S.A.F.E.R. Board of Directors

OFFICIAL NOTICE & MEETING AGENDA of a Board, Commission, Committee, Agency, Corporation, Quasi-Municipal Corporation, or Sub-unit thereof Meeting: S.A.F.E.R. BOARD OF DIRECTORS Members: L White {c}; A Opall; B Ermeling; P Kachel; K Langenhahn Location: Rib Mountain Town Hall; 3700 North Mountain Rd, Wausau Date/Time: Tuesday, NOVEMBER 25, 2014 @ 6:00 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be action upon) Notice is hereby given that a majority of the S.A.F.E.R. Fire Commission may be present at the above noticed meeting due to the proximity of meeting time/location. This constitutes a meeting of the S.A.F.E.R. Fire Commission pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993), and must be noticed as such, although the S.A.F.E.R. Fire Commission will not take any action at this meeting. 1. Call to Order. 2. Comments from the public on issues related to the SAFER district – This period is an opportunity for members of the community to come before the Directors and present to them their comments related to the financial and administrative management of the SAFER district. No action will be taken on comments received at this meeting. 3. Consent Items. a) Approval of prior meeting minutes from Tuesday 11/11/2014. 4. Business Items. a) Closed session pursuant to Stat 19.85 (1) (e): The Board may go into Closed Session Pursuant to Stat 19.85 (1) (e) for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session for the purpose of considering the Town of Stettin Request for Proposal for fire protection services. i. Motion to go into Closed Session ii. Return to Open Session iii. Discussion and possible action on items discussed in closed session b) Discussion and Action on remaining FTE vacation time adjustment from 2014 in order to transition to PTO for 2015 c) Discussion and Action on Mutual Aid Agreement with Village of Marathon d) Discussion and Action on Strategic Planning and Goal Setting e) Discussion and Action on mutual aid EMS response as it pertains to revenue recovery f) Discussion and Action on Public Liability Insurance and Vehicle Insurance g) Discussion and Action on EMS Agreements and fire mutual aid agreements either up for renewal or in need of updating 5. Staff Reports. a) Reports from Fire Chiefs. b) Reports from Administrators. 6. Set next meeting date and discuss items for next committee agenda. 7. Adjourn. This notice was posted at the Municipal Centers and sent to the Wausau Daily Herald newsroom on 11-21-14 @ 3:00 p.m. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact the Rib Mountain Town Municipal Center at (715) 842-0983.  OFFICIAL MEETING MINUTES SOUTH AREA FIRE & EMERGENCY RESPONSE DISTRICT Board of Directors Regular Meeting Tuesday, November 11, 2014 @ 6:00 P.M. 1. Call to Order The regular meeting of the South Area Fire and Emergency Response District Board of Directors was called to order at 6:05 PM by SAFER Board Chairman Loren White. MEMBERS PRESENT – Loren White, Keith Langenhahn, Allen Opall, Peter Kachel and Barb Ermeling. Village of Weston Administrator Daniel Guild, Town of Rib Mountain Administrator Gaylene Rhoden, Chief Meilahn, Deputy Chief Savage and Attorney Peter Conrad were also present. One audience member was present. 2. Comments from the public on issues related to the SAFER District There was no public comment or correspondence. 3. Consent Items a) Approval of prior meeting minutes from Tuesday 10/28/2014. Motion by Opall/Langenhahn to approve meeting minutes from 10/28/14. Motion carried unanimously. 4. Business Items a) Discussion and action Ministry Medical Group Employer Solutions Contract. DC Savage explained this is an agreement for pre-employment screening and any incident that might occur requiring drug and/or alcohol screening. He stated this agreement could be terminated by either party with a 90 day written notice and would have to be renewed annually. Motion by Ermeling/Opall to approve the Ministry Medical Group Employer Solutions Contract. Motion carried unanimously. b) Discussion and action on FEMA Assistance to Firefighter Grant Opportunity. Meilahn stated an agency that obtains this type of grant typically has to pay what appears to be 5% of the grant amount. He stated SAFER has SCBA units at the end or nearing the end of their service dates. The total cost for these is about $400,000. Kachel/Ermeling to approve applying for FEMA Assistance to Firefighter Grant. Motion carried unanimously. c) Discussion and action on DC Savage vacation time adjustment due to promotion. Meilahn explained the difference in which DC Savage earned vacation time prior to his promotion. SAFER is transitioning to a PTO system in 2015. DC Savage would like to place half of his unused vacation time in 2015 PTO and the remaining half in 2016 PTO. Opall/Kachel to approve the 50/50 split for 2015 and 2016. Q: Guild asked if this would be a policy setting decision. Motion carried unanimously.  d) Discussion and action on strategic planning and goal setting. Opall would like to hold strategic planning and goal setting sessions. Langenhahn mentioned a few locations to hold these sessions. White stated these meetings would require an agenda. e) Convene into closed session under Wisconsin State Statutes § 19.85(1)e whenever competitive or bargaining reasons require a closed session for the purpose of deliberating on the Town of Stettin RFP for fire protection services. Motion by Kachel/Ermeling to convene into closed session at 6:47 p.m. Roll call vote: All were in favor. f) Reconvene into open session. Discuss and take action on previous closed session items. Opall/Kachel to reconvene into open session at 7:27 p.m. Roll call vote: All were in favor. Motion by Kachel authorizing Chief Meilahn to talk to the Town of Stettin regarding fire services but not respond to the RFP. No second, motion dies. Motion by Langenhahn/Kachel to advise Chief Meilahn to invite Town of Stettin Board and/or Chairman to the next SAFER Board of Directors meeting. Motion carried unanimously. (Opall and Ermeling were excused at 7:32 p.m.) g) Discussion and action on Mutual Aid/Pay-for-Aid Agreement with Village of Marathon. Meilahn distributed a Fire Protection Service Mutual Aid Agreement between SAFER and Village of Marathon. Langenhahn asked if this agreement includes the Town of Castle. Peter Conrad stated it does not. Motion by White/Kachel to postpone further discussion until the November 25, 2014 meeting date. Motion carried unanimously. h) Discussion and action Mutual/Automatic Aid discussions with the City of Wausau. Meilahn briefly discussed a recent conversation he had with the new Fire Chief at the City of Wausau. He will continue these discussions and report back at the next meeting. 5. Staff Reports a) Reports from Fire Chiefs Meilahn reported he will be looking for vehicle and public liability insurance for 2015. He also reported on EMS contracts coming due. The insurance paperwork for 79 Engine 11 has been filed. He explained a major repair coming for 79 Engine 11. b) Reports from Administrators None 6. Set next meeting date and discuss items for next committee agenda. Next meeting date set for Tuesday, November 25, 2014 at 6 p.m. 8. Adjourn Motion by Kachel/Langenhahn to adjourn at 8:15 p.m. Motion carried unanimously. Prepared by Rhonda Christiansen on November 18, 2014. Presented for consideration to the Board of Directors on November 25, 2014. 4.g. EMS and Fire Contracts or Agreements In a review of our documentation and after staff discussion we have identified the following communities or entities for which we will need some form of contract or agreement in order to provide the highest level of emergency services in a timely manner. The former Rib Mountain and Weston Fire Departments had either contracts or agreements with most, if not all, of the names below. Now that we are SAFER we will need similar documentation. Staff is working on identifying those contracts or agreements which will need to be updated under the name of SAFER if not already done. EMS Contracts: Easton, Guenther, Kronenwetter, Town of Marathon, Ringle, Stettin ALS Intercept Agreement: Mosinee, Rothschild, Schofield, Edgar, Hatley, Birnamwood, Wittenberg, Aspirus Medevac, and Ministry Medical Transport (Spirit) Ambulance Contract: Aspirus NICU transport EMS Mutual Aid Contracts: Wausau, Schofield, Rothschild, Mosinee, and Edgar. Aspirus Medevac and Ministry Medical Transport (for mass casualty incidents) Fire Mutual Aid: Easton, Hewitt, Kronenwetter, Marathon, Mosinee, Ringle, Schofield, Texas, Hatley, Hamburg, City of Wausau, Town of Wausau, Hatley, Maine, Rothschild, Edgar, and Wisconsin DNR.