Rocky Point Fire & EMS
Fire Chief Board Members
Glenn Harman Fred Hill
Ph: 541 205 4934 Dwayne McIntosh
email@example.com Sandy Handsaker
. LaJean Yates
. Jim Rust
BOARD MEETING MINUTES
November 18, 2015 4:00 PM
CALL TO ORDER: The meeting was called to order at 4:00 PM
FLAG SALUTE: The flag salute was led by Judy Tegarden
ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Sandy Handsaker, LaJean Yates absent, Dwayne McIntosh, Jim Rust
RECONIGNITION OF GUEST:
Luke Connor, Barb McIntosh and Judy Tegarden
READING OF THE MINUTES:
Fred Hill made a motion that the reading of the October minutes be suspended. Dwayne McIntosh seconded the motion. Motion passed. Fred Hill made a motion to adopt the October minutes. Dwayne McIntosh seconded the motion. The motion passed.
Sandy asked if everyone had received the financials and everyone had. Sandy then proceeded to ask if anyone had any questions. Dwayne asked why we get our tax payments at different times. Fred explained that the county collects taxes all year with the majority showing up in November. He went on to state that we have already seen a deposit of $4100.00 on November 6. We should be seeing those deposits soon. There was additional discussion of other pending income from EF Recovery ( $4000) and Transmed ($3,600). Based on the profit and loss statement for the end of October the estimated EF Recovery is at 81%. Discussions continued on the interpretation of the financials.
Jim Rust raised the issue of Board stipends that were discussed at the October meeting. Some people felt that this could be seen as a conflict of interest. The Board spent 20 minutes discussing the issue and concluded that the policy for Board compensation should be reviewed. No further action was taken on the matter.
Dwayne McIntosh made a motion to except the Treasure’s report Jim Rust seconded the motion. The motion passed.
BOARD OF DIRECTOR’S REPORT:
Fred reported the following:
That he is working with Judy Tegarden on a new web site for the department.
The SAMS number has been renewed for the year.
501 (c) 3 Status:
Fred reported that the application process has reached the formal 501(c) 3 application stage and should be sent in along with the back tax reports soon. Fred reported to the Board that there will be application fee of $850.00. The Board reviewed the budget and will use the moneys from the material and services contingency.
SDIS Water Intrusion Grant:
As discussed at the last meeting Fred and Glenn have determined the following are good candidates for this grant:
Retrofit the concrete approach at the rear entrance of the station that is creating water intrusion into the station and presents a safety issue
Replacing the warped steel outside door to the Board room that is creating a water issue.
The anticipate that it will cost about $2500.00. with the 3/4 match this should bring the districts cost to $625.00.
Fred is to research SDIS requirements and apply for the grant.
Chief Glenn presented to the Board a letter that will be given to the ASA Committee to present for approval by the County Commissioners.
BBQ Committee Chair:
Fred reviewed the policy for appointing the BBQ chairperson. He went on to state that Bree Ryan has declined to Chair the BBQ but will help in the background. He went on to introduced Judy Tegarden who has acccepted the Chair position. Fred made a motion to appoint Judy Tegarden as the BBQ Chair for the 2016 BBQ Dwayne seconded the motion. The motion passed.
Rocky Point Fire and EMS Mission Statement:
The Board president gave a copy of the Mission statement that the volunteers have reviewed and approved the statement. Fred ask the Board to review the statement and Dwayne McIntosh made a motion to adopt the mission statement and Sandy Hansaker seconded the motion. The motion passed.
Rocky Point Fire and EMS Organizational Statement:
Fred also presented to Board an Organizational Statement that declares what type of services and training standards we provide. The SDAO recommends that we have this statement. The new training standard has been added (SLICER) . Chief Glenn explained the new method primary emphasis is Fire Fighter Safety. Fred made a motion to adopt the Organizational Statement as amended ( Under Other Services … helicopter fire protection at landing zones should read Fire protection at landing zones.) Dwayne made a seconded and the statement was adopted
Fred reminded the Board that the Chiefs 12 month review is due in December and will be taken up at the December meeting. Fred gave the Board review sheets fill out before the December meeting.
CHIEF’S REPORT :
Glenn stated his appreciation of all the work that the Board does.
He reported that we are having the Air Tanks tested as required and is spacing the testing for the tanks 2 tanks per quarter to bring all of our Tanks into compliance.
GOOD AND WELFARE:
Sandy wanted to state for the recorded that the Board is available for questions or concerns regarding the Fire district.
Jim let the Board know that he has received some concerns that the web site is not up to date. Fred explained that we are creating a new web site for the department and is in transition. Judy asked that if anyone has any ideas for the web site please let her know. The new web site address is http://www.rpfire.com.
Sandy Handsaker made a motion to adjourn the meeting and Fred seconded the motion. The motion passed and the meeting was adjourned at 5:30 PM
Minutes respectfully submitted,
The Board of Directors
Minutes of Board meetings are available for download at rockypointfireandems.com.
For further information contact Fred Hill at 971-235-2219
NEXT MEETING December 16th, 2015 At 4:00 PM