BOARD MEETING October 13,2026
HARBOR RURAL FIRE PROTECTION DISTRICT
P. O. Box 2001 / 98069 W. Benham Ln, Harbor, OR 97415 • (541) 469-5301 • www.harborfiredept.com
AGENDA FOR MONTHLY MEETING
October 13, 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:
i. Guests: Reference sign-in sheet
4. Approval of the Agenda for October 2026 Regular Meeting Agenda
Motion to Approve: _______________ Seconded: _______________________
Ayes: _____ Nays: _____ Absent: _____ Abstain: _____
5. Approval of September 2026 Regular Meeting Minutes
Motion To Approve: _________________ Seconded: ____________
Ayes: ____ Nays___ Absent____ Abstain____
6. Approval of September 2026 Financials
Motion To Approve: _________________ Seconded: ____________
Ayes: ____ Nays___ Absent____ Abstain____
7. Old Business:
a. Fire Chief Correction Action Plan – Progress Report
b. Annual Audit – Status Update
c. Grant Status Update
d. Harbor Water District / Harbor Rural Fire Protection District Lease – Attorney Review
and Proposed Revisions — Discussion/Action
e. Board Governance Documents & Policy Distribution
8. New Business:
a. Apparatus, Equipment & Operational Readiness Oversight
b. Wildland Deployment Compensation, Reimbursement & Payroll
c. District Procurement, Competitive Quotes & Conflict-of-Interest Procedures
d. Board Administrative Responsibilities – Agenda & Board Packet
Preparation/Distribution
a. Policy Manual Review of Policies:
i. 2.1.3 Financial (F) The Chief shall have a monthly petty cash fund of $200.00 to
be used for incidentals. This fund shall be balanced on a monthly basis.
1. SDAO Recommendation: Board can consider removing this requirement
and assigning a purchasing card with corresponding spending limits. This
removes the issue of dealing with cash & cash box.
ii. 2.2.3 (F) Evaluations: The Chief shall be evaluated by the Board of
HARBOR RURAL FIRE PROTECTION DISTRICT
P. O. Box 2001 / 98069 W. Benham Ln, Harbor, OR 97415 • (541) 469-5301 • www.harborfiredept.com
Directors and all other district personnel shall be evaluated by the Chief,
on a yearly basis, during December or January prior to budget adoption.
All positions shall be evaluated using the job descriptions adopted by the
Board and the evaluators are free to use whatever method of evaluation
deemed worthy.
1. SDAO Recommendation: We could find no record of this being
completed.
iii. 2.2.4 Problem Solving, Conduct, Attendance – Training needs to be provided
on this policy. Absence of Fire Chief has created an environment of not
addressing behaviors/conflicts in a positive manner. We also note some
members are recording conversations (unannounced) to ‘get’ other members.
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 the grievance. Either
the employee or 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’s request for consideration by the
Board of Directors shall be made within ten (10) working days from
receipt of the Fire Chiefs written decision. The Board of Directors may, in
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
HARBOR RURAL FIRE PROTECTION DISTRICT
P. O. Box 2001 / 98069 W. Benham Ln, Harbor, OR 97415 • (541) 469-5301 • www.harborfiredept.com
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.
1. SDAO Recommendation: Training needs to be provided on this
policy. Absence of Fire Chief has created an environment of not
addressing behaviors/conflicts in a positive manner. We also note
some members are recording conversations (unannounced) to ‘get’
other members.
9. Written Communications:
10. Reports:
a. Harbor Rural Fire Association
b. Chief’s Report
11. Oral Communications:
This is the time for the public to address the Board of Directors on any matter not on the agenda,
but within the jurisdiction of the Board of Directors. Each person shall be permitted to speak for
no more than 5 minutes; people speaking on behalf of an organization may speak for no more
than 15 minutes. Those wishing to speak on a matter that is on the agenda may do so at the time
the item is taken up by the Board of Directors.
12. Director’s Comments and Requests:
Directors may report about various matters involving the district or may request matters be
included on subsequent meeting agenda(s) for discussion and/or action. Discussion will be limited
to that necessary to clarify an issue or request. No action will be taken.
13. Executive Session (if necessary)
14. Adjournment: ____________________________________________________
In accordance with the Americans with Disabilities Act, if you need special assistance to participate in
this public meeting, please contact the district at (541) 469-5301. Notification 48 hours prior to the start
HARBOR RURAL FIRE PROTECTION DISTRICT
P. O. Box 2001 / 98069 W. Benham Ln, Harbor, OR 97415 • (541) 469-5301 • www.harborfiredept.com
of the meeting will enable the district to provide reasonable accommodation to ensure accessibility to this
public meeting.
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