Select Board/FireCommision 02-11-09

Weathersfield Select Board Fire Commission Joint Meeting Minutes February 11, 2009 Present:        Daniel Boyer Norman John Arrison Glenn Fisher Patricia Daniels Henry C. Cobb Darrin Spaulding Ray Stapleton Ron Alflen Others Present:    Larry Melen, Town Manager Lisa Sargent, Recording Secretary Patrick Howe Nicholas J. Koloski Barbara Thomas Phil Racine Edith Stillson Gordon Eglintine 1.  Call to Order by Chairperson: Mr. Boyer called the joint meeting of the Weathersfield Select Board and Fire Commission to order at 6:00 p.m. on Wednesday February 11, 2009.  2.  Fire Department Memorandum of Agreement:  Mr. Melen said there are two copies tonight – one is double spaced for making notes.  Mr. Boyer read through the entire Fire Protection Agreement while discussion was on going and changes were discussed and made.  A few points of discussion: Mr. Howe asked who on the Department side asked for this written agreement.  Mr. Melen said if the Department signs the agreement then it is determined that it is necessary.  It was mentioned that no one on the Department side asked for this agreement. Mr. Cobb asked to include the roles and responsibilities under the definition of the Fire Commission.  Mr. Melen said he would add – as defined by the policy and procedures as defined by the Select Board. The definition of Response Time will be changed to specify the time that apparatus arrives on the location not personnel. It was decided that 45 minutes will be the maximum time allowed to arrive to a call without a request being generated for a delayed response time.  The paragraph talking about so many delayed response times in a six month period was deleted. Any member failing to respond will be adjusted to at least one member failing to respond.  There will be wording added to address the inability to respond due to other calls and other departments being tied up as well.  Under the Emergency Dispatch Services paragraph it will include that after discussion with the Fire Commission Weathersfield shall be responsible for providing the Department with Emergency Dispatch Services.  Mr. Cobb noted that words in all caps are not necessary in this agreement. There was lengthy discussion on the section referencing closing or not closing a state highway.  It was noted there is a difference between stopping traffic vs. closing the highway to traffic.  Mr. Stapleton said he would like to read 20 V.S.A. 2921, 2673 – Mr. Melen will forward this to him and others.  Operating Funds – Mr. Eglintine said the Departments books are not audited they are only reviewed by a CPA.  It was decided to change the word audited to reconciled. Mr. Cobb said he would like to be sure when the Fire Commission reviews the Departments budgets (before they are given to the Town Manger) there is a motion to accept them as presented.  Fundraising: Since the Departments do a lot of fundraising on their own the sentence stating the majority of its needs are being met with tax dollars will be changed to say the majority of its operating funds are being met with tax dollars.  Mr. Cobb asked why this paragraph needed to be included at all because he agrees it makes it look like Weathersfield provides a lot of money to the departments; Mr. Melen said the Attorney recommended it.  Mr. Melen will provide the Departments with a copy of the Purchasing Policy.  Mr. Boyer asked to strike the word may from the Direct Provision section stating that Weathersfield at its sole discretion, directly provide goods and services to the Department which the Department would otherwise obtain from outside sources, including but not limited to fuel, vehicle maintenance, general supplies, and the like.  Mr. Cobb gave a recommendation to Mr. Melen about how to reword this paragraph and the Departments also would like to add a sentence about routine or preventative vehicle maintenance.  Under Title of Property the sentence stating Title to all vehicles and apparatus acquired in the whole or in part with monies derived from Weathersfield Funds shall be in the name of Weathersfield… was changed to Title to all vehicles and apparatus acquired in the majority with monies derived from Weathersfield Funds shall be in the name of Weathersfield… Article VII Section 7.1, 7.2 and 7.3 will be worked on as they are all similar.  Under insurance it will include a sentence that states a copy of the policies will be made available to the Departments.  It was noted the Duration of the Agreement can be less than five years but not more than five years and the dates will be amended to the date that the Agreement is signed.  It was asked when (and if) the Agreement is signed who signs it on behalf of the Department.  Mr. Melen said who ever it states in the by-laws can sign (Executive Board). Chief Spaulding asked what happens if the Department does not sign the Agreement.  Mr. Melen said the Select Board would make the decision if they wanted to disburse funds etc.  Mr. Arrison said if the Agreement isn’t signed then the Select Board may have to write a policy.  Mr. Arrison asked Mr. Melen to add the definition for Association.              Mr. Stapleton said dry hydrants were not addressed.  After discussion it was decided to add that dry hydrants would be installed with grants obtained through Rural Fire Fighting by the Fire Commission and recommendations of placement would also be up to the recommendation of the Fire Commission.  It was noted that the Town shall maintain open access to the hydrants to include snow removal.  Mr. Arrison said the Agreement should also mention that the Departments shall assure all fire vehicles, apparatus and fire fighting equipment is in good condition.  Mr. Boyer said Mr. Melen will get with the Attorney again on this and once he hears back from the Attorney he will give everyone a revised copy.  Mr. Cobb asked Mr. Melen to have the Attorney use strike-outs so we can see what has been changed.  Mr. Melen asked the Select Board to go into Executive Session for Personnel. Mr. Stapleton made the motion to adjourn the Fire Commission meeting.  Mr. Alflen seconded the motion which passed without dissent.  Mrs. Daniels made the motion to go into Executive Session for Personnel.  Mr. Arrison seconded the motion which passed without dissent. 3.  Adjourn:   Mr. Arrison made the motion to adjourn. Mr. Cobb seconded the motion which passed without dissent.  The Weathersfield Select Board was adjourned at 9:16 p.m.  Respectfully Submitted, Lisa Sargent Approved by the Weathersfield Select Board March 19, 2009 _________________                                        Daniel Boyer __________________ Henry C. Cobb __________________ Norman John Arrison