Approved Minutes BOARD OF DIRECTORS MEETING. Wednesday, February 22, :00 p.m.

Transcription

1 APPROVED Approved Minutes BOARD OF DIRECTORS MEETING March 22, 2016 BOD Meeting Wednesday, February 22, :00 p.m. Headquarters Fire Station #9 308 Reed Boulevard, Mill Valley Phone: (415) Fax: (415) Call to Order: 7:00 p.m. Pledge of Allegiance Present: Directors Chun, Fleming, Hilliard, Perazzo and Waldeck (Director Fleming arrived at 7:05 pm) Absent: Director St. John and Willis In Attendance: Fire Chief Tubbs, Battalion Chief Pasquale, Administrative Services Kim (ASM Kim) and Finance Manager Schiffmann (FM Schiffmann), Agenda Adjustments: None Approval of Minutes: December 21, 2016 The Board had a few minor typographical corrections to the Board of Directors meeting minutes of December 21, A motion was made to approve the minutes of the regular Board meeting on December 21, 2016, as corrected. Director Fleming was not present at the meeting during the approval of the December 21, 2016 Board meeting minutes. M/S: Chun / Perazzo; absent: St. John and Willis; all ayes A. Correspondence 1. Thank you from Big God Ministries for Holiday bike drive. 2. Commendation letter to Captain Gloeckner from Mill Valley Fire BC Scott Barnes for excellent service. Chief Tubbs addressed the Board stating that it s this type of customer service and culture District staff is trying to encourage and foster. It s noteworthy and a terrific example of staff going above & beyond for District residents. 3. Thank you from Salvation Army for Holiday toy collection. ASM Kim stated that the Salvation Army distributes all of the toys collected during the Holiday to children who live in Marin and the toys in the same year that they are collected. The Toys for Tots program distributes toy donations in all Bay Area counties and the toy collected this year are distributed the following year. B. Staff Reports 1. Fire Chief Report Fire Chief Chris Tubbs added the following updates to the written report included in the January Board meeting packet. Board Policy Manual - Directors Perazzo and Chun reviewed the Board Policy Manual, offered suggestions for edits and approved the content of the manual. - The next step is to request formal approval from the Board and adopt a resolution that designates the Board Policy Manual and official guide for the SMFD Board. The Board Policy Manual and resolution will be presented for approval and adoption at the February 2017 Board of Directors meeting. - The Board Policy Manual is a living document that will be updated annually or as needed. - Once approved, the Board Policy Manual will be posted on the SMFD.org public website for transparency. - Chief Tubbs thanked Director Waldeck for attending the FDAC Board Orientation provided by Tiburon Fire Chief Pearce. Chief Pearce has served on the FDAC Board for many years and is the current Board President. He has a high level of knowledge of Special District governance. - Director Waldeck reported that the presentation was very good with lots of information and recommended that all SMFD Board members should try to attend the FDAC Board Orientation if it is offered again. 1 P a g e

2 Fire Chief Report (continued) Mobile Data Command (MDC) Replacement - Background: The Marin County Sherriff uses the Windows platform for MDCs but the SMFD would prefer to use the ios platform instead. The District requested the Sherriff to consider allowing the use of ios on their MDCs. - SMFD received a BETA version of the ios system and staff is currently testing the platform. Once the BETA testing is complete, the District will report the findings to the MC Sherriff. - If testing goes well, the District hopes the Sherriff will approve the use of ios for SMFD. Prevention Fees Study - Matrix completed the Prevention Fee Study and a written report of the findings will be presented to the Board for review at the February 2017, Board of Directors meeting. - A Matrix representative will be present at the February Board meeting to present the findings and answer any questions the Board may have. SMEMPS - Purchasing a replacement for Rescue 9 and vehicle specs are needed. - Will need to explore what is the mission for Rescue 9? Will the mission remain the same as it is now? What equipment is needed for Rescue 9? - SMEMPS will investigate and provide answers at next SMEMPS Board of Directors meeting. - Will develop the design & specs and then get bids for the new unit. Inauguration Protests Golden Gate Bridge - SMFD belongs to a security group for the Golden Gate Bridge along with the CHP, Department of Homeland Security and other law enforcement and government agencies. The group meets twice monthly. - Received a report from NICRIC (NCRIC: Northern California Regional Intelligence Center) about the possible threat from anarchist at the inauguration protest events. - To combat possible threats, the security group conducted pre-planning for inauguration protest incident response. District personnel were prepared to respond to threats if needed. No significant threats were encountered at the protest events. - Letters of commendation were sent to District staff that staffed the protest events. It was a good opportunity for SMFD to work as part of a team with other agencies. Behavioral Health - The District Wellness Program was modified and now includes Yoga and nutritional training. Studies have shown that a successful wellness program combines many aspects of wellness and does not focus just on physical fitness. - Statistics show that firefighter suicides are on the rise and it is believed that PTSD at the root of the problem. The District has an obligation to address behavioral health issues for the health and safety of staff. - As reported previously, SMFD staff attended a Behavioral Health Conference which sponsored by IFF, IAFC and JAC. The Conference was an opportunity to begin a dialog and create awareness about behavioral health. - There are cultural elements that need to be considered. People need to feel that it is okay to talk about emotional and mental issues. 2 P a g e

3 Fire Chief Report (continued) Sausalito School District - New Superintendent - Met with Sausalito School District s new Superintendent, William McCoy. He was very personable and cares a great deal about the community and the children in the school district. It was a really good first meeting - Superintendent McCoy s concerns range from active shooters to proper evacuation procedures. One goal is to develop a system to inform parents about the status of their children during an emergency. What is the best way to notify parents? - There is an increasing trend of Marin County youth jumping off the Golden Gate Bridge and studies indicate that affluence attributes to suicide. - Chief Tubbs and staff are evaluating how the District can support the Sausalito School District and the issues they face. CERT - The County of Marin employs Maggie Lang part time to organize, coordinate and administer community disaster preparedness training. CERT (Community Emergency Response Training) is the principal training offered. - For the past six years, San Rafael Fire allocated office space to Maggie for disaster preparedness. San Rafael Fire is upgrading their administration building and fire stations and due to the lengthy construction project, the CERT office needed to be relocated. - The CERT program is funded by a grant to provide and promote disaster preparedness county-wide. The initial grant funding has been spent and the Marin County Fire Chiefs worked on solutions that would continue to fund Maggie s work. One solution was to ask Marin County fire agencies to provide support either monetarily or in-kind to continue the disaster preparedness program. - SMFD answered the call for support and is providing office space at STA 9 for Maggie and CERT. This is a good opportunity to bolster the SMFD disaster preparedness program. Maggie will be moving into the office within the next month or so. 2. Operations & Training Battalion Chief Matt Barnes Battalion Chief Barnes was not present at the Board meeting but provided a detailed section report in the January Board meeting packet. 3. Administration & Logistic Battalion Chief Kai Pasquale added the following updates to the written report included in the January Board meeting packet. The solar equipment is fully installed at STA 9 and is working now. It has been a long journey that has taken a long time. Feel good to finally achieve the goal of getting solar electricity at STA 9. Very interested in reviewing the first bills to determine the savings for the District. Thank you to Director Perazzo for driving SMFD staff to Sacramento today and previously. Your assistance is very helpful, especially when taking the vehicle out for repair. Happy to report that Truck 4 is in-service. 4. Prevention Deputy Fire Marshal Hilliard (FM Hilliard) was not in attendance. FM Hilliard was unable to attend the meeting unexpectedly and Chief Tubbs read aloud the Prevention report submitted by Fire Marshal Hilliard. SMFD is aware that marina inspections in Sausalito have not been done and that marina residents do not pay any property taxes for fire services. At this time, it is unclear who has jurisdiction over the marinas and if the District have the authority to impose taxes for fire, EMS and emergency services. The Revenue Study should provide some clarity on the Sausalito marinas. The District will pursue imposing taxes for services if it is found that SMFD is entitled to them. 3 P a g e

4 Staff Reports (continued) 5. Finance Manager Finance Manager Schiffmann reported the following: As of January 19, 2017, the 2016/17 Budget is at 48% of 54% of the total budget. Property tax revenues came in as expected and are at 55% of the total amount budgeted. The 2016/2017 Budget will need to be revised and will be presented to the Board for approval after the Battalion Chief MOU is finalized. In addition to the Battalion Chiefs MOU, the revised 2016/17 Budget will also reflect the impacts of: - Federal Emergency Management Agency (FEMA) grant for $64,604. Funds will be used to purchase fitness equipment. - Urban Area Security Initiative (UASI) grant in the amount of $4,389. Grant monies will be used to partially fund the purchase a rescue watercraft. - Rehiring Engineer Chance. - Actual strike team revenues, to-date. Strike team reimbursement outstanding 500,000 Overtime hours total 14,931 or approximately $ 814,811 in costs and the Strike Team overtime hours are currently at 7,141 hours or approximately $380,500 in costs. Strike Team overtime is 48% of the total overtime hours. Other Post-Employment Benefits (OPEB) Trust As of 10/31/16, the District OPEB Trust balance is $2,351,741, reflecting a change of -$36,449 in October. 6. Association Report Association President Jason Golden was not in attendance. C. Committee Reports 1. Southern Marin Emergency Medical Paramedic System (SMEMPS) The Committee did not meet. 2. Shared Services Committee The Shared Services Committee will meet on February 1, Finance Committee Director Hilliard reported the following: Prevention can now accept credit card payments for plan checks and other Prevention fees. The Board will discuss the BC and Admin MOUs in Closed Session. 4. Personnel Committee The Committee did not meet. 5. Communications Committee Director Fleming reported the following: Facebook traffic is up 30% Met with Roberto Padilla and the committee agree with his social media strategy The first step is to determine the audience for SMFD The committee agreed on a new meeting schedule The next meeting of the Communications Committee is on February 1 st at 7:30 am at STA 9 6. Building Committee The Building Committee will meet on February 15 th to discuss the request from T-Mobile to upgrade the cell site equipment at STA 9. T-Mobile. All information regarding the upgrade to the cell site has been received from T-Mobile has been submitted to the Building Committee for reviews. 7. MERA Committee The Committee did not meet. 4 P a g e

5 D. New Business Board Committee Assignments Director Hilliard contacted the Board Director directly to determine their interest in serving on a Board committee. From that discussion, changes to the Board Committees are as follow: Directors Fleming and Waldeck were assigned to the Communications Committee Director Perazzo will serve on the Finance Committee Director Perazzo will be a full committee member on the Finance Committee and Director St. John will be the alternate Director Perazzo is removed from the SMEMPS Committee and Director Willis is the alternate Closed Session: (1 item) Out of Session at 8:06 pm 1.) Conference with Labor Negotiator pursuant to Government Code Section Agency negotiator: SMFD Personnel Committee Employee Organization: Southern Marin Chief Officers Association, IAFF Local 1775 Open Session: Back in Session at 8:46 pm - Action Taken: Direction was given to staff. E. Poll the Board Director Perazzo: Staff is really getting things done. SPD may be able to make District IDs for the Board instead of the Marin County Sheriff. Director Waldeck: After my third meeting, I now have a 22% understanding of District business which is a big improvement from the last meeting. I appreciate the commitment, intelligence and professionalism of District staff and I am happy to be a part of the Board. At some point, I will be up to speed and be able to contribute more. Director Fleming: I echo the previous comments. Staff is very professional and focused. The Board packet is on point on every item. I m very interested and excited to get the Communication Committee work going. Director Chun: I appreciate the work that staff does. You re doing an outstanding job these past few weeks during the storms. It s hard work and not very fun to be out in the bad weather. Thank you from the Board for doing an excellent job. I d like to dedicate this Board meeting to Engineer Mike Ortelle who passed away recently. Mike's funeral was very well attended with so many people telling so many stories. Director Hilliard: When I reading the Board packet, I get a sense of what's going on. The packet is very complete and well done. I am very excited to be Board President. Thank you for the new badges. Thank you to Director Perazzo for doing a great job as President of the Board. You became so involved during your term as President. You did a great job as President. A motion was made to adjourn the January 25, 2017, Board of Directors meeting in honor of former SMFD employee, Engineer Mike Ortelle who recently passed away. M/S: Chun/Perazzo, all ayes Adjourned: 8:53 pm 5 P a g e