City Council Work Session
December 8, 2014
Present were: Mayor Grenier, Councilors Nelson, Theberge, Benski, Morgan Allain, Remillard, Rozek, Higbee, and Otis
Others present: City Manager James Wheeler, Fire Chief Randall Trull, Michael Gentile, Housing Coordinator Linda White, Firefighters Jason Viens, Roland Berthiaume, Ray Dube, and Mike Couch, Barbara Tetreault, Berlin Daily Sun and public.
Mayor Grenier asked to add Consideration of Support for a Trails Grant to the agenda. Councilor Remillard so moved; Councilor Rozek seconded and the motion carried.
Accepting the Donation of 138 Pleasant Street
The City and the owners of 138 Pleasant Street (Map 119; Lot 34) have signed a purchase and sale agreement where the property will be donated to the City. Mr. Wheeler noted that he is seeking the Council’s authorization for the City Manager to do all things necessary to accept the property donation. Councilor Rozek so moved; Councilor Morgan Allain seconded and the motion carried unanimously by roll call.
Mr. Wheeler explained that the owners contacted the city about one month ago expressing a desire to donate the property to the City. The property can be combined with adjacent properties that the City owns to create a desirable developable lot.
Mayor Grenier asked if Ms. Tetreault had questions. She asked about the assessed value, and acreage of the property as well as if there are plans to market the property. Mayor Grenier indicated that there are no marketing plans yet and the additional information will be sent after the meeting.
Request for Support of Trails Grant
Mr. Wheeler read an e-mail he received from Dick Huot who is Chair of the ATV Club. The Club is asking for the Council’s support as evidence of community support of a trails grant they are applying for. Councilor Theberge moved to send a letter in support of the trails grant; Councilor Nelson seconded and the motion carried.
Fire Department Presentation
Mr. Wheeler opened by establishing that a Task Force was formed in response to two firefighter positions not being filled in December of 2013. The City applied for a SAFER grant which was not funded. The Task Force consisted of Councilor Benski, City Manager Jim wheeler, Firefighters Roland Berthiaume, Mike Couch, Ray Dube, Jason Vien; Fire Chief Randy Trull, Housing Coordinator Linda White and AVH Director of Facilities Steve McMann.
The Task Force identified their goals and objectives: to maintain a safe, effective response team; identify cost effective measures to implement; and to quantify additional risk of alternate measures but strive to have no additional risk.
There were 7 group meetings and there was research and work done between meetings. The group toured the Fire Department to learn about the work, the equipment and the processes of the Fire Department. They developed ideas to meet the mission of the task force.
The Task Force explored alternate staffing models; potential short and long term savings; enhancements to fire department performance; and any creative idea to yield an efficiency.
The group toured the Fire Department and became aware of the department’s mission of preserving life, property and conserving the environment. They are ready at all times with community outreach believing that preventing a fire from happening is time well spent. The group looked at the staffing model of a full time department with differing rotations and the specialized equipment on the trucks. The City’s geographic isolation and its implication to mutual aid was also reviewed.
An overview of the fire department finds that it provides all hazardous response; preserves life and property; promotes public safety; provides “other services” for the community such as responding to OHRV, car accidents, carbon monoxide emergencies, rescue from heights, water damage, rescue from water, confined space, and search & rescue. The department responds to assist on ambulance calls, hazmat, natural disasters, and they do some cleanup work such as opening roadways. They issue 800 fire permits per year and respond to residential lock outs. They also assist bordering communities when the problem is bigger than they can handle or if the other community does not get enough volunteer response. The Fire Department adheres to National Fire Service Standards.
The Task force reviewed air packs and other equipment such as the Jaws of Life. The Council was presented with a video taken from a police body cam at a recent fire on Pleasant Street. It showed that it was twenty minutes before an off duty firefighter gets to the scene.
The Task Force researched Claremont, Laconia, Somersworth, and Raymond which are communities’ similar in size to Berlin. The following conclusions were drawn from a survey completed by an administrator and a firefighter at each Fire Department.
WHAT WE LEARNED FROM OTHER DEPARTMENTS
Present model for depts. Interviewed was 24/7 staffing for 3; and one had 4 on duty M-F day shift only. Nights and weekends were call staff.
All indicated that they had low turn-over rates in the department and felt that they worked well with other city departments.
Many worked in conjunction with EMS or EMS was under the umbrella of the Fire Dept.
All had experienced some reduction in staffing.
All had indicated that their “call” force has reduced over the years.
Many mentioned an overall reduction in fire calls, but increase in non-fire related calls.
Although most were managing with existing staffing, (3-5 man shifts) most expressed that they were working at “minimal” not “ideal” staffing for both response and managing OT created by injuries and other absences. All said that a 5-man shift would be the desired model.
Some had automatic aid agreements and all were part of a mutual aid network with surrounding communities.
Many utilized PW departments for equipment maintenance and handled small equipment maintenance in-house. Many had specific equipment assigned to a specific person for maintenance and upkeep.
Challenges of Fire Departments interviewed:
- One community has 48% of its residents living in apartments (adding additional challenges to their staffing needs and firefighting methods)
- Dramatic seasonal increase in residents and recreational activity that requires support by FD.
- Added training/proficiencies needed to meet today’s challenges:
- Water rescue, ice rescue, collapse rescue, fire behavior, EMS, HazMat, construction, fire prevention, hydraulics, apparatus certification, propane rail training, terrorism, customer service.
- In one case, more than 50% of FD staff live more than 30 minutes from the station due to housing costs.
- Multiple back-to-back calls.
The four FD’s expressed that they felt the following were lacking due to present staffing models:
- Community outreach/education
- Fire prevention
- Training in all proficiencies
- Off-duty/call response not always reliable due to availability and/or limited training.
- Three mentioned the need for a deputy chief to provide administrative and training support.
Great suggestion…
One department suggested that implementing a High School level fire protection program might help build staffing for the future.
WHAT WE LEARNED ABOUT BERLIN FIRE DEPARTMENT
24/7 staffing, 4 on duty.
Turnover has increased slightly in past several years as firefighters have left to pursue more lucrative careers elsewhere.
BFD will assist BEMS when requested, mostly with lift assists or when a patient requires the care of both ambulance attendants.
Firefighters reduced in 1993 from 21 to 18, Electrician/firefighters reduced from 2 to 0, by 2001. Firefighters reduced in 2014 from 18 to 16, for a total of 31% reduction in full-time firefighters.
Call force dropped from 20+ in the early 90’s to less than 10 by early 2000’s, and remains in the single digits.
Not including the spikes from 2007-2009 when there were multiple arsonists active in the city, fire calls in Berlin have actually been on a gradual but steady rise. Our non-fire related calls have also increased.
Prior to the budget cut, BFD was occasionally able to have 5 on duty (on average about 6% of shifts—or about 48 out of 728 shifts in a given year). Having 5 on duty increases the effectiveness of emergency responses and tends to decrease worker’s compensation claims.
BFD does not have automatic aid, but has written agreements with Milan, Gorham and Shelburne for mutual aid. The city charges—and is billed for—services rendered and services received.
Maintenance issues are handled in much the same way here. Although we do not have any specific equipment, i.e. airpacks, saws, etc. assigned to individuals to be responsible for, the firefighter/clerk keeps records of all maintenance and testing for equipment that requires it.
At BFD:
- 42% of residents live in apartment buildings
- No seasonal residency changes, however BFD typically responds to more OHRV accidents when the ATV trails are open.
- Today’s firefighters are required to have a vast amount of knowledge and a highly refined skill set in order to meet the challenges of our rapidly changing world. BFD does not currently have the training budget to allow firefighters to take certification classes for advanced rescue skills such as water, ice, high-angle, and alternative-fuel vehicle extrication.
- 100% of Berlin firefighters live less than 15 minutes from the fire station. 83% live less than 5 minutes away.
- In an average year, there will be 35-40 instances when BFD is called to multiple incidents either simultaneously or back-to-back.
BFD can understand how other departments struggle with fire prevention and outreach/education if they lack an administrative position to coordinate such activities.
- BFD training lacks due to budget constraints.
- Call and volunteer firefighters are sometimes simply not able to respond to emergencies. Also, every volunteer/call FD has their own training requirements, and most VFD’s in our area have NONE. This can lead to serious problems for their towns and for neighboring departments.
Every few years a high school student will express an interest in firefighting. BFD then partners with the school, and the student will job shadow for a period of time as part of the curriculum. Approximately 33% of those students actually pursue a fire service career
Firefighter Dube explained that fire behavior is different today than it was 20 years ago, because of building materials and contents. Fires burn hotter and are dangerous earlier. These are the challenges and the department has to be proficient in safety training. He added that cell phones add to the call volume because safety services are just a call away.
The Task Force reviewed the Kling Report; National Fire Protection Services Association, and innovative homegrown solutions.
After reviewing several criteria for evaluating safety models in search of a solution to staff shortages, the Task Force came to the following findings:
There is no existing model to copy; there are no fast solutions.
There is a local and national increased “call” trend that requires investment in training
Recommended staffing is 16 plus 2 or 16 plus OT for the near term. Solutions will involve time and innovation.
There are no simple solutions because:
The population has decreased but Berlin still has a compact city with dense construction; the Fire Department has endured other cuts over the years; there is a National and NH challenge attracting/ retaining volunteers; safety of citizens and firefighters; geographic isolation
Maps were shown of the communities surveyed and their proximity to other full time fire departments and all had the back up support of other full time fire departments. For Berlin, the closest full time fire department is in Littleton and it is an hour away.
The Task Force concluded that the following items need further study.
Enhanced collaboration with EMS;
Collaborative regional fire protection;
Promotion of full time FD in tourism;
Potential use of pool of existing city employees
Use of members of FD to help solve other problems.
PILOT 72:23N allows voluntary payment by non-profits; user fees and recovery.
Mr. Wheeler showed a chart of Berlin’s taxable vs. non-taxable valuation showing that only 48% of the City’s property is taxable. The Task Force recommended that the Council tour the Fire Department. They also encouraged the Council to participate in the Fire Operations 101 Program at the Bethlehem Training Facility.
The Task Force’s recommendation is to continue with the group focusing on the items for further study. They would work more in depth on those items.
Mayor Grenier noted that it is a lot to take in, adding that it is evident that a lot of time was spent on this. The City will apply again for a SAFER grant in January. Mayor Grenier asked if there should be an immediate effort to find funding to continue with current staffing.
Councilor Remillard emphasized the importance of increasing the values of multi-family homes in the City.
Councilor Benski advocated for the task force to continue their work. She expressed disappointed that there was not a shining conclusion; however the group is working well together. The consensus of the Council was that the Task Force should continue with their work putting their effort into each of the items for further study. With Councilor Benski leaving the Council at the end of the month, there is an opening on the Task Force and Councilor Higbee volunteered. Councilor Remillard moved with a second from Councilor Nelson to appoint Councilor Higbee to the Task Force. So moved, the motion carried.
Firefighter Berthiaume noted that the mediated meetings lasted for five meetings and there is no longer the cost of the mediator. Firefighter Dube said that he learned what is meant when it is said that Berlin does not have a spending problem but a revenue problem. Mayor Grenier indicated that we will look for bridge funding and we will appeal to the Congressional delegation for a favorable outcome to the SAFER application.
Ms. Tetreault asked if the State could contribute a portion of registrations for rescues at the State Park. There was doubt that the State could be counted on for such funding. It was suggested that some of the information from the Task Force be included in the SAFER grant application or cover letter.
There being no further business in the work session, Councilor Rozek moved to adjourn; Councilor Higbee seconded and the motion carried. The meeting ended at 8:15 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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