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05-23-2007 Joint MeetingJOINT MEETING BETWEEN THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS AND THE FIRE AND RESCUE ASSOCIATION HELD THE TWENTY-THIRD DAY OF MAY IN THE YEAR TWO THOUSAND AND SEVEN PRESENT: Thomas R. Ivy, Chairman Stan D. Clark, Vice-Chairman James B. Brown, Jr. (Arrived at 6:10 p.m.) Thomas J. Wright, III Phillip A. Bradshaw ALSO PRESENT: Keith Jones, Rushmere Volunteer Fire Department Rudolph Jefferson, Rushmere Volunteer Fire Department Bill Chapman, Smithfield Volunteer Fire Department Brian Carroll, Smithfield Volunteer Rescue Squad Devin Butler, Carrsville Volunteer Fire Department Chris Carr, Carrsville Volunteer Fire Department Tommy Grey, Windsor Volunteer Rescue Squad Keith Griffin, Windsor Volunteer Rescue Squad Lee Marshall, Windsor Volunteer Fire Department Scott Brower, Carrollton Volunteer Fire Department Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Caskey, Counry Administrator Patrick J. Small, Assistant County Administrator Kristin Mazur, Engineer Carey Mills Storm, Clerk Chairman ivy called the joint meeting to order at 6:00 p.m. in the Social Services Demonstration Room for the purpose of the Board meeting with the Fire and Rescue Association to resolve any outstanding issues and discuss a plan by which the citizens of the County can be served over the next year. // Chairman ivy requested an update on fundraising efforts since the implementation of an ambulance billing system in the County. Brian Carroll, Smithfield Volunteer Rescue Squad, reported a 30% decrease in donations over the past twelve (12) month period. He noted that it is unclear if the decrease is associated with the newly implemented fee for service or due to the economy. Keith Griffin, Windsor Volunteer Rescue Squad, reported that while donations had declined, they had not done so significantly. Scott Browser, Carrollton Volunteer Fire Department, reported no decre~se in donations for that Department He noted that there has also not been an increase in donatioils with respect to the increased growth in that area. He advised that the Department is no longer holding annual BBQs due to increased call volume and that new residents are not donating. Lee Marshall, Windsor Volunteer Pire Department, reported no decrease in donations. Chris Carr, Carrsville Volunteer Fire Department, reported no decrease in donations. He recommended that fundraising efforts be utilized for retention and gear purchases. Bill Chapman, Smithfield Volunteer Fire Department, noted that the Smithfield Fire Department is aided in funding by the Town of Smithfield and that the County's volunteer fire and rescue agencies should not be burdened with having to solicit funds in order to provide protection for the County. Keith Jones, Rushmere Volunteer Fire Department, commented that new County residents do not feel that they should have to support the County's volunteer fire and rescue departments. He stated in addition to the lack of monetary contributions, these residents are also not volunteering their time. Supervisor Bradshaw recommended equitable short and long-term plans be developed by the volunteer organizations that address the individual needs of those departments. Supervisor Ivy agreed that the Board should not place the burden of fundraisers on the County's volunteer organizations. Supervisor Clark noted a 1% increase on the real estate tax would eliminate the need for fundraisers. Supervisor Wright advised that the Town of Windsor is currently reviewing funding from a formula perspective. Chairman ivy confinned that the Town of Smithfield is also developing a funding formula. Mr. Chapman commented that tlle County funds $50,000 per year and the Town of Smithfield funds $125,000. Supervisor Bradshaw stated unequal funding for the County's volunteer organizations needs to be addressed in the Strategic Plan, as well as the need for safe equipment. 2 Mr. Carroll advised that agency operating requests turned into the Department of Emergency Services are reduced before being forwarded to the Department of Budget and Finance. Supervisor Bradshaw stated that a formal process for handling operating requests needs to be developed and included in the Strategic Plan. He further stated that no changes should be made by staff once requests are appro~~ed by the Fire and Rescue Association. Chairman ivy and Supervisor Bradshaw requested County Administrator Caskey to ensure that the above process is implemented. // Chairman ivy called for an update on Volunteer Services. Mr. Jones advised that tlle Rushmere Volunteer Fire Department's membership remains the same and that there is not sufficient membership to man the fire department for a 24-7 time period. Mr. Carr advised that the Carrsville Volunteer Fire Department does have sufficient fire fighter coverage for a 24-7 time period. Mr. Carroll noted college-age members are a big benefit for the Isle of Wight Rescue Squad, which puts volunteers on more than 60% of its calls. He stated the membership number remains constant and coverage is maintained by a combination of volunteers. Mr. Chapman stated membership remains around 50 people. He stated that the Smithfield Volunteer Fire Department could not survive without its paid personnel. He stated buildings continue to be built in the County beyond the Department's current capabilities. He advised that if the membership drive does not go well that he would be returning to the Board for financial assistance. He suggested fifteen (15) people would be a sufflcient nunlber to cover a 24-7 time period. Mr. Jones advised that the Rushmere Volunteer Fire Department is staff sufficiently at this time to handle a 24-7 time period. Mr. Browser advised that the Carrollton Volunteer Fire Department is currently in good shape membership wise. He stated the Department has mutual aid with Chuckatuck and Smithfield and is currently developing a program with Tidewater Community College to attract students. Mr. Marshall advised that the Windsor Volunteer Fire Department is capable of putting 15-20 people on a truck, but is unsure about the future due to the influx of new housing developments in the area. 3 Supervisor Wright noted the importance of the volunteer organizations in the County which consist of dedicated individuals who are proud of what they do. He stated the Board will never put paid personnel in Windsor until the Chiefs advise that they cannot do the job anymore and need assistance. Chairman ivy encouraged open communication between the County's volunteer organizations and the Board. He requested that the Board be apprised of problems as they arise. Supervisor Clark requested that new County residents be given sufficient time to become involved as he has found that they do want to be involved with their community. Supervisor Bradshaw stated he supports taxation by district because he does not want the citizens of his district taxed in order for services to be provided to other citizens in the County. Supervisor Clark stated that while he does not think that taxation by district is successful, he has found that if one (1) district has it, other districts want it, too. Mr. Carroll recommended that a County-wide standard be established in regards to staffing amounts. Supervisor Bradshaw offered the assistance of Messrs. Caskey and Small to work with Mr. Carroll on such staffing standard. Mr. Carroll noted that The County Beat and the County NeN~slezter have been instrumental in getting the message out to the citizens in regards to the ambulance billing system. Chairman ivy recommended a segment on fees for service and other issues of interest be aired on the County's PEG channel. // Chairman ivy called for discussion on the Facilities Master Plan and Response Time Study. Daryl D. Sensenig, Senior Research Analyst, Center for Local Government Standards, reviewed the proposed Plan with the Board and members of the volunteer organizations. Supervisor Bradshaw commented that International Paper had not been included in the Study. 4 Mr. Carroll recommended that the Board not fund the proposed report and begin the process from the beginning as the consultant had not asked the questic~ns necessary with regard to the report. Chairman ivy noted that inefficiencies noted relative to the proposed study would be addressed. // Chairman ivy called for discussion on the proposed Master Plan. Chairman ivy recommended that the Board, in conjunction with representatives from the various volunteer organizations, discuss and formulate a plan as a group. Supervisor Bradshaw recommended that a facilitator be hired to lead the group in its discussions. Chairman ivy, Supervisor Wright, Bill Chapman, Scott Browser, Rudolph Jefferson and Devin Butler agreed to serve on a Committee charged with the development of a Strategic Plan for fire and rescue. Each representative is to communicate with their respective departments following all meetings and any action items are to be presented to the Fire and Rescue Association for approval by a unanimous vote. Supervisor Clark moved that the Strategic Plan Committee for Fire and Rescue consist of one (1) fire and rescue personnel from each organization and one (1) EMS from north and south. The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favar of the motion, and no Supervisors voting against the motion. Keith Jones advised that the Rushmere Volunteer Fire Department had received a$240,000 firefighter grant from the Department of Homeland Security. I~-Ie requested that the County fund $15,000 for a new tanker. Supervisor Brown moved to fund the percentage that the Rushmere Volunteer Fire Department must come up with based on the grant (an appropriation not to exceed $20,000). Mr. Marshall commented that is not the motion that the Fire and Rescue Association approved at its last meeting. Supervisor Clark requested that County Administrator Caskey discuss the rec~uest with the Budget and Finance Director and update the Board at its next meeting. 5 Chairman ivy noted that receipt of all grants should be communicated to the Fire and Rescue Association and a process developed for applying for grants placed in the Strategic Plan. Supervisor Brown moved that his previous motion be withdrawn until clarif cafion could be provided from the Director of Budget and Finance. The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the tnotion. Mr. Browser presented a request for that Department to reallocate funds in the amount of $30,000 to upgrade a current truck and apply $155,000 towards the purchase of a new engine in July, 2007. Supervisor Clark moved that the Board direct staff to communicate this request to the Fire and Rescue Association and bring it back to the Board at its June 14, 2007 meeting. "The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the motion. // C'hairman ivy called far other matters to be discussed. Mr. Chapman presented a request that the existing Isle of Wight Volunteer Rescue Squad building be retained when the new fire/EMS facility is built in Smithfield. Mr. Carroll added that the existing building could be used for training and storage by all fire and rescue personnel. Chairman ivy moved that Interim County Attorney Burton review the existing Memorandum of Understanding between the County and Smithfield and initiate discussions for acquiring the existing Isle of Wight Volunteei• Rescue Squad building for use as a joint building, in addition to the facility that is being planned. The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the motion. Chairman ivy advised Interim County Attorney Burton that there is a percentage share of that building and requested that he develop a Memorandum of Understanding for consideration by the Smithfield Intergovernmental Relations Committee for acquiring full rights to that building for fire and rescue. Mr. Chapman informed the Board that the rescue boats approved by the Board previously have not been ordered. 6 Interim County Attarney Burton offered to work with the Director of Budget and Finance in regards to the purchase of boats, specifically if the procurement process could be by-passed as the purchase of boats is considered a matter of emergency. Chairman ivy requested that staff provide information pertaining to the purchase of boats to Interim County Attorney Burton and Mr. Small for their handling. Mr. Carroll suggested that the County purchase two (2) all terrain vehicles for use during emergencies. Supervisor Bradshaw recommended that the Board first proceed with the purchase of boats before considering other purchases. Mr. Browser inquired about the installation of emergency generators. Supervisor Wright advised that a contract has been signed and all generators have been ordered. He noted that the Windsor emergency generator has already been installed. // At 8:40 p.m., Chairman ivy moved that the Board adjourn its joint meeting. The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the motion. ~~ Thomas R. I Chairman ~1 ~, ~ ' ~ y~~ r, ~-~,a~~ ; Carey Mi ls Storm, Clerk 7