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					            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 1


                                  CHARLESTON FIRE DISTRICT
                                  92342 Cape Arago Hwy., Coos Bay, OR. 97420-8745
                                          Phone: (541) 888-3268 Email: cfd@charter.net
                                                    www.charlestonfire.net

                                 Notice of a Regular Meeting
A REGULAR meeting of the Board of Directors of the Charleston Rural Fire Protection District will be
held on November 17, 2010 at the Barview Fire Station, 92342 Cape Arago Highway, at 7:00 PM.
THIS IS A PUBLIC MEETING AND THE PUBLIC IS INVITED.
Regular Business meeting is called to order in accordance with ORS192.610 to 192.690. This
meeting is being recorded.


                                    REGULAR MEETING AGENDA
Call meeting to order, Flag salute, and Rollcall
Approval of minutes of: Regular meeting October 20, 2010
Reports & Correspondence
        Financial: statements of revenue and expense & approval of check register
        Administrative report: Alarm and drill statistics & operations report
Unfinished Business
Station 3 construction
Discussion on remodel of Station 3 to repair serious defects in the building caused by design
problems
Billing program for Cost Recovery
Reviewing proposals for an outside billing agency for our cost recovery billing
Additional Unfinished Business:
Any business that is required to come before the Board that has risen since the posting of the agenda
New Business
Replace Phone System
Review and vote on the lease of a new phone system replacing a failing system
Radio Purchase
Vote on the purchase of radios as budgeted
Additional New Business
Any business that is required to come before the Board that has risen since the posting of the agenda
Good of the Order
Adjournment
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 2




                                   Table of Contents

                                                               Page
               1.   Board Meeting Notice and Agenda                    1
               2.   Table of Contents                                  2
               3.   Minutes of prior regular meeting                   3
               4.   Financial Summary                                  7
               5.   Activity Report                                    9
               6.   Administrative Report                             11
               7.   Unfinished Business                               13
               8.   New Business                                      14
               9.   Good of the Order                                 17
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 3


                           CHARLESTON FIRE DISTRICT
                           92342 Cape Arago Hwy., Coos Bay, OR. 97420-8745
                                 Phone: (541) 888-3268 Email: cfd@charter.net
                                           www.charlestonfire.net
  These minutes are a draft until adopted by the Board of Directors and signed by the
                                    Board Secretary.
October 20, 2010
Charleston Rural Fire Protection District Work Session of the Board of Directors
Called to Order: 6:00 PM
Flag Salute
Roll call:
Present: Roy Holland, Alan Taylor, Darrell King, Heide Cummings and Kim Davidson

The Board listened to two presentations on billing programs including EF Recovery
and Bay Cities Ambulance. They also spent time on question and answers about the
proposals from the presenters.

Work session closed at 7:20 PM
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 4


                     CHARLESTON FIRE DISTRICT
                    92342 Cape Arago Hwy., Coos Bay, OR. 97420-8745
                           Phone: (541) 888-3268 Email: cfd@charter.net
                                     www.charlestonfire.net
  These minutes are a draft until adopted by the Board of Directors and signed by the
                                    Board Secretary.
October 20, 2010
Charleston Rural Fire Protection District Regular Meeting of the Board of Directors
Called to Order: 7:25 PM
Flag Salute
Roll call:
Present: Roy Holland, Alan Taylor, Darrell King, Heide Cummings and Kim Davidson

Approval of the Minutes:
Motion: Roy Holland, 2nd by Heide Cummings to approve the minutes of the
September 15, 2010 regular meeting as submitted.
Discussion: None
Motion carried by a unanimous vote

REPORTS:
Financial:
Allan Taylor reviewed the financial report provided

Petty Cash               $        100.00
Operating                $     12,383.38
Prime                    $      6,355.80
LGIP Acct 1              $      8,236.85
Total Operating          $     27,076.03
Building Reserve         $     52,121.23
Total                    $     79,197.26

Motion: Roy Holland, 2nd by Kim Davidson to approve the Check Register &
Statement of Revenue and Expense for September, 2010.
Discussion: None
Motion carried by a unanimous vote
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 5
Page 2, Regular Meeting, CRFPD Board of Directors, 10/20/2010

Insurance Review
Ryan Massey of Wilson Heirgood & Associates addressed the Board regarding the
District Insurance Services currently in place and recommendations for the upcoming
annual renewal.

Administrative:
Chief gave report adding the current condition of Volunteer Firefighter/ Paramedic
Brian Wildman recently diagnosed with stage 4 colon cancer

UNFINISHED BUSINESS:
Station 3 Construction Discussion
Further discussion on the remodel of Station 3 occurred including looking at the
proposed plans for the exterior and interior of the building

Additional Unfinished Business: None

NEW BUSINESS
Billing Program
The Board discussed the two proposals provided during the work session noting the
main difference as EF Recovery adds a 14% fee to the invoice and Bay Cities
Ambulance takes 3% from the moneys received. The Board discussed the program as
whole and noting incomes have dropped off in recent months. After a lengthy
discussion the board requested that the Chief seek more information in the area of
references for EF Recovery.

Motion: Heide Cummings, 2nd by Alan Taylor to table the discussion and request Chief
Sneddon seeks more information on the programs.
Discussion: Alan Taylor asked about checking references for EF Recovery
Motion Carried by a unanimous vote

Additional New Business:
None
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 6
Page 3, Regular Meeting, CRFPD Board of Directors, 10/20/2010

GOOD OF THE ORDER:

A) Joint Conference November 11-13 in Bend
B) Brian Wildman Cancer Fund Spaghetti Feed




Motion: Roy Holland, 2nd by Kim Davidson to adjourn the meeting.
Meeting adjourned at 8:25 PM

                                         ____________________________
                                          Secretary of the Board
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 7

EXPLANATION OF BOARD PACKET
Reports & Correspondence
Financial: statements of revenue and expense & approval of check
register

Current Meeting Financial Report: Accounts Summary Ending October 31, 2010


      Petty Cash               $       100.00
      Operating                $    17,303.57
      Prime                    $     7,548.83
      LGIP Acct 1              $       566.20
      Total Operating          $    25,518.60
      Building Reserve         $    27,133.49
      Total                    $    52,652.09
Note that under Resolution I had to do an Interfund loan or $25,000 in late October to
make it to the point where we started receiving funds from tax revenues. We began
receiving the first of the tax revenues during the first week of November. Of the
$25,000 there is $1,598.30 due the General Fund accounts for the tender purchase
and the first payment for the remodel on Station 3. This makes the Interfund loan to
only be $23,400.
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 8



Budget Summary incomes verses expenditures:

Ending September 30 for Fiscal Year 2010/2011

      Revenues
      Other Revenues                            $    13,827.56
      Prior Taxes                               $    11,908.14
      Taxes                                     $          -
      Total Income General Fund                 $    25,735.70
      Income BERF                               $        95.04
      Total income all Funds                    $    25,830.74
      Expenses
      Personal Services                         $    92,196.96
      Materials and Services                    $    58,742.16
      Capital outlay                            $     2,670.98
      Total Expenditures                        $   153,610.10
      Transfers to BERF                         $          -
      BERF M&S Equip Repair                     $          -
      BERF M&S Building Repair                  $          -
      BERF M&S Other                            $        40.11
      BERF Equipment                            $          -
      BERF Building                             $          -
      BERF Total Expenditures                   $        40.11
      Total Expenditures all funds              $   153,650.21
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                          PAGE 9


Administrative report: Alarm and drill statistics & operations report

ACTIVITY REPORT

Call volume for the fire district this month is as follows:
      FIRE        EMS           MVA/RESCUE SERVICE CALLS
        2          38                  4                  12

     Total responses for October: 56

Call volume for the fire district this year is as follows:
      2010
      FIRE        EMS           MVA/RESCUE SERVICE CALLS                     Total
       30         294                  51                  67                 442

        Jan   Feb   Mar   Apr   May   Jun   Jul Aug Sep   Oct   Nov Dec Sub-total Total
 2010   45    39    41    30    38    44    51 58 40      56              442     442
 2009   40    34    40    49    53    51    60 54 53      45    39 46     479     564
 2008   53    34    33    58    48    45    48 60 45      50    31 43     474     548
 2007   50    42    64    60    57    51    62 63 47      48    41 68     544     653
 2006   53    51    39    40    55    57    60 41 36      45    42 48     477     567
 2005   43    60    46    58    53    43    54 46 46      38    45 67     487     599
 2004   45    43    40    48    48    40    63 54 51      52    54 46     484     584
 2003   40    43    41    46    33    47    42 69 54      70    58 56     485     599
 2002   36    28    42    44    33    59    54 65 49      54    71 62     464     597
  avg   45    42    43    48    46    49    55 57 47      51    48 55     482
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 10
TRAINING INFORMATION
  The following is a list of drills conducted for last month:
  a. Driver Training, on the road training

   b. Equipment Familiarization

   c. Personal protective equipment & Self contained breathing apparatus basics of

   d. Self contained breathing apparatus use and cleaning

   e. EMS Review

   f. Physical Abilities testing

   g. Ropes and Knots

   h. Instructor I (two weekend class for State Certification)

   i. Search and rescue during firefighting operations
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 11
ADMINISTRATIVE REPORT
  A) The Brian Wildman fund raisers recently raised over $8,000 from the bowling
     fund raiser and the spaghetti feed




  B) OFDDA/ OFCA Joint Conference

        a. The Oregon Health Division is working on changes that will require
           Emergency Medical Response teams such as ours to become regulated
           through them. Currently they do not recognize non transport based
           medical systems. With this they are proposing an annual fee based on
           number of full time medical response personnel and from what I am seeing
           right now it will b $100 per year. I at first was opposed to this however they
           assure us that this will now make agencies like ours eligible for grants
           through their system that were otherwise inaccessible to us for medical
           equipment and training. I am watching this entire process carefully as is
           Chief Jim Aldrich of North Bay Fire who represents us on the Oregon Fire
           Chief’s Association Board who is working with the Oregon Health Division
           on this item.




        b. After listening to some of the presentations this weekend I have also
           determined that our policies and guidelines are up for review and renewal
           and I hope to have those ready for legal review in January and ready for
           your review and approval in February or March. One key addition will be a
           specific credit card use policy, I have considered that our financial policies
           met that need however I now think additional would provide additional
           protection to our employees.
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 12
  C) Bandon RFPD Board President Fred Rickart passed away Friday Evening
     November 12th, her served Bandon Fire in many positions over 39 years. I am
     waiting on further information of a service and will notify the Board when
     received.




  D) At the conference I reviewed an in-service fire training curriculum program that
     provides great lesson plans for maintenance training of our Firefighters, each
     module cost is $75.00 and I ordered several to review and start using. This
     program fill a niche in the fire service that has been missing providing a decent
     drill night program with everything needed for that program or how to locate what
     is needed including drawings and materials lists for props we can build our
     selves. If you are interested in additional information check out
     www.esionline.net




Respectfully Submitted
Michael J. Sneddon, Fire Chief
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 13

Unfinished Business
Station 3 construction (Discussion only item)
Not much to discuss at this time, may have some answers for questions if
any arise.




Cost Recovery Billing Program
This was tabled from the last meeting for additional information. I contacted
the agencies currently using EF Recovery and received excellent comments
from all three. The key differences here are EF Recovery will add an
additional 14% to the bill when invoicing it and Bay Cities will take 3% of the
total bill. Both receive nothing unless invoice is paid.
      The biggest difference to our operation is that EF Recovery allows for
out input to be done electronically verses Bay Cities would be by fax or
manual delivery. In either case the need for the EMS Coordinator still exists
in the time required locating and uploading the information for the billing, he
will also still do the billing for our contract fees for the Coquille Indian
Housing Authority. Both companies will provide a monthly statement to help
in managing the status of our billing program. This statement will be
provided to Wall and Wall and will begin to show in your monthly financial
statements.




Additional Unfinished Business:
Any business that is required to come before the Board that has risen since
the posting of the agenda
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 14

New Business
Telephone System
The system here is to replace our aging system that is dying and requires
us to go to EBay to find parts. The new system interconnects with our
computers and is internet based, it also provides us with direct numbers for
the staff with personal voice mail and connects the outlying stations to our
system as one. Stations 2 & 3 will now be extensions from the main staton.
The system will also allow my phone to be connected to my Blackberry.
This will also give us caller ID which we currently do not have and the voice
mail options are internet based as well.
      This system will reduce our fees for telephone service by as much as
$100 per month however the system will require a lease of $248.00 per
month with Great American Lease for a five year lease. Our current system
was purchased in 1997 and has outlasted it’s usefulness.
      The telephone system lease requires your input and decision where
the telephone service provider requires my input.
      I have requested Mike Kruska of Cascade Tel to attend the meeting for additional
information regarding the system and why I chose the system.

The phones recommended have these features:
Feature Highlights
  ■■Up to 6 lines with call appearances
  ■■Distinctive ringing
  ■■Personal directory
  ■■Call forward/Call transfer/ Call waiting
  ■■Caller and calling line information
  ■■Callers Log
  ■■Local 3-way conference
  ■■Paging and auto-answer capabilities
  ■■Redial list, Do Not Disturb
  ■■Programmable number pad speed dial
  ■■Missed call notification
  ■■One-touch call transfer, conference or call park
  ■■Park and pick up
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 15




This system will provide seven phones at Station 1, three at Station 2 and two at
station 3. It also is a “voice over IP” system which is an internet based program
utilizing a server.

I have ordered the system and approved the service provider change, after the fact I
began to second guess my actions and think I should have had input from the Board.
With this in mind, I feel it is a good sound business decision and request a vote to
support that decision here to formalize the order.
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 16
Radio purchases
To approve the purchase of radios as budgeted. Originally we budgeted $10,100 for
this purchase however due to the length of time to get the portable radios we ordered
last spring the invoice wasn’t paid until after July 1 of this year using $2,700 of that
funding. I will place additional funding in the budget for 2011/2012 for an additional
eight (8) portable radios giving us 25 portable radios and this should set us up for the
January 2013 FCC Narrow Band requirements. As I explained during the Budget the
Federal Communications Commission has required that all radio frequency users have
equipment that allows frequencies be closer together. Our current radios are 15 plus
years old and will be obsolete as of January 2013. All of the Kenwood radios we have
purchased over the past 6 plus years meet this requirement. This purchase is from the
State of Oregon Purchasing Program meeting the competitive bidding requirements.
This purchase will be through Complete Wireless Solutions which is where all of our
Kenwood Radios have been purchased through since 2004.

Budget Breakdown

      Item            Cost each       # requested        Total Cost
Portables                  $535            7                  $3,745
mobiles 110 W            $1,475            1                  $1,475
Mobiles 50 W               $535            4                  $2,140
                                             Total            $7,360




Additional New Business
Any business that is required to come before the Board that has risen since
the posting of the agenda
            BOARD PACKET FOR THE CHARLESTON FIRE DISTRICT BOARD OF DIRECTORS
REGULAR MEETING                   November 17, 2010                         PAGE 17

Good of the Order
A) Shield Family Christmas Village will again be setting up in the meeting
  room at Station 1 and running from December 1 to Christmas Eve.

B) Congratulations to Darrell King’s Son and Daughter-in-law on the birth of
  Kassidi Makenna King born 11/15/2010 8lbs 2 oz.

				
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