Special Meeting – August 31, 2010
Special Meeting, Tuesday, August 31, 2010, at 8:00 a.m. Government Center, Verona, VA.
PRESENT: Gerald W. Garber, Chairman
Jeremy L. Shifflett, Vice-Chairman
David R. Beyeler
Wendell L. Coleman
Larry C. Howdyshell
Tracy C. Pyles, Jr.
Nancy Taylor Sorrells
Patrick J. Morgan, County Attorney
Jennifer M. Whetzel, Director of Finance
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator
Jessica T. Staples, Administrative Secretary
VIRGINIA: At a special meeting of the Augusta County Board of Supervisors held on Tuesday, August 31, 2010, at 8:00 a.m., at the Government Center, Verona, Virginia, and in the 235th year of the Commonwealth….
PRESTON YANCEY FIRE DEPARTMENT
The Board of Supervisors considered Emergency Services Committee recommendations:
A) Budget Amendment B) First Due Area Temporary Adjustments C) Permission to discuss Action Plan with Yancey Board of Directors Patrick J. Coffield, County Administrator stated that § 15.2-1418 of the State Code of Virginia was followed to call this special meeting. Proper notice was given to the Board of Supervisors and media.
Budget Amendment Carson Holloway, Augusta County Fire Chief, presented the suggested Performance Plan relating to Preston L. Yancey Volunteer Fire Company staffing and training issues.
Fire Chief Holloway read the following response:
Suggested Performance Improvement Plan for Preston L. Yancey Fire Company
(PLYFC)
1. Preston L. Yancey to provide a list of active members who are qualified to respond to structure fires and initiate fire suppression operations. Time line one (1) week.
2. Preston L. Yancey to establish duty crews, to supplement career staff, in meeting the minimum of four (4) fire fighters responding to structure fires.
Time line one (1) week.
3. Preston L. Yancey to establish a training schedule that meets the requirements of ISO for training personnel. Time line two (2) weeks.
4. Preston L. Yancey to initiate policies and procedures to meet ISO, records management, benchmarks for training, documentation of apparatus maintenance, testing, and equipment requirements. Time line thirty (30) days.
Augusta County Performance Enhancement Initiative 1. Re-define first due boundaries of Augusta County Fire-Rescue Station 10 and other agencies within five (5) miles. Time line immediate.
Fire Chief Holloway stated after the boundaries are defined, they will be reviewed again by ISO.
2. Continue discussion with the City of Waynesboro on automatic aid vs. mutual aid in Augusta County and City. Time line ongoing.
He explained mutual aid is aid that is called for from the County to the City of Waynesboro when needed. He stated the County has a definite mutual aid with the City however automatic aid has not been established for various reasons.
3. County to provide six (6) career personnel, by increasing the current staff of five (5), by one (1) proposed career personnel. This would allow for two (2) per shift to create 24/7 coverage to supplement the volunteers at Preston L.
Yancey in meeting ISO requirements of four (4) personnel responding on structure fires. Time line immediate.
4. Career staff to provide oversight and guidance on achieving ISO compliance in re-establishing improvement in rating and delivery of service.
5. County to provide operational direction to PLYFC on service delivery to area served.
Mr. Coffield stated the budget does not currently have funding for the recommended sixth position. He stated for a full-time Firefighter ALS position, the cost for the ten months remaining in this fiscal year would be approximately $50,000. Mr. Coffield stated staff has proposed using bridge funding from the Wayne District Infrastructure Account.
Mr. Coleman stated he supports the recommendation from the committee and the cost will be covered from the Wayne District Infrastructure.
Mr. Beyeler moved, seconded by Mr. Coleman, that the Board approve the budget amendment as written, not to exceed $55,000, through the end of the Budget Fiscal Year 2011.
Mr. Pyles stated the fact that the committee, county staff, and PLYFC has been aware of the failing ISO Rating since April 2008. He stated for two years citizens in the Wayne District have been put in danger. He noted the County has gone through two budget cycles and never once has the need for additional fire and rescue staff been brought up.
He stated when he brought up the failing station at Grottoes, never once was the issue of PLYFC mentioned. The problem was ignored. He stressed the importance of the Board being made aware of issues regarding fire and rescue and emergency services.
These decisions should be reviewed by all members of the Board.
Mr. Coleman stated he is not “pointing the finger at anyone”. He stated the decisions today are measures to solve the problem during the interim. He stated steps need to be done to solve the issues long term.
Ms. Sorrells thanked the Emergency Services Committee for their quick response to the Board’s request for the information presented by Chief Holloway. She stated the plan needs to be adopted immediately. She stated now is not the time to assign blame, but the time to immediately address the problem. Ms. Sorrells discussed changes to the emergency services system and the difficult task of finding a solution. She proposed creating a fire and rescue task force, appointed by the Chair, that examines all aspects of fire and rescue, including chain of command, ISO ratings, fire flow, financial aspects, etc. Ms. Sorrells recommended a professional facilitator. She stated the task force should consist of the County Fire Chief, fire chiefs of the Cities of Staunton and Waynesboro, at least one career fire and rescue staff member, Assistant County Administrator, two board members, two volunteer fire and rescue staff, Economic Development Director, a financial officer, representatives from the Augusta County Service Authority, and representatives from the Staunton Augusta Rescue Squad. She stressed the importance of forming the committee in order to move forward with resolving these critical issues.
Chairman Garber stated fire and rescue issues brought up today are items that the Board can review at their next scheduled worksession, September 20, 2010.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
First Due Area Temporary Adjustments Fire Chief Holloway explained the proposed plan of putting Company 10 on all of PLYFC/Fishersville’s first due structure fires to ensure adequate career staff is available.
Mr. Shifflett asked how this proposal will affect Company 10.
Fire Chief Holloway explained it will put more workload on Company 10 until a long-term plan can be initiated, however, they already respond to a large number of PLYFC’s calls in the Fishersville area. He stated he can provide the exact number of calls Company 10 currently responds to in Fishersville and what the increased number of calls would be if that is a concern.
Mr. Shifflett stated he does not support putting additional strain on Company 10.
Fire Chief Holloway explained if PLYFC is not available, Company 10 is already put on second tone within six minutes. He stated the proposal will only enhance the time factor. He explained if a first duty officer answers an alarm and realizes it is a false alarm, the apparatus will be put back in service as quickly as possible. He explained for structural fires, there are always three companies toned. The proposal is to tone Company 10 on all of PLYFC calls, resulting in a total of four (4) companies in service in some cases.
Mr. Coleman stated he strongly supports automatic aid from Waynesboro Fire and Rescue for structural fires served by PLYFC. However, he understands that support is something not feasible at this time.
Fire Chief Holloway stated automatic aid is already in place with Staunton Fire Department.
Mr. Beyeler moved, seconded by Chairman Garber, that the Board approve the recommendation for the temporary adjustments from the Fire Chief as proposed regarding first due.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
Permission to discuss Action Plan with Yancey Board of Directors John C. McGehee, Assistant County Administrator, explained that PLYFC will be able to meet with the Emergency Services Committee tonight at 7:30 p.m. He stated the Committee is asking for approval from the Board to pass the information, discussed at today’s meeting, to the PLYFC Board of Directors.
Mr. Pyles moved, no second, to recommend Chairman Garber and Vice-Chairman Shifflett to attend the meeting tonight with the PLYFC Board of Directors as Chair and Vice-Chair to represent the Board of Supervisors to address issues regarding volunteer services.
Vote was as follows: Yeas: Pyles Nays: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, and Coleman Motion failed.
Mr. Beyeler stated the meeting tonight is a public meeting.
Mr. Coleman moved, seconded by Ms. Sorrells, that the Board of Supervisors meet with the Board of Directors of PLYFC to discuss the proposed implementation plan.
Mr. Howdyshell stressed the importance of working with volunteer staff in order to improve these ratings. He stressed the need for the County to address these recommendations to the PLYFC Board of Directors.
Mr. Beyeler stated fire and rescue should not be political. He stated the Board needs to act on good judgment.
Mr. McGehee officially notified the media of the meeting tonight, August 31, 2010, at 7:30 pm at Preston L. Yancey Fire Department.
Mr. Pyles questioned whether or not PLYFC would have any concern or reservation of having this public meeting.
Patrick J. Morgan, County Attorney, explained as a standing committee, under the Freedom of Information Act, it has to be a public meeting. If the building cannot accommodate those in attendance, he stated the meeting will have to be moved to another location to accommodate the public.
Mr. Coleman asked, now that the guidelines and time line have been set, what body will be responsible to ensure the strategy is implemented.
Chairman Garber stated the Fire Chief will be responsible for reporting to the Board the progress of PLYFC concerning the implementation plan.
Fire Chief Holloway stated he will present the results at the Board’s next worksession.
Mr. Coffield noted the process will be a collaborative effort.
Mr. McGehee explained the Board will be informed of results of the plan as each deadline passes.
ADJOURNMENT
There being no other business to come before the Board, Mr. Beyeler moved, seconded by Ms. Sorrells, the Board adjourned subject to call of the Chairman.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
Chairman County Administrator H:/minutes8-31 specmin.10
