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20 Jan 2022

OKIAAI Board Minutes 1/20/22

Date:  January 20, 2022
Time: 10:01 a.m.
Location:  Oklahoma Farm Bureau – Tulsa, OK

Call to Order

Made by President Chris Woodall

Roll Call

Present at Meeting: Chris Woodall (Pres.), Ashley Stephens (1st VP), Todd DeSmet (2nd VP), Tim Reeves (3rd yr.), Nick Nodeau (3rd yr.), Steve Rhodes (2nd yr.), Jesse Benne (2nd yr.), Marc Sutphin (1st yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)

Absent at Meeting: Bill Hollander (Past Pres.), Gina Coleman (1st yr.)

Reading and Approval of Minutes

Chris made a motion to forgo the reading and approval of the December minutes.  Ashley seconded, motion carried and approved.

Membership

Three new members had applied. 1) Matthew Meredith – of which some of the board members already knew.  Tim made the motion to accept his membership, seconded by Todd, motion carried and approved. 2) Nicholas Compala – Todd called David VanBuskirk regarding his credentials since David lived next to Kaw City.  The discussion was tabled until David could call back. David then called back and advised the chief stated Mr. Compala would be an excellent choice for membership. It was also discussed whether he should be an associate member or regular member. A motion was made by Todd to accept his membership, seconded by Tim, motion carried and approved. 3) Rodney Mullinax – of which some of the board members already knew.  Jonathan made a motion to accept his membership, seconded by Steve, motion carried and approved.

A discussion was then had regarding new members as it related to the National membership language that we had adopted concerning active versus associate.  This discussion was tabled until “old business.”

Treasurer’s Report

Jonathan had sent the bank statement by email to the board the day prior to the meeting but it did not have a total.  He advised the total we have in the bank is $18,719.04, which did include the checks that were received from the last meeting as those have now been deposited.  Jonathan advised he has not yet paid ODI for the items that we want to give away at the next conference as he has not yet received a return call from them.

CFI

  • Tim Reeves advised that Joey Applegate received his CFI in December of 2021.  

Website 

  • Renee provided Jonathan with an invoice in the amount of $575.00 from Dan VanBuskirk for website changes.  
  • There was a discussion of Dan’s work and what he has done so far and what he did last year. 
  • Marc advised there were issues with the “learn more” tab on the main page as it gives an error if you click on it.  Renee will have Dan check on this.  
  • Jonathan provided a check for Renee to give to Dan in the amount of $575.00.
  • Now that all of the new board members’ information has been provided, Renee will have Dan add that to the website.

Annual Conference  

  • A discussion was had concerning Krystal’s information that the food court has not yet been completed, but she is adding 10 additional rooms for our conference and can delay the date that reservations are made.  She advised that their employment capacity is only at 47% right now due to vaccine requirements.  
  • Jonathan advised that prior to our last conference we only $13,000.00 in the bank and now that we have $18,000.00 in the account, he would like to provide funding for lunches and possibly pay for a hospitality room.
  • Ashley advised that the surveys reflected that the Grand Casino was a good location for the conference.
  • Renee advised that everyone also liked Hallman’s display and the members wanted to see more of those case studies.
  • Ashley advised he would reach out to some of his co-workers to do case studies and that we already have someone from Social Media Exploration Branch to do a case study.
  • Jonathan advised he wanted a google warrant discussion at the conference.
  • A discussion was had if the conference could meet the yearly goal of 24 hours plus two hours of mental health, but if so, then the conference would have to be three full days or add a mini conference through the year sometime.
  • Renee handed out business cards for board members to pass out to prospective members for the next conference as the business cards identify our organization and our website.
  • Jonathan advised in reference to the giveaways, there was an issue with the 511 shirts as the extremely large sizes can’t be obtained unless it’s for a business.  A discussion was had to possibly get a different kind of shirt or sweatshirt that would come in the larger sizes to get away from the business issue.
  • Renee advised she would request Midwest Trophy to provide two pullover sweatshirt samples for the next meeting.  
  • Todd discussed possibly having other items to be given away such as flashlights from 511, and Jonathan will check with 511 on those. 
  • Renee advised that she had received the updated Fire Chief e-mail list from the State Fire Marshal’s office and will compare to the last list received in 2017 to make any updates.

501(c)3

Jonathan brought all of the records he could find in the brown folder and provided those to Chris including the 2020 and 2021 bank statements.  Chris advised he needed to get the tax returns caught up and is not sure what that cost will be but believes we had approved $500.00 in the past.  He may need a Power of Attorney for his wife’s tax firm.  Chris will have his wife do a spreadsheet of all past years to give to the tax firm so that we can get our 501(c)3 reinstated.

Old Business

  • A discussion was had concerning member types, voting, and board rights.  Membership requirements were read in the Bylaws for both the Oklahoma Chapter and International Chapter.
  • A discussion was had concerning “fire officer” and that a fire officer is first making the determination and then they may punt to an O&C or an additional fire investigator.
  • It was discussed that the membership wording needs to be changed on the website and that copies of the International Bylaws should be handed out to the board members to look through and make our changes regarding membership status so that our Bylaws can reflect what the national IAAI says. 
  • Jonathan advised that he had a discussion with Bill Cathcart on the first day of the conference as to how to approach the membership discussion concerning the changes and about the voting that would take place by the members on the last day of the conference.  
  • Chris re-read the motion from the October minutes regarding the membership change and a discussion was then had about making our Bylaws changed to be limited to the types of membership.
  • Todd suggested we ask Bill Cathcart what his recommendation is as to how to make the Bylaws change on the website concerning membership based on IAAI membership.
  • Ashley advised we want to make “retired” fire investigators or firefighters have the ability to keep their membership and Chris advised as well as corporate companies and marketers such as Rimkus.  
  • Ashley advised to decide on the wording we want to use from the International and send out the wording to the membership in an email blast.  Advise that we have not taken any action yet to make the language change but that this would be the language we want to use and request their input.  It could then be discussed again at the next annual meeting.  
  • Todd suggested we needed to follow the Roberts Rules of Order.
  • Jonathan stated he felt as though we had already adopted language to reflect what the International Bylaws state but was open for discussion at the next conference concerning Ashley’s suggestion.  
  • Chris advised it would be okay to send an independent email regarding what the board had proposed concerning the language change for membership and then vote on “exact” language at the conference in October of 2022.  In this e-mail to the members, we can request comments be sent back to us to discuss.  
  • It was discussed that no motion was needed to make the new bylaws language change, but it was requested for Bill Cathcart to review it first.  And at this time, it was requested all board members review Article II to be discussed at the next meeting.  
  • Ashley advised we would need to add “retirement and corporate” wording and that the members need to agree to this wording.  
  • Chris advised at the next meeting we would focus only on the membership language so that we could get this out to the members.

New Business

  • Renee reminded everyone to pay their International dues of $100.00 because as a board member for the Oklahoma Chapter you have to be a member of the National organization.
  • She also advised that she submitted the photos to the International Association and they would advise if a winner was in our group.

Next Meeting

The next meeting will be on Thursday, March 3, 2022, at 10:00 a.m. at the offices of Cathcart & Dooley, located at 2807 North Classen Boulevard, Oklahoma City, Oklahoma.

Jonathan made a motion to adjourn the meeting, seconded by Nick, motion carried and approved.

09 Dec 2021

OKIAAI Board Minutes 12/9/21

Date:  December 9, 2021
Time: 10:02 a.m.
Location:  Oklahoma Farm Bureau – Tulsa, OK

Call to Order

Made by President Chris Woodall

Roll Call

Present at Meeting: Chris Woodall (Pres.), Bill Hollander (Past Pres.), Steve Rhodes (2nd yr.), Jim Wilhelm (2nd yr.), Marc Sutphin (1st yr.), Gina Coleman (1st yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)

Absent at Meeting: Ashley Stephens (1st VP), Todd DeSmet (2nd VP), Tim Reeves (3rd yr.), Nick Nodeau (3rd yr.)

Reading and Approval of Minutes

Jonathan made a motion to forego the reading of the October conference minutes, seconded by Bill Hollander, motion carried and approved.

Membership

A request for membership was received from Nick Kelley, Assistant Fire Marshal of Moore Fire Department.  Bill Hollander made the motion to accept his membership, seconded by Steve Rhodes, motion carried and approved.

Treasurer’s Report

As of October 15, the Arvest bank account balance was $13,578.32.  More deposits were made after the conference as well as a PayPal transfer to now total $17,569.57.  Additional checks have been received at this meeting for late conference payments in the amount of $1,320.00 which will be deposited making the total in the bank account to be $18,889.57.  Steve Rhodes made the motion to accept the Treasurer’s Report, seconded by Marc Sutphin, motion carried and approved. 

Gina Coleman suggested using Zelle as a possible option for bank transfers instead of Square because no fees are charged.  Bill Hollander also suggested Venmo and CashApp.  Any further discussion was tabled. 

The Treasurer stated we are now in a financial position to explore hosting and providing additional services to the members for the upcoming conference in October 2022.

CFI

None. A discussion was had with Marc Sutphin regarding the credentials for CFI and the procedure for him applying.

Website

Bill Hollander requested that we change the photo award deadline date from October 1st to September 1st in order to have time to get all of the photographs in, frames purchased, and plates made.

Renee Southerland discussed when payments come in for the conference that some of the members are not filling out the membership form and bypassing it just to pay directly.  It was discussed that it was okay to get with Dan VanBuskirk, our IT person, to change the payment format on the website so that members have to fill out the membership form first before payment can be made.

Annual Conference

  • The 1st Vice President, Ashley Stephens, was not able to make the conference but had sent an email stating he would be working on the agenda as some of his ATF co-workers would be speaking at the conference.  He also stated his vote would be to have the conference at the Grand Casino again in Shawnee as it appeared the surveys Bill Hollander sent out were all favorable with that venue.
  • Renee Southerland had a conference call with Krystle prior to the board meeting and she advised that the dates we had requested for her to reserve the ballroom for the conference, October 19-21, 2022, were still on her books.  We can also have Tuesday the 18th free for set-up if it was voted on by the board to keep the conference at that venue.  She said the cost would remain the same at $500 for Wednesday, $500 for Thursday, and $225.00 for Friday.  Even though she had cut the cost for Wednesday and Thursday in half at this past conference (because we had to order buffet lunches and a lot of snacks since the food court was not open), she stated she could not cut the conference cost in half this coming year.  She advised that all of the coffee we had ordered at this past conference was free because catering did not turn in their invoice in to her until a week after we had paid for the conference and she was not going to request additional money from us.  She advised that food court would definitely be open by October 2022 as it was supposed to be open in February 2022.  She further explained that since the food court would be open, no buffet lunches could be ordered for this next conference since a lot of food options would now be available for lunch.  Hotel rooms were not discussed at this time.
  • Since less than 30 surveys were turned in at this past conference, a suggestion was made to have everyone turn in the surveys at the end of the day on Thursday and possibly get a free ticket to use for one of the bigger giveaway items that would be raffled off at the end of Thursday.  At least this would ensure that maybe more surveys could get turned in instead of waiting until Friday when a lot of members don’t attend and have had to leave the conference early.
  • Since the items purchased from OCI (Oklahoma Correctional Industries) were such a big hit for this past conference, it was discussed to go ahead and order those items from them again to ensure that enough time is given for these items to be made.  Jonathan advised the three items that we gave away only cost our organization $1,000.00 even though the cost should have been $1,100.00 as OCI ate the additional $100.00 and gave us that discount. 
  • At this time, the OCI pamphlet for outdoor furniture was passed out and reviewed and a motion was made by Gina Coleman to order the same items, seconded by Bill Hollander, motion carried and approved.  
  • As for the giveaway items for the members when they attend the conference, David VanBuskirk (past board member) had suggested during this past conference to go ahead and get 511 hoodies as those had never been given away, only the sweatshirts.  Jonathan advised he would contact his rep at 511 and send an email to everyone concerning the hoodies available and the cost. 
  • Marc Sutphin requested an explanation about the monies that go to the burn camp from the raffle, and it was advised that 100% goes to that organization.
  • Renee Southerland advised that the burn camp will attend the next conference in October 2022 as they already have the dates on their calendar.
  • A discussion was had to encourage all board members to get raffle giveaway items starting now since the members really enjoy a chance to win these items since the money goes to the burn camp.

501(c)3

  • Chris Woodall advised that he will meet with Jonathan Wilk to get the past bank records for the last three years as the accountant needs this in order to start the process to reinstate our 501(c)3 status.
  • Bill Hollander then had a discussion with the new board members stating that our 501(c)3 had expired and that we were trying to get it reinstated.

New Business

  • Chris Woodall suggested doing a one-day class in the spring, and Jonathan Wilk suggested possibly using a class from the National organization.  Bill Hollander advised he was involved in one of those classes that Mr. Magalassi had done in the past.  
  • Marc Sutphin advised that the FMAO hours versus OKIAAI hours are about the same and that we should possibly squeeze in more CLEET hours.  He advised the Department of Agriculture has a class we could use.  Jonathan Wilk advised he attended that Ag class in the past, and it was also discussed about the Arson for Prosecutors Class which is a two-day class that the ATF would conduct.  Jonathan Wilk advised that ATF hosted his class for free and they did a live burn as well.  
  • Chris Woodall has suggested that we go ahead and pay for a venue and do a class and form a committee but it was suggested to wait until Ashley Stephens was at the next meeting to discuss further.
  • Board positions were discussed and how current positions were filled based on certain vacancies. 
  • At this time Jim Wilhelm submitted his resignation to the board which Chris Woodall read to the board and thanked Jim Wilhelm for his conference help these past few years.  At this time a new 2nd year appointee needed to be nominated.  Renee Southerland nominated David VanBuskirk, and Bill Hollander advised that he had spoken with David the week prior and he was okay to be back on the board but would be out of attending any meetings during the summer due to his sprinkler business.  Jonathan Wilk advised that Fred Henderson would fill any vacancy until a permanent replacement was found.  Jim Wilhelm also advised if he was needed for a vote he could be available until a permanent replacement can be determined because he does need to resign.  He also let his EMT, Hazmat and CLEET certifications expire.  
  • Chris Woodall suggested if we called one of the other potential nominees that did not get voted in to see if they would be willing to be a board member at this time, we could do that.  Jonathan Wilk advised that Jesse Benne ran the last two years and really wants to get involved and would be a good resource going further.  His supervisor also advised that Jesse Benne could make the meetings whenever they were scheduled. 
  • At this time, Chris Woodall appointed Jesse Benne a 2nd year board member as Jim Wilhelm’s replacement.  Jonathan advised he would call Jesse Benne and advise him of his new appointment.  Renee Southerland will add him into the letterhead, email chain, and website for the board members going forward starting January 2022.  
  • Renee Southerland had Chris Woodall sign a new W-9 for the 2022 year.

Old Business:

  • At our conference annual meeting, it was voted on that the language in our Bylaws be changed to reflect the membership language used by the International Association.  Jonathan Wilk will extract that language and add it into our Bylaws and present it at the next meeting.  Gina Coleman questioned why Hugh Graham had a dissention vote and it was because he thought the board needed to be addressed sixty (60) days prior, but Jonathan Wilk had spoken with Bill Cathcart, our legal counsel, prior to the conference concerning eligibility status and he stated that we needed to address it in our Bylaws.  Bill Cathcart advised it was okay to take a vote during the Annual meeting.  It was discussed concerning associate membership and student membership, and what eligibility was needed to be on the board, and that the word “International” would be redacted when applying their language to our Bylaws. 
  • Bill Hollander advised that he still had plane credits from the last International meeting that was cancelled in April of 2021, and it was discussed that it was okay for Bill Hollander to go to the International conference this year since he did not get to go last year.  
  • Steve Rhodes had also been on the schedule to go last year and would like to go this year, so that discussion was had and he will be attending also.
  • It was further discussed that those board members attending the International conference will be reimbursed at the government per diem rate, and their hotel and flight will also be reimbursed.  A motion was made by Jonathan Wilk to accept this, seconded by Bill Hollander, motion carried and approved.

Next Meeting

The next meeting will be on Thursday, January 20, 2022, at 10:00 a.m. at Oklahoma Farm Bureau located at 10777 S. Memorial Drive in Tulsa, Oklahoma.  Bill Hollander made a motion to adjourn the meeting, seconded by Jonathan Wilk, motion carried and approved. 

22 Oct 2021

OKIAAI Board Minutes 10/22/21

Date:  October 22, 2021
Time: 10:35 a.m.
Location:  Grand Casino, Shawnee, Oklahoma

Call to Order

Made by President, Chris Woodall

Roll Call

Absent at Meeting: Tim Reeves (3rd yr.), Steve Rhodes (2nd yr.)

Present at Meeting: Chris Woodall (Pres.), Bill Hollander (Past Pres.), Jonathan Wilk (Treasurer), Ashley Stephens (1st VP), Todd DeSmet (2nd VP), Nick Nadeau (3rd yr.), Jim Wilhelm (2nd yr.), Gina Coleman (1st yr.), Marc Sutphin (1st yr.), Renee Southerland (Secretary)

Reading and Approval of Minutes

A motion was made by Bill Hollander to forego the reading of the September minutes, seconded by Todd, motion carried and approved.

Membership

For this conference, we had 106 paid members, 12 of those were new members, and 96 attended the conference.  In 2020, we did not have a conference due to the pandemic but had 108 paid members, and 12 of those were new members.

Treasurer’s Report

Jonathan Wilk advised the current balance was $23,324.93 but we needed to pay the Grand Casino for their conference facilities which would be $6,000 – 7,000, but we have yet to receive the final billing.  The burn camp raised $2,737.00 in the raffle.

CFI

None – Chris Woodall advised we needed more CFIs for the State of Oklahoma.

Annual Conference

It was requested that all of the surveys be turned in for this conference.  It was announced that First VP Ashley Stephens would be heading the conference next year.  Ashley made a motion for our organization to add $1,000.00 from our funds to the raffle amount raised, therefore, a check in the amount of $3737 would be given to the Burn Camp.  Bill seconded the motion.  Motion carried and approved.  A check will be written today to the burn camp for $3.737.00.

New Business

Ashley made a motion to destroy the ballots concerning the nominations.  Bill Hollander seconded the motion, motion carried and approved. 

Chris Woodall then discussed membership status concerning associate members, retired members, and the like.  This had been discussed with the board’s legal counsel who advised it was okay for our organization to adopt the International’s language about membership. At this time, it was requested to entertain any motions concerning this subject.  Ashley made a motion to change our Bylaws to adopt and reflect what the International says regarding membership which would allow retired members to be part of the organization and keep their credentials.  As of right now, we only have “Active” and “Lifetime” member status and we need 2/3rds vote to add different types of members (retired, organizations, associate).  A discussion was had with the membership and Hugh Graham stated he thought it had to be published for 60 days before voting but this could not be located in our Bylaws.  Legal counsel had reviewed and said it was okay not to publish for 60 days as we are separate from International and have separate Bylaws.  This was now seconded by Jonathan Wilk.  A vote was taken to adopt the language from the International Bylaws, and there was well over 2/3rds majority and only one no vote.  The motion was carried and approved.

Next Meeting

The next meeting will be determined at a later date with the new board members being advised of such.  A motion was made by Bill Hollander to adjourn the meeting, seconded by Marc Sutphin, motion carried and approved. 

30 Sep 2021

OKIAAI Board Minutes 9/30/21

Date: September 30, 2021
Time: 10:08 a.m.
Location: Grand Casino, Shawnee, Oklahoma

Call to Order

Made by President Bill Hollander

Roll Call

Present at Meeting: Bill Hollander (Pres.), Jonathan Wilk (Treasurer), Chris Woodall (1st VP), Jeremy Robbins (3rd yr.), Fred Henderson (3rd yr.), Tim Reeves (2nd yr.), Rodd DeSmet (2nd yr.), Steve Rhodes (1st yr.), Jim Wilhelm (P1 yr.), Renee Southerland (Secretary)

Absent at Meeting: Ashley Stephens (2nd VP), David VanBuskirk (Past Pres.)

Reading and Approval of Minutes

August minutes were read by the president. Chris made a motion to accept, seconded by Jonathan, motion carried and approved.

Membership

Three new members applied: Doug Monty, Anthony Garibay and Heather Schafstall. A motion was made by Jeremy Robbins to approve these three memberships, seconded by Chris Woodall, motion carried and approved.

Treasurer’s Report

Jonathan Wilk gave the Treasurer’s Report stating the current balance was $14,800.81, which included $289.35 in a PayPal transfer transaction, $5.00 service fee, another PayPal deposit of $2,750.00, reimbursement of $128.03 for flowers for Dave Hallman’s mom’s funeral, and $574.00 to Dan VanBuskirk for website updates. There is an additional $2,450.43 in PayPal that will need to be transferred and a $1,000.00 check will need to be made to the Department of Corrections for the raffle items that will be purchased from that facility. Renee provided a check in the amount of $600.00 from the State Fire Marshal’s office and a check will need to be written to Ashley Stephens in the amount of $50.00 for the speaker materials he provided to MCLE. This will be paid to Ashley at the conference since he missed the meeting. Jonathan will also refund $300.00 to RIMKUS if they request a refund since they cannot make it to the conference as a vendor. So, there is roughly $16,850.00 in the account after these transactions. Renee advised the amount of the conference invoice right now without any changes was $3,924.80. Motion was made by Jeremy to accept the Treasurer’s Report, seconded by Chris, motion carried and approved.

CFI

None.

Annual Conference

  • Todd DeSmet – wanted to make sure thank-you notes got sent to vendors and that 17 hours was approved by the insurance department for credits during the conference. 
  • Chris advised that Dan Gottuk and Bill Cathcart’s presentation is being worked on. He also advised that Mike Abraham is receiving an award from another organization during the time of our conference and requested to change his speaking date to Friday, but since that could not occur he is still going to speak as scheduled. 
  • A discussion was also had concerning credits and the sign-in sheets and how they will be set out every morning. 
  • A discussion was had by Chris as to whether or not board members paid for the conference and he advised they do not. 
  • Bill Hollander will call David VanBuskirk regarding a keynote speaker. If David cannot get one, Bill will try to find a keynote speaker. 
  • Renee advised there will not be an Arson Advisory Council presentation as the person who wanted to do that presentation to The Burn Camp will not be able to attend. The presentation should be made in 2022 if that’s what they elect to do. 
  • Jonathan advised he needed The Burn Camp money separated from the merchandise and membership payment money, and Renee advised she had two bank bags and would bring those to the conference. 
  • At this time all board members met with Krystle Ross with the Grand Casino to go over the layout for the conference room, the vendor tables, and registration tables that were needed. It was also discussed by Krystle that she could provide a buffet lunch solely for the membership on Wednesday and Thursday for $12.95 each and that we would only be responsible for the number of tickets/buffets purchased. Jonathan made a motion to accept her proposal and provide lunch on Wednesday and Thursday along with keeping our same snack schedule, it was seconded by Jeremy, motion carried and approved. 
  • Jeremy then discussed providing coffee during each of the conference days. Motion was then made by Jeremy to provide coffee with no limits each day, seconded by Tim, motion carried and approved.
  • Renee passed out the photos from the photo contest, and arson was voted on for 1st and 2nd place and accidental was voted on for 1st and 2nd place.
  • Bill Hollander will get the ink and paper for the printer and will bring the printer to the conference.
  • Renee will check with David VanBuskirk as to whether or not he has any evidence cans for the raffle give-aways.
  • Chris advised that we needed some extension cords so if anyone had some they needed to bring them. 
  • Krystle advised that we could use her ticket spinner for our raffle give-aways and that she would revise the banquet event order to reflect that lunches would also be provided on Wednesday and Thursday during the conference.

Old Business

Renee advised that Dan VanBuskirk stated it would cost $50-$200 for him to place an ad-type banner on our website if a business wanted to advertise for the year. That discussion was tabled.

Next Meeting

Next meeting will be Friday, October 22, 2021, at 11:30 a.m. at the end of the conference. A motion was made by Jeremy to adjourn the meeting, seconded by Todd, motion carried and approved. 

21 Aug 2021

OKIAAI Board Minutes 8/21/21

Date:  August 21, 2021
Time: 10:17 a.m.
Location:  Oklahoma Farm Bureau, Tulsa, Oklahoma

Call to Order

Made by President Bill Hollander.

Roll Call

Present at Meeting: Bill Hollander (Pres.), Chris Woodall (1st VP), Ashley Stephens (2nd VP), Tim Reeves (2nd yr.), Rodd DeSmet (2nd yr.), Steve Rhodes (1st yr.), Jim Wilhelm (1st yr.), Renee Southerland (Secretary)

Absent at Meeting: David VanBuskirk (Past Pres.), Fred Henderson (3rd yr.), Jeremy Robbins (3rd yr.), Jonathan Wilk (Treasurer)

Reading and Approval of Minutes

Bill Hollander read the July minutes, Todd DeSmet made a motion to accept the Minutes, Seconded by Ashley Stephens, motion carried and approved.

Membership

One new member, David Vesely.  Bill Hollander made the motion to approve his membership, seconded by Tim Reeves, motion carried and approved.

Treasurer’s Report

Since the Treasurer was absent, the Treasurer’s Report will be presented in the September meeting.  Renee Southerland will be meeting with Jonathan Wilk in a few days to provide him with check payments she has received in the last month so that those can be deposited.

CFI

None.

Website

There were no website changes, however, Dan will need to add in a list of sponsors and vendors when Renee has that list prepared.  Chris Woodall also advised that NEFCO has advised they want to do “more” for the organization and possibly pay to have their company advertise on our website as they had stated to Chris Woodall it was done on other chapters’ websites.  It was requested to check with Dan regarding the cost associated with adding some sort of advertisement or banner on our website.

Annual Conference

  • Chris Woodall – Dan Gottuk is now speaking instead of Tripp Wagner on the same topics and Bill Cathcart will add additional information as well.  One of the presentations from Dan will be on OSAC, Organization of Scientific Area Committees, and Chris will get his info. 
  • Todd DeSmet – Need Dan’s information and Ashley will send that to Todd.
  • Renee Southerland – Bill Cathcart has coordinated with the past Oklahoma Arson Advisory Council representative regarding a presentation they want to make to the Burn Camp during the conference.
  • Chris Woodall – The presentations from Custer and Abraham will not overlap.
  • Tim Reeves – Wants to make sure we have boxes of masks available and Renee will get those purchased.  
  • Bill Hollander – Wants to also put hand sanitizer at each table.
  • Chris Woodall – Wants to discuss raising the vendor cost but this is going to be tabled for next year after the conference. 
  • Ashley Stephens – An announcement can be made at the beginning of each conference that if you are not feeling well to go ahead and leave the conference.  
  • Tim Reeves – Was able to secure $1,000 from the Quapaw Tribe and also received ten pounds of ham, roast, and brisket for the raffle.  An ice chest needs to be purchased.  This meat is from the Quapaw Cattle Company. 
  • Renee Southerland – Advised Curtis and Conner are still deciding what to buy to give away in the raffle as they are purchasing items that total $400-$500.
  • Jim Wilhelm – Will buy a freezer and get the meat from Tim to transport to the conference. 
  • Tim Reeves – A discussion was had regarding other raffle items that he has been trying to obtain.
  • Bill Hollander – Discussion was had regarding snacks and what would be purchased from the casino and who would be sponsoring those snack items throughout the day since we have received sponsor money.  Menu was reviewed and it was decided to get two snacks each morning and two snacks each afternoon.  Motion was made by Bill Hollander to accept these snack choices, seconded by Ashley Stephens, motion carried and approved.  Renee will order.
  • Ashley Stephens – Will submit documents from the speakers to the Oklahoma Bar Association for Continuing Education approval and will pay that amount and get reimbursed from the treasurer at a later date. 
  • Tim Reeves – Wants coffee in the room but coffee is available for free at the drink stations at the casino. 
  • Renee Southerland – Passed around photo contest pictures that she had received.  It was decided to pend the voting on who would win the arson and accidental contests until the next meeting since the deadline is October 1st for the contest pictures to be submitted to the organization.  
  • Bill Hollander – We need to change the submission date for the photographs to 9/1 instead of 10/1 for the next year’s conference. 
  • Jim Wilhelm – Will call Neal Moore to double-check his attendance for the conference so that he can get his award.  

Old Business

Todd DeSmet advised that the Oklahoma Claims Association would like for us to set out a vendor booth for our organization on September 17 at their annual conference.  Chris Woodall advised he could man the booth that day and Jim Wilhelm advised he could man it for the first half of the day.  It was requested that a foam board of the agenda be made along with membership form copies, a scholarship award, and a bowl for business cards (to give away the scholarship for the conference), as well as getting candy for the table.

New Business

Renee Southerland purchased flowers for Dave Hallman’s funeral and would like to be reimbursed.  Chris Woodall made a motion for reimbursement, seconded by Todd DeSmet, motion carried and approved.

Next Meeting

Next meeting will be Thursday, September 30, 2021, at Farm Bureau in Tulsa at 10:00 a.m.  A motion to adjourn was made by Todd DeSmet and was seconded by Chris Woodall, motion carried and approved.

22 Jul 2021

OKIAAI Board Minutes 7/22/21

Date:  July 22, 2021
Time:  10:22 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.), Chris Woodall (1st VP) (by phone), Ashley Stephens (2nd VP), Todd DeSmet (2nd Yr.), Steve Rhodes (1st Yr.) (by phone), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)   

Absent: Fred Henderson (3rd Yr.), Jeremy Robbins (3rd Yr.), Tim Reeves (2nd Yr.)

Reading and Approval of Minutes

Bill Hollander read the June Minutes and made the Motion to approve them, seconded by Todd DeSmet, Motion carried and approved.

Membership 

Three new members: Lee Green, Josh Davis, and Ben Flowers.  Credentials were reviewed, and David VanBuskirk made the Motion to approve the three new members.  Ashley Stephens seconded.  Motion carried and approved.

Treasurer’s Report

As of 6/30/21, the balance was $15,549.76.  Since that time Jonathan Wilk has made a deposit of $800.00 as well as $289.35 from Square.  A $5.00 service fee will be withdrawn for July.  He did not get a chance to print the statement before the meeting.

 CFI

None.

Website

Dan Van Buskirk added photo contest information onto the Conference’s main page.  Also, corrections were requested to be made on the website for certain Board Members’ emails.  Renee Southerland will call Dan and have that done.    

Annual Conference

  • Jonathan Wilk advised that the OCI is making the glider, grill, and fire ring for $1,000, and they will let him know when those items are ready to be picked up.  These will be raffle items.  Jonathan is not sure if the OCI will set up a vendor booth or not.  
  • Jonathan Wilk advised 5.11 is not authorized to set up at the conference because they have to get main approval out of the California office.  The 5.11 Corporation has shut down for approval for any type of vendor booth.  
  • Jonathan Wilk also sent Scott Rogers a sponsor form.
  • Chris Woodall stated he is getting everything nailed down and he might need help getting his speaking material information.  Ashley Stephens advised he might be available to speak but needs a date and time and the ATF will pay for a room and travel.  
  • Chris Woodall advised he will send what he has to date in reference to speaking materials to Todd DeSmet and Ashley Stephens.
  • Chris Woodall has Mike Custer’s information but still needs an outline. 
  • Todd DeSmet advised he needs the CV, power points, and timed outline to turn into the insurance department.  
  • Chris Woodall said to use the 2019 information for Dr. Albano until he can get Albano’s 2021 presentation.  Chris requested Renee Southerland send the 2019 information to Ashley Stephens and Todd DeSmet which she will do.  
  • Chris Woodall advised he will email Bill Cathcart and Tripp Wagner concerning Bill Cathcart doing a Q&A after Wagner’s presentation.  
  • Tim Reeves is still trying to get the $1500 sponsorship from the Quapaw Tribe.  
  • Chris Woodall advised he was not sure if Jensen Hughes would sponsor, but he will call them. 
  • Renee Southerland advised that Doug Monty, a fire investigator from Kansas, advised he would send sponsor money.  
  • Chris Woodall advised Firensics will sponsor and he will call to remind them.  
  • Steven Rhodes will call NEFCO.
  • Jonathan Wilk advised Hugh Graham will give money to the burn camp.  
  • Bill Hollander stated he went to the Delaware Tribe and a few banks but has not had any luck yet to get any sponsor money.  He has also written a letter to Lowes requesting raffle items and is waiting to hear back.  He also applied to Walmart and will call the Shawnee Chamber of Commerce and Grace Industries.  
  • Todd DeSmet advised he would call Armstrong Labs for either a vendor or sponsor spot.  
  • David VanBuskirk said he can get a Head Country sampler kit or possibly seasoning packets as giveaways.  
  • Todd DeSmet suggested we use sponsor money for auction gifts.  
  • David VanBuskirk said Tim Reeves was also checking with the Quapaw Tribe in reference to a beef jerky kit.  
  • Renee Southerland advised 129 shirts were ordered in the amount of $1,983.27.  
  • Renee Southerland gave the hotel status that 50 nights have already been booked for the conference.  
  • It was decided that a la carte food items, lunches, and snacks would be discussed at the next meeting.  
  • Todd DeSmet advised that AFR would not be a sponsor.

Old Business

  • The Oklahoma Claims Association conference and golf tournament is September 16th and 17th in Midwest City.  They advised we could have a free vendor booth.  We will need to appear for the golf tournament on Thursday, September 16th.  

New Business

  • Renee Southerland advised she would order the lanyards and football cases as those have yet to be ordered.    

Next Meeting

The next meeting will be Tuesday, August 31, 2021, at 10:00 a.m. at Oklahoma Farm Bureau.  A Motion was made by Ashley Stephens to close the meeting, seconded by David VanBuskirk.  Motion carried and approved.

09 Jun 2021

OKIAAI Board Minutes 6/9/21

Date:  June 9, 2021
Time:  10:30 a.m.
Location:  Grand Casino, Shawnee

Call to order by President

Made by President, Bill Hollander  

Roll Call

Present: David VanBuskirk (Past Pres.), Chris Woodall (1st VP), Tim Reeves (2nd Yr.), Todd DeSmet (2nd Yr.), Steve Rhodes (1st Yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)   

Absent: Bill Hollander (Pres.), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd Yr.), Jim Wilhelm (1st Yr.)

Reading and Approval of Minutes

Tim Reeves made a motion to forego the reading and approval of Minutes, seconded by Todd DeSmet.  Motion carried and approved.

Membership

No new members 

Treasurer’s Report

Current balance is $14,465.41 per Jonathan Wilk.  Renee provided him with a $300 check received at the Post Office from vendor AdvantaClean.  Jonathan advised he still needs to deposit the $500 check we received last month from Integrity for raffle items to be purchased.  The new balance includes a $5.00 fee and the Go-Daddy payment of $83.88.  Tim Reeves made a motion to accept the Treasurer’s report, seconded by Todd DeSmet.  Motion carried and approved.

CFI

Steve Rhodes and David Bealls received their CFIs.

Website

Dan VanBuskirk adds the Minutes monthly for the prior months as the Minutes are approved at each Board Meeting.  He also changed photo award amounts on the website.  

Annual Conference

  • A discussion was had concerning the clarification of vendors versus sponsors and the forms and costs.
  • Renee sent out the vendor / sponsor forms via email to all of the potential vendors and sponsors from the OCA conference.  
  • Sherry Montes sent a vendor form and needs to make a credit card payment over the phone.  Chris Woodall will call to get that from her. 
  • AdvantaClean sent a $300 payment for a vendorship, however, the check had Chris Woodall’s name on it also.  Jonathan will go ahead and try to cash it.  If the bank will not accept it, AdvantaClean will produce a new check.  
  • Chris Woodall has been calling all speakers for speaking materials and is trying to get all of those materials that Todd DeSmet needs by the end of June.  He will also work on the agenda.  Todd will email Chris as to exactly what is needed.  
  • Mike Custer will speak on Smart Homes / appliances and EVs and Chris would like to have a new EV at the conference.  Jonathan will check on this and Jeremy also possibly has a lead at a dealership.
  • Discussion was had regarding who is speaking on what date and what time. 
  • Sign-in sheets for ODI, OBA and CLEET need to be prepared and ready for the conference. 
  • Chris Woodall was contacted by Edward Roberts with Forensics as Edward Roberts is president and has a couple of presentations to teach a one-to-two-hour class at the conference concerning fire investigation and case studies referencing fires in Texas.  He also presented at the International Conference.
  • Dave called the State Fire Marshal’s office and confirmed that Chief Bryant cannot do the keynote speech at the conference as he will be enrolled in CLEET classes but stated that if the CLEET classes are online he could do the keynote speech.  He would not know if the classes are online until closer to the conference.  
  • Jonathan Wilk suggested Eric Harlow as an option for keynote with the OSFA.
  • Chris Woodall suggested someone in the industry or law enforcement to do the keynote.  
  • Todd DeSmet stated he would contact Glen Mulberry with the Insurance Commissioner’s office to see if he could do the keynote speech.  
  • David VanBuskirk suggested the Tribe affiliated with the casino would be a good option to present the colors.  Krystle from the casino was called into the meeting to discuss and she will try to find the number and provide it and do some research to see if there was a Color Guard with the Tribe.  
  • Chris Woodall asked if OSFA had a drum and pipe corp.  
  • Renee Southerland asked Chris Woodwall to determine if any of the speakers need rooms to be booked at the hotel and Chris will check.  
  • Chris Woodall will also contact Cameron Novak at David VanBuskirk’s suggestion to possibly speak at the conference. He will advise Cameron of our agenda and case studies.  
  • We also asked Krystle what were the weapons policies at the casino and she will check and advise on that.  
  • Krystle also advised that the Food Court with six different cuisines will be open by October.  
  • Jonathan Wilk discussed getting raffle items from the Department of Corrections inmate program and advised that some of the items are on backlog due to a material shortage.  He advised if anything was custom made for the conference, we might not receive it in time.  He requested a limit to spend and will go ahead and buy for the conference as the store is located in Oklahoma City.  A discussion was had for Jonathan to spend up to $1,000 if needed.  Todd DeSmet made a motion for Jonathan to spend up to $1,000 at DOC for giveaways, in particular for the deck swing and fire ring.  Seconded by Dave VanBuskirk.  Motion was carried and approved.
  • Renee Southerland is to call Curtis Ozment to request that he and Conner go ahead and buy their raffle items instead of providing a $500 check as Custis wanted to know what items would be purchased with that money.  
  • Tim Reeves will check on his contact for the TV raffle item.
  • It was discussed that Renee Southerland could buy the two football cases online for the two footballs she had signed by the OSU and OU coaches.  
  • Renee Southerland will check with Bill Cathcart concerning calling American Farmers and Ranchers Insurance Company for a donation for either lunch or snacks.
  • A lunch discussion was had concerning providing a lunch or giving a voucher instead.  It was decided to discuss this closer to the conference.  
  • Jonathan Wilk provided the tool bag prices from 5.11.  We can get the bags for half price.  140 bags would be approximately $3000.  It was discussed that Jonathan offer a free vendor space for the 5.11 guy if we purchased those bags.  Jonathan also looked around the 5.11 store for other items, but they were somewhat expensive.
  • Todd DeSmet suggested that maybe part of the 5.11 price include some of the amount going to burn camp.
  • Chris Woodall suggested to get the tool bags in all three colors of brown, black and green or only get one color for the conference giveaways.  
  • David VanBuskirk made a motion for Jonathan Wilk to go ahead and buy the bags, seconded by Steve Rhodes, motion carried and approved.  
  • Todd DeSmet texted his Farm Bureau contact to get a $1500 donation for a lunch.
  • David VanBuskirk suggested for Dan to list on the main page a banner to enter the photo contest and that the award amounts have increased. 
  • Todd DeSmet requested the end of June to be the goal to get all of the documents needed to him to turn into ODI.  Same goal applies for CLEET and OBA.

Old Business

  • Chris Woodall advised the tax office said that everyone is getting the runaround from the IRS and it is not looking good for us to get tax exempt status done for this year.  

New Business

  • There was a discussion concerning lifetime membership awards and credentials.
  • The OCA conference is September 16-17 at the same golf course in Midwest City as it was during 2019.  The golf tournament is the first day.  Todd DeSmet advised we get a free booth if we extend the same for OCA to have a free booth at our conference.  Some of us will attend the day of the golf tournament.
  • A discussion was had concerning scholarships to be given at the conference since each board member has one scholarship to give.  Todd DeSmet wanted to give his to David Massey.  Renee Southerland advised she would check and see what kind of certificate was done for Bryan Dye in 2019.  David is also giving a scholarship to Bryan Dye again this year.  

Next Meeting

The next meeting will be Thursday, July 22, 2021, at 10:00 a.m. at Farm Bureau in Tulsa.

13 May 2021

OKIAAI Board Minutes 5/13/21

Date:  May 13, 2021
Time:  10:14 a.m.
Location:  Oklahoma Farm Bureau, Tulsa

Call to order by President

Made by President, Bill Hollander  

Roll Call

Present: Bill Hollander (pres.), Chris Woodall (1st VP) – (by phone), David VanBuskirk (Past Pres.), Steve Rhodes  (1st Yr.), Jim Wilhelm (1st Yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)   

Absent: Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd Yr.), Tim Reeves (2nd Yr.), Todd DeSmet (2nd Yr.)

Reading and Approval of Minutes

David VanBuskirk made a motion to accept the April Minutes.  Seconded by Steve Rhodes.  Motion carried and approved.    

Membership

Currently 107 paid members and no new members since the last meeting. 

Treasurer’s Report

Current balance is $13,972.59, which does not include a transfer from PayPal of $581.70.  Since the last meeting there were two deductions of $5.00 for the checking account service fee, and $115.40 to Midwest Trophy for the Past President plaque and the plaque for Neal Moore.  A Motion was made by Steve Rhodes to accept the Treasurer’s Report, seconded by David VanBuskirk.  Motion carried and approved.

CFI

None

Website

Dan Van Buskirk added the conference and hotel information on the website.    

Annual Conference

  • Renee Southerland sent out the blast and already received conference payments from several who want to attend. 
  • Chris Woodall made headway on contacting the speakers and getting their materials.  He will work on the agenda.  Bill Cathcart needs the 921 / 1033 info / changes, and Chris will have Tripp send that within the next week.  
  • David VanBuskirk needs to know if speakers need any hotel reservations – Chris Woodall will find out and advise.  
  • Renee Southerland spoke with Dave Hallman and he will bring evidence to the conference from closed cases to display as talking points during breaks.  
  • Jonathan Wilk advised he would contact the prison in Hominy to see if we could purchase an item or two as raffle giveaways at the conference since that has been done in the past.  
  • Steve Rhodes presented a $500.00 check from Integrity for us to purchase raffle giveaway items and that will be discussed at the next meeting.  
  • Renee Southerland had a conversation with Mike Parham regarding the burn camp being a 501(c)(3) and that they use accountant Preston Smith and his brother, Parker Smith, who is their attorney.  It was suggested Preston was a possibility to do the 501(c)(3), and Chris Woodall advised he just needed to meet with Jonathan Wilk to go over all the banking information so that the lady he is using at his wife’s accounting firm can get started on the process.  
  • Jonathan Wilk wanted to discuss the tool bags being given to the members when they registered and whether or not they should be embroidered.  A short discussion was had concerning the sizes of the tool bags and Jonathan will do some research and provide information at the next meeting.  A 5.11 search was done online at that point on his phone, and they do have several bags from which to choose.  He will also check on bag cost from Special Ops with the logo.  
  • Renee Southerland will go ahead and order the t-shirts for the members and requested that everybody work on getting donations for the raffle items.  She also sent out sponsor/vendor forms by email to a list of potential vendors.  
  • Chris Woodall advised it would be good to have a new electric vehicle at the conference and not a burned one – Jeremy Robbins is to be working on this.  
  • Renee Southerland discussed the photo contest and about raising the amount of the award.  Jonathan Wilk made a Motion to raise the first-place photo awards in accidental and arson to $100.00 and second place to $50.00 in each of those categories.  This was seconded by Steve Rhodes.  The Motion carried and was approved.  
  • Jonathan Wilk requested that in the next blast we really push the need for investigator of the year applicants and getting photos for the contest.  He suggested we give each person that participates 10 raffle tickets.  Jonathan made this Motion, seconded by David VanBuskirk.  Motion carried and approved.  
  • A discussion was had about the Honor Guard and who would be doing the opening ceremonies.  David VanBuskirk will call and find out if Keith Bryant with the Oklahoma State Fire Marshal’s Office could maybe do the keynote speech for five minutes and Bill Hollander advised he would call Shawnee Fire Department and see if their Chief could get their Color Guard to do the opening ceremonies.  

Old Business

  • A discussion was had again about the Burn Camp accountant being used possibly as our accountant, but Chris Woodall stated he would meet with Jonathan Wilk to see about getting our tax returns filed first with the lady he has been communicating with at his wife’s office.  
  • Jonathan Wilk sent a proposal to Bill Cathcart regarding changes to our By-Laws to mirror the National By-Laws regarding membership.  

New Business

None

Next Meeting

The next meeting will be Wednesday, June 9, 2021, at 10:30 a.m. at the Grand Casino in Shawnee.  Renee Southerland will call Krystal, our event coordinator, and will reserve a room for this meeting.  David VanBuskirk made a motion to end the meeting, seconded by Chris Woodall, motion carried and approved.

15 Apr 2021

OKIAAI Board Minutes 4/15/21

Date:  April 15, 2021
Time:  10:56 a.m.
Location:  Grand Casino, Shawnee, Oklahoma

Call to order by President

Made by 2nd Vice President, Ashley Stephens.

Roll Call

Present: Bill Hollander (Pres.) – (by phone), Chris Woodall (1st VP) – (late), Ashley Stephens (2nd VP), Fred Henderson (3rd Yr.), Jeremy Robbins (3rd Yr.), Tim Reeves (2nd Yr.), Todd DeSmet (2nd Yr.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)

Absent: David VanBuskirk (Past Pres.), Steve Rhodes (1st yr.), Jim Wilhelm (1st yr.)

Reading and Approval of Minutes

Jeremy Robbins made a motion to accept the March Minutes.  Seconded by Tim Reeves.  Motion carried and approved.

Membership

Currently 107 paid members and no new members since the last meeting.

Treasurer’s Report

Current balance is $13,582.75, which includes a transfer from PayPal, $270.38.  Received three checks to deposit, as well.  Motion made by Ashley Stephens to accept the Treasurer’s Report, seconded by Fred Henderson.  Motion carried and approved.

 CFI

None.

Website

Dan added the correct wording for payment clarification concerning VISA payments.

Annual Conference

We were able to tour the actual conference area with Events Coordinator, Krystle, where the conference will take place.  Everyone in attendance was pleased with the conference area and amenities.

After touring the facilities through the Grand Casino, the following discussion was had concerning the conference:

  • Jeremy Robbins advised that Gordon Cooper had two places for us to use, the Emergency Services building, and another room that the FMAO had used.  The Emergency Services building was booked for 2021, however, the other room would be available for use in 2022 if we elected to have the conference there.
  • Todd DeSmet advised he still has access to the 2010 Hybrid Ford Escape to bring to the conference. 
  • Jeremy Robbins is asking Hudiburg Chevrolet / GMC dealership to bring two new electric vehicles to the conference.  
  • Chris Woodall advised that as for the conference agenda, he is still waiting to confirm all speakers.  He has missed speaking with Albano on two different occasions, but Albano did text back and say he should be good to speak at the conference.  Chris also has a guy that works for the NFPA that can speak, Trip Wagner.  We can use him or Ashley Stephen’s co-worker, Darren Solomon.  Bill Cathcart can discuss legal.  Chris also had Jerry Bach lined up for last year for EVs, but has had no response from him yet.
  • Todd DeSmet stated he needed the speaking materials to the Oklahoma Insurance Department by August 1st.
  • Chris Woodall advised we could shoot for the end of June deadline to get all of the presentation materials so that we have everything in time to submit to the Bar Association and CLEET, as well.
  • Ashley Stephens advised if anyone knew if Cameron Novak was speaking, as he was brought up at the last meeting by David VanBuskirk.
  • Chris Woodall advised it would be best to have a new vehicle to the conference and Jeremy Robbins stated he is working on this with Hudiburg.
  • Chris Woodall also advised that he wants someone to speak on the McGirt, and Ashley Stephens agreed to speak a couple of hours on that case.
  • It was discussed that we need a battery and EV speakers and maybe a case study regarding Tesla from Kevin Lewis.  Chris Woodall will reach out to him.
  • Chris Woodall advised the schedule so far would be the following: 
    • Bill Cathcart to speak on 921 / 1033 – legal aspects – Wednesday morning
    • Michael Custer – SmartHome fires (Half vehicle and half home)
    • Trip Wagoner – 921 / 1033 changes
    • Ashley Stephens – Speaking on McGirt
    • Need half day for EV fires and hoping to get this information from Jerry Bach
    • Dr. Albano – Mental health – Friday 10/22

Old Business

  • Midwest Trophy advised that the tool bag cost would be approximately $19.95 with the logo embroidered.  We will pend the tee-shirt order until the next meeting in May.
  • Ashley Stephens suggested that before the next conference begins on that Wednesday morning, October 20th, we can make an announcement that photographs will be taken throughout the conference and that anyone did not want their photograph taken to let us know because these photographs will be placed on the website.

New Business

Next Meeting

A motion to adjourn was made by Ashley Stephens, seconded by Tim Reeves, motion carried and approved.

25 Mar 2021

OKIAAI Board Minutes 3/25/21

Date: March 25, 2021
Time: 10:15 a.m.
Location: Oklahoma Farm Bureau, Tulsa, OK

Call to Order by President

Made by First Vice-President Chris Woodall as President Bill Hollander was running late.

Roll Call

PRESENT: Bill Hollander (Pres.)- present at 10:35 a.m., Chris Woodall (1st VP), (appeared by phone), Fred Henderson (3rd Yr.), Steve Rhodes (1st Yr.), Tim Reeves (2nd Yr.), David VanBuskirk (Past Pres.), Renee Southerland (Secretary), Jonathan Wilk (Treasurer)

ABSENT: Jeremy Robbins (3rd Yr.), Todd DeSmet (2nd Yr.), Ashley Stephens (2nd VP), Jim Wilhelm (1st Yr.)

Reading and Approval of Minutes

Chris Woodall read the Minutes from February 25, 2021.  It was requested to correct the spelling of Jonathan’s last name from Wilks to Wilk.  Jonathan Wilk made a motion to accept the minutes when amended, seconded by Steve Rhodes, motion carried and approved. Renee will correct the Minutes and have Dan VanBuskirk post on the website.

Membership

New membership – Chad Oubre.  Motion was made by Jonathan Wilk to accept Chad as a new member, seconded by Tim Reeves, motion carried and approved.

A discussion was had that a few members that have paid their dues this year are retired from fire service and that will be discussed in old business as how to proceed with retired members.

Treasurer’s Report

Jonathan Wilk advised the balance was $13,424.79 and had provided the bank statement to everyone the day before the meeting. This amount does not include a recent transfer of $92.96 that was made, nor the other checks received from Renee, nor the refunds that were made to the members that had paid their dues twice.

David VanBuskirk made the motion to accept the Treasurer’s Report, seconded by Tim Reeves, motion carried and approved.

A discussion was also had that GoDaddy was paid on March 22, 2021, for website services.

Annual Conference:

  • Jonathan Wilk advised that Jeremy Robbins told him that the Reed Center was a no go because the dates were not available.
  • Jonathan Wilk also advised that Jeremy had checked into Gordan Cooper Vo-Tech in Shawnee, but he had not heard back by the time Jonathan Wilk received this information the day before our meeting.  There are grounds there where we can burn if that venue is available.
  • Chris Woodall advised that Joe Elam cannot get the Edmond Chief to commit for us to use the Edmond Fire Training Center for the conference at this time due to COVID.
  • Jonathan Wilk also advised that Jeremy Robbins stated that Rose State would be approximately $2,000 to use their facility.
  • A discussion was had concerning using the Grand Casino conference room and blocking rooms there as Renee Southerland had already spoken to Krystle, the Events Coordinator. Krystle confirmed in writing that we could have the facility from Tuesday afternoon, October 19th, through half day Friday, October 22nd, for $1,250.  The cost is free on Tuesday to set up, $500 each for Wednesday and Thursday, and $250 for that Friday.  There was not a charge to block the rooms and we would not be responsible for any rooms that were blocked that did not get booked.  For every 35 nights that are booked, we get one night free.  This location is nine miles to the Gordon Cooper burning grounds if we elect to burn anything.  Krystle also advised that we could set up vehicles on display in the parking lot, and Renee advised her that orange cones would be placed around those vehicles so as to not have them disturbed.  Krystle also advised that we would have our own private entrance to the Grand Conference Room.
  • Chris Woodall advised that the Hilton Garden Inn in Edmond advised they would have a packet ready for Chris to bring to the meeting with room requirements and conference cost, but it was not ready.  They did have their conference room available and he did not believe there was a requirement on rooms being booked, but, again, the cost is unknown.
  • Chris Woodall also checked the new Oklahoma City Convention Center next to the Omni Hotel, but he has not received any information from them, but the dates were open for our conference.  We would receive a 25% discount on the normal charges of $900 per day, but it would cost to park in the parking garage and it would not be walking distance to Bricktown.
  • Jonathan Wilk advised that Phoenix Restoration should be a vendor as he talked to them recently. 
  • An in-depth discussion was had concerning having the conference at Grand Casino.  Bill Hollander made a motion to have the conference at the Grand Casino in Shawnee, seconded by Fred Henderson, motion carried and approved.
  • Chris Woodall left a message with Mr. Albano to confirm he will speak on mental health on that Friday.
  • Chris Woodall also spoke with Mike Custer, who does smart technology, and he will speak at no charge.
  • Chris Woodall stated he will nail down the agenda for the next meeting. 
  • Chris Woodall advised that Trip Wagoner, who is on the 921 Commission with Jensen Hughes, can also give a presentation.  If Ashley Stephens’ guys are still willing, then we would have more information to provide at the conference.
  • Renee Southerland advised Bill Cathcart is still willing to speak for an hour as he was willing to give up his other hour to Mike Custer if that time was needed for him.
  • Chris Woodall is also going to reach out to Jerry Bach concerning JH Batteries.
  • David VanBuskirk suggested Cameron Novak to speak about batteries. 
  • Jonathan Wilk advised that Cary Dooley might have a lithium battery expert as he recalled working a case with him involving those batteries. 
  • As for giveaways, it was decided to do the short-sleeve T-shirts from Midwest Trophy with our older logo with the white lettering. Renee Southerland will check with Midwest Trophy about the 12” tool bag and if it can be monogramed with our logo.  
  • Chris Woodall stated he was going to buy three or four hand-held metal detectors as giveaways in the raffle as he recently saw one being used.  Everyone agreed that would be a good purchase.  
  • We are not going to do the earbuds this year as Tim Reeves had proposed.  

CFI

None

Website

Renee Southerland will have Dan VanBuskirk switch the location of the conference on the website from Edmond to Grand Casino and an email blast will be done after the April meeting.  

An in-depth discussion was had concerning the photographs that were placed on the website from the 2019 Conference as to whether or not those individuals that were pictured actually wanted their pictures on the website.  It was discussed whether a photo release was needed.

Renee Southerland is going to have Dan VanBuskirk revise the payment method wording on the website billing area as she is still getting notifications from people that they do not have “PayPal” even though you can pay with a debit card.  She will have Dan VanBuskirk more boldly display that debit cards or VISAs can be used.

Old Business  

  • Chris Woodall stated he and Jonathan need to meet and discuss the 501c(3) and put together the paperwork needed by the accountant to get that reinstated so that we can be tax exempt.  
  • A discussion was had concerning Associate membership, and Jonathan Wilk advised that the By-laws state associate membership can be pursuant to the International Guidelines.  The International states that if you are not active in fire service, you can be an Associate member, but you cannot be on the Board and vote.  
  • Bill Hollander advised that he is now retired but will be working for the Sheriff’s Office and that this should be a discussion to have at the Annual Meeting at the conference so those firefighter service or insurance personnel that are going to retire can still be Associate members.  
  • Chris Woodall will discuss this with Bill Cathcart so that it can be addressed at the annual conference.  He noted there might be a time constraint to submit this to our current members.  We would need to advise that a change might be coming at the annual conference that “member status will follow International By-laws” and that our By-laws will have the same wording.  Jonathan Wilk advised he would put it all together and talk with Bill Cathcart since Chris advised the consult would be needed with Bill Cathcart. 
  • At the last meeting we discussed that Sherry Montes had paid dues to our Association even though she worked in the administrative department at Rimkus Consulting.  Since our By-laws state Associate members are members pursuant to International Guidelines, Sherry is now considered an Associate member.  
  • Bill Hollander advised that since the International Conference got cancelled in April due to a spike in COVID in New Jersey, he could not get a refund on his flight but could get a refund on the conference fees.  He has one year to use the flight credits.  Chris Woodall advised we could reimburse Bill Hollander for the flight amount, but Bill said he would use the flight within the year and it was okay not to be reimbursed.  

New Business

None.

Next Meeting

Thursday, April 15, 2021, at 10:30 a.m. at the Grand Casino located at 777 Grand Casino Boulevard in Shawnee, Oklahoma.

Jonathan Wilk made a Motion to adjourn, seconded by Bill Hollander, motion carried and approved.