BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 1 of 7
Date: Tuesday, March 12, 2024
Time: 6:00 p.m.
Place: Beaver Lake Fire Department, Station 1
Location: 16035 Cypress LN, Rogers AR 72756
Zoom Link: https://us06web.zoom.us/rec/share/5T0vxO8FJ2eYwX6oTywX0bdncSo8M-uy2IZdy76FT20Hd0xGtLpvmsyO6dT_0-TT.zXw7jRFcDQNZ_Pa_

Passcode: BLFD2024!

1.
CALL TO ORDER –
1.1.
Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Jerry Hudlow, Kelly Lewis, Ronda Pegram, Laura Tucker, Todd Weber
1.2.
Special Board members attending in person: Chief Qualls, Firefighter Stanbery
1.3.
Attending via Video:
1.4.
Absent: Gisela Mejia, Larry Smith
1.5.
Quorum Status. Requirement met. __8__ of 10 directors present.
2.
Chairman Comments.
2.1.
Opening Review.
2.1.1.
Jeff Easley opened meeting introducing guest visiting from the Avoca Volunteer Fire Department, Larry Russel (President) and Jack by giving a summarization of how he was planning to run the meeting emphasizing that due to the nature of the topics the meeting may go long and some of the planned items for discussion may be postponed to future meetings. He emphasized the importance of the hard work ahead and how he wants to have everyone thinking about each item that comes up for discussion. Be willing to openly discuss and provide views on needs and wants in terms of priorities for the fire department.
Jeff wants to have robust discussions yet make continued
progress in the direction we have gone during the last year.
2.1.2.
Jeff referenced a white board brainstorming example with several items listed. Items included a replacement vehicle, replacement boat, additional staffing, etc. He then turned the floor over to Laura Tucker, Vice Treasurer, to provide some explanation on where BLFD’s current funding levels are (amount of money in the bank).
2.1.3.
Laura stated BLFD had approximately $300,000 in the main checking account to cover operational expenses.
This next year of operations will provide an opportunity for
the organization to gain a better understanding of revenue
1White board brainstorming
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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inflows and outflows based upon the newly approved dues to be paid by BLFD members.
She reminded the board and members present that BLFD is operating on a cash basis for most transactions. She stated she concurred that the process Jeff was explaining would make a lot of sense for financial documentation in the records.
2.2.
Official recognition of Laura Tucker receiving paid compensation for Administration Assistant duties as deemed appropriate by the Fire Chief and Board of Directors. Current Bylaws DO NOT restrict a director from receiving compensation for duties other than the Director duties approved within the organization. The 2024 Budget approved on November 14, 2023, has an approved line item for an Admin Assistant position to receive $31,200 for the year. It was clarified for all board members that the dollars allocated are a total approved for payment to any individual that may provide services in assisting general administration tasks. Payment is based upon hours worked. To date BLFD is well under budget in this category. Jerry Hudlow, director, provided clarity in describing a motion with a vote would demonstrate a clear example of transparency in our decision process. Motion to take a vote acknowledging the legitimate and accepted method of paying persons for administrative assistance type work was made by Jeff Easley. Kelly Lewis seconded the motion. The voice vote was 7 For, 2 absent, and 1 recusal (Laura Tucker).
3.
Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for February 13, 2024.
3.2.
Approve Acceptance of Previous meeting minutes. Curtis Hathcock, Secretary provided an opportunity for board members to recommend changes to draft minutes previously distributed via email. No requests for changes were presented. Curtis made a motion to approve recording of the minutes for the Board of Directors meeting held last month, February 13, 2024. Ronda Pegram seconded the motion. Motion carried unanimously by voice vote of all directors present.
4.
Open to Public Comments. No public comments were made.
5.
Reports of Officers.
5.1.
Fire Chief Operations Report.
5.1.1.
Chief Qualls provided a summarization of emergency responses made during the last month. The numbers on the chart represent incidents occurring within the BLFD General Service Area (GSA).
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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2 February Emergency Response Data
5.1.2.
One of our live-in firefighters was removed from the position recently. Chief will be reviewing 3 new applications to refill the position.
5.1.3.
The State of Arkansas notified BLFD that a NARCAN Initiative (drug overdose treatment) training and kits are being made available. Chief Qualls requested 20 kits (max allowable at this time), which should be received shortly.
5.1.4.
A uniform fitting for wildland fire fighting operations is scheduled for March 19, 2024. This is a fitting for firefighters receiving the more versatile and lighter uniform.
5.1.5.
Monte Gagliardi requested the Chief provide feedback on how Ambulance/EMS backup coverage was working due to personnel issues affecting Pafford. He reported the system was working well. Pafford and BLFD support vehicles and personnel were arriving on incident response locations within minutes of each other even while Pafford was responding from base location in Rogers. Bottomline, responses times were not detrimentally affected.
5.2.
President’s Report. Todd Weber stated comments would be made at appropriate times during the New and Old Business.
5.3.
Treasurer’s Report.
5.3.1.
Laura Tucker, Vice Treasurer, reviewed the financial documents for February.
5.3.2.
Review Monthly Financial Documents.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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5.3.3.
A motion to approve the recording of February financial statements was made by Todd Weber. Jerry Hudlow seconded the motion. Motion carried unanimously by voice vote of all directors present.
5.4.
Secretary’s Report. No reported items.
6.
Reports of Committees – No reported items.
7.
New Business.
7.1.
Development of 5-year plan. Jeff Easley opened comments setting a possible process for continuing the board’s work at building a solution to planning, finances, and operations.
7.1.1.
Jeff Easley began discussion detailing a more focused approach for review. For the purpose of this evening’s discussion, the board will be focused on the current timeline out to 1 or 2 years.
7.1.2.
The rest of the discussions on new business items were not restricted to the order presented in this schedule. Additionally, the audio track during recording via Zoom encountered some kind of technical problem and is absent from the rest of the video record.
7.2.
Firefighter staffing.
7.2.1.
Fire Chief. No significant comments addressed this individual item.
7.2.2.
Fire Fighters. No significant comments addressed this individual item.
7.2.3.
Volunteers. No significant comments addressed this individual item.
7.2.4.
Discussions on staffing remained at a less specific level that referenced by the previous paragraphs 7.2.1 through 7.2.3. Robust discussion addressed importance of improving response capabilities by having more personnel available during work shifts at the stations. When queried, Chief Qualls said that given current circumstances, more personnel available for emergency response is probably the most important. A motion to approve Chief Qualls proceeding with identification and hiring additional firefighters was made by Jeff Easley. Curtis Hathcock seconded the motion. Motion carried unanimously by voice vote of all directors present.
7.3.
Financial policy and funding.
7.3.1.
General Fund
7.3.2.
Specified Fund (donations)
7.3.3.
Reserve Fund vs. Emergency Fund
7.3.4.
Equipment acquisition and maintenance.
7.3.4.1.
Short Term
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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7.3.4.2.
Long Term
7.4.
Prioritization of Current Equipment Acquisitions and Replacements.
7.4.1.
Acquisition of replacement for Watercraft (Boat) to meet expected need for increased water activities within the BLFD GSA.
7.4.1.1.
Chief Qualls and Firefighter Rep Stanbery provided confirmation that a replacement watercraft that would meet the needs of BLFD would cost approximately $62,000. Additional funding requirements of more than $10,000 would probably be advisable for items such as a lift for the slip where the current proposed boat would be stored.
7.4.1.2.
Voices of concern whether there is an immediate need for BLFD to acquire a watercraft were raised by Curtis Hathcock and Jeff Easley based upon past incident levels. Jerry Hudlow voiced concerns reference the prudence in spending money on a watercraft before we have established a better financial position with an adequate reserve.
7.4.1.3.
Consensus among board members supported a need for BLFD to acquire a watercraft in the future. Most disagreements referenced the immediate need for and importance of a quick timeline for potential acquisition. A motion to approve funding for acquisition of the watercraft was made by Jeff Easley. Laura Tucker seconded the motion. Motion was declined by a voice vote of 2 For, 6 Against, and 2 absent.
7.4.2.
Replacement vehicle for Truck 1252 (Tahoe).
7.4.2.1.
Chief Qualls informed the board that the company he has been talking with concerning a custom build apparatus will not provide specific cost figures without a contract commitment. The estimated cost could be from $225,00 to upwards of $400,000. Delivery of a vehicle would take approximately 18 to 24 months from the date of order.
7.4.2.2.
The Board asked Chief Qualls to continue working with the company on developing specifications for the vehicle which would enhance the BLFD response and fire fighting capabilities. A vote on a motion for funding will be revisited upon receipt of additional information.
7.4.3.
Apparatus Inventory. Do we have the right equipment? Is basic standard 2 Engines, 2 Tenders, Brush Truck, Assorted Special Equipment Truck? Where do we stand?
7.4.3.1.
Engines. 1213 (City type pumper) / 1212 Attack Engine? No significant comments addressed this individual item.
7.4.3.2.
Tenders. 1221. No significant comments addressed this individual item.
7.4.3.3.
Brush Truck. No significant comments addressed this individual item.
7.4.3.4.
Assorted Special Equipment Truck. No significant comments addressed this individual item.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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7.4.4.
Steve Long, general member of BLFD, requested an opportunity to suggest a method to use in prioritizing the many items discussed. His suggestion was quickly adopted by the board and proved to be very useful in helping establish a prioritization of those items with the most active concerns.
7.4.4.1.
Votes were collected from directors and special board members to develop a prioritization of the items discussed. The top 3 items identified were then discussed further and motions made for funding consideration.
7.4.4.2.
The items in paragraphs 7.4.1 (acquisition of watercraft), 7.4.2 (replacement vehicle for Tahoe), and 7.2 (Fire Fighter staffing) show results of voting for the motions presented.
7.5.
Scheduling Special General Membership Meeting.
7.5.1.
Meeting to be scheduled in September to align with proposed change of Annual Membership Meeting to be adopted. Proposed bylaw reference for Annual Membership Meeting is at paragraph 4.2.1 in the proposed change to bylaws. (Potentially, September 14 with September 21 and 28 as backup dates).
7.5.2.
The Board of Directors Meeting for September will be held the same day prior to the annual membership meeting. Consideration can be given for a community event such as cookout, etc.
7.5.3.
The primary task for this meeting would be to elect people to fill Director positions with terms expiring (Jeff Easley, Monte Gagliardi, Jerry Hudlow, Laura Tucker, Todd Weber, Vacant Position). Electees would begin their terms January 1, 2025, to abide by proposed changes to bylaws at paragraph 3.4.1.5 Tenure.
7.5.4.
Motion to approve scheduling a Special Meeting of the General Membership for the month of September 2024 with an exact date to be determined was made by Curtis Hathcock. Laura Tucker seconded the motion. Motion carried unanimously by voice vote of all directors present.
8.
Old Business. Due to time constraints, discussion of the following items was postponed. Items will be addressed at future meetings.
8.1.
BLFD Bylaws Review/Update/Amendment.
8.1.1.
Review of paragraph 4.2 Meetings of the Membership.
8.1.2.
Review of paragraph 4.3 Meetings of the Board of Directors.
8.1.3.
Review of paragraph 1 ARTICLE I – General.
8.2.
Re-visit of any previous business not already discussed.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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9.
Other Business. The following items were not specifically addressed in discussion but are noted here for record.
9.1.
Chief Qualls’ temporary assignment as the Deputy Chief of Operations for the Rogers Fire Department has been completed/is ending soon. Congratulations Chief Qualls.
9.2.
Next Board Meeting scheduled for April 9, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
10.
Adjournment. Jeff Easley made a motion to adjourn the meeting at 8:17 pm CDT. Todd Weber seconded the motion. Motion carried unanimously by voice vote of all directors present.
SUBMITTED BY: Curtis Hathcock, Board Secretary