Regular Meeting – June 21, 2011

This post was written by cbiggs on August 4, 2011
Posted Under: Commissioner's Minutes

Commissioner Greg McLeod established that a quorum was present and called the meeting to order at 18:00. The meeting was held at Station 1, located at 26109 Ridge Avenue, Ocean Park, WA 98640.  Attendance at the meeting included:

Commissioner Greg McLeod; Commissioner Fred Hill; Fire Chief Jacob Brundage; District Secretary Brandy Ferguson; Division Training Chief Mike Karvia; Firefighter David Allsup; Firefighter Will Green; Acting Lieutenant Cory Bardonski; Firefighter Intern Tyler Turpin

Consent Agenda:

  1. Minutes of Regular Commissioner’s Meeting held on May 17th, 2011
  2. Minutes of Special Commissioner’s Meeting held on June 13th, 2011
  3. Approval of May 23rd, 2011 vouchers in the amount of $3,696.57   (Voucher #1105107 through #1105117)
  4. Approval of June 14th, 2011 voucher in the amount of $16,564.00   (Voucher #1106001)
  5. Approval of June 21st, 2011 vouchers in the amount of $207,413.33   (Voucher #1106002 through #1106101)

Commissioner Hill made a motion to excuse Commissioner Downer from the meeting, seconded by Commissioner McLeod. Motion carried.

Commissioner Hill made a motion to approve Consent Agenda, seconded by Commissioner McLeod. Motion carried.

Commissioner McLeod called for an Executive Session at 18:02 for the December Pension and Relief Board meeting.  Regular session resumed at 18:04.

Presentations and Special Events:   None

Guests and Public Comments:    None

Secretary’s Report

  1. Financial Summary of Cash Receipts and Disbursements, May 2011 – Commissioner McLeod questioned why the ending balance was off from the Treasurer’s balance by $10,000. Ferguson confirmed that it was due to the Treasurer not recording the transactions when they are received but rather when they have confirmed them received by print outs from the bank. The printout was not received from the bank until June 1, 2011, so those deposits will be recorded in June. Commissioner McLeod stated he would take this up with the State Auditor’s Office when he contacts them.

Monthly Budget Report, April 2011  - No questions.

  1. Systems Design Report – No questions.
  2. Grant Update – Ferguson explained that the final payment has been received for the 2006 SAFER grant and that the two grants overlap a quarter which will allow the District to submit for reimbursement for expenses that have not been reimbursed.

Calendar Items and Upcoming Events

  1. July 4, 2011 – Old Fashioned 4th of July Parade
  2. July 19, 2011 – Fire Commissioners Board Meeting, Station 1, 6pm

Correspondence:

  1. City of Long Beach – Limited Annexation Notice  - No questions
  2. Enduris – Estimated Liability Insurance Premium Changes for 2012 – Commissioner McLeod questioned what the 2% change in cost meant in actual dollars. Ferguson will report that information to the commissioners at the next Board Meeting.

Unfinished Business

  1. Items pulled from the Consent Agenda—None.
  2. 2010 Annual Report –  Review – Commissioners approved of the change made to the annual report.

New Business:

  1. Policy # 103 Accessing Public Records – Revised  Commissioner McLeod requested the assignment of the Records Retention duties be the District Secretary or designee. Commissioner Hill made a motion to approve Policy # 103 Accessing Public Records with changes, seconded by Commissioner McLeod. Motion carried.
  2. Policy # 104 Establishing Business Ethics and Avoiding Conflicts of Interest  Commissioner Hill made a motion to approve Policy # 104 Establishing Business Ethics and Avoiding Conflicts of Interest, seconded by Commissioner McLeod. Motion carried.
  3. Policy # 202 Preventing Discrimination in the Workplace  Commissioner Hill made a motion to approve Policy # 202 Preventing Discrimination in the Workplace, seconded by Commissioner McLeod. Motion carried.
  4. Policy # 206 Authority of Commissioners and Benefits for Commissioners Commissioner Hill made a motion to approve Policy # 206 Authority of Commissioners and  Benefits for Commissioners, seconded by Commissioner McLeod. Motion carried.
  5. Policy # 302 Creating and Disbursing District Photos and Electronic Images  Commissioner Hill made a motion to approve Policy # 302 Creating and Disbursing District Photos and Electronic Images, seconded by Commissioner McLeod. Motion carried.
  6. Policy # 303 Electronic Resource Use Policy  Commissioner Hill made a motion to approve Policy # 303 Electronic Resource Use Policy, seconded by Commissioner McLeod. Motion carried.
  7. Policy # 401A Protecting Health Information – Privacy Policy  Commissioner Hill made a motion to approve Policy # 401A Protecting Health Information – Privacy Policy, seconded by Commissioner McLeod. Motion carried.
  8. Policy # 401 Protecting Health Information – Security Standards  Commissioner Hill made a motion to approve Policy # 401 Protecting Health Information – Security Standards, seconded by Commissioner McLeod. Motion carried.
  9. Policy # 402 Accessing, Amending, and Restricting Use of Protected Health Information  Commissioner Hill made a motion to approve Policy # 402 Accessing, Amending, and Restricting Use of Protected Health Informaiton, seconded by Commissioner McLeod. Motion carried.
  10. Policy # 403 Releasing Protected Health Information to Law Enforcement  Commissioner Hill made a motion to approve Policy # 403 Releasing Protected Health Information to Law Enforcement, seconded by Commissioner McLeod. Motion carried.
  11. Policy # 408 Accounting for Disclosure and Release of Protected Health Information  Commissioner Hill made a motion to approve Policy # 408 Accounting for Disclosure and Release of Protected Health Information, seconded by Commissioner McLeod. Motion carried.
  12. Policy # 410 Establishing Standards for Ambulance Drivers  Commissioner Hill made a motion to approve Policy # 410 Establishing Standards for Ambulance Drivers, seconded by Commissioner McLeod. Motion carried.
  13. Policy # 411 Establishing Procedures for the Transfer of a Newborn to Pacific County Fire District1 Commissioner Hill made a motion to approve Policy 411 Establishing Procedures for the Transfer of a Newborn to Pacific County Fire District 1, seconded by Commissioner McLeod. Motion carried.
  14. Policy # 501 Use of District Resources  Commissioner Hill made a motion to approve Policy # 501 Use of District Resources, seconded by Commissioner McLeod. Motion carried.
  15. Policy # 605 Establishing Guidelines for Reduced Emergency Medical Service Financial Assistance Commissioner Hill made a motion to approve Policy # 605 Establishing Guidelines for Reduced Emergency Medical Service Financial Assistance, seconded by Commissioner McLeod. Motion carried.
  16. Policy # 607 Establishing Small Works Roster Contract Procedures  Commissioner Hill made a motion to approve Policy # 607 Establishing Small Works Roster Contract Procedures, seconded by Commissioner McLeod. Motion carried.
  17. Policy # 609 Establishing Purchasing Requirements  Commissioner Hill made a motion to approve Policy # 609 Establishing Purchasing Requirements, seconded by Commissioner McLeod. Motion carried.
  18. Policy # 901 Litigation Defense – Liability Insurance  Commissioner McLeod tabled this policy until after he can review it with Brian Snure.
  19. Policy # 902 Insurance Coverage for Volunteers Responding Outside of District Boundaries  Commissioner Hill made a motion to approve Policy # 902 Insurance Coverage for Volunteers Responding Outside of District Boundaries, seconded by Commissioner McLeod. Motion carried.
  20. Policy # 1003 Granting Jury / Witness Leave  Commissioner Hill made a motion to approve Policy # 1003 Granting Jury / Witness Leave, seconded by Commissioner McLeod. Motion carried.
  21. Policy # 1004 Granting Military Leave   Commissioner Hill tabled this policy as it was not included in the packet and will be reviewed at the next meeting.
  22. Policy # 1006 Adopting Holiday Schedule  Commissioner Hill made a motion to approve Policy # 1006 Adopting Holiday Schedule, seconded by Commissioner McLeod. Motion carried.
  23. Policy # 1102 Providing a Drug-Free Workplace  Commissioner Hill made a motion to approve Policy # 1102 Providing a Drug-Free Workplace, seconded by Commissioner McLeod. Motion carried.
  24. Policy # 1105 Determining Medical Fitness   Commissioner Hill made a motion to approve Policy # 1105 Determining Medical Fitness, seconded by Commissioner McLeod. Motion carried.
  25. Policy # 1110 Establishing Procedures for Disciplinary Action  Commissioner Hill made a motion to approve Policy # 1110 Establishing Procedures for Disciplinary Action, seconded by Commissioner McLeod. Motion carried.
  26. Policy # 1112 Prohibiting Retaliatory Actions  Commissioner Hill made a motion to approve Policy # 1112 Prohibiting Retaliatory Actions, seconded by Commissioner McLeod. Motion carried.
  27. Policy # 1113 Providing Policy for Personnel with a Life Threatening Disease – RESCIND  Commissioner Hill made a motion to rescind Policy # 1113 Providing Policy for Personnel with a Life Threatening Disease, seconded by Commissioner McLeod. Motion carried.
  28. Policy # 1114 Providing Protection Against Disability Discrimination – RESCIND   Commissioner Hill made a motion to rescind Policy # 1114 Providing Protection Against Disability Discrimination, seconded by Commissioner McLeod. Motion carried.
  29. Policy # 1116 Protecting District Member’s Health Information   Commissioner Hill made a motion to approve Policy # 1116 Protecting District Member’s Health Information, seconded by Commissioner McLeod. Motion carried.
  30. Policy # 1119 Establishing Standards for Performance Evaluations   Commissioner Hill made a motion to approve Policy # 1119 Establishing Standards for Performance Evaluations, seconded by Commissioner McLeod. Motion carried.
  31. Policy # 1202 Establishing Standards for Probationary and Non-Probationary Volunteers   Commissioner Hill made a motion to approve Policy # 1202 Establishing Standards for Probationary and Non-Probationary Volunteers, seconded by Commissioner McLeod. Motion carried.
  32. Policy # 1205 Establishing Minimum Training Requirements   Commissioner Hill made a motion to approve Policy # 1205 Establishing Minimum Training Requirements, seconded by Commissioner McLeod. Motion carried.
  33. Policy # 1206 Selecting New Volunteers   Commissioner Hill made a motion to approve Policy # 1206 Selecting New Volunteers, seconded by Commissioner McLeod. Motion carried.
  34. Policy # 1401 Establishing Vehicle Safety Standards   Commissioner Hill made a motion to approve Policy # 1401 Establishing Vehicle Safety Standards, seconded by Commissioner McLeod. Motion carried.
  35. Policy # 1410 Responding in Privately Owned Vehicles (POVs)   Commissioner Hill made a motion to approve Policy # 1410 Responding in Privately Owned Vehicles (POVs), seconded by Commissioner McLeod. Motion carried.

District Chief’s Report (Attached)

1.   Office Manager Report – See attached report.  

  1. DC Karvia Report – See attached report.
  2. DC Hood Report – No report.
  3. Public Education Coordinator Report – See attached report.

Commissioner Reports:

  1. Commissioner Downer – Nothing to report.
  2. Commissioner Hill – Observed the District’s involvement with the Ocean Park School’s Career Field Day and thought the District was well represented and the event was well attended.
  3. Commissioner McLeod – Nothing to report.         

Good of the Order: Congratulated Firefighter Sam Burton on his performance in the Sound of Music. There have also been several thank you letters received from citizens with over $500 in donations received in May.

Commissioner McLeod called for an Executive Session at 18:35 to discuss Personnel.  No decisions will be made.

Regular meeting resumed at 18:37.

Meeting adjourned at 18:37.

GREGORY D. McLEOD, Commissioner
THOMAS L. DOWNER Commissioner
FRED H. HILL, Commissioner

Attest:
BRANDY FERGUSON, District Secretary

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