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.

December 17, 2014 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

                                                             December 17, 2014

 

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: Barbra McIntosh.

 

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

 

TREASURER’S REPORT: Bonnie Todd reported the income for November was $10,657.39, most of which came from taxes. Our expenses were $6,144.71. The difference of + $4,512.67, so we came in under budget again. Bonnie explained the new budget report sheet from our bookkeeping service. LaJean Yates made a motion to adopt the Treasure’s report. Sandy Handsaker seconded the motion..   The Board voted and the motion passed..

 

BOARD OF DIRECTOR’S REPORT:  Fred began by thanking Bonnie, Sandy, LaJean of the board and Barb McIntosh and Deb Hill for providing the lunch for the special meeting on December 9, 2014. He also thanked Bree Ryan and her family for hosting the Volunteers dinner. All their effort was very much appreciated.

OLD BUSINESS: On December 9, 2014 the board held a workshop/special meeting. The workshop was conducted by SDAO representative George Dunkle. The workshop focused on the proper way to conduct board meetings. The presentation was professional and very informative. The afternoon session was a board special meeting for the purpose of discussion revolving around future needs of the district. The main topics were equipment maintenance, equipment replacement, funding for these concerns, possibly through grants, and looking into grants to help with funds to pay staff. Fred reported that the 501-C3 application is being processed now.

We now have a SAMs number with a CAGE code. This, along with the DUNS number, now allows us to apply for federal grant monies.

The lighting project is completed. After the SDAO safety grant and the Energy Trust Cash Incentive, we used money from the EF Recovery pool to pay the balance due. This enabled us to complete the whole lighting project without using monies from the General Fund.

 

 

NEW BUSINESS:  Chief Harman’s performance review. Fred Hill asked the Chief if he wanted his review conducted in an executive session. Chief Harman chose not to request an executive session. The performance review was then conducted and concluded. Based on the results of his performance review, Chief Harman requested a pay increase of $250.00 a month. He also asked that his payroll taxes be covered. After discussion on the request and verifying funds were available, Dwayne McIntosh made a motion to approve the pay increase of $250.00 a month and payment of payroll taxes. The motion was seconded by LaJean Yates.  A vote of the Board was taken and the motion was passed.

 

A letter for approval of a donation letter to use when requesting donations. Mata Rust and Judy sent the letter to the board. Board members reviewed the donation letter and made a few changes. Fred Hill made a motion to accept the donation letter with changes, Sandy Handsaker seconded the motion. The Board voted and the motion passed.

 

Fred Hill presented policy- 4-214-12-17- which will set reimbursement and stipend guidelines for employees, volunteers, and board members of Rocky Point Fire and EMS. It will also rescind previous similar policy 2.4. Sandy Handsaker made a motion to adopt Policy 4-214-12-17. Dwayne McIntiosh seconded the motion. The Board voted and the motion was passed.

 

Fred Hill informed members of an SDAO conference in Eugene in February.   If any Board members wish to attend the Board can make arrangements.

 

Fred Hill suggested that board members begin to think about the upcoming Budget meetings. The naming of a Budget Officer was discussed. A motion was made by Dwayne McIntosh to appoint as co-offficers Fred Hill and Sandy Handsaker. LaJean Yates seconded the motion. A vote was taken and the motion passed.

 

Dwayne McIntosh asked Chief Harman about EF Recovery for calls responded to. Chief Harman explained that we have agreement with Klamath County , but now that the department is registered with the State it will make the recovery process easier. He discussed the possibility of an agreement with Jackson county and ODF as well.

CHIEF’S REPORT : Chief Harman introduced Barbara McIntosh as the new Safety Officer for Rocky Point Fire and EMS.

 

GOOD AND WELFARE: Nothing presented.

 

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.

December 9, 2014 Special 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 SPECIAL MEETING MINUTES

                                                             December 9, 2014

 

CALL TO ORDER: The meeting was called to order at 1:00 pm.

 

FLAG SALUTE: The flag salute was led by Sandy Handsaker

 

 

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: Barbra McIntosh, Chief Harman

 

NEW BUSINESS:

Fred stated that the purpose of the special meeting is to discuss ideas for maintaining or meeting future needs of the department, personnel, and equipment. This is a planning meeting, no decisions will be made at this time other than which ideas will be researched. Discussion began with LaJean asking Chief Harman for items he thinks will need to be addressed.

Chief suggests pursuing grants.

  1. Safer grant and other like it that provide funds to help offset costs of salaries of paid personnel. It also could be applied to help with costs of seasonal (fire season) help, a part –time trainer, or training materials and equipment.

 

  1. A grant to help operate the ambulance. This is separate from a fire grant. The ambulance income depends on call volume, which we have no control over, and staffing.  This could help with staffing and maintenance of or replacement of the ambulance. The ambulance will need rehab or replacement 3 to 5 years from now.
  2. A grant or grants for possible replacement of equipment in the next 3-5 years that would better fit the needs of the fire department. Current equipment is well maintained and usable.

 

Bonnie suggested making a list of all SDAO grants available. The Board could then determine which grants would be applied for.

 

Bonnie suggested continuing to find areas in the department where savings can be made, such as energy savings. This year savings are being achieved through new more efficient lighting, heat loss prevention, phone and internet plan changes, and new sources for basic department needs and supplies.

 

Fred brought up the upcoming budget meetings. Member should start thinking about what in the budget is working and what needs to be changed. A budget officer will need to be determined.

 

The Board discussed ideas for communication with the district residents. Newsletters, community events and involvement, quarterly reports were discussed.

 

 

 

ADJOURNMENT:

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.

 

 

 

November 19, 2014 Board Meeting Minutes

APPROVED   Rocky Point Fire & EMS

 

Rocky Point Fire & EMS              

 Fire Chief                                                                                              Board Members

Glenn Harman                                                                                        Fred Hill

Ph: 356-2205                                                                                          Dwayne McIntosh

Fax: 356-2340                                                                                        Bonnie Todd

rockypointfire@fireserve.net                                                                 Sandy Handsaker  

                                                                                                                 LaJean Yates

                                              

 

                                                 BOARD MEETING MINUTES

                                                             November 19, 2014

 

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, LaJean Yates, Bonnie Todd, Sandy Handsaker and Dwayne McIntosh

 

RECONIGNITION OF GUEST: Debra Hill, Barbra McIntosh and Mike Handsaker

 

MINUTES OF PREVIOUS MEETING: Fred Hill made a motion to suspend the reading of the minutes. Dwayne McIntosh seconded and the motion was carried. Fred Hill noted that the spelling of Diane Walker Pope should be corrected to Dian Walker Pope. Fred Hill made a motion to accept the minutes Sandy Handsaker seconded the motion and the motion was carried.

 

TREASURERS REPORT: Bonnie reported expenses of $8857.34. The total income figure of $1892.48 was reported. This income included $1500.00 Ambulance income, Property Tax of $202.00 and donations of $191.48. Bonnie Todd stated that we were under budget by $35.00 and our net was $6964.86 making this the fifth month in a row that we have been under budget. Dwayne McIntosh. made a motion to accept the Treasurers report and pay the bills LaJean Yates   seconded the motion and the motion was carried

 

Fred asked Bonnie to explain the reason we needed to register with the Secretary of State. Bonnie explained we have been working to get our 501c3 status along with the Duns and SAMS numbers and during this process we discovered that we have not been registered with the Secretary of State. The 501c3 registration, DUNS and SAMS numbers are all needed for applying for Grants and donations. Chief Glenn also noted that this is required information needed for billing of our services with other agencies.

 

 

BOARD OF DIRECTORS REPORT: Fred reported that the Community Garden project received a donation of $80.00 from our Farmers Market Group bringing a total collected to date is $158.00. As reported we have the wire fencing and are now working towards the post and concrete.

 

Fred reported on the Drive Way and Street sign project that was done under a grant and administered by the Volunteers that was completed a few years ago. This work resulted in having 25 4x4x6′ pressure treated post left over from this project. Fred has investigated if there were any surplus sign blanks and lettering and has determined none were left over. Fred would like close this project and determine what to do with the surplus 4×4 posts. After a brief discussion the Chief has a use for about 10 and the rest will be donated to the Community Garden project. Item will be added to New Business.

 

Fred reported that the Rocky Point Fire and EMS Volunteer Association has reorganized, voted new officers and now can conduct business. The Association has restarted the bottle and can collection. A shed is available , until the shed is constructed Chief Glenn will take care of them. It was suggested that part of the shed could be used for a Library drop box for after hours returns.

 

It was also reported that Fred Hill and Chief Glenn Harman met with Rod Commer of Great Basin Insurance, our agent for the SDAO insurance, on October 28th. In this meeting we reviewed the Districts coverage’s, and discuss liability and safety issues.

 

OLD BUSINESS:

A): BOARD WORKSHOP: The Board Special Meeting/Workshop is scheduled for December 9th,2014 in the Aspen Room.

The tentative schedule

Morning Season 10:00 AM to 12:00 PM

Presentation by George Dunkel from the SDAO

Lunch Break 12:00 PM to 1:00 PM

Afternoon Session Special Meeting Board Workshop 1:00 PM to 3:00 PM

.

B): 501 (c) 3: The application process has been started by A2Z Bookkeeping Services.

C): SDAO SAFETY GRANT: The Grant application was completed and we are waiting to hear from the SDAO.

 

B): LIGHTING PROJECT: The Lighting project installation and retrofitting has been completed and awaiting finale bills and related paper work. Bonnie commented that the Lights in the Aspen Room that were retrofitted used to have 4 – 60 watt bulbs were changed out to using 2 bulbs using 30 watts. The Equipment area lights were drawing about 250 watts per fixture and were replaced with units that draw 25 watts. The lights outside were updated with LED lights that draw 25 watts. The completion of this project will give us the potential of saving 70% on our electricity rate. The project savings will allow us to recoup our cost in about 1 1/2 years. The out of pocket expense for the district will be about $2300.00 with the cost being offset from funds from the Oregon Energy Trust Cash Incentive, SDAO Safety Grant, and funds from the EF recovery income program established by Chief Glenn which allows us to not use monies from the General Fund.

 

 

 

 

NEW BUSINESS:

 

  1. A) Completion of the Driveway Signage Project: Fred Hill made a motion that the driveway signage project be closed and any surplus material to be used at the Chiefs discretion. Dwayne McIntosh second the motion and the motion was carried.

 

B) RESOLUTION #2014-10: SDAO PRELOSS LEGAL PROGRAM: Rocky Point Fire and EMS Board of Directors will utilize the Special Districts Association of Oregon’s Preloss Legal Program before proceeding with employee terminations. Dwayne McIntosh made a motion to adopt the resolution and Sandy Handsaker second the motion. The motion was carried.

C) RESOLUTION #2014-11: REGISTRATION WITH THE SECRETARY OF STATE: The Rocky Point Fire and EMS Special District shall be registered with the Secretary of State doing business as “Rocky Point Fire and EMS”. Sandy Handsaker made a motion to adopt the resolution and Dwayne McIntosh second the motion. The motion was carried.

D) Policy #3 – 2014 -11-19: DISCRIMINATION: Policy stating the Rocky Point Fire and EMS Special District shall not discriminate for reasons of race, color, creed, national origin, religion, sexual orientation, gender, age or physical, mental or emotional disability which does not, with reasonable accommodation, prohibit performance of essential duties. Fred Hill made a motion to adopt the policy and Sandy Handsaker second the motion. The motion was carried.

E) Appointing Clerk of The Board: Fred Hill stated that we have been working without a Clerk of the Board since July and for Board Business Continuity a Clerk of the Board is needed. Fred Hill made a motion to appoint Debra Hill as Temporary Clerk of the Board and Sandy Handsaker second the motion. The motion was carried.

F) Dwayne McIntosh informed the Board that we have established a trash service for the Fire Station for every two weeks up to four cans costing $18.75 per month.

G) Chief Glenn questioned the Board if Oregon had a Law against the Harassment of a Public Officials and if we could have a policy outlining the Law. After some discussion the Board will need to research .

 

 

 

 

 

FIRE CHIEFS REPORT: Fred Hill asked Chief Glenn about a letter of apology that he wrote to two Rocky Point Residents. and why it came about. Chief Glenn requested that the letter be read and explained the Following:

On Friday November 14 we had an incident that required the need of a Helicopter transport. The landing zone and traffic control were established and ready for the ambulance to bring the patient. During this time the landing zone was changed to another zone by an individual on his own accord. That individual was not authorized nor in command to represent Rocky Point Fire and EMS. This individual also instructed the two Rocky Point residents to use their vehicle to block traffic for the second unauthorized landing zone.

The Chief explained that we do not use citizens to provide traffic control. Traffic control is provided for by Emergency Personnel, Law Enforcement, and ODOT who have been trained in traffic control. He went on to explain that the second landing zone should have not been put were it was, “I did not authorize it and no one check with me about moving it. I do not change landing zones once they are established.”

The Chief stated that he has personally talked to the two Rocky Point resident about the incident and expressed his thanks for their help, but explained what happened.

 

Chief Glenn also wanted to thank Greg and Dee Sullivan for their donation of hoses, helmets and other equipment that we can use. He went on to thank Roy Yates for his help with for Power Line Safety given to the Volunteers during training. He then thanked Mata and Jim Rust for their $200.00 donation and help to the Fire Department.

 

The Chief went on to explain that the new tender is up and operating well. Training continues on Mondays from 9 to noon.

 

The Chief then informed the Board that we now have 2 EMTs in training at District 4.

Glenn went on explain that we are Rocky Point Fire and EMS. The Ambulance side of the department is operating under Dist. 4 and we are under contract with them for our ASA. We are following their Standing Orders, and their procedures on how we proceed to medical incidents, what happens at that incident. Dian is our medical officer and is in direct communications with him. He also stated that we will follow District 4’s Standing Orders and procedures on medical incidents. The Chief pointed out that if these procedures are not followed by anyone at Rocky Point Fire and EMS he will take action for retraining.

 

GOOD AND WELFARE:

Glenn wanted to thank the Board and the Community for all the support. He also thanked Quilt for the lunch the provided.

The Chief noted that the Aspen Room winter Hours will be from 8 Am to 4 PM

 

Glenn also told the Board that he has set an AED trainer up in the Aspen Room and is available to train with. He says that a day for training is in the works for after the first of the year.

 

ADJOURNMENT: With no further business the meeting was adjourned at 8:16 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.

 

October 15, 2014 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

 

Rocky Point Fire & EMS              

Fire Chief                                                                                              Board Members

Glenn Harman                                                                                        Fred Hill

Ph: 356-2205                                                                                          Dwayne McIntosh

Fax: 356-2340                                                                                        Bonnie Todd

rockypointfire@fireserve.net                                                                  Sandra Handsaker  

                                                                                                               LaJean Yates

 

                                              

                                                 BOARD MEETING MINUTES

October 15, 2014

 

 

Call to Order:   Meeting was called to order by Fred Hill, President at 7:00 pm. Fred reminded the guests to please hold their comments and questions until the Good and Welfare section of the meeting.

 

Flag Salute: LaJean Yates led the attendees in the flag salute.

 

Roll Call of Board Members: Board members present were Fred Hill, Dwayne McIntosh, Bonnie Todd, LaJean Yates and Sandra Handsaker. Dian Walker-Pope, the medical officer for the Rocky Point Fire and EMS was recognized.

 

Minutes of the Previous Meeting: Fred Hill made the motion to suspend the reading of the September minutes. Dwayne McIntosh seconded the motion. The motion was carried. Sandra Handsaker made the motion to approve the minutes from the September meeting. Dwayne McIntosh seconded the motion. The motion was carried.

 

Treasurer Report: Bonnie Todd reported that the district had expenses of $8,304.84 for the month. The income received was $2,481.74. This makes our net expenses $5,823.10, putting us under budget for the fourth consecutive month. As stated, our checking & savings balance is $103,780.50. Fred Hill made a motion to accept the treasurer’s report. Sandra Handsaker seconded the motion. The motion was carried.

 

Board of Directors Report: Fred Hill wanted to thank our volunteers. We had a very long fire season. Many people pulled together to make sure our community was protected under the direction of our Fire Chief – Glenn Harman. Fred wanted to personally thank all community members, especially Mike Black, who has been giving additional help this past week.

 

Old Business: Fred Hill stated that he has been in contact with George Dunkel at SDAO concerning the workshop for the Board. Mr. Dunkel is willing to conduct this workshop. A tentative date of Saturday, November 15, 2014 at 9:00 am has been selected. Before the date is confirmed, we need to get an OK from Mr. Dunkel and from the board members that the date is compatible with everyone.

 

Also, the board authorized the purchase of a tender. It has been delivered and is now in service.

 

The next item of old business is our 501 C-3 status. We are utilizing our accounting service to help reinstate our 501 C-3 status. This is a work in progress.

 

The next item of old business is the SDAO safety grant. We have applied for this grant. It is matching funds up to $3,000 for a safety project in our fire district. The deadline is November 15, 2014 at which time the SDAO will begin the selection process.

 

Additionally, the lighting project is going forward. We have applied for the SDAO safety grant and the Energy Trust of Oregon cash incentive to cover 76% of the cost of this project. When completed this will help lower our electricity consumption up to 70%.

 

Lastly, the community garden is a work in progress. The project continues to receive donations. To date the project organizers have received $75.00 in cash, and are looking for an additional $250.00 to purchase the posts needed for the project.

 

New Business: Under new business, Fred has a few resolutions to put forward:

 

Resolution #2014-7 To accept the accounting services contract between A2Z Accounting Services and the Rocky Point Fire & EMS. Dwayne McIntosh made the motion to approve the resolution. LaJean Yates seconded the motion. The motion was carried.

 

Resolution #2014-8 This defines the fire districts donation policy. Sandra Handsaker made the motion to approve this resolution. Dwayne McIntosh seconded the motion. The motion was carried.

 

Policy #3-2014 passed by the board on February 11, 2014. Fred made a motion to rescind this policy and replace it with Resolution #2014-8. Sandra Hanksaker seconded this motion. The motion was carried.

 

Resolution #2014-9 Said resolution is to change the date of the regular monthly board meetings from the second Tuesday to the third Wednesday of every month. Dwayne McIntosh made a motion to approve the resolution. LaJean Yates seconded the motion. The motion was carried.

Another item in new business – we are presenting a letter along with the district’s minutes to Pacific Crest Federal Credit Union to include the newest board members and the accounting service representative as signators on our banking accounts. Said accounts still require two signatures.

 

Policy #2-2014 BBQ Fund-raising. Fred Hill read the policy. Fred Hill made a motion to adopt the policy. Dwayne McIntosh seconded the motion. The motion was carried.

 

Fred Hill made a motion to appoint Bree Ryan as Chairman of the BBQ committee. She has stated that she is willing to accept the position for the 2015 BBQ. Dwayne McIntosh seconded the motion. The motion was carried.

 

Fire Chief Report: Chief Glenn Harman stated that we had completed the purchase of the tender. He traveled to Washington state to pick-up the tender in Curlew. The tender is in operation and is capable of pumping 500 gallons/minute. Glenn would like to thank the board and the volunteers for their help and support. Also, he thanked Mike and Sandy Handsaker for sourcing the tire chains donation. He thanked Al Van Hulzen for donating an air compressor to the fire station. He thanked Greg and Dee Sullivan for sourcing a donation of 1000 feet of 3 inch hose and other items the volunteers and fire station can utilize. He also has one student EMT enrolled in class. Glenn introduced Dian Walker-Pope, our medical officer.   Dian talked about the work that has been involved in getting the ambulance and volunteers ready for service. It has required training and working on items that make the district operate more efficiently. She stated she would not be able to attend the next 5 board meetings because she is teaching the EMT class. The Chief also mentioned the Lake of the Woods call, which involved the death of an elderly man. The Chief ended his report by saying that the district is moving forward and looking good.

 

Good & Welfare: There was no discussion

 

Adjournment: Dwayne McIntosh made a motion to adjourn the meeting. Sandra Handsaker seconded the motion.   The meeting was adjourned at 7:44pm

 

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.

 

 

 

 

 

 

 

 

 

 

September 8, 2014 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

Rocky Point Fire & EMS              

 

Fire Chief                                                                                              Board Members

Glenn Harman                                                                                        Fred Hill

Ph: 356-2205                                                                                          Dwayne McIntosh

Fax: 356-2340                                                                                        Bonnie Todd

rockypointfire@fireserve.net                                                                 Sandra Handsaker  

 

 

 

                                              

                                                 BOARD MEETING MINUTES

September 9, 2014

 

 

CALL TO ORDER:  Meeting was called to order by Fred Hill, President, at 7:00 p.m. Fred reminded the guest to please hold their comments and questions until the Good and Welfare portion of the meeting.

 

FLAG SALUTE:  Dwayne McIntosh lead the meeting in the Flag Salute.

 

ROLL CALL OF BOARD MEMBERS: Board Members present were Fred Hill, Dwayne McIntosh, Bonnie Todd and Sandra Handsaker.   Guest was recognized.

 

Fred Hill President points out that as you can see, we have a full looking board here. LaJean Yates has been approved for our fifth board member thru a poll of the board and we will swear her in tonight as our newest board member.   Bonnie Todd gives the oath of being a director to of the Rocky Point Fire and EMS.

 

MINUTES OF PREVIOUS MEETING:   We have two minutes to approve as we had our regular meeting in August and a Supplemental Budget Hearing on September 3, 2014. Fred Hill made the motion to waive the readying of the minutes, Dwayne McIntosh seconded. The motion was carried. Sandra Handsaker made the motion to approve the minutes from the August meeting and also the minutes from the supplemental budget Meeting, Bonnie Todd seconded. The motion was carried.

 

TREASURERS REPORT: Bonnie Todd reported that it was a good month for income. Total income for the month was $23,886.53 which includes the sale of the 2141 Brush Truck for $20,000.00, EF Recovery in the amount of $2,615.50 (which are billings for response to accidents. Bonnie said since august, we have received another $1700.00) and also funds from Property taxes and a refund from Workmen’s Comp.   Expenses have equaled $8, 491.01, which should really be $7,000 because we paid Chief Glenn early because of his trip to Washington so he would have his paycheck early. We are at Budget this month, the last two months we were below budget. Nothing unusual, just general operating supplies.   If you want to review the Profit and Loss Statement, it will show the percent of usage of the Budgeted items as each month progresses. We presently have the amount of $108,849.44 in our account.   Dwayne McIntosh made the motion to accept the treasurer’s report, Sandra Handsaker seconded and the motion was carried.

 

FIRE CHIEF AND DEPARTMENT REPORT:  Chief Glenn is going to briefly cover a couple of things. First the 790 fire. Presenting a map showing the location of the fire and that the fire has advanced into Jackson County.   We had an incident Saturday night, where there were DC 10’s on call that came in and dropped Retardant on the Crown fire, to slow and stop the advance.   They are calling for another weather event this Saturday. You are going to see the fire blow up, if the winds go NW again, we will not be affected; the fire will advance towards Prospect. Prospect is talking about evacuation. Prospect is 10 miles from the fire, we are 10 miles from the fire, so it could go either direction. We do not expect any activity down in here, but if it does, it will be a few days, if the wind comes out of the North, it could advance and we could have an issue. It will have to get down into Four Mile and Cold Springs area before we have an issue, and then we would have another day or two to have to talk about evacuations.   We had a fire on Sunday here in the Rocky Point area, it was man caused.   I do not want to say much at this time because it is under investigation, it was man caused and was unnessiary, and there probably will be some charges against that person.   The person had a fire in pine needles, the owner told them to put it out, the next day the fire was there again, the owner again told them to put it out, water was put on it and the plastic bucket was set down next to it.   The homeowner and the guest leave for the weekend, the bucket melts, gets into the trees and becomes a quarter of an acre fire. Someone on the lake reported the fire, if it had been during the dark it could have created a structure fire, plus a wild land fire right there.   The location was just above Greg Sullivan’s home and just below Mata’s, and that is an area we are highly concerned about because about that there has been some logging activity done up there in the past with no clean up, so we are talking about fuel on the ground about two feet deep, which would create a huge fire which could possibility burn Rocky Point to the ground.   That is something we do not want to happen here, so we are doing fire prevention, getting out emails, asking if residents spot their neighbors doing some they should not, to report it and we will check it out, go after it and work to keep anything like that from happening in Rocky Point.   That is the severe part of it and we are out training, we have eyes open, we are training, we have Fred, Mike Black, Al and Jean, Dwayne and Barbara, Terry and Larry Wickland.   We have visited the heliport, which is next to Al, across from the Guard Station. We have trained for the possibility of a helicopter flipping over, including rescue and fire protection.   Just want to thank very on for the support. We are moving forward and everything is going well on the operation side of the department.

 

BOARD OF DIRECTORS REPORT:  Fred Hill said that the only item on the Directors Report is an update on the Community Garden,   They have been able to obtain the fencing for the Gardens, donations of Wood have been made, and they are presently on the hunt for the actual post for the fencing.   We are progressing, and we hope if the post is obtained that we will have fencing up in October.

 

 

OLD BUSINESS: Fred Hill stated that at the last meeting, he brought up the subject to holding a workshop meeting to use as a planning session for the board and I have been in contact with the SDAO, and I am waiting for a call to possibility come and help us with the areas that the new board needs help in and to guild us.   Also, need to review the budget so we can adopt a working budget next year, and planning as we need to look at two, five and/or ten years down the road.   As soon as I have contact with this person, we will come up with a date to hold this workshop.

 

NEW BUSINESS: The Board has names Diane Walker-Pope to be representing us on the Ambulance Advisory Board. A phone poll was taken of the board on this, and it was accepted unanimously. Chief Glenn stated that we are joining forces with Division 4, running the ambulances together as District 4.   District 4 has leased our ambulance and our ASA, which is our Ambulance Service Area, having Diane as our medical officer. We have taken the letter to the Ambulance Advisory Committee which is Klamath County. They have accepted the letter to have Diane speak for us at the Ambulance Advisory, work as our medical officer, and training for both departments.   We have a six month window to get the Ambulance back on board and run the ambulance as Rocky Point. We are working on a plan, and are working in the six month window to have it up and going.

 

Fred read Resolution #2014-04 authorizing the purchase of the used 1982 Ford 9000, 3500 Gallon Capacity Water Tender.   Sandra Handsaker made the motion to approve the Resolution, Dwayne McIntosh seconded the motion and the motion was approved by the board.

 

Fred read Resolution #2014-05 Authorizing the funds to reestablish the districts 501c3 status.   Dwayne McIntosh made the motion to approve the resolution, Sandra Handsaker seconded the motion, and motion was approved by the Board.

 

Fred read Resolution #2014-06 Authorizing the district to apply for the “Safety and Security Matching Grant” for safety improvements, to improve the lighting in the fire station.   Bonnie Todd made the motion to approve the resolution, Sandra Handsaker seconded the motion and the motion was approved by the Board.

 

GOOD AND WELFARE:  Discussion was held regarding the difference in the truck that was sold and the new truck being purchased. It was discussed that response time will be shorter by having the new tender, we do not have to go back to obtain more water. This is a very beneficial thing when it comes to the lack of water available and having additional water available to fight a fire. Glenn stated that it will give us a continuous water supply.   Chief Glenn is saying that the fire season is estimated to extend into November and we could have a worse fire season next year.   We also could make extra funds by doing mutual aid with the second tender, if available.

ADJOURNMENT:  Fred made a motion to adjourn the meeting, Dwayne McIntosh seconded the motion.   The meeting was adjourned at 7:32 p.m.

 

Minutes respectfully submitted,

 

SANDY HANDSAKER

VICE PRESIDENT

 

 

Minutes of Board meetings are available for download at rockypointfireandems.com.

For further information contact Fred Hill at 971-235-2219.

 

August 12, 2014 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

 

Rocky Point Fire & EMS       

 

Fire Chief                                                                                              Board Members

Glenn Harman                                                                                        Fred Hill

Ph: 356-2205                                                                                          Dwayne McIntosh

Fax: 356-2340                                                                                        Bonnie Todd

rockypointfire@fireserve.net                                                                 Sandy Handsaker  

 

 

 

                                              

                                                 BOARD MEETING MINUTES

                                                                    August 12, 2014

 

 

CALLED TO ORDER:   The Meeting was called to order at 7:00 p.m. Fred Hill, President reminded the guest that we would ask that all comments are held until the Good and Welfare part of the meeting.

 

FLAG SALUTE:   Bonnie Todd lead the flag salute

 

ROLL CALL OF BOARD MEMBERS:  Fred Hill, Sandy Handsaker, Bonnie Todd and Dwayne McIntosh were present.

 

MINUTES OF PREVIOUS MEETING: Sandy Handsaker made the motion to suspend the reading of the minutes. Dwayne McIntosh seconded the motion. The motion was carried.   Dwayne made the motion to accept the minutes, Sandy Handsaker seconded and the motion was carried.

 

TREASURERS REPORT:   Bonnie Todd reported that the income for the month was $19,693.64, which was $18,210.00 from the BBQ, we will be reserving $6,000.00 for next years BBQ, $550.00 in donations, Glenn sold $450.00 water to a contractor being part of this, Property taxes in the amount of $693.00 and the balance was Ambulance Subscription.   Expenses were in the amount of $15,028.13 which includes cost for updating the Breathing Equipment (1,123.00), 2nd Quarter Payroll Taxes (1,572.00), Les Schwabs (1,423.00) Bay Doors (1,312.00),   BBQ operating funds (1,060.00),   less these expenses, our regular operating expense is $6,415.00.     Sandy Handsaker made the motion to accept the treasurers report, Dwayne McIntosh seconded and the motion was carried

 

FIRE CHIEF AND DEPARTMENT REPORT:   Chief Glenn Harman was out on a fire call, so the report will either be made by Fred Hill, President or by Chief Glenn if he returns before the meeting is completed.

 

BOARD OF DIRECTORS REPORT:   Fred Hill, President, reported that the board received the resignation of Rosie Roberts from the Board of Directors effective July 18, 2014,   Also the board received the resignation of Kathy Ross, as Clerk of the Board effective July 31, 2014. Kathy ask that we read the letter, which “She wanted to thank the previous Board for appointing her to the Clerk position and to thank the present board for the support.   Fred Hill, President expressed a Thank you from the Board for her dedication and support.   She is the rock that has held us together and enabled the Board to progress. She will be missed.     The District sold the 1991 Brush truck for $20,000.00.     The BBQ earned $13,345.00, which in comparison, in 2013, we earned $11,547.00, in 2012 we earned $14,080.00 and in 2011 we earned $11,711.00. The board wants to thank Bree Ryan for chairing the BBQ, for stepping up when she was needed and she did a great job.   Also would like to thank all who worked on the BBQ, which came in many forms, in setting up, getting donations, cooking, etc in making this a great success.   Also would like to thank Kathy Ross and Bonnie Todd for acting as the Board Liaisons, in collecting and depositing the funds earned. All did an excellent job.   Also Status of projects: the Community Garden is working on receiving donations of funds and materials. One thing they are looking for is used lumber for the beds.   Board projects:   Looking at getting a 10% reduction in Insurance costs, based on training of the Board. So far we have received 2 % and are working towards the 10% by November 15, 2014.   Administrative projects:   As stated in the last meeting, we have received the DUNS number, which will help us in proceeding to apply for grants.   Fred Hill is working on the SAMS number which should be completed soon, which allows a tracking of grants received by the district.   We are seeking a 5013c status.  This is being reviewed, because we want to make sure we receive the correct status as there are three available at this time for a non-profit.   There are presently three statues c1,c2, and c3.   In talking with other non profits, we believe we should apply for the C1 status.   We are making sure we applying for the correct status as there is a fee of $850.00 due at the time of application. We are also working on the energy improvements to help the district lower costs.   We are looking at a SDAO grant and also will receive funds from the Energy Trust which will help offset our matching cost.   We have an appointment concerning the lighting, there is an indication that the lighting cost can be reduced by 70% by reducing the amount of lighting in the bay.   A preliminary estimate for the lighting from the Energy trust is $2,700.00 which will cover a large portion of our matching funds, and reduce the districts costs to around $750.00.   We have had the heaters looked at to see if we can get more efficient ones, and have been told we have about an 80% efficiency.   We receive some suggestions to help with costs.    

 

OLD BUSINESS: Resolution 2014-2 was presented To Allow expenditures from the Equipment Reserve Fund.   Fred Hill read the Resolution in full. Dwayne McIntosh made the motion to approve the Resolution, Bonnie Todd seconded, the Resolution was approved by the board and signed at the meeting.

 

NEW BUSINESS:.   As you have heard, we are missing a board member. We have worked on an application for those interested in serving on the board, and along with the application is information giving them some information in what they may be getting into in being a member of the Board.   Said application is available at the fire hall during open hours and will be available on the Web site.

 

The next item in New Business, is the scheduling of a special meeting.   This will be a workshop to help the Board to discuss pending matters and follow regulations as set out in holding a meeting. We have not scheduled a date, are looking a meeting date after the September meeting, hoping we will have a fifth Board member so the board can work on pending matters and discuss matters as a five member board.   May be looking at getting the SDAO to possibly attend and help us in this meeting.   We are presently working on this and full notice will be given when we have a full schedule.

 

FIRE CHIEF REPORT:    Chief Glenn is out working on a fire, so Fred Hill, President, is going to present Glenn’s report.   First, Christy McLaren is leaving the department. She is relocating to Bend. There is a party schedules for Tuesday, which everyone should receive in a email from Mata. The Board wishes her well. There were 53 lighting strikes, 42 in July and the rest in August.   One Fatality and three minor medicals.   We have new volunteers, Barbara McIntosh, Al and Jean VanHulzen, Larry Wickland, Mike Black, and Fred Hill. Glenn wants everyone to know that he is working to prevent any fires in the Rocky Point area.

 

GOOD AND WELFARE:   Discussion was held concerning the different 501c possibilities, and once received, there is a program with the Fred Meyer rewards that we might want to look into. Questions were ask concerning the possible purchase of a Water Tender.   The board is researching what procedure we need to follow. Also Chief Glenn is looking into working on having more water for fires and has been checking water sites to see what is available if needed.

ADJOURNMENT:   Dwayne McIntosh made the motion to adjourn the meeting, Sandy Handsaker seconded it, Board adjourned the meeting at 7: 30 p.m.

 

Minutes respectfully submitted,

 

SANDY HANDSAKER

VICE PRESIDENT

 

 

Minutes of Board meetings are available for download at rockypointfireandems.com.

For further information contact Fred Hill at 971-235-2219.

 

July 8, 2014 Board Meeting Minutes

APPROVED  Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                                                      Board Members
Glenn Harman                                                                                         Fred Hill
Ph: 356-2205                                                                                           Rosie Roberts
Fax: 356-2340                                                                                          Dwayne McIntosh
rockypointfire@fireserve.net                                                                     Bonnie Todd
                                                                                                                  Sandy Handsaker

BOARD MEETING MINUTES
July 8, 2014
CALL TO ORDER: The meeting was called to order at 7:00 pm.

FLAG SALUTE: The flag salute was led by Sandy Handsaker

SWEARING IN OF NEW BOARD MEMBER: Sandy Handsaker announced that a letter of resignation from Bob Luther was accepted by the board. She then announced that a poll of the board was taken to accept Dwayne McIntosh as a new member. Rosie Roberts was asked to deliver the Oath of Office.

ROLL CALL OF BOARD MEMBERS: Members present were Rosie Roberts, Bonnie Todd, Sandy Handsaker and new member Dwayne McIntosh. Fred Hill was absent. Kathy Ross Clerk of the Board was also present.

MINUTES OF PREVIOUS MEETING: Rosie Roberts made a motion to suspend the reading of the minutes. Dwayne McIntosh seconded and the motion was carried. Dwayne McIntosh made a motion to accept the minutes and Rosie Roberts seconded and the motion was carried.

TREASURERS REPORT: Bonnie reported expenses of $6352.94. $1700 of expenses were for the BBQ fundraiser not department expenses. The total income figure of $4955.99 was reported.
Bonnie Todd made a motion to accept the Treasurers report and pay the bills. Dwayne McIntosh seconded the motion and it was carried.

FIRE CHIEF AND DEPARTMENT REPORT: Chief Glenn Harman reported that he attended the Fire Defense Board Meeting in Crescent on June 26th. He also introduced two new volunteers. Al VanHulzen and Barbara McIntosh. Chief Glenn reported 2 medical calls with one transport and one fire call on the 4th of July at Lake of the Woods. A smoke report on the west side of Pelican Butte was taken care of by the Forest Service. One medical transport from Lake of the Woods.

BOARD OF DIRECTORS REPORT: Sandy Handsaker announced that a poll of the board was taken to elect the officers of the board. Fred Hill will remain the President, Sandy Handsaker Vice-President and Bonnie Todd Secretary/Treasurer for the 14-15 fiscal year. Sandy gave a thank you to all those who worked and provided lunch for the department cleanup day. She also asked that Joy Harris be thanked for providing the flowers for the entrance to the fire department.
Fred and Bonnie worked on obtaining the DUNS number. The department now has a DUNS number. Bonnie Todd updated everyone on various projects. She is working with Energy Trust of Oregon on new light fixtures. The bay door repair has been completed. Chief Glenn has been working on weatherizing the building to cut energy costs. The 501C-3 is being applied for so that the department can apply for grants that require it. The community garden will begin taking shape after the BBQ event. Rosie Roberts reported that the Fire Med Subscriptions are coming in and being completed. Sandy reminded everyone that the annual BBQ is on July 19th.
OLD BUSINESS:
A): LAKE OF WOODS PROJECT: Sandy reported that at this time it doesn’t look like the project will be going forward. Chief Glenn explained that the concern and focus at this time is the increase in cabin owners yearly permit prices by the Forest Service. At this time they are trying to raise money to lobby against the increases. Rosie made a motion to table the project at this time. Dwayne seconded and the motion was carried.
B): EVACUATION AND INCIDENT PLAN: Chief Glenn stated that the new Evacuation and Incident Plan with the Forest Service is being worked on. There is a current plan that will be used until the new one can be completed after the fire season is over.

NEW BUSINESS: No new business was discussed.

GOOD AND WELFARE: Chief Glenn was asked about the parking lot repair. He stated that the supplies have been purchased and it is going to be taken care of. Bonnie was asked if a new heating system was looked at to help with the high energy costs. Bonnie explained that she is working with someone who will be giving an estimate of the cost of a new more efficient system.
The board and chief were complimented on their positive working relationship.

ADJOURNMENT: With no further business the meeting was adjourned at 7:22 pm.

Minutes respectfully submitted,

KATHY ROSS
CLERK OF THE BOARD
Minutes of Board meetings are available for download at rockypointfireandems.com.
For further information contact Fred Hill at 971-235-2219.

June 10, 2014 Board Meeting Minutes

APPROVED Rocky Point Fire & EMS

Rocky Point Fire & EMS
Fire Chief                                                                 Board Members
Glenn Harman                                                                 Fred Hill
Ph: 356-2205                                                                  Rosie Roberts
Fax: 356-2340                                                                 Bob Luther
rockypointfire@fireserve.net                                           Bonnie Todd
                                                                                        Sandy Handsaker

BOARD MEETING MINUTES
June 10, 2014
CALLED TO ORDER: The meeting was called to order at 7:00pm.

FLAG SALUTE: Rosie Roberts led the flag salute.

ROLL CALL OF DIRECTORS: Fred Hill, Rosie Roberts, Bob Luther and Bonnie Todd were present. Sandy Handsaker and Kathy Ross (Clerk of the Board) were absent.

RECOGNITION OF GUESTS: Fred Hill recognized Edwin Lozada and Helen Iliff.

MINUTES OF PREVIOUS MEETING: Bonnie Todd made a motion to suspend the reading of the minutes. Rosie Roberts seconded the motion. The motion was carried. Bonnie then made a motion to approve the minutes of the previous meeting. Rosie Roberts seconded and the motion was carried.

TREASURERS REPORT: Bonnie Todd reported that income for the month of May was $1,680.00 and expenses were $10,434.47. The extra expenses included salary and expenses incurred by the previous fire chief and early BBQ expenses. She also reported the current balances of all reserve funds. Rosie Roberts made a motion to accept the report. Bob Luther seconded and the motion was carried.

FIRE CHIEF AND DEPARTMENT REPORT: Fire Chief Glenn reported that the donated fire engine is now in service. Jerry Aguiar is working on obtaining more equipment for the engine. Chief Glenn thanked Jerry for all of his efforts in obtaining the donations. He also thanked Mike and Julie Black and the community for honoring the new engine with a BBQ. Chief Glenn reported 5 calls last month and none so far this month. He met with the forest service and the Red Cross to discuss wildland fire evacuation plans. Christy McLaren spoke on wildland fire training, EMT training and testing, and Volunteer Association recruitment.

BOARD OF DIRECTORS REPORT: President Fred Hill reported that as of June 1st an employment agreement between Chief Glenn and the Board of Directors was signed. The agreement includes a salary of $1750 per month with a review at 6 months and then 1 year thereafter. Fred reminded everyone that the Fire Med renewal forms were being mailed and that Rosie Roberts is the contact for information. He also announced the Rocky Point Road clean up day of Thursday June 19th starting at 9am at the fire hall. Lunch will be provided. Fred went on to explain that a point of order was brought up at the last board meeting. The context being that the President of the board cannot make a motion or vote on an issue unless breaking a tie. He explained that the Rocky Point board policy states that they follow “Roberts Rules of Order”. Those rules address board policy relating to small boards under 12 members. The President in a small board has all the rights as all other board members therefore may make motions and vote on all issues. Fred also announced that the new board member positions are now clarified and a new list will be submitted to the county clerk’s office.
OLD BUSINESS:
Adoption of the 2014-2015 Rocky Point Fire & EMS Budget: Bonnie Todd made a motion to approve resolution number 2014-2 adopting the 2014 2015 budget. Rosie Roberts seconded and the motion was carried.
911 Radio Group: Fred stated that there is no new information at this time on the county process with regard to 911. The issue was tabled until the next meeting.
NEW BUSINESS:
Community Garden: Helen Iliff spoke on a proposal for a community garden at the fire station. The proposal includes design ideas, materials lists and suggestions on how the garden can benefit the fire department as well as the community. Helen and her husband Edwin Lozada have agreed to be the key promoters in implementing the program with help from other community members who have offered their help. Through donations of time and materials there should be no cost to the department. Implementation would begin following the BBQ fundraiser.
Suggestions for the program are welcomed. Fred suggested that the Chief and board give permission to use the grounds for the proposed garden.

GOOD AND WELFARE: Fred clarified the point of order discussed under the Board of Directors report. Chief Glenn confirmed that the repair to the parking lot would be completed before the BBQ event. There was a reminder about the presentation of the Cadman’s updated Rocky Point History Book on Thursday at 7pm in the Aspen Room. Chief Glenn asked for help with the Fire Defense Board Dinner scheduled for Sept. 25th.

ADJOURNMENT: The meeting was adjourned at 7:56pm

Minutes respectfully submitted,

Kathy Ross
Clerk of the Board
Minutes of Board meetings are available for download at rockypointfireandems.com.
For further information contact Fred Hill at 971-235-2219.

1 4 5 6 7