BOARD MEETING MINUTES
March 23, 2010
1. Call to order.
The Board meeting was called to order at 6:02 pm.
2. PLEDGE OF ALLEGIANCE
3. Roll Call of the Board Members.
Board Members Present:
Jerry Loynachan Gary Selig Jim Doskocil
Dan Atkinson Rick Parker
Board Members Absent:
None
Chairman Jim Doskocil read public participation statement.
4. APPROVAL OF THE MINUTES.
a. Approval of the Regular Minutes of February 16, 2010.
There was a motion to approve Regular meeting minutes of February 16, 2010 by Gary Selig and a second by Rick
Parker. The vote in favor was unanimous.
b. Approval of the Work Session minutes of March 11, 2010.
Dan Atkinson made a motion to approve Work Session minutes of March 11, 2010 with the amendment by Jerry
Loynachan and there was a second by Rick Parker. The vote in favor was unanimous.
5. REPORTS
a. Financial Reports
Tina Dillahunty gave the Financial Reports. There was a discussion of the reports. Tina stated that the Fort Valley
funds were moved to Summit at the beginning of March. Tina has spoken to the County Treasurer and the funds will be
moved to Summit as soon as they are received by Fort Valley. The State has paid all outstanding invoices except the
recent one from the Storm Support. Highlands has paid all the invoices for the Bear Jaw Module. Jim asked about the
CAFS retrofit class. Chief Howard stated it was for the Fort Valley engine and discussed the class. Don stated that
we got a great deal from it. Gary Selig questioned the percentage of the phone and pager category. Chief Howard
discussed the change we are making in the pager system. Don stated that the cost is $1500 up front. Gary Selig asked
about mileage and lodging. Chief Howard stated that training and conferences have been numerous and our projections
were off. Don stated that the mileage was discussed at the work session.
b. Administration Report
Tina Dillahunty gave the Administration Report. We are working on projections and the budget. I have been working
on combining the lease purchase agreements from FV with Summit for the Board Books so you will have a list of all
the Lease purchase agreements for Summit. I have updated the assess valuation report for the books. I hope to have all
the information to you by the next meeting.
c. Auxiliary Report
There was no Auxiliary Report.
d. Local 1505 Report
The Local 1505 Report was given by Garett Hall. Garett stated that they received the numbers from the Budget. Chris
Fennell and Preston Slayton met with Benefit Logic to discuss the medical insurance. They anticipate a 15% increase
in the rates. It could be more depending on health care reform. They would be willing to come to a Board Meeting to
make a presentation. Garett stated that he hopes they have a chance to look at the budget and make it better. There
was discussion of the new legislation. A letter was sent today that detailed some of the items that will impact us. It is
too early to get final figures on it. As the new health care plays out we will get a better handle on it. Rick Parker
stated that it would be a good thing to have it soon. Chief Howard stated that insurance companies do not want to
provide new costs until you are almost done with the year. Rick Parker stated that he understands that but since there is
new legislation coming out insurance companies are putting together new figures. It will be interesting to see how it
play out. Rick Parker stated that he just heard that insurance companies are required to pay 85% payoffs to people.
Their idea is that they will have to raise the rates in January. Don stated that they increased by 30% for this year to
prepare for this legislation. We might want further discussion on this issue. Dan Atkinson stated that he looked at the
proposals and other companies were more than Blue Cross/Blue Shield. Dan stated that we could go with a different
company. Rick Parker stated that we went with Blue Cross/Blue Shield to give the benefits to the employees. Jerry
Loynachan stated that instead of the Department paying 100%, the employee could assume some of the cost.
6. CALL TO THE PUBLIC
There was no answer to the Call to the Public.
7. PURCHASE REQUESTS
There were no purchase requests
8. CHIEF’S REPORT
a. Run Report.
The Run Report was given by Battalion Chief Steffen. There were 63 calls to service for the month of February. Tim
discussed some of the calls. There was a building that a person lit on fire. The person was found and will be charged
with arson. Deputy Chief Whitted stated that the firefighters did an excellent job of finding where the fire extended into
the wall. Sam discussed the extra steps the firefighters took to prevent damage to the property. There was further
discussion of the call. Garett Hall stated that having the Thermal Imaging Camera made it easy to find the seat of the
fire. Tim discussed a ¼ acre brush fire that got into light fuels. There was rapid fire growth and it extended on to the
neighbor’s property. The Park Service is installing new fire alarms. They have gone off a few times. There was a gas
monitor call yesterday. Tim stated they have run several service calls. They ran on a vehicle vs. pedestrian accident.
They have run on a couple of pregnancy calls including a home delivery during a snow storm. Tim described some of
the other calls during the month. Tim stated that for training they are finishing the 12 lead training. This will give
continuing education credits for the medics in house. They have completed a blitz attack at the warehouse. They are
working on fire behavior models. This month they will train on fire protections systems, building construction and oral
communication. There was further discussion of training. Gary Selig asked about the false alarms. There was a
discussion of false alarms. Rick Parker asked about billing on EMS calls. It was explained that we are not set up to
bill medical insurance. Rick stated that Sedona bills. Don stated that Sedona is set up for it because they run and
ambulance. Rick Parker stated that he thinks this is something we can look into. Guardian bills everyone they run on.
Don stated that they get payment through transport of a patient. If they don’t transport there is no charge. Rick stated
that the girl from Sedona said that if it is specialized training they will bill for it. Rick stated that Guardian bills on
everyone they run on. Chief Howard stated that they get payment through transport of a patient. If they don’t transport
there is no charge. Deputy Chief Whitted stated that Sedona is set up to do medical billings because they transport. It
would be very time consuming and a lot of man hours to set us up for medical billing. Rick Parker stated that if they go
out of district and uses specialized training they bill on it. Chief Howard stated that he feels for the few that we run on
it would not be worth the time and that has been his decision. Part of the FDAT funding is to cover these out of district
billings. Don stated that Sedona is in an area that receives 4 million visitors every year. They are capped for FDAT at
$300,000. We are at $485,000 because of the merger. Sedona is tying up a lot of resources with none tax payer calls.
It is the same with Apache Junction and Northwest Fire. Our calls are few along those lines. Don stated that he feels
FDAT funding covers those calls.
At this Time the Board chose to have the presentation by Bear Jaw.
Presentation by the Bear Jaw Fuels Module.
The presentation for the Bear Jaw Fuel Module was given by Shelby Erickson. Shelby stated that through friendships
they were able to go out this year. They have done different projects through all three districts. They have treated 200
acres thinning. They worked another 100 acres on Forest Service land. In a joint effort they burned 300 acres of
piles. There was a discussion of the prescribed burns. Shelby stated that we have a partnership with the Forest
Service. It was great training and they helped with 1600 acres for the Park Service and helped burn 1200 acres for the
Forest Service. They also helped staff a couple engines. They sent out the Fire Module together on some assignments.
Shelby discussed safety and training. He discussed employee development. Shelby discussed the public education
they have done. They do assessments for private property and built a new type 6 engine. This is a Highlands truck.
There was a discussion of the financial report. Gary Selig asked about what Shelby sees for the crew helping the small
land owner. Shelby stated that the crew trying hard to get to the private property requests. Their main goal is to help
the people locally. Sam Whitted stated that they are still doing assessments on private property and it is ongoing. It
was stated that they spend 80-85% of their time on private property. Sam stated that they bill a nominal fee for crews
working on private property. Jerry Loynachan discussed the Hidden Hollow area and asked if a homeowner can
request a section be burned. There was a discussion of the Forest Service and their priorities. Sam Whitted stated that
they have three vehicles they use as a crew. There is top notch equipment that all the districts provide. Chief Howard
stated that the three districts were in competition for grants. They now apply for the grants collectively. It has been
beneficial for the three fire districts to come together. Sam stated that he compliments Shelby and Dirch for their work
with the Fuel Module. We appreciate all the work they have done. Sam stated that what these guys do in protecting
fire districts protects our revenue. If fire takes out homes it affects our revenue. One of the basic jobs is fire
prevention and preserving what we have. Shelby stated that he deals with insurance companies on behalf of the
residents to make their property safe. They deal with the public just about every day they work. The Board members
stated that they appreciate their work.
b. Chief Howard passed torch for IC at Wildfire Academy
Chief Howard stated that he has passed the torch for the Incident Commander at the Wildfire Academy. Don stated that
it has been a great eight years and he really enjoyed it. The Academy brought a new realm of training to the
Southwest. They brought Kim Lightly to the Academy to speak. She does not do many presentations. She was with the
Primeville Hot Shots. She was at the fire in 1994 called Storm King. Fourteen people died that day; nine were part of
her crew. She has suffered from survivor’s guilt. The Forest Service paid for three counseling sessions. She went
into significant debt to try to get healed. Don stated that when we started the Wildfire Academy he was concerned that
the Forest Service culture was too significant. We have a good balance of departments, State and Federal folks. It has
been a great experience. Most guys have been down there at one time or another. There are a lot of folks tied in with
it. Mike Gillespie is tied in and Keith Klassen has taught a foam class. Those relationships developed go a
tremendous way when we are out on fires. Don stated that he is glad to pass the torch and he thanked the Summit Fire
board for supporting him. Don stated that the first three years he took vacation time. After that the Board supported him
going there. Jim Doskocil thanked the Chief. Jim stated that the district benefitted from it. Jerry Loynachan stated that
the Chief’s vision on the whole thing brought it about and we are proud of his achievement. Dan Atkinson stated that it
has gone a long way to make our wildland firefighters safer. There was not Wildfire Academy before the Chief and
others started it eight years ago. As a Board we appreciate the Chief’s efforts.
At this time the Board chose to make the presentation to Tara Paprocki and John Wesbrock.
Presentation to Tara Paprocki and John Wesbrock
There was a presentation to Tara Paprocki and John Wesbrock for their work in Public Education as Squirt and Blaze.
Chief Howard stated that in the fire service we are good about helping everyone else but not in providing recognition
of our people. Don stated that he received a box with shirts and a letter from McKinney, TX. Don read the letter. John
Wesbrock discussed the conference they attended. John thanked the Board for supporting them in the conference. Tara
Paprocki stated that on the drive home they scripted two new shows. Tara discussed the conference. Jerry Loynachan
asked if they were getting more invitations to schools. Tara stated that they were and John discussed some of the things
they have done. John talked about the importance of getting safety messages out. Tara discussed how our guys were
involved in Fire Safety Month and they put together a curriculum. Every crew went to the school to make
presentations. The guys enjoyed being a part of it. John stated that they are working with the school to get projects.
c. BC Lobstein FF of the Year
Chief Howard stated that Battalion Chief Eric Lobstein has been selected by Summit Fire District to receive the
Exchange Clubs Firefighter of the Year. Don stated that Eric is a tireless worker and one of the most dedicated people
he knows. He is noted by everyone to be involved on many different levels. He will receive Firefighter of the Year by
the Exchange Club next Wednesday at the Radisson Hotel at noon.
d. Other
There were no other informational items.
9. UNFINISHED BUSINESS
a. 2010/2011 Fiscal Year Budget
There was a continued discussion of the 2010/2011 Fiscal Year Budget. Chief Howard stated that this was put on the
agenda because the Board has had a chance to look at the Budget for a week. They can ask questions about the Budget.
Jim Doskocil asked to have the salary scale sent to all Board members. Tina Dillahunty stated that she would send it
out tomorrow. Rick Parker stated that he would like to wait until the next workshop to discuss the budget. Chief
Howard stated that one thing he would like the Board to consider is looking at Tina Dillahunty in a different manner
than we currently do. Traditionally the Fire Department doesn’t recognize what is done in administration outside the
Chief, Deputy Chief and Battalion Chiefs. There are some differences between fire departments and fire district. One
of our advantages is that we are not in competition for funds with other department within the organization. The down
side is that we don’t have a finance department and a human resource department. Tina gets involved in all of that as
well as record retention, asset accounting and dealing with pension. There is a tremendous work load that is put on
Tina that you don’t find in a regular department. Her work load is what you will find at a Battalion Chief level. This
budget shows Tina in a BC/Admin Chief position. It is something I would like for the Fire Board to consider. It is not
traditional and in the fire world traditions are a force. There are precedents in the state as districts get bigger. There
are women that have been put in as Administrative Chief. The work load Tina does is exceptional and equal to that of
a Battalion Chief. Rick Parker stated that looking at payroll it doesn’t give individual breakdowns. Tina Dillahunty
stated that the individual breakdown is given in the worksheets that the Board has. Jerry Loynachan asked if we will
have to reconsider the definition of that position down the road. We could create our own pay level. Don stated that
there are several different ways to look at it. Don stated that he personally knows the value Tina has to this
organization. The job description will alter and Don’s expectations for Tina will alter some. She has bent over
backwards to take care of all of us. We had a year working with Fort Valley and two more years to complete the
merger. With additional employees and responsibilities it is a tremendous amount of work. Jim Doskocil asked if the
Chief could draft something so they can see what we are looking at. Rick Parker stated that if you are talking about
compensation for achievement what would be the difference between that and giving a 2% special merit increase
instead. Rick stated that he is concerned about cost down the line. If we could look at it from the perspective of title
and job description it would be the same. Don stated that is an option. Don stated that he feels that part of it is that
sometimes in this world there are division between men and women. Don stated that he thinks we are moving forward
and changing some of that. Tina is held in high esteem around the State because of what she brings with her on a daily
basis at Timberline-Fernwood, Doney Park, Fort Valley and Summit. She is asked to teach classes at the Arizona Fire
District Association in billing. Tina is looked at around the State as a leader and she knows her stuff. Rick Parker
stated that he is concerned that if we make the position Administrative Chief, when she leaves we will hire someone
without her capabilities. Don stated that we would plug them into a position that is appropriate for them. Don stated
that because you have the position does not mean you have to fill it. Dan Atkinson stated that the Chief can explain it
more at the Budget Workshop. Don’s expectations of her would change if she filled that position. The job description
would be close to the same. Dan Atkinson stated that nobody can dispute her role in our Administration. Tina is a
cornerstone. We have never had derogatory comments from the auditor. If everything is running smoothly she doesn’t
get the recognition she deserves. The monthly reports are very detailed. Anyone familiar with Excel can bring up
more detail. She is extremely valuable with 20 years of experience. It is a good point that she is a woman and it give
us a chance to look at the issue. Rick Parker stated that it is not an issue with him. Rick stated that he goes by what
they do. Hopefully nobody on the Board thinks Tina is being looked at because she is a woman. Don stated that it is
out of the box and controversial. No matter what decision the Fire Board makes, to have a discussion about these
things is very valuable to an organization. To have good honest dialog is what is important. Jim Doskocil stated that
he has a question on Sam Whitted‘s Position. Jim wanted to know when the three years was up. Don stated that it
would be up in January of 2011. There was a discussion of the Deputy Chief position. Don stated that it is a valuable
position for Summit Fire. It was asked if we could be input from the Battalion Chiefs on that position. It was asked if
Sam was leaving. Don stated that it would be up to the Board if we offer him an extension or if we put someone else in
the position. There was a discussion of the negotiated term of Sam Whitted in the Deputy Chief position. Don stated
that the Board could look at other fire districts and what they have in administration.
10. NEW BUSINESS
a. Presentation to Tara Paprocki and John Wesbrock
This was done earlier in the meeting.
b. Presentation by the Bear Jaw Fuels Module.
This was done earlier in the meeting.
11. ACTION ITEMS
a. Cafeteria Plan
Tina Dillahunty explained that the Cafeteria Plan must be adopted every year. There is a copy of the Cafeteria Plan in
the Board Packets. This plan allows for the employees to purchase dependant coverage with pre tax dollars.
Resolution 2010-01 is to adopt the Cafeteria Plan. There was a motion by Rick Parker to adopt Resolution 2010-
01 and a second by Gary Selig. The vote in favor was unanimous.
b. Date for Budget Workshop
There was a discussion of a date for the Budget Workshop. There was a discussion of the dates Board members would
be unavailable. The Board decided the work session would be Tuesday, March 30th, at Station 36 at 6:00 pm.
c. 70/35 Pump at Station 33
Chief Howard stated that he will tie the sale of the pump at Station 33 into the auction on April 16th.
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 8:15 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