Fire & Rescue Board – February 10, 2010 Minutes

COLON COMMUNITY FIRE & RESCUE BOARD

Minutes/Regular Meeting – February 10, 2010

The meeting was called to order and the pledge of allegiance was recited.  Chairman Terry Carpenter was absent so Butch Carpenter chaired the meeting.  Board members present:  Sandy Jackson, Butch Carpenter, Nancy Percival, and Dick Delp.  Absent:  Terry Carpenter.  Guests present:  Chief Doenges, Dave Webb, and Matt Overholt.

Motion was made by Dick Delp and seconded by Sandy Jackson to approve the minutes of January 13, 2010, as presented.  Motion approved.

The financial report was presented  showing the Dec. 31, 2009, checking account balance with a corrected amount of  $49,482.17, and the January 31, 2010, report showing $54,757.70 in the checking account and $16,490.56 in the savings account.

Motion to approve the financial report showing a balance of $54,757.70 in the checking account and $16,490.56 in the savings account as of January 31, 2010, and the “corrected” checking account balance of $49,482.17 for Dec. 31, 2009, was made by Nancy Percival and seconded by Dick Delp.  Motion approved.

Chief Doegnes presented a proposed Photograph, Video and Electronic Policy for the department.  Board tabled this policy until the next meeting so they can review the policy.  Ken Garnett from VFIS Insurance will be at our March meeting.

Chief Doegnes reported that the Red Cross will hold a Blood Drive here at the fire barn on March 15, 2010.  Also, the next Pancake Breakfast will be held March 21, 2010.

Chief stated that in the past when we had new department hires that the board had interviewed the interested parties and he asked if the Board would like to continue with the interviews.  Board would like to continue to interview potential department members and Butch will look for list of interview questions we’ve used in the past.  Chief reported that Amanda Walen has retired and turned in her gear.

Dave Webb reported that the pre-planning’s are almost done and that Matt had been doing a good job and completing about 5/10 a week.  They should all be completed by the first week in March.  Dave also reported he had been power washing the walls in the bays.  Ice Rescue training will be held next Monday night at Sturgeon Lake.

Sandy Jackson reported that when she gave the fire board report at her Township meeting two questions came up.  First question:  why does our department help other departments with a training burn and why don’t we have them –Answer  the homeowner is responsible to get all the required permits to do a controlled burn (demolition permit and asbestos permit) and when that is complete we will do a controlled burn and have in the past.  Question two:  What trucks do you want to replace?   Answer:  We’ll replace two trucks if we get the grant…the 1976/926 truck which is in rough shape and cost $2,300.00 to purchase, and the 1990 Ford tanker.  We won’t know on the grant until possibly Dec.

Under new business Butch requested a motion to hire Norman and Paulsen as our auditor for the year.

Motion was made by Dick Delp and seconded by Sandy Jackson that we hire Norman and Paulsen to do our annual audit.  Motion approved.

Butch mentioned a letter to the Board from Lynell concerning the shredding of documents in her office.  Butch said he was responsible for the shredding.  Nancy asked if we needed a motion so that in the future no shredding is done without the consent of Lynell and Butch said that wasn’t necessary as it won’t happen again.

Sandy had a question for the Board.  She said she was reviewing the policy and that the contract between the Township and the Village said that the checks will be cut by the Township or the Village Clerk.  It was agreed that the Village and the Township need to update the policy as Lynell has been the bookkeeper for the department for 10 years.  Sandy and Nancy will take back to their respective boards.

Under new business Nancy gave a copy of the approved fire board budget with amounts due from both the Village and the Township to each board member.

Butch read a letter from the Township stating they will not approve the fire budget until they receive a 2009 annual profit/loss statement.  Butch reported that he provided that to the Township 8 months before the budget was due.  Sandy said the fire department budget amounts weren’t good enough as they wanted to see year to date data on expenses and a summary of actual amount spent and what was budgeted.  Butch tabled until Terry comes back.  Township budget needs to be in place by April.

Chief Doenges reminded the Board that should 911 come to their respective boards requesting a 911 tower be erected–that each board should be ready with what they want in return for putting up the tower.

Motion to adjourn at 7:40 p.m.  was made by Nancy Percival and seconded by Dick Delp.  Motion approved.

Respectfully submitted,

Nancy Percival/Secretary

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