SOUTHERN PARK COUNTY FIRE PROTECTION DISTRICT Minutes JAN. 6, 2011 Public Meeting Call to order by Chairman Calanni at 7:07Pm Introduction of Guests: None Approval of Agenda: Motioned by Anita Long to accept agenda and seconded by Flip Boettcher. Vote unanimous. Attendees: Board Members Sam Calanni, Anita Long, Flip Boettcher, and Harry Gintzer. Amy Mason has an approved absence. Also present were Roberta Smith, Secretary to the Board, Chief Stanley, Deputy Chief Felton, Auxiliary President Dave Tilton and Seth Stahlman, Web Master . Approval of Dec. meeting minutes: Change name from David to Davis Tilton. Anita Long motioned to accept minutes and Harry Gintzer seconded. Vote unanimous. Directors and Chief Reports Treasurers Report: (copy attached). 2010 total income is $6,923 more than budgeted. YTD expenses are $29,973 less than budgeted. Net Income at the end of December is therefore $36,896 more than budgeted. Capital outlays are $17,284 less than budgeted ($18,000 budgeted for Station #2 land purchase remains unspent). Credit cards were delivered to Chief Stanley for Gene Stanley, Aaron Mandel and Don Felton. All cards were activated but remain in Chief Stanley’s possession. The report was accepted as submitted. Public Relations : Publication of Newsletter remains scheduled for March. Anita will contact Rita Baysinger to coordinate publication date. Chief Stanley will provide an article for the Newsletter. Regulatory matters (Dist. Map/Interagency Agreements): Submission of Intergovernmental Agreements. Submission of Acceptance of Map of District Perimeter Map. Chiefs Report (copy attached): Deputy Chief Felton: Distributed 2010 SPCFPD Call Summary Report (copy attached). Report documents different categories of calls. Total calls for the year are 68. Also, report documents how many calls per month. Seth reported the 2010 SPCFPD Call Summary Report will be posted on the Fire District web site. Deputy Chief Felton: Presented PEP Points Summary and submitted to the Web Site for publication. Chief Stanley presented Chief’s Report: Congratulation to Deputy Chief Felton for passing both FF-1 and Hazmat Classes. Deputy Chief congratulated by Board Members. Firehouse Subs Grant: Grant was rejected for Type III Engine. They provide funding , resources and support to emergency service entities in communities served by Firehouse Subs. Colorado State Grant: Grant for Type III Engine is not dead. Grant application to be resubmitted to State after change in Governorship occurs in January 2011. CSFS Grant: Still pending. Chief Stanley received call from District Forester. 1000 feet of forest hose added to the grant submission. Grant should be decided this month, ES Council Grant: Still compiling data for TAC Repeater. Chief Stanley met with Gordon Scott who is working on the grant. Gordon is preparing a Power Point Presentation for the meeting on January 18. Approximate cost of Repeater is $7196. Chief Stanley will request approx $6896. which is $300. below cost. Type of grant is PILT RETAC. Computer model states Repeater will work. TOPO Map shows coverage of new Repeater. Also shown on map is where and type of antenna. EMS Grant for Defibrillator: Not eligible for 50/50 match grant for defibrillator this year. SPCFPD has not been submitting reports on medical runs to State Medical Division. Must submit medical reports for one year in order to be eligible for grant. Bull Moose Volunteer Appreciation Dinner: Final count is 37 RSVP’s. Cost per regular dinner is $15 per person and vegetarian dinner is $10 per person. Decided on 20% gratuity. Total bill will be sent to SPCFD. Those who are required to pay for their own meals will pay the district directly. Taxes are not included in above pricing. Anita will check into possibility of using tax exempt status for Appreciation Dinner. SOP for Extended Road Closure: New Standard Operating Procedure for Extended Road Closure approved by Chief Stanley effective 12/14/2010. SOP essentially states after two hours of road closure the closure responsibility reverts to the State. SPCFPD volunteers may be released after two hours. Paid SPCFPD employees may be required to stay longer at Chief Stanley’s discretion. MOU between SPCFPD and Park County Building Department: Has been signed and is at Park County Clerk’s Office for filing. Signed copy was complimented by Building Department and County Commissioners. Building Dept. Sign Off Sheets remain unchanged from Chief Stanley’s original Sign Off Sheet which was distributed at Dec. 2010 Board Meeting. Fire Dept. Runs: December 2010 there were four fire runs and 3 medical runs. Special Recognition Awards: Seven potential awards for volunteers who responded above and beyond. Small Plaques: Cost approx $20. Each. Larger Plaques: Cost approx $27.50 each. Larry and Joan Lepage . New Cardiac Monitor: Monies are already budgeted for Jan or Feb 2011. Discussion of PEP Point System: General discussion to possible changes of the PEP Point System. Removal/Change. of PEP CAP?: CAP is currently 75 points/year. Considering raising the CAP. Accumulation: 1 point per hour for Responding and Training. Minimum earned is 2 points. Accumulation: Chief Stanley to determine accumulation rate per hour for Engineering. Treasurer Long: Needs CAP for budgeting. Chief Stanley: States volunteers are entitled to order from catalogs supplied by vendors. Carry over PEP Points: Carry over from year to year. Chairman Calanni: Amenable to Engineers carrying over from year to year Chief Stanley: Will return with suggestions of what CAPS should be. 200 point CAP suggested for Responders. 2010 Budget: $1800. was budgeted but only spent a little over $800. Tim Paupore Claim: Tim to check with his homeowners insurance. Have not heard from Tim regarding this. Auxiliary Report: Davis Tilton reported Christmas Party at Bull Moose: 70 to 80 in attendance. Generated $200 from signs and centerpieces. Auxiliary Meeting: Meeting to be arranged around Feb 1st . Plan Valentine’s Day Pancake Breakfast. Plan July 4th Party with beer tent. Will need one day permit to sell beer. Old Business Volunteer Appreciation Dinner: Addressed in Chief’s Report Quality feedback forms: Barbara Felton, Amy Mason and Chief Stanley all contributed to the publication of the form. Amy donated the cards. Completed cards distributed at the meeting. Inclusion letters: All 924 letters to be mailed by January 13th. Cut off is mid February to post notice of Public Board Meeting for March 3rd in the Legal Notices of the Fairplay Flume. Sam Calanni to post notice. Status of 3 Grant Applications: Status of grants reported by Chief Stanley in his oral and written reports. Lost UPS Shipment: Covered by Chief Stanley in his oral report. Consideration of NFPA Policy: Copy of Policy distributed at meeting. All new construction will be charged $75 by the Park County Building Dept. Fire Dist members who request inspections will not be charged. Non members who request inspections will be charged $75. The dollar amount of the inspection is not printed in the NFPA/COO Inspection Policy. Also, in NFPA/COO Inspection Policy the “SPCFPD Chief or Deputy Chief” designation will be deleted and will be replaced by the “SPCFPD Chief or his Designate to inspect”. Additionally, the word “excluded” will be replaced with “not included”. Year end regulatory submissions: Previously covered in Treasurer’s and Chairman’s report. New Business Internal Audit Committee: Jack Lawrence and Mary Ann Melvin were selected to perform SPCFPD audit with Anita Long and Harry Gintzer. Anita Long will set up the meeting. Anita Long motioned and Flip Boettcher seconded. Vote unanimous. CPA Firm Engagement Letter: Letter from Osborne, Parsons & Rosacker LLP, CPA’s . Services for this year are estimated to be $1900. Services for 2010 were $1900. Anita Long motioned to accept engagement letter. Harry Gintzer seconded the motion. Vote unanimous. Chief’s Contract: Chief Stanley would like to enter into new contract for 2011. Hold further conversation for Executive Session. SOP for NFPA Inspections: Remains unsigned. There is a mistake on the date. Change date to Jan 2011 instead of Jan 2010. Public Input: None Adjourn Public Meeting: Meeting adjourned by Chairman Calanni at 8:40PM Executive Session: An Executive session was held to discuss Chief Stanley’s new contract. Respectfully Submitted: Roberta Smith, Secretary