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02/17/2009 Regular MeetingFIRE PROTECTION AREA NO.1 BOARD REGULAR MEETING FEBRUARY 17, 2009 @ 7:30 p.m. BAYSIDE FIRE HALL CALL TO ORDER ~ r i_.__ CHAIR DOLPH, called the meeting to order at 7:36 p.m. ROLL CALL `., ~ 8 2009 MAY 2 ~, -i Members present were Chair M. Dolph, R. Nelson and D. Canavan. Excused was J. Pickett and Not Present was C. Davidson. A quorum was established. Also present were Chief Himes and M. Barber, recording Secretary, Kodiak Island Borough. APPROVAL OF AGENDA It was MOVED, R. Nelson and seconded to approve the Agenda. Motion Carried by an affirmative voice vote. APPROVAL OF PREVIOUS MINUTES -December 30, 2008 and January 20, 2009 It was MOVED, R. Nelson and seconded to Approve the Minutes of December 30, 2008 and January 20, 2009. Motion Carried by an affirmative voice vote. ACKNOWLEDGE RECEIPT of FINANCIAL REPORT It was MOVED, R. Nelson and seconded to Acknowledge Receipt of the Financial Report. Motion Carried by an affirmative voice vote. VISITOR COMMENT None STAFF REPORTS: A. Chief s Report Chief Himes told the Board he had been traveling the last couple of weeks. He went to Anchorage and attended the Risk Assessment Seminar. Need to label bottles of chemicals to prepare for any OSHA inspections that may come up. He also attended the Fraud Prevention seminar and the recommendation is to get away from accepting checks. He will check on getting a credit card machine. He told the Board background checks will be mandatory and finger N:\EF\Service Districts\Fire Protection Area No. 1\Minutes\Mtg Minutes 2009\Draft Minutes 2.17.09.Doc printing is coming soon. He went to the Fire Chief's conference in Juneau and some things that were on the Agenda were to have sprinkler systems be a requirement in Single and Double Family Residences. Alaska Fire Chiefs are supporting the new home sprinkler initiative that is coming out. It will be a new code in the next couple of years. They are supporting Legislation authorizing it in the State of Alaska and authorizing the State Fire Marshall to make modifications. The Fire Chiefs are working on getting novelty lighters banned. There's no safety, they have copper wires, there are several ones that look like dolphins, guns, bowling pins, etc. There's one that looks like a camera and if you were to put it up to your eye it would burn your eyebrows and possibly your hair. He told the Board he spoke to A. Austerman and G. Stevens about the CIP request. They were both supportive of it, getting funding for the addition. They were both going to try and get it pushed through. There was a representative from FEMA there and they went through some of the grants that are available, such as the Assistance to Fire Fighters grant, all the different areas that have opened up and changed. One of the big changes he noticed for their classification of Fire Department was that the priority for funding for apparatus is the Quint, a specialty engine with a ladder of 55' or 65', hose, tank, pump and high reach which designates it as a Quint and he told the Board he plans to apply for it. The State encourages Fire Departments to apply for everything that's available, which includes Fitness & Welfare, Station Upgrade, Apparatus, EMS and PTE. AFG grant is this fall along with the Safer grant. He is working on the Prevention Grant now, which will include the fire safety trailer, supplies and training. He told the Board he was nominated into the position of First Vice President for the Alaska Fire Chiefs Association. There are six volunteers in the recruitment class that started last week and he will be starting an EMT/ETT class at the end of March. He met with Curt Law with Aksala to finalize the ordering and upgrades for the radios. He found information on address signage. The Board would buy the supplies and make the signs which could be a project for fund raising. B. Borough Staff Report None C. Chair's Report Chair Dolph wrote a brief summary and handed it out to the Board. (See Attached) He said the Bid for the building is on the Borough's Website. It was supposed to be advertised in the Kodiak Daily Mirror and the Anchorage Daily News, but for some reason this did not happen. The Borough Projects Department was going to work on getting that taken care of. He said that will not chan~e the date of the Pre-Bid Conference, which is scheduled for loam on Wednesday, March 4t and the Bid Opening is scheduled for March 10th. Recommendation goes to the KIB Assembly for their March 12th Work Session and the Bid Award would be scheduled for the KIB Assembly Regular Meeting of Thursday, March 19, 2009. He told the Board that they may want to hold a Special Meeting on March 10th to take formal action on a possible recommendation for the Bid Award to the KIB Assembly. He let the Board know that they will need to determine an amount of aloes-interest loan to request from the Kodiak Island Borough Assembly. N:\EF\Service Districts\Fire Protection Area No. 1\Minutes\Mtg Minutes 2009\Draft Minutes 2.17.09.Doc BUSINESS ITEMS: A. Review of Current Budget with Projections for Nezt Year's Budget. Chair Dolph explained the Budget Worksheet to the Board. He stated that there may be a few items that need tweaking. He said the Chief will be submitting the estimated budget for FY2010 to the Board the first part of March at the next work session. Chair Dolph pointed out to the Board that overall they've used 42% of the budget at 67% of the year gone and the revenue is reflecting 107% received. He asked the Board to take the budget worksheets home and review them for the next meeting. B. Recap and Update on "S.W.O.T." Planning Process; Identifying Future Steps in Process. D.Canavan told the Board that they have started a "S.W.O.T." analysis. Trying to look a little bit into the future by building strategy, a way to do that is by identifying any known Strengths, Weaknesses, Opportunities and Threats. (See Attached Handout) He told the Board that the members that were present at the work session started identifying items and the Board needs to continue to add to the lists and once they're where they ought to be they would incorporate it into an Action Plan. C. Intent for Loan Request from KIB. Chair Dolph told the Board that Chief Himes and he have gone to the Borough and spoke to the Borough Manager and Finance Director about getting a loan to help pay for the building. No decision needs to be made on the amount of the loan or number of years at this time, but said the Board needs to give the Chair direction fora "Not to Exceed" amount. Chair Dolph explained to the Board when the bid is awarded there's the potential that the Assembly will ask where the monies will come from and if the Board hasn't secured the funds there is the potential for the Assembly not to award. It was Moved, D. Canavan and seconded to recommend to the Borough Assembly for a loan "Not to Exceed" $1 Million dollars. Discussion followed concerning interest rates, amount of loan, alternative funding. Motion Carried by a roll call vote. It was Moved, R. Nelson and seconded to Amend the Motion to add: Pursue all other avenues of funding prior to taking the loan money from the Borough. Motion Carried by a roll call vote. It was Moved, R. Nelson and seconded to Amend the Amended Motion to recommend to the Borough Assembly for a loan "Not to Exceed" $1 Million Dollars and to authorize Chief Himes and Chair Dolph to pursue all available funding. Motion Carried by a roll call vote. N:\EF\Service Districts\Fire Protection Area No. 1\Minutes\Mtg Minutes 2009\Draft Minutes 2.17.09.Doc D. Consideration of Special Meeting for March 10, 2009 Chair Dolph stated the bid opening is on March 10th, the Assembly Work Session for the bid award will be March 12th and the Board will need to have a Special Meeting to make recommendation to the Assembly. D. Canavan directed the Chair to check with the Board to see if there will be a quorum. Chair Dolph said he would try to arrange for W. Koning and K. Smith to be at the meeting to discuss the bids. VISITOR COMMENT None BOARD MEMBER COMMENTS D.Canavan thanked Chief Himes for the comprehensive report. He told the Board the last meeting the Board had that they worked on the strategic plan went well and they're moving in the right direction. R. Nelson -None Chair Dolph told the Board he was as concerned as the rest of the Board over huge loans and stated they would look for other possible funding as well as going to the Borough for a loan. He thanked D. Canavan for his work on the strategic plan. MEETING SCHEDULE The next work session is scheduled for Tuesday, March 3`d and a Special Meeting was scheduled Tuesday, March 10th to consider a recommendation for the Bid Award to the KIB Assembly. ADJOURNMENT There being no further business before the Board the Meeting was adjourned at 9:24p.m. N:\EF\Service Districts\Fire Protection Area No. 1\Minutes\Mtg Minutes 2009\Draft Minutes 2.17.09.Doc SUBMITTED BY: Mary J. B e KIB Engin ring/Facilities Department Date: S t 9 b 9 APPROVED BY: ,~ ike Dolph, Chair Fire Protection Area No. 1 Board Date: /q - rtit p-v' - y y~ N:\EF\Service Districts\Fire Protection Area No. 1\Minutes\Mtg Minutes 2009\Draft Minutes 2.17.09.Doc