PLAINFIELD CHARTER TOWNSHIP 6161 BELMONT AVENUE NE, BELMONT, MICHIGAN 49306 PUBLIC SAFETY COMMITTEE MEETING MONDAY - SEPTEMBER 18, 2017 3:00 PM Public Safety Committee Meeting - 3:00 P.M. 1. Call to Order 2. Agenda items a. Consider minutes from b. Presentation by the Kent County Sheriff's Department on Plainfield Township law enforcement efforts 3. Public Comment 4. Adjourn Page 1 of 33
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2. a. PLAINFIELD CHARTER TOWNSHIP 6161 BELMONT AVENUE NE, BELMONT, MI 49306 PUBLIC SAFETY COMMITTEE MEETING MINUTES JUNE 19, 2017 1. Call to Order The meeting was called to order by Tom Hendershot at 3:03pm. In attendance were Frank Pfaff, Tom Hendershot, Tom Coleman, Bob Anaya, Cameron VanWyngarden, Heather Martin, Jim Carr, Steve McKellar, Dale Pomeroy, Cathy Bottema, Dan Karnes and Becca Soderberg. 2. Agenda items a. Consider minutes from March 20, 2017 The minutes of March 20, 2017 were approved. b. Review activity report from Community Policing Officer Ryan Guernsey Deputy Guernsey was unable to attend. The written activity report was reviewed. The committee will request that Deputy Guernesy provide details of the timeframe in which the reported activities were completed. c. Presentation by Chief McKellar on current Fire Department services and implementation of review recommendations from July 2016 Chief McKellar presented progress against the 10 recommendations, with some completed and others underway. Key points included: Recommendation 1: The service can sustain running Med-3 calls without compromising emergency services, at this time. Recommendation 4: The EMS Consortium has signed contracts with all three ambulance service providers and is entering an 18-month data gathering / analyzing window. Recommendation 5: There are no plans at this time to reevaluate County protocols regarding Med-3 response types. Recommendation 6: Two apparatus have been upgraded to the EMT level with one more apparatus being upgraded in the near future. When the two new apparatus (QRVs) are delivered they will be licensed at the EMT level. EMT training is underway for five personnel. Benefits from this upgrade were seen within the first 48 hours. Chief McKellar provided a summary of the differences in staff skills and treatment options resulting from the upgrade. Recommendation 7: MABAS box cards provide pre-arranged response plans for multiple scenarios by geographic area ensuring a quick and efficient response, coordinated with surrounding Townships. Recommendation 8: Senior staffing structure has been streamlined to save financial resources and present a more cohesive staff structure. 3. Public Comment None 4. Adjourn Page 3 of 33
2. a. The meeting adjourned at 3:49pm Page 4 of 33
Fire Department Services Committee Recommendations Update 2. a. c. Page 5 of 33
There were 10 recommendations stated in the report. Several of the recommendations have been a work in process prior to the report. Several recommendations have been met A couple of the recommendation are in the beginning stages or are for future consideration. 2. a. c. Page 6 of 33
Evaluate responding to Med-3 calls due the population growth in relationship to the increased call volume. Page 7 of 33 There is a minimal cost to responding to Med-3 calls. Policy has been developed to turn over Med-3 calls to ALS if both front line apparatus are assigned to a call. At this time PFD can sustain responding to Med-3 calls without compromising emergency or nonemergency services. 2. a. c.
Reimbursement from private medical facilities for non-emergency medical calls. Page 8 of 33 All medical facilities which are equipped with advanced life support equipment and trained staff have signed a No First Responder Waiver Response. All medical facilities with minimal staff and limited equipment for basic life support have been approached and have stated the need for PFD to continue to respond. 2. a. c.
Staffing levels during peak call volume. Page 9 of 33 Approved to call back additional part time firefighters during predictable high call volume situations. Research on staffing an addition apparatus to support peak call times and hot call areas. This apparatus would be located out in the community during peak call/hot areas times; not in the station. Paid on Call Firefighters are required to schedule 4 to 6 hours of Individual Training Time (ITT) at the station to be the third person on the truck. They are required to do ITT at least 9 time annually. 2. a. c.
Work closely with EMS Consortium to gather data, analyze information and understand patient outcomes related to response times. In the spring of 2017 the EMS Consortium agreement was finally signed by the Communities and the Ambulance companies Beginning stages of determining how and what data to collect and analyzes. 2. a. c. Page 10 of 33
Additional distinctions to the non-emergency Med 3 priority calls and the need for a response. This recommendation is dependent on KCEMS. There is no plans at this time to revise or reevaluate Med-3 response types in county protocols. 2. a. c. Page 11 of 33
Upgrade department, apparatus and personnel to the EMT medical licensure. Page 12 of 33 The department and two apparatus licensees were upgraded to EMT January 2017 Equipment and Licensure costs = $1,900 In the process of training five personnel to the level of EMT at a cost of $5,956 One more apparatus to be upgraded to the EMT level in the near future. The 2 new QRVs will be equipped and licensed at the EMT level when put in service. 2. a. c.
Collaborate with local units of government to maintain existing services. Auto-aid agreement with the City of Grand Rapids Final stages of EMS training collaboration with Alpine FD. MABAS Box Cards 2. a. c. Page 13 of 33
2. a. c. Page 14 of 33
Use of financial resources for operational expenses and equipment. In the past PFD has submitted for Assistance to Firefighter Grants (AFG) and Staffing for Adequate Fire & Emergency Response Grants (SAFER) Continuously write for smaller fire safety grants from area businesses. Ability to use Part Time Firefighters to cover Fulltime vacancies through contract negotiations 2. a. c. Page 15 of 33
Investigate the full response time to a 911 call. Through the Ambulance Consortium agreement this data will start to be collected and reviewed. The data collection has just started and being reviewed on what data to collect. 2. a. c. Page 16 of 33
Regular reports to Township Board and Public Safety Committee be expanded to include types of calls for service, 3-year trends, and response times. Types of calls are being reported in the FD s monthly report to the Township Board Response times are being tracked per each section of the Township Annual report in the past has compared annual call volume. 2. a. c. Page 17 of 33
2. a. c. Page 18 of 33
2. a. c. Committee Recommendations: Based upon the discussion, review, and analysis completed by the Public Safety Citizens Advisory Committee the following recommendations are provided to the Township Board. 1. 10. As the population of the Township grows, it is anticipated that the calls for service will continue to grow. Based upon these population numbers it is projected that between 2014 and 2030 the number of calls for service will increase by 30% and that the largest growth of calls will occur in the area of medical calls for service. As a result, it may behoove the PFD, in the future, to not respond to non-emergency Med 3calls to make resources available to respond to emergency calls. This would avoid increasing staffing costs by realigning resources to meet the projected growing demand for emergency medical calls. The Township should explore opportunities to seek reimbursement (cost recovery) from private medical facilities which request services that are classified as non-emergency medical calls. Nearly 50% of the calls for service that are responded to by PFD occur between 8AM- SPM and 68% between 7AM-7PM, it is recommended the staffing levels on all shifts be reviewed to ensure that resources are adequately utilized and balanced within the available financial resources to the extent possible. The Township could continue to work with the EMS Consortium to gather data, analyze information, and to better understand patient outcomes as it relates to response times. It may be necessary to engage in some joint education of the public if response times are changed. This may also impact and potentially reduce the need for Medical First Responders to respond to calls for service. Work with the Medical Control Authority to add additional distinctions to the nonemergency Med 3 priority calls, to assist is determining if the department should respond to all non-emergency Med 3 calls for service. It is important that staff be well-trained for both Fire and Medical calls, and therefore, PFD should pursue appropriate medical licensing to provide the Basic EMT level of service. When planning for population growth, PFD should collaborate with local units of government to maintain the existing services. PFD should continue to examine the use of financial resources for operational expenses and equipment. Due to the challenge in not knowing the full-response time for Medical calls, the Township could continue to work with the EMS Consortium and the Kent County Dispatch Authority to identify and track the amount of time that it takes for a call to be answered, assigned a medical priority, and then dispatched. This information should then be aggregated with each call in order to show the full response time to a 911 call. Regular reports to the Township Board and the Public Safety Committee should be expanded and include the type of call for service, comparison of 3-year trends, and response times and service level standards. Page 19 of 33
2. a. c. Future Issues for Consideration Plainfield Charter Township continues to grow in population, and, as a result, there will be additional pressures applied to all of the township services, including the fire department. As the Committee reviewed and discussed the data and information, the services from the Plain?eld Fire Department are meeting the current needs of the citizens. However, as future pressures for service are working to be balanced with restricted financial resources, it will be necessary to continually evaluate the level of service that is desired by the citizens. It is fair to say, that currently, the Plainfield Fire Department provides a high-level of service. However, in the future, the Committee suggests that when planning for future growth the Fire Department should look to collaborate with neighboring municipalities to provide services. Page 20 of 33
2. a. c. Page 21 of 33
2. a. c. Page 22 of 33
2. a. c. Monthly Report May 2017 PFD Alarms Type Station #1 Station #3 Totals Medicals 65 71 136 Rescues 15 8 23 Good lntentl 18 14 32 V Public Service; 8 8 16 CO Alarms 2 O 2 Unauthorized Burns3 2 1 3 Structure Fires 0 0 0 Vehicle Fires 1 1 2 Grass/BrushFires 0 O 0 Outside of Structure 1 O 1 Fires; Mutual Aid Given 3 3 6 Mutual Aid Receivedg 1 0 1 Total 115 106 221 llncludessmoke Scares and False Alarms zlncludeshazardous Conditions, Assists to Citizens, Police, & Ambulances glncludes Controlled Burns 4IncludesRefuse/Dumpster Fires glncluded in CallType Count Alarms May 2016: 236 Alarms YTD 2016: 1153 Alarms YTD 2017: 1114 Department Concurrent Calls YTD 2016: 163 Department Concurrent Calls YTD 2017: 165 Mutual Aid Provided for: Alpine FD, Grand Rapids FD, Rockford DPS, Mutual Aid Received from: Algoma FD Page 23 of 33
' V if if W i i V W ' V ' W H r it A A N M A V A A 2. a. c. Kent County Dispatch Alarm Report _it Other Agency 3 COAlarrn'7\ctiiF.:1tion., FireAlarrn"Ac: ti\r:1ti_6n' Fire/Odor V ' lniésti?ation 2 ;Hazardous Mate?lshlncident _ é deatl5reaiert Q A Other"fypésofmliire incidents 9 l5riorit y 5neMedioal Emergency bt3%_rit y 53 V l 'l:h réé K/l ée1 ic}al_le_rrie27g 5n c:'y' '75 PriorityTwoMedical Emergency_' smtruotvure 24,VehicleT=ire WireCalls 3 2 Top10 Callsfor Service - May VehicleFrre AssistOther Agency COAlarmActivation FireAlarmActivation wire Cal[5 Other Types of FireIncidents PriorityTwo MedicalEmergency MedicalPreAlert PriorityoneMedicalEmergency PriorityThreeMedicalEmergency Page 24 of 33
2. a. c. 20 30 Numbelof Calls Callsby Day - YTD(May 2017) Sunday Monday Tuesday Wednesday 0 50 100 150 200 Numberof Calls Page 25 of 33
2. a. c. 12:00 am-2:00 am 2:00 am 4:00am 4:00 am 6:O0 6:00 am~8:00am 8:00 am 10:00am 10:00 am 12:00pm 12:00 pm-2:00 pm 2:00 pm-4:00 pm 4:00 pm6:00 pm 6:00 pm-8:00 pm 8:00pm 10:00 pm 10:00pm-12:00 am CallsbyTimeof Day- May2017 I Station1 ' Sta?o" 3 12:00 am-2:00 am 2:00 am-4:00 am 4:00 am 6:O0am 8:00 am 10:00 am 10:00 am-12:00 pm 12:00 pm-2:00 pm 4:00 pm 6:OOpm 6:00 pm-8:00 pm 8:00 pm 10:00 pm 10:00 pm-12:00 am Page 26 of 33
2. a. c. 1 - May response time is higher than average previous 6 months. J - of May response time is lower than average of previous 6 months. Plainfield Fire Department May-17 Page 27 of 33
2. a. c.. 3.3% 13.4% 1.9% f 3 Mafch 4.,2 f@ 5.7% 15.3% 21.6% gxpnl 4.2% 2.8% 11.2% 17.3% 1.3% 9. 815/; 1"1. 5 % 4.1%.2i=% 4.17% 6 3% 15.5% 11.2%14.9%19. V%?=_/,b 15.o75/0 13.6% 1.51% Y Tb 169% 13.6% 19.7% May 0.67}. 1.3% g1_._5_iy} 465% 1375/; 2.6% $3.23/0 2 8% 113797/Z; 15.5% 16.3%1 4.6%; 9.2% 8.3%, 1_3.Aé_'3?/1; 16.5% 14.1% 2'é1".é5/T 13.2% 16.1% 22'.:2 /0 Page 28 of 33
2. a. c. Concurrent May 21 Calls YTD 165 Station Station #1 2017 2016 #3 2017 2016 January 11 10 January 18 12 February 9 7 February 20 12 March 15 8 March 19 12 April 17 10 April 11 16 May 6 10 May 7 18 NOTE: You will not be able to add the Station #1 and Station #3 numbers together and get the number of concurrent calls for the department because department concurrent calls count the number of times a second, third, etc. call comes in while either station is on another call. Station concurrent calls address the number of times an individualstation is on a call and another call is toned for that station. TRAININGACTIVITY 0 Dept Training: Ropes & Knots (37 People/69.5 Hours) 0 Dept Training: Medical/CPAP/Pulse Ox (30 People/60 Hours) 0 Shift Training: Relay Nurse Pump (5 People/7.5 Hours) 0 Shift Training: Relay Pump (5 People/10 Hours) o Shift Training: Water Rescue (4 People/4 Hours) 0 Shift Training: Search & Rescue (5 People/10 hours) FIREFIGHTERACTIVITY Public EducationjFire Prevention 0 Car Seat Installations (1) 0 Station Tours (4) 0 Ride Along (1) 0 Community Visits > Fund Raiser at Tim Horton's Attended Fire, Tornado, or LockDown Drill(# of Visits) > Assumption School of Belmont (1) > Chandler Woods (1) > North Oakview Elementary (1) > Northview High School (2) Page 29 of 33
ElectricalEquipment, General BuildingServicesand Fire ElectricalEquipment, Fire Means HazardousMaterials Waste Inspection, Multiplug 2. a. c. o Fire Education/Risk ReductionPresentation > Mill CreekMiddleSchool (1) > Pine IslandElementary(1) Significant Events 0 Fire Suppression Personnelwere administeredthe AbilityTest. Physical Allpassed. 0 Administered the Physical AbilityTest to an Apprentice Applicant;he passed. FIRESAFETYBUREAUACTIVITY 0 605.1 Electrical Equipment, Wiring, and Hazards 0 605.5 Abatementof Wiring, and ElectricalHazards Hazards 0 703.1 ExtensionCords Resistance Rated o 907.8 ConstructionMaintenance ProtectionSystems 0 Testing, 5004.2 and Maintenance General Provisions Liquids Spill Control for HazardousMaterials 0 605.6 Wiring, and Unapproved Hazards 0 304.1 Accumulation Conditions 0 605.4 Prohibited Systems 0 1011.3 Adaptors of Egress - Fire Illumination Loss 0 lncident17-0001071 Property Loss: $ 2,500 Contents Loss: S200 Property Value: S2,500 Contents Value: S 200 Property Loss: S30 Contents Loss: $ 0 Property Value: 5 566,000 ContentsValue: S 283,000 Page 30 of 33
2. a. c. 2016 Annual Review PFD experienced significant personnel changes this past year. On July 31, after serving Plainfield Township for twenty three years as its Fire Chief, David Peterson retired. The leadership and guidance he provided have played a significant part in the development ofthe Plainfield Fire Department into one ofthe most effective and respected Fire Departments in West Michigan. On October 18, Steve McKel ar was promoted to Fire Chief after serving as Interim Fire Chief since the retirement of David Peterson. Chief McKe lar has been a member of PFD for 35 years. On July 7, RickVanHorn retired after 15 years of service to PFD. Kyle Svoboda was moved to a 24 hour shift to replace him. PFD received Township Board approval to upgrade our medical license to Basic LifeSupport (BLS). Chief McKe ar and District Chief Harkes worked diligently to prepare equipment and personnel for this change. On January 20, 2017, their efforts were rewarded; PFD passed the State Inspection and our medical license was upgraded to BLS. 3500 3000 2500 2000 1500 1000 500 Call Volume by Year T 1 l.4 2012 2013 2014 2015 2016 2016 Incident Types Unauthorized Burns \ I 29 utual Aid Given 94 Public Service 211 Rescues 233 This year there were 1,072 commercial properties inspected. Through the fire safety inspection process 1,877 new violations were cited, and 1,999 re-inspections were performed over the year to gain compliance with the Fire Code. There were 24 final occupancy inspections conducted for new businesses within the township. Every year during the summer months, the Fire Safety Bureau will inspect an occupancy that does not normally get inspected on an annual basis; for example religious facilities, residential complexes, and education facilities. The focus during the summer of 2016 was residential complexes. One focus of the residential complex inspections was to insure that the firewal s were in place in the attic spaces of the residential complexes. A fire at the Valley Town Page 31 of 33
2. a. c. Homes in December affirmed the importance ofthe inspections. Due to the attic firewalls being intact, fire was contained to one building, rather than allowing the fire to spread to neighboring buildings. 2016 Inspections Finaloccupancy inspections 24 PFD has a multi-faceted Community Risk Reduction Program (RRP). PFD has one Lieutenant who is certified to perform car seat installations. This year he performed 27 car seat installations for residents at PFD. Additionally, he worked at three Helen DeVos Children's Hospital Safe Kids Car Seat Safety Check Events held in the PFDTraining Center, helping to install 150 car seats. Fire Crews attended 15 community events, meeting with residents, displaying the trucks, and providing risk reduction information. PFD also provided medical stand by at 3 local athletic events as well as hosting 18 station tours. There are over 9,500 students attending school in Plainfield Township. Each Full-Time Lieutenant is assigned an elementary school to work with throughout the year. Kumon Math and Reading Center of Grand Rapids and Applebee s Restaurant have partnered with PFDfor our elementary school RRP; Kumon provides safety materials and App ebee's donates coupons for a rewards program. The Lieutenants also teach CPR to middle school students, and hold accident awareness demonstrations for high school students. In addition to teaching, the firefighters attend as many school fire and safety drills as they are able. This provides additional interaction with the students as well as making PFD aware of where students are during each type of drill, in case of an actual emergency. There were two large maintenance and repair projects undertaken this year, both at Station #1. The Air Conditioning Roof Top Unit was replaced after struggling in recent years. Six sliding doors were replaced with new windows and a door to improve energy efficiency. The Township Board approved the replacement of Car 3, a 2008 Ford F250, in 2015. After the order had been placed with the dealer for a Chevrolet Tahoe, it was learned it could be months before GM would accept the order from the dealership. The decision was then made and approved by the Board in November to cancel the order for the Tahoe and purchase a 2016 Ford Expedition. The Expedition was delivered in January 2016. The vehicle was outfitted with lights and sirens, and placed in service in April. In June, the former District Chief vehicle was turned over to the Building & Grounds department to be re purposed. Page 32 of 33
2. a. c. PFD purchased 40 new Sperian SCBA(Self Contained Breathing Apparatus) in 2010 funded by a FEMA Assistance to Firefighters Grant. The new SCBA had an issue; the batteries were only lasting approximately 6 months, far short of expectations. This was a problem industry wide, notjust with Sperian. Unfortunately, the process to get replacement packs tested and approved for use took about 5 years. During that time, batteries were provided at no charge to PFD by the vendor. The vendor replaced our SCBA once the new units were available. The new units arrived in July; they were inspected and prepared for use. The firefighters attended trainings to learn how to use the new equipment. The old SCBAwas returned to the vendor. This year, five of our personnel attended programs at the National Fire Academy in Emittsburg, Maryland. Lieutenant KyleSvoboda attended the second of the two year Managing Officer Program; while Chief Steve McKe lar completed the fourth and final year ofthe Executive Officer Program. District Chiefs Jeff Drake and Patrick DuVa, as well as Lieutenant John Denemy, attended NFA classes to further their education. At the end of 2016, PFD implemented an Acting Lieutenant Training Program. The training is for paid on call and part time personnel that have a desire to fi l in for full timelieutenants when they are on vacation or sick leave. Qualified program candidates work at least six shifts with Field Training Officers and are evaluated on their performance. The benefits of the program include: 1. Reducing the overtime budget for full timepersonnel 2. Reducing the work load strain on full timepersonnel 3. Graduates of the training program will be qualified to be hired as a full timelieutenant (without additional training) in the event of an opening. This was the first year we were required to track hours for the Affordable Care Act. It was a learning experience. Each time we thought we were on track, we learned a new piece of information, and discovered, we were not where we needed to be. Three part time firefighters were forced to give up several weeks of regular shifts in order to keep under the 1,560 hours allowed per year. It was a frustrating process, but we are much better prepared for scheduling in 2017. August 1, 2016, the Township Board approved a new burn ordinance. The new ordinance is much less restrictive than the previous guidelines. PFD worked with TexCom and we now have a link on the Township website which allows our residents to request a burn permit on line. Additionally, permits are now good for the entire burn season, September 1-June 30. Rob Holland, pastor of LifelineCommunity Church in Wyoming, continues to lead our team ofthree Chaplains. Rob and Don Harkes are firefighters as well as members of the Chaplain Team, while Frank Rothfuss is a retired pastor from our community. In January, Rob Holland held a Chaplain s appreciation lunch. It was an opportunity for the Chaplain s to review the program to date and plan for the future. After 5 years as a member of the Chaplain s team, Pastor Aaron Werner resigned because he moved out of the area. The Chaplains responded to five requests for a Chaplain last year for residents who suffered a loss in their family due to an emergency. Page 33 of 33