Depoe Bay Rural Fire Protection District Minutes of the Board of Directors Regular Meeting Tuesday, November 10, 2015 Following the Board Workshop Station 2200 Gleneden Beach 1. CALL TO ORDER President Leff called the meeting to order at 6:00 pm. The Pledge of Allegiance was recited previously at the Board Workshop. 2. ROLL CALL by Administrative Assistant Palmer Present: President Barbara Leff Vice President Robert Batty Secretary-Treasurer David Perry Director Dennis Lloyd Director Paul Erskine A quorum was established. 3. APPROVAL OF MINUTES President Leff called for approval of the Board Meeting Minutes of October 13, 2015. Director Perry made a motion to approve the Board Meeting Minutes of October 13, 2015. Director Erskine seconded the motion. No further discussion. 4. VOLUNTEER ASSOCIATION REPORT No Report. President Leff stated that two residents have asked her if there is going to be a Toy Drive this year. The answer was yes. 5. TRAINING UPDATE Training Report is in the Board Book. Assistant Chief Johnson was unavailable for additional comments. There were no questions or comments regarding the report. Page 1 of 6
6. VOLUNTEER COORDINATOR SAFER UPDATE Report is in the book. Volunteer Coordinator, Chief Williams stated that we have officially received a turn down letter regarding the Grant so it looks like Greg Musil, the Volunteer Coordinator s last day will be in mid-december. President Leff asked that we do something nice for him and that he has done such a nice job. Chief Williams stated that we will. It was noted that we did not get a reason for the Grant denial. 7. ITEMS NOT ON THE AGENDA OPEN TO THE PUBLIC, BOARD AND STAFF PARTICIPATION Chief Williams asked for the following to be added to tonight s agenda: Old Business (E) Fire Chief s Review Phyllis asked for any outstanding paperwork for Board Members for updating check signers on the Columbia State Checking Account. Director Perry noted that the bank told him that now we are completing individual sheets for the bank, in the future it will only be the new person coming on that will have to fill the paperwork out and if there are any changes to the information that is on file, it will need to be updated. He stated they are not keeping the signatures on one card anymore-that it has been too inconvenient. Director Batty asked whether or not Board Members need to go to the bank for signatures this time. Director Perry stated that they don t if they filled out the paperwork and gave it to the bank. 8. SECRETARY-TREASURER S REPORT & STATEMENT OF BILLS Director Perry gave a Report of Payroll and Accounts Payable for the month of October 2015. He continued by giving an overview of expenditures and income for the same month along with bank balances and various fund transfers as outlined in the Board Financial Report. After hearing the following conflicts of interest; Director Batty, Check #20960 for $217.35, Director Erskine, Check #20962 for $286.35, Director Leff, Check #20963 for 241.50 and Director Perry, Check #20963 for $286.35, Secretary-Treasurer Perry made a motion to approve accounts payable and payroll activities for October 2015 noting the above stated conflicts of interest. Director Erskine seconded the motion. No further discussion Motion carried unanimously noting Board Members abstaining from each individual conflict of interest check. 9. CORRESPONDENCE A. President Leff noted that the media book was present at the meeting. Page 2 of 6
President Leff noted a lovely thank you letter to Lieutenant Leonard and crew regarding a recent call on October 10, 2015. She then read the letter at the meeting noting that Lieutenant Leonard is present at the meeting 10. OLD BUSINESS A. Station 2300 Building Committee: President Leff asked for a discussion regarding this topic and the presentation from MacKenzie at the previous Workshop. Director Erskine stated that he would like to visit Station 2300 again. Director Lloyd agreed. President Leff stated that we need to make the decision about whether we are going to do the Pre-Qualified Design Build system or use the Construction Manager- General Contractor system. She added that we need to make that decision tonight. She then reminded the Board of MacKenzie s comments on the advantages and disadvantages of each. A discussion followed with Director Lloyd suggesting we go with MacKenzie s recommendation, which was the Construction Manager-General Contractor, since no one on the Board has any special expertise in this area. The Pre-Qualified Design Build System was also discussed with the Board asking for more direction from Assistant Chief Johnson. Chief Johnson stated that he has worked with several different systems but he likes the Construction Manager-General Contractor System, especially with the tighter timelines. He feels he can help drive us to complete the seismic portion by March and not have the rest of the items completed until later. Chief Johnson also noted that we may not have to have approval from the County Commissioners since we have our own adopted Contracting Rules. He stated they are checking into that at this time. Director Lloyd made a motion that we use the Construction Manager-General Contractor System. Director Perry seconded the motion. No further discussion. Chief Williams noted that he doesn t know how we are going to pay for any of this because we have $831,000 and that doesn t even cover Option A. He added that we need to figure this out and see what our options truly are. President Leff made a motion that the Board approve an examination of potentially asking the City of Depoe Bay for some Urban Renewal dollars to work with this Station. She added that the Depoe Bay Fire Station is specifically included in Depoe Bay s Urban Renewal Plan and it was the intention of the City Council to contribute to updating the Station and that they consider it a very important part of their town. She asked for Board approval for the Chief to move forward with looking into this and talking to the appropriate people at the City. Director Erskine seconded the motion. The Chief asked that a Board Member be included and President Leff agreed and the motion was amended. Director Perry asked if they would be asking for a specific dollar amount. President Leff stated yes and that we would have to show them some sort of idea what it would cost and what we are considering doing. Chief Johnson stated that he can highlight the dollars on the spreadsheets that he can see directly relates to Urban Renewal dollars and he will have that on the Fire Chief s desk on Monday morning. A discussion followed regarding Page 3 of 6
approximate dollar amounts depending on what is covered under Urban Renewal. Director Erskine seconded the amended motion B. Vacant Budget Committee Position: President Leff noted that this item is just a place holder for now. C. Board Policy Update: Chief Williams reported that the Board created a Board Policy Committee of Directors Leff, Lloyd and the Chief. He stated that they have been working on the process and have made good progress. He believes they are up to section 5 out of 10. He noted that they are trying to identify the things that they are not doing and should be doing and trying to identify those things that need to stay as policies and those that need to be changed or discarded. The Committee plans to have the documents with all changes highlighted by the Committee before the Board approves it. President Leff stated that they plan to make a list of anything mentioned in any policy that we haven t been doing regularly but is listed as a Policy so that they will be able to show them at the same time and decide the Policy makes sense and we should start doing it or we are not presently doing it and it doesn t serve a useful purpose so we will take it out. She noted that this will be part of the review the entire Board will be involved in. D. Civil Service Commission: Assistant Chief Johnson reported that the Civil Service Commission have had their first two meetings and have gotten very busy fast. He noted that the Committee has made some minor changes. He also noted that they had a Public Hearing last week and the Committee adopted the Civil Service Commission Rules and we are ready to move forward. He then noted the minor changes made by the Commission. Chief Johnson is hopeful to start the advertising process by the end of next week. He added that he has been appointed as the Chief Examiner. E. Fire Chief s Evaluation: President Leff noted that when we went through the contract renewal process last June the evaluation was not done. Chief Williams is currently completing his Self-Evaluation and then each Board Member will complete an evaluation. The Evaluations are turned in to one or two Board Members to organize for review during a Board Executive Session. She noted that it may be hard for some of the newer Board Members to review the Chief since they haven t been on the Board that long but they do have three Members that can do the complete review. President Leff made it clear that the other two Board Members can submit a Review if they feel comfortable with it. President Leff is hopeful to have this taken care of at an Executive Session in December. Page 4 of 6
11. NEW BUSINESS A. Assistant Chief Johnson asked Board permission to appoint Director Erskine to sit on the Interview Panel for the Civil Service Commission hiring. Director Perry made a motion to appoint Director Erskine to the Civil Service Commission Interview Panel. Director Batty seconded the motion. No further discussion. 12. BOARD MEMBERS-TRAINING OPPORTUNITIES A. Oregon Fire Service Conference Seaside, OR Nov. 5-7, 2015. President Leff noted that four of the five Board Members plus the Chief attended the Oregon Fire Service Conference. Chief Williams stated that from his point of view it was not as valuable as past Conferences. Director Erskine felt that it would have been more appropriate to have a Fire Person be the keynote speaker instead of law enforcement. The Board agreed. 13. PERSONNEL AND INCIDENT RESPONSE STATISTICS-FOR INFO. ONLY Statistical information is located in the Board Books. 14. PUBLIC COMMENTS AND/OR QUESTIONS None 15. AGENDA SUGGESTIONS OPEN A Workshop for December was suggested to tour the Depoe Bay Station and discuss options and funds for the Station upgrade. A discussion followed regarding the information received from MacKenzie tonight. President Leff specifically asked that the Assistant Chief try to attend this meeting. Upcoming Meetings: Board Workshop Tuesday, December 8, 2015 4:30 pm (Meet and Tour Station 2300 Depoe Bay then conclude Meeting at Station 2200 Gleneden Beach) Board Meeting Tuesday, December 8, 2015 Following the Board Workshop President Leff noted that Board Policy calls for a motion to adjourn the Board Meetings but the Board has been adjourning by the President noting Hearing no other business. President Leff asked the Board if they felt comfortable continuing the way they have been doing it. Board consensus was to continue as we have. Hearing no other business the meeting was adjourned at 6:46 pm. Page 5 of 6
Respectfully Submitted By: Phyllis Palmer Administrative Assistant President Barbara Leff Date An audio recording of this meeting is located at the Depoe Bay RFPD, Administrative Office located at 6445 Gleneden Beach Loop Road, Gleneden Beach, Oregon. Page 6 of 6