Medford Rural Fire Protection District #2 200 South Ivy, #151 November 4, :00PM Board Meeting Minutes

Transcription

1 Call to Order 3:00PM- Regular Meeting Medford Rural Fire Protection District #2 200 South Ivy, #151 November 4, :00PM Board Meeting Minutes Roll Call President Jack Tait Vice President Bob Sheets Sec/Treasurer Dan Marcisz Director Bill Riggert Director Joe Brooks Introduction of Guests- None Staff Members in Attendance Brian Fish, Fire Chief Justin Bates, Deputy Chief- Operations Tom McGowan, Battalion Chief- Training Greg Kleinberg, Fire Marshal, Fire & Life Safety Pam Webber, Executive Admin Assistant Public Comment- None Motion to approve Minutes of October Meeting- Sheets Second- Riggert Financial Status Report- Marcisz Demand Account Sinking Fund Fund , Fund , Checking Account 12, Pool Plus 92, Total 147, Total 912, Marcisz presented expenses Expenses PO#1598 HR Answers- Policy Manual PO#1599 City of Medford- Summer Wildland Program 19, PO# 1600 State of OR- Ethics Assessment PO#1601 SDAO Membership Dues PO#1602 Quality Printing- Fall Newsletter 2, PO#1603 Card Member Services- Best Buy Computer Secretary/Treasurer Monthly Stipend $ Total Expenses $24, MRFPD #2 Board Meeting Notes 1

2 There was a discussion regarding the KDP Certified Public Accountants invoice in the amount of $1,388. Marcisz met with the CPA for approximately two hours to become more familiar with the District Financial business. He is questioning the number of hours billed and will make contact with KDP for a clarification of the charges. The invoice will be held until next month for approval. Motion to pay expenses in the amount of $24, Riggert Second- Brooks Pierce Travel-Marcisz Marcisz referred to the Pierce pumper agreement that includes and travel expenses. The agreement for each pumper includes four trips. He noted if any of the four travel positions are not utilized, then the expenses are refunded. Chief Fish said that the department has plans to send members of the Fire Apparatus Committee to evaluate the specifications. He anticipates that there will be a need to utilize all eight positions (between the two pumper contracts). There was a brief discussion regarding the responsibilities of the Apparatus Committee members once they arrive at Pierce. Summer Wildland Officer Invoice- Fish Chief Fish reviewed a spreadsheet detailing the Summer Wildland Officer Personnel expenses. He provided an explanation for a rate change and a period of time that the Officer was out on vacation/school leave. There was a discussion regarding the total properties visited. Bates noted that an added value of the program is the presence of Fire Personnel in the rural district and FF Jensen s ability to connect with the rural citizen. Bates presented an overview of the program including properties visited and contacts with Citizens (see document). The board is satisfied with the accomplishments of the Wildland Officer and with the value of program. Correspondence- Brown and Brown insurance policy- Webber City of Medford annexation notification- Marcisz Memorial donation received in memory of D. Venekamp- Webber A check was directed to Medford Fire District. The obituary listed Medford Fire Officers Association as a memorial contribution recipient. Marcisz will contact the sender and clarify the intention of the donation. Staff Reports- President Tait requested that Staff reports are taken out of order and presented prior to New Business. Activity Report- Bates/Kleinberg The activity reports were presented by Chief Bates and Chief Kleinberg. Bates reviewed a map indicating the calls over the past month. MRFPD #2 Board Meeting Notes 2

3 Kleinberg also shared an evacuation map that he is developing for the City. He offered to do the same for the district. This would require the purchase of signage to post on the evacuation routes. Kleinberg will research further and report back to the Board of Directors. Fire Station Building Project- Fish The project managers proposed an ordinance to extend the construction, ORW contract. The extension will allow time for a re-design of stations #2 and #4. The ordinance will be presented for a second reading following a six to two No vote. The changes include a different roof design and several other design changes, but will continue to include space for two companies. Following the Council process, Chief Fish anticipates the revised plan will be presented in February for a final vote. Chief Fish s priority is Fire Station #2. There was a brief discussion regarding the timing of the project and the vacated property at 8 th and Lincoln. Chief Fish reviewed some of the options available to continue to help fund the project. Chief remains optimistic about the process. New Business Ballistic Vests- Fish Chief Fish noted that it is becoming more evident that our personnel will need an added means of protection in light of the recent potentially dangerous incidents. He introduced the idea of providing our personnel with ballistic vests that can be utilized during high risk situations. He noted several recent Medford EMS responses where weapons were involved and our personnel may have been at added risk. The Chiefs met with a ballistic vest vendor representative who is a member of the Fire- Rescue Group Purchasing Organization. Local Police agencies have also purchased vests from this vendor, including Medford PD. Chief Fish s intention is that the vests are to be utilized by our personnel for risky situations (weapons present). Firefighters are discouraged from depending on the vests in order to take more risk. It is an extra layer of protection, rather than a reason to take risk in dangerous situations. MFR medics should not enter a dangerous situation until the police declare that the incident to be safe for medical personnel. He explained that the front line apparatus will be supplied with a ballistic vest and helmet for each Firefighter. Chief anticipates that the total cost will be approximately $50,000. He introduced the subject to the board as information and anticipates that he will present a request for five vests to be purchased by the district. There was a discussion regarding the situations the vests would be used and the board decided that they would move forward with the motion. Chief Fish indicated a total expense to the district will not to exceed $10,000. Sheets recommended a storage bags are added to protect the vests. Motion to purchase five ballistic vests, not to exceed $10,000- Sheets Second- Riggert MRFPD #2 Board Meeting Notes 3

4 Old Business City Contract Negotiation- Sheets Sheets requested the contract discussion for the upcoming agendas, listed under old business. He would like the subject to remain on the agenda and continue the discussion in the process of renewing the City/District contract. Venekamp Plaque Discussion- Tait The members discussed the plan to divide the expense of the plaque among the board members. This is a charge that will be paid by individuals, not with district funds. Tablet Device- Bates BC Keylock researched several devices that would be appropriate for the board members use. He presented two windows based options: 1. Surface Pro 3 with a 12 screen- compact, portable and a battery life that lasts approximately three days. A mouse and pen can be added. The cost is $1,158 or the smaller screen version is $ Toshiba Satellite LapTop Computer- with a touch 14 screen- The cost is $500. Following a brief discussion, the board members agreed on the preferred device. There was a discussion regarding the future of I-pads currently in use. Bates suggested that the district utilize the devices for Wildland programs. Moved to purchase four laptop devices with cases-sheets Second- Marcisz Unanimous Policy Manual Update- Marcisz The manual was previously adopted, and several changes/corrections were suggested. Marcisz noted the changes and he will see that the manual is updated. Good of the Order Educating the public on dialing 911- Sheets Sheets suggested a newsletter article to educated citizens on the things that they can do to be prepared in the event that they may have to place a 911 call. He suggested a medication list, contact numbers, etc. Chief Fish suggested obtaining the information from dispatch. The title might be something like; 10 things to think about before you have to call 911. The information would need to be available by January to develop the newsletter. District Charge Card- Marcisz Marcisz learned that the district does not have the proper business charge card and that Venekamps name remains on the account. He is in the process of updating the information. MRFPD #2 Board Meeting Notes 4

5 Newsletter Article- Marcisz Dan made a request to allow two weeks for the board members to review the newsletter before it is sent in for printing. Pam will see that it is sent to the board members two weeks in advance. The board was also reminded to have any articles submitted in a timely manner. Information for the Public- Marcisz Marcisz requested we send information articles out on department activities. There was further discussion regarding the media and information that is provided for print. Fire Station #2 Property- Fish Chief Fish noted that since the building process will not take place until after the end of this year, the Stewart Avenue property will be leased out to a Christmas tree sales company during the month of December. Action Items Action Item Responsible Due Date Person Purchase laptops for Board Members Keylock ASAP Meeting adjourned 5:10PM Respectfully submitted by Pam Webber, MFR MRFPD #2 Board Meeting Notes 5