SOUTHERN PARK COUNTY FIRE PROTECTION DISTRICT Minutes for Dec. 10, 2009 Public Meeting 1) Call to order Called to order 7:12pm. Attendees: Board Members Sam Calanni, Amy Mason, Anita Long, Kathy Boettcher and Harry Gintzer. Department members Chief Gene Stanley, Executive Officer Larry Lepage, Auxiliary President Major Joan Lepage, Deputy Chief Aaron Mandel and Don Davis. Richard Rogers board secretary. 2) Introduction of guests None 3) Approval of Agenda Amended, approved. Unanimous. 4) Approval of Nov. meeting minutes Minor corrections for spelling. Harry Gintzer moves, seconded by Anita Long, approved unanimously, with minor edit and spelling corrections. 5) Directors and Chief Reports Treasurers Report Anita Long: Check Register presented. Items of note: Nov 5, check #6000, $2,500 fire supplies (general hoses and nozzles), $573 for radio and batteries, $700 for vehicle fuel. Current cash greater than $150,000. Balance Sheet – only change is cash and liabilities (payroll). Profit and Loss Statement - $10,000 over constituent’s contributions, $5,000 short district tax. Total income $5,000 over. YTD Expenses: largest expense $18,600 over in repairs, mostly vehicle repairs. Over payroll for Aaron Mandel. Under in training, utilities, fuel. $5,000 under expenses budget. Project $138,000 cash end of year. Projected income $156,928 , actual $163,846. Projected expenses $163,000, actual $162,000. Capital outlays on track. Public Relations Amy: Email addresses received. Picture of Rita Baysinger is ready. Regulatory matters (Dist. Map, Contact list, meetings, Trans. Notice, Budget Res., et al) Owe district map to DOLA by January. Contact list to DOLA by January15, 2010. Announcement on meetings by January. Transparency by January, 2010 . Web page link from DOLA needed to meet transparency requirements. Chiefs Report 1 medical run 3 fire runs, 1 structure fire and save. 2 structure fires this year saved. Truck repair. $211.27 for labor Karl Shulz. Add $110 for freight. Justin Dunn letter is not required. His equipment has been returned after conversation with Amy. CSFS two grant applications are out, pending next year. $2,100 fire shelters received, no matching funds required. Laptops, pending next year/month. District GIS maps for DOLA in the works. Assessor Dave Wissel is digitializing all fire districts. To be determined: send digital points; hard copy showing digital points; parameters? 16 new inclusions recorded. Short of volunteers. Thoughts on showing public the need for volunteers? Check on other recruiting methods. Don Davis regarding radio reception. Don is an engineer and volunteer for Station 2. Problem is he can not receive pages. Gene performed radio checks, seems to be problem with our systems. Larry recommends a new repeater of our own, $15,000 for new repeater. Approved last year. $5,000 to improve a Dicks Peak repeater helped. Dicks Peak used within Guffey, Fairplay dispatch not being received. Communications within SPCFPD okay. Not able to resolve. Discussion between Larry, Gene and Sam needed. District newsletter to be mailed out . Gene will supply material by January Thank you letter for Randy Quicks father. Good letter and appropriate. Discussion for rewards and compensation for personnel, lunches, thank you, to volunteers, for service rendered. Board Treasure prefers cash advance and petty cash to be used. Gene already has authority to spend cash, Auxiliary has tab at Rita’s Cafe which may be used. Auxiliary Report Joan LePage: H1N1 shots available at Safeway, those with medicare card free, $15.00 cash otherwise. Approval for District to pay for volunteers not covered by medicare, both medical and fire responders. Amy Mason moves, Kathy seconds. Unanimously approved. December 17 is school play. Larry and Joan LePage will distrubute toys. Aaron Mandel will be Santa Claus. December 19th will be a pot luck dinner from 3 to 6 at Fire Station 1, Jim Tubbs will be Santa Claus. Rita Baysinger will have calendar available for sale and donations. Childrens display at Station 1, toys will be available. Kids and volunteers will help clean and setup. Harry Gintzer will make up poster for recruiting for display on the 19th. Dave Tilton's mother passed, auxiliary sent $50 gift 6) Old Business Chiefs Contract is contract ready to sign. CSFS Grant Application already covered, shelters received. District map – Dave Wissel assisting with digital map of Park County. Sam to send letter to DOLA. May election – Transparency Notice requires posting on District web site. Inclusions – Now up to date. From 2005 to now, 16 new inclusions. Hand carried from court to clerk to accessor. Anyone who put in a petition for inclusion is done. 7) New Business Highway 9 Plowing Schedule. Equipment already setup to handle bad weather. Problem may be getting volunteers to stations. Letter to CDOT concerning emergency response. Gene traveled Hwy 9 in morning to find only one lane plowed. Sam and Gene to write letter of concern to CDOT. Schedule for 2010 Meetings – Anita Long has new meeting dates. Amy will distribute to agencies. To be in resolution next month, legally. Transparency Notice completed by Anita Long. Ecopy to Seth for publishing on web page. Need link from DOLA to web. Required by January 15, 2010, Anita Long to send to Seth immediately. No need to wait for DOLA. Resolution to Adopt Budget and transmittal - $86,000 matching grant removed, capital expenditures removed. Changes dropped $86,000 grants for 2010, increased interest from bank accounts, to $412. Income property taxes $62 change. Treasures fees, changed. Capital outlays now $136,010. Grants, interest, tax collections, treasures feeds, capital outlays changed. Anita Long read resolution. Motion to adopt by Harry. Unanimously accepted. Resolution to set/accept /certify mill levies – Amy Mason moved, Anita Long seconded, unanimously accepted. Resolution to Appropriate Money for Funds – $203,046. Anita Long moved, Amy Mason seconded, Unanimously accepted. 2010 budget message. Letter of budget transmittal to DOLA. Repairs to Chiefs truck repairs made. And approved. Ratification needed. Anita suggests up to $1300. Motion by Anita, seconded by Amy. Unanimously accepted. Internal Audit Committee Anita Long to review books with Internal Audit Committee made up of board and community members. Four hours needed. Harry will review his schedule to see if he can participate. 8) Public Input Regarding Jim Moehle: Donation to auxiliary is deductable. District is not a charity. Donations to auxiliary may be passed on to District. Volunteer can deduct mileage. Jim Moehle did donate supplies. Letter of thanks. Thanks to Don Davis for attending and providing discussion. $15,000 already approved to spend on upgrades and maintenance to communications, already spent $5,000 to upgrade Dick Peaks repeater. County needs repeater in Park Ridge area. No grants available. Aaron Mandel had an issue in not being allowed to transmit using 800mhz. Larry LePage explained responders can’t talk directly to state patrol. Current radios can talk to Fairplay dispatch. Have 12- 800mhz radios which can’t be used. Harry asked if external antenna’s may provide better coverage. Don Davis can receive local 5 watt radios, but cannot receive Fairplay dispatch. General summation of radio: re: Chief report. 9) Adjourn Public Meeting 8:58 10) Executive Session Deputy Chief position Respectfully Submitted, Richard Rogers, Secretary