APPLEGATE VALLEY RFPD #9

APPLE= GATE VALLEY RFPD #9

BOARD OF DIRECTORS MEETING=

Aug. 19, 2009

BOARD MEETING CALLED TO ORDER

TIME: = ; 7:00 PM = ;

LOCATION: = Station 1

= ; &n= bsp; = ; &n= bsp; = ; <= /span>

ROLL CALL = ; &n= bsp; = ; &n= bsp; = ; &n= bsp; = ; &n= bsp; ABSENT

Ed Temple = <= span style=3D'mso-spacerun:yes'> = President &= nbsp; &= nbsp; Pete Stemple &nb= sp; = Vice-President

Bob Ettner= = Board Member &nb= sp; &= nbsp; Lyn Hennion &= nbsp; &= nbsp; Secretary / Treasurer

Craig Amann &= nbsp; &nbs= p; Board Member

OTHE= RS PRESENT = &nb= sp; = <= o:p>

Brett Fillis&nbs= p; &= nbsp; &nbs= p; Fire Chief

Carey Chaput&nbs= p; &= nbsp; Office Manager

Chris Wolfard = ; &n= bsp; Opera= tions Chief

SPEAKERS AND GUESTS

Dave Laananen – Accepted nomination to cover remainder of Pete Stemple’s term as Board Member.

ADDITIONS TO THE AGENDA<= /o:p>

Old Business – Policy Update 3.8

APPR= OVAL OF MINUTES

Review minutes of July= 15, 2009 meeting. The minutes were reviewed and discussed. The minutes were approved= as written.

&n= bsp; Bob Ettner moved to approve the July 15, 2009 minutes.=

&nbs= p; Craig Amann seconded the motion.

= ; Approved unanimously.=

LETTER OF RESIGNATION

Ed Temple read the letter of resignation he had just received from = Pete Stemple, ending his term as Board Vice President, effective today. PeteR= 17;s letter was full of accolades for the District and pride for the time he ser= ved. Pete wished the Board continuing success of this fiscally prudent service. = The Board will recognize his dedication to service at the next awards banquet.<= o:p>

Board Recruitment; Lyn Hennion had contacted Ed advisi= ng him that she would not be attending this meeting but supports Dave Laananen assumin= g Pete Stemple’s position on the board. Ed opened this for discussion.<= /o:p>

= Bob Ettner moved to approve the appointment of Dave Laanan= en to the remaining Board Member term.

&n= bsp; Craig Amman seconded the motion.

&n= bsp; Approved Unanimously with members present.

&n= bsp; 3&n= bsp; &= nbsp; &nbs= p; 0 &nb= sp; = &nb= sp; = 1

Ayes &= nbsp; = Nayes &= nbsp; = Absent

&n= bsp;

= ; Dave accepted the appointment to cover the remainder of Pete Stemple’s ter= m as Board Member, and was welcomed as a newly appointed Board Member.

FISCAL REPORT

   &= nbsp;    The Disbursement Voucher for July 2009 was presented: Members discussed the expenses for = the Primer Pump on the new tender, the cost for the Web site design and the qua= lifications for the Length of Service Award.

&nb= sp;

Craig Amann moved to approve the expenditures,= as presented, in the amount of $85,139.08           =

        &= nbsp;       Bob Ettner seconded the motion.

        &= nbsp;       Monthly expenditures approved unanimously.

=

=

The Financial Report review:

        &= nbsp;       As this is the first month of new Fiscal Year, members discussed why the Laundry = and Cleaning line item was already showing a 21% expenditure. Members discussed the timi= ng for the Audit presentation and decided to schedule this for the Oct. meeting.

STAFF REPORT

Training, Maintenance and Alarms; A Staff report was present= ed showing a review of the past months training and maintenance schedule.

General; Brett highlighted the use of the Mobile Training Un= it, the progress on the new tender, which is scheduled to be back next week and= the new phone system installed at headquarters.

·         New Portable Radios have arrived and training has begun. Though we are still using the old Kenwood radios until October, Brett is looking for authorization to surplus 32 of the Kenwood 290 portabl= es. They discussed the difficulty in pricing these out for sale.

Craig Amann moved to authorize the= Chief to sell or surplus the Kenwood portable radios, as he sees appropriate.

Dave Laananen seconded the motion.=

Approved Unanimously with members present.

·         A Cascade System for Station 4 has been made possible through a donation from the Ault Foundation with enough funding to purchase a new cascade system for Station 1 also. The new high pressure air systems will make approximately 100 aluminum cylinders available for surplu= s. Brett explained the possibility of selling them or receiving a credit on account from a fire equipment vendor.

Craig Amann moved to authorize the= Chief to surplus the aluminum cylinders as he sees appropriate.

Dave Laananen seconded the motion.=

Approved unanimously with members present.

·         Medford City is making 2 Manufactured Office Units available for the cost of moving them. These units are 1800 square feet each and could be converted to living spaces for Stati= ons 1 & 4. Brett presented a set of pictures and floor plan for the board to review. They discussed reasons and issues involved in converting these to living spaces. They currently do not have kitchen or bathroom facilities.
·         Tim Johnson’s incident was reviewed by Brett to inform the Board of his condition and recovery. Brett then also ga= ve a recap of the Glide Fire, though the cause is still under investigation.

·         A new phone system has been installed at Headquarters. The new system offers voice mail and a message system that is easy to access for updating information

OLD BUSINESS

Policy Update 3.8, First = Reading. The recommended changes were made to reflect the third party administration used for the Health Reimbursement Accounts.

=

Policy Update 4.14 & 4.16, Second Reading; Members discussed the importance of drill attendance.

  &nbs= p;     Bob Ettner moved to approve the Up= dated version of 4.14.2 & 4.16.1.

&n= bsp;       Craig Amann seconded the motion.

&n= bsp;       Approved unanimously with members present.

=

Board Notification; After reviewing policy for guideli= nes for press releases, Ed suggested that we develop a general guideline for how information is released and the Board is notified. He would like to see a procedure developed for releasing information to the public that addresses a protocol for succession or order of responsibility for notification when the Chief Officer is not available.

Volunteer Recruitment & Retention; Al= though the Oregon Fire Chiefs are looking to develop a model policy for volunteer recruitment and retention, Brett and Chris would like to move forward to outline solutions that address these issues regionally. Initially they are looking to develop a less demanding Basic FF training course. The idea woul= d be to train to a basic level initially then progress to FF-1 after 1 year, potentially not scaring off new recruits by the initial requirements. Developing the Task Performance guides has proved to be meaningful training= that is both serious and fun. They would still like to try out new ideas th= at include families and a certain social aspect. Demographics show that both nationally and regionally volunteer averages have dropped off by as much as 20%. This is and will be a very important issue to deal with as our volunte= er group ages. The Board asked t= o be kept informed of any response from the regional training group.<= /span>

NEW BUSINESS

Minimum Training Requirements; Covered in previous discussion.

&n= bsp;

ANNOUNCEMENTS / Good of the Order

   &nbs= p;        Sept. 19-20 Yard Sale

Dave mentioned that ODOT will be making some rep= airs to the Applegate Bridge.

Dave was invited to join Brett for the OFDDA/OFCA Conference in Bend,= OR this coming Nov.<= /p>
Board discussed the timing for the Insurance rev= iew for the Sept, meeting.

ADJOURNMENT<= /p>
Th= e Board meeting was adjourned at 8:25pm. The next Board meeting will be held on Wed., Sept. 16, 2009 at Stati= on 1, 7:00 PM.