ALBEMARLE COUNTY FIRE AND EMERGENCY MEDICAL SERVICES BOARD AGENDA. Wednesday, July 26, Hours County Office Building - Room 241

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1 ALBEMARLE COUNTY FIRE AND EMERGENCY MEDICAL SERVICES BOARD AGENDA Wednesday, July 26, Hours County Office Building - Room 241 Agenda Item I. Call to Order A. Moment of Silence B. From the Board: Matters Not Listed on the Agenda i. Update from each Chief - matters of importance from their station ii. Addition of agenda items deferring any major issues/items requiring preparation to a future agenda. C. From the Public: Matters Not Listed on the Agenda Name K. Alibertis II. Approval of Consent Agenda K. Alibertis III. Committee updates - A. Executive Committee B. Training Committee C. Operations Committee D. Recruitment & Retention E. Quartermaster F. Apparatus Committee IV. Unfinished Business A. ACFR Volunteers Recruitment and Retention Plan - update B. Budget Policy Changes V. New Business A. Training Tower impact on Recruitment K. Alibertis S. Lambert D. Puckett M. Welcher/T. LaBelle No Report No Report T. LaBelle A. Mezzoni

2 ALBEMARLE COUNTY FIRE/EMS BOARD FEMS BOARD MEETING COUNTY OFFICE BUILDING, MCINTIRE ROAD ROOM 241 WEDNESDAY, JUNE 28, HOURS A meeting of the Albemarle County Fire/EMS Board was held on Wednesday, June 28, 2017, at 1800 hours in the Fire Rescue Conference Room of the County Office Building, Stagecoach Road, Charlottesville, Virginia. The following members were in attendance: Dan Eggleston, Albemarle County Fire & Rescue Alex Belgard, Charlottesville-Albemarle Rescue Squad Mitch Fitzgerald, Battalion Chief Todd Richardson, Earlysville Volunteer Fire Company Calvin Butler, East Rivanna Volunteer Fire Company George Stephens, North Garden Volunteer Fire Company Mike Grandstaff, Scottsville Volunteer Fire Department Brian Kester, Seminole Trail Volunteer Fire Department Greg Frazier, Stony Point Volunteer Fire Company Kostas Alibertis, Western Albemarle Rescue Squad Others in Attendance: Christina Davis, Albemarle County Fire & Rescue Scott Lambert, Albemarle County Fire & Rescue Dustin Lang, East Rivanna Volunteer Fire Company John Oprandy, Albemarle County Fire & Rescue Chuck Pugh, North Garden Volunteer Fire Company David Puckett, Albemarle County Fire & Rescue Jessica Shaver, Albemarle County Fire & Rescue Chip Walker, Albemarle County Fire & Rescue I. Call to Order Chief Alibertis called the meeting to order at 1800 hrs. A. Moment of Silence Attendees observed a moment of silence. B. From the Board: Matters not Listed on the Agenda i. Update from Chiefs matters of importance from stations ii. Addition of Agenda Items C. From the Public: Matters not Listed on the Agenda

3 II. Approval of Consent Agenda MOTION: Chief Grandstaff moved to approve the Consent Agenda as presented. Chief Butler seconded the motion, which passed unanimously (10-0). III. Committee Updates A. Executive Committee Chief Alibertis stated that the Executive Committee minutes were in the FEMS Board packets, but said the meeting did not address any major issues. He said that there was a reference to the word dry in those minutes, but it was referring to the dry meeting policy not a dry bin. He said that they also discussed budget matters, but pushed back the strategic planning discussion. Chief Alibertis stated that they reviewed the picnic and talked about dates proposed by Scottsville Rescue, which were put out to the EC for availability. Chief Alibertis stated that he has not heard any follow up, so he assumed there were not enough people to make those dates viable. B. Training Committee Chief Lambert reported that the Training Committee had discussed proposed dates for the accountability training software from MSA, and established dates that have been distributed to stations via training officers, with registration active online. He stated that they were doing a combination of dates to include an afternoon session from 2-4 p.m. and evening session from 7-9 p.m., with the target audience being command post personnel or any personnel having accountability responsibilities. Chief Lambert said his understanding is that most of the equipment had been distributed for the A-2 software, but he was not certain. Chief Puckett stated that he could not confirm whether the equipment had been distributed. Chief Lambert stated that they may be waiting for the training to actually distribute the equipment, but the training sessions had been scheduled, the fliers were out, and the registration was active and the system would be demonstrated at any future Fire Academy events. Chief Puckett reiterated that the equipment was in and likely had not been distributed until the training. Chief Lambert added that he was also planning for the fall semester. Chief Butler asked what command post equipment they were expected to have. Chief Lambert responded that no command post equipment would be needed, and there would be a portable training session for the software that would ultimately be the program itself and a computer, and they would bring in some training air-packs that have the integrated components that actually get tracked.

4 Chief Butler asked if they needed to have a ToughBook. Chief Lambert responded that it was touchscreen capable, but would run with any standard PC. Chief Stephens asked if what was being distributed was software. Chief Lambert clarified that what s being distributed was the software and hardware. Chief Puckett added that there was a small receiver and a magnetic antenna, and the unit just needs to be plugged into a USB port and then it would start picking up SCBA. Chief Stephens asked if there would be one unit provided per station. Chief Puckett responded that the SCBA replacement included one per station as well as one for the training division, so they could use it on fire academies, etc. He said it had a small box so it could be moved around as needed, and a few techs have tested it out but it really hadn t been used much. Chief Stephens requested that it be fully operational when the training took place and when the equipment was distributed, at the same time, so there wasn t a separation between training and the equipment because it could lead to situations similar to those previously where the training becomes useless. Chief Puckett said there was some software they needed to download onto ToughBooks, so they could send that out ahead of time and bring it to the training and multiple versions should not be running on scene because SCBA would be picked up either by both or by one. Chief Stephens suggested that they put some policies in place, because if a command is set up and different command vehicles start rolling in, there could be a conflict. Chief Puckett said that Chesterfield had installed an on-off switch so it wasn t running live all the time, because if they were closer it was stealing people off the scene to their unit and others going elsewhere. Chief Stephens said he wasn t trying to be obstinate, but he wanted to make sure they considered the timing of the training with the equipment. Chief Puckett agreed that there would be multiple factors they had not yet considered and perhaps hardware/software issues and command post operations protocol but the City of Charlottesville had been using this system for a while. Chief Lambert commented that the scope of the initial training would focus on the software itself, not necessarily the policy implications, and it would take a while of

5 utilizing the platform to make the policy decisions, as far as how it needed to be integrated up to that being the primary accountability tracking mechanism, or potentially it not even being utilized at all. He reiterated that the scope of the training was more focused on how the software worked and how it could be configured, and the Operations Committee would likely come together and provide recommendations regarding the MSA. Chief Stephens commented that he just wanted them to synch up the training and ensure the equipment and software were available at the same time. Chief Puckett said he anticipated that they would have to have a follow-up training once they became familiar with the system in a hands-on way. Chief Lambert reported that the committee also focused on planning for the fall semester, with registration expected to become active prior to their next meeting. C. Operations Committee Chief Alibertis stated that there was no committee report. D. Recruitment & Retention Committee Chief Alibertis stated that Chief LaBelle and Melanie Welcher could not be present for this meeting, but they would discuss recruitment and retention at the end of this meeting. E. Quartermaster Committee Chief Alibertis stated that there was no committee report. F. Apparatus Committee Chief Walker referenced the charter approved by the committee in May 2017, with the changes approved as submitted updated in what was before them. He stated that the committee meeting minutes were also included, and he thanked Chief Lanny Moore for the time served as committee chair recently as well as in prior years. Chief Walker introduced Andy Sacatto, who was serving as the new committee chair. Chief Walker stated that regarding the he had sent on the annual testing and billing, stating that each year they sent out invoices for that fiscal year, deducted from the coming year s allotment but this year, the allotment would be much smaller because the rest of those funds roll into the County for fleet maintenance. He said that Fire/Rescue was pulling those invoices back, and the County would be paying for pump testing and aerial testing for the FY17 year, then would be part of the fleet maintenance. Chief Walker noted that this had been noticed by Chief Kester. He asked the chiefs if stations wanted copies of pump test records and aerial test records, noting that he didn t do it this year because they often seemed to go to waste. The chiefs indicated that they would prefer electronic copies.

6 Chief Stephens asked if inspection records would be kept countywide or by individual stations. Chief Walker responded that previously the inspectors looked at the records in the ACFR office. Chief Puckett confirmed this. Chief Eggleston clarified that the inspections would be done countywide. Chief Puckett said that some things would be done at the station level, but for pump and ladder testing, ACFR provided all that information. Chief Walker reported that the Fleet Manager position was advertised from 4/28 to 5/12, with the budget for the position approved by the Board of Supervisors budget on 5/15, interviews done on 5/17, an offer made on 5/19, and Chief Butler accepting the position and starting on June 12. He stated that since June 12, they have purchased a truck, the majority of the equipment, and have met with each station to gather information on apparatus, maintenance schedules, etc. Chief Walker said that some stations wanted certain things, such as a specific kind of tire, and so far they ve been able to find items on state contract. He stated that recently, most of the heavy apparatus purchased by the system has had Goodyear Tires, and they have found both a state and local vendor for those tires which he found to be less expensive than off-brand tires available under a different contract. Chief Walker asked for input from the chiefs as to how they would prefer to proceed. Chief Stephens asked if they would still have the option to get tires with heavier sidewalls. Chief Walker responded that the heavier tires were one of the two targeted, because that s what most of the trucks were coming with, but a few stations had more aggressive lugs so the tire was not reinforced but they had more of an off-road tread and those were also available through Goodyear, such as what was put in Engine 56. He stated that these were comparable if not cheaper in cost to some of the other brands. Chief Stephens commented that he was fine with Goodyear. Chief Walker mentioned that the state contract for tires expired on August 31, 2017, but his assumption was there would be some contract for Goodyear. Chief Walker reported that the committee had established a PM schedule for the next two years, and asked chiefs to review their station s maintenance schedule. He stated that everything would be PM d at least every 5,000 or manually, whichever comes first, and per manufacturer s recommendations twice per year for things like puck fluid.

7 Chief Alibertis commented that July and January appeared to be tough months, given the schedule, and he thought they had discussed counting brush trucks similarly to ambulances. Chief Walker responded that this was the pump only, and there was a key on the back of the document that described things in more detail. He noted that the annual PM brush truck was pump, oil, and filter only which they felt made more sense for the vendors who would be working on the vehicles. Chief Walker reported that they were currently meeting with vendors, and referenced the letter that was being taken around to each vendor they meet with. He stated that if there are vendors they don t have a charge account established with and they want a point of sale purchase, stations could call Chief Butler or himself, or Kim Brown at the ACFR office. He noted that the vendor visits would conclude at the end of the week. Chief Walker pointed out that if vehicles went into the shop before June 26, the billing would fall to stations but if it went in on July 1 going forward, ACFR would be responsible. Chief Walker stated that they intend to go live on or around July 10 th, give or take a day or two, meaning they would start doing the PMs on the list, with Chief Butler available to address issues that arise. Chief Kester asked if this meant business as usual for repair work requests. Chief Walker responded that this was business as usual overall, from the aspect that station motor sergeants should really be handling stuff as they normally are although this would take some coordination, with some level of communication between Chief Butler and station s motor sergeants. Chief Walker mentioned that in the back of the book, there was a list of approved vendors, and since they met last there had been a few added with the Albemarle County bus shop providing an option as a vendor for things like state inspections, as some stations currently use them for. He said that Charlottesville Truck Repair was also added for state inspections, All-Star Glass has been added as a glass vendor, and University Tire has been added for Michelin and Goodyear Tires. Chief Walker stated that they had not yet purchased a reporting system and may not purchase one because the County has a Veoci system that Chief Puckett has been able to maximize use of, and ECC/EOC also use that program. Chief Alibertis mentioned that they also had an app that was fairly user-friendly. Chief Walker noted that the books contain each station s password and links to the app.

8 Chief Puckett reported that there is an app available, and VEOCI.com/m can be accessed through a browser and looks just like the app. He presented an example using Station 7 as the login, and navigated through an apparatus order. Chief Puckett noted that anyone from a department could download the app, use the station login credentials, and view all available information on apparatus orders including an ongoing maintenance log and vendor contact links. He mentioned that there were some customizable items that could be added to individual station dashboards, if desired. Chief Puckett noted that they were also working on an accident reporting module, so that station personnel, insurance companies, etc. could be notified at once. He mentioned that he has made the assumption that all chiefs, in addition to motor sergeants, would be on the apparatus contact but asked that they let him know if they don t want to be included. Chief Walker reported that they were working to get County vehicle numbers and fuel fobs issued, and purposefully waited until they had gone out and looked at vehicles, to ensure accurate information. He stated that the Apparatus Committee determined that the vehicle numbers would be affixed inside the gas flap or door jam. Chief Walker mentioned that invoices received by stations after July 1 should be forwarded to him or Chief Butler. IV. Unfinished Business A. ACFR Volunteers Recruitment and Retention Plan - update B. Proposed Budget Policy Changes Ms. Alyssa Mezzoni reported that stations should have received a memo from Chief LaBelle, which outlined the discussion held at their last meeting, with that policy going before the Board of Supervisors on July 12. She said that from a policy perspective, the only changes being recommendations to the Board to consider grounds maintenance and janitorial services with meals and uniforms not requiring an actual policy change. Chief Eggleston commented that this was a good time to clean up the policy, and the janitorial supplies and lawn care were two items the Board felt fairly strongly about supporting, so he did not expect any resistance. V. New Business A. Feedback Report Departmental Site Visits Chief Alibertis referenced the review provided from the departmental site visits by the consultant team, noting that findings included the fact there was a need for membership, and that communities may not appreciate what the volunteer system provides for them. He said that there was some discussion about a mentoring program at stations and not overwhelming new members, and many stations have volunteers who may not even live in Albemarle County, so they cannot take advantage of the personal property tax credit. Chief Alibertis stated that the report talks about rewards

9 such as movie nights, gas cards, etc., and the Recruitment and Retention Committee could benefit from more robust attendance at their meetings. Chief Eggleston said he anticipated the committee to take the feedback from the site visits, as well as committee discussions, and turn them into strategies as actionable items such as the most effective recruiting tools. Chief Alibertis mentioned that the report also includes some things that don t work such as annual membership surveys/evaluations that don t include follow-up on recommendations. He noted that there was also a need for administrative volunteers at stations. Chief Stephens pointed out the recommendation of not try to overwhelm new members with new volunteer packets, and said that he found that contradictory. Chief Eggleston said that he felt a packet was a good idea to give new people something to focus on when they are first visiting, and he offered to follow up with Chief LaBelle on this item. Chief Stephens thanked him, adding that perhaps the packet just needed to be streamlined. Chief Alibertis said he found the recommendation of assigning a mentor to be helpful, as that would be beneficial to new members or prospective members. Chief Butler stated that the issue was if someone comes in and gets a lot of materials, it could be overwhelming, so it may be better to just provide less info at first. Chief Stephens noted that he finds it useful to provide an information packet with instructions and a contact at the County Office Building, so that it covers the bulk of it except for getting a physical. B. Miscellaneous Chief Eggleston reported that the person doing the standards of cover would like to use August 29 for a worksession to consider response configurations, although that may change in the future. Chief Puckett responded that they were actually considering site visits at individual stations, so he would spend the whole day but would not be assembling everyone together. Chief Butler asked if this was more of a fact-finding for them or a report back to FEMS. Chief Eggleston responded that he did not know, and he did not know what was meant by facilitate developing response configurations, but he would try to get more detail.

10 Chief Butler said if it was a report back to them, they might want to have the group together and not individually. Chief Eggleston stated that there was a big value in dealing with a group versus individuals, although there may be some nuances as to where members serve. Chief Alibertis said that was the fifth week of the month, so it would not conflict with a FEMS Board meeting. Chief Alibertis mentioned that next year, a lot of them were coming up for OEMS site visits, and one of their requirements was being able to document variances and he did not know if they were reporting those, as it was supposed to be done monthly. Chief Puckett stated that they had been doing an annual report to the County Executive, which typically included the entire County and he wasn t sure if there needed to be a separate report for each agency. Chief Eggleston said his understanding was that they were one of the few localities that was even paying attention to this. Adjournment MOTION: Chief Grandstaff moved to adjourn the meeting. Chief Stephens seconded the motion, which passed The FEMS Board adjourned their meeting at 1848 hrs.

11 Chief Todd Richardson (li arlysville): Chief Calvin Butler (East Rivanna): Chief George Stephens (!orth Garden): Chief Mike Grandstaff (S cottsville Fire): Chief Brian Cropp (Scott;ville Rescue): Chief Brian Kester (Semitole Trail): Chief Greg Frazier (Ston,, Point)' Chief Kostas Alibertis (\ estern Albemarle):

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13 ALBEMARLE COUNTY FIRE RESCUE EMERGENCY AND MEDICAL SERVICES BOARD ACTION RECORD AGENDA TITLE/ISSUE: AGENDA DATE: Consent Agenda June 28, 2017 MOTION: MOTION MADE BY: SECONDED BY: To approve the consent agenda Chief Michael Grandstaff Chief Calvin Butler SUBSEQUENT MOTIONS/AMENDMENTS: 1. CALL OF THE QUESTION: Yes No Abstain Chief Dan Eggleston (Albemarle County) Chief Alex Belgard (CARS) Battalion Chief Mitch Fitzgerald (Crozet) Chief Todd Richardson (Earlysville) Chief Calvin Butler (East Rivanna) Chief George Stephens (North Garden) Chief Mike Grandstaff (Scottsville Fire) Chief Brian Cropp (Scottsville Rescue) Chief Brian Kester (Seminole Trail) Chief Greg Frazier (Stony Point) Chief Kostas Alibertis (Western Albemarle) I hereby attest that the foregoing is true and complete to the best of my knowledge. Christina Davis June 28, 2017 Clerk Date - Building the Model Volunteer-Career Fire & EMS System -

14 ALBEMARLE COUNTY FIRE RESCUE EMERGENCY AND MEDICAL SERVICES BOARD ACTION RECORD AGENDA TITLE/ISSUE: AGENDA DATE: Adjournment June 28, 2017 MOTION: MOTION MADE BY: SECONDED BY: To adjourn Chief Michael Grandstaff Chief George Stephens SUBSEQUENT MOTIONS/AMENDMENTS: 1. CALL OF THE QUESTION: Yes No Abstain Chief Dan Eggleston (Albemarle County) Chief Alex Belgard (CARS) Battalion Chief Mitch Fitzgerald (Crozet) Chief Todd Richardson (Earlysville) Chief Calvin Butler (East Rivanna) Chief George Stephens (North Garden) Chief Mike Grandstaff (Scottsville Fire) Chief Brian Cropp (Scottsville Rescue) Chief Brian Kester (Seminole Trail) Chief Greg Frazier (Stony Point) Chief Kostas Alibertis (Western Albemarle) I hereby attest that the foregoing is true and complete to the best of my knowledge. Christina Davis June 28, 2017 Clerk Date - Building the Model Volunteer-Career Fire & EMS System -

15 ALBEMARLE COUNTY FIRE EMS BOARD, Training Committee Date: Wednesday, July 05, 2017 Time: 1832 hours Location: County Office Building - 5th St, ACFR Conference Room I Call to order Attendees present ;#ACFR;#Station 04;#Station 08;#Captain Drew Knick; Christina Davis;# II Description Course Update Fall Training Schedule Appartus Requests Training Center Unfinished Business Time Chief Lambert reviewed the current class list. There were not a lot of changes from June s Training Officers meeting. The Driver Aerial Operations test was shipped from Division 3 to Division 1 for grading. The fall semester is getting ready to kick-off in August. The training announcement for the fall classes were handed out and reviewed. Registration is active online for all classes. There were no apparatus requests for the next month. A RFP is getting ready to go out for the Training Center. Chief Lambert anticipates the Training Center going out of Service in July Other options will be looked at for burning while the center is out of service. III Description New Business Officer or Driver Program Driver Release Policy Time What program is needed an officer program (i.e. Officer I or Instructor I) or a driving program (i.e. Rural Water, Basic Pump Operations) more at the station level. Discussion was held and it was decided drivers are needed more at the station level. Chief Lambert reminded the training officers that Rural Water Supply, Basic Pump Operations, and CAFS cannot be used towards Driver Pump Operator. Driver Pump Operator is a pre-requisite for Driver Aerial. The proposal is to host a Driver Pump Operations class in the fall and a Basic Pump Operations and Rural Water Supply classes in the spring. Chief Lambert will put together a schedule for a Driver Pump Operations class for review at the August meeting. If there are any specific training needs, please contact Chief Lambert. Operations Committee has asked the Training Committee to come up with a driver release policy. This will be a system policy and the policy is to start at the ground floor. If stations would like to add to the policy, they can do so. Chief Lambert would like to keep the 28 day collect calls with at least 10 calls within the time frame. Chief Lambert asked the training officers to bring a copy of their driver release policy to the August meeting.

16 IV Other Business Description Instructor Process Time A new instructor process will start in July. Anyone who teaches or helps with a class will receive an Instructor Affidavit and a timesheet. The affidavit is to confirm instructor resources and the timesheet is being used to process payment for the instructor or assistant. Driver Eligibility Policy The Operations Committee is currently working on the driver eligibility policy. This policy will cover what allows someone to be able to drive apparatus. This policy will need to be approved by FEMS Board before it takes effect. It is a possibility this policy may be in effect by November. Some of the things the Operations Committee are looking at is a person is to be 18 years of age with at least 24 months of driving and have a driving record within certain perimeters. This will need to be verified before a member can take EVOC once the policy is approved. AEMT to EMT-I at UVA University of Virginia will be hosting an AEMT to EMT-I course this fall. EMT-P at PVCC Update There was not enough sustainability to justify an EMT to EMT-P course. PVCC only received 4 people who registered for an EMT to EMT-P course. PVCC has decided not to host this course for the fall. There will be an EMT-I to EMT-P program starting in January There are other colleges who offer the EMT to EMT-P Program. V Next meeting Wednesday, August 02, 2017 at 1830 hours VI 1954 hours