December 18, 2018 7:00 PM Administration Building / Monroe · 12/18/2018 · 6. Regular, EMS, and...

SEMIMONTHLY ACTIVITY REPORT

December 18, 2018 7:00 PM

Administration Building / Monroe

SNOHOMISH COUNTY FIRE DISTRICT #7 WASHINGTON

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AGENDA

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BOARD OF FIRE COMMISSIONERS REGULAR MEETING AGENDA Snohomish County Fire District 7

Administration Building / Monroe, WA 7:00 PM

Tuesday, December 18, 2018

1. Open the Meeting of December 18, 2018

2. Pledge of Allegiance

3. General Public Comment

4. Union Comment

A. IAFFB. Teamsters

5. Fire Chief Report

A. As presented

6. Consent Agenda

A. Approve Vouchers:1) Vouchers: #3090-18 – #3266-18; ($1,285,398.62) – Pre-Approved2) Vouchers: #3267-18 - #3335-18; ($143,243.20)

B. Approve Payroll:1) Payroll: December 15, 2018; ($875,316.58)

C. Approval of Minutes1) Approve Meeting Minutes – December 4, 20182) Approve Special Meeting Minutes – December 11, 2018 (Auditor Exit Conference)

D. Secretary’s Report on Correspondence

7. Discussion Item

A. Draft Resolution 2019-1 – Establishing a Paid FMLA Trust Fund

8. Action Item

A. Policy 1-33 – Meals / LodgingB. Resolution 2018-10 – Establishing Area of Reasonable ProximityC. Resolution 2018-11 – Services Provided to Unprotected AreasD. Fireworks Positon Letter to County CouncilE. Increase in 2019 Shop Fees

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9. Commissioner Committee Reports:

A. Joint Fire Board with Mill Creek (Fay / Woolery / Waugh)1) TBD / Station 71

B. Finance Committee (Waugh / Wells / Snyder)1) TBD

C. Policy Committee (Wells / Woolery / Schaub)1) Monday, January 7, 2019 – 17:00 / Admin Bldg.

D. Safety Committee (Fay / Schaub)1) Monday, December 17, 2018 – 18:00 / Station 71

E. Risk Management (Schaub)1) Tuesday, April 23, 2019 – 19:00 / Snohomish Co. FD 222) August 27, 2019 – 19:00 / Snohomish Co. FD 223) November 5, 2019 – 19:00 / Snohomish Co. FD 22

F. Labor / Management (Waugh / Wells / Fay)1) TBD

G. Shop Committee – (Snyder / Woolery / Schaub)1) TBD / Admin Bldg.

H. Strategic Plan Committee – (Fay / Schaub / Wells)1) Dr. Sikora scheduled to present the report at the February 5, 2019 Regular Meeting

I. Capital Facilities Committee - (Schaub / Snyder / Woolery)1) Station 332) Station 723) Station 324) Station 76

10. Other Meetings Attended:

A. Snohomish County 911 (Waugh)B. Regional Coordination

1) Joint Fire Board Meeting – Lake Stevens / District 7Tuesday, January 8, 2019 – 18:00 Lake Stevens Conference Bldg.

C. Leadership Meeting (Fay / Schaub / Wells)1) Thursday, February 21, 2019 – 09:00 / Gold Creek Community Church

D. Sno-Isle Commissioner Meeting1) Saturday, January 26, 2019 – 19:30 / Shawn O’Donnells

E. SR 522 Coalition Meeting (Woolery / Silva)1) TBD

F. Joint Leadership Team Building Retreat (Schaub)1) Monday, February 11, 2019 – 08:00 – Wednesday February 13, 2019 – 17:00

Camp Orkila / Orcas Island

11. Old Business:

12. Call on Commissioners:

13. Attendance Check:

A. Wednesday, January 2, 2019 – Admin Bldg. (Day Changed Due to New Years Holiday)

14. Executive Session:

A. 42.30.140 – Other Matters1) Non Represented Employee Benefit Package

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FIRE CHIEF REPORT

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To: Board of Fire Commissioners From: Gary A. Meek, Fire Chief Subj: Fire Chief Report for December 18, 2018 ___________________________________________________________________________________

Fire Chief’s Report:

1. The Staff continues to spend countless hours collecting data and reviewing the data for the PublicRecords Request we received.

2. Staff members are preparing for the upcoming mediation and ULP’s.Below is the list of the scheduled hearings:a. Grievance – Pereira Termination, February 26 – 28, 2019, 09:30 – 17:00, Station 31 Training Roomb. Station 33 Mediation, Date and Time TBD

3. Division Staff personnel from District 7 and Lake Stevens Fire continue to meet to develop our planfor moving forward. If any members of the Board have further questions please send them to me sothey can be addressed.

4. The Commissioners position letter to the County Council on a fireworks ban has been drafted and isready for Commissioner Waugh to sign. This letter is in the Action Items section of this report.

5. Chief Silva has notified Brad Steiner at SERS that District 7 will extend their tower lease at 71 by 3months. We are waiting for them to draft the extension language to review prior to signing.

6. The Auditors Exit Conference was held on December 11th. They reported that there were no findingsor management letters prepared during this audit. Thank you to Camille, Denise, Jessica and Mindyfor their hard work and diligence to maintain accurate records and their cooperation during this audit.

7. I will be meeting with Bob Stowe, Mill Creek, on Tuesday, December 18 to discuss the Fire Mitigationwith the City.

8. Chief Silva and I attended the Sno-Isle Commissioner meeting along with several of ourCommissioners and past Commissioners Gunther Hausmann and Gregg Knapp.

9. I attended the Snohomish County Council meeting on December 12 to hear the discussion authorizingthe County Executive to sign the Fire District 7 ILA with the County for Fire / EMS coverage of theEvergreen State Fair and the appropriations of funds supporting the ILA with SERS to support 911communications in the County. All ILA’s presented were passed unanimously with no discussion.

Finance Officer’s Report:

1. The auditors have issued the financial statement audit report, and will be issuing the accountabilityreport in the next couple of weeks. The exit conference was held on December 11th, and there wereno findings or management letter items.

2. We are continuing to work with Tyler on setting up the rules involving payroll, accounts payable andso forth, and training on the new accounting software. We have had remote training as well as arepresentative from Tyler here on site this month. We have a potential go-live date of April 1st.

3. The tables below show the number of transports, gross transport revenues, and MVC revenues, billedby Systems Design during the month of November for this year, and during the same months for eachof the 2 previous years.

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Systems Design No. of Transports Billed for District 7 2018 2017 2016

November

359

391 172

Systems Design Transport Revenues for District 7 2018 2017 2016 November

$223,083

$216,585

$197,628

Systems Design MVC Revenues for District 7 2018 2017 2016 November $4,945 $500

$615

4. The budget and actual expenditures as of November, 2018 are $39,091,096, 81% of the annual

budget. At this time in 2017, District 7 had spent $35,631,745, 84% of the total annual budget. The expenditures in the General fund are $30,407,686; 82% of the General Fund budget. At this time in 2017, District 7 had spent $28,872,394; 87% of its General Fund budget.

5. Total revenues in the general fund for November, 2018, are at 98% of budget. At this time in 2017, District 7 had collected 101% of budgeted revenues in the General Fund. The General Fund revenues collected through November, 2018 are $36,644,348. In November of 2017, year to date revenues were $32,314,821.

6. Regular, EMS, and M&O property tax collections in the General Fund and Bond Fund through November, 2018 are $30,639,383, which is 100% of the amount budgeted. In 2017 at this time, these property tax collections were 101% of the amount budgeted, with collections of $26,226,586. Below is a chart showing the 2018 year to date property tax collections as compared with expected collections.

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5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Property Taxes

Dist Taxes Estimate Actual

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EMS Officers Report:

200

250

300

350

400

450

500

550

Transports

2017 2018

0100200300400500600700

Total Records

2017 2018

90

92

94

96

98

100

Patient Satisfaction

2017 2018

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Deputy Chief’s Report 1. Conducted two week training for three MSO’s2. Attended Opiate data meetings3. Completed power cot installations4. Meet with Chief Halverson for District 5 ALS Contract5. Leadership Meeting6. Working on paramedic recertification7. Continue refining EMS supplies to maximize efficiency8. Planning for 2019

Deputy MSA Report 1. The Deputy MSA has been out on a family emergency

Medical Services Officer Report 1. Establishing new office space2. Meeting with personnel in all stations3. Working on goals for first 30 days after go live4. Assisting with recertification of personnel

Community Resource Paramedic 1. Several patient contacts.2. Attended training on new software program.3. Met with MSO’s to train them on how the CRP program works.

Public Information/Public Education Officer’s Report:

1. News releases/articles:a. 12 Facebook posts

27 new page likes 24.9 thousand total people reached 34.8 thousand post impressions

b. 8 Twitter posts25.3 thousand Tweet impressions 746 Profile visits 24 new followers 5 mentions

c. 1 Nextdoor post 4265 post views

19 post reactions 6 post replies Reaching 18,085 verified residents in 165 neighborhoods

2. Other communication:a. November 4: Sirens reportb. November 12: Sirens reportc. November 13: Incident reportd. November 25: Sirens reporte. November 29: Special Meeting Notice – Auditor exit interview

3. Media coverage:a. No injuries reported after firefighters contain residential fire east of Maltby

i. News of Mill Creekb. In the thick of it, local firefighter braved huge California wildfire

i. Snohomish County Tribune – Heroes editionc. Serving those devastated by Hurricane Michael

i. Snohomish County Tribune

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4. Meetings/Training attended:a. Nov 1: Mill Creek Veterans Day logistics meetingb. Nov 1: Joint Administrative Meetingc. Nov 5: Finance Committee Meetingd. Nov 6: Board Meetinge. Nov 8: Executive Staff Meetingf. Nov 13: Monroe Chamber Luncheon Presentationg. Nov 13: Phone interview with Snohomish County Tribuneh. Nov 14: IFSTA Educator 1 class planning meetingi. Nov 14: Fales Neighborhood Station Update meeting (Guptill & Chadwick)j. Nov 19: Mill Creek Community Engagement Meetingk. Nov 19: LS/D7 Leadership Meetingl. Nov 20: Board Meetingm. Nov 26: Annual Banquet Preparationn. Nov 27: Annual Banquet Planning Meetingo. Nov 27: Engage Monroe Planning Meeting

5. Tours/Events/Activities:a. Nov 6: Visit to Kokanee Elementary – 2nd grade: 6 classes (Chadwick)b. Nov 10: Mill Creek Veteran’s Day Parade – E76 & L72c. Nov 12-16: Police & Fire Appreciation Week – Visits to schools during lunchesd. Nov 13: Monroe Chamber Luncheon Presentatione. Nov 14: Emergency Preparedness Presentation – Brookdale Mill Creek (Chadwick)f. Nov 15: Visit to Salem Woods Elementary – Kindergarten: 4 classes (St. 32)g. Nov 15: Visit to Chain Lake Elementary – 2nd grade: 4 classes (Chadwick)h. Nov 15: Visit to Chain Lake Elementary – 4th grade: 3 classes (Chadwick)i. Nov 16: Police & Fire Appreciation Luncheon – St. Mary’sj. Nov 20: Serve Thanksgiving dinner at Senior Center – St. 31k. Nov 20: Station Tour – St. 72l. Nov 20: Visit to Salem Woods Elementary – 2nd grade: 4 classes (Chadwick)m. Nov 28: Mill Creek Rotary Presentationn. Nov 28: Visit to Chain Lake Elementary – Kindergarten: 4 classes (St. 32)o. Nov 29: Visit to Jackson High School – Impact Teen Driver (Rybar)p. Nov 29: Station tour – St. 31q. Nov 29: Filming for #finish522 videor. Nov 30: Visit to Kokanee Elementary – 4th grade: 6 classes (Chadwick)

6. CPR/First Aid:a. Nov 5: CPR Only – (Anderson) 7 people certifiedb. Nov 17: CPR/First Aid – (Davison) 9 people certified

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CONSENT AGENDA

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Voucher No. Vendor Name Total

SNOHOMISH COUNTY FIRE DISTRICT # 7

BLANKET VOUCHER APPROVAL1PAGE NO.

=======================================================================

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3267 780.83- Air Exchange, Inc.18

3268 588.53- All Battery Sales & Service18

3269 208.19- Amerigas18

3270 185.64- Andgar Corporation18

3271 71.82- Aramark18

3272 90.00- Board for Volunteer Firefighters18

3273 2,484.26- Brake & Clutch18

3274 621.99- Braun Northwest, Inc.18

3275 3,324.42- CDW-G18

3276 90.55- Central Welding Supply18

3277 995.79- City of Monroe18

3278 296.60- City of Monroe18

3279 787.49- Comcast18

3280 1,000.00- D.R. Downing Land Surveying18

3281 12,129.04- DiMartino Associates Inc18



3284 842.12- DiMartino Associates Inc18

3285 53.51- Dunlap Industrial Hardware18

3286 201.94- Evergreen Fire & Safety Inc.18

3287 525.00- Evergreen Health Monroe18

3288 3.76- Fastenal18

3289 403.00- First Watch18

3290 359.05- Freightliner Northwest18

3291 581.49- Galls18

3292 462.14- Galls18

3293 799.30- Grainger18

3294 85.90- Harrison Hydra-Gen18

3295 9.72- Highway Auto Supply18

3296 1,560.00- HRA VEBA Trust18

3297 41.02- Hughes Fire Equipment18

3298 79.84- Hy-Viz Incorporated18

3299 310.86- Iron Mountain18

3300 64.62- ISOutsource18

3301 590.00- Jensen Engineering, Inc18

3302 309.99- Johnson & Son Tire18

3303 144.00- Keating, Bucklin & McCormack18

3304 9,130.00- King County EMS18

3305 10,532.13- Kool Change Printing18

3306 1,082.05- Kussmaul Electronics18

3307 827.03- L. N. Curtis & Sons18

3308 1,096.45- Les Schwab 18

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3309 47.42- Leslie Wells18

3310 173.04- Life Assist18

3311 495.00- Lifetek, Inc.18

3312 935.20- Lone Mountain Communications18

3313 562.65- MacDonald-Miller18

3314 1,687.96- MacDonald-Miller18

3315 3,584.18- Meridian Scale18

3316 655.15- MicroAge18

3317 71.53- North Coast Electric Co18

3318 933.45- Office Depot18

3319 812.90- PayChex Inc18

3320 309.71- Petty Cash18

3321 564.96- Purcell Tires & Rubber18

3322 602.15- Ricoh USA, Inc18

3323 393.49- Romaine Electric18

3324 609.34- S&P Design18

3325 1,076.86- Smarsh, Inc18

3326 61,352.37- Snohomish County Fire District 718

3327 291.00- Snohomish County Planning & Services18

3328 250.00- Soundview Aerial Photography18

3329 2,699.00- Streamline Automation Systems18

3330 1,613.83- True North Emergency Equipment18

3331 656.35- True North Emergency Equipment18

3332 14.73- UPS18

3333 3,646.86- Washington State Patrol18

3334 551.03- Whelen18

3335 32.75- Dave Jonker18

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We the undersigned Board of Fire Commissioners of Snohomish County Fire District #7, do herbycertify that the materials have been received or the services rendered as hereinafter specified andthat the Vouchers #'s __________ through ____________ are approved for payment in theamount of for the month of _________________, 2018.

143,243.20

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$143,243.20

Commissioner

Commissioner

Commissioner

Commissioner

District Secretary

Attest to: Date:

Grand Total

December

3335 1818 --

Commissioner

Commissioner

Commissioner

Commissioner

Commissioner Commissioner

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DEC 11, 2018

SNOHOMISH COUNTY FIRE DISTRICT NO 7 - S948 CHECK DATE : 12/14/2018 WEEK 49

163 VILLAGE COURT PERIOD BEGIN : 12/01/2018

MONROE, WA 98272-0000 PERIOD END : 12/15/2018

Dear Paychex Preview Client,

Enclosed are your payroll reports and checks. Please verify that all information is accurate and correct.If there are any questions or concerns, please contact us immediately.

If you have tax deposits due, ensure the deposits are initiated at least one banking day prior to the due dateto avoid penalties. We will assume that these deposits were made on the due dates and they will be reflectedon your returns accordingly.

This is a summary of your payroll transactions of the check date of 12/14/2018. It does not reflect miscellaneousadministrative charges. Please refer to your Paychex Human Resource Services invoice(s) for any additional cashrequired for this check date.

PAYROLL TOTALS

DIRECT DEPOSIT DEBITED FROM YOUR ACCOUNT 564766.80READYCHEX DEBITED FROM YOUR ACCOUNT 1771.32 NUMBER OF PAYROLL CHECKS 161TOTAL NET PAYROLL 566538.12

AGENCY CHECKS 197597.24 NUMBER OF AGENCY CHECKS 14

AMOUNT DEBITED FROM GPS ACCOUNT(S) 750.00

AMOUNT DEBITED FROM TAX ACCOUNT 110431.22TOTAL TAX LIABILITY DUE BY CLIENT 0.00TOTAL TAX LIABILITY 110431.22 NUMBER OF CHECKS PRINTED 175TOTAL NET PAYROLL, TAX LIABILITY,

AND SERVICES 677719.34TOTAL COST OF PAYROLL 875316.58 NUMBER OF MANUAL/VOID TRANSACTIONS 0

AGENCY TOTALS

GPS 750.00 Deposit made by PAYCHEX INC. on your behalf.

NON-GPS 197597.24 You are responsible for making the deposit on or before the due date.

TAX DEPOSITS DUE

TAX AGENCY TAXPAY NON-TAXPAY DUE DATE

FEDERAL 110291.86 12/17/2018 Deposit made by PAYCHEX INC. on your behalf.

___________________________________________________________________________

PAYCHEX OF NEW YORK LLC PHONE (425)235-1112 FAX (425)203-0133

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jober

Highlight

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MOTION: Commissioner Woolery moved and Commissioner Schaub seconded to approve the above consent agenda items. On vote, Motion Carried 5/0

Summary Minutes of the Regular Board Meeting December 4, 2018

Commissioner Waugh called the meeting of the Board of Fire Commissioners to order at 1900 hours. Commissioners Fay, Schaub, Waugh, Wells and Woolery were present. Commissioner Snyder was absent with prior notice.

AGENDA CHANGES: - Addition of Secretary’s Report on Correspondence: Thank you letter from Mill Creek re: Veterans Day

Parade- Action Item Added: NW Fire Defense

GENERAL PUBLIC COMMENT: Citizen William Morelli, residing at 21807 132nd Street, Monroe, WA. His purpose for attending was that he has had some issues with burn citations that have not been resolved. He asked the commissioners to review the situation help resolve the problem. The incident occurred October 2017 in which he was cited for a large burn pile. His permit had since been revoked and then met with Fire Marshal Michael Fitzgerald whereas discussion allowed for his permit to be reinstated due to hardship. July 2018 he received a citation from Puget Sound Clean Air (PSCA) for the October 2017 incident for a total fine of $2463 due to illegally burning of milled lumber. His Illegal Burn warning did not indicate he was burning any illegal substance. He had disputed that his untreated fence posts were considered milled lumber with PSCA to no avail. He also claimed there was only one illegal burn incident, not two that he was being billed for by PSCA at $1000 per incident plus the $463 for the fire department responding on October 2017. He commented that his fine with PSCA is in the appeal process. He provided the Board with a detailed letter to hopefully be able sit down and resolve the issue.

UNION COMMENT: None

CHIEF’S REPORT Chief Silva discussed items from the Chief’s Report.

The only day for the Joint Board Workshop that works for Lake Stevens is January 8th at 6pm. It was agreed by all present that would work. The length of time was unknown.

CONSENT AGENDA A. Voucher Approval:

• Vouchers #2992-18 through #3089-18 in the amount of $632,659.23 was previously approved andsigned.

B. Payroll Approval:• The November 30, 2018 regular pay was submitted for approval in the amount of $926,883.38.

C. Approval of Minutes1) Approve Regular Meeting Minutes of November 20, 2018.

D. Secretary’s Report on Correspondence:1) Letters from NorCal Fire and FEMA – FF Jessica Hanna2) 2019 Commissioner Compensation Increase3) Thank you letter from Mill Creek re: Veterans Day Parade

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MOTION: Commissioner Fay moved and Commissioner Schaub seconded to approve Budget Amendment #4. On vote, Motion Carried 5/0

MOTION: Commissioner Wells moved and Commissioner Fay seconded to approve Resolution 2018-9 to award the purchase of a tech rescue vehicle for $577,675 to Spartan SVI. On vote, Motion Carried 5/0

MOTION: Commissioner Fay moved and Commissioner Wells seconded to endorse South County Fire position and expand their proposal to include District 7’s unincorporated service areas. On vote, Motion Carried 4/1. Commissioner Schaub opposed.

MOTION: Commissioner Schaub moved and Commissioner Woolery seconded to allow a three month extension on the SERS lease. On vote, Motion Carried 5/0.

DISCUSSION ITEMS: A. Board Position on Discharge of FireworksCommissioner Waugh noted that he was approached by Commissioner Kenny for support on anunincorporated area fireworks ban, not to the Cities.

B. Position on District Response to No-Man LandsFire Marshall Fitzgerald discussed with the Board that this has been discussed in the past and thatthe board has asked for staff direction on response to unprotected areas surrounding fire district 7.Also referred to as No Man’s Land or DNR land. Staff reached out to Rich Davis on his counselin regards to how to communicate to these areas if the Board is supportive of the Districtresponding to these areas. Attorney Davis recommended to communicate to all these unprotectedresidents in these areas of reasonable proximity via letter to advise them of their options. Thethree options: contract for service, advise them on options of annexing into the District via thepetition method, or pay for service outright via invoice. The invoice method would come at anincreased $350 admin expense than the other two options for time spent in assembling the billingdata. Brief discussion took place regarding these residents’ option preferences. It will be broughtback to the board next meeting with two resolutions to adopt, one to adopt the process and one forreasonable proximity.

C. Request to Extend SERS LeaseBrad Steiner approached Commissioner Waugh for extra time to review the contract and to extend theSERS Lease for three months. The Board was okay with the three month extension.

D. Policy 1-33 Meals/LodgingAssistant Chief Silva noted the big changes to the policy. Travel to and from work, $5 per day incidental toreimburse staff on mobilizations even though the District will not be reimbursed for it.

E. Policy 1-68 Pets in the WorkplaceThis was establishing language that pets are not allowed in the workplace unless it is a service animalwhich is already regulated by state law.

ACTION ITEMS: A. Budget Amendment #4

B. Resolution #2018-9 Resolution to Award the Purchase of a Tech Rescue Vehicle$577,675 cost for the Tech Rescue Vehicle to Spartan SVI.

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MOTION: Commissioner Waugh moved and Commissioner Woolery seconded to allow the legal cost share with other agencies. On vote, Motion Carried 5/0

C. NW Fire Defense Region AC Andrews provided the board with a handout and brief history of the NW Fire Defense region issue. There are nine fire defense regions in the state, in which there is an 11 person board in the NW region. He further explained the history of California historically paying portal to portal EMAC incidents and the last recent three EMAC’s to California, and discussions with Washington State regarding the allowance of portal-to-portal. The issue has turned into a legal situation regarding pay for portal-to-portal representing multiple agencies. The hope is that there will be an adopted Interlocal Agreement to clear up future deployments to California. NW Fire Defense Region is not funded and has no budget, therefore the District asked the board to allow a cost share for legal expenses with other regions. Currently Skagit 3, Skagit 14, South Snohomish County, North Snohomish County, SCFD 15, SCFD 22, SCFD 26 have agreed in the cost share & Whatcom County Fire Chiefs Association for a one time contribution. COMMISSIONER COMMITTEE REPORTS A. Safety Committee: Meets December 17, 2018 – 1800 Station 71. B. Policy Committee: Meeting next January 7th, 2019 at 5pm in the Admin Building POD C. Capital Facilities Committee:

1) Station 72: Commissioner Schaub noted a few of them went on a field trip to look at VRFA’s new building. Some features at their new station looked good and discussed some features their building had that was not recommended.

2) Station 76: Commissioner Fay inquired as to where we stand with station 76. There are lots of ideas about what could potentially be done there. Discussions to engage with Mill Creek are planned for early 2019.

OTHER MEETINGS ATTENDED A. Snohomish County 911: Commissioner Waugh informed the board of the radio procedure updates for

FIRETAC in December that will affect our district. The merger with the SERS project, the county is going to step forward with an Interlocal to prefund the ability for the RFPs to go out for the system. There will be a bridge loan from the county to get it completed Jan-Mar where they will sell bonds at the end of 2019. The other concerns are that once the vote was approved that the radios could be purchased right away which seems to now not be exactly the case based on the timelines they received from the county on when they’ll issue the bonds. There’s a benefit to the District to move quicker if the District purchases the radios first with an agreement that they will reimburse the District once the bonds are issued and have the money to do so.

B. Leadership Meeting: Scheduled to meet December 5th 0900 at Station 71 Training Room. Commissioner Schaub noted that he planned to attend.

C. Sno-Isle Commissioner Meeting: Scheduled December 6, 2018 – 1930 at Marysville Fire District Station #62. The program is on the State of the County.

OLD BUSINESS: None CALL ON BOARD: WFCA Saturday Seminar Series :

• March 2 at Clearwater Resort in Poulsbo, WA. • June 2 for the Chelan Conference will be on Effective Messaging and Legislative Procedures

Oct 24-26 WFCA Conference at Tulalip Resort ATTENDANCE CHECK

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All board members in attendance noted they would be available for the Tuesday December 18, 2018 Regular Board Meeting at the Administration Building.

EXECUTIVE SESSION: None

The meeting was adjourned at 08:29 pm by Commissioner Waugh.

Snohomish County Fire District #7

Jamie Silva Secretary of the Board

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Summary Minutes of the Special Board Meeting December 11, 2018

Commissioner Waugh called the meeting of the Board of Fire Commissioners to order at 1100 hours. Commissioners Waugh, Wells, Snyder, and Schaub were present.

The State Auditor’s Exit Conference presentation began at 1101. There were no findings, management letters in either the accountability report or the financial statement audit report. A full report was provided to the Fire Commissioners and is available at: http://portal.sao.wa.gov/ReportSearch (enter Snohomish County Fire District 7 in the search field) See the attached agenda for details. The meeting was adjourned at 1132 by Commissioner Waugh.

Snohomish County Fire District #7

Jamie Silva

Secretary of the Board

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http://portal.sao.wa.gov/ReportSearch

DISCUSSION ITEMS

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ACTION ITEMS

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SNOHOMISH COUNTY FIRE DISTRICT NO. 7

POLICY POLICY NUMBER: 1-33 SECTION: ADMINISTRATIVE POLICIES TITLE: MEALS, LODGING, TRAVEL, AND INCIDENTALS EFFECTIVE DATE: 12-18-18 REVISION DATE(S): 6-27-02, 3-12-09, 8/3/17

1 of 5

PURPOSE: The purpose of this section is to establish a set of guidelines by which department members may travel out of the District on official business and to provide an approved method to ensure that all reasonable and necessary expenses related to travel and the operation of the District are provided. DEFINITIONS:

1. Conference - Examples may include, but are not limited to, a symposium, seminar, forum, or convention

associated with a league, association, alliance, etc., can be interpreted to include any formal training session typically attended by an audience from a wide geographic area and organized by a regionally or nationally known entity.

2. Eligible Meals - Meals which are sufficiently related to work that the cost will be paid by the District. Eligible

meals can be purchased, subject to this policy and tax regulations, on either a taxable or non-taxable basis.

3. Employee - References to “employee” can also be interpreted to include all other authorized personnel associated with the District.

4. Ineligible Meals - Meals which do not meet the IRS qualifications for a tax free meal or are not sufficiently

related to work or employee convenience to justify District payment.

5. Per Diem Rates - The District uses per diem rates for meals and incidentals as established by the Office of the General Services Administration (GSA) or as hereby after amended obtained and maintained by the Washington State Office of Financial Management. The most current per diem rates can be found at the following web address: https://www.gsa.gov/portal/content/104877 by inputting the State and City or the zip code to where you are traveling. Based on M&IE for that location you can find the breakdown per meal located here: https://gsa.gov/portal/content/101518. Per Diem rates include the costs of tax and gratuity.

6. Reimbursement - Can also be interpreted to mean “paid for by the District.” Eligible expenses need not

necessarily be reimbursements to the individual, they can be expenses paid by the District directly to the vendor.

7. Special Event - An event that is not regularly scheduled. If scheduled, it occurs no more frequently than annually.

8. Tax Home - The IRS identifies this as your regular place of business regardless of where you maintain your

family home. It includes the entire city or general area in which your business or work is located.

9. Travel Status - The IRS defines this as a time when your duties require you to be away from the general area of your “tax home” substantially longer than an ordinary day’s work, and you need to sleep or rest to meet the demands of your work while away from home. (In almost all cases, this means an overnight stay is involved.)

POLICY STATEMENT: This policy shall apply to all members of the Fire District. All travel requests for intermittent and overnight travel outside the District must be approved in advance by the Fire Chief or designee.

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https://www.gsa.gov/portal/content/104877

https://gsa.gov/portal/content/101518

SNOHOMISH COUNTY FIRE DISTRICT NO. 7 POLICY

POLICY NUMBER: 1-33SECTION: ADMINISTRATIVE POLICIES TITLE: MEALS, LODGING, TRAVEL, AND INCIDENTALS EFFECTIVE DATE: 12-18-18REVISION DATE(S): 6-27-02, 3-12-09, 8/3/17

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Privately Owned Vehicles may be used whenever a District vehicle is not available, and/or when the time the official or employee will be absent exceeds two or more days, or when it is otherwise impractical to do so. Drivers must have a valid operator’s license and the car must be insured to the state’s minimum liability standards.

Budgeted monies for reimbursement must be available and authorized. All persons are to exercise judgment to avoid unnecessary District expense.

Applications for Travel / Leave must indicate:

1. Purpose of travel – Include conference / training seminar flyer, including dates and meals included2. Destination – Where the training / conference will occur

Departure and return dates and times– Per Diem is calculated at the actual time you are traveling. If your daysof travel fall between the following hours you are eligible for per diem for your meals: Breakfast: 6:30am-8:00amLunch:11:00am-1:00pm Dinner: 6:00pm-8:0pm

3. Transportation methods being used (airline, bus, rental car, etc.)4. Other costs associated with the travel

Travel expenses other than per diem, to the extent possible, will be paid for using the District credit card. Receipts for the credit card must be submitted to the District within seven (7) days of completion of the travel. The District does not provide advances for travelers. A statement of expenses shall be completed and submitted for each trip for which reimbursement is being requested. Per Diem expenses shall be submitted using a travel reimbursement form.

The following travel expenses shall be reimbursable:

1) Mileage: Employees required to use his/her own vehicle for department business shall be compensated at thecurrent rate established by the Federal government for use of Privately Owned Vehicles (POV) for businesspurposes. The current rate defined as the rate in effect for the period of the travel. All requests for reimbursementof mileage must be on the District approved travel reimbursement form, and must include starting point andending point and be signed by the Program Manager whose budget the travel expense is coming from.

a) Employees traveling out of District on a temporary assignment, training, or other approved business shouldfirst inquire as to the availability of a District owned vehicle. No mileage reimbursement will be approvedwhen a District vehicle is used for travel or is available for travel.

b) Mileage reimbursement for commuting to and from the employee’s residence and the employee’s dutylocation in the District is not allowed. Employees may be reimbursed for mileage within the District whensuch use is to further District business and/or when that business occurs outside of the employee’s regularworking hours.

c) Mileage reimbursement for travel outside the District is allowed only when an approved authorization hasbeen prepared, or with the approval of the Program Manager.

d) For assignments outside of the District, mileage reimbursement may be approved from the employee’s dutylocation to the out of District assignment, or from the employee’s residence (when traveling directly from theemployee’s residence) to the out of District location, whichever is less.

e) When two or more employees are traveling together, only the owner of the vehicle being driven shall beeligible for mileage reimbursement.

2) Meals: District employees in travel status, traveling under an approved travel authorization, or with permission ofthe Program Manager, are entitled to reimbursement for meals at the current rate established by the U.S.

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General Services Administration for employee traveling on official business. Under no circumstances may an employee seek reimbursement for the same meals using both per diem and the District’s credit card.

a) Employees shall not be reimbursed for meals where the cost of a meal is included in the registration fee. If ameal is included in the training the amount of that meal will be deducted from the amount allowable for thatday per the GSA meals and expenses breakdown located here: https://gsa.gov/portal/content/101518. Whena conference, hotel, etc. provides a Continental breakfast, the employee is still eligible for per diem for thatmeal.

b) Payment for table service, commonly referred to as a tip, is reimbursable as a necessary and reasonableexpense. Table service expense shall not exceed 20% of the total cost of the meal.

3) Lodging: District employees traveling under an approved travel authorization, or with permission of the ProgramManager, are entitled to reimbursement for lodging based on the actual cost, not to exceed the current rateestablished by the U.S. General Services Administration for employees traveling on official business. The currentavailable rate can be located by entering the City and State or zip code to which travel occurs at this URL:https://www.gsa.gov/portal/content/104877.

a) Individual reimbursement requests are required for each individual seeking reimbursement from the District.

b) When two or more employees share a room, the receipt shall show the room registered to all occupants.Each occupant shall obtain his/her own receipt of room charges. Except as noted below, thereimbursements submitted for the room shall not exceed the U.S. General Services Administration approvedschedule.

c) Employees will not be reimbursed for lodging expenses when the cost of lodging is included in theregistration fee.

d) Lodging fees may exceed the U.S. General Services Administration approved schedule when attendingconferences and seminars, and the lodging is reserved in the hotel(s) associated with the conference orseminar or with prior supervisory approval.

e) Employees traveling for special assignments, where lodging expenses are dictated by a special rateschedule, will be reimbursed according to the schedule rate and not the U.S. General ServicesAdministration schedule.

4) Transportation charges other than privately owned vehicles: Transportation charges are reimbursable expenseswhen authorized on an approved travel authorization. The District’s credit card shall be used when possible toprocure transportation services.

a) Reimbursement for airplane, train, or bus travel will be coach, tourist, or equivalent rate.

b) Car rentals must be approved by the Fire Chief or designee before rental occurs. Mid-size rates, orequivalent, are the highest rates approved for reimbursement. Exceptions may be made for large groups.

c) Tickets for transportation costs may be charged to the District through any local travel agency, or otherapproved transportation agency.

d) The District will pay for one checked bag for every week of travel per person unless more is authorized bythe Fire Chief or designee. An exception is granted for district-sponsored travel with bunker gear, specialoperations gear, Honor Guard equipment, and Pipes & Drums gear.

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https://gsa.gov/portal/content/101518

https://www.gsa.gov/portal/content/104877



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5) Miscellaneous travel expenses: The following are examples of possible transportation expenses that, if essentialto the transaction of District business, may be reimbursable. Miscellaneous fees exceeding fifteen dollars($15.00) must have a receipt in order to be reimbursed. However, a detailed description must be provided for anyreimbursement not documented with a receipt and an explanation of why no receipt was available (the list is notall inclusive).

a) Transportation fares (i.e. taxis, shuttles, buses, rideshare, etc.)

b) Parking fees

c) Ferry and/or bridge tolls

d) Personal calls to home, not to exceed $3.00 per day.

e) Employees will be reimbursed $5.00 per day for incidentals regardless of it being a travel day or full day.

6) The following are not considered essential to the transaction of District business and, therefore, are notreimbursable (the list is not all inclusive).

a) Laundry or valet services

b) Movie, radio, or television rental costs

c) Tips and gratuities other than meals and transportation

d) Trip, personal, or medical insurance to provide coverage for the period of travel (except where required bylaw)

e) Alcoholic beverages, snacks, tobacco

f) Memberships(

g) Mileage for non-official functions

h) Expenses incurred by persons who are not District employees covered by an approved travel authorization

i) Additional travel costs incurred when an indirect route is taken for personal reasons

j) Fines, penalties, and/or forfeitures

7) Other miscellaneous reimbursements: Reimbursements for meals and/ or light snacks may be made when not intravel status provided the Fire Chief or his/her designee approves the reimbursement in advance and providedthere is sufficient budgetary capacity for the reimbursement under the following circumstances:

a.) Meals in connection with authorized attendance at meetings, conferences, or conventions

b.) Meals for employees engaged in authorized emergency repair or operations

c.) One-time meal expenses for persons serving on a non-paid ad-hoc board or committee, such as employeeselection or consultant selection committees, and for an approved volunteer recognition function.

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d.) Meals, coffee, and light refreshments served to elected and appointed officials and employees at a meeting where the purpose of the meeting is to conduct official district business.

Receipts shall be required to support vouchers for reimbursement. All vouchers must be submitted within seven (7) days of completion of travel. Claim items less than fifteen dollars ($15.00) identified as miscellaneous travel expenses do not require receipts. However, a detailed description must be provided for any reimbursement not documented with a receipt and an explanation of why no receipt was available.

Personal leave (vacation) may be taken before and after travel outside the District. Personal leave may not be taken during the time period authorized as travel period.

If an employee becomes ill when in travel status, they shall contact the Fire Chief or his /her designee as soon as possible.

The Fire Chief, or his/her designees, has the final authority for determining who will travel outside the District.

ADOPTED AND REVISED AT A MEETING OF THE BOARD OF FIRE COMMISSIONERS, SNOHOMISH COUNTY FIRE DISTRICT #7 THIS 18th DAY OF DECEMBER, 2018.

___________________________________ ___________________________________

Randy Fay, Commissioner Jeff Schaub, Commissioner

___________________________________ ___________________________________

William Snyder, Commissioner Roy Waugh, Commissioner

___________________________________ ___________________________________

Leslie Wells, Commissioner Randy Woolery, Commissioner

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SCFD15

SKCFD3

NCRFA

SCFD25

SCFD 24

SCFD21

SCFD19

SCFD17

SCFD22

SCFD 23

LSF

SCFD16

SCFD 27

SCFD4

SCFD5

SSCFR

SCFD26SCFD 7

BOTH

MUKSCAIRFD

EVTFD

SKCFD 15 SKCFD 7

KCFD 16 WDVFR KCFD45

KCFD50

ARLF

MSVL

Snohomish County Fire District 7 Area of Reasonable Proximity:

5

405

99

92

527

9

9

530

203

522

2

2

2

© Copyright 2018 Snohomish County Fire District 7. This map and data are provided for reference purposes only and the accuracy of data is not guaranteed.

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SNOHOMISH COUNTY FIRE DISTRICT #7

RESOLUTION #2018-10

A RESOLUTION ESTABLISHING AREAS OF REASONABLE PROXIMITY

WHEREAS, there are neighboring properties and agencies near Snohomish County Fire District 7 which have requested or received service and/or indicated that they have a future interest in working with Snohomish County Fire District 7; and

WHEREAS, RCW 52, through its various chapters and for the purposes of defining areas subject to annexation and/or merger, defines a new term of reasonable proximity as “geographical areas near enough to each other so that governance, management, and services can be delivered effectively;” and

WHEREAS, services to many of these properties and agencies are currently provided in one capacity or another; and

WHEREAS, staff have recommended the inclusion of the proposed properties and agencies within the District’s area of reasonable proximity; and

WHEREAS, the Strategic Plan of Snohomish County Fire District 7 incorporates specific goals and values for the organization; and

WHEREAS, the proposed areas of reasonable proximity are consistent with achieving the District’s adopted vision, goals, and values;

NOW, THEREFORE, BE IT RESOLVED THAT:

The attached Snohomish County Fire District 7 Area of Reasonable Proximity is adopted by the Board of Fire Commissioners of Snohomish County Fire District 7.

ADOPTED AT A MEETING OF THE BOARD OF FIRE COMMISSIONERS, SNOHOMISH COUNTY FIRE DISTRICT #7 THIS 18th day of December, 2018.

Randy Fay, Commissioner Roy Waugh, Commissioner

Jeff Schaub, Commissioner Leslie Jo Wells, Commissioner

William Snyder, Commissioner Randall Woolery, Commissioner

ATTEST:

District Secretary

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SNOHOMISH COUNTY FIRE DISTRICT #7

RESOLUTION #2018-11 A RESOLUTION ESTABLISHING THE PROVISION OF SERVICES TO UNPROTECTED

AREAS

WHEREAS, Snohomish County Fire District 7 (the “District”) is a Washington municipal corporation organized under the authority of Chapter 52, RCW; and

WHEREAS, RCW 52.12.160(2)(a) encourages property owners of unprotected lands to annex into a fire protection district or to enter into a written contractual agreement with a fire protection service for the provision of firefighting services; and

WHEREAS, the term “firefighting services” is defined in RCW 52.12.160(c) as “provision of fire prevention services, fire suppression services, emergency medical services, and other services related to the protection of life and property (herein such services will be collectively referred to as the “Services”);” and

WHEREAS, RCW 52.12.160(4) requires that property owner(s) of unprotected lands who do not have a written agreement with the District to reimburse actual costs incurred proportionate to the Services provided; and

WHEREAS, RCW 52.12.160(4)(b) entitles the District to pursue non-payment for services rendered through the collections process or initiation of court action;

NOW, THEREFORE, BE IT RESOLVED THAT: 1. Firefighters are hereby authorized to respond as dispatched to unprotected lands and to

provide firefighting services and emergency medical services under the terms andconditions established from time to time by the Fire Chief. The term “authorized” shallnot imply any obligation of the District to respond or assurance of a response to anyemergency.

2. The District shall attempt to provide a letter to those property owners of unprotectedlands within “reasonable proximity” to the District outlining their annexation and writtencontract opportunities, and which specifically states “If Fire District 7 has responded to anincident at this location in the past – or chooses to voluntarily respond in the future – thisis not an indication that we will respond to any specific incident at this location in thefuture.” The Commission shall determine, by resolution, which properties are locatedwithin “reasonable proximity” to the District.

3. Owners in unprotected lands who receive Services shall be charged for the actual cost ofthe Services as provided in RCW 52.12.160. An administrative fee of $350 per incidentis hereby adopted for dispatched incidents to unprotected lands to defray the actual costsof administration, data analysis, invoicing, and accounts receivable; this administrativefee is established for ease of billing and is determined to be less than the actual costassociated with these specific tasks. The administrative fee shall be billed in addition toother actual costs incurred in providing the Services.

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ADOPTED AT A MEETING OF THE BOARD OF FIRE COMMISSIONERS, SNOHOMISH COUNTY FIRE DISTRICT #7 THIS 18th day of December, 2018.

Randy Fay, Commissioner Roy Waugh, Commissioner

Jeff Schaub, Commissioner Leslie Jo Wells, Commissioner

William Snyder, Commissioner Randall Woolery, Commissioner

ATTEST:

District Secretary

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December 18th, 2018

Snohomish County Council 3000 Rockefeller, M/S 609 Everett, WA 98201

Dear County Council Members,

The Commissioners of Snohomish County Fire District 7 partner with the South County Fire Commissioners resolution to support a ban on fireworks within the unincorporated areas of Snohomish County.

Fireworks have been responsible for damage to both people and property throughout Snohomish County. Public areas such as schools and businesses have become victim to firework-related damage. Call volumes more than double, placing excessive demands on staffing and reducing our capability to meet other life and property-saving needs in the community. In addition to fires, firework-related injuries such as burns, amputations and traumatic injuries to arms, legs, face and torso are most prevalent on and around the July Fourth holiday.

Fire Agencies are dedicated to protecting lives and property through prevention and preparedness. We encourage the community to attend a public display put on by trained professionals.

· We understand that in August 2016, the Snohomish County Council took positive action on this issueby passing an ordinance, codified at S.C.C. 30.53A.728, that created a process for citizens or firedistricts/authorities to petition the council for the creation of no fireworks areas.

This letter is in support of a no fireworks area encompassing the unincorporated areas of SnohomishCounty.

Yours in Public Safety,

Roy Waugh Fire Commissioner

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December 18, 2018

ACTION ITEM

2019 HOURLY SHOP RATES

PURPOSE: The purpose of this action item is to discuss the 2019 member and associate shop rates.

COMMENTS: A/C Guptill met with the shop committee to discuss and review different shop budget scenarios.

RECOMMENDED ACTION: Approve a shop rate increase of 12% making the 2019 shop rates as follows.

Member Agency: $127.88 Associate Agency: $134.28 Member Agency Shuttle: $53.61 Associate Agency Shuttle: $56.87

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COMMITTEE REPORTS

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OTHER MEETINGS ATTENDED

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OLD BUSINESS

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CALL ONCOMMISSIONERS

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EXECUTIVE SESSION

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December 18, 2018 7:00 PM Administration Building / Monroe · 12/18/2018 · 6. Regular, EMS, and...

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