Pacific County Fire District No. 1 » Commissioner’s Minutes

Regular Meeting Minutes – July 20, 2010

cbiggs — Tue, 24 Aug 2010 19:24:00 +0000

Commissioner Greg McLeod established that a quorum was present and called the meeting to order at 1800. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640. Attendance at the meeting included:
Commissioner Greg McLeod; Commissioner Tom Downer; Fire Chief Jacob Brundage; District Secretary Brandy Ferguson; Division Chief Mike Karvia; Division Chief David Hood; Captain Jason Derrey; Firefighter Nick Hansen; Acting Lieutenant Cory Bardonski

Commissioner McLeod made a motion to excuse Commissioner Hill because he was out of town. Seconded by Commissioner Downer. Motion carried.

Commissioner McLeod called for an Executive Session at 18:02 for the July Pension and Relief Board meeting. Regular session resumed at 18:03.

Consent Agenda:
1.         Minutes of Regular Commissioner’s Meeting held on June 15, 2010
2.         Minutes of Special Commissioner’s Meeting held on June 25, 2010
3.         Approval of July 20, 2010 vouchers in the amount of $185,207.68
             (Voucher #65100100673 through # 65100100765)

Commissioner Downer moved to approve Consent Agenda. Seconded by Commissioner McLeod. Motion carried.

Guests and Public Comments: None.

Presentations and Special Events: None.

Secretary’s Report:

Financial Summary of Cash Receipts and Disbursements, May 2010June’s second batch of vouchers was approved on June 25, 2010 in the amount of $2024.61
(Voucher #65100100666 through #65100100672). Commissioner Downer moved to approve the vouchers from June 25, 2010 in the amount of $2024.61. Seconded by Commissioner McLeod. Motion carried.
Monthly Budget Report, May, 2010 – No questions.
Systems Design Report – Ferguson explained there were some inconsistencies with the information Systems Design was stating was the issue regarding low deposits.

Chief Brundage updated the Commissioners on the status of Super Rural Medicare Payments on retro claims. Systems Design states that the claims do not need to be re-submitted; Medicare has given suggested the deadline of September 30^th to complete all past claims. At this time, the Fire District has not seen claim payments that reflect the Super Rural adjustments. Chief informed the Commissioners that there appeared to be a breakdown in the ability for Systems Design to act in the District’s best interest. Chief Hood informed to follow up with other organizations regarding their relationship with Systems Design. Commissioner Downer requested further information regarding the contract with Systems Design and whether or not they were bonded for the extent of the outstanding fees they are billing for Fire District 1.

Commissioner Downer moved to authorize Chief Brundage to change billing contractors at his discretion. Seconded by Commissioner McLeod. Motion carried.

Grant Update – No new information. No questions.

Calendar Items and Upcoming Events

July 24 & 25, Long Beach Rodeo

Correspondence: None.

Unfinished Business:

Items pulled from the Consent Agenda—None
Surfside Addition – Chief Brundage reported the stem walls were up and Chris Boggs is requesting a payment of $20,000 as the project is 30% complete and he would like to pay his sub-contractors. Chief Brundage reported that the project should be complete by the end of August. Commissioner Downer moved to authorize Brad Weatherby to determine the percentage of completion and to authorize payment to CSB Construction for $20,000. Seconded by Commissioner McLeod. Motion carried.
2010 Commissioner’s Conference – Commissioner McLeod informed the Board he would not be attending the conference. Chief Brundage requested if he is required to attend that he be dismissed Friday in order to return for in house training. Commissioner Downer plans to attend the conference.
Small Claims Court Issue - Commissioner McLeod is working on a drafted letter for Pacific County. He has not sent anything yet as he is waiting to hear back from Key Bank regarding his request they return the fee. Chief Brundage brought up the issue of the unpaid Fire Protection Agreement for the South Pacific County Administrative Building. Commissioner McLeod suggested the issue be discussed with legal council.

New Business:

Resolution 2010-19 Levy Funds 2^nd Quarter 2010

Commissioner McLeod moved to approve Resolution 2010-19 Levy Funds 2^nd Quarter 2010 in the amount of $17,429.75. Seconded by Commissioner Downer. Motion carried.

Commissioner Downer requested clarification on the definition of “tax payer” and if it was clearly defined in resolution that was referenced.

District Chief’s Report: (Attached)

Chief Brundage informed the Board of the complications regarding the Burn Permits and multiple agencies enforcing regulations. Commissioners request Chief Brundage organizes a meeting with Mike Schultz from ORCA before the next meeting.

Office Manager Report - Absent, no information.
DC Karvia Report – No information.
DC Hood Report – EMS Evaluators Class was held June 5^th with funds from a grant from EMS Council. A total of 8 Students were in attendance, 5 students were from the Fire District.

Commissioner Reports:

1. Commissioner McLeod – Has a call in with Key Bank regarding the Bank Fee. McLeod requested that Chief Brundage organize a conference call June 22 at 2:00 pm, with Snure Law Firm regarding the County Building Fire Protection.

2. Commissioner Hill – Absent.

3. Commissioner Downer – Suggests a letter from the Board be included in the Annual Report.

Good of the Order:

1. Chief Brundage has received many positive comments regarding the Union’s involvement with the Relay for Life. The Union has planned an event at the Moose Lodge in Ocean Park on August 21, 2010 to raise funds for medical equipment for the Fire District. Chief Brundage wanted to thank several volunteers who helped out on July 4^th, as without their help we would not have been able to meet the needs of all the calls.

Commissioner McLeod called for an Executive Session at 18:50 for Personnel issues. No decisions will be made.

The meeting adjourned at 19:45.

GREGORY D. McLEOD, Commissioner THOMAS L. DOWNER Commissioner

ABSENT Attest:

FRED H. HILL, Commissioner

BRANDY FERGUSON, District Secretary

Regular Meeting Minutes – July 20, 2010 is a post from: Pacific County Fire District No. 1

Special Meeting Minutes – June 25, 2010

cbiggs — Tue, 24 Aug 2010 19:07:16 +0000

Attendance at the meeting included:
Commissioner Greg McLeod; Commissioner Tom Downer; Fire Chief Jacob Brundage; District Secretary Brandy Ferguson

Commissioner McLeod called for an Executive Session at 18:02 to discuss Personnel Issues. Special Meeting resumed at 18:05, no decisions were made.

Commissioner Downer made a motion to hold a test for a Temporary Firefighter Position. Seconded by Commissioner McLeod. Motion carried.

Other District Business:

1. 2009 Annual Report – Draft – Commissioner McLeod requested changes be made to wording for “response times”. Stated graph information needs to be verified. Acronyms need to be substituted with proper names. Commissioners requested copies of Annual Report after corrections are made.

2. Enduris Insurance Contract Renewal – Ferguson received further clarification from Enduris and the decision on the contract can be discussed at the next regular meeting July 20, 2010.

3. Key Bank / Systems Design Deposits – Ferguson announced the Pacific County Treasurer’s office announced that Key Bank will no longer be a public depository, currently awaiting further information from the Treasurer’s office.

The meeting adjourned at 18:35.

GREGORY D. MCLEOD, Commissioner

ABSENT
FRED H. HILL, Commissioner

THOMAS L. DOWNER Commissioner

Attest:

BRANDY FERGUSON, District Secretary

Special Meeting Minutes – June 25, 2010 is a post from: Pacific County Fire District No. 1

Regular Meeting Minutes – June 15, 2010

cbiggs — Thu, 05 Aug 2010 17:44:22 +0000

Commissioner Fred Hill established that a quorum was present and called the meeting to order at 1800.

The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640.

Attendance at the meeting included:
Commissioner Fred Hill; Commissioner Tom Downer; Fire Chief Jacob Brundage; Office Manager Cheri Jones; District Secretary Brandy Ferguson; Division Chief Mike Karvia; Division Chief David Hood; Captain Agnes Kakulya; Captain Kendall Biggs; FF/PM David Allsup; FF Kerry Jones; FF Tyler Turpin; FF Forbes Wray

Guests: Debby Jones; Walt & Sophie Platt

Commissioner Hill made a motion to excuse Commissioner McLeod because he was out of town. Seconded by Commissioner Downer. Motion carried.

Commissioner Hill called for an Executive Session at 18:02 for the May Pension and Relief Board meeting. Regular session resumed at 18:05.

Consent Agenda:
1.         Minutes of Regular Commissioner’s Meeting held on May 18, 2010
2.         Minutes of Special Commissioner’s Meeting held on May 25, 2010
3.         Approval of June 15, 2010 vouchers in the amount of $177,664.42
            (Voucher #65100100566 through # 65100100623)

*Payroll direct deposits are listed as ACH.

*Withholding and Medicare payments payable by direct deposit are listed as EFTPS.

*Oregon withholding by direct deposit is listed as ACH.

Commissioner Hill moved to approve Consent Agenda. Seconded by Commissioner Downer. Motion carried.

Guests and Public Comments:
Walt & Sophie Platt were present to give some aerial photos of the area to the Fire District.

Presentations and Special Events:
Training Division Chief Karvia presented Fire Fighting helmets to FF Wray, FF Turpin, FF Jones for completing Fire Fighter 1 training. Also announced that FF Hamilton, FF Beaulaurier, FF Lamb successfully completed the Fire Fighter 1 training.

Secretary’s Report:
1. Financial Summary of Cash Receipts and Disbursements, May 2010
May’s second batch of vouchers was approved on May 27, 2010 in the amount of $23,010.70. Voucher #65100100433 through #65100100445.

Monthly Budget Report, May, 2010 – No questions.
Systems Design Report – No questions. Brandy Ferguson made a comment that the deposits for May were low due to a glitch in the claims processed through Systems Design that required all Medicare bills to be resubmitted. Commissioner Downer requests the report shows 24 months of information rather than just 12 months (Statistical graph).
Grant Update – No new information. No questions.

Calendar Items and Upcoming Events:

June 19 – Memorial Service for Wallace Whitman, Senior Center from 13:00 to 16:00
June 25 and 26 – Relay for Life – Sign up in main office. Josh Serface is the team captain.

Correspondence:

1. Letter from Enduris – Cheri Jones stated the letter is to inform the Fire District of any changes to rates.

Unfinished Business:

Items pulled from the Consent Agenda—None
Surfside Addition – Chief Brundage reported the engineering is done, permits have been filed with the County, awaiting approval.
2010 Commissioner’s Conference – Cheri Jones requested clarification from the board if they would be attending the conference and if the District would be submitting for the Management Excellence Award. Commissioner Hill requested that the Annual Report be submitted with the Management Excellence Award. Cheri Jones stated the submission was due by July 1, 2010.
Small Claims Court Issue - No new information.

New Business:

2009 Annual Report – Draft – Cheri Jones requested comments and suggestions for changes to the annual report.
Annual Insurance Renewal – Cheri Jones received request from Enduris to submit information from the Fire District. Cheri Jones requested guidance from the board if the District will be looking for new insurance coverage; rates are not expected to increase. Commissioner Downer suggests if other companies want to bid, they should be allowed the opportunity.

Commissioner Hill made a motion to submit the insurance information to Enduris with the understanding that if another company wants to bid on it they can. Seconded by Downer. Motion carried.

Agreement with Ocean Beach School District / Cadet Program – Chief Brundage stated the issue has been tabled as he has requested additional information to be presented to the board.
POL #303 – Creating and Disbursing District Photos and Electronic Images (New)

Motion by Commissioner Downer to approve Policy #303 – Creating and Disbursing District Photos and Electronic Images. Seconded by Commissioner Hill. Motion carried.

POL #603 – Meal Reimbursement within the District (Revised)

Motion by Commissioner Downer to approve Policy #603 – Meal Reimbursement within the District. Seconded by Commissioner Hill. Motion carried.

POL #1106 – Establishing Uniform and Appearance Standards (Revised) –

Motion by Commissioner Downer to approve Policy #1106 – Establishing Uniform and Appearance Standards. Seconded by Commissioner Hill. Motion failed.

Motion by Commissioner Downer to strike the words “baseball style hat” from page 6 of the addendum. Seconded by Commissioner Hill. Motion carried.

POL #1401 – Establishing Vehicle Safety Standards (Revised) –

Motion by Commissioner Downer to approve Policy #1401 – Establishing Vehicle Safety Standards. Seconded by Commissioner Hill. Motion carried.

District Chief’s Report (attached):
Chief Brundage reported that the Fire Fighter Association agreed to purchase and upgrade the extrication equipment. Part of the quote involves trading in the District’s current tools for the upgraded tools. There is a sole source provider so the District does not need to go out for bid. Captain Biggs was present to represent the Fire Fighter Association. Commissioner Downer suggested that the Fire District authorize the purchase and then have the Fire Fighter Association make a donation to the Fire District for the purchase.

Motion by Commissioner Downer to accept quotation JB0520101-2 Diamond Back Fire Rescue to purchase the extrication tools $28,850.00 not including sales tax. Seconded by Commissioner Downer. Motion carried.

Chief Brundage announced the Fire District would have a booth and display at the Garlic Festival this weekend. The Union is planning to attend the Relay for Life on June 26^th. The District will be participating in the July 4^th Parade.

Chief Brundage and Commissioner McLeod attended the 911 Administrative meeting, to review the 2011 proposed fees. The current proposal shows a $9000.00 increase in fees to the Fire District. The 911 Administration changed their formula due to the percentage of calls that are related to Fire and Emergency Service calls. The change has not been voted on and would require a unanimous vote to pass.

Office Manager Report:
Cheri Jones has been working on policy updates, annual report. The support division has been assisting with office tasks.

Training Division Report:
Report attached to Chief Brundage’s report. Received the notice that Washington State will pay for a 40 hour IFSAC Hazardous Materials and Awareness class, if the District pays to host the class.

EMS Division Report:
Report attached to Chief Brundage’s report. Graduated 2 EMTs from the recent training. FF/Mechanic Hersey and Support McGlothlin have both passed. Saturday before last, Fire District hosted an EMS Evaluators class that was fully funded by the South Pacific County EMS Council.

Commissioner Reports:

1. Commissioner McLeod – Absent.

2. Commissioner Hill – No report.

3. Commissioner Downer – No report.

Good of the Order:

1. Chief Brundage announced that the firefighters have done a great job with the complex calls in the last few weeks. The public as also expressed their gratitude.

The meeting adjourned at 18:40.

ABSENT
GREGORY D. McLEOD, Commissioner THOMAS L. DOWNER Commissioner

FRED H. HILL, Commissioner

Attest:

BRANDY FERGUSON, District Secretary

Regular Meeting Minutes – June 15, 2010 is a post from: Pacific County Fire District No. 1

Special Meeting Minutes – May 25, 2010

cbiggs — Wed, 30 Jun 2010 21:07:19 +0000

Attendance at the meeting included:

Commissioner Greg McLeod; Commissioner Fred Hill; Commissioner Tom Downer; Fire Chief Jacob Brundage; Division Chief Mike Karvia; Division Chief David Hood; Battalion Chief Doug Knutzen; Captain Brad Weatherby; Captain Jason Derrey; Captain Kendall Biggs; Lieutenant Tim Williams; FF/EMT Nick Hansen; Public Relations Coordinator Connie Biggs; Office Manager Cheri Jones

Guests: Walt & Sophie Platt

Commissioner McLeod made a motion to recess the regular meeting for the purpose of discussing the District’s Strategic Plan in a workshop format.

Chairman McLeod resumed the regular session of the special commissioner’s meeting at 2030. No decisions were made.

The meeting adjourned at 1630.

GREGORY D. MCLEOD, Commissioner

FRED H. HILL, Commissioner

THOMAS L. DOWNER Commissioner

Attest:

Cheri Jones, Recording Secretary

Special Meeting Minutes – May 25, 2010 is a post from: Pacific County Fire District No. 1

Regular Meeting Minutes – May 18, 2010

cbiggs — Wed, 30 Jun 2010 21:02:38 +0000

Commissioner Greg McLeod established that a quorum was present and called the meeting to order at 1800. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640.

Attendance at the meeting included:
Commissioner Greg McLeod; Commissioner Fred Hill; Fire Chief Jacob Brundage; Division Chief Mike Karvia; Captain Jason Derrey; Acting Lieutenant Cory Bardonski; FF/EMT Nick Hansen; FF/PM Jennifer Vedenoja; District Secretary Brandy Ferguson

Chairman McLeod called for an Executive Session at 18:01 for the May Pension and Relief Board meeting. The session to last about two minutes. Regular session resumed at 18:04.

Motion by Commissioner McLeod to excuse Commissioner Downer because he was out of town. Second by Commissioner Hill. Motion carried.

Consent Agenda -

1. Minutes of Regular Commissioner’s Meeting held on April 20, 2010

2. Minutes of Special Commissioner’s Meeting held on May 4, 2010

3. Approval of May 18, 2010 vouchers in the amount of $186,235.18

(Voucher #65100100447 through # 65100100549)

*Payroll direct deposits are listed as ACH.
*Withholding and Medicare payments payable by direct deposit are listed as EFTPS.
*Oregon withholding by direct deposit is listed as ACH.

Guests and Public Comments: R.D. Williams from the North Beach Water District invited the Fire District to participate in a workshop June 7th, regarding flushing / flow testing of fire hydrants. Need to clarify who is responsible either the Water District or Fire District.

Presentations and Special Events - None.

Secretary’s Report -

1. Financial Summary of Cash Receipts and Disbursements, February 2010
April’s second batch of vouchers were approved on April 27, 2010 in the amount of $23,010.70. Voucher #65100100433 through #65100100445.

2. Monthly Budget Report, May, 2010 – No questions.

3. Systems Design Report – No questions. Commissioner McLeod requested an executive session at the June 15, 2010 meeting to discuss reports at Commissioner Downer request.

Grant Update – A clerical error on the report was explained, the correct SAFER Amount Remaining was $29,271.98.

Calendar Items and Upcoming Events -

1. May 22 – Live Fire Training, 295th and G Street

2. May 25 – Strategic Planning Workshop – Station 1 from 18:00 to 20:00

3. June 25 and 26 – Relay for Life – Sign up in main office. Josh Serface is the team captain.

Correspondence - None.

Unfinished Business -

1. Items pulled from the Consent Agenda—None

2. Surfside Addition – Contractor bid packets were handed out and 4 bids were returned. CSB Construction was the lowest bid at $66,836.00.

CSB Construction           $66,836.00
DPR                                      $68,261.86
Summit Holmes NW      $69,900.75
Wirkkala Construction $95,895.65

Motion by Commissioner Hill to accept the lowest bid. Second by Commissioner McLeod. Motion carried.

3. 2010 Commissioner’s Conference – Commissioner McLeod discussed holding budget planning workshops locally. Commissioner Hill suggested the conference would provide good information for budget planning. Commissioner McLeod agreed to go to the conference and work on the budget there.

4. Rescind April 20, 2010 Motion to Purchase New Tires for 2154 – Chief Brundage informed the Commissioners that Les Schwab was not willing to honor previous bid for tires. Commissioner Hill tabled the motion to rescind.

New Business -

1. Resolution #2010-18 Authorizing Use of EMS Levy Funds – First Quarter 2010
Motion by Commissioner Hill to approve Resolution #2010-18 Authorizing Use of EMS Levy Funds for First Quarter 2010. Second by Commissioner McLeod. Motion carried.

2. Discussion Regarding Overdraft Fees of $48.00 on Public Sector Statement, April 30, 2010
Commissioner McLeod conferred with Brian Snure and was informed that the District could ask for the fee returned, or sue the Pacific County Treasurer for the fee in small claims court.

Motion by Commissioner Hill to approve Commissioner McLeod to represent Pacific County Fire District 1 in small claims court. Second by Commissioner McLeod. Motion carried.

District Chief’s Report - (See Chief’s Report to be included as part of these minutes.)

2. DC Hood Report – Absent, teaching EMT class.

3. DC Karvia Report – report attached to Chief Brundage’s report.

Commissioner Reports –

1. Commissioner McLeod – Met with 911 Administration regarding the allocation formula for dispatch services. The change will be a disadvantage to Fire District 1 to approximately $27,000. The change in call volume has increased from 10% for Fire & EMS to 15%. Need to rewrite the Inter-Local Agreement and spread the fees out to other EMS providers.

2. Commissioner Hill – No report.

3. Commissioner Downer – Absent.

Good of the Order -

1. Chief Brundage announced good job to the District personnel involved in the Loyalty Days parades. He congratulated FF/PM Hamilton on successfully completing his probationary period and welcomed new volunteer James Aiken to the Fire District. The Ocean Park Chamber of Commerce has asked the Fire District to assist with the community bonfire on Labor Day weekend.

Chairman McLeod called for an Executive Session at 18:30 to discuss a personnel issue. The session to last about fifteen minutes. Regular session resumed at 18:45.

The meeting adjourned at 18:46.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER Commissioner – absent

FRED H. HILL, Commissioner

Attest:

BRANDY FERGUSON, District Secretary

Regular Meeting Minutes – May 18, 2010 is a post from: Pacific County Fire District No. 1

Special Meeting Minutes – May 4, 2010

cbiggs — Wed, 30 Jun 2010 20:47:35 +0000

Commissioner Greg McLeod established that a quorum was present and called the meeting to order at 1600. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640. A special meeting notice was posted and distributed on April 30, 2010.

Attendance at the meeting included:

Commissioner Greg McLeod; Commissioner Tom Downer; Fire Chief Jacob Brundage; Office Manager Cheri Jones; Administrative Asst. Brandy Ferguson

Motion by Commissioner Downer to excuse Commissioner Hill because he was out of town. Second by Commissioner McLeod. Motion carried.

Chairman McLeod called for an Executive Session at 1601 to discuss a personnel issue for approximately 10 minutes.

Regular session resumed at 1609.

Motion by Commissioner Downer to re-assign District Secretary Stan Sonntag temporarily as Administrative Assistant / Finances effective May 1, 2010. In addition, Mr. Sonntag’s administrative leave to be extended until the Board’s regular meeting on May 18, 2010 at which time the Board will review the internal financial review findings. Second by Commissioner McLeod. Motion carried.

Calendar Dates and Upcoming Events – For Information Only

1. May 15 – Bike Rodeo – Ocean Park School
2. May 20 – SW Washington Fire Commissioners Meeting, Toledo
3. May 22 – Live Fire Training, 295th and G Street
4. May 25 – Strategic Planning Workshop – 6-8 p.m., Station 21-1
5. June 25 and 26 – Relay for Life

Other District Business

1. Resolution #2010-08 – Appointment of District Secretary
Motion by Commissioner Downer to approve Resolution #2010-08 – Appointment of Brandy Ferguson to the position of District Secretary. Second by Commissioner McLeod. Motion carried.

2. Oath of Office – District Secretary
Commissioner McLeod administered an Oath of Office to Brandy Ferguson. Shelly Noyes, The Bank of Pacific, was present to notarize the Oath which will be forwarded to the Pacific County Auditor’s Office.

3. Resolution #2010-09 – Appointment of Auditing Officer
Motion by Commissioner Downer to approve Resolution #2010-09 – Appointment of Brandy Ferguson as Auditing Officer. Second by Commissioner McLeod. Motion carried.

4. Resolution #2010-10 – Appointment of Investment Officer (Void Resolution 1999-4)
Motion by Commissioner Downer to void Resolution #1999-4. The District does not need to appoint an Investment Officer because that is a service provided by the Pacific County Treasurer’s office. Second by Commissioner McLeod. Motion carried.

5. Resolution #2010-11 – Appointment of Petty Cash Custodian
Motion by Commissioner Downer to approve Resolution #2010-11 – Appointment of Cheri Jones, Office Manager as Petty Cash Custodian. Second by Commissioner McLeod. Motion carried.

6. Resolution #2010-12 – Amendment to Resolution Authorizing Issuance and Signatories of Warrants
Motion by Commissioner Downer to approve Resolution #2010-12 – Authorizing signatories for the Security State Bank warrant account. Second by Commissioner McLeod. Motion carried.

7. Resolution #2010-13 – Authorizing Signatories – Security State Bank
Motion by Commissioner Downer to approve Resolution #2010-13 – Authorizing signatories for the Security State Bank direct deposit account. Second by Commissioner McLeod. Motion carried.

8. Resolution #2010-14 – Key Bank MasterCard Account Revision
Motion by Commissioner Downer to approve Resolution #2010-14 – Authorizing signatories for the Key Bank MasterCard account. Second by Commissioner McLeod. Motion carried.

9. Resolution #2010-15 – Appointing Agent to Receive Claims against District
Motion by Commissioner Downer to approve Resolution #2010-15 – Appointing Brandy Ferguson, District Secretary as the Agent to receive claims against the District and Cheri Jones, Office Manager, as Alternate Agent. Second by Commissioner McLeod. Motion carried.

10. Resolution #2010-16 – Appointment of Advanced Travel Fund Custodian
Motion by Commissioner Downer to approve Resolution #2010-16 – Appointing Brandy Ferguson, District Secretary as Custodian of the Advanced Travel Checking Account held at Keybank. Second by Commissioner McLeod. Motion carried.

11. Resolution #2010-17 – Appointment of Revolving Checking Account Custodian
Motion by Commissioner Downer to approve Resolution #2010-17 – Appointing Brandy Ferguson, District Secretary as Custodian of the Revolving Fund Checking Account held at The Bank of Pacific. Second by Commissioner McLeod. Motion carried.

12. Employment Agreement – Brandy Ferguson
Motion by Commissioner Downer to approve the Employment Agreement between Pacific County Fire District 1 and Brandy Ferguson, District Secretary effective May 1, 2010 and to authorize Chief Brundage to sign the Agreement on behalf of the Board. Second by Commissioner McLeod. Motion carried.

The meeting adjourned at 1630.

GREGORY D. McLeod, Commissioner

FRED H. HILL, Commissioner

THOMAS L. DOWNER Commissioner

Attest:

CHERI JONES, Recording Secretary

Special Meeting Minutes – May 4, 2010 is a post from: Pacific County Fire District No. 1

Regular Meeting Minutes – April 20, 2010

cbiggs — Wed, 30 Jun 2010 19:32:58 +0000

Commissioner Chairman Greg McLeod established that a quorum was present and called the meeting to order at 18:00. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640. Attendance at the meeting included:

Commissioner Greg McLeod; Commissioner Tom Downer; Commissioner Fred Hill; Fire Chief Jacob Brundage; Division Chief David Hood; Captain Agnes Kakulya; District Secretary Stan Sonntag; Volunteer Captain Kendall Biggs; Office Manager Cheri Jones; Guest RD Williams

Chairman McLeod called for an Executive Session at 18:02 for approximately 2 minutes for the April Pension and Relief Board meeting. Regular session resumed at 18:05.

Chairman McLeod called for an Executive Session with Chief Brundage and the other Board members for approximately 20 minutes to discuss a personnel issue. At 18:25 District Secretary Stan Sonntag was invited to the executive session and Chairman McLeod extended the session for another 30 minutes. Regular session resumed at 18:50.

Motion by Commissioner Hill to accept the resignation of District Secretary Stan Sonntag with a revised effective date of July 16, 2010. Second by Commissioner Downer. Motion carried.

Consent Agenda:

Minutes of Regular Commissioner’s Meeting held on January 19, 2010 (Revised)
Minutes of Regular Commissioner’s Meeting held on March 16, 2010
Minutes of Special Commissioner’s Meeting held on April 2, 2010
Approval of April 20, 2010 Vouchers / Warrants as follows:

          Voucher No.   65100100322   through No.   65100100391 in the amount of $ 79,117.39 (Fire)
            Voucher No.   65100100392   through No.   65100100430 in the amount of $ 99,682.40 (EMS)
            Voucher No.   65100100431   through No.                           in the amount of $      251.51 (Capital)
            Voucher No.   65100100432  through No.                           in the amount of $        79.53 (Inter. Govt.)
            Total vouchers submitted for approval                                                                        $179,130.83

           *Payroll direct deposits are listed as ACH.
           *Withholding and Medicare payments payable by direct deposit are listed as EFTPS.
           *Oregon withholding by direct deposit is listed as ACH.

Motion by Commissioner Hill to approve the Consent Agenda. Second by Commissioner Downer. Motion carried.

Guests and Public Comments:

None

Presentations and Special Events:

Kendall Biggs, President of the Pacific County Fire District 1 Firefighters Association provided the Board with an overview of the Association’s finances. He reported that Volunteer Wendy Phelps recently finished an audit of the Association’s financial records and that all accounts are reconciled. He also reported that he and Chief Brundage have met to discuss the receiving of donations and that they have agreed that donations will continue to go to the Association.

RD Williams, representing the North Beach Water District, gave a brief update on water district activities which included information on the flushing program that is currently in process.

Secretary’s Report:

1. Financial Summary of Cash Receipts and Disbursements, March 2010

a. March 23, 2010 Vouchers / Warrants approved as follows:

Voucher No. 65100100307 through No. 65100100321 in the amount of $259,816.86 (includes the invoice for the purchase of one new tender.)

2. Monthly Budget Report, April, 2010 – No questions.

3. Systems Design Report – Commissioner Downer asked if it would be possible to get the Systems Design report formatted so there would be a comparison by month over a 3-year period of time. DC Hood will look into this and report back.

4. Grant Update—Chief Brundage reported that this report represents the current grants. The fourth quarter submittal for the SAFER Grant will be going out soon. Chief Karvia is also looking into a wildland grant for $20,000 with a $2,000 match.

Calendar Items and Upcoming Events – For Information Only:

1.         April 23 – Evacuation Drill at Golden Sands
2.         May 2 – Loyalty Day Parade
3.         May 15 – Bike Rodeo – Ocean Park School
4.         May 20 – SW Washington Fire Commissioners Meeting, Toledo
5.         May 22 – Live Fire Training, 295^th and G Street
6.         June 25 and 26 – Relay for Life

Correspondence: None

Unfinished Business:

1. Items pulled from the Consent Agenda—None

2. Surfside Addition—Chief Brundage reported that Captain Weatherby is working on detailed documents to rebid the Surfside Addition.

3. 2010 Commissioner’s Conference – Commissioner McLeod noted that he still has some misgivings about attending this year’s conference. He requested this issue be on the May agenda again for further discussion.

4. Strategic Planning Workshop – The Commissioners requested that Cheri check the calendar and give them some options for a strategic planning workshop.

New Business:

1. Resolution #2010-07 – Disposal of Surplus Property

Motion by Commissioner Hill to approve Resolution #2010-07 to dispose of three copiers as surplus equipment. Second by Commissioner Downer. Motion passed.

Chief’s Report:

Chief Brundage reviewed his report, which is attached as part of these minutes. He requested approval from the Board to purchase new tires for brush truck 2154 in the amount of $4,112.81 (includes sales tax).

Motion by Commissioner Hill to approve the purchase of new tires for 2154 in the amount of $4,112.81, including sales tax. Second by Commissioner Downer. Motion carried.

Division Chief Hood reported that 12 students, including 3 District members, have completed the EMT class that was held in Naselle. Captain Derrey was the lead instructor for this class. These students will be taking the National Registry test sometime in the near future.

Dr. Stephen Hill is reviewing the revised South County EMS Protocols.

The South County EMS Council met recently and DC Hood was elected Chairman of the committee.

DC Hood gave each of the Commissioners one of the Resource Directories that is ready to be printed. The Commissioners suggested selling sponsorships to businesses to offset the cost of printing several thousand. DC Hood and Cheri will look into this.

Human Resource Report:

Cheri Jones went over her written report with the Board, which is attached with the Chief’s report.

Commissioner Reports:

1. Commissioner McLeod – No report.

2. Commissioner Downer – Reported that he had received an e-mail from the WA Fire Chiefs Association regarding charges for service outside of the District. Basically what he found out was that there are a number of ways that District’s are doing this. Commissioner Downer recommended contacting the Fire Commissioners Association or Brian Snure to get a sample policy. He also suggested setting geographical boundaries, i.e. the Ocean Beach School District boundaries and to charge a 50% premium for services provided outside of the District.

3. Commissioner Hill – No report.

Good of the Order: Received thank you notes from Medix and Ilwaco Fire Department for mutual response to a car accident.

The meeting adjourned at 20:15.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER Commissioner

FRED H. HILL, Commissioner

Attest:

CHERI JONES, Recording Secretary

Regular Meeting Minutes – April 20, 2010 is a post from: Pacific County Fire District No. 1

Special Meeting Minutes – April 2, 2010

cbiggs — Tue, 27 Apr 2010 23:53:45 +0000

Commissioner Chairman Greg McLeod established that a quorum was present and called the meeting to order at 1600. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640. A special meeting notice was posted and distributed on April 1, 2010.

Attendance at the meeting included:

Commissioner Greg McLeod
Commissioner Tom Downer
Commissioner Fred Hill
Fire Chief Jacob Brundage
Division Chief Mike Karvia
Office Manager Cheri Jones
Administrative Asst. Brandy Ferguson

Chairman McLeod called for an Executive Session at 1601 to discuss a personnel issue for approximately 30 minutes.

At 1614 the Board requested that Admin. Assistant Brandy Ferguson meet with the Board in executive session.

At 1620 Brandy was excused from the meeting.

At 1635 the Board requested that District Secretary Stan Sonntag meet with the Board in executive session.

At 1655 Stan was excused from the meeting.

Regular session resumed at 1658.

Motion by Commissioner Downer to accept the resignation of Stan Sonntag as District Secretary effective April 30, 2010. Second by Commissioner Hill. Motion carried.

The meeting adjourned at 1659.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER, Commissioner

FRED H. HILL, Commissioner

Attest:

CHERI JONES, Recording Secretary

Special Meeting Minutes – April 2, 2010 is a post from: Pacific County Fire District No. 1

Regular Meeting Minutes – March 16, 2010

cbiggs — Tue, 27 Apr 2010 23:47:25 +0000

Commissioner Greg McLeod
Commissioner Tom Downer
Commissioner Fred Hill
Fire Chief Jacob Brundage
Division Chief Mike Karvia
Captain Brad Weatherby
Captain Jason Derrey
District Secretary Stan Sonntag
Acting Lieutenant Cory Bardonski
Acting Lieutenant Lyle Powell
FF/PM Jennifer Vedenoja
FF/EMT Nick Hansen
Office Manager Cheri Jones

Chairman McLeod called for an Executive Session at 18:03 for the March Pension and Relief Board meeting. The session to last about two minutes. Regular session resumed at 18:05. It was noted that Acting Lieutenant Cory Bardonski has agreed to serve as the Volunteer Representative to the local Board for 2010.

Consent Agenda:
1. Minutes of the Regular Commissioner’s Meeting held on February 16, 2010.

2. Approval of March 16, 2010 Vouchers / Warrants as follows:

Voucher No. 65100100205 through No. 65100100260 in the amount of $ 83,622.70 (Fire)
Voucher No. 65100100261 through No. 65100100302 in the amount of $ 96,048.96 (EMS)
Voucher No. 65100100303 through No. 65100100305 in the amount of $ 3,160.12 (Capital)
Voucher No. 65100100306 in the amount of $ 640.00 (Grants)
Total vouchers submitted for approval $183,471.78
*Payroll direct deposits are listed as ACH.
*Withholding and Medicare payments payable by direct deposit are listed as EFTPS.
*Oregon withholding by direct deposit is listed as ACH.

Motion by Commissioner Hill to approve the Consent Agenda. Second by Commissioner Downer. Motion carried.

Guests and Public Comments: None

Presentations and Special Events: None

Secretary’s Report:
1. Financial Summary of Cash Receipts and Disbursements, February 2010 – February’s second batch of vouchers were approved on February 23, 2010 in the amount of $4,280.99. Voucher No. 65100100191 through Voucher No. 65100100204. Warrant 14447 (Ocean Park Signs) and Warrant 14453 (Fire Service Bookstore) were voided.

Commissioner Hill inquired about the payment to Steve DeJulio for attorney fees. Chief Brundage explained these fees were incurred during labor negotiations when the District was looking into some cafeteria plan options. The fees are for the research and information provided by Mr. DeJulio’s office.

2. Monthly Budget Report, March, 2010 – No questions.
3. Systems Design Report – No questions.
4. Grant Update—Chief Brundage reported that this report represents the current grants. The fourth quarter submittal for the SAFER Grant will be going out soon. Looking at a wildland grant for $20,000 with a $2,000 match.

Calendar Items and Upcoming Events:
1. District’s Annual Awards Banquet—Saturday, March 27th
2. PDC Filings due April 15, 2010
3. WFCA Legislative Roundtable—May 1, 2010—No one interested in attending.

Correspondence:
1. HB 2825 Dies in Committee– For information only.

Unfinished Business:
1. Items pulled from the Consent Agenda—None
2. Resolution #2010-04—Purchase of Water Tender

Motion by Commissioner Downer to approve Resolution #2010-04 for the purchase of a new Water Tender from Cascade Fire & Safety in the amount of $253,172.85, price to include sales tax. Second by Commissioner Hill. Motion carried.

3. Surfside Addition Bids—
Captain Weatherby explained that six (6) bids were received. The low bid was $82,943.44 and the high bid was $135,542.33. This represents a $52,598.89 spread between the low and high bid.

	T1-11	B&B Cement	B&B Cement Lap
Bill Welland & Co	$90,108.12	$90,108.12	$90,108.12	No siding options.
Hill & Son	$107,800.00	$107,800.00	$107,800.00	No siding options. No Workers Comp acct.
Wirkkala Constr.	$117,050.09	$116,823.71	$116,597.33
Dr. Roof, Inc.	$135,542.33	$135,542.33	$135,542.33	No siding options.
Summit Holmes NW	$94,239.84	$93,518.66	$97,464.14	No workers Comp acct.
DPR Builders	$84,193.44	$83,693.44	$82,943.44

Several questions were asked regarding how the job was spec’d; could the job be done without taking the trusses out; did the bid call for the same type of siding as the house; was a specific garage door called for; what are the ventilation requirements; could the engineering be bid separately; are there other funding options? Chief Brundage and Captain Weatherby recommended rejecting all of the bids.

Motion by Commissioner Hill to reject all bids and for Chief Brundage to make some modifications to the specs and to rebid with a target of $70,000 to complete the project. Second by Commissioner Downer. Motion carried.

4. Policy #613—Establishing Policy for Wage Garnishments—This policy had been tabled at the February meeting for further consideration. Commissioner McLeod stated that he does not believe this policy is necessary because wage garnishments are very specific to the circumstance and are required by law. Therefore, the District will simply follow the law and the requirements of any wage garnishments as they are received. Commissioner Hill and Commissioner Downer agreed.

New Business:
1. Approval of Fire / EMS Contract—Jeldness Road
Motion by Commissioner Downer to approve the contract with Patrick Smith, Jeldness Road for fire and EMS services. Second by Commissioner Hill.

Commissioner Downer called for a discussion. He indicated that while he has made the motion to approve this contract, he wants it noted that he has a problem with these contracts. He stated that for 60 years the citizens of Fire District 1 have paid taxes to support the District. He feels it is very appropriate to charge a premium charge for properties outside of the District. He requested that the Board consider adopting a policy requiring a 10-20% premium for emergency services outside of the District. The Washington Fire Commissioners Association would probably have some information on this subject. There being no further discussion, Commissioner McLeod called for the vote. Motion carried.

2. Approval of Fire / EMS Contract—Pacific County, South County Building
Motion by Commissioner Downer to approve the contract with Pacific County for fire and EMS services for the South County Building on Sandridge Road. Second by Commissioner Hill. Motion carried.

3. Certification of 2010 Pension and Relief Payments
Cheri explained that beginning this year the Board has to certify that the volunteer pension payments being submitted are for those individuals who have met the definition of an active volunteer in accordance with State Law and District policy.

Motion by Commissioner Hill to certify the volunteer pension and relief payments for the year 2010. Second by Commissioner McLeod. Motion carried.

4. Support Division Medical Aid Coverage
After looking further into medical aid coverage for those volunteer members of the Support Division, it was Chief Brundage’s recommendation to submit an application to Labor and Industries for medical aid coverage for these volunteers. They are not eligible for coverage through the Board for Volunteer Firefighters at this time, and they are only covered through Enduris for liability. The cost for coverage through L&I is minimal. Cheri will take care of submitting the application and developing a policy and some procedures to make this work.

5. Strategic Plan / Goal Setting Workshop
Chief Brundage suggested that the Board set a date to hold another strategic planning workshop. The focus of this workshop would be to review and update the current plan and then to focus on short and long term facility issues. The Board agreed this should be done and suggested sometime after April 15.

6. 2010 Commissioner’s Conference
Commissioner McLeod requested this be put on the agenda for discussion. He stated that he is not interested in going to Pasco for the Conference this year. He suggested doing a budget workshop here locally in the fall. Commissioner Downer said he agreed; however, he also feels it is important to support the organization and one way to do that is to attend the conference. Commissioner McLeod requested this topic to be on the agenda for next month’s meeting.

7. Resolution #2010-05—Surplus of 1973 Pumper Tender
Motion by Commissioner Hill to approve Resolution #2010-05 to surplus one (l) 1973 Ford Pumper Tender, VIN #U90TVR32528. Disposal to be at the Chief’s discretion and in the best interest of the District.. Second by Commissioner Downer. Motion carried.

8. Resolution #2010-06—Surplus of 1990 Ford / Collins Van
Motion by Commissioner Hill to approve Resolution #2010-06 t o surplus one (l) 1990 Ford / Collins Van, VIN #1FDKE30M1LHB4254 . Disposal to be at the Chief’s discretion and in the best interest of the District. Second by Commissioner Downer. Motion carried.

District Chief’s Report: (See Chief’s Report to be included as part of these minutes.)
Chief Brundage requested approval from the Board to grade and fill the parking area around the triple wide at Station 21-2. Three (3) bids were obtained as follows:

Hill & Son	$3,880.80
DPR Builders	$3,993.50
Wirkkala Construction	$3,259.60

Motion by Commissioner Hill to accept the bid from Wirkkala Construction in the amount of $3,259.60, to include sales tax. Second by Commissioner Downer. Motion carried.

Chief Brundage also requested that the Board schedule a strategic planning workshop in the near future to review and update the current plan and to focus on a short and long term facilities plan. Commissioner McLeod noted that he would be unable to participate until after April 15th.

Chief Brundage reported that the five properties annexed by Long Beach will change over emergency services on April 1st. The District will lose approximately $3,500 per year for these properties.

1. DC Hood Report – Absent, teaching EMT class.

2. DC Karvia Report – Reported on the recent house burn, which involved those individuals in the Recruit Academy.

Commissioner Reports – Commissioner McLeod noted that he was very pleased with the PDF Board packets. Commissioner Downer agreed. Commissioner Hill would prefer to have a hard copy.

Good of the Order:

1. Kudos to Captain Kakulya who participated in this year’s annual Seattle Stair Climb. She was the only member of Fire District 1 to participate this year.

2. Letter of thanks received from Chief David Glasson, City of Long Beach Fire Department, for the training that some of their volunteers are receiving in the Recruit Academy.

The meeting adjourned at 19:12.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER Commissioner

Attest:

FRED H. HILL, Commissioner

CHERI JONES, Recording Secretary

Regular Meeting Minutes – March 16, 2010 is a post from: Pacific County Fire District No. 1

Regular Meeting Minutes – February 16, 2010

cbiggs — Wed, 07 Apr 2010 16:10:44 +0000

Attendance at the meeting included:
Commissioner Fred Hill
Commissioner Greg McLeod
Commissioner Tom Downer
District Fire Chief Jacob Brundage
District Secretary Stan Sonntag
District Chief of Training Mike Karvia

Others:
Volunteer Alice McGlothin

Chairman McLeod called for an Executive Session at 18:01 to hold the February Pension and Relief Board meeting. The session to last about two minutes. Regular session resumed at 18:02

Consent Agenda:

Minutes of Regular Commissioner’s Meeting held on January 19, 2010.
Approval of February 16, 2010 Vouchers in the amount of $312.963.99.

Commissioner Hill made a motion to approve the Consent Agenda. Second by Commissioner Downer. Motion carried.

Guests & Public Comments: None

Presentations and Special Events: None

Secretary’s Report:

Financial Summary of Cash Receipts and Disbursement – January 2010. No comments.
a. January’s second batch of vouchers were approved on January 26, 2010 in the amount of $9,652.01. No comments.
Monthly Budget Report for February 2010. No comments.
Systems Design – December Collection Statistics. Commissioner Downer mentioned that being above a collection percentage of 70% was very good.

Commissioner Hill mentioned he liked the board packet documents sent via email being all in one file. He said it made it easy to review the documents.

Calendar Items and Upcoming Events:

1. District’s Annual Awards Banquet – Saturday, March 27th at the Peninsula Senior Center. Information only.

Correspondence: None

Unfinished Business:

1. Items pulled from the consent agenda. None

New Business:

1. Resolution 2010-03 – Authorization to Use EMS Levy Funds – 4th Quarter 2009.

Motion made by Commissioner Hill to approve Resolution 2010-03. Second by Commissioner Downer. Motion carried.

Chief’s Report: Chief’s written report attached.
Chief Brundage requested Board approval to pursue the purchase of a new water tender, as listed in paragraph #3, of his report; not to exceed $255,000.00, including sales tax. Commissioner Downer made a motion to allow Chief Brundage to pursue the purchase of a new water tender with a purchase price not to exceed $255,000.00, including sales tax. Discussion: Chief Brundage noted that he had just learned that there is more than one dealer offering the particular tender he would like to purchase. This will require the District to go through a formal bid process. Commissioner Downer said he would amend his motion to include using the formal bidding process. Second by Commissioner Hill to approve Commissioner Downer’s motion as revised. Motion carried.

DC Karvia Report. Chief Karvia’s written report attached.
DC Hood Report. Teaching an EMT class in Naselle.
Human Resources Report – Cheri was out of the area and unable to attend.

Commissioner Reports:

Commissioner Tom Downer. Commissioner Downer said the generator at his store (Jack’s Country Store) is operational and the store will be able to operate fully, including the gas pumps located in the store parking lot, during a power outage.
Commissioner Fred Hill. Commissioner Hill commented again about how nice it was to have all of the
information sent to him by e-mail in one file.
Commissioner Greg McLeod. No report.

Personnel Information: None

Good of the Order: None

Chairman McLeod called for an Executive Session at 18:15, at the request of Commissioner Downer, to discuss a property issue to last about 10 minutes and to include the Board Members and the Chief.

Regular session was resumed at 18:23.

Commissioner McLeod mentioned that he and Chief Brundage met to discuss District business and the lunch was paid for by Chief Brundage with the District credit card. He asked for the Board’s approval to have the District pay for their lunch. Commissioners Hill and Downer agreed it was okay.

Commissioner McLeod adjourned the meeting at 18:25.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER Commissioner

Attest:

FRED H. HILL, Commissioner

STANLEY E. SONNTAG, District Secretary

Regular Meeting Minutes – February 16, 2010 is a post from: Pacific County Fire District No. 1