philomath fire & rescue

PHILOMATH FIRE & RESCUE January 8, 2019

Location: Philomath Fire & Rescue Regular Session Board Meeting

Noon

I. CALL TO ORDER/ROLL CALL

II. ACTION ITEMS A. Approval of Minutes – November & December B. Approval of Bills – November & December

III. PUBLIC COMMENT

IV. STAFF REPORTS 1. President – Brier 2. Fire Chief – Miller Report 3. Board Secretary – Rodriguez

• Revenue/Expense Report • Review of Check Register • RunTracker

V. REPRESENTATIVE REPORTS 1. Volunteer Association - Loyd

2. IAFF Local 4925 – Saalsaa

VI. OLD BUSINESS 1. Appreciation Dinner 2. Confined Space SOG – 2nd Reading 3. Technical Rescue SOG – 2nd Reading 4. Preventative Maintenance Procedures – 2nd Reading 5. Community First Aid/CPR/AED Update – 2nd Reading 6. Master Plan Review

VII. NEW BUSINESS 1. Chief’s Evaluation 2. Board positions 3. Mileage reimbursement

VIII. NEXT MEETING – February 5, 2019

IX. ADJOURNMENT

A Fire Board member shall strive to: Refuse to use his/her position on the Board in any way whatsoever for personal gain or for personal prestige. (Board Member Code of Conduct presented by Ken Jones at the 2014 Fire Service Conference)

PHILOMATH FIRE & RESCUE November 6, 2018

Regular Session Board Meeting

I. CALL TO ORDER/ROLL CALL – The Philomath Fire & Rescue Board of Directors meeting was called to order by Vice President Sullivan at 12:01. Board members present were Vice President Kevin Sullivan, Treasurer Rick Brand, Ruth Jacobs, and Robyn Jones. Staff present were Fire Chief Tom Miller and Administrative Assistant (AA) Lillee Rodriguez. Jeff Griffin, from WHA Insurance, was present as guest.

II. ACTION ITEMS A. Approval of Minutes

September Minutes Approval – Jacobs moved to approve September 11, 2018 minutes as presented. Jones seconded. Motion passed 4-0. October Minutes Approval - Jacobs motioned to approve minutes as presented with a change under the Chief’s Report, Section D, from “ridiculous” to “interesting”. Brand seconded. Motion passed 4-0.

B. Approval of Bills – AA Rodriguez presented the October Bills and pointed out some expenses including the radio mast relocation. Chief Miller added that there will be a few additional expenses for this project, including re-attachment of radio antennas to the building. Jacobs motioned to approve payment of the bills in the amount of $50,523.76. Brand seconded. Motion passed 4-0.

III. PUBLIC COMMENT – None.

IV. STAFF REPORTS 1. President – President Brier left no report to present. 2. Fire Chief -

A. Personnel- Chief Miller reported that the District has posted ads for Part-Time and Fill-Time Firefighter positions, adding that currently the District has only 2 part-time employees which leaves holes in the coverage schedule. He added that the Full-Time posing is to replenish the hiring list.

B. Volunteers – Chief Miller notified the Board that Kearl was dispatched to the Klondike Fire-West in October 2018.

C. Open House – Chief Miller reported that the Open House was a huge success, with lots of community partners and vendors, and about 500 people in attendance. He said the District received many compliments from the public.

D. Apparatus – Chief Miller reported that 261 is here and in-service, adding that 292 and 263 should be leaving the District soon.

E. Equipment – Chief Miller announced that the District submitted an AFG grant application for $200,000 for SCBAs and masks. He noted that awardees will not be notified until Summer 2019. Chief Miller also noted that the District hosted a Holmatro training for extrication tools that included basic and advanced techniques for rescue.

F. Building – Chief Miller reported that the old Station 201 sign was removed, the new sign has arrived and is waiting to be installed. He stated that it will be perpendicular to the roadway, in the front yard, near the apron. He added that the radio mast was successfully relocated to the top of the tower and the

old mast was taken down. Chief Miller also reported that the turnout washer required repair due to rodent damage and that the District replaced one of the resident washers.

G. Meetings – Chief Miller stated that he attended the Fire Defense Board meeting where the new CAD system was the current topic of interest. He added that the District has offered to be the first to implement this system and will transition to this near to the end of the year. Chief Miller stated that he helped on the Evaluation panel with Tangent for their Fire Chief hiring process. Chief Miller reported that he attended the DPSST Active Shooter Class which consisted of very generic training. Chief Miller noted that Benton County has been very proactive on this issue and has a comprehensive plan in place. Chief Miller stated that the Master Planning Committee has not met yet.

3. Board Secretary • Revenue/Expense Report – AA Rodriguez noted that the District is still waiting

for annual tax income. She added that the District received notification from the State Fire Marshal that Conflagration Reimbursements have been approved and should be received within the next few weeks.

• Review of Check Register – AA Rodriguez reviewed deposits listed for the Citizens’ Bank account, noting the corrective accounting entries.

• RunTracker – AA Rodriguez presented RunTracker reports for September and October 2018. She noted that the year end projections are looking to be a little lower this year than last year.

V. REPRESENTATIVE REPORTS 1. Volunteer Association – Volunteer President Loyd was not present.

2. IAFF Local 4925 – Union President Saalsaa was not present.

VI. OLD BUSINESS 1. Appreciation Dinner – Jacobs reported that she reached out to Valley Catering and

reserved the March date with them. Jacobs confirmed that Brier will pursue the band connection. She added that a contract has not yet been signed with Valley Catering.

2. Confined Space SOG – 1st Reading – Jacobs noted a needed space on page 2 of the policy. She recommended this policy be moved to 2nd reading for next month.

3. Technical Rescue SOG – 1st Reading – Jacobs suggested omitting a notation she had made under section III. She recommended this policy for 2nd reading at the December meeting.

4. Master Plan Review – Chief Miller reported that the committee was not able to meet and there was nothing yet to discuss.

5. Cell Phone Policy – AA Rodriguez reported that she did not have a draft policy to present this month. Jacobs added that at the recent OFDDA conference, they emphasized that personnel using their own phones for District work could expose the individual’s private information to disclosure requirements. Sullivan cautioned the Board regarding the challenge of carrying an additional cell-phone and using the correct device, adding that it may cause functional issues. Jacobs stated that records management is a training that she would be interested in, specifically relating to phones and internet record retention.

VII. NEW BUSINESS 1. Preventative Maintenance Procedure – 1st Reading – AA Rodriguez noted that

this is a new policy, there was no prior comparable policy written for the District. Treasurer Brand suggested rewording “looked at” to include some level of inspection and testing. He recommended moving this to a 2nd reading next month. Jacobs will send minor grammar changes to AA Rodriguez.

2. OFDDA Conference Report – Treasurer Brand noted that he attended the presentation on fire sprinklers and encouraged the District to be proactive about disbursing information about sprinkler systems. Chief Miller suggested that the District could connect with the area contractors about sprinklers in order to get the word out before home-owners start designing new construction. Chief Miller stated that he attended the Active Shooter presentation. He noted how far Benton County and the City of Philomath have come as far as coordinating the local response in these situations. Jacobs reported that she attended a session featuring Mike Meyers, the Portland Fire Chief, where he talked about community health aspects that impact fire and medical calls. She added that he focused on community involvement as a preventative measure. Treasurer Brand added that this system distributes responsibilities throughout the organization to achieve long-term goals and that that awareness is throughout the personnel. He emphasized that this would solicit buy-in and engagement from all personnel. Jacobs reminded the Board that they cannot discuss Chief salary in Executive Session, that if public dollars are being spent it needs to be discussed in the Public Meeting. She also added that the Cyber-Security Preparedness presentation was very informative. Jacobs stated that she will provide Chief Miller with the contact information that was provided for a State coordinated cyber security group. Vice President Sullivan suggested segregated internet networks for work versus personal devices. Chief Miller stated that the former Chief’s email was pinged for ransomware, which has prompted internal review and changes. Vice President Sullivan suggested that a network audit would be beneficial for the District in identifying any network weaknesses.

3. Insurance Presentation – Jeff Griffin present from WHA – Griffin presented the current insurance elections for the Fire District as well as his recommendations for improvements to the policy. Griffin noted that the District experience module is very good, 13% below state trending. He added that the District has the longevity credit in place, noting that we achieve this by completing the Best Practices each year. Griffin stated that he would like to be included for any OSHA walk through, should they come in for a spot inspection, adding that his presence will help reduce any OSHA citations. Griffin discussed replacement versus functional insurance coverage. Griffin reviewed current coverage for newer vehicles. Griffin discussed factors leading to heart attacks among firefighters, including dehydration. Griffin offered to return to Philomath Fire & Rescue in order to present some Board training, noting that there are a few topics that he can prepare on-site training for.

VIII. NEXT MEETING – December 4, 2018 – Treasurer Brand and Jacobs confirmed their availability for the December meeting.

IX. ADJOURNMENT – Treasurer Brand motioned to adjourn at 13:06.

PHILOMATH FIRE & RESCUE December 11, 2018

Regular Session Board Meeting

I. CALL TO ORDER/ROLL CALL – The Philomath Fire & Rescue Board of Directors meeting was called to order by Treasurer Rick Brand at 12:01. Board members present were Ruth Jacobs and Treasurer Rick Brand. District staff present were Fire Chief Tom Miller and Administrative Assistant (AA) Lillee Rodriguez.

II. ACTION ITEMS A. Approval of Minutes – Treasurer Brand noted, under Approval of Bills, clarifying that

radio antennas, rather than radios, are being attached to the building. He also added that it should be noted, under G. Meetings, that Philomath Fire & Rescue will be the first to implement the new CAD system. He also suggested omitting “really” from the statement about Benton County’s comprehensive Active Shooter plan. Lastly, he suggested including that Jeff Griffin, under Insurance Presentation, offered to return to provide Board trainings. Jacobs noted a minor typo correction and AA Rodriguez assured the Board that she would review the minutes before they are brought back to the January meeting for approval.

B. Approval of Bills – AA Rodriguez presented the November bills, noting annual and atypical expenses incurred during the month. Treasurer Brand had a question about an item under 6170, a repair for lighting in relation to the building remodel and warranty. Jacobs asked about reimbursement checks for recent conference attendance by Board members. AA Rodriguez advised the Board that the reimbursement checks are waiting on approval and signature from the Board President.

III. PUBLIC COMMENT – None.

IV. STAFF REPORTS 1. President – President Brier left no report to give. 2. Fire Chief –

• Personnel - Chief Miller stated that Captain Saalsaa has returned to work and should be response ready after the start of the new year. Chief Miller stated that he advised Captain Saalsaa that District physical and standards must be met before Captain Saalsaa can go interior for a fire.

• Chief Miller reported that 30 applications were received for the part-time and full-time firefighter positions which are currently under review. Jacobs asked about the full-time applicants. Chief Miller stated that the current pool of applicants had expired and needed to be refreshed, based upon recommendation from the Union President.

• Chief reported that he, Firefighter Crocker, and Volunteer Firefighter Taylor were deployed to the Camp Fire in California.

• Volunteers - Chief Miller stated that the Volunteer set the Holiday Party for December 18th at the Station, at 6 pm.

Chief Miller noted that the District personnel delivered Santa to two local events. Chief Miller thanked Volunteer Firefighter Leonard for his work on Old #1, adding that it is running better now than ever before.

• Chief reported that all Resident Volunteer positions are full. He stated that his next goal would be to get an RV out at 203. Jacobs asked about the transparency of the communication among the personnel and emphasized that they need to feel comfortable communicating any sort of interpersonal conflicts, theft, or other impropriety. Chief Miller stated that the resident personnel have been proactive about managing any difficulties among themselves with the help of the Lieutenants. Chief Miller emphasized that there is an orientation for every member of the Fire District, letting them know what resources are available to them, how to access those resources, and the District expectations of them.

• Apparatus – Chief Miller reported that the District apparatus are receiving annual maintenance. He noted that 232 received minor damage while at conflagration, with damage totaling approximately $1100. He noted that an insurance claim will not be turned in for this minor expense.

• Building Update – Chief Miller reported that the District is waiting on a permit for the new sign installation. Jacobs complimented the District on the improvements to the curb appeal of the Main Station.

• Meetings - Chief Miller reported that he attended a Competency Recognition Talk offered by the State Fire Marshal. He stated that the State Fire Marshal’s office is working to standardize the credentials and training of the Fire Marshal position. Jacobs asked about the partnership and division of labor between the Chief and Fire & Life Safety Officer positions. Chief Miller reported that the current system is working well, adding that the State Fire Marshal office has been helpful during personnel absences.

• Chief Miller stated that he attended the PCN meeting where the group discusses scheduling of community events. He noted that the primary topic of conversation was the recent water issue within the City. Chief Miller advised the Board that they can sign up for the Benton County alerts to be notified of public safety incidents. AA Rodriguez added that the District has posted this information on their Facebook page but will also include a link on their website.

• Master Plan - Chief Miller reported that he has more than a dozen individuals who have declared interest in participating in the Master Plan committee. Chief Miller asked the Board how they would like him to incorporate public input in the design of that plan.

3. Board Secretary – • Revenue/Expense Report – AA Rodriguez presented the revenue and expense

report, noting that the bulk of the District taxes have come in as well as $140,000 worth of reimbursements for conflagration response. She added that a supplemental budget is likely needed to accommodate additional conflagration income.

• Review of Check Register – AA Rodriguez reviewed deposits listed for the Citizens’ Bank account.

• RunTracker – AA Rodriguez presented the RunTracker report for November: 52 calls; 22 Fire, 30 Medical. She noted that the year end call projection was 704 as of the end of November. Board members noted that even though the total call volume is down, the proportion of fire calls is up.

• Chief Miller’s vacation hours were included in the Board packet.

V. REPRESENTATIVE REPORTS 1. Volunteer Association – Volunteer President Loyd was not present.

2. IAFF Local 4925 – Union President Saalsaa was not present.

VI. OLD BUSINESS 1. Appreciation Dinner – Not discussed. 2. Confined Space SOG – 2nd Reading – To be reviewed at January meeting. 3. Technical Rescue SOG – 2nd Reading – To be reviewed at January meeting. 4. Master Plan Review – Jacobs discussed prior master planning strategies and

suggested that the District invite community groups to participate in the planning process. Chief Miller and the Board discussed how to effectively get input from the public. Jacobs encouraged Chief Miller to focus on long-term, big-picture issues for the District. Treasurer Brand suggested a 5 and 10-year plan. Jacobs suggested Chief Miller also consider formulating a 20-year plan and encouraged him to connect with City managers and County Leadership relating to future development and response within Benton County. Chief Miller stated that he will schedule the first Mast Plan meeting for some time in January. Jacobs encouraged Chief Miller to get members knowledgeable in transportation and ecology and city planning to participate in the group. Treasurer Brand suggested reaching out to SDAO to see if they have anyone who can help guide the process.

5. Preventative Maintenance Procedures – 2nd Reading – To be reviewed at January meeting.

VII. NEW BUSINESS 1. January Meeting Date – Both Treasurer Brand and Jacobs confirmed that the

January 8th date would be preferable instead of January 1st or 2nd. 2. Community First Aid/CPR/AED Update – Jacobs recommended to have this policy

return for second reading at the January meeting. 3. Collective Bargaining Agreements and Non-Union Staff – Chief Miller

summarized the contract relationship between the Union and Non-Union staff. He asked the Board if they want to extend the benefits changes of the Union contract to the Non-Union personnel. Jacobs stated that her philosophy is that, with such a small group, the personnel benefits should be aligned. She added that this is the first year that Non-Union and Union wages were increased at different rates. Treasurer Brand agreed that uniformity would impede any conflicts within a District as small as ours. Jacobs encouraged future Board members and to the Chief to consider the unity of all personnel in future negotiations.

4. Chief Conflagration Deployment – Chief Miller asked the Board to consider whether or not they want him deploying for conflagration and if so, whether or not there are any limitations to his deployment. He also encouraged the Board to express any concerns, should they have them. Chief Miller stated that, from a

scheduling standpoint, it is easier on the District for him to respond to conflagration requests because all other personnel are still available to report to duty, leaving the response coverage of the District unchanged. Jacobs recalled that prior conversations have come up when Chief Phelps was in place, adding that she thinks that this is an operational issue. Treasurer Brand noted that in years prior there has been concern about being short-handed within the District while personnel are away at conflagration. Jacobs encouraged Chief Miller to keep in touch with the personnel to ensure that they feel that the District is sufficiently managed and has appropriate leadership in his absence. Jacobs stated that she has concerns about the District deploying on conflagration being viewed as a money-making venture.

5. Banking Issues – AA Rodriguez discussed some recent issues with the credit card and savings account at Oregon State Credit Union. She added that she will discuss them further with President Brier and will likely work with Treasurer Brand on resolution of these issues.

VIII. NEXT MEETING – January 8, 2019

IX. ADJOURNMENT – Treasurer Brand adjourned the meeting at 13:33.

Type Date Name Memo Amount

Ordinary Income/ExpenseExpense

6000 · Materials and Services6001 · Contracted Professional Service

Bill 11/06/2018 Kamind IT, Inc. Office 365 Support 195.84Bill 11/15/2018 Koontz, Perdue, Blasquez & Co.... Annual Audit Fee - 2nd payment 1,400.00Bill 11/15/2018 CTX 201 - Copies 46.50Bill 11/15/2018 Good Earth Pest Company 201 - Bi-monthly service 67.50Bill 11/28/2018 CTX 201 - Copies 52.76

Total 6001 · Contracted Professional Service 1,762.60

6010 · Office SuppliesCheck 11/06/2018 Intuit Checks & envelopes 698.97Bill 11/06/2018 OSCU 402518-72 desk mat/mouse pad 18.97Bill 11/06/2018 OSCU 402518-72 Copy Paper 39.98Bill 11/15/2018 OSCU 402518-72 Memory cards - cameras 33.85Bill 11/15/2018 OSCU 402518-71 USB Cable 15.99

Total 6010 · Office Supplies 807.76

6011 · Postage/ShippingBill 11/15/2018 OSCU 402518-72 Postage 8.50

Total 6011 · Postage/Shipping 8.50

6030 · Dues and FeesBill 11/06/2018 City of Philomath 201 - Sign permit 30.00Bill 11/15/2018 OSCU 402518-73 Service Fee 2.69Bill 11/15/2018 OSCU 402518-73 Adobe monthly service fee 14.99Bill 11/15/2018 OSCU 402518-70 Adobe conversion subscription 23.88Bill 11/28/2018 Oregon Fire District Directors As... LOSAP Annual Fee 225.00Bill 11/28/2018 Bio-Med Testing Background checks - Webb, Dellinger, ... 87.00

Total 6030 · Dues and Fees 383.56

6050 · UtilitiesBill 11/06/2018 City of Philomath Fire Line - water 20.15Bill 11/06/2018 City of Philomath 201 - water 718.96Bill 11/06/2018 Consumers Power Inc. 203 - Power 75.41Bill 11/06/2018 Consumers Power Inc. Bellfountain Pump Station - Power 52.27Bill 11/15/2018 Republic Services 201 - Garbage & Organic pick up 214.64Bill 11/15/2018 Consumers Power Inc. 202 - Power 40.80Bill 11/15/2018 Consumers Power Inc. Preist Rd pump station - power 52.56Bill 11/15/2018 Consumers Power Inc. Daisy Drive pump station - power 20.13Bill 11/15/2018 NW Natural 201 - Natural Gas 148.55Bill 11/28/2018 Pacific Power 201 - Power 433.93Bill 11/28/2018 Willamette Water 201 - Bottled water & cooler rental 32.00

Total 6050 · Utilities 1,809.40

6060 · Telephone, Pagers, InternetBill 11/06/2018 Pioneer Telephone Cooperative 202 - Phones 98.50Bill 11/06/2018 Alyrica 201 - Phones & Internet 492.87Bill 11/28/2018 Comcast 201 - Cable 12.70Bill 11/28/2018 Century Link 203 - Phones 142.35Check 11/28/2018 Verizon 201 - Tablets & LT phone 133.28

Total 6060 · Telephone, Pagers, Internet 879.70

4:15 PM Philomath Fire and Rescue12/05/18 Transaction by AccountAccrual Basis November 2018

Page 1


6070 · TravelBill 11/06/2018 Rick Brand Lunch at OFDDA Conference 15.00Bill 11/06/2018 Rick Brand Hotel Stay OFDDA Conference 451.90Bill 11/06/2018 OSCU 402518-70 Hotel Stay - OFDDA Conference 367.59Bill 11/15/2018 Ruth Jacobs` Hotel Stay - Jacobs 402.90Bill 11/15/2018 Ruth Jacobs` Lunch & Dinner at OFDDA Conference... 28.50Bill 11/15/2018 OSCU 402518-72 Board Lunch - November 40.00Bill 11/15/2018 OSCU 402518-72 Lunch at SDAO Regional Training 11.00Bill 11/15/2018 OSCU 402518-72 Promotional Ceremony Cake 55.00Bill 11/28/2018 Figaros Pizza Medical Drill - Case Reviews Dinner 209.40Bill 11/28/2018 Rick Brand Mileage to and from OFDDA Conference 142.79Bill 11/28/2018 OSCU 402518-70 Food on the way to Cali Conflag 30.05Bill 11/28/2018 OSCU 402518-70 Food on the way to Cali Conflag 17.15

Total 6070 · Travel 1,771.28

6080 · ConferenceBill 11/15/2018 Ruth Jacobs` OFDDA Conference Registration 314.00

Total 6080 · Conference 314.00

6130 · Gas & OilBill 11/06/2018 OSCU 402518-70 Non-ethanol fuel 25.15Bill 11/28/2018 Carson Oil Fuel 417.41Bill 11/28/2018 Thomas Miller Fuel on the way to Cali Conflag 62.03Bill 11/28/2018 OSCU 402518-70 Fuel on the way to Cali Conflag 93.59Bill 11/28/2018 OSCU 402518-70 Fuel on the way to Cali Conflag 94.44Bill 11/28/2018 OSCU 402518-70 Fuel returning from Cali Conflag 129.48Bill 11/28/2018 Carson Oil Fuel 453.35

Total 6130 · Gas & Oil 1,275.45

6161 · Vehicle MaintenanceBill 11/15/2018 Van Dykes Signmakers 263 - new lettering 41.50Bill 11/28/2018 Willamette Hose & Fittings 231 supplies 11.22Bill 11/28/2018 Willamette Hose & Fittings 231 supplies 2.60

Total 6161 · Vehicle Maintenance 55.32

6170 · Building Maint and ImprovementsBill 11/06/2018 RG Smith Electric & Plumbing 201 - lighting and electrical repair 471.98Bill 11/06/2018 RG Smith Electric & Plumbing 201 - lighting repair & bulbs 270.04Bill 11/07/2018 Consumers Power Inc. 203 - Street light repair 20.30Bill 11/15/2018 OSCU 402518-70 Weatherstripping for Hose Tower Door... 43.66Bill 11/15/2018 OSCU 402518-70 Weatherstripping for hose tower doors 135.51

Total 6170 · Building Maint and Improvements 941.49

6200 · Supplies - DepartmentBill 11/06/2018 Luis Rodriguez Candies for trunk or treat 119.92Bill 11/06/2018 OSCU 402518-72 201 - creamer 20.08Bill 11/15/2018 Pacific Reflex Signs Stickers for Radios 221.50Bill 11/15/2018 OSCU 402518-72 Chair repair 45.00Bill 11/15/2018 True Value door sweep 17.98Bill 11/15/2018 OSCU 402518-73 New resident washer 867.95Bill 11/28/2018 Walter E. Nelson Co. degreaser, paper towels, cleaners 173.26Bill 11/28/2018 Walter E. Nelson Co. Urinal mats, disinfecting wipes 86.82Bill 11/28/2018 Allann Bros Coffee 201 - Coffee 239.00Bill 11/28/2018 True Value rope 3.12Bill 11/28/2018 True Value muriatic acid, drill bit, key, fastener 22.73

Total 6200 · Supplies - Department 1,817.36


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6210 · Supplies - MedicalBill 11/06/2018 OSCU 402518-72 Medical room newborn bag 32.29Bill 11/06/2018 Industrial Welding Supply, Inc Oxygen 7.85Bill 11/06/2018 Life Assist, Inc. Extrication collar, albuterol, electrodes,... 233.02Bill 11/15/2018 Bimart Corporation Newborn bag supplies in med room 11.88Bill 11/15/2018 Bimart Corporation Batteries for glucometer 11.99Bill 11/15/2018 Life Assist, Inc. Gloves 195.00Bill 11/28/2018 OSCU 402518-73 Oxygen regulator repair 18.15

Total 6210 · Supplies - Medical 510.18

6215 · Supplies - PreventionBill 11/06/2018 Robnett's Hardware Chimney brush poles 86.33Bill 11/28/2018 OSCU 402518-73 8 FA/CPR Cards - 111718 Class 160.00

Total 6215 · Supplies - Prevention 246.33

6250 · UniformsBill 11/06/2018 SeaWestern trousers 210.50Bill 11/15/2018 OSCU 402518-70 EMT Patches 70.00Bill 11/28/2018 SeaWestern Coats 1,894.35

Total 6250 · Uniforms 2,174.85

6270 · Volunteer - ActivitiesBill 11/06/2018 Bimart Corporation Volunteer water 70.68Bill 11/15/2018 OSCU 402518-70 Volunteer Dessert 20.00Bill 11/15/2018 OSCU 402518-72 Volunteer Business meeting - gift cards 307.90Bill 11/15/2018 OSCU 402518-71 Old #1 lubrication part 36.70Bill 11/28/2018 Figaros Pizza November Volunteer Dinner 178.60

Total 6270 · Volunteer - Activities 613.88

6310 · Physical & ImmunizationsBill 11/15/2018 Occupational Medicine Dept. Physical - Dellinger 453.33

Total 6310 · Physical & Immunizations 453.33

Total 6000 · Materials and Services 15,824.99

7000 · Capital Outlay7110 · Capital Outlay - Building

Bill 11/06/2018 Alyrica Radio relocation 398.00

Total 7110 · Capital Outlay - Building 398.00

Total 7000 · Capital Outlay 398.00

Total Expense 16,222.99

Net Ordinary Income -16,222.99

Net Income -16,222.99


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Ordinary Income/ExpenseExpense

6000 · Materials and Services6001 · Contracted Professional Service

Bill 12/04/2018 Kamind IT, Inc. OFfice 365 Support 195.84Bill 12/10/2018 Security Alarm Corp Quarterly monitoring services 205.85Bill 12/10/2018 CTX 201 - Copies 53.93Bill 12/21/2018 Koopman Consulting Payroll services 170.00Bill 12/28/2018 CTX 201 - copies 77.61

Total 6001 · Contracted Professional Service 703.23

6010 · Office SuppliesBill 12/10/2018 OSCU 402518-72 Rubberbands 7.99Bill 12/10/2018 OSCU 402518-72 label tape 16.80Bill 12/21/2018 OSCU 402518-72 Postage labels 9.75Bill 12/21/2018 OSCU 402518-73 Carbonless forms 187.22

Total 6010 · Office Supplies 221.76

6011 · Postage/ShippingBill 12/20/2018 Petty Cash Postage 1.21Bill 12/20/2018 Petty Cash Postage 6.70Bill 12/20/2018 Petty Cash postage 0.50Bill 12/27/2018 Petty Cash Postage for DPSST cert 1.21Bill 12/28/2018 Petty Cash Conflag reimb. postage 1.42

Total 6011 · Postage/Shipping 11.04

6030 · Dues and FeesBill 12/05/2018 City of Philomath Propane Prop Permit 108.08Bill 12/10/2018 OSCU 402518-73 Adobe monthly subscription 14.99Check 12/10/2018 AsiFlex FSA Fee 18.75Bill 12/21/2018 Bio-Med Testing Background check - Skotte 29.00Bill 12/28/2018 Secretary of State Audit Filing Fee 250.00

Total 6030 · Dues and Fees 420.82

6050 · UtilitiesBill 12/04/2018 Consumers Power Inc. Bellfountain Pump House Power 51.04Bill 12/04/2018 Consumers Power Inc. 203 - Power 127.60Bill 12/13/2018 Republic Services 201 - Garbage 214.64Bill 12/21/2018 Consumers Power Inc. Daisy Drive Power 20.05Bill 12/21/2018 Consumers Power Inc. Priest Rd Power 54.76Bill 12/21/2018 Consumers Power Inc. 202 Power 79.02Bill 12/21/2018 NW Natural 201 - Natural gas 460.17Bill 12/28/2018 Pacific Power 201 - Power 853.46Bill 12/28/2018 Willamette Water 201 - Bottled water 26.50

Total 6050 · Utilities 1,887.24

6060 · Telephone, Pagers, InternetBill 12/04/2018 Pioneer Telephone Cooperative 202 - Phones 98.50Bill 12/04/2018 Alyrica 201 - Internet & Phones 492.87Bill 12/21/2018 Century Link 203 - Phones 142.35Bill 12/28/2018 Comcast 201 - Cable 12.70

Total 6060 · Telephone, Pagers, Internet 746.42

10:42 AM Philomath Fire and Rescue01/04/19 Transaction by AccountAccrual Basis December 2018

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6070 · TravelBill 12/07/2018 OSCU 402518-72 Award frame 7.17Bill 12/13/2018 OSCU 402518-71 Lunch for FF1 Academy 71.00Bill 12/13/2018 OSCU 402518-72 December Board meeting lunch 37.15Bill 12/20/2018 Petty Cash Soda for Board meeting 1.10Bill 12/20/2018 Petty Cash 201 - donuts 20.00Bill 12/21/2018 OSCU 402518-71 Lunch while at class 25.90Bill 12/21/2018 OSCU 402518-71 Lunch while at class - Lilja & Crocker 38.50Bill 12/21/2018 OSCU 402518-71 Lunch for recruit class 29.65Bill 12/28/2018 OSCU 402518-71 Postage for DPSST records 9.70

Total 6070 · Travel 240.17

6090 · Education/TrainingBill 12/13/2018 Lillee Rodriguez Fall Tuition reimbursement 1,057.34

Total 6090 · Education/Training 1,057.34

6100 · Equipment Maintenance AgreementBill 12/04/2018 Annas Consultants Inc. SCBA breathing test 431.72

Total 6100 · Equipment Maintenance Agreement 431.72

6130 · Gas & OilBill 12/10/2018 Carson Oil Fuel 470.44Bill 12/20/2018 Petty Cash non-ethanol fuel 4.30Bill 12/21/2018 OSCU 402518-70 Mixed fuel 60.84Bill 12/28/2018 Carson Oil Fuel 570.73Bill 12/28/2018 Carson Oil Delivery fee for generator fuel 35.00

Total 6130 · Gas & Oil 1,141.31

6150 · Radio MaintenanceBill 12/13/2018 OSCU 402518-70 Cordless headset batteries 70.31

Total 6150 · Radio Maintenance 70.31

6161 · Vehicle MaintenanceBill 12/04/2018 TWGW, Inc. dba Philomath Napa Antifreeze 25.98Bill 12/04/2018 Benton County Public Works 244 - annual inspection 2,168.88Bill 12/10/2018 Benton County Public Works 291 - Check engine and lights repair 521.53Bill 12/13/2018 Kaiser Brake & Alignment, Inc. 232 - tires & alignment 733.28Bill 12/21/2018 Benton County Public Works 233 - Annual Inspection 2,920.38Bill 12/21/2018 TWGW, Inc. dba Philomath Napa anti-freeze 13.35Bill 12/21/2018 TWGW, Inc. dba Philomath Napa def 19.98Bill 12/21/2018 TWGW, Inc. dba Philomath Napa oil cap 10.99Bill 12/28/2018 Benton County Public Works 231 - Annaul inspection 2,655.69Bill 12/28/2018 Benton County Public Works 232 - Annual inspection 3,244.85

Total 6161 · Vehicle Maintenance 12,314.91

6170 · Building Maint and ImprovementsBill 12/07/2018 OSCU 402518-70 Plastic sheeting and weather stripping f... 87.32Bill 12/13/2018 My-Comm, Inc Base station repair 195.00Bill 12/13/2018 My-Comm, Inc Antenna installation 1,678.00

Total 6170 · Building Maint and Improvements 1,960.32

6190 · Small Tools & EquipmentBill 12/04/2018 Willamette Saw chain saw supplies 34.75Bill 12/10/2018 OSCU 402518-73 Oxygen tank key 8.50Bill 12/21/2018 Cascade Fire Equipment Co. Mcleaod tool 115.87

Total 6190 · Small Tools & Equipment 159.12


Page 2


6200 · Supplies - DepartmentBill 12/07/2018 OSCU 402518-70 201 - Candies 19.98Bill 12/10/2018 OSCU 402518-70 light bulbs 10.75Bill 12/10/2018 Allann Bros Coffee New coffee carafes 14.42Bill 12/10/2018 OSCU 402518-70 Window cleaning tools 46.78Bill 12/10/2018 True Value lights & grass seed 71.97Bill 12/10/2018 OSCU 402518-72 Board member photos 3.37Bill 12/13/2018 OSCU 402518-70 Christmas lights 27.50Bill 12/13/2018 True Value Department hose 31.99Bill 12/13/2018 Walter E. Nelson Co. Dishwasher detergent 42.98Bill 12/21/2018 Walter E. Nelson Co. brush handles 9.32Bill 12/21/2018 Walter E. Nelson Co. Truck brushes 36.92Bill 12/21/2018 Walter E. Nelson Co. truck brush 15.23Bill 12/21/2018 OSCU 402518-72 201 - Fuel Caddy 566.90Bill 12/21/2018 Bimart Corporation Silicone spray 12.87Bill 12/21/2018 OSCU 402518-72 201 - candy for the office 25.98Bill 12/28/2018 True Value paint brushes 9.98

Total 6200 · Supplies - Department 946.94

6210 · Supplies - MedicalBill 12/04/2018 Industrial Welding Supply, Inc Oxygen 7.85Bill 12/10/2018 Life Assist, Inc. IV sets, charcoal 92.97Bill 12/21/2018 Life Assist, Inc. Nitro, iv catheter, capnoline, nasal can... 339.10Bill 12/21/2018 Industrial Welding Supply, Inc Oxygen 7.85Bill 12/28/2018 Industrial Welding Supply, Inc Oxygen 7.85Bill 12/28/2018 Life Assist, Inc. Megamover, epinephrine, electrodes, p... 299.23

Total 6210 · Supplies - Medical 754.85

6215 · Supplies - PreventionBill 12/21/2018 OSCU 402518-73 Knox box 114.00Bill 12/28/2018 OSCU 402518-73 BLS CPR Card 5.00

Total 6215 · Supplies - Prevention 119.00

6250 · UniformsCheck 12/10/2018 911 Supply VOID: 0.00Check 12/10/2018 911 Supply VOID: 0.00Check 12/10/2018 911 Supply VOID: 0.00Bill 12/13/2018 Shirt Circuit Department hats 503.40Bill 12/13/2018 OSCU 402518-70 Chief Badge 85.50Bill 12/21/2018 Northwest Safety Clean Turnout inspection & repair 81.76Bill 12/28/2018 Cody Webb Station boots - Webb 130.00Bill 12/28/2018 Witmer Public Safety Group Namebars 67.19

Total 6250 · Uniforms 867.85

6270 · Volunteer - ActivitiesBill 12/04/2018 True Value Interior decorations 157.90Bill 12/10/2018 OSCU 402518-70 Volunteer Business Dinner - December... 161.97Bill 12/10/2018 Bimart Corporation Sodas for Volunteer Fridge 99.64Bill 12/10/2018 OSCU 402518-72 Volunteer gatorade 167.67Bill 12/10/2018 Lillee Rodriguez Christmas Tree 80.00Bill 12/10/2018 Bimart Corporation Christmas Tree stand 24.99Bill 12/10/2018 OSCU 402518-72 Ornaments 19.99Bill 12/10/2018 OSCU 402518-70 Bullion for volunteer dinner 1.85Bill 12/10/2018 OSCU 402518-70 Holiday family sponsoring 344.16Bill 12/10/2018 OSCU 402518-70 Holiday family smonsorship 82.47Bill 12/10/2018 OSCU 402518-70 Holiday family sponsorship 237.66Bill 12/10/2018 OSCU 402518-70 gift bags for holiday family sponsorship 9.00Bill 12/13/2018 Madison Morrell Holiday Cheer shopping - clothing 262.71Bill 12/13/2018 Madison Morrell Holiday Cheer shopping - books 36.75Bill 12/13/2018 Thomas Miller Holiday party meat 297.71Bill 12/21/2018 OSCU 402518-70 Holiday Party - cider 5.94Bill 12/21/2018 OSCU 402518-70 Holiday Party prizes - gift cards 20.00Bill 12/21/2018 OSCU 402518-72 Holiday Party decorations 7.00Bill 12/21/2018 OSCU 402518-72 Holiday Party - cider and candycanes 39.76Bill 12/21/2018 Madison Morrell Holiday Party - decorations 48.16Bill 12/21/2018 OSCU 402518-70 Holiday Party - chicken 27.10


Page 3


Bill 12/21/2018 Bimart Corporation Volunteer sodas 95.25Bill 12/21/2018 Laura Schell Holiday Cheer Shopping 274.92Bill 12/21/2018 Laura Schell Holiday goodies 454.15Bill 12/27/2018 Philomath Volunteer Fire Depart... Cash for business meeting gift cards 300.00Bill 12/27/2018 Philomath Volunteer Fire Depart... Cash for business meeting gift cards 150.00Bill 12/27/2018 Philomath Volunteer Fire Depart... Business meeting food 152.99Bill 12/27/2018 Philomath Volunteer Fire Depart... April attendance award - Burkum 50.00Bill 12/27/2018 Philomath Volunteer Fire Depart... May Attendance award - Loyd 50.00Bill 12/27/2018 Philomath Volunteer Fire Depart... June Attendance award - Morrell 50.00Bill 12/27/2018 Philomath Volunteer Fire Depart... July Attendance award - Goelzer 50.00Bill 12/27/2018 Philomath Volunteer Fire Depart... August Attendance award - Leonard 50.00

Total 6270 · Volunteer - Activities 3,809.74

6310 · Physical & ImmunizationsBill 12/10/2018 Occupational Medicine Dept. Physical - Webb 409.50

Total 6310 · Physical & Immunizations 409.50

6320 · Community InvolvementBill 12/10/2018 PHS Boys Basketball Ad purchase 100.00Bill 12/21/2018 Philomath Youth Activities Club Annual Sponsorship 250.00

Total 6320 · Community Involvement 350.00

Total 6000 · Materials and Services 28,623.59

7000 · Capital Outlay7110 · Capital Outlay - Building

Bill 12/10/2018 OSCU 402518-73 Residence washer 867.95Bill 12/28/2018 West Coast Metal Buildings, Inc. 201 - RV cover 358.00

Total 7110 · Capital Outlay - Building 1,225.95

Total 7000 · Capital Outlay 1,225.95

Total Expense 29,849.54

Net Ordinary Income -29,849.54

Net Income -29,849.54


Page 4

GO Bond 2016 - Capital Improvem GO Bond 2016 - Debt ServicesJul - Dec 18 Budget $ Over Bud... % of Budget Jul - Dec 18 Budget $ Over Bud... % of Budget

Ordinary Income/ExpenseIncome

4060 · Conflagration Income 0.00 0.00 0.00 0.0% 0.004500 · Transfers In 0.00 0.00 0.00 0.0% 0.004050 · Public Education Income 0.00 0.00 0.00 0.0% 0.004040 · Bond Income 0.00 0.00 0.00 0.0% 320,432.02 363,367.00 -42,934.98 88.2%4000 · Carryover Fund Balance 339,569.64 341,361.00 -1,791.36 99.5% -9,417.39 24,465.00 -33,882.39 -38.5%4010 · Delinquent Property Taxes 0.00 0.00 0.00 0.0% 0.004020 · Current Property Taxes 0.00 0.00 0.00 0.0% 0.004025 · Interest - Property Tax 0.00 0.00 0.00 0.0% 0.004026 · Interest Income 0.00 0.00 0.00 0.0% 0.00

4035 · Grants Income 0.00 0.00 0.00 0.0% 0.004900 · Miscellaneous Income 0.00 0.00 0.00 0.0% 0.00

Total Income 339,569.64 341,361.00 -1,791.36 99.5% 311,014.63 387,832.00 -76,817.37 80.2%

Gross Profit 339,569.64 341,361.00 -1,791.36 99.5% 311,014.63 387,832.00 -76,817.37 80.2%

Expense9010 · Transfers 0.00 0.00 0.00 0.0% 0.009000 · Unappropriated Ending Fund Bal 0.00 0.00 0.00 0.0% 0.00 25,344.00 -25,344.00 0.0%5000 · Personnel Expenses 0.00 0.00 0.00 0.0% 0.00

6000 · Materials and Services 0.00 0.00 0.00 0.0% 0.00

7000 · Capital Outlay 339,569.64 341,361.00 -1,791.36 99.5% 15,854.73 362,488.00 -346,633.27 4.4%

Total Expense 339,569.64 341,361.00 -1,791.36 99.5% 15,854.73 387,832.00 -371,977.27 4.1%

Net Ordinary Income 0.00 0.00 0.00 0.0% 295,159.90 0.00 295,159.90 100.0%

Net Income 0.00 0.00 0.00 0.0% 295,159.90 0.00 295,159.90 100.0%

2:04 PM Philomath Fire and Rescue01/04/19 Profit & Loss Budget vs. ActualAccrual Basis July through December 2018

Page 1

General Fund Building Reserve FundJul - Dec 18 Budget $ Over Bud... % of Budget Jul - Dec 18 Budget $ Over Bud... % of Budget


4060 · Conflagration Income 240,333.39 161,000.00 79,333.39 149.3% 0.004500 · Transfers In 0.00 0.00 4,491.00 -4,491.00 0.0%4050 · Public Education Income 745.00 17,000.00 -16,255.00 4.4% 0.004040 · Bond Income -365.56 0.004000 · Carryover Fund Balance 351,609.86 311,462.00 40,147.86 112.9% 204,057.84 204,023.00 34.84 100.0%4010 · Delinquent Property Taxes 5,674.61 16,000.00 -10,325.39 35.5% 0.004020 · Current Property Taxes 1,108,190.94 1,097,219.00 10,971.94 101.0% 0.004025 · Interest - Property Tax 30.11 2,500.00 -2,469.89 1.2% 123.294026 · Interest Income 7,050.69 6,000.00 1,050.69 117.5% 3,692.75 870.00 2,822.75 424.5%

4035 · Grants Income 2,838.00 0.00 2,838.00 100.0% 0.004900 · Miscellaneous Income 5,656.83 3,000.00 2,656.83 188.6% 0.00

Total Income 1,721,763.87 1,614,181.00 107,582.87 106.7% 207,873.88 209,384.00 -1,510.12 99.3%

Gross Profit 1,721,763.87 1,614,181.00 107,582.87 106.7% 207,873.88 209,384.00 -1,510.12 99.3%

Expense9010 · Transfers 40,000.00 40,941.00 -941.00 97.7% 0.00 0.00 0.00 0.0%9000 · Unappropriated Ending Fund Bal 0.00 300,000.00 -300,000.00 0.0% 0.00 209,384.00 -209,384.00 0.0%5000 · Personnel Expenses 447,116.19 783,000.00 -335,883.81 57.1% 0.00

6000 · Materials and Services 168,230.71 355,981.00 -187,750.29 47.3% 0.00

7000 · Capital Outlay 95,377.48 134,259.00 -38,881.52 71.0% 0.00

Total Expense 750,724.38 1,614,181.00 -863,456.62 46.5% 0.00 209,384.00 -209,384.00 0.0%

Net Ordinary Income 971,039.49 0.00 971,039.49 100.0% 207,873.88 0.00 207,873.88 100.0%

Net Income 971,039.49 0.00 971,039.49 100.0% 207,873.88 0.00 207,873.88 100.0%


Page 2

Equipment Reserve Fund Vehicle Reserve FundJul - Dec 18 Budget $ Over Bud... % of Budget Jul - Dec 18 Budget $ Over Bud... % of Budget


4060 · Conflagration Income 0.00 0.004500 · Transfers In 40,000.00 31,000.00 9,000.00 129.0% 0.00 5,450.00 -5,450.00 0.0%4050 · Public Education Income 0.00 0.004040 · Bond Income 0.00 0.004000 · Carryover Fund Balance 57,179.40 57,169.00 10.40 100.0% 64,474.27 64,465.00 9.27 100.0%4010 · Delinquent Property Taxes 0.00 0.004020 · Current Property Taxes 0.00 0.004025 · Interest - Property Tax 34.63 31.874026 · Interest Income 1,037.19 240.00 797.19 432.2% 954.72 220.00 734.72 434.0%

4035 · Grants Income 0.00 0.004900 · Miscellaneous Income 0.00 0.00 0.00 0.00 0.0%

Total Income 98,251.22 88,409.00 9,842.22 111.1% 65,460.86 70,135.00 -4,674.14 93.3%

Gross Profit 98,251.22 88,409.00 9,842.22 111.1% 65,460.86 70,135.00 -4,674.14 93.3%

Expense9010 · Transfers 0.00 0.00 0.00 0.0% 0.009000 · Unappropriated Ending Fund Bal 0.00 88,409.00 -88,409.00 0.0% 0.00 70,135.00 -70,135.00 0.0%5000 · Personnel Expenses 0.00 0.00

6000 · Materials and Services 0.00 0.00

7000 · Capital Outlay 0.00 0.00

Total Expense 0.00 88,409.00 -88,409.00 0.0% 0.00 70,135.00 -70,135.00 0.0%

Net Ordinary Income 98,251.22 0.00 98,251.22 100.0% 65,460.86 0.00 65,460.86 100.0%

Net Income 98,251.22 0.00 98,251.22 100.0% 65,460.86 0.00 65,460.86 100.0%


Page 3

TOTALJul - Dec 18 Budget $ Over Budget % of Budget


4060 · Conflagration Income 240,333.39 161,000.00 79,333.39 149.3%4500 · Transfers In 40,000.00 40,941.00 -941.00 97.7%4050 · Public Education Income 745.00 17,000.00 -16,255.00 4.4%4040 · Bond Income 320,066.46 363,367.00 -43,300.54 88.1%4000 · Carryover Fund Balance 1,007,473.62 1,002,945.00 4,528.62 100.5%4010 · Delinquent Property Taxes 5,674.61 16,000.00 -10,325.39 35.5%4020 · Current Property Taxes 1,108,190.94 1,097,219.00 10,971.94 101.0%4025 · Interest - Property Tax 219.90 2,500.00 -2,280.10 8.8%4026 · Interest Income 12,735.35 7,330.00 5,405.35 173.7%

4035 · Grants Income 2,838.00 0.00 2,838.00 100.0%4900 · Miscellaneous Income 5,656.83 3,000.00 2,656.83 188.6%

Total Income 2,743,934.10 2,711,302.00 32,632.10 101.2%

Gross Profit 2,743,934.10 2,711,302.00 32,632.10 101.2%

Expense9010 · Transfers 40,000.00 40,941.00 -941.00 97.7%9000 · Unappropriated Ending Fund Bal 0.00 693,272.00 -693,272.00 0.0%5000 · Personnel Expenses 447,116.19 783,000.00 -335,883.81 57.1%

6000 · Materials and Services 168,230.71 355,981.00 -187,750.29 47.3%

7000 · Capital Outlay 450,801.85 838,108.00 -387,306.15 53.8%

Total Expense 1,106,148.75 2,711,302.00 -1,605,153.25 40.8%

Net Ordinary Income 1,637,785.35 0.00 1,637,785.35 100.0%

Net Income 1,637,785.35 0.00 1,637,785.35 100.0%


Page 4

GO Bond 201... GO Bond 201... General Fund Building Rese...


4060 · Conflagration Income 0.00 0.00 240,333.39 0.004500 · Transfers In 0.00 0.00 0.00 0.004050 · Public Education Income 0.00 0.00 745.00 0.004040 · Bond Income 0.00 320,432.02 -365.56 0.004000 · Carryover Fund Balance 339,569.64 -9,417.39 351,609.86 204,057.844010 · Delinquent Property Taxes 0.00 0.00 5,674.61 0.004020 · Current Property Taxes 0.00 0.00 1,108,190.94 0.004025 · Interest - Property Tax 0.00 0.00 30.11 123.294026 · Interest Income

4027 · Interest - Citizens Bank & OSU 0.00 0.00 21.23 0.004030 · Investments - LGIP 0.00 0.00 6,691.90 3,495.424026 · Interest Income - Other 0.00 0.00 337.56 197.33

Total 4026 · Interest Income 0.00 0.00 7,050.69 3,692.75

4035 · Grants Income 0.00 0.00 2,838.00 0.004900 · Miscellaneous Income 0.00 0.00 5,656.83 0.00

Total Income 339,569.64 311,014.63 1,721,763.87 207,873.88

Gross Profit 339,569.64 311,014.63 1,721,763.87 207,873.88

Expense9010 · Transfers 0.00 0.00 40,000.00 0.005000 · Personnel Expenses

5136 · Conflagration Wages 0.00 0.00 111,013.59 0.005100 · Fire Chief Wages 0.00 0.00 46,822.38 0.005105 · Deputy Chief Wages 0.00 0.00 35,532.00 0.005110 · Admin Asst Wages 0.00 0.00 24,199.90 0.005120 · Fire & Life Safety Officer Wage 0.00 0.00 27,627.69 0.005125 · Firefighter Wages 0.00 0.00 73,552.17 0.005130 · Overtime Wages 0.00 0.00 14,741.24 0.005135 · Extra Hire 0.00 0.00 14,340.00 0.005405 · Employers FICA 0.00 0.00 12,414.32 0.005410 · Employers Medicare 0.00 0.00 2,903.35 0.005420 · Workes Benefit Assessment 0.00 0.00 67.59 0.005430 · PERS - Employe 0.00 0.00 23,383.23 0.005431 · PERS - Pickup 6% 0.00 0.00 8,809.31 0.005440 · Health Insurance 0.00 0.00 51,709.42 0.00

Total 5000 · Personnel Expenses 0.00 0.00 447,116.19 0.00

6000 · Materials and Services6091 · Tuition Reimbursement 0.00 0.00 10,080.00 0.006001 · Contracted Professional Service 0.00 0.00 12,680.57 0.006010 · Office Supplies 0.00 0.00 1,572.02 0.006011 · Postage/Shipping 0.00 0.00 196.61 0.006020 · Insurance and Bond 0.00 0.00 12,375.81 0.006030 · Dues and Fees 0.00 0.00 4,202.32 0.006040 · Publications and Elections 0.00 0.00 560.00 0.006050 · Utilities 0.00 0.00 10,658.91 0.006060 · Telephone, Pagers, Internet 0.00 0.00 7,726.93 0.006070 · Travel 0.00 0.00 5,655.85 0.006080 · Conference 0.00 0.00 1,930.00 0.006090 · Education/Training 0.00 0.00 3,943.07 0.006100 · Equipment Maintenance Agreement 0.00 0.00 431.72 0.006110 · Equipment Rentals 0.00 0.00 36.80 0.006130 · Gas & Oil 0.00 0.00 7,626.99 0.006150 · Radio Maintenance 0.00 0.00 120.31 0.006160 · Equipment Maintenance 0.00 0.00 3,029.30 0.006161 · Vehicle Maintenance 0.00 0.00 22,623.25 0.006170 · Building Maint and Improvements 0.00 0.00 12,247.25 0.006180 · Grounds Maintenance 0.00 0.00 23.98 0.006190 · Small Tools & Equipment 0.00 0.00 2,278.17 0.006200 · Supplies - Department 0.00 0.00 6,827.77 0.006210 · Supplies - Medical 0.00 0.00 2,816.91 0.00

2:13 PM Philomath Fire and Rescue01/04/19 Profit & Loss by ClassAccrual Basis July through December 2018

Page 1

GO Bond 201... GO Bond 201... General Fund Building Rese...

6215 · Supplies - Prevention 0.00 0.00 3,587.29 0.006220 · Supplies - Suppression 0.00 0.00 689.96 0.006250 · Uniforms 0.00 0.00 10,946.49 0.006260 · Dispatch 0.00 0.00 11,430.00 0.006270 · Volunteer - Activities 0.00 0.00 7,127.15 0.006310 · Physical & Immunizations 0.00 0.00 2,773.53 0.006320 · Community Involvement 0.00 0.00 605.00 0.006900 · MIscellaneous Expense 0.00 0.00 1,426.75 0.00

Total 6000 · Materials and Services 0.00 0.00 168,230.71 0.00

7000 · Capital Outlay7130 · Capital Outlay - Bond

7136 · Lease-Purchase Repayment 336,869.51 0.00 0.00 0.007135 · Fees 0.00 15,854.73 0.00 0.007133 · Facilities 2,700.13 0.00 0.00 0.00

Total 7130 · Capital Outlay - Bond 339,569.64 15,854.73 0.00 0.00

7200 · Capital Outlay - Equipment 0.00 0.00 1,711.00 0.007150 · Capital Outlay - Vehicle 0.00 0.00 58,490.65 0.007110 · Capital Outlay - Building 0.00 0.00 11,160.50 0.007040 · Capital Outlay - Office 0.00 0.00 2,750.00 0.007060 · Capital Outlay - Radio 0.00 0.00 2,258.82 0.007070 · Capital Outlay - Hose/Appliance 0.00 0.00 4,720.01 0.007080 · Capital Outlay-Protective Equip 0.00 0.00 14,286.50 0.00

Total 7000 · Capital Outlay 339,569.64 15,854.73 95,377.48 0.00

Total Expense 339,569.64 15,854.73 750,724.38 0.00

Net Ordinary Income 0.00 295,159.90 971,039.49 207,873.88

Net Income 0.00 295,159.90 971,039.49 207,873.88


Page 2

Equipment Re... Vehicle Reser... TOTAL


4060 · Conflagration Income 0.00 0.00 240,333.394500 · Transfers In 40,000.00 0.00 40,000.004050 · Public Education Income 0.00 0.00 745.004040 · Bond Income 0.00 0.00 320,066.464000 · Carryover Fund Balance 57,179.40 64,474.27 1,007,473.624010 · Delinquent Property Taxes 0.00 0.00 5,674.614020 · Current Property Taxes 0.00 0.00 1,108,190.944025 · Interest - Property Tax 34.63 31.87 219.904026 · Interest Income

4027 · Interest - Citizens Bank & OSU 0.00 0.00 21.234030 · Investments - LGIP 981.76 903.71 12,072.794026 · Interest Income - Other 55.43 51.01 641.33

Total 4026 · Interest Income 1,037.19 954.72 12,735.35

4035 · Grants Income 0.00 0.00 2,838.004900 · Miscellaneous Income 0.00 0.00 5,656.83

Total Income 98,251.22 65,460.86 2,743,934.10

Gross Profit 98,251.22 65,460.86 2,743,934.10

Expense9010 · Transfers 0.00 0.00 40,000.005000 · Personnel Expenses

5136 · Conflagration Wages 0.00 0.00 111,013.595100 · Fire Chief Wages 0.00 0.00 46,822.385105 · Deputy Chief Wages 0.00 0.00 35,532.005110 · Admin Asst Wages 0.00 0.00 24,199.905120 · Fire & Life Safety Officer Wage 0.00 0.00 27,627.695125 · Firefighter Wages 0.00 0.00 73,552.175130 · Overtime Wages 0.00 0.00 14,741.245135 · Extra Hire 0.00 0.00 14,340.005405 · Employers FICA 0.00 0.00 12,414.325410 · Employers Medicare 0.00 0.00 2,903.355420 · Workes Benefit Assessment 0.00 0.00 67.595430 · PERS - Employe 0.00 0.00 23,383.235431 · PERS - Pickup 6% 0.00 0.00 8,809.315440 · Health Insurance 0.00 0.00 51,709.42

Total 5000 · Personnel Expenses 0.00 0.00 447,116.19

6000 · Materials and Services6091 · Tuition Reimbursement 0.00 0.00 10,080.006001 · Contracted Professional Service 0.00 0.00 12,680.576010 · Office Supplies 0.00 0.00 1,572.026011 · Postage/Shipping 0.00 0.00 196.616020 · Insurance and Bond 0.00 0.00 12,375.816030 · Dues and Fees 0.00 0.00 4,202.326040 · Publications and Elections 0.00 0.00 560.006050 · Utilities 0.00 0.00 10,658.916060 · Telephone, Pagers, Internet 0.00 0.00 7,726.936070 · Travel 0.00 0.00 5,655.856080 · Conference 0.00 0.00 1,930.006090 · Education/Training 0.00 0.00 3,943.076100 · Equipment Maintenance Agreement 0.00 0.00 431.726110 · Equipment Rentals 0.00 0.00 36.806130 · Gas & Oil 0.00 0.00 7,626.996150 · Radio Maintenance 0.00 0.00 120.316160 · Equipment Maintenance 0.00 0.00 3,029.306161 · Vehicle Maintenance 0.00 0.00 22,623.256170 · Building Maint and Improvements 0.00 0.00 12,247.256180 · Grounds Maintenance 0.00 0.00 23.986190 · Small Tools & Equipment 0.00 0.00 2,278.176200 · Supplies - Department 0.00 0.00 6,827.776210 · Supplies - Medical 0.00 0.00 2,816.91


Page 3

Equipment Re... Vehicle Reser... TOTAL

6215 · Supplies - Prevention 0.00 0.00 3,587.296220 · Supplies - Suppression 0.00 0.00 689.966250 · Uniforms 0.00 0.00 10,946.496260 · Dispatch 0.00 0.00 11,430.006270 · Volunteer - Activities 0.00 0.00 7,127.156310 · Physical & Immunizations 0.00 0.00 2,773.536320 · Community Involvement 0.00 0.00 605.006900 · MIscellaneous Expense 0.00 0.00 1,426.75

Total 6000 · Materials and Services 0.00 0.00 168,230.71

7000 · Capital Outlay7130 · Capital Outlay - Bond

7136 · Lease-Purchase Repayment 0.00 0.00 336,869.517135 · Fees 0.00 0.00 15,854.737133 · Facilities 0.00 0.00 2,700.13

Total 7130 · Capital Outlay - Bond 0.00 0.00 355,424.37

7200 · Capital Outlay - Equipment 0.00 0.00 1,711.007150 · Capital Outlay - Vehicle 0.00 0.00 58,490.657110 · Capital Outlay - Building 0.00 0.00 11,160.507040 · Capital Outlay - Office 0.00 0.00 2,750.007060 · Capital Outlay - Radio 0.00 0.00 2,258.827070 · Capital Outlay - Hose/Appliance 0.00 0.00 4,720.017080 · Capital Outlay-Protective Equip 0.00 0.00 14,286.50

Total 7000 · Capital Outlay 0.00 0.00 450,801.85

Total Expense 0.00 0.00 1,106,148.75

Net Ordinary Income 98,251.22 65,460.86 1,637,785.35

Net Income 98,251.22 65,460.86 1,637,785.35


Page 4

GO Bond 2016 -... GO Bond 2016 -... General Fund

ASSETSCurrent Assets

Checking/Savings1015 · Citizens Bank Checking 0.00 -35,979.73 57,566.631000 · Petty Cash 0.00 0.00 50.001010 · Wells Fargo Checking 0.00 0.00 0.201050 · Local Government Investment Poo 0.00 315,724.88 962,058.201060 · OSU - Savings Account 0.00 0.00 10,207.68

Total Checking/Savings 0.00 279,745.15 1,029,882.71

Accounts Receivable11000 · Accounts Receivable 0.00 0.00 2,025.72

Total Accounts Receivable 0.00 0.00 2,025.72

Total Current Assets 0.00 279,745.15 1,031,908.43

TOTAL ASSETS 0.00 279,745.15 1,031,908.43

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

2010 · Accounts Payable 0.00 0.00 4,345.57

Total Accounts Payable 0.00 0.00 4,345.57

Other Current Liabilities2400 · Payroll Liabilities

2132 · Oregon Transit Tax Withholding 0.00 0.00 328.712240 · Child Support Payable 0.00 0.00 290.002100 · Wages Payable 0.00 0.00 7,432.842110 · Federal Income Tax Payable 0.00 0.00 18,636.732120 · FICA Payable 0.00 0.00 9,784.342125 · Medicare Payable 0.00 0.00 2,467.012130 · State Income Tax Payable 0.00 0.00 12,126.522131 · Works Benefit Fund Payable(WBF) 0.00 0.00 176.732140 · PERS Payable 0.00 0.00 7,014.942145 · OR Saving Growth 457 Payable 0.00 0.00 4,751.002150 · Health Insurance Prem. Payable 0.00 0.00 2,587.402210 · Health Ins Prem Ded Pre Tax 0.00 0.00 88.562220 · PERS P&F (Lilja only) 0.00 0.00 16.322230 · Flexible Spending Account 0.00 0.00 1,255.322232 · Union Dues 0.00 0.00 600.03

Total 2400 · Payroll Liabilities 0.00 0.00 67,556.45

Total Other Current Liabilities 0.00 0.00 67,556.45

Total Current Liabilities 0.00 0.00 71,902.02

Total Liabilities 0.00 0.00 71,902.02

Equity3010 · Fund Balance -339,569.64 0.00 -388,503.433200 · Unallocated Fund Balance 339,569.64 0.00 388,263.43Net Income 0.00 279,745.15 960,246.41

Total Equity 0.00 279,745.15 960,006.41

TOTAL LIABILITIES & EQUITY 0.00 279,745.15 1,031,908.43

2:14 PM Philomath Fire and Rescue01/04/19 Balance Sheet by ClassAccrual Basis As of January 4, 2019

Page 1

Building Reser... Equipment Res... Vehicle Reserv...


Checking/Savings1015 · Citizens Bank Checking 0.00 0.00 0.001000 · Petty Cash 0.00 0.00 0.001010 · Wells Fargo Checking 0.00 0.00 0.001050 · Local Government Investment Poo 207,873.88 98,251.22 65,460.861060 · OSU - Savings Account 0.00 0.00 0.00

Total Checking/Savings 207,873.88 98,251.22 65,460.86

Accounts Receivable11000 · Accounts Receivable 0.00 0.00 0.00

Total Accounts Receivable 0.00 0.00 0.00

Total Current Assets 207,873.88 98,251.22 65,460.86

TOTAL ASSETS 207,873.88 98,251.22 65,460.86



2010 · Accounts Payable 0.00 0.00 0.00

Total Accounts Payable 0.00 0.00 0.00


2132 · Oregon Transit Tax Withholding 0.00 0.00 0.002240 · Child Support Payable 0.00 0.00 0.002100 · Wages Payable 0.00 0.00 0.002110 · Federal Income Tax Payable 0.00 0.00 0.002120 · FICA Payable 0.00 0.00 0.002125 · Medicare Payable 0.00 0.00 0.002130 · State Income Tax Payable 0.00 0.00 0.002131 · Works Benefit Fund Payable(WBF) 0.00 0.00 0.002140 · PERS Payable 0.00 0.00 0.002145 · OR Saving Growth 457 Payable 0.00 0.00 0.002150 · Health Insurance Prem. Payable 0.00 0.00 0.002210 · Health Ins Prem Ded Pre Tax 0.00 0.00 0.002220 · PERS P&F (Lilja only) 0.00 0.00 0.002230 · Flexible Spending Account 0.00 0.00 0.002232 · Union Dues 0.00 0.00 0.00

Total 2400 · Payroll Liabilities 0.00 0.00 0.00

Total Other Current Liabilities 0.00 0.00 0.00

Total Current Liabilities 0.00 0.00 0.00

Total Liabilities 0.00 0.00 0.00

Equity3010 · Fund Balance -232,186.23 -77,827.60 -116,762.483200 · Unallocated Fund Balance 232,186.23 77,827.60 116,762.48Net Income 207,873.88 98,251.22 65,460.86

Total Equity 207,873.88 98,251.22 65,460.86

TOTAL LIABILITIES & EQUITY 207,873.88 98,251.22 65,460.86


Page 2

TOTAL


Checking/Savings1015 · Citizens Bank Checking 21,586.901000 · Petty Cash 50.001010 · Wells Fargo Checking 0.201050 · Local Government Investment Poo 1,649,369.041060 · OSU - Savings Account 10,207.68

Total Checking/Savings 1,681,213.82

Accounts Receivable11000 · Accounts Receivable 2,025.72

Total Accounts Receivable 2,025.72

Total Current Assets 1,683,239.54

TOTAL ASSETS 1,683,239.54



2010 · Accounts Payable 4,345.57

Total Accounts Payable 4,345.57


2132 · Oregon Transit Tax Withholding 328.712240 · Child Support Payable 290.002100 · Wages Payable 7,432.842110 · Federal Income Tax Payable 18,636.732120 · FICA Payable 9,784.342125 · Medicare Payable 2,467.012130 · State Income Tax Payable 12,126.522131 · Works Benefit Fund Payable(WBF) 176.732140 · PERS Payable 7,014.942145 · OR Saving Growth 457 Payable 4,751.002150 · Health Insurance Prem. Payable 2,587.402210 · Health Ins Prem Ded Pre Tax 88.562220 · PERS P&F (Lilja only) 16.322230 · Flexible Spending Account 1,255.322232 · Union Dues 600.03

Total 2400 · Payroll Liabilities 67,556.45

Total Other Current Liabilities 67,556.45

Total Current Liabilities 71,902.02

Total Liabilities 71,902.02

Equity3010 · Fund Balance -1,154,849.383200 · Unallocated Fund Balance 1,154,609.38Net Income 1,611,577.52

Total Equity 1,611,337.52

TOTAL LIABILITIES & EQUITY 1,683,239.54


Page 3

Beginning Balance as of July 1, 2018 210.91 60

Sick Leave Vacation Sick Leave Vacation Sick Leave VacationJuly November March accrual 9 0 accrual 9 0 accrual 9 0 taken 0 0 taken 4 8 taken 0 0 balance 219.91 60 balance 247.91 12 balance 255.91 84

August December April accrual 9 0 accrual 9 0 accrual 9 0 taken 0 40 taken 0 0 taken balance 228.91 20 balance 256.91 12 balance 264.91 84

September January May accrual 9 0 accrual 9 0 accrual 9 0 taken 4 0 taken 28 0 taken balance 233.91 20 balance 237.91 12 balance 273.91 84

October February June accrual 9 0 accrual 9 80 accrual 9 0 taken 0 0 taken 0 8 taken balance 242.91 20 balance 246.91 84 balance 282.91 84

Tom Miller Leave Usage July 1, 2018 through June 30, 2019

ORGANIZATIONAL MANUAL

Rev. 12/2018 Philomath Fire & Rescue

Section O Confined Space Entry/Rescue

Procedure O-1

CONFINED SPACE ENTRY/RESCUE

I. PURPOSE: To provide a systematic approach for the provision of service of incidents that involve rescue within or entry of confined spaces.

II. DISTRICT POLICY: All Philomath Fire & Rescue response personnel will receive training in confined-space awareness and entry protocol for first responders. Annual attendance of a refresher class is mandatory.

III. OBJECTIVE: A. To train personnel on the criteria that constitutes a confined space. B. To train personnel on the appropriate steps to take once it has been

determined that confined-space entry or rescue is required.

IV. SCOPE: The policy applies to all personnel of Philomath Fire & Rescue providing emergency services: fire, rescue, medical care, or hazardous-materials response.

V. DEFINITION: Confined space is any area not intended for continuous worker occupancy that has limited openings for entry and exit and unfavorable natural ventilation that could contain or produce dangerous air contaminants. Confined spaces include but are not limited to:

1. Storage tanks 2. Wet wells 3. Pump stations, dry side 4. Utility vaults 5. Manholes or new construction manholes 6. Hoppers 7. Any other area where a rescuer is reasonably uncertain if the situation

meets all the criteria of a confined space. When in doubt, an area will be considered a confined space.

VI. PURPOSE: The Special Rescue Team will be requested if information from Dispatch or scene size up indicates the need for a confined-space entry/rescue.In the event of an actual or potential hazardous materials release, the Hazardous Materials Team will also be requested.

Prior to entry, the following steps MUST be performed: 1. Isolate and deny entry to all other personnel and bystanders.


Rev. 12/2018 Philomath Fire & Rescue

2. Begin air monitoring at entrance, and record readings. 3. If no flammable gasses are present, begin ventilating the space using

available forced-air ventilation. Electric fans may be used until the arrival of confined-space ventilation fans. NEVER USE GAS-POWERED FANS DUE TO THE POTENTIAL OF INTRODUCING CARBON MONOXIDE INTO THE SPACE.

4. Begin gathering information, such as number of patients, patient names and ages, any protective equipment patients may be wearing (harnesses, Self-Contained Breathing Apparatus, etc.), reason for being in the confined space, and time in confined space. If a confined space entry permit is available, gather this information to assist in identifying hazards.

5. Begin identifying all electrical, chemical, gas, water, and mechanical sources for the confined space for lock-out and tag-out procedures. In industrial settings, identify the most knowledgeable individual to assist you in this role. DO NOT ACTIVATE OR DE-ACTIVATE ANYTHING UNLESS YOU ARE CERTAIN OF THE CONSEQUENCES.

Responders may enter a confined space to perform rescue under the following conditions:

1. Air monitoring is performed and it is determined that atmospheric conditions meet the above criteria.

2. Access can be made to the patient, via a horizontal access port, without requiring the responder to remove their SCBA and the rescue can be accomplished in less than 10 minutes. If the rescue is going to take longer than 10 minutes, then a request must be made to Dispatch for response from the Special Rescue Team.

3. The patient is within sight of the entrance or exit, no special extrication equipment is needed, and the rescuer can remain attached to a safety line.

4. A backup member, in SCBA and breathing using an air tank, is positioned to make immediate rescue of the rescue team member making entry.

5. The goal of the rescue is to immediately remove potentially viable patients.

6. No other safety hazard exists or special equipment is needed. 7. One person is assigned entry, one person is assigned backup, and one

person is in the combined role of attendant and command. 8. The assigned attendant will keep a record of all entrants, recording the

times rescuers enter and exit the confined space. A record will also be kept of atmosphere readings of the confined space every 10 minutes.

If these criteria cannot be met, Philomath Fire & Rescue personnel may NOT enter the confined space. Only Special Rescue Team members may make entry.


Approved 12/2018 PHILOMATH Fire & RESCUE

Section O Technical Rope Rescue

Procedure O-24

TECHNICAL ROPE RESCUE

I. PURPOSE Responders of Philomath Fire & Rescue will have mandatory training to provide basic rope rescue and support in emergency operations. Although rope rescue might appear to be simple, it requires significant amounts of assistance and equipment to be accomplished safely and effectively. The purpose of this guideline is to establish the procedure to be adhered to when using technical rope skills and supporting a Special Rescue Team (SRT).

II. DEFINITION

First Responders - Personnel who have received the Philomath Fire & Rescue basic rope rescue training for anchors and lowering systems.

III. BASIC QUICK-RESPONSE TEAM ROPE SKILLS

Chiefs and Officers will evaluate each rescue situation and determine what actions can be taken by the resources and personnel available at scene. The Special Rescue Team will be requested if information from Dispatch or scene size-up indicates that technical rescue might be needed. The following guidelines for first-responder rope rescue should be adhered to.

1. First-responder personnel will only lower rescuers using a figure-8 descender to the victims to provide treatment and stabilization.

2. No rappelling is permitted. 3. There must be a stable anchor point (vehicles may be used). 4. The victim must be within 150 feet of the selected anchor point. 5. The rescuers are limited to low-angle rescue only. High-angle situations,

where the rescuer's weight would be completely dependent on the rope system, are not allowed for Philomath Fire & Rescue personnel.

6. The patient or vehicle must be in a stable location or be stabilized by personnel and in no danger of falling further.

7. Backboards are never to be used as a lifting device in scenarios involving technical rope rescue. Only appropriate rescue litters will be used.

8. Rescuers will not disconnect from the rope unless there is no danger of falling.

Special consideration will be given to protecting the patient by providing head protection, avoiding lowering the rescuers directly above the patient, and other logical measures.


Approved 12/2018 PHILOMATH Fire & RESCUE

An example of a typical low-angle rescue would involve a vehicle that has landed over a 50-foot embankment with a mildly injured patient requiring cervical protection. Accessing this patient may only require a single lowering line and a minimum number of personnel, but the technical and equipment needed to bring the patient back up the hill is significantly greater. Typically, this type of rescue will require a minimum of four people with harnesses attached to a stokes litter, assisted up the embankment by two lines on a mechanical-advantage system with a Prusik brake system.


Approved 12/2018 PHILOMATH FIRE & RESCUE

Section S SAFETY

Procedure S-12 District Building Preventative Maintenance Procedure

I. PURPOSE: To define clear expectations for the preventative maintenance of District buildings. This procedure will include critical areas to be inspected and a schedule of when to conduct these inspections. The District will decide who will conduct these inspections and provide training as necessary.

II. SCHEDULE:

District buildings will be inspected throughout the year which will include daily, monthly, quarterly, and as needed inspections during inclement weather.

Daily – Daily observations should be conducted by all employees. These observations will be done visually. The visual observations are simply taking notice of something that does not look correct and making sure to report it.

Monthly – Monthly inspections will be conducted by the Deputy Chief or designees. This inspection should be comprehensive and documented. The District will provide a checklist of items that should be reviewed. Any recommendations will be made to the Deputy Chief.

Quarterly – The safety committee will conduct quarterly inspections of the buildings per OR‐ OSHA Rule 437‐001‐0765 (7). Once they have completed their inspections, these should be compared to the monthly inspections. Any recommendations will be made to the Deputy Chief.

Inclement Weather – When the District is aware of a forecasted storm, the personnel will conduct a preventative inspection to make sure the facilities are ready. Once the storm has passed, the Distrtict personnel will conduct another inspection to identify any damage or repairs that need to be made. Any recommendations for repairs will be made to the Deputy Chief.

III. Building Maintenance

The following areas should be examined and functionally tested during the documented inspections:

Outdoors

• Roof • Gutters/Scuppers • Downspouts ‐ direct water away from the building • Doors/Seals/Caulking • Exterior Wall conditions/Holes/Paint/Siding • Exterior Lighting/Cameras • Parking Lots/Light Poles • Emergency Backup Generator • Vegetation trimmed away from buildings • Foundation



Indoors

• Emergency Lighting • HVAC System/Filters • Water Intrusion/Moisture Issues • Storage Areas • Interior Wall Conditions • Electrical Panels • Attics

IV. Training The District will conduct annual training for personnel that includes a refresher of items to be viewed or any new buildings or conditions they should be aware of.



Property Maintenance Checklist

Date of Inspection: Inspected by:

General: OK FIX N/A Comments Emergency Procedures available

SDS binders up to date and available Map for emergency shut off locations for water, gas, etc. posted

All fire extinguisher inspected and serviced

Fire alarm, smoke detectors, etc. tested Air Compressor

Back flow inspections current Lock out tag out devices onsite

Emergency contact numbers posted First aid kits available and properly stocked Personal Protection Equipment available

Custodial: OK FIX N/A Comments Ladders in good condition and secured

Flammable products stored in fireproof cabinets

Hand tools and power tools in good condition

Appropriate container available for oily rags. Clean and dirty rags clearly marked.

Wet floor signs available Secondary containers properly labeled

Parking lots and grounds OK FIX N/A Comments Sidewalks and parking lots free of trip hazards

Parking lot surfaces adequate

Parking lot light timers adjusted properly

All exterior signage in good condition

Security cameras operating and unobscured

All exterior lighting in working condition

Bushes/trees been trimmed away from facilities and exterior lighting

Roofs: OK FIX N/A Comments/WO Check roof for damage

Roof drains, down spouts clear of debris

Moss problems treated



Offices OK FIX N/A Comments All spaces adequately lit and in good repair

Power strips UL listed and in good repair

Electrical outlets within 4’ of sinks GFCI protected

Extension cords only in place for temporary use

Restrooms: OK FIX N/A Comments Flooring in good condition and clean

All plumbing fixtures in good condition

Storage, mechanical, boiler rooms: OK FIX N/A Comments Electrical panels accessible All electrical junction boxes have covers

Water heaters accessible

Pressure release valve on water heaters works

Filters replaced in HVAC equipment

Inclement weather preparation: OK FIX N/A Comments Ice melt and snow removal equipment available

Remove all exterior hoses from hose bibs

Roof drains and storm drains clear


Draft Rev. 11/2018 PHILOMATH FIRE & RESCUE 1

Section C GENERAL ADMINISTRATION

Procedure C-17 COMMUNITY FIRST AID/CPR/AED TRAINING

I. PURPOSE

Philomath Fire & Rescue recognizes the importance of First Aid, Cardiopulmonary Resuscitation (CPR), and Automated External Defibrillator (AED) training. The instruction of the general public increases both awareness and readiness within the community. This readiness plays a vital role in the chain of survival for heart attack victims.

The purpose of Philomath Fire & Rescue’s First Aid/CPR/AED training program is to facilitate the education and certification of the general public in the delivery of basic First Aid, effective CPR and AED use in accordance with current American Heart Association (AHA) guidelines. It is also the intent of the District to provide this training at regular, predictable intervals.

This policy establishes a fee schedule for providing First Aid/CPR/AED courses to the public.

II. POLICY

Philomath Fire & Rescue offers certification and recertification classes to laypersons, members of the Department and their families, and members of other public-safety agencies. The fees for American Heart Association certification shall be published annually on the District’s web site and take effect on 1 January of each year. Fees shall be collected at the time of registration by cash or check and are non-refundable (purchase orders may also be used). People who cancel a class may take a subsequent class. Members of the Department as well as their immediate family members may take the courses for no charge.1

Additionally, groups will be charged a $50 administrative fee for classes offered at a site other that our main Fire Station at 1035 Main Street, Philomath.

Upon completion of the course, successful participants will receive an American Heart Association certification card valid for two years. Participants must pay for the course before or at the time of service or must provide a duly authorized Purchase Order from their agency for billing.

The District will comply with AHA requirements for maximum instructor/student ratio. The District may require a minimum class size.

All courses are taught by personnel certified by the American Heart Association and approved by the Fire Chief or designee.

1 "Family member" is defined by State of Oregon Statutes, ORS 659A.150(4).

9/14 PHILOMATH FIRE & RESCUE 1of 13


PHILOMATH FIRE & RESCUE

BOARD POLICY & PROCEDURES

INDEX

SUBJECT ARTICLE SECTION PAGE NUMBER

Purpose of District I 1 4

Purpose of Policy II 1, 2,3,4 & 5 4

Organization III 1 & 2 5

Qualifications and Authority IV

Elector or Property Owner 1 5

Employee and Volunteers 2 5

Elections 3 5

Vacancies 4 5 & 6

Actions as Board Members 5 6

Board Positions 6 6

Responsibilities of Board V

Board as Policymakers 1 6

Board and Funding 2 6

Board Responsibilities 3 6 & 7

Board and Planning 4 7

Board and Ethics 5 7

Board Attendance 6 7

Board Proxy Vote and Comments 7 7

Duties of Board Members VI

President 1 7

Vice President 2 8

Secretary 3 8

Treasurer 4 8

Board Members 5 8


Meetings and Agenda VII

Regular Meetings 1 8

Agenda 2 8 & 9

Special Meetings 3 9

Emergency Meetings 4 9

Executive Session 5 9 & 10

Meeting quorum 6 10

Voting At Meetings 7 10

Minutes of Meetings 8 11

Roberts Rules of Order 9 11

Outside District Operations VIII 11

Public Records Fee IX 11

Reimbursement Guidelines X 12

Purchasing XI 12

Recognition XII 12

General Provisions XIII

Repeal 1 13

Nondiscrimination 2 13

Severability 3 13


PHILOMATH FIRE & RESCUE

BOARD POLICY & PROCEDURES

ARTICLE I

PURPOSE OF THE FIRE DISTRICT

SECTION 1. Philomath Fire and Rescue, hereinafter referred to as PF&R, is established in

accordance with the laws of the State of Oregon, in order of priority:

A. Fire protection services within the boundaries of PF&R.

B. Emergency medical and rescue service within the boundaries of PF&R.

C. Emergency services to out-of-district organizations according to cooperative mutual

aid agreements and automatic aid agreements.

D. Emergency services out-of-district requested by public organizations and public

authorities.

ARTICLE II

PURPOSE OF DISTRICT POLICY

SECTION 1. This board policy provides for and assumes the businesslike operation of PF&R.

SECTION 2. The board policy is not meant to be all inclusive of district rules, nor is the policy meant

to negate Federal, State or Local laws.

SECTION 3. Board policy is developed with input from members of the district and adopted by the

Board of Directors.

SECTION 4. The District shall base its policies, procedures and regulations on the best available

information and input from affected parties. Except when deemed inadvisable by the

Board of Directors, due to emergency or other circumstances warranting or requiring

immediate action, any proposed adoption, amendment or repeal of a policy shall be

introduced for discussion at one meeting, but not acted upon until the following or a

subsequent meeting. The proposed action shall be included in the notice of the meeting

promulgated in accordance with the Public Meeting Law.

SECTION 5. Board policy shall be reviewed annually at the regular July meeting of the Board of

Directors.


ARTICLE III

ORGANIZATION AND METHOD OF ORGANIZATION

SECTION 1. The agency shall be organized in the following manner: A. Board of Directors.

B. Fire Chief.

C. Assistant Chief.

D. Staff and Volunteer Officers.

E. Volunteers.

SECTION 2. Method of organizing:

A. Board members shall be elected at large, by position number, by electors of the

District. (ORS 478.221(2b))

B. Vacancies shall be filled on the board pursuant to article IV, section 4.

C. The Board of Directors shall hire the Fire Chief. (ORS 478.260)

D. The Fire Chief with board approval shall hire all other employees.

E. The Fire Chief shall select and appoint volunteer officers with input from volunteers

and staff.

F. The Fire Chief shall select and appoint all other volunteers.

ARTICLE IV

QUALIFICATIONS AND AUTHORITY OF BOARD MEMBERS

SECTION 1. Elector or Property Owner: A PF&R board member shall be an elector or property owner within the PF&R district.

(ORS 478.050)

SECTION 2. Employees and Volunteers: As of September 4, 2003, no PF&R employee or volunteer can serve on PF&R Board of

Directors. (ORS 478.050) and (PF&R ORD. 103 passed in accordance with ORS

478.050)

SECTION 3. Elections: The five PF&R Board of Directors are legally elected to four year terms. Elections are

held in odd numbered years, with two positions being filled at one election and three

positions being filled at the next election.

SECTION 4. Vacancies: In the event of a vacancy on the PF&R Board of Directors, the Board shall advertise the

position as vacant and allow reasonable time for all interested persons to submit a letter

of interest for the position. At the first regular scheduled PF&R board meeting after

notice has been given and sufficient time for letters of interest to be reviewed, the Board

shall appoint a director from those individuals who submitted letters of interest. The

top three applicants shall be interviewed by the Board of Directors. Applicants shall

have to meet qualifications set by ORS 478.050 and District Board policy.


The period of service of a person appointed under this section shall expire on June 30

following the next regular district election, at which a successor is elected. The

successor shall be elected to serve the remainder of the term for which appointment was

made. If the term for which the appointment was made expires June 30 after the

election of the successor, the successor shall be elected to a full term. In either case the

successor shall take office July 1 following the election. (ORS 198.320 (1) (2)

SECTION 5. Actions as Board Member: No individual Board Member may speak for or on behalf of the Board of Directors,

except as authorized to do so by official action as recorded in the official minutes,

guidelines or policies of the District. All official actions of the Board must be taken by

public vote. The Board shall not be bound by any actions or statements on the part of

any individual Board member, past or present.

SECTION 6. Board Positions:

At the regular scheduled meeting in July the Board shall elect for a one- (1) year term.

The same Board Member may serve as both Secretary and Treasurer:

A. President

B. Vice President

C. Secretary

D. Treasurer

ARTICLE V

RESPONSIBILITIES OF THE BOARD MEMBERS

SECTION 1. Board as Policymakers:

The Board is responsible for policymaking, not administration.

SECTION 2. Board and Funding: In anticipating and budgeting for District expenditures, the Board will allocate funds

necessary to select, outfit, train and maintain the best possible emergency services force

including personnel, apparatus and equipment. The Board shall review financial reports

and monthly expenditures. The time, place and manner of such reviews will be

determined by subsequent Board resolution.

SECTION 3. Some responsibilities are, but not limited to: A. Abide by, and become familiar with, all laws and policies governing the operation

of the District.

B. Approve all policies for the District and review as needed.

C. Approve all contracts for the District and review as needed.

D. Adopt ordinances and pass resolutions.

E. Adopt an annual budget in accordance with ORS 294.

F. Require reports by the Fire Chief concerning the conditions, efficiency and needs of

PF&R.


G. Keep abreast of the needs of the District by evaluation of the total program,

consultation with advisory groups and District employees.

H. Approve job descriptions

I. Approve wages and benefits for employees

SECTION 4. Planning:

It is the responsibility of the Board of Directors to keep abreast of all ongoing or

anticipated planning processes, activities and functions of organizations or parties inside

or bordering the PF&R boundaries, which may affect the Fire District in its operations

or planning. Board members may be required to attend certain meetings with, or in lieu

of, the Liaison Officer in order to obtain pertinent information. The District shall

develop and maintain a long-range plan concurrent with other planning organizations

with a minimum of a five-year range.

SECTION 5. Ethics:

Board Members act as representatives of the citizens of the District. Therefore, Board

Members shall adhere to the highest ethical standards in the conduct of District business

as set forth in ORS Chapter 244.

SECTION 6. Attendance:

In order to effectively carry out their duties, Board Members must regularly attend

Board meetings, and be adequately prepared and informed. Advance notice of absences

is recommended. Members are encouraged to attend conferences and other training

programs as the Board may authorize.

SECTION 7. Proxy Voting:

Board Members may not assign a proxy vote, but submit written comments on any

agenda items if absent.

ARTICLE VI

DUTIES of PRESIDENT, VICE-PRESIDENT, SECRETARY and TREASURER

SECTION 1. Duties of the President:

A. The President shall preside at meetings of the Board of Directors.

B. The President shall consult with the Fire Chief regarding the agenda and preparation

of each Board meeting.

C. The President shall have the same right as other members of the Board, to discuss

and vote on questions before the Board.

D. The President shall sign official District documents on behalf of the Board when

authorized to do so by a majority of the Board and, after the Board at an open

meeting, has approved that document.

E. The President shall create and appoint special committees subject to approval by the

Board.

F. The President shall have the authority to sign checks for the District.


SECTION 2. Duties of the Vice President:

A. In the absence of the President, the Vice President shall have the powers and duties

of the President.

B. The Vice President shall have such other powers and duties as approved by a

majority vote of the Board from time to time.

C. The Vice President shall have the authority to sign checks for the District.

SECTION 3. Duties of the Secretary:

A. The Secretary shall sign official District documents when two (2) signatures are

needed, on behalf of the Board; after the Board, at an open Board meeting, has

approved that document.

B. The Secretary shall have the authority to sign checks for the District.

SECTION 4. Duties of the Treasurer:

A. Assure that accurate accounting and financial records are maintained by the

District.

B. Annually review the District's financial audit with District personnel prior to

submitting the audit to the Board.

C. Send, or cause to have sent copies of the audit to state or local agencies requiring

its submission.

D. The Treasurer shall have the authority to sign checks for the District.

SECTION 5. Duties of other Board members:

A. In the absence of the President and Vice-President, someone other than the

Secretary shall preside over Board meetings with powers and duties of the

Chairperson.

B. Board members shall have the authority to sign checks for the District.

ARTICLE VII

MEETINGS AND AGENDA

SECTION 1. Regular Meetings: Regularly scheduled Board meetings shall be held on the first Monday of every month

at 7:00 PM at Philomath City Hall – 980 Applegate Street, Philomath with the

exception of the September meeting. The September meeting will be held on the

Wednesday following Labor Day. All meetings of the Board of Directors and of Board

appointed committees of PF&R shall comply with the Oregon Public Meeting Law

(ORS 192.610 to 192.690). Only one Board member may attend and vote during a

public Board meeting via telephone or digital means. Any request for remote

attendance must be made at least two weeks in advance of a meeting to the Board

President. The first Board member making the request has priority for attending


remotely to have the equipment and technical knowledge to connect to the meeting

using the telephone or other digital systems used by the District.

SECTION 2. Agenda: The agenda of meetings of the Board of Directors of PF&R shall be published in the

Corvallis Gazette Times. The agenda shall include a list of principal subjects

anticipated to be considered. ORS 192.640

Recommended agenda for meeting:

A. Roll Call.

B. Approval of previous minutes.

C. Financial Report.

D. Visitors.

E. Staff Reports – President, Chief, Secretary, Treasurer.

F. Representative Reports - Volunteers.

G. Unfinished Business.

H. New Business.

I. Adjournment.

SECTION 3. Special Meetings:

A Special Meeting may be called by the President or any three Board members at any

time, with at least 24 hours notice. The required twenty-four hours special meeting

notice shall be given to the public as outlined in section 2 of this article and the news

media, if they have requested meeting notification, as per ORS 192.640 (3). Notice

shall give reason for special meeting and no business shall be transacted other than

posted purpose or purposes for the special meeting.

SECTION 4. Emergency Meetings:

Emergency meetings may be called by the President or any three Board members. An

emergency meeting may be called with less than twenty-four (24) hours notice. The

President or Board members calling the meeting shall recite the reason at the beginning

of the emergency meeting and the minutes for such a meeting shall describe the

emergency justifying less than twenty-four (24) hours notice.

An emergency exist when there are objective circumstances which, in the judgment of

the person or persons calling the meeting, create a real and substantial risk of harm to

the District, such as a specific physical threat to District property, which would be

substantially increased if the Board were to delay in order to give twenty-four (24)

hours notice before conducting the meeting. An emergency meeting is to be held only

in rare and extreme situations. The convenience of Board Members is not grounds for

calling an emergency meeting.

When calling an emergency meeting, every effort should be made to notify the public

and news media, as appropriate to the circumstance.


Only business related directly to the emergency meeting shall be conducted at said

emergency meeting (ORS 192.640 (3)).

SECTION 5. Executive Session:

A. Notice. Notice of executive session shall be provided in accordance with Article

VII Section 2, or under Article VII Section 4.

B. Voting. The Board shall not make any final decisions while in executive session.

This policy, however, shall not prohibit full discussion of Board Members' views

during executive session.

C. Announcement. The President or other presiding officer shall announce the

statutory authority for the executive session before going into closed session. Once

the executive session has been convened, the President shall direct any

representatives of the news media who are present not to report certain specified

information from the executive session. The extent of the non-disclosure

requirement will be no broader than the public interest requires, and the news media

will ordinarily be allowed to report the general topic of discussion in the executive

session. Board members, staff and other persons present shall not discuss or

disclose executive session proceedings outside of the executive session without

prior authorization of the Board as a whole.

D. Purposes. Executive sessions will only be held for the following purposes:

1. Employment of Personnel ORS 192.660(1)(a).

2. Discipline of Public Officers and Employees ORS 192.660(1)(b).

3. Consultation with Labor Negotiator ORS 192.660(1)!d).

4. Real Property Transactions ORS 192.660(1)(e)

5. Exempt Records ORS 192.660(1)(f).

6. Litigation/Consultation with Legal Consul ORS 192.660(1)(h).

7. Performance Evaluations ORS 192.660(1)(i).

8. Labor Negotiations ORS 192.660(2).

SECTION 6. Meetings:

The Board of Directors is composed of five members, whereby all meetings shall

require the physical presence of a Board quorum, which is three, and all votes will

require a majority of the total board, which is at least three. If only three members are

present, a unanimous vote shall be required to take final action.

SECTION 7. Voting at Board meetings: A. Abstention: A Board member may explain for the record, when voting on an issue,

a statement indicating either the reason for their vote or abstention.

B. Conflict of Interest: Board members must publicly declare a potential or actual

conflict of interest prior to discussion, recommendation, vote or other official action

on an issue. Board members must announce and explain the nature of any potential

or actual conflict of interest. The declaration and the nature of the conflict shall be

recorded in the minutes. ORS Chapter 244

Potential Conflict of Interest:

With a potential conflict of interest, a board member may participate in the

action once the declaration has been made.


Actual Conflict of Interest:

With an Actual Conflict of Interest a board member must refrain from taking

any official action on the issue. If the board members vote is necessary for the

board to achieve a quorum, the board member may vote, but may not discuss or

debate the issue.

C. Votes shall be recorded. Any member may request that his or her vote be changed, if

such request is made prior to consideration of the next order of business.

SECTION 8. Minutes of Meetings:

A. Public Meetings:

The Board shall keep written minutes of all of its public meetings in accordance

with the requirements of ORS 192.650. Minutes of public meetings shall include at

least the following information:

1. All members of the Board present.

2. All motions, proposals, resolutions, orders, ordinances and measures

proposed and their disposition.

3. Results of all votes, including the vote of each member by name.

4. The substance of any discussion on any matter.

5. Subject to ORS 192.410 - 192.505 relating to public records, a reference to

any document at the meeting.

6. Written minutes of public meetings shall be made available to the public

within a reasonable time after the meeting. ORS 192.650(1)

B. Executive Sessions:

Minutes of executive sessions shall be kept separately from minutes of public

meetings. Minutes of executive session may be kept either in writing, in the same

manner as minutes of public sessions, or by tape recording. If minutes of an

executive session are kept by tape recording, written minutes are not required,

unless otherwise provided by law. ORS 192.650(2)

SECTION 9. Robert’s Rules of Order:

Robert’s Rules of Order shall govern the conduct and parliamentary proceedings of the

meetings, unless otherwise provided for in Board Policy and/or rules consistent with the

laws of the State of Oregon.

ARTICLE VIII

OUTSIDE DISTRICT OPERATIONS

Refer to Operational Guidelines, Section O, Out of District Response, Procedure O-13 – Out of District

Response (Attachment A).


ARTICLE IX

FEES FOR OBTAINING PUBLIC RECORDS

Refer to Operational Guidelines, Section C, General Administration, Procedure C-13 – Policy on Fees

For Obtaining Public Records (Attachment B).

ARTICLE X

REIMBURSEMENT GUIDELINES

SECTION 1. The Fire Chief shall authorize schooling, training and conferences, including related

expenses for employees and volunteers.

SECTION 2. The Board of Directors, by majority vote, shall authorize travel and other expenses for

Board members.

SECTION 3. All Board members, employees and volunteers can reasonably expect to receive

reimbursement for authorized travel, lodging, meals, registration, tuition and other

related expenses for schooling, training, conferences and meetings representing the

PF&R as per the Employee Personnel Policy Section 17.5 – Training Cost, 17.6 –

Travel and 17.7 – Meals and Lodging (Attachment C).

SECTION 5. Any Board Member, employee or volunteer who is accompanied by a spouse or guest

shall pay any excess costs of registration, lodging or meals, which attributable to such

spouse or guest.

SECTION 6. Board Members, district employees and volunteers are expected to use good judgement

regarding the expenditure of district funds for travel expenses.

ARTICLE XI

PURCHASING

Refer to Operational Guidelines, Section C, General Administration, Procedure C-8 – Financial

Management Policy (Attachment D)

ARTICLE XII

RECOGNITION

SECTION 1. The Board of Directors may recognize any member of the fire district and any civilian

personnel who has performed any act of outstanding service on behalf of the district or


rendered a life saving service to any citizen, any fire district personnel who perform in

an exemplary manner in the achievement of higher levels of education or skills, or any

retiring board member who has performed appropriate service to the district may also

be recognized.

ARTICLE XIII

GENERAL PROVISIONS

SECTION 1. Repeal:

All previously adopted rules; regulations, policies or standard operating guidelines in

conflict with this policy are hereby repealed.

SECTION 2. Nondiscrimination:

Pursuant to PF&R's nondiscrimination and harassment policy, no provision of this

policy is intended as discrimination against any individual on the basis of race, religion,

color, creed, age, sex, national origin or disability.

SECTION 3. Severability:

If any part, term or clause of this policy is or becomes in conflict with any law, the

validity of the remaining provisions and clauses shall not be affected and the policy

shall remain in force as if it did not contain the particular part, term or clause in conflict

with law.

Philomath Fire and Rescue Board of Directors

Approved This 3rd

Day of September, 2014

Larry Sleeman Signature ____________________________ Board President

Ruth Jacobs Signature ____________________________ Board Vice President

Rick Robinson Signature ____________________________ Board Secretary Treasurer

Tom Ries Signature ____________________________ Board Member

Joe Brier Signature ____________________________ Board Member

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