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Minutes of the regular meeting of the executive board


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MINUTES OF THE REGULAR MEETING OF THE EXECUTIVE BOARD

NDFA

August 25, 2012

President Brent Weber called the meeting to order at the Comfort Suites in Bismarck, ND, at 8:00 AM on August 25, 2012. Present were President Weber, 1st VP Greg Gibson, 2nd VP Aaron Lande, Secretary/Treasurer Al Klein, Trustees John Swedlund, Dave Johnson, Jon Hildremyr, Executive Director Renee Loh and Training Director Rob Knuth. Trustee Kyle Shockley was absent.


Trustee Johnson made a motion to approve the minutes of the May 30 to June 2, 2012 meeting. Trustee Hildremyr seconded the motion, motion carried.
Secretary/Treasurer Klein gave the following report:

CD’s 63,559.24

Savings Account 305,439.61

General Fund checking 4,529.93

Total $373,528.78
Secretary/Treasurer Klein presented vouchers for checks # 10357-10478 for payment from the General Fund. First VP Gibson made a motion to approve payment for these vouchers. Second by Trustee Swedlund, motion carried.
Additions to the agenda were;

President Weber reported that his activities have been routine business matters since the last board meeting. He met with NDFA staff and attended the HazMat committee meeting in June.


Each Trustee reported on the activities in their respective regions. There are several Regional Schools scheduled with others in the planning stages.
Executive Director Loh reported on the Legislative issues that have been discussed with the Legislative committee. Loh feels the fire service has very good support from the ND Legislature.
Training Director Knuth gave a report on the TRANSCAER training that has been going on around the state; over 500 firefighters have attended the training in eight locations. A second session was added at some locations due to the large number of attendees. This training is being funded in part by a grant from the NDDES.
Training Director Knuth reported on the Boil-over Simulator that the Minot Rural Fire Department is building. This training prop will be built on a trailer and will be available for use by NDFA on a contract basis, similar to the agreement used by Grand Forks Fire Department.

Executive Director Loh shared a report from Chief Hanson from Williston Fire Department concerning the Annual Convention hosted by the Williston Fire Department. There were 197 firefighters registered for the convention. Loh wrote a letter thanking Chief Hanson and his department for the great convention. Loh reported she has been in contact with the West Fargo Fire Department and their preparations for the 2013 Annual Convention are well under way. They have reserved 250 rooms at the host motel for the attendees.


Training Director Knuth reported on the NFPA Public Information Officer conference he attended in Las Vegas. He incorporated material from two of the classes he attended into our Auto Extrication Program.
Training Director Knuth reported on the HazMat Committee meeting he attended. NDDES has provided grant money to NDFA to enhance our HazMat Awareness/Operations program. If a department is trained to the awareness level only, they will not be a responding agency to a HazMat incident. Responding agencies must be trained to the operations level. Knuth stated the Certification Advisory Committee has recommended NDFA accept PAUSE Training offer to provide a 12 hour class - 8 hour classroom and 4 hour hands on - for the operations level training to be used for the NDFA certification program. Trustee Hildremyr made a motion to adopt this recommendation. Second by Trustee Swedlund, motion carried.
Executive Director Loh met with Jack McDonald, the attorney we have retained as our counsel. Loh informed McDonald of the operational methods of the NDFA. Mr. McDonald recommended the Executive Director sign all contracts; currently the Training Director has been signing the instructor’s contracts.
Secretary/Treasurer Klein has requested that NDFA provide a uniform shirt to each Board member so they will be recognized as such at NDFA events. Trustee made a motion that NDFA would provide one NDFA logo shirt for each Board member. Second by 1st VP Gibson, motion carried.
Training Director Knuth provided a draft copy of the NDFA Certification Policies and Procedures Manual to each Board member. Knuth explained this document is part of the Pro Board Certification. The manual will be distributed to the members of the Certification Advisory Committee for their approval; then will be sent to the Board for their final approval.
Executive Director Loh reported WSI has reviewed the NDFA office for proper ergonomics. They found some problems and made recommendations on a resolution. WSI will provide 75% of the cost of purchasing the recommended equipment; NDFA will be responsible for 25% of the cost. NDFA’s share would be $200 to $250. First VP Gibson made a motion to proceed with the recommendation from WSI and to allow the 25% expense. Second by 2nd VP Lande, motion carried.

First VP Gibson reported he spoke with representatives from the Jamestown Fire Department and they are interested in hosting the 2015 Annual Convention. At the convention in Williston, no one expressed an interest in hosting the 2015 convention. The Board agreed to not take any action until they receive a letter from the Jamestown Fire Department offering to host the convention.


Executive Director Loh was contacted by the Bismarck Convention and Visitors Bureau concerning the State Fire School returning to Bismarck. Loh informed them that NDFA will ask for bids for the State School when our current contract with Minot is close to expiring.
Training Director Knuth gave a report on his meeting with the ND Rescue Society. They turned over the trailer and the equipment to the NDFA, and have dropped the insurance on the trailer and equipment. Knuth requested, but not received, a quote from our insurance company. New NDFA Extrication patches have been designed and the cost of 1000 patches is $702.00. Trustee Swedlund made a motion to allow the purchase of the patches. Second by 1st VP Gibson, motion carried.
Training Director Knuth reported the Carpio Fire Department is selling their rescue truck and he suggested the NDFA consider buying it, if funding can be obtained from the Energy Impact grant program. The Carpio Fire Department would have to write the grant because NDFA is not eligible for the grant. The Board instructed Knuth to pursue this grant with Carpio Fire Department. Knuth said the Bismarck Fire Department has a training trailer and some tools that they no longer use. They would donate the trailer and tools to the NDFA. Knuth was instructed to look at this trailer to see if it meets NDFA’s needs.
Knuth requested the Board allow a member from the Rescue Society to have a seat on the Certification Advisory Committee. First VP Gibson made a motion to allow for one member of the Rescue Society to be on the Certification Advisory Committee. Second by Trustee Hildremyr, motion carried.
Executive Director Loh reported the NVFC asked all state representatives to send a letter to all of their member departments promoting individual membership to the NVFC. President Weber suggested this letter be included with the next news letter, as it goes to all fire departments.
Executive Director Loh reported the DES HazMat Conference will be held October 30-31, 2012, at the RamKota Hotel in Bismarck. Loh is requesting a vendor’s booth at this conference to promote NDFA and their services. The cost of the vendor’s booth is $400. Trustee Swedlund made a motion to allow Loh to reserve a vendor booth for $400. Second by Trustee Johnson, motion carried.
Executive Director Loh asked for authorization to book Mr. Daniel Sheridan, Battalion Chief, FDNY, as the convention speaker for the 2013 Annual Convention in West Fargo. His speaking fee is $2000 plus expenses. Trustee Johnson made a motion to allow for the booking of Mr. Sheridan. Second by Trustee Hildremyr, motion carried.

Training Director Knuth reported the Energy Impact Office will approve a $6000 request from the Mandan Fire Department to pay for the HazMat IQ class. NDFA will promote this class.


Executive Director Loh reported the Office Committee met to review the Policy Manual. The committee came up with several minor changes to the policy and made two recommendations to be addressed by the Board. They are raising the mileage reimbursement rate from $0.50/mile to $0.55/mile and buying a good quality digital camera for the office. Trustee Hildremyr made a motion to raise the mileage to $0.55/mile. Second by 1st VP Gibson, motion carried. Trustee Swedlund made a motion to allow up to $500 for a digital camera for the office. Second by 2nd VP Lande, motion carried.
The next meeting of the Board will be held October 27, 2012, at the Comfort Suites in Bismarck, ND, starting at 8:00 am. A Strategic Planning Committee meeting will be scheduled for October 26, 2012 at 7:00 p.m.
Meeting was adjourned.

Approved: Secretary/Treasurer President



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