SOURDOUGH RURAL FIRE DISTRICT MINUTES
September 23, 2002

The regular meeting of the Sourdough Rural fire District was held on September 23, 2002 at the Fire Station at 4145 South Third Road. The meeting was called to order by Chairman Dave Kraft at 7:40 PM. Trustees present were Geddes, Bachman and Dayhuff. Others in attendance were Chief Crandell, Jason Jarrett (GalCo SO), Randy Larimer (prospective trustee), Dave Lucas and Dan Springer - RAE Fire Cottonwood Station committee, J.D. Engle, RAE Fire and Oren Schumacher, station architect.

It was noted that a quorum had not been present at the August meeting time and place, thus no business was conducted.

The minutes of the regular July 17 meeting had been presented previously through e-mail, but were not brought to the meeting. There were no corrections necessary. Geddes moved and Bachman seconded for approval (signature to be affixed at October meeting). Passed.

The Treasurer's report (included in record) was presented: Geddes noted that the August warrants had been signed by himself and Bachman, so as to maintain credibility with vendors. Warrants to be paid in September include a check drafted on the loan account for the amount of $227,136 to Kamps Equipment for the purchase of two cab and chassis trucks per specification. Geddes moved acceptance and payment of warrants (noting the competence of bookkeeper Mueller); Bachman seconded. Passed. It was noted that the Montana Entitlement Fund incomes was $10,000; this category replaces motor vehicle tax assessment returns. This sum is beyond the anticipated budget income.

Chief's report (included in record):
The annual Pancake Breakfast will be held at the Station on Saturday, October 12. The ongoing district projects will be displayed on story-boards at the breakfast. The chief asked that the $10,000 entitlement income be devoted to replacement of the north building overhead door, and authorization to contract that work for completion prior to the pancake breakfast. Bachman so moved and Geddes seconded; passed. The trustees noted the extensive landscaping work accomplished on the site of the septic system installation. This project was accomplished in-house by the fire fighters, and will be complete by the pancake breakfast.
The first annual Gallatin Valley Trustee and Fire Officer Seminar will be held Saturday, October 19 from 9:30 AM through 4:30 PM at the Triple Tree Owner's Center. All trustees indicated they would attend. The following day there will be a neighborhood safety seminar from 2PM to 5PM at the same location.
The Fire Station landscaping at 10200 Cottonwood Road has been selected as a senior class project by the MSU Architecture Department. A number of landscape planning factors were presented to the trustees who reviewed and approved by consensus.
Chief Crandell then presented the Rae and Sourdough Fire Departments - Fire Station on Cottonwood Road Project - Project Update for 09/23/02: Design, Selection and Construction-Acceptance Process. This report is included in the record. The report was reviewed in detail with the following two objectives approved by motion and vote:

Objective Item 3 states: "Trustees direct staff to proceed with building training facility - Immediate need."

The training facility is described as two structures consisting of a burn and non-burn facility. The burn facility will be a container with modifications allowing for repeated burn training exercise. The non-burn facility will be a enclosed "pole barn" structure approximating a dwelling. Both facilities will be placed/constructed on concrete foundation and pad. Each structure will serve as an as-needed storage building during and after the construction of the main station. As spelled out in the process document, Chief Crandell and Allied Engineering had taken the initiative to contact three qualified contractors for the project; one of the three declined consideration. Of the remaining two, one was selected based upon previous performance record.

Geddes moved "That Chief Crandell move to proceed with building the training facility, and that the Trustees recognize the immediate need for this facility." Bachman seconded the motion. Discussion centered around the aesthetics of these facilities and the fact that they will be the first development on the site. Every effort will be made to inform and educate neighbors and district residents that these structures will eventually be in context with the development and will benefit from landscaping and proximity of the station. The motion passed.

Pete then moved to adopt the Design, Selection and Construction-Acceptance Process including the Objective Items directing staff to: (1a.) "…proceed with Request for Qualifications process including legal notice for both phases of project"; and (1b.) "…proceed with Request for Proposals process with qualified contractors for both phases of project"; and (1c.) "…coordinate selection of contractors for (minor change from original document) Phase I, through steel building erection". Steve seconded; motion Passed.

The attending Rae Station Committee consisting of Dave Lucas and Dan Springer provided input and concurrence. They will meet with their board on October 2nd (favorable board action was taken on 9/25/02) for action on the report. The SFD Committee of Two (Geddes and Dayhuff) will represent the board on process and selection matters. Legal notice will be placed in the Bozeman Daily Chronicle. It is anticipated that work can begin in late October and continue through-out the winter. Adverse weather conditions pertaining to cement work may alter this schedule.

Web Page and Service Award agenda items were deferred until the regular October meeting.

Trustee vacancy: Randy Larimer attended the meeting to express his interest in filling the vacancy created by Jack Harper's resignation. Randy has been a district resident since 1984. He is an active SFD supporter and is active in Community Emergency Response Team development. He has attended a number of SFD meetings and is the recipient of a special service award for effective response to a potentially devastating fire at a property adjacent to his home. Bachman will draft a letter to the County Commission on behalf of the Trustees recommending that Randy be appointed to fill the trustee vacancy.

There being no further business or public comment, the meeting was moved to adjournment at 9:50PM.

Submitted for approval at the next regular meeting.