BOARD MEETING MINUTES
January 21, 2009
1. Call to order.
The Board meeting was called to order at 6:04 pm.
2. Pledge of Allegiance
3. Roll Call of the Board Members.
Board Members Present:
Dan Atkinson Gary Selig Rick Parker
William Dunlap Sr Randy James
Board Members Absent:
None
4. Approval of the Minutes:
a. The Board looked over the minutes of December 17, 2008. There was a motion by Rick Parker to approve the minutes of the regular Board Meeting of December 17, 2008 and a second by Gary Selig. The vote in favor
was unanimous.
Bill Dunlap stated that at this time they would go out of order and if nobody had an objection Alex Tkatchov could make his presentation. There was no objection.
Alex Tkatchov stated that they did finish the audit. They were waiting for the pension plan report. It was a clean audit. Alex stated that they did not find anything material to affect the report. They random samples and did not
find anything. It is a good report. Alex stated that this report is the first time the Fire District has added the required Management Discussion and Analysis. This report summarizes and compares two years. Alex went over the
Management Letter. Alex stated that the Department is on good solid ground. That is his opinion. The intent of the Management Discussion and Analysis Letter is for the average person to be able to see how the department is
doing. Alex went over several pages in the report and explained the difference between the part of the report that is based on how a business operates and the parts that are based on how a government operates. It was disclosed
in the report that the Fire Chief is the Chief for both Summit and Fort Valley Fire Districts. Alex thanked Tina Dillahunty and stated that she was very helpful during the audit. Alex stated that Chief Howard was very cooperative.
Information was available and he had no problem doing the audit. Chief Howard reminded the Board that last month they adopted the Audit so we could submit the annual report to the County Board of Supervisors as required
by law. There was a discussion of the submission of the report to the County. Randy James stated that he requested that Alex be at this meeting because he was on vacation in Africa for their December Board meeting. Randy
thanked Alex and Diane Tkatchov for being here. Adding the Management Discussion and Analysis made it clear and concise. Alex stated that he wanted to add that the Management Discussion and Analysis Letter were
prepared by the Office Manager and the Chief. He was not allowed to prepare that part of the report. Rick Parker thanked Alex for the report and stated that it was very helpful for him to put it into laymen’s term.
5. REPORTS
a. Financial Report
The Financial Reports were presented by Tina Dillahunty. There was a discussion of the reports. There was a discussion of the use of the term procurement in the memo on some of the purchases. Tina explained that this is a
program that purchases station supplies. There was a discussion of the station supplies and that they are stored at the warehouse. There was a discussion of security at the warehouse. Rick Parker stated that he feels we should
have some kind of audible alarm at the warehouse. Rick stated that an audible alarm will usually scare away people. There was further discussion of security. Don stated that he will look into something for security. Dan Atkinson
stated that he feels it would be a good idea. Randy James asked if there is anyone in the district in the security business. Don stated that there used to be but he moved. Bill Dunlap stated that it would be good to look into
security for the warehouse. There was further discussion of security.
b. Administration Report
The Administration Report was given by Tina Dillahunty. The W2 and 1099s will be sent out by January 31st. We are working on the Quarterly reports and working on the Budget worksheets and projections.
c. Auxiliary Report
The Auxiliary Report was given by Tina Dillahunty. The Auxiliary has purchased some Summit mugs as a fundraiser.
d. Local 1505 Report
The Local 1505 Report was given by Fernando Hernandez. Fernando stated that they are looking at ways to help the department save money. Their representatives have been talking with Chief Howard. They had a good
Christmas and adopted three families. They helped one family with the Firefighters Association. Fernando stated that they helped a boys home in the area and they guys enjoyed it. They car show will be June 12th and 13th.
Fernando stated that one big thing was that the Flagstaff Route 66 Car Club donated $5,000 to their Charity Fund that allowed them to do more at Christmas. They will have Car Show Awards and if any Board member wants to
sponsor an award or if they are interest in judging they can get a hold of him or BJ Fisk.
e. Firefighter’s Association Report
There was no report.
6. CALL TO THE PUBLIC
There was no answer to the call to the public.
7. PURCHASE REQUESTS
a. None
8. INFORMATIONAL ITEMS
a. Run Report
The run report was given by Chief Howard. There were 119 calls to service for the month of January. Chief Howard asked if there were any significant calls guys wanted to talk about. They did not have any calls to discuss.
b. FVFD Update
Chief Howard gave an update on Fort Valley Fire District. Fort Valley has a 1993 engine they purchased from the Mesa Fire Department. The total cost of the engine was about $22,500.00. We have our lettered with Summit
and they have put Fort Valley on their engine. Don stated that Station 27 has had a few problems with ice cams. We lost some of the snow blocks that are on the roof to hold the snow up. It came off the roof and nobody was
under it so there were no injuries. Tim Steffen stated that there was a significant amount of snow that came off the roof. Randy James stated that they are called snow jacks. Rick Parker asked if we can put tape up on the roof.
Dan Atkinson stated that you can put tape in the gutter but if you put it on the roof it would have been pulled off too. Rick stated that if you put the tape up the snow can’t build up as fast because it melts off from underneath.
There was further discussion of the snow problem on the roof. There was a discussion of the trucks that were purchased from the Mesa Fire Dept. Don stated that Mike Apodaca will be doing some training on these trucks while
he is on light duty. Rick Parker asked where the training would be and if we have a pit. Don stated that the training would be on site and we don’t have a pit.
c. County “Swearing In” Ceremony
Chief Howard stated that we were in attendance at the County’s “Swearing In” Ceremony. Don stated that this is the first one he has ever attended. There are two new members on the Board of Supervisors. It was a well
attended ceremony and was standing room only.
d. Communication Grant
Chief Howard stated that the Communication Upgrade grant was denied. Don stated that we feel pretty strongly that we need some upgrades. We will keep trying. We have some hard money identified and right now we will hold
on to that money.
e. New Engine
Don Stated that the new engine now has Summit Fire District lettering. The guys have put in a lot of elbow grease into this engine. Don stated that the Board should take a look at it if they get a chance. It is at Station 31.
f. ASFTC & AFCA Meetings
Chief Howard stated that we attended the Arizona State Fire Training Committee (ASFTC) and Arizona Fire Chief Association (AFCA) meetings. The Arizona Interagency Radio System (AIRS) and the Department of Public
Safety (DPS) was discussed. Don stated that it was an interesting discussion on what the Fire Chiefs are involved in with the Southwest Leadership Conference. Don stated that a number of departments in the State do not use
AIRS. We try to use it in part because of our demographics. It could be a wonderful thing if we could communicate directly. Don discussed a situation today where it would have helped. Don discussed the situation where a
DPS officer was attacked by two individuals and did not communicate directly with the County Sheriff Officer that was responding. Don stated that at some point in time we will break through this. We generated a little interest in
this at the Fire Chief’s meeting.
g. Timberline Trail Meeting
Chief Howard stated that the Timberline Trail meeting was very well attended. Sam Whitted, Tim Steffen, Randy James, Rick Parker, and Bill Dunlap attended the meeting. There were a little over 100 people in attendance. Rick
Parker discussed one person at the meeting who was upset. Don stated that there will be some continued meetings. Rick stated that they broke up into smaller groups they said it was so they would not keep the room tied up.
Rick discussed the meeting. Don stated that this will be an ongoing process. Rick stated that he has one question that came up. He was told that this process started five years ago and was in the Summit Fire Newsletter. Rick
stated that he feels if the County is using us to put out information that they should help pay for postage for the newsletter. Don stated that we put it in our newsletter because it affects our District. Rick stated that he will ask the
County.
h. Alltel/Verizon Merger
Deputy Chief Whitted stated that the contract with Alltel is still in process. Mike Campbell has a meeting with Planning and Zoning next week. Verizon has acquired Alltel. It will be business as usual for a year and then they will
transfer to Verizon. Sam stated that we are looking forward to getting paperwork back and getting monthly payments. We are doing our best to encourage getting cell sites at other locations in Summit and Fort Valley Districts.
Sam stated that he feels we have some strategic locations for cell towers.
i. VFA & RFA Grant Requests
Chief Howard stated that we have submitted new VFA and RFA grant requests. We have submitted $20,000 for Summit and Fort Valley. Don stated that we will see how we do. There was a discussion of the grants.
j. Last Years VFA/RFA Grants
Don stated that we have submitted our billings for last year’s VFA/RFA grants and should be receiving that funding soon. We should about 28,000 for 40,000 of purchases.
k. Other
Chief Howard gave some medical updates on personnel. Don stated that Mike Apodaca will be on light duty a week or two. Paul Simpson has clearance to come back on February 13th. Patrick Burns is off duty due to an
injury. Martin Johns is recovering and we are not sure when he will be back on duty. Don thanked everyone for their wishes and concerns for Martin on behalf of the family.
9. UNFINISHED BUSINESS
a. Presentation by Alex Tkatchov
This was done earlier in the meeting.
b. Wing Mountain Snow Play Area
Chief Howard stated that as of December 31st we will no longer be responding to the Wing Mountain Snow Play Area. The concessionaire earns $250,000 from there and 3% goes to the Forest Service. We can no longer
expect the citizens of Fort Valley to subsidize a concessionaire to make that kind of money. Don stated that if he was on an engine company he would not be happy with that decision. They are here to help people. Don stated
that this is the only way to pressure the concessionaire and the Forest Service to provide for public safety out there. Sam stated that they currently have a temporary special use permit. This summer they will put it out for bid.
Sam stated that the Forest Service assured us the issue of public safety will be addressed when they put it out to bid. Sam stated that this is really disappointing because the concessionaire does not want to pay. They want us to
bill directly. There was a discussion of why we can’t do direct medical billing. Don stated that we are responding on Hwy 180. Randy James asked if there are any exceptions. Don stated that there is an exception if it is a request
from Guardian or if there is a request on the highway. There was further discussion of the Snow Play area. Sam stated that the exceptions are left at the Battalion Chief level. Sam stated that he has had discussions with Guardian.
If a Battalion Chief is available he will respond to the area with Guardian. There was further discussion of the Wing Mountain Snow Play Area. Sam stated that this is a formalized public concentration area. We have run on some
significant injuries. We can’t have Fort Valley subsidizing that endeavor. Randy James discussed his experience in blanket liability coverage for events he has helped with for livestock events. There was a discussion of liability
issues. Don stated that we have tried to push the Forest Service to get the concessionaire to do this but they are not interested. Sam stated that they discussed billing based per call on our current billing schedule or a flat $9,000
per year. Randy James stated that we talked about this last year and the concerns about liability. He is not against responding but subsidizing this is not fair. It is part of their cost of doing business. Sam stated that he attended a
meeting and on the agenda there was liability and public safety. This was glossed over and not addressed. There is no emphasis or time on liability and public safety. There was further discussion.
10. NEW BUSINESS
a. Station 31 Conditional Use Permit (CUP)
Chief Howard stated that he would like to start the process to be able to build a maintenance facility at Station 31. The first thing we need to do is alter the CUP. Don stated that at first we thought we might want to remodel the
current shop. The cost for a metal building is $50 per sq ft so we think Station 31 is a better location. Don feels there would be more neighborhood resistance at Station 33. Bill Dunlap stated that he thinks there might be more
resistance at Station 31. Don stated that we walked the site at Station 31 and there might be one residence that would see the building. Don discussed where the building would be. Don stated that he feels it would be better
protected at Station 31. Gary Selig asked if there is a chance we could partner with another entity for a building. Sam Whitted stated that there is potential in the future to use this facility to generate revenue. Randy James stated
that we were looking at putting a training facility at Station 31. Now he is hearing that staff would prefer a Maintenance facility at Station 31. He is hearing from Rick it could be used for training at the same time. Randy asked if
we could look at a multipurpose facility and add on to the bay. Don stated that we built that station with the ability to add on to the east side of the station. If we use the same material the cost would be much higher. In terms of
building we can get some great deals for contractors. Don stated that we can look at some other alternatives and bring them back to the Board. Bill Dunlap stated that he has some apprehension of the area at Station 31. He feels
Station 33 is more industrial because of the other buildings around it. Don stated that what we are asking is to start this process. We can look into both these locations. We can talk to some neighbors and bring Bill Towler out to
take a look. Don stated that he wants to make sure the Board knows what we are doing. There was a discussion of the size of the Maintenance Facility we want. Don stated that we are looking at two bays with three garage
doors. There was a discussion of how it would be tied into Station 31. Randy James stated that we were going to have three bays, if we are building why don’t we over build so we have room to do stuff. Don discussed the
enterprise zone so we can generate income for work on apparatus. Don stated that he had not thought of tying this into the existing building. Bill Dunlap stated that we need to get some basic feelers out with the County and look at
some of the options. We need to decide what size building we want. There was a discussion of a burn building. Dan Atkinson stated that we should allocate space on one of our properties for a burn building. There was
discussion of the septic system. Rick Parker stated that Station 33.5 would make a good classroom. Dan Atkinson stated that he does not think we would want to tie the maintenance facility into the current station. Dan stated
that we need to not purchase a cheap metal building. Several new metal buildings have collapsed under the weight of snow. We need to talk to an architect about the metal building. Sam stated that we are learning about it along
the way. Dan stated that we will want a steep roof. There was a discussion of snow. Bill Dunlap stated start the process with where we want it, when, and how large. Randy stated that his first concern is how big do we want it
and second is what else do we need. There was a discussion that we need to pencil in on the plans future placement for a training facility on the CUP. Don stated that this Maintenance Facility is something that we really need and
is one of our top priorities. Bill stated that as a Board we would like to see alternatives and directions. Is it a feasible plan and cost comparisons? Randy James asked what Highlands and Pinewood do for repairs on their
engines. Don stated that they take their trucks to dealers to do the work. There was discussion of what other departments do for their work. Sam Whitted discussed the potential for doing work for other departments out of this
facility. Randy James discussed that if we do the Maintenance Division for income we should separate the income and expenses to see what we are doing. Bill Dunlap stated that we need to know what we are doing to know how
we are going to build the facility. There was further discussion of the facility. Randy James stated that we need to make sure we put in the plans dotted lines for the area for future additions. Don discussed how we did that for
Timberline-Fernwood on the addition of the Community Room and the offices. The pit would be part of the project. Gary Selig stated that if we are going to overhaul pumps we will need a pit.
b. Arizona Fire District Association (AFDA) Meeting
Chief Howard discussed the AFDA conference in Laughlin last weekend. Randy James, Gary Selig, Bill Dunlap, and Jerry Loynachan attended. There were 95 fire districts at the meeting. We are at 144 fire districts in the State
of Arizona. There was a lot of interesting dialog. Sam Whitted stated that this was the second AFDA conference he has attended. They are worthwhile to attend. The classes are outstanding and the networking is very beneficial
and to be able to mix with staff and Board members in a dynamite setting is great. Gary Selig stated that the level of instructors and the format have improved a lot. There has been a steady improvement in instructors and in the
handout materials. Tina did a great job in teaching the State Billing class and he encourages her to continue teaching this class. The Human Resource class was good. We need to review our human resource policies. Bill Dunlap
stated that some of the things we are doing in some of our procedures are questionable. He would like to discuss the policies at some point. Don stated that we would like to have those identified. Bill stated that it is a technical
aspect of how you pay people. We will have to educate to ask intelligent questions. Randy James stated that it was very professional and has improved each year. Randy stated that he spoke to Jim Pond and he is going to retire
next year. Don stated that he retires in May of 2011. Randy stated that he talked with the public finance vendors. Randy stated that he asked questions and it might be worth looking at refinancing the loans at a lower rate. Don
stated that we will take a look at it. Don discussed the White Mountain Lakes Fire District. The County took it over. They spent more than $400,000 over their budget. They had several accounts set up in QuickBooks so it
was hard to tell exactly where they were at. We will look to talk about some things we might want to change from what we learned at AFDA. Don discussed some of the tings the legislature wants to take from the school
systems. ATRA has a bill sponsor for a bill that limits growth to 2% plus new constructions with a maximum of 5% growth. We are at the point where we need to negotiate with them. The AFDA Board will meet in the next
week or so to decide what they will counter with. There was further discussion of this issue. Don stated it is nice to have an override as part of it but if they keep the cap it won’t help. Don stated that FDAT is also targeted.
They want to limit the amount of any single fire district to $300,000. There are laws on the books that don’t let you go back and change the laws that are already in existence. Don stated that he does not know how this will affect
us. This might impact the things we want to do in the future with Fort Valley. Don stated that if you don’t live within a municipality it is up to the citizens to provide fire and EMS protection. Cuts in FDAT would create concerns
in public safety responses. There is a bill in the legislature to do away with the DROP program through the Public Safety Retirement System. The big concern is Proposition 13 Arizona. They were supposed to file and have not
filed yet with the Secretary of State. Our concerns are with the Summit and Fort Valley Fire Districts and the people we provide service to. We take action today that will undermine it and show we are willing to negotiate and not
allow it on the ballot. If this gets on the ballot and is passed it will change how we do business. Summit Fire will look entirely different than it does today. Don discussed the problems with collecting the tax funds if this were to
pass. We need to negotiate what we feel is a reasonable response. The people out there should be able to expect a high level of service. We will carry forward more money than we anticipated. Sam stated that another class at
AFDA was Alternative Funding Sources and one thing discussed was grant funding. They said that 20% of grants were federally funded and 80% was from the private sector. We will start looking at foundations. We will start
making those applications. Randy discussed people gifting money to the department in their wills. Rick Parker stated that maybe we should put it in our newsletter about donations or putting it in your will to gift the department.
There was a discussion of the property owner on Camp Townsend that wants to be part of the District. Sam stated that we have contacted Bob Greer. He owns more than 50% of the property but we have not heard back from
him. There was further discussion of the property.
11. ACTION ITEMS
a. Higher Education Policy
Chief Howard stated that he would like the Board to take a look at the proposed Higher Education Policy. Don stated that he would like to encourage people in toward higher education. Don stated that currently we have a
variety of ways that we are doing things. When we started working on this policy it was six or seven pages long and we have simplified it. Don went over the proposed policy. Don stated that in this day and age you need to be
able to communicate well both verbally and in written format. Don stated that he supports a broader base education and he feels it gives us stronger based employees. The City of Flagstaff requires a BA degree for a Battalion
Chief position and you need an AA degree for an Engineer position. Currently we are giving people time off and if we are at minimum staffing we are recalling for their position. Don stated that if the Board would like to take this
with them and look it over we can discuss it at a later date or address this in some other format. There was discussion of the proposed policy. There was discussion of education we would pay for in addition to the pay for a
degree. Don stated that we would pay for EMT recertification because it is a job requirement. We would pay for paramedics. Rick Parker stated that it seems if some guys come out with a four year degree at NAU they should
prove they learned something. Rick asked Don if they would automatically get a pay increase by this policy. Don stated that they would. Don stated that if an employee is promoted to Captain they go through a Captain test and
they will need to demonstrate their ability to write. Sam Whitted discussed whey he feels it is a benefit to have people with higher education. Rick Parker stated that he encourages higher education but some people that get
degrees don’t demonstrate that knowledge. There was further discussion personnel who have degrees and personnel who don’t have degrees. Rick stated that he feels you can’t say that because you have a degree you know
more and should get more than the next guy. He feel there should be some kind of evaluation. Don stated that many places require a Masters Degree if you apply for a Chief’s position. Don stated that there is some kind of value
people are associating with education. Dan Atkinson stated that the employee has to pay for the school. Dan stated that he agrees with Don and that this is what the employees are wanting. They don’t need to be evaluated if they
have been through four years of an accredited college to get a degree. They will develop more skills. Rick stated that you are making rules for someone that is not hired yet. Rick stated that he has seen a lot of guys with Masters
Degrees that were worthless. Just because someone has a degree does not make them a good firefighter. Don stated that every one of these guys we hired would like to spend twenty years here. The performance evaluation is
one of the checks and balances we use to evaluate the employees. Don stated that there are other ways to handle education policies. Sedona Fire pays the tuition and books in different categories. Sam stated that we could add
to the policy that they must have a satisfactory or above on their performance evaluation to receive the pay. Rick stated that if they have the education that they must use the education. Bill Dunlap stated that they should take it
home and review the policy. Don stated that the Board should take it to review and then give him a call. Sam stated that he feels it would help the employees grow both personally and professionally. Randy James stated that in
the private sector it is common to encourage education. Randy stated that he is not sure about a pay increase just because they have degree. There was a discussion of what classes we pay for. Sam stated that currently we pay
for classes that are specific to Summit Fire. Don stated that Sedona Fire requires grade of C or above in the class for reimbursement. We require a B or above. We need to hold our employees to high standards. With this policy
we would be looking at a cost of a little over $26,000. Bill Dunlap stated that where he worked they used to reimburse on a graduated scale of 50% for a C, 70% for a B and 100% for an A. There was further discussion of
higher education. Sam stated that promotions are not based solely on education level. We promote based on the best qualified. Rick Parker stated he is not talking about just the higher education people. What about the ones
that are good employees but do not have higher education. This does not leave room for the exceptions. It does not allow an exceptional employee to make the extra percentage that the personnel with degrees make. Don stated
that he does not know how you would make things equal all the way around. Rick stated that there could be a special merit increase for those that we feel should have the same percentage. There was further discussion of the
education issue. Randy James asked if our attorney is ok with this. Don stated that other departments have an education policy but we can send it to Donna Aversa. We did not want to send it until the Board looked it over. Tim
Steffen stated that the Battalion Chiefs checked with the crews and he does not think that there is anyone on shift that doesn’t want a degree or does not want to work toward one. This adds organization and incentive to get it
done. Rick stated that if all the line personnel agrees he will go along with that. Dan Atkinson stated that we don’t have a degree requirement for promotion so a guy can be promoted if he doesn’t have a degree. They can reach
any level in this department. This program evens it out. Dan stated that we don’t want to throw it to the Chief to give out exceptions. There was further discussion of education. Rick Parker stated that he feels we need to keep
an open mind about this. With this program a person walking through the door could make more money than someone who has been here a year. The most important is that every person is the most productive. Don stated that
those people stand out. Tim Steffen stated that the motivation was not to reward personnel who have a degree but to clean up the policy and to have them use vacation and not department approved time. Rick Parker stated that
it would allow us to focus where our money is going. Randy stated that as it stands we have an unwritten policy and wanted to know how it works. Don explained some of the classes that we currently pay. Bill Dunlap stated
that he has a problem with this. Bill stated that if you are running a business and have people doing the same job why should you pay more to one just because he has a degree. Don stated that many businesses do pay more for
degrees. Bill stated that it is because they need that education such as an engineer degree to produce a product. Don stated that this is something for the Board to think about. Should Summit Fire District compensate for higher
education levels? How do we support education for the employees? There was further discussion of higher education. Randy asked about those that we have now and what we are getting. Don discussed the problems and the
time spent in the current way of doing things. There was further discussion of the policy and how other departments handle the issue. Rick Parker stated that he feels this will cause a morale issue. Don stated that we put a
program in front of everyone and they can be a part if it if they choose to. Whatever we come up with it will not be perfect.
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 Dan Atkinson. The vote was unanimous and the meeting adjourned at 9:35 p.m.
Respectfully Submitted,
Tina Dillahunty
