REDMOND FIRE & RESCUE 341 NW DOGWOOD AVENUE BOARD MEETING AGENDA March 13, 9:30 am

Transcription

1 REDMOND FIRE & RESCUE 341 NW DOGWOOD AVENUE BOARD MEETING AGENDA March 13, 9:30 am 1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. AGENDA CHANGES 5. CONSENT AGENDA a. Meeting Minutes 6. PUBLIC COMMENTS 7. PUBLIC PRESENTATIONS LifeFlight Victor Walco 8. DIVISION REPORTS BUSINESS/FINANCIAL CFO Jodi Burch a. Monthly Financial Review b. Check Approval c. Board Stipend ADMINISTRATION/AMBULANCE BILLING Office Administrator Diane Cox a. February Ambulance Billing b. January FireMed Revenue Review c. Destruction of Records Resolution OPERATIONS - Deputy Chief Puller a. Monthly Response Report EMS/TRAINING Division Chief Kelly a. EMS Report b. Training Report FIRE & LIFE SAFETY Division Chief Cooper a. Monthly Statistical Report b. New Construction Update 9. FIRE CHIEF REPORT Chief Kehmna a. Six Corners Update 10. NEW BUSINESS 11. OLD BUSINESS

2 12. BOARD MEMBER COMMENTS 13. BOARD PRESIDENT COMMENTS 14. ADJOURN Anyone needing accommodation to participate in the meeting must notify Diane Cox at least 48 hours in advance of the meeting at or Redmond Fire & Rescue does not discriminate on the basis of disability status in the admission or access to treatment, employment or in its programs or activities.

3 REDMOND FIRE & RESCUE BOARD MEETING MINUTES February 13, 2019 BOARD PRESENT: President Carroll Penhollow, Vice President Carrol McIntosh, Secretary/Treasurer Craig Unger, Member Gary Ollerenshaw, and Member Ken Kerfoot STAFF PRESENT: Fire Chief Ken Kehmna, Deputy Chief Jeff Puller, Fire Marshal Traci Cooper, Division Chief Doug Kelly, Battalion Chief John Wood, Battalion Chief Garrick Terry, Chief Financial Officer Jodi Burch, Office Administrator Diane Cox, and Administrative Assistant Carina Howrey STAFF ABSENT: None PUBLIC PRESENT: Randy Davis CALL TO ORDER: President Penhollow called the meeting to order at 9:30 am. ROLL CALL: All Present AGENDA CHANGES: None CONSENT AGENDA: Board Member Unger made a motion to approve the minutes of the January 9, 2019 board meeting. The motion was seconded by Board Member Kerfoot and approved by unanimous vote. PUBLIC COMMENTS: None PUBLIC PRESENTATION: Glen Kerns, the district s auditor with Accuity, reviewed the most recent independent auditor s report. They are offering an unmodified (clean) opinion. Glen asked for any questions, there were none. DIVISION REPORTS: Chief Financial Officer Jodi Burch 1. Monthly Financial Review a. Jodi shared highlights from the 2019 January financial dashboard. 2. Check Approvals a. Stryker Sales $26, b. City of Redmond $14, c. SDIS $79, Discussed the migration to Kronos a. Migration will allow us to go cloud based and update TeleStaff simultaneously.

4 Office Administrator Diane Cox 1. Front Office Update a. Diane introduced the new Administrative Assistant Carina Howrey. 2. Ambulance Billing Dashboard a. Discussed January Charges, Payments & Write Offs i. Diane mentioned the revenues being lower due to holding all Medicare invoices on January calls. This process allows for the new year s deductibles to be collected by other healthcare providers. This will even out over time and is expected. 3. December FireMed Revenue a. Board Member Ollerenshaw asked questions regarding our switch from AirLink to LifeFlight. Diane discussed having FireMed come for the March board meeting and asked what questions the board would want to have answered. Board member Ollerenshaw would like to know about future ad campaigns, both the plan and time frame. Deputy Chief Jeff Puller 1. Discussed the Monthly Response Report EMS/Training Division Chief Doug Kelly 1. Discussed the January call report 2. Training hours for the month a. 447 hours of EMS training b. 350 hours of fire training 3. EMS Only Position a. Chelsea Maloney promoted to Firefighter Paramedic b. Colton Steinke resigned and is returning to Warm Springs c. We are backfilling single role paramedic position openings d. We will retest for part time EMTs on Ambulance surplus a. Two ambulance units are being retired and staff is requesting permission from the board to surplus each. b. Board Member Kerfoot made a motion to approve the ambulance surplus. The motion was seconded by Board Member Ollerenshaw and approved by unanimous vote. Fire & Life Safety Division Chief Traci Cooper 1. Monthly Report for December a. Chief Cooper reviewed Fire & Life Safety program statistics for A discussion was had regarding new construction and the possible need for another employee. Chief Kehmna wants to wait to see what the financial future is going to be. Discussion was had regarding the contract with the city that includes provision to have them assist with hiring due to city planning.

5 FIRE CHIEF REPORT: Chief Ken Kehmna 1. Six Corners Property Update a. In November we were notified by Deschutes County that they were moving forward with modifications. The county is taking the property via eminent domain. Chief Kehmna plans to reach out and see what discussions Redmond Fire & Rescue had previously with the county regarding this property. 2. Local Option Levy a. Administrative Staff reached out to Liz Loomis, a public relations marketing consultant, to talk through the process for a Levy in May. i. Liz needs a full year to lay groundwork for a local option levy and/or bond. We discussed strategies for moving forward with both options. We will work closely with Local 3650 on a campaign. It is anticipated we will go to the voters next May. NEW BUSINESS: None OLD BUSINESS: None BOARD MEMBER COMMENTS: None BOARD PRESIDENT COMMENTS: None ADJOURN: Being no further business, Board Member Ollerenshaw moved to adjourn. The motion was seconded by Board Member Kerfoot and was approved by unanimous vote. The meeting was adjourned at 10:48 am. Approved: March 13, 2019 Carroll Penhollow, President March 13, 2019 Craig Unger, Secretary/Treasurer Attest: March 13, 2019 Carina Howrey, Administrative Assistant

6 Redmond Fire & Rescue Ambulance Billing Report March 2019 Sansio RevNet February Charges (Gross) 365,308 (Net) 213,240 February Payments 158,033 February Write Offs (22,086) FireMed $ 2,336 (5 claims) Collections 17,219 (25 claims) Financial Assistance 920 (4 claims) Management 1,611 (5 claims) YTD Accounts Receivable (02/28/2019) 548,021 Billed through 02/05/2019 as of 02/28/2019 FireMed Statistics JAN YTD FireMed Member Payment 4, , Donations 0 0 Patient Account Write-Offs (2,048.00) (14,365.00) Life Flight Management Fee* (1,073.54) (8,329.79) FireMed Revenue 1, ,724.38

7 REDMOND FIRE & RESCUE RESOLUTION NO ALLOWING DESTRUCTION OF RECORDS AUTHORIZED BY OREGON ADMINISTRATIVE RULES 1. WHEREAS, the attached Certificate of Records have been retained beyond the periods set forth in the Oregon Administrative Rules and are ready for destruction. Items may be disposed after March 13, 2019; 2. NOW, THEREFORE BE IT RESOLVED, Redmond Fire & Rescue has voted during a regular Board meeting to allow the destruction of records listed in the attached Certificate of Record; 3. ADOPTED BY THE DISTRICT BOARD AND SIGNED BY THE BOARD PRESIDENT THIS 13 th DAY OF May. Carroll Penhollow, Board President May 13, 2019 Craig Unger, Board Secretary/Treasurer May 13, 2019 Attest: Diane Cox, District Recorder May 13, 2019

8 REDMOND FIRE & RESCUE CERTIFICATE OF RECORDS AUTHORIZED TO BE DESTROYED The following records have been retained beyond the periods set forth in the Oregon Administrative Rules and are aready for destruction. Items to be disposed of after March 13, 2019 ORA Number Description Retention Law (1) Facilities Use Agreement 1 year Deschutes County Sheriff's Office 2/19/18-2/22/18 St Charles 1/12/2018 Deschutes County Ascessors Office 11/6/2017 OSP Critical Incident Response 11/21/2017 Oregon Departmetn of Fish & Wildlife 11/9/2017 Tyler Kirk 10/28/2017 Oregon State Police 10/9/17-10/10/17 Leadership Redmond 10/19/2017 St Charles 9/11/2017 COFMS 6/15/2017 Central Oregon Interagency Dispatch 5/16/2017 FGR NWR Crew Boss 5/31/2017 City of Redmond 5/11/2017 COFMS 4/27/2017 Central Oregon Fire Management Service 3/14/2017 St Charles 3/15/17-3/17/17 USF - Cancelled 2/21/2017 Redmond Police Department 12/30/2016 Deschutes County District Attorney 10/19/2016 St Charles 7/19/16-7/21/16 Deschutes Basin Board of Control 8/3/2015 DCHS 8/18/2015 Redmond Police Department 7/14/15-7/17/15 State of OR Healthcare 3/3/2015 HPP 3/3/2015

9 Central Oregon Fire Management Service 1/13/2015 Central Oregon Fire Management Service 2015 Redmond School District 1/21/2015 Central Oregon Irrigation District 12/9/2014 St Charles 5/19/2014 Central Oregon Council on Aging 1/31/2014 Central Oregon Irrigation District 2/10/2014 St Charles 9/8/14-9/11/14 Oregon League of Cities 4/25/14-4/29/14 Terrebonne Water District 2008 Deschutes County Health Departmetn 5/29/2014 Bureau of Land Management 1/14/2014 State of Oregon Watershead Enhancement Board 1/7/ (9) 2010/2011 Novotny Contract 6 Years (9) 2008 PCC Field Experience Agreement 6 Years (9) 2008 Fitness Journal 6 Years (9) WHR Motorsports agreement 6 Years (9) College of Emergency Services agreement 6 Years (35) 2016 Countryside Living Complaint document 2 years (35) General Release 2 years (2) 2016 Daily Duties 2 years (40) OFCA Conference Committee Meeting 2 years (1) Accounts Payable Records 3 years 2014 Accounts Payable

10 Accounts Payable Accounts Payable July Dec 2015 Accounts Payable (2) Accounts Receivalbe Records 3 years Accounts Receivable Accounts Receivable (12) 2015/2016 Budget Proposal 3 years (16) Grant Records 3 years OP eee EMW 2007 FO EMW 2008 FO Ford Family Station Two Construction grant OP ddd (18) 2006 Inventory Records 3 years (18) Helmet Forms 3 years (19) 2013/2014 Petty Cash Fund 3 years (20) 2014 Turnout Purchase 3 years (20) 2015 Ford Explorer purchase records 3 years (2) Bank Transaction Records 3 years Bank Transactions Bank Statements Volunteer Financials Bank Transactions (7) 07/ /2015 Revenue Receipts 3 years

11 (7) 2015 Bank Transactions 3 years (8) Emergency Medical Incident Records 10 years 2007 PHCR A-B 2007 PHCR C-D 2007 PHCR E-Ha 2007 PHCR He-K 2007 PHCR L-M 2007 PHCR N-R 2007 PHCR S 2007 PHCR T-Z 2008 PHCR A-Bo 2008 PHCR Br-C 2008 PHCR D-F 2008 PHCR G-H 2008 PHCR I-L 2008 PHCR M 2008 PHCR N-Q 2008 PHCR R-Sp 2008 PHCR St-Z 2007 Non-Transports (12) Fire Investigations Not Involving the Loss of Life 10 years 2075 SW Juniper Ave 2/8/ Oneill Way 8/15/ SW Quarry Ave 1/10/ SW 27th St 2/21/2007 Coopers Hawk Dr 4/12/ NW Tetherow 5/4/ NW Quince Ave 5/17/ SW 15th St 7/3/ NW Birch Ave 9/3/ NW Hemlock Ave 9/20/2007

12 1885 Lower Bridge Way 9/26/ SW 11th St 10/10/ NW 4th St 2/12/ SW 10th 4/2/2008 Ball, Lane Reckless Burning Invoice 5/7/ Incident Files 1/1/08-12/22/ Incident Files 1/13/07-10/24/ NE Zamia Ave 12/20/ (13) Fire Investigations Grass and Weed Control 3 years 3200 NW 39th St 5/7/2013 LBE 7/13/ S HWY 97 9/9/ (9) Firework Permits 2 years after disposition 2013 Fireworks Permits 2014 Fireworks Permits 2015 Fireworks Permits 2016 Fireworks Permits (24) 2014 Training Rosters 1 year (9) Payroll Registers 3 years 2013/2014 PEHP Submittals 2014 Payroll Administration Reports (8) Payroll Administrative Reports 3 years 2013/2014 Flex Spending 2014/2015 Employee Deduction 2014/2015 Flex Spending 01/ /2015 Flex Spending 2015/16 Vacation Buy Back 2014/2015 Payroll Administration Reports

13 APPROVED BY: Caroll Penhollow, Board President Craig Unger, Secretary/Treasurer Diane Cox, Disctrict Recorder I hereby certify the above records were destroyed by shredding this day of, 20 Diane Cox, Disctrict Recorder

14 REDMOND FIRE AND RESCUE FIRE AND LIFE SAFETY REPORT January 2019 Public Education: # of Events # of Participants Firefighters are our Friends /Tours (Pre) What is an Emergency 911 (K) Matches and Lighters are Tools not Toys (1st Grade) Presentations Events Food drive pizza parties Totals Car Seat Program: Clinics held 1 Seats checked at clinics 6 Seats checked outside of clinics 3 Seats purchased 4 Revenue for seats $60 Helmet Program: Helmets provided 0 Smoke Alarm Program: Assists 5 Number installed 0 Key Box Program: Residential 2 Commercial 0 Juvenile Firesetter Program: 0 Youth in program Youth graduated

15 Fire and Life Safety Inspections: New inspections 2 Re-inspections 1 New Construction: Plans reviewed City 25 Sprinkler line Warehouse Lot partition Office building Maple Meadows x2 Obsidian Trails SW 15 th water main Barbara s Place water line Tenant improvement x3 192-unit apartment complex with 16 townhomes 30-unit apartment complex Storage building Final plat for cottages 48-unit apartment complex Triple Ridge Phases 3 & 4 Fire lines x4 Village at Ridgeview 5 plex 6 plex County 2 Single family dwelling Lot line adjustment Final inspections 1 Heights at the Crossings Private Hydrant Plan Reviews 4 Inspections 5 Fire Investigations: 3 Shop fire House fire RV fire