Agenda – January 20th 2016 Board Meeting

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 AGENDA
January 20th, 2016 4:00 PM

.
CALL TO ORDER
FLAG SALUTE
ROLL CALL
RECOGNITION OF GUESTS
MINUTES OF PREVIOUS MEETING
TREASURES REPORT
BOARD OF DIRECTORS REPORT

OLD BUSINESS
501 c (3)
SDAO Water Intrusion Grant

NEW BUSINESS
Appointing Budget Officer(s)

CHIEFS REPORT

GOOD AND WELFARE
Comments And Concerns On Any Subject
Next Board Meeting February 17th, 2015 @ 4:00 PM

2015-2016 Budget Final Approval

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

 

Click on link below to open 2015-2016 Approved Budget Report in Excel

2015-2016 Budgetwebadditionapprovalfinal

Agenda – December 16th 2015 Board Meeting

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 AGENDA
December 16th, 2015 4:00 PM

.

CALL TO ORDER
FLAG SALUTE
ROLL CALL
RECOGNITION OF GUESTS
MINUTES OF PREVIOUS MEETING
TREASURES REPORT
BOARD OF DIRECTORS REPORT

OLD BUSINESS
501 c (3)
SDAO Water Intrusion Grant

NEW BUSINESS
Reimbursement and Stipend Guidelines Policy Revision
Chiefs Review

Notice of Executive Session – Chiefs Performance Review
The Board of Directors for the Rocky Point Fire and EMS Special District will hold an Executive Session [pursuant to ORS 192.660(2)(a)]

CHIEFS REPORT

GOOD AND WELFARE
Comments And Concerns On Any Subject
Next Board Meeting January 20th, 2015 @ 4:00 PM

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

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