BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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Date: Tuesday, October 8, 2024
Time: 6:00 p.m.
Place: Beaver Lake Fire Department, Station 1
Location: 16035 Cypress LN, Rogers AR 72756
Zoom Link: Watch the meeting
1. CALL TO ORDER Meeting was called to order at 6:05 P.M.
1.1. Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Jerry Hudlow, Kelly Lewis, Larry Smith, Laura Tucker, Todd Weber.
1.2. Special Board Members attending in person: Chief Dusty Qualls, Captain Justin Stanbery
1.3. Attending via Video: Steve Long attempted to join but was unsuccessful
1.4. Absent: Gisela Mejia, Ronda Pegram, Steve Long
1.5. Quorum Status. Eight of 11 directors was present which constitutes a full quorum to conduct all business.
2. Chairman Comments.
2.1. Chairman Jeff Easley provided a general expectation for the rest of the year. Top priorities will be approval of the CY2025 Budget and Election of Officer positions for the Board of Directors. He provided a quick summarized analysis of the Special Membership Annual Meeting that was held the same weekend as the Bikes, Blues and BBQ in September.
2.2. Jeff proposed an executive session meeting of the directors scheduled soon to go over duties of officer positions.
2.3. He proposed a pause in discussion on the bylaws to give the secretary a chance to consolidate notes for potential changes and reformat of the document. The Secretary will try to get a new consolidated document that can be used for the next discussion sessions. Jeff asked that the directors do a hard review and determine if there are any areas that they see as significant for deep discussion.
2.4. Jeff provided a summary of how he hopes the board will approach the final review and proposal of the CY 2025 Budget. He highlighted some of the key issues that include the acquisition of a new multi-purpose Firefighting/Rescue Apparatus, backup generator system for the Fire Station on Cypress and potential funding for another full-time firefighter.
3. Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for September 21, 2024. Secretary Curtis Hathcock provided a quick overview of voting attendance noting that the board must try to do
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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something to improve attendance at the next Annual Meeting. No changes were
recommended to the minutes presented.
3.2.
Motion to approve Minutes of the Board of Directors meeting held on September 21, 2024, was made by Curtis Hathcock. Motion seconded. The minutes were approved by a unanimous vote of those present.
4. Open to Public Comments.
4.1.
New member was present.
5. Reports of Officers
5.1.
Fire Chief Operations Report.
5.1.1.
Reviewed monthly response numbers.
5.1.1.1.
Summary of responses included one for a structure fire with all other responses for fires being vegetation / wildfire incidents.
5.1.1.2.
Chief Qualls stated we did receive a request for a water response during the month. However, since we no longer have a water borne apparatus, our firefighters responded to the nearest accessible shoreline area to provide service.
5.1.1.3.
Chief Qualls expanded a little on the couple of false alarms we received to further emphasize that these types of incidents occur but are not significant.
5.1.1.4.
Some general discussion was given concerning Bull Hill due to it being a common area the department responds to for vehicle incidents.
5.1.1.5.
Total numbers of incidents are increasing on a year-to-year comparison. Additionally, Chief Qualls wanted to emphasize that Benton County still has a burn ban in effect. Due to the severe drought conditions, we have been having an increase in wildfire incidents.
5.1.1.6.
He and Captain Stanbery are continuing the process in identifying the final configuration of the Multi-purpose Firefighting/Rescue Apparatus.
5.1.1.7.
Chief Qualls shared that the department has been successful in filling shifts and continues to work well within the cooperation parameters with Pafford Emergency Services on medical responses.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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5.2.
President’s Report. No report made.
5.3.
Treasurer’s Report.
5.3.1.
Review Monthly Financial Documents.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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5.3.1.1.
Laura Tucker, Assistant Treasurer, presented an overview of monthly financial documents. Current Assets are at $424,212.56. The department is doing a very good job of staying on budget for the year.
5.3.1.2.
She provided some clarification on how some areas of the budget appear to have significant variance from the estimated figures in a positive way due to improved fiscal operations and carry over credits for items like LOPFI.
5.3.2.
Motion to approve monthly Balance sheets, P &L, and Budget review documents for the month of August made by Laura Tucker. Seconded by Todd Weber. The motion was approved by a unanimous vote of those present.
5.4.
Secretary’s Report.
5.4.1.
Board of Directors Election Results.
5.4.1.1.
The 5 people recommended by the Board of Directors were elected to fill the positions voted upon for CY 2025-2027 positions by a unanimous vote of the votes cast. Jeff Easley, Monte Gagliardi, Jerry Hudlow, Laura Tucker and Todd Weber will serve alongside Curtis Hathcock, Kelly Lewis, Steve Long, Gisela Mejia, Ronda Pegram, and Larry Smith comprising the full 11-member Board for CY 2025.
5.4.1.2.
A total of 19 ballots were received. No Write-in ballots were cast. Counting and validation of the ballots was completed by Secretary of the Board Curtis Hathcock, Board member Ronda Pergram and member Charlotte Hudlow. 0f the ballots received, 2 could not be validated due to person not providing name and address on the ballot. If these ballots had been validated, they would not have changed the outcome of the total vote count.
5.4.2.
CY2025 Dues Report for Benton County. Current member data as determined by the Benton County Assessors Office will be requested to provide all members to review using the same method as last year.
6. Reports of Committees – No updates.
7. New Business.
7.1.
Proposed CY2025 Budget.
7.1.1.
Review of current budget projections.
7.1.2.
Opening discussion of CY2025 Budget. Chief Qualls presented a line-by-line review of the budget for CY2025. He emphasized that he was not trying to build an empire, but did have a goal of improving operational standardization in shift coverage, equipment maintenance and facility maintenance. The proposed change in payroll / benefits for a
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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new full
-time firefighter would not have a huge impact on the budget as compared to using a part-time firefighter.
7.1.3.
The Chief is asking to add a $2.00 per hour incentive pay for part-time employees that are qualified at the paramedic level of proficiency.
7.1.4.
Most of the other lines in the budget will have little change. Of note, the proposed budget has been developed using worst case (maximum estimated) cost of items. This means that the actual budget should more than likely be less than what is proposed.
7.2.
Board of Directors Officer Selection.
7.2.1.
Officer Position to be elected by Board of Directors.
7.2.1.1.
Chairman of the Board, President of the Board, Vice President of the Board, Secretary of the Board, Treasurer of the Board, and Assistant Treasurer of the Board. These officers are mandated by Article V, Section 1 of the current Bylaws dated July 8, 2019.
7.2.1.2.
Additional (Optional Board Officers).
7.2.1.3.
Election of Officers to serve for CY 2025 to be completed at the November or December Board Meeting.
8. Old Business
8.1.
Acquisition of new Firefighting/Recue Apparatus. Covered during Chief’s report.
8.2.
Backup Generator Project. Covered during Chief’s report.
8.3.
BLFD Bylaws Review/Update/Amendment. Covered in the Chairman’s comments. Reiterated that a new cleaned up document will be sent to directors to review and make recommendations.
9. Other Business.
9.1.
Next Board Meeting scheduled for November 12, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
10. Adjournment. Motion to adjourn meeting made by Kelly Lewis. Seconded by Jerry Hudlow. The motion was approved by a unanimous vote of those present. Meeting adjourned at 7:24 P.M.
SUBMITTED BY: Curtis Hathcock, Board Secretary