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2004-02-12 SPM02/12/2004.SPM A Special meeting of the Town Board of the Town of Wappinger was held on February 12, 2004 at the Town Hall, 20 Middlebush Road, Wappingers Falls, New York. Supervisor Ruggiero called the meeting to order at 7:35 pm. Present: Joseph Ruggiero, Supervisor Robert Valdati, Councilman (arrived at 7:47 pm) Vincent Bettina, Councilman (arrived at 7:39 pm) Maureen McCarthy, Councilwoman Joseph Paoloni, Councilman -- Gloria J. Morse, Town Clerk Others present: Al Roberts, Attorney to the Town Graham Foster, Highway Superintendent The Supervisor scheduled the Special Meeting for February 12, 2004 to discuss concerns that have arisen with Alamo Ambulance Service. In attendance were Kevin Ronk, Richard Henley, Justin Scribner and Ken Hotaling of Alamo and the Chiefs of the Town's three Fire Departments as well as the Chairs of the Board of Commissioners and other representatives. Supervisor Ruggiero explained that it has come to the Town Board's attention that the Town was not receiving the services as called for in terms of response time for the ambulance in the Town of Wappinger. He has received numerous complaints from all three fire companies, and based on 911 data, the report shows that there were 118 incidents where response time in the Town of Wappinger exceeded the 9 minute response. The average response time was 13.6 minutes. The Town Board is seriously committed to 3 ambulances 24 hours a day, 7 days a week as provided by in the contract we have with Alamo. He would like to hear responses from both Alamo and the Fire Districts. We are facing a very serious decision as to how to proceed and go forward. Kevin Ronk of Alamo stated upon first glance it appeared that there was some inconsistencies in the 911 data. There were only two inconsistencies that he saw as significant. At the January 19th meeting the Board felt that things were going almost perfect. Alamo did make efforts after January 5th to make some changes in their deployment plans to provide better service to the town residents unless there are other things that have arisen since then that we are not aware of. Supervisor Ruggiero said that there have been incidents that have been brought to his attention. The Town Board's concern is that we have 3 ambulances 24 hours a day according to our contract. Last July, Alamo stated that was what we were going to get. He has been told time and time again by the different departments that we are not getting 3 ambulances as contracted. Prior to 1 02/12/2004.SPM issuing an Executive Order on January 18t, service was going down hill rapidly from July to September. September to December response time was even worse. Mr. Ronk stated that they look at data weekly. They always receive phone calls stating what happened. We look into it and get back to the phoning party to relate information. As far as the change in service, it was not related to the Executive Order that was issued in January. It was related to a meeting they had to discuss better communication, and that's when changes were made. The biggest change was the format of ambulance dispatches. They changed the process so when an ambulance is called for, it is dispatched before we put the information into the data system. This process saves a minute or two. As far as continuous monitoring, its not possible. Response time was discussed. Supervisor Ruggiero explained that our Fire Commissioners have stated time and time again that they are not getting what they were told they would get as far as coverage. He wished to have this question addressed by Alamo. Mr. Henley said as far as commitment, we are committed to 3 ambulances. Supervisor Ruggiero said the response time is in question, but the other part of the equation is the number of ambulances and the commitment from Alamo to give us 3 ambulances 24 hours a day, 7 days a week as contracted. He does not know if this Response Management System works with the contract. We need to be assured that our pool of ambulances is not being depleted for mutual aid. We received a letter from 911 stating there seems to be a great concern between Alamo and County 911 in the town as how to implement the numbering scheme, and it does not seem to work because of the way Alamo runs the ambulance service in the Town. This is not an attack on Alamo. If Fishkill does not have enough ambulances and we need to go down there, we need to know that. You can't provide us the data of 911. With this numbering scheme we will be able to track. Mr. Ruggiero read a letter from John Murphy regarding Town of Wappinger Ambulance Service. Councilwoman McCarthy said what she is hearing is there are often periods when we don't have 3 ambulances in Wappinger. The ambulances that we subsidize are sent to other Towns. Mark Liebermann of Hughsonville Fire explained that they have no problem with mutual aid and will assist on calls that are life threatening, but it gets to be a burden on our guys responding who have to sit and wait for an ambulance for 14-15 minutes. Jim Tompkins of Chelsea Fire asked Alamo if their company were spreading themselves to thin. Alamo answered: " No". Another point that was brought up by Graham Foster if Alamo had people working in Wappinger 24-7 they would know Wappinger because they are here all the time If they are constantly being moved around K 02/12/2004.SPM they would not be familiar with Wappinger. Alamo said the problem with that is they do not have enough staff to staff the Wappinger station with the same people every shift. They must bring people from other areas in order to cover the 3 ambulances that are here. Alamo does not have 30 people that live in Wappinger that work out of this station. Councilwoman McCarthy said part of Alamo's commitment signing on 3 ambulance is the staffing for those ambulances. Something has to change the way your are deploying your staff so they know the area, because that is a liability. You are sending out staff in an ambulance to an area where they consistently don't know where they are going. We have to identify some sort of liaison to improve communication between the Firehouses, Alamo and the Town Board. She also wished to know what Alamo was going to do when they leave here and what are we going to get back. Alamo answered that on January 19th we made two commitments which we have already done. There are a few other items that must be discussed further. If the Town Board wants to use the numbering system as a way to track, we are fine with that. We just ask the County, before you do it, make sure we look at all the issues. A firefighter from the audience wished to know if Alamo could give a better definition of mutual aid.. Alamo answered that mutual aid is when aid is dispatched by the county, because the originating agency cannot respond. Glen Kramer of Hughsonville Fire announced that there is no way for Alamo to go mutual aid. It has to be a different mandated agency. Back in July we were focused on a seamless transition that Mr. Ronk kept emphasizing to this Town Board, and now seven months later we have a mix. There was never any talk about our units going anywhere. Now there is a mix of mutual aid. Councilwoman McCarthy wished to know how Alamo would provide more ambulances in your service organization to fill the need you are going to have so the response time for these other towns doesn't increase. It seems like we are paying for ambulances and not reaping the benefits. Alamo answered that at the end of the day it comes down to however you measure responses. Our commitment is to provide 3 ambulances. You may not have 3 at all times. Because of the large geographic area within the town, to the extent of keeping ambulances at the three different fire houses, just to spread it around and let the crew stay there, that would decrease response time. We do have the number that we contracted for. The problems that we are running into is finding volunteers throughout the whole state. We cannot staff to cover the volunteers when they can't get their ambulance to a call. Mr. Parsons of the New Hackensack Fire House said we are dealing with the Town of Wappinger. Hughsonville, Chelsea and New Hackensack each 3 02/12/2004. SPM respond to every serious call as a courtesy to help out the ambulance corp., because we can respond. There has been much confusion from the beginning. People are under the impression that that there should be 3 ambulances here at all times. If one leaves, there should be another to replace it. Another thing that needs to be cleared up is transport. If someone needs to be transported to Westchester and that takes one of our ambulances, do they bring another one in. There is so much misinformation. Another item that has to be cleared up is dispatching. Every other ambulance corp. in this county is dispatched by 911. Alamo is one exception. The call goes out, and instead of going to the unit, it goes to their dispatch center. There are problems and they have to be solved. Glen Kramer of Hughsonville explained that back in July we made the Town aware of the service that would be provided by Alamo and were promised that it would be a seamless transition and nothing would happen. Seven months later we should not be sitting here going through this. He has called Alamo several times with issues concerning personnel. As far as mutual aid goes there are no units in Fishkill at all times. New Hamburg has no units available and yet our unit backfills. If there are no extra units they are constantly going to be stripped and calling mutual aid. Councilman Valdati discussed response time. Perhaps we must rearrange our contract so at no time are we left with no units in the Town of Wappinger. We have to know if there are major problems. Mark Liebermann of Hughsonville Fire said he responded to a call on Monday in Hughsonville. When he called from the scene, Alamo responded from Poughkeepsie. He wished to know where they were. Alamo explained where there units were at that time. Supervisor Ruggiero said you have ambulances all over the county and in the next breath you can't tell us where they are. Alamo answered that they have to supply mutual aid, because they receive mutual aid. If they do not provide it they won't receive it. Mr. Liebermann wished to know if Alamo had a CAD system from the county. Alamo answered they have a CAD system. They are not linked to the county, but are working toward it. Councilman Valdati moved to authorize the Supervisor, based upon the minutes here this evening to prepare a list of questions directed to Alamo to respond in writing and clearly to every point that was raised by the Town Board and the Fire Commissioners and Chiefs. He would like the Attorney to the Town to review our contract and if there has to be adjustments, wishes to be advised by our Attorney to the Town, seconded by Councilman Bettina and unanimously carried. There was no further business to come before the Board. 4 02/12/2004.SPM Supervisor Ruggiero moved to close the Special Meeting, seconded by Councilman Bettina and unanimously carried. The meeting adjourned at 9:25 pm. (fA Glori J o Tow erk 5