BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 1 of 4
Date: Tuesday, April 9, 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/z0EgVGhog38TZYgNiNbR7ioxxieD9v1fwmqvfMcLb9QLlsZdX_6kQKNaYD-exVMv.-Qzov5FAk0NOY-qC

Passcode: BLFD2024!

1.
CALL TO ORDER – Meeting opened of business at 6:00 p.m. by Chairman Jeff Easley.
1.1.
Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Jerry Hudlow, Gisela Mejia, Ronda Pegram, Larry Smith, Laura Tucker (8 of 10)
1.2.
Special Board members attending in person: Chief Dusty Qualls, Justin Stanbery (2 of 2)
1.3.
Attending via Video: Todd Weber
1.4.
Absent: Kelly Lewis
1.5.
Quorum Status. Requirement met. __9__ of 10 directors present.
2.
Chairman Comments.
2.1.
Reference bylaws review. Emphasized the need to discuss points of general change guidance and not get caught up in specific verbiage at this stage of the review. Items will be discussed and informally approved for rewrite as able. During the revision process changes will be incorporated and when finished a final review of the proposed document will be reviewed for fine tuning and then voted upon by the Board.
2.2.
Reference financial position of the organization. Lauded the group on its work thus far and presented an overview of the organization’s financial status to ensure all members of the board would be working from a common reference point for future budgetary and other financial decisions that will be forthcoming in the year.
Jeff gave a white board presentation to provide examples of the starting condition. Information was gathered through coordination with the treasurer. Example included current funds in the banks operating account at approximately $284,000 and a projected year end cash available for operations being approximately $385,000.
Presentation used to codify some of the major areas of concern reference to operating capital, staffing, equipment procurement and facility maintenance. Jeff suggested that a committee can be used to make sure everyone will get a clear understanding of issues that may arise on items such as the procurement of a new rescue/fire fighting vehicle. Volunteers for such committees would be needed at the appropriate time for major issues.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 2 of 4
3.
Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for March 12, 2024.
3.2.
Approve Acceptance of Previous meeting minutes. Motion made by Curtis Hathcock to approve BOD January Minutes for March . Seconded by Monte Garibaldi. Motion approved by a voice vote of 8 attending board members with one abstention.
4.
Open to Public Comments. None presented.
5.
Reports of Officers
5.1.
Fire Chief Operations Report. Chief Qualls told the Board that the new/updated BLFD website was almost ready to go live. Finishing touches are being completed with new site to go active no later than the end of the month. The live-in program has 3 participants, again. The newest individual starting in the last week. He provided a quick synopsis of new “E Combination Tool” equipment received and the beginning of training for the firefighters in its use. They are actively looking for a vehicle to be used in the training. He has been successful at increasing staffing to provide better shift coverage. Review of the response numbers for last month showed an increase in fire events due to a rash of wildland fires.
Review of potential acquisition of a new rescue/firefighting truck was requested by Jeff Easley. Chief Qualls discussed some of the capabilities and differences of the vehicle from others the organization currently uses. Chief Qualls further clarified that the county does not provide assistance in the acquisition of this type of apparatus, thus the cost will fall to our organization.
Discussion was opened addressing some of the capabilities such as water capacity, operator training needs, additional response equipment, total cost, and potential financing cost associated
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 3 of 4
with the acquisition. Additional comments were made regarding the possibility of having a full presentation made by the Fire Chief at the next board meeting with a potential vote to approve moving forward on the acquisition.
5.2.
President’s Report. No items.
5.3.
Treasurer’s Report. Gisela Mejia presented the financial documents for the month of March. She reviewed cash on hand and other general numbers. Curtis Hathcock had questions about an expenditure that showed was shown without any approval for making the expenditure. It was clarified that the funding was procured by the state as part of the COVID essential personnel program and passed directly to the workers during last year. We had advance notice of this funding prior this time.
5.3.1.
Review Monthly Financial Documents.
5.3.2.
Approve Acceptance of Financial Documents for previous month. Motion to approve monthly Balance sheets, P &L, and Budget review documents for January made by Jerry Hudlow. Seconded by Larry Smith. Motion approved by unanimously by voice vote of Board members participating in the meeting.
5.4.
Secretary’s Report.
6.
Reports of Committees – No updates.
7.
New Business.
7.1.
Septic Tank problems for Station 1. Chief Qualls informed the board that there were some plumbing issues related to the septic system at Fire Station 1. Discussion ascertained that the $7000 budgeted for this year reference to possible air conditioning unit would probably cover necessary maintenance and repairs. Additional updates will be evaluated as necessary.
8.
Old Business
8.1.
BLFD Bylaws Review/Update/Amendment.
8.1.1.
Review of paragraph 4.2 Meetings of the Membership. The Board discussed and reviewed proposed changes to bylaws to change the annual meeting to September. Switching the timeframe for the general membership annual meeting should provide the opportunity for better attendance and participation by members.
8.1.2.
Review of paragraph 4.3 Meetings of the Board of Directors. Board discussed and reviewed proposed changes specifically to time requirements for notices of the different types of meetings. Language from the original bylaws was accepted with minor changes in timelines for notifications and the addition of an emergency meeting classification.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 4 of 4
8.1.3.
Review of paragraph 1 ARTICLE I – General. The Board discussed and reviewed proposed changes to bylaws to add an Organizational Mission Statement to the bylaws. The Organizational Mission Statement is not intended to replace or override the BLFD Administrative Policy Manual’s reference to Mission Statement for firefighters.
8.1.4.
Review of paragraph 3.4.2 Special Board Members. The Board discussed and reviewed proposed changes to bylaws to better define the responsibilities and authority of Ex-Officio / Special Board members. Under previous language, potential conflicts of interest or granting of authority outside of elected charge was debatable. The board chose to place authority of director positions within the purview of elected representation, thus making the ex-officio / special board members a non-voting position on the board of directors.
8.2.
Re-visit of any previous business not already discussed.
9.
Other Business.
9.1.
Open to the floor.
9.2.
Next Board Meeting scheduled for May 14, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
9.2.1.
Review of paragraph 3.2 Quorum.
9.2.2.
Review of paragraph 3.4 Board of Directors.
9.2.2.1.
Number of Directors
9.2.2.2.
Manner of Acting.
10.
Adjournment. Meeting was adjourned by Chairman Easley at 8:09 P.M.
SUBMITTED BY: Curtis Hathcock, Board Secretary