record of proceedings for the board of directors … bod meeting... · record of proceedings for...

RECORD OF PROCEEDINGS FOR THE COLORADO RIVER FIRE PROTECTION DISTRICT

BOARD OF DIRECTORS DECEMBER 10, 2019

STATION 41, 1850 RAILROAD AVENUE, RIFLE, CO 81650

The regular scheduled meeting was called to order by Chairperson Lambert at 6:06

pm. The Pledge of Allegiance was said and a moment of silence was given to honor

Firefighter Ken Jones from Summit County who recently passed in the line of duty.

ROLL CALL:

Board Members Present: Alan Lambert, President/Chairperson

Matt Weisbrod, Vice President

Addy Marantino, Secretary

Board Members Absent: Levy Burris, Director (Excused)

Paige Haderlie, Treasurer (Excused)

Others Present: Randy Callahan, Fire Chief

Leif Sackett, Operation Division Chief

Zach Pigati, Wildland/Training Division Chief Mike Scott, EMS Division Chief

Orrin Moon, Prevention Division Chief John Gredig, IT Director

P.J. Tillman, Administrative Director

Dino Ross, Legal Counsel for the District

Secretary Marantino made a motion to excuse Director Burris and Treasurer

Haderlie from the meeting. Vice President Weisbrod seconded the motion. The motion

passed unanimously.

ADDITIONS/DELETIONS/CHANGES TO THE AGENDA:

None

PUBLIC HEARING ON PROPOSED 2020 BUDGET:

At 6:04 pm, President Lambert opened the continued public hearing on the

proposed 2020 budget, notice of which was previously published in accordance with State of to

Record of the Proceedings: December 10, 2019 Board Meeting 3173615.2

law. There were no public present and no comments or objections were received by legal counsel or by Chief Staff.

Chairperson Lambert closed the public hearing at 6:06 pm.

CONSENT AGENDA:

Vice President Weisbrod made a motion to approve the consent agenda items.

Secretary Marantino seconded the motion. The motion passed unanimously.

PUBLIC COMMENT:

None

LEGAL COUNSEL UPDATE:

Attorney Ross stated that legal counsel assisted Chief Staff with annual statutory compliance and budget-related resolutions. Michelle Ferguson assisted Chief Staff with a proposed amendment to the Personnel Manual. Attorney Ross stated that the Colorado Legislative Session w ill begin next month and he will advise the Board of relevant legislation.

FIRE CHIEF REPORT:

Fire Chief Callahan stated that this month Chief Staff has been "all-in" on mill levy research, education, and planning. He stated that later in the meeting the Board will be asked to act on the proposed statutory compliance and budget resolutions.

Fire Chief Callahan stated that Chief Staff will be asking the Board for permission to

sell the type 5 engine. A fire department in Canada has shown interest in purchasing the vehicle.

Fire Chief Callahan stated that later in the meeting he also will be discussing an item not mentioned in his report, which is a proposal to purchase new turnout gear if the sale of

the type 5 engine occurs.

Fire Chief Callahan stated that there is a proposed Personnel Manual amendment.

There also is a strategic plan update in the Board packet.

In terms of the potential mill levy increase election, Chief Staff has done everything they can to help educate the public and receive public input. The District has conducted two public meetings and has done radio, newspaper, and social media announcements.

of 10 Record of the Proceedings: December 10, 2019 Board Meeting

3 1736 15.2

Fire Chief Callahan stated that there was a demo copy of the history of Rifle book written by Renee Langstaff. The book signing will be held on Saturday from 3:00 pm to 5:00 pm.

Fire Chief Callahan stated that the crews continue to provide excellent emergency response services.

NEW BUSINESS/ACTION ITEM REQUESTS:

a. Fire Chief/Operations/Administration: Approval of 2020 Budget Resolution Adopting 2020 Budget/Appropriation of Funds/Levying Property Taxes (Resolution No. 2019-12-01):

Per the Board's direction over the last two budget meetings, Fire Chief Callahan stated that the proposed 2020 budget being presented tonight is designed to maintain staffing levels and incorporate baseline pay. Included is a summary of revenues along with its explanations.

Fire Chief Callahan stated that the worker's compensation rates increased by $40,000.00. Chief Staff did not know why the rates arrived so late. Chief Staff is asking the Board for permission to review and execute reduced insurance rates if applicable.

Administrative Director Tillman stated that Chief Staff has tentatively received three new quotes. Chief Staff will be meeting tomorrow to discuss the quotes.

Attorney Ross and Administrative Director Tillman briefly discussed with the Board the one difference in how the Special Districts Liability Pool and Pinnacol Assurance approach worker's compensation coverage with respect to volunteer

firefighters.

Vice President Weisbrod made a motion to approve Resolution No. 2019-12-01, a) adopting a budget for the calendar year beginning on the first day of January, 2020 and ending on the last day of December, 2020; b) appropriating sums of money to the various funds, in the amounts and for the purposes as set forth in the budget for fiscal year 2020; and c) certifying and levying property taxes to help defray the costs of government for the 2020 budget year. Secretary Marantino seconded the motion. The motion passed unanimously.

The Board authorized Chief Staff to select the worker's compensation carrier that best serves the District and is within the 2020 budget amount.

of10 Record of the Proceedings: December 10, 2019 Board Meeting

31 73615.2

b. Fire Chief /Administration: Approval of 2020 Board Meeting Schedule (Resolution No. 2019-12-02):

Vice President Weisbrod made a motion to approve Resolution No. 2019-12-02, establishing the 2020 meeting dates for the Colorado River Fire Protection District Board of Directors. Secretary Marantino seconded the motion. The motion passed unanimously.

c. Fire Chief /Administration: Approval of 2020 Posting Locations (Resolution No. 2019-12-03):

Fire Chief Callahan stated that there would be a new posting location online

which would be discussed later on in the meeting.

Attorney Ross stated that the statute still requires the District to state where

the physical location is located in case the online posting is unavailable.

Vice President Weisbrod made a motion to approve Resolution No. 2019-12-03, establishing the location for posting notices of the Colorado River Fire Protection District Board of Directors meetings. Secretary Marantino seconded the motion. The motion passed unanimously.

d. Fire Chief/Wildland Division: Approval to proceed with Sale of Type 5 and Execute Bill of Sale:

Fire Chief Callahan stated that Wildland/Training Division Chief Pigati has been working to sell a 2004 Freight liner Type 5 engine to the North Battlford

Volunteer Fire Department in Saskatchewan, Canada.

Fire Chief Callahan stated that Chief Staff would like to have permission to sell the Type 5 engine. Ten percent of the proceeds would go to the broker. The North Battlford Volunteer Fire Department would like to pay by wire transfer. Five out of the seven board members of the North Battlford Volunteer Fire Department would like to purchase the apparatus. The other two board members wanted to see

the apparatus in-person first.

Secretary Marantino moved that, once a final sale decision has been made and the final details are established, Chief Staff is authorized to sell the Type 5 engine and execute a bill of sale. Vice President Weisbrod seconded the motion. The

motion passed unanimously.

e. Fire Chief /Administration: Appointment of CRFR Board Member to the Garfield County Communications Board for a One-year Term through January 2020 (Verbal Appointment):

of to Record of the Proceedings: December 10, 2019 Board Meeting

3173615.2

Fire Chief Callahan stated that this item was simply an update for the Board.

Vice President Weisbrod made a motion to appoint Director Burris to the Garfield County Communications Board for a one year term through January 2020. Secretary Marantino seconded the motion. The motion passed unanimously.

f. Fire Chief /Administration: Review and Approval of 2019 Audit En1:a1:ement Letter- Haynie & Company CPA Firm:

Attorney Ross stated that State law requires the draft audit to be submitted to the Board by June 30. In order to ensure Haynie & Company meets this statutory deadline, it should begin the audit process earlier in the year. Administrative Director Tillman stated that she had already asked Haynie & Company to begin the audit process sooner.

Vice President Weisbrod made a motion to approve the 2019 Audit Engagement Letter. Secretary Marantino seconded the motion. The motion passed unanimously.

g. Fire Chief/Operations/Trainin&:/Wildland: Approval of Structure Gear Purchase:

Fire Chief Callahan stated that Chief Staff would like the Board's authorization to utilize the funds from the sale of the Type 5 Engine for the purchase of structure gear.

Operation Division Chief Sackett stated that the goal is to help prevent cancer by using the $45,000.00 profit to purchase 20 new sets of bunker gear. He stated that the most cost effective option is through L.N. Curtis & Sons.

Fire Chief Callahan stated that if the funds from the Type 5 Engine sale are received within 2019, the structure gear purchase will be made within 2019. However, if the funds are not received within 2019, the structure gear purchase will

be postponed until January 2020.

Vice President Weisbrod stated that if the purchase is made, the District will have purchased 30 sets of bunker gear at one time, which means that gear will need to be replaced at the same time in the future, which could be a significant expenditure.

Operation Division Chief Sackett stated that the bunker gear lasts for ten years. The goal is to use the 30 sets of gear to help ensure that the District did not make a large purchase within ten years.


3173615.2

Vice President Weisbrod made a motion to approve the purchase of structure gear from L.N. Curtis in the amount of $47,000.00, on condition that the Type 5 Engine is sold, and the funds are received, on or before December 31, 2019. Secretary Marantino seconded the motion. The motion passed unanimously.

OLD BUSINESS/ACTION ITEM REQUESTS:

a. Fire Chief/Administration: Approval of First Amendment to 2017 Personnel Manual to Support New Pay Policy (Resolution No. 2019-12-04):

Fire Chief Callahan stated that the new pay policy was adopted at the November Board meeting. The proposed First Amendment to the 2017 Personnel Manual is necessary to align the Personnel Manual with the newly adopted pay policy.

Fire Chief Callahan stated that overtime and acting pay items were directly related to the pay policy.

Fire Chief Callahan stated that Attorney Ferguson also updated the provisions relating to Pregnancy, Child Birth and Related Medical Conditions to comply with current law.

Fire Chief Callahan explained that the remaining item, Administrative Leave, is an update that allows the Fie Chief to appoint a designee(s) with authority to place a member on administrative leave.

Secretary Marantino made a motion to approve Resolution No. 2019-12-04, the First Amendment to the 2017 Personnel Manual to support the new pay policy.

Vice President Weisbrod seconded the motion. The motion passed unanimously.

b. Fire Chief/Operations/Administration: Continued Mill Levy Research and Public Task Force Meeting Update:

Operations Division Chief Sackett stated the District has held two out of the four community meetings. The first community meeting was held at Station 41. The participants had utilized the District's services at some time and were very supportive and engaged.

The second community meeting occurred on Saturday in New Castle. All participants were also supportive and asked great questions.

Chief Staff presented at the Rotary Club today. Business leaders had great questions and Operations Division Chief Sackett stated that he has new answers to

some of the questions asked.


3 173615.2

Operations Division Chief Sackett and Fire Chief Callahan stated that they will

be making a presentation to the Board of Commissioners on Monday.

Operations Division Chief Sackett stated that there should be an article on the

Post Independent regarding the potential mill levy increase election.

Operations Division Chief Sackett stated that the District's members created a video on mill levy research and education. He played the video for the Board.

President Lambert thanked the membership for creating the video. He said it was excellent.

Secretary Marantino asked if the video could be translated into Spanish as well. If so, she felt it would be great to post the video in both English and in Spanish

on the District's social media forums.

Attorney Ross asked the Board if it would like legal counsel to work with Chief Staff to draft a proposed Resolution calling for a mill levy increase election in May 2020. He noted that, given the upcoming statutory election deadlines, the Board will need to make a final decision on whether to have a mill levy increase election at its February Board meeting. In which case, it probably would be helpful for the Board to receive a draft Resolution at its January meeting. Board discussion followed. The Board authorized legal counsel to work with Chief Staff to prepare the proposed Resolution for the January Board meeting.

Operations Division Chief Sackett stated that there are two community meetings left. The third community meeting will be held on January 11, 2020 in Silt,

Colorado and the fourth community meeting will be held on January 16, 2020 in Rifle, Colorado.

Attorney Ross provided the Board and Chief Staff with a brief overview of what is and is not permitted under the Colorado Fair Campaign Practice Act, if the

Board decides to proceed with a mill levy increase election in May 2020.

c. Fire Chief/Operations: Quarterly Strate~ic Plannin~ Update:

Fire Chief Callahan stated the District has made progress with the 2019-2024 Strategic Plan. He stated that Chief Staff collaborates with a group mentality. Chief Staff reviews each objective and estimates subjectively the percentage completed. The comments of the strategic plan smart sheet provide the supporting evidence for

each objective's percentage.

Chief Staff and the Board agreed that the quarterly update of the Strategic Plan helps keep that document alive and relevant.


3 173615.2

DIVISION INFORMATIONAL MEMORANDUM:

Operations Division Chie f Sackett:

Operations Division Chief Sackett stated that, due to multiple vacations happening at different times, the battalion chief job descriptions were not completed but should be presented in the Board meeting in January 2020.

Operations Division Chief Sackett thanked the Board for their support of the new service truck. He stated that Fleet Mechanic Farineau flew out to Michigan to

conduct the final inspection of the new fleet service truck. The inspection went well and Fleet Mechanic Farineau drove the service truck to Colorado. Operations

Division Chief Sackett stated the new service truck is available in the bays to view after the Board meeting.

Vice President Weisbrod asked when the new service truck will be fully operational.

Operations Division Chief Sackett stated that the new service truck should hopefully be operational with in January 2020.

Wildland/Training Div is ion Chie f Pigati:

The Board had no comments regarding Wildland/Train ing Division Chief Pigati's report.

EMS Division Chief Scott:

EMS Division Chief Scott stated that he and Operations Division Chief Sackett

have been visiting with the membership on the educational flyer for stable fund ing.

EMS Division Chief Scott stated that the Collaborative Health Program is still

active. Currently, there are some local citizens who utilize the program.

EMS Division Chief Scott informed the Board the he, Operations Division

Chief Sackett, and Fire Chief Callahan will be meeting with Dr. Knight.

President Lambert asked about the private ambulance service. EMS Division Chief Scott stated that the private ambulance service has helped by allowing the

District to focus more time on training.


3173615.2

Vice President Weisbrod asked if the Collaborative Health Program has sought any grants to further the program. EMS Division Chief Scott stated that there have not been grants sought at this time. Once the program is better supported and established, and there is more time and funds to focus on the program, EMS Division

Chief Scott feels that may be the appropriate time to go after grants.

Prevention Division Chief Moon:

Prevention Division Chief Moon reviewed the highlights of his report. He stated that he has reviewed plans for some housing projects, including the Rifle Senior housing plans.

Prevention Division Chief Moon is reviewing plans for a 17 single family mobile home park that will be built next to Station 43.

Prevention Division Chief Moon stated that he received plans for a new Organic Farm south of Silt. He has been negotiating with the owner.

Prevention Division Chief Moon commended the crews for decorating the ladder truck for the Parade of Lights event.

Prevention Division Chief Moon stated that the SCBA compressor at Station 41 is breaking down. Chief Staff is looking at options to replace or repair the SCBA compressor.

Prevention Division Chief Moon stated the new truck stop should be opening up soon in Silt.

IT Director Gredig:

IT Director Gredig stated that the District is transitioning its website from its

traditional hosting platform to the State of Colorado's hosting platform. This transition saves the District $500.00 per year. The new website will be maintained better and will offer some translation capabilities as well.

IT Director Gredig showed the Board the District's new draft website.

Administrative Director Tillman:

The Board thanked Administrative Director Tillman for her work.

GOOD NEWS & DEPARTMENT ACCOMPLISHMENTS:

of lO Record of the Proceedings: December 10, 2019 Board Meeting

3173615.2

Fire Chief Callahan stated that there were some anniversary updates to disclose. Operations Division Chief Sackett thanked Firefighter Matt Mollenkamp and Fleet Mechanic

Kent Coker for their 25 years of service.

BOARD MEMBER COMMENTS:

President Lambert stated that the District has come a long way and is definitely moving forward. He stated that he appreciates the effort made by the District and notes that it keeps progressing. President Lambert stated that the end goal is to give the District's members the compensation they deserve.

Vice President Weisbrod stated that he is in awe of what the District has accomplished this year. He noted all of the progress and commended everyone involved.

Secretary Marantino thanked everyone for all of their work. She noted that there have been many calls lately. She stated that she appreciates all of staff that has remained

committed to the District and that year 2020 will be great.

ADJOURNMENT:

There being no other business to come before the Board, Chairperson Lambert adjourned the meeting at 7:38 pm.

APPROVAL:

The foregoing Minutes, which has been approved by the affirmative majority vote of the Board of Directors of the Colorado River Fire Protection District, is a true and accurate

record of the meeting held on the date state above.

Date: _____::;_:Z-+-f _ l__,I ~.__~_tJ._~----

Date: -~---'('--1_..._1 ~-{l.o_U __ _

of 10 Record of the Proceedings: December 10, 2019 Board Meeting

3173615.2

record of proceedings for the board of directors … bod meeting... · record of proceedings for...

Documents