GCIVFD Meeting Minutes August 11, 2014

DRAFT
MEETING MINUTES

Date: August 11, 2014
Time: 4:30pm
Location: Great Cranberry Island Fire Department

Attendance: 9

Tyler Kuester, Chief
Tom Powell, President
Sam Donald, Vice President
Michael Westphal, Treasurer
Katelyn Damon, Secretary
Mark Alley
Rebecca Powell
Karin Whitney
Phil Whitney

  1. Call to Order: The meeting was called to order at 1645 by Phil Whitney.
  2. Review Minutes from 07/14/14:
  3. There is discussion about the departmental finances. The department is $3,828.95 over budget in heating fuel for 2014. At the July BOS meeting the selectmen agreed to pay to fill the fuel tanks for the department and coming heating season. It was agreed that the $3,828.95 overage would be paid for out of the department’s equipment line with the town, leaving roughly $2,000 in that line after the overages are accounted for. The department essentially has no reserve account left with the town until March, 2015.
    Sam Donald moves to approve the meeting minutes from July 14, 2014. Mike Westphal seconds the motion. Vote; Yes, unanimous. Motion Passes.

  4. Financial Report:
  5. Mike Westphal is asked about private checking funds and how much money he thinks the department should expend. Mike says he would feel comfortable leaving $2,000 in their accounts.
    There is discussion about paying for the Cadillac Water Taxi for Katelyn Damon to be able to get home after meetings and trainings twice monthly.
    The department discusses changing meeting times, but it seems that 430pm is the time that most members are able to attend.
    Sam Donald moves to approve the spending of up to $780 for transportation for Katelyn Damon from August, 2014 through March, 2015. Mike Westphal seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    There is also discussion on locking the thermostat at the firehouse, as well as re-zoning the building so that the thermostat is not in the fire hall, but is relocated to the truck bay where the heat is needed.
    Financial Report:
    i. Checking Account Balance as of August 2014: $1760.06
    Expenses:
    None
    Income:
    $200- Donation
    ii. Checking account balance as of August 2014: $1759.99
    iii. Savings account balance as of August 2014: $4071.84
    Tom Powell moves to accept the treasurer’s report. Sam Donald seconds the motion. Vote: Yes, unanimous. Motion Passes.

  6. Old Business:
  7. a. Status- Well & Septic Update:
    The well was covered over before the pump was installed and the wiring for the pump was completed.
    The department decides to hold off on digging out the well again to complete the repairs and opts to hold off on getting water until next spring as the water would most likely be turned off for the winter anyway.
    b. Status- Commercial Vehicle Inspections
    Katelyn states that she does have the bill of sale and needs to find time to get off island to the DMV to register the truck and then contact SWH auto to have them write up an inspection sticker for the truck.
    c. Final review of by-law revisions:
    Katelyn is asked to double check the document to make sure that it says department instead of corporation in the appropriate places.
    There is discussion on quorum section 9 of article IV “20 percent of the Department’s members shall constitute a quorum.” is deleted so that the document does not conflict as different quorums are needed to elect officers and amend by-laws.
    There is discussion on the firefighter application. The department opts to strike taking information on license plates as it is not relevant on the island.
    The department opts to collect 2 references instead of four.
    Tom Powell moves to suspend the rules. Mike Westphal seconds the motion. Vote: Yes, Unanimous. Motion Passes.
    Phil asks if there is any further discussion needed on the by-laws.
    Tom Powell makes a motion to vote on the by-laws. Mike Westphal seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    Karin Whitney moves to accept the by-laws with the minor changes described above. Mike Westphal seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    Karin Whitney moves to approve the firefighter application with the changes described above. Tyler Kuester seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    Final review of firefighter application and supporting document revisions:
    There is discussion about the Memorandum of Understanding.
    Number 5 of the memorandum states “Agrees to follow the orders of officers that are appointed by the Fire Chief” the department would like to add “as per the GCIVFD SOG “Fire Chief Appointments” to outline the appointments that the chief can make, which are different than the officers elected by the department; i.e, training officer, safety officer, etc.
    Tom Powell moves to approve the Memorandum of Understanding as amended. Karin Whitney seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    Mike Westphal moves to approve the background check authorization as well as two versions of the release and waiver of liability, one for minors and one of anyone 18 years and older. Tom Powell seconds the motion. Vote; Yes, Unanimous. Motion Passes.

  8. New Business:
  9. a. Election of Officers:
    i. Chief:
    Phil Whitney asks if there are any nominations or people interested in becoming Fire Chief. Tyler Kuester states that he would like to be Chief.
    Mike Westphal moves to accept Tyler Kuester as Fire Chief of the Great Cranberry Island Volunteer Fire Department. Sam Donald seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    ii. President:
    Phil Whitney states that he will be stepping down as President.
    Karin Whitney nominates Tom Powell as President. Tom Powell accepts the nomination. Tyler Kuester seconds the motion. Vote; Yes, Unanimous. Motion Passes.
    iii. Vice President:
    Tom Powell nominates Sam Donald as Vice President. Sam Donald accepts the nomination.
    Karin Whitney nominates Phil Whitney as Vice President. Phil Whitney respectfully declines the nomination.
    Nominations are closed.
    Mike Westphal seconds the nomination of Sam Donald. Vote; Yes, Unanimous. Motion Passes.
    iv. Treasurer:
    Tom Powell nominates Mike Westphal as treasurer. Karin Whitney seconds the motion. Vote: Yes, Unanimous. Motion Passes.
    v. Secretary:
    Mike Westphal nominates Katelyn Damon as secretary. Tyler Kuester seconds the motion. Vote: Yes, Unanimous. Motion Passes.
    b. Discussion: Plans for upcoming year: training, equipment needs, community events, etc.
    fund raising:
    fireman’s supper, lobster raffle (Late July 2015).
    Letters to homeowners, Mid November- Mid December 2014.
    Equipment: Turnout gear
    Develop list of training needs
    Other Business:
    Fire trucks still need to be put back into the firehouse. Someone will speak with Blair or Norman to see that it is done.
    Kelly Sanborn asked the department if the firehouse could be used for the school’s inter-island event. The fire department decides to decline the use of the hall for the event as there is a lot of equipment in the hall now as well as concerns about there not being a working restroom at the department at this time.
    Katelyn is asked to report back to Kelly and is told to have Kelly contact Phil Whitney in regard to use of the Cranberry House for the event.

  10. Setting of Action Items
  11. Katelyn to update by-laws and all supporting documents with amendments made at this meeting and to re-distribute the documents.

  12. Next Business Meeting:
  13. Monday, September 08, 2014

  14. Next training date:
  15. Monday, August 25, 2014
    Pumping/ Refilling fire truck.

  16. Adjournment
  17. Tom Powell moves to adjourn the meeting at 1815. Mark Alley seconds the motion. Vote: Yes, Unanimous. Motion Passes.

Respectfully Submitted,

Katelyn Damon