1 of 8 25/05/2017, 13:45 East Sooke Fire Protection and Emergency Response Service Commission 6071 East Sooke Road, East Sooke BC, V9Z0Z8 mail: esvfd@shaw.ca phone: 250 642-4411 (mailto:esvfd@shaw.ca) MINUTES OF THE GENERAL MEETING HELD MONDAY April 17, 2017 Present: Larry Oram(Chair), Armin Sielopp(Vice Chair), John Carrieres, Sunny Mathieson(Treasurer), Carl Neilson(Recorder) Fire Dept: Roger Beck(Fire Chief), Falk Wagenbach(Assistant Chief) Absent: Mike Hicks (Regional Director), Axel Joosting Public: 5 The Chair called the meeting to order at 7:06 pm. 1. ADOPTION OF AGENDA Armin Sielopp proposed an amendment to the agenda: "Door Entry" to be added under "New Business". Moved by Armin Sielopp and seconded by John Carrieres that the agenda be adopted as amended. 2. ADOPTION OF MINUTES OF MEETING OF MARCH 20, 2017 The Chair noted that there was a problem distributing the minutes of the last meeting due to a website issue. The minutes will be reviewed at the next meeting. Moved by Sunny Mathieson and seconded by Armin Sielopp that the adoption of the minutes of March 20th., 2017 be postponed to the next meeting. 3. REPORTS 1. Chair's Report Larry Oram spoke to his report. See Addendum 1. Moved by Armin Sielopp and seconded by Sunny Mathieson that the Chair's Report be adopted as presented. 2. Fire Chief's Report Roger Beck spoke to the Fire Chief's report. See Addendum 2. In discussion: It was noted that the Department's costs appear to be higher than those of other Fire Departments. When comparing costs, we need to ensure that we have comparable figures (possibly removing debt servicing and ERF contributions). We also need to look at population, risk profile, community profile and other factors. Falk Wagenbach and John Carrieres will co-operate on getting numbers from other Fire Departments to ensure accurate comparison. The Commission also plans on defining what is included in each account code. Public Question What was the command change that was mentioned in the report? A printout of the new command structure was passed around. Moved by Armin Sielopp and seconded by Sunny Mathieson that the Fire Chief s report be adopted as presented. 3. Treasurer's Report Sunny Mathieson spoke to her report. See Addendum 3. Moved by Carl Nielson and seconded by Armin Sielopp that the Treasurer's report be adopted as presented. 4. Communications Report In the absence of Axel Joosting, Larry Oram presented the Communications report. See Addendum 4. 5. Moved by Armin Sielopp and seconded by Sunny Mathieson that the Communications report be adopted as presented. East Sooke Community Hall Report Armin Sielopp spoke to the prepared report. See Addendum 5.
2 of 8 25/05/2017, 13:45 Minutes of Last Meeting - East Sooke Fire Commission Moved by Carl Neilson and seconded by Sunny Mathieson that the East Sooke Community Hall Committee report be adopted as presented. 6. Appreciation Dinner Report Larry Oram reported that almost all the costs of the Appreciation Dinner are in. An estimate of final costs shows that the dinner will be over budget by about $10. Moved by Armin Sielopp and seconded by Carl Neilson that the Appreciation Dinner report be adopted as presented. 4. OLD BUSINESS 1. Armin Sielopp reported that: 1. Exterior Lights All of the parts are on site and ready to install. The electrician is about 2 weeks way from the final installation of the lights. 2. Chain link Compound We are waiting for Joe Johnson's truck to be back in service for gravel delivery. When ready, a small flat deck will be brought in to move the cars - safer than moving them with the excavator. 3. Heating We are awaiting final costs from West Bay Mechanical. 4. Door Openers The new door openers were tested. With the upgraded receiver units, the doors work properly. The installed cost will be slightly over $1000. Moved by Armin Sielopp and seconded by Carl Neilson that we approve the upgrade of the garage door openers as per quote up to a maximum of $2000. 5. Doorbell It was noted that there is no doorbell. There used to be a doorbell, but it broke. There is no real need to put in a wired doorbell but the Fire Department will look into an inexpensive wireless solution.. 5. NEW BUSINESS 1. Door Entry The commissioners had a short discussion on an entry roof to solve the falling snow and ice issue. Armin and Roger will look at the entry to see if there is a simple, pleasing, entry roof that could be built for minimal cost. The Commissioners congratulated Armin Sielopp on his new position as thejdf Parks managercrd... 6. ADJOURNMENT of PUBLIC MEETING The meeting was adjourned at 8:28 pm. Next meeting: Monday May 15, 2016 at 7pm.
3 of 8 25/05/2017, 13:45 Addendum 1 Chair's Report 17 April 2017 We have had a preliminary budget meeting to understand where we want to go with our budget over the coming years, to be sure that we are all on the same page. The commissioners also attended the Respectful Workplace Seminar along with the department members, held on the 13. It was well received, and was good to have everyone on the same page. I will talk briefly about the Volunteer dinner that happened in a separate item. th Larry Oram, Chair, East Sooke Fire Commission.
4 of 8 25/05/2017, 13:45 Addendum 2 ESFC Fire Chief's Report 17 April 2017 Roll call. We currently have 31 firefighters enlisted with the department. 6 officers 8 firefighters 12 probationary firefighters 2 auxiliary firefighters 1 junior firefighter 1 FR specialist and 1 administrative assistant. Call outs. We have had 7 calls during this reporting period. 2 false alarm calls, 2 duty pages, 1 public assist call, and 2 for medical first response. Training. Training has included but was not restricted to, more IFSTA module work, First responder training, Live fire training, rope rescue practice, Respectful Workplace training, chainsaw safety and handling, tender shuttle work, physical fitness training and driver training. Thursday night training has had an average of 25 personnel in attendance. Weekend training was attended by: 5 more students for live fire training in Otter Point, 2 students for tender shuttle and transfer, 6 students for rope rescue practice, 11 students for their First Responder initial course *, 8 students took a Safe Chainsaw operation course. *First responder training had 11 students attend a newly structured delivery of the first responder course. Instead of committing 8 or 9 hours a day for a 5 day stretch we broke the package into 3 hour sessions and completed the 40 hours of instruction on week day evenings and 2 weekend days. While challenging for the students and instructors it did make it possible for a far greater percentage of our students to free up the time required for the course. All the students passed their training and with the completion of one more written test will be certified EMA licenced first responders. It brings me great pleasure to announce that we trained our first civilian East Sooke citizen in CPR. He enjoyed the CPR portion so much that he stayed and completed the entire FR course. Physical training has had an average of 8 personnel per week in attendance. Business. 1. I have purchased a new much larger capacity compressor to tend the trucks air brake system. The smaller compressor filled in nicely until we could make this purchase and we d hoped that we wouldn t need to get the larger machine but the smaller compressor was already showing signs of stress overload. Rather that waiting for the imminent failure I decided to be proactive and replace the smaller compressor prior to failure. We are currently awaiting a conversation with our chosen electrician to get it wired in. 2. Recruiting. For the first time ever in the history of our department we have stopped recruiting new volunteers. At 31 members, not counting commissioners, we are at a number where we can stop looking to fill empty positions. When we get some attrition we will again open recruiting but for now we are one of the very few volunteer fire departments in the country that has a full quota of volunteers. This is something we should all be very proud of. 3. I had a dump truck load of gravel delivered and removed a dangerous tree to open up four new places for people to park. The company that delivered the gravel, Ramida enterprises will not accept payment but would like a receipt for the value
5 of 8 25/05/2017, 13:45 Minutes of Last Meeting - East Sooke Fire Commission of the load. 4. With the budgeting for 2018 already underway we have made some plans to have an easier, more spread out addressing of the procedure. Assistant Chief Wagenbach and I will be meeting to iron out details and decide on changes to the upcoming budget. Once we have our required increases and all possible decreases mapped out we will present our work to the commissions treasurer where we will accept commission input. For the past two years the commissions treasurer has helped bring budgeting from Bubble bubble toil and trouble to an understandable and professional operation. We look forward to working with her and her protegee. 5. With the recent stepping down of our deputy chief there is yet another new command structure in our department. The new command structure is not much changed from our last one. The changes consist of the deletion of the deputy chief position and the creation of an operations officer as well as the reintroduction of Kevin Hurst into the training officers position. The operations and training officers report directly to the chief. Of course there has been a shuffling of responsibilities that accompanies this shuffling of positions 6. We held our annual East Sooke Volunteer Fire Brigade AGM this month. In it the topic of an on site training center was broached. The brigade has offered to fund the purchase of a shipping container to begin the preliminary stages of that center. I would like to invite commission conversation and input in regard to this. Fire Chief Roger Beck ESVFD
Addendum 3 Treasurer's Report 17 April 2017 March 31, 2017 Financial Position Our March report still does not include our 2017 budget numbers. However I have been able to confirm through Peggy Dayton that the CRD Board has approved our budget submission, which gives us the expected $198,530 operating budget. At March 31, with 25% of the year behind us, we have recorded operating expenditures of $76,467. which is 38.5% of our annual budget. However, there are a number of non-discretionary expenditures which will restrict our wiggle room for the rest of the year. The total unspent costs in these accounts are: Fixed costs (Wages, Insurance., CRD Finance, Cleaning) $16,635 Slightly variable costs (Telecomm, Supplies-Office, FA, Ops) $12,400 Known pressures (Purchase Maintenance Building, Volunteer Dinner, Electricity) $18,725 Total outstanding non-discretionary expenditures $47,760 This means that our total spent and committed expenditures to date are approximately $124,300, or 62.6% of total budget. I have also looked at the YTD spending levels in each of our major budget categories (excluding any of the non-discretionary accounts above): Budget @Mar 31 % a) CRD Vehicle costs $ 26,000 $ 15,594 60.0% b) Purchases - Equipment Maintenance $ 9,010 $ 1,941 21.5% c) Staff Training & Development $ 26,290 $ 7,036 26.8% d) Supplies - Protective Clothing $ 19,250 $ 9,143 47.5% e) Purchases - Equipment $ 21,000 $ 14,714 70% Totals $101,550 $ 48,428 47.7% Comments: a) CRD Vehicle costs insurance costs, fuel and minor service costs are likely to use up the remaining budget, i.e. ~$10,000. b) Purchased Maintenance: Equip. - last year's spending was only $3,235. If we can hold 2017 costs to this level, there will only be ~$1,300 further spent. c) Staff Training & Development the level of recruitment over the past year means that there will be pressure to spend our total remaining budget, i.e. ~$19,000. d) Supplies: Protective Clothing similar to c), there will be pressure to spend 100% of budget, i.e. ~$10,000. e) Purchases: Equipment this is more difficult to gauge, but I will assume that most will (or could) be spent, i.e. ~$6,000. The total spending on these major accounts could be as high as $46,000. Added to the actual and committed expenditures, we have a total of $170,300, leaving $28,230 of which $11,720 is the Contingency budget. In summary, going forward this year, we will need to be more conscious of committing to each larger, discretionary expenditure. Sunny Mathieson Treasurer 6 of 8 25/05/2017, 13:45
7 of 8 25/05/2017, 13:45 Addendum 4 Communications Report 17 April 2017 1. Websites 1. Eastsookefirecommission.ca The website has been updated and moved to a new platform with the same hosting company. 2. Eastsookefire.ca The move to the new platform by the hosting company was not successful. I have re-built the site and re-installed it. 2. Landscaping Project The first plants were put in the soil (more clay and mud than soil) at the last meeting. We were offered the chance to get free fruit trees through the 150 trees project associated with the CRD. We were fortunate to have our application accepted and will have 7 trees to collect soon. There will be some associated publicity of us by the 150 trees project. We will need protective fencing to preserve them until they are grown large enough. Any donations or ideas? This will tie in with the annual Firefighters' Food Bank drive when they have grown and produce fruit. Updated information will be available on either website above as we get more information regarding times and instructions. Axel Joosting Communications
8 of 8 25/05/2017, 13:45 Addendum 5 East Sooke Community Hall Group Report 17 April 2017 1. Attended April 3 Hall group meeting. 2. Hall group has purchased 4 new tables from Costco. Awaiting delivery. 3. Floor repair and base cove attached in main hall space. Completed under budget. 4. Vandalism occurred Sunday April 9 between 2.30-6.30p.m. Concrete planters overturned, two of them rolled down the bank into the park. Litter spread around and alarm stickers peeled and relocated. R.C.M.P. notified. File number 2017 1334. 5. Island Health inspector Kazuhiro Takeuchi inspected the kitchen on April 11. Passed with compliments. 6. Hall group is organizing a music event for September. The E.S. rough voice singers. 7. Hall booked for the May 9 Provincial election. Respectfully Submitted Armin Sielopp E.S.F.C. Hall Liaison