Town of Guilford BOARD OF FIRE COMMISIONERS DRAFT REGULAR MEETING MINUTES July 5, 2011 GUILFORD FIRE HEADQUARTERS

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1 Town of Guilford BOARD OF FIRE COMMISIONERS DRAFT REGULAR MEETING MINUTES July 5, 2011 GUILFORD FIRE HEADQUARTERS Present: Commissioners: William Dwyer, Gary Gilbert, Joseph Travaglino, Larry Leete Chairman Kenneth Wilson Department Members: Chief Charles Herrschaft, Assistant Chief Wayne Vetre, and Captain Michael Shove joined the meeting in progress. Commissioner Wilson called the meeting to order at 5:30 p.m. 1. Public Forum: 2. Approval of Minutes: 2.1 Approve minutes of the June 7, 2011 regular meeting. Commissioner Leete asked that the minutes reflect that the meeting started at 5:30 p.m. and not 5:00 p.m. Commissioner Wilson stated he would ask Karen to review the bottom of page 4 and the top of page 5 as it relates to the exiting of public session and entering executive session and then returning to public session. Upon a motion by Mr. Dwyer and seconded by Mr. Travaglino, the Commission voted to approve the amended minutes of the June 5, 2011 regular meeting. Dwyer, Gilbert, Travaglino, and Wilson Leete 3. Correspondence: Commissioner Wilson noted there were two pieces of correspondence to be read. A letter dated June 9, 2011 was sent to the Board of Fire Commissioners to the attention of Chairman Wilson from First Selectman Joseph Mazza. The letter was regarding the Wage Impact for Fire Chief/Fire Marshal Charles Herrschaft and Assistant Chief Wayne Vetre. Chairman Wilson stated the letter would be brought up under new business. A memo dated June 20, 2011 was sent to Fire Chief Herrschaft and copied to Chairman Wilson from the Office of the First Selectman regarding the June 20, 2011 Board of Selectmen s meeting. The memo stated, the Board of Selectmen voted unanimously to approve your request to waive the bidding requirement for the purchase of an ambulance remount.

2 Chairman Wilson pointed out that there is a Board of Selectmen s meeting tonight at 7:30 p.m. at the Community Center and all are invited to attend. 4. Departmental Officers and/or Committee Reports: 4.1 Fire Chief s/fire Marshal s Report Chief Herrschaft reported that the career staff is back to a full compliment of personnel. Captain Shove has returned from military duty and Firefighter/EMT Jennifer Rowell is no longer out on workmen s compensation and both have returned to active duty. After exploring many options it was decided that the least expensive way for the Ambulance to be sent down to Alabama for remounting would be for it (Car 2) to have a rebuilt transmission installed in it. This option was less expensive and faster than other shipping options to the Excellance. There were no major incidents to report for the month. The department continues to be busy with various types of calls. The Chief did state there was one tragic incident that occurred when an individual was injured due to a fireworks explosion. The individual was injured on his hand and two fingers. The State Police Bomb Unit was called in to contain the remaining mortars. Our department did provide suppression support. The Chief reiterated the maintenance budget is seriously over expended. This is the result of running older equipment and repairs have to be made. The Chief again pointed out that the State of Connecticut passed a law that will negatively impact future revenue attainment by $60,000 to $100,000. The State has cut other funding including the State Fire School. Again, the Chief expressed his concerns about State funding and the impact to our department. The Chief stated that the ambulance remount had been approved by the Board of Selectmen. The ambulance will be delivered to the vendor by Monday July 11, The specifications for Unit are completed and will be discussed under New Business. Assistant Fire Chief s Report Activity Report(s) The total number of calls for June was 271. The fiscal year has come to an end and the department during this time responded to 3,413 calls. There were a total of 250 simultaneous calls during the month of June. 141 times during the month the department had 2 calls back-to-back. At various times during the month, the engine and the ladder truck were dispatched to medical calls. Twice during the month there were seven simultaneous calls. The Assistant Chief briefly discussed 1710 and he continues to monitor the responses accordingly. The Chief also pointed out that we have received all monies due the Town of Guilford for the SAFER grant in fiscal year The Chief did point out that he has submitted a request for a grant totaling $7K to offset a training session expense. The Chief stated we are in compliance as it relates to the SAFER Grant. 5. Monthly Business 5.1 Status of FY Budget Chief Herrschaft distributed the monthly budget reports. The budget should be at 92.2%, and is at 87.7%. The Chief did state that monies from the SAFER Grant, workers compensation, and the military pay from

3 Captain Shove had all been received and deposited accordingly. The Chief pointed out that the budget is currently over expended in the following accounts: overtime; replacement salaries; C-Med membership; and vehicle maintenance. The Chief again pointed out that he had placed a freeze on all purchasing and was monitoring each account closely. The Chief stated he had discussed the budget with the Chairman and it is possible we may come in under budget by a small amount pending no unforeseen emergencies. Commissioner Wilson stated that it is possible the Department may come in under budget by less that $8K. This is very preliminary and pending no hidden expenses. There will be a surplus in the Fire Prevention account, and possibly a small surplus in the Operating Supplies account as the department is only making purchases when necessary. As the Chief stated last month, all vehicle maintenance is being done in house whenever possible. 5.2 Consider and take action on monthly department expenditures. The Chief noted that two expenditures included on the June warrant list have been removed, as they are FY expenses. One is in the building maintenance account, Commercial Air Services--1 st quarter billing for totaling $625. The second expenditure is in the vehicle maintenance account, D&S Auto totaling $1,350. This expense was for the used transmission for Car 2. These corrections reduce the total monthly expenditures to $22, The total of $1,975 is for FY The Chief pointed out that the expense for Emdeon Business Services is the clearinghouse utilized for the ambulance billing. This will be a reoccurring expense each month. The biggest hit in the budget is the vehicle maintenance account. Chairman Wilson distributed the up-to-date Ambulance Revenue Summary as of June 30, The department collected $96,747 in revenue for the month of June. This was the largest amount of revenue collected and deposited in the fiscal year. To date, the department has collected 85.4% of its target. He stated to meet the $850K revenue target, the department must collect/receive $123,702 in July. He reminded all that the department operates one month in the arrears. The Chief stated that the State has passed a law that will have a negative impact on ambulance revenue of approximately 20%. This could equate to approximately $60 to $100K. There is an initiative underway in Hartford to reduce the 20% to 10% but that would still have an impact on revenues. Upon a motion by Mr. Dwyer, and seconded by Mr. Gilbert, the Commission voted to approve the corrected monthly expenses of $22, for FY Dwyer, Gilbert, Travaglino, Leete, and Wilson Upon a motion by Mr. Dwyer and seconded by Mr. Gilbert, the Commission voted to approve monthly expenses of $1,975 for FY Old Business Chairman Wilson pointed out that there is a Board of Selectmen s meeting at the Community Center this evening. All Commissioners are welcome to attend. The Commission is on the agenda for the purpose of a motion that was made last month at our regular monthly meeting regarding payment to an employee in

4 lieu of vacation time. Those Commissioners who can attend are welcome and those who can t, it is totally understandable. 7. New Business 7.1 Discuss and take possible action on specifications for Request for Proposal for Unit The Chief stated the truck committee under his direction had completed the truck specifications for Unit He had distributed the specs to all Commissioners for their input and minor edits were received. The specifications are ready for the Request For Proposal submissions by truck vendors. The Chief provided a brief overview of the specifications and the truck being requested. The vehicle will be a cross between a rescue truck and Class A Pumper body. The Chief is recommending that we request that proposals be received within 5-weeks. Besides the vehicle being recommended there will be a menu of additional equipment included in the specifications, more of an ala carte of equipment needed. Chairman Wilson asked the Commission for its approval to sign a document ( Town of Guilford Invitation for a Request For Proposal for a Pumping Engine) so that RFP s could be advertised and requested. The document outlines the dates, times, and documents necessary to submit to the Commission for consideration. Upon a motion by Mr. Travaglino, and seconded by Mr. Gilbert, the Commission voted to approve the Chairman s request to sign the RFP document. Dwyer, Gilbert, Travaglino, Leete, and Wilson 7.2 Discuss the letter received from the 1 st Selectman regarding the Wage Impact for Fire Chief/Fire Marshall Charles Herrschaft and Assistant Chief Wayne Vetre. Chairman Wilson once again read the letter to the Commission. Commissioner Gilbert asked to review the document. Chairman Wilson clarified that each of the Chiefs management contracts includes a clause that allows for merit increases. It is up to the discretion of the Board of Fire Commissioners to determine if a merit award is warranted and the amount to be awarded is up to 2%. Chairman Wilson stated that he agreed with the First Selectman to bring his proposal before the Commission for consideration. He did not state he was in agreement with the request. The recommendation to agree or deny the proposal should be made by the Fire Commission. Commissioner Travaglino stated this would be the third year that the Chiefs have made concessions and specifically this would be the third year for no merit increase. He also stated that the Chiefs have managed through difficult times and circumstances and that it was an insult to recommend not awarding them a merit increase due to their significant contributions over and above the normal job requirements. The fact that each of them is on call 24/7, 365 days a year and they are extremely professional in the job they perform. He also stated that the Chiefs have managed the department with fewer dollars for two years in a row. Commissioner Travaglino pointed out that this would also have an impact on each of the Chiefs pensions.

5 Chief Herrschaft stated that the FY Budget did already include both salary increases and merit increases for both himself and Assistant Chief Vetre. He also stated that the proposal was at the request of the 1 st Selectmen and that the Chairman had asked for the request in writing and the Chairman was not agreeing to the proposal but was only agreeing to present it to the Commission. A motion was made by Mr Travaglino to award a 2% merit increase to Fire Chief Herrschaft and Assistant Chief Vetre for FY The motion was seconded by Mr.Dwyer. There was no further discussion on the motion. Mr. Travaglino moved the motion and it was seconded by Mr.Dwyer. Dwyer, Gilbert, Travaglino, Leete, and Wilson 8. Any other business to properly come before the Fire Commission. 9. Public Forum Captain Shove thanked the Commission for their support during his recent military deployment. Everything went as planned and was happy to be back on the job. All Commissioners welcomed him back and thanked him for his service to our Country. Upon a motion made by Mr. Dwyer, and seconded by Mr. Leete, the Commission voted to adjourn at 6:05PM. Travaglino, Leete, Gilbert, Dwyer, and Wilson Respectfully Submitted, Kenneth Wilson Chairman, Board of Fire Commission