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Woodinville Fire & Rescue REGULAR MEETING (SPECIAL DATE) OF THE BOARD OF FIRE COMMISSIONERS

Headquarters Station 31, 17718 Woodinville-Snohomish Road NE

Tuesday, August 15, 2017 5:00 p.m.

AGENDA Call to Order

Flag Salute

Roll Call

Approval of Agenda in Content and Order

Public Comments (please limit comments to 3 minutes or less)

Board Business:

1. Oath of Office: Interim Commissioner, Position 1: Derek van Veen

2. Presentation: 2018 Preliminary Budget

3. Staff Report 17-019 – Benefit Charge Vendor Contract for 2017-2018

4. Staff Report 17-020 – Policy Adoption (10) and Deletion (3); and, Resolutions 2017-11 through 2017-20

5. Staff Report 17-021 – Surplus Property (Auction 4)

6. Staff Report 17-022 – Resolution 2017-21 Appointing Auditing Officers

7. Fire Chief’s Report

8. Consent Agenda

a. Approval of Payroll Vouchers ACH 17-14 and ACH 1715

b. Approval of General Vouchers 36540-36657 and CIP Voucher 2017-08113

9. Reports from the Commissioners/Good of the Order

10. Executive Session for 40 minutes pursuant to RCW 42.30.140(4)(b)

11. Adjournment

Meeting of the Board of Commissioner August 15, 2017 Page 6 of 8 Commissioner Osgood stated that the engines have been put into service in record time and Chief Ahearn stated that DC Wallgren’s oversight and putting FF Smith on days helped expedite the process.

Personnel

• We have one Lieutenant that is off line due to a non-duty related procedure. We anticipate a return to full duty with no restrictions in mid-October. The District has assigned Marshall Frye as a Provisional Lieutenant to serve in the Lieutenant’s absence.

• Our Firefighter that has been off line related to a non-duty related procedure is slated to be cleared for full duty with no restrictions at the end of the month.

Community Relations

Past Events:

• National Night Out event at Hawthorne Ridge on August 1 with 31B shift.

Upcoming events:

• August 17: KinderCare visit with 31A shift

• August 19: Celebrate Woodinville Pancake Breakfast/Parade/Festival

8. Consent Agenda

a. Approval of Minutes from the Tuesday, July 11, 2017 Regular Meeting

b. Approval of Payroll Vouchers ACH 17-014 for $523,164.47; and ACH 17-15 for $364,640.34

c. Approval of General Vouchers 36540 through 36593 for $144,098.80; 36594 through 36627 for $36,150.45 and 36628 through 36657 for $45,513.22

d. Approval of CIP Voucher 2017-08113 for $1,760.00

MOTION: Commissioner Collins moved that the Board of Fire Commissioners approve the Consent Agenda as presented. The motion was seconded by Commissioner Osgood. The motion passed, 5-0.

9. Reports from the Commissioners/Good of the Order

Commissioner van Veen: No Report

Oath of Office Commissioner, Position 1

I, STATE YOUR NAME,

having been duly appointed to the office of Woodinville Fire & Rescue, Commissioner, Position 1,

do solemnly swear

that I will faithfully and impartially

discharge the duties of this office

as prescribed by law

and to the best of my ability,

and that I will support and maintain

the Constitution

of the State of Washington

and of the United States of

America.

8/14/2017

1

Woodinville Fire & Rescue

August 15, 2017

Joan Montegary, CAO

2018

What’s New for 2018?

Preliminary Revenue Forecasts

Budget Requests

Board Discussion/Direction

Budget Calendar

2

8/14/2017

2

Cushman Model for budgeting and planning

Expanded Chart of Accounts

Conversion to BIAS financial software

3

4

5% 9%

Est. 2018 AV $ 9,296,698,348 $ 9,650,858,285

Property Tax $ 8,191,742 $ 8,191,742

FBC $ 5,753,305 $ 6,284,545

Overall rate of $1.50 $ 13,945,047 $ 14,476,287

EMS Levy Funds $ 550,000 $ 550,000

Est. Misc. Revenue $ 75,000 $ 75,000

Total Revenue $ 14,570,047 $ 15,101,287

8/14/2017

3

Current Requests $13,730,427Reserves $ 1,500,000

$15,230,427

Estimated Revenue

Estimated 2018 AV (5%) $9,296,698,348

Allowable Property Tax $8,191,742 $.50 Benefit Charge $5,753,305Estimated EMS Levy $550,000Estimated Miscellaneous Revenue $75,000Total Estimated Revenue $14,570,047

5

Strategic initiatives

Capital expenditures

Reserves

6

8/14/2017

4

Board direction on budget Ongoing

Initial discussion with BCs 06/20/2017

Budget kickoff tour June 2017

Budget requests due in system 08/11/2017

Preliminary budget review with BoFC 08/15/2017

Board Budget Workshop 09/19/2017

Benefit Charge Hearing/Budget Hearing 10/24/2017

Final budget adoption 11/07/2017

Deliver budget to King County 11/16/2017

Publish budget on District’s website 12/06/2017

* All dates are tentative and subject to change. 7

Presented to the Board of Fire Commissioners

August 15, 2017

Joan MontegaryChief Administrative Officer

8

Woodinville Fire & Rescue M E M O R A N D U M

DATE: August 15, 2017

TO: Kevin Coughlin, Chair Board of Fire Commissioners

FROM: Joan S. Montegary, Chief Administrative Officer

SUBJECT: #17-019 – Benefit Charge Vendor Contract for 2017-2018

Background Interface Systems Management Consultants (“Contractor”) has been the vendor for Woodinville Fire & Rescue (“WF&R”) for performing all tasks relating to the calculation and notification of benefit charges since 1994. Mr. Neil Blindheim is the primary contact for the Contractor. The current administration has worked with Mr. Blindheim since 2010 and has found him to be extremely helpful and responsive to questions and requests. Fiscal Impact The attached Agreement is for an amount not to exceed $22,000. This amount represents a zero increase from the contract for 2016-2017. Payments to this contractor over the last few years have been as follows:

2016 $16,921.15 2015 $16,100.78 2014 $17,898.13

2013 $17,621.90 2012 $16,970.12

The costs include taxpayer notice printing, folding, mail preparation and postage. Additionally, all districts are allocated costs on a weighted average basis for the following: mailing software update, professional liability E&O insurance policy and FTP site for file uploads and downloads. Alternatives Interface Systems Management Consultants is the only vendor that provides this type of service – the calculation and notification of benefit service charge for fire districts. Interface Systems Management Consultants is, therefore, a sole source vendor. Requested Action Staff recommends that the Board approve and sign the Agreement for Consulting Services Relating to the Computation of Services Concerning Benefit Charge Amounts.

Kevin Coughlin, Chair August 15, 2017 Page 2 of 2

The Finance Committee recommends approval of the Agreement with Interface Systems Management Consultants. Attachments /jsm

PROPOSED MOTION I move that the Board of Fire Commissioners authorize the Board Chair to sign the Agreement for Consulting Services Relating to the Computation of Services Concerning Benefit Charge Amounts between Woodinville Fire & Rescue and Interface Systems Management Consultants in an amount not to exceed $22,000.00.



TO: Kevin Coughlin, Chair


SUBJECT: Staff Report 17-020 Policy Adoption and Deletions Policy 2105, Right of Return – Medic Program; Policy 2118, Trades; Policy 3110, Accident Prevention; Policy 3111, Vehicle Accident Reporting; Policy 3113, Safety Orientation; Policy 3114, Soft Body Armor; Policy 3115, Hearing Conservation Program; Policy 3118, Chemical Hazard Communication Program; Policy 3203, Return to Work Training; Policy 4203, Wildland Team Manual of Operations 500-5.9, Aid Car Staffing; Manual of Operations 900-2, Safety Standards; Manual of Operations 900-6, Bio Hazard Control & Disposal

Background Your packet contains 10 new policies and corresponding Resolutions for approval and adoption by the Board:

Policy 2105, Right of Return – Medic Program Policy 2118, Trades Policy 3110, Accident Prevention Policy 3111, Vehicle Accident Reporting Policy 3113, Safety Orientation Policy 3114, Soft Body Armor Policy 3115, Hearing Conservation Program Policy 3118, Chemical Hazard Communication Program Policy 3203, Return to Work Training Policy 4203, Wildland Team

All policies have been reviewed by the executive team and legal counsel. Staff also requested review and input on relevant policies from the Battalion Chiefs and subject matter experts in Response Operations. Additionally, it has been noted that the material included in Manual of Operations 500-5.9, 900-2 and 900-6 are no longer relevant to the District and we request that they be eliminated.


Requested Action Staff requests that the Board adopt Resolutions 2017-11 through 2017-20, included in your packet, which adopt the 10 new policies. Staff further requests that the Board move to eliminate Articles 500-5.9, 900-2 and 900-6 of the Manual of Operations. The Resolutions are detailed in the proposed motion at the end of this memorandum. The Executive Committee recommends that the Board adopt Resolutions 2017-11 through 2017-21 necessary to adopt Policies 2105, 2118, 3110, 3111, 3113, 3114, 3115, 3116, 3118, 3203 and 4203 and move to eliminate Articles 500-5.9, 900-2, and 900-6 of the Manual of Operations.

PROPOSED MOTION I move that the Board adopt the following Resolutions:

• Resolution 2017-11, A Resolution Adopting Policy No. 2105, Right of

Return-Medic Program;

• Resolution 2017-12, A Resolution Adopting Policy No. 2118, Trades;

• Resolution 2017-13, A Resolution Adopting Policy No. 3110, Accident

Prevention;

• Resolution 2017-14, A Resolution Adopting Policy No. 3111, Vehicle

Accident Reporting;

• Resolution 2017-15, A Resolution Adopting Policy No. 3113, Safety

Orientation;

• Resolution 2017-16, A Resolution Adopting Policy No. 3114, Soft Body

Armor;


• Resolution 2017-17, A Resolution Adopting Policy No. 3115, Hearing

Conservation Program;

• Resolution 2017-18, A Resolution Adopting Policy No. 3118, Chemical

Hazard Communication Program;

• Resolution 2017-19, A Resolution Adopting Policy No. 3203, Return to Work

Training;

• Resolution 2017-20, A Resolution Adopting Policy 4203, Wildland Team.

Additionally, I move that Articles 500-5.9, 900-2, and 900-6 of the Manual of

Operations be eliminated.

/jsm Attachments



TO: Kevin Coughlin, Chair


SUBJECT: Staff Report 17-021 Surplus Property Auction 4

Background The District has miscellaneous equipment and computer hardware that is no longer of use and has been designated as surplus. Several employees have been working to identify, list and value the surplus items, most of which are stored in the Logistics Center. We have had success using the Public Surplus auction website to sell some of our surplus property and will continue using that website. Attached hereto is the next list of items to be sold, traded, or donated. Recommended Action Staff recommends that the Board of Fire Commissioners permit staff to take the following actions: 1. Dispose of all items listed on the attached through public sale in “as is” condition and

without warranty at the stated asking prices with the final sale price subject to negotiation. (In all instances, the District’s representatives shall seek to obtain the highest fair and reasonable price for the goods sold and all proceeds received from the sales shall be recorded as miscellaneous income for the District.)

2. Items not sold within a reasonable period shall be donated to an agency that is in need or properly discarded or recycled if donation is not possible.

JSM/mm Attachment


PROPOSED MOTION

I move that the Board of Fire Commissioners approve staff’s recommendation to

dispose of the items listed as surplus by first attempting to sell the items at the

highest fair and reasonable price and, if necessary, donating or discarding any

items that are not sold.


Surplus List 08/15/2017

Lot number Surplus Item(s) Approx Value 47 16' Ladder $30.00 48 35" Extension ladder $100.00 49 Training DVD library $25.00 50 Training Books Library $25.00 63 Computer Model OptiPlex 755 $10.00 64 Computer Model Inspiron 1501 $10.00 66 Computer Model Latitude D500 $10.00 67 Computer Model OptiPlex GX270 $10.00 69 Computer Model OptiPlex 760 $10.00 70 Computer Model OptiPlex 760 $10.00 71 Computer Model OptiPlex 760 $10.00 73 Computer Model OptiPlex 760 $10.00 76 HP Thin Client t610 MXL32511GP $10.00 77 HP Thin Client t610 MXL32511GJ $10.00 78 HP Thin Client t610 MXL32511GM $10.00 79 HP Thin Client t610 MXL31019JW $10.00 80 HP Thin Client t610 MXL32511G6 $10.00 92 Clam shell backboards 3 $5.00 93 Najo Backboards 2 $20.00 94 HDX backboards 6 $10.00 95 GOJO 200 ML shampoo dispenser + refills $5.00 96 Homelite gas trimmer ST185 $1.00 99 2 pairs of speaker stands $1.00

100 Therm-a-rest camping pads -3 $5.00 101 Paratech hooligan prybar - 2 $25.00 102 Magazine rack $1.00 103 Hoover Vacuum $1.00





SUBJECT: #17-022 – Resolution 2017-21 Appointing Auditing Officers (supersedes Resolution 2016-14)

Background In the normal course of business, staff reviews, at two levels, all District warrants and electronic payments prior to Board review. There are occasional circumstances when the Board does not meet prior to a day in which approval is needed for the District’s payroll or vouchers. In order that the District is able to process warrants and electronic payments in a timely and consistent manner, an Auditing Officer is allowed to certify the voucher approval document for the submission of vouchers to the King County Finance Office without awaiting a Board meeting to authorize specific payments. The Board then reviews and approves the claims at its next regularly scheduled public meeting. This is a common practice and is authorized by RCW 42.24.180 and District Policy 2201, Fiscal Management.

In December 2016, Resolution 2016-14 was adopted authorizing Chief Administrative Officer Joan Montegary, and in her absence, Fire Chief Gregory Ahearn or Deputy Fire Chief Erik Wallgren as the District’s Auditing Officer. Requested Action The District is required by King County to execute a new Accounts Payable Authorized Signature Form with King County Accounts Payable as information or signatories change. Commissioner Derek van Veen is being added and former Commissioner Mark Emery is being dropped as authorized signatories.

Since it has been a few years, Resolution 2016-04 is being updated for submittal with the new form. There is no change to the District’s Auditing Officer or designees.

Resolution 2017-21 authorizing Chief Administrative Officer Joan Montegary, and in her absence, Fire Chief Gregory Ahearn or Deputy Fire Chief Erik Wallgren as the District’s Auditing Officer has been drafted to supersede Resolution 2016-14.


Recommendation Staff recommends that the Board adopt Resolution 2017-21 - A RESOLUTION APPOINTING AUDITING OFFICERS FOR THE PURPOSE OF AUTHORIZING THE ISSUANCE OF WARRANTS AND ELECTRONIC TRANSACTIONS PRIOR TO BOARD OF COMMISSIONERS’ APPROVAL as presented. Attachment JSM/mm

PROPOSED MOTION I move that the Board accept staff’s recommendation and adopt Resolution 2017-21, A RESOLUTION APPOINTING AUDITING OFFICERS FOR THE PURPOSE OF AUTHORIZING THE ISSUANCE OF WARRANTS AND ELECTRONIC TRANSACTIONS PRIOR TO BOARD OF COMMISSIONERS’ APPROVAL as presented.




FROM: Gregory Ahearn, Fire Chief

SUBJECT: Fire Chief’s Report – August 15, 2017

Fire Chief’s Report/Activities

I am pleased to present the following summary of District activities since the Board’s last regular meeting:

Incidents

• July 12: B31, A31, E35 and L31 responded to a structure fire in Bothell near WHS at 2330 hours. B31 and A31 were first in as L31 and Bothell units were clearing a brush fire call on 405. E35 was the first engine in. The scene was turned over to B42 after fire was knocked down and the scene was stabilized. Bothell PD assisted with evacuation and crowd control.

• July 13: Crews responded to a car/motorcycle MVA in the 17300 block of 140th Ave NE. The motorcycle rider was transported to Harborview.

• July 16: Crews responded to a commercial structure fire at DeLisle Cellars Chateau on Woodinville Redmond Rd. NE.

• July 20: L31 assisted Shoreline Fire on a commercial structure fire at the Fircrest School Linen Services Building.

• July 25: Crews responded to a wildland fire in Redmond. • August 5: L31 responded to Seattle as part of a Task Force on a 3 alarm multi-family fire in North

Seattle. After being at the scene for a short time, L31 moved up to Seattle Fire Station 17 to cover responses in the U-District.

• August 6: Crews responded to a residential structure fire in the 19900 block of NE 194th Street in unincorporated King County.

Budget

With the exception of the response operations overtime, no other concerns with the budget at this time.

Budget Performance Reports for the month ended May 31 and June 30, 2017 are attached to this report.

Kevin Coughlin, Chair Board of Fire Commissioners August 15, 2017 Page 2 of 2

City of Woodinville

DC Wallgren and I met with City staff and representatives from King County Office of Emergency Management regarding the setup of our joint EOC. King County OEM was very helpful in assisting us and they remain committed to our success.

The City of Woodinville’s Emergency Preparedness and Public Safety Commission recommended to City Staff they dissolve. City Staff brought this before City Council and the City Council approved the dissolution of the Commission.

The District will continue to meet monthly with City staff, Woodinville PD, Woodinville Water District and the Northshore School District to continue our emergency management efforts.

Update - New Engines

The 3 new engines have arrived, training and outfitting is underway and nearly complete. Training should be complete by the end of next week and all three engines will be placed in service. Under the direction of DC Wallgren, Firefighter Smith has done a great job on day shift as lead on the new engine onboarding process. Firefighter Smith is returning to Response Operations on Thursday.

Staff is also working on the surplus of the two American LaFrance Engines and the Rehab Unit that were previously approved by the Board for surplus.

Personnel

We have one Lieutenant that is off line due to a non-duty related procedure. We anticipate a return to full duty with no restrictions in mid-October. The District has assigned Marshall Frye as a Provisional Lieutenant to serve in the Lieutenant’s absence.

Our Firefighter that has been off line related to a non-duty related procedure is slated to be cleared for full duty with no restrictions at the end of the month.

Community Relations

Past Events:

• National Night Out event at Hawthorne Ridge on August 1 with 31B shift.

Upcoming events:

• August 17: KinderCare visit with 31A shift • August 19: Celebrate Woodinville Pancake Breakfast/Parade/Festival

GSA/mm

No Material Associated with this

Agenda Item

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