BOARD OF DIRECTORS MEETING
Oct 21, 2009
BOARD
MEETING CALLED TO ORDER
TIME: =
; 7:03
PM =
;
LOCATION: =
Station
1
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ROLL CALL =
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bsp; =
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bsp; =
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bsp; =
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bsp; ABSENT
Lyn Hennion &=
nbsp; &=
nbsp; &nbs=
p; Secretary / Treasurer
Dave Laananen &=
nbsp; 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
Sandy Shaffer &=
nbsp; Budget Committee
=
SPEAKERS AND GUESTS
&nbs=
p; Rick made the annual audit presentation to the b=
oard
and members present. He stressed that it is his responsibility to express an
opinion about whether the financial statements prepared by management with =
the
Board’s oversight are fairly presented and in conformity with the
professional standards required under
=
He
initially reviewed the comparison in the General Fund of Budget versus Actu=
al.
He explained the favorable revenue balance and differences in expenditures.=
He
also expressed that having 7 months of reserve met with his approval not on=
ly
for sound financial strategy but also for not having to borrow, as do so ma=
ny
other agencies. He also stated that although ½ of the budget is
allocated to Personal Services, that this is a good ratio by comparison to
other agencies. He explained how grant activity offset Capital Outlay and t=
he
overall favorable ending fund balance. He feels that the district is in a
healthier position than one year ago and that the liquidity is in good shap=
e. His
only suggestion is to be more conservative on revenue projections.
=
As
a two year comparison, Rick explained that the decrease in assets was mainly
due to depreciation and the decrease in liabilities due to the long term de=
bt
being paid off. He reviewed the changes to Material & Services due to t=
he
Supplemental Budget. In Personal Services the PERS rate has gone down and i=
t is
not likely to increase with the current market trend and Actuarial fund
balance. He then opened to any questions from the board. The Board asked if=
it
makes a difference because of the variance in the final budget. He explaine=
d current
trends make some balances hard to project as in Property Taxes and Grant fu=
nds.
Rick suggested that when the carryover is higher than anticipated, a portion
should be transferred to the Reserve Fund for the planned future Capital
expenses. When asked if his staff had found that we have made positive
changes to Internal Controls, he not only answer yes to that question but a=
dded
that he would not change a thing and that we should accept any comment as t=
he
most efficient way to react to government controls.
=
None
APPR=
OVAL OF
MINUTES
Review minutes of Sept= . 16, 2009 meeting. The minutes were reviewed and approved as written.
&n=
bsp;
&nbs=
p; Lyn
Hennion seconded the motion.
=
; Approved unanimously.
FISCAL REPORT
&=
nbsp; The
Disbursement Voucher for September 2009 was presented: Members discussed
the disbursements to Connie Fillis and how employee costs are figured for F=
ire
Team involvement. They also asked about reimbursement for any resource sent=
to
the recent
Dave Laananen moved to approve the expenditures<=
/span>,=
as
presented, in the amount of $118,032.92 =
&=
nbsp;
&=
nbsp; Monthly
expenditures approved unanimously.
The Financial Report review:
&=
nbsp; Fuel
Reduction Grants were discussed being that the line is already more income =
than
anticipated for the budget year. Also discussed was what could be posted to
Fire Suppression fees.
Training, Maintenance and Alarms: Brett reviewed the training, maint=
enance
and alarms for the month. He explained that although they tried to bring in
outside training, the instructor was not very engaging. Other training incl=
uded
the new portable radios and task performances. Nothing out of the usual for
maintenance, although the Bay Doors were repaired at Headquarters. Alarms a=
re
down 4 from last year. The new
tender has arrived and is getting the final wiring and misc. details done.<=
u>
Fuel Reduction: Nothing to report other than we are waiting to here about the availability of the stimulus funds.
General: The Cascade systems for Station 1 & 4 have arri= ved and both will be installed by the end of the week.
= ; Brett shared the information from the first forum meeting, held with the Rogue Va= lley Fire Chief’s on Volunteer Recruitment and Retention. After getting so= me good feedback from our troops, new recruiting signs have been placed near Stations 1, 2 & 4. Brett discussed some of the national trends and our current status of volunteers. He handed out an initial draft for a Recruitm= ent & Retention Plan.
OLD BUSINESS
Board
Notification: The policy is sti=
ll
being refined as we wait for feedback from the Officers.
Replacement
of 8539: The offer of a $2500
donation and $5500 in cash was accepted. This will be a wintertime project =
once
the new tender is complete.
NEW BUSINESS
None
&n=
bsp;
The
Yard Sale has record sales of $7900.
Lyn
Hennion and Family really appreciated the presence of the Fire District
personnel at the memorial for Reeve Hennion, stating that it made a big
difference. Dave mentioned the article in
ADJOURNMENT
Th= e Board meeting was adjourned at 8:28pm. The next Board meeting will be held on Wed., Nov. 18, 2009 at Statio= n 1, 7:00 PM. The meeting will include a liability insurance review.
AVRFD #9 Board
Meeting Minutes for Oct. 21, 2009