2010 January Meeting

Sat, 9 Jan 2010 14:09:45 -0500

Silver Bluff Volunteer Fire Department
Board of Directors Meeting Held at Station 2

Attendees: Board Members: Linda Bradley, Cheri Lancaster, Shari Clifford, Minnie Chavous, Scott McMullin, Levi Green;

Firefighters: Kerry Green, Kevin Lancaster, Bryon Green;

Visitors: Clay Killian (Aiken County Administrator) and Todd Glover (Assistant County Administrator)

I.    CALL TO ORDER – Linda Bradley welcomed visitors and opened the meeting at 10:20 a.m. with prayer led by Levi Green. Board members not present: Brenda Bradley and Jimmy Chavous.

II.    MINUTES

1.     Minutes for November 14, 2009, were read and provided for approval. Two minor changes in names were noted. Levi motioned that the minutes be accepted as read, Cheri seconded and members approved.

III. TREASURER REPORT

1.     The current balance sheet shows:
a.      The checking account has $18,579.56.
b.      The savings account has: $140,469.71.
c.      The Silver Bluff Disaster Relief fund has: $12,306.50.

2.     Levi noted that all bills have been paid through January. Will need to reimburse $500 for grant and $242 was owed for Software.

3.     Levi will contact the bank and investigate fees charged to the Relief fund account. This account was supposed to be setup as check “free” services.

4.     Scott motioned that the Treasurer’s report be accepted and Cheri seconded and members approved.

IV. OLD BUSINESS

1.     Concrete Pad Damage (Rev. Williams) – Levi said that there has been no additional communications from Rev. Williams’ lawyer. Levi has contacted the South Carolina Department of Transportation.

    Grant for Station 1 - No response has been received from DHS on the acceptance or decline of our application. Some grant money is expected to be released in January. Out of the total $210 M, $165M has been released by the government. We had requested $1.7M for rebuilding - items requested, match the grant‘s wording “preference will be given to stations with”. Discussed options – There was a concern on using USDA low interest loans because as they placd a lot of requirements (handicap access, steps, etc.) on the loan, although banks will be looking out for ways to make money. Scott asked if County requires building code for our Station.

3.     Tree Removal at Station 2 – Kerry had received an estimate of $975 from Mathis Landscaping for removing the four trees. Levi’s understanding was that AT&T would be removing trees for installation of the substation. Kerry stated these trees are not in the same area and therefore not AT&T concern. Mathis quoted $3K for removing the subject trees. Scott said that the hickory wood was valuable. Kerry noted that Jimmie Chavous showed interest from last meeting and the estimate stated hickory wood would be saved for use, but the cost ($975) included cleanup and removal.

4.     SBVFD Annual Party – The party was not held in December. Kerry will provide information on the Department’s winter party and expected to be held end of January/February. The Department uses the 1% funds to pay for expenses. Scott suggested that an Open House be held during the winter party to include the community and having it at Station 2. Levi asked if any new community have been received for using the Fire Department facilities. Kerry said Fox Hollow has shown interest and Cheri said that Beaver Creek Home Owner’s Association was considering a May/June meeting here. A discussion (Linda/Kerry) on rental fees would be required for celebration events but not for Association meetings. It was recommended that signed forms/agreements be retained and a Fire Department member is present at all functions to cover insurance liability, etc. Scott suggested the possibility showcasing the engines [or fire safety presentations] at some of the meetings. Linda asked what still needs to be done to make Station 2 usable. Kevin stated that the sink and counter will be finished soon. 
V. NEW BUSINESS

1.     AT&T Substation - Received a request from AT&T for proposed location of a new substation at Station 2. Their options were: across the road at Aiken Electric Cooperative right-of-way or corner of our property. Levi has walked the property with AT&T representative and discussed with Fire Department regarding access. Offer of $3,000 for one time payment to lease of right-of-way which may be negotiated into free internet, cable access to the fire station (like Station 1). Linda Bradley had previously called the Board members for approval to allow AT&T access and install a substation for $3,000. The members gave approval. Shari motioned that the telephone vote be ratified and Scott seconded and members approved.

VI. CHIEF’S REPORT

1.     2009 Runs – 287 calls were noted. 87 structural calls, 18 brush fires, 3 car fires, 5 accidents with entrapment, 32 with injuries, 12 house calls, 95 First Responders, 74 false alarms, and 1 natural disaster. Linda asked if there were any total-lost fires. In December, a kitchen fire was noted that occurred during the day when few persons were around – we had a good turn out in the response. Linda asked what was reported as the natural disaster. The tornado back in March. We also participated in 48 mutual aid runs.

2.     Outstanding Grants – Kerry noted that we have three grant applications awaiting approval. These grants are for new pumper tanker, equipment, and compressor. The grant for the compressor has been received and the paperwork to be sent out Monday. This was 5% matching of $40K with 1 year to spend. Received a survey on the pumper grant to see if we’re still interested. It is also a 5% of $250K. Minnie motioned that a commitment of funds for these two grants, Scott seconded and members approved.

3.     Personal Computer (PC) Replacement – The cost of the computer lost during the tornado at Station 1 was placed in our Savings Account. Kerry request to purchase a PC (already have a laptop) for less than $2K. The equipment will be placed at Station 2. Levi motioned that $2K be approved for computer and accessories, Minnie seconded and members approved.

4.     Truck Payment – Kerry was concerned that International Engine payment was due in February. Levi believes the payment date was moved to March/April with the new loan paperwork. Engine 3 should be due May/June timeframe of about $45K. Levi stated that the property taxes have been steadily coming in. We should be receiving November/December payments this month.

5.     Engine 1 Sensor Problem – Kevin contacted International Trucks Corporate Office and informed them of problem with the Engine 1 and our concerns on the lost of service to the fire district. We wanted to place our concern on record and an incident report ticket number was received for reference liability/history. An informal response was received from the corporate who contacted the mechanics to remove the part from a chassis on the assembly line to provide for our engine. The cost about $6K. The truck is back in service. If further repairs are needed, it is not known if the company would provide a total new truck or continuously replace part/repairs. Linda asked if there was something we should have known to look for in prior to the purchase. Kevin stated that this type of problem is a manufacturing problem and statistically a small number has problems. Linda thanked the Fire Department in their efforts and hard work to conclude this issue.

6.     Station 1 Temporary Building – Kerry noted that heating the temporary building is a concern and space heating will be taken care of today.

7.     Station 1 Proposed Building Options – Kevin showed presentation on layout option for Station 1. This structure is stick-built, metal roof, facade of poly-steel over concrete-poured walls. The layout plans the building be parallel with Hwy 278, further (75-100 feet) back from the road with easement and straddling both properties [west-side property purchased last year]. The floor plan includes 3 bays based on AT&T pre-plans of population growth in the area. Plans are to minimize asphalt runoff/concrete apron in front to withstand our vehicle’s 40,000 pounds. There will be asphalt and paver bricks at soil line. It is similar to Croft Mills (Lexington County) building. The proposed building will have a secure lobby for public area with public restroom, day room with full kitchen, main office, one office setup with communications/media, fire protection – sprinkler system, separate men and women facilities (bunk rooms, bathrooms and locker area), fitness equipment room, breathing air equipment and washer/dryer in part of women’s bunk room. Outside in back of the building has recreation area, patio for grilling, and LP gas cylinder, etc. The grant uses “LEED” points for grading ecology/energy/green technology systems. 20 points are given for using that system – the “lowest” is rated silver LEED award. Other green technology plans consider SRNL partnering with us for hydrogen cell and cost information. Using alternate energy sources for routine energy needs. We should receive a response this month on the grant application. All those that have heard so far have been denied. Across the board, there are various reasons for denial, one seems to be not ready or no plans made.

We submitted these items and amounts for the grant:
Sprinkler and other fire suppression systems $60,000
Design, planning, and engineering expense $90,000
Vehicle exhaust extraction system $60,000
Kitchen appliances $5,500
ADA compliance $10,000
Gear racks, storage and shelving $7,000
Leadership in Energy and Environmental Design (LEED)
– Renewable energy for HVAC and power $75,000
Sitework, stormwater, paving $325,000
Building construction $900,000
Emergency power $35,000
    Total $1,566,000
 SBFD believes that the grant application will be approved (1) Due to our station being destroyed by the tornado (2) Using a temporary building shows the intent we plan on rebuilding and (3) Population growth and new building in the district’s subdivisions.

8.     Station 1 and EMS Space - Mr. Killian said that the Silver Bluff High School district trailer used by EMS was lost and the Sales Tax funds ($3,000) could be used for bunking and bay space. Aiken County would only need ½ bay of the current 3-bay plan. Kerry stated that we have three 18/20 year olds that are considering moving into the Station full time. The grant is not tied to any specific floor plan. We also plan to hire a person to separately manage quarterly reporting and accounts for the grant. Aiken County is concerned of response time if the move EMS from High School area and the change in location of Station 9 (another joint city funding) north of New Ellenton. The normal operating expense was shared 40-60 but what is reasonable could be negotiated – with the green system this could be moot!

9.     Proposed Meeting - Mr. Glover suggested sending an email narrative of today’s presentation. Will look into possible modification to Aiken City plan for Aiken County station. Will schedule meeting between Todd, Nick and SBFD.

10. Schedule Board Meeting – The next scheduled meeting will be held on March 13, 2010. Linda adjourned the meeting at 12:10 p.m.

Shari Clifford, Secretary

Meeting Minutes

2010 January Meeting