Standard Administrative Procedure (SAP)
Committee Meeting
Wednesday, June 02, 2010, 7 p.m.
MINUTES
Meeting was called to
order at 19:02 hours.
Committee members
present were Kent Novak, Richard Holt and John Humble.
Also present was BOD Chairman Earl Mann and district resident Skip Mays.
John Humble informed the
committee that Steven Autieri Esq. had been requested to continue his SAP
committee membership but had chosen to decline because of other commitments.
John Humble appointed
Skip Mays to the SAP committee.
On a unanimously
approved motion made by Richard Holt and seconded by Skip Mays, the minutes of
the March 13, 2010 SAP committee meeting were accepted.
Kent Novak agreed to
review the WCFD website for any possible HIPPA content that may be used as a
basis for a HIPPA SAP.
An in process draft copy
of SAP 1211.09, Duties of Safety Officer, created by Chief Pomfret was
submitted for review. Updates and further review to take place at the next
SAP committee meeting.
Richard Holt indicated
that he is presently drafting SAP 1212.00, Hiring Policy and Procedure for
full time employees, officers and members.
The BOD approval date of
1/28/10 for SAP 4570, Property Disposal Procedure, was confirmed.
The BOD approval date of
2/18/10 for SAP 5354, Equal Opportunity Policy, was confirmed.
The current spreadsheet
listing all SAPs and their status and SAP topics under consideration was
reviewed and brought up to date. It was agreed that columns with the headings
STATUS, LAST ACTION DATE and CORR. SOP were no longer needed and that a column
labeled REVIEW DATE was to be added. It was also agreed that this spreadsheet
shall be incorporated within SAP 5210.00 as the official index of SAPs.
Spreadsheet modification action: John Humble
On a unanimously
approved motion made by Skip Mays and seconded by Richard Holt, SAPs 5210.00,
5210.10 and 5210.20 is to be combined into one SAP labeled 5210.00 with the
content of the present 5210.00, Standard Subject Identification Codes,
becoming an appendix to the new 5210.00. Action: John Humble.
The fifteen SAPs created
since 9/17/10 as per the current spreadsheet/index will be reviewed for minor
edits by Richard Holt.
The need for a
centralized and secure documentation system with back up was discussed. Earl
Mann offered to consult with Director Bob Hevey about the possibility of
establishing a computer server system since Mr. Hevey has professional
experience in such matters.
The committee will
review the content of the SOPs in Section 100 of the WCFD SOP package created
by the department members for redundancy and contradiction when compared with
the SAP creation effort. John Humble to obtain and distribute an electronic
copy of SOPs to committee members.
It was agreed that
consideration should be given to establishing an SAP defining the appropriate
use of Rescue Recovery funds per past resolutions adopted by the district
voters. Kent Novak offered to provide Richard Holt with copies of the
relevant resolutions. Richard Holt will develop an opinion as to the scope of
the intent of the resolutions for the committee’s consideration.
Skip Mays offered to
update SAP 5216, Correspondence Policy, by incorporating guidelines for the
use of WCFD’s logo, cymbals, letterhead, etc. by individuals formally
associated with WCFD.
It was agreed that
consideration should be given to adopting a grievance SAP and it was suggested
that District Clerk Jean Pomfret as an employee of the town of Coventry may
have access to a town policy that WCFD could use as a reference. John Humble
to ask Jean.
It was agreed that
consideration should be given to adopting an IT Acceptable Use SAP and it was
suggested that Joan Smith as an employee of the town of Coventry may have
access to a town policy that WCFD could use as a reference. John Humble to
ask Joan.
The list of 18 required
policies and procedures in section 12.2 of the 2009 RI EMS Rules & Regulations
was reviewed. It was determined that 13 are within the scope of WCFD’s SOPs
and the following 5 are within the scope of WCFD’s SAPs:
Non-discrimination,
freedom from harassment.
Staffing requirements
and duties.
Conduct of personnel.
(Richard Holt agreed to review and provide any necessary modifications.)
Resolution of internal
and external conflicts.
Media relations.
The task of establishing
an SAP for the use of the Firemen’s Fund was placed on hold.
It was decided that the
next SAP committee meeting will take place at 19:00 hours, June 23, 2010.
On a unanimously
approved motion to adjourn by Skip Mays and seconded by Richard Holt, the
meeting adjourned at 21:02 hours.
