Meeting was convened at 8:08 by the President, Lloyd Smith.
Attendees: Lloyd Smith, Chris Horgan, Sharon Rooney, Christine
Hancock, Gordon Hancock, Ed Royce, Gordon Ehmann,
Election of BoD Members
A. Conflict of interest forms
1. All sign forms and Lloyd Smith keeps copies
1. Two new board members,
Kimberley Cushman and Chris Horgan, (msc: Lloyd,
2. Election of Secretary
(Kimberley Cushman) and Treasurer (Sharon Rooney) (msc: Lloyd, Ed)
3. Today special meeting of the
board, come together to create a future plan.
A. Electronic banking arrival of two $5,000 deposits.
B. Pros/Cons Electronic Banking
1. Bylaws state checks must have
two signatures, treas. and pres. Only
2. Electronic banking has decision
of one person.Anyone with password
3. Two ways to use online banking:
access to look online only
or online banking; transactions
done online only
4. Alta One allows looking online
for free, Flag system for withdrawals,
Sharon R. suggests Alta One or
for $7/mo to look at account online w/o online bill pay. $14.99 to have online
access @ WA bank
5. For paying bills: Still have to
write checks, Sharon reports 2009 checks written amounts to two page summary,
easy to check payments and deposits on monthly statements.
a. Decision to leave banking as
is.Get direct deposit and check at
end of month on monthly statement.
C. Bill Pay
1. President Lloyd signs checks
and Treasurer Sharon able to pay bills.
2. Add additional signer for check
writing besides only treas. and pres.Leave
bylaws as is.
3. Checks just purchased.Bill to pay with Patrick, still signature with Robin.
plans to go for new signature cards today at WA bank.
A. Past Schedule
1. Board of directors meet for
first hour, Stakeholders follows
2. A lot of repeating ourselves
and complaints on length of meeting.
B. Lloyd proposes using computer/email for BoD meeting
1. Patrick sends bill to Ed,
chairman of grants committee, Ed should know if bill is valid.Ed reviews, recommends payment and sends email to all board members.Reply to all with vote.Record
of agreement.Record electronically
or print, decision to keep electronic copies only.
2. Ed forwards bill with
recommendation, Seven replies to pay bill, only five approvals required.
a. Replies not to include attachment
b. If you do not
agree, then start discussion via email
3. For budget expenses doesn’t
need vote.Already voted on and
Not in budget, need discussion and
open for vote.
4. Respond with your opinion, we
need all information for decision and discussion.
5. Vote on every bill to be paid.
1. If vote on every bill to pay,
BoD knows bills are being paid even though they are in the budget.
C. Storage of Minutes
files on flash drive all voting emails.
2. Use reports on emails to
D. BoD Meeting
1. Bylaws 3.11 states meeting is
third Thursday of every month.
2. Meetings can be electronic
meeting without violating bylaws.
3. Resolution would be for
electronic meeting and minutes.Electronic
meeting is still a meeting.
4. Ed suggests listing actions
each month and send out as minutes.Third
Thursday of every month.
a. Cut and paste
emails for a summary by third Thursday of each month.
backs ups minutes on flash drive.
1. Minutes done
in Word and attached to monthly email.
5. Ed motions to establish policy
of action electronically with email and reply to all and Sec. to keep records in
digital or paper form, Sec. summarize Board actions monthly, Actions please
section in bylaws 3.11.Electronic
meetings are official meetings and Sec summarizes monthly and keep backup. (msc:
a. Five day
waiting period before decision of quorum, which is five.
1. In past spotty attendance.Repetition throughout meeting
2. Lloyd proposes change in format
of meetings.More what council is
doing and not what bills to pay.
a. Reports from
b. Reports from
Agencies: presentation, public issue
c. About 30
3. How frequently is good enough,
meeting on scheduled basis.
a. Lloyd proposes
quarterly schedule, Feb, May, Aug, Nov.
b. Kern Fire Safe Council (pres.
of each three councils in Kern Co.) does quarterly meetings (Mar, Jun, Sep,
Dec).Our meetings done one month
prior to KFSC meeting, good timing . Collaborative meets in Oct.Come back to KRVFSC BoD with agreements of collaborative in Nov, and
approval of proposals in Feb.
meeting doesn’t need treas. reports.
e. Ed is concerned on bringing
new people in when meetings are only quarterly.
1. Direct newcomers to a
committee of their interest.
f. Two hours to meet possible on
quarterly basis.Less than two hours
without business.Fill time with
representation from agencies.
1. FS and BLM
2. Coordinate with attendees to
see if there is a better meeting day.FS
is main schedule conflict.
5. Start time of Stakeholders
Introduce change of strategy and
6. The last physical BoD meeting will be February 18, and
Will review and adopt the 2010
Five minute break
Contact and Attendance List:
Business of KRVFSC conducted by BoD.
Email written reports monthly and include in minutes.
Do we want them and who is responsible, total of seven only
three with direction.Good to have
all board members on
-The committees are a good delineation of jobs in council
1. Ed Royce Chairman
a. Patrick, Lloyd and Sharon members
B. Fund Raising
1.Lloyd Smith Chairman
1. Gordon Ehmann Chairman
a. Tom Parkin, Chris Horgan and Dean McClellan members.
b. Presentation to proceed
chipper day involvement to educate on procedure
D.Speakers Bureau combined with Education
1. Chris Horgan Chairman
a. Christine and Gordon members
2. Uniform presenter
3. Travel miles for presenters can be used for matching funds.
a. Lloyd and Ed members
b. CA fire safe council must review before sent to newspaper
c. Only one person has contact with newspaper
1. Ed Royce Chairman
a. Chris member
education with website later and work towards a combo.
Agency people can be on a committee.
Committee chairman sends monthly report to
stores in electronic file.Just a
summary. Send in Monday before third Thursday of month so
can include in monthly minutes.No
response will be stated in minutes.
1. Currently wide distribution of quarterly meeting agenda
2. Continue distribution list and
hope for better meeting attendance (use contact list)
3. Distribute agenda to BoD a few
days before general dist. To receive feedback.Send out Monday before meeting to contact list.
B. Minutes, Board and Stakeholders
1. Past distribution to all contact list, not done in Jan. 2010
2. With Agenda dist., note minutes
exist for last meeting on web site for all to view if desire.
3. Both BoD and Stakeholders
minutes exist on web site.
a. Three month delay on board
meetings due to update at same time.
b. Change minutes to pdf and post
on website on pdf.
4. Minutes approved by BoD via email and sent to
within five days.
5. Review Stakeholders minutes by
prior to posting on website
1. Part of BoD minutes.Post
every three months on website.
2. Treas. makes changes and sends
to include in BoD summary monthly minutes.
2010 Operation Objectives
What does KRVFSC want to do and the implications…
owns chipper and has ins. but FS maintains chipper, we are free to use any
chippers on chipper days.
hoc: numbers of families or big enough area
Certain days advertise to put piles on street for chipping
chipper days more noticeable and publicized.
a.State Farm gave $6000 for printing and dist.
b.Last year only $2500 from State Farm
c.Council picks up remaining cost. $600 of dist.
d.Not available during wildfire awareness week
e.Exactly the same last three years
f.Brochures for those interested versus general dist.
g.KVS paid dist of 9,000. All 10,000 copies went into newspaper
h.State Farm will pay for education
Still distribute through newspaper and find a way to
distribute another way.Budget for
other publications as well as newspaper insert.
Printing is minimal in comparison to content
a.All finished but repair with web address printed on bottom
a.Edit and get message to right people
Living Green, Health Fair, Special Wildfire Awareness Week event, Kern
County Fair, etc.
a.Not involved with Living Green, lacking volunteers
b.Visitors Guide ad for $750, is it worth the money?
c.Speak with Debbie on Wildfire Awareness Week, Lloyd takes action
to contact Debbie and speak over her plans or ideas.
2010 Budget Objectives
A. Expected Grant Income
1. Ed will send
copy of grants received.
2. State Farm $2500
1. Website constant
2. Chamber fees the same
3. Tax depends on grant distribution, over $500,000 automatic audit
4. Water proof bags went to Fire Dept for fire boxes
contribution for $250
5. Contributions expected cost,
$500 proposed (list as unexpected expense)
consolidates into categories and will send out for review
7. Educational material, line item list $1500
8. Developmental Expenses
a. money paid to Patrick in prior year
9. Need web address on sign (9 signs in all)
D. Fixed Assets
2. Computer, camera and misc.
Review ins. before renewal in
July, no ins. needed on computer and camera
BoD approve email for budget by
Post Office Box key to
to check box once a week. Gordon back-up key
Robin inventory next door; display
board, etc.Lloyd will take home and
dist later.Christine will take home
other display board.
Lloyd prepared letter to Rick Larsen requesting replacement
Kern River Valley Fire Safe
PO Box 633, Kernville, CA 93238