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2003-01-21 Regular Meeting Fire Protection District No. 1 Regular Meeting Minutes ~ ~ s~p ~ : :05 ~ ~ 21 January 2003 at 7:30 p.m. Bayside Fire Hall BOROUGH CLERK'S OFFICE 1. Call to Order Chairperson Scott Arndt called the meeting to order at 7:40 p.m. 2. Roll Call Board Members present were Roy Aguirre, Scott Arndt, Cliff Davidson and Greg Spalinger. Board Member absent was Jeff Halcomb. A quorum was established. Others present were Bob Himes, Assistant Fire Chief, Doug Mathers, Stan Thompson, Dick Carstens and Sharon Lea Adinolfi [ElF Department] . 3. Approval of Agenda The Agenda was presented for approval. Agenda be accepted. The Motion was unanimously passed. Greg moved seconded by that Roy the and 4. Visitor Conunents None 5. Approval of Minutes Greg moved that the Minutes be approved. Roy seconded the Motion. Discussion: The Chair requested that on page 3, 2nd paragraph under 7., the word "and" be placed between "Master Stream" and "battery operated...". There was a unanimous voice vote to approve the Minutes as amended. 6. Financial Report Cliff moved that acknowledged. Greg Dept/Service District/Fire Minutes of 21 January 2002 Page 1 of 7 receipt seconded Protection 1 of the the Financial Report be Motion. Discussion: Cliff questioned the process of forming a budget. as to the process and the receipt of the acknowledged by a unanimous voice vote. The Chair responded Financial Report was 7. Public Hearings None. 8. Old Business A. Addition. The Chair advised that draftsman] to have the information on the Station ready by the end of January. he was pushing [the addi tion to the Fire [Note: Jeff Halcomb arrived at 7:50pm] B. Training Site. The Chair said that he had put out for bid the work required to have a survey done on the site. St. Denny Surveying, Inc. and Horizon Land Surveying responded to the request. St. Denny bid $1070.00 and Horizon bid $600.00. The bids were based on only the building site, but the Chair indicated that he had suggested to each of the bidders that a more comprehensive survey might be required at a later date. Cliff D. questioned why that would be needed and the Chair said that at some point consideration would be given to adding on to both the side and rear of the existing building. Also, that the additional surveying information would be helpful when resurfacing, sidewalks, etc. are done. If the additional surveying were to be done while the surveyors were already set up for the site survey, the cost would be less. Cliff questioned the Chair as to both bidding parties having the same information, i. e., there could be more work involved than the ini tial site work quoted upon. The Chair said that he had advised both bidding parties. Cliff made a Motion to approve a surveying contract in an amount not to exceed $1500.00 and to include [in the Motion] Horizon as the awarded bidder. Greg seconded the Motion. Discussion: Greg questioned the timeframe. The Chair said that a Purchase Order needs to be submi tted and that once that is in place, Horizon will begin immediately. Ideally, mid-February the project could begin. Discussion continued re steps to be taken after survey work is done. The Chair indicated that items would be placed on the map. There is already approval in place for the burn unit. There may be a need for approval for the Flashover Simulator and the agility course. The Chair will check with the Borough on requirements. Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 2 of 7 The Motion to accept Horizon as the surveying contractor and to award a contract for an amount not to exceed $1500.00, already made and seconded, was voted on by an affirmative unanimous voice vote. c. Flashover Trailer. The Chair read a letter from Chief Nault dated 12/4/02 [attached] and a second letter, again from Chief Nault, dated 12/19/02 [attached] re the Flashover Trailer. The Chair indicated that both Dave Conrad and Dale Rice had shown interest in the Flashover Simulator and that Dave Conrad was interested in seeing a presentation. The discussion continued covering the need for a Use Agreement if there were to be a collaboration between the City and Bayside, the cost of the unitlfreightlwheels, location, etc. Cliff suggested that a letter should go out to Chief Nault putting forth Bayside I s position, in detail. The Chair agreed and stated that if dollars were to be spent, there would need to be a Use Agreement in place. The Chair also stated that development of the adjacent lot for training and for a future permanent burn structure needs to begin. Greg questioned if the Chair would write the letter to Chief Nault. The Chair indicated he would like to work with Jeff on the letter. There were suggestions that the letter go to the City with copies to Womens Bay, the City Manager and Borough Manager. Jeff suggested inviting these various interested parties to a work session meeting. Cliff spoke of Simulator fit Bayside, as a bids went out training or a the "ultimate goal" into that goal he possible "co-owner" was on this particular unit "grandiose complex". and how this Flashover also was concerned that not considered before the - he questioned immediate Doug stated that this could be an interim measure - a stepping stone toward the ultimate goal. He went over plans for the training site development and saw the Flashover Unit being both an interim measure and also something that could be incorporated into the permanent structure. Jeff expressed concern re spending money on something that has not been a part of the original planning. Doug responded that the site could be developed around the Unit and it would be a good thing to have in the meantime. Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 3 of 7 Assistant Chief Himes said that the site needs to be developed and that is where the concentration should be placed. Roy said that he was not interested in the wheels and if we are going to acquire a Flashover Unit, perhaps Bayside and Womens Bay could go in together. Cliff said that the idea of sending the letter [to Chief Nault] was a good one and also would like to see movement forward on developing the site. He didn't think we needed to spend money at this time, but would defer to the Association. Stan spoke about the restrictive costs of burn buildings almost prohibitive so that the real appeal of this unit is that a foundation is not required, minimal water needed to extinguish, no runoff, and it is a turnkey operation and modules can be added to it. He expressed concern over the possibili ty of "control" being an issue with regards to the "wheels" and that he would prefer a 50/50 split and not a 60/40 arrangement. Cliff spoke again emphasizing his concern for the focus training ASAP. Discussion went on regarding fencing, main building, volunteer labor, and timeframe. to be on burm, a The Chair asked for direction from the group - the consensus was that a letter go out to Chief Nault [copies to Womens Bay and Managers at City and Borough] putting forth position on the purchase/ownership/liability, etc. of the Flashover Simulator. D. Hose/Foam Purchase. Quotes were received from 4 different vendors for the purchase of foam and hose. W. S. Darley was low bidder with L.N. Curtis & Sons second. Cliff asked if the quality of the items from both companies were comparable. Assistant Chief Himes indicated that they were comparable products and that his personal recommendation would be Curtis. He said that he had used this vendor in the past and found them very responsive provided exceptional customer service. Jeff made a motion to award the purchase to L. N. Curtis & Sons wi th a second by Cliff. Discussion: Cliff said that if Curtis has been a good vendor in the past he doesn't see a reason to go with someone new for a $400 difference in price. Scott recommended that Darley be given the go ahead; they are low bidder, it would be easier to get it through the approval process, and if the quality is the same, the award should go to the low bidder. Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 4 of 7 A voice vote was taken on the motion to award the bid to L.N. Curtis & son and failed by 3 to 2. Greg moved to accept the Darley bid in a not to exceed amount of $10,244. His motion was seconded by Roy. There was an affirmative unanimous voice vote. E. Dumpsters. It was noted that Bud Cassidy, Kodiak Island Borough, has agreed to have the dumpsters in the FD's lot moved across the road. This should be accomplished during the Spring. 9. Chief's Report Assistant Chief Himes reported that a new recruit class was beginning. There are 3 participants. The EMT classes are continuing with 4 participants. There are now 32 volunteers. Assistant Chief fire at Beaver Safeway. Himes said there had been 3 recent calls, Lake, C&F auto and a structure fire a car behind There will be a Super Bowl party on the provide the hamburgers, hot dogs, sodas bring other foods. It was noted that purchased a new grill. Greg questioned wheels. 26th. The FFA will and the guests will the Volunteers have if the new grill had Assistant Chief Himes from 31 January until Association meeting. indicated that he would be out of town 4 February, a t tending an American Hear t Assistant Chief Himes continued on to report that the pickup had to have its exhaust system tied up, the door was broken and it is leaking fluid. He suggested that it needs to be replaced. Assistant Chief Himes ended his report by saying the enhanced 911 service is being worked on by the MIS Departments at both the Borough and the City. 10. Bayside FFA President's Report Doug began his report by giving a financial report, indicating that as of 6 January 2003 there was a balance on hand of $142,500. He continued expressing slowness of the process discussion regarding the the for lot members' frustration with the the addi tion. There was a brief plans and Doug was requested to Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 5 of 7 assist the Board and Assistant Chief Himes with the lot plans and similar use permits. Doug reported that the Association got a software program, Station Manager Fire Program, for Assistant Chief Himes, dealing with training, maintenance, inventory, logs, EMS reporting. Doug told the Board that the Association reelected all of the same officers. 11. Chair's Report The Chair, through the consensus of the Board, chose Monday, 10 February 2003 at 7:30p, as the next date for a work session. At that meeting a date for the next regular meeting will be selected. The Chair indicated he would like to schedule a public hearing on the new budget around the end of March. 12. New Business A. Tee Shirts. Assistant Chief Himes presented pricing on tee shirts received from Royall T's Graphics. The Chair indicated that a 2nd quote is required and that perhaps Carl Royall could give direction as to a catalogue to use for pricing. Assistant Chief Himes said he would be going to Anchorage and would look for pricing there. Jeff suggested a catalogue called "Galls". The Chair said this issue could be brought up at the next work session. B. Officers' Coats. A price on officers' coats was given at $220.00 each. Again, a 2nd quote is needed and Assistant Chief Himes will get that information. The coat pricing will be revisited at the next work session. C. Vehicle Maintenance. work session. This item was referred to the next D. Election of Officers. The offices of Chairman and Vice Chairman were open. Greg nominated Scott and Cliff made a motion to close the nominations, to which there was unanimous voice consent. Roy nominated Greg for Vice Chairman and Greg refused the nomination. Roy nominated Jeff and Cliff made a motion to close the nominations. Greg seconded the motion and the motion was carried unanimously by voice vote. Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 6 of 7 12. visitor's Comments Stan said that he was pleased to see some progress in plans and would like to encourage the Board to "stay active". 13. Board Conunents Cliff expressed his concern over the poor shape of the pickup. The Chair advised that there are plans to purchase a new pickup truck. Jeff expressed his concern regarding the amount of money being spent on software and questioned the budgeting for it. Doug interj ected that the FFA could buy the software and the Fire Protection Area could hire a person to do the input - maybe a volunteer would be able to do the work. Assistant Chief Himes was asked to seek out a volunteer willing to do the computer work and get an estimate of the cost for the work. Adjourmnent. Jeff moved that the meeting be adjourned. Greg seconded the motion. There was a unanimous affirmative voice vote and, there being no further business before the Board, and already having established a date and time for the next work session, 10 February 2003 at 7: 30 pm at Bayside Fire Hall, the meeting was adjourned at 9:38pm. Respectfully submit t~' Date, M'r~ Approved by: c:_ _~. #/--- JL CIW 0'/ r~/ Scott Arndt, Chair Fire Protection District Date: <\- .) .."e::: 0/ , ...,7 "'..........r- /"~ ~J No. 1 Board Dept/Service District/Fire Protection 1 Minutes of 21 January 2002 Page 7 of 7