Posted on: September 19th, 2012

Notes on the Gold Hill Fire Board Meeting of August 16, 2012 by Gretchen Diefenderfer

Next Fire Board Meeting will be Thursday, September 20, 2012, 7:00 p.m. at the Community Center

Before the meeting began, Donal said that emergency preparedness, community welfare and cooperation are important and we’re all in this together, but he has not put Amy and the Safelink on the agenda because of legality and liability concerns.  As soon as those are cleared up, he will put her on the agenda.

Present at the meeting: President Donal Maloney, Treasurer Gary Siemer, Secretary Dave Sturtz, Board members Adriana Galue and Rick Geesaman, Chief Chris Finn, and citizens John Sand, Amy Hardy, Jack Laughlin, Deb Yeager and Gretchen Diefenderfer.

Amy took the citizens comment time at the beginning of the meeting to speak about Safelink, which is a combination of Neighborlink (the phone tree system, etc., we’ve set up in case of emergencies) and Safe House (places up here that evacuated people, especially from other districts, can come up to for shelter, information, and help particularly in floods, but also in any emergency).  She is excited to have this coming together – mountain people would like to stay in the mountains in emergencies.  The Mountain Mayors Group has been working with Mike Chard of the Office of Emergency Management and he has obtained a grant for Gold Hill, Sunshine, and Ward for TuffSheds to hold equipment and supplies for temporary evacuation situations.  All the communities are working to set up cooperative arrangements with their Fire Departments. Given our situation on top of the hill from Fourmile, Sunshine, and Lefthand, there will be people stuck in the mountains.  There are signs posted saying, “Climb to Safety in case of Flash Flood” and that means here.  So we have these TuffSheds and Ham Radio systems (MERN = Mountain Emergency Radio Network) for when the electricity goes, as well as a generator.

We would prefer to work with our Fire Department.  The Safelink organization is under the Gold Hill Town Meeting.  Brett Gibson and the Fourmile FD gave us $200 as seed money for our needs, so we have a separate fund under the GHTM to hold and disburse these funds.

Safelink is not location dependent.  We have 20 local houses volunteered and are working with the GH School as a central location to gather.  This is citizens supporting citizens.  She is asking the FD for help with communication.  It would be great to have a meeting of the Safelink volunteers and the FD to establish a working relationship.  She would like somebody, a seasoned firefighter or Chris, as Chief, to come to 1 or 2 meetings and go over communications, possible scenarios.

Chris interjected that, as a governmental entity, the Fire Department could be legally liable if “affiliated” with Safelink.  For instance, the FD could be construed as having to cover people for workman’s comp.

Hopefully Mike Chard is working on the legalities of all this.

Donal added that when these legalities are worked out with Mike Chard it would be fine for Safelink to make a formal presentation to the Fire Board.  He doesn’t see a viable, supportable option right now.

Much conversation ensued.  John Sand encouraged the Fire Board to say, “Yes, we can work this out.  It’s too important to get lost in bureaucracy.”  Jack also encouraged them to make the fits work within the necessary defined liability limits.

Amy is working to set up a meeting with Mike Chard.  Dave Sturtz offered to be a liaison.  He believes in this stuff, also has a Ham Radio license and would come to a meeting.

OLD BUSINESS

Website update – Adriana announced that she decided just today to pull out because there have been too many roadblocks to her reactivating it.  She has not had access to the domain, etc., and only 3 days ago got administrative permission.  She found herself frustrated and burned out and unable to get her creative process together in the face of seeming mistrust and restrictions.  She would rather forego the money at this point.

Donal suggested that the board override the previous decision to pay her for her work.  After some discussion, the new plan is that Chris is in charge of the website and he delegated Dave Sturtz.  Dave will work on it (see http://www.goldhillfire.org/).  He said he may get stymied and have to hire somebody.  Matt Sturtz has been working to reinstate the email list.  Adriana was told to submit an invoice for her out of pocket expenses which she did 2 months ago and again today.  Gary will go to the bank and get his signing on the account straightened out.

Board Training – Donal will contact the lawyer and get 2 or 3 nights that the he is available to come up here in the next month or so, and then email the board members to see what works.

CHIEF’S TIME

Chris stated that they need to fix the apron on Bay 3.  He brought it up before, but it was not officially approved by the board.  There is a big old hole they have to drive over.  Donal thought that, if it is in the budget, Chris could just do it.  Chris pointed out that the previous agreement between the board and the chief is that expenditures over $400-$500 need approval of the board.  The new apron will cost $1800.  Dave made a motion that Chris be authorized to get the bay repaired for no more than $2000.  Rick seconded it and it passed.

In September the budgeting process for the next year begins.  Chris puts together the basic budget and brings it to the board.  He will email the old budget out.  The board then officially accepts the budget and then it goes through the legal channels.

NEW BUSINESS

 Treasurer’s Role and Responsibilities – they need to get Gary set up and need to get 3-4 signers on the account.  Chris reported that they will need an official motion from the board to take to the bank.  Donal moved that the District accounts at Vectra Bank of CO be changed and the following 4 people be officially designated as signers on the account: William D. Sturtz, Gary Siemer, Richard Geesaman, and Adriana Galue.  Dave seconded and it was approved.  The plan is that Gary will go to the bank on Thursday and find out the process – does everyone need to go or can he bring a signature card up, or what.

Adriana had questions as a new member of the board about their fiduciary responsibilities.  Who signs checks, who keeps the books, etc.?   Chris reported that invoices and bank statements come in, he reviews the invoices and authorizes payment.  Kathleen is the bookkeeper and she cuts the checks and has been bringing them to Leslie to sign since she is still a signer on the account and Gary isn’t.  The bank statements Kathleen reviews and balances.  They have not required double signatures on the checks.  Present signers are Leslie, Dave, and Darrell McConell.  Adriana wanted to know the right process to see and review statements retroactively.  Kathleen has the current ones and old ones are in the files in the firebarn office.  Chris also has access to the new ones online.

Gary, as soon as he is officially a signer, will confer with Kathleen, get the financial statements and give treasurer’s reports to the board.

The meeting adjourned at 8:00.