ALFALFA FIRE DISTRICT
REGULAR BOARD MEETING
Alfalfa Community Hall, 26155 Willard Rd, Alfalfa, OR
December 28, 2016—6PM
MEETING MINUTES:
Due to inclement weather, the December 14, 2016 business meeting was cancelled and rescheduled for December 28, 2016. The December 28, 2016 meeting was called to order by President Bob Kathman followed by the Pledge of Allegiance and roll call.
ROLL CALL:
Staff:
Fire Chief, Ron Thompson
Board of Directors:
President, Bob Kathman
VP, Nate Starr
Treasurer, Rowan Hollitz
Director, Gary Hughes
Secretary, Carolyn Chase
Visitors in attendance:
Ole & Lynnanne Olsen
Bob Pardee
PREVIOUS MINUTES:
The minutes from November 9, 2016 and November 23, 2016 had been previously read and corrected prior to the December 28, 2016 meeting. Hollitz moved to approve the minutes and was seconded by Starr and approved by all.
TREASURER’S REPORT:
Treasurer Hollitz presented the Board with $8,433.98 in bills to be paid. Check #1151 in the amount of $2,410.00 to SDIS for liability insurance, Check #1152 in the amount of $395.98 to Northern Energy for propane for storage, check #1153 in the amount of $448.00 to Bryant Emerson for legal fees, check #1154 in the amount of $5,175.00 to ANG Engineering for the engineering of fire station, check #1155 in the amount of $5.00 to Master Card for Akismet anti-spam. Secretary Chase moved to pay the bills and was seconded by Starr and approved by all
CHIEF’S REPORT:
During the month of December there were no fire or medical incidents to report.
All the fire apparatus are in working order and ready for service. Engine #921 and the water trailer are in storage, full of water and ready to respond.
There are currently 16 firefighters and 3 medical responders. Due to holidays and weather only one meeting was held in December.
The winter storage is working well with the propane heater keeping the storage bay warm and the water in the tanks from freezing.
Chief Thompson attended the Central Oregon Fire Operations Group meeting and next week will be attending the Oregon Volunteer Firefighter roundtable meeting in Salem.
Chief Thompson began working on agreements with BLM and ODF for mutual aid.
Chief Thompson outlined the goals for 2017 which included the purchase of a water tender, type-1 engine and a utility trailer. Equipment for the firefighters would be PPE for structural firefighting and 8 SCBA’s. Continuation training for firefighters is a priority and some of the training will be conducted online.
Fire prevention is essential for a healthy community and steps will be taken for community awareness. Grants will be a large portion of revenue for purchasing tools for the station and mechanical tools for the engines. Policies will be put in place regarding earthquake plans, electrical safety, propane emergencies, traffic accidents, structure, wildland and vehicle fires.
OLD BUSINESS:
Gary Hughes reported that the construction plans are ready and that Jerry Milstead is working on the RFP package and David Ulbricht is working on the financial agreement. The final report from Redmond Engineering is being worked on and awaiting the resultsof the seismic and soil tests ANG Engineering is working on the details for the building plans.
NEW BUSINESS:
Treasurer Hollitz gave the Board an overview of the current 2016-2017 budget and held the discussion on the current and projected expenses and see what adjustments or corrections need to be made such as add additional line items or categories to better define or track the expenses. Hollitz agreed to make a glossary of items in the budget for future review.
Chief Thompson advised the Board that he has been in contact with Chief Brian Huff at Jefferson County Fire Department and they have a water tender that is up for sale. Chief Thompson provided photos of the water tender and it is a 1985 Ford 9000 diesel. It has a 3500 gallon baffled steel tank and is in very good condition. A water tender is the Districts number one vehicle need and is within the District’s budget. There was much discussion about the possibility of purchasing the tender and a decision will be made soon.
President Kathman spoke about establishing an AFD policy about performance reviews for the fire chief position. Currently there is nothing in the AFD policy manual and it will be up to the Board of Directors to take the responsibility for establishing one. Kathman requested input from the Board and to have it ready by the end of February.
President Kathman reviewed the 2017 strategic plan with the Board and had minor changes. Chief Thompson shared the goals for operations for 2017 such as the purchase of a water tender and a type 1 engine, additional equipment for the firefighters and continuing training for the firefighters and medical personnel.
President Kathman reminded the Board that election for board members will be on the May ballot. The positions that are open are positions 1, position 3, position 4 and position 5. All positions are for a four year term except position 3 which will be a two year term completing the balance of a remaining four year term. The filing process begins February 4th and ends March 16th. The election openings will be posted on the website for anyone interested in running for a position.
Chase moved to adjourn the meeting at 8:30PM and was seconded by Hollitz and agreed by all.
NEXT MEETING: The next meeting is a regular business meeting on Wednesday, January 11, 2017 at 6PM and the next work session is on Wednesday, January 25, 2017 at 6PM.
______Carolyn Chase, Secretary