5b Hanover Area Fire and Rescue Commission

Minutes Hanover Area Fire and Rescue Commission Meeting Held Thursday, November 19, 2020 at 5:30 p.m. Via ZOOM The Hanover Area Fire and Rescue Commission met November 19, 2020 via the virtual platform ZOOM. Present at the meeting: • Hanover Area Fire and Rescue Commission Chairman Bertram Elsner • Penn Township Commissioners Michael Brown, Jan Cromer and Manager Kristina Rodgers • Hanover Borough Councilman Christopher Lockard • Hanover Area Fire and Rescue Chief Anthony Clousher, Treasurer Sam Miller, EMS Captain Claudia Christensen and Executive Assistant Vanessa Larson • Volunteers Steve Otis and Jeffrey Spielman representing Hanover Area Volunteer Fire and Rescue • EMA Coordinator Jeff Waltman and Solicitor Cory Iannacone NOTE: The virtual meeting statement read by Treasurer Sam Miller prior to the opening of this meeting is shown at the end of these minutes. Chairman Elsner called the meeting to order at 5:32 p.m. Secretary Larson completed a rollcall; five voting members are present; there is a quorum. Announcement of Executive Session: Chief Clousher requested an Executive Session be held at the conclusion of this meeting to discuss a personnel matter. Public Comment: None Approval of the Minutes: Members Cromer and Otis moved for the approval of the minutes from the October 15, 2020 meeting. Motion carried unanimously. Approval of October 2020 Fire Report: Members Lockard and Spielman moved for the approval of the October 2020 Fire Report. Motion carried unanimously. Treasurers Report: o Referring to the Oct. 2020 Financial Report, there are line items both over and under budget. Building repairs are slightly over projection due to the ESG project, and we expect to have offsetting savings with other categories. Everything is trending as expected for the 2020 actual and we should end the year more positive than what the October P&L is showing. o We are also awaiting the finalization of the PEMA and FEMA submissions, slightly over $16,000 was requested. November 19, 2020 Meeting Page 1 of 4  o As of this week, PTVES owes the Commission just over $300,000. That will improve through year-end as the solicitation funds are starting to come in and ambulance billing picking up. o The Hanover Borough Council will vote at the November 24th meeting on pre-funding the Commission’s first quarter 2021 allotment if necessary. o Members Lockard and Brown moved for the approval of the October 2020 Accounts Payable checks runs. Motion carried unanimously. Committee Reports o Labor Relations: o Commissioner Cromer noted his request at the October meeting to begin discussion on the merger of the two fire contracts. At that time, Commissioner Brown suggested it be tabled until the November meeting. o Mr. Otis suggested starting the conversation and Commissioner Brown agreed. Chief Clousher also stated he believes the union is amicable to opening up discussion. At this time, Mr. Spielman suggested a committee be formed to begin this project. Chief Clousher stated this may be addressed in the Bylaw discussion later in this meeting and subsequent approval of those Bylaws. o Administrative: o Chief Clousher spoke of the amended Volunteer agreement and the removal of the Relief Association. He noted what the term ‘Company’ meant in the agreement and the Volunteer’s intent is they are establishing a Capital Equipment fund in their name for the sale of their equipment, which in turn would help us monetarily to replace apparatus. The EMS units with appraised value were also added to the agreement. o Commissioner Cromer questioned the 501(c)3 and how that tied into leasing the equipment. Attorney Iannacone stated he contacted (via email) both the Volunteer’s attorney and the Attorney General’s office who requested a response as well as multiple documents (from the Volunteer’s attorney) to make a full assessment. Mr. Iannacone did not receive an email response from the request. o Commissioner Brown called for a vote to lease the equipment. Attorney Iannacone suggested a resolution be made to authorize. o Motion made to authorize the preparation of a resolution to adopt the asset and service agreement with the Volunteer organization. Resolution to be presented at the December 2020 meeting. Members Otis and Brown moved for approval. Motion carried unanimously. o Financial: o Budget Review & Discussion o Chief Clousher stated the Penn Twp. Board of Commissioners will vote on our 2021 budget at their upcoming meeting. o Facilities: o Member Spielman reported that work is nearing completion with ESG. A meeting will take place within the next week to finish up a few items. November 19, 2020 Meeting Page 2 of 4  o Operations: o Chief Clousher met with the captains to discuss COVID and review the Epidemiological Plan that was created in May. With the uptick of COVID cases, we have entered Phase 2 of that plan. o Equipment: o Chief Clousher reported on the 2010 KME (Engine 79-3, compressed air system pumper) pump that has had some very costly repairs. Consequently, that pump system will be shut down and ran as a Class A foam pumper. o Fire Chief’s Report: o Chief Clousher discussed the new procedure to send out background information on agenda items. o EMS Report: Claudia Christensen o In October EMS ran 399 calls with 389 of those billable. There has been a significant uptick in COVID cases. Daily, at least one COVID positive patient is transported, an 80% increase over the spring COVID-related transports. (Wellspan does not notify us of a positive patient while UPMC does.) Several employees have been affected with family members or themselves having potential exposure and waiting for test results. o We are working on how to quickly and easily obtain COVID tests and results for our EMS and firefighters when there is a suspected exposure. We are working through Emergency Health Services Federation to clear that path. o EMA Report: Jeff Waltman o Total PEMA/FEMA reimbursement has been approved for $16,495.13, with a portion of that (75%) to be released shortly. We do have remaining expenses to submit for reimbursement of the balance. o COVID-19 positive cases have increased significantly, but due to current available medications, there is a smaller number of ICU admits. However, Pennsylvania is at risk of having the hospital systems overwhelmed. o Josh Otis has been approved for the EMA Deputy Coordinator position by Penn Township and the Borough of Hanover. Unfinished Business: No Discussion New Business: o Chief Clousher spoke about the revision of the bylaws and previous discussion on forming two committees (Finance/Personnel and Building/Apparatus). A draft of the revised document (reviewed by Attorney Iannacone) was sent to Commission members prior to this meeting for review. Chief Clousher asked for input on the draft document, there were no questions or concerns. Chair Elsner stated the revised bylaws as distributed will be voted on at the December 17, 2020 meeting. o Unemployment Compensation status: Chief Clousher asked for direction on our annual election status as a Reimbursable or Non-Reimbursable employer. After a lengthy discussion, members Cromer and Otis moved to elect Reimbursable status for FY 2021. Motion carried unanimously. November 19, 2020 Meeting Page 3 of 4  o Discussion then ensued on the payment of the FY 2021 Unemployment Compensation Solvency Fee (due December 2). Attorney Iannacone will research, clarify, and send a group email. Chair Elsner and Chief Clousher will make a decision based on that email and feedback from Commission members. The decision made to either pay the Solvency Fee or not will be ratified at the December 2020 meeting. Public Comment: None At 6:41 p.m. motion to adjourn made by members Brown and Lockard. Motion carried unanimously. The next meeting is scheduled for Thursday, December 17, 2020 at 5:30 p.m. Respectfully submitted, Vanessa Larson Recording Secretary VIRTUAL MEETING STATEMENT: Treasurer Miller opened the meeting with the following statement: Good evening and welcome to the Hanover Are Fire and Rescue Commission Meeting this 19th day of November 2020. My name is Sam Miller, I am the Treasurer for the Commission, and will be administering this Zoom meeting tonight. Please note that this presentation along, with any individual video feeds and unmuted communications during our public comments section that are occurring, are recorded and will be made available for viewing through shared video link thereafter. A log of the chat feature will also be taken to assist with any documentation of minutes. Due to current limitations on indoor capacities and social distancing requirements, we are currently not performing this meeting in-person. In accordance with Act 15 of 2020, this meeting was legally posted in advance and will provide adequate ability for public comment as required under this legislation while we remain in the Governor’s Emergency Declaration period. Throughout the meeting, all members of Commission, Managers of each municipality, Solicitor, Treasurer, and Secretary will be unmuted. All public will have the ability to comment during the meeting at designated public comment sections of our agenda, and I will facilitate that with our participants. Thank you for your understanding and patience as we proceed. I will now turn the meeting over to Commission Chair Bert Elsner. November 19, 2020 Meeting Page 4 of 4