Regular Meeting – June 21, 2016

This post was written by cbiggs on September 28, 2016
Posted Under: Commissioner's Meetings

Commissioner McLeod established that a quorum was present and called the meeting to order at 16:00. 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, Assistant Chief Brad Weatherby, Captain Agnes Waliser, Firefighter/PM Cory Bardonski, Firefighter/PM Michael Weatherby, Volunteer Firefighter Kerry Jones, District Secretary Jamie Meling

Consent Agenda

  1. Minutes of Regular Commissioners Meeting held on May 17th, 2016
  2. May 24th, 2016 4th Week Expenses, for a total of $3,868.92
  3. June 21st, 2016 Expenses for a total of $198,927.14, not including Jack’s Country Store expenses
    1. Accounts Payable: $22,528.17
    2. Payroll: $176,398.97

Commissioner Hill made a motion to approve the consent agenda, seconded by Commissioner Downer. Motion carried.

Commissioner McLeod called for an Executive Session at 16:01 for Pension and Relief Board meeting. Regular session resumed at 16:02.

Jack’s Country Store

  1. May 17th, 2016 Expenses for a total of $112.85: Needs Approval

Commissioner Hill made a motion to approve the Jack’s Country Store expenses in the amount of $112.85, seconded by Commissioner McLeod. Commissioner Downer abstained. Motion carried.

Guests and Public Comments: None

Presentations and Special Events – None

Secretary’s Report: (Report Attached.)

  1. BIAS Treasurer’s Report
  2. Monthly Budget Position Report, May 2016
  3. 2015 Cash Flow Statement
  4. 2015 Cash Flow Projection
  5. Systems Design Collection Statistics

Calendar Items and Upcoming Events

  1. July 4th, 2016 – 4th of July Parade, 1:00 p.m.
  2. July 19th, 2016 – Regular Commissioner’s Meeting, 4:00 p.m.
  3. July 30th & 31st, 2016 – Long Beach Rodeo

Correspondence: None

Old Business:

  1. North Beach Water Fire Protection Contract Agreement Updated

Chief Brundage informed that North Beach Water sent the contract to legal counsel. As far as we know, the Commissioners and the manager have no concerns about the contract.

New Business:

  1. Forest Land Response Agreement and Federal Grant Agreement between Pacific County Fire District 1 and Washington State Department of Natural Resources: Needs Approval

Chief Brundage explained that some verbiage has been changed, but there are no significant content changes in this new contract.

Commissioner Hill made a motion to approve the Forest Land Response Agreement and Federal Grant Agreement between Pacific County Fire District 1 and Washington State Department of Natural Resources and for Chief Brundage to sign the contract, seconded by Commissioner Downer. Motion carried.

  1. Resolution 2016-04 – Surplus Property: Needs Approval

Commissioner Hill made a motion to approve Resolution 2016-04 – Surplus Property, seconded by Commissioner Downer. Motion carried.

  1. Lifepak 12 Trade Agreement between Pacific County Fire District #1 and First Guardian Education Center: Needs Approval

Commissioner Hill made a motion to approve the Lifepak 12 Trade Agreement between Pacific County Fire District #1 and First Guardian Education Center, seconded by Commissioner Downer. Motion carried.

  1. Revised Policy #408 – Accounting for Disclosure and Release of Protected Health Information: Needs Approval

District Secretary Meling explained that our current policy is outdated. Health records must be kept for a minimum of 8 years. Current policy says 6 years. It is recommended that records are kept for 10 years after date of service, or 20 years if treatment was for an infant or pregnant woman. In 2011, we had asked Snure if he suggested keeping records for the required minimum or the recommended timeframe.

Snure stated that if we do not have the resources to store the records, the shorter period of time is acceptable. We contacted Enduris and they said to ask surrounding Fire Districts what their policies are to help establish what the industry standard is. We found that they all follow the retention schedule and do not have a policy in place. We are wanting to revise this policy to keep medical incident reports for 8 years before destroying due to our lack of storage space.

Commissioner Hill made a motion to approve Revised Policy #408 – Accounting for Disclosure and Release of Protected Health Information, seconded by Commissioner Downer. Motion carried.

District Chief’s Report: (Report Attached)

  1. AC Karvia Report – Absent. Chief Brundage reported for Chief Karvia that the Firefighter Academy is finished; graduation went well. Commissioner Downer was in attendance.
  2. AC Weatherby’s Report – Chief Weatherby reported that property and building maintenance is continuing to be worked on. There are upcoming work days at the 168th property to start the clearing process.
  3. Public Education Coordinator Report – Absent. See the back of Chief’s Report.

Commissioner’s Reports

  1. Tom Downer – None
  2. Fred Hill – None
  3. Greg McLeod – Commissioner McLeod wanted to give an update regarding meeting with the North Association. The Association said that his attendance wasn’t needed; the issue has been resolved. Commissioner McLeod stated that he would like a joint meeting of the officers from the North and the South Associations to memorialize the differences and how funds on each end are used.

Personnel Information:  None

Good of the Order:

Chief Brundage stated that we have been busy. We have been averaging over 10 calls per day for the last several days.

Executive Session: Commissioner McLeod called for an Executive Session for Personnel Matters at 16:31. Fire Chief Brundage and District Secretary Meling were in attendance. No decisions were made. Regular session resumed at 16:46.
Meeting adjourned at 16:46 by Commissioner McLeod.

GREGORY D. McLEOD, Commissioner

THOMAS L. DOWNER, Commissioner

FRED H. HILL, Commissioner

Attest:

JAMIE MELING, District Secretary

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