Board Meeting Nov 10th @6pm
AGENDA FOR MONTHLY MEETING – November 10, 2026
1. Call to Order ______________________
2. Pledge of Allegiance
3. Roll Call
a. Chair Kari Schultz_____________________________
b. Vice Chair Wesley Ferraccioli___________________
c. Secretary Trevor Pendarvis_____________________
d. Treasurer Roger Thompson_____________________
e. Director-at-Large Anthony Gaffke________________
f. Also Present:
Guests: Reference sign in sheet
4. Approval of the Agenda for November 10, 2026 Regular Meeting Agenda
Motion to
Approve:___________________Seconded:_______________________
Ayes:______Nays:______Absent:______Abstain:______
5. Approval of October 2026 Regular Meeting Minutes
Motion to
Approve:___________________Seconded:_______________________
Ayes:______Nays:______Absent:______Abstain:______
6. Approval of October 2026 Financials
Motion to
Approve:___________________Seconded:_______________________
Ayes:______Nays:______Absent:______Abstain:______
7. Old Business:
a. Annual Audit Update: Follow up the baseline completion timeline and
final status of the district audit.
b. Grant Status Tracking: Review the standard rollout and distribution
timelines for open fire equipment or capacity grants.
c. Operational Readiness Oversight: Review status checks on fire
apparatus, fleet tracking and general station safety equipment.
d. Wildland Deployment Invoicing: Follow up on the reimbursement
timelines, administrative overhead margins and outstanding payroll
items from recent state deployments.
e. Repairs/Spending: Amount of Chief’s discretion
f. Policy Manual Review: Conflict Mediation & Conduct Training (Policy
2.2.4)
Discipline (Policy 2.2.5)
POLICY 2.2.4
Administrative: Problem Solving, Conduct, Attendance
A. Problem Solving: The district strives for fair treatment of all personnel,
However, misunderstandings and problems may occur in any organization.
The District intends that such matters be resolved as early and fairly as
possible. Disagreements relating to work assignments, pay, promotion
opportunity, or any aspect of the work relationship with others should be
openly discussed with their immediate supervisor. Since we recognize that
the efficiency of the District to serve the public is dependent upon our ability
to work as a team. It is of paramount importance that each individual
supervisor, employee and volunteer makes an honest attempt to understand
each other’s perspective and make every effort to resolve differences that
would inhibit teamwork.
1) STEPS TO SOLUTIONS:
a) Discussion: The employee or volunteer should talk with the Fire
Chief as soon as possible, specifically identifying the matter as a
grievance. And identifying any rules or policies that are pertinent to
grievance. Either the employee of the Fire Chief may request the
presence and input of representatives of the Volunteers Association
at this step of the procedure. The Fire Chief shall render an initial
decision on the grievance within seven (7) days unless additional
time is needed.
b) Written Statement: If an employee or volunteer believes the
problem has not been properly resolved. The employee or
Volunteer can file a written statement concerning the problem with
the Fire Chief. The written statement shall contain the information
required in Paragraph 1 of this section, as well as any additional
information which the employee or volunteer deems pertinent. The
Fire Chief shall reconsider the initial decision based upon the
employee’s written statement and give the employee or volunteer a
written reply with ten (10) working days unless additional time is
needed.
c) Review: The employee’s or volunteer request for consideration by
the Board of Directors shall be made within ten (10) working days
from the receipt of the Fire Chief’s written decision. The Board of
Directors may, on its discretion, review any decision upon request,
investigate further if appropriate, and issue a decision.
B. Conduct: All district employees are expected to maintain high standards of
performance and conduct. Personal appearance is important in giving
favorable public opinion of the District. All representatives of the District, on
the phone and in person, shall be courteous, efficient, and helpful to all in
their work and shall do the best possible job on every assignment. If an
employee’s conduct falls below a desirable standard they may be subject to
removal, suspension without pay, disciplinary action or dismissal.
C. Attendance: Employees are expected to work a complete workday and
tardiness shall be cause for disciplinary action. Unavoidable situations shall
be dealt with on a case-by-case basis. Absence from work without
permission or without notice is considered to be indifferent to the district’s
best interest and may cause disciplinary action. Employees who are unable to
report to work due to personal illness shall inform the Fire Chief of such
illness at or before the employee’s scheduled starting time. If an employee
becomes ill during a work shift, the employee shall contact the Fire Chief or if
the employee’s immediate supervisor is not available, the employee shall
leave a message at the district office informing the Fire Chief of the illness.
POLICY 2.2.5
Administrative: Discipline
A. Generally: On the job conduct of District employees and volunteers affects
the ability of the district to serve its citizens and affects the taxpayers’
impression of District government. Employee and volunteer safety,
productivity, and morale are dependent upon employee conduct.
Occasionally it is necessary for supervisors to resort to corrective action when
other actions are inappropriate, or where a particular employee fails to
respond to informal guidance. It is important to understand that the intent of
this guideline is to correct inappropriate or unacceptable behavior in the
workplace. To provide a fair and impartial, and consistent method of
correction, the district will use progressive discipline procedures.
B. Grounds for Discipline: Employees and volunteers may be subject to
disciplinary action up to and including termination by the Fire Chief. Proper
reasons include but are not limited to:
1. Insubordination
2. Failure to adequately perform duties and responsibilities
3. Dishonesty
4. Commission of a criminal act
5. Violation of district policy or work rules
6. Acts of speech which have a significant impact on close working
relationships are necessary for the efficient operation of the district.
7. Tardiness
8. Unexcused absences
9. Use of any mind-altering substance (prescription or not) and not
reporting it.
10. Any other act or omission which has or may have an adverse impact
upon the operation of the district or other district personnel.
11. The Board of Directors may, at their discretion, and in accordance with
procedures set forth in the guidelines, take disciplinary action against
the Fire Chief, up to and including termination of employment, for any
reasons established in these policies.
8. New Business:
9. Written Communications:
10. Reports:
a. Harbor Rural Fire Association
b. Chief’s Report
11. Oral Communications:
12. Director’s Comments and Requests:
13. Executive Session: Fire Chief 60-Day Corrective Action Plan Review (ORS
192.660 (2) (i) and, if applicable, ORS192.660 (2) (b))
Review and evaluation of Fire Chief Paul Dollar’s employment-related
performance and compliance with the Board-approved 60-Day
Corrective Action Plan, including review of completed and outstanding
corrective actions, supporting documentation, and consideration of
further disciplinary action, if warranted.
14. Adjournment:
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participate in this public meeting, please contact the district at (541) 469-5301.
Notification 48 hours prior to the start of the meeting will enable the district to provide
reasonable accommodation to ensure accessibility to this public meeting.
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