November 18, 2015 Board Meeting Minutes

UNAPPROVED

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                       Board Members
Glenn Harman                                                    Fred Hill
Ph: 541 205 4934                                               Dwayne McIntosh
rockypointfire@fireserve.net                              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.

TREASURER’S REPORT:
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.
OLD BUSINESS:

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.

ASA Renewal:

Chief Glenn presented to the Board a letter that will be given to the ASA Committee to present for approval by the County Commissioners.
NEW BUSINESS:

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
Chiefs Review:
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.

ADJOURNMENT:
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

October 21, 2015 Board Meeting Minutes

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                               Board Members
Glenn Harman                                                            Fred Hill
Ph: 541 205 4934                                                      Dwayne McIntosh
rockypointfire@fireserve.net                                      Sandy Handsaker
.                                                                                  LaJean Yates
.                                                                                  Jim Rust

BOARD MEETING MINUTES
OCTOBER 21, 2015
7:00 PM

CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by Luke Conner

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Sandy Handsaker, LaJean Yates, Dwayne McIntosh absent, Jim Rust and Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:
There were no guest present.

READING OF THE MINUTES:
Fred Hill made a motion that the reading of the September minutes be suspended. Sandy Handsaker seconded the motion. Motion passed. Fred Hill made a motion to adopt the September minutes. Sandy seconded the motion. The motion passed.

TREASURER’S REPORT:

Sandy reported that changes requested for reporting the financials has been completed. Sandy stated that the new format is easier to understand.

LaJean had several questions about the financials. The first question was addressed to the Board President Fred Hill about the $300.00 payment from Casual Labor. Fred explained that board members may take a stipend of up to $50.00 a day while conducting board duties and business. Board business during this quarter included researching and reporting for the 501(c)3 application, reviewing and updating the workman’s comp coverage and coordinating with Airlink on the FireMed subscriptions.

Lajean also asked about the AirLink subscription and when are we going to receive cards. Fred explained that he will contact Airlink about the cards.

Sandy made a motion to accept the financials for July and August. LaJean Yates seconded the motion.
The motion passed.

BOARD OF DIRECTOR’S REPORT:
Fred reported that he will be attending the SDAO networking of Special Districts in Klamath County.

OLD BUSINESS:

501 (c) 3 Status:
Fred reported that the tax reports required for the last 8 years has been completed and we are now working on the completing the 501(c)3 application.

NEW BUSINESS:

ASA Renewal:
Chief Glenn Harman reported to the board that our Ambulance Service Area is up for renewal July 1st 2016 and we will need to prepare a letter to provide continuing service to ASA 12. The renewal period is for 2 years. This letter will be presented to the Ambulance Advisory Board and then for approval from the County Commissioners.
Chief Glenn explained that we will continue to work with District 4 as we are currently until 2018.

Fred made a motion to continue to service ASA Area 12 along with District 4. Sandy Handsaker seconded the motion. The motion passed. Glenn will prepare the letter to be submitted.

The board continued discussion of our Ambulance service. Jim Rust asked are we paying District 4 for working with us? Fred and Glenn explained that we do not pay Dist 4 for their assistance. The fees noted in the financials are for First Aid and CPR training and Ambulance Driving class taught by District 4.
SDIS Water Intrusion Grant:

Fred presented to the board that SDIS is offering a grant with a 75/25 matching up to $3000.00 with the emphases of the grant on addressing water intrusion areas. He went on to say that Jason from SDIS was on site for a visit last week and we were able to walk around the building to see what may meet the grants requirements.
The Board discussed some of the issues identified such as the back door concrete area that is now sloping water into the building and also poses a safety hazard, the outside door to the board room is warped and leaking.

Fred made a Motion to pursue the grant from the SDIS and identify items that would meet grant requirements. Sandy Handsaker seconded and the motion passed.
CHIEF’S REPORT :

Jim Rust presented to the Board and the Chief a letter from Rocky Point Quilt dated October 21,2015 informing the Board that the Raffle for the Quilt totaled $1653.00 and pledged an additional $642.00 for the purchase of Rescue Equipment.
Chief Glenn explained that he was able to find demo “Rescue 42’s ” from Allen Curtus Fire Supply and to be able to purchase 2 “Step Chocks” we need with the remainder of the Raffle proceeds.
The letter also outlined how the Rocky Point Quilt determines how they identify “equipment need” for the Quilt Raffle.

Fred informed Jim that the Board passed Resolution 2014-8 on in October of 2014 that the district accepts donations per ORS 478.440 Gifts. This resolution rescinded Policy #3-2014 passed by the board on February 11, 2014.

Jim presented a donation of $150.00 from the Lynne Skogstad.

Chief Glenn reported the Ambulance is billing for about $3000.00 this month and we have received from EF Recovery $3200.00.

The Chief informed the Board that he is receiving calls from insurance companies for the Lake of the Woods area leading the Board to discuss fire ratings, tax rates working with Lake of the Woods folks. The discussion led the Board conclude more fact finding will be needed.
GOOD AND WELFARE:
Sandy passed along that she is hearing good things about Glenn and what a good job he is doing.
ADJOURNMENT:
Sandy made a motion to adjourn. Fred seconded the motion. The Board voted and the motion passed. Meeting adjourned at 9:03 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 NOVEMBER 18th, 2015 At 7:00 PM

September 16, 2015 Board Meeting Minutes

APPROVED

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                                Board Members
Glenn Harman                                                             Fred Hill
Ph: 541 205 4934                                                       Dwayne McIntosh
rockypointfire@fireserve.net                                       Sandy Handsaker
.                                                                                   LaJean Yates
.                                                                                   Jim Rust

BOARD MEETING MINUTES
September 16, 2015
7:00 PM

CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by Sandy Handsaker

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Sandy Handsaker, LaJean Yates, Dwayne McIntosh, Jim Rust and Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:
Barb McIntosh

READING OF THE MINUTES:
Fred Hill made a motion that the reading of the August minutes be suspended. Dwayne McIntosh seconded the motion. Motion passed. Fred Hill made a motion to adopt the August minutes. LaJean Yates seconded the motion. The motion passed.

TREASURER’S REPORT:

Sandy reported that changes requested for reporting the financials has been completed.
Sandy advised that we have had some expenditures that were unexpected. These expenditures were as follows:
1) New steering tires for 2112 ( the yellow truck)
2) We had an increase in the workman comp bill, the increase was due to the increase of volunteers ,13 volunteers to 19 volunteers plus the addition of board members ( the board members cost was $6.76.)
3) supplies for the Ambulance that came into service sooner than expected. We now can run BLS and ALS with dist. 4.
4) DMV fees were higher due to the need to register 2 vehicles and Title transfer.

Currently we have about $13,500 in pending claims for EF Recovery and $4800 for ambulance claims pending.

The board held discussion on several items regarding the budget. This discussion revolved around some of the overages in the training meals, ambulance supplies.
The board discussed the handling of the bottle return monies that are considered donations.
Sandy made a suggestion that the bottle return was for the volunteers and the funds should be used for training meals for the volunteers. It was suggested that we purchase a prepaid credit card for explicit purpose of providing training meals for the volunteers. The card would be reloaded funds from the bottle return.

Fred made a motion to accept the financials for July and August. Dwayne seconded the motion.
The motion passed.

BOARD OF DIRECTOR’S REPORT:
Fred stated that there was no report.

OLD BUSINESS:

SDIS Workman’s Comp:
The Workman’s comp billing has been update to reflect the increase in volunteers and addition of the board. The bill has been paid.

Reserve Accounts:
Fred reminded the board that we have four reserve accounts that need to be reviewed for the following: purpose of reserve account, anticipated needs for each reserve account, a time frame for review in the future, and how to fund the reserve accounts to meet its intended purpose. This discussion will take place in the future.

BBQ:
Fred reported that the BBQ accounts have been reconciled and is now dormant until the BBQ committee starts up for the 2016 BBQ.

501 (c) 3:
Fred has completed the narrative needed for completing for tax reporting that was not done for the years 07-08,08-09,09-10,10-11,11-12,12-13 and 13-14. The purpose of the need to provide these tax reports is for reestablishing the 501 (c) 3 that was allowed to lapse.

NEW BUSINESS:

SDIS Best Practices Program:
Fred reported that the Board has met the requirements for receiving a 10% discount on our insurance provided by SDIS. This discount will be applied to the 2015-2016 year.

Helipad:

Jim Rust brought up the project of improving the helicopter pad in the lot adjacent to the fire dept. Chief Glenn has stated the need to stabilize the area in some sort fashion to help with the dust. Discussion continued on what might be done such as gravel, concrete or other treatments.
It was concluded that Chief Glenn and others need to determine the scope and estimated cost of the pad. When this is completed the board will determine how to complete the pad project.

Wood Pavilion and other Shade Structures:

The board discussed possible ideas for providing shade for the BBQ instead of the current shading :
1) Possibility of a wooden pavilion.
2) Fabric Shade systems.
3) Renting large “party canopies”

The board will continue to research this topic.
CHIEF’S REPORT :

Chief Glenn thanked the board for purchasing the chase vehicle. He stated that it now houses equipment that is used for extraction for MVAs. This equipment is now in one place instead of being scattered among other vehicles.
The Chief reported on the status of ambulance services being provide by the district.

GOOD AND WELFARE:
No comments and concerns on any subject.

ADJOURNMENT: Dwayne made a motion to adjourn. Sandy seconded the motion. The Board voted and the motion passed. Meeting adjourned at 8:10 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

August 19, 2015 Board Meeting Minutes

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                 Board Members
Glenn Harman                                              Fred Hill
Ph: 541 205 4934                                         Dwayne McIntosh
rockypointfire@fireserve.net                         Sandy Handsaker
.                                                                     LaJean Yates
.                                                                     Jim Rust

BOARD MEETING MINUTES
August 19, 2015
7:00 PM

CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by Deb Hill

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Sandy Handsaker, LaJean Yates, Dwayne McIntosh, Jim Rust and Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:
Barb McIntosh , Luke Conner, D. Grieb

READING OF THE MINUTES:
Dwayne McIntosh made a motion that the reading of the July minutes be suspended. LaJean Yates seconded the motion. Motion passed. Fred Hill made a motion to adopt the July minutes. Dwayne McIntosh seconded the motion. The motion passed.

TREASURER’S REPORT:
Sandy asked the Board if they had a chance to review the financials and they stated they had. Sandy indicated that she would like to change the way the financials are put together and will be meeting with A2Z next week to go over the financials.
Jim Rust had some questions about some line items that are in error. After some discussion the financials need to be reviewed and will be taken up with A2Z next week. The Board decided to table the approval of the financials until next meeting.
Jim also raised the question of the Sleeper program and how it is being applied. The board discussed the program and agreed that we should review its purpose and to reevaluate the program in the next budget cycle.
Jim needed clarification on how the BBQ funds are applied to the budget. Sandy explained that the funds earned from this year’s BBQ are placed in the BBQ reserve until next July 1st when the start up funds are issued. The remaining funds are then placed into the general budget.

BOARD OF DIRECTOR’S REPORT:
Fred reported that we are tracking the budget to get us to the tax payments in November.
Fred reported that he still working on the information for the reestablishment of our 501 (C) 3 and should have our work done by the end of this month.
OLD BUSINESS:
Bay Door Curtain:
Chief Glenn requested that we hold off on this until later this year.
BBQ:
Sandy reported that Sandy and Bree Ryan will be getting together to finish up reconciling the BBQ funds.
Fred requested that the minutes from the last BBQ meeting be added to the minutes.
The board voted to include the BBQ minutes.
NEW BUSINESS:
Workman’s Comp. SDIS:
Fred presented Resolution 2015-3 A Resolution Extending Workers’ Compensation Coverage To Volunteers of Rocky Point Fire and EMS.
Fred suspended the reading of the Resolution since the Board members have reviewed the Resolution. Fred made a motion to approve the Resolution 2015-3, Dwayne McIntosh seconded the motion. The motion was passed.

CHIEF’S REPORT :
Chief Harman reported on the brush fire that occurred in our district yesterday. He reported that we responded and put about 3500 gallons of water on the fire. A USF engine responded, also he reported that it was an illegal burn and the owner was cited by OSP.

The Chief reported on the new Chase vehicle (1988 Ford 350 Diesel Ambulance) has been purchased, is in the process of being equipped and is in service. This vehicle is intended to be used as a Rescue. The Rescue has been assigned the number 2170.

GOOD AND WELFARE:
Dean Greib asked about the need to buy additional insurance since we have other insurance. Fred explained that the insurance (Workman’s Comp.) is for the volunteers since volunteers are considered as employees. The other insurances that we have cover our liability, buildings and grounds and our equipment.

ADJOURNMENT: Dwayne made a motion to adjourn. Sandy Handsaker seconded the motion. The Board voted and the motion passed.

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

July 15, 2015 Board Meeting Minutes

APPROVED

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                              Board Members
Glenn Harman                                                           Fred Hill
Ph: 541 205 4934                                                     Dwayne McIntosh
rockypointfire@fireserve.net                                     Sandy Handsaker
.                                                                                 LaJean Yates
.                                                                                 Jim Rust

BOARD MEETING MINUTES
JULY 15, 2015
7:00 PM

CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by LaJean Yates

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Sandy Handsaker, LaJean Yates, Dwayne McIntosh, Jim Rust was absent and Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:
Barb McIntosh , Diane Pope, Roy Yates

READING OF THE MINUTES:
Fred Hill made a motion that the reading of the June minutes be suspended. Dwayne McIntosh seconded the motion. Motion passed. Fred Hill made a motion to adopt the June minutes. LaJean Yates seconded the motion. The motion passed.

TREASURER’S REPORT:
Fred asked the Board if they have reviewed the financials and if they had any questions. Fred pointed out that we received two reports. One was a year end summary and the monthly financials for June. Fred noted that the yearend summary seemed to be missing some data. After some discussion on the matter the issue will be looked into.

The month of June financials showed that we had income of $3738.00 from EF recovery income, Ambulance income, Donations and tax revenue. The district had expenses of $4,263.27 which is on target for our projected monthly expenses which is $4000.00.

Fred pointed out that we have a second check from EF Recovery for around $3000 that still needs to be deposited.

LaJean Yates asked for a clarification on how we receive donations and if the donating party could specify what the moneys could be used for a specific item or need. After a brief discussion among the board. Fred explained the donating party can specify where they want the donation to be applied. We have several examples such as making the donation to the BBQ or purchasing a piece of equipment and donating it to the department.

The budget for the year 2015-2016 was set up to take into account the income for the Ambulance side and the Fire side of the department.

Fred made a motion to adopt the financials for the month of June, Dwayne McIntosh second the motion and the motion was passed.

BOARD OF DIRECTOR’S REPORT:
Fred stated that there was no report.

OLD BUSINESS:

AirLink Contract

Fred Hill stated that the contract has been signed and the marketing of the Ambulance subscription ( FireMed) by AirLink should be showing up sometime this month.
The contract for the “Census Program” that provides an AirLInk subscription for our volunteers, as long as they remain active as a volunteer, has been completed.
Update of Ambulance Operations:
The Ambulance has standing orders to run BLS under the supervision of the our medical officer Diane Pope from Dist. 4.
Bay Door Curtain:
Fred proposed that we get the “Bay Curtain” project in motion. He also stated that it has been budgeted for in this year’s budget. Dwayne suggested we get it installed before November. After some discussion Dwayne made a motion to proceed with the project and Sandy seconded the motion. The motion was passed.

BBQ Committee:
The BBQ Committee Chair reported to Fred that the BBQ coming together and is on budget.

NEW BUSINESS:

Physician Services Contract:
Fred reported to the board that the Physicians Contract for the district has been signed by both Dr. Melton and Fred. We will be running our Ambulance under Dr. Melton’s Standing Orders under the supervision of our Medical Officer. The contract will cover the period of 1 year ending June 30th, 2016 at the cost of $500.00. This process puts the department in motion to transition to running our Ambulance on our own.

Review of Reserve Accounts:

The board president brought forward that we have four reserve accounts that need to be reviewed for the following: purpose of reserve account, anticipated needs for each reserve account, a time frame for review in the future, and how to fund the reserve accounts to meet its intended purpose.

The following is the discussion of the reserve accounts:

The Equipment Reserve Account :
Fred laid out what we are looking at for this year, as per this year’s budget the chase vehicle. $2000.00.
In discussion with Chief Glenn, the need for more water carrying capacity in two years is estimated under $20,000.00. Glenn informed the board that the outlying water that was available last year is gone.
In approximately four to five years we will need to replace the Ambulance.

The Disaster Fund Community Support Reserve Fund:
Currently its has $2516.00, and no other funds dedicated to the Fund. The Disasters Funds purpose is to provide funds to take care of the volunteers such as shelter, food and other supplies in the event of a Disaster. The department has made arrangements with the Red Cross and other agencies in the event of a need to shelter district residents outside of the area.

The Disaster Fund Community Support Fund is currently houses its supplies in the Disaster shed that was donated for storing Disaster supplies. The shed is also for Community support and is now currently storing the supplies and equipment used for the BBQ and other community events. This step also provides safer access than climbing the stairs up to the low storage area.

The Site and Station Reserve Fund:

This Fund is for the grounds and buildings improvements, major repairs. The grounds and buildings should be inspected for repairs and any improvements.
The BBQ Community Support Reserve Fund:

This Fund is to hold Funds raised from the yearly BBQ Fund Raiser and to provide seed money for the BBQ Committee to make the event happen.
Mission Statement:

Board President Fred Hill advised the board that we will need to work on a mission statement for the district and that states what services we provide. The mission statement will be put on our web site, which is currently being revamped.
CHIEF’S REPORT :
Chief Harman wanted to thank the volunteers and the board and all the people working extremely hard on making the BBQ work and hopes the BBQ is a great success and a fun day.

GOOD AND WELFARE:
Roy Yates wanted to report the hazards of spontaneous combustion is possible.

Barb McIntosh reported that during the time that we had the brush truck 2151 stationed up near Lake of Woods for the July fourth holiday people were glad to see the equipment in the area.

ADJOURNMENT: Fred Hill made a motion to adjourn. Dwayne McIntosh. seconded the motion. The Board voted and the motion passed.
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

June 2015 Board Meeting Minutes

APPROVED

Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                               Board Members
Glenn Harman                                                            Fred Hill
Ph: 541-205-4934                                                      Dwayne McIntosh
rockypointfire@fireserve.net                                      Sandy Handsaker
.                                                                                  LaJean Yates
BUDGET HEARING and BOARD MEETING AGENDA
JUNE, 2015
7:00 PM
CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by Jim Rust

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, Dwayne McIntosh LaJean Yates, , Sandy Handsaker,

RECONIGNITION OF GUEST:
Luke Conner, Judy Tegarden, Roy Yates and Antia Moonshadow

BUDGET HEARING
Fred Hill began the hearing by asking if there were any questions about the budget. None were asked.

Fred presented the Budget Resolution 2015-1 that adopts the budget approved by the 2015-2016 budget committee. Dwayne McIntosh made a motion to accept the Resolution 2015-1. LaJean Yates seconded the motion. The motion was passed.

MINUTES OF PREVIOUS MEETING:
Fred Hill made a motion that the reading of the April minutes be suspended. Dwayne McIntosh seconded the motion. Motion passed. Fred Hill made a motion to adopt the April minutes. Sandy Handsaker seconded the motion. The motion passed.

TREASURES REPORT:
Sandy had few questions about the financials that she said got answered and made a motion to except the financials for April and May. Dwayne McIntosh seconded the motion. The motion passed.

OLD BUSINESS

Air Link – Contract

Fred presented the final contract from AirLink that had been presented at the April meeting, the deficiencies of that contract have been corrected. Fred asked the other board members if they have had a chance to review the contract and if there were any questions. After some discussion reviewing the details of the program. LaJean Yates made a motion to accept the contract as corrected. Dwayne McIntosh seconded the motion and the motion was passed.

NEW BUSINESS

NARNON USAGE of Aspen Room
Anita Moonshadow presented a request to the board asking if she could hold NARNON meetings in the Aspen Room. She went on to explain that the closet meetings in the Southern Oregon region are in Grant Pass. She feels there is a need to have meetings available closer to Klamath Falls and Medford area. She also went on to explain that she is in the early stages of the process of starting such a meeting. The board asked a few questions and determined that we would need more information in order to consider the request. Anita will find out more and let the board know.

Swearing in New Board Director:

Newly elected board director Jim Rust was sworn in by LaJean Yates and will assume the duties beginning on July 1st. The current board of directors welcomed Mr. Rust to the board.

BOARD OF DIRECTOR’S REPORT:

BBQ Committee:

The BBQ committee met on May 28th to firm additional details for the BBQ and moving along. They are also seeking more help, and asked if you want to help please contact Bree Ryan the BBQ Chairperson.
Election Results:

Board president Fred Hill reported on the election that was held in May. As noted above Jim Rust received the majority of the write in votes for board position vacated by Bonnie Todd – Cloney. All current members of the board retained their positions.

501 (c) 3:

Fred reported that the 501(c)3 reapplication process is still in progress. The Accounting service has completed the tax portion of the application for the years 2007 to the current year and are now in the narrative portion of the application process. This portion entails answering questions about our organization. What services we provide and of those services which did we do. Also what the goals were for each tax year. Fred stated that he will be working on this and hopefully be able to finish up this process.

CHIEF’S REPORT :

Chief Glenn began his report thanking the board for their hard work helping him to run the department. He went on to report on the ambulance by stating that Anita and Janice have passed their EMT tests and we are awaiting the certificates from the state. After that we will be meeting with Diane Pope, our medical officer from District 4, to renew our contract with Dr. Melton to receive standing orders to run our ambulance BLS and ALS with the help of district 4. Glenn is also working with AirLink to continue working with us on operations of landing zones. He also noted that we now have Debbie Ryan as an EMT. Glenn has recruited a new volunteer Larry D’Addabbo who has prior fire experience.

Glenn reported on the progress of the bottle return shed and thanked Dwayne McIntosh and others for their work on shed.

Work on removing the trees in the right of way on our lot that we are now using as a landing zone to improve the zone is progressing.

The volunteers, with the exception of our new volunteers, have received their “Red Cards” in wild land fire fighting .

GOOD AND WELFARE:
None

ADJOURNMENT: Dwayne McIntosh made a motion to adjourn. Sandy Handsaker seconded the motion. The Board voted and the motion passed. Meeting adjourned at 7:39 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.

April 15, 2015 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

Rocky Point Fire & EMS

Fire Chief

Glenn Harman

Ph: 541-205-4934

rockypointfire@fireserve.net

Board Members

 Fred Hill

Dwayne McIntosh

Bonnie Todd

Sandy Handsaker

LaJean Yates

BOARD MEETING MINUTES

April 15, 2015

 

CALL TO ORDER: The meeting was called to order at 7:00 PM

 

FLAG SALUTE: The flag salute was led by Diane Pope

 

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, LaJean Yates, Dwayne McIntosh and Deb Hill (clerk of the Board)

 

RECONIGNITION OF GUEST:

Barb McIntosh , Diane Pope

 

Reading of the minutes: Fred Hill made a motion that the reading of the February minutes be suspended.  Dwayne McIntosh seconded the motion.  Motion passed.  Fred Hill made a motion to adopt the February minutes.  LaJean Yates seconded the motion.  The motion passed.

 

TREASURER’S REPORT:

Fred stated that we again were under budget for the month of March.

Dwayne McIntosh made a motion have the Treasures report for March approved LaJean Yates seconded the motion. The motion was passed.

 

 

 

BOARD OF DIRECTOR’S REPORT:

Fred stated that there was no report.

 

OLD BUSINESS:

Budget Process

Fred Hill stated that the budget has been completed. The budget committee meeting is scheduled for April 24 at 10:00 AM in the Aspen Room.

 

 

Grant Application

Fred went on to say that we looked into the “Fire Prevention and Safety Grant Program” and found that did not fit our current operations.

Ambulance Subscription:

Fred reported that he had taken the contracts provide by Airlinks representative Josh Grossman at the March Board meeting and had them reviewed by our attorney. The attorney reported to Fred that the contracts need to be cleaned up from scanning errors, but overall he said that it’s ok as long as the items are cleaned up. Fred stated that he will contact Mr. Grossman and proceed.

 

 

 

NEW BUSINESS:

 

BBQ Committee:

The BBQ Committee Chair reported to Fred that the committee is working on the official flyer for the BBQ and will present it to the Board for approval before distribution.

 

SDAO:

A seminar is being held in Klamath Falls on April 28th which will be covering SDIS Insurance, Best Practices. It gives us opportunity to network with other special districts. Fred, Sandy and LaJean are registered to attend.

 

CHIEF’S REPORT :

Chief Harman stated that there are no items to report.

 

Medical Officers Report:

Diane stated that were no issues to report.

 

 

GOOD AND WELFARE:

There were no questions or concerns.

 

ADJOURNMENT: Dwayne McIntosh  made a motion to adjourn.  LaJean Yates. seconded the motion.  The Board voted and the motion passed.

 

 

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.

 

March 21, 2015 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

 Rocky Point Fire & EMS               

Fire Chief

 

Glenn Harman

Ph: 541-205-4934

rockypointfire@fireserve.net

Board Members

 

Fred Hill

Dwayne McIntosh

Bonnie Todd

Sandy Handsaker

LaJean Yates

                                     

BOARD MEETING MINUTES

March 21, 2015

 CALL TO ORDER: The meeting was called to order at 7:00 PM

 FLAG SALUTE: The flag salute was led by Glenn Harman

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, LaJean Yates, , Sandy Handsaker, Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:

Barb McIntosh and Josh Grossman

Reading of the minutes: Fred Hill made a motion that the reading of the February minutes be suspended.  Dwayne McIntosh seconded the motion.  Motion passed.  Fred Hill made a motion to adopt the February minutes.  Sandy Handsaker seconded the motion.  The motion passed.

TREASURER’S REPORT: 

Sandy had questions about the finacials that we will need to get information from the bookkeeper. Fred made a motion have the Treasures report for March be tabled until the next meeting. Dwayne McIntosh seconded the motion. The motion was passed.

BOARD OF DIRECTOR’S REPORT:

Fred reminded everyone that Bonnie Todds resignation was effective March 16th. Fred Hill and Sandy Handsaker are continuing to share the duties of the Treasurer.

NEW BUSINESS:

Ambulance Subscription:

The Board was presented a proposal from AirLink representative Josh Grossman for management of the Rocky Point Fire and EMS FireMED Ambulance Subscription program. They would market and bill for the FireMed Ambulance Subscription. They will charge a fee of 20% if we charge $58.00 for the subscription rate instead of our current subscription of $60.00. They would market the FireMed Ambulance subscription along with AirLinks Emergency Airlift program.

The board also asked Mr. Grossman about what kind of program AirLink has for Rocky Point Fire and EMS to provide AirLink subscription for the department volunteers. He pointed out that they have a “Census Program” which allows the department to provide the AirLink subscription to the volunteers as long as they are serving the department.

The board then had question period with Mr. Grossman about both programs. After answering the Boards questions Mr. Grossman provided the board with contracts that would be needed to put both programs in effect.

The board then continued the discussion of the need to provide our volunteers with benefits we can provide for a reasonable cost and as part of incentive program to keep volunteers.

They went on to table the matter until after the Attorney reviews the contracts and few question need to be addressed before the board can further deliberate on this matter.

OLD BUSINESS:

Budget Process

Fred Hill stated the budget process is progressing forward with the budget officers looking for a budget committee meeting in the last week of April ( date to be determined )

SAFER Grant Application

Fred reported that SAFER grant application, despite Mata’s efforts we were not able to complete the application.

Fred went on to say that we are looking to another FEMA grant “Fire Prevention and Safety Grant Program”

BBQ Committee:

The BBQ Committee has been set up with a checking account for the BBQ fund raiser.

Fred also made a correction from last month’s meeting in which he stated the the Dillinbergers had donated the storage space being used by the BBQ committee to store items for the flea market. We now have a second rental so the first one is free and the second one we are being charged a reduced rate.

CHIEF’S REPORT :

Chief Glenn Harman reported on the Landing Zone Training that included AirLink, the volunteers and other interested guest. This event was a live exercise with AirLinks helicopter landing in the lot adjacent to the fire station to assess the lot for future use as a emergency landing area. This exercise provided hands on experience to our volunteers for loading patients into the helicopter and safety operations when around helicopters. The volunteers practiced skills for the event of a helicopter crash.

Chief Glenn also advised the Board that the lot we have will need some improvements to improve it as Landing Zone.

He also talked about upcoming training that volunteers can attend and also he would like to attend a wild land conference to be held in Smith River.

GOOD AND WELFARE:

Barb McIntosh wanted the Board to know that the BBQ committee is looking for 4 people with or be willing to get an OLCC servers license for working in the beer and wine area. If you can help or have questions contact Bree Ryan.

ADJOURNMENT: Fred Hill made a motion to adjourn.  Sandy Handsaker seconded the motion.  The Board voted and the motion passed.

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.

 

February 21, 2015 Board Meeting Minutes

APPROVED   Rocky Point Fire & EMS

 Rocky Point Fire & EMS               

Fire Chief

 

Glenn Harman

Ph: 541-205-4934

rockypointfire@fireserve.net

Board Members

 

Fred Hill

Dwayne McIntosh

Bonnie Todd

Sandy Handsaker

LaJean Yates

                                      

 BOARD MEETING MINUTES

February 21, 2015

 CALL TO ORDER: The meeting was called to order at 7:00 PM

 FLAG SALUTE: The flag salute was led by Deb Hill

ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, LaJean Yates, , Sandy Handsaker, Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST:

Lyn Connor, Bree and Nick Ryan

 Reading of the minutes: Fred Hill made a motion that the reading of the January  minutes be suspended.  LaJean Yates seconded the motion.  Motion passed.  Fred Hill made a motion to adopt the January minutes.  Sandy Handsaker seconded the motion.  The motion passed.

 TREASURER’S REPORT: 

Sandy pointed out that there is an error in the Profit and Loss Budget verse Actual, under income , BBQ line item should be 10,694.00. A motion was made by LaJean Yates to accept the Treasures report and Sandy Handsaker seconded the motion the motion passed.

 

BOARD OF DIRECTOR’S REPORT: 

BBQ Committee meeting was held on Feb. 19th lead by BBQ chairperson Bree Ryan. The committee held discussions on having the meat preparation handled by Hoss’s BBQ, the handling of the beer and wine sales, and having Cisco provide the other supplies. Tess Dillenberger informed the committee that the use of the storage space that we are using to take in donations for the flea market will be free of charge. Fred thanked the Dilenberger for the donation.

Sandy Handsaker, La Jean Yates, Deb Hill and Fred H. attended the Budget workshop at RCC in White City on February 24.

 

NEW BUSINESS: 

Checking account for the BBQ committee was discussed.

A motion was made by Sandy Handsaker to amend BBQ policy #2-2014-10-15 to read:

3) The Board will provide a “BBQ checking account to be used by the BBQ appointed Chair for amount of the designated “seed monies” as determined by the Board of Directors for the purpose of purchasing supplies and other needs for the BBQ Fund Raising event. The checking account will have the appointed BBQ chair as signer along with 2 Board members.

LaJean Yates seconded the motion. The motion passed.

Fred Hill presented a letter to instruct Pacific Crest to open a checking account for the BBQ Committee that will have the BBQ Chair as well as two members as signatories. A motion was made by Fred Hill to approve the letter and seconded by Sandy Handsaker the motion passed.

Resignation of Bonnie Cloney-Todd

Fred Hill reported that he has received Bonnie Cloney-Todd,s letter of resignation. A motion was made by Fred Hill to accept Bonnies resignation Sandy Handsaker seconded the motion. The motion passed.

Fred Hill presented a letter to Pacific Crest instructing them to remove Bonnie Cloney-Todd as signatory on our account. A motion was made by Sandy Handsaker to accept and sign the letter LaJean Yates seconded the motion. The motion passed.

Filling of Board Vacancy

Fred Hill opened up for discussion the filling of the vacant board position created by Bonnies resignation. Sandy Handsaker suggested that we give notice that the position is vacant and if anyone is interested they can run for the position. If no one runs, the board would seek applicants and appoint someone to the position. Fred Hill made a motion to leave the position vacant and look at again at the March meeting. The motion was seconded by Sandy Handsaker. The motion was passed.

Reassigning Board Duties

Fred Hill began the discussion of reassigning the board duties to handle the treasures duties.

After some discussion Fred Hill made a motion to temporally reassign the treasures duties to Sandy Handsaker and Fred Hill effective 2/25/2015 until July 1st,2015. The motion was seconded by Sandy Handsaker. The motion passed.

OLD BUSINESS:

Budget Process

Fred Hill stated the budget process has started. Last year citizen committee members have been sent letters to see if they still want serve along with a tentative Budget Calendar.

SAFER Grant Application

Sandy, Fred, Mata Rust and Chief Glenn met on Feb. 23rd to gather information for the Safer Grant Application. The grant amount that we are seeking is about $30,000 Mata is now working on the application to meet the application deadline (March 6th). Fred also suggest that we recognize Mata Rust as our Grant writer and adviser

CHIEF’S REPORT :

Chief Glenn Harman will report at the March Meeting and reminded us that the Air Link will be at the March meeting.

GOOD AND WELFARE:

Nick Ryan asked about how much the SAFER grant is for and what are we going to do. Sandy replied that is for about 30,000 and will be used to pay part time fire fighters.

Deb Hill asked about the vacant position on the board if someone was appointed on the board now would they have to run for the position. Sandy explained that all the board position are up for election.

ADJOURNMENT: Fred Hill made a motion to adjourn.  Sandy Handsaker seconded the motion.  The Board voted and the motion passed.

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.

 

January 21, 2015 Board Meeting Minutes

APPROVED   Rocky Point Fire & EMS

Fire Chief

 

Glenn Harman

Ph: 541-205-4934

rockypointfire@fireserve.net

Board Members

 

Fred Hill

Dwayne McIntosh

Bonnie Todd

Sandy Handsaker

LaJean Yates

BOARD MEETING MINUTES
January 21, 2015

CALL TO ORDER: The meeting was called to order at 7:00 PM

FLAG SALUTE: The flag salute was led by LaJean Yates
ROLL CALL OF BOARD MEMBERS: Members present were Fred Hill, LaJean Yates, Bonnie Todd, Sandy Handsaker, Dwayne McIntosh Deb Hill (clerk of the Board)

RECONIGNITION OF GUEST: Barbara McIntosh ( Safety Officer), Braxton .

Reading of the minutes: Dwayne McIntosh made a motion that the reading of the December minutes be suspended. LaJean Yates seconded the motion. Motion passed. Fred Hill made a motion to adopt the November minutes. Sandy Handsaker seconded the motion. The motion passed.

TREASURER’S REPORT: Bonnie Todd reported that Assets and Liabilities total is $116,834.43. Expenses were $10,817. This amount includes payoff of the lighting project. The grant checks have not arrived yet. Actual expenses after the grant checks come in are $5,529. This makes six months in a row under budget. Income from District taxes year-to-date is $40,986.09. Income from district taxes in January is $ 3,000, other income and donations total $ 3,984.59. A motion was made by Dwayne McIntosh to adopt the Treasurer’s report and the inclusion of the State of the Board letter in the Treasurer’s report. LaJean Yates seconded the motion. Motion passed.

BOARD OF DIRECTOR’S REPORT: Fred Hill stated that it has been a quiet month and he has no report for this meeting.

OLD BUSINESS: Bonnie Todd reported that the SDAO grant funds have arrived and are awaiting deposit. The Energy Trust funds have been approved. It takes up to six weeks for funds to arrive, this puts us into the first week of February. Fred Hill spoke about the SDAO conference coming up in February. Anyone board member wishing to attend can get reimbursement for a room and meals. Free registration is available for one member. Anyone interested should meet with him.

NEW BUSINESS: Suggestion was made to contact Katherine at A to Z Accounting to meet to discuss budget ideas. LaJean Yates agreed to take charge of a board event calendar. The new budget is fast approaching. The Board is starting together information and assess needs for the next year. The Board has produced a State of the Board year-end letter. Copies are available on the Department website, the kiosk and in the Aspen room at the department. Chief Glenn is setting up a meeting with a representative of Airlink Critical Care Transport (previously Airlift) from Klamath Falls to discuss proposed services from Airlink. With a new year, grants now available were discussed, such as SDAO safety grants and any Federal grants available. Bonnie brought up for discussion the idea for purchasing flood insurance for the fire department. Dwayne agreed contact a company making solar pavers for roads and parking lots. The pavers produce light, heat and energy and reduce the need for snow removal. He will look into price reduction for being a test program. Dwayne will also get cost and possible price reductions for plastic strip panels for the bay doors. These reduce heat loss and help keep debris out. Bonnie presented an idea about bottling and selling Rocky Point water. She has done some research on the topic and after group discussion will continue to gather information for the feasibility of this being a future income source.
CHIEF’S REPORT : Chief Glenn wanted to say thanks for all the great support. The volunteers are training and getting registered with the state. Many now have DPSST cards. Chief Glenn, Nick, and Mike Graham have registered with the State as certified instructors and can now certify our own people.
GOOD AND WELFARE: Barbara McIntosh commented on the effort and co-opertation as a team to bring the department forward. Braxton also complimented the Bora

ADJOURNMENT: Dwayne McIntosh made a motion to adjourn. Fred Hill seconded the motion. The Board voted and the motion passed.
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.

1 2 3 4 5