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08-02-2018 Work SessionWORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS AND THE FIRE AND RESCUE ASSOCIATION HELD AT THE ISLE OF WIGHT VOLUNTEER RESCUE SQUAD BUILDING ON THURSDAY, THE SECOND DAY OF AUGUST IN THE YEAR TWO THOUSAND AND EIGHTEEN BOARD OF SUPERVISORS Rudolph Jefferson, Chairman, Hardy District Joel C. Acree, Windsor District Richard L. Grice, Smithfield District ABSENT: William M. McCarty, Vice -Chairman, Newport District Don G. Rosie, II, Carrsville District ALSO IN ATTENDANCE: Mark C. Popovich, County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey M. Storm, Clerk Renee Rountree, Facilitator VOLUNTEER ORGANIZATIONS Charles Kempton, Smithfield Volunteer Fire Department Jerry Hackney, Smithfield Volunteer Fire Department J. Brian Carroll, Chief, Isle of Wight Volunteer Rescue Squad Tim Nunez, Chief, Carrollton Volunteer Fire Department George Rawls, Carrollton Volunteer Fire Department Keith Griffin, Chief, Windsor Volunteer Rescue Squad Clarence Newsom, Windsor Volunteer Rescue Squad T. Dale Scott, Captain, Windsor Volunteer Fire Department Beth Hecker, Windsor Volunteer Rescue Squad Brandon Jefferson, Chief, Rushmere Volunteer Fire Department Kevin Parker, Rushmere Volunteer Fire Department Judson West, Deputy Chief, Carrsville Volunteer Fire Department Weston Jamison, Carrsville Volunteer Fire Department CALL TO ORDER Chairman Jefferson called the work session to order at 6:00 p.m. Renee Rountree, Integrated Loyalty Systems, was formally introduced by County Administrator Keaton as the meeting facilitator. It was noted that a planning session with representatives of the various volunteer agencies had occurred on June 28, 2018 to ascertain topics of discussion for this evening's meeting. The Isle of Wight County team values of respect, responsiveness, accountability and demonstrated team spirit were identified and reviewed by facilitator Rountree. Jeff Terwilliger, Chief of Emergency Services, provided an overview of the Department of Emergency Services and the focus of that Department was identified as educating citizens on the County's fire and ems organizations. Tim Nunez, Chief, Carrollton Volunteer Fire Department, outlined the organizational structure of that Department and its equipment. The different types of membership were identified, as well as the goal of that Department. Judson West, Deputy Chief, Carrsville Volunteer Fire Department, identified the members of that Department and its apparatus. Cooperation between paid personnel and volunteers was noted as important. Near term goals were identified as building membership; expansion of training; and, equipment update. Brandon Jefferson, Chief, Rushmere Volunteer Fire Department, outlined the organizational structure of that Department and its apparatus. Accomplishments were identified as the purchase of a command vehicle utilizing fundraising efforts; that 80% of the firefighters have obtained Firefighter I status or a higher certification; that all apparatus donated to that Department when originally formed has been replaced; efforts are ongoing to certify engines 31 and 32; undertaking of training active firefighters to run first responder calls; an increase in work force is desirable; and, that Department's goal to replace engine 31 and improve extrication capabilities. T. Dale Scott, Captain, Windsor Volunteer Fire Department, outlined the organizational structure of that Department and its apparatus. The goal of that Department was identified as the replacement of rescue 40 next year; restoring the trust lost in 2014 with the County; and, the return of that Department to its prior level of funding. Jerry Hackney, Smithfield Volunteer Fire Department, outlined the organizational structure of that Department and its apparatus. Its diversity and ability to provide consistent and timely responses were noted as important. That Department's near -term goal is to provide an environment for achievement of that agency's mission, its purposes, goals, strategies and objectives; the ability to be able to reach out to the community and solicit input on expected services; and, to work with the County to ensure excellent service delivery. J. Brian Carroll, Chief, Isle of Wight Volunteer Rescue Squad, outlined the organizational structure and apparatus of that Department. The goal of establishing a good working relationship with the County was identified, along with the development of an exceptional EMS training program; the consolidation of central supplies with other agencies; accreditation as a teaching facility; the implementation of recruitment and retention programs; and, to retain the back portion of the property for future expansion for fire and ems services. It was noted that a grant to fully outfit power load stretchers throughout the County had been applied for and was received. PP) Keith Griffin, Chief, Windsor Volunteer Rescue Squad, outlined that Department's membership and its apparatus. Full EMS coverage of the Fair by volunteers was noted as an accomplishment, along with the goal of increasing that Department's membership and training classes. Following a break, the Board recognized the fire and EMS agencies for their contributions to the County. The late Jack Finley, a member of the Smithfield Volunteer Fire Department, was recognized for his contribution to the County and to the State. Attention was brought to informational items placed at the members' seats prior to the meeting which included an overview of fire and rescue, a master vehicle listing, CIP requests, NFPA 1720 Standards, Aid to Locality Funding and an organizational chart. Facilitator Rountree advised that at the June 28, 2018 meeting, the Association's goal to develop a model formalizing fire and rescue over the next 18 months was identified. She noted also discussed was a desire to discuss commitment with regular reports to the Board. Regarding standardization, Chief Jefferson commented that all agencies participate in the Fire & Rescue Association and the Chief or its designee of each organization has a vote. He recommended implementing a procedure of majority vote rules. The fact that procedures are only good if followed and what works for one organization may not work for all as some rules are individual to a station was noted. Whatever the standardization is, it must be done across the board was noted as important. The task of the Fire & Rescue Association with making formal recommendations to the Board of Supervisors was discussed and Supervisor Grice expressed that the Association should be a formally recognized entity that provides management recommendations to the Board. It was noted that the Chair of the Association is tasked with acting as a liaison between the Association and the Board and communicating concerns of the Association; however, in the past, some members of the Board have gone to members of the Association causing miscommunication. It is noted as imperative that a command structure be put in place, so that a common decision can be made. Facilitator Rountree commented that the second goal is to develop a system wide fire/ems performance plan. She encouraged staff to continue to work towards standardizing the fire/ems response plan and allow the 1720 standards to be the basis for that. 3 Facilitator Rountree identified background checks/physicals and the need to balance the cost benefit of them; standards for training; response performance as topics for discussion. Chief Terwilliger stressed the importance of County standards to ensure that workplaces are free of harassment and other undesirable situations. Supervisor Acree stressed the importance of a standard for minimum certification for County firefighters and he encouraged the County to fund such physicals to meet the standards and develop appropriate training to meet said standard. County Administrator Keaton addressed the budget process and how it was changed. He advised that most of what was needed had been funded to the various agencies, to include vehicles in the Capital Improvements Program. He advised that testing had recently been performed on the radio system and radios have been ordered and should be received in the next week. He advised that there is a new Memorandum of Understanding with the Towns of Smithfield and Windsor regarding maintenance of the system going forward. it was noted that the Association had voted for each organization to receive an equal share of ATL funds and that the process had changed without being communicated to the Association and certain equipment had already been purchased. County Administrator Keaton commented that staff's understanding was that ATL funds could not be used for items not budgeted and that the idea had been that turn out gear was outside the normal budget process being paid for with ATL funds. Regarding the need for improved communication, Chairman Jefferson asked that ways be sought within the agencies in which funds can be saved. County Administrator Keaton recommended the Board conduct a joint work session with the agencies on an annual basis. At 9:00 p.m., Supervisor Acree moved that the meeting be adjourned, which was unanimously adopted (3-0) with Supervisors McCarty and Rosie absent from the meeting. U I OVA-14q D'5 o�T�Crry? Carey Uills St rm, Clerk &W*OOD Rudolph Jefferson, Chairman