All posts by OKIAAI

16 Jun 2020

OKIAAI Board Minutes 6/16/20

Date: Tuesday, June 16, 2020
Time:  10:20 a.m.
Location:  Edmond Fire Training Facility, Edmond, OK
Call to order by President:  Made by President Bill Hollander

Roll Call:

PRESENT: Bill Hollander (Pres.), Chris Woodall (1st VP), David VanBuskirk (Past Pres.), Jeremy Robbins (3rd yr), Tim Reeves (2nd Yr.), Todd DeSmet (2nd yr), Jonathan Wilk (1st Yr.), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary)

ABSENT: Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Neal Moore (Treasurer)

Reading and Approval of Minutes

Motion was made by David VanBuskirk to forego the reading and approval of Minutes, seconded by Jeremy Robbins, Motion carried / approved.

Membership

Only one new member paid, Adam Taylor, who is a Captain/Investigator at the Union City Police Department.  Motion was made by Jeremy Robbins to accept his membership, seconded by Todd Reeves.  Motion carried /approved.

Treasurer’s Report

Per a text from Neal Moore, prior to the meeting beginning, he advised there was $13,918.32 in the bank account.  It was noted that it was less than the amount Neal had provided the prior month.  This could possibly be a web expense.  Bill Hollander will check Neal concerning the difference in the two amounts.  Motion was made by Jeremy Robbins to approve the amount, seconded by Tim Robbins.  Motion carried / approved.  

CFI

No reports

Website

  • Todd DeSmet discussed removing the personal emails off the website since a spam email had been sent to a few of the Board members. It was discussed to be a personal choice for the removal of your phone number and email off the website. Todd DeSmet and David VanBuskirk wanted their emails and phone numbers removed.  Jim Wilhelm needs his City email added and the other one taken off.  Chris Woodall needs his business name changed from Rimkus to Jensen Hughes. Renee will contact Dan VanBuskirk to make these changes.
  • David VanBuskirk advised that he has not yet given Dan the pictures for the website from last year’s conference because the pictures will have to be changed in format in order to be added to the website.  Bill Hollander stated we needed to set a dollar figure for Dan to do that.  Tim Robbins made a Motion to pay $300 to Dan to add the photos.
  • Chris Woodall stated we needed to modify the Motion and provide Dan $1,000 annually to update the photos.  Todd DeSmet wanted to know what Dan’s hourly charges were.
  • Tim Robbins asked if we had voted previously to keep maintenance ongoing and Chris Woodall suggested a $1500 a year maintenance for Dan.  Tim indicated we needed a website to work and be maintained, therefore a Motion was made to pay Dan up to $1500 per calendar year for maintenance and upkeep, seconded by Chris.  Motion carried and approved. 

Annual Conference

  • Chris Woodall discussed how it was important that everything needed to get accredited and all the paperwork needed to be turned in as quickly as possible. 
  • Chris Woodall has Jerry Back nailed down.  He needs a half a day to speak.
  • Jonathan Wilk indicated one of the Edmond Fire guys has connections with Bob Howard to make sure a new electrical vehicle can be at the conference.  
  • Jeremy Robbins was trying to use his contact with IAA but is not getting a return call, so Chris Woodall stated he would go by IAA in person to see what he could find about getting a burned electrical vehicle at the conference. 
  • Todd DeSmet with also check with Gina Coleman regarding a burned electric vehicle.  She texted back during the Board meeting stating she did not know of one at this time.
  • The scheduled tentatively is as follows:
WednesdayThursdayFriday
Tripp Wagner
Jensen Hughes
Will speak on 921

Drew Paris
Jensen Hughes
Will speak on 1033

Bill Cathcart
Will speak on legal issues on 921 and 1033 

Dave Hallman
Will speak on case studies
Jerry Back
Jensen Hughes
Will speak on lithium/ion and EVs (4 hours)

Hands on training(afternoon)
Jason Albano
Mental Health 
  • Get all speaker materials to Todd DeSmet by July 16th for OID.  (And to Ashley for CLEET and Chris for oBA)
  • We need Dave Hallman CV and Bill Cathcart CV and an outline from both of them for 15-minute increments and any power points they might have.
  • Renee to send Albano’s presentation that he did last year to Todd DeSmet, Ashley Stephens and Chris Woodall.
  • Discussion was had concerning a hotel being a back-up plan and possibly a Webinar.
  • CLEET is not waiving any continuing education credits for this year.
  • Chris Woodall set a meeting with the hotel manager about the rooms and back-up plan which we are to go to the hotel after the meeting.  The hotel confirmed with Chris they have to provide food at the event and there could be no outside food.  We could possibly rent a suite to have hospitality to provide our own food and alcohol.  (After the Board meeting we did go to the hotel and they are fully booked for October for conference rooms and suites, but they would block 50 rooms at a rate of $104 a night and two breakfast buffets would also be included for free for each booked room.  They are sending info to Chris)
  • If we did end up with a webinar, we would need a link to print the final forms to get credits from CLEET, OBA, and OID.  But the plan is to go forward in person.
  • Renee Southerland to go ahead and do an email blast.
  • As for promotional items, David VanBuskirk checked on an iPad bag which was $99 but could probably get the cost reduced.  He will check with Neal Moore for a 511 contact person.
  • David VanBuskirk also suggested a clip-on light.
  • Midwest Trophy could possibly do our logo in patches for the iPad bag if that is the route that is taken.
  • Jeremy Robbins will also check on patch costs with Velcro on the back.

Old Business

  • Bill Hollander stated he has not heard from Neal concerning any new account being set up with Arvest. 
  • Chris Woodall advised there is no update yet about our 501(c)3 being reinstated.

New Business

Renee Southerland advised the ad cost with OSFA is $50, but that the first monthly advertisement would be free.  Remaining monthly issues would be $50 for a business-sized card.  Discussion was had that it seemed somewhat expensive for that size of ad.

Next Meeting

Wednesday, July 15, 2020 at 10:00 a.m. at the Edmond Fire Training Facility, in the actual conference room.  (If things change, then we could possibly have it at Cathcart & Dooley, which Renee Southerland will check with Bill Cathcart.)

19 May 2020

OKIAAI Board Minutes 5/19/20

Date: Tuesday, May 19, 2020
Time: 10:00 a.m.
Location: Via Zoom Conference Call

Call to order by President

Made by President Bill Hollander

Roll Call

Present: Bill Hollander (Pres.), Chris Woodall (1st VP), Ashley Stephens (2nd VP), Tim Reeves (2nd Yr.), Todd DeSmet (2nd yr), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary),

Absent: David VanBuskirk (Past Pres.), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd yr), Jonathan Wilk (1st Yr.), Neal Moore (Treasurer) 

Reading and Approval of Minutes

Motion was made by Ashley Stephens to forego the reading and approval of Minutes, seconded by Tim Reeves, Motion carried and approved.

Membership

None.

Treasurer’s Report

Per phone call from Neal Moore to Bill Hollander, the balance in the bank is $14,002.20. Motion was made by Chris Woodall to accept the amount, seconded by Todd DeSmet, Motion carried / approved. 

CFI

No reports.

Website

  • Bill Hollander sent an email to all Board members regarding the conversation he had with Neal Moore concerning the Go Daddy notifications that were being sent to our Gmail, forwarded by Renee Southerland to Chris Woodall, and Chris Woodall to Dan. Neal Moore wanted to know why he was not getting the invoices directly. Bill Hollander suggested any invoices always should go through Neal Moore first, but was understandable that Renee and Chris thought Dan was handling it and had the credit card information. Neal did update the credit card information with Go Daddy. One invoice to Go Daddy was not paid and that was the email starter as it was not needed, and we let it expire.
  • Chis Woodall confirmed the credit card was updated as David let Neal Moore have the link to update the credit card information.
  • At this time, no pictures from the conference have been added to the website and Bill Hollander will get with David concerning this as we need to get the photos online.

Annual Conference

  • Chris Woodall talked with Joe Elam (the Edmond Fire Department Training Officer) and Joe seems to think that by October we will be fine to have our conference there. The Edmond Fire Chief will give additional directives on June 1st, and if the Fire Training Center is open at that time, we could possibly have our next Board meeting there. They are not doing any in-house training yet for large numbers, but they also don’t have any concerns.
  • It was discussed for Renee Southerland to go ahead and sent out a survey using Survey Monkey to the current members of the OKIAAI and if there is more than 50% who say they will attend the conference, then we can go forward with the conference. Renee will send this out by the end of the week.
  • Chris Woodall needs to get with Jerry Back who is a lithium/ion battery expert and knows a lot of aspects about electrical vehicles. He is willing to present at the conference. He is a great speaker. Chris will get with him for more definitive information.
  • At this time, it was discussed to move forward with the conference in planning, but could possibly cancel close to the conference if needed. All Board members agreed with this.
  • The FMAO conference for September is canceled per Bill Hollander.
  • Bill Hollander advised the CLEET CEs are not canceled, therefore, CEs are still required for this year.
  • Renee Southerland asked if Bill Hollander could get a list of the FMAO members to add to the email blast for this year’s conference.
  • Chris Woodall suggested adding in a question in the survey if others from agencies will attend, but Ashley Stephens did not want the second question added at this time as we only want to know if the members are coming or not. In the email blast we can always add all of the other additional information about the conference that is needed, including what would happen if the conference needed to be canceled at the last minute, refund info, etc.
  • Chris Woodall advised that he had not been able to reach anyone from the Hilton Garden Inn in Edmond, however, during this Zoom Board meeting he received a text from Sonnie Maughn with contact information for the Hilton Garden Inn as her ex-boyfriend is the manager there. Chris will get with him concerning what kind of deal we can get for the conference.
  • Chris Woodall also indicated we need to go ahead and hurry and nail down the agenda.
  • Todd DeSmet stated he held off on getting a burned vehicle because he wasn’t sure if the conference would go forward.
  • It was discussed that Jonathan Wilk had already advised he had access to a new EV and could have that at the conference.
  • Renee Southerland advised the International sent out an email that they would be doing two hour Zoom classes on the third Thursday of every month concerning the 931 / 1033 changes (Webinar series), and this email was sent to all member of International. It is $20.00 if you are a member, and $45 if you are not. The Board members requested Renee re-send the email, which she did.
  • Todd DeSmet advised that the deadline for the materials to be presented to ODI is August 5th for the insurance credits. He will need a resume, PowerPoint, agenda, schedule / outline and requested that we shoot for July 6th to have this information to him. Todd has requested an email from ODI concerning the requirements for continuing education credits.
  • Bill Hollander advised that Jason Albano wants the 9:00 a.m. time slot on Friday, October 23, 2020.
  • Chris Woodall will work on the agenda and believes the vehicle fires and field work will take one day. The second day would be on 921 / 1033. The third day would be mental health and the Board meeting.
  • Renee Southerland reminded Chris Woodwall that Dave Hallman said he would speak and bring evidence of closed cases to place around the conference room for talking points. Chris will get with Dave to nail down him speaking about EVs.
  • Ashley Stephens only needs CVs for CLEET. They do not require a PowerPoint outline.
  • Chris Woodall requested that Renee Southerland send Albano’s CV from last year to him for this year’s conference, which she did. 
  • Chris Woodall also needs a copy of Bill Cathcart’s CV which Renee Southerland will get to him.

Old Business

  • Bill Hollander asked Renee Southerland if she had received any updated information from Neal Moore on changing to Arvest Bank and she had not received anything yet. 
  • Rimkus has already paid $300 for a vendorship for the conference. Everyone needs to work on getting additional vendors. 
  • Chris Woodall indicated his wife’s CPA firm is overwhelmed at this point with tax issues, but he will check with her regarding our 501(c)3 status and hopefully we will have an update at the next meeting. 
  • Tim Reeves indicated that Wal-Mart will still give community grants in the amount of $50 to $75 gift cards without the 501(c)3, but we do need the 501(c)3 reinstated as soon as possible to be able to get more money for the conference. 

New Business

None.

Next Meeting

Tuesday, June 16, 2020, at 10:00 a.m. at the Edmond Fire Training Center located at 5300 East Covell Road in Edmond.

Ashley Stephens made a Motion to adjourn the meeting, seconded by Todd DeSmet, Motion carried, meeting adjourned.

22 Apr 2020

OKIAAI Board Minutes 4/22/20

Date: April 22, 2020
Time: 10:00 a.m.
Location: Via Zoom Conference Call

Call to order by President

Made by President Bill Hollander

Roll Call

Present: Bill Hollander (Pres.), Chris Woodall (1st VP), Todd DeSmet (2nd yr), Jonathan Wilk (1st Yr.), Renee Southerland (Secretary), Neal Moore (Treasurer), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Tim Reeves (2nd Yr.)

Absent: David VanBuskirk (Past Pres.), Jeremy Robbins (3rd Yr.), Jim Wilhelm (1st Yr.)

Reading and Approval of Minutes

Tim Reeves made Motion to forego the reading of March minutes, seconded by Ashley Stephens, Motion carried and approved.

Membership

One member applied: Anthony Reed. Neal Moore made the Motion he be accepted, seconded by Chris Woodall, Motion carried and approved.

Treasurer’s Report

Neal Moore advised $14,002.20 was in the account.  A discussion was had about $1,000 going to the Billy Magalassi Foundation, formerly called the Brandon Magalassi Fund.  Ashley Stephens will check on this.  Ashley made the Motion to accept the Treasurer’s report, seconded by Todd DeSmet, Motion carried and approved.

CFI

None.

Website

David VanBuskirk had called Renee Southerland to make sure it was okay to get the photos to Dan VanBuskirk to add to the website. A discussion was had that this was already approved in the past for David to do this.

Annual Conference

  • Chris Woodall sated at this point the conference is up in the air because there is a lot of public jurisdictions cutting back, but still everyone needs continuing education.  At this point he did not want to cancel the conference, but he is not sure when things will clear up due to the Covid situation.  Chris is trying to catch up with speaker information and will go ahead and move forward as if we are having the conference.  Chris advised he knows already of some conferences that are cancelled all the way to September.  However, we may have to consider not doing a conference at all.  
  • Neal Moore advised we need to be cautious about deposits and money being spent to guarantee rooms as he does not want to do this if we are without conference funds.  If we move forward, we need not to write checks for anything if possible.  There are issues with people that might not want to come or might not be able to come.  
  • Renee Southerland advised there might be some hotels that would be willing to give a better deal and not have to put money down due to the current situation, so that needs to be checked into.  Further, the Edmond Fire Training facility is going to be free so that would not be a conference cost.  
  • Chris Woodall advised we could send out a Survey Monkey to all of the current members stating due to Covid and the Board considering all factors, we would like to know who would come and who would not come and that we would be willing to keep them informed.  
  • Bill Hollander advised that Albano would still like to come and he would like to have a Friday speaking spot at 9:00 a.m. 
  • Chris Woodall advised we might have a potential issue of getting all the speaker materials in time to be turned in to CLEET, ODI, and MCLE for continuing education credits and approval. 
  • Neal Moore advised if we do move forward we need to reach out to speakers immediately to see if they would commit and then send out an email blast.  
  • Tim Reeves suggested to do the survey in June or July.
  • Ashley Stephens advised that CLEET and MCLE will be quick for the accreditation process, but ODI might not be as quick and may need their information sooner than later and Todd DeSmet will check on this.  
  • Chris Woodall advised it would still be best to have all documents in by August and any of the Board members that are working on speakers to call them immediately.  Chris advised the majority of the people that were speaking where those that he is lining up and that we should probably have the survey to the members done sooner than later.  
  • Ashley Stephens advised that with Survey Monkey, the basic plan is free with 100 responses and there is an additional cost for more than 100.  Ashley will check on how to get this set up so Renee can send out a survey the third week of May.  

Old Business

  • Todd DeSmet mention that Travis had received an Honorable mention from the National IAAI for his photograph that he submitted and won at our last conference, but it was rescinded because Travis was not a member of this National organization.
  • Neal Moore has not made any bank changes yet.
  • In reference to the 501(C) 3, Chris Woodall advised that the lady helping said that the IRS office had been closed and once they re-open she would check with them again to get us reinstated.  Chris was not optimistic as this is not on their high priority list, but he will be maintaining contact with her.

New Business

None.

Next Meeting

Tuesday, May 19, 2020 at 10:00 a.m. by Zoom.

Ashley Stephens made the Motion to adjourn the meeting, seconded by Chris Woodall.  Motion carried and approved.

26 Mar 2020

OKIAAI Board Minutes 3/26/20

Date: March 26, 2020
Time: 10:00 a.m.
Location: Conducted by phone conference

Call To Order By President

Made by President Bill Hollander

Roll Call

Present at Meeting: Bill Hollander (Pres.), Chris Woodall (1st VP), Jeremy Robbins (3rd Yr.), Todd DeSmet (2nd Yr.), Jonathan Wilk (1st Yr.), Renee Southerland (Secretary) Neal Moore (Treasurer), David VanBuskirk (Past Pres.), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Tim Reeves (2nd Yr.)

Absent: Jim Wilhelm (1st Yr.)

Reading And Approval Of Minutes

Chris made Motion to forego reading of February minutes, seconded by Jonathan Wilk, Motion carried and approved.

Membership

Duane Helmberger, Midwest City Fire Department, approved membership unanimously.

Treasurer’s Report

The balance was currently $14,133.85. Jeremy Robbins made the Motion to accept the amount. Tim Reeves seconded the Motion, the Motion carried and approved. Neal Moore is sending Renee a check for reimbursement of funeral flowers for B.W. Scott’s wife.

The following checks will be sent by Renee Southerland to Neal Moore for depositing:

City of Seminole – $185.00 – Bryant Baker did not attend the conference, but Jeremy Robbins texted him and Bryant said to keep the check as a donation.

$20.00 for dues from Michael Hall, Berryhill Fire Protection District $300.00 from Rimkus as vendor payment.

CFI

None to report.

Website

David VanBuskirk still needs to get Dan pictures of the last conference to put on the website.

Annual Conference

  • Chris Woodall stated he is still waiting on speaker information and is trying to get the speakers nailed down.
  • The Blast has not yet been sent due to the COVID-19 issues. The plan is to send it in May for electrical vehicle fire investigation and information concerning 921/1033 changes.
  • Jonathan Wilk advised that Bob Howard would provide an electric vehicle to be on display.
  • Bill Hollander advised that Albano will speak again this year for mental health. Chris Woodall stated he ran into him recently and they talked for about an hour and Albano said he enjoyed the last conference and would love to come back.
  • Jeremy Robbins will check with IAA about getting a burned electric vehicle to be on display as well.
  • Jonathan Wilk will be getting Bill Cathcart information about the 921/1033 changes.
  • Chris Woodall has also tried to get information from the Hilton Hotel about room rates and blocking rooms, but he has not yet heard back. Apparently, he saw Cullen Fowler recently and Cullen will put a bug in Sonnie Maughan’s ear.
  • David VanBuskirk is still in communication with the International concerning our fees being collected by them for the Conference. Everything is on hold at this point.

Old Business

  • Renee Southerland advised that Mike Parham advised he received the burn camp check proceeds and he was very grateful. He will be taking a photograph of the check with his staff and send us a picture. He will be adding that information on their website as well.
  • Jonathan Wilk called Van Fleet who stated it is possible to run the conference fees through them without being a Charter member. This will be verified.
  • As for the 501c3, Chris Woodall spoke with his wife’s office and is waiting on a response from the IRS if we are good to be reinstated. It may not happen before this year’s conference, however.
  • As for the legal opinion, Neal Moore stated that the way he reads it, he has to currently be employed in fire investigation or cannot be an active member or hold office.
  • Ashley Stephens had a discussion about the “retired” status and would propose to amend the by-laws to add “retired” people to still be active on the Board, but this would require a majority vote by the members.
  • Neal Moore stated the changes would have to be initiated and a vote on by the members.
  • Ashley Stephens stated he would work on this and get with Bill Cathcart regarding his opinion.
  • Neal Moore stated he agreed he could not continue as Treasurer but requested each Board member to be able to identify if we are all involved in investigation or prosecution of such fire investigations.
  • Jeremy Robbins stated if we want to change the by-laws before the next annual meeting, it has to be sent out to the membership 60 to 90 days prior to the conference.
  • Ashley Stephens stated the International uses Survey Monkey to vote on Board and By-law changes and we could do it with Survey Monkey and then do a blast.
  • David VanBuskirk stated the By-laws stated that changes may be amended at “monthly meetings” or “the conference”.
  • Jeremy Robbins and Fred Henderson would rather the “members” vote and if we could leave things the way they are with Neal in place until the next conference, then we need another meeting with Bill Cathcart.
  • At this time Bill Cathcart was conferenced in by phone on the Board meeting concerning his legal opinion of when a Board member retires that they are no longer an active member of the Board. He stated our Board does not fall under the Open Meeting Act and stated the Oklahoma Chapter did not have a retired clause. It was asked if the Board could make a By-law change and Bill Cathcart advised it would have to be proposed before the annual meeting and voted on at the next annual meeting.
  • Ashley Stephens advised that the National sent out an outline vote and wanted to know if we could do that for our Chapter and Bill Cathcart stated he would check on that.
  • Bill Cathcart stated in determining if Neal Moore is involved in fire investigation, you can delay a vote to remove him.
  • Todd DeSmet stated that in the By-laws it states you have to be involved in suppression or administration of justice and stated he and Renee fall under that definition.
  • Ashley Stephens made the Motion to delay on removing Neal Moore indefinitely, seconded by Fred Henderson, until we have a By-laws change. Motion carried and approved. Neal Moore did agree to wait.
  • As for changing banks, Bill Hollander suggested RCB or Arvest and Neal Moore was okay with either. Bill Hollander made a Motion to use Arvest, seconded by Tim Reeves, Motion carried and approved.
  • Neal Moore stated he wanted another person on the account and wanted Renee Southerland to be that person. Renee Southerland did not want to be that person but agreed to do it temporarily for this year until a new person could be added after the conference. Bill Hollander requested it to be temporary until Ashley Stephens fell off as 2nd Vice President.
  • Jeremy Robbins suggested just a card for Renee to sign.
  • David VanBuskirk advised that the By-laws had already been modified last year to only have the Treasurer on the account and the definition language was amended for both Secretary and Treasurer. A new By-law change would be needed.
  • Jeremy Robbins stated we may need a new revision as the old revision last year was not voted on by the members.
  • Chris Woodall stated we needed another scheduled call with Bill Cathcart.
  • Neal Moore stated the current credit card he has does not expire until May 2020.
  • and Neal will set up an account at Arvest and will get Arvest to sign the account.

New Business

Todd DeSmet announced that Travis Rider was informed by the National that he got an award for his photograph and it will be put in the next magazine. Also, the International Conference for April/May has been cancelled.

Next Meeting

We are delaying the scheduling of the next meeting until we hear from Bill Cathcart. David VanBuskirk made a Motion to delay the scheduling of the meeting, seconded by Jonathan Wilk, Motion carried and approved.

13 Feb 2020

OKIAAI Board Minutes 2/13/20

Date: February 13, 2020
Time: 10:15 a.m.
Location: Oklahoma Farm Bureau / Stillwater, Oklahoma

Call to order by President

Made by President Bill Hollander

Roll Call

Present: Bill Hollander (Pres.), Chris Woodall (1st VP), Jeremy Robbins (3rd Yr.), Todd DeSmet (2nd yr), Jonathan Wilk (1st Yr.), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary), Neal Moore (Treasurer)

Absent: David VanBuskirk (Past Pres.), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Tim Reeves (2nd Yr.)

Reading and Approval of Minutes

Chris Woodall made a Motion to forego the reading of the January Minutes, seconded by Todd DeSmett, Motion carried and approved.

Membership

Three new members applied:  Michael Hall, Bruce Russell, Chris Kalapp

Jeremy Robbins made the Motion to approve those three new members, seconded by Jonathan Wilk, Motion carried and approved. Neal Moore requested that the membership applications be passed around for all forms to be initialed by all members for approval, which it was.

Treasurer’s Report

January balance of $17,076.23, January 31st deposit $2,470.00, subtotal $19,546.23; Less payment to Renee for Post Office Box and two shirts reimbursement $156.51.  Subtotal $19,384.72, less burn camp check to be sent by end of February – $5,200.00.  New balance for February – $14,184.72 , less new payment to Dan VanBuskirk of $616.25 = New balance for February – $13,568.47.

Renee will send check to the burn camp and to Dan VanBuskirk prior to the end of February.   Jonathon Wilk made a Motion to approve the bank account balance, seconded by Chris Woodall, Motion carried and approved.  

CFI

No new CFI members.

Website

A discussion was had concerning all payments that had been made to Dan Van Buskirk for his work on the website last year and whether or not a new IT company needed to be involved going forward. Chris Woodall advised that we are limited if we use a major company like Go Daddy as throughout the year, we need certain things changed and added, which Dan has been able to do for us very quickly.

It was discussed that the website needs to be changed concerning how membership dues are paid versus conference fees so that we do not have duplicate dues being paid as $20.00 had to be refunded to eight different people at the conference. Most of the people get their membership when they pay for the conference and wait until it is close to the conference time to do so.

There needs to be a sponsor/vendor form on the website for sponsors/vendors to fill out instead of the form being emailed to them.

Chris Woodall suggested Dan be at a future meeting either in person or by phone to discuss IT issues.

Chris Woodall made a Motion to table the discussion regarding the International handling our membership dues on their website. The Motion was seconded by Jeremy Robbins, and the Motion was carried and approved.

Jonathan Wilk stated he might be able to call Chris VanFleet about the website as he is on the committee with the International and get some insight from him as to how to handle membership and other matters.

Annual Conference

Chris Woodall is working on venues / hotels / speakers and will do an electric vehicle focus as that was a lot of the feedback from the last conference.

Jerry Bach from Jensen-Hughes, a fire protection engineer, presented to Congress on electrical vehicles and has a wealth of knowledge and he also spoke at the L.A. Chapter.  Chris will have an extensive call with him next week about possibly speaking at our conference.  

Chris Woodall also called the NFPA concerning their electrical vehicle and fire presentation. 

Chris would like to have a live burn at the conference.

Kevin Lewis, an engineer with Jensen-Hughes, was involved with a Tesla vehicle fire and Chris Woodall would like him to present case studies.

The 921 and 1033 changes are not scheduled to come out until next year, but Jensen-Hughes has two people that are on both of those committees and will get with them concerning anything they can provide to Bill Cathcart so that Bill can present at the conference concerning the attorney viewpoint.  

Jonathan Wilk suggested going to the NFPA website and pulling up their minutes which might have information about those changes. 

The NFPA is trying to make the 921 and 1033 changes rotate on the same years and 1033 has significantly more changes than 921.

As for the order of presentation at the conference, we could do 921 changes, 1033 changes, and then Bill Cathcart can address the issues with these changes.

Chris Woodall went by the Hilton Garden Inn on I-35 as Sonnie Manghan’s ex-husband is the manager at this hotel and he is waiting for him to give Chris prices to block hotel rooms. 

 Neal Moore suggested that the number of nights not be part of a contract, but that we just guarantee so many rooms instead.  

Joe Elam said we could have the Edmond Fire Training Center for free if his guys could attend the conference for free.  

One issue with the venue is that vendor space will be limited but there is a break room off to the side for lunches.

Renee Southerland advised that AFR might be willing to sponsor a lunch or part of a lunch per Gina Coleman, and Rimkus might do the same through Cullen Fowler.

There is a pavilion outside of the facility to do mingling, but we cannot do hospitality with liquor because it is on City property.  

Todd DeSmet said he or Gina Coleman could find an electrical vehicle to burn or one that has been burned for display.

Chris Woodall and Jonathan advised they will get with a representative from a dealership to look for an electric vehicle for display purposes at the conference.

There was a discussion about the need for someone to talk about the safety of these EVs and case studies. 

Dave Hallman can speak regarding electrical vehicles as well as he has investigated many of these types of fires.  Chris will call he and Jerry Bach.  

Bill Hollander will get Albano to speak on mental health again.  

We need to figure out the Honor Guard / Colors presentation, and Neal Moore advised that the Edmond Fire Chief can do the opening and colors.

As for the email blast that will now be sent in March and not February, it will advise of the dates, electrical vehicle fires, 921 / 1033 upcoming changes / updates and how they will effect / impact fire investigators.  

Old Business

The 501(C)3 status with Chris was discussed and Neal Moore asked if we had ever received funds over $50,000, which we have not.  

Our 501(C)3 status was revoked in 2018 and for the three to four years prior to that no one ever sent in a post card to the Feds to keep it updated. 

Neal Moore believes we initially got the 501(C)3 in 2014 or 2015. 

Chris Woodall advised that one of the ladies at his wife’s CPA firm will update the post card for past years and get us caught up as she was able to obtain our information online concerning our organization.   Apparently, Dan Saltz was the prior accountant that helped with our organization, but Chris could not get in touch with him so she will handle it instead.

Chris is not sure what her charges will be, but Jonathan Wilk requested an outline of charges to keep us updated going forward.  

As for changing banks, Bill Hollander advised RCB has more locations, but David Van Buskirk was able to check about the fees with Arvest and they have no fees.  Both have mobile deposits.  It was decided to table the Arvest / RCB bank discussion until the next meeting

In the By-Laws it states that Second Vice should chair the Financial Committee, but this was requested to be tabled as well until the next meeting

Neal Moore advised the rest of the committees that are listed in the By-Laws are being handled by the Board as a whole and no motion is needed to table this type of discussion.

Everyone needs to pay their International dues of $100.00, if you have not already.

A discussion was had concerning an opinion being needed from Bill Cathcart if Neal can still be Treasurer after he retires and if can actively be on the Board and finish his term.  Renee will provide the By-Laws to Bill Cathcart and request a written opinion.

Jonathan Wilk advised he could fill the Treasurer spot if Neal could not, but Jonathan was not sure who would take his own place.  It was decided to table the discussion until receiving a legal decision from Bill Cathcart.

New Business

Neal Moore is retiring from the Stillwater Fire Department at the end of February and will have a retirement party on February 28, 2020, from 2:30 to 4:30 at the Stillwater Community Center. After his retirement, Neal’s new email will be howardnm62@outlook.com, and his personal cell phone number remains the same, 405-880-2499.

A second person needs to be listed on the bank account and a discussion was had as to who would be the second signer.

The National Training Conference is April 26th thru May 1st and costs $850.00 a person.  A decision needs to be made as to who will be attended from our Board.  Bill Hollander wanted to go and Jeremy Robbins stated he was interested if Tim Reeves did not want to go, or if the Tribe would not pay for Tim to go.

Next Meeting

The next meeting will be Thursday, March 26, 2020, at 10:00 a.m. at the Edmond Fire station, located at 5300 East Covell in Edmond.

21 Jan 2020

OKIAAI Board Minutes 1/21/20

Date: January 21, 2020
Time: 10:21 a.m.
Location: Oklahoma Farm Bureau / Tulsa, Oklahoma

Call to order by President

Made by President Bill Hollander.

Roll Call

Present: Bill Hollander (Pres.), David VanBuskirk (Past Pres.), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Tim Reeves (2nd Yr.), Todd DeSmet (2nd yr), (by phone), Jonathan Wilk (1st Yr.), Renee Southerland (Secretary)

Absent: Absent: Chris Woodall (1st VP), Jeremy Robbins (3rd yr), Jim Wilhelm (1st Yr.), Neal Moore (Treasurer)

Reading and Approval of Minutes

Ashley Stephens made the Motion to forego the reading of the Minutes from December 2019, seconded by Tim Reeves. Motion carried and approved.

Membership

No new memberships for December.

Treasurer’s Report

Bill Hollander called Neal Moore about needing a bank statement for the January meeting since Neal was going to be absent. Neal provided a bank statement which was passed out showing a balance of $17,076.23, which is an increase of $19.12 from last month’s balance of $17,057.11. A discussion was had about needing a monthly financial report to include outstanding checks that had not been deposited and any outstanding bills that are still owed. A Motion was made by David VanBuskirk to table the financial report until the next meeting when Neal could be present, seconded by Fred Henderson. Motion carried and approved.

CFI

No information for this month.

Website

Dan VanBuskirk advised David VanBuskirk that in order to make really good changes to the website it would be several thousand dollars to fix the issues we have and a programmer would need to be hired. Dan can make certain changes to make our website run a bit smoother for this year and the upcoming conference by making some wording changes to help out Renee when she gets notified of new conference members or just those to renew their dues. Dan also advised if a programmer is used, there would be a yearly fee to keep the website upgraded and updated.

David VanBuskirk checked with the National organization and they stated if we were an “enhanced chapter” they would take care of all of our billing and registrations each year for $500.00. Scott advised David that they were having software issues and trying to fix those with their programmer, so they are not taking on any new Chapters as enhanced members at this time but hopefully they will in the next couple of months. If being an enhanced member would solve our registration problems, David suggested we needed to raise our dues from $20.00 to $25.00 to help cover the $500.00 cost. David will check with Scott at International about adding us to the list to be a future enhanced member. Jonathan Wilk questioned whether or not the increase in dues needed to be brought up at the annual conference meeting for a vote of the members. David advised the additional $5.00 can be voted on by the Board and then it is voted on at the annual conference, but we can have an additional discussion at the February meeting.

Old Business

Burn camp has not been paid yet as Neal was not present to write the check for $5,200.00. Discussion was had to provide that check by the next meeting, either by mail or in person, to the burn camp. Jonathan Wilk made a Motion to give the check to burn camp by the end of February, Tim Reeves seconded. Motion carried and approved.

David VanBuskirk indicated that Dan’s bill for work on the website from last September and October has still not been paid.

Renee paid to renew the post office box and needs to be reimbursed as well.

Tim Reeves requested a dollar amount for our give-aways for the next conference as Corbin with Ivars could help get promotional items monogrammed and labeled for our next conference. A discussion was had concerning a $40.00 to $60.00 amount and that any items given need to be good quality. Tim Reeves will look up items and provide information at the next meeting from a place that did the national conference. Ashley Stephens made a Motion to accept that amount range, Fred Henderson seconded. Motion carried and approved.

Brian Zalewski and Teeter both need a 3 XL on the promotional shirt that was given away at the conference. We did not have their size and Renee Southerland will order.

David VanBuskirk discussed the need per the By-laws to have a financial committee and handed out verbiage from the By-laws concerning how we are to handle this. If a member asks, we have no accountability right now and the By-laws state what we are to do, such as the Treasurer’s report, for example. When a Treasurer’s report is submitted it needs to be approved by the financial committee, and David is proposing the need for a Treasurer’s report each month.

Ashley Stephens and Jonathan Wilk stated Neal does give financial information, but if he is going to be absent we do need a more detailed report in writing concerning the checks that are outstanding and any bills that are due and any other financial information that needs to be provided.

Fred Henderson suggested providing Neal what financial information needs to be in writing if Neal is going to be absent from a board meeting.

Jonathan Wilk suggested changing banks with a remote deposit feature for checks. Bill Hollander stated he had already checked with RCB Bank and Arvest as they have branches all over the state and that RCB has mobile deposits. He will bring more information next meeting about them and Arvest.

David VanBuskirk will check with RCB to see if there is a fee to use them for mobile deposits and so forth.

Jonathan Wilk suggested Chris Woodall be on the bank account and not the 1st Vice.

Ashley Stephens took the checks that Renee received in December to deposit for Neal which included the following: 

  • Heather Cropper conference fees $200.00
  • Mike Hatchett/Stan Spradlin conference fees $380.00
  • Jeremy Robbins dues $20.00

Fred Henderson gave a disk of photographs to David VanBuskirk to give to Dan to put updated pictures from the conference on the website and to provide the International with the arson and accidental photo winners. (We only had two accidental winners)

Since Jeremy Robbins was absent, so it is unknown whether he has found out whether or not the Reed Center in Midwest City could be used for the 2020 conference.

Since Chris Woodall was absent, he sent an email prior to the meeting stating he had secured the Edmond Fire Training Center off Covell Road for this year’s conference, but at this time we do not have any speakers.

It was requested that a mini blast be sent out in February for just the date and location and then another blast can be sent in mid-summer with more details

New Business:

None.

Next Meeting

Thursday, February 13, 2020, at 10:00 a.m. at the Farm Bureau Board Room in Stillwater, located at 4721 West 6th Avenue, Suite, 200.

David VanBuskirk made a Motion to adjourn the meeting, seconded by Jonathan Wilk. Motion carried and approved.

03 Dec 2019

OKIAAI Board Minutes 12-3-19

Date: December 3, 2019
Time: 10:07 a.m.
Location: FOP Lodge 123, Oklahoma City

Call to order by President

Made by President Bill Hollander

Roll Call

Present: Bill Hollander (Pres.), David VanBuskirk (Past Pres.), Chris Woodall (1st VP), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd yr), Tim Reeves (2nd Yr.), Todd DeSmet (2nd yr), Jonathan Wilk (1st Yr.), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary)
Absent: Ashley Stephens (2nd VP), Neal Moore (Treasurer)

Reading and Approval of Minutes

Chris Woodall made a Motion to forego reading of the October Minutes, seconded by David VanBuskirk, Motion carried and approved.

Membership

One new member, Lee Aston

Treasurer’s Report

  • Treasurer’s Report was provided by David VanBuskirk from communicating with Neal Moore.  The balance is $17,057.11, which will be decreased by $5,200 for the donation to burn camp.
  • A burn camp discussion was had about the amount being provided to burn camp and no Motion was made to approve. A Motion was made by Tim Reeves to table this discussion until the next meeting in January when Neal Moore could be present, seconded by Fred Henderson, motion carried and approved.
  • Renee Southerland also received $2,470.00 in checks that will need to be deposited which included the $1,000 donation provided by Bill Cathcart (for his office burn camp donation) and the remainder conference fees that have been paid late. There are still conference fees remaining to be paid and one Board Member’s dues remaining to be paid.

Annual Conference

  • The evaluations from the 2019 Conference were discussed.  Most everyone thought it was a “great” or “good” conference in relation to the location and speakers.  There were comments about not liking the cigarette smoke and some speakers tended to be repetitive and spent too much time on terminology, need it to be simplified.  They would also like handouts to supplement instructors’ presentations and for the instructors to walk around and interact with all students.
  • Speaker topics requested for next conference:  Case studies, more fire investigation related classes, cause and origin, vehicle fire investigations, electrical fires, insurance adjusters and claims explaining our relationship with them and how to get access to their information, how to interview and interrogate, fire pattern recognition, handwriting analysis expert, forensic handwriting examiner.
  • A discussion was had concerning the location of the next conference:  1) the FOP Lodge  ($2,200), or, 2) the Edmond Fire Training Grounds (free) as Chris Woodall can get that location, or, 3) The Reed Center in Midwest City which is apparently owned by the City of Midwest City, and Jeremy Robbins will check on the cost.  
  • Chris also knows the manager at the Hilton Hotel near the Edmond Fire Training Grounds and will check to see what kind of rate we can get for the members to stay there if the Edmond Fire Training Center is chosen. 
  • The possible topics discussed for the next conference by the Board were 1) vehicle fires, 2) 921 and 1033 updates (need Bill Cathcart to speak on this), 3) hands-on presentation of some kind, 4) mental health speaker.
  • The name of Stacy Stevens, mental health speaker, was given to Renee by Cullen Fowler of Rimkus.  Renee will get with Cullen concerning her contact information so that Bill Hollander can call her.  
  • Renee will call Dave Hallman to bring samples of evidence to surround the conference room as demonstrative aides for the conference and bring a 511 catalogue of ideas for giveaways at the next conference.
  • Cullen Fowler advised Renee he will see if Rimkus could sponsor lunch for $1500.
  • NEFCO advised they would do a membership for $300.
  • Gina Coleman with AFR is also checking to see if AFR can sponsor a lunch for $1500.  

CFI

Brian Zalewski and Bruce Swearengen received their CFI.  Tim Reeves, Jonathan Wilkes, and David VanBuskirk were identified at the last meeting as receiving their CFI.  

Website

  • David VanBuskirk talked to Dan VanBuskirk concerning changes needed for the website when members pay for dues and for the conference, and Dan needs more specifics and a budget. Chris Woodall suggested that David look at other chapter’s websites and look at their payment platform and advise at next meeting.
  • Fred Henderson will give photographs that were taken at the last conference to David to give to Dan for the website so that we can keep updated photos in place.
  • Renee Southerland to provide Dan VanBuskirk the new conference dates to add to the website.
  • David VanBuskirk suggested putting a photo with the amount of the check given to burn camp on our website.

Old Business

  • Chris Woodall advised we needed to renew our 501(c)3 tax number in order to get better donations.  His wife works for an accountant and they can fix the issue.  Chris will call Heather Stanley to find out if a tax postcard was filed every year.  By the next meeting Chris will advise of the budget which should be about $400 a year to take care of that tax issue.  
  • Jeremy Robbins will check with his father-in-law who is a CPA as well to see what he would charge to do the tax card each year and he will send an email to everyone concerning the cost or advise at the next meeting. 

New Business

  • Bill Hollander has concerns that we need two people on the bank account in case Neal would not be able to provide information or make a payment when needed.  It was discussed that the First Vice needs a bank card so that it can be passed down each year to the next First Vice.  The First Vice can get to the bank account and print statements. 
  • The By-Laws state there should be a financial committee to give a monthly accounting at each meeting and to make changes is by a 2/3rd majority.  The By-Laws also state that the “Second Vice” is to be reviewing the bank statements each month, which in this case is Ashley Stephens, and he would be the head of the Finance Committee.  
  • It is not in the By-Laws, however, that a second person be on a bank card.  Chris Woodall stated it was a good idea, though, for the First Vice to be on the bank card.  David VanBuskirk and Tim Reeves will check into this with Neal Moore.  
  • It was suggested to start a By-Laws list to clarify and address past issues such as this.
  • It was announced that all members need to pay their International dues of $100.  

Next Meeting

Tuesday, January 21, 2020, at 10:00 a.m. at Oklahoma Farm Bureau in Tulsa.

A Motion to adjourn was made by Tim Reeves, seconded by Jeremy Robbins, Motion carried and approved.

25 Oct 2019

OKIAAI Board Minutes 10-25-19

Date: October 25, 2019
Time: 11:45 a.m.
Location: Hard Rock, Tulsa

Call to order by President

President Bill Hollander made the call to order.

Roll Call

Present: David VanBuskirk (Past Pres.), Bill Hollander (Pres.), Chris Woodall (1st VP), Ashley Stephens (21u1 VP), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd yr), Tim Reeves (2nd Yr.), Todd Desmet (2nd yr), Jonathan Wilk (1st Yr.), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary), Neal Moore (Treasurer)

Absent: None

Reading and Approval of Minutes

Ashley Stephens made the motion to forego the reading of the Minutes, Neal Moore seconded the Motion. Motion carried and approved.

Membership

28 new members. 111 attended the conference.

Treasurer’s Report

Conference membership fees: $20,050.00
Expenses: $16,062.00

Current Balance$22,000.00
Deposit to be made$7,143.00
Balance$29,143.00
Less Expenses-$16,062.00

After expenses balance will be approximately $15,000 per Neal Moore.

Burn camp funds raised during conference$2,000.00
Cathcart & Dooley Donation$1,000.00
TheWay Donation$1,000.00
Hugh Graham Donation$ 200.00
Total Burn Camp Funds Raised$4,200.00

Motion made by Jim Wilhelm to approve the Treasurer’s Report, seconded by Ashley Stephens. Motion carried and approved.

Motion by Neal More to add $1,000.00 additional dollars to burn camp from our funds, seconded by Jim Wilhelm. Motion carried and approved.

Annual Conference

CFI

Website

Old Business

None.

NewBusiness

A Motion was made to destroy the ballots by Mark Mitchell, seconded by Jesse Benne. Motion carried and approved.

Next Meeting

Motion made by Neal Moore to close the meeting, seconded by Jim Wilhelm. Motion carried and approved.