1.0 / 2.0 Call to Order / Roll Call
The Special meeting of the Board of Directors of the Red, White & Blue Fire District (RWB) was called to order by Director Griffin at 1515. In attendance were Directors Griffin, Gothard, Randall, Perkins, and Krugman. Chief Green, Deputy Chief Miller, Fire Marshal Nelson, Finance Officer Carmen Modglin, and at a later time Captain Zachary Lynch. Carmen Modglin served as Recording Secretary.

3.0 Approval of Minutes
Correct spelling of Marshal under emergency response data section. M/S Krugman, Perkins to approve the minutes from the August 21, 2008 Regular Board meeting. Director Gothard abstained; not in attendance. Voice vote unanimous. Motion carried.

4.0 Citizen Comments and Other Communications
There were no citizen comments or any other communications.

5.0 Approval of Changes to the Agenda
M/S Griffin, Perkins to add Resolution 2008-01, wire transfer authority from general checking at Alpine Bank, to Other Business.

6.0 Chief’s Report & Discussion Topic

Emergency Response Data
Chief Green handed out updated reports; Director Perkins noted that she likes these reports and that it appears calls are up at the South Station in Blue River. Director Randall would like reporting on fuel consumption by station; Director Gothard would like the fuel reporting to include both gallons and dollars; Director Randall concerned about the number of trips into town from the outlying stations. Staff will begin compiling the requested data.

Administrative Notes - Personnel
Update given on D/O Johnson’s medical status, fundraiser on October 16th; and going onto Short Term Disability starting October 16th. Also given were updates on the Driver Operator and Captain promotional processes; three staff promoted to D/O and one to Captain. Update given on recent workers compensation case; and new hires that will be starting on October 20th and November 1st; these new hires are Firefighter/Paramedics (FF/P) with several years of experience. The SAFER Grant hiring process was also discussed as to the time tables to be addressed.

Intergovernmental Notes
Summit Fire Authority (SFA) Board Meeting - meeting was held at noon today; and the RWB Board requested a briefing. Copper Mountain Metro District had questions on the 2009 budget concerning a budget message being presented; details regarding the lease agreements presented; and why no operating reserves are budgeted. A budget message has not been presented in the past and may not be a requirement; the lease purchase agreements are for the facilities at the SFA - High Country Training Center (HCTC); and the Fire Districts that fund the HCTC hold appropriate reserves. There was general concern about why Copper was asking these questions at this point in the process; there is attendance and input issues that concern RWB and Lake Dillon Fire District (LDF). Copper wants to open up the original SFA interagency agreement (IGA); they left with the budget questions and answers being okay to go forward on the 2009 budget process; and that in the near future the IGA can be looked at, updated; along with the funding modeling being reviewed as well.

Director Perkins requested we determine the current per capita on Copper’s FF’s. Director Randall is okay with the IGA being reviewed and updated, along with Director Gothard and other RWB Board members.

Chief Green noted that attendance at trainings by Copper FF’s is an issue; both RWB & LDF Fire Chief’s voiced these concerns as part of the closing of this meeting. General operations of Copper Mountain Fire were discussed; and it was noted that RWB & LDF are strong on SFA and how it is operated.

Ambulance Licensing Status Update -
Chief Green went through the time table leading up to two recent meetings of area officials that would be impacted by the issuance of this license and the questions being addressed.

Director Randall expressed his concerns with the direction that has been taken in pursuit of the license and direction given by the Board in the recent past. "What is our goal?" Director Gothard explained to some of Director Randall’s concerns and discussed coverage and patient care. Director Griffin voiced concerns with information card recently prepared being distributed; which some were handed out at the Open House the evening prior. Director Gothard noted that the application was only tabled to give Summit County the opportunity to determine appropriate strategies to continue the process, but no movement has happened; and the application rules were changed after the license application was submitted and subsequently the County Commissioners issue a license renewal to Summit County Ambulance Service (SCAS) under the old rules. Director Griffin discussed legal counsel, Bob Cole, guidance given at the August Regular Meeting. Director Randall asked that the Board vote on clear direction for the District to proceed. Director Gothard noted the importance of SCAS keeping an ambulance here in the RWB District; and discussed current financial information given by SCAS.

Chief Green discussed his concern that the Board should all be on the same page. Directors Randall, Gothard and Griffin ? - asked how we proceed with the following issues: RWB goals, RWB transport, quality of care, standards of care, current provider (SCAS) reliability and coverage.

Director Perkins asked how we prepare for the County Manager’s visit during the work session tomorrow morning. Director Griffin asked that all Board Members put together thoughts for tomorrow; and how we currently operate.

Chief Green explained his perspective on the direction from the Board. Direction and time frame are of importance; we have a pending license application active to the Commission; we want to work with County to improve service and how can RWB help keep resources in RWB District with mutual aid plans in place; and direction is to attend all related meetings. Director Perkins no longer wants to hear how can we help/mitigate; answer the County questions and then pursue application approval. Director Griffin is okay with the information card, but was surprised that ambulance license application is not actively before the Board of County Commissioners (BOCC) at the same time. Chief Green thinks it is time to raise awareness in the community; thus the information card preparation and distribution; and believes we need to aggressively pursue license approval; addressing compromises previously offered; and work at assisting others under the premise we will get an approved license.

Director Gothard - direction should be if license application is rejected and coordination with St. Anthony’s related to their license application and service. Director Griffin - should we have our license application put back on the BOCC agenda? Director Randall - we allowed the application to be tabled for the County to come up with a plan; where’s the plan? Chief Green noted several options are being put together by RWB to present at the meeting on October 27th. Director Randall - we need to hold the County to a reasonable time table. Director Gothard noted the time table has already been too long!

Ambulance licensure discussions continued at length in a clarification and brainstorming fashion. With the following list comments noted:

Deputy Chief Miller - challenges to be faced at the October 27th meeting need direction from the RWB Board.
Director Griffin - if SCAS has changed their focus to patient care there should less confusion. Director Randall confirmed this comment.
Chief Green - County focus should be to improve care; noting the following points of agreement:

- Staffed transport vehicle 24/7 in Breckenridge core
- Service plan, C.R.S. Title 32, Fire District can provide transport
- Continuity of care, from initial patient contact to the hospital
- Any additional expenses are offset by transport fees

Deputy Chief Miller - noted that the countywide capacity building would be of benefit too.

Director Gothard - good coverage for our constituents.

There was continued discussion on our approach to the October 27th meeting; with the following noted comments:

Director Perkins - after the next couple months have the license application put back on the BOCC agenda in January 2009. Director Krugman - why not get it back on the agenda sooner? Chief Green noted that we are willing to help find a solution for service to the other parts of the County.

Board determined they would vote on three options after discussion with the County Manager during the work session tomorrow morning:

A - Put ambulance license application back on BOCC agenda immediately
B - Wait until after outcome of October 27th meeting
C - Pick date (Dec/Jan) and get application on agenda then

It was agreed that the work session would be starting in awhile and that they would continue tomorrow morning at 0700. A break was taken from 1720 to 1730

Budget/Finance Notes
Director Randall confirmed whether the plan review fee for the Shock Hill was no longer in the projected review. Director Griffin asked for an explanation of the plan review fee process; with Director Randall stating the fee should be collected first. Fire Marshal nelson gave a brief explanation; Chief Green asked the Board to think about if they would like to change the timing of fee collection in the future; with Fire Marshal Nelson asking if a percentage of collection upfront would be better. Director Perkins suggested 50% upfront. Director Griffin asked that the Community Risk Management Division come back with a suggested proposal next meeting.

Discussion on Preliminary September Budget to Actual for 2008 handout in packets:

Page 1 - plan review fee revenue
Page 2 - Director Perkins asked why Operations EMS Expenditure line was projected to be $4,000 over budget; Chief Green explained that a consultant was contracted with for preparation of a strategic planning for our Fire Based/EMS plan; Director Perkins suggested this type of cost be moved to the Administration Division.
Page 4 - Debt Service budget error was noted and explained to Board.

8.0 Consent
August and September 2008 Bills lists

August expenses noted: EMS Strategic Plan by Director Gothard; damage to Engine 7 explained to Director Gothard; fuel usage reporting for 2007 and 2008 was requested by Director Gothard. Postage box fee and making a request to have the box for free was asked by Director Perkins; Fire Marshal nelson noted that the request had been made to no avail due the size of box we need. Reimbursement of window damage to FF’s personal vehicle was questioned by Director Randall and why RWB is responsible; it was suggested that we establish a policy in this regard to limit RWB’s liability on personal property. Director Griffin asked about a $3,600 payment for batteries that was inclusive of other radio parts, such as mic’s; and thus he was okay with the expense.

September expenses noted: Director Gothard was okay with list; Director Perkins asked about items charged to capital lines under $5,000; it was explained that capital criteria is both dollars and life of item and items that are part of a larger more costly item; the Board is okay with this budgeting practice. Director Randall asked about the $75 reimbursement for "Personal vs. Nextel" and understands that overall with this arrangement the District is saving money; he also asked about the flu shot expense and was satisfied with the explanation of the process by Deputy Chief Miller.

Director Randall noted that carpet/tile and painting projects recently completed were within dollars authorized and budgeted by the Board.

M/S Perkins, Gothard for approval of the August and preliminary September bills lists. Voice vote, unanimous. Motion carries.

7.0 Other Business
Added to the agenda, Resolution 2008-01, giving authorization for wire transfers to the Finance Officer and Deputy Chief from the general checking at Alpine Bank to other financial institutions, such as Colotrust.

M/S Perkins, Krugman. Voice vote, unanimous. Motion carries.

9.0 Work Session
M/S Perkins, Gothard. To suspend this special meeting to work session at 1803. Voice
vote, unanimous. Motion carries.

(Work session resumed on October 10, 2008 at 0700.)

M/S Perkins, Gothard. To come out of work session at 1302. Voice vote, unanimous. Motion carries.

Briefly discussed vote on the A-B-C actions previously noted; all board members voted for option "B". The briefing continued with clearer direction for District staff on the ambulance license process approach.

The Board gave direction for the District staff to proceed on the process to replace the ladder truck in 2011, by going forward with design and spec meetings; along with the timing of ordering the truck to be approximately one year from now. Motion by Director Randall - to start the ladder truck replacement process with design and spec starting immediately with order and delivery to occur around 2011; purchasing an American vehicle was noted by Chief Green as well. M/S Randall, Krugman. Voice vote, unanimous. Motion carries.

Discussion of the Chief’s evaluation took place that Director Griffin and Randall would conduct the evaluation by November 15th.

M/S Perkins, Gothard. The October regular meeting to be held on October 16th was cancelled. Voice vote, unanimous. Motion carries.

Next Regular Meeting to be held on November 20th at 0700 in the Board Room at the Main Station on 316 N. Main.

Adjournment
M/S Perkins, Krugman. To adjourn the special meeting of the Red, White and Blue Fire Protection District at 1318. Voice vote, unanimous. Motion carries.

Respectfully Submitted:

Wayne Randall, Secretary/Treasurer
Carmen Modglin, Recording Secretary