SIUSLAW VALLEY FIRE AND RESCUE BOARD OF DIRECTORS AGENDA June 20, 2018 6:00 P.M. Siuslaw Valley Fire and Rescue 2625 Highway 101 North, Florence Call to Order Pledge of Allegiance Roll Call / Establishment of Quorum Approval of Minutes: Regular Meeting of May 16, 2018 EMT Recognition: Pete Warren John Scott FURA Update Public Comment: This is the opportunity for the public to speak to the Board of Directors on any item not on the Agenda. The maximum time for public comment will be 30 minutes and three minutes will be allotted for each speaker. Public Hearing: 2018-2019 Fiscal Year Budget 1. Open public hearing to take comments relating to the annual 2018-2019 budget 2. Hear citizen comments 3. Board discussion 4. Motion to approve resolution No. 2018-03 Adopting Budget for Fiscal year 2018-2019 Financial Review: 1. Financial Statements Attachments: Financial Statement for May 2018 Action: Ratify bills paid during the past month totaling $290,579.36 and transfers from the Money Market account to the General and Payroll Checking Accounts. Old Business: 1. Wage Increases 1 1 Staff Reports: Chief’s Report See Attachments for Additional Information: Operations Division Chief Report See Attachments for Additional Information: Office Manager’s Report: See Attachments for Additional Information: New Business: Director Comments This is an opportunity for Directors to comment on topics not on the Agenda. Correspondence: Future Agenda Business: The next regularly scheduled board meeting will be held on Wednesday, July 18, 2018 at 6:00 pm. Executive Session: Executive session under ORS 192.660 (2) (d) to conduct deliberations with persons designated to carry on labor negotiations. Adjournment ____________Approved 2 2 3 Siuslaw Valley Fire and Rescue 2625 Highway 101 North, Florence, OR 97439 Minutes of Board Meeting-May 16, 2018 Meeting Recorded and Televised Ron Green President of the Board, called the meeting to order at 7:00 p.m. BOARD MEMBERS PRESENT: Director’s, John Carnahan, Ron Green, Tony Phillips and Woody Woodbury were present Director Ned Hickson was not present. OTHERS PRESENT: Chief Langborg, Jim Dickerson, Dina McClure and Mary Dimon. APPROVAL OF MINUTES: Director Carnahan- Motion to approve the minutes of April 18, 2018 Director Green- seconded the motion Motion- passed unanimously. PUBLIC COMMENTS: None Financial Review: Given by Dina McClure MOTION TO RATIFY BILLS: Director Woodbury made a motion to ratify the bills paid and the transfers made for the previous month totaling $251,270.83 Director Carnahan seconded, motion passed unanimously. OLD BUSINESS: Presented by Chief Langborg Board Responsibility Policy. Director Phillips made a motion to approve the Board Responsibility Policy for calling a special meeting as presented, Director Woodbury seconded, motion passed unanimously. Staff Reports: Chief/Directors report- Chief Langborg gave Report and updated the group on the Seismic Grant, the Seismic Grant should be wrapped up by years end and we have put in for the reimbursements for the Seismic Grant and the Safer Grant. Chief is working on a process to keep track of the Grant expenses and reimbursements. Operations Division Chief’s report- Jim Dickerson gave Report. Jim Dickerson asked for an approval for the purchase of new pagers presented the group with a quote. Director Carnahan made a motion to approve the purchase of 20 G-1 voice pagers, Director Green seconded, motion passed unanimously. Office Manager’s Report- Dina McClure reported to the group that we had a successful payroll with ADP and will be moving forward with the June 5th payroll. We are working hard and putting effort into the Budget. Chris Mahr will help with journal entries. Dina is working on renewals and also looking into getting some PERS training. NEW BUSINESS: Resolution No. 2018-02 Appropriations Transfer: Director Phillips made a motion to approve Resolution No. 2018-02 Appropriations Transfer, Director Woodbury seconded, the motion was then passed Unanimously. 4 Wages Increase: Director Carnahan suggested that the wage increase be done in a step process. No motion was made to approve. Personnel Policies: Director Carnahan made a motion to approve the Personnel Policies, Director Woodbury seconded, motion passed unanimously. DISCUSSION BY THE BOARD ON ITEMS NOT ON THE AGENDA: None FUTURE AGENDA BUSINESS: The next regularly scheduled board meeting will be held Wednesday May June 20, 2018 Respectfully submitted, Mary Dimon Recording Secretary Recorded meeting available on SVFR website at www.svfr.org 5 Siuslaw Valley Fire & Rescue 2625 Highway 101 Florence, OR 97439 (541) 997-3212 6 Table of Contents Introduction and Profile Operations Division 3 Message from the Budget Officer 23 Overview 4 Introduction of members 24 EMS 5 Mission, Vision and Guiding 25 Wildland Response Principles 26 Staffing, Standard of Cover, 6 Organizational Chart iPads, & 911 Dispatching Services 7 Personnel Summary 27 Ladder and Hose Testing 8 Overview of the District 28 Training 30 Recruitment and Retention 32 Prevention Budget Process and Policies 33 Community Support Team 9 Budget Calendar 35 Apparatus 10 Accounting and Financial Policies 36 Facilities 37 Equipment Strategic Plan 2017/2018 Fiscal Year Budget 14 Initiatives 15 2017/2018 Strategic Plan Update 38 Revenue and Expenditure Summary 39 Administration 41 Operations Administrative IGA 46 Administrative IGA 46 Capital Reserve and Debt Service 18 Overview and Objectives Glossary of Terms Administration Support 47 Definitions 19 Overview 20 Grants 21 PERS and Considerations 2 SVFR 2018/2019 Fiscal Year Budget 7 May 16, 2018 Budget Committee Members and Citizens Siuslaw Valley Fire and Rescue Florence, Oregon Budget Committee Members and Citizens: I am pleased to present to you the proposed 2018/2019 fiscal year budget for Siuslaw Valley Fire and Rescue. Our staff has spent many hours preparing this budget for your review and approval. We hope that you will find it is consistent with the District’s vision, mission, and strategic priorities. In addition, we have ensured that it has been prepared in compliance with all state and federal budget laws and that it follows current governmental best practices. Most importantly, this document has been created to not only serve as our District’s budget, but also as a financial plan, policy document, communications device, and operational guide. To achieve this, we have gone to great lengths to budget in a method that ensures we continue delivering the high level of service our citizens have come to expect. At the same time, we have focused on the initiatives identified in our Strategic Plan to ensure the District is prepared for its future needs. Thank you for taking time to review this budget document and consider our recommendations for Fiscal Year 2018 – 2019. Respectfully, Jim Langborg Chief/Director 3 SVFR 2018/2019 Fiscal Year Budget 8 Board of Directors Term Expires Ron Green, President June 30, 2021 John Carnahan, Vice President June 30, 2019 Woody Woodbury, Secretary June 30, 2019 Tony Phillips, Director June 30, 2019 Ned Hickson, Director June 30, 2021 Budget Committee Members Members consist of the Board of Directors and five (5) citizen members who serve three-year terms. Term Expires John Murphey December 31, 2018 Cindy Russell December 31, 2019 Anne Stonelake December 31, 2019 Ed Groshens December 31, 2020 Marvin Tipler December 31, 2021 District Budget Preparation Team Jim Langborg, Chief / Director Serving Since 2013 Jim Dickerson, Operations Division Chief Serving Since 2016 Dina McClure, Office Manager Serving Since 2018 4 SVFR 2018/2019 Fiscal Year Budget 9 MISSION, VISION, AND GUIDING PRINCIPLES Mission Statement A mission statement is a short sentence or paragraph used by an organization to explain, in simple and concise terms, its purposes for being. These statements serve a dual purpose by helping members to remain focused on the tasks at hand, as well as encouraging them to find innovative ways of moving towards an increasingly productive achievement of the District’s goals. Guiding Principles Guiding Principles also known as values are the ideals and principles that guide thinking and action. They are the basis for decision-making and influence the choice of our goals and objectives. The actions and decisions of District members confirm or challenge the organizational values. The District teaches these values to every member early in their association with the District. The actions of every member must reinforce these values. The District expects these values to be visible in every member’s daily activities and interactions with other members and the public. Vision Statement A vision statement is an organization's declaration of its mid-term and long-term goals. It is also a clear description of how they want to be viewed by others. 5 SVFR 2018/2019 Fiscal Year Budget 10 ORGANIZATIONAL CHART 6 SVFR 2018/2019 Fiscal Year Budget 11 PERSONNEL SUMMARY The District will begin fiscal year 2018-2019 with 11 full-time employees, 2 part-time employees, and 49 volunteers allocated as follows: Administration 1- Fire Chief / Executive Director 1- Office Manager 2- Full Time Administrative Assistants 1- Part-Time Administrative Assistant 2- Volunteer Auxiliary Operations 1- Operations Division Chief 1- Training Captain 1- Prevention Captain 1- Recruitment and Retention Coordinator 1- Station Captain 2- Firefighter/Engineers 1- Part-Time Community Support Team Coordinator 45- Volunteer Firefighters 3- Community Support Team Members 2- Volunteer Auxiliary NOTE: In November of 2017 the Fire Prevention Division Chief retired. The position was filled internally with a Prevention Captain who falls under the supervision of the Operations Division Chief, enabling the District to eliminate the Prevention Division. 7 SVFR 2018/2019 Fiscal Year Budget 12 OVERVIEW OF THE DISTRICT Siuslaw Valley Fire and Rescue (SVFR) is an all hazards fire and emergency service response District that was originally formed in 1949. Over the years, the District has consolidated with several surrounding fire service organizations and now protects the coastal portion of Lane County.