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Agenda Virtual Meeting POUDRE FIRE AUTHORITY BOARD of DIRECTORS MEETING AGENDA VIRTUAL MEETING January 26, 2021 Prompt, Skillful, Caring 8:30 AM *Requires Board Action Due to Covid-19, the January PFA Board meeting will be a virtual meeting. Instructions to join the meeting follow. Individuals who wish to make comments regarding items scheduled on the agenda or wish to address the PFA Board during public comment on items not specifically scheduled on the agenda must use the Q&A option within the meeting, or send comments to [email protected]. Your comments/questions will be read by a moderator and answered by the Board. Please click the link below to join the Board meeting: https://tinyurl.com/y5rnht9m Or iPhone one-tap: +13462487799,,82041733700#,,,,*102# Or Telephone: +1 346 248 7799 or +1 669 900 6833 Webinar ID: 820 4173 3700 Passcode: 102 PLEDGE OF ALLEGIANCE PUBLIC COMMENT CONSENT AGENDA 1. December 15, 2020 Poudre Fire Authority Board Minutes * DISCUSSION ITEMS 2. Welcome Board Member Emily Gorgol 3. Poudre Fire Authority Board Agenda Planning Calendar STAFF REPORT 4. 2020 Accreditation Report/Recommendations Update DISCUSSION ITEMS 5. Ethical Standards and Principles for Poudre Fire Authority Board of Directors and Fire Chief * 6. Fire Chief Selection Process Update and Process Planning 7. Memorandum of Agreement: Training Center Cooperative Project with City Utilities * BRIEFING PAPERS/OTHER BUSINESS 8. Briefing Papers / Other Business CORRESPONDENCE 9. Correspondence 1 CONSENT AGENDA ITEM SUMMARY Item #: 1 Meeting Date: 01/26/2021 PFA Staff: Kirsten Howard Prompt, Skillful, Caring SUBJECT: December 15, 2020 Poudre Fire Authority Board Minutes EXECUTIVE SUMMARY The purpose of this item is to approve the minutes from the December 15, 2020 regular meeting of the Poudre Fire Authority Board of Directors. STAFF RECOMMENDATION That the Board approve the minutes as presented. FINANCIAL / ECONOMIC IMPACTS None. ATTACHMENTS a. 12-15-2020 PFA Board Minutes Packet Pg. 2 1.a BOARD OF DIRECTORS MEETING December 15, 2020 The Poudre Fire Authority (PFA) Board of Directors met on December 15, 2020, at 8:30 a.m. via Zoom. Directors Mike DiTullio, Dave Pusey, Kristin Stephens, Ken Summers and Darin Atteberry were present. Also present was Fire Chief Tom DeMint, Administrative Services Director Ann Turnquist, Budget and Finance Supervisor Kirsten Howard, Operations Division Chief Rick Vander Velde, Support Division Chief Ryan McLean, Support Battalion Chief Spencer Rice, Community Risk Reduction and Fire Prevention Division Chief Jerry Howell, Planning and Analysis Battalion Chief Ron Simms, Battalion Chief Brandon Garcia, Battalion Chief Sean Jones, Emergency Medical Services Battalion Chief Kevin Waters, Employee Labor and Relations Manager Janet Miller, Fleet Supervisor Brad Smith, and Recording Secretary Shawn Williams. PLEDGE OF ALLEGIANCE Mike DiTullio called the meeting to order at 8:35 a.m. PUBLIC COMMENT There was no public comment. 1. Recognition and Appreciation of Board Member Kristin Stephens’ Service Tom DeMint recognized Kristin Stephens and expressed his gratitude for Kristin’s five years of service on the Poudre Fire Authority Board of Directors. Tom acknowledged the delivery to Kristin of a plaque and cake to celebrate. Tom also congratulated Kristin on her appointment to the Larimer Board of County Commissioners. Kristin Stephens expressed her admiration of the PFA and thanked all for the plaque and cake. Kristin also expressed her gratitude to PFA for their service both professionally and personally. The PFA Board members acknowledged Kristin and all she added to the Board, her leadership, decency and the voice of equality. All looked forward to working together again in the future. 2. Poudre Fire Authority Board Agenda Planning Calendar Attachment: 12-15-2020 PFA Board Minutes (9911 : December 15, 2020 Poudre Fire Authority Minutes) The Board reviewed the Agenda Planning Calendar. CONSENT AGENDA 3. November 17, 2020 Poudre Fire Authority Board Meeting Minutes Packet Pg. 3 1.a Poudre Fire Authority Board 12-15-2020 4. Resolution Amending Rate of Contribution to FPPA Defined Benefit Plan for Reentry Firefighters 5. Resolution Transferring and Appropriating Funds within the Burn Building Capital Project 6. Appropriation of Insurance Recovery Revenue 7. Resolution Authorizing the Fire Chief to Execute a Contract over $85,134 for Training Center Kitchen Remodel 8. Resolution Authorizing the Fire Chief to Execute a Contract over $85,134 for Vehicle Lease Program Tom DeMint stated the Training Center Kitchen Remodel will begin soon and funding was approved earlier in the year, but the cost of the remodel is above the chief’s spending limit. Tom DeMint advised the Contract for the Vehicle Lease Program is for this year, but it is a multi-year contract. Brad Smith provided an analysis of the contract and the savings that will be incurred. Darin Atteberry stated the November 27, 2021 Minutes contain his comments on the firefighter physicals and other expenses going to the Request for Proposal (RFP) process. Darin noted there was no statement regarding Tom DeMint’s response, and he would like that to be added to the Minutes. Tom DeMint stated he felt it was good these costs were coming into the budget and including them in the RFP process was a great opportunity. Tom stated it is a good way to vet the cost and services and to be sure PFA is getting the greatest bang for their buck. Kristin Stephens made a motion to approve the Consent Agenda as amended. Dave Pusey seconded the motion. The motion passed by unanimous vote of the Board. DISCUSSION ITEMS 9. 2020 Commission on Fire Accreditation International Hearing 10. Stakeholder Input: Fire Chief Executive Search 11. 2021 Budget The time frame set for the Board to virtually attend the 2020 Commission on Fire Accreditation International Hearing was delayed so the Board agreed to discuss the 2021 Budget on the agenda out of order. 2021 Budget – Ann Turnquist provided a PowerPoint Presentation on the 2021 Budget to the Board. Dave Pusey suggested including Larimer County in the letter of transmittal that identifies what communities PFA serves. Dave also suggested percentages be Attachment: 12-15-2020 PFA Board Minutes (9911 : December 15, 2020 Poudre Fire Authority Minutes) included on the pie charts. Ann Turnquist stated she would incorporate both. Jerry Howell addressed the Board regarding the 2021 Fire Prevention Bureau Fees. Page 2 of 4 Packet Pg. 4 1.a Poudre Fire Authority Board 12-15-2020 All Board members expressed they felt very informed on the 2021 Budget and appreciated no surprises. The Board expressed their gratitude and stated staff did a fantastic job. Kristin Stephens also recognized Fleet Manager Brad Smith and noted his savings in Fleet was impressive. Tom DeMint thanked the members of the Senior Leadership Team for their work on the budget and Rick Vander Velde for his leadership on the long-term plan for a third support company. Kristin Stephens made a motion to approve Resolution 20-25 Adopting the 2021 Budget. Ken Summers seconded the motion. The motion passed by unanimous vote of the Board. Kristin Stephens made a motion to approve Resolution 20-26 Setting the 2021 Fire Prevention Bureau Fees. Ken Summers seconded the motion. The motion passed by unanimous vote of the Board. 2020 Commission on Fire Accreditation International Hearing – the Board paused the virtual regular Board meeting at 9:20 to enter the 2020 Commission on Fire Accreditation International Hearing being presented on YouTube. The hearing was also shown on the PFA Board Meeting virtual site for public viewing. The regular board meeting resumed at 9:50 a.m. The Board congratulated the PFA and Tom DeMint on Accreditation. Tom DeMint stated he is very proud of the PFA organization. Darin Atteberry expressed congratulations to the PFA and to Tom and the Accreditation Team. Darin stated being on the Center for Public Safety Excellence (CPSE) Board has helped his reputation and he is grateful to be associated with the PFA. Kristin Stephens thanked Ron Simms, Hayley Spurrier and Laura Robinson and stated their work was very impressive. Dave Pusey congratulated the whole team as well, as did the other Board members. Kristin Stephens asked Tom DeMint if PFA tries to accomplish all recommendations from the accreditation process. Tom DeMint stated the recommendations are very much in line with what PFA is working on strategically. Dave Pusey asked if the changes being made in the safety arena will be compatible with the training recommendations. Tom DeMint advised they would be. Stakeholder Input: Fire Chief Executive Search – Tim Sashko and John Storm from GovHR, the Executive Search Firm for the Fire Chief Executive Recruitment process joined the PFA Board Meeting virtually to receive input from the PFA Board. Ann Turnquist advised the Fire Chief position has been posted and is set to close on December 31, 2020. Ann advised that in addition to the discussion today, the process will include reaching out to a variety of stakeholders for their input. Ann advised stakeholders are also welcome to have discussions with the search firm individually if Attachment: 12-15-2020 PFA Board Minutes (9911 : December 15, 2020 Poudre Fire Authority Minutes) they do not wish to do so in a public forum. Tim Sashko reviewed the recruitment process to date with the Board. Tim stated he expected an ebb and flow of interest with holiday season and that he is very optimistic about interest so far. Page 3 of 4 Packet Pg. 5 1.a Poudre Fire Authority Board 12-15-2020 After discussion of the questions listed on the Stakeholder Survey, it was agreed that Tim Sashko and John Storm would contact Board members directly for further input. BRIEFING PAPERS/OTHER BUSINESS 12. Briefing Papers/Other Business CORRESPONDENCE 13. Correspondence Tom DeMint thanked Kristin again, recognizing this was her last Board meeting.
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