July 15, 2009 Board Meeting Minutes
1. Call to order.
The Board meeting was called to order at 6:00 pm.
2. Pledge of Allegiance
3. Roll Call of the Board Members.
Board Members Present:
Gary Selig Rick Parker Randy James
William Dunlap Sr Dan Atkinson
Board Members Absent:
4. Approval of the Minutes:
a. Approval of minutes of June 17, 2009
There was a motion by Gary Selig to approve the minutes of the regular Board Meeting of June 17, 2009. There was a second by Rick Parker and the vote was unanimous.
b. Approval of the Executive Session Minutes of June 17, 2009.
There was a motion by Rick Parker to approve the minutes of the Executive Session of June 17, 2009 and a second by Gary Selig. The vote was unanimous.
c. Approval of the Special Meeting of June 22, 2009.
There was a motion by Rick Parker to approve the minutes of the Special Meeting of June 22, 2009 and a second by Gary Selig. The vote was unanimous.
5. REPORTS
a. Financial Report
The Financial Reports were presented by Tina Dillahunty. Tina went over the reports. Randy James stated that he would like to go over the items that we missed on. Randy stated that we
are short $60,000 on the real property tax. Don stated that those are people who did not pay their taxes. Some of the property will go on the County tax delinquency rolls. Don explained
how delinquent tax rolls works. Don stated that we are usually about 99% of our tax collection rate. This year we collected a little less than that amount. Randy stated that we didn’t do very
well with the Grants. Don went over the Grants. The NAEMS Grant is to put paramedics through class and it is $500-1500. The Governor’s Office of Highway Safety Grant is submitted
for extrication equipment. We received this the prior year so we didn’t think there was too good a chance this year. This grant always pertains to the highway. Chief Howard discussed items
we have purchased in the past from grant funding. We have made a $12,000 request from the Rural Fire Assistance Grant that is targeted for wildland needs. Over the years we have been
pretty successful. Don discussed some of the grants that funding has been cut back. The largest grant we applied for was for a type 3 engine. We received notice that we did not get that
grant. This year we requested to upgrade the pierce engine for a Compressed Air Foam System at a cost of $43,000. We also applied for a communications upgrade in this grant. Rick
Parker stated that he thinks we should be able to get a copy of the grant submittals of the departments that receive the grants to compare it to ours to see if we were missing something. There
was a discussion of this idea. Sam Whitted discussed how apparatus grants are highly competitive and departments with old and unsafe apparatus are bumped to the top of the list. Don stated
that we have attended several workshops on grant writing and we pay close attention in the workshops. There was further discussion of grants. There was a discussion of the State Land
income line item. There was a discussion of the line item for contracts. The Captains excess overtime is due to some injuries that occurred to captains. The overage in the Seasonal
Firefighter is due to hiring someone mid stream. There was a discussion of Architectural and engineering costs and auto parts. Don stated that we purchased tires in June. There was a
discussion of communication equipment and travel. Don discussed the travel for training. Rick Parker stated that these were some of the line items that he was also looking at. Don stated
that we projected the carry forward to be $1,050,000. Even though we made expenditures on specific items we held back on several items and this put us a little ahead with capital carry
forward at $1,197,000. In the past we have tried to carry forward enough for four months expenses.
b. Administration Report
The Administration Report was given by Tina Dillahunty. Tina stated that the issue with the two employees who were in the Arizona State Retirement System and then we were told they
could not be has come up again. Those employees had Social Security withheld. Tina stated that she corrected the problem and has paid the employees the funds that were withheld from
them. The form 941C was filed and a credit taken as instructed by the IRS government representative in Flagstaff. IRS sent Summit a letter denying the claim stating that the form had
changed to a 941X. The next quarter was due so because it was denied and had to be resubmitted Tina stated that she repaid the amount that was taken as a credit. On the 941X Tina
requested a refund for the amount that was paid. In June we received a check for the requested amount from IRS. Last week we received a letter stating that we owed $1,888 because we
paid the amount late. Tina has now filed form 843 requesting an abatement of the penalty explaining how we did what their representative told us to do and they changed the form and did
refund us the tax. We are waiting to see what they do next. Still getting things set up for the new fiscal year and finishing up the old fiscal year. On Aug 12 will be Admin Professional s will
be here at
Summit. Don discussed Admin professional section.
c. Auxiliary Report
The Auxiliary Report was given by Tina Dillahunty.
We had our first of four Summer Swap Meets and we did very well. We had 23 paying vendors, sold 7 cookbooks, and received $23 in sales from coffee, donuts and donations. The
Auxiliary raised $288 in all. The next Swap Meet is Saturday, July 25th.
The Legends of Country Music concert is being re-scheduled but a new date has not been agreed on as yet. They are looking at September or October and perhaps moving the concert from
Sinagua High School to The Orpheum Theatre. We will keep you updated.
Deputy Chief Sam Whitted stated that the swap meet was very successful and will be building momentum. Rick Parker stated that it was very successful and very popular. Peggy did an
excellent job. We may look to make more space. Sam stated that this is a good public relations tool for Summit Fire District. Rick Parker suggested that people bring and donate items to the
Auxiliary and that the Auxiliary have a table to sell the donated items.
d. Local 1505 Report
The Local 1505 Report was given by Chris Fennel. Chris thanked the Chiefs and the Board for the job they did on this year’s budget process. Chris stated that he was in with the budget
process on the committee. Chris stated that he appreciated all the work Tina Dillahunty did on the budget. The Union had 91 cars at this year’s car show. They ended with a $4,000 profit.
Gary Selig stated that he has heard the Car Show is equal to the one by the Route 66 Car Club and it has a good reputation. Randy James discussed how Jim Timney fixed his grill and he
appreciates it. There was a discussion of the Blood Drive coming up on July 23rd. We have had a good turnout on the last two blood drives. It is from 1:30 to 5:30. Joann helps out quite a
bit with the blood drives.
e. Firefighter’s Association Report
There was no Firefighter Association report.
6. CALL TO THE PUBLIC
There was no answer to the call to the public.
7. PURCHASE REQUESTS
There were no purchase requests
8. INFORMATIONAL ITEMS
a. Run Report
The run report was given by Chief Don Howard. There were 76 calls to service for the month of June. This is below our average. We have run some significant calls recently. Don stated
that we ran a call yesterday morning that a man ran a stop sign on Highway 89 and a tractor trailer truck struck him. He was stuck in the vehicle. Don discussed the call. The patient did not
make it. Don discussed a call on I-40 where an individual rammed the back of a semi several times until he got stuck. There was a discussion of that call. Don stated that we have done
some interesting things that have tested our skills. Mike Boehm discussed the call that came in as an EMS assessment of a man with chest pains. When the crew showed up on scene the
gentleman shot himself in the chest in front of our personnel. It was traumatic for the crew.
b. Legislative Update.
Chief Howard gave the Legislative update. There was a lot of discussion about legislation at the Arizona Fire District Association (AFDA) Conference. The Fireworks bill was vetoed by the
Governor. She received 200 bills the last day. The Fire District Assistance Tax that averages the last 3 years for merged districts was signed into law. The three districts that merged and
caused this law say that they will sue over this law. The 8% tax levy limit for fire districts was also passed. We will have a limit on the tax levy. If we don’t use it we can bank it and use in it
in another year. This might hurt some of the smaller districts. New construction can be added to that. You must be careful if you annex an area. There was discussion of the law. Randy
James discussed the assessed valuations. Don stated that it does allow for two different overrides. You can ask for an override up to the 3.25 mil rate. It becomes a new base from that
point you can grow up to 8% per year. The second override amount is for X amount of dollars and sunsets after five years. Randy James asked about proposition 13 Arizona. Don stated
that they have until July of 2010. Don stated that we asked about the financial report that they should have filed by July 1st but nobody knows about it. Neither one of the AFDA lobbyists
knew about the report. There was further discussion of some of the tax initiatives. Don stated that we had some good roundtable discussions at the AFDA Conference.
c. AFDA Conference
Chief Howard discussed the Arizona Fire District Association (AFDA) Conference. Don stated that it was a very good conference. Gary Selig stated that it was an excellent conference and
he was impressed with the seriousness of the instructors. Gary stated that the interactive format is more interesting. This was one of the better conferences. Don Howard stated that it is
great to be able to talk to folks about legislative issues. Mike Boehm stated that he enjoyed the classes. Mike stated that he took the recruitment class. It was a two part class and they talked
about applications, interviews and setup for testing stations. Mike stated that he got a lot of good information. The other class was on the open meeting law. There was good information.
Mike stated that he feels we are doing things pretty well here. Sam Whitted stated that the AFDA Conferences are worth the expense. Sam stated that he is impressed by the professionalism
and he listens to all the feedback. There is a lot of valuable networking that takes place at the conferences. It is well worth the investment. Randy James stated that he has noticed that it is
much more professional than it was 10 or 12 years ago. Don stated that AFDA has gone from 155 members to 134 members due to consolidations and mergers. There was good
representation there.
d. Fort Valley BBQ/Open House
Chief Howard stated that the Fort Valley BBQ/Open House will be August 29th from 11:00 to 2:00. Don stated that the day after we sent out the date for the Fort Valley Open House the
County announced the Picnic in the Park the same day and time and has asked for tables.
e. Chevy Crew Cab
Chief Howard stated that we have purchased the 2006 Chevy Crew Cab. Don stated that Sam Whitted and Mike Apodaca went to Cedar City to pick up the truck. Mike checked it out and it
is a clean truck. Sam Whitted discussed the truck. Sam stated that it is a good piece of equipment.
f. Update on the Bear Jaw Module
Deputy Chief Sam Whitted stated that he would like to defer this to the next meeting when Dirch Foreman will give a report on the Bear Jaw Module.
g. Wildland Assignments
Sam Whitted stated that we have an engine on the rim. We were asked a couple of days ago for a type 6 engine and we sent four people. Duane Deck went as an Engine Boss Trainee. We
are at the South Rim of the Canyon. This has been a slow year. Don stated that there has been activity today with a fire on I-17 near the Sunset Rest Area. That fire shut down I-17 for
about 2 hours. Sam Whitted stated that we are fortunate that we went to the Park. We were name requested. We are constantly working on our relationships.
h. Other
Chief Howard stated that next month we will be pinning our new Captains. That will allow them time to have their families here. We will look forward to it.
9. UNFINISHED BUSINESS
a. Merger with Fort Valley
Chief Howard stated that both Fort Valley and Summit Fire Boards indicated that they wanted to vote on the merger in August. Don stated that in talking to the Fort Valley Board only two
members are interested in continuing on the new Board. They are Jerry Loynachan and Jim Doskocil. Summit will have three positions available. The vote will take place at the August
meeting and the regular Board Meeting is on August 19th. Don stated that we are concerned that one Fort Valley member may not be present but we can do a conference call. Bill Dunlap
stated that he will not be on the new Board after the merger due to personal situations. Rick Parker stated that he has enjoyed working with Bill and it has been great. Bill Dunlap asked if
there will be any more discussion. There was no further discussion.
10. NEW BUSINESS
There was no new business.
11. ACTION ITEMS
12. Request to go into Executive Session by Chief Howard.
Chief Howard made a request to go into executive session to deal with a personnel issue pursuant to ARS 38-431.3(A) (1). There was a motion by Randy James to go into Executive Session
and a second by Gary Selig. The vote was unanimous and out of the regular meeting at 7:18 pm.
The Board came back into the regular meeting at 7:26 pm.
13. CALL TO THE PUBLIC
There was no answer to the call to the public.
14. 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 7:26 p.m.
Respectfully Submitted,
Tina Dillahunty
