Meetings

Garden City Fire District

Board Meeting

July 18, 2013

Board Members in Attendance:  Terry Allen, Christina Gracey, Travis Hobbs, Randall Knight

Others in Attendance: 

 Approval of Past Minutes:  Motion to approve minutes of July 10, 2013 special meeting with changes submitted by Randall, 2nd by Christina, vote was unanimous.

Motion to approve minutes of June board meeting with the changes submitted by Christina, 2nd by Travis, vote was unanimous.

Items for Follow-Up:  Fire boat is now running fine and is in the water. Was used at the last training.  There is a seat still on order.  When it comes in, another layer of the decking will be applied and the seat will be replaced.  Randall asked if the routine maintenance has been done.

IC 40:  Mike did not know about this item.   The board had gotten bids on this and approved the repair. The repair is done, it is just waiting

Brush 40:  The pump has not yet been installed.  The pump has been in for a month.  There are some special fittings that need to be purchased from EVCO.  The board stated that this is pretty critical.  They asked Mike to work with Dan to get the parts here and get it fixed.

Electronic Meetings:  Christina and Ben would like to amend the policy so that a person calling in can be counting towards the quorum.  Travis stated he did not have an issue with the change.  If a person is willing to call in and take the time to do so, they should be able to attend.  Travis asked that the board use the speaker phone that was discussed.  The cell phone on speaker does not work so that everyone can hear.  He also asked that the person attending stay for the entire meeting.  Travis would like to see a resolution typed up to review and vote on.  Christina also asked that there be two phones available, rather than just one.  This motion was put off until the next morning and Christina will ask Ben to type up a resolution and the revised bylaw with this change to vote on.

Report on financial statements:  Ryan Child from Wood, Richards & Associates attended to report on the 2012 reviewed financial statements.  Ryan mentioned that a review is much different than an audit.  An audit is only required if the revenues are over $500,000, so the fire district does not have an audit.  In 2013, the review is no longer required, rather there will be agreed upon procedures.  The financial statements are no longer required.  Wood, Richards would be happy to prepare the statements if the board likes to have those.  Ryan mentioned that they usually make several adjustments in the course of a review but have not had to make adjustments to the fire district since Tiffany gets them pretty clean before she sends the information over.

The two year comparison shows that current assets are up by about $56,000 from the prior year, other assets, which is the property tax receivable are also up.  There are very few current liabilities, and the long-term debt has been paid off.  Property tax revenue was up from the prior year, grants were very similar to the other year, fire service income increased over the prior year.  Most expenses were very close to the prior year, however maintenance was quite a bit higher.  Purchases for 2012 included extrication equipment and some smaller equipment. The debt service fund owes the general fund and those amounts will be repaid from impact fees.  Expenditures in total were below the budget for the year as required.

Board Member Training:  Christina Gracey stated she had done the online training as required.  This training is required every year for all governing bodies.  Terry feels that there are enough board members in Bear Lake now that they may be able to

GRAMA Training:  Ben needs to do this.  Terry will contact him to make sure he has done this.  Travis mentioned that there was a lot of GRAMA information in the general board member training that Ben attended.  Terry stated that this is a separate training, but it can be done online.

Wildland Grant:  Mike stated he was not aware of this one yet.  Dan had stated last meeting that he had gotten an unofficial yes, but the board wants to make sure the official approval had been received and that the spending is taking place.

DMV reports & Firefighter Drug Testing:  This was discussed at the last meeting, but Ben wanted to look into it a little more, so a vote was put off until this meeting.  Mike mentioned that the district has more equipment and nicer equipment.  Also there have been some discussion with all the firefighters as to how they should be responding to calls and under what situations it would be appropriate.  He feels the testing would be good.  Travis stated that his random tests have been with 1 hour notice and has had to go to WorkMed to do it.   He would like to know how this would be done.  Mike mentioned it could be done at the clinic locally.  Also, the sheriff’s office carries tests with them and could do it.  Travis asked what the cost would be.  Mike mentioned that it would be roughly $25-35 each test.  Terry discussed this with Ben.  The sheriff’s department has drug testing kits that they would be willing to give the department.  The discussion with Ben was that they would like to see everyone tested first.  If anyone is tested positive, they would be sent to a location to be tested further.  Terry stated he would also be willing to be tested.  Mike stated that had been discussed in their captain’s meeting and they were in agreement.  The Motor Vehicle Report would be $6, and then the drug test.  These results would not be distributed, but the chief, assistant chief, and captains would discuss and then adjust roles until the issue has been resolved.  Even some prescription drugs may cause a reassignment of roles.  After the initial testing, there would be random testing.  Chris Coray asked if the firefighters would be notified of the day and time of the testing.  The board all stated no.  Chris mentioned it would still be random in timing then, just not in who was tested.  Travis mentioned that if any of them were involved in an accident, Worker’s Comp will immediately test the person and if they test positive, the chief and district would have liability unless this has been addressed in some way.  Travis stated he is in favor of it, except that he does not want them to have to leave their jobs to go to a random drug test and he will be very opposed to do so. Mike stated that would not be done.  Travis also wants to make sure that a procedure is in place and followed, not just Dan taking them in the bathroom to do a test.  It will either be the sheriff’s department or the clinic doing the tests. Travis stated that he has always been searched, then the restroom has been searched, and they supervise the test.  Mike stated it would be structured.  Travis’ preference would be to have it done at the clinic.  Terry felt that Ben’s concerns had been resolved.  Travis would like to see the details before final approval.  He would also like to see what would be looked at on the MVR.  Mike stated he would like to see them follow the same standards as commercial drivers or other fire departments.  Travis wanted to make sure there would be clear standards so that everyone would be treated the same.  Mike stated the standards would be added to the SOPs.  Terry stated this would only be approval to move forward.  The chief, captains and firefighters would put together the details and it would come back to the board for final approval.  Motion to have the chief, assistant chief and captains put together a policy on drug testing and DMV reports by Christina, 2nd by Randall, vote was unanimous.

Motion to transfer funds to savings:  The budget had transfers from checking to vehicle of $10,000 and from checking to general savings of $6,000.  The motion to do these needs to be made.  Travis stated that this was for the tender and this has already been discussed.  Travis asked how the money from this had been handled.  This went into the general fund as other income.  The amount that was spent shows on the financial statements as $15,000, but $11,000 was received on the sale, so the net expense was actually $4,000.  Motion to transfer $10,000 from checking to vehicle PTIF and from the general fund to capital projects fund by Christina, 2nd by Randall.  Motion to create a General Savings PTIF fund and transfer $6,000 from checking to the General Savings PTIF fund, 2nd by Travis, vote was unanimous.

Raspberry Day Breakfast: Based on comments from firefighters, there are some who show up easily and others who never do.  Christina would like to see specific assignments.  Mike stated that it usually gets moved around.  Riley stated that would be too hard.  Terry stated that if there was a fire call, the board would need to be willing to assist as well.  Mike stated there were always volunteers and they usually have plenty of help.  Terry stated they need to assign someone to the money, the others just rotate around.  They stated that having a stamp and two lines help.  Travis also stated that those who volunteer to help should at least get a t-shirt showing the district’s appreciation.  The board all agreed.  Christina has gotten a group of volunteers from the young women in her ward and would like to see if the district would be willing to provide a tent to them if they help.  Chris Coray thought that had been done once in the past.  The board stated that where they need to most help is in cleaning up the tables and keeping them rotated and stocked.  The board would be very willing to help out with a tent.  Randall also stated he would like to see the equipment out on display again.  The board would also like to have a separate person doing t-shirts and hats because doing it as part of the breakfast ticket sale was too much.  Mike stated they are purchasing up 5 extra stoves with the money from last year’s breakfast.  Mike stated that they would start at about 5 or 5:30, but would like to see others there to help at about 6.  The locks at the park have been changed due to vandalism, so Dan will not be able to get in using the key he has before.

 Vehicle/Equipment/Station Service Requests:  Wheel chocks for Rescue 40 and IC 40-did not have these on the extrication call.  Travis asked if every vehicle was supposed to have them.  Mike stated that yes and he assumed they had them.  Other than IC 40, which typically does not get parked in the middle of things.  Travis also thought that the tender did not have them.  Mike stated that Rescue 40 did now have them.  Dan told him they had been ordered for IC 40.  The board asked that Tender 40 also get them.  Mike will write up a purchase requisition for them.

Tire chains on engine were dragging.  These have been fixed.

Relief Valve on Rescue 40-cleaned filter and reinstalled and it is now working.

Purchase Requisitions:  These all come from the propane tank incident

Tender is not stocked well enough.  Need 2-2 1/2″ gate valves so one can be hooked on each side of the hydrant; Hydrant wrench; short hose to go from hydrant to tender; sight glass; 2 pumps-one to offload water from tender and one to reload the tender from a ditch; snap tank; lights and sirens;

Travis though that the pumps had already been approved.  Terry stated that we talked about it, but didn’t do final approval.  The trash pump could also be used for flooded basements, etc.  Travis asked how much the district would be paid for this incident.  The district and other districts were on scene all night.  Travis stated he thought Laketown receive $10,000.  Travis would like to make sure that these funds are set aside for equipment, etc.  It should be used for these items and others.  Christina asked for a rough estimate on cost.  Riley estimated about $3-5,000.  The pump and snap tank are over the limit for needing a motion, but the others should definitely be done.  Terry thought there was a pump on the brush truck that was going to be rebuilt and moved to the tender.    There is a pump on the tender, but it has a rope pull start and is very old.  Travis found one pump online for $1,400.  The board would like to know the cost on the pump.  Riley will follow up and let them know.  The board would like to do the items that are under $1,000 immediately and a price on the pump and snap tank for the August meeting.  Travis would also like to see it painted and stickers purchased.  Will look at this at a future meeting.

Brush 42:  Joe Sharky had been working on it, but was unable to do so.  It has been taking to Logan for repairs, but still needs to be picked up if anyone is going over.  The window and pump were fixed on it.  The board asked Mike to make sure it got picked up

Equipment Status:  All was included above

Responses:  Field fire from fireworks, downed power line, truck struck by lightning, propane truck rollover, extrication on east side, 2 business, 6 short-term rental, 14 medical assists, and 2 alarm resets.
Mike stated that the extrication equipment worked very well.  However it did not have enough cribbing.  the engine was turned back by Dan and that is where the other cribbing is.  Mike asked Dan if they had enough cribbing without it and Dan stated that there was, but there was only 6 pieces.  Christina stated she was told the Engine was turned back because there were too many people responding.  Mike stated that the SOPs state the Engine is called out on that type of call and he feels that the SOPs should be more important than what the EMTs, sheriff, or other departments think about how many vehicles are on scene.  Travis felt that that vehicle should not have been turned back.  Mike stated he did question it, but Dan was in charge on the scene, so he was responsible for making the decision.  Mike stated that Dan told him the reason was because complaints have been made about the district taking too many vehicles and men to calls.  Laketown Fire had been called out as well, but they do not have the extrication equipment that our district does.  Without the equipment, there was a high likelihood that they would not have been able to get her out safely.  They only had a car jack and some rocks.  It was a very unstable situation.  Mike stated that it went very well and the equipment was very necessary.  The board stated they wanted the SOPs followed in all situations with no exceptions in the future.  He also commended the firefighters for handling the situation the way they did and also for stopping the other districts from trying to extricate without the proper equipment.  Mike stated that he felt there is a point where he doesn’t want to fight with Dan if he is in charge.  He was told that there was enough cribbing and that is why he didn’t argue further.  The board would like to know Dan’s reasoning because maybe he had a reason for it.  However, the SOPs should have been followed and they want them followed going forward.  Randall would like to make sure that if the board discusses it with Dan they should be done in a board meeting and not with just one board member.  Randall stated that he feels there are way too many political squabbles between the districts, the EMTs, and the sheriff and that has to stop before someone dies over it.  Riley, Mike, and the other board members stated that it has gotten a lot better, but it has further to go.  Travis stated that he has heard several good comments from the sheriff department and the EMTs.  Mike stated that overall it went very well.  Everyone stated that as far as they know no one ever said anything, just that the concern had been there in the past.  Travis stated that it definitely had been an issue in the past that too many would arrive on scene.  That is why the SOPs are so important.  There should be no second guessing what vehicles go and don’t go.  The station should not be emptied for simple calls, but at the same time whatever the SOPs state should go because they are based on what should be needed.

Riley went over the propane tank rollover incident.  The original page went out at about noon on Saturday.  The propane truck had rolled in Laketown Canyon just passed the runaway truck ramp.  Riley missed the original page, but when he got there,  Logan Hazmat was on scene.  The 10,000 gallon tanker carrying 9,700 was leaking liquid propane.  The highway was shut down.  There were not enough hazmat guys on scene, so they called guys who were working to come to the scene.  The levels were at about 5%, which is at the lower explosive teams.  The decision was made to pump as much propane as possible to Bear Lake Propane, while keeping the % levels low.  Lightning picked up, so the teams were moved back.  The propane at that point had been pumped low enough that it could not be pumped out anymore.  The decision was then made to vent the tank.  Chris Coray asked if that was dangerous.  The teams monitored the % to make sure it stayed low but opened the valves to vent it.  By about 11pm, many guys were released from the scene, but several guys volunteered to stay on scene overnight to continue venting.  At about halfway, the propane got too cold to vent.  The decision was made to spray the tank to warm it to continue venting.  Once the propane had vented to about 1,000 gallons, the tank was patched and the tanker was righted and towed off.  The scene was finally opened at about 3pm on Sunday.  The driver had been transported by ambulance and was released before the

 New or Miscellaneous Business:  A motion had been made in the past to pay the assistant chief and captains quarterly, but since not many hours had been worked, they have been paid annually with everyone else.  Lately they have been working more hours.  Christina asked if they should be paid now.  Especially with that scene.  The board stated they would like Tiffany to write checks now and each quarter.

Christina also asked if Joe could be paid quarterly.  The board had discussed this earlier.  Joe has stated he would not like to be paid, however the board feels he should be compensated.  He has been at the station for a lot of hours.  He enjoys it and is not doing it for the money.  Terry will talk to Joe.

Terry would like an agenda item for the next meeting.  Terry suggested that it be discussed again to get a phone for the department.  Christina stated that she was going to bring this up in the expenses.  Dan already went and got a prepaid phone.  Dan was receiving $75/month, but now he has the phone and has a $25 reimbursement on his check.  Terry stated the prepaid is nice because you are not in a contract, but the board should look at the prices of plans.  Christina will call to check rates.  The phone does not need to be the newest best phone, just needs to have text and calling capabilities.  A date plan will probably not be needed.  It was mentioned that waterproof might be a good idea.

Review and Approval of Current Expense Invoices: 

When looking at the credit card expense, the board was concerned with the amounts that were being purchased on the credit card.  They would like to discuss some limits being placed on it.

Motion to adjourn by Travis, 2nd by Christina, vote was unanimous.

 Items for follow-up: 

 Brush 40

Electronic Meeting Resolution

GRAMA Training

Wildland Grant

DMV and Drug Testing

Wheel Chocks (IC 40 and Tender)

Propane Tanker funds-best way to do this is to make a motion set funds aside as committed funds

Pump and Snap tank for tender

Tender paint and stickers

Pay for Joe Sharky

District Cell Phone

Reminder to note on checks when the expense was approved

Limit on Credit Card Expenses

Garden City Fire District

Special Board Meeting

July 10, 2013

 Board Members in Attendance:  Travis Hobbs, Randall Knight, Terry Allen, Benjamin Negus (by phone), Christina Gracie (by phone)

Board Members not in Attendance:  None

Others in Attendance:  Dan Kurek, Tiffany Wahlberg, Kathy Anderson, Chris Coray, ….., Curtis Moldenhauer, Bob Stevens, Joe Sharkey

Dan has been working with the city, state fire marshal, and deputy county attorney.  The county attorney suggested putting this into ordinance form so that there is more bite to it.  The city stated they would not be able to do that until August, so these ordinances will help until that can be done.  Dan has also sent a draft copy of this to the county commissioners, so they may decide to do the same, but they have not done that yet.

A copy of each resolution is attached to these minutes.

Resolution #R13-04, Resolution allowing fireworks to be used safely in Garden City:  Chris Coray asked if the resolution refers to lineal feet or how that was measured.  Travis asked if this could be written to just be below the canal.  Dan stated that legal fireworks can go 150 ft, therefore no fireworks should go above the canal.  Travis would rather keep it easy and keep it at the canal.  Terry stated that he agreed with the 200 feet because there are areas such as Harbor Village where there are homes right on the canal.  The board would like to change it to 200 feet east of the canal.  Joe asked how those who do not live here full time will find out about these restrictions and how will they know what the canal refers to.  Terry stated that the campgrounds and short-term rental companies need to update the visitor on the regulations.  Dan stated that they can also add restrictions for extreme fire conditions.  The county made signs last year that can be modified as needed.  Travis stated his other concern is that he is concerned why there would need to be restrictions on New Years.  He would like to see it modified to allow them in the winter.  Dan stated that it was modeled after other town restrictions.  Terry agreed that it would make things more complicated to add dates to it.

Motion to accept the resolution with the correction for the 200 feet east, 2nd by Ben, Vote was unanimous.

Resolution #R13-05, Resolution allowing a place to safely light fireworks in Garden City in Extreme Fire Conditions:  Travis stated that he would still like to see a change to allow fireworks during winter months.  Dan will bring that up to the city at their meeting.  Travis stated that he was concerned about the need for fire apparatus to be present for fireworks to be allowed.  He feels that is too restrictive.  Dan stated that the city will set up a time that it would be allowed and would work with the fire district to set up that time.  The state fire marshal stated that there has to be a place and time where they are allowed.

Motion to accept the resolution as written by Randall, 2nd by Travis, vote was unanimous.

 Resolution #R13-06, Resolution establishing a safe place to have recreational fires in Garden City:  Travis asked if this would affect the propane fires.  Chris Coray asked whether the definition of recreational fire would be obvious to the casual reader.  Dan stated that fire pits already have to be approved.

Motion to accept the resolution by Travis, 2nd by Randall, vote was unanimous.

Motion to adjourn by Randall, 2nd by Travis, vote was unanimous.

Garden City Fire District

Board Meeting

June 20, 2013

Board Members in Attendance:  Ben Negus, Christina Gracey, Randall Knight

Others in Attendance:  ….., Anita Weston, Kathy Anderson, Andy Stokes, Tom Wahlberg, ….Riley Argyle, Bruce Willden

Approval of Past Minutes:  Randall asked that a change be made to clarify that he asked for the recurring expenses in order to ensure that the district will stay within budget.

Items for Follow-Up:

Fire Boat:  Dan has been working on redoing the deck.  Delmas Equipment has been working on it.  Christina asked why it has taken this long to finish and it was not done in April.  Dan stated that he hasn’t had time to get to it.  He stated that the engine has broken down twice in that time and there have been other issues.

Tender 40:  The tender has been adjusted to the right height for the trailer.  Ben asked if it seemed

I.C. 40:  Dan stated that he has not yet taken it in, that he made the engine the priority.

Brush 40 pump:  Part is in now and Dan will get it fixed.

 DMV reports & Fire Fighter Drug testing (Action Item):  Dan stated that this was something that was discussed in Captain’s meeting.  The firefighters are driving big heavy equipment and could do a lot of damage.  The district would like to pull DMV reports and do random drug testing for each of the fire fighters.  Ben asked what the cost was.  Dan stated the DMV report was $6 and the Sheriff stated he has extras he would be willing to give the department.   Ben asked if it would be random or how it would be handled.  Dan would like to test across the board to begin and then random after that.  Ben asked the firefighters in the audience what their feelings are.  Tom stated that as the training officer, he could be held liable as could the chief.  He would like to be safe by testing and looking at DMV actions.  Andy stated he was okay with it.  Riley stated he didn’t think the district had an issue, but he would be okay with testing to verify.  Everyone agreed that there was probably not an issue, but agreed it is probably a good idea.  Ben stated he leans towards it, but would like to look into it a little more.  The board agreed to table this until next month.

 Approval of retirement rates (Action Item):  Motion by Ben to approve and accept the state rate of 18.1%, 2nd by Randall.  Vote was unanimous.

 Electronic Meetings (Tiffany):  The board needs to be sure to follow the resolution that was put in place to allow the use of electronic meetings.  Dan read the resolution and a copy is attached.  The board needs to make sure that a quorum exists prior to the electronic meeting as the resolution.  Dan stated that he asked LeGrand Bitner and he stated that the board could do it either way.  Ben stated that he felt it should be written to allow the quorum to be met.  Randall stated he felt that there should be a quorum in the building.  Christina agreed with Ben.  The board decided to table this until next meeting.

 Procedures (Tiffany):  (delayed to end of meeting after closed session)-Tiffany went over the agreed upon procedures and what steps will be taken in next year’s audit.  The audit will be more about following procedures and less about dollars.  There are a few procedures that the board needs to make sure are being followed that Tiffany has questions about.  The board set limits as to what dollar amounts need to be approved prior to purchase and what needs to go up for bid.  Tiffany asked Dan to note on the invoices when the purchase had been approved.  The board agreed that would be a good idea and Dan agreed to do so.  The board members need to attend training annually.  There are a few board members who did not go to the training this year.  They all agreed to do the online training.  There is also a training required for the GRAMA board member, who would be Ben.  Ben stated he would go online and do the training.

 Compensation for Minutes (Action Item):  The board had decided to pay Kathy $15/hour for 2.5 hours.  Ben made the motion to pay Kathy that amount, 2nd by Christina, vote was unanimous.

 Short-Term Rental Inspection Fee & MOU (Action Item):  Dan sent the MOU to everyone and reviewed it with the county attorney.  The attorney’s only recommendation was to make the document a living document so that it could be amended as needed.  This could be done as an additional paragraph or a cover letter.  Randall stated the policies and procedures do allow for a $50 fee for additional inspections.  Tiffany stated that the policies do allow it, but the board will need to do a resolution to adopt the fee schedule.  Motion to accept the MOU as written, with the change the attorney recommended by Christina.  2nd by Ben.  Vote was unanimous.

 Wildland Equipment (action item):  Dan stated that when the district uses grants to purchase wildland equipment it seems like individuals hold on to that equipment and don’t bring it back.  He is okay with not bringing back the boots, but he wants clarification that the equipment the district purchases is the property of the district and needs to be returned.  Some firefighters have chosen to purchase their own equipment, which is great.  However, if the district uses a grant and then gives it to someone, that is inappropriate.  Ben stated that he feels if the district purchases the equipment, then it should remain with the district.  Dan stated that one of the previous firefighters had $700 of equipment that needed to be returned.  That firefighter had been told members of the board that that equipment had been charged to him and deducted from his paycheck.  Tiffany stated that the rate he was paid was determined by backing out payroll taxes, insurance, and use of the districts vehicle/equipment.  The board felt that Dan needed to call the individuals and ask for it to be returned or inform them they would be invoiced for it.  They did not feel a motion was necessary.

 Wildland Grant (follow up):  Dan stated that although they have not officially been notified, the state did tell Dan that the district has been awarded $14,000.  The grant will pay for PPE (structure gear).  Christina asked if the ladder truck grant had ever been finalized.  Dan stated that it was turned in last June and the district has not heard back.  He stated that usually the district would hear back in January or February, but no departments have heard yet.

 Vehicle/Equipment/Station Service Requests:  High pressure relief valve on CAFS-Dan is working on this. Engine 40 tire chains are hanging and will hit rocks, etc.-Dan state he is looking into it to see if he can move it up.  Ladder 40-Slow to start and needs to be started daily.  Dan stated that the state guy gave him a procedure to follow to start it.  Dan said he has been informing the firefighters of that procedure and when it is followed, it has been working.  Engine 40-Transmission slips out of gear.  Dan took it to Transport Diesel and they worked on it.  It worked fine all the way back, but then started doing it again during the national guard training.  Dan has worked on it again and there was a connector on top of the transmission that was loose.  It seems to be working now.

Purchase Requisitions:  None

Equipment Status:  There has been an issue with a vehicle not starting due to a radio being left on.  Ben asked if there could be a sticker reminding the firefighters to turn everything off.  Riley suggested putting a disconnect on it.  Dan stated it is pretty complicated.  This has been a recurring issue.  Riley volunteered to assist Dan with wiring a switch that would not allow the radio to come on until the key is turned on.

 Responses;  10 short-term rentals, 19 fire pit inspections, 6 business inspections, 6 medical assists, fire alarm at school, CO call.  Ben asked if this is the same location that the district has been to before.  Dan stated that it was, but that the reading was in a different location.  Tom stated that the ambulance did check the residents.  They were borderline, but after discussion with the doctor, they were not transported.  The city revoked the short-term license until it is resolved.   Ben asked what the procedure is on these calls, if they ask residents to fix it.  Dan stated that typically by the time the district gets there the windows and doors are all it has been aired out.  He tells them that if it happens again, get out and leave everything closed so that they can see the reading.  Ben stated that he is concerned with why the problem wasn’t fixed the first time.  Riley suggested that on short-term rentals, he feels the district should inform the city that there has been an issue and they should ensure it is fixed.  Andy stated the city is revising the short-term rental policies to allow the permit to be revoked until any issues have been resolved.

 New or Miscellaneous Business:  Dan stated he spoke with the county commissioners and they are going to hold a meeting with all fire chiefs and the states to come up with a plan for the summer.  Some parts of the state have begun restrictions.

Rewrite of 4-03(2) in policies and procedures in regards to holiday hours. (Action Item):  (delayed to end of meeting):  Policy states that overtime is based on actual hours worked and holiday hours.  Based on the state requirements, this is based on hours worked only.  We have discussed this in the past, but the board was not sure it got voted on.  Motion by Ben, 2nd by Christina, vote was unanimous.

Tiffany stated that Randall had asked her on a few occasions why Dan could not be treated as exempt.  This issue has been discussed at several meetings.  The board had looked at the rules regarding exemption from the overtime standards and had decided that in order for Dan to be considered exempt his primary duty would have had to be management, which Dan has always stated that it was not.  His primary duty is firefighting.  The board felt that Dan’s primary duty varied between firefighting and management and did not feel that they could treat him as exempt.

Dan had worked more than 32 hours on most of the weeks that included holidays, and he felt that by not getting comp time for the hours over 32, he was losing his holidays.  The board had discussed this on several occasions and explained to Dan that he did not get comp time for holiday, vacation, or sick hours.  Comp time is based on hours actually worked during the week.  Dan had told Tiffany that a lady from the state told him that he had to be compensated for those hours and that he should be able to take those hours off on another week if he had worked too many during the holiday.  On Dan’s timecards, he took the holiday hours from Memorial Day on the next week, rather than taking them on Memorial Day.  Tiffany stated that she was pretty sure that the board had been right about the comp time calculation, but since it was becoming an issue again, she had called the Department of Labor for clarification.  Tiffany stated that she was told that comp time is based on hours actually worked, not on holiday, sick or vacation.  She was also told that since the fire district has repeatedly had issues, perhaps they should look into treating Dan as an exempt employee.  Tiffany explained the discussions that had taken place previously, and how the board did not feel they could say that Dan’s primary duty was management.  The Department of Labor stated that there was another exemption to the overtime rules.  If a fire district or police department employees less than 5 employees, all of those employees are exempt from the overtime rules.  Tiffany explained that the fire district had 20 paid on call firefighters.  The DOL asked what the pay structure was and whether the firefighters were required to be at all fires and meetings.  She asked several other questions about the paid on call firefighters.  The DOL then told Tiffany that the paid on call firefighters were considered volunteers and not employees for overtime standards, therefore the district has only 1 full time employee and he is exempt from the overtime rules.  She recommended that the district treat Dan as exempt in order to avoid the issues with his hours and the complaints from both Dan and Randall.

 Firefighter Employment (Christina):  (delayed to end of meeting ):  Motion to go to closed session by Ben, 2nd by Christina, vote was unanimous.  Christina and Ben asked Tiffany to stay to answer some questions.  Tiffany asked that she only stay as long as she is relevant, then be allowed to leave.  The board agreed.

 The motion was made to return to the open meeting by Christina, 2nd by Randall, vote was unanimous.

Randall made the motion to make Dan an exempt employee and have him work 40 hours per week.  Ben 2nd, vote was unanimous.  Ben asked that it be clarified that Dan work a minimum of 40 hours per week, but that if there is a call after the 40 hours, then they still expect Dan to work.  He still has a job to do and that job still needed to be done.  The 40 hours was a minimum.  Ben stated that he thinks that was the originally agreement when Dan was hired.  Dan said yes, it was.

Review and Approval of Current Expense Invoices

 Motion to close the meeting by Randall, 2nd by Christina, vote was unanimous.