GCIVFD Meeting Minutes April 18, 2014

    Date: April 18, 2014
    Time: 4:30pm
    Location: Great Cranberry Island Fire Department

    Attendance: 07

    Blair Colby, Chief
    Phil Whitney, President
    Michael Westphal, Treasurer
    Katelyn Damon, Secretary
    Mark Alley
    Bruce Komusin
    Karin Whitney

  1. Call to Order: The meeting was called to order by Phil Whitney at 4:38pm.
  2. Approval of Minutes
  3. Karin Whitney moves to accept the minutes from the March 10, 2014 meeting as written. Bruce Komusin seconds the motion. Vote: Yes, Unanimous. Motion Passes.

  4. Financial Report:
  5. Checking Account Balance as of March 2014: $1552.60
    a. Expenses:
    $93.24- Tyler Kuester, mileage
    $54.50- Blair Colby, reimbursed for gas
    $69.93- Tyler Kuester, mileage
    b. Income: $0
    Checking account balance as of April 14, 2014: $1308.30
    Savings account balance as of April 2014: $5797.41
    Katelyn Damon mentions that the department may want to think about giving Tyler Kuester a stipend from fire department funds, that could be reimbursed by the Town for his fire academy expenses. The IVFD did something similar so that academy members did not have to keep receipts of food costs. The GCIVFD did not opt to do this and Tyler has had difficulty keeping receipts for meals. He has spent a significant amount out of pocket to attend the training.
    Bruce Komusin moves to accept the treasurer’s report. Karin Whitney seconds the motion. Vote: Yes, unanimous. Motion Passes.

  6. Old Business:
  7. a. Status- EVOC training
    EVOC training is set for Saturday, April 26, 2014.
    Katelyn estimates that there will be 10-15 people at training, and with that size group Joe has said that training will last from 8am to 6pm.
    Katelyn has ordered traffic cones to be used for the training.
    Katelyn will find a ride to GCI by 8am that day for training.
    Karin Whitney volunteers to provide lunch for the day.
    b. Status- Turnout Gear Return (Inactive Members)
    David Bunker has returned his gear.
    Beverly Sanborn has not returned her gear at this time.
    Judah Rome still has turnout gear as well.
    b. Status- By-Laws
    Katelyn has no news on the by-laws.
    c. Firefighter Application
    Katelyn has no news on the firefighter applications.
    d. Turnout gear purchase
    Blair and Tyler have been fitted for new gear. The gear has been ordered. Gloves have been ordered for Tom and Sam as well.

  8. New Business:
  9. a. Required Driver SOG’s
    i. Driver Selection
    ii. Annual Review of licences
    iii. Emergency Vehicle Response
    iv. Seat Belts
    v. Apparatus Backing
    vi. Apparatus Maintenance
    Katelyn Presents the department with the GCIVFD Driver Requirements and Responsibility SOG. This standard operating guideline covers all of the above listed items; except emergency vehicle response. The GCIVFD will follow their Emergency Apparatus Driver Requirements policy for emergency vehicle response procedures. Both policies are attached to these minutes.
    b. Monthly Firehouse and Equipment checks
    Complete Truck Checks-
    The group goes on to discuss other business and action items and will complete truck checks at the end of the business meeting.

  10. Other Business:
  11. Field Burning
    Blair Colby states that he would like to do some field burning.
    Katelyn Damon states that this is fine, but that the department cannot just burn fields on others property. The department would need to contact each property owner and request their permission to burn and have them sign and indemnity waiver so that the department and the town are not held liable for any damages that could potentially occur.
    Katelyn will email format the indemnity clause that she has for the IVFD to fit the GCIVFD and email it to Phil Whitney.

  12. Setting of Action Items:
  13. a. Karin will provide lunch and coffee for the EVOC training. Thanks, Karin!
    b. Katelyn will email out the indemnity clause to Phil Whitney.
    c. Katelyn will work on getting the rest of the turnout gear returned to the department.

  14. Setting of Next Meeting Date:
  15. The next scheduled meeting of the GCI Fire Department will take place on Monday, May 12, 2014 at 4:30pm.

  16. Setting of Next Training Date:
  17. EVOC Driver Training- All Day: 0900-1800, April 26, 2014.
    Electrical Safety Training- May 14, 2014- 415pm.

  18. Future Agenda Items:
  19. Adjournment:
  20. Blair Colby makes a motion to adjourn the meeting at 5:56 pm. Katelyn Damon seconds the motion. Vote: Yes, Unanimous. Motion Passes.

Respectfully Submitted,
Katelyn Damon

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DATE: 04/14/14 SOG - 01

Review Date: Approved:_______________________
Chief
DRIVER REQUIREMENTS AND RESPONSIBILITIES

Purpose: The purpose of this SOG is to provide a clear understanding of driving responsibilities and the pathway to follow for members who are interested in becoming drivers for the Great Cranberry Island Volunteer Fire Department.

Operation: Only GCIVFD members who have completed an approved driver training program may operate GCIVFD apparatus in an emergency situation. All members must complete an EVOC Driver Training Course to operate a vehicle during an emergency situation.

Scope: All members of the Great Cranberry Island Volunteer Fire Department.

The Chief designates the Town of Cranberry Isles Public Safety Coordinator to conduct the selection of all driver / operators for the department.
Drivers will be picked based on the following requirements:
Member’s willingness to drive a GCIVFD apparatus.
Member must be at least 18 years old and have a current, valid drivers’ license without any OUI’s, suspensions, OAS, driving to endanger, etc.
Driver’s must know how to effectively operate a manual transmission.
A member will need to display an ability to remain calm under pressure, and follow instructions.
A list of drivers will be submitted to the department annually for review. All drivers understand that they will undergo a driver’s license check annually on or before April 30 of each year.
Once the driving candidate’s licenses have been checked for good standing, they will automatically be approved to operate GCIVFD apparatus in a training situation. If their licenses are not in good standing; have current OUI, suspension, etc on record their name will be removed from the driver roster and they will be notified.
All members approved to drive GCIVFD apparatus must take and pass an Emergency Vehicle Operations Course (EVOC) before being able to operate Emergency Vehicles in an emergency situation. All training must meet NFPA Standards.
Once the EVOC course is completed the Chief and TCI Public Safety Coordinator will review all the records for each driver completing the course. Driver’s may have no more than 40 penalty points throughout the course to be able to operate any GCIVFD vehicle without further training.
Members need to complete the Apparatus Operator Driver’s Road Test for each chassis they would like to be cleared to drive. A copy of this checklist will be placed in each driver’s personnel file. The Department will assign designees to help with the completion of driver certification on all GCIVFD apparatus.
Once completed the Chief will be the only one who can sign-off on a member to officially operate GCIVFD apparatus in an emergency situation.
All drivers must review GCIVFD driver SOG’s annually.
Members must always use a spotter before backing a vehicle, when available.
All personnel riding in any GCIVFD vehicle MUST wear a seatbelt while the vehicle is underway.
Each member will be required to have general knowledge of the equipment and its operation.
Drivers are responsible for all equipment on the unit they are driving.
Drivers are to remain with the vehicle at all times when adequate personnel response permits.
Drivers are responsible for the safety and wellbeing of their passengers.
All drivers must complete a driver checklist and roads course for each vehicle they would like to be cleared to drive every 3 years. No driver must be cleared on every department vehicle.
All drivers are required to follow the GCIVFD Exposure Control Plan.
All members must notify the Town of Cranberry Isles Public Safety Coordinator, within 72 hours, of any traffic violations, on or off duty.
Any driver may be removed from the approved operator’s list at any time by the TCI Public Safety Coordinator.
An EVOC certificate does not mean that a driver has the ability to operate any GCIVFD vehicle. Only the Fire Chief has the authority to sign off on an individual's ability to operate a GCIVFD vehicle.
Truck checks will be completed monthly. Any deficiencies with the vehicles will be noted and the TCI Public Safety Coordinator shall be notified. The Chief and the TCI Public Safety Coordinator will work to remediating the deficiency.

Statement of Liability

If you are involved in an accident while operating a Great Cranberry Island Volunteer Fire Department vehicle or while driving a privately-owned vehicle in connection with your duties for the Great Cranberry Island Volunteer Fire Department, the following conditions and limitations apply to your personal liability:

As long as you were acting within the course and scope of your duties as a member of the Great Cranberry Island Volunteer Fire Department, the following shall apply:

You are covered by the Town’s insurance unless you are found to be criminally liable. The Town’s insurance will provide a defense and pay for a judgment against you resulting from a covered loss.

If you were using a privately owned vehicle, the insurance on that vehicle provides the primary coverage.

If, for some reason (such as criminal liability), insurance coverage does not apply, the Maine Tort Claims Act limits your personal liability to $10,000 for a single accident.

If you were acting outside the course and scope of your duties as a member of the Great Cranberry Island Volunteer Fire Department (if, for example, you used a Fire Department vehicle for unauthorized personal purposes while off duty), the following shall apply:

You are not protected by the Town’s insurance coverage or by the Maine Tort Claims Act.

You would be responsible for your own costs of defense and there would be no limit on your personal liability.

NOTE: This is a statement of general principles. Your specific legal rights and liabilities may vary according to the circumstances of a particular incident.

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Effective Date: 4/14/14

Subject: Emergency Apparatus Driving

Scope/ Purpose: The purpose of this policy is to outline safe and effective procedures for responding to emergency calls in emergency vehicles for the Great Cranberry Island Volunteer Fire Department (GCIVFD). This policy is applicable to the operation of all GCIVFD vehicles at all times, including responding to emergency calls and non-emergency operations.

Guidelines:
All drivers must be of a minimum age of 18 and hold a valid driver’s license.
Anytime a vehicle is operating the driver shall obey all State Laws and the Department’s Standard Operating Guidelines (SOG’s).
Fire department vehicles shall only be operated in an emergency situation by members who have successfully completed a State of Maine recognized EVOC training class.
Fire Department members that have successfully completed a State of Maine recognized EVOC training class must log a minimum of 1 hour of drive time, all members must successfully pass an GCIVFD “Apparatus Operator Driver’s Road Test” on each apparatus type within the department.
Only the Chief can sign-off on department members to become certified as apparatus operators.
Drivers shall be directly responsible for safe and prudent operations under all conditions and operate in compliance with all traffic laws pertaining to emergency vehicles during both non-emergency and emergency response.
Corrective action will be mandatory for any department members who violate any part of this SOG. Corrective action will include the following:
1 to 2 violations- Counseling by the Chief.
3rd violation- Written reprimand to be placed in the individual’s personnel record.
4th violation- Suspension of driving privileges for a duration of time to be specified by the chief. (All suspensions must be cleared by the Chief before members can continue their department driving privileges.)
During both emergency and non-emergency operations, drivers of all department vehicles shall come to a complete stop at all unguarded railroad grade crossings. Drivers shall assure that it is safe to proceed before crossing the railroad tracks. Drivers shall also use caution when approaching and crossing any guarded grade railroad crossing.
When the drivers is under direct supervision of an officer, the officer shall be responsible for the route of travel and selection of driver. The officer may replace the driver at any time.
Maine State Law, Title 29A, grants the driver authority to request the right of way by use of lights and siren. The decision on code response is ultimately up to the driver, however, it shall be made with input by the officer in the apparatus or Incident Command. The GCIVFD recommends responding to all calls with no lights or sirens, except when deemed necessary by the driver at congested intersections or roadways due to pedestrian or motor-vehicle traffic. If deemed necessary the driver may not operate lights without also operating the siren.
Drivers are prohibited from using cell phones in any way while operating apparatus.
There shall not be more members riding in the cab or jump seat area than there is seating space provided.
Drivers shall not move Fire Department vehicles until all riders are seated and seat belted. It is the driver’s responsibility to ensure that all members are belted before moving.
Standing while riding is prohibited.
Members shall not ride on any running board or rear step of any apparatus.
No apparatus shall back up at any time without the use of a spotter, when personnel is available.
Drivers shall use a wheel chock after parking any vehicle with an air operated parking brake, except in the station.
No person is to get on or off an apparatus while it is in motion.
No persons are to enter or exit the truck bays through the overhead doorway if the truck is running.
No unauthorized persons shall be allowed to ride on any piece of GCIVFD apparatus without written permission of the Fire Chief or their designee.
When responding Code 3, Title 29A requires all motorists to pull to the right hand curb clear of an intersection and stop until the emergency vehicle has passed. Given this, department members responding under Code 3 conditions must approach, enter and exit an intersection knowing there is a high risk of accident and as such, choose a lane of travel that minimizes the potential for an accident.
The operator of the department vehicle responding Code 3 must drive with “Due Regard for Safety” of all persons using the roadways. Title 29A may not protect the operator from consequences of an accident resulting from the use of the privileges granted by the law. Extreme caution should always be exercised when responding Code 3.
In the event an accident were to occur and you were found to be operating as Code 3 without exercising “Due Regard for Safety”, you and any accompanying fire officer may not be protected by the Town’s insurance coverage or by the Maine Tort Claims Act. You and any accompanying fire officer may additionally be responsible for your own costs of defense and there may be no limit on your personal liabilities.
During an emergency response, drivers of fire department vehicles shall bring the vehicle to a complete stop under any of the following circumstances:
When directed by a law enforcement officer.
Red Traffic Lights
Stop Signs
Negative right-of-way intersections
Blind Intersections
When the driver cannot account for all lanes of traffic in an intersection.
When other intersection hazards are present.
When encountering a stopped school bus with flashing warning lights. You may proceed with caution only after coming to a complete stop and being signaled by the driver of the school bus to proceed as specified in MRS Title 29A.
All applicable traffic laws shall govern members who respond in private vehicles.
Apparatus parking on roadways shall place traffic cones to set up a safe working area around the vehicle per Title 29A 2091.
Hose loading operations while the vehicle is in motion is strictly prohibited.
Apparatus should be left running at idle during all emergency calls. Apparatus should be shut down to conserve fuel whenever possible when on a non-emergency call. The only exception to this is when the apparatus must remain outdoors when the temperature is significantly below freezing to prevent the pump or medications on the rescues from freezing, or to run the air conditioning to prevent medications on the rescue from getting too warm during periods of extreme heat. The need to leave apparatus outside during extreme weather should be avoided whenever possible.
Drivers are to remain with the vehicle at all times when adequate personnel response permits.
Fire department apparatus is to be used for department business only. Personal errands with department apparatus are prohibited except for short stops for essential items that are necessary during an employee’s shift, and then only when the apparatus is already on the road returning from official business. Members should plan ahead or use personal vehicles for personal errands whenever possible. This section does not apply to apparatus permanently assigned to an individual.

Responsibilities:
It is the responsibility of all Great Cranberry Island Volunteer Fire Department personnel to adhere to this SOG.

Definitions:
Code 1- Response with no lights or sirens with the normal flow of traffic.
Code 3- Emergency response lights and siren requesting the right of way.
SOG- The Great Cranberry Island Volunteer Fire Department’s “Standard Operating Guidelines”.
Due Regard for Safety- How a reasonable and careful person in a similar situation with similar training would act.

References:

Maine State Law, MRS 29A (Attached).
Maine Bureau of Labor Standards Compliance Directive Number 24-11. (Attached).
NFPA 1002, 4.3.1.
Mount Desert Fire Department’s Emergency Apparatus Driving SOG.