EASTSIDE FIRE & RESCUE
BOARD OF DIRECTORS
REGULAR MEETING
4:00 p.m.
The Regular Meeting of the Board of Directors of Eastside Fire & Rescue was held on November 13, 2007, at Eastside Fire & Rescue Headquarters, 175 Newport Way, NW, in Issaquah, WA.
PRESENT Board Director Ron Pedee (District 38)
Board Director Mike Mitchell (Fire District 10)
Board Director Rick Gaines (Fire District 10)
Board Director Russell Joe (City of Issaquah)
Board Director Maureen McCarry (City of Issaquah)
Board Director Jack Barry (City of Sammamish)
Fire Chief Lee Soptich
Deputy Chief Wes Collins
Deputy Chief Jeff Griffin
Fire Marshal Tim Pilling
Chief of Maintenance Kelly Refvem
Board Secretary Dave Gray
Controller Scott Faires
HR Manager Ingrid Anderson
EAA Deborah Gober-Beneze
AUDIENCE Mike Sauerwein (City of Sammamish)
Chris Caviezel (Chairman of the Board Fire District 51)
Cheri McCorkle (KPS Insurance)
Gordon MacIlvennie (MacIlvennie & Associates, Inc.)
Craig Hooper (EF&R Captain, Local 2878 President)
Richard Sinnema (R L Computer Services, Inc.)
Members of the EF&R Benefits Committee
Brian McMahan (EF&R Battalion Chief)
Greg Tryon (EF&R Battalion Chief)
Mike Geppert (EF&R Training Lieutenant)
Josie Williams (PIO/Public Educater)
ABSENT Board Director Karen Tavenner (City of North Bend)
Board Director Lee Fellinge (City of Sammamish)
CALL TO ORDER
Chairman Pedee called the meeting to order at 4:02 p.m.
Director Pedee led the flag salute. Fire Chief Soptich took roll call. All the Directors were present with the exception of Director Fellinge who is absent and excused and Director Tavenner who is absent.
RECOGNITION:
Director Barry represented the Rotary Club of Sammamish and presented the Board with a Certificate of Appreciation for EF&R’s participation and support in their Annual Soap Box Derby Challenge Race over the last four years. Director Pedee accepted the certificate with Local 2878 President Hooper.
CITIZEN INPUT:
Chris Caviezel, Chairman of the Board Fire for District 51, reported that Snoqualmie Pass Fire & Rescue’s restoration levy passed by a large margin.
CONSENT AGENDA:
Director Gaines moved to approve Agenda Bill 2007-36 – November Consent Agenda. A second was offered by Director Mitchell. The motion passed unanimously.
NEW BUSINESS:
With the Board’s permission, Chairman Pedee changed the order of the Agenda and moved the following New Business up on the calendar.
1. Medical Insurance Program:
On behalf of the Benefits Committee, HR Manager Anderson invited
KPS Health Plans Account Representative Cheri McCorkle to the Board
meeting to share the good news of the insurance renewal rate increase for
2008 which is 10.73%. The industry trend is 13% – 15%. She gave credit
of the lower rate to the EF&R employees and families who have done a
great job in maintaining their health and usage of the plan. She
handed out a packet that includes the renewal letter which explains how
the rate was calculated, claims experience information, and the Zywave Report
which breaks down EF&R claims and measures them against the normal by
reason and group size.
HR Manager Anderson introduced the Benefits Committee: Gordon MacIlvennie, CFO Dave Gray, Office Tech Rona Harris, Accountant Sandi Johnson, Lt. Dave Augenstein, Firefighter Scott Percival, Firefighter Jordan Simmonds and herself.
GENERAL ADMINISTRATIVE DISCUSSION:
NORCOM: Chief Soptich reported that last Friday was the first official day of the NORCOM consortium. They have elected a Chairman and Operations Chairman and are currently searching for an Executive Director. The By-Laws have been approved and the 2007 and 2008 budgets ratified. Deputy Chief Griffin is serving on the Joint Operations Committee. The City of Redmond Fire Department has opted not to sign on as a primary or as a user at this time, and the Chief raised concern over the disconnect in dispatch that can potentially occur.
Tender 85 Picture: Chief Soptich directed the Board to two photos of Tender 85 taken for use in the Kenworth 2008 calendar and the front cover of the Kenworth Corporate Annual Report. In keeping with policy set by the Board, the EF&R logo and other markings will not be present on the pictures being used. Discussion ensued about when and if the Agency should be used for endorsement.
COMMITTEE REPORTS:
1. Finance Operations Committee Report: Director Mitchell stated that the notes from last week’s meeting are in the Board Packet. Items discussed are all under New Business. As there was a full agenda, a few items were tabled until next month.
2. HR Legislative Committee Report: Director Gaines stated that the notes from last month’s meeting are in the Board Packet. He stated that the Chief’s Performance Evaluation, in its new design, is simpler and built around the goals set for the Chief. The evaluation is to take place before the end of each year so the current Board can work on it. A special meeting will be requested for the sole purpose of working on the Chief’s evaluation.
Director Gaines also discussed the Attorney General ruling that a non-profit corporation formed under an Interlocal Agreement would qualify to serve as the “employer”. As all legal counsels have reviewed, Director Gaines informed the Board that District 10 would like to see some action taken on the matter. Following discussion, there was no objection from the Board for staff to work on bringing back additional information so the Board would be able to make an informed decision. It was noted that this must fall in line with other priorities.
OLD BUSINESS:
1. Potential Partners: Chief Soptich reported studies are
progressing slowly with Fire District 51. As the preliminary studies are
public documents, Commissioner Caviezel will share them with his
community. Chief Soptich and Chief Cowan have been in discussions
over SAFER Grants and the levy that just passed.
There is nothing new to report with Woodinville Fire and Life Safety
District. Chief Soptich and Chief Johnson spoke last week with the
understanding they need to move forward, and will do so as time permits.
Chief Griffin is working with the other Deputy Chiefs in Zone 1. They are charting all the work being done by DC’s and looking for the experts in different fields. They are moving toward the concept of having an expert (or two) in each area that the others can refer to. They will bring this to the Chiefs for consideration.
2. No Man’s Land: Chief Soptich stated staff had been assigned work from the HR/Legislative Committee with regard to how EF&R will respond to areas not in a city or fire protection district, what level of service would be provided, and if there would be a fee for this service. The next effort is to drive this back to the Zone and potentially the County Fire Chiefs to get a consensus on this challenge. Director Gaines reported that he has identified the No Man’s Land areas within District 10 after working with Fire Commissioner Steve Parsons, who has done extensive work in defining these types of areas in District 38. Director Gaines wanted the Board to know that the Fire Districts are handling this for EF&R. He also enlightened the King County Fire Commisioners Executive Board on the matter.
3. Vehicle Use: Director Mitchell reported that this agenda item was tabled in the Finance/Operations Committee meeting until next month. Data from a survey of neighboring jurisdictions has been collected and is in the Board packet. Director Gaines reported this was a subject discussed at the WA State Fire Commissioners conference; IRS looking at compensation.
NEW BUSINESS:
2. Agenda Bill 2007-35 – 2008 Revenue Budget (tabled last month):
Director McCarry moved to un-table Agenda Bill 2007-35. A
second was offered by Director Pedee. Director Mitchell reported this
Agenda Bill was reviewed in the Finance/Operations Committee where they asked
for additional detail to be provided before it is presented to the
full Board. CFO Gray reviewed the Revenue Budget along with the
additional detail. Following discussion of the revenue, Director Mitchell
moved to approve Agenda Bill 2007-35 adopting the 2008 Revenue Budget of
$19,386,291 together with the Partnership Contribution Worksheet and
Partner Contribution Payment Schedule. A second was offered by
Director Joe. The motion passed unanimously. A budget retreat will be
scheduled to review expenditures.
3. Agenda Bill 2007-37 – 2008 Equipment Replacement Fund:
Deputy Chief Collins reported the fund is working well and outlined the apparatus and equipment due for replacement in 2008. Director Barry moved to approve the Partner contributions and expenses as stated in the Equipment Replacement Fund for 2008. A second was offered by Director Mitchell. The motion passed unanimously.
4. Agenda Bill 2007-38 – Capital Facilities Maintenance Fund:
Deputy Chief Collins reported this will be the first year of operation for this fund under the new ILA and outlined the projects to be accomplished in 2008, allowing for carry over funds for future years. Director McCarry moved to authorize the Chief to spend up to $150,000 from the Capital Facilities Maintenance Fund in 2008 for maintenance projects. A second was offered by Director Mitchell. The motion passed unanimously.
5. Agenda Bill 2007-39 – Action Training Systems as Sole Source:
Deputy Chief Griffin provided a background of the competency based training (CBT) program. Director Gaines moved to declare Action Training Systems, Inc. as the sole source for the purchase of Action Training Systems, Inc. CBT Training Program. A second was offered by Director Joe. Following discussion over why declaring a sole source versus contracting, and the unique training this software program provides, the motion passed unanimously.
6. Agenda Bill 2007-40 - City of Snoqualmie Apparatus Maintenance Agreement:
Chief of Maintenance Refvem reported that he was approached by the Fire Chief of Snoqualmie and asked to give a proposal on providing preventative maintenance and repairs to their apparatus. Using the same formula and contract EF&R has with Snoqualmie Pass Fire Department and Fire District 27, a contract valued at $4500 for 2008 was proposed. Director Barry moved to approve the Maintenance Agreement allowing EF&R to provide fire apparatus preventative maintenance and repair to the City of Snoqualmie Fire Department, should they accept the proposal. A second was offered by Director Mitchell. Following discussion over time constraints on staff, and the length of time EF&R would contract for services, the motion passed with five (5) votes, one (1) abstention.
7. Agenda Bill 2007-41 – Standby Generator Replacement at Fire Station 87:
Chief of Maintenance Refvem reported that due to new federal emissions standards, the expenditure originally approved on Agenda Bill 2006-28 to purchase a generator has increased. Director Mitchell moved to approve Agenda Bill 2007-41 accepting the proposal from D2 Energy Systems, Inc. to supply and install the emergency standby generator at Fire Station 87. A second was offered by Director Gaines. After recommendation from the Finance/Operations Committee that due to safety EF&R should move forward with the purchase and installation of the generator, the motion passed unanimously.
8. Agenda Bill 2007-42 – Surplus Motorola Converta-com Portable Radios:
Chief of Maintenance Refvem explained that the radios are used, outdated, and no longer fit the need of the Department. Director Joe motioned to declare the 24 Motorola Converta-com radios surplus and available for disposal and/or sale. A second was offered by Director Gaines. The motion passed unanimously.
9. Agenda Bill 2007-43 – Draft of 2008 Agency Goals:
Chief Soptich explained that Staff is providing one line goal statements based on the review of the Agency Assessment conducted by ESCi in 2006. If the Board agrees, in concept, with these statements, Staff will put together time frames with responsibility for completion which would come forward in a strategy and objective statement and budget expenditures. Chief Soptich outlined the draft goals. Director Pedee motioned to adopt the 2008 Agency Goals as proposed, in concept only, as attached to the Agenda Bill. A second was offered by Director McCarry. Following discussion, Director McCarry noted a statement of how we manage our Agency should be included in the goals. The motion passed unanimously.
10. Agenda Bill 2007-44 – Identify Agency Core Documents:
Deputy Chief Collins explained that identification of Agency core documents was a 2007 Goal, and the first step towards accreditation. These documents have been identified and assigned to personnel for review. Director Pedee motioned to approve Agenda Bill 2007-44, identifying EF&R documents critical to the accreditation process and direct the Chief to proceed with the work as outlined. A second was offered by Director Mitchell. Following discussion where Chief Soptich outlined additional critical core programs identified by the Agency’s Mission Statement, and the policy review program, the motion passed unanimously.
Recognition was given to Battalion Chief Tryon for his good work on the review of the Agency Assessment and identifying Agency core documents.
11. Agenda Bill 2007-15 – Phone System Lease:
IT Manager, Richard Sinnema, gave an overview of the current phone system and the efficiencies a new system would provide. Director Gaines moved to authorize the Fire Chief to execute a five year operating lease with CMS for the replacement of the phone system with an Intertel 5000. A second was offered by Director McCarry. Following discussion over the cost of a new lease and the type of phone lines used, the motion passed unanimously.
GOOD OF THE ORDER:
Director Pedee remarked that we are fortunate the Medic One Levy passed with 80+% in favor. He stated it is a “feather in the cap” for all BLS and ALS responders; the public appreciates what they do.
CALENDAR REVIEW:
Fin/Ops meeting will be held on December 6, 2007, at 4 p.m.
Budget Retreat will be on December 6, 2007, at 6:00 p.m.
HR/Legislative meeting will be on November 20, 2007, at 11 a.m.
Next EF&R Board meeting will be December 11, 2007, at 4 p.m.
Chief’s Performance Evaluation - to be scheduled before the end of the year
Partner’s Dinner on January 16, 2008
With no further business to discuss, Director Mitchell moved to adjourn the meeting. A second was offered by Director McCarry. The motion was approved unanimously and the meeting was adjourned at 6:03 p.m.
SIGNING OF DOCUMENTS:
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Board Director Board Director
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Board Director Board Director
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Board Director Board Director
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