ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Wednesday 26 March Hours County Office Building-McIntire Lane Auditorium

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4 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Wednesday 26 March Hours County Office Building-McIntire Lane Auditorium AGENDA TITLE/ISSUE ACTION ASSIGNMENT Call to Order Chairman Stephens called the meeting to order at 1900 Hours. The Pledge of Allegiance was recited. A moment of silence was observed. Matters Not Listed on the Agenda Strategic Planning [Stephens] NFIRS/VFIRS Reporting [Armentrout] Matters from the Public None Consent Agenda Board of Supervisors Report Apparatus A Consent Agenda is provided. RECEIVED Chief Eggleston moved to accept and approve the Consent Agenda as prepared and presented. Chief Smythers seconded the motion. APPROVED A. EMS Revenue Recovery Ms. Mallek stated that the EMS Revenue Recovery Steering Team is continuing work; however, there is no report at this time. 1. Apparatus Evaluation Mr. Moore reported that the Apparatus Evaluation Team has started apparatus reviews for vehicles planned for replacement in FY Additional Apparatus Mr. Moore provided an update on additional apparatus, including command vehicles which have been delayed. 3. Ambulance Type III Specifications A draft of the Type III Ambulance specifications is provided as a first reading for information. Chief Brown reviewed the draft specifications. RECEIVED Staff: Post & file 27 February 2008 Action Letter & Minutes as prepared and presented. Chief Officers: Provide feedback on the proposed Type III Ambulance Specifications via the discussion board on the ACFRAB TeamServices site. - Building the Model Volunteer-Career Fire & EMS System -

5 Volunteer Program Support Initiative 4. Platform 100 Aerial Specifications A draft of the Platform 100 Aerial specifications is provided as a first reading for information. Chief Brown reviewed the draft specifications. RECEIVED Chief Brown stated that the VNDIA Grant received to fund half of the cost of the Hollymead Aerial specifies a period of performance of eighteen months. Mr. Gentry reported that the volunteer program support initiative is still being considered by the Board of Supervisors. Additionally, Mr. Gentry asked for stations to submit capital budget needs to the Finance-Budget Committee. Chief Oprandy clarified that the capital budget expenditures should be evaluated for the next ten (10) years. The Capital Improvements Plan (CIP) budget runs in five (5) year intervals. Captain Larsen asked about the volunteer program support initiative requirements that the Board of Supervisors has requested. Mr. Gentry stated that the Board has asked for performance measures and other program specifics. Mr. Gentry asked for a committee to be appointed to work on the guidelines and specifics for the volunteer program support initiative. Chairman Stephens appointed Mr. Gentry and Chief Mellott as co-chairs of the committee. Chief Haugh volunteered a Charlottesville-Albemarle Rescue Squad representative to serve on the committee. Chief McCue was appointed as a representative of Western Albemarle Rescue Squad. Chief Huckstep volunteered an Earlysville representative to serve on the committee. APPOINTED Chief Officers: Provide feedback on the proposed Platform 100 Aerial Specifications via the discussion board on the ACFRAB TeamServices site. Chief Officers: Submit capital budget needs and suggestions to the Finance- Budget Committee prior to April. Volunteer Program Support Committee: Meet and prepare recommendations as directed. SAP-DEP-041: Exit Process An executive summary and draft policy is provided as a first reading for information. RECEIVED Chief Oprandy reviewed the proposed policy and highlighted components from the executive summary and the policy, suggesting that some of the content or answers to the questions may be considered controversial in nature. Chief Oprandy inquired how the Advisory Board wanted to move forward with discussion and possible revisions prior to the second reading. Chief Officers: Provide feedback on the proposed policy via the discussion board on the ACFRAB TeamServices site. Staff: Follow-up with County Attorney s Office on discussion board content. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Page 2 of 5

6 SAP-DEP-034: Background Screenings RSS Feeds & Podcast Information Thomas Jefferson EMS Council Chief Haugh inquired if the content posted on discussion boards on TeamServices is discoverable or subject to Freedom of Information Act requests. Staff will follow-up with Counsel. Chief Smythers asked if the exit survey has been reviewed by the Recruitment Teams. Captain Nauman stated that due to the timeframe provided by the Board of Supervisors, the normal process of development and beta-testing through Recruitment Teams was not able to be utilized. Ms. Mallek stated that there is no deadline for implementation of the survey; forward movement is acceptable to the Board. Captain Larsen suggested that the Weldon Cooper Center for Public Service review the content. Chief Smythers, based on the statement by Ms. Mallek, suggested the Recruitment Teams review the survey and provide input. CONSENSUS An executive summary and draft policy is provided as a first reading for information. RECEIVED Captain Nauman reviewed the proposed policy and highlighted components from the executive summary. Chief Haugh stated that Virginia EMS Rules and Regulations require that the background screening be conducted through the Central Criminal Records Exchange (CCRE). Captain Nauman stated that he believed the screening service receives the information from CCRE; however, staff will confirm compliance with Michael Berg. Chief Armentrout requested that staff be defined and that a provision be added for stations to conduct Tier II screenings at their own expense without staff approval. Chief Armentrout also asked about noncitizens and the availability of screenings on VISA holders. Staff will follow-up with EBI, Inc. An executive summary for information is provided. No action is required. RECEIVED Chief Oprandy reviewed the executive summary. Mr. Downs provided a written report from the Thomas Jefferson EMS Council. RECEIVED Staff: Send link for HR career employee exit survey to ACFRAB members. Staff: Schedule Recruitment Team meeting to review exit process and provide feedback. Chief Officers: Provide feedback on the proposed policy via the discussion board on the ACFRAB TeamServices site. Staff: Follow-up on CCRE compliance and non-citizen screenings. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Page 3 of 5

7 Operational Issues NFIRS/VFIRS Reporting Mr. Down requested nominations be submitted as soon as possible for regional EMS awards. Mr. Downs also reminded the Advisory Board of the upcoming Designated Infection Control Officer course. 1. SOG-OPS-013: Emergency Apparatus Backing Revisions Chief Smythers recommended consideration of revisions to SOG-OPS-013 due to concerns of spotter safety. Chief Armentrout moved to amend SOG-OPS-013 to include "4. A spotter should be used unless there is a risk to personnel associated with doing so, or circumstances don't adequately allow for a spotter to be utilized." Chief McCue seconded the motion. APPROVED 2. Paging System Chief Brown reported that ECC is continuing work on the hardware infrastructure for the new paging system. The proposals submitted in response to the RFP were not acceptable, and the project will go back out to RFP. Chief Brown stated that information has been received from stations (approximately pagers) to assess needs for operations personnel. Chief Cersley asked if support personnel would be eligible for pagers. Chief Brown stated that the number of pagers is based on the number of active operational personnel in the system as reported in FireRMS and as provided by the stations. Chief Armentrout received a letter from the Virginia Department of Fire Programs stating that incidents have not been reported to NFIRS/VFIRS. Staff will follow-up with IT. Staff: Follow-up with IT on NFIRS/VFIRS reporting through FireRMS. Strategic Planning Chairman Stephens stated that everyone must consider other organizations, stations, and agencies when making decisions. Chairman Stephens recommends the Advisory Board take a more comprehensive and progressive approach to strategic planning. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Page 4 of 5

8 Personnel Reporting Adjournment Chief Huckstep suggested that funding is required to hire a facilitator to guide strategic planning for the Advisory Board. Chief Eggleston agreed, and he recommended putting together a group to discuss desired outcomes and processes. Chairman Stephens appointed Chief Smythers to chair the Strategic Planning Committee. He further appointed Chiefs Eggleston, Huckstep, and Alibertis to the committee. APPOINTED Captain Larsen recommended participation by the Board of Supervisors and County Executive s Office as well. Ms. Mallek inquired when to expect a funding request from the ACFRAB. Chief Eggleston stated that scope and outcome needed to be defined first. Chief Haugh reminded the ACFRAB that personnel data needs to be accurately reported in FireRMS to ensure accurate output and reporting of data. Chairman Stephens adjourned the meeting at 2031 Hours. Strategic Planning Committee: Meet and prepare plan as directed. Chief Officers: Ensure accuracy of personnel reporting in FireRMS. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION LETTER Page 5 of 5

9 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION RECORD AGENDA TITLE/ISSUE: AGENDA DATE: Consent Agenda Wednesday, 26 March 2008 MOTION: MOTION MADE BY: SECONDED BY: To accept and approve the Consent Agenda as prepared and presented. SUBSEQUENT MOTIONS/AMENDMENTS: 1. Eggleston Smythers CALL OF THE QUESTION: Yes No Abstain Chief J. Dan Eggleston (Albemarle County) Chief L. Dayton Haugh (CARS) Chief Robert Baber (Crozet) Chief Fred Huckstep (Earlysville) Chief John Hood (East Rivanna) Chief David Cason (Monticello) Chief George Stephens (North Garden) Chief Timothy Cersley (Scottsville Fire) Chief Tammy Johnson (Scottsville Rescue) Chief Douglas Smythers (Seminole Trail) Chief Ted Armentrout (Stony Point) Chief Kostas Alibertis (Western Albemarle) I hereby attest that the foregoing is true and complete to the best of my knowledge. Clerk Wednesday, 26 March 2008 Date - Building the Model Volunteer-Career Fire & EMS System -

10 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD ACTION RECORD AGENDA TITLE/ISSUE: AGENDA DATE: SOG-OPS-013 Revisions Wednesday, 26 March 2008 MOTION: MOTION MADE BY: SECONDED BY: To amend SOG-OPS-013 to include: "4. A spotter should be used unless there is a risk to personnel associated with doing so, or circumstances don't adequately allow for a spotter to be utilized." SUBSEQUENT MOTIONS/AMENDMENTS: 1. Armentrout McCue CALL OF THE QUESTION: Yes No Abstain Chief J. Dan Eggleston (Albemarle County) Chief L. Dayton Haugh (CARS) Chief Robert Baber (Crozet) Chief Fred Huckstep (Earlysville) Chief John Hood (East Rivanna) Chief David Cason (Monticello) Chief George Stephens (North Garden) Chief Timothy Cersley (Scottsville Fire) Chief Tammy Johnson (Scottsville Rescue) Chief Douglas Smythers (Seminole Trail) Chief Ted Armentrout (Stony Point) Chief Kostas Alibertis (Western Albemarle) I hereby attest that the foregoing is true and complete to the best of my knowledge. Clerk Wednesday, 26 March 2008 Date - Building the Model Volunteer-Career Fire & EMS System -

11 ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Wednesday, 26 March Hours County Office Building-McIntire, Lane Auditorium I. Chairman Stephens called the meeting to order at 1900 Hours. The following members were in attendance: Dan Eggleston, Fire Rescue Robert Baber, Crozet John Hood, East Rivanna George Stephens, North Garden Tammy Johnson, Scottsville Rescue Ted Armentrout, Stony Point Others in Attendance: Ann Mallek, Board of Supervisors Tom Hanson, ECC Britt Grimm, Charlottesville Fire Jason C. Nauman, Fire Rescue John Oprandy, Fire Rescue Lanny Moore, East Rivanna Preston Gentry, Crozet Larry Antonacci, Scottsville Rescue L. Dayton Haugh, CARS Fred Huckstep, Earlysville Bob Larsen, Monticello Tim Cersley, Scottsville Fire Doug Smythers, Seminole Trail Purcell McCue, WARS Bryan Elliott, County Executive s Office Kathy Richardson, ECC Bill Downs, Thomas Jefferson EMS Wendy Roberman, Fire Rescue Bob Brown, Fire Rescue Chuck Pugh, North Garden Bob Coleman, Western Albemarle The Pledge of Allegiance was recited. A moment of silence was observed. From the Board: Agenda Additions Strategic Planning [Stephens] NFIRS/VFIRS Reporting [Armentrout] From the Public: Matters Not Listed on the Agenda None II. Consent Agenda A Consent Agenda is provided. Chief Eggleston moved to accept and approve Consent Agenda as prepared and presented. Chief Smythers seconded the motion, and the motion passed. - Building the Model Volunteer-Career Fire & EMS System -

12 III. IV. Board of Supervisor report A. EMS Revenue Recovery Update 1. Ms. Mallek stated that the EMS Revenue Recovery Steering Team is continuing work; however, there is no report at this time. Unfinished Business A. Apparatus Evaluation 1. Mr. Moore reported that the Apparatus Evaluation Team has started apparatus reviews for vehicles planned for replacement in FY Additional Apparatus a. Mr. Moore provided an update on additional apparatus, including command vehicles which have been delayed. 3. Ambulance Type III Specifications a. A draft of the Type III Ambulance specifications is provided as a first reading for information. b. Chief Brown reviewed the draft specifications. 4. Platform 100 Aerial Specifcations a. A draft of the Platform 100 Aerial specifications is provided as a first reading for information. b. Chief Brown reviewed the draft specifications. c. Chief Brown stated that the VNDIA Grant received to fund half of the cost of the Hollymead Aerial specifies a period of performance of eighteen months. d. Discussion followed. B. Volunteer Program Support Initiative 1. Mr. Gentry reported that the volunteer program support initiative is still being considered by the Board of Supervisors. 2. Additionally, Mr. Gentry asked for stations to submit capital budget needs to the Finance- Budget Committee. 3. Chief Oprandy clarified that the capital budget expenditures should be evaluated for the next ten (10) years. 4. The Capital Improvements Plan (CIP) budget runs in five (5) year intervals 5. Discussion followed. 6. Captain Larsen asked about the volunteer program support initiative requirements that the Board of Supervisors has requested. 7. Mr. Gentry stated that the Board has asked for performance measures and other program specifics. 8. Discussion followed. 9. Mr. Gentry asked for a committee to be appointed to work on the guidelines and specifics for the volunteer program support initiative. 10. Chairman Stephens appointed Mr. Gentry and Chief Mellott as co-chairs of the committee. 11. Chief Haugh volunteered a Charlottesville-Albemarle Rescue Squad representative to serve on the committee. 12. Chief McCue was appointed as a representative of Western Albemarle Rescue Squad. 13. Chief Huckstep volunteered an Earlysville representative to serve on the committee. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 2 of 5

13 V. New Business A. SAP-DEP-041: Exit Process 1. An executive summary and draft policy is provided as a first reading for information. 2. Chief Oprandy reviewed the proposed policy and highlighted components from the executive summary and the policy, suggesting that some of the content or answers to the questions may be considered controversial in nature. 3. Chief Oprandy inquired how the Advisory Board wanted to move forward with discussion and possible revisions prior to the second reading. 4. Discussion followed. 5. Chief Haugh inquired if the content posted on discussion boards on TeamServices is discoverable or subject to Freedom of Information Act requests. 6. Staff will follow-up with Counsel. 7. Discussion followed. 8. Chief Smythers asked if the exit survey has been reviewed by the Recruitment Teams. 9. Captain Nauman stated that due to the timeframe provided by the Board of Supervisors, the normal process of development and beta-testing through Recruitment Teams was not able to be utilized. 10. Discussion followed. 11. Ms. Mallek stated that there is no deadline for implementation of the survey; forward movement is acceptable to the Board. 12. Discussion followed. 13. Captain Larsen suggested that the Weldon Cooper Center for Public Service review the content. 14. Discussion followed. 15. Chief Smythers, based on the statement by Ms. Mallek, suggested the Recruitment Teams review the survey and provide input. B. SAP-DEP-034: Background Screenings 1. An executive summary and draft policy is provided as a first reading for information. 2. Captain Nauman reviewed the proposed policy and highlighted components from the executive summary. 3. Chief Haugh stated that Virginia EMS Rules and Regulations require that the background screening be conducted through the Central Criminal Records Exchange (CCRE). 4. Captain Nauman stated that he believed the screening service receives the information from CCRE; however, staff will confirm compliance with Michael Berg. 5. Chief Armentrout requested that staff be defined and that a provision be added for stations to conduct Tier II screenings at their own expense without staff approval. 6. Chief Armentrout also asked about non-citizens and the availability of screenings on VISA holders. 7. Staff will follow-up with EBI, Inc. 8. Discussion followed. C. RSS Feeds & Podcast Information 1. An executive summary for information is provided. 2. No action is required. 3. Chief Oprandy reviewed the executive summary. 4. Discussion followed. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 3 of 5

14 VI. Other Business A. Thomas Jefferson EMS Council 1. Mr. Downs provided a written report from the Thomas Jefferson EMS Council. 2. Mr. Down requested nominations be submitted as soon as possible for regional EMS awards. 3. Mr. Downs also reminded the Advisory Board of the upcoming Designated Infection Control Officer course. B. Operational issues 1. SOG-OPS-013: Emergency Apparatus Backing Revisions a. Chief Smythers recommended consideration of revisions to SOG-OPS-013 due to concerns of spotter safety. b. Chief Armentrout moved to amend SOG-OPS-013 to include "4. A spotter should be used unless there is a risk to personnel associated with doing so, or circumstances don't adequately allow for a spotter to be utilized." c. Chief McCue seconded the motion, and the motion passed. 2. Paging System a. Chief Brown reported that ECC is continuing work on the hardware infrastructure for the new paging system. b. The proposals submitted in response to the RFP were not acceptable, and the project will go back out to RFP. c. Chief Brown stated that information has been received from stations (approximately pagers) to assess needs for operations personnel. d. Chief Cersley asked if support personnel would be eligible for pagers. e. Chief Brown stated that the number of pagers is based on the number of active operational personnel in the system as reported in FireRMS and as provided by the stations. f. Discussion followed. C. NFIRS/VFIRS Reporting 1. Chief Armentrout received a letter from the Virginia Department of Fire Programs stating that incidents have not been reported to NFIRS/VFIRS. 2. Discussion followed. 3. Staff will follow-up with IT. D. Strategic Planning 1. Chairman Stephens stated that everyone must consider other organizations, stations, and agencies when making decisions. 2. Chairman Stephens recommends the Advisory Board take a more comprehensive and progressive approach to strategic planning. 3. Discussion followed. 4. Chief Huckstep suggested that funding is required to hire a facilitator to guide strategic planning for the Advisory Board. 5. Chief Eggleston agreed, and he recommended putting together a group to discuss desired outcomes and processes. 6. Chairman Stephens appointed Chief Smythers to chair the Strategic Planning Committee. 7. He further appointed Chiefs Eggleston, Huckstep, and Alibertis to the committee. 8. Captain Larsen recommended participation by the Board of Supervisors and County Executive s Office as well. 9. Discussion followed. 10. Ms. Mallek inquired when to expect a funding request from the ACFRAB. 11. Chief Eggleston stated that scope and outcome needed to be defined first. ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 4 of 5

15 E. Personnel Reporting 1. Chief Haugh reminded the ACFRAB that personnel data needs to be accurately reported in FireRMS to ensure accurate output and reporting of data. VII. VIII. Next Meeting(s) Wednesday, 23 April, 1930 Hours, COB-McIntire, Lane Auditorium Jefferson Country Fire & Rescue Association meets Hours in January, April, July, October. Chairman Stephens adjourned the meeting at 2031 Hours. Respectfully submitted: Jason C. Nauman Clerk ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 5 of 5

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