KIOWA FIRE PROTECTION DISTRICT BOARD OF DIRECTORS MEETING April 10, 2013 The Board of Directors for the Kiowa Fire Protection District met in a regular scheduled meeting on the 10th day of April 2013, with the roll call of members as follows: Jim Jerrold Rick Kolm Ann Alley Steve Schantz The Board of Directors convened at 1905 and Chairman Jim Jerrold called the meeting to order. Approval of Agenda: Rick Kolm made a motion to approve the Agenda for April 10, 2013 with the addition of Executive Session before Candidate Interviews. Ann Alley seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Executive Session: Rick Kolm made a motion that the Kiowa Fire Protection District Board of Directors will now go into Executive Session pursuant to C.R.S. 24-6-402(3) & (4), to discuss legal matters and/or pending legal action with the District s Attorney, which in the opinion of the attorney, who will be in attendance during the Executive Session, believes that all or a portion of the discussion will constitute privileged attorney/client communications. Ann Alley seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Rick Kolm made a motion that the Kiowa Fire Protection District Board of Directors will now come out of Executive Session with the Attorney for the Board. No formal action was taken by the Board, including, but not limited to, any proposed policy, position, resolution, rule or regulation or formal action in contravention with C.R.S. 24-6-402(4). No further record was kept of this Executive Session. Ann Alley seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Statement: Attorney Bob Tibbals reaffirmed that the Executive Session was for attorney/client privileges and no decisions were made during this Executive Session. Jim Jerrold, Chairman Robert L. Tibbals, Attorney Board of Director Candidate Interviews: Robert Anderson: Lived in District 18 years and served as a volunteer member of the fire department for 12 years. Robert has not previously served on any Boards, but is currently an Auxiliary member for the Fire Department. Robert s contributions as a Board of Director is that he has served as a volunteer member and understands the operations of the District. His concern is the District s reputation. 1
Greg Birky: Lived in District 5+ years, and has been a volunteer member. Greg believes he would bring a fresh perspective to the District having 10-12 years in fire/police service and his own private consulting business. Greg s contribution to the Board is his 10-15 years of previous Board experience with South Suburban Real Estate Board and interfacing with various Boards with his consulting business. Greg s contributions as a Board of Director would be to initiate how to get residents/members to start working as a team. His concerns are: volunteer retention, respect for the members, getting to know the residents and for the public to have a respect for the members. Lynn Frank: Lynn lives in the District and has served as an Auxiliary member. Contributions as a Board of Director is: she has the time, business experience and positive input. Concern items are: financial, future training and team building. Lynn s contribution is that she believes she would be a good fit as she understands the District, believes in working as a team and grow in the community. Stacy Morgan: Stacy has been involved with the Kiowa Fire Department/community about 10 years. Stacy has served on the Auxiliary Board and attended several Board meetings and currently deals with Executive Committees in her mortgage/accounting career. Stacy s contributions as Board of Director are: she is involved with the community and would like to see the department/community come back together, financial experience and work with the community to be involved with operations of the department. Issues of concern: education/training, accountability, opinion of the community towards the department. Keith Westfall: Keith has lived in the District for 20+ years. Keith previously served as a Board of Director for Kiowa Fire for 12 years, served as a Town Trustee for the Town of Kiowa, served on the Historical Society Board, served as County Surveyor. The contributions Keith would bring as a Board of Director is that he knows what the job of a board member is and what is not the job of a board member, understands the budget and staff the Board supervises. Keith s concerns are: spending money wisely, insure functions are operating the way they should be. Correspondence: Letter of support for Kiowa Community project. Approval of Minutes: Rick Kolm made a motion to approve Kiowa Fire Board of Directors meeting minutes of March 13, 2013, as stated. Steve Schantz seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Approval of Checks: Rick Kolm made a motion to approve Kiowa Fire District check #6360 through #6384 and void check #6350. Ann Alley seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Public Hearings: 2
Report of Officers, Professional Consultants & Committees: Fire Chief Gerry Lamansky came before the Board to discuss the following items: Volunteer Hours: March 2013 logged 1973 volunteer hours. Building Maintenance: Station #1 roof replacement has been rescheduled for April 27 & 28, 2013, due to inclement weather. The volunteers repaired the damage to the south bunk room. Increase in Ambulance Rates: Chief reported that he contacted EMS Billing Company regarding increase of ambulance rates. EMS Billing can only give the District ideas of where the District is at this time. Chief recommended that the Board needs to look at the rates and some sort of increase needs to happen and will submit a list of rates for the Board to review at the May meeting. Vehicles/Equipment: Medic 221 refurbishment is complete and the ambulance is in-house. Chief 221 vehicle was involved in a minor accident with estimated damages at $900. VFIS has been notified of this accident and they will pay for the damages minus the $500.00 deductible. Surplus Equipment: Chief received approximately $10,000 of surplus equipment from Castle Rock Fire. Some of the items received are a ventilation saw, foam propak, wheel chalks, winter jackets for the members along with other numerous items Retention Program: Chief reported that the Retention Program is in full swing two flat screen tv s have been purchased along with other items. The volunteer membership agreed to wait towards the end of the year to use the remaining money for this program. The Board was introduced to some of the new members that were in attendance at the meeting. Driving Record Checks: Chief reported that he will be conducting annual checks on driving records of staff/volunteer members and will monitor in-house at a cost of approximately $60 per year. License Plate Renewals: Chief requested a check payable to the Elbert County Clerk for renewal of motor vehicle registrations for district vehicles. Ann Alley made a motion to approve a check payable to the Elbert County Clerk for license plate renewals. Rick Kolm seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Admin/Finance Officer Geri Scheidt came before the Board to discuss the following items: Colotrust Account: Geri reported that she transferred $71,000 from the Colotrust Account to the Colorado Community Bank checking account to cover the refurbishment of Medic 221. When the grant funds are received, the grant check will be deposited directly into the Colotrust account. 2012 Audit: Geri has sent the requested financial documents to the auditor and is working with Greg on scheduling a time for the field audit. Attorney Bob Tibbals will work with Greg on obtaining the necessary financial reports from EMA Consultants on the medical billing. 3
Shredding Company: Geri reported she has had discussions with the Chief regarding shredding of documents that are no longer required by the State to be kept. In these discussions was to contact a shredding company and invite the Town of Kiowa, Kiowa Schools and local businesses to share in the cost of having a shredding company come out. The Board approved this function and would like to see it extended to the community as well. Computer Server: Geri submitted the report from Andy Nott regarding the District s computer server. One of the memory sticks needs to be fixed at a cost of $56.00. One of the hard drives has crashed and server is a raid configuration that will have to be replaced and with the same model and capacity type. Bad news is they no longer make these SCSI hard drives, so the District will have to purchase a used one and take a gamble that it will work, so with that in mind Andy would propose for two SCSI hard drives with one for back up. This will cost around $350 for the pair. Third, the Operating system (which is on a separate hard drive) has become croup, Andy would assume that when the server started to play up, someone switched the server on and off a few time in hopes to fix the problem seen, You cannot do this with a server, the OS is a little different to that of a home PC. If all false Andy will have to rebuild the server, the master CDs are at the fire house. Being how you the District uses the server, Andy recommends a share drive, where you can share data between a few members, this share drive is far cheaper to purchase new than it is to maintain a server. Ann Alley made a motion to repair the server. Rick Kolm seconded the motion. The roll having been called, the Chairman declared the motion unanimously carried and so ordered. Further discussion was to schedule a meeting with Andy, Chief and Tim Rossette for what the District s computer needs are. The Board had no further questions on Geri s monthly summary report previously submitted. Attorney Bob Tibbals came before the Board to discuss the following items: Bob agreed with the driver s license checks to be conducted by the Chief. Bob reviewed the letter of support for the community sidewalk project south of the fire station. Bob will contact Greg Viergutz, the District s auditor, and assist in obtaining financial information from EMA Consultants and in submitted his opinion letter that is an audit requirement. Bob also suggested that the District look into Energy Mineral Impact grants since they are available again with the resurgence of the oil and gas industry. EMS Representative Report: Chief Rossette reported that Medic 221 is in service and ambulance inspections will be completed at the end of the month. Ambulance is back ambulance inspections will be done at the end of the month. ECCA Board Representative Report: County OEM Officer Cory Stark. Weather Spotting Class was conducted by Elbert Volunteer Representative Report: The Board thanked Scott Borzillo for representing Kiowa Fire District at Charlie Reese s funeral service. Unfinished Business: 4
New Business: Ambulance Accounts: EMS Billing outstanding A/R is $22,870.60. No report was received from EMA Consultants. Selection of Replacement for Vacant Board of Director Position: Rick Kolm nominated Stacy Morgan. Nomination died due to lack of a second. Steve Schantz nominated Lynn Frank. Ann Alley seconded the nomination. Rick Kolm no. Motion carried. Public Comment: No further business coming before the Board, the meeting was adjourned at 2135 with the next scheduled meeting to commence approximately 1900 on Wednesday, May 8, 2013. KIOWA FIRE PROTECTION DISTRICT BOARD OF DIRECTORS KIOWA, COLORADO APPROVED BY: REVIEWED BY: ATTEST: SECRETARY BY: Secretary for the Board of Directors 5