Work Session
20110913
Work Session
Perry Township Board of Trustees
Work Session
September 13, 2011 7:00pm
The Board has previously reserved the right to take action at this meeting
Call to Order/Pledge of Allegiance:
Excused absence: Mr. Hall, Law Director
Additions/Deletions to Agenda: None.
Public Hearings/Invited Guests:
Standard of Coverage Study Presentation- Chief Crosley
Chief Crosley introduced himself to the Board as a retired Fire Chief from the City of Sidney with thirty-eight (38) years of experience in the fire service. Chief Crosley represents the Ohio Fire Chief’s Association and manages the Consulting Division. Chief Crosley has been a Board Member with the Ohio Fire Chief’s Association for eleven (11) years, faculty at the Lima Branch of the Ohio State University and Ohio Fire Academy. Chief Crosley has a bachelor’s degree in public administration.
Chief Crosley stated that the Ohio Fire Chief’s Association is proud to have been chosen to provide this analysis for Perry Township. The Ohio Fire Chief’s Association brings a variety of experience to this type of work. Chief Ken Taylor, Violet Township was also part of the team that worked on this project.
Chief Crosley stated that Perry Township is answering over 2,500 calls per year. Over the past ten (10) years, Perry Township has seen an increase of fifty-two (52) percent for calls for service. Chief Crosley stated that the standard of coverage study was broken down into four (4) areas; organizational evaluation, risk assessment/department performance, fire station facilities and fire station location analysis.
Chief Crosley stated that the Perry Township Fire Department has a strong management team who is well respected and has a solid foundation in taking the department in the right direction. The Perry Township Fire Department has a quality workforce and the standard of coverage team was very impressed by the passion that the employees showed for the community. The Perry Township Fire Department has good response policies that are up to date and they are utilizing the advantages of the neighboring communities through the Mutual Aide Box Alarm System (MABAS). Overall, the Perry Township Fire Department has good equipment, high quality of service and is cost effective.
Chief Crosley stated that the Perry Township Fire Department is a combination department which means that there are full-time, part-time and paid/on call employees. The Perry Township Fire Department is cross trained and dual staffed which is where the Township gets a lot of value for their dollar. The employees are trained as firefighters and EMT’s. The Perry Township Fire Department has a very strong and experienced command structure. The only thing that was noticed was that there are not always sufficient supervisory people available.
Chief Crosley stated that the report from the Ohio Fire Chief’s Association developed what is called "strategies." The word "recommendation" is limited because strategies are based upon a systematic approach. Chief Crosley stated that decisions will have to be made based upon what is best for Perry Township and the Ohio Fire Chief’s can only tell the Township what they think will work the best. The Township then has to take those strategies in total and decide what will work best for the Township. That being said, the strategies are a common sense approach and some of the strategies have a price tag attached to them. Perry Township has a desire to keep operational costs at a minimum while there is an increase in demand for service as population ages. There is a national trend that as medicine advances people will live longer. The longer people live the greater the chance of accessing the emergency medical system which will increase the demand for services. The Township is going to continue to receive less revenue from the State in local government funds and personal property tax.
Chief Crosley stated that some of the strategies include improving some administrative functions such as the development of job descriptions, administrative policy manual and improvement of the internal communication procedures. Chief Martin, Deputy Chief Abbott and Deputy Chief Sedlock have or have begun making some of these changes. Chief Crosley stated that one of the things that might be beneficial is to develop an on call procedure for command or chief level officers. Sometimes serious things can happen and since there is a pretty good command structure with the District Chief’s and Assistant District Chief’s, a system could be developed where they would take turns according to their personal schedules to be sure that one of them is available to respond to big or complex incidences. That way a senior firefighter who has less experience in training is not in the position of having to make decisions at a big incident. Coinciding with that is a strategy establishing the position of Shift Captain. This would work best by having three (3) out of the nine (9) full-time firefighters promoted to Shift Captains. That way there would be a Captain on duty everyday and the estimated cost per year came in just under $197,000.00. This would assure proper supervision on major incidences.
Chief Crosley stated that they enlisted the services of an architectural firm in Cincinnati, Ohio, Michael Shuster & Associates whom are very experienced. The Township should be proud of its facilities which have served the Township for forty (40) to fifty (50) plus years. The problem is that the facilities were designed to house a small volunteer work force. When looking at the conditions of the facilities they look great from the outside but on the inside they are lacking many of the standard features of essential facilities such as proper ventilation of the diesel exhaust in the apparatus bay. These are things that were unheard of when the facilities were built in the sixties. Now there is infection control, blood borne pathogens, airborne pathogens, and proper storage of EMS supplies. All those things enter into a facility. A facility is identified by basic building code as an essential facility so it needs to be designed to stringent standards to serve the Township in times of disasters and needs. The conditions of the current facilities are lacking and are in various stages of deterioration and wear. In regards to the design and condition there is a lack of energy efficiencies. The architect also did a cost benefit analysis of renovation versus replacement. The cost benefit analysis recommended that $200,000.00 be set a side each year to start doing things such as replacement of windows, carpeting, HVAC systems and etcetera.
After a five (5) year period the Township may be getting caught up with the facilities as far as operationally. The problem with that is after five (5) years you will have spent one million dollars and the buildings will still be over fifty (50) years old. In the architects opinion, the Township would be further ahead to replace the facilities or at least begin long range plans to replace the buildings within the next five (5) to ten (10) years. By that time, two (2) of the current buildings will be close to sixty (60) years old. Capital improvement is a very expensive proposition and it should not be entered into lightly.
Chief Crosley stated that a risk assessment was completed and ninety-five (95) commercial properties were evaluated within the Township. There are four (4) significant risk properties and a couple that border significant risk and maximum risk. There are over twenty-five significant risk properties. That is fairly typical although Perry Township has some heavy industrial properties that are large complexes which can create some risk potential.
Chief Crosley stated that currently the Township does not have an organizational statement indicating expectation and goals of the performance that the Fire Department provides to the community. By not having that organization statement the National Standards have to be looked at. Unless the standards are adopted locally then the National Standards are only standards to refer to. The goal according to National Standards would be for fire responses for ninety (90) percent of incidents within nine (9) minutes with fifteen (15) personnel. Currently, the Township is responding with fifteen (15) personnel but only seventy-four (74) percent of the responses are within nine (9) minutes. Seventy (70) percent is considered the baseline so the Township is meeting the National Standard seventy-four (74) percent of the time which is pretty good. The goal on EMS responses is ninety (90) percent within eight (8) minutes. The Township is currently meeting that goal eighty (80) percent of the time. Chief Martin has already changed the staffing levels so the numbers are already better than at the time of report. Chief Crosley stated that it is very important for the Township to take community input and create an organizational statement for the department of what is expected. Chief Crosley stated that they would like to see the department develop a department wide procedure for entering and tracking response data within their computer system. This would help the department understand their response data better.
Chief Crosley stated that the study included a fire station location analysis. Since the architect recommended replacing the stations, it’s important to analyze the best locations for those stations. The Township has changed over the last forty (40) years due to annexation and growth so perhaps the current fire station locations are not where they should be to best serve the Township. GIS mapping from the Stark County Engineers and ArcGIS Fire Analysis Tool was used to run response data. The Board received maps that explain travel time only. The maps do not show total response time which is from the time the call is made to 9-1-1 to the arrival at the scene of emergency. Chief Crosley stated that he understands that this is a very expensive proposition. This requires input from the public, planning between the government entity and public on what their expectations are and what they are willing to pay since this is clearly a major capital improvement project. If the public would support the levy, the Township could replace Stations #1 and #3 with one strategic location. If a second station can not be afforded, the Township could leave Station #2 in its current location and renovate it to improve energy efficiencies. By reducing operating expenses from three (3) stations to two (2), the Township could take that staffing that was being put into the third station and staff Station #2 and very quickly get 24/7 staffing at those stations. Then as money is available from the public through operating levies, the Ohio Fire Chief’s Association recommends that there be a minimum of three (3) employees on duty in the future. Chief Crosley stated that this is not an easy decision and it is not something that is going to be done tomorrow. Public debate and discussion is recommended so that the public will be behind this plan and help them understand what will be available to them such as increased staffing levels. In today’s age with shrinking tax dollars you have to utilize your neighbors from a fire response perspective.
Trustee Capaldi verified that in terms of percentages for fire responses the statistics were based off of 2009 only. Chief Crosley stated that was correct. Trustee Capaldi stated that the report doesn’t include the staffing that went into effect in 2010. Chief Crosley stated that was correct. Chief Martin stated that from August 2010 to August 2011 all of the stations are very close to the ninety (90) percent goal. Two (2) of the stations are over ninety (90) percent and one (1) is slightly under ninety (90) percent. Trustee Capaldi inquired if the Fire Department could provide updated data to the Board regarding response times. Chief Martin stated absolutely.
Trustee Chessler inquired if Mr. Crosley could speak on how the rail road tracks may effect the Township in regards to response times with the current location of the fire stations. Mr. Crosley stated that the two (2) station configuration does not change the current situation. It will not improve as far as the rail road is concerned. Trustee Chessler inquired if there would be adequate personnel on either side of the tracks at any given time. Chief Crosley stated yes and that when he spoke with the rail road officials they led him to believe that the main line wasn’t much of an issue but from time to time one rail line in one area may block 627. The one benefit of the two (2) station configuration is having 24/7 staffing. Mr. Schlegel inquired what the estimated price of a new station is. Chief Crosley stated that it is approximately $200.00 per square foot or two (2) to three (3) million dollars. Chief Martin stated that the architect indicated that the price for two (2) new stations would be approximately 5.2 to 5.5 million dollars.
Chief Martin stated that in regards to the three (3) Shift Captains the Township is already paying the majority of the $197,000.00 in their current salaries. This money is not additional. It’s a matter of creating rank and the Shift Captains would get an hourly rate increase. There would be no increase in personnel. Trustee Capaldi inquired if the cost of building two (2) new stations would eventually pay for itself. Chief Crosley stated that he was not sure what the return on the investment would be but the Township would experience a great cost savings in energy efficiency.
Trustee Laubacher inquired what types of requirements there are in regards to proper exhaust. Chief Crosley stated that the requirements or the standards that have been developed regarding the exhaustion of diesel fumes at a fire facility come from OSHA. Ohio is a non-OSHA state when it comes to public safety however, you still have to examine or look at it from the perspective of if there is an industrial standard that is not being met and someone suffers an injury or illness; was the right thing done or could the Township be held liable. Chief Crosley stated that he can not answer those questions but being that the Township does not have the proper exhaust puts them behind the eight ball a little bit.
The Board thanked Chief Crosley for his time and efforts put into this study. Chief Crosley thanked the Board for allowing the Ohio Fire Chief’s Association to do the study and they enjoyed working with the staff at Perry Township.
Bard Huntsman- 4025 Prosway SW. Mr. Huntsman addressed his concerns regarding the difference in response times from Station #1 and Station #2. Mr. Huntsman inquired if a short term resolution would be to man the station more. Trustee Capaldi stated that the study does not include the additional staffing that was added at Station #2 in 2010. Chief Crosley stated that Chief Martin has more recent and up to date statistics because of the increase in staffing. The number currently is probably much higher than the original sixty-six (66) percent. Station #2 would have to be renovated enough to put staffing there 24/7 because the current interior of the facility is not designed for that type of department.
Fred Anania- 4061 Knolls Ave. SW. Mr. Anania stated that he disagrees with the study in that he feels that the rail road tracks are a major concern. After 11:00pm the gentlemen from Station #1 have to be able to respond to calls on the south side of the rail road tracks. Chief Crosley stated that there is always that possibility. They did not ask the rail road for the train schedule because it is not always the same everyday. Chief Crosley stated that the Fire Department would have to make the decision of whether or not they can handle the extra expenditure or if mutual aid could be called.
Doug Stewart- 6282 Navarre Rd. SW. Mr. Stewart inquired how Perry Township compares to other Townships in the State of Ohio. Chief Crosley stated that compared to other Township’s in Ohio, Perry Township is very good. Mr. Stewart stated that the information provided through the study sounded really good to him especially in regards to response times.
Becky Anania- 4061 Knolls Ave. SW. Mrs. Anania inquired if in Chief Crosley’s opinion Station #2 was satisfactory in how it is staffed currently or if there needs to be additional staffing in place. Chief Crosley stated that surely anytime you expand staffing it is going to be an improvement. The question becomes do you have the facility for staffing after 11:00pm. Chief Crosley stated that Station #2 is not equipped for that as far as he can see. If Station #2 could be renovated to create adequate sleeping quarters then additional staffing could be a distinct possibility.
Communications: None.
Public Speaks on items up for Board Approval: None.
Township Business requiring Board Action:
Unfinished Business:
Consider Additional Quotes for the Purchase of Air Cards for the Police Department
Chief Pomesky stated that he provided quotes to the Board for the purchase of air cards for the field based reporting initiative. Sprint will provide 3G coverage for a five (5) to ten (10) mile radius at a monthly cost of $59.99 per air card with unlimited data totaling $419.93 per month. There is also a $62.50 addition to that per month. Sprint does not offer a VPN solution for the Police Department to provision back from the air card to a private network to secure the identity of the data that is being transmitted. Therefore, the Police Department would have to look at a product like Net Motion to secure that connection. That software comes at an additional price of $5,000.00 and a maintenance package would also be needed in order to maintain the software.
Chief Pomesky stated that the only network that will provide a VPN solution is Verizon Wireless. Verizon Wireless offers 3G coverage which will then move to 4G coverage in March 2012. Each air card from Verizon Wireless costs $42.99 per month for an unlimited data package totaling $300.73 per month. The VPN through Verizon Wireless is a free option provided to public safety otherwise it would be a charge of $750.00.
Chief Pomesky stated that T-Mobile believed that the 4G Hot Spot card was the way to go. The 4G Hot Spot cards come in at a price of $39.99 per month for a 5GB data package. After 5GB has been reached, T-Mobile decreases the bandwidth which would substantially slow down the system. The total monthly fee would be $279.93 per month. There would be an additional cost for the maintenance and software package for Net Motion since there is not a VPN solution available through T-Mobile.
Chief Pomesky stated that AT&T has 4G air cards available that are currently broadcasted over 3G. The cards provide a 5GB data plan at the cost of $50.00 per month. The total monthly cost would be $350.00 for the seven (7) air cards but there would be additional costs for the maintenance and software of Net Motion since there is not a VPN solution available through AT&T. Any data usage over 5GB results in a $10.00 charge per GB over.
Chief Pomesky stated that his one major concern is securing connection to the server at the Police Department. Transmitting data such as pictures of evidence from the field back to the Police Department will tie up substantial data given the GB per picture. The Police Department would eat up the 5GB pretty quickly. Chief Pomesky recommended that the Board consider purchasing the air cards through Verizon Wireless.
Trustee Chessler made a motion that the Board authorize the Police Chief to enter into an agreement with Verizon Wireless for the purchase of seven (7) air cards in the terms quoted; Seconded by Trustee Capaldi.
ROLL CALL: Mr. Laubacher, yes. Mr. Chessler, yes. Miss Capaldi, yes.
New Business:
Trustee Laubacher made a motion to approve bills and payroll in the amount of $159,013.06 for the week ending September 13, 2011; Seconded by Trustee Chessler.
ROLL CALL: Mr. Laubacher, yes. Mr. Chessler, yes. Miss Capaldi, yes.
Fiscal Officer:
Trustee Capaldi stated that she wanted a clarification of the minutes from September 6, 2011 regarding the OPWC grant and engineering services.
Trustee Chessler made a motion to approve the minutes from the September 6, 2011 Regular Meeting to include clarification of Mr. Oprisch’s statement; Seconded by Trustee Capaldi.
ROLL CALL: Mr. Laubacher, yes. Mr. Chessler, yes. Miss Capaldi, yes.
Administration: None.
Fire Department: None.
Police Department: None.
Road Department: None.
Law Director: None.
Zoning: None.
Parks:
Consider Accepting the Resignation of Dave Fowler, Part-time Park/ Recycling Employee
Trustee Laubacher stated that Dave Fowler, part-time Park/Recycling Department employee submitted a letter of resignation to the Board. Resignation will be effective October 1, 2011.
Trustee Laubacher made a motion that the Board accept the resignation of Dave Fowler effective October 1, 2011; Seconded by Trustee Chessler.
ROLL CALL: Mr. Laubacher, yes. Mr. Chessler, yes. Miss Capaldi, yes.
Consider Advertising One (1) Part-time Park/ Recycling Position
Administrator Fetzer stated that Park Superintendent Kenny Shreffler indicated that he needed to fill one (1) part-time vacant position at the Park/ Recycling Department up to twenty-eight (28) hours per week as soon as possible. In the spring, Mr. Shreffler is planning on asking the Board to hire an additional part-time employee to fill another vacant position. Neither of these positions is considered new positions as they are only replacing two (2) employees that have resigned. The Board has received job descriptions for the vacant positions. Administrator Fetzer stated that she has obtained a quote from the Canton Repository to run the job ad which totaled $355.40. The ad would run for two (2) consecutive days in the newspaper. Administrator Fetzer suggester rather than incurring that large fee, the advertisement could be placed on the Stark State College website . at no cost to the township.. Trustee Capaldi stated that she would like the job to be posted internally first as well as looking at whatever applications are already on file. Administrator Fetzer stated there were no applicable current applications on file at the Administration Office or Park and Recycling, however, she would inquire as to the Road Department applications and post the notice internally. Trustee Laubacher inquired if the job should be posted on the township website. Trustee Capaldi stated that she did not want the job posted online at this time and that she would like to see what is in house before the search is expanded. The Board requested to be updated by memorandum.
Executive Session(s): None.
Department Matters Not Requiring Board Action:
Administration: None.
Fire Department: None.
Parks/Recycling: None.
Police Department:
Road Department: None.
Zoning: None.
Law Director: None.
Announcements:
A. Next Regular Meeting is scheduled for September 27 at 7:00pm.
Public Speaks-Open Forum:
Doug Stewart- 6282 Navarre Rd. SW. Mr. Stewart inquired what the cost of the Standard of Coverage Study was. Chief Martin stated that it was approximately $13,000.00- $15,000.00.
Tim Blythe- 2956 Bridgeton St. NW. Mr. Blyth inquired what a five (5) million dollar project would cost to a taxpayer of a $100,000.00 home. Trustee Capaldi stated that she did not know that information but it would have to be determined by the Stark County Auditor. Mr. Schlegel stated that a one (1) million dollar levy brings the Township approximately $540,000.00. Mr. Blyth stated that a ten (10) million dollar levy would be needed for a five (5) million dollar construction. Mr. Schlegel stated that was correct if the construction was done all in one (1) year. The cost to the homeowner has changed. Businesses use to pick up sixteen (16) percent of a one (1) million dollar levy but the homeowners will now pay one hundred (100) percent. Mr. Schlegel stated that he can always get those numbers.
Adjournment:
With nothing further to come before the Board, Trustee Chessler made a motion to adjourn the meeting at 8:30pm; Seconded by Trustee Laubacher.
ROLL CALL: Mr. Laubacher, yes. Mr. Chessler, yes. Miss Capaldi, yes.
Lee C. Laubacher, President
Joe Schlegel, Fiscal Officer