BOARD MEETING MINUTES
June 28, 2010
1. Call to order
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL OF BOARD MEMBERS
4. APPROVAL OF THE MINUTES: Approval of the minutes of the Regular Board Meeting held May 19,
2010. Rick Parker made a motion to approve the Meeting Minutes of May 19, 2010. There was a second motion by
Gary Selig, and the vote was unanimous.
Southwest Area Incident Management Team Commander Dugger Hughes and Deputy Incident Commander Tony
Sciacca of the Schultz Fire were introduced to the Board Members by Chief Howard. Dugger Hughes spoke about the
work that was done before his team arrived; without which the Timberline homes would have been lost. He said those
from Summit Fire and the Forest Service – the local people - saved this area. He hopes that the PFAC Team will
remain present in this area because this team buys our community more than we know. Mr. Hughes spoke of the
burning and smoke being present for so long that the inner basin was unable to be seen. He said that Kent Bushman,
Wildland Fire Representative for Arizona Public Service, did a fantastic job. Throughout this fire no electric lines
were lost. Dugger explained the Type III Team coming from New Mexico to replace their Type I Team. This
transition will happen Wednesday June 30th. He thanked Summit Fire for all the help they have received. They have
requested a couple of Summit Fire engines for the Wild Fire. Mr. Hughes spoke of the Burned Area Emergency
Response (BAER) Team coming in. With the monsoons coming, there will be up to a 90% chance of flooding. This
mountain is a large watershed. The BAER Team is a national team, and Chief Howard reported they have been
leaders in the Wildland Community for years. Chief Howard introduced Deputy Commander Tony Sciacca, who is
also the Coordinator for the Arizona Wildfire Academy. Dugger Hughes is with Northwest Fire in Tucson. Dugger
said the Team did a marvelous job, but it is the “boots on the ground” folk who do all of the work, and they did a
remarkable job. Board Member Dan Atkinson said this is a very devastating fire and wants to thank everyone for
saving these homes and appreciate their work.
5. REPORTS
a. The financial report was given by Tina Dillahunty. See reports. She reminded the board members that the fires our
personnel were recently on are not on this report which includes South Fork Fire, Duck Fire, Boggy Fire, Schultz Fire,
Watson Burn Prep Fire in the Grand Canyon, and the Eagle Rock Fire. Tina was at the South Fork Fire and then
relocated to the Eagle Rock Fire. Tina spoke of the big de-mobilization from Eagle Rock to Schultz Fire.
b. Administration Report: The Administrative Report was given by Tina Dillahunty. The time for the quarterly
reports and audits are approaching for both Summit and Fort Valley Fire Districts.
c. Auxiliary Report: The Auxiliary Report was given by Joann Benninghoff. There will be a Rummage Sale on July
3rd at Station 31 beginning at 7:00 am. All proceeds with go to benefit a cancer victim. The rummage sale had to be
moved from Station 33 to Station 31 due to the BAER Team stationing at Station 33.
d. Local 1505 Report: The Local 1505 Report was given by Captain Chris Fennell. He said that everyone is very
tired from all the fires. Chris said the Car Show held June 18th & 19th was very successful. The Union appreciates
the use of Station 33, and thanked Randy James for the use of his grill.
6. CALL TO THE PUBLIC: Coconino County District Supervisor Mandy Metzger spoke of the experts with
GIS working with the BAER Team. Mandy explained Chief Howard is also a part of this team. The County has been
working with the BAER Team to recruit GIS experts to interface on this project. Mandy is grateful to the Type I
Team, but said the face of the firefighter is Don getting a standing ovation at the Public Meeting held at Coconino High
School which truly represented the work of everyone.
7. PURCHASE REQUESTS
a. There were no purchase requests.
8. CHIEF REPORT
a. Run Report: The Run Report was given by Battalion Chief Mike Boehm. There were 93 calls to service in the
month of May. (See breakdown) The 89 Mesa Fire was discussed at the last meeting. Chief Boehm spoke of the types
of training being performed. EMS training with Zohl monitors and SINMAN training has been scheduled. The
SINMAN training will be in conjunction for run scenarios with Guardian, Highlands Fire, Flagstaff Fire Department
and Summit Fire District. At this time training is on hold because of scheduling difficulties. AED training is being
done in conjunction with Zohl training for when we have full codes. 12 lead interpretations have been done by giving
crew members a code and asking them what they would do. Engines 28 & 29 have been retrofitted with CAF systems.
Crew Training followed on CAF systems after the retrofits were completed. Also, we have done power point training
on arson investigation. Much of this training is based on how not to destroy information before arson investigation
begins. There has also been training on customer service. Mike spoke of the fire training at City Hall in Goodyear,
Arizona concerning solar panels on a structure fire. There was further discussion of this type of training.
b. AFDA Conference in Tucson: Don reminded the board members of the conference. The conference begins July 8th.
c. Shultz Fire; Land Use Agreement: Chief Howard said the Schultz Fire is a fire we have talked about for 30 years.
The Peaks Ranger District felt the same way. Buck Wickham called Don June 20th to say “your worst nightmare has
come”. Don told the board members of the excellent video Clayton Dillahunty took from his home in Fernwood and
his desire to share it with the board members. Don is very proud of our guys and the relationship we have with the
firefighters at Peaks Ranger district. Don spoke of the many resources that came from the Hardy and Eagle Rock
Fires. Structure protection actions were taken with Peaks Ranger District; this was great firefighting all without air
support. Firefighters are trained NOT to expect air support. Don emphasized that no one was hurt. Deputy Chief Sam
and Battalion Chief Eric Lobstein were two of the leads. Sam talked about direct action and the fire behavior, which
was extreme and fluid. Within 1 minute of initial scene report the fire was on both sides of Schultz Pass and spotting.
Eric Lobstein was District Command initially and then assigned to structure protection. The most severe area was
Lenox Park, and how the crew ‘fired’ this area out. Sam spoke of different tactics taken. He said although many nice
things have been said here tonight, the strength lies in the cooperation and trust that exist here with local departments
who are working together on a continual basis. The Forest Service trusts Summit Fire District. Sam said the Board
Members should be very proud of this organization and the local people.
Keith Klassen, Rich Jamison, Mike Apodaca, Buck Ashbrook and Joe Canizales were initial attack. Rich Jamison said
we (Summit and the Forest Service) all work well together. Everyone knew they could count on each other. Buck
Ashbrook said all of these people were here in an instant. Joe Canizales said they were throwing and patrolling the
dozer line. Sam Whitted told the Board Members these guys were the only and first resources, and they did a great
job. Fernando Hernandez and Duane Deck talked about the burning that was done up on Lenox Park. Jim Timney put
the sprinkler systems up at Lenox. Keith Klassen was on the heal of the fire including Engine 363 with John
Wesbrock, Ian Modrell and Torsten Palm who came from Station 37 at Forest Service Road 146. Every piece of
Summit Fire equipment ended up on the fire. Sam Whitted said attention needs to be paid to the citizens of this
community, and how it has and is impacting them and their way of life. This attention is not done lightly. These people
took care of each other with their horses and livestock. We can all feel proud to be a part of this community. Also, two
land use agreements have been implemented with the Forest Service and Summit Fire. One is for the land surrounding
Station 32 with a daily rate of $400.00. The other is for the use of Station 33 for the Type 3 and BEAR organizations
at $500 per day.
Chief Howard spoke of the impacts Dugger Hughes addressed, especially potential flooding. A letter from Coconino
County in conjunction with Summit Fire has been sent to the 719 residents who we believe will be impacted. Don
hopes this type of cooperation will continue. A meeting has been scheduled next week on Wednesday, July 7th at
Coconino High School to coordinate with all homeowners on how to take action, and how their own actions might
impact other neighboring homes for good and bad affects. The County will be bringing sand and loaders in to the
neighborhoods so that friends and relatives can help them. There will be guides on how to build and move the sand
bags. Don emphasized sandbags alone will not prevent damage. The citizens need to be aware and thinking of what
can happen. Coconino County Representatives Mandy Metzger and Liz Archuleta will do a special presentation about
the fire and to express just how the community came together. Don told the Board Members they are welcome to take a
tour of the incident command head quarters. Don has worked on many fires and we have never seen the outpouring of
thought fullness that we have seen here. It is truly remarkable. We live in a great area with people that support not
only the fire folks, but they support each other. Jerry Loynachan asked about potential mud slides. Don said
meteorologists from the Schultz Fire and Belmont area both predict the monsoons will begin July 15. Flooding and
mud slides will be issues in this area for a number of years. Rick Parker said his neighbors were not affected by the
fire much in their area, but during this time even these neighborhood people were helping each other. Rick spoke of his
amazement. Dan Atkinson said he could not see Don’s house. Dan said this fire talks well about our organization.
Mike Apodaca and Keith Klassen had every piece of Summit Fire equipment working. This fire also shows the
importance of the Deputy Chief command and how well our fire fighters are trained. Dan compliments the work of our
administration. This fire demonstrates why we need what we have requested at the budget meetings, and how
important it is not to work with ‘bare bone’ facilities or man power. Dan said he appreciates all of their work. Dan
has talked to the staff and said he is very proud of Summit Fire District. Our department was the first on this fire, and
not one house was lost. All of this shows the strength of our department and he assuredly wants to compliment every
fire department. Dan talked about how important a new and larger maintenance facility is for Summit Fire.
d. We have purchased a 1985 Pierce Arrow Ladder Truck for $1,050.00. This Engine has been purchased from the
City of Mesa. He talked about how only 2 years ago this engine passed testing and it is a quality truck. Mike Apodaca
and Keith Klassen will go to Mesa July 14th and 15th to pick it up. This truck is a single axel with a 75 foot ladder.
There was a discussion about where and how the engine would be used, including its storage. Don talked about the
future of the casino and the part that Summit Fire could potentially have. He announced that the Casino Meeting was
postponed until next Wednesday, July 7th.
e. Countywide Burn ban is now in place. This ban was initiated by Coconino County.
f. Summit Fire District blankets for sale by vendor. Don showed the Summit Fire District logoed blankets to the
Board Members. The department will be ordering blankets to sell to department members.
9. UNFINISHED BUSINESS
a. Update on Training Facility: Don explained we are pushing forward on the training facility, but no applications
have been made yet. The drawings are being finalized. The issue with the training facility is putting the Conex box
into the engineering package of the design. They have been told the boxes take away from the strength of the structure.
At this time they are looking into what has to replace the outside sheathing. There was a discussion about the City of
Flagstaff using conex boxes as part of their training facility design.
b. Update on Maintenance Facility: Dick Reese of Reese/Angel Architects is doing the design. There was a
discussion about the APS line that runs east of Station 33. This line runs 30 feet into our property. Don said he does
not recall any type of easement every being discussed with APS. Don said this line will have to be put underground,
and he will be speaking with APS about negotiations and/or a possible easement.
10. NEW BUSINESS
a. Bear Jaw Fuels Crew Intergovernmental Agreement: This presentation has been postponed until next month’s
meeting.
11. ACTION ITEMS
a. Review, discuss and possible action on a contractual agreement with the Lockett Ranches Fire District. Chief
Howard spoke concerning his conversations and letters to Mr. Kevin Conto of Lockett Ranches Fire District. Mr.
Conto has interest on doing a month by month contractual agreement. Don spoke of the difficulties in writing and
managing such a contract, but the final decision would be by the board members. Jerry Loynachan questioned their
desire to receive fire coverage by Summit Fire during the summer months only. Don talked about the impact he
believed Schultz Fire would have on Lockett Ranches decisions. Don said as of July 10th this district will be
classified as an ISO 10. Don spoke of the equipment that would have to be dedicated to this district. A discussion
was held, and the board members agreed this would have to be no less than a year contract. Don expressed his
concern about people understanding the extended attack on this fire. There were a total of 23 hot shot crews on the
Schultz Fire, out of the 54 total crews in this country. He will pass the Board Members message to Mr. Conto.
b. Review, discuss and possible action on the Wells Fargo Refinance. There was a presentation by Michael Vaughn
of Hutchison, Shocley, Erley and Company. He spoke to the Board Members about a loan that Summit Fire could
apply for. This loan is for government program use, has a fixed rate with no prepayment penalty. To borrow you must
reserve 1/10 of one years’ payment (approximately $1,400.00) on account. Construction bids, appraisals of both
stations, and environmental reports would be needed. Hutchison, Schock and Herley would work as the consultants
and brokers. Mr. Vaughn explained fees for reports. If the loan closes the department can wrap any type of fees like
these into the cost of the loan. If for some reason the loan does not go through the company pays report costs. There
was a discussion about the cost of reports. Black Canyon City, Camp Verde and Mayor Fire District have this type of
loan. Tina Dillahunty asked about aspects of this governmental loan. She talked about Zion bank and the loan we carry
for communication equipment. She spoke of the other financial institutions she has been speaking with about our desire
for refinance. Jerry Loynachan questioned Zion and how much the refinance would really cost Summit Fire in the end.
There would be need for further questions and discussions. His concerns were with the extended time frame needed
for this type of loan, and Summit Fire’s desire to get the best rate they could. The time frame for Summit Fire is to have
all of this in place well before November of 2011. Jerry believes the fee this HSA loan would cost could be made up
for in a couple years compared to the other institutions. Mr. Vaughn assured Tina and the Board Members the
appraisal will not affect the loan. He explained the government works in a ‘fixed box’. There were questions about
the HSA program fronting money for the training center as long as it is stated in the application. The rate is determined
when the loan closes. Dan Atkinson asked Tina to speak about what financial institution she was most comfortable with
and why. Tina discussed options she has been discussing and other concerns. Rick Parker said all financial institutions
do the interest rate this way, offering a rate lock for so many days. Dan said our next meeting is in three weeks, and he
prefers not rushing to make a decision. Don thinks it worthwhile to look at the rural development loan. Jerry thinks we
should get the application form and explore it. He said there are good reasons for doing it, particularly right now.
Tina will meet with Mr. Vaughn in Phoenix about pre-application and application standards.
c. Review, discuss and possible action on adopting the 2010/2011 Fiscal Year Mil Rate. Rick Parker spoke of the
discussions and meetings held in the past concerning the budget. Rick Parker made a motion to adopt the 2010/2011
Budget with the mil rate set at 2.513. Gary Selig made a second motion and the budget was approved by a four to one
vote with Jim Doskocil voting against.
d. Review, discuss and possible action on Chief Howard’s salary. Tina Dillahunty asked the Board for direction on
when she should implement Chief Howard’s salary. She clarified that his contract was delayed for six months. Tina
was instructed by the board to implement his contract in January 2011. Tina thanked the Board Members.
12. CALL TO THE PUBLIC: Randy James spoke about his desire when he was a member of the Summit
Board to have the Wildland division income and spending separate from the general account. He believes the
Wildland money should be set to the side. Mr. James said if we had listened to him 12 years ago we could save this
money for purchasing wish list items as the money accrued. Randy said last year he paid $1,600.00 on his home taxes.
This year he will get an approximate $150.00 discount. He said he probably would not have noticed the cut in his
taxes, and said the money would be worthwhile had it gone to the department.
13. ADJOURNMENT
Jim Doskocil made a motion for the Board Meeting to adjourn, and there was a second motion by Rick Parker. The
vote was unanimous and the meeting ended at 8:35 pm.
Respectfully Submitted,
Joann Benninghoff
Others Present at the Meeting:
Mandy Metzger, Coconino County District 4Representative
Michael Vaughn (Financial Service Business)
Dugger Hughes, Incident Commander, Southwest Area Incident Management Team
Tony Sciacca, Deputy Commander, Southwest Area Incident Management Team
Joanne Loynachan
Randy James
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