SOUTHERN PARK COUNTY FIRE PROTECTION DISTRICT Minutes for Nov. 5, 2009 Public Meeting 1) Call to order: Chairman Sam Calanni called the meeting to order at 7:00 p.m. 2) Attendees: In attendance were Board Members Sam Calanni, Anita Long, Kathy Boettcher, and Amy Mason. Present was Harry Gintzer, new board member. Also present were Department members Chief Gene Stanley, Executive Officer Larry Lepage, Auxiliary President Major Joan Lepage, web master Seth Stahlman, and board secretary Richard Rogers. One guest present, Greg Winkler, with the State of Colorado Department of Local Affairs (DOLA). 3) Approval of Agenda: A motion to approve the Agenda was made by Kathy Boettcher and seconded by Anita Long. The motion passed unanimously. 4) Approval of Oct Meeting Minutes: Minor corrections were made to the October minutes and they were approved by unanimous vote. 5) Appointment of Secretary: Richard Rogers was accepted as secretary to the board. 6) Appointment of Board Member and oath of office: New board member Harry Gintzer sworn in and oath of office given by Sam Calanni. Mr. Gintzer’s term is until May, 2010, the next board election. 7) Report by Greg Winkler with the Colorado Department of Local Affairs (DOLA). Asset control in place by SPCFPD is very good. Grant request for new vehicle is suspended, no grants available July 2009 through Jun 2010, possibly longer. Applications may be submitted by December, 2010, with awards in March or April 2011, however, there is currently no grant funding. Applications for 25% cash in kind match should have more in reserve for 2011 to be favorably considered. DOLA is currently reluctant to grant monies for rolling stock equipment. SPCFPD history of building rolling stock is an advantage. Stage budget includes 25-50% in kind grants from energy and mineral revenues, none for gaming revenues. As no grant monies are available, $25,000 currently in budget moved to reserve. Greg Winkler will assist with obtaining a GPS district map. 8) Directors and Chief Reports: Treasurers Report-Anita Long presented the Monthly Check Register, Balance Sheet, Profit and Loss Budget Performance, Actual vs Budget for October, and Year-to-Date, and the General Fund Proposed 2010 Budget. She reported that Truck 961 was repaired, and tested, for $15,038.31, and all income and expenditures were within normal limits. Old 961 donated to Royal Gorge Fire Brigade is not on the balance sheett. Public Relations- Our volunteers, Larry and Joan LePage led children through Guffey for Halloween. Rita Baysinger would like to do the public relations articles to web site: to Amy, then Seth. Regulatory/Insurance Matters New compliance calander, board members manual. Six submissions required by end of January. District Map, to assessor and County Clerk, could cost $14k to comply. New inclusions to go to assessor. Seems inclusions are not being delivered to assessor. Open item, new inclusion and exclusion map. Will not meet January 1 requirement. Chiefs Report-A copy of the Chiefs’ Report is attached to these Minutes. Old 961 donated to Royal Gorge Fire Brigade. Other old surplus to be donated to Royal Gorge. 951 still out for head gasket. Other problems found once truck was examined, heads and valves need smoothing. Work performed by Dirk Trucking Co. Service #91, investment in 2006, is not being used. Suggest to sell as capital improvement. Hold item. Suggest Community Day, make fire extinguisher refill day, individual pays. Need to check insurance liability. Service provided by Canon City Service 961 is back in service and can respond. Mechanical failure not covered by insurance for 961 repairs. Deputy Chief use of credit card, board prefers cash advance. October runs, all non-billable. Rita Baysinger will work with Amy and Seth. No grant money for 962 Rita Baysinger to be paid $290/40 hour week. Issued 1099 since out of district Larry Lepage to send picture of Rita Baysinger to Amy for posting on web site. Auxiliary Report- Joan Lepage – CPR course for free. Requests $50 for thanks to health provider. Approved by Gene. Larry Lepage – to visit Colorado Springs $400 medical – four spider straps board. To overrun budget by $500 approved. December 17 – School Play, Pam Moore requests Toys-for-Tots at fire house after school play. Jim Tubbs probably 2nd of week December. Larry Lepage Windows 7 Pro/Enterprise $9/copy before Jan. MS Office 2003/2007 organization license. 9) Old Business: Chief contract renewed Jan through Dec 2010. Email Policy, all email is public. Recommend to use telephone. Any email business pertaining to district business to copy to secretary/Amy. Need resolution on email. In meantime, hard copy for public records. Special district work shop: local government contact to be on web site. Anita has eform, Seth to add completed form to web site. DOLA link to web site satisfies requirements. Tape executive session, erase after 90 days. CSFS grant application: submitted by Gene for 50-50 match for laptops to use County Dispatch Software , $1000 first of year. Also 6 fire shelters grant from Colorado State Forest Service 10) New Business: Public: 2009 Budget: Legal Notices, in Flume October 9, 2009. Copy of budget in library and fire station 1. Legal requirements met. Remove grant and truck in 2010. Budget resolution in December. Capital outlays , Larry will not use new radios. Take out Grant and Expenditures Public hearing closed. Sam Calanni increased coverage for uninsured driver. Minimal increase, board ratified unanimously. Truck 951 repairs, no more discussion. DEO May election: Mary Ann agreed to be Designated Election Official, moved and approved unanimously. 11) Public Input: Relatives at Fort Hood, all alright, keep in thoughts. Roberta’s garden selected for garden. 8am $10 blood tests Friday morning, November 6. 12) Adjourn: The public meeting was adjourned at 8:50. Next meeting on 2nd Thursday of December, December 10, 2009. 13) Executive session followed board meeting Respectfully, Richard Rogers Secretary to the Board