LA PINE RURAL FIRE PROTECTION DISTRICT Board of Directors Regular Meeting 51550 Huntington Road, La Pine, Oregon Meeting Minutes March 8, 2018 Open Meeting Director Cox opened the meeting at 9:07 a.m. and led the flag salute. Roll Call Directors Present Directors Absent Staff Present Jerry Hubbard, Larry South, Doug Cox, Joel Witmer and Bob Denend. None Chief Mike Supkis, Assistant Chief Dan Daugherty, Office Manager Bonita Johnson and Administrative Assistant Joyce Engberg. Public Forum No public present. Approval of Minutes Regular Board Meeting February 8, 2018. Changes: grammatical changes as notes by Director Denend. Action: Director Hubbard moved to approve minutes of the February 8, 2018 meeting as corrected. Second by Director South; the motion passed by a 5 0 vote. Financials A. The monthly Bills. Staff answered questions regarding expenditures and current revenue & expense statement. Director Hubbard inquired about: o Commented about the cost from Hwy 97 Painting. He stated he stopped by station 102 and they did a good job for a more reasonable price than some painters were asking. Chief Daugherty noted they were the same painters who did the outside of Station 102 about two years ago again doing a good job. o Inquired about the Central Oregon Garage Door repair expense of $970 and the action taking with the driver. Staff reported the incident was investigated and the determination was the door didn t fail, the driver was not paying full attention and ultimately responsible for the incident. The driver was reprimanded and a warning put in his file per the departments discipline procedures. La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 1 of 7
Director Denend Inquired about: o Line 6232 Provident Life AD&D. Inquired about the February expense of $52.74. Staff stated that is likely a booking error and will investigate and make correction as needed. o Line 6242 Health & Wellness. Inquired about year to date expenses showing 203% over budget. Staff stated the auditor entered a $9,853 journal entry for the month of July that he has now reversed and the line will be corrected on the next monthly Income & Expense Statement. He also inquired about January expenses for $3,387; staff reported new gym equipment was purchased and next month there will be an additional $1,200 expended to rebuild the treadmills. o Line 8130 Tires. Inquired about the expense for replacing tires on the loaner ambulance from Crescent RFPD. Chief Supkis advised the expense will be recorded in the tires line and the line will be over expended approximately $2,000. o Category 8400 Training. Inquired about the overall training activity year to date. Staff reported there is a lot of training planned over the next four months and most lines will be expended. o Line 8615 CLIA Certifications. Inquired if complete. Staff confirmed it was completed. o Line 8705 District Liability Coverage. Inquired if complete. Staff confirmed it was complete. o Category 8800 Administrative Training. Inquired about the overall training activity year to date. Staff stated administrative training is used as opportunity comes and additional training is planned. Director South inquired about: o Line 6105 Overtime. Made notice about the significant decrease of overtime in the month of February. Director Witmer Inquired about: o Line 6650 Telephone Expense. Inquired about the Statement of Revenue and Expense not matching the Vendor Detail Summary. Staff stated the expense is likely associated with the outside Red (911) Phone replacement project for all stations and will investigate and give an accounting at the next meeting. Action: Director Denend moved to approve monthly expenses presented from 02/9/2018 3/08/18 in the amount of $470,542.52. No further discussion or comments. Second, Director Witmer; the motion passed by a 5-0 vote. Management Report A. Review and discussion. Dishwasher at station 103 required replacement. Director Denend inquired if the expense was paid with the monthly bills; staff stated the bill has not been received yet. La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 2 of 7
B. Monthly Alarm Reports; Building Permits/Valuations/Notable Incidents discussed. No questions on the year to date Monthly Alarm Report. Multiple Alarm & Building Permit/Valuation Report. Director South inquired about the commercial construction in the Newberry Business Park. Staff reported it was a warehouse type of building that is proposed for a cannabis operation. 2/7 - Staff attacked by a pit bull while investigating an illegal burn. Staff did not enter the property but the dog came through the fence. Fortunately, staff was fighting off the dog back by using his metal clipboard and hitting him on the head to avoid being bit before owner gained control of the dog. A report was made with the Deschutes County Sheriff s office and between the time of the staff s attack and deputy arrival the same pit bull attacked and killed another dog. The dog was euthanized. The safety committee reviewed the incident and a decision was made to purchase Bear Spray and keep on Medic and QRU vehicles for future incidents. 3 calls to La Pine Community Clinic. Twice in one day and once three days later. 2/15 10 calls within 24 hours. 3 within 60 minutes. 6 were falls. 2/16 Mutual Aid to Crescent for ALS intervention for cardiac arrest while waiting for air ambulance transport Training: Director Hubbard made comment about the awareness of cancer training and issues for firefighters. Chief Supkis stated firefighters do have a higher incident rate per the CDC and the district is doing cancer training to increase staff awareness for both scene and after scene exposure. The district has taken preventative measures to educate staff and to provide a clean environment at scene and after scene; to decontaminate and clean gear properly. The district has instituted and identified clean areas and instruction to bag contaminated gear until properly cleaned and not allowing them into a designated clean area. Exhaust systems in bays are regularly serviced. This is a work in progress; personal behavior is key in this process. Staff has personal protective equipment to prevent exposure. Discussion on apparatus safety for driving incidents. Staff discussed new restraint system that was installed in the newest medic with a four-point harness seat belt that provides safety for the medic tending to the patient in the back of the ambulance. Correspondence / News A. Thank you Strassen B. Thank you- Perrine C. Thank you Heart n Home D. Thank you Chamber/Gawith o Director Denend inquired if staff attends the monthly Chamber Breakfast. Staff reported they try to attend them. E. KTVZ Lake Oswego adds new fire employee F. KTVZ La Pine RFPD files for May levy renewal vote G. KTVZ Slick roads trigger 2 rollovers in La Pine La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 3 of 7
E. Wise Buys Board Meeting F. KTVZ Two injured in Hwy 97 crash G. KBND La Pine Fire District asks for levy renewal H. Bend Bulletin - La Pine Fire District asks for levy renewal I. Wise Buys La Pine Fire District board seeks to renew tax levy support J. Wise Buys- La Pine Firefighters respond to multiple rollovers on Hwy 97 K. Bend Bulletin Letter to editor Support fire levy L. SDIS 2018 Best Practices Program o Staff is working on Best Practices for 2018 to have completed by October. M. SDAO regional trainings Old Business Update on Ambulance vehicle fleet. Staff reported the new ambulance has arrived and the Board will have opportunity to view after the meeting. The unit has state of the art safety restraint systems, LED lights and a lessor body weight due to being an allaluminum build. Hopefully the new unit will also improve gas mileage. Director Cox noted that it may take a few miles before that is realized due to the break-in period. Staff reported they hope that the RAM chassis and Cummings engine will prove more durable than the districts experiences with its recent Fords. Update on renewal of local option operation levy. The May election will be held on May 15, 2018. Chief Supkis briefly went over the Oregon laws pertaining to election campaigning as a reminder. The District (and its employees, when on duty) can only provide factual information on a ballot measure. The Board (as elected officials), individuals, and political action committees (PAC) can elicit votes and or support of a position. The firefighter s union is creating a political action committee (PAC) and has been proactive doing signs and promote renewing the local option levy for operations. Director Hubbard stated each board member has committed to donate $50 to support the PAC. Chief Supkis stated March 19 is the last day to get in voter s pamphlet statements in and there has been media coverage in the local newspaper and radio station. Chief Supkis stated the fire district levy renewal is the only levy on the May ballot in this area. There was a discussion on holding a possible open house at remodeled station 103 and the district will place appropriate information on the reader boards and put out press releases. The district will also have a table at the annual Midstate community meeting. La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 4 of 7
New Business A. Surplus Property. (1) SCBA Air Compressor and (2) Helmets. The district was a recipient for a FEMA grant to replace the district s SCBAs and SCBA Air Compressor. The older SCBAs were used as a trade in to make the grant price point and the new SCBA Air Compressor has been received, installed, and now in service. The old one will be surplus. 1. As discussed in previous meetings, the new Alfalfa Fire District was in need of a SCBA air compressor and the old one could serve a few years with their lower pressure SCBA (donated by Cascade Fire from our trade ins) and lower duty cycle. Staff and Board had a consensus to pay it forward as the district has often done in the past and donate it. Alfalfa did come and help remove it from our station in February. Staff proposed to the Board that the District now officially declare surplus the 1991 Bauer SCBA air compressor serial number V15E 22018 and transfer ownership to the Alfalfa Fire District per intergovernmental agreement. 2. Paisley Fire Department is developing a public fire association to help cover currently unprotected areas, such as burned last year in Lake County, is looking for useable surplus fire equipment and could use the 17-surplus plastic Cairns fire helmets that are 15-20 years old and have not been used in this fire district for 10 years. Staff proposed to the Board to donate the helmets to Paisley. The value of the helmets is low and does not require more than a Board consensus to donate them. Action: (1) Director Hubbard moved to approve the Public Property Transfer Agreement between La Pine Rural Fire Protection District and Alfalfa Rural Fire Protection District and transfer ownership of the Bauer SCBA air compressor, at no cost, to Alfalfa RFPD as specified. Second, Director South; the motion passed by a 5-0 vote. (2) The consensus of the Board was to donate 17 used fire helmets to Paisley Fire Department Rangeland Fire Association. No further action required. B. County Day/Burgess realignment easement acquisition at Station 103. Staff provided a report that Deschutes County has decided to realign the intersection at Burgess and Day Road this year. To accomplish this project, the County needs approximately 1100 square feet of district owned property along both Burgess and Day Road. They offered to pay fair market value ($11,500) to the district and submitted a purchase agreement for review and approval. The District s concern was the County s recent requirement to install a new septic system and drain fields during the station 103 remodel project (at a cost of $30,000) in the same area now needed for road easements. In addition, the County plan would take out the current fencing and signage. The District proposed to the County instead of a cash exchange for the needed District property to make their improvements and restore anything that they impact or break to La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 5 of 7
the existing septic system, drain fields, signage, fencing and to provide reasonable landscape of the property. The County was agreeable and provided a new land easement. Director Denend asked if the new alignment was to include a round-a-bout as discussed in previous years. Staff said no, this plan was a simple alignment of Day and Pine Forest, however, with some right only lanes. After the discussion the board took action. Action: Director Hubbard moved to approve the Purchase Agreement Burgess Rd/Day Rd Intersection Improvement Project with La Pine Rural Fire Protection District File No.: BDR-001. Second, Director Denend; the motion passed by a 5-0 vote C. SDAO Annual Conference Report Director Denend. Director Denend attended the SDAO Annual Conference in Seaside and gave a conference update report. Topics included: Amendment to By-Laws future SDAO membership fees will be based on a formula. Update on GEMT (ground emergency medical transport) still in OHA and USDHS rule writing hands. HB 2483 self-service for fuel in rural community law now makes a patch work of OSFM regulations around the state. Next OFDDA Conference will be Oct 25-27, 2018; at the Riverhouse in Bend. Notary Public is required to swear in board members per ORS 478. Public Records Law. Best Practices savings to increase from 2% to 4%. D. Budget Projection Presentation. Chief Supkis presented La Pine Fire District Budget History and Projects; Status of Capital Asset; and a preview of 2018-19 budget projections prepared by staff. Special Meeting and Workshops First Budget Committee Meeting on April 3, 2018 at 6 p.m. Good of the Order Seattle Stair Climb on March 11, 2018 (benefit for Leukemia research) Deschutes County 9.1.1 director, Steve Reineke, is retiring from his position for personal reasons. Next Meeting Regular Board Meeting Station 101 Thursday, April 12, 2018 at 9 a.m. La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 6 of 7
Adjourn Board Meeting Director Cox adjourned at 11:18 a.m. Respectfully Submitted, Bonita Johnson Office Manager Date Presented to Board and Approval Board Secretary Board President La Pine R.F.P.D Board of Director s Meeting March 8, 2018 Page 7 of 7