Special Meeting of the Board of Directors

Board of Directors December 3, 2008

Special Meeting Minutes Page 8 of 8

MINUTES

SPECIAL MEETING OF THE BOARD OF DIRECTORS

DECEMBER 3, 2008 – 7:00 P.M.

LINCOLN CENTER HEARING ROOM

PRESENT: Mayor Spadaccini, Deputy Mayor Peak, Secretary Pelletier, Directors Tweedie, Beckman, O’Neill, Kissmann and Farina

ALSO: General Manager Shanley

ABSENT: Director Zingler

MEETING CALLED TO ORDER:

Mayor Spadaccini called the meeting to order at 7:03 p.m. All in attendance participated in the Pledge of Allegiance to the Flag, led by Mayor Spadaccini.

General Manager Shanley explained that these meetings are intended to be informal, much like a work session. Each Department will be presenting its core service responsibilities and some services that may or may not be identified as core services. Some services may no longer be appropriate to provide or more appropriate provided a different way. Most Departments in Town have experienced mission creep over the years.

MANCHESTER FIRE DEPARTMENT

Fire Chief Robert Bycholski distributed a Town of Manchester Fire-Rescue-EMS Department Service Level Briefing, dated December 3, 2008, to each Board member. He explained that the Fire Department is funded through a special taxing district consisting of approximately 70% of the entire Town. Paramedic services are provided to 100% of the Town of Manchester. The Manchester Fire Department is committed to providing quality, courteous, and professional life safety and public services to the citizens of Manchester. Chief Bycholski feels that the non-traditional services provided by Manchester’s Fire Department make it the “Cadillac” of Fire Departments.

Manchester Fire Department consists of six divisions: Administration, Prevention, Operations, Emergency Medical, Training, and Emergency Management. Services provided by the Prevention Division fall into four core categories: planning reviews, fire investigations, code compliance inspections and fire prevention education. Planning reviews are a State mandated service. Last year 285 reviews were completed; the year prior 331 reviews were completed. The State Statutes covering code enforcement require the Fire Marshal to inspect any housing above two-family each year. Each person in the office would have to perform 2,700 inspections per year to meet the requirements. This past year, the Fire Department was able to complete 3,550 inspections; however, this was an atypical year due to a concerted effort to inspect apartment complexes. Normally, between 800 and 1,000 inspections are done per year. Fire investigations are also State mandated. A total of 79 investigations were conducted last year.

Public education is not a mandated service, but is a vital service in achieving the mission of the Fire Department. Education includes holding an open house, fire prevention education in the schools, dissemination of information through the media and at local fairs. Manchester Fire Department does not charge for code compliance, investigations or public education. Many fire departments are charging for ancillary services and Chief Bycholski will provide more information on this option as directed by Board members.

Secretary Pelletier asked if the Department bills the homeowner’s insurance for investigations.

General Manager Shanley stated that the Town does not charge when it responds to a fire, but that is an option.

Deputy Mayor Peak asked if it may be appropriate to bill for services when negligence is involved. Chief Bycholski said there is a three-strike ordinance in place for alarm systems and it is not unprecedented to create an ordinance for responses due to occupant error. This is really an unregulated industry. It is one thing to bill an insurance company, but to bill a person directly is a different matter. Mr. Peak stated that it seems logical that education would lead to fewer fires and asked if people in this industry perform regression analysis. Chief Bycholski replied that there are models available. Manchester does concentrate on trends. For example, candles are the sixth leading cause of fires in the United States, but in Manchester candles are the second leading cause of fires.

General Manager Shanley stated that on-duty personnel are used to do training and explained that the Fire Department has a minimum manning requirement of sixteen during the day. Education is not a mandated activity, but if the Department chose not to do it, it would not necessarily be saving man hours.

Deputy Mayor Peak asked how much time is actively engaged versus waiting for a call. Chief Bycholski responded that there were over 7,700 calls last year, which averages over 23 calls per day. Fire Department personnel are busy on calls and also must fit training in. When there is down time, staff is always busy doing something constructive.

General Manager Shanley stated that State Statues allow the Department to charge a fee for adjunct services.

As part of the “Cadillac” service, when a permit is taken out for blasting, Chief Bycholski will witness blasting for the protection of the neighborhood. Also, when tanks are pulled, he makes sure an inspector is on site to check for ground contamination.

Director Farina suggested that most contractors are used to paying for inspections and permits and asked why Manchester Fire Department wouldn’t charge for those services. Chief Bycholski responded by saying that it would be the decision of the Board of Directors on whether or not to charge for those services. Mr. Farina said that unless there is a down side he isn’t seeing, Manchester should charge a fee. General Manager Shanley said he thought a decision had been made to hold back from doing that because of the public feeling like they pay taxes and as such there are certain services they should receive. Mr. Farina favors discussing this further.

Director Kissmann, speaking from forty years of experience in this field, thinks that fire prevention and education is the most important thing the Fire Department can do and it is hard to quantify with numbers. We live in a reactive society and when a serious event occurs, codes become more stringent. Mr. Kissmann thinks Manchester has one of the better fire prevention programs throughout the state; the Chief does an excellent job. Mr. Kissmann serves on a group developing fire prevention codes. Some of the things this group is trying to address is communities not meeting mandated inspections and allowing fees charged to go to municipalities rather than the State. Mr. Kissmann stated that he is of the opinion that a fee should not be charged for inspection.

Secretary Pelletier wondered if all adjunct services must be performed by the Fire Department or if some could be taken over by other departments in Town or even an outside source. Chief Bycholski believes most are covered by the State Fire Code.

Chief Bycholski spoke about a smoke detector replacement program offered by the Fire Department. In the 1970s when it first began, only 3% of households had smoke detectors. In 2007, that number jumped to 97%. Unfortunately, only about half of the smoke detectors installed in households are working.

Director Beckman noted the awesome number of 3,500 inspections completed this year and wondered how the Eighth Utilities District fares on its inspections. He wondered if there is a possibility of combining efforts with the Eighth Utilities District.

General Manager Shanley explained that the fact that it is an entirely separate taxing district has always been an issue.

Chief Bycholski reviewed the operations division, which consists of a total of 80 personnel. A minimum of 16 personnel is required during the day and while contract allows for a minimum of 15 at night, 16 are currently scheduled. The number 16 is not arbitrary or stagnant. It is continually modified based on population, demographics, the number of occupancies, types of calls and call volumes. Common sense says there will be some impact if that number is reduced. If we were to take the time to identify tasks and number of people needed at an event, the Board would see that 16 is sufficiently justified.

Director Kissmann asked how many people would be needed for a working structure fire and a full arrest at the same time. The Chief explained that a minimum of three are needed for a full arrest, but five is preferable. That would leave eleven working the structure fire. Provisions are made for instances like that by bringing in help from outside jurisdictions in the form of mutual aid.

Assistant Fire Chief Ray Shedd explained that statistics show a greater call volume during daytime hours, but the high hazard calls are received during the nighttime hours. It is contractually permissible to reduce nighttime crews to 15 members, but that is the time the Department is confronted with the highest impact and hazards. The risks exceed the benefits.

Deputy Mayor Peak asked if it is possible to negotiate to be able to use volunteers to cover the shortfall. The Eighth Utilities District has a very successful volunteer Fire Department and Manchester has a large core of people who volunteer. Chief Bycholski stated that when mutual aid is utilized, volunteers are currently being utilized.

Mayor Spadaccini believes one of the keys to achieving savings is to work collaboratively with the Eighth Utilities District. There are two separate taxing districts involved and two separate Fire Marshal offices. However, in the past dispatch services have been provided by the Eighth Utilities District and the Town of Manchester paid for those services. The Eighth Utilities District has a separate tax collection office. Pursuing the idea of having a combined tax bill may save on staff costs and postage costs.

Chief Bycholski respects the Eighth Utilities District. He believes combining departments is more efficient and cost effective. There are many areas of redundancy and overlay. He is an advocate for partnering to provide better services.

Secretary Pelletier pointed out that the Manchester Fire Department needs to have enough equipment to be able to cover the Eighth Utilities District, which means it has equipment above and beyond what it needs.

Chief Bycholski explained that at one time the Fire Department had a total of seven apparatus and three in reserve. Now there are five apparatus online and a fly car to provide paramedic services to the Eighth Utilities District. He said that together the Eighth Utilities District and South Manchester departments have as much equipment as the City of Hartford.

Chief Bycholski continued his presentation and explained that there were 355 calls last fiscal year for hazardous material problems. There were 46 events last fiscal year which fall under the category of specialized rescue. A total of 58 mutual aid calls were responded to last fiscal year. Public service calls, such as alarms, smoking conditions, storm conditions, unauthorized burning, and animal rescue, consisted of 1,400 calls last fiscal year.

Chief Bycholski stated that Community Relations services are provided mostly by on-duty personnel. Some events, such as the Manchester Road Race and the fireworks, have to be overstaffed. The Fire Department donates 60 hours per year to Midget Football, 54 hours per year to Manchester High School Football, and 60 hours per year to the Silkworms.

Chief Shedd explained that Manchester Fire Department is the first responder agency in Manchester. Of the 5,633 EMS calls last year, 2,497 were in South Manchester. First responders provide services at an advanced EMT level.

General Manager Shanley interjected that there is a difference in the level of training received by MRTs and EMTs. A person with EMT training can do more than a person with MRT training. Further, a person with paramedic training can do even more than a person with EMT training.

Chief Shedd explained that Manchester is a double provider; it provides first responder care and advanced care. Of the 5,633 calls, 47% (or 2,659) required advanced live support, which can only be done by a person with paramedic training.

General Manager Shanley stated that the General Fund pays for paramedic services.

Chief Shedd expanded that statement by explaining that 18 out of 24 paramedics are funded out of the general fund, as are equipment and supplies. General Manager Shanley added that these services are provided to the entire town. Chief Shedd explained that over the years the community’s expectation has grown and the use of the system and resources have grown. The term home health care is used to describe this service. Often people who are unable to care for themselves or who may not have transportation call for emergency services for things like headaches, flu symptoms, or assessing whether to seek medical advice. Last year this service was used 209 times and there were 68 lift assists last year.

General Manager Shanley stated that this is an excellent example of mission creep.

Deputy Mayor Peak, aware that the Town cannot charge for this service, wondered if it could instead refer the caller to a health care agency.

Chief Shedd has found it difficult to advocate for the assistance of other agencies unless the caller is an abuser of the system.

Chief Bycholski added that he works with Diane Wicks and has achieved results. There is networking going on with other agencies when it comes to chronic cases.

General Manager Shanley explained that five paramedics are currently provided throughout the community every day. There have been discussions of reducing that number to three. The challenge is, if the number of paramedics is reduced, the general fund would save money, but the cost would shift to the Fire Department due to minimum staffing levels. Another avenue would be to generate more revenue. One way to do that would be to invest in service transportation, which the Town could charge for.