Meeting Recording: https://us06web.zoom.us/rec/share/BG1O2qzBT7mGPlDvQwgP7Is4mzdQq8YBLuBJeo-mjx-t3jDDg4BwFiJ2wkwOvx7Q.HuThq4iFoQC74XZB
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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Date: Tuesday, May 14, 2024
Time: 6:00 p.m.
Place: Beaver Lake Fire Department, Station 1
Location: 16035 Cypress LN, Rogers AR 72756
Zoom Link: Watch recording of the meeting (starts at the 1 minute and 14 second mark)
1. CALL TO ORDER – Chairman Easley called meeting to order at 6:00 P.M.
1.1.
Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Jerry Hudlow, Kelly Lewis, Gisela Mejia, Larry Smith (7 of 10)
1.2.
Special Board members attending in person: Chief Dusty Qualls (1 of 2)
1.3.
Attending via Video: Todd Weber, Justin Stanbery
1.4.
Absent: Ronda Pegram, Laura Tucker
1.5.
Quorum Status. Requirement met, 8 of 10 directors present.
2. Chairman Comments.
Chairman Easley provided congratulation remarks for Fire Chief Qualls’ assignment as the Deputy Chief of Operations for the Rogers Fire Department. This new assignment won’t be affecting current operations for BLFD.
3. Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for April 12, 2024.
3.2.
Motion made by Curtis Hathcock to approve BOD April Meeting minutes. Motion seconded by Jerry Hudlow. Motion approved by voice vote. Approval votes totaled 9 (7 directors present in person, 1 director present via Zoom, and 1 vote by proxy.
4. Open to Public Comments.
No comments made by the public.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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5. Reports of Officers
5.1.
Fire Chief Operations Report.
5.1.1.
Reviewed monthly response numbers.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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5.1.2.
Offered thank you to Shiela Galagher for coordination of fitness equipment.
5.1.3.
The BLFD participated in the Beaver Lake Boat Safety event held at Prairie Creek Marina.
5.1.4.
Staffing is full based upon the 2 firefighters available 24/7 for immediate response.
5.1.5.
The septic system repair was completed and came it at a much lower cost than anticipated (approximately $250).
5.2.
President’s Report. President Todd Weber congratulated Fire Chief Qualls on new assignment as the Deputy Chief of Operations for the Rogers Fire Department. He reiterated the board’s opinion on fact that the assignment won’t be affecting current operations for BLFD.
5.3.
Treasurer’s Report.
5.3.1.
Review Monthly Financial Documents. Treasurer Gisela Mejia summarized the April balance sheet and Budget documents. She reported that the final payment for debt incurred by the purchase of ?? had been made. The only outstanding debt at this time is approximately $21,000+ on the F-250 vehicle.
5.3.2.
Motion made by Curtis Hathcock to approve BOD April Meeting minutes. Motion seconded by Larry Smith. Motion approved by voice vote. Approval votes totaled 9 (7 directors present in person, 1 director present via Zoom, and 1 vote by proxy).
5.4.
Secretary’s Report. No comments.
6. Reports of Committees – No updates.
7. New Business.
7.1.
None.
8. Old Business
8.1.
Proposed Budget Change.
8.1.1.
Changes as result of newly identified revenue sources.
8.1.2.
Motion made by Jerry Hudlow to approve RESOLUTION 2024-F-003, an amended 2024 BLFD Income and Expense Budget reflecting an estimated upward change of income by $72,358.12 and an estimated expense increase by $88,083.12. Motion seconded by Curtis Hathcock. Motion approved by voice vote. Approval votes
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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totaled 9 (7 directors present in person, 1 director present via Zoom, and 1 vote by
proxy. Secretary Curtis Hathcock will ensure that directors sign resolution and it is filed.
8.2.
Special Meeting of the General Membership.
8.2.1.
Committee to oversee preparation. Curtis Hathcock made a recommendation for a committee to be assembled to perform tasks in preparation for the Special General Membership Meeting to be held in September. He nominated Kelly Lewis to be the chairperson for the committee. There were no objections. Kelly will have full authority to add members as she determines may be required. The committee needs volunteers to help coordinate preparations and make this meeting effective.
8.2.2.
Proposed Schedule.
8.2.2.1.
UA sport home games, 8/29 (Sat), 9/14 (Sat), 9/28 (Sat), and BBB 9/18 (Wed) through 9/21 (Sat). Board members agreed upon the appropriateness of avoiding a scheduling conflict with major sporting events.
8.2.2.2.
Potential dates. 9/7 (Sat), 9/21 (Sat), other possible dates? No other dates were presented for options. Consensus determined the identification of September 21, 2024, being the best solution to hold the Special General Membership Meeting. During this the general membership will vote for candidates to fill 6 director positions. These are the positions currently held by Jeff Easley, Monte Gagliardi, Jerry Hudlow, Laura Tucker, Todd Weber, and one vacant position. These positions are for a 2-year term. Other normal business as is customary during an Annual General Membership Meeting will be done, also.
8.3.
Acquisition of new Firefighting/Recue Apparatus.
8.3.1.
Jeff Easley, Ronda Pegram and Chief Qualls worked as a quasi-committee in putting together a presentation to explain equipment, financial, and operational impacts for the acquisition of a Multi-Purpose Fire and Recue Apparatus (MPFR-A).
8.3.2.
A detailed analysis of impacts was presented to board members. The primary candidate for buildout of the MPFR-A, if approved, is Banner Fire Equipment based in Illinois, but they do have facilities in Oklahoma. Other potential suppliers considered may be Weis Fire based in Kansas and QTAC based in California. All 3 companies are nationally recognized for their products and services.
8.3.3.
Chief Qualls added that the new multipurpose vehicle in and of itself may not result in an increase in the BLFD ISO rating, it could surely help retain our current status.
8.3.4.
Given the detailed analysis and discussion of the directors, Larry Smith made a motion to proceed with the process to acquire a purchase order for a new multi-purpose fire /rescue vehicle. Motion was seconded by Kelly Lewis. Motion was approved by a unanimous yes vote of directors present (7), represented by video presence (1), represented by proxy (1) for a total of 9 votes of approval. One director was not present.
8.4.
BLFD Bylaws Review/Update/Amendment.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
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8.4.1.
Review of paragraph 3.2 Quorum. Board discussion delineated requirement differences between general membership meetings and board meetings. The quorum definition was clarified to apply to conduct of a meeting or validation/qualification of a meeting. If a quorum was not met, then the meeting concerned would not be considered an official meeting for the conduct of business. The rewritten language of the paragraph will be revisited as another board meeting.
8.4.2.
Review of paragraph 3.3 Proxy. Discussion on this item noted there was not a significant change from the current bylaws. More detailed requirements for defining proxy form or methodology may be addressed later.
8.4.3.
Review of paragraph 3.4 Manner of Acting. Discussion dwelled around the requirement to have any action approved require a minimum of 6 director votes in the affirmative. It was further defined to mean that the minimum of 6 applied to financial and major policy initiatives. Administrative actions such as approval for the acceptance of previous meeting minutes, or monthly financial documents would only require a majority of a valid quorum for a specific meeting. A further review will be done at a later date for clarification rewrite of paragraph 3.4.2.2.
8.4.4.
Review of paragraph 3.4 Board of Directors.
8.4.4.1.
Qualifications. (no change) Board concurred no changes are needed.
8.4.4.2.
Number of Directors. Board concurred based upon previous discussions, that the changing of minimum number of Directors from 6 to 9 is appropriate and fulfills the intent to maximize representation of elected directors and general members.
8.4.4.3.
Tenure. A brief explanation of how better defining and or limiting successive length of hold a director position could lead to stagnation was presented. Board concurred that limiting successive number of tenures to 3 terms then requiring a break in service could better service the organization.
8.4.4.4.
Election of Directors (no change) Recommendation was presented by Larry Smith to not handle elections of directors on a group basis. Each director position should be filled by meeting its own individual validation by vote. Thus, future votes would not be presented as a vote for approval of a group, but each position voted upon individually. A rewrite of paragraph would be completed and represented for consideration.
8.4.4.5.
Committees. (not addressed in old bylaws) Board concurred a simple addition should be addressed.
8.4.4.6.
Compensation. (no change) Board concurred no changes are needed.
8.4.4.7.
Removal for the Board. (no change) Board concurred no changes are needed.
8.4.4.8.
Vacancies. (minor change) Board concurred no changes are needed.
8.5.
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.
9.1.
Open to the floor.
9.2.
Next Board Meeting scheduled for Jun11, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
9.3.
Proposed Bylaw Review items for next meeting.
9.3.1.
Review of paragraph 3.2 Quorum (updated rewrite).
9.3.2.
Review of paragraph 3.4.2.2 Manner of Acting (updated rewrite).
9.3.3.
Review of paragraph 3.4.3 Officers of the Board.
9.3.4.
Review of paragraph 3.5.4 Indemnification.
9.3.5.
Review of paragraph 3.5.5 Conflicts of Interest.
10. Adjournment.
SUBMITTED BY: Curtis Hathcock, Board Secretary