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.

May 13, 2014 Board Meeting Minutes

APPROVED 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
MAY 13, 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, Bonnie Todd, and Sandy Handsaker were all present. Fire Chief Glenn Harman and Kathy Ross (clerk of the board) were also present.

RECOGNITION OF GUESTS: Keith Endacott from the 911 center in Klamath Falls and Diane Grieb were recognized.

MINUTES OF PREVIOUS MEETING: Rosie Roberts made a motion to suspend the reading of the minutes and Sandy Handsaker seconded the motion. The motion was carried. Rosie Roberts then made a motion to approve the minutes of the April 8th board meeting and the April 29th meeting special meeting minutes. Bonnie Todd seconded the motion. The motion was carried.

TREASURERS REPORT: Bonnie Todd reported the total assets and liabilities. Rosie made a motion to accept the Treasurers report and Sandy Handsaker seconded the motion. The motion was carried.

FIRE CHIEF AND DEPARTMENT REPORT: Fred Hill recognized Chief Glenn Harman. The Chief welcomed everyone and presented a report of MVA billings through EF Recovery. Chief Harman asked that the board approve his request to suspend his report in lieu of honoring the Rocky Point Fire Volunteers. The board agreed. Chief Harman began by introducing Captain Nick Ryan and Lieutenant Christy McLaren. Janice Jensen has completed her HTLS, pre hospital trauma life support. Documentation will allow her to assist on the ambulance as a paramedic. Chris Peterson has completed training as pump operator and is certification to operate the fire engines. Terry Roberts has been training and responding to calls using the battalion vehicle as well as assisting the department in other areas. Mickey Wampler has been helping at Fire District 4 as well as Rocky Point. He is in the process of getting his EMT certification and is working on completing on-line training courses. Dwayne McIntosh is beginning his training in pump operations. The Chief thanked the volunteers for their hard work and dedication to the department. Chief Harman reported that Chad Partington was back with the department as the paramedic but unable to attend the meeting because of a work commitment. In conclusion the Chief thanked the board and the community for their support of the volunteers.

BOARD OF DIRECTORS REPORT: Fred Hill reported that the septic system has been located inspected and pumped. A new cap will be installed for ease of access. He also reported that the budget hearing was held and that the adoption of the budget will be taken up at the June meeting. Fred reminded everyone that the approved budget is posted on the fire department website for viewing. Fred reported that the department would be filing to reinstate the 501-C3 tax exemption status. He also stated that the DUNS number is still in the process of being corrected.

Fred called on Bonnie Todd to report on the projects she has been working on. Valley Door inspected the bay doors and suggested new brushes and seals to help with the gaps surrounding the doors. The improvement would help lower the heat loss in the bay. Other areas in the building are being upgraded as needed. Bonnie is also working with Energy Trust of Oregon on cash incentives for improvements to reduce energy costs.

OLD BUSINESS:
A) LAKE OF THE WOODS PROJECT: Fred would like to form a committee of 2 to 3 citizens along with the Chief and a board member to begin talks regarding the project. Jerry Higgins has volunteered for the committee.
B) SDAO RESOLUTION: Bonnie presented the new SDAO agreement and resolution for adoption. Bonnie Todd made a motion to accept and sign the resolution. Rosie Roberts seconded the motion. The motion was carried.
C) FIRE MED SUBSCRIPTION: Rosie Roberts reported that the renewal notices for the Fire Med subscriptions should be read to mail by mid-June. The subscriptions expire July 31st. New applications will also be available.

NEW BUSINESS:
A) PRESENTATION – DIANE GRIEB: Diane Grieb presented the fire department with a check for $680 that was collected from the community to pay for the costs incurred by the district for the recall election.
B) 911 CENTER POLICY CHANGE: Fred Hill introduced Keith Endacott the director of the 911 center in Klamath Falls. Keith began by explaining that a management group was formed 6-7 years ago to obtain grants for the 911 infrastructure. The group was formed with fire departments EMS and police. The management group operates on behalf of the county. Each member of the group contributes maintenance fees annually. Rocky Point Fire/EMS contributes $250 annually. The county would like to see the group become an intergovernmental group. That group would then own and operate the equipment. If the commissioners agree then each district would need to adopt an ordinance.

GOOD AND WELFARE: The BBQ donation receipts was discussed with regard to the 501-C3. The current donation receipts can use the taxpayer ID. SDAO clarified that the department is tax exempt because it is a Special District. A suggestion was made that the board check with other fire departments to see if they have a 501-C3 and if it is necessary to obtain grants.

Chief Harman thanked Keith Endacott for his presentation and the invitation to the 911 open house.

Sandy Handsaker suggested that the board might be open to receiving requests prior to the board meeting on agenda items that may need research in order to deliver a more definitive answer at the meeting.

ADJOURNMENT: Rosie Roberts made a motion to adjourn the meeting at 7:50 p.m. Bob Luther seconded the motion. The motion was carried.
Minutes respectfully submitted,

KATHY ROSS
ROCKY POINT FIRE/EMS
CLERK OF THE BOARD OF DIRECTORS

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

April 29, 2014 Special Meeting Minutes

APPROVED Rocky Point Fire & EMS

 

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

SPECIAL MEETING MINUTES
APRIL 29, 2014
CALLED TO ORDER 7:00PM

FLAG SALUTE

RECOGNITION OF GUESTS: Fred Hill welcomed the guests present.

ROLL CALL: BOARD MEMBERS: Fred Hill, Bob Luther, Rosie Roberts, Bonnie Todd and Sandy Handsaker were present. Clerk of the board Kathy Ross, Fire Chief John Koutouzos, and Glenn Harmon Assistant Fire Chief were also present.

NOMINATION OF BOARD OFFICEERS: Rosie Roberts made nominations as follows: Secretary/Treasurer Bonnie Todd, Vice President Sandy Handsaker and Fred Hill President. Rosie made a motion to accept the nominations, Fred Hill seconded and the motion was carried.

AGENDA ITEMS:

A): PERSONNEL CHANGES: Fred announced that John Koutouzos has resigned. On April 14th Fred polled the board members to accept the Chief’s resignation. All members voted yes. Sandy Handsaker explained that the budget committee had agreed to eliminate the assistant chief position. After consulting with Luann at SDAO Sandy announced that the board would be promoting Glenn Harmon to the position of Fire Chief as of June 1st 2014. Sandy then made a motion to promote Glenn, Rosie Roberts seconded the motion and the motion was carried.

B): EQUIPMENT DONATION:
Chief John announced that Jackson County Fire District 5 is in the position to donate a surplus fire engine to the Rocky Point fire department. The vehicle is a 1980 Mac built fire engine. Fred Hill recognized Jerry Aguiar for bringing the donation forward. Fred Hill made a motion that the board accept the donation. Bonnie Todd seconded the motion and the motion was carried with a 4 to 1 vote.

C): BBQ APPOINTMENTS: Fred Hill made a motion to appoint Breanna Ryan as chairman of the BBQ committee with Bonnie Todd and Kathy Ross as liaisons to the board. The motion was carried.
D): SDAO TRUST AGREEMENT: Bonnie Todd was asked to report on the agreement from SDAO & SDIS. The trust agreement is being changed. A best practices program is being initiated. With participation in the program the department will get a discount on insurance premiums along with other perks. A resolution will have to be signed and returned by June 1st.

E): BUDGET UPDATE: Fred reported that two budget committee meetings had been held to approve the proposed budget. The budget hearing is scheduled for May 7th. At that time the budget will be presented for approval. The meeting is open to the public. The final adoption will take place at the June 10th board meeting. Fred went on to commend member of the budget committee for their work on the budget along with those who attended the meetings and helped clarify some issues. He also thanked Quilt for providing the food.

GOOD AND WELFARE:
The community members present at the meeting were invited to give comments regarding the meeting agenda items.
MEETING ADJOURNED AT 7:40 p.m.
Our Fire Department is in need of Volunteers for Fire Training and Emergency Medical Training. We need to train more Volunteers in the Fire area to help keep our current tax and insurance basis in Rocky Point. Anyone who may be interested in volunteering or knows of someone, please have them contact Fire Chief Glenn Harman by phone 541-356-2205 or email rockypointfire@fireserve.net.

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

April 8, 2014 Board Meeting Minutes

APPROVED        Rocky Point Fire & EMS

Rocky Point Fire & EMS               

Fire Chief                                                                                           Board Members

John Koutouzos                                                                                     Fred Hill

Ph: 356-2205                                                                                          Rosie Roberts

Fax: 356-2340                                                                                        Bob Luther

rockypointfire@fireserve.net                                                                 Bonnie Todd

Sandy Handsaker

                                           

                                               BOARD MEETING MINUTES

APRIL 8, 2014

 CALLED TO ORDER 7:00PM

 FLAG SALUTE

 ROLL CALL: BOARD MEMBERS:  Rosie Roberts, Bob Luther, Fred Hill and Kathy Ross (clerk of the Board). Asst. Fire Chief Glenn Harman was present. Fire Chief John Koutouzos was absent. Fred Hill announced that a poll of the board was taken regarding the two new board member appointments.

 SWEARING IN OF NEW OFFICERS: Bonnie Todd and Sandy Handsaker were sworn in as new Board members by Rosie Roberts.

 RECOGNITION OF GUESTS: Fred Hill announced that due to the number of issues on the agenda the Good and Welfare portion of the meeting would be suspended until the May board meeting.

 MINUTES OF PREVIOUS MEETING: March 11, 2014 minutes were read. Bob Luther made a motion to approve the minutes as read. Rosie Roberts seconded the motion. The motion was carried.

 TREASURERS REPORT: Kathy Ross (clerk of the board) gave the treasurer’s report. Bob Luther made a motion to accept the treasurer’s report. Rosie Roberts seconded the motion. The motion was carried.

 ASSISTANT CHIEF REPORT: Asst. Chief Glenn Harman reported 7 drills during March. Pre-fire plans are being established for Harriman Resort and Mountain Lake Bible Camp. Chief Glenn reported 2 medical calls, 1 citizen assist, 3 fire related calls and 1 MVA non-injury call.

BOARD OF DIRECTORS REPORT: President Fred Hill announced that Chief John

would be unavailable due to a personal matter. Fred thanked Rita Donato, Terry Roberts, Tony Bixler and Kathy Ross for their service and commitment to the Rocky Point Fire & EMS. Fred went on to address previous concerns.

A). GRANT PROBLEMS:

 1). The Duns number issue has been addressed and corrected. It is now assigned to the Rocky Point Fire & EMS department.

2). The system that tracks grants (SAMS) had not been upgraded since 2009. It has been upgraded and is now running.

3). The fire chief is working with SDAO on a safety grant for safety lights, security cameras and fencing.

4). The SAFER grant for staffing for adequate fire response has been applied for.

B). LAKE OF THE WOODS: Fred Hill suggested forming a citizen committee to meet with the LOW homeowners association in July in order to bring the matter of fire protection in the area to a conclusion.

C). CHIEF’S MEETING ATTENDANCE: This is an operational matter. Fred suggested contacting the chief for more information.

D). BBQ: Rita Donato has resigned as Co-chair of the BBQ committee. Kathy Ross has also resigned as Chairman. Fred suggested moving up the April 30th date of the next BBQ meeting so that the committee can discuss the options for the BBQ.

E). SDAO: A representative from Special Districts and the department’s insurance agent Rod Comer met with the chief and board members to discuss liability issues. A review of the department was conducted.

F). The Chief’s review, Quilt Donations, Fire Med and Aspen room liability discussion will be addressed in the May meeting.

MEETING ADJOURNED AT 7:30 p.m.

 Our Fire Department is in need of Volunteers for Fire Training and Emergency Medical Training. We need to train more Volunteers in the fire area to help keep our current tax and insurance basis in Rocky Point. Anyone who may be interested in volunteering or knows of someone, please have them contact Fire Glenn Harman by phone at 541-356-2205 or email rockypointfire@fireserve.net.

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

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

 Minutes respectfully submitted,

KATHY ROSS

ROCKY POINT FIRE/EMS

CLERK OF THE BOARD OF DIRECTORS

March 11, 2014 Board Meeting Minutes

APPROVED      Rocky Point Fire & EMS

Rocky Point Fire & EMS

 Fire Chief                                                                                           Board Members

John Koutouzos                                                                                   Tony Bixler

Ph: 356-2205                                                                                         Terry Roberts

Fax: 356-2340                                                                                       Rita Donato

rockypointfire@fireserve.net                                                              Bob Luther  

                                                                                                              Fred Hill

 

                                       

                                               BOARD MEETING MINUTES

                                                      March 11TH 2014

CALLED TO ORDER 7:00PM

FLAG SALUTE

SWEARING IN OF NEW OFFICERS: Rosie Roberts was sworn in as a new Board member by Rita Donato.

ROLL CALL: BOARD MEMBERS, Tony Bixler, Rosie Roberts, Rita Donato, Bob Luther, Fred Hill and Kathy Ross (clerk of the Board).  Asst. Fire Chief Glenn Harman and Fire Chief John Koutouzos absent.

RECOGNITION OF GUEST:  19 guest were present

CONCERNS AND ISSUES FROM GUEST PRESENT:  19 guest were present to discuss concerns.

MINUTES OF PREVIOUS MEETING: February 11th, 2013 minutes were read.  Rita Donato made a motion to accept and approve the minutes as written, Fred Hill seconded the motion. Motion was accepted and approved.

TREASURERS REPORT: Rita Donato reported the income and expenses for the Month of February 2014. Fred Hill made the motion to accept the financial report and pay the bills, Bob Luther seconded the motion. Motion was accepted and approved.

FIRE CHIEF REPORT: Fire Chief John Koutouzos was absent, Asst. Glenn Harman reported to the board, 1 medical call, several hours of training for the volunteers.

VOLUNTEERS ASSOCIATION REPORT: Christy Mclaren reported on the training for the Volunteers.

BOARD OF DIRECTORS REPORT:  President Bixler read Terry Roberts resignation letter dated February 28th, 2014.  President Tony Bixler voted in January by a poll of the board to increase Asst. Glenn Harman’s stipend to $1000.00, after all the hours he has put in to the department on behalf of this community.   The updating our Policy and Guidelines Manuel is complete as of 3-11-2014.  Fred Hill will take over the interface for public request for copies. He will have the forms and collect the monies. Fred Hill and Rosie Robets will be responsible for personnel issues.  We have a lot of missing equipment that has been returned and inventory is still proceeding.

OLD BUSINESS:

A).BBQ meeting April 30th, 2014

NEW BUSINESS: President Tony Bixler made the motion to accept Board of Directors Policy and guideline manual. Rosie Roberts seconded the motion and the motion was accepted and approved

GOOD AND WELFARE-COMMENTS AND CONCERNS ON ANY SUBJECT: Questions about our Donation motion which reads: All gifts, donations, or monies received from all people or entities to be given to the Rocky Point Fire/EMS district directly to be deposited in to Rocky Point Fire/EMS checking account and distributed by the district. This motion voids all other motions or agreements as of February 11, 2014.

MEETING ADJOURNED AT 11:30 PM

Our Fire Department is in need of Volunteers for Fire Training and Emergency Medical Training. We need to train more Volunteers in the Fire area to help keep our tax and insurance basis here in Rocky Point. Anyone who may be interested in volunteering or knows of someone, please have them contact Fire Chief John Koutouzos by phone 971-235-2219 or email rockypointfire@fireserve.net.

Minutes of Board meetings are available upon a request. For copies, a form is completed and charges for the labor and copies is calculated and paid. Contact Fred Hill for the forms and fees, 541-356-2110 or email (fhillrockypointfireandems.com) and copies will be delivered as soon as possible.

RITA DONATO

ROCKY POINT FIRE/EMS

SECRETARY/TREASURER OF THE BOARD OF DIRECTORS

February 11, 2014 Board Meeting Minutes

Rocky Point Fire & EMS

Fire Chief                                                                                           Board Members

John Koutouzos                                                                                   Tony Bixler

Ph: 356-2205                                                                                         Terry Roberts

Fax: 356-2340                                                                                       Rita Donato

rockypointfire@fireserve.net                                                              Bob Luther  

                                                                                                              Fred Hill

                                                

                                               BOARD MEETING MINUTES

                                                      FEBRUARY 11TH, 2014

 CALLED TO ORDER 7:00PM

FLAG SALUTE

ROLL CALL: BOARD MEMBERS Tony Bixler, Terry Roberts, Rita Donato, Bob Luther, Fred Hill and Kathy Ross (clerk of the Board). Fire Chief John Koutouzos

 RECOGNITION OF GUEST:  48 guest were at this meeting. Attached sign in sheet.

 CONCERNS AND ISSUES FROM GUEST PRESENT: discussions were held.

 MINUTES OF PREVIOUS MEETING: January 14th, 2014 minutes, Rita Donato made a motion to accept and approve the minutes, Fred Hill seconded the motion. Motion was accepted and approved.

 TREASURERS REPORT: Rita Donato reported the income and expenses for the Month of January 2014. Fred Hill made the motion to accept the financial report and Rita Donato seconded the motion. Motion was accepted and approved.

 VOLUNTEERS ASSOCIATION REPORT:   Volunteer Nick Ryan lead in the SCBA training and then at fit test .Volunteer Nick Ryan also lead in a chainsaw training.

 FIRE CHIEF REPORT: Fire Chief John Koutouzos reported 1 MVA, 3 drill night trainings of total of 9 hrs. 23 hrs. for assistant chief and 6 hrs., for the Chief. Fire. Chief’s report included 2 new members, new website (rockypointfireandems.com), applied for a grant (TIC) Fireman’s heritage fund. 3 applicants for the sleeper program to date. Request from Christy to attend EMS conference. Repairs done on 2111, bad drain valve, and our cascade system compressor bad. 2141 has had several offers and hope to sell soon.  Asst. Fire Chief Glenn Harman working on urban interface program for the district.

 BOARD OF DIRECTORS REPORT:  President Bixler read the phone polls in regards to the stipend for Asst. Chief Glenn Harman, on 1/29/2014 and 1/30/2014 all board members were polled and all voted a yes to the stipend of $800.00 for one month. We are reviewing and updating our Policy and Guidelines Manuel. We will be reviewing the cost structure (labor and copies) to upgrade to match todays actual cost.

 OLD BUSINESS:

A). Qualification for Fire/EMS personnel- Rita made the motion to accept the Qualification for Fire/EMS personnel, Bob Luther seconded the motion and the motion was accepted and approved.

 NEW BUSINESS:

A). Budget Officer-President Tony Bixler made the motion to appoint Fire Chief John Koutouzos as our Budget officer. Kathy Ross and Rita Donato will help with the Budget as well as other Board members.  Rita Donato seconded the motion. The motion was accepted and approved.

B). BBQ- President Tony Bixler made the motion  to accept the suggestion from the BBQ meeting to only have Chicken and hamburgers this year and prices of the dinners and the beer. Rita Donato seconded the motion. The motion was accepted and approved. 

C). EMS Conference- Rita Donato made the motion to accept Fire Chief John Koutouzos recommendation to pay and send EMT Volunteer Christy McLaren to the EMS Conference. President Tony Bixler seconded the motion. The motion was accepted and approved.

D). DONATIONS-President Tony Bixler made the motion that all monies/ gifts/ donations from all people or entities for the Rocky Point Fire/EMS District to be deposited in to the Rocky Point Fire/EMS checking account and distributed by the district. Rita Donato seconded the motion. The motion was accepted and approved.

 GOOD AND WELFARE-COMMENTS AND CONCERNS ON ANY SUBJECT: more discussion was held.

MEETING ADJOURNED AT 10:20 PM

 Our Fire Department is in need of Volunteers for Fire Training and Emergency Medical Training. We need to train more Volunteers in the Fire area to help keep our tax and insurance basis here in Rocky Point. Anyone who may be interested in volunteering or knows of someone, please have them contact Fire Chief John Koutouzos by phone 541-356-2205 or email rockypointfire@fireserve.net.

 Minutes of Board meetings are available upon a request. For copies, a form is completed and charges for the labor and copies is calculated and paid. Contact Fred Hill for the forms and fees, and copies will be delivered as soon as possible. Email address fbdjhill84@gmail.net .

 Please visit our website to see the minutes 01/14/2014 and any other postings of interest.   (rockypointfireandems.com). Minutes will be posted in the kiosk as will dates of meetings and agenda as always.

 Sorry for the inconvenience, but we are having some problems with our website. We hope to have it fixed soon

 RITA DONATO

ROCKY POINT FIRE/EMS

SECRETARY/TREASURER OF THE BOARD OF DIRECTORS

January 14th, 2014 Board Meeting Minutes

 

Rocky Point Fire &  EMS

Fire Chief                                                                                           Board Members

John Koutouzos                                                                                   Tony Bixler

Ph: 356-2205                                                                                         Terry Roberts

Fax: 356-2340                                                                                       Rita Donato

rockypointfire@fireserve.net                                                              Bob Luther  

 Fred Hill

 

                                               

                                               BOARD MEETING MINUTES

                                                      JANUARY 14TH 2014

 

 

CALLED TO ORDER 7:00PM

 

FLAG SALUTE

 

SWEARING IN OF NEW OFFICERS: Robert Luther and Fred Hill were sworn in as a new Board members by Rita Donato.

ROLL CALL: BOARD MEMBERS, Tony Bixler, Terry Roberts, Rita Donato, Bob Luther, Fred Hill and Kathy Ross (clerk of the Board). Fire Chief John Koutouzos

 

RECOGNITION OF GUEST: Rosie Roberts, Donna Bixler, Tess Dillenberger, Larry and Annie Wicklund and Jack Metler. Other individuals were present who left after the concerns and issues from guest.

 

CONCERNS AND ISSUES FROM GUEST PRESENT: Several guest (42) were present to discuss concerns.

 

MINUTES OF PREVIOUS MEETING: December 10th, 2013 minutes and December 30th, 2013 special meeting. Rita Donato made a motion to accept and approve the minutes, Terry Roberts seconded the motion. Motion was accepted and approved.

 

TREASURERS REPORT: Rita Donato reported the income and expenses for the Month of December 2013. Terry Roberts made the motion to accept the financial report and Bob Luther seconded the motion. Motion was accepted and approved.

 

FIRE CHIEF REPORT: Fire Chief John Koutouzos 2 calls, 1 MVA and 1 flue fire. Fire Chief John Koutouzos gave us disqualification for membership or employment based on criminal convictions. Fire Chief John Koutouzos also handed out qualifications for Driver, EMT, Firefighter, Lieutenant, Captain, Asst. Fire Chief and Fire Chief.  Fire Chief John Koutouzos also reported that 2141 was repaired and put up for sale.

 

VOLUNTEERS ASSOCIATION REPORT: NONE

 

BOARD OF DIRECTORS REPORT:  President Bixler read Mike Igou and Dean Grieb’s resignation letters (attached). President Bixler spoke about the laws in regards of an Executive meeting and violation of rules, is against the law and includes fines.  President Bixler read the phone polls, all ok with new board members. Tony Bixler, President and Terry Roberts, Vice President, Rita Donato, Secretary/ Treasurer, Robert Luther and Fredrick Hill new board members.  Terry Roberts is community interface for records and

will handle all inquiries, records, copies etc. We also have Vice President Terry Roberts and board member Fred Hill who will be responsible for Personnel Issues, responsibilities and unlawful acts committed by the board members and/or the Board as a whole or its employees.  As presented by our Vice President last year we will be reviewing/ updating our Policy and Guidelines Manuel. We will be reviewing the cost structure (labor and copies) to upgrade to match todays actual cost. We are asking any and all individuals who have property (keys, book, clothing, electronics, etc.) and any other Fire/EMS/Board of Directors material to be returned. We will use any and all other resources to recover our missing items.  President Bixler reported a theft from the Fire House, has been reported to the County Sheriff.

 

OLD BUSINESS: NONE

 

NEW BUSINESS:

 

A). Disqualification for membership or employment based on criminal convictions. Tony Bixler made a motion to adopt the Policy and Bob Luther seconded the motion. The motion was accepted and approved

B). Driver and other Qualifications-tabled.

 

GOOD AND WELFARE-COMMENTS AND CONCERNS ON ANY SUBJECT:.

 

 

MEETING ADJOURNED AT 11:30 PM

 

 

 

 

Our Fire Department is in need of Volunteers for Fire Training and Emergency Medical Training. We need to train more Volunteers in the Fire area to help keep our tax and insurance basis here in Rocky Point. Anyone who may be interested in volunteering or knows of someone, please have them contact Fire Chief John Koutouzos by phone 541-356-2205 or email rockypointfire@fireserve.net.

 

Minutes of Board meetings are available upon a request. For copies, a form is completed and charges for the labor and copies is calculated and paid. Contact Terry Roberts for the forms and fees, 541-356-2110 or email terry844@gmail.com and copies will be delivered as soon as possible.

 

 

 

RITA DONATO

ROCKY POINT FIRE/EMS

SECRETARY/TREASURER OF THE BOARD OF DIRECTORS

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