The regular Board meeting was called to order by Board of Director’s President Joe Van Meter at 6:59pm.  Board members present were Mike Hart, Mike Kurtz and Joe Van Meter. Absent was Greg Ego and Greg Frank.

Those present at the Board meeting included: Fire Chief Jeff Cowan, Division Chief Joel Stein, Division Chief Ken Dawson, Volunteers Bob Busch and Charlie Smith, Clerk Shawn Turner, Budget Committee Members Colleen Busch, Richard Labarthe, Holly Graf and Bill Quinn. Insurance Agent of Record Dave Bauer, Keizer Times Reporter Herb Swett.

Minutes – Mike Hart moved to approve the minutes dated April 20, 2010 as delivered. Joe Van Meter seconded the motion. The motion carried with a unanimous vote.

Correspondences – Clerk Shawn Turner read thank you notes from Mark Dodge with CERT, Paige Franklin with WCS, Ken Parshall with McNary High School and the children from Gubser Elementary School.

Open Public Hearing on Supplemental Budget for 2009/2010 – There was no public input.

Guest Input – Bill Quinn expressed his concern that when he needed medics that Salem Fire Department responded due to Keizer Fire District being busy with other calls. He has expressed that his friend also needed medical help and expressed the Keizer Fire District responded and did a great job. 

Organizational Input

IAFF-Local 3881 – There was none.

Keizer Volunteer Firefighters Association – There was none.

Old Business

Apparatus and Capital Equipment Replacement– Chief Cowan reviewed the planning process for the Equipment Replacement Committee and reported the committee is currently working on an apparatus/equipment placement schedule. Chief Cowan reported that the committee is currently researching a tow vehicle for the new rehab unit and a used engine from Salem Fire Department to replace the Districts 26 year old ladder. Chief Cowan advised the committee will also work on a replacement schedule for rescue equipment and heart monitors. Director Kurtz expressed his interest in the outcome regarding the Salem Fire Department engine.

Staffing Committee- Chief Cowan reviewed the planning process for the Staffing Committee and reported and committee is currently reviewing for response staff. Chief Cowan reported the committee is reviewing for alternate ways of staffing Medic 36 to have it available 24 hours a day. Including ideas such as having a volunteer driver and an EMT career staff.

Chief Cowan reported on a question asked by Director Kurtz regarding QTOD program regarding the 20% reimbursement rate for volunteers, Chief advised that this is something that is being reviewed by the labor board and more would come of it later. 

Finance Committee- Chief Cowan reviewed the planning process for the Finance Committee and reported that the committee is currently working on revenue, both current and future.

Director Van Meter reported the next Finance Committee Meeting is scheduled for June 2. 

Director Kurtz reported that members from the community have been attending the Finance Committee Meetings, and inquired on when the budget would be released to the community. Chief Cowan reported that once the budget is approved at the next meeting that a committee from the public would be assembled and get input from the committee.  Director Kurtz wanted to clarify that then a budget presentation would be introduced to the public.

Reports

Financial Report – No financial reports were available at the board meeting other than the ambulance reports.  Next month’s meeting will include financial reports.

Equipment Reserve Sinking Fund Change in Purpose – Director Van Meter announced that this would be tabled so that all Directors could be involved in the discussion and would be talked about in the June Board Meeting.

Board Member Reports:

Director Kurtz advised that he does not have any due to some scheduling conflicts.

Willamette Valley Fire & Rescue Authority/District Meeting- Chief Cowan reported that the meeting was cancelled and that nothing needed to be discussed.

Director Van Meter reported that he attended the Ag Fest and was impressed with the Keizer Fire District display. Chief Cowan advised that Anne-Marie Penge was in charge of the event and that this was the largest turnout for this event; also advised that next year they will consider only attending one day of the event.

Chief/Staff Reports:

Fire Marshall Stein reported that the report submitted to the board did not include the Fire Marshall Conference he attended. Fire Marshall Stein reported that the conference was very informative and thanked the board for allowing him to attend each year. Fire Marshall Stein also reported that the Rehab Trailer was in the station and available for a tour after the Board Meeting. 

Director Van Meter wanted to thank Interim Training Chief Dawson from the Board for doing a great job.

Chief Cowan reported that the annual Mothers Day Breakfast was one of the largest with over 1,000 members of the community attending. Chief Cowan also reported that the EMS Open House Week was very successful.  

New Business:

Supplemental Budget – Chief Cowan reported the reason for the supplemental budget is to line up the district for the future, Chief Cowan reported that 10% change in the budget requires a supplemental budget. Chief Cowan also reported that the district is currently at a 4% change but wants to be clear on the budget and wants the public informed. Director Kurtz expressed his appreciation for the line items in the back for the memo and reasons for it. Director Van Meter asked for questions from the Budget Committee. Budget Committee Member Holly Graf expressed that adjustable amount for maternity (overtime) amount should be increased for future events to insure proper coverage.  Bill Quinn advised that he has no problem with the overtime but should review the concern.

Chief Cowan reported that within the last year the district had three events occur where career staff was off duty and had to be covered. Chief Cowan expressed the need to have funds available to cover unexpected overtime.  Director Van Meter expressed his appreciation for the questions and comments. Mike Hart moved to approve the Supplemental Budget 2010-01 as delivered. Mike Kurtz seconded the motion. The motion carried with a unanimous vote.

Electronic Reader Board Grant Proposal – Chief Cowan reported that this would be a partnering with the Chemawa Tribe to build an electronic reader board.  Chief Cowan advised that Fire Fighter/EMT Allen Doty researched the grant and did the leg work.  Chief Cowan advised that this type of grant has been attempted two other times with no results.  Chief Cowan advised that with this grant we would put messages on the reader board for the Chemawa School as we are already doing for local schools. Mike Hart moved to approve the Electronic Reader Board Grant Proposal as delivered.  Joe Van Meter seconded the motion. The motion carried with a unanimous vote.  Director Kurtz inquired how the new reader board would be with the new Keizer sign code.  Chief Cowan advised that the sign contractor was familiar with the sign code and the design presented included all the codes. Chief advised to the Board that reader boards directly reach out to the community per traffic studies.  There are no matching funds.  Director Hart expressed that he highly recommends the reader board.

CERT Program Update – Chief Cowan reported that the CERT trailer will be delivered next week. Chief advised that Keizer Fire District paid the funds for the trailer purchase and CERT is asking for release of the rest of the funds that CERT raised in donations. D irector Kurtz advised that we were only holding the funds for the CERT group and that we should release them back. Chief Cowan reported that we do not have an exact number due to Office Managers absence. Director Van Meter advised that he will come in next week to sign the resolution that will have the exact dollar amount. With no further questions or comments, Mike Kurtz moved to approve to return the unspent funds allowing the president to make a clerical adjustment for plus or minus $1253.00 to the CERT group.  Mike Hart seconded the motion. The motion carried with a unanimous vote.

Other Business: – Director Mike Hart advised that he will not be at the June Board Meeting

Director Mike Hart expressed the greatness of the EMS Open House event.

Director Van Meter wanted to thank Anne-Marie Penge for a great job at both the Mothers Day Breakfast and EMS Open House.

Good of the Order: – There was none.

Pay Bills: – Mike Hart moved a motion to pay the bills. Mike Kurtz seconded the motion.  The motion carried with a unanimous vote. There were no bills to be paid.

Adjourn : President Joe Van Meter declared the meeting adjourned at 7:45 p.m.  The next regular scheduled Board meeting is Tuesday, June 15, 2010 at 7:00 p.m. with a Budget Meeting scheduled for Tuesday May 25, 2010 at 7:00 p.m. with a second Budget Meeting scheduled for Tuesday June 1, 2010 at 7:00 p.m. if needed.

Respectfully submitted,

Mike Kurtz
Treasurer