The regular Board meeting was called to order by Board of Director’s President Joe Van Meter at 7:00pm.  Board members present were Mike Hart, Mike Kurtz, Joe Van Meter and Greg Frank. Greg Ego was absent.

Those present at the Board meeting included: Fire Chief Jeff Cowan, Deputy Chief Randy Jackson, Interim Training Officer Ken Dawson, Division Chief Joel Stein, Captain Ryan Russell, Firefighter/Paramedic Jeff Gallinger, Ben Stevenson & Brian Appel, Volunteers Bob Busch & Bill Herring, Office Manager Karen Bracken, Clerk Shawn Turner, Local 3881 Representative Brian Butler, Budget Committee Members Colleen Busch, Bill Quinn, Holly Graff, Greg Rands & Richard Labarthe.  Community member Betty Hart and Keizer Times Reporter Lance Masterson.

Introduction of New Staff Firefighter/Paramedic – Chief Cowan welcomed and introduced Keizer Fire District’s newest staff member Firefighter/Paramedic Ben Stevenson.

Minutes – Mike Kurtz moved to approve the minutes dated January 19, 2010 as delivered.  Greg Frank seconded the motion. The motion carried with a unanimous vote.

Correspondences - Office Manager Karen Bracken read a thank you notes from the family of Bob Jewell and Keizer Ross.

Guest Input – There was none.

Organizational Input

IAFF-Local 3881 – There was none.

Keizer Volunteer Firefighters Association – There was none.

Keizer Fire District Budget Committee – Budget Committee Member Greg Rands reported that the budget meeting date of Wednesday, May 12th set by the Board of Directors at the previous board meeting conflicts with the City of Keizer Planning Commission meeting, causing him and Budget Committee Member Holly Graf to miss the budget meeting. It was consensus of the Board of Directors with concurrence from the Budget Committee to schedule Budget Meeting dates for Tuesday May 25th and Tuesday June 1st. 

Director Kurtz reported that all Budget Committee Members are in attendance at the meeting. Director Van Meter commended the Budget Committee Members for their dedication to the Keizer Fire District.
Old Business

Old Business

Operational Policy 6.16 “Residency Requirement”– Director Van Meter reported that this is the second reading of Operational Policy 6.16 Residency Requirement and requested a vote. Mike Hart moved a motion approving Operational Policy 6.16 “Residency Requirement” as presented with staff recommended changes. Mike Kurtz seconded the motion. Director Van Meter then requested discussion. Director Frank reported on Page 2 Item C first sentence; “to have as many” needs to be replaced with “that” and the sentence would read “It is the intent of the Fire District that volunteer firefighters live within the Fire District or City of Keizer boundaries”. Director Frank reported on Page 2 Item C second paragraph fifth sentence “would” needs to be replaced with “shall” and the sentence would read “It is expected that all personnel shall remain involved in volunteer activities”. Director Frank reported on his reasons behind the suggested word changes. Director Frank reported that the policy states the Fire Chief monitor and evaluate the number of volunteers residing outside of the boundaries; he requested to know how the Fire Chief is going to perform this task. Director Van Meter inquired if the board needs to establish a number or percentage of volunteers that would be eligible to live outside of the boundaries. Director Kurtz reported that he does not want to see this policy get so cumbersome that the policy is ineffective. Chief Cowan reported on the different options for monitoring the number of volunteers living outside of the boundaries. It was consensus of the Board to approve the motion with a friendly amendment with the word changes to “that” and “shall”. The motion carried unanimously. Director Van Meter requested that the Fire Chief report to the board on the number of volunteers living outside of the District boundaries. Director Frank inquired if the District develops a student program would that program is included in this policy or would that program have a standalone policy. Chief Cowan reported that the student program would be separate from the Residency Policy. Director Frank requested that the District start tracking the percentage of volunteers who respond back to the station for calls. Chief Cowan reported that staff has already started the process of tracking volunteers who respond to the station for fire calls and back to back medical calls. Chief Cowan reviewed requirements of the board pertaining to the Residency Policy.

Board Policy Section B – Director Van Meter reported that this is the second reading of Board Policy Section B and requested questions or comments. Office Manager Bracken reported that she included a copy of the stamp that will be used as a “sign off” for the Board Treasurer on the bank account reconciliation and journal entry review. With no further questions or comments, Greg Frank moved to adopt Board Policy Section B Budget/Fiscal Policy with staff and auditor recommend changes. Mike Hart seconded the motion. The motion carried with a unanimous vote.

Reports

Financial Report – Director Kurtz reported on the Statement of Activities; it was reported that EMS wages continue to be high and are being monitored by staff and that property tax receipts, ambulance and Capital Fire Med revenues are all on budget. With no further questions or comments, Mike Hart moved to accept the financial report as delivered. Greg Frank seconded the motion.  The motion carried with a unanimous vote.

 
Board Member Reports

City District Meeting with City of Keizer – Director Kurtz reported on the meeting and reported that the following topics were discussed:
• Power Plant
• Periodic Review Address
• State of the City Address
• Urban Renewal

Board Planning Day – Director Van Meter reported that the second Board Planning Session is scheduled for Thursday February 18th at 10:00 a.m. being facilitated again by Jack Snook from ESC International.

IAFF Local 3881 Contract Negotiations – Director Van Meter reported that the District has entered into contract negotiations with the Local 3881; it was reported that the first meeting was held to establish the ground rules with two more meetings scheduled. Director Van Meter reported the he and Greg Frank are the representatives from the Board with Fire Chief Cowan as a resource and Brian Butler, Kelby Frazier & Brian Appel as the union representation.

Special Districts Association of Oregon – Director Van Meter reported that he attended the SDAO Annual Conference in seaside and reported on the classes that he attended.

Chief/Staff Reports

Chief Cowan had nothing more to report; Director Frank gave his appreciation for maintaining the District goal of arriving to an emergency scene 90% of the time within 6 minutes even with the increase in call volume for the month of January. 

Deputy Chief Jackson had nothing more to report; Director Kurtz inquired into the progress of the meetings regarding reimbursement from the Oregon Health Plan. Chief Jackson reported on a meeting attended by Woodburn Ambulance and reported on an upcoming meeting scheduled on the 18th of February; it was reported that several people from area ambulance agencies will be in attendance at that meeting and will report back to Chief Jackson on the outcome of the meeting. Director Frank inquired if the 11% reduction in Medicare reimbursement is reflective in the 2009/2010 budget. Chief Jackson reported that the reduction in reimbursement was not brought to our attention until October of 2009 so it is not reflected in the current budget. Chief Jackson then reported on the current ambulance collection rate and reported that staff will be watching the collection rates of Medicare very closely for the 2010/2011 budget. Director Frank then inquired into Chief Jackson attending demonstrations of electronic pre-care reporting systems. Chief Jackson reported on the demonstrations he has attended and gave a brief overview of the options available for electronic pre-care reporting. Director Kurtz requested clarification for the 2009 Annual EMS Activity report. Chief Jackson gave clarification of the EMS Activity Report.

Division Chief Dawson had nothing more to report; Director Frank reported that two volunteers have taken a leave of absence and inquired if the District tracks the reasons why people quit or take a leave. Chief Dawson reported that the District does track that information. Director Van Meter gave his appreciation to the number of certifications received in the month January. Chief Cowan reported that Chief Dawson is doing an outstanding job on helping the District members achieve certifications.

Division Chief Stein had nothing more to report. Director Frank expressed his concern regarding the rehab trailer; it was reported that the grant ends on February 26th and the trailer has not been delivered. Chief Stein reported on the time extension for delivery of the trailer and further reported on the price increases for the trailer and supplies.

Director Frank reported on the Public Education Specialist report and expressed his appreciation for the babysitting class starting with a full roster and the car seat checks that the District provides. Director Frank also reported on the Education Specialist going into the local schools recruiting for Explorers.

Director Frank expressed a need for a leadership member of the Volunteer Association to be present at the board meetings to answer questions or take comments from the board.

New Business

Operational Policy 4.04 “Grant Approval” – Director Van Meter reported that this is the first reading of Policy 4.04 “Grant Approval” and requested questions or comments. Chief Cowan reviewed the policy and the purpose behind the policy. Director Frank inquired if it is the intention for the Fire Chief to approve all grant proposals prior to being brought before the board. Chief Cowan reported that the Fire Chief will review all grants prior to being submitted to the board for recommendation. Director Frank then reported that the policy could be condensed (more general) with the bulk of information formatted into an Operational Guideline.  Chief Cowan reported that he would break down the policy into two documents, one with general information presented as an Operational Policy the second with more detail presented as an Operational Guideline.

Budget Officer Appointment – Director Van Meter reported that the Board needs to appoint a Budget Officer for the 2010/2011 budget year and requested questions or comments. There being none, Mike Kurtz moved a motion appointing Fire Chief Jeff Cowan to Budget Officer for the 2010/2011 budget year. Mike Hart seconded the motion. The motion carried with a unanimous vote.

Other Business – Director Van Meter inquired into the number of Training Officer Applications received. Chief Cowan reported that 4 applications have been received with plenty of time left for many more to be received.

Director Frank inquired into receipt of the CERT trailer. Chief Cowan reported that a purchase order has been issued, the trailer has been ordered and the trailer will be paid upon delivery. Director Frank inquired into the budget for the CERT trailer. Office Manager Bracken reported that the budget for the CERT trailer is $17,850. Director Frank then inquired if the Board could receive a quarterly update on the activities of CERT. Chief Cowan concurred.

Good of the Order – Director Van Meter reported that he and Director Hart attended the Volunteer Associations Sweet Hearts Banquet and gave his appreciation to the committee for a successful event.

Director Kurtz reported the Fire Chief job performance evaluation is due soon; the board then discussed the process of the job performance evaluation. 

Pay Bills – Mike Hart moved a motion to pay the bills. Mike Kurtz seconded the motion.  Director Frank declared an actual conflict of interest and abstained. The motion carried with a unanimous vote.

Adjourn - President Joe Van Meter declared the meeting adjourned at 8:05 p.m.  The next regular scheduled Board meeting is Tuesday, March 16, 2010 at 7:00 p.m. with the Board Planning Day scheduled for Thursday, February 18, 2010 at 10:00 a.m.

Respectfully submitted,

Greg Frank
Secretary