Newport task force urges digital records system for fire response, council warned of added costs

Roger Goslin, a member of the Fire Department Strategic Planning Task Force, told the city council on May 18 that the group’s year-long review shows the department lacks reliable incident data and that a modern records-management system would improve response analysis, training records and asset tracking. “So obviously we need to implement an RMS system,” Goslin said, explaining how the software would replace handwritten call sheets and reduce the data gaps that make planning difficult.

The task force presented an inventory of apparatus and call-volume trends and said RMS modules (pre-incident planning, mobile responder, asset tracking, reporting) would let responders see maps, hydrant locations, known hazards and personnel status on phones and in the trucks. Goslin used sample scenarios — a structure fire at a downtown address, a hazardous-material spill at a store — to show how pre-planned information on a responder’s mobile device could change tactical decisions on arrival.

Mayor Rick Evertchase and Chief Kevin Lacost described the likely implementation approach and budget impact. The mayor said the city could split initial costs across this fiscal year and the next, and that the immediate unbudgeted cost for the current year was small relative to ongoing fees: “we're looking at, an unbudgeted expense this year of about $5,000 in addition to about $3,000 that we had already budgeted,” the mayor said. Council members repeatedly urged the task force to scope modules carefully and phase purchases to avoid unexpected costs.

Council questions focused on whether the RMS could share data with neighboring jurisdictions and other city departments. Goslin said the vendor the task force evaluated (First Due) is modular and increasingly compatible with peer agencies in Vermont, which could ease mutual-aid coordination. He also stressed the legal and operational importance of accurate incident reports: ‘‘Incident reports are legal documents. We want them to be as accurate as possible because if a firefighter gets injured or killed or a civilian gets killed and this gets brought into court, we want to make sure that we have the most accurate and complete data,’’ Goslin said.

Residents at the meeting thanked the task force and cautioned against purchasing unnecessary features. One resident with IT experience urged the group to prioritize essential modules and avoid “bells and whistles” that would bloat costs. The council did not take immediate action; members asked staff and the task force to return with a phased procurement plan, clearer vendor pricing and a proposal for cost-sharing with mutual-aid partners and Coventry, which contributes to the department budget.

The task force emphasized grants and phased budgeting as next steps and said it would return with more detailed cost scenarios and implementation timelines.

The council is expected to discuss the RMS again as the finance office integrates the purchase into the next fiscal year’s budget planning.