ALBEMARLE COUNTY FIRE AND EMERGENCY MEDICAL SERVICES BOARD AGENDA

Wednesday, September 27, 2017 | 1800 Hours | County Office Building - Room 241

Agenda Item Name

I. Call to OrderA. Moment of SilenceB. From the Board: Matters Not Listed on the Agenda

i. Update from each Chief - matters of importance from their stationii. Addition of agenda items – deferring any major issues/items requiring

preparation to a future agenda.C. From the Public: Matters Not Listed on the Agenda

K. Alibertis

II. Approval of Consent Agenda K. Alibertis

III. Committee updates -A. Executive CommitteeB. Training CommitteeC. Operations CommitteeD. Recruitment & RetentionE. QuartermasterF. Apparatus Committee

K. AlibertisS. LambertD. PuckettM. Welcher/T. LaBelleC. WalkerA. Soccodato/C. Walker

IV. Unfinished Business –A. ACFR Volunteers Recruitment and Retention Plan - update T. LaBelle

V. New Business –

ALBEMARLE COUNTY FIRE/EMS BOARD

FEMS BOARD MEETING

COUNTY OFFICE BUILDING, MCINTIRE ROAD – ROOM 241WEDNESDAY, AUGUST 23, 2017 – 1800 HOURS

A meeting of the Albemarle County Fire/EMS Board was held on Wednesday, August23, 2017, at 1800 hours in Room 241 of the County Office Building, Stagecoach Road,Charlottesville, Virginia.

The following members were in attendance:Tom LaBelle, Albemarle County Fire & RescueAlex Belgard, Charlottesville-Albemarle Rescue SquadMitch Fitzgerald, Battalion Chief, Crozet Volunteer Fire DepartmentTodd Richardson, Earlysville Volunteer Fire CompanyCalvin Butler, East Rivanna Volunteer Fire CompanyGeorge Stephens, North Garden Volunteer Fire CompanyMike Grandstaff, Scottsville Volunteer Fire DepartmentPhyllis Johnson, Scottsville Volunteer Rescue SquadBrian Kester, Seminole Trail Volunteer Fire DepartmentGreg Frazier, Stony Point Volunteer Fire Company

Others in Attendance:Kim Brown, Albemarle County Fire & RescueChip Walker, Albemarle County Fire & Rescue

I. Call to OrderChief Eggleston called the meeting to order at 1800 hrs.

A. Moment of SilenceAttendees observed a moment of silence.

B. From the Board: Matters not Listed on the Agendai. Update from Chiefs – matters of importance from stationsii. Addition of Agenda Items

C. From the Public: Matters not Listed on the Agenda

II. Capital Improvement Project Work Session

III. Approval of Consent AgendaChief Stephens moved to approve the Consent Agenda as presented.

III. Committee UpdatesA. Executive Committee

Chief Eggleston stated that he had not made the last Executive Committee meeting,and asked Chief Grandstaff if anything unusual had happened.

Chief Grandstaff responded that he had been out of town.

B. Training CommitteeChief Lambert reported that the most recent Training Committee meeting had focusedon the upcoming fall semester and the slate of offerings, and they had provided updateson attendance and registration status. He said that since the last FEMS Board meeting,they have launched the Fire Academy and the EMT class going on this week. ChiefLambert stated that another focus was the disaster drill upcoming for the airport, whichwould occur on September 23 and would be a rather large event. He noted that thecurrent CAD dispatch for the type of event being addressed was every unit, everyperson in the County – but that would be unrealistic so they are looking to bringapparatus from any station willing to participate to do a mock disaster drill that wouldfocus on a large plane crash and an ensuing MCI. Chief Lambert mentioned thatstations’ training officers would be setting up sign-up sheets at each station, with moredetails to follow.

Chief Kester asked if there was a timeframe set for the event.

Chief Lambert responded that registration would take place from 0700-0800 hours,safety debriefings from 0800-0845, and start would be 0900. He said that typically thedisaster drill ran about 2.5 hours, with a hot wash and lunch provided by the Red Crossfrom 1130 to 1300.

C. Operations CommitteeChief Puckett stated that there was no report provided.

D. Recruitment & Retention CommitteeChief Eggleston asked if there were questions for Chief LaBelle.

E. Quartermaster CommitteeChief Puckett reported that this committee did not meet in August but would meet inSeptember.

F. Apparatus CommitteeChief Walker reported that the minutes from their committee meeting were in the boardpackets, and they had taken the previous month’s meeting to do a work session andcome up with items that would be applicable for the committee to work on in the comingyear. He stated that they would need to brush up on the specifications for the remainingunits not done thus far, but none of that was imminent as it would be next July beforeany of the apparatus listed would be purchased. Chief Walker said that there were a fewpolicies in need of work, such as an accident policy whereby every station wasoperating on the same forms and the same procedures.

Chief Walker stated that the FEMS Board has directed the committee to make a policyout of the fleet maintenance handbook, and the committee also talked about someequipment and doing minimum engine equipment-type work. He said the committee haddiscussed the fact that the lifespan of accompanying is different than the lifespan of theapparatus itself, such as extrication equipment or thermal imagers. Chief Walker statedthat they get the funds to replace those every years when they get a new engine, but itwas really a seven-year lifespan on that. He said the consideration was whether to lookat pulling some of the lower life expectancy items out of the equipment lines and movethem into a line like air packs, radio, etc.

Chief Eggleston commented that he felt they should proceed as they have been.

Chief Stephens agreed.

Chief Walker commented that he was not getting any feedback on the fleet plan items,so he was assuming that no news was good news.

IV. Unfinished Business

A. ACFR Volunteers Recruitment and Retention Plan UpdateChief LaBelle reported that the radio ads had started up again, with expansion to bothMonticello and Charlottesville radio groups, and they would be doing a push on the UVAsports channels. He stated that the committee would be doing a shoot in Septemberwith Newsplex to produce a series of ads on recruitment, and there would be a newspiece coming up with CVS that would be filmed in the next few weeks. Chief LaBellestated that these efforts were all based on the branding concept of “What fuels yourfire?” He said that this would focus on the fact that people lived their lives in addition tothe operational roles of volunteers.

Chief LaBelle reported that there was a class to be held on September 30, and heknows that stations have had concerns about new leadership within organizations andgenerational issues within their departments. He stated that the program focused onhow younger members could work with older members, and for older members to getthe most out of younger members. Chief LaBelle said that at this point they would havea better turnout from those outside the County, and he noted that this was fundedthrough a federal grant.

Chief Eggleston stated that the speaker at the event was very innovative and wellknown, and he expected it to be a great presentation.

B. Training TowerChief Lambert stated that he wanted to provide an update on the training tower, asthere had been a conversation at the FEMS Board’s July meeting related to the trainingtower and he wanted to dispel any misconceptions about timelines.

Chief Lambert reported that the training center was not in the best of shape and was

getting old and used, and they were fighting the same CIP projects that the rest of thesystem was fighting. He said that there were two current CIP initiatives associated withthe training center, and he would focus more on the maintenance project aspects. ChiefLambert explained that in the state’s upcoming fiscal year beginning October 1, 2017,there was a planned five-year assessment of the training center, which would look moreat a structural assessment. He stated that they fully anticipated the structuralassessment to come back with some relatively significant repairs, including replacementof all the temperature tiles, the temperature monitoring system, and some structuralissues with the building. Chief Lambert said they anticipate a cost in excess of $100K tobring it up to standards in which they can conduct live fire training in it.

Chief Lambert stated that there was also a concurrent initiative to bring in a consultantand figure out the status of preparing for the training needs of the County fire/rescueand police emergency services. He said this may potentially alter the current location ormay recommend destruction of the current center, and if they do not get some desiredmaintenance done to the facility, if they get a report back from the state it wouldprobably be due by July 1, 2018. He noted that historically the state allows a year tocome into compliance, so the current timeframe would be that the center must bebrought up to standards by July 1, 2019. Chief Lambert said they would have to bringsome consultants in to establish cost estimates, then they would need to find fundingand make the necessary repairs – or lose the ability to conduct certification burns.

Chief Butler asked if this was the structural assessment items.

Chief Lambert responded that it was, explaining that the big ticket items were thetemperature monitoring system, which was usually about $20K; and the temperaturetiles, which would be a $50-75K initiative because there was currently no way to do coresampling.

Chief Lambert pointed out that there were two parallel processes: a complete study toestablish the best strategy moving forward, because just renovating the existing sitewould limit users. He said the scope of training had expanded over the years, and thecurrent site was not set up to support the aerial training, the HazMat training, the techrescue training, etc. Chief Lambert noted that it was functional from a Firefighter Iperspective but left a lot to be desired beyond that. He stated that in parallel, theycannot afford to lose the ability to serve firefighters, as there were 40-50 firefighterscertified per year and losing that would be pretty damaging.

Chief Lambert said they were also looking at alternatives in the event the maintenanceproject was not successful. He stated that the City had a burn cell onsite that had alifespan of a certain number of burns, and ACFR could ask to pay for usage of thatfacility, as a temporary stopgap solution. Chief Lambert said they could also potentiallytravel to Orange, Augusta, or another facility.

Chief Eggleston stated that he shared Chief Lambert’s concerns about the currenttraining center, which was inadequate and had no foreseeable new replacement. He

said that making the best of this facility would be a priority project, and they couldpossibly lose functionality of the site if the funding falls through. He stated that while itsounds easy to just relocate the training center, nobody is going to want it in theirbackyard – as was the case with the firing range and the police department.

Chief Lambert encouraged chiefs to discuss the two separate CIP initiatives with stationtraining officers, as they should be aware of the specific details and pathways formaintenance and CIP, and they have also been invited to be on the steering committeefor the consultant team coming in to determine long-term needs. He stated that thetraining officers would likely have a lot of good information that would halt the spread ofmisinformation, but in the short term he could answer what he could.

V. New Business

A. FEMS Board Member Resource Guide

B. MiscellaneousChief Stephens stated that he appreciated Chief LaBelle alerting him to a rumorcirculating that North Garden had voted to approach the County about career staffing.Chief Stephens emphasized that this was false, and he would appreciate the leadershipin various departments to work towards quelching the rumor, which seems to haveoriginated from a disgruntled member. He stated that after he and Chief LaBelle spoke,he continued to hear about the rumor, which was being spread by a chief officer. ChiefStephens encouraged chiefs to approach chief officers to address such rumors in thefuture.

Chief Eggleston commented that he was appreciative of Chief LaBelle calling ChiefStephens, as this kind of rumor can harm an organization and divide its membership.He added that he would do everything he could to keep North Garden all volunteer foras long as possible.

Chief Puckett thanked the stations for providing staffing for the Unite the Right rally onAugust 12, and said it was possible the County might seek reimbursement for thosecosts since it was a local and state emergency. He asked stations to document theirstaffing and expenses, stating that he would reach out to them to gather it.

Chief Puckett reported that the standards of cover project had included an August 28-29work session, but that was canceled for the time being. He said they were trying tofigure out the best way to proceed, but as of now it had just been postponed becausemembers couldn’t attend two subsequent days or nights.

Chief Puckett stated that he had received notice from the Office of EMS that inspectionwould take place in October for those stations that are due.

Chief Stephens said the Office of EMS had shifted the inspection schedule to better

align their inspectors’ visits, so even though North Garden had an inspection in 2016,they would be doing it again this year.

Chief Puckett responded that he had been unaware of that, and ACFR would work onthe compliance report and the list of exceptions, and it would need to be established asto whether the Office of EMS could accept one comprehensive County list or if eachagency would need its own.

Chief Puckett reported that ACFR and ECC met every quarter for a liaison meeting, toprovide an opportunity to share thoughts, information and concerns – as well as to buildrelationships. He said that they continued to see maintenance of staffed units as aproblem, and stations would have multiple tankers, brush trucks and engines, whichdispatchers typically did not alter. Chief Puckett stated that if he is in CAD he usuallytries to bring things back to normal, but it could get knocked out of synch easily. He saidthat depending on the dispatcher, they either take time and try to slow the dispatchdown – or they just delay adding second-due units. He said that ECC has asked to try tokeep things as accurate as possible to prevent delays in response.

Chief Eggleston said there was a lot of extra staffing for the August 12 event, and hethanked everyone for their help – particularly CARS.

Chief Oprandy stated that Chief Puckett had mentioned station alerting, which pertainedto an active CIP request that has been active for about 15 years. He explained that therequest was for a full technology upgrade for each of the stations, which includedconnecting them to the wide area network (WAN) for the County and installation ofstation alerting systems – but this has never been funded. Chief Oprandy said that forthis funding cycle, they would change the station alerting component to a maintenanceproject. He said that the maintenance and replacement CIP projects were funded moreeasily than new projects, so the idea is to submit the whole system for maintenance andreplacement. Chief Oprandy noted that they had laid it out in the existing request suchthat the urban staffed stations would be done first, with two stations funded per year. Hesaid that the chiefs would be involved to some degree, possibly similarly to how theyselected the air packs, in the process to determine who the best vendor is to come inand replace systems. Chief Oprandy stated that they would all use the same systemand would use one CAD connection. He said that the chiefs would still be involved, butthere were some unanswered questions.

Chief Kester commented that he was encouraged that they were settling on a singlevendor or at least a technology standard that ECC would commit to support, as it wasbetter than trying to go with a one-off. He emphasized that it really did come down to thedata connection.

Chief Oprandy agreed, stating that the company used for the systems used now in thestations was more or less defunct at this point, with no response even to bid newbusiness.

Adjournment

MOTION: Chief Grandstaff moved to adjourn the meeting. The motion passedunanimously by a voice vote.

The FEMS Board adjourned their meeting at 1841 hrs.

- Building the Model Volunteer-Career Fire & EMS System -

ALBEMARLE COUNTY FIRE RESCUE EMERGENCY AND MEDICAL SERVICES BOARDACTION RECORD

AGENDA TITLE/ISSUE: AGENDA DATE:

Agenda August 23, 2017

MOTION: MOTION MADE BY: SECONDED BY:

Consent Agenda Mike Boyle George Stephens

SUBSEQUENT MOTIONS/AMENDMENTS:

1.

CALL OF THE QUESTION: Yes No Abstain

Chief Dan Eggleston (Albemarle County)

Chief Alex Belgard (CARS)

Chief Mike Boyle (Crozet)

Chief Todd Richardson (Earlysville)

Chief Calvin Butler (East Rivanna)

Chief George Stephens (North Garden)

Chief Mike Grandstaff (Scottsville Fire)

Phyllis Johnson (Scottsville Rescue)

Chief Brian Kester (Seminole Trail)

Chief Greg Frazier (Stony Point)

Chief Kostas Alibertis (Western Albemarle)

I hereby attest that the foregoing is true and complete to the best of my knowledge.

Kim BrownAugust 23, 2017

Clerk Date

- Building the Model Volunteer-Career Fire & EMS System -

ALBEMARLE COUNTY FIRE RESCUE EMERGENCY AND MEDICAL SERVICES BOARDACTION RECORD

AGENDA TITLE/ISSUE: AGENDA DATE:

Adjournment August 23, 2017

MOTION: MOTION MADE BY: SECONDED BY:

To Adjourn Meeting Michael Grandstaff George Stephens

SUBSEQUENT MOTIONS/AMENDMENTS:

1.

CALL OF THE QUESTION: Yes No Abstain

Chief Dan Eggleston (Albemarle County)

Chief Alex Belgard (CARS)

Chief Mike Boyle (Crozet)

Chief Todd Richardson (Earlysville)

Chief Calvin Butler (East Rivanna)

Chief George Stephens (North Garden)

Chief Mike Grandstaff (Scottsville Fire)

Phyllis Johnson (Scottsville Rescue)

Chief Brian Kester (Seminole Trail)

Chief Greg Frazier (Stony Point)

Chief Kostas Alibertis (Western Albemarle)

I hereby attest that the foregoing is true and complete to the best of my knowledge.

Kim BrownAugust 23, 2017

Clerk Date

ALBEMARLE COUNTY FIRE/EMS BOARD

EXECUTIVE COMMITTEE MEETING

COUNTY OFFICE BUILDING – STAGECOACH RD.FIRE RESCUE CONFERENCE ROOM

MONDAY, SEPTEMBER 11, 2017 – 1630 HOURS

A meeting of the Executive Committee of the Albemarle County Fire/EMS Board washeld on Monday, September 11, 2017 at 1630 hours in the Fire Rescue ConferenceRoom of the County Office Building, Stagecoach Road, Charlottesville.

The following members were in attendance:Alex Belgard, Charlottesville-Albemarle Rescue SquadCalvin Butler, East Rivanna Volunteer Fire CompanyMike Grandstaff, Scottsville Volunteer Fire Department

Others in Attendance:David Puckett, Albemarle County Fire & RescueTom LaBelle, Albemarle County Fire & Rescue

1. Call to OrderChief LaBelle called the meeting to order at 1630 hours.

a. From the Board: Agenda AdditionsChief Grandstaff stated that he had one thing to add to the agenda in addition to 4d.

b. From the Public: Matters Not Listed on the AgendaThere were none presented.

2. Consent Agenda

a. July 2017 meeting minutesChief LaBelle mentioned that here had been no Executive Committee meeting inAugust, so the minutes included are from the July 2017 meeting.

MOTION: Chief Grandstaff moved to approve the Consent Agenda with the Junemeeting minutes as presented. Chief Belgard seconded the motion, which passedunanimously (4-0).

3. Fire Rescue System Strategic Plan - updateChief LaBelle reported that the strategic plan was still in limbo until more information isreceived on the standards of cover, which was pivotal to the discussion. He said thatthey need to figure out who would participate, and one of the items arising from theRecruitment and Retention Committee meeting was that Melanine Welcher hadexpressed interest in participating with the plan. Chief LaBelle stated that this raises theissue of committee participation on the strategic planning group, which had been

discussed in a larger context at the FEMS Board in terms of committee composition. Hesaid that there were non-chiefs who were involved in committees and day-to-day futureplanning, so the request could be broadened to include committee members.

Chief Butler commented that it makes sense, because there were members who werevery involved and probably knew more than some of the chiefs at the table.

4. Unfinished Business

a. FEMSB Work Plan Items/Policy - for Decision/ActionChief LaBelle reported that there were currently no specific items for decision or actionat this time, but there would be some coming out of the Operations Committee.

b. ACFR Volunteer Recruitment and Retention - updateChief LaBelle reported that the radio ads had started up again, and the Recruitment andRetention Committee hoped to get the photos done this week.

Chief Butler asked about progress with recruiting for Pantops.

Chief LaBelle responded that they have recruited three operation members and twoadministrative members for Pantops.

Chief Grandstaff asked about the health and welfare report on the volunteer system,stating that he had volunteered to serve on it, and asked whether it fell underRecruitment and Retention.

Chief LaBelle replied that it had gone to the Recruitment and Retention Committee, butthey ended up not talking about it at the last meeting – so they would address it at thenext meeting. He stated that there had been three members assigned to deal with thereport, and the committee would work on creating the document, which would bedistributed to that team.

c. Budget UpdateChief LaBelle reported that ACFR was continuing to move forward with working on theExecutive Summary for changing the policy to allow for maintenance, and they wereworking to get ready for next year to ensure that everyone understood what “non-capitalmaintenance” entailed. He explained that these were projects that were under $20K,less than five years, and they would be helping stations be more successful with those.

He mentioned that an announcement would be sent this week as a notice for stations tostart putting their budgets together for next year, and they would try to do a workshopon one or two nights rather than going to each station.

Chief Grandstaff stated that this process was self-explanatory, so unless somethingarose at a budget meeting, he didn’t see the need to do a workshop.

Chief LaBelle responded that they did not want to leave people out of the process, butattending the workshops would not be mandatory.

d. Scottsville Rescue UpdateChief LaBelle reported that ACFR was working on a strategic initiative to address someof the administrative and staffing issues, in hopes the administrative support might helpboost the numbers. He said that it might only take a year and a half or two years tobolster the administrative staffing side, but you would not see operational staff beforetwo years out.

Chief Puckett stated that administrative and operational would take about the sameamount of time – a year and a half to two years. He stated that the only other optionwould be to do a mid-year request to the County, which would be fairly unusual.

Chief Grandstaff emphasized that something had to be done, because the station didnot staff the building for three consecutive nights over Labor Day weekend, or thefollowing weekend.

Chief LaBelle stated that Chief Grandstaff had pointed out that as soon as the card wasfull with someone else’s transport unit, they didn’t get paged anymore. He asked if therewas some value in ensuring they continued to get paged for a unit.

Chief Grandstaff responded that upper management at the station felt they werecovering their calls because they were only getting one text.

Chief Puckett said that he couldn’t speak to the text, but theoretically nothing hadchanged from a CAD perspective and they should still get a station tone and repeat itevery three to five minutes.

Chief Grandstaff stated that as soon as 11 marks up, they don’t tone.

Chief Puckett noted that he has heard 11 a few times say to continue the tone until theywere closer.

Chief Grandstaff said that his station was getting repeated punches.

Chief Puckett responded that he would make sure dispatch knew that. He said that heand Chief Richardson had discussed having an ECC protocol whereby they tone fourtimes but don’t go beyond that.

Chief Grandstaff pointed out that ECC had toned his station nine times for an accidenton Howardsville Turnpike.

Chief Puckett stated that he would follow up and make sure dispatch was aware of thesituation, and would also bring drafts from Chief Richardson back to the Executive

Committee in October to move it to the policy side of things. He said that it was basicallya draft revision of the ECC policy.

Chief Grandstaff commented that his station would need to end up looking at the typesof calls they were being put on, which was 12 calls over the Labor Day weekend.

Chief Puckett said that Station 11 personnel were saying the same thing. He asked ifthere was any realistic short-term solution, as ACFR did not have the human resourcesto cover Scottsville Rescue, even if they used lots of overtime.

Chief Belgard asked if there were options in terms of staffing tankers all the time, ifthere was a unit that was less busy or better covered by surrounding stationssomewhere further north that could have two people pulled.

Chief Puckett responded that they did not staff any tankers or anything like that, aseverything was cross-staffed, and they have a minimum complement of engine andambulance, which realistically was a lower call volume than anywhere else there werestaff. He noted that the exception would be them having a busy period and running 12calls in a weekend, which was likely busier than two or three other stations on a givenday. Chief Puckett said that ACFR has discussed the fact that other stations may runinto the shortage issues, and having a 24-hour flow crew could help fill an enginecompany, regardless of where the station is – or even cover a station’s area while theyare training. He stated that this was still a fairly costly initiative, and going through thebudget process is still 18 months.

Chief Puckett stated that they would need to establish from the chiefs’ perspective ofwhether they should approach the County Executive’s office for emergency funding.

Chief Grandstaff commented that it was reaching this point.

Chief Puckett said that a year and a half was a long time, and that was a best casescenario.

Chief Grandstaff mentioned that they had already been going through it for a year and ahalf.

Chief LaBelle stated that it really started to fall apart in 2014.

Chief Butler asked if their membership was completely gone.

Chief LaBelle responded that the membership was not completely gone, but they hadpeople on the books who had not been released or were not interested, and they hadindividuals who were members but were not trained as EMTs or ambulance drivers, etc.

Chief Grandstaff emphasized that his station only has a small amount of EMTs but has60 firefighters, so when a pager hits for an EMS call, it’s already off when a fire callcomes in. He said that this was what was happening over the weekends.

Chief Puckett commented that the trickle-down effect was pretty substantial, whenconsidering the impact on Scottsville Fire, Station 11, CARS – the entire southernportion of the County.

Chief Grandstaff noted that this also affected Fluvanna because they were expected torun 10 miles into Fluvanna, with their unit having to come over and cover it – so theywere having to get Louisa to cover their calls. He said that Scottsville Fire had originallyagreed to run second call in empty buildings, not because he didn’t want to put a crewup – and he was not above saying they wouldn’t do it anymore.

Chief Butler asked Chief LaBelle about the meeting with the Scottsville Rescue Boardand what their response had been.

Chief LaBelle responded that their board wants to do better, but even if they brought innew members, they wouldn’t start an ET class for a few months. He said they would getthrough EMT sometime in 2018, they would go through and get tested out, then theywould have to go through an internal release process – just starting to ride at about thetime recruit academy was finishing up. He stated that it would be at least a year if notlonger to have personnel ready.

Chief Puckett added that staffing it may actually deter people who had been previouslyparticipating, because they would feel that there was now other coverage.

Chief Butler stated that starting with a station provided a sense of ownership.

Chief Puckett agreed, stating that one of the things they had discussed in terms ofestablishing a flow crew.

Chief Grandstaff stated that getting them to say they were not going to do it was theproblem, and he has asked even in the leadership meeting to let him know that rescuewouldn’t have anyone for several days – but they don’t communicate it, and no oneknows until the pager goes off.

Chief Puckett agreed, noting that he had not heard anything from them since the first ofthe year regarding schedules.

Chief LaBelle mentioned that Scottsville Rescue had given them access to the EMSManager, but it was pretty clear that it was not accurate. He said that they have pluggedpeople in but don’t take you out if you aren’t showing up.

Chief Grandstaff pointed out that he was not trying to criticize the station.

Chief LaBelle said they need to figure out a solution.

Chief Puckett commented that ultimately they want to provide service, and it was notgreat service coming from town for an ambulance, and it was having a negative effecton other agencies. He stated that he had heard an unconfirmed report that the rescuestation had lost another member or possibly two.

Chief LaBelle said that the second member who had quit was convinced to return. Hestated that ACFR’s plan was for the station to maintain the status quo or even improveslightly – but if they were continuing to implode, there should be a conversation aboutwhether to go to the County for a mid-year funding request.

Chief Puckett stated that he needed to ascertain whether this was a situation to beacted upon immediately or later, and they could certainly look at response times butthey did not tell the whole story.

Chief Belgard said that it was concerning in terms of response to emergencies like acardiac arrest in that area of the County, and if Medic 11 or Engine 111 were not inservice, the question was whether a BLS truck, a medic, and a car would be the firstarriving resource to a really bad call that’s potentially a long distance away. He statedthat they need the statistics from the last 30 days regarding number of calls covered,how many calls units from other areas have had to cover.

Chief Grandstaff stated that the pendulum had definitely swung that there were moreoutside agencies covering than Scottsville Rescue personnel.

Chief Belgard said this had been his impression as well.

Chief Grandstaff mentioned a call related to an incident the previous Saturday on IrishRoad near the Nelson County line.

Chief Belgard responded that the two trucks CARS had staffed with CFD plus daytimeholiday staffing was both down in Scottsville’s first-due area, and they had to call peoplein to backfill the City.

Chief Puckett said that there had been a seizure call from Scottsville, and 151 from Ivywas the closest medic to respond because other units had responded.

Chief Butler stated that he would have a lot more sympathy if the Scottsville Rescuechief had demonstrated more effort to address the situation, but it has obviously beenblown off. He said that while they are independent stations, they are all part of onesystem and the system was getting the shaft because of one station.

Chief Puckett agreed, stating that it was easier to carry forward if there is someoneadvocating for the station – which was not the case currently.

Chief Belgard pointed out that the geography was also a challenge, given Scottsville’slocation, and the spillover effects go to Lake Monticello – which is a very active agencycovering a lot of calls.

Chief Grandstaff said that Lake Monticello has a hard time with day coverage now too.

Chief Belgard stated that he knew that Buckingham and Nelson had paid staff, butpresumably none of their stations were close. He said that the spillover effects wereactually impacting departments that were not represented at FEMS meetings, whichcould be a political challenge when talking about assuming 100% of costs for a 24-hourcrew for a station that sits on the border with a locality that isn’t in a position to providemutual aid in the other direction.

Chief Puckett said that 50% of the calls were in other localities.

Chief Grandstaff noted that they were recouping some of that.

Chief Puckett stated that they were recouping some of it, but nowhere close to theamount of personnel calls.

Chief Belgard asked if the County had done any analysis as to whether a short-termcontract could be used with Medic 5 or another third-party EMS contract agency.

Chief Puckett responded that they have only taken a surface look at this, adding thatthey didn’t even use part-time people because it was not an option where it was easy togenerate extra part-time personnel.

Chief LaBelle stated that the standard of cover would point to some of the problems withwho was covering the calls there.

Chief Puckett stated that one of his concerns is that it won’t accurately capture itbecause of the data set, and at the time they started the project it was 2012-2015, sofrom January 2016 it has probably had further decline. He said that Station 11 has hadan increase from Albemarle Health & Rehab, and there were factors that have takenplace since then that have affected it.

Chief Grandstaff noted that his EMS calls had dropped from June to the first of August,but now they have picked up tremendously again – with 15 in the last two weekends.

Chief LaBelle stated that the rescue station had been working really hard during thattime.

Chief Puckett asked if there was just less EMS call volume there.

Chief LaBelle responded that they had gotten to the point that it was Wednesday night

and part of Sunday that they weren’t covered, and now there were consistently multiplenights during the week.

Chief Grandstaff said his station was toned the other night for Rolling Road when therewas already someone in the building, and he thought CAD was supposed to addressthat.

Chief Puckett responded that there was a strange spot in that area.

Chief Butler said he has had CAD issues as well.

Chief LaBelle stated that it seemed to him that there was concern with the impact on thesystem, so the system could have a conversation with Scottsville – or they could justkeep trying to find ways of providing staff.

Chief Grandstaff pointed out that the system had already had a conversation with themwith the Executive Committee met with them.

Chief LaBelle said that he had done most of the talking at that meeting, so he didn’t feelthe system as a body had said they were being very clear about their intent, passing aresolution, etc. He stated that whatever proposals ACFR puts forth in a budget process,the question would be what the impact on the system would be. Chief LaBelle said thatif they asked right now, the most ACFR would say was that the Executive Committeehad held a meeting and a conversation with Scottsville Rescue and they were workingon a plan – which may or may not have deteriorated since. He stated that it seems thatthis item should be sent back to Chief Eggleston, who may in turn say he wants morefrom the FEMS Board. Chief LaBelle said that this was a top priority for Chief Egglestonand he is very concerned about the level of support for EMS transport.

f. SAFER grant updateChief LaBelle stated that there was no real update to be provided.

5. New Businessa. Chief Grandstaff said that it needed to be determined whether by-laws should bechanged to not meet every month, in the event a meeting was not needed.

Chief LaBelle stated that the by-laws also provide the authority to postpone a meeting,and asked that he be given an opportunity to look at the by-laws and provide optionsregarding changing this.

Chief Puckett said it didn’t specify this in the ordinance.

Chief LaBelle stated that he didn’t know if they would have to revisit the ordinance.

Chief Grandstaff recalled that the ordinance did not stipulate a level of detail beyondestablishing the Executive Committee.

Chief LaBelle said they would want to review it at the end of the EC and FEMS Boardmeetings to determine whether a meeting was needed the subsequent month.

Chief Grandstaff agreed, noting that the last EC meeting had lasted only about 20minutes.

Chief LaBelle stated that they could also handle this via teleconference, and the drivetime shouldn’t be longer than the meeting. He stated that he would have the informationready for the next EC meeting.

b. Chief Belgard reported that at the last City Council meeting, they passed an EMScost recovery program, so the exact implementation start date was not set yet but theintent was that it was designed to be as identical as possible to Albemarle County sothat it would not be a road block if the mutual aid situation changed in the future. Hesaid that it would be the same rates, the same open procurement contract, etc. ChiefBelgard noted that this was in process and it was CARS’ intent to sign on with theCounty system as well, with it being identically set up once the details were worked out.

6. Next Executive Committee Meetinga. Monday, October 9, 2017, 1630hrs. ACFR Conference Room

7. Adjournment

Chief Grandstaff moved to adjourn the meeting, which passed by unanimous voice vote.

The Executive Committee adjourned their meeting at 1703 hrs.

I Call to order

Attendees present

II Unfinished Business

Description Time

Picnic Review 15 min

The picnic went well. Those in attendance seemed to like the BBQ cook-off. It might be better if the picnic was moved from graduation weekend, more people may be able to participate. The bean bag boards were a hit. It was suggested to bring the boards back and do a competition next year. The volunteers from Western Albemarle Rescue Squad were a great help.

Leadership Seminar 5 min

Currently there are 10 people registered for the Xbox Live Leadership and Recruitment seminar on September 30. Please post at your station and encourage your members to attend.

ImageTrend Update 5 min

Chief LaBelle gave an update on ImageTrend and using it for Records Management System.

Baskets 5 min

Baskets will be done for Christmas. Multiple suggestions was made as to what the baskets could be this year. Some of those where wooden crates, cooler, etc. A list of suggestions will be sent out by Gilbert Monroe.

III New Business

Description Time

Orientation PowerPoint 15 min

Chief LaBelle gave an example of an Orientation PowerPoint asking for each person to review it. This would be something which each station could create for their own orientation PowerPoint. Chief LaBelle asked the Committee to review the PowerPoint to see if this something you think your station would like to use.

Strategic Planning Day 5 min

Chairwomen Welcher would like to have a Strategic Planning Day to go through the currently plan to see if anything needs to be removed or if anything should be added. A doodle poll will go out to see what is best an evening meeting or a weekend meeting.

Core Values 5 min

This seems to be a part of the strategic meeting and will be discussed during the strategic work session.

ALBEMARLE COUNTY FIRE EMS BOARD, Training CommitteeDate: Tuesday, September 05, 2017

Time: 1804 hoursLocation: County Office Building - 5th St, ACFR Conference Room

IV Other Business

Description Time

Advertisements 5 min

Chief LaBelle received bids for advertisements from Newsplex in regards to advertisements for What fuels your fire.

V Next meeting

Tuesday, October 03, 2017 at 1830 hours

VI Adjournment @ 1859 hours

I Call to order

Attendees present

II Unfinished Business

Description Time

Course Updates 5 min

Chief Lambert gave an update on the current training courses. The fall courses are just kicking off.

Resource Requests 5 min

Chief Lambert reviewed the requests for resources.

EMR 5 min

TJEMS will be putting on an EMR course for Albemarle County. This course will need to be held before July 2018. Chief Lambert will ask TJEMS to hold an EMR course late February/March 2018 time frame and to hold 10 spots for any volunteer from Albemarle County attend the course. Another request will be this course will be locally tested.

III New Business

Description Time

DPO - proposal 5 min

Chief Lambert discussed the Driver Pump Operator (DPO) proposal. DPO is now a pre-requisite for Driver Aerial Pumper. The DPO course will be held at Seminole Trail. A training announcement and registration will be forth coming. The minimum number of students for this course is 8 people.

Training Center Maintenance CIP 5 min

Chief Lambert gave an update to the FEMS Board at the August meeting. There are two parallel CIP requests. One is for a needs assessment, which will help provide a plan. The second is for a portable prop for live fire training.

Driver Training Policy - worksession 30 min

Operations Committee has tasked the Training Committee to come up with a policy for driver training. Chief Lambert would like to approach driver release as a floor and if an agency would like to add more the release policy, they can do so. Discuss was held. Chief Lambert will send out the existing policy along with the skill sheets for review. The goal is to come up with a release process for drivers and have request submitted to Operations Committee for their review in January.

Regional School 5 min

Regional School will be held on March 23, 24, and 25 at Albemarle High School. Start thinking about what you and your members would like to see be held.

ALBEMARLE COUNTY FIRE EMS BOARD, Training CommitteeDate: Wednesday, September 06, 2017

Time: 1831 hoursLocation: County Office Building - 5th St, ACFR Conference Room

IV Other Business

Description Time

V Next meeting

Wednesday, October 04, 2017 at 1830 hours

VI Adjournment @ 1947 hours

ALBEMARLE COUNTY FIRE AND EMERGENCY SERVICES BOARDCOMMITTEE

MINUTES9/13/2017

1630 - 1730Fire Rescue Conference Room #1

Members Present: A. Soccodato (St. 5), C. Shinaberry (St. 6), T. Cersley (St. 7), R. Woodson (St. 7), E. Payne(Rs. 7), C. Butler (ACFR), and C. Walker (ACFR)

Work Session: Chief Walker began this meeting by discussing with the group that the FEMS Boardapproved the committee to work on various apparatus related projects. These projects include thedevelopment of an Accident Reporting Policy, a Fleet Maintenance Policy, an Apparatus EquipmentStandard, and an Equipment Lifespan analysis. The remainder of the meeting was spent discussingand prioritizing these projects.

o Accident Policy: The committee agreed that the development of a County wide accident policy

involving apparatus should be the first priority of the group. The committee alsoagreed that there is no use “reinventing the wheel” with regards to a standardaccident policy.

The committee agreed that the first course of action with regards to thedevelopment of a County wide policy is to determine if each volunteer stationalready has something in place. Representatives from stations that currently havean apparatus accident policy were asked to obtain a copy of it and forward it to therest of the committee.

The committee decided that at the next meeting we would review and discusswhat each station is currently doing and begin development of a County widepolicy.

o Apparatus Equipment Standard/Minimums: The committee agreed on the importance of developing a minimum standard set

of equipment that should be carried on all Engines within the County. The groupdiscussed how the current Apparatus Specifications reference a minimumcompartmentation requirement for Engines.

This compartmentation minimum is in reference to the mid-ship pump, rescuebody engines; which are the smallest compartment space units purchased since2005.

The committee agreed that the first step in developing the minimum standardequipment list is to look at what equipment is currently being carried on the mid-ship pump, rescue body engines; since they have the smallest cubic footage ofcompartment space. This review will occur at the next meeting, after membershave had an opportunity to review the equipment list provided by Chief Walker.

The committee will also reference NFPA 1901 and ISO equipment requirements toensure that all the required equipment is being carried.

The committee discussed how this equipment list is the minimum of what is to becarried; Stations are more than welcome to design rigs that exceed this equipmentlist.

o Fleet Maintenance Program: Chief Walker explained that the FEMS board has approved the Apparatus

Committee to turn the current Fleet Maintenance Program into a County Policy.However, Chief Walker explained that this cannot occur until the current programhas been running for at least six (6) months.

The committee discussed a few fleet maintenance encounters with regards to thenew program, and a couple of reminders were discussed:

Stations should only be paying for minor things (bulbs, wiper blades, etc.)

If a Station receives an invoice, please forward it to the County.

Pump test and other certification test will continue to be conducted byindependent third parties companies. Calvin will be the primary oneperforming preventative maintenance and repairs on pumps

The committee discussed that it may be beneficial for each shop to have an emaillist for each station as a form of communication. Should a rig go into the shop fora repair, the shop supervisor would send an email to the respective Station and CCChief Walker and Calvin.

o Equipment Lifespan Project: At a previous meeting, the committee agreed that in addition to a minimum

equipment standard, this committee should also determine the lifespan of certainpieces of equipment and replace them as appropriate.

SCBA’s and portable radios are already being replaced on a rotation separate fromapparatus.

The committee would like to include the following pieces of equipment to receiveCounty funding for their own replacement schedule separate from that of fireapparatus:

Fire Hose

Extrication Equipment

TIC’s

AED’s

Automated CPR devices

Gas Detectors By next meeting, each committee member is responsible for researching their

assigned piece of equipment to determine the useful life expectancy andreplacement criteria. Members are to use industry standards and best practices fortheir research.

Assignments:

TIC’s – D. Vanderploeg

Extrication Tools – T. Cersley and R. Woodson

Gas Detectors – C. Shinaberry

AED’s – E. Payne

Automatic CPR Devices – C. Walker

Fire Hose – A. Soccodato

Respectfully Submitted 9/16/2017 – A. Soccodato

APPARATUS COMMITTEE

ALBEMARLE COUNTY FIRE AND EMERGENCY SERVICES BOARDCOMMITTEE MINUTES PAGE 4