EMERGENCY SERVICES DEPARTMENT

Called Meeting

Monday, December 17, 1998

4:00 PM

City Hall Conference Room

Board Members present: Chairman Tim Sherrod, Roy Campbell, and Earl Williams

Staff Present: Bruce Woods Executive Director, Kimberly Riddle Administrative Assistant, and

Charles Anderson Fire Chief

From the City of Thomasville: Tom Berry City Manger, Chip Watt City Attorney

From the County: Mike Stephenson County Manager, Bruce Warren County Attorney

From the News Media: Laura Cassells and Mark Brannan

REVIEW OF PENDING CONTRACTS:

Chairman Sherrod opened the meeting by discussing contracts provided by Bruce Woods pertaining to the

current equipment owned by the City and County. Mayor Campbell questioned an equipment transfer

opposed to an equipment lease. Chairman Sherrod stated that the county would keep ownership and lease

the equipment to the city for $1.00. Tom Berry questioned the insurance. Bruce Warren stated that

keeping all buildings in current entity and the pack will be responsible for maintenance, insurance and all

operating procedures. Discussion also included the employees transfer procedures. Employees will

transfer with comparable benefits and salaries. Chip Watt will construct a contract for the City to sign on

December 28,1998. Chairman Sherrod questioned the ownership of the new equipment (ambulance

arriving in the interim). Mayor Campbell stated any equipment that the City/County came into the new

department with would remain the property of those parties. A change will need to take place in the

bylaws stating that if the new department disbands, the equipment will go back with whoever owned it

to begin with.

RISK INSURANCE AND PAYROLL FUNCTIONS:

Bruce Woods brought up two important issues needing immediate consideration:

1. Current payroll procedures – the current payroll function will remain in effect for the first quarter of 1999. This will allow time for a new system to be purchased and set up for operation.

2. The ACCG Risk Insurance is temporarily on hold awaiting the IRMA bylaws. This includes Liability and Workman’s Compensation insurance. Bruce woods stated that he would call ACCG and follow-up.

Tom Berry suggested looking locally for temporary coverage until ACCG can cover everyone. Chip Watt stated that the pack could be covered under the definition of County it would be covered by IRMA standards. Chairman Sherrod requested that Chip Watt send a letter in reference to the coverage. Bruce Warren suggested leasing the employees until insurance could be obtained. Tom Berry stated that a new budget account would need to be implemented in order to lease employees. An Enterprise Fund would be set up for payroll and insurance for those employees that would be leased and TCESD will reimburse the costs to the city. An agreement would also need to be implemented stating that Bruce Woods would be designated as the director for all employees.

It was determined by Chairman Tim Sherrod and Roy Campbell that all current payroll procedures for Thomas County Emergency Services Department would be provided by the city and county for the first quarter of 1999.

Chairman Sherrod spoke in reference to annexing the city into Fire District I. Tom Berry will speak with Wil Sanders in reference to annexing.

Bruce Warren stated that the bylaws would soon be complete. A fifth board member will be chosen and either the city or county can remove that member.

UPCOMING LEGISLATION:

In the coming weeks, Wil Sanders and Bruce Warren will meet to write the legislation. Bruce Warren is concerned about constitutional prohibition. Bruce Warren stated that this would be researched when writing the bylaws. The bylaws will be submitted to the Attorney General for review by January 15, 1999.

CAPITAL BUDGET:

Bruce Woods stated that there are paramount issues that need to be addressed involving the costs included in the Capital Budget. The two following issues are of urgent need:

1. E-911 Center – the current systems are non-Y2K compatible and need to be replaced. Upgrades to the consoles and dispatch software are of major importance at this time. A dominant console is needed to have control over radio fields and different frequencies, including (800) users. Motorola has been contacted about installing all new consoles. Non-fire people are currently using the (400) radio system and volunteers have voiced concerns about the lines of communication being used for non-fire personnel. Other agencies/people are bleeding over the top of their emergency transmissions. Upgrading consoles will solve this problem.

2. Ladder Truck – the current ladder truck is operable but out dated and poses a safety concern for fire fighters. A new ladder truck is needed for the downtown district, commercial buildings and the hospital.

Other issues are the bunker gear for the volunteers is over (10) years old and needs to be updated. Bruce Woods stated that the cost of the bunker gear is for safety of fire fighters. He would like to see all fire fighters set up with the PASS gear. This would enable an alarm to sound when a fire fighter is down or unconscious. It is a life saving apparatus that all gear should be equipped with. New masks and air packs are to be included in the new gear.

Increasing Services in District 3 - two stations need updating and one new central station needs to be built.

Commissioner Earl Williams arrived at 5:20 PM.

Bruce Woods stated that he would speak to several lending institutions about receiving a line of credit for purchasing the new equipment needed and the gear. Chairman Sherrod stated that he felt issuing bonds would be the best alternative for the TCESD. The 2.2 million-dollar budget could be set up with bonds and funds could be pulled as needed.

Chairman Sherrod stated that the pre-existing debt for TCESD and the cost of the new ambulance would be charged to the department on a monthly basis for payment. The county has issued the purchase order for the new ambulance but will transfer to TCESD upon arrival. The new ambulance will be leased, not purchased in order to reserve the operating cash.

The next meeting will be held on December 29, 1998 at 4:00 PM in the City Hall Conference Room at which time the attorneys will present the legislation.