SOUTHERN PARK COUNTY FIRE PROTECTION DISTRICT Minutes Feb. 3, 2011 Public Meeting 1)Call to order by Chairman Calanni at 7:05 PM 2) Attendees: Board Members Sam Calanni, Anita Long, Flip Boettcher, Amy Mason and Harry Gintzer. Also present were Roberta Smith, Secretary to the Board, Chief Stanley, Deputy Chief Felton, Auxiliary President Dave Tilton, Auxiliary Member Barb Felton and Donavon Johnson. 3)Introduction of Guests: None 4)Approval of Agenda: Amy Mason motioned to approve the agenda and seconded by Anita Long. Vote unanimous 5)Approval of Jan. meeting minutes: Anita Long motioned to approve minutes and seconded by Harry Gintzer. Vote unanimous. Send minutes to Seth. 6)Directors and Chief Reports Treasurers Report: (copy attached). A $325.50 check from the Forest Service for services in 2010 was deposited in 2011. Check #6386 dated 1/20/2011 was paid to Larry Marvin so he could pay Pikes Peak CC for EMT courses. Larry signed an agreement to this effect. Software upgrade cost is approx $220. Discussed utilizing a no number “Purchasing Card” with VISA for Tax Exempt purchases. Net income at the end of Jan 2011 is $945 more than budgeted. Public Relations: Rita Baysinger is expecting inputs from Board Members and Chief Stanley. Regulatory matters (non-rated public securities): Up to date. There is no submission for February 2011. Chiefs Report: (copy attached) Deputy Chief Felton: Reported on New Pep Points Proposal (report attached). The maximum carry over to be 400 points per report.. Discussion followed. The Board can go forward with a change in policy and will not have to reevaluate it until next year. Engineers will be in a special category and will earn one point per hour. The Board may be in favor of carrying over more points. Sam Calanni motioned and Flip Boettcher seconded to pass Pep Points Proposal. Vote unanimous. Chief Stanley will modify SOP to reflect the new PEP Points System. Grants Status: SPCFPD received the CSFS Grant and the ES Council Grant. Will be eligible for EMS grant next year. Fire Academy Attendance: All five of the attendees to the Fire Academy passed. Certificates were issued to Flip, Don, Kent, Gene and Rita. EMT School: Kent Wierman and Larry Marvin started EMT School. They will attend EMT classes every Sunday. 12 Lead Cardiac Monitor: Initial quotes from Bound Tree are obsolete as they do not include all the equipment needed. Chief Stanley received quotes from AED on refurbished equipment. Chief Stanley is interested in the Lifepak 12 bid from AED at approx $12,000. Lifepak 12 will be supported by the manufacturer for another 5 years which means parts will be available. (Chief Stanley is not interested in the Zoll equipment as it is getting close to end of life for factory support.) The Board voted to increase the expenditure for the 12 Lead Cardiac Monitor from $9000 to $12,000. Amy Mason had motioned to increase the expenditure and the motion was seconded by Anita Long. Vote unanimous. Guffey Community Association: It was decided that Chief Stanley will not attend the Community Meeting on February 9th. TAC Repeater: The parts for the Repeater are on order. The District will need to enter into an agreement with Gordon Scott for placement on Gordon’s private property. An agreement is required for many reasons one of them being the placement on private property could affect private property value. Chairman Calanni will consult with the Attorneys for the District on this matter. Chief Stanley also proposed that a small solar power back up for the TAC Repeater should be provided. CSFS: Chief Stanley was invited to the CSFS Equipment Construction Dept on Feb 8th for a tour. Russian Church Meeting: Chief Stanley and Undersheriff Gore to meet with the Russian church on February 10th regarding illegal fires. Auxiliary Report: Pancake Breakfast scheduled for Saturday, Feb 19th from 8-11AM. Griddles are needed. Blood pressure and pulse oximetry will be taken. Discussed July 4th dance to be held on July 2nd. Proposed sale of beer as a fund raiser. Chairman Calanni and other Board members not in favor as it is competing with other town establishments and there are concerns over liability. This proposed function is not very likely to occur. The auxiliary has applied for a raffle license. The Rinkors will donate a load of wood for the raffle. Also proposed was the possibility of a silent auction. 7)Old Business Volunteer Appreciation Dinner: Calculated cost. There were no discounts for vegetarian meals due to the high cost of the mushrooms. The cost of each dinner is $18 which is what those that are covering the cost of their own meals must pay. The total cost for the meals was $700. The cost for the plaques was $232. Feedback from attendees was good. . Chief’s Contract: Chief Stanley and the SPCFPD Board entered into one year contract for 2011. Inclusion letters: Anita Long sent out a total of 967 letters. A total of 22were returned by the Post Office. Sam has received 87 letters. The cost is approx $70 per household which will generate approximately $7000 income for 2012. Anita Long proposes she will contact new owners. The issue of making the inclusion mandatory was raised which is currently under discussion as well as for future discussion by the Board. A complete list of those who are currently included, those who are currently not included and those who have recently joined was discussed. Anita Long will supply Chief Stanley with two PDF files for Area 20 and Area 04. New inclusions will need to be discussed with Chief Stanley prior to their being recorded. Approximately 2 new inclusions are being received per day. Chairman Calanni is awaiting some large acreage inclusions. Status of Grant Applications: Already addressed in Chief Stanley’s Report. Lost UPS Shipment (possible executive session): Change in tone from Tim Paupore. Chief Stanley is recommending some remuneration be made to Tim. This item is to be tabled at this time. Chief Stanley will convey to Tim Paupore that the Board is considering some type of remuneration. Internal Audit Report: Copy of Audit Report was submitted for inclusion in permanent files. There were no recommendations for improvement made by the Audit Committee. Anita Long to further explore Tax Exempt Status. Legal Update: All potential law suits are closed. All insurance claims have been paid or have been denied at this time. 8)New Business Public Hearing on Inclusions (set date): Legal notice must be published in the Fairplay Flume . The cutoff date is Feb 13th to be published in the Feb 18th issue for a March 3rd Public Hearing Meeting regarding Inclusions in the District. All Inclusions must be in the Assessor’s Office by April 1st, 2011. Set New Billing rate for 2011: Chief Stanley will provide a report for billing apparatus rates to bring before the Board. Resolution for Audit Exemption: A proposal was made to adopt a Resolution for Exemption from Audit. Anita Long made the motion to adopt the resolution which was seconded by Flip Boettcher. Vote unanimous. Tax Exempt Lodging: Anita Long created a “Purchase Order for Tax-Exempt Lodging”. The purchase order needs to list the persons for lodging and provide Tax Exempt “Purchasing Card”. Software Purchase: Ordered and installed Intuit Quick Books Non-Profit 2011 upgrade as older version was approaching support expiration date. 9)Public Input: None 10) Adjourn Public Meeting: Meeting adjourned by Chairman Calanni at 8:49PM. 11) Executive Session (if needed): No executive session held. ______________________________________________ Respectfully Submitted: Roberta Smith, Secretary