The regular Board meeting was called to order by Board of Director’s President Joe Van Meter at 6:00pm.  Board members present were Greg Ego, Mike Hart, Mike Kurtz, Joe Van Meter and Greg Frank.
At 6:00pm the Board entered into an Executive Session Pursuant to ORS 192.660 (1) (i) Fire Chief’s Evaluation.
The Board re-convened in open session at 7:00pm.

Those present at the Board meeting included: Fire Chief Jeff Cowan, Deputy Chief Randy Jackson, Division Chief Joel Stein, Captain Frank Bracken, Volunteers Bob Busch, Danver Moody, Tony Ling & Chad Robb, Recruit Firefighter Chris Buchwalter, Office Manager Karen Bracken, Budget Committee Members Colleen Busch and Bill Quinn, Civil Service Commissioners Marvin Nisly and Lewis Latimer.  Community member Betty Hart and Keizer Times Reporter Lance Masterson.

Minutes – Mike Hart moved to approve the minutes dated February 16, 2010 as delivered.   Greg Frank seconded the motion. The motion carried with a unanimous vote. Greg Ego abstained as he was not in attendance at the meeting.

Correspondences - Office Manager Karen Bracken read a thank you note from Fran Bon.

Guest Input – There was none.

Organizational Input

IAFF-Local 3881 – There was none.

Keizer Volunteer Firefighters Association – There was none.

Old Business

Operational Policy 4.04 “Grant Approval” – Director Van Meter reported that this is the seconded reading for Operational Policy 4.04 and requested a motion. Mike Hart moved a motion approving Operational Policy 4.04 “Grant Approval” as presented. Greg Frank seconded the motion. Director Van Meter then requested questions or comments. Director Ego reported that because he was absent at the prior meeting he requested clarification on the changes. Chief Cowan reported that during the February board meeting it was consensus of the Board to consolidate the policy with general information and to create an Operational Guideline for the detailed information. The motion carried with a unanimous vote.
Reports

Financial Report – Director Kurtz reported on the Statement of Activities and reported that ambulance revenues are currently on target with interest income below projection. Director Kurtz then reported that the following line items are currently over budget and a supplemental budget will need to be done later in the year:
• Legal
• Audit
• EMS Overtime
• Board Member Expenses

Director Frank inquired into the $26,000 expense under Fire Act Grants in the General Fund. Office Manager Bracken reported that those expenses are for rehab trailer supplies which 90% of the cost will be reimbursed through the Assistance to Firefighters Grant. Director Frank then inquired into Deputy Fire Marshal Rod Conway’s report where he reports on the replacement plan for the Districts 3-year old server. Director Frank reported that because the District is having some financial issues currently maybe the purchase of such a large dollar item should be reviewed and possibly put on hold until the District is in a better financial position.  Director Frank then reported that the District has potential grants outstanding and if successful, should re-consider accepting the awards due to the financial match that the District would be responsible for.

Director Kurtz reported that the board has begun implementing the audit recommendations that were approved last month to Board Policy Section B/Financial. Director Ego inquired if the board continues to review the monthly bank statements. Director Van Meter reported that the bank statements are reviewed monthly by a board member. With no further questions or comments, Greg Ego moved to accept the financial report as delivered.  Mike Hart seconded the motion.  The motion carried with a unanimous vote.

Board Member Reports

Willamette Valley Fire & Rescue Authority/District Meeting – Director Kurtz reported on the meeting and reported that the following topics were discussed:
• FSLA ruling on volunteer firefighter wages
• 50th anniversary of pancake feed
• New ambulance update
• Keizer Fire District Board Planning Sessions
• Chemeketa Community College

Director Ego reported that Director Frank will be attending the Willamette Valley Fire & Rescue Authority/District meetings and he will be attending the City of Keizer/District meetings.

 
Board Planning Day – Director Van Meter reported that the group met with ESCi to work on plans for the future of Keizer Fire District; it was reported that 3 planning committees have been established and all groups have met with future meeting dates scheduled.

IAFF Local 3881 Contract Negotiations – Director Van Meter reported that there have been 3 meetings with more scheduled; it was reported that the negotiations are progressing. 

Chief/Staff Reports

Chief Cowan reported on the following topics:
• 28 applications received for the Training Officer position
• Response time to medical call at Inland Shores Urgent Care Clinic
• City of Bend Fire Department response time issue
• Board Planning Session
• NW Leadership Conference

Deputy Chief Jackson reported on the following topics:
• Baker Fire District interested in purchase of surplus medic unit
• Hamlet Fire District interested in purchase of surplus medic unit if Baker backs out
• Medicare reimbursement rates
• Oregon Health Plan reimbursement
Director Van Meter asked if Special Districts Association of Oregon or the Marion County Commissioners are going to get involved in the Oregon Health Plan reimbursement issue. Chief Jackson was not aware of involvement by either party. Director Van Meter reported that he does not have a problem scheduling a meeting with the County Commissioner to discuss the issue of Oregon Health Plan reimbursement. Director Ego concurred. Director Van Meter requested that Chief Jackson keep the board updated on the Oregon Health Plan reimbursement issue. Director Van Meter then requested to schedule a time with Chief Jackson to review the Chemawa Interchange project.

Director Frank inquired if the District will need to prepare a supplemental budget for the decrease in ambulance revenue due to the new Medicare reimbursement rates. Chief Jackson reported that a supplement budget will most likely need to be done.

Director Van Meter gave appreciation to Volunteer Jared Caruth for his call volume for the month of February and commended Volunteer Danver Moody for once again capturing the best time for Keizer Fire District in the Seattle Stair Climb.

Director Frank reported that he appreciated the article in Keizer Wednesday presented by Public Education Specialist Anne-Marie Penge. Director Frank then inquired if Keizer Fire District is going to start up the Keizer Fire Talk program again. Chief Cowan reported that he and Anne-Marie are scheduled Monday, March 22nd for a Fire Talk taping. 

 
Division Chief Stein distributed pictures of the new rehab trailer that is scheduled to be delivered to the station soon. Director Frank gave his appreciation to Chief Stein for keeping him updated on the status of the trailer. Director Van Meter gave his appreciation to Chief Stein for his success in getting Safeway to develop a policy on locked door issues. Chief Stein reported that the Safeway issue was a joint effort between himself and Deputy Fire Marshal Rod Conway.

New Business

Civil Service Commission Position – Director Van Meter welcomed and introduced Civil Service Commissioners Marvin Nisly and Lewis Latimer. Director Van Meter inquired if both commissioners are interested in serving another 4-year term on the Keizer Fire District Civil Service Commission; both concurred.  With no further questions or comments, Greg Ego moved a motion appointing Marvin Nisly and Lewis Latimer to another 4-year term on the Civil Service Commission. Mike Hart seconded the motion. The motion carried with a unanimous vote.
At 7:50pm the Board entered into an Executive Session Pursuant to ORS 192.660 (1) (i) Fire Chief’s Evaluation and Pursuant to ORS 192.660 (1) (d) To Conduct Deliberations with Persons Designated by the Governing Body to Carry on Labor Negotiations.

The Board re-convened in open session at 8:55pm. 

Other Business – Director Van Meter reported that Fire Chief Jeff Cowan has received an above average evaluation on his annual review from the Board of Directors; it was reported that the Chief shows good Fire District leadership skills and a strong relationship and involvement with the Keizer community. It was further reported that the Fire Chief is eligible for any raise per his contract. 

Good of the Order – There was none.

Pay Bills – Greg Ego moved a motion to pay the bills.  Mike Hart 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 8:57p.m.  The next regular scheduled Board meeting is Tuesday, April 20, 2010 at 7:00 p.m.

Respectfully submitted,

Greg Frank
Secretary