Rocky Point Fire & EMS
Fire Chief Board Members
Glenn Harman Fred Hill
Ph: 356-2205 Dwayne McIntosh
Fax: 356-2340 Bonnie Todd
firstname.lastname@example.org 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,
Minutes of Board meetings are available for download at rockypointfireandems.com.
For further information contact Fred Hill at 971-235-2219.