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The regular Board meeting was called to order by Board of Director’s President Joe Van Meter at 7:00pm. Board members present were Greg Ego, Greg Frank, Mike Kurtz and Joe Van Meter. Mike Hart was absent.
Those present at the Board meeting included: Fire Chief Jeff Cowan, Deputy Chief Randy Jackson, Division Chief Hector Blanco, Fire Marshal Joel Stein, Deputy Fire Marshal Rod Conway, Captain Brian Butler, Firefighter/Paramedics Greg Biben & Jon Crow, Volunteer Firefighters Chris Garcia, Bob Busch, Jarrod Caruth, Chris James & Kurt Shelton and Office Manager Karen Bracken. Budget Committee Members Colleen Busch, Bill Quinn & Greg Rands, Insurance Agent of Record Dave Bauer, CERT Representative Rick Day, Keizer Times Reporter Lance Masterson and Statesman Journal Reporter Jillian Daley.
Minutes – The approval of the minutes dated May 18, 2010 was tabled to the July board meeting as there was not a quorum present of those at the May 18, 2010 meeting.
Correspondence - Office Manager Karen Bracken read thank you cards from the following individuals: Ignacio Mercado, McNary High School, Joe and Susan Ortiz, Marion County Board of Commissioners and Celtic Celebration.
Board President Joe Van Meter opened Public Hearing on the Proposed Budget for 2010/2011.
Board President Joe Van Meter requested any public testimony for the proposed 2010/2011 Budget. There was none.
President Joe Van Meter closed the Public Hearing on the Proposed Budget for 2010/2011.
Guest Input – There was none.
Organizational Input
IAFF-Local 3881 – There was none.
Keizer Volunteer Firefighters Association – There was none.
Old Business
Apparatus and Capital Equipment Replacement Committee – Chief Cowan reported that the committee has been working on a replacement schedule for apparatus and had created a replacement calendar and rotation schedule for ambulances, Fire Trucks and other District vehicles. Chief Cowan reported that the next project for the committee will be to complete a depreciation and replacement schedule for Capital Equipment.
Staffing Committee – Chief Cowan reported that the Staffing Committee is currently working on two staffing components; career and volunteers. Chief Cowan reported that the volunteer component is focusing on recruitment, retention and development of a new student program. Chief Cowan reported that the career staff component is looking into the Safer Grant and what the current staffing requirements are for different types of emergency responses. Director Frank reported that the Safer Grant has been assigned to Chief Jackson and he will stay up to date on the application process. Director Frank reported that the Staffing Committee does not meet again until September but the committee has been given some very clear direction to continue working on the different components of staffing, volunteer recruitment, retention and the student program. Director Frank then reported that staffing is a very important issue right now and should take priority over apparatus replacement.
Finance Committee – Chief Cowan reported that the Finance Committee met prior to the board meeting and are starting to put a 10 year revenue and expense plan into place. It was reported that once the 10 year financial plan is in place then the committee can begin the process of funding equipment and personnel.
Reports
Financial Report – Director Kurtz delivered the financial report for April & May and reported that property tax revenue is slightly down but the District received $94,000 in June that will be reflected in the June financial statement. It was also reported that General Fund overtime was high but is due to a single incident and will back to normal for June. Director Frank inquired into the $46,000 that remains in the CERT line item. Office Manager Bracken reported that those funds are for the CERT grant and will be carried over to the 2010/2011 budget. Director Frank then inquired into the Capital Outlay line item “Communication” that reflects a $31,000 balance. Chief Jackson reported that those funds are for the pager/radio grant and will be spent by June 30th. With no further questions or comments, Greg Ego moved to accept the financial report as delivered. Greg Frank seconded the motion. The motion carried with a unanimous vote.
Board Member Reports
City of Keizer/District Meeting – Director Kurtz reported on the meeting and reported that the following topics were discussed:
• Temporary tow vehicle for the rehab trailer
• Library District
• 911 Fees and services
Chief/Staff Reports
Chief Jackson had nothing further to report. Director Ego asked if the retirement of Susan Chase with the City of Salem Ambulance Billing Department will cause any hardship to the Keizer Fire District. Chief Jackson reported that he does not anticipate any and he will keep an eye on the issue.
Deputy Fire Marshal Rod Conway had nothing further to report. Director Ego commented on the number of firework stands mentioned in Rods report and inquired if the number is higher or lower than last year. Deputy Fire Marshal Conway reported that the number of firework stands seems to be constant with last year.
Chief Blanco reviewed the following topics:
• Volunteer recruit retention
• Current volunteers on leave
• Drill topics & training
• Certifications
• OVFA conference
Director Kurtz thanked Keizer Volunteer Firefighter Association President Chris Garcia for the volunteer report and appreciated the format of the report. Director Kurtz then thanked the Association for donating the excess ham from the Mother’s Day Breakfast to Simonka House. The Board of Directors acknowledged Jared Caruth, volunteer top alarm responder for May and thanked him for his service to the District.
New Business
Review Proposed 2010/2011 Budget Adjustments – Chief Cowan reported that Staff put together a five year collection of data for overtime in Fire and EMS. The results provided refined numbers in our normal overtime use. Staff also refined and reduced the hours for the clerk position resulting in lower costs. These three changes resulted in five budget adjustments to the proposed budget to the Board. These adjustments are to Personnel Services on the Clerk, Fire overtime, EMS overtime, a reduction in the transfer to the EMS Enterprise fund and an increase to the Cash Carry Over. Director Ego requested clarification that the savings generated by these changes will be reflected in the cash carry over. Chief Cowan concurred. Director Kurtz inquired if the Budget Committee has been made aware of these changes. Chief Cowan concurred. Director Van Meter gave his appreciation to staff for their responsiveness to the requests made by the Board of Directors.
Resolution to Adopt Budget, Make Appropriations, Imposing and Categorizing Taxes for 2010/2011 – Mike Kurtz moved a motion to approve Resolution No. 2010-02 by title which adopts the budget, makes appropriations, and imposes and categorized taxes for 2010/2011. Greg Ego seconded the motion. The motion carried with a unanimous vote.
Resolution to Transfer Funds to EMS Budget – Mike Kurtz moved a motion to approve Resolution No. 2010-03 by title “Resolution to Authorize the Transfer of Any or All Monies, as Budgeted, from the General Fund to the EMS Enterprise Fund as Needed”. Greg Ego seconded the motion. The motion carried with a unanimous vote.
Resolution to Transfer Funds from the General Fund to the Equipment Replacement Sinking Fund – Chief Cowan reported that funds from the Equipment Replacement Sinking Fund were borrowed in 2009 /2010 budget year to bridge the gap caused by the expiration of the Special Operating Levy during the June 2008 to November 2009 period. The funds must be repaid during the next budget year. Greg Ego moved a motion to approve Resolution No. 2010-04 by title “Resolution to Repay the Equipment Reserve Sinking Fund”. Mike Kurtz seconded the motion. Director Frank reported that the resolution does not reflect a specific payment amount. Chief Cowan reported that it is the intent to pay back the amount that is approved in the budget. Director Ego clarified that it is the intention of the District to pay the Equipment Sinking Fund the amount that is approved in the 2010/2011 budget. Chief Cowan concurred. The motion carried with a unanimous vote.
Workers compensation Insurance Renewal – Dave Bauer, Insurance Agent of Record, distributed and reported on the proposed 2010/2011 Special District Association of Oregon Workers Compensation insurance renewal. It was reported that there is a 12% increase mostly due to the addition of the nationwide cancer coverage for career firefighters. It was then reported that the Districts “Experience Modification Rate” has increased to 1.22 from last year’s .92; this increase is due to having significant losses over the past 3 years. Director Ego clarified that the 12% increase is due to legislation passing cancer coverage for career firefighters. Dave Bauer concurred. With no further questions or comments, Mike Kurtz moved a motion accepting SDAO Worker’s Compensation Renewal presented by Insurance Agent of Record Dave Bauer for policy year 2010/2011. Greg Frank seconded the motion. The motion carried with a unanimous vote.
Purchase of Surplus Ladder from Salem Fire – Chief Cowan reported that the Keizer Fire District Ladder Truck is 26 years old; it is a medium duty unit that has been reviewed for replacement and has no current means of upgrade. Salem Fire has just purchased replacement ladders for their current ladder trucks. They have offered to sell us a 17 year old heavy duty unit that has significant upgrades in ability and safety at a very modest price. Director Kurtz asked if the District would sell the current ladder truck. Chief Cowan concurred and reported that the District could sell the ladder truck for $20,000 to $25,000 and has interest from another Fire District in Oregon. Director Ego inquired into additional costs for the ladder truck. Chief Cowan reported that $5,300 additional would cover the cost of lettering, aerial testing, radio, computer and insurance. Director Frank asked if the $70,000 cost is firm. Chief Cowan reported that the $70,000 price is not firm but that is the cost he is comfortable using. Director Frank inquired if the Chief is asking the board to approve the purchase of ladder truck for $70,000 or an open amount. Chief Cowan reported that he is asking the board to approve the purchase of the ladder truck for $70,000. Director Frank asked if the price for the ladder truck is higher would he come back to the board for approval. Chief Cowan concurred. Director Frank inquired if it is the intention of Salem Fire Department to borrow the ladder truck if needed. Chief Cowan reported that the ladder truck would be used only as mutual aid. Director Frank reported that he would like to see the 2011/2012 budget prior to authorizing the purchase of ladder truck. Director Frank reported that he is not in favor of purchasing the ladder truck from Salem Fire Department; it was further reported that he would like to see the District sell their current ladder truck and focus on the staffing needs of the District. Director Van Meter reported on the properties that the Districts current ladder truck cannot reach and that the new ladder truck is a good opportunity for Keizer Fire District to keep the community safe and he supports the motion. Joe Van Meter moved a motion to negotiate the purchase of Salem Fire Department Ladder Truck #4. Greg Ego seconded the motion. Director Kurtz asked if the Salem ladder truck can reach all of properties in Keizer. Chief Cowan concurred. Director Kurtz asked if the ladder truck can fit in the apparatus bay. Chief Cowan concurred. Director Kurtz inquired if the ladder truck is red. Chief Cowan concurred. The motion carried 3 to 1. Greg Ego, Mike Kurtz and Joe Van Meter voting yes. Greg Frank voting no.
CERT – Chief Cowan reported that the Keizer Citizen Emergency Response Teams (CERT) has gained Volunteer Non-Profit Status with the State of Oregon. They are pursuing a 501(c) 3 status. Keizer Fire Board discussed assisting this group with annual funding in the amount of $2000. The funds would be used for CERT expenses such as insurance, legal fees, other training and tuition costs and office expenses. Their funds are overseen by a Board of CERT volunteers and charter registered with the State of Oregon. CERT representative Rick Day reported on the financial needs of CERT and reported that $5,000 annually is needed to support CERT. Director Frank inquired if CERT has established the 501(c) 3 status. Chief Cowan reported that the 501 (c) 3 status is in process. Director Frank asked if the $2,000 donation would be paid immediately or July 1st. Chief Cowan reported that the donation needs to be paid immediately. Director Frank reported that the resolution states the donation will be paid in the fiscal year beginning July 1, 2010 so that is when the donation should be paid. Director Frank reported that he would like the CERT group to approach the board each year, prior to the budget process, to request the annual donation. With no further questions or comments, Greg Ego moved a motion to approve Resolution No. 2010-05; for fiscal year beginning July 1, 2010, Keizer Fire District will donate $2,000 for use by CERT for the purposes of providing services, train CERT volunteers and provide community training regarding emergency response. Mike Kurtz seconded the motion. The motion carried with a unanimous vote.
Other Business – Director Frank requested that the board discuss non-represented employees wages and benefits at the July Board Meeting. Director Van Meter reported that the District needs to look into completing a salary study for non-represented employees.
At 8:07 p.m. the Board entered into an Executive Session 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 8:47 p.m.
Greg Frank moved a motion accepting the IAFF Local 3881 Contract dated July 1, 2010 through June 30, 2013. Joe Van Meter seconded the motion. The motion carried unanimously.
Good of the Order – Director Van Meter congratulated Firefighter/Paramedic Rachel Grier on the successful delivery of a baby boy.
Pay Bills – Greg Ego 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 8:50 p.m. The next regular scheduled Board meeting is Tuesday, July 20, 2010 at 7:00 p.m.
Respectfully submitted,
Greg Frank
Secretary
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