of a new roof design. He said the district
had constant problems and numerous leaks with the old roof
design.
Commissioner
Boling commented that rebuilding the structure correctly will
determine how long the station will continue to serve the needs
of the fire district.
Commissioner
Ferraiuolo felt it is the board’s responsibility to correct a
long exiting problem that was not built correctly in the first
place.
D. Brush
Truck Bid Award – Chief Walkup announced that General Fire
Apparatus, Spokane, WA, submitted the lowest, most responsive
bid in reply to the district’s RFP for two brush trucks and were
$8,000 below that the next closest bidder. Delivery time has
been confirmed to be 150 – 180 days. The chief has executed the
agreement and the chassis for the brush trucks have been
ordered. The units should be available by the end of
September.
CORRESPONDENCE
1)
Legal counsel regarding matters of personnel
2)
Correspondence relating to Station 82 reconstruction
3)
Notice of meeting from the Glenrose Community
Association
4)
Thank you from Reg Hulbert
5)
Spokesman Review letter to the editor
PUBLIC
COMMENTS
None
ANNOUNCEMENTS
- The next
meeting of the Board of Fire Commissioners will be May 13,
2008, 6:00 at Station 82
- Spokane
County Fire Commissioners Association meeting is scheduled
for May 8, 2008, 7:00 pm Fire Memoirs Museum, District 3
- May 31,
2008, WFCA Conference in Chelan, Washington
EXECUTIVE
SESSION
ADJOURNMENT
With no further
business, Commissioner Hesse adjourned the meeting at
8:35 pm.
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