BOARD MEETING MINUTES
January 19, 2010
1. Call to order: The meeting was called to order at 6:00 pm.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL OF BOARD MEMBERS
Board Members Present:
Jerry Loynachan Gary Selig Jim Doskocil
Dan Atkinson Rick Parker
Board Members Absent:
None
4. APPROVAL OF THE MINUTES.
a. Approval of the regular meeting minutes of December 15, 2009.
There was a motion to approve the Board Meeting minutes of December 15, 2009 by Gary Selig and a second by Rick
Parker. The vote in favor was unanimous.
5. REPORTS
a. Financial Reports:
Tina Dillahunty gave the Financial Reports. Tina went over the December Board Report. The balance for all the credit cards
is $1,331.14. We have received payment on 5 of the State fire and they only owe us on two more. Highlands paid for one of
the Bear Jaw fires and owe on one more. We received that payment today. We received payment for $10,500 for the 2009
Volunteer Fire Assistance Grant Program today.
b. Administration Report:
Tina Dillahunty gave the Administration Report. The W-2 forms are done and have been mailed out to volunteers. Any
employee who hasn’t picked up their W-2 will receive it with their paycheck this week. I will be doing the 1099 forms for
the vendors this week. I finished all the quarterly reports and will be completing the pension reports for the Public Safety
Retirement Plan and the Volunteer Pension Plan to mail to the State Fire Marshal’s Office by the 30th.
c. Auxiliary Report:
The Auxiliary Report was given by Tina Dillahunty. There is no report and no auxiliary meeting until February. New
president is Julie Drinkard.
d. Local 1505 Report:
The Local 1505 Report was given by Fernando Hernandez. Fernando stated that the Union is talking about policies with
administration and the Chiefs. Fernando stated that they appreciate what the Board does for them. They had a successful
Christmas with the donations from the Car Show. They helped a lot of families. Everything with the Union is going fine.
Jerry Loynachan asked if the Union was involved with the western show. Fernando stated that the Auxiliary was involved
and the Union in the City was involved. Dan Atkinson thanked the Union for their help with the Christmas families. Dan
stated that he recommended one family that the mother was out of work and the daughter has cancer. The Union brought over
Christmas presents and firewood and the family was very thankful. Dan stated that it is a great thing you do every year.
6. CALL TO THE PUBLIC:
Joanne Loynachan asked if Station 37 had any calls last month. Fernando stated that they didn’t on his shift.
7. PURCHASE REQUESTS
There were no purchase requests
8. CHIEF'S REPORT
a. Run Report.
The Run Report was given by Chief Howard. There were 91 calls to service for the month of December. Don stated that he
was hoping Battalion Chief Lobstein would be here. He is going to have the Battalion Chiefs give the Run Report. Chief
Howard asked if anyone had any calls they would like to share with the Board. Fernando Hernandez stated that they ran a two
fatality vehicle accident. There was a structure fire in Pioneer Valley. There have been a lot of sledding accidents. Chief
Howard stated the Brad Elliot with DPS requested that people do not come up to Flagstaff from Phoenix due to the snow
storm.
b. Arizona Fire District Association Conference (AFDA)
Chief Howard stated that Summit was very well represented at the AFDA Conference. Two of our three Battalion Chiefs
were there along with Chief Howard and Tina Dillahunty and all of our Board Members. We are charter members of AFDA
since 1982 when it was formed. Don stated that all the Board Members have the new AFDA manual. It is a very valuable
book. Rick Parker stated that in the financial class they talked about out of district billing and bill in of illegals and billing
people who are not from our district even if the accident was in district. The class was taught by a lady from Sedona Fire
District. Gary Selig stated that FDAT is still under pressure and if anyone has reason for keeping it they need to send it to
Lee. Don stated that the League of Cities and Towns are interested in getting some of the FDAT funding but they have other
sources of income. Rick Parker stated that they were talking about redoing the Legislative Districts. There was a discussion
of the current Legislative Districts. There was a discussion of billing. Dan Atkinson stated that it could be difficult to bill for
in district accidents. Jim Doskocil stated that there are more departments doing it than you think. Rick stated that if FDAT
gradually goes away it is something that we could to do increase income. Don discussed the bills that are in Legislative
session. There are a lot of things coming our way. There was a discussion of the certificates you can receive by taking some
of the AFDA classes. Don stated that when you complete the course you will have a better idea of how a fire district
operates. Rick Parker stated that he took the class on the Open Meeting Law. If a resident call you, you can talk to them but if
they mention the other Board Members you must cut them off and put it on the next agenda for discussion. There was
discussion of Board liability. Don stated that the Board has liability insurance and the Board is covered. There was a
discussion that cost of lawyers for violation of the open meeting law can’t be covered by the District. This item should be put
on the agenda for the next meeting.
c. Communications Upgrade
Chief Howard stated that we are moving forward with the Communications upgrade. Last Thursday we received notice that
the thirty day comment period is now over. No comments were made. Application was sent on Friday to the FCC. We are
moving forward to acquire new frequencies. Gary Selig asked about narrow banding. Don stated it is part of the submittal.
Don discussed the frequencies. Don stated that all this is part of the submittal. Gary stated that there will be other radio
equipment needed before the deadline. Don stated that almost everything we own has narrow band capability. Don
discussed our ongoing communication problems. Don stated that communication was one of the problems identified from
2001 in communication between fire and law enforcement agencies. We are one of the only ones in the State to use AIRS.
Jerry Loynachan asked if we are communicating with DPS through AIRS. Don stated that DPS chooses not communicate with
us. Don discussed how this has caused problems on calls. Don stated that we are hoping that this project will allow us to talk
to anyone in our district at any time. This was our number one priority.
d. Training Facility
Chief Howard stated that on January 26th we go before Planning and Zoning for the Conditional Use Permit for the Training
Facility. We think that with a few stipulations we will get what we want there. We will finalize how we want everything and
the specific things we want to include and come back with a cost. We put in the Budget $190,000 but we are hoping we can
do this for $100,000. If anyone is interested we will send out the date, time and location of the Planning and Zoning meeting.
e. Appreciation Dinner
Chief Howard stated that the Appreciation Dinner has been cancelled. We don’t know if we will do this again. We asked
everyone to RSVP and only 30 people have said they will attend. Maybe we are too big. We would like to have a Summer
BBQ. We were trying to do this without children. Don discussed how we have done the Appreciation dinners in the past.
Don stated that for the BBQ we would like to rent the Ramada at Peak View Park and have a gathering and an Ice Cream
Social. Don stated that some people took great exception that we did not invite children. We did not mean it in that regard.
Don stated that with only 30 responses we decided to cancel it. We will set the dates for the Summer BBQ and Ice Cream
Social.
f. Verizon Cell Tower
Don stated that the Verizon cell tower is still in process. Mike Campbell has said that Verizon is much slower. We thought
that we would be receiving income by now. We should be receiving income in a few months.
g. Office of the State Fire Marshal
Chief Howard stated that the State Fire Marshal Office has been impacted significantly by the budget cuts. They lost three
positions on Friday. They are down to 6 or 7 people. The State Fire School has been undermined. Anything not mandated by
statute is no longer provided by the State Fire Marshal Office. The Training Division is gone. The State Fire School is put on
by the Fire Marshal Office and the State Fire Training Committee. It has been put on for 35 years. We don’t want to let this
die. Don stated that last October he submitted a request to the head of Emergency Management for $100,000. They have
given $100,000 for the next two years which will give $50,000 each year for State Fire School. Don stated that this ties into
an action item to hire Molina Joya at no cost to the District. Paul Adams with Avondale Fire will hire her through Avondale
Fire District. Molina has been with the Fire Marshal’s Office for 18 years. She will run the logistical needs for the State
Fire School. The second issue is the State Certifications. The Fire Marshal’s Office issued the Firefighter I and II State
Certification. There is now no State Certification for any classes. The Arizona Fire Service Institute will help come up with
a plan to help certify people. Right now our policy is that you must be State Certified to be hired. We are hoping that we can
get another Certification Program in place. Don discussed the limitations that have been placed on the State Fire Marshal’s
Office by the cuts in positions.
h. Other
Chief Howard stated that on February 10th we should get our new assessed valuation figures. We will have it by the next
Board Meeting. We will want to start work sessions for the budget.
We received the RFA Grant (Rural Fire Assistance Grant) through Fort Valley.
Chief Howard discussed the predictions for the storms coming into the area. They are predicting 8” – 12” of snow tonight
going to noon tomorrow. The storm on Thursday is going to impact us tremendously. The prediction is early Thursday we
will have rain mid morning and snow. The predication is 2’-4’ of snow. This has been predicted as the fifth largest storm
ever in Northern Arizona. We have chains for our apparatus and a snow mobile on each side. We have two loads of sand.
One is at Station 36 and one is at Station 32 with bags at both locations. We are looking to put on extra staffing for Thursday
and Friday. They will probably close every major highway. Don stated that this is a very serious storm. We are as prepared
as we can be. Don stated that last month we had a snow mobile.
Chief Howard discussed a friend who was a part of the Timberline-Fernwood Fire District who had cancer that went into
remission. The cancer came back and he is not doing well.
9. UNFINISHED BUSINESS
a. None
10. NEW BUSINESS
a. None
11. ACTION ITEMS
a. Conditional Use Permit (CUP) for Maintenance Facility
Chief Howard stated that we need to move forward and decide where we want the facility and what size we want. Don stated
that he called Ed Flores and left a message but he has not called back. It looks like behind Station 33 is the best place. We
might look at an 80 x 80 to begin with. Don stated that he went over to Mohave Valley last weekend to look at their facility
that is 80 x 80. Don discussed the facility. Don stated that it was 18’ tall. Don stated that this comes down to dollars. We
can build that size if we can get it for the right price. We are ready to come up with a rough design. We want all elevations
and size requirements from the County so we can determine the cost. Dan Atkinson stated that if we can build for what
Mohave Valley paid it would be an incredible price. Dan stated that he meet with Keith Klassen and Mike Apodaca to get a
better understanding of what we need. A couple of months ago we went over how much Mikes saves us by working on our
vehicles. That was three months ago and since then nothing has happened. Dan stated that he feels this is an unsafe
environment for Mike to work in. Dan stated that he feels either location would work but Station 33 might work better
because it is more open. Dan stated that he would be in favor of moving it in back of Station 33 on the acre we have and
getting started on it. We could use it as a revenue generating service and focus more on servicing other department vehicles.
We can find a use for Station 33.5. There are a lot of niches in the department that can use that building. Jerry Loynachan
asked how much we allotted for the project. Don stated that we put $500,000 in the budget. We may need to cut the size
down to 60 x 80. We need to know where we are headed with our assessed valuations and what do we want to do with our
tax levy in order to move forward and start the process. Don discussed the maintenance facility that we are looking at. There
is potential to down size depending on what the County requires. Rick Parker stated that one of the classes at the AFDA
Conference discussed building a Maintenance Shop and having smaller departments bring in their apparatus. There was
further discussion of the use of Station 33.5. Rick stated that one other thing we can do to cut the price is to build behind
Station 33 and tie into that building to use the bathroom facilities. Don stated that he will talk to Dick Reese about it. Dan
Atkinson stated that he feels the Straightline bid was not accurate and they need to look at other contractors. There was a
discussion of contractors. There was a motion by Dan Atkinson to move forward with the Conditional Use Permit for the
Maintenance Facility that is 80 x 80 behind Station 33. There was a second by Rick Parker. Jim Doskocil asked if there was
further discussion. Don Howard stated that this starts the process to get rough plans and move forward with the CUP. Dan
Atkinson asked the Chief to keep him posted on the meetings with the architect and the contractor. Dan stated that he would
like to keep tabs on it. Jim Doskocil asked Don if he has looked at General Steel and Don stated that he has. They will
design to your building code but the cost did not include engineering for a crane. There was further discussion of the facility.
The vote was called for. The vote in favor of the motion was unanimous.
b. Office of the State Fire Marshal Employee
Remove from agenda
c. Surplus Property Sale
Chief Howard discussed some of the items that we have around the stations. Don stated that we would like to have a surplus
property sale. We would put it in the newspaper and through the AFDA website. This will generate a little income. Gary
Selig asked about restrictions on selling light bars. There was a discussion that there is not a restriction on selling light bars
but on who can use them. There was a motion by Rick Parker to get a list of surplus property and put the items up for sale.
There was a second by Jerry Loynachan. Don stated we have requested that employees with programs identify equipment and
attach a minimum price. Jim Doskocil stated that if we sell anything associated with grants we would need to contact them.
The vote was called for and the vote in favor of the motion was unanimous.
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 7:30 p.m.
Respectfully Submitted,
Tina Dillahunty
| Phone: (928) 526-9537 Fax: (928) 526-2750 |
8905 N. Koch Field Rd. Flagstaff, AZ 86004 E-mail: sfdadm@infomagic.net