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01/23/2024 Regular MeetingKodiak Island Borough Fire Protection Area No. 1 Service Area Board January 23, 2024 A regular meeting of the Fire Protection Area No. 1 Service Area Board was held on January 23, 2024, in the Bayside Fire Station. CALL TO ORDER/PLEDGE OF ALLEGIANCE Chair Richard Carstens called the meeting to order at 6:01 pm. ROLL CALL Staff Brian Price conducted a roll call. Members present were Chair Richard Carstens, Vice -Chair John Parker, Mike Dolph, Scott Arndt, and Paul VanDyke. A quorum was established. Also present was Chief of Bayside Fire Department Scott Ellis. APPROVAL OF AGENDA ARNDT MOVED to approve the agenda. DOLPH seconded. VOICE VOTE ON THE MOTION CARREID UNANIMOUSLY APROVAL OF MINUTES ARNDT MOVED to approve the minutes of the November 14th, 2023. DOLPH seconded. VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY ACKNOWLEDGE RECEIPT OF FINANCIAL REPORT ARNDT MOVED to acknowledge the receipt of the Financial Report. PARKER Seconded. VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) None. FIRE CHIEF'S REPORT Chief Ellis gave his report. NFIR statistics were shared. Out of 189 incidents, Average response time as recorded was 4 minutes and 20 seconds. Average incident duration was 40 minutes and 59 seconds. Chief Ellis noted that there are discrepancies recording these times accurately that have been discussed with the police chief and the department's PSAP (Public Safety Answering Point). Chief Ellis also noted the 2 years of back -entered incident data that contributed to reduced accuracy. This data, Kodiak Island Borough Fire Protection Area No. 1 Board Meeting January 23, 2024 Minutes having not been entered live as it occurred, altered the averages that would be reflective of the last several months of incident responses since the reporting systems were adopted. Chief Ellis assured the board that, moving forward, contributing more accurate live data as incidents occur will improve the overall accuracy of these reports. Run forms for back -entered incidents were not available so individuals involved in response could not be included. He continued share statistics. The number of fire incidents out of 100 emergency response calls was 79. The average number of responders for that was 3, a low number that again was noted as inaccurate. Out of the 189 incidents, the number of emergency rescue/EMS incidents was 110. Chief Ellis transitioned to the statistics gathered live in the month of January for perspective. Tracking documentation showed 26 incident calls. Out of those incident reports, 16 of were toned -out incidents. The remaining 10 were still alarms. Run volume of the previous year was at 190. Chief Ellis predicted a run volume close to 360 for this current year but will likely reflect 190 toned -out calls out of that volume. Chief Ellis informed the board that all calls and responses are now being actively tracked and will continue to be moving forward. The board was reassured by Chief Ellis that there is no intention to conflate data in a way that would create unrealistic expectationsor manufacture false perceptions. Paul VanDyke requested if these figures could be included into this meeting's packet for historical record as well as included in the next meeting packet. Chief Ellis planned to include the full month of January incidents report in the next meeting packet and informed Paul Vandyke that Staff Brian Price will be sent the document for inclusion in the packet. Chief Ellis shared plans to meet with Borough staff to see how Bayside Fire Department could make their portion of the website more user friendly to provide real time statistics for the community. Training was mentioned. Efforts had been recently integrated with other entities and has become more routine. Chiefs' meetings had commenced in November, and was cancelled in December due to numerous holiday conflicts. The January meeting was held at Bayside Fire Department where Chief of Kodiak City Police & other representatives of different public safety entities on Kodiak Island were in attendance. Details were shared. Chief Ellis offered thanks and praise to the members of Bayside Fire and City Fire for their collaboration efforts in responses and trainings. Chief Ellis began to go over with the updated Strategic Fiscal Plan he had prepared. A table of contents, a foreword, and other introductory sections were added to the Strategic Physical Plan and mentioned to the board. Chief Ellis skipped forward to the first section of Appendix B: Capitol Reoccurring Needs / Cost Analysis. Firefighter PPE was first mentioned. New plans to create a turnout gear procurement schedule for personnel were relayed. Such a schedule would ensure aged turnouts are decommissioned as the primary set used by personnel and provide a well -fitted spare on standby after they are laundered. Procuring at the rate of 5 full sets per year, the end goal is for each fire fighter to have 2 sets of in -date structural PPE. Paul VanDyke asked Chief Ellis if this document was part of his report or a working document. Chief Ellis provided clarification. Further suggestion was made by Paul VanDyke to reference the turnout gear schedule at points within the Strategic Fiscal Plan Draft since it will eventually be approved and solidified by the board. Paul VanDyke proposed that its inclusion would provide leverage for the needs of the Firehouse. Kodiak Island Borough Fire Protection Area No. 1 Board Meeting January 23, 2024 Minutes Chief Ellis moved on to discuss Replacement of SCBAs. Bayside currently is at year 8 of their SCBAs. The bottles must be replaced after 20 years, at which point they would be deemed no longer in -date. The models currently instated are no longer manufactured. Chief Ellis relayed a regulatory policy for SCBAs which stated, "So long as your SCBA is able to be serviced and maintained to the standard under which it was manufactured, you can use it forever." Despite this, the parts and maintenance equipment are no longer manufactured. This fact was provided as support in the long- range planning to replace SCBAs at this 20-year mark. Chief Ellis voiced that this is a good industry standard to adhere to. Chair Richard Carstens asked how long this model had been out and was then informed by Chief Ellis that Bayside has the 2014 models. This put the SCBAs at year 8 of their lifespan. Chair Richard Carstens asked if it is allowed to scavenge parts from one apparatus to another. Chief Ellis responded, noting technological change as a large factor to consider. He briefly compared older models to newer models of SCBA as example of how drastically different and greatly improved newer models can be. Even if the parts can be scavenged, advancements in the future may provide ample incentive to upgrade. Chief Ellis suggested that the closer Bayside Fire gets to that 20-year mark, rather than a full replacement of all at once, the replacement SCBAs could be staggered in phases. Chief Ellis noted questions for the board to consider such as how many to replace at once, how much would it cost, and how rapid could it be done. Chief Ellis moved onto the Long -Range Addition of Part-Time/Full-Time Positions, continuing down Appendix B of the Strategic Fiscal Plan. The positions listed and discussed were a Part -Time Mechanic, Part -Time Firefighters, and Full -Time Firefighters serving Monday -Friday. It was noted that the Current Response Model and Outlook does not currently support this model. Offering such a staffing model to well -trained and knowledgeable Firefighters who are currently working full time jobs would be able to augment their full-time obligation. Chief Ellis shared with the board his anecdotal experience of negative outcomes that can be created from full-time, career fire fighters working with volunteer firefighters. Paul VanDyke voiced that, moving forward, the IamResponding incident reporting software adopted by the board will serve to support this Long -Range Addition by portraying time of day of calls and overall call volume. Inter -agency aide was briefly discussed. Chief Ellis continued down Appendix B onto the larger budget items that would be classified as Capitol Non -Recurring. The Campus Remodel had been divided into 4 years at the rate of $500,000.00 dollars per year. Chief Ellis noted the price per year as a rough estimate. Proceeding down the document, next discussed item was the Replacement of Squad 10, estimated at $65000. Paul VanDyke inquired what had happened to the red pickup truck loaned out to the Fire Department by KIB. Chief Ellis explained the agreement made by former Chief Finlayson and how this agreement was extended due to the delayed registration of the Squad 11 Brush Truck. Once the Brush Truck was finally registered, it absolved the agreement, and the Red Truck was to be return. Chief Ellis thanked Staff Brian Price for working with all parties to get Squad 11 Registered. Donovan Antolic, Bruce McNeil, and Cody Foster were mentioned and thanked for their contributions at the Fire Department towards vehicle maintenance. Paul VanDyke voiced support for the Replacement of Squad 10 to be included into the final draft of the Strategic Fiscal Plan. Scott Arndt brought up other options for the board to Kodiak Island Borough Fire Protection Area No. 1 Board Meeting January 23, 2024 Minutes L consider for procurement such as Borough -owned vehicles that see lesser use. The board discussed alternatives to the purchase of a brand-new vehicle. John Parker voiced concerns that this should be included into the plan and that it would be unrealistic to exclude it from the Strategic Fiscal Plan. Scott Arndt explained how this could be included in the budget as a depreciation line item that would go directly into fund balance. If there were a problem with the current Squad 10 Pickup Truck, it would already be included in the budget. John Parker continued to voice availability concerns beyond just financial capability. The board overall supported this item's inclusion to the plan as discussion continued. Chief Ellis continued and briefly explained the reasons for including the Year 6 Replacement of Field Comm / Rehab Unit for $10,000. This was regarding the Squad 12 KARES Bus that provides transport on the island. Chief Ellis felt that this vehicle was a community vehicle and that it is underutilized. Ideas were shared on what could be done on behalf of public safety partners to support that service continuing. The board discussed with Chief Ellis what additions and details would be pertinent to include for reference in the Strategic Fiscal Plan. Details such as the previous date of acquisition for the current SCBA models in use and the grant used to purchase them, a cost estimate for the KARES Bus to be replaced, and cost estimates for replacing squad 10. The board wanted the Strategic Fiscal Plan to be encompassing of all items and costs. Paul VanDyke voiced that having all relevant details available as the document memorializes will be valuable for grant application. The board moved on and began to discuss the Year 8 Utility Upgrades to the 2009 Apparatus Building. Scott Arndt voiced that it is a good idea to put this item several years out. It was speculated that this could be reevaluated years later and be pushed back further if needed. Chief Ellis pointed out that, although the building itself is a 2009 addition, a lot of what is within the building is no longer original 2009 items. Chief Ellis moved onto the Year 10 Replacement of Engine 10 priced at $1,000,000. Reference was made regarding NFPA's document consolidation efforts after recognizing individual documents that could be combined. Among these are the vehicle documents that are all consolidated into one now. No longer is anything about age or use or status within said document. Majority of information about these are within appendices Chief Ellis did note a reduction in years for standard fire engine replacement down from 20 to 15 made with no supporting reasoning for the change stated. Other differentiating features of previous models to newer models were mentioned for considering compliance measures. During discussion there was an emergency tone sound -off that prompted Chief Ellis to leave the meeting immediately. CHAIR CARSTENS called the meeting into a 10-minute recess under unanimous consent. CHAIR PERSONS' REPORT Kodiak Island Borough Fire Protection Area No. 1 Board Meeting January 23, 2024 Minutes Chair Richard Carstens thanked Chief Ellis for his efforts to put together The Bayside Strategic Fiscal Plan quickly and thoroughly. It was noted that a fair part of the information presented in the strategic plan will plug into the budget. NEW BUSINESS P&Z Commission CIP Recommendation Submission Form for FY2024-2025 Discussions for the CIP Recommendation ensued. It was noted that CIP Recommendations needed to be submitted no later than the end of June 2024. Scott Arndt voiced to the board that completing this sooner rather than later would be preferred. Paul Vandyke asked Scott Arndt where the Bayside Remodel was at in design efforts. He responded and informed Paul Vandyke that it was still in its conceptual phase. Paul Vandyke voiced concerns to the board regarding the power of Bayside's ask in a grant application if the remodel remains at only a conceptual phase. Scott Arndt briefly explained the possibilities and plans to do what he can when he goes to D.C. to lobby. He made it clear to the board that there were no guarantees. CITIZENS' COMMENTS None. OLD BUSINESS None. BOARD MEMBERS' COMMENTS Paul Vandyke - I would like to note the $15,000.00 in volunteer physicals that remains unused. That should be fixed [Board informed Paul that Chief Ellis had already acted in regards this]. SET NEXT MEETING DATE The board briefly discussed dates they will be available in February. Scott Arndt noted the days that he would be out of town on business. Chair Richard Carstens set the next meeting date on Tuesday February 27, 2024 for 6:OOpm. Kodiak Island Borough January 23, 2024 Fire Protection Area No. 1 Board Meeting Minutes ADJOURNMENT Chair Richard Carstens adjourned the meeting at 7:29pm. ATTEST: p A* AN Brian Price, Board Secretary KIB Engineering/Facilities Department KODIAK ISLAND BOR UGH Chair Richard Carstens, Fire Protection Area No. 1 Approved on: MAR 1 3 2024 ., BOROUGH CLERK'S OFFICE KODIAK, ALASKA Kodiak Island Borough Fire Protection Area No. 1 Board Meeting January 23, 2024 Minutes