Meeting Recording: https://us06web.zoom.us/rec/share/TQnKvhXA9yDKOzZ6eO-B5grXY3X2tPEVnYlOgsghVojJ3kUeYRyHf7qDFZQM5c0_.l3OXLRGGy3oWH-Pr?startTime=1718146580000

BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 1 of 5
Date: Tuesday, June 11, 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 1 minute mark)
1. CALL TO ORDER – 6:00 PM.
1.1.
Directors attending in person: Jeff Easley, Monte Gagliardi, Curtis Hathcock, Kelly Lewis, Gisela Mejia, Ronda Pegram, Laura Tucker, Todd Weber (10 of 10)
1.2.
Special Board Members attending in person:
1.3.
Attending via Video: Larry Smith
1.4.
Absent: Jerry Hudlow (Proxy vote given to Jeff Easley).
1.5.
Quorum Status. Requirement met. Nine out of 10 directors were present for the meeting. One director provided votes based upon proxy instructions.
2. Chairman Comments.
The meeting will be mostly administrative to discuss approval of minutes, financial documents and go through reports of officers with special emphasis on any issues that may be related to impacts of the tornado event on fire fighter operations. The last part of the meeting will cover some more reviews of specific bylaws changes.
3. Disposition of Previous Meeting Minutes.
3.1.
Review Board of Directors Meeting Minutes for May 14, 2024. The secretary of the board did a review of the minutes for last meeting specifically noting the approval of the board to proceed with the acquisition process for a new Multi-purpose Firefighting/Rescue Apparatus. Curtis Hathcock proposed that a more specific motion be made during this meeting due to the large amount of funds being committed to the acquisition. He also stated he would prefer to have a roll call vote performed for record keeping/documentation.
3.2.
Motion to approve Minutes of meeting held on May 14, 2024, was made by Curtis Hathcock. Motion seconded by Todd Weber. Minutes were approved by a unanimous vote of those present in person and on video with one vote cast for approval by proxy.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 2 of 5
4. Open to Public Comments.
Call made for comments from the public. None were forth coming. We had a guest member, Julie Cleese, attending to see if she might get any additional information concerning the tornado event.
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
Page 3 of 5
5.1.2.
Chief Qualls reviewed the numbers as they were impacted by the tornado event. Discussion included impacts of power outage at the fire stations. This was determined to be something that needed open discussion and action taken to address potential power outages at the fire stations. It was also discussed to be sure that no one makes a public announcement that would indicate BLFD completed the tornado incident prior to FEMA statement of such action. Such a statement could have a detrimental impact on FEMA support.
5.1.3.
Chief Qualls provided further clarification on estimated funding for the Multi-purpose Firefighting/Rescue Apparatus. The base cost for ordering the vehicle will be $244,751.55 for the basic configuration. The amount approved by the board authorizes up to $275,000.00 without further action of the board. Chief needed to know whether the board preferred having a purchase order (PO) or a purchase agreement (PA) done to initiate the purchase. Consensus of board members leaned toward a PO as being the best method. Chairman Jeff Easley stated he wanted to seek some additional understanding of the process, but tentatively agreed PO would be the most likely instrument for initiating the purchase process.
5.1.4.
Many cosmetic improvements have been completed and are continuing to date. Repairs include painting, signage, and fixing broken items like windows.
5.2.
President’s Report.
5.2.1.
Todd Weber informed the board that a mutual aid fire department had inquired if BLFD was planning on re-acquiring a watercraft. He explained how the tornado event had rendered their own watercraft response ineffective, as they were not able to move their watercraft and launch it in support of the Rocky Branch Marina that had been disconnected from its anchor points and was adrift in the lake with some houseboat owners being stranded for a significant period. Todd believes this is an example of why we will need to consider acquisition of this type of apparatus in the future.
5.3.
Treasurer’s Report.
5.3.1.
Review Monthly Financial Documents. Treasurer Gisela Mejia reviewed the new layout of reports due to changes resulting from the migration to improved software. Vice Treasurer reiterated that bank statements will be made available for review on a monthly basis.
5.3.2.
Motion to approve monthly Balance sheets, P &L, and Budget review documents for May made by Gisela. Seconded by Jeff Easley Motion was approved by a unanimous vote of those present in person and on video with one vote cast for approval by proxy.
5.4.
Secretary’s Report. No comments.
6. Reports of Committees.
6.1.1.
Kelly Lewis wanted to verify that September 21, 2024, is the official date for the General Membership Special Meeting. The location has not been confirmed. Laura will see if the Prairie Creek Community room might be available for use.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 4 of 5
6.1.2.
Kelly also asked for input from firefighters on how many would be on duty during the 4th of July. She is in the process of seeking out volunteers to help with water, drinks, and food. Jeff Easley said he will cook up a meat course for their consumption.
7. New Business.
7.1.
Possible acquisition of a backup generator system for Fire Station 1 will be added as an item to be researched. Further research on options is required. Howard Jones Electrician Company was mentioned as a possible business that could provide some consulting.
8. Old Business
8.1.
Acquisition of new Firefighting/Recue Apparatus.
8.1.1.
Review of motion that was voted upon last meeting and approved.
8.1.2.
In the spirit of transparency, a motion is being presented. Curtis Hathcock is making a motion to approve the commitment of BLFD funds to purchase a new multi-purpose fire/rescue truck with a target purchase order price of $250,000.00 not to exceed $300,000.00 without an additional motion made before the board of directors of BLFD. Funds will be committed by the treasurer as required in any purchase order agreement reached with a viable contractor. Due to the high financial value, this vote will be done by a roll call vote.
8.1.3.
A motion referenced in paragraph 8.1.2 was made by Curtis Hathcock. Seconded by Kelly Lewis. A roll call vote was made with the following votes. Jeff Easley (yes), Todd Weber (yes), Monte Gagliardi (yes), Gisela Mejia (yes), Laura Tucker (yes), Curtis Hathcock (yes), Jerry Hudlow (via proxy executed by Jeff Easley), Kelly Lewis (yes), Ronda Pegram (yes), Larry Smith (via video attendance, yes). Motion passed unanimously.
8.2.
Special Meeting of the General Membership.
8.2.1.
Updates discussed previously in paragraph 6.
8.3.
BLFD Bylaws Review/Update/Amendment.
8.3.1.
Review of paragraph 5 Books and Records. Articles VI, VII and VIII have all been consolidated under the new Paragraph 5 Books and Records in proposed bylaws update.
8.3.2.
Most changes to original Article VI are related to grammatical corrections. Some clarification changes have been recommended providing more clear limits on petty cash type spending (transactions less than or equal to $500).
8.3.3.
Gifts now addresses donations that are presented with specific or nonspecific requirements.
BEAVER LAKE FIRE DEPARTMENT
BOARD OF DIRECTORS MEETING MINUTES
Page 5 of 5
8.4.
Review of paragraph 6 Amendments. Articles XI and XII are consolidated in a single article.
9. Other Business.
9.1.
Open to the floor.
9.2.
Next Board Meeting scheduled for August 13, 2024, at BLFD Fire Station 1, 16035 Cypress LN, Rogers AR 72756.
9.3.
Proposed Bylaw Review items for next meeting. TBD
10. Adjournment.
SUBMITTED BY: Curtis Hathcock, Board Secretary