BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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Date: Tuesday, November 12, 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 Actual meeting starts at the 14 minute, 25 seconds mark.
1. CALL TO ORDER
1.1. Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Jerry Hudlow, Steven Long, Gisela Mejia, Larry Smith, Laura Tucker.
1.2. Special Board Members attending in person: Chief Dusty Qualls.
1.3. Attending via Video: Captain Justin Stanbery.
1.4. Absent: Kelly Lewis, Ronda Pegram, Todd Weber.
1.5. Quorum Status. Eight of 11 directors were present which constitutes a full quorum to conduct all business.
2. Chairman Comments.
Chairman Jeff Easley provided opening comments reminding all directors they can bring up questions or issues which they may have on previously discussed items. He provided a couple of dates to hold an executive session of the board to provide informal training on the officer positions for the board, responsibilities, and seek interest of anyone that may wish to hold a specific position.
3. Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for October 8, 2024.
3.2.
Motion to approve Minutes of the Board of Directors meeting held on November 12, 2024, was made by Larry Smith. Motion seconded by Monte Gagliardi. The minutes were approved by a unanimous vote of those present.
4. Open to Public Comments.
No public comments were provided. Dr. Redwine, a previous director on the Board was present.
5. Reports of Officers
5.1.
Fire Chief Operations Report.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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5.1.1.
Reviewed monthly response numbers.
5.1.1.1.
Chief Qualls opened a review of last months response figures. Of note was the 50/50 percentage split of fire to medical type calls. This was uncharacteristic of the normal 25/75 to 20/80 split. Most of the additional fire calls were related to investigation of smoke alerts, scares and public service calls for building smoke detector checks and replacements.
5.1.1.2.
A brief discussion was entertained on the process of requesting assistance concerning installation and testing of smoke detectors. Chief Qualls explained that most detectors used today are a fully self-contained type of unit having useful lifespan of approximately 10 years. Members can contact the fire station concerning assistance that is provided.
5.1.1.3.
The Chief explained to the board that a grant was submitted to obtain funding for a backup generator for both fire stations. The organization providing BLFD assistance on the grant application was extremely helpful. They were optimistic that the funding would be approved.
5.1.1.4.
Updates on progress for the Multi-purpose Rescue/Fire Apparatus indicate the final pricing for the vehicle will probably come in about the mid-range of that which was approved by the board (approximately $275,000).
5.1.1.5.
The Christmas celebration for the firefighters is scheduled for December 7, 2024. Brief discussion led to finalization of a beginning timeline about 1200. The celebration will emphasize informal socialization. No plans for awards presentations.
5.1.1.6.
Equipment testing has been completed on the pumper truck and other pumping equipment and hoses. All equipment is in good condition.
5.1.1.7.
Finally, Chief Qualls stated that there had not been any requests made to clarify any particular items in the proposed budget that had been presented last month.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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5.2.
President’s Report. None.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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5.3.
Treasurer’s Report.
5.3.1.
Review Monthly Financial Documents. Treasurer Gisela Mejia presented the reports to the board summarizing current assets on hand, profit and loss figures, and provided some specific details on some items of interest detailed in the reports.
5.3.2.
5.3.2. Motion to approve monthly Balance sheets, P &L, and Budget review documents for the month of August made by Gisela Mejia. Seconded by Jerry Hudlow. The motion was approved by a unanimous vote of those present.
5.4.
Secretary’s Report.
5.4.1.
Secretary Curtis Hathcock informed the board the minutes for the Annual Membership Meeting were not completed to date. He will try to get them completed and draft published soon.
5.4.2.
CY2025 Dues Report for Benton County. Current member data as determined by the Benton County Assessors Office will be provided to all members to review using the same method as last year. A vote to approve the report for submission to the county prior to the December 15, 2024 suspense, will be sought at the next board meeting.
6. Reports of Committees – No updates.
7. New Business.
7.1.
Treasurer Gisela Mejia opened a discussion concerning BLFD banking account requirements for the future. She was seeking guidance on whether there is a need to maintain the open line of credit at the bank. The cost of keeping the line open would come at a cost and would not guarantee any specific interest rate. It was decided that if BLFD would need another line of credit in the future we could submit the request at that time.
Motion to close the line of credit with the bank was made by Steven Long. Seconded by Larry Smith. The motion was approved by a unanimous vote of those present.
7.2.
Director Ronda Pegram is resigning effective the conclusion of this meeting. She conveys her appreciation of the support and opportunity she received during her tenure. Chairman Easley reminded the other board members to be vigilant and proactive in seeking potential candidates to fill the vacant position.
8. Old Business
8.1.
Proposed CY2025 Budget. Final discussion was opened for questions on the CY 2025 Budget in the amount of $594,700. Jeff Easley reiterated the budget included funding for seeking another full-time firefighter and a substantial down payment on the multi-purpose
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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Rescue/Fire apparatus. A summarization shows that the budget is sound and will meet the
boards operating objectives for the coming year.
A Motion to approve the CY 2025 Budget as presented in documentation provided and discussed by the board was made by Steven Long. Seconded by Jerry Hudlow. Secretary Curtis Hathcock took a roll call vote for record as follows; Jeff Easley- FOR, Monte Gagliardi- FOR, Curtis Hathcock- FOR, Jerry Hudlow- FOR, Steven Long- FOR, Gisela Mejia- FOR, Larry Smith- FOR, Laura Tucker- FOR. Votes were made by proxy by Ronda Pegram- FOR (proxy, Jeff Easley), Kelly Lewis- FOR (proxy, Jeff Easley), and Todd Weber-FOR (proxy, Laura Tucker)The motion was approved by a unanimous vote of all 11 directors.
8.2.
Acquisition of new Firefighting/Recue Apparatus. Previously discussed in Fire Chief’s report.
8.3.
Backup Generator Project. Previously discussed in Fire Chief’s report.
8.4.
Election of Officers to serve for CY 2025 to be completed at the November or December Board Meeting. Not discussed.
8.5.
BLFD Bylaws Review/Update/Amendment.
8.5.1.
Chairman Comments. Provided guidance on how we will complete the final review and adoption process for changing the current bylaws. His desire is to have all directors review the hard copy of the current working document and identify the most important items that may be showstoppers for anyone. Be prepared to fully discuss the pros and cons of recommended changes. The idea is to make changes on the spot during discussion to get a consensus agreement for proposed language changes. Once the entire document has been reviewed a final draft copy will be published and then voted upon for approval and filing with the County.
8.5.2.
Distribution of hard copies for each director and begin review of specific areas.
8.5.3.
Secretary Curtis Hathcock provided an example of his number one item of issue, determination of dues. Discussion followed demonstrating how the issue was confusing and created major disruptions to perceived interpretations of how dues are or should be determined and what an appropriate approval process for making changes to membership dues should be.
8.5.4.
Chairman Jeff Easley then began discussion on Article II, MEMBERSHIP as addressed by Steven Long. The Board discussed many aspects of the definition of a member. Who are they? Do they have to own “real” property? Does it depend upon it being improved or unimproved? Do they have to live in the service area of BLFD? At the end of this discussion the consensus appears to be to remove a paragraph defining a non-member. Still a work in progress.
8.5.5.
Jerry Hudlow suggested we address the portion of the current bylaws reference the Annual Membership Meeting. Discussion was noted. The Secretary will work on drawing up an immediate amendment to address this issue that can be discussed at the next meeting.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MINUTES
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9. Other Business.
9.1.
Next Board Meeting scheduled for December 10, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
10. Adjournment.
SUBMITTED BY: Curtis Hathcock, Board Secretary