Willington Emergency Services Efficiency Committee
Meeting Minutes
Town Office Building January 25, 2012
Lower Level Conference Room 5:30 P.M.
First Selectman Mailhos called the meeting to order at 5:30 P.M. with the following in attendance: Assistant Chief, Mike Makuch -Willington Hill Fire Department, Gerry Chartier - Member, Willington Hill Fire Department; Chief Tyler Millix - Willington Fire Department # ; Selectman Littell and residents. President Ron Gantick- Willington Fire Department #1 arrived at 5:45 P.M.
- Clarify charge of Committee
First Selectman Mailhos read the charge of the committee that was voted on and approved by the Board of Selectmen in March, 2011: To explore feasibility and cost implications and make recommendations to the Board of Selectmen and Board of Finance regarding the structure of emergency services for the Town of Willington with recommendations due by December 31, 2011.
She added the reason why we are here is because many questions are usually asked during budget season; one of the main questions is why we have so many trucks, equipment and facilities. The other factor is the outcome from the town Wide Services Survey that was taken last year. Many comments resulted from the survey. Most of which were comments asking why we have two Fire Departments. She added that she knows of three other studies have been done in the past. Chief Millix asked the ultimate goal for holding the meeting is garnering savings. First Selectman Mailhos answered yes; ultimately she would like to see how both departments can save the Town money and see if we find eficiencies in certain areas – especially in service delivery. Selectman Littell asked what the survey
findings entailed. Was there an overwhelming question of why we have two departments? Chief Millix stated a surprising amount free text commentary resulted regarding the Fire Departments – more so because it prompted a lot of free thinking. Also, the subject had the most comments - more than anything else mentioned on the survey. Assistant Chief Makuch said he felt the way the questions were worded elicited comments and it was a likely reaction. First Selectman Mailhos clarified that the majority of Townspeople do not even know that we have two Fire Departments. She added that when the survey was published, the premise was to see what the Townspeople thought how important the services were and if we could cut back on anything. She also mentioned that we purchased a new truck last year, and plan on purchasing another next year, which is way bigger than any other request on the CIP plan. Chief Millix stated that most of his
frustrations come from past administrations, where the Town has been purchasing Fire Trucks in an absolutely irresponsible manner since 1981. Both Departments end up purchasing trucks at the same time, thus creating a financial crisis. Over the years we have paid for studies that give us guidelines for replacement and refurbishment schedules that nobody (Board of Finance, Board of Selectmen and CIP) wants to follow; they refuse to even crack open the studies. We get to the point where the trucks have become monstrous pieces of garbage – it ends up being a financial crisis. For instance, if they had followed the apparatus replacement and refurbishment schedule plan from 1993, it would have been mapped out. Assistant Chief Makuch stated that we should get a 20 year lifespan on the trucks, but they are usually pushed out even further. Also, the apparatus here ages differently than ones in the city. They age from corrosion,
rather from wear and tear. He gave an example of the 2004 tanker truck is going to have the radiator replaced, as it has corroded. Chief Millix quoted the most recent study from 1999; the study states that a refurbishment of the tanker in 2001; (they got a new one) replacement of ET213 in 2007. Also, it states to retire tank 149 (instead it was replaced in 2004). Selectman Littell asked– if they were told they had to get rid of their tanker how many of the Fire Department guys would want to follow that? You can say the boards don’t follow it, but neither would the members – they would justify the tanker to be able to keep it. This is where you guys should be working together to see what we need to cover the Town together. Assistant Chief Makuch stated that he agrees but both departments and some people who looked at the reports (when they came out) found some things that were not correct, and was agreed upon by all of the
entities.
Chief Millix said these studies have never been used as a guideline to progress. Some people have used it, but for the most part, it is just filed away, never to be looked at again. Selectman Littell suggested using the past studies, and if this committee is willing to work towards a common goal, we can create a strategic plan for this Town utilizing them with each of your (Department’s) expertise. First Selectman Mailhos added that it will also be helpful when they submit their CIP requests - they can reference the studies.
Selectman Littell also added if there is an overriding belief that we only have one Fire Department and people don’t know it; that is not good. We should educate them. Assistant Chief Makuch agreed- that is a perennial problem. WHFD used to send out a newsletter, but it ended up being more of an effort and fell by the wayside. They were able to get the newsletter out for a few years, and did touch on describing the arrangements in Town and the two departments. First Selectman Mailhos added that we have the Willington Word, and our Recreation Director is always welcoming new articles. It would be a good idea to incorporate a story about both Departments in there.
First Selectman Mailhos asked to recap some of the past studies:
- 1993 – Municipal Resources Incorporated Salem, NH:. Chief Millix stated that they performed a top side view of emergency services; not drilling down into the Fire Department Operations. The Standard Operating Procedures (SOP’s) were not even reviewed. They looked to see if we have enough trucks and stations asking if we can do things in a more financially responsible manner. They also provided very specific recommendations – the major recommendation was consolidation with suggestions how to merge the two corporations.
- 1999 - Field Service, Inc: The study was more casual. It did not get into the same things as the previous study. It studied more of the Fire Departments, rather than the Town. An evaluation was done on the existing fire trucks the facilities. However, the major recommendation was once again, consolidation. Chief Millix noted an excerpt from the consolidation recommendation: Consolidation is not a popular subject in the Fire Service in New England – operational savings won't drive consolidation. Fewer numbers of apparatus won't drive consolidation. Providing greater numbers of trained people for emergency response, or the lack there-of will drive consolidation. Consolidation from within or outside? Today it is the fire companies choice, tomorrow it may not be.
The combining of two relatively small groups of people can build a greater strength. Stop redundant operations at all levels. Create strength in management, record keeping and reporting
Create one new fire department, WILLINGTON FIRE DEPARTMENT. The company also gives recommendations on appointing the board of directors and their terms, command structure and ambulance operations. Lastly it states a fire commission may have a place in Willington in the future.
Assistant Chief Makuch stated one of the predominant themes from the Town back then was the people were expecting that study to bring out a smoking gun. Those people would then be able to say we can save a tremendous amount of money by consolidating the departments, which really was not the case. It then fizzled out and was put on the shelf. Chief Millix stated the vision of this group is like chasing a rainbow when it comes to having a large cost savings with a merger. He then went on to say efficient delivery of service should be more important than cost efficiencies. First Selectman Mailhos asked Chief Millix if Willington F.D.#1 would contact WHFD if they were thinking of purchasing a piece of equipment. Would they consider purchasing it together? The answer is no.
Assistant Chief Makuch stated that in the past there have been times when they sat together to work on their budgets, but not recently. It comes and goes. Chief Millix stated that it depends on the leadership at the time. Assistant Chief Makuch said when he was Chief, they met together and went over each of their operating budgets and CIP requests regularly but it hasn’t been the case in three or four budget seasons.
First Selectman Mailhos said the crux of the whole thing is that we have two departments, and two budgets that come in and she feels that many questions are going to be asked by the Board of Finance. She added that it is not necessarily the answer that there needs to be only one Department, but at a minimum you both need to work together. Assistant Chief Makuch added the potential savings would really be in service delivery, rather than huge financial savings.
Chief Millix added that there is also case history out there – if you asked the Chief in Mansfield what the cost savings were from merging Eagleville and Mansfield – there were none. They created the position of a paid Chief, which boosted their budget with the addition of his salary. In the case of Rockville and Vernon, it was the exact same thing – the Mayor forced the departments to merge. Selectman Littell said he doesn’t think that is the charge of this. If we gain the financials – that is awesome; don’t you think the Towns of Vernon and Mansfield run more efficiently now? He then referenced the CIP meeting a few weeks ago, where one of the CIP committee members stated that we have a resource (brand new fire truck) sitting down the
road and asked if WFD#1 can get the new truck if there is a fire next door to WHFD? If we work together between the two departments, we should be able to get that resource to the fire. The heart of this should be the residents - who we care about. Selectman Littell added the charge of the committee shouldn’t be financial – it should be to protect the people of Willington- they are paying money for it. You guys volunteer, that is phenomenal, but if you can’t get on the same page to work together, that is not good. Someone is going to get burned down the road, all because of hard feelings. He then added that it is a shame that there is no truck at the sub station on Route 32. A cooperative effort must be made. Protecting the public is priority one. You can still stay independent, but you must work together. Chief Millix added that a huge factor in this is to have agreeable administrations to make this happen. Selectman
Littell stated he abstained in the vote for the nominations because he doesn’t know if you [Makuch and Chartier] have any power to make it happen. It was originally requested to have a Chief or President to represent each department. Assistant Chief Makuch stated that he was interested in joining because this is a subject that he cares about and he has leeway to participate in the fullest. He added that he and Gerry were nominated by the Chief of WHFD because they are good proxies for the people of the department. First Selectman Mailhos asked Assistant Chief Makuch if his Department will accept the recommendations. He stated that he feels they will be well received and it would be the same no matter which one of the members brought it back. It would be no less being he and Gerry, versus Tom and Vinnie. Mr. Chartier agreed and added provided it is not patently impalable. First Selectman Mailhos asked if the idea of working together is
impalable? Mr. Chartier said you may have some individual differences – it occurs in any organization; professional or volunteer; but when there is an emergency in Town all shoulders are at the same wheel.
Selectman Littell asked if the departments have keys to one another’s facilities. Willington Hill members have keys to Willington One’s facility. Chief Millix stated that Willington F.D.#1 does not have keys (cards) to get into WHFD, nor do they have access to their equipment. Stu Cobb (Willington F.D.#1) stated many times he is at the Town Offices conducting business, and there is a call – he will have to drive back to Willington #1 to get their equipment, because he does not have access. Selectman Littell – suggested identifying the communication between the departments. Chief Millix stated that these things break down because of personality conflicts. If this group comes to a conclusion of things that need to be done, it still can be vetoed
by the Board of Directors of WHFD. Selectman Littell added that everyone’s first thought should be the public and why we are in the service. Chief Millix added there is no guarantee of what comes out of this meeting is going to happen. For example, at WFD#1, the Chief can make decisions without taking a vote. Willington Hill FD, on the other hand, needs to vote on everything. All of these efforts made through the years end up nowhere because of little things like that.
Assistant Chief Makuch stated everything Chief Millix said is true, with the exception of the joint response plan, which was made for every call in Town. That made a significant change in the way we operate to this day.
First Selectman Mailhos said we also need to figure out who is going to be on this Committee, and added that she would like to have copies of all Standard Operating Procedures (SOP’s) and bylaws as well as the “joint response plan”. Anything that is documented from either Department will be helpful for this Committee to review. Assistant Chief Makuch said he has a paper copy of the joint response Plan, however it may be outdated. Stu Cobb stated it has been updated recently. Chief Millix stated that he can get a copy to WHFD. Assistant Chief Makuch stated that WHFD is in the process of reviewing their bylaws. Last night a revision was voted down, so they need to make a new adjustment, which may take another month. He stated that he can bring the old bylaws in the
meantime, if the new ones have not been implemented. First Selectman Mailhos asked about the SOP’s – Chief Snyder had mentioned that he would get them to her, but she has not received them yet. Assistant Chief Makuch stated that he does not know where they are.
- Discussion of possible Members for Appointments
First Selectman Mailhos stated that the Board of Selectmen has not appointed anyone else to this Committee yet. There have been discussions of who should be appointed. She would like to get this Committee’s opinion before appointing new members. Names were discussed. First Selectman Mailhos will contact the people discussed, to see if there is interest in serving on this Committee.
First Selectman Mailhos will ask Robin to set up additional meetings, which will tentatively be scheduled on the second Wednesdays and fourth Mondays of the month.
- Inventory of past Studies and other Documents of interest to the Committee
Was discussed under item #1.
First Selectman Mailhos mentioned that Police and Fire Chiefs are eligible to nominate a volunteer to receive tickets to the Super Bowl from the New England Patriots. Nominations must be in by midnight tonight.
Vote: 3 Yes (Mailhos, Millix & Blessington) 0 No.
Respectfully submitted,
Robin Campbell
Robin Campbell
Administrative Assistant
Board of Selectmen
860-487-3100
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