Minutes for March 21, 2011

BOARD OF FIRE COMMISSIONER MEETING

CALL TO ORDER

The Board of Fire Commissioners of Spokane Fire Protection District No. 13 met on March 21, 2011 at Station No. 1, 10236 N. West Newman Lake Drive, Newman Lake, Washington.  Chairperson Eileen Weyrauch called the meeting to order at 6:10 PM and the flag salute was given.

ROLL CALL

Present:  Chairperson Commissioner Eileen Weyrauch, Commissioner Bob Neu and Commissioner Clayton Andersen.

Others Present: Chief Keith Yamane, Deputy Chief Toni Halloran, Deputy Chief Kathie Neu, Finance Officer Janni Hills, Lynn and Byron Woehrle, Jim and Sharon Ball, Theresa Phelps, Max Johnson, Katie Rulffes and Scott Weyrauch.

CONSENT AGENDA

Commissioner Andersen moved to accept the consent agenda which consisted of the minutes of the February 21, 2011 meeting, Finance Officer’s Report, Chief’s Report and Approval of warrants #5662 -5701 in the amount of $23,983.39 and EFT for Payroll Taxes in the amount of $3,390.36.  Commissioner Robert Neu seconded but recused himself from warrant 5663.  Chairperson Weyrauch called for the vote which passed unanimously. 

AUXILIARY REPORT

Katie reported that the Auxiliary is updating the Welcome Baskets and delivered three this past week; Gwyneth is chairing the emergency on call rotation.  The Hot Dog Sale will be July 2^nd and 3^rd and the Barn Dance is Sept 17^th with clean up on Sept 15^th.

CORRESPONDENCE

1. Response Survey:  We received one survey that was favorable.
2. Thank you:  We received a thank you card from the State Archiving service.

UNFINISHED BUSINESS

a.       Division of District Property on Starr Rd:  Chief Yamane contacted Brian Snure again and he still feels that we cannot do this. 

b.      Tender Loan Refinancing:  Chief Yamane investigated and found that at this time it is not cost effective to do it.

c.       Fire Station Funding:  If we run a bond levy the deadline to file is August 16, 2011.  Chief Yamane talked with three (3) lending services.  With the LOCAL program you cannot pay off the loan early.  He spoke with other fire departments that were building stations.  They did not go with LOCAL for that reason.  If we choose to use LOCAL we would need to start filling out paperwork now.  Chief Yamane will begin that process so we are prepared if the Board chooses this option of financing.  We are not obligated to LOCAL financing because we choose to fill out the paperwork. 

d.      2011 Fire Station Forum:  There is a workshop in Cle Elum April 21 pertaining to building and funding new fire stations, cost is $50 plus lodging and food.  Chief Yamane is planning on attending.  He will be asking members of the building committee to join him.

e.       Safety & Service Dinner:  The Auxiliary and SCOPE have agreed to pay up to $450 each for the dinner with the District paying for our members.  The dinner will be held April 28.

f.       Approval of: 

Training Officer and Assistant Training Officer SOG:  Commissioner Neu moved to approve, Commissioner Andersen seconded.  Chairperson Weyrauch called for the vote which passed unanimously.

Organizational Chart:  Commissioner Andersen moved to approve the Organizational Chart without the Community Members at the top, Chairperson Weyrauch seconded.  Chairperson Weyrauch called for the vote, Commissioners Andersen and Chairperson Weyrauch - yes, Commissioner Neu – no, motion passed.

g.       Mutual Aid/Automatic Aid Update: Chief Yamane had a meeting set up with DC Andy Hail and Stan Cooke with Spokane Valley Fire (SVF) that was canceled.  He is trying to set up a meeting for this coming week.  The goal is to have SVF automatically dispatched to any structure fire in our District where there are fire hydrants.  We will then set up an agreement with Hauser for an automatic tender response for the remaining area of the District.

h.      Commissioner Retreat:   April 5 works for all Board members.  The meeting is scheduled for April 5, 2011, 9:00AM at Station 1.  Deadline for agenda items need to be to Chief Yamane by March 30^th – noon.

i.        Mileage Reimbursement:    The Board passed a Travel Expense Reimbursement policy on April 19, 2010.  Discussion was held concerning the payment for mileage within the 50 mile radius of fire station #1.  Commissioner Neu moved to leave it as it currently is and revisit if it becomes an issue.  Chairperson Weyrauch seconded, Chairperson Weyrauch called for the vote, Commissioners Neu and Chairperson Weyrauch - yes, Commissioner Andersen – no, motion passed.

j.        Volunteer Recruitment and Retention Policy and Procedures:  It was suggested that this be an agenda item for the Planning meeting April 5 with Commissioner Andersen bringing policy ideas to that meeting.

k.      Architect Contract Negotiations Update:  Chief Yamane has received the Spokane Valley FD contract as well as the contract TCA has with Snoqualmie Fire.  He is working on melding the two contracts to meet our needs.

l.        Surplus of 1949 Dodge Pumper:  This vehicle has been sitting outside at Jim Repp’s for several years.  Do we want to surplus and sell this vehicle?  There is still strong sentimental value to some about keeping the vehicle.  If we want to keep it then it should be stored inside.  Lynn and Byron Woehrle offered their barn to store the vehicle.  Commissioner Neu moved to take the Woehrle’s up on their offer to store the Dodge, Chairperson Weyrauch seconded.  Chairperson Weyrauch called for the vote, Commissioners Neu and Chairperson Weyrauch - yes, Commissioner Andersen – no, motion passed.

m.    ESCi Checklist Review:  It was decided that this item should be moved to the Planning meeting agenda.

NEW BUSINESS

1.  Monthly Planning Meeting:  Commissioner Andersen feels that we should add another meeting a month and dedicate it to planning.  Discussion included that this has not been budgeted and we would need to do a budget adjustment to add at least $3700 to the Commissioner payroll if this was approved.  The regular monthly meetings have been shortened considerably and it was suggested that we commit an hour at the end of the regular meeting for planning.  Chief Yamane stated that once we get underway with the Architect we will need to have extra meetings but we cannot set specific dates at this time for those meetings.  It was decided to put this on the Planning meeting agenda.
2. District Facebook Page:  Commissioner Andersen feels that with today’s internet accessibility we should have a Facebook page to get out the information about the new station.  Chairperson Weyrauch stated that East Valley School District has one.  Chief Yamane was directed to check with TCA to see if this would be helpful.
3. NW Leadership Seminar:  Commissioner Andersen asked for a review from the conference.  Chairperson Weyrauch will send him her notes from the seminar.  Commissioner Neu felt that there were good speakers there, but he feels that this is an opportunity for the Chief to build new leaders.  We should spend the money on the volunteers that have leadership potential.  Commissioner Neu feels that this is not a seminar for commissioners and if we did send a commissioner no more than one should go.  The question was asked as to the cost per person to attend, per our Finance Officer it is around $1200 per person.

2012 NW Leadership attendance:  The Chief and 2 others. 

This topic was moved to the Planning meeting agenda.

4. WFCA Seminar Review:  Commissioner Andersen felt that this was one of the better WFCA Seminars he has attended.  He got good information from Michelle Mazzola, a grant writer, and he would like us to consider hiring her as a consultant.  He feels we should put a grant writing team together to include community members.  Chairperson Weyrauch is concerned about spreading our personnel too thin and the cost of doing this.  Michelle Mazzola will be at the Fire Station forum that we will be attending April 21.  Those in attendance can see what they think of her.  Chief Yamane was directed to contact TCA on their thoughts regarding grants.
5. 2011 District 13 Grants:  We apply for the FEMA – AFG grant every year, this grant has not opened yet.  It usually opens in April sometime.
6. Formation of Leadership Forum:  Commissioner Andersen feels we should utilize community members assistance in getting the bond passed, should we decide to go out for a bond.  This should be an item for the Planning meeting.
7. Newsletter with Russian Translation:  Commissioner Andersen feels that we have a large Russian population and that we are missing a big part of our community if we don’t publish Smoke Signals in Russian.  Discussion was that this was a lot to ask of the Janni and what about the other nationalities in the community.  Chairperson Weyrauch stated that there is a Russian family in their Boy Scout Troop and she will ask them if they would consider translating Smoke Signals after it is compiled.
8. Station 2 Needs Assessment:  Commissioner Andersen feels that we need to start the process for a Station 2 needs assessment.  The biggest issue with Station 2 is that there is no running water.  Chief Yamane would like to move further with Station 1 keeping Station 2 in the radar for future building committee project.

PUBLIC COMMENTS

One of the community members asked if we had been in contact with Spokane County regarding a plot plan and that we could in fact build on the site.  He was advised that this has been done.

Chief Yamane wanted the Auxiliary to know how much we appreciate everything they have done for us and what a great job they are doing.

GOOD OF THE ORDER

Chairperson Weyrauch will not be at the April 18 Board meeting.  This is an issue for payroll being approved because Commissioner Neu recuses himself from DC Neu’s payroll check.  Chairperson Weyrauch can call in during meeting time to approve payables.

ADJOURNMENT - The meeting was adjourned at 8:16 PM