BOARD MEETING MINUTES
February 27, 2008
1. Call to order.
The Board meeting was called to order at 6:01 pm.
2. Roll Call of the Board Members.
Board Members Present:
Dan Atkinson Gary Selig Rick Parker
William Dunlap Sr Randy James
Board Members Absent:
None
Others Present:
Don Howard Tina Dillahunty Mike Boehm Sam Whitted
Preston Slayton Preston Slayton Garret Hall Amanda Christy
Josh Christy Jude Christy Marilyn Weedman Lois Jewison
Martin Johns Anita Howard Rich Jamison Chuck Bain
Nadine Wilmes Brenda Whitted
3. Approval of the Minutes:
a. There was a motion by Rick Parker to approve the minutes of the Regular Board Meeting of January 16, 2008. There was a second by Gary Selig and the vote was unanimous. There was a motion by Gary Selig to approve
the Executive Session minutes from the Regular Board Meeting of January 16, 2008. There was a second by Dan Atkinson and the vote was unanimous.
4. REPORTS
a. Financial Report
The Financial Reports were presented by Tina Dillahunty. Tina gave the Board Report for December and January. There was a discussion of the reports. Tina explained that the Parks Service paid into the Wildland account in
January and the funds were moved to the County account in February. It will show on the next report.
b. Auxiliary Report
There was no Auxiliary Report.
c. Local 1505 Report
The Local 1505 Report was given by Preston Slayton. Preston stated that they are circulating ballots to see if they want to keep the 48/96 schedule. The Union is looking forward to working with the Chief on Salary and Benefits.
d. Firefighter’s Association Report
There was no Firefighter Association Report.
5. CALL TO THE PUBLIC
There was no answer to the call to the employees and volunteers.
6. CALL TO THE PUBLIC
There was no answer to the call to the Public.
7. PURCHASE REQUESTS
There were no purchase requests.
8. CONSENT ITEMS
a. Pinning of Firefighter Tara Paprocki.
Chief Howard stated that Firefighter Tara Paprocki could not be at the meeting. We will do the pinning at next month’s meeting.
b. Pinning of Deputy Chief Sam Whitted.
Chief Howard stated that he is very excited to have Sam Whitted on board. Sam was hired as the Deputy Chief. Don stated that he has worked with Sam on the Type 1 team and in other areas. Don stated that he found him
highly competent and an excellent resource. What the Chief likes best about Sam is his attitude. He fits into what we want to accomplish here at Summit and he fits into the Summit Way. Sam will enhance what we have at
Summit Fire. Chief Howard welcomed all of Sam’s family. Brenda Whitted was asked to come up and do the pinning. Sam stated that he is thankful for the opportunity. It will be a chore to live up to Don’s expectations. Sam
stated that he is excited to be here. Battalion Chief Mike Boehm stated that Sam came from the volunteer ranks and we lost another good volunteer.
c. AFDA Conference.
There was an update on the Arizona Fire District Association (AFDA) Conference in Laughlin. Rick Parker stated that it was a great time. Some of the classes were very enlightening. Rick stated that he thinks it was one of the
better conferences he has attended. He learned a lot and is looking forward to next year. Gary Selig stated that the quality of instructors was higher and they made it more real world. Gary stated that he liked how the instructors
allowed the students to interact. Randy James stated that the conference was good because it gives us the opportunity to spend time together. It was a great conference and he enjoyed the classes. It is a good tradition to go
forward with. Don stated that Jim Pond was in charge of the education committee and it was a good new mix of things. Don stated that he feels that the informal education is as valuable as the formal education. Speaking with
other people and learning through comparing and contrasting is very valuable.
d. Sale of Engine 363 to Fort Valley.
Chief Howard stated that at the Fort Valley Board meeting last night they discussed the purchase of Engine 363 from Summit Fire District. This was discussed by the Summit Board at the last meeting. The Fort Valley Board took
action to purchase Engine 363 for the amount of $62,500. This is between the agreed price of $60,000 – 65,000. Don stated that he feels this benefits both departments. It allows us to pass on a piece of quality equipment.
There was a discussion of the truck. Don stated with this purchase we can pay cash for two new CAFS. There was a motion by Rick Parker to sell Engine 363 to Fort Valley Fire District for $62,500. There was a
second by Dan Atkinson and the vote was unanimous.
e. Update on Fort Valley Fire District
Chief Howard gave an update on the Fort Valley Fire District. Don stated that the Akers had an open house at Station 37. There were about 45 people who attended. They had a couple of incidents at Station 37 due to the
extreme snow load on the roof. Don stated that the snow did not fall or melt. It acted as a dam. One incident took out a chimney and the roof was fixed that day. The ice hit the chain link fence and bent it to the ground. This
was not significant damage. In the other incident some ice took out the railing on the front steps. Dan Atkinson stated that there has been a lot of roof damage because of snow this year. There was a discussion of the snow
jacks. Bill Dunlap suggested using a rope heating coil to melt the snow. Don stated that Fort Valley Fire District is moving forward. Mike Boehm stated that the snow in that area is deep. Mike discussed a call for an alarm
sounding at a home and the problems accessing the property. There was a discussion of the Wing Mountain Play Area. Mike stated that they have responded there less than he thought they would. There seem to be fewer
injuries now because of the snow. Mike stated that they listen to the call and do not go unless it is life threatening. Guardian responds to the area. Martin Johns stated that in the past people would slide down on ice and hit dirt
and cinder spots that would cause injury. Mike stated that they have had more calls on Snow Bowl Rd. than in the play area. Don stated that Mike has put together how we are dealing with addressing and access issues in the
area. We have started knocking on doors and discussing our concerns with the residents. Don discussed how Deb Hill and Liz Archuletta have helped in our area. Carl Taylor has not provided funding to help in the Fort Valley
area. Don stated that we are doing the best job possible to inform residents of our concerns. We need to contact property owners who do not live in the district about plowing their driveways in the winter. There was further
discussion of access concerns. Dan Atkinson suggested checking with local contractors who might be able to help with a backhoe. Don stated that we are keeping a snow mobile in that area. Don stated that we have a
responsibility to educate and inform people but there are some who won’t want to mitigate on their property. There was further discussion of some calls with difficult access. Sam Whitted discussed the calls to Heart Prairie
Lodge. We had a fire alarm call. It was a malfunctioning fire alarm system. Sam stated that he began a dialog with the leadership at the Arizona Snow Bowl. They talked about three options. They talked about possibly
becoming part of the Fort Valley Fire District, entering into a contract with Fort Valley or having a subscription service with Fort valley. It was decided at the meeting that Fort Valley would stage at Hwy 180 and Snow Bowl Rd.
and would not respond to the lodge until requested. If we respond they would be charged for the response. We had a second alarm call. We staged and Snow Bowl personnel determined they did not need a response. Sam
stated that he spoke with them yesterday and they are still talking to the insurance company about having coverage for responses. They are still good with the procedure of staging until they request us. There was a discussion of
our responses prior to Deputy Chief Whitted opening discussions. Mike stated that when we responded an engine and a tender it would leave with district without coverage. This procedure will help to identify the need for the
response. Sam stated that there is a likelihood that we will eventually have a response up there and we would like to do some preplanning. They are willing to work with us. Rick Parker asked if they have someone there 24 hours
a day. Sam stated that they do not but they are looking at having someone live in the lodge. Sam stated that we have no interest in assuming EMS responsibilities. The Arizona Snow Bowl has that managed. A contract or
subscription would be for fire response. Randy James stated that it is a point of interest that Sam has been dealing with the Snow Bowl instead of Don. Rick Parker stated that he appreciates having Sam on our department and
looks forward to working with him. Sam stated that he feels privileged to be a part of Summit and that we are doing the right things.
9. INFORMATIONAL ITEMS
a. Run Report
The Run Report was given by Don Howard. There were 107 calls to service for Summit and 23 calls to service for Fort Valley. There was a discussion of a call on I-40. Sam Whitted stated that they were dispatched to a
tractor trailer rollover. The engine arrived on scene and the crew parked to protect the scene as they were trained to do. The DPS officer on the scene told them to move the engine. The Firefighter informed the DPS officer that
this is where his Captain directed him to place the engine. The officer responded by stating that this was his highway and for the firefighter to move the engine. There were no issues with patient care so we moved the engine. Sam
stated that he talked with DPS and was asked if he wanted to file a complaint. Sam told him that we did not want to file a complaint. We just want to enhance our relationship with DPS because we work so closely together. For
the most part it is good. Sam stated that he felt this is a huge opportunity to build on our relationship. We will be invited to the Area Sergeants’ meeting. From a training and social standpoint we can build on the relationship. We
can do some training with DPS on our sand table here at Station 32. Don stated that we do need to make our relationship with DPS stronger and he feels it is valuable for Sam to talk to them. This could set the standard on how
we will work together. Mike Boehm discussed a pileup on I-40 during one of the snow storms. Mike stated that DPS worked very well with us on that call. Dan Atkinson stated that it might be a good thing for Sam to discuss
this call with DPS to see if we can work together in an incident command or unified command. Don stated that the night of this call we had 3 or 4 prior to this call. There was discussion of one of the other calls on I-40. Don
stated that some days we are very busy and do put ourselves in jeopardy. Don stated that he wanted to point out that especially this winter we have run a lot of calls on I-40. The guys have done a good job. Mike Boehm stated
that we have a decent relationship with DPS. Rick Parker stated that talking with DPS is a good thing. Rick stated that the same thing happened to him eight years ago. Rick discussed the call he ran and the problem with the
DPS officer. Rick stated that he is glad we are doing this. Chief Howard stated that seven years ago he had a discussion with the prior commander and he did not want to use the Incident Command System or unified command.
He had stated that it is his highway. Rick stated that it is nice that we can work things out at the top. Sam stated that there have been ongoing issues for years. We felt being pro active is the way to go. Sam stated that hopefully
this will have positive regional impacts.
b. Conex Box at Station 33
The Conex Box has been purchased and is at Station 33. This will help by giving Mike Apodaca room to move.
c. Repair of Station 33
The repairs on Station have been delayed due to the winter weather. We have structural engineer recommendations. Don stated that they have a game plan but the ground needs to be dry for them to dig and put in supports. We
anticipate that in the next few months this will be taken care of and this is an insured item.
Sam Whitted stated that he has been working to re-examine the programs and assignments with personnel. He has interviewed each person for their interest and skills. There is a meeting with the Battalion Chiefs tomorrow to get
feedback. Sam stated that he will reassign and reorganize programs. We want to utilize some of the new employees. Some programs will have multiple people. Sam discussed how he would like this organized. Sam stated that
they will implement this as soon as possible. Sam stated that he is in the process of working with Highlands and Pinewood for form a fire use module. Sam stated that there are advantages to pooling our resources and having one
point of management. We will have a larger crew that can do fuel projects and we will be able to generate revenue with the fire use module by working with the Forest Service and the Park Service. Sam stated that he has been
having discussions with Fire Management for the Grand Canyon National Park. The potential for us to work on their ground is great. They have six prescribed projects for this spring and they want to know when we will be
available. Sam stated that he has been talking with the Texas Forest Service and when the time comes for the need they will name request us. Sam stated that he has been negotiating ahead of time to position us. Chief Howard
stated that some of this ties into the PFAC meeting today. Don stated that he spoke with Kevin Boness from Arizona State Land Dept. Last year the State did not allow resources to go to Texas. They feel the fire departments
belong to them. Kevin told Don that the State will allow departments to go this year. This will give us an opportunity to get out and make additional funding. Don stated that this is one of the reasons Sam is very valuable here.
With the concerns with the property tax issues we need to look to generate funding. The City of Flagstaff took the PFAC mutual aid draft to their attorney and he altered it back to the prior version in terms of payments for
responding departments. The compensation issues came up again. Today they had a document that removed all the compensation issues. Don stated that after two years of dealing with this they finally have a good document.
The problems have been primarily due to the City of Flagstaff want reimbursement for mutual aid.
Don informed the difference in the agenda format is at the request of Jean Wilcox. We might alter it a little. We want something that works for us and meets the statutory requirements.
10. ACTION ITEMS
a. Joint meeting with SFD and FVFD
Don stated that we need to set a date for a joint meeting of the Summit Fire Board and the Fort Valley Fire Board. The dates they are available are Saturday, March 22 from 9-11 and Monday, April 11 from 6-8. The meeting
would not exceed two hours. Don stated that it would be beneficial to have the majority of the Board there. There was a discussion of the dates and availability. The Board decided to have the meeting on April 7th.
b. Committee to evaluate Salaries and Benefits.
Don stated that we are forming a committee to evaluate salaries and benefits. He talked to Chris Fennell and Preston Slayton from the Union. Don stated that it is valuable to sit down and take a look at things. We have significant
potential to change the way we do business. We will have representatives from the Union, the Fire Board, Sam Whitted, Don Howard, Tina Dillahunty and the Battalion Chiefs. This is something we would like to look at in the
next month. Suzanne Romero is willing to sit on the committee from the Fort Valley Board. Bill Dunlap stated that he would like to be on the committee. Rick Parker stated that he would like to be on the committee. Gary Selig
stated that he would be glad to make an effort. Randy James stated that in the past we have been able to discuss these items at the Board meetings. Randy asked why we need a committee. Don stated that it ties into the next item
on the agenda. We will need to build at least two budgets. Highlands is building three budges based on the property tax issues. Don stated that it is beneficial for us to sit down in a less formal setting to discuss these issues.
c. Discussion of property tax issues.
Chief Howard stated that they have talked a little about the tax issues. This is moving very quickly. There are two tax initiatives. Don discussed Proposition 13 Arizona. There was a discussion of the number of signatures
required to put this on the ballet in November. Don stated that their concern is that if it gets on the ballet it could pass. This would set back all assessed valuation to 2003 for taxing purposes. This would cut our budget by about
47% and limit us to a 2% growth on our tax levy for the following years. Don stated that there has never been an initiative passed without people hired to get signatures. This group gave their financial statement by January 31st
and they had $30,000. The next financial report is due before June 30th. Unless they have funds coming in before then they will not have enough to get the signatures. The referendum process goes through the Legislature. We
think there is enough influence with AFCA, AFDA and other groups to keep this from being put on the ballet through the Legislature. The AFDA Executive Board is in partial agreement to tie in with the Arizona Tax Research
Association. They are supported by mines and utilities. They feel that Proposition 13 Arizona and the Arizona Tax Initiative is bad government. They would like to see the current tax levy for fire districts limited to 10% per year.
This would mean that for 2008/2009 fiscal year we could not increase our tax levy more than 10%. Don stated that it was announced yesterday that the inflation rate for January was 1%. IF this trend continues it would be 12%
in the course of a year. The AFDA Board is in semi agreement with this offering. Don discussed the different approach Summit and Highlands have taken. Highlands raised their mil rate from 2.1 to 3.0 a couple of years ago
because of a drop in assessed valuation in their district. They chose to leave it at 3.0. We took a different approach. Last year we reduced our levy to 2.3. This limit of 10% supports fire districts that have higher mil rates.
Those of us who have been responsible in responding to the increase in assessed valuations will be penalized. We are not sure how it will affect our district. Fort Valley would lose $185,000 of revenue. This would change what
they can do. Summit is in a better position. We are established in the area. Don stated that he feels this is not acceptable. He would like to see a joint meeting with all the fire chiefs and any board members that can come to talk
about this issue. AFDA is tied into this 10% proposal. We will see what direction they will go. This is why we need to sit down and talk about salaries and benefits. We need to sit at a table and that will be the only topic of
discussion. Don stated that he will talk to Virginia Turner in the Governor’s Office. He would like to know if the Governor would veto this. The Professional Firefighters of Arizona have great clout in the Phoenix Area. Seventy
five percent of the population does not liver where there are fire districts. Don discussed what would be needed to pass this bill. Don stated that he does not think anyone has spoken to the Governor about this. Don stated that
he has expressed concerns to AFDA that we are against this. Rick Parker asked if we will build a duel budget so we have one if this passes. Sam Whitted stated that if this passed it would be effective July 1, 2008. It could
affect us in the very near future. Don stated that they are concerned that if it took effect July 1, 2009 all the fire districts would increase their tax rates. Don stated that he feels that is not the case. There are a lot of responsible fire
districts. Jim Pond is looking at building three budgets for Highlands. They will build one with the current mil rate, one with a 10% increase and one with a 2% increase. Sam stated that from a personal stand point if AFDA aligns
itself with ATRA he is concerned that government is in bed with mining and utilities. This could do damage to the reputation of the fire district. Rick Parker asked Chief Howard what is his perception of the AFDA people. Don
stated that there is mixed opinion among the Board. He will know more after the meeting on Friday. Don stated that this was formed through our lobbyist. AFDA carries a lot of weight in the Legislature. Don stated that he is not
sure where AFDA stands now. Don stated that he has expressed his concerns with Jim Pond and Rick Southey, the president of AFDA. Don stated that collectively the Fire Chiefs, the Union, the Volunteers, the fire district all
need to come together or this could hurt all of us. We need to get the message out there. Rick Parker stated that at the AFDA conference he was talking to Chief Don Eberly who was in California when this passed. They had to
lay off 50% of their employees and close stations. Don stated that this has the potential to significantly affect the service delivered and being able to deliver it safely. We need to talk about options and to deal with this issue. Don
stated that part of the agreement ATRA wants with AFDA is that the fire districts will not challenge this. Don stated that he has a problem with this. As a citizen he has the right to express his opinion. Don stated that he is not
with AFDA on this one. Don stated that he would like to talk with Northwest Fire District and Golden Ranch Fire District. They run four man companies. There was further discussion of the possible impact on fire districts. Don
stated that he would like to know what the Governor would think about this. We will have more discussions and send out letters. In the near future Don would like to have a meeting with everyone form Coconino County who can
make it.
d. Preliminary discussion of the 2008/2009 budget.
Don stated that we will put together a worksheet and get it out in the next couple of weeks. Our assessed valuations increased over 31%. Highlands increased about 8%. Fort Valley had an increase of 32%. The 2009 assessed
valuation that were sent show a slight reduction on almost everyone. The assessed valuations in Phoenix went down about 20%. Don stated that he wants to keep local control of the tax levy. Don stated that these people want to
take away local control. In the initiative they did include the right to go to an override election but why can’t they leave it in local control. If the residents don’t like what the district is doing they need to come to the meetings and
vote in new board members. We need to figure out what part of the assessed valuations is new construction. Don stated that if this goes through the mil rate would vary every year to get the 10% increase.
e. Resolution 2008-1
There was a discussion of the financing of the new Type 6 engine. Tina stated that we have three proposals and Municipal Services Group have the lowest interest rate. There was a motion by Rick Parker to pass resolution 2008-
1 for the financing of the type 6 engine with Municipal Services Group and there was a second by Gary Selig. The Vote was unanimous.
11. Board Member Comments
Dan Atkinson welcomed Deputy Chief Sam Whitted to the department. Dan stated that this is a good opportunity for Summit to do good things in the future.
12. Call to the public
There was no answer to the call to the public.
13. Adjournment
There was a motion to adjourn by Rick Parker and a second by Gary Selig. The vote was unanimous and the meeting adjourned at 7:52 p.m.
Respectfully Submitted,
Tina Dillahunty
