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1995-10-31 Regular Meeting p FIRE PROTECTION AREA NO. 1 SERVICE BOARD MINUTES October 31, 1995 @ 7 :30 p.m. Bayside Fire Hall I. CALL TO ORDER The regular meeting of the Fire Protection Area No. 1 Board was called to order at 7:35 p.m. by Chair Scott Arndt on October 31, 1995 in the Bayside Fire Hall. I II. ROLL CALL Board members present: Others present: Scott Arndt, Chair Donna Smith, Borough Clerk Charles Lorenson Robin Heinrichs, Assembly Member Roy Aguirre Andy Nault Bill Swearingin Stan Thompson Earl Smith (ex- officio) absent: Alice Knowles (excused) A quorum was established. III. VISITOR'S COMMENTS None. IV. MINUTES None. V. FINANCIAL REPORT A report from the chair was received relating to the current property tax budgeted for the District. The budget projects the property tax rolls at $196,300; whereas, the certified tax roll was actually $205,400 and personal property tax was $3,000. Nothing yet has been received from the Payment -in- Lieu -of -Tax (PLT) program. State revenue sharing was projected at $19,267. Fire Protection Area No. 1 October 31, 1995 Service Board Meeting Pagel of 5 i The insurance line item seemed to be high. An adjustment was made but was inadequate. Chair Arndt will continue to discuss this line item with Karl Short, Borough finance director. The insurance was based on workmen's compensation liability at the rate of $8+ per 100. ' MOTION: Swearingin moved, seconded by Aguirre, to acknowledge receipt of the financial report. VOTE ON MOTION: Unanimous voice vote. VI. BOROUGH CLERK'S PRESENTATION Donna Smith, Borough clerk, distributed to the Board a packet of materials containing the roster, Title 4 of the Kodiak Island Borough Code, and a handbook on parliamentary procedures. In response to a question on ex -officio status, she explained that an ex- officio member of the board had all the rights of any board member to enter into discussion but were not entitled to vote. VII. CHIEF'S REPORT f Earl Smith, fire chief, introduced Stan Thompson who spoke on the subject of obtaining grants. Thompson, a volunteer, became aware of a grants administrator through his employment at the Kodiak Island Hospital. He said the hospital hired Diedre Bailey to research construction grants available to the hospital. He talked with Bailey and discovered there were grants associated with firefighting equipment and training through a number of private corporations and governmental agencies. She indicated she could research the grants and application process for either an hourly fee or percentage of grant amount. She indicated that a show of state funding received was a "feather in the cap" during the writing of an application. Thompson also brought the subject to the attention of the volunteer organization as a funding source to help with training facilities. It was his opinion that research of grants available deserved investigation. Following discussion by the board, the chief was directed to meet with Bailey to find out about the parameters, programs, and chances for obtaining grants. She will be asked to submit correspondence outlining a proposal. Also discussion with borough administration would commence on their perception and procedures for obtaining grants. The item was schedule for further discussion at the December meeting. The chief continued his report by noting the cooperation between the City of Kodiak Fire Department and Bayside Volunteer Fire Department on training ventures. Started was a second program on pump operation. The joint training was working well. Discussion continues on standardizing the way business was done by both departments, such as loading hose, putting equipment on engines, type of equipment, etc. The departments should not be competing with each other but coordinating to respond to any type of crisis with standardized operations. This had already been done in the communications field with the radios. He recognized Andy Nault, Fire Protection Area No. 1 October 31, 1995 Service Board Meeting Page 2 of 5 city assistant fire chief, for developing communications and equipment language to be the same. It was a good starting point. Chief Smith recognized and encouraged the challenge to develop a common denominator that was not expensive. Within a year, there should be training available for officers and other programs that were not feasible within one group. Chief Smith reported on the drill last Monday behind Southern Alaska Forwarding. One problem became apparent during the communications between one engine and another. There was a lack of portable radios since three of the officers carried them. He asked the Board to consider purchasing two more portable radios for communications between engines. Following discussion on the purchase of two radios, the subject was added to the agenda, as an Item of Business, with no objection. The chief was encouraged about ongoing discussion with city staff on providing the best service possible to the community with a strong effort from both the City Fire Department and Bayside Volunteer Fire Department. The chief made available the supplemental life and injury, during a function of the fire service, insurance policy to what the Borough provides to the Board. The premium for the policy was $2900. With no objection, the subject was added to the agenda as an Item of Business. In response to who maintains and tests fire hydrants if the water /sewer services were acquired by the city, the chief's and board's opinion was that the city would be responsible for maintenance. VIII. ITEMS OF BUSINESS A. Supplemental Insurance Policy 1` The supplemental insurance policy supplements workmen's compensation liability, vehicle and building liability. MOTION: Aguirre, seconded by Swearingin, moved to purchase renewal of supplemental insurance policy. VOTE ON MOTION: Unanimous voice vote. B. Purchase of Two Portable Radios MOTION: Swearingin, seconded by Aguirre, moved to authorize purchase of two portable radios with accessories. VOTE ON MOTION: Unanimous voice vote. Y E Fire Protection Area No. 1 October 31, 1995 Service Board Meeting Page 3 of 5 s E i C. Classroom Chief Smith requested a plan of action, timeframe, and individual volunteer involvement during the various phases of the classroom addition to the fire hall. He was especially anxious to finish the addition because of the joint training venture. He told of taping instructors' presentations in the bay of the city fire station that produced poor sound on tapes. He thought it would be a loss of resource to not complete the building. Aguirre supported moving ahead on construction to complete as much as possible before freeze - up with final completion by next summer. When the addition was completed, he advocated construction of the burn building. He saw a real community need for the classroom addition. During discussion, it was pointed out that the site work should be completed next week and preparations on the foundation would begin. Three prices were received from local contractors on drilling and blasting. The price from Brechan Construction was low at less than $2,000. Pads will be poured for footings around the perimeter, if weather permits. It was expected the slab with heat loops would be installed after the building was raised because of the weather. It was requested there be an option to hire workers if there were not volunteers available during the phases. Thompson reported the volunteer association encouraged completion of the addition. The association was already contributing some of the funds and were willing to contribute more to get the construction done as soon as possible. Following discussion on who makes the decisions to move ahead with the next phase, the consensus of the Board was that Robin Heinrichs, Earl Smith, and Scott Arndt would facilitate the project. The Borough's engineering/facilities department would technically be in charge although it was the Board's project. Heinrichs was preparing a materials list that could be sent out for bidding. He would meet with the engineering/facilities director on efficient and cost - effective ways to do the bidding process. When the materials list was complete, costs could be estimated. The volunteer association would be approached to schedule tasks for the volunteers during the construction process. It was again reiterated that if volunteers were not available that someone would be hired. l Andy Nault reported that the city manager, Bill Jones, committed help in furnishing the classroom. He needed an idea of what equipment and furnishings were needed when he began his budget preparations in January. s Fire Protection Area No. 1 October 31, 1995 Service Board Meeting Page 4 of 5 s D. Election of Officers Nominations for chair of Board were opened. NOMINATED Scott Arndt There being no further nominations, nominations for chair were closed. VOTE ON NOMINATION: Unanimous voice vote Nominations for vice -chair were opened. NOMINATED: Roy Aguirre There being no further nominations, nominations for vice -chair were closed. VOTE ON NOMINATION: Unanimous voice vote. i Nominations for corresponding secretary were opened. 0 NOMINATED: Alice Knowles There being no further nominations, nominations for corresponding secretary were closed. VOTE ON NOMINATION: Unanimous voice note. IX. VISITOR'S COMMENTS None. X. BOARD COMMENTS None. M. ADJOURNMENT There being no further business, the meeting was adjourned at 8:42 p.m. Scott Arndt, Chair Fire Protection Area No. 1 Board Approved: 03/26/96 Fire Protection Area No. 1 October 31, 1995 Service Board Meeting Page 5 of 5