Author: azais

Cotuit Fire District – Board of Fire Commissioners

Notice of meetings of District Department and all District Boards

As required by Chapter 28 of the Acts of 2009 which amends MGL Chapter 30 A

Minutes of April 19th Meeting

Called to Order 1:11 P.M.

Approved March 22, 2012 minutes

Public Comment:

Ms. Tessier questioned approval of January 2012 minutes, not posted on website She Noted Open Meeting Law Violation on agenda, inquired as to opportunity to speak?  Board may allow.

Amy Kates noted, the Fire Chief’s comment made at the Civic Assoc. meeting relating to the budget and Treasurer’s responsibilities was inappropriate.  The Fire Chief and Fire Commissioners are responsible for the Fire Departments budget.  It is not the responsibility of the Treasurer

Amy Kates noted Staffing/Sub-Committee on agenda, indicated it is the responsibility of the Chairperson of the sub-committee to keep minutes and make available to the public as there is no appointed Clerk.  The tapes of the minutes were provided to the Administrative Assistant of the Fire Department to create.  Chairperson informed minutes are available.  Amy Kates noted, the Administrative Assistant was successful in creating minutes

New resident spoke information presented at Civic Assoc. meeting helpful.

Mr. Wall-requested remarks be stricken, 2nd Speaker, spoke as member of Public not as Prudential Committee Member.

Agnes Murray stated, The Fire Chief did not know the answer to the budget question at the Civic Association meeting.  Agnes Murray clarified her role as District Treasurer.  The Fire Departments budget is the Fire Departments.  The explanation on salaries and line items can be referred to the Chart of Accounts.  The Fire Department determines what goes into the budget.  The Treasurer process warrants and distributes the checks.  The District Treasurer is not responsible for what goes into the budget.

Fire Chief’s Report

Monthly Activity -32 Rescue Calls, 6 Fire Prevention, Yearly 65-70%, Calls last year 179, presently at 204 calls.

Comstar- on track

Old Business:

Budget – Fire Commissioner Ron Mycock, discussed Dispatch – cost with County versus Centerville-Osterville-Marstons Mills. Presently $52,000 County 38,483 start-up, 10,000 base, 18.00 per call.  Amy Kates questioned what would we be giving up – Chief responded, with C-O-MM has the knowledge of Cotuit area.

The Administrative Assistant position cost to District $47,500 benefits.  Ron Mycock was an advocate for Chief Frazier having this position of secretary/clerk.  Are we getting our bang for the buck?  The job description includes human resource functions.  Is the District getting what they are paying for?  From his personal experience, as a business person need to re-visit.  Chief Olsen noted the position is used.  Chief Olsen will review job description with Administrative Assistant.  The job description was completed by Chief Frazier prior to his retiring

New Business:

Truck Committee Next step, view the Town of Falmouth truck

Staffing Fire Commissioner Ron Mycock requested that the committee be prepared for questions with the cost to the Public.  Chief Olsen would like to see staffing first.  Call Firefighters can be used.  Fire Chief has concerns over enough people to do the job.  Fire Commissioner Ron Mycock, new development in Cotuit causes need for more firefighters.  James Gardner stressed the importance of addressing all the avenues before arising at a   decision.

Centennial celebration – moving forward.

Open Meeting Law Violation Complaint-Ms. Tessier read the Attorney General’s letter signifying the recorded tapes are to be kept on file permanently. Ms. Tessier would like a new vote on record, that the tapes will be kept beyond the original vote of ninety days.  Fire Commissioner Ron Mycock indicated, the Commonwealth has changed the law, not required to keep tapes.  Chairperson indicated, presently keeping the tapes.

The second complaint filed is the detail of minutes.  Chairperson responded, there is always room for improvement.   Ms. Tessier stated, in past meetings, she spoke about the Fire Chief’s Academy experience.  This was not included in minutes.

Meeting Adjourned:  2:30 P.M.

Approval of Warrants

Board of Fire Commissioners

Notes of Regular Meeting held, July 21, 2011

Note: These notes become official when approved at a subsequent meeting.

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1300hours by Fire Commissioner Mycock, Fire Commissioner Field, and Fire Commissioner Nailor.

Fire Commissioner Mycock read the requirements of open meeting law information

Recording– Amy Kates

Public Comments:

•  Did the Fire Chief have to go to the State Fire Academy
•  Copy of letter that union has for personnel that did not or chose not to go to the State Fire Academy
•  April Documents from Fire Chief for personnel shift work
•  Health benefits and Delta Dental plan- open enrollment needs to be communicated to all personnel when it happens
•  Getting grades from Anna Maria College on-line no issue

Fire Chief’s Report:

•  Monthly activities no report- FH software is down
•  Four positions open for Call Firefighter
•  Call Firefighter Douglas Williamson passed his EMT-Paramedic certification and completed the Fire Academy requirements. Job Well Done!
•  Lieutenant McNamara working with both new Call Firefighters in the orientation process

Old Business:

Budget:

•  95% of the salaries have been spent-final report
•  87% of the operational budget has been spent-still reconciling balance
•  Legal fees are paid up to date
•  Comstar report: June 2011 $30, 485.00 to $ 45, 000.00 gross per month, the District nets approximately $17, 000.00 per month

New Business:

Massachusetts Firefighting Academy has accepted Firefighter Shane Clark’s application to attend the fifteen week Firefighting Academy. We are proud and glad to have Firefighter Shane Clark in our family at Cotuit Fire.

Retirement board:

•  How much contribution Cotuit Fire District pay for their employees? Need to review the numbers?

Union negotiation been completed, job well done by the Union, and THANK YOU!

Administrative Assistance stated the following for the record: The last week meeting between Fire Commissioner Mycock and Fire Chief Olsen was an informal meeting and that all discussion is to be confidential, FC Mycock agreed.

Fire Commissioner Mycock made a motion to go into executive session for the purpose to discuss the Administrative Assistance position with Fire Commissioners and Fire Chief Olsen, seconded by FC Nailor, motion approved. We will be going into executive session and will not reconvene to public session.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held, July 21, 2011

Note: These notes become official when approved at a subsequent meeting.

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1300hours by Fire Commissioner Mycock, Fire Commissioner Field, and Fire Commissioner Nailor.

Fire Commissioner Mycock read the requirements of open meeting law information

Recording– Amy Kates

Public Comments:

•  Did the Fire Chief have to go to the State Fire Academy
•  Copy of letter that union has for personnel that did not or chose not to go to the State Fire Academy
•  April Documents from Fire Chief for personnel shift work
•  Health benefits and Delta Dental plan- open enrollment needs to be communicated to all personnel when it happens
•  Getting grades from Anna Maria College on-line no issue

Fire Chief’s Report:

•  Monthly activities no report- FH software is down
•  Four positions open for Call Firefighter
•  Call Firefighter Douglas Williamson passed his EMT-Paramedic certification and completed the Fire Academy requirements. Job Well Done!
•  Lieutenant McNamara working with both new Call Firefighters in the orientation process

Old Business:

Budget:

•  95% of the salaries have been spent-final report
•  87% of the operational budget has been spent-still reconciling balance
•  Legal fees are paid up to date
•  Comstar report: June 2011 $30, 485.00 to $ 45, 000.00 gross per month, the District nets approximately $17, 000.00 per month

New Business:

Massachusetts Firefighting Academy has accepted Firefighter Shane Clark’s application to attend the fifteen week Firefighting Academy. We are proud and glad to have Firefighter Shane Clark in our family at Cotuit Fire.

Retirement board:

•  How much contribution Cotuit Fire District pay for their employees? Need to review the numbers?

Union negotiation been completed, job well done by the Union, and THANK YOU!

Administrative Assistance stated the following for the record: The last week meeting between Fire Commissioner Mycock and Fire Chief Olsen was an informal meeting and that all discussion is to be confidential, FC Mycock agreed.

Fire Commissioner Mycock made a motion to go into executive session for the purpose to discuss the Administrative Assistance position with Fire Commissioners and Fire Chief Olsen, seconded by FC Nailor, motion approved. We will be going into executive session and will not reconvene to public session.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held, September 15, 2011

Note: These notes become official when approved at a subsequent meeting.

l

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1304hours by Fire Commissioner Mycock, and Fire Commissioner Nailor.

Fire Commissioner Field was unavailable to make Fire Commissioners meeting.

Recording– Cindy Gardner, Barbara Trainor- Tessier

Fire Commissioners Comments:

•  May 19th 2011 need to wait to approve at a later date, on counsel advise
•  June 16th 2011 approved
•  July 21st 2011 motioned made by Fire Commissioner Mycock to accept July 21st 2011 minutes, seconded by FC Nailor, motion carried
•  July 21st 2011 motioned made by Fire Commissioner Mycock to accept July 21st 2011 executive minutes, seconded by Fire Commissioner Nailor, motioned carried
•  May 19th 2011 and August 12th minutes still need to be approved at a later date, again on counsel advise

Public Comments:

•  Concern with Fire Fighter not being able to respond back to call back
•  Copies of minutes need to be ready in time allotted
•  Minutes shall be received when requested by the District Clerk
•  Question on Fire Commissioner fined by Judge Woodlock, seek the courts to retrieve information and answer.
•  Minutes can be given early has long as you have DRAFT written on them

Fire Chief’s Report:

•  Monthly activities no report, will provide three months worth
•  Call Firefighter process is ongoing

Old Business:

Budget:

•  12% of the salaries have been spent
•  38% of the operational budget has been spent
•  Appropriations- working with Treasurer to complete and close out some of the appropriations
•  Comstar report: waiting for response
•  Union contract has been completed, waiting for all committee members to receive the signed versions

New Business:

•  Personnel/staffing sub-committee to be formed- verbal request to study additional full time members
•  Fire Commissioner Mycock stating to make a three person sub-committee first, to come back to the Fire Commissioners with a report on how to move forward with the process of studying the need for additional full time members and to establish the full sub-committee
•  Sub-committee to meet at the Fire Station 64 High Street, Cotuit, MA 02635 on October 06, 2011 at 1300hours(1:00p.m.)
•  Sign for posting- requesting permission to move forward with the process, to speak to the Prudential Committee with there thoughts
•  ISO Rating is in the process for Cotuit Fire Rescue Department

Fire Commissioner Mycock asking if any other public comment, seeing none Fire Commissioner Mycock made a motion to adjourn the meeting, motion seconded by Fire Commissioner Nailor, motion carried.

Fire Commissioner meeting adjourned at 1340hours.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held, September 15, 2011

Note: These notes become official when approved at a subsequent meeting.

l

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1304hours by Fire Commissioner Mycock, and Fire Commissioner Nailor.

Fire Commissioner Field was unavailable to make Fire Commissioners meeting.

Recording– Cindy Gardner, Barbara Trainor- Tessier

Fire Commissioners Comments:

•  May 19th 2011 need to wait to approve at a later date, on counsel advise
•  June 16th 2011 approved
•  July 21st 2011 motioned made by Fire Commissioner Mycock to accept July 21st 2011 minutes, seconded by FC Nailor, motion carried
•  July 21st 2011 motioned made by Fire Commissioner Mycock to accept July 21st 2011 executive minutes, seconded by Fire Commissioner Nailor, motioned carried
•  May 19th 2011 and August 12th minutes still need to be approved at a later date, again on counsel advise

Public Comments:

•  Concern with Fire Fighter not being able to respond back to call back
•  Copies of minutes need to be ready in time allotted
•  Minutes shall be received when requested by the District Clerk
•  Question on Fire Commissioner fined by Judge Woodlock, seek the courts to retrieve information and answer.
•  Minutes can be given early has long as you have DRAFT written on them

Fire Chief’s Report:

•  Monthly activities no report, will provide three months worth
•  Call Firefighter process is ongoing

Old Business:

Budget:

•  12% of the salaries have been spent
•  38% of the operational budget has been spent
•  Appropriations- working with Treasurer to complete and close out some of the appropriations
•  Comstar report: waiting for response
•  Union contract has been completed, waiting for all committee members to receive the signed versions

New Business:

•  Personnel/staffing sub-committee to be formed- verbal request to study additional full time members
•  Fire Commissioner Mycock stating to make a three person sub-committee first, to come back to the Fire Commissioners with a report on how to move forward with the process of studying the need for additional full time members and to establish the full sub-committee
•  Sub-committee to meet at the Fire Station 64 High Street, Cotuit, MA 02635 on October 06, 2011 at 1300hours(1:00p.m.)
•  Sign for posting- requesting permission to move forward with the process, to speak to the Prudential Committee with there thoughts
•  ISO Rating is in the process for Cotuit Fire Rescue Department

Fire Commissioner Mycock asking if any other public comment, seeing none Fire Commissioner Mycock made a motion to adjourn the meeting, motion seconded by Fire Commissioner Nailor, motion carried.

Fire Commissioner meeting adjourned at 1340hours.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held December 22, 2011

Note: These notes become official when approved at a subsequent meeting.

l

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1315hours by Fire Commissioner Mycock, Fire Commissioner Field and Fire Commissioner Nailor

Recording– Amy Kates, Barbara Trainor- Tessier

Fire Commissioners Comments:

•  Fire Commissioner Mycock reports that the Attorney’s have our recorder, unable to make a motion on November Fire Commissioner meeting minutes table to next Fire Commissioner meeting

Public Comments:

•  Statement about executive meeting minutes when they are not releasable
•  Employee requesting executive meeting minutes and can they contact District Clerk for executive meeting minutes

Fire Chief’s Report:

•  Monthly activities: November 2011 Seventy-two(72) total incidents, EMS = 49, Fire = 23
•  Comstar: Decreased from $43,821.00 to $38,827.35

Old Business:

Budget:

•  No budget was received from the District Treasurer

New Business:

•  Centennial Celebration- Asked if Board of Fire Commissioners will allow the Fire Chief to start the process, we will have a schedule of event in the near future
•  Fire Chief asked if anyone in the District had any information on a 1961 Turkey Farm fire off of Little River road, if you do have any information please contact the Fire Chief
•  Christmas in Cotuit- December 3, 2012 went very well, 150lbs of chili and 300 Christmas cookies, Fire Department Open House went very well
•  Capital Expenditures- plan submitted to the Board of Fire Commissioners- working progress
•  Fire Commissioner Mycock requesting the budget process begin next Fire Commissioner’s Meeting
•  Staffing Subcommittee will meet January 10, 2012 at 1000hrs Fire Station, 64 High Street
•  Fire Prevention- Cotuit Meadows- the build out is moving forward, Fifty-Eight(58) houses have been inspected, new roadways have been established, second phase to start this year, at the end of the build out they should be a total of one hundred twenty-eight(128) houses.
•  All Officers are stepping up on Fire Prevention; we are looking to get our Officers completed in the future as credited Fire Prevention Officers.
•  Fire Chief’s decision to remove FF Shane Clerk from attending the Massachusetts Fire Fighting Academy until July 2012
•  Dinner with the Cotuit Firefighters went well; thirty-two (32) total adults and children had dinner with the firefighters. First of its kind for Cotuit Fire Department. Thanks to Lieutenant William Sargent, Firefighter Donna Fenner, Firefighter Shane Clark, Firefighter Peter Emerson and District Resident Carol Olsen job well done!
•  Fire Commissioner Field made a motion to adjourn, seconded by Fire Commissioner Nailor motion carried.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held December 22, 2011

Note: These notes become official when approved at a subsequent meeting.

l

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1315hours by Fire Commissioner Mycock, Fire Commissioner Field and Fire Commissioner Nailor

Recording– Amy Kates, Barbara Trainor- Tessier

Fire Commissioners Comments:

•  Fire Commissioner Mycock reports that the Attorney’s have our recorder, unable to make a motion on November Fire Commissioner meeting minutes table to next Fire Commissioner meeting

Public Comments:

•  Statement about executive meeting minutes when they are not releasable
•  Employee requesting executive meeting minutes and can they contact District Clerk for executive meeting minutes

Fire Chief’s Report:

•  Monthly activities: November 2011 Seventy-two(72) total incidents, EMS = 49, Fire = 23
•  Comstar: Decreased from $43,821.00 to $38,827.35

Old Business:

Budget:

•  No budget was received from the District Treasurer

New Business:

•  Centennial Celebration- Asked if Board of Fire Commissioners will allow the Fire Chief to start the process, we will have a schedule of event in the near future
•  Fire Chief asked if anyone in the District had any information on a 1961 Turkey Farm fire off of Little River road, if you do have any information please contact the Fire Chief
•  Christmas in Cotuit- December 3, 2012 went very well, 150lbs of chili and 300 Christmas cookies, Fire Department Open House went very well
•  Capital Expenditures- plan submitted to the Board of Fire Commissioners- working progress
•  Fire Commissioner Mycock requesting the budget process begin next Fire Commissioner’s Meeting
•  Staffing Subcommittee will meet January 10, 2012 at 1000hrs Fire Station, 64 High Street
•  Fire Prevention- Cotuit Meadows- the build out is moving forward, Fifty-Eight(58) houses have been inspected, new roadways have been established, second phase to start this year, at the end of the build out they should be a total of one hundred twenty-eight(128) houses.
•  All Officers are stepping up on Fire Prevention; we are looking to get our Officers completed in the future as credited Fire Prevention Officers.
•  Fire Chief’s decision to remove FF Shane Clerk from attending the Massachusetts Fire Fighting Academy until July 2012
•  Dinner with the Cotuit Firefighters went well; thirty-two (32) total adults and children had dinner with the firefighters. First of its kind for Cotuit Fire Department. Thanks to Lieutenant William Sargent, Firefighter Donna Fenner, Firefighter Shane Clark, Firefighter Peter Emerson and District Resident Carol Olsen job well done!
•  Fire Commissioner Field made a motion to adjourn, seconded by Fire Commissioner Nailor motion carried.

Respectfully Submitted:

Board of Fire Commissioners

Board of Fire Commissioners

Notes of Regular Meeting held March 22, 2012

Note: These notes become official when approved at a subsequent meeting.

The regular monthly meeting of the Board of Fire Commissioners was called to order at 1300hours by Fire Commissioner Mycock, Fire Commissioner Field and Fire Commissioner Nailor

Recording– Barbara Trainor- Tessier, Jayne Pierce typing

Fire Commissioners Comments:

•  Fire Commissioner Nailor made a motion to accept January 31, 2012 Fire Commissioner monthly meeting minutes, seconded by Fire Commissioner Field, motion passed unanimously
•  Fire Commissioner Nailor made a motion to accept March 17, 2011 Fire Commissioners monthly meeting minutes, seconded by FC Field, motion passed unanimously

Public Comments:

•  Concerned with Freedom Hall being a large building, are we going to get a sound system to help facilitate the meetings
•  Concerns with staff sub-committee’s focus on full time firefighters not call firefighters for possible answers for a hiring process.
•  SAFE grant will also work for the call department as well as the full time department.
•  Two year process in the past for hiring of new career personnel and statistics Fire Commissioner Mycock has not heard any updates from the staffing sub-committee
•  Concern about being short handed on not only fire incidents as well as ambulance incidents
•  Expensive to add additional personnel to the budget
•  A major portion of our work is in Emergency medical incidents
•  Fire Commissioner Mycock expresses there appreciation to all the comments that have been made

Fire Chief’s Report:

•  Monthly Activity Sheets:
  • o January 2012 – 28 Ambulance Calls, 21 Fire Calls
  • o February 2012- 35 Ambulance Calls, 16 Fire Calls
•  Comstar Report
  • o January 2012- Beginning Balance $47,8875.45, Ending Balance $47,936.49
  • o February 2012- Beginning Balance $47,936.49, Ending Balance $36,947.54

Old Business:

•  Budget:
  • o January 2012- Salary is at 53 % spent, Operational is at 58 % spent
  • o February 2012- Salary is at 59 % spent, Operational is at 60% spent

Staffing Sub-Committee:

• o The staffing sub-committee gave the Fire Chief the task to prepare a staffing report to the Fire Commissioners showing statistics and budget and need to hire more firefighters, it was noted that we are behind on time to get this project completed on schedule.  The Fire Chief states that we are behind the times on amount of personnel we have staffing our District, we need to move in a safer manner on how many respond to our incidents.
• o Fire Commissioner Mycock scheduled the staffing report to be completed by the April 20, 2012.
• o April 17, 2012 – The Board of Fire Commissioners will be presenting the FY 2013 budget to the District.
• o Fire Commissioner Nailor stating that it may not be possible for all of the questions to be answered or may not be important to answer all questions on a line to line basis
• o Fire Commissioner Mycock asking the board to review the appropriation line item of union negotiation money of $25,000.00 to go back to the district. This money may not be needed, although it might be used for the insurance negotiations.
• o Fire Commissioner Mycock asking the Fire Chief to look into dispatch from the Barnstable County Sheriff’s Department and bring back to the board with a dollar amount
• o Fire Commissioner Mycock asking about other line items to bring forward to the front is the Administrative Assistant position that has changed throughout the years since it was created. First started out as a secretary’s position than to an Administrative Assistants, it has become an expensive position and asking if this is a position that is needed, now with the new changes that have been made to the department are there other ways to accomplish the same tasks. Taxes have increased in the last few years; we have to look at the job description, qualifications of the position.  Guidelines and duties, a lot of changes since the position has started, software changes, duties are changing and feel we have been not doing our job with keeping up with the position.
• o FY 2013 Budget will be submitted to the District website

New Business:

• o Truck committee needs to start scheduling meetings to discuss the capital expenditure of replacement of our aging engine 265.  This engine is scheduled to be replaced FY 2015

Respectfully Submitted:

Board of Fire Commissioners