Fire Commission Agenda and Minutes

Date:  Monday May 14, 2018 (05/14/18)

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Weathersfield Fire Commission
Meeting Agenda
Date: May 14, 2018
Time: 8:00 p.m.
Location: Weathersfield School
135 Schoolhouse Rd, Ascutney, VT 05030

SPECIAL MEETING ANNOUNCEMENT-Active Shooter Presentation 6:30 p.m.
Weathersfield School, Presented by Springfield Fire Department
The regional plan for response, Fire Commission is encouraged to attend

1) Call to Order Time:__________

2) Additions or deletions to this agenda

3) Comments from the public about items not on the agenda

4) Fire Chiefs Reports
     i) Chief Dauphin-West Weathersfield Fire Department
    ii) Chief Spaulding-Ascutney Volunteer Fire Association

5) Old Business
     i) Hazardous Materials Response Ordinance (8/3/15)
    ii) Weathersfield Fires Services Reimbursement Ordinance (12/16/10)
   iii) Contact sheet for Fire Commission Members (handout)

6) New Business
     i) Financial Review-YTD update-Kelly
    ii) Letter from Michael Lewallen
   iii) Department Relations-Josh
   iv) Incident Photography-Town, Fire Departments Policies-Josh
    v) Complaint Policy-Josh

7) Items for Future Discussion (Handouts for Review and Discussion at Future Meetings)
     i) ISO Rating of Town
    ii) Fire Commission Policy and Procedures (May 2004)
   iii) Dry Hydrant Inventory and Maintenance/Testing Schedule
   iv) Fire Departments Joint Training Schedule, accounting of trained members

8) Items for Next Meeting Agenda

9) Announcements (events)

10) Time and location of next meeting

11) Adjourn Time:_____________


Fire Commission
Weathersfield School
135 Schoolhouse Rd, Ascutney, VT 05030
Monday, May 14, 2018
8:00 PM
REGULAR MEETING

MINUTES

Commission Members Present: Tim Austin
Josh Dauphin
Nancy Nutile-McMenemy
Kelly Murphy

Members Absent: Darrin Spaulding

Town Manager, Ed Morris

Others Present:
Tracey Dauphin Travis Compo Richard Watson
Tom Leach Cheryl Watson David ?

SPECIAL MEETING ANNOUNCEMENT-Active Shooter Presentation 6:30 p.m.
Weathersfield School, Presented by Springfield Fire Department
The regional plan for response, Fire Commission attended

1) Call to Order
Ms. Nutile-McMenemy called the meeting to order at 8:36 PM.

2) Additions or deletions to this agenda
a) Ms. Murphy said Mr. Lewallen would be unable to attend the meeting.
b) Mr. Dauphin said he would have to leave the meeting at 9:00 PM and strongly suggested that the Commission consider starting future meetings at 7PM. If any chief is unable to attend at that time, alternates could stand in. Ms. Nutile-McMenemy said this meeting was starting late because of the active shooter presentation and that future meetings would start at 7Pm at alternating fire houses. Ms. Murphy and Mr. Morris disagreed and said the Commission had voted at the last meeting to hold the meetings at 8PM because of Mr. Spaulding's schedule.

3) Comments from the public about items not on the agenda
There were no comments from the public.

The Commission briefly discussed what the protocol should be when a firefighter moves from one fire organization to the other – can his/her turnout gear move with them? Pertinent to the discussion is how the equipment was paid for – taxpayer funds, fire company funds, or grant funds. It didn't seem to make sense to have to buy a new set of gear at the new location while having the gear left behind make-shifted to fit someone else. It was agreed to put it on the agenda for the next meeting for a comprehensive discussion.

4) Approve minutes of previous meeting – April 4, 2018
The minutes showed Mr. Dauphin as being present when he was not.
Motion: To approve the minutes as corrected.
Made by: Ms Murphy Second: Mr. Austin
Vote: Mr. Dauphin abstained; all others voted in favor

5) Fire Chiefs Reports
i) Chief Dauphin-West Weathersfield Fire Department
Mr. Dauphin gave the report for the WWVFD report. He also distributed a current roster of the department members with details on each member. Ms. Murphy asked if similar report could be requested from AVFD.

ii) Chief Spaulding-Ascutney Volunteer Fire Association
No one was present to present the AVFD report.

6) Old Business
i) Hazardous Materials Response Ordinance (8/3/15)
The Select Board had reviewed the ordinance and made various comments that were passed on to the Commission. The Board asked the Commission to review and comment on the ordinance as well and perhaps create the final version as a recommendation to the board. Ms. Murphy reviewed the board's comments/changes:
• #7B - “reimburse to the Town” to be added
• #8C – 3, 4, and 5 need to mesh with the fire agreement
• There was substantial discussion about enforcement versus billing and who does what when it comes to enforcement. Although the language seemed unclear, it was agreed to mesh the language with the fire agreement before making any other changes
• Service reimbursement rates – the select board wanted the fire commission to double check on the mutual aid rates – specifically check with Claremont and Windsor; also what does the state charge with their hazmat apparatus time? Mr. Dauphin said the mutual aid rates are a third higher than what Weathersfield is billing. Mr. Morris said state statute says we can only bill for actual expenses incurred by the town, If a truck doesn't cost $300 an hour to operate, the we shouldn't be billing $300 an hour for it; t has to be direct cost only. Mr. Dauphin asked if Mr. Morris was going to try to figure out what that number should be. Mr. Morris said to look into what others in the area are charging first. FEMA rates, although very low by comparison, are probably closer to the actual cost of running the equipment.

At this point it was 9:00 PM. Ms. Murphy asked if the Commission could go over the financial sheet before Mr. Dauphin had to leave the meeting.

Ms. Murphy worked with both departments to document revenue and expenses for their respective departments based on actual financials for FY16-17. She compiled that data into a table, confirmed it with each department and it shared with the commission.

ii) Weathersfield Fires Services Reimbursement Ordinance (12/16/10)
iii) Contact sheet for Fire Commission Members (handout)

7) New Business
i) Financial Review- YTD update-Kelly
ii) Letter from Michael Lewallen:
iii) Department Relations-Josh
iv) Incident Photography-Town, Fire Departments Policies-Josh
Ms. Nutile-McMenemy said that as a photographer, she has been advised to preserve anonymity of accident victims. Mr. Morris said there are a lot of legalities involved. He said any photo taken by the department on scene becomes public record. Further discussion on this item was tabled to the next meeting.

v) Complaint Policy-Josh

8) Items for Future Discussion (Handouts for Review and Discussion at Future Meetings)
i) ISO Rating of Town
Mr. Dauphin had received the new ISO classification. He gave it to Mr.Morris. Mr. Morris opened it. He said we used to have a 9-8B split – it's now a 6-9 split. Ms Murphy asked it to go on the next select board agenda.
ii) Fire Commission Policy and Procedures (May 2004)
iii) Dry Hydrant Inventory and Maintenance/Testing Schedule
iv) Fire Departments Joint Training Schedule, accounting of trained members

9) Items for Next Meeting Agenda
All items not discussed at this meeting will be carried over to the next meeting.

10) Announcements (events)

11) Time and location of next meeting

Motion: to adjourn the meeting
Made by: Ms. Murphy Second: Mr. Dauphin
Vote: Unanimous in favor

The meeting adjourned at 9:14 PM.

Respectfully submitted,
deForest Bearse

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