SOURDOUGH RURAL FIRE DISTRICT MINUTES

REGULAR MEETING OCTOBER 28, 2005

The Regular Meeting of the Sourdough Rural Fire District at the South 3 rd Fire Station was called to order by Chairman Kraft at 7:35 PM Monday October 28, 2005. All Trustees were present in addition to Chief Crandell, SFD media consultant - Dennis Carlson, GalCo Emergency Management Director – Jason Shrauger, Big Sky Hazard Management LLC, Principal – Pam Shrauger and COC – Kandy Rose (joined at 8:00 PM).

• Agenda review: No Changes
• Consent agenda: Financial report. It was noted from e-mail by Scott Mueller that the principle balance amount should be $ 326,349.25. The payment schedule is correct with final partial payment to be made in 2008. Pete moved and Randy seconded for approval of the report and warrants cited > $500 for signature. Passed without objection.
• Regular agenda:
• Minutes: September minutes were presented. Pete moved and Steve seconded. Passed without objection.
• Chief’s report: Highlights: Safe training exercise on donated structure off South 19 th, served 500 customers at pancake breakfast, responded to Homecoming Fire and Gallatin Field crash drill participation. Personal protective equipment has been purchased under the first ½ of a federal fire grant for $24,300 with the second half to be deposited in the District account next month. Timely and accurate information was provided residents during the Homecoming Fire. We will seek a permanent AM broadcast station for the Sourdough Station in the future. There were 37 responses on 23 days, with 16 originating in the SFD and 21 in RFD.
• Governance and operational continuity discussion: In consideration of recent catastrophes (Katrina, Rita, 9-11) the board discussed with Pam Schrauger and Chief Crandell potential and ramifications for loss of governance structure due to death or incapacitation of principals. Pam has served in disaster management capacities for hurricane and other incidents and brings that considerable experience into her role as editor of our grant applications. She presented a summary paper on elements of this item that is included in the record. Staff will prepare a report on continuity of operations including plan, staffing, needs and legal premise to be presented at the November meeting.
• Community outreach report: Kandy reported on the positive pancake breakfast response and bumper sticker distribution. The Homecoming Fire phone tree and door to door contact was well received and appreciated.
• Boylan and Homecoming fire discussion: The Lutheran Church donation for training purposes of the Boylan residential structure was acknowledged. Notification of the pending burn was made to a broad set of residents and other interests. Burning and concurrent training opportunity was accomplished without collateral damage to vegetation, power and cable lines. The Homecoming Fire occupied considerable staff time with positive benefit for the district future incidents. Notification of potential evacuation order, was made through door to door flyer distribution and phone tree. Timely information was provided through SFD web site, message boards and Emergency management AM radio provided by Gallatin County.
• Gallatin NF forest health proposal: This was briefly presented by Don, who was directed by consensus to write comments on behalf of the board.
• Unfinished Business:
• Service Proposal. Discussion ranged around rehabilitation and reconstruction of the Sourdough Fire Station to enable and expand its intended function so as to improve fire and EMS service to district customers. It was noted that the current 30+ year old structure is deteriorating and can no longer support residence by firefighters or provide safety support function in compliance with law and regulation and common sense. A work session is scheduled and will be noticed for November 7 to discuss these matters in detail.
• Rae/SFD Interlocal Agreement discussion: …was deferred.
• New Business:
• Board Process: The SFD Governance Policy requires (October meeting) discussion of “…the board’s own process and performance including its relationship with appointed staff”. Concerning the board’s ability to review staff provided material in a timely manner, they requested that the financial and chief’s report be provided a week in advance of the regular meeting. There was some concern that meeting deliberations (and discussion) while timely, fair, orderly and thorough, are also occasionally inefficient, not on point and unduly drawn out. These noted deficiencies will be rectified. It was agreed that the board and staff work well together and speak as one voice in all matters brought before them. It was concluded that the Board and Staff have experienced an exceptional year of district service and advancement.
• Chief’s evaluation process: In consideration of the Chief’s Evaluation process under the Governance mandate, an executive session will be called at 7PM prior to the regular December meeting at 7:30. Service Recipient feedback will be added as an evaluation tool.
• Trustee’s activities. None noted
• Announcements: None noted
• Public comment: No public attended.
• Adjourn: The meeting was adjourned at 10:35 PM