Tri-District Planning Group

The first meeting of the Tri-District Planning Group was called to order at 9:00 a.m., at Benton County Fire District #4, 2604 Bombing Range Road, West Richland, Washington, on February 3, 2007. The Fire Chief’s from Benton County Fire District #1, #2, and #4 lead the meeting.

Introductions

The individuals in attendance were asked to introduce themselves and give a brief description of their background. The following individuals were in attendance:

Ron Bush, Career Representative, Benton #1

Jenn Daugherty, Volunteer Association Representative Alternate, Benton #4

Ron Duncan, Fire Chief, Benton #2

Bob Gear, Fire Chief, Benton #1

AJ Hill, Commissioner, Benton #4

Bill Houchin, Commissioner, Benton #1

Kye Lorenzen, Volunteer Association Representative, Benton #4

Barry Orth, Volunteer Representative, Benton #2

Darrin Pettis, Career Representative, Benton #2

Arliss Redekopp, Administrative Representative, Benton #1

DeWayne Smith, Commissioner, Benton #2

Mike Spring, Fire Chief, Benton #4

Joe Tea, Career Representative, Benton #4

Phil Rosenkranz, Volunteer Representative, Benton #1

Bob Trainor, Volunteer Representative Alternate, Benton #1

Absent were:

Ray Newton, Career Representative Alternate, Benton #4

Benton City Council Liaison

West Richland Council Liaison

Nathan Isaacs, Media

Voting

The group discussed who should have a vote on this planning group and what percentage is needed for an item to pass and be sent forward to the perspective Board of Commissioners.

Through discussion and consensus the group decided that each representative and their alternate share one vote. The commissioner representatives will not vote in this group, rather they will vote when issues are presented to the Commissioner Board(s).

The group debated on what would be necessary for a motion to pass. Is a majority, a super majority, or consensus needed? At the end of the discussion, it was decided that to be successful this group needs to have a consensus of the entire group. If this group cannot agree on an item, it would be difficult to get consensus outside of this group.

Roundtable Discussion on Board of Commissioners’ Direction

Each individual in the following groups was asked to make a statement regarding the direction that the Boards of Commissioners has given to this group.

- 3 Board of Commissioners Representatives

- 3 Fire Chiefs

- 3 Bargaining Unit Representatives

- 3 Volunteer Association Representatives

- 1 Administrative Representative

The commissioners reviewed the background on what brought this group together. The commissioners are interested in giving the citizens of the districts the best service they can and believe it is worthwhile to look into what can be improved by working as one larger group instead of three smaller entities. We will not save money working together, but we may be able to stretch what we have.

The Fire Chief’s stated they believe the greatest barrier this group faces is people looking at who gains what and who loses what. There are a lot of unknowns and uncertainties. What’s going to happen to each person in a changed organization? Individuals may not be looking at what is best for the community. The Fire Chief’s goal is for no individual to lose their job (career or volunteer). Example agreements have been provided; working group members were encouraged to make contact with agencies that have gone through reorganizing.

The labor groups brought up the following items.

• Use each entity’s strength. Each organization has different strengths they bring. By sharing strengths all agencies become stronger.
• Save funds on bulk purchases.
• Make sure every agency has a say in decision making.
• This group needs goals and a scope of work.
• Recommendations need to be good for everyone.
• Rumor control is essential.
• Keep local volunteers.
• Communications is a key item for this group. This group must communicate what we are doing and why.

A discussion ensued on “Is there a deal breaker?” Do groups or agencies have items that must happen or may not happen or their agency would withdraw from these discussions? Each member of the work group was asked to meet with the individuals they represent and bring back a list of deal breakers.

Follow up on Round Table Discussion Items

To capture items stated during the round table a list was made of key items:

• Communications is a key element in moving forward. Suggested ways to get information out are:
• Get the minutes out to all groups. Share the minutes through a web site, on paper, distribute at union and volunteer association meetings, and in person from committee members.
• Minutes can be posted on Benton #1’s web page and Benton #4’s web page can link to the minutes.

• Create talking points to help individuals discuss what has happened during a meeting.
• Identify concerns of each group and individual. Provide a web site where people can ask questions and receive answers.
• Make sure committee member contact information is published.
• Purchasing committees should have representatives from all agencies.
• Use the ICS structure for designating purchasing and other committee groups.

Why are we meeting:

• To build a better fire district delivery system.
• Meet the needs of the public and have an organization that our members want to belong to.

Establishing a Joint Board

Washington law provides four ways for fire districts to work together: through a merger, consolidation, fire authority, and interlocal agreement.

Merger

In a merger, two or more fire districts take the identity of one of the fire districts. This action requires a vote of the people. The maximum allowable tax is $1.50 per $1000 of assessed value, plus EMS levies and benefit charges.

Consolidation

In consolidation, two or more fire districts create a new identity. This action requires a vote of the people and the taxing ability is the same as in a merger.

Fire Authority

Creation of a fire authority would create a new entity with additional taxing ability. A plan is built and that plan goes to the people for a vote. Included in the plan is the allowable tax levy.

Interlocal Cooperation Act

This act allows fire districts to work together on listed items.

The three Fire Chiefs requested the group look at a draft resolution (the template was created by the Washington Commissioner Association) for creating a board comprised of all the commissioners from Benton County Fire District #1, #2, and #4. Creating a joint board would allow all of the commissioners to meet together, receive identical information, and have one set of minutes. The three boards would continue to meet individually as needed. The draft agreement, as completed by this working group, is attached to these minutes. This resolution will now go to the three Boards of Commissioners to approve, modify or reject.

Meeting Schedule

The Tri-District Planning Group decided to meet on the third Thursday evening of the month at 6:00 p.m. at Station 420.

The planning group members have the assignment to meet with the group they represent and come back with a list of items that are “deal breakers.”

The chiefs and commissioners left the group with these thoughts:

· Work together to be better. We are good; this is an opportunity to be better.

· We are willing to do all we can to be efficient with the tax funds we are given.

The next meeting will be the third Thursday in February (February 15) at Station 420 at 6:00 p.m.

The meeting was adjourned at 12:03.