Poudre Fire Authority

Poudre Fire Authority Board Minutes 06/28/05

POUDRE FIRE AUTHORITY BOARD OF DIRECTORS MEETING June 28, 2005

The Poudre Fire Authority Board of Directors met on June 28, 2005 at 7:00 a.m. at 102 Remington Street. Directors Dick Rayner, Mike DiTullio, Darin Atteberry, Karen Weitkunat, Doug Hutchinson, Chief John Mulligan, Director of Administrative Services Guy Boyd, Division Chiefs Mike Gress, Kevin Wilson, and Recording Secretary Kirsten Howard were present.

Chairman Mike DiTullio called the meeting to order.

Mike DiTullio recognized Guy Boyd for receiving the GFOA Distinguished Budget Presentation Award.

Consent Items

- May 24, 2005 Minutes - Resolution Authorizing the Chief to Execute Contracts for Remodel of Station 5

Karen asked about the remodel of Station 5, and whether or not the $1.4 million was appropriated. She confirmed that this is a resolution to allow the chief to spend that money, and not a blanket approval for all projects. John Mulligan replied that it is just for the Station 5 remodel project. Karen asked if staff would like a blanket that states the Chief can approve all projects of this nature over $20,000. Guy stated that every budget from now on will have this statement.

Karen Weitkunat made a motion to approve the May 24, 2005 consent items. Dick Rayner seconded the motion, and the motion was approved by unanimous vote of the Board.

Discussion Items

- Breathing Apparatus

Guy stated that the new purchase for the SCBA program has been under design for sometime. He continued that we have made presentations, and given the District Board a special work session on the program. At the time of the presentation, the manufacturer stated they would give us $49,173 for the regulators already purchased, but now, several months later, they will not do that. However, there are standards coming along that will require each firefighter to 1 Poudre Fire Authority Board Minutes 06/28/05 have their own regulator. Therefore the upside is that we will not have to purchase as many new regulators in the near future. Mike Gress stated he would like Captain Tim England to present the new air paks, and discuss changes and improvements.

Tim England stated that Scott Safety is the manufacturer, and the pak is called the NxG2. The proposed design is made by Scott Safety, which will include automatic redundant two-path open design (the only two-path pressure reducer in the world), meets NFPA criteria, and can be upgraded in the future. These new paks can use current parts and cylinder inventory. We were going to upgrade, but felt we would be better off spending the money now to do what we would be doing in the future. The current units are 25 years old, we have a good system, but the regulators are obsolete. Cylinder life is 15 years, and our inventory is coming to that date. The 140 new paks will help to meet the replacement schedule. The new air paks include a personal alert safety system (Pass) – a downed firefighter alarm that goes off within 20 seconds, and then a full alarm. This came specifically from deaths on the fire ground. The benefits of the new air paks include user friendliness, enhanced performance, enhanced tactical operations, reduced weight, and will accept future upgrades. John Mulligan stated that rehabilitating the old units would only provide an extra 3 to 5 years, and the paks are reaching high maintenance costs. Tim added that our SCBA’s take a beating. Tim stated that staff agreed that this is the way to go, and as the resident expert I think this is the way to go - it sets the department up for the next 25 years.

Tim stated that through the years by upgrading equipment we have saved a lot of money. Tim commented that the paks weigh 28 pounds. John Mulligan added that the objective is to get it as light as you can, but the safety items do add quite a bit of weight. Tim stated that this new pak has multiple ways of transferring air from one tank to another, and increases our ability to get air into a user, and with less complexity. Tim showed how to transfer air to a firefighter currently. He asked the Board if they could see what he was doing, and added that in an emergency situation, you would not be able to see because it is dark, smoky, and also a high pressure situation.

Karen asked if every firefighter has their own air tank. Tim stated that the air tank is assigned to the apparatus, but that the regulators are changing to individual regulators, and the requirement from ANSI, NIOSH, and OSHA will be here soon. Mike DiTullio stated that the District Board would like to know what happened to the original decision to return items. Tim England replied that the manufacturer was contacted and he personally asked if the items could be returned. Tim stated he went to Fischer (the supplier), and told them he wanted to cancel the order and return the items, because he was going to purchase the NxG2 units within the next year. Fisher said they would take them with a 15% restocking charge. Fischer stated that is what the manufacturer requires. Tim continued that we were in a quagmire, so he met with Scott and their regional representative, who stated that they could take the regulators and change them out for the dual regulator. Fisher was asked again to take back the regulators, and they said because of the amount of time that had gone by, they could not 2 Poudre Fire Authority Board Minutes 06/28/05 take them back. Tim added that we can use the regulators, and by keeping the regulators, it puts us ahead of the curve, and we will never get the regulators for this low cost again.

Dick Rayner asked about the time frame with the original occurrence. He continued that at the end of last year when salaries were being discussed, the maintenance items for SCBA were looked at. Dick questioned what the maintenance line item was for when funds were being appropriated for new equipment. Dick presented a timeline: 10-26-04 $562,000, 12-14-04 proposed budget with SCBA maintenance $46,000 and SCBA replacement $414,000, then final budget with SCBA at $414,000. The printed budget came out at the first of the year, and we are now approaching July. On March 18 we had a presentation at Training, which was very well done and appreciated. At that presentation, SCBA was discussed at $414,000, and on June 27th you are already requesting additional funding. Dick stated that we are being asked to fund $46,000 in maintenance, and he understands now why we need it, because we will not have a contract until the end of the year. Dick added that he will vote to order the new paks, because it is close to the original price. John Mulligan stated that we looked at a cost-effective approach to make the air pak purchase work as well as we could, and earlier we decided that replacement is the better approach. He continued that we have taken the time to secure a good cost.

Karen Weitkunat stated that this does represent a higher cost and an increase of more than 25%. Karen asked if PFA usually allows such an overage. Guy stated that we do not allow such an overage. Guy stated that we will recover $93,000, and we had originally thought that the $49,000 would have been recovered, but it cannot be at this time. Guy stated that this is a somewhat unusual process for us, but with our 1% line item contingency we are able to absorb the full-cost of the equipment while we are working on the $93,000 revenue return from the sale of used equipment. In this way we can take advantage of the partial cost recovery without financially impacting any other program. Tim England stated that we do have a contract in a sense, and he has a current quote with 25% off of the prices, the quote is based on a governmental contract the vendor has with the Denver metro area. Mike DiTullio asked if we will sell these at auction. Tim replied that there are a few volunteer departments that are interested. Doug Hutchinson asked about the 1% line item contingency. Guy stated that contingency is in Administration, and is for emergency operating situations. Doug asked if this allows us to use it for this type of thing. Guy replied that it does allow for this type of expenditure. Mike Gress stated that after approval and delivery, the new SCBA will be on-line within 67 days, and this includes training. Karen Weitkunat made a motion to approve Resolution 05-12 Transferring and Appropriating $49,835 for Self-Contained Breathing Apparatus Purchase. Doug Hutchinson seconded the motion. The motion was passed by unanimous vote of the Board. Darin Atteberry thanked Tim, and praised his expertise. The Board all agreed.

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- Meeting Time

John Mulligan stated that we have been meeting at 7:00 a.m. on the 4th Tuesday of the month for many years. After comparing calendars, the Board selected 9:00 a.m. as a convenient meeting time. Dick Rayner made a motion to change the meeting time to 9:00 a.m. Darin Atteberry seconded the motion. The motion was approved by unanimous vote of the Board.

- July Meeting

John Mulligan stated that there is not normally a meeting in July, but we are proposing a joint meeting in July because we have a lot of issues to discuss. The items to be discussed include a consolidation review, Fire Prevention Bureau presentation, budget process, issues, and Board direction. The Board agreed on August 2nd at 9:00 a.m. at 102 Remington Street. A confirmation will be sent to Board members as soon as possible.

Darin asked about discussing the consolidation. John stated that it is historical information for the Board, just to bring everyone up to speed. Darin asked about budget process and issues, and commented that he has to present his recommended budget to Council on September 3. Darin told Guy to let him know if he can bring anything to the meeting.

- Emergency Medical Services (EMS) Presentation

Mike Gress stated that EMS has been a large portion of what we do for many years. Last month we covered operations, and today we will talk about what we respond to and why.

Mike began with the system which includes PFA and the Poudre Valley Health Care System. He stated that our physician advisor is over the EMS system, and that an EMS Advisory Board was formed after discussions between our department and PVH. This is an advisory group to look at strategic issues (interactions between different agencies). On that Board are/were Chief Mulligan, hospital administrators, the former mayor, head trauma surgeons, Police, Dispatch, Bill Bertschy, and Mike DiTullio. John Mulligan stated that it has been an evolving thing, and was started to resolve issues with a focus on how to integrate and improve service, but there are differences in philosophy. Mike DiTullio stated it would be nice to have representation from the PFA Board, and added that we have been struggling for years on funding for EMS. This group was formed to try to come to grips with that issue. He continued that our health district funds no emergency medical services. Karen asked if the right people are at the table to achieve the goals, do you have the right combination. Karen added that it is an important issue, and she would like to understand who is involved, and if this is going to be a major issue for us. John replied that it is a major issue, and we are trying to get the key issues discussed. Darin added that we cannot have something like the hospital moving to Loveland happen again. Darin commented that there is some benefit to the unformalness of the meetings. He continued that they meet quarterly, and he does not have a strong opinion 4 Poudre Fire Authority Board Minutes 06/28/05 about a formal structure. Karen stated that informal discussions are OK, but the need for accountability back to this Board is necessary. Karen asked where the value is for this Board if it is just informal discussions. Mike Gress stated there will be issues in the future that will require more formal participation.

Darin left the meeting (8:15 a.m.).

Mike Gress continued that once we get a picture of how many people will be going to the Medical Center of the Rockies, this group will be discussing how it will impact each department. John Mulligan commented that it is like the sheriff’s department and the police department meeting, because we do not directly control any of the entities involved. Dick Rayner commented that this group is very important because of the movement of the major trauma center to the south and a hopeful shift in the Northern Colorado Health District (taxing Authority) moving from providing major indigent services to getting them to provide funding for the ambulance service. It has not been accomplished, but with this talk group, we are in a better situation to get them to help fund the ambulance. John Mulligan commented that they have been reluctant to help. Karen Weitkunat stated that public pressure and information can help a lot.

Mike DiTullio stated that the health district used to be part of the hospital district, but since it has privatized we have lost that support. John Mulligan commented that Opticom has been an issue for a long time. Karen stated that it is important to do this, and it is a good starting point, but how does it get back to this Board. Mike DiTullio stated that PFA is at every scene, they do most of the work, and the ambulance service shows up to transport, and charges the money. John Mulligan asked if this Board feels that someone from this Board should be involved, and added that Ray and Bill were at the last meeting. Mike DiTullio and Karen Weitkunat agreed that someone should be involved from the PFA Board. John stated that the next meeting is July 19th at 7:00 a.m. at the Hospital Board Room. Doug Hutchinson stated that the meeting is already on his calendar. Dick Rayner commented that the hospital was playing a major roll of who attended these meetings. John stated that to some extent that is true, but there was a group discussion on it, and personally, he thinks that having elected representatives there would make some sense. Doug mentioned that Darin also has it on his calendar. Doug stated it does not have to be him, if Karen is interested she could take his place. Doug asked if the hospital board is involved. John stated yes, Margo is involved.

Mike Gress continued that Dr. Turner is our physician advisor, and under state statute we need him to provide EMS services. At this time we pay no funds to the physician advisor, instead the hospital pays him, and one day a week he deals with EMS issues, usually Tuesdays. PFA provides EMTs, who go through a certification process every few years. The PFA EMS coordinator position is currently being advertised to be filled to coordinate all of our EMS issues. Currently all EMS issues are being handled by several different positions. Mike stated we are looking for a nurse practitioner, RN, or EMT. Mike DiTullio asked why it has taken this long to advertise this position. John Mulligan stated that we

5 Poudre Fire Authority Board Minutes 06/28/05 held up on hiring because of the sales tax initiative, and we were developing the job description.

Mike Gress stated that PFA EMTs work under Dr. Turner’s license. He added that we can certify and train our own firefighters and have it certified by the state. In 2004 we ran 8,073 emergency medical calls. Mike DiTullio asked about protocol to run on auto accidents, and closing streets due to accidents. Mike Gress replied that the police and PFA company officers can close the street if it endangers firefighters, police, or paramedics on scene. We do stress to keep the road open if they can work safely. Mike added that it is not the seriousness of the accident, but more for the safety of the employees working the scene. Mike continued that if it is an extrication, we do roll a lot of apparatus. Mike Gress commented that PFA has 145 EMTs that provide basic life support – CPR, bleeding control, spinal stabilization, oxygen, splint fractures, family reassurance, and automatic external defibrillation. Mike DiTullio asked if EMTs get a pay differential. John Mulligan replied that the differential is 4%, and the preference is for all of our employees to have EMT status.

Mike Gress continued that PVH paramedics are involved in the system, and they provide advanced life support - administer drugs, advanced airway management, EKG interpretation, and manual defibrillation. He continued that there are three to five ambulances on-duty every day with 24 full-time paramedics and 22 relief paramedics, 16 EMTS with 12 relief EMTs. Mike stated that it is common to have Thompson Valley ambulance on stand-by and respond into our system. Mike DiTullio asked if this is not part of the EMS problem, and why the advisory committee was begun originally. John Mulligan replied that it does cause problems when the ambulance is unavailable, because then we have to remain on-scene longer and provide services. Karen Weitkunat confirmed that the ambulances are owned by PVH, and she asked if they are first responders. Mike replied that they are owned by PVH, and they do respond with PFA, if they are available. Karen asked if there are any private ambulances in town. Mike replied that there are no private ambulances. Karen asked if there is any discussion or opportunity to have any partnership between PFA and PVH. Mike Gress replied that one ambulance is housed at Station 2 (City Park). They are dynamic, their ambulances are always moving around the City. John stated that this is one of the areas that he is interested in working on with the advisory committee. Mike handed out a copy of a medical dispatch assist card, which shows what kinds of questions are asked by the dispatcher when a call comes into the dispatch center.

Mike stated that we do assist with patient transport, and ride in the ambulance to assist the paramedics. Mike DiTullo asked what PVH uses to determine what they charge for transporting. Mike Gress replied that he believes it is related to what Medicare will pay. Mike DiTullio stated that our personnel do a lot of work, and we do not charge. Dick Rayner stated that was one of the concerns to be discussed with the advisory committee – taking an EMT out of our district to go to the new hospital. Mike Gress stated that this is one of the things that the EMS advisory committee is working on. Mike added that we preach customer service, and we have to keep in mind that every call that comes into dispatch is an 6 Poudre Fire Authority Board Minutes 06/28/05

emergency for the customer. Mike DiTullio asked if PVH has a response time criteria. Mike Gress replied that PVH ambulance criteria is 8:59 minutes or less. Mike stated that two people cannot do this alone, and it takes a lot of staff to care for people. Doug Hutchinson stated that PFA responded to his father, and he was surprised at how fast they arrived, and the good care they gave. Mike Gress replied that we have a very good group of EMTs.

Doug Hutchinson asked if an engine or truck go on all medical emergency calls. John Mulligan replied that they can both go, depending on the call. Mike Gress stated that during the history of the AED we have saved one to two lives per year. Mike DiTullio stated that he has been involved in this for 30 years, and the scale has always been disproportionate as far as what the fire department provides compared to what the ambulance provides. In his mind the ambulance service is marginal, and takes the good will from the fire department. Mike stated he commends our fire department for what we do, they provide a wonderful service.

Briefing Papers

Dick Rayner asked about the EMT payments in the operations updates, and whether or not we need a motion on this. Guy stated that we do not need to take action, but thought it would be of interest to the Board.

Kevin Wilson stated that the two briefing papers from him are related to fireworks, and an update on a plane crash. Kevin stated that since it has been wetter, we may see an increase in fireworks over previous years. No fireworks are legal within the City limits, yet they provide the largest staffing impact and complaint load for us. At some point we are going to have discussion, maybe through an ordinance, on how to tighten up on this issue. There may be ways in which the City can assist us, possibly the nuisance or noise ordinance. This would allow the fine to be levied in a different manner. Currently the fines collected go to the courts, and do not reimburse us for staff time on this issue. Karen Weitkunat commented that the time is appropriate now, and if you have ideas, she would move forward on this. Karen continued that Council is very receptive on this right now, and if it is party related, there is some pay back for the parties involved. Kevin stated that he has taken several runs at this, and the best way we have found to enforce this so far is to have an enforcement team, and work with the police department and dispatch. The long-term issue is what we will see from Council. John Mulligan commented that 100,000 people are setting off fireworks, and we have 20 to 30 people trying to track them down. Doug Hutchinson asked if it is more nuisance than problem. Kevin replied that it is always a problem, but even worse during a dry season. John Mulligan commented that three issues are involved: health hazard, fires, and noise during early morning hours. Kevin added that injuries have increased as well.

Kevin commented that his other briefing paper discusses the plane crash and the presence of fire sprinklers in the building that the plane landed in. The sprinklers did work, and did protect the business owner and the contents of his building.

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John Mulligan stated that there was an anthrax review yesterday, and although he was not at the meeting, from what he has heard it seemed like a very open and honest discussion with all agencies involved. The anthrax incident gave us a great training session because it was a live incident, and lessons were learned from this incident. Mike Gress added that a report will be put together, and the Board will receive a copy of this report. Karen Weitkunat asked if the public will receive knowledge of what happened. Mike Gress replied that the report will be released to the press. Karen added that she thought of us being more the statement maker, discussing what we could have done better, or what was done well, so that the PFA can initiate the article, not just the Coloradoan interpreting the report. Mike Gress stated he would discuss this with the other agencies involved.

Other Business

Mike Gress stated that the Engine 14 accident was investigated, and no tickets were issued. It should cost about $27,000 to repair, and the parts have been ordered.

Guy Boyd stated that we will have the information requested by Karen Weitkunat on the PFA mechanic at the August meeting.

Doug Hutchinson thanked staff for being involved in the opening of Station 14, and Karen added her appreciation as well.

Karen Weitkunat stated that her inquiries of how we function are asked for a better understanding. She stated that she believes we have a top notch fire department, and what we do and how we do it is a great community service. Karen continued that if she questions what is being done, it is only to understand and to provide community knowledge.

Dick Rayner commented that it is 9:30 a.m., and historically the meetings break up at 8:00 a.m., and this means that we, the Board, are interested and learning.

Chairman DiTullio called the meeting adjourned.