BOARD MEETING MINUTES
May 19, 2010
1. Call to order: The meeting was called to order at 6:15 pm.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL OF BOARD MEMBERS: All Board Members are present.
4. APPROVAL OF THE MINUTES.
a. Approval of the Regular Meeting Board Meeting of April 20, 2010. Rick Parker motioned to approve the regular
Board Meeting minutes of April 20, 2010. There was a second motion by Gary Selig and the vote was unanimous.
b. Approval of the Budget Workshop minutes from May 12, 2010. Gary Selig motioned to approve the budget
Workshop minutes of May 12, 2010. There was a second motion by Jerry Loynachan, and the vote was unanimous.
5. REPORTS
a. Financial Reports: The Financial Report was given by Tina Dillahunty. There were questions concerning the Fort
Valley Fire District funds on the report. Gary Selig asked about the 89 Mesa Fire in May and if we would be billing
the State. Tina explained that most of this fire was in the Summit Fire District (SFD), so there would be no out of
district bill. However, because Tina was on the Team for the 89 Mesa Fire, she will be billing the state for her time.
Jim Doskocil asked about FEMA funding. Chief Don Howard spoke about the changes to the Capitol Carry forward
total. Don spoke of the merger of SFD and Fort Valley Fire District (FVFD), and how the timing of the merger
affected the budget and capitol carry forward we see today. Jim said he was confused because of the paperwork
presented and the new carry forward amount. Jim questioned the $225,000 that was not spent. Tina explained about
the projections she does which are as close to 95% of real numbers. Don further explained why the merger made this
year different from any others. He apologized for any confusion, saying he should have spoke more about this prior to
clarify any issues with the Board.
b. Administration Report: Tina gave the administration report. She said because of the many budget work sessions
her time has been spent working on projections.
c. Auxiliary Report – Joann Benninghoff gave the Auxiliary Report. The Cinco De Mayo Taco Dinner raised about
$400.00 dollars. At this time the auxiliary is helping out President Julie Drinkard who is trying to raise money for
medical expenses for a cancer victim.
d. Local 1505 Report: The Union Report was given by Chris Fennell. Chris said many tough decisions have to be
made by the Board Members tonight. Chris said he realizes the City of Flagstaff firefighters are taking salary cuts, but
they are also making $3000.00 a year more than the SFD firefighter. If we have firefighters leave because of lower
salary, we lose the abundance of training our department has made to our firefighters. It takes a high amount of training
to get firefighters to the level we have at SFD. The Training Facility proposes is a top priority with the firefighters.
Logistically it takes a lot to get all the firefighters together for training. A facility of our own can make this happen.
Also, this year we are not filling a Fuels Crew position; instead using only seasonal employees. This is a savings of
$22,000 plus benefit costs, which is close to two years of the facility payment. Chris finished by telling the board of
the importance of a new maintenance facility. Dan Atkinson thanked the Local 1505 and Chris Fennell for their report.
Jim Doskocil asked for an explanation of the seasonal employees and fuels crew employees. Don spoke of the
resignation of one fuels crew employee, the choice to fill this position with a 3rd seasonal employee through
September. In the fall a decision will be made on whether to keep this position as seasonal or full time. The budget,
as it stands, has 2 full time and 2 seasonal.
6. CALL TO THE PUBLIC: Randy James spoke to the Board Members. He said the budget he sees is a
mess. Randy spoke of the various meetings he has attended, his projections for the next 5 years, and believes the
department will run out of money within 5 years with a 2.55 mil rate because of inflation factors. He believes the mil
levy should be set at 2.38. Mr. James spoke of the changes and growth within Summit Fire District in the last 6-7
years. At that time there were no battalion chiefs or deputy chiefs, only captains and lieutenants. In the 2nd year, two
administrative Battalion Chiefs were needed at 40 hours a week with no overtime. In the 3rd year Peggy was hired for
a part time position and a third Battalion Chief was added. The battalion chiefs were then switched to a 56 hour shift
week. Later a deputy chief was added and the expenses for this position. He said there is a rumor going around that
he does not like battalion chiefs. He spoke of his birthday party and the battalion chiefs invited. Randy has brought up
this information about the changes to the department because he saw the expenses getting so high. SFD budget is 80%
personnel. We were way below this percentage years ago. He believes 3 to 4 hundred thousand dollars needs to be
cut from the budget, and still sees that we can give pay raises, COLA increases, and eventually cut the mil rate. Randy
said if the department keeps running the budget the way it is projected without serious cuts, then in 4 years Tina will
show no capital carry forward, and by his own projections there will be no capitol carry forward in 3 years. He
asked the board to be aware of the taxpayers. Mr. James thanked the board for the opportunity to speak.
7. PURCHASE REQUESTS
a. None
8. CHIEF REPORT
a. Run Report: Battalion Chief Eric Lobstein gave the run report. There were 66 calls in April. Eric said Station 31
usually has the highest percentage of calls, with winter weather bringing that number even higher. Because of fire
danger any amount of smoke in or around the district makes for a high number of calls from residents to each station.
Mike Apodaca has been performing vehicle inspections to be ready for wild land calls. We have been having a
number of high wind days, some up to 60 mph. There have been more car accidents on Hwy 180, probably due to
higher tourist season beginning. Jerry Loynachan asked about the ‘animal’ call listed on the run reports. Eric
explained about the EMS call for a resident with animals. The department will make welfare calls for residents while
they are incapacitated. The crew does a good job of documenting what each call is. These types of calls are more for
the community, and people see a lot of value in this. Don Howard spoke of the 89 Mesa Fire and how everyone here
was involved with it. That day there were 65 mph winds. Don informed the board members of how this fire played
out with the department and other agencies. Mike Boehm was the Battalion Chief on duty. Sam Whitted worked on
outskirts with engines for spotting and structural protection, and a dozer line was made behind the homes. There was a
full recall and Eric took district command. The department received many good comments from residents. Don spoke
of the multiple accidents on I-40 that same evening with 1 fatality and wild land fire off of Interstate 40. Mike worked
the accident and Sam worked the wild land fire. Five Guardian Units were on scene. Then another minor accident
occurred at the east end of the backup involving a couple of semi-trucks. These accidents involved one fatality, one
extrication, a semi with pork meat on fire, and another cattle truck. DPS was very concerned about getting the highway
reopened, but a medical examiner had to come investigate the death so they did not clear the scene until about 3 am.
The SFD Crews did an excellent job with all of these incidents happening in one day. The crews felt good about what
they had done, and Don was grateful Sam was there to work the second accident. During this same time Don had been
on the 89 Mesa Fire, then went on district command with an 89 female who had fallen out of bed and another accident
on Hwy 180 where an elk was hit. Flagstaff Fire District assisted on the I-40 call. Lobstein spoke of the dedication
from the SFD personnel staffing all stations when a number of guys were at Lake Roosevelt to celebrate Mike Pickett
getting married. Dan Atkinson said this shows the need for the staff we have today, and commended all agencies
involved. Dan said this is the 25th budget he has worked on for SFD and is impressed by the many types of growth
with this department. He believes we need to stick with this budget and keep working forward. Last year was our
slowest wild land year but the department still brought in $275,000 from wild land calls. Once again this shows what
you guys can do.
b. Follow-up on the PFAC Drill: Deputy Chief Sam Whitted, who worked as the I.C. on the PFAC drill, gave the
follow up report. This drill consisted of over 100 people who were broken into several different stations for the types
of drills performed. Sam talked about the importance of doing this drill on a regular basis for ongoing working
relationships and trust factors. Sam spoke of the Bear Jaw Fuels Crew assigned to the electric lines, along with an
APS representatives. SFD hosted this drill, with our own people doing an outstanding job. Mike Pickett and Mike
Boehm worked on the plans, and it was very well organized. Red Cross and the Amateur Radio Club were invited to
participate and said this is one of the best drills they have been to. Sam spoke of the many types of drills performed;
drafting, sprinkler trailers, sand table demonstrations for air craft and others. The 89 Mesa Fire displayed the PFAC
Teams efforts with success and why we cannot be an island unto ourselves. Don conversed with Sherri Collins of
County Emergency Services and Senator Ann Kirkpatrick who called Chief Howard for updates on the fire. These
relationships have a beneficial impact in Flagstaff and surrounding areas.
c. We have postponed the auction: The list of items to auction has been made. At this time we are looking for another
auctioneer.
d. Update on Locket Ranches: Don has spoken with Marty Gordon and Kevin Conto, both fire board members of
Lockett Ranches Subdivision. Neither board member lives in the Lockett Ranch area. At this time they are speaking
with the county and ISO. If the volunteer system for this subdivision is approved, their ISO rating will go to a 10.
e. Other:
- i. Scott Walton has retired from the City of Flagstaff. Scott is a wonderful, shining example of someone who
understands balance, and what is needed at any level. Congratulations Scott Walton.
ii. The Blood Drive Competition with the City of Flagstaff firefighters continues. This is a competition where
everyone wins.
iii. Ice Cream Social: The administrative staff is putting on an Ice Cream Social on Saturday, May 22, 2010 at
11:00 am.
iv. Chief Jim Pond of Highlands Fire Retiring Ceremony will be held Saturday, May 22, 2010 at 3:00pm.
v. Don spoke about the budget the board will vote on tonight. He understands it costs a lot of money to run a fire
department. Our demographics are different than the city and Highlands Fire District. The board members have
decisions ahead of them and wants to say we have been this new department has only 7 months. He believes
there has been some unraveling within the department, and he has spoken with 5 of the 6 working shifts about
different items. There are many concerns of the staff; some from misinformation, and some from differences of
opinions. As a fire chief he is the leader of this family, and to ensure that even though some do not agree, we are
all on board together; administration, firefighters, auxiliary, union and board members. He spoke of the handout
he gave to the employees that comes from Hal Irvin which has brought about frank conversations. Don invited the
Board Members to talk with personnel.
vi. Eric Lobstein spoke of the updates to ALS equipment. One factor is the ability to bring people back from
Code 3. SFD is part of a big deal here with the new technology, and it takes a lot of training and effort from the
department. The Board Members are invited for demonstrations of this equipment and how it impacts the way we
work.
9. UNFINISHED BUSINESS
a. None
10. NEW BUSINESS
a. None
11. ACTION ITEMS
a. Review, discussion and possible action for a call of election for three Board Positions up for election in November
See resolution. Rick Parker, Dan Atkinson and Jerry Loynachan are up for elections. Gary Selig made a motion to
vote for the Election Resolution 2010-03, there was a second motion made by Dan Atkinson and the vote was
unanimous.
b. Review, discussion and possible action on the refinance of the Wells Fargo lease purchase agreement: Tina
Dillahunty said she has only received one bid for the refinance. She is also asking for bids for financing the $100,000
for the training facility. Tina would like to table this issue for now, and it was agreed
c. The Board may elect to go into Executive Session to discuss Personnel Issues per ARS 38-431.03(A)(1) and to
discuss employee salaries per ARS 38-431.03(A)(5). Don said this item is here because of the discussion at the last
Budget Work Session meeting of May 12th. Rick said he would like to go into Executive Session. Dan Atkinson said
he would rather not go into Executive Session saying Tina personally requested the Board Members do not go into
session concerning her salary. Don spoke about open meeting laws and explained some of the rules. These laws do
not authorize to meet about a particular employee unless it is the chief. Rick Parker said he does not ordinarily mind
talking in public but the last time he spoke of the deputy chiefs position he received a letter from Deputy Chief Sam
Whitted that was addresses to all of the board members. Rick believes some statements in the letter were slanderous,
and Rick is going to send it out to everyone in the department to read. Rick said this is why he is requesting to go into
executive session from here on out on personnel issues. Jim Doskocil requests to take a small break. The meeting
moved to a recess at 7:32 pm.
The meeting reconvened at 7:48pm. The SFD Board has decided to go into Executive Session. Jim Doskocil will
take the minutes for the meeting. Rick Parker made a motion to go into Executive Session and there was a second
motion by Gary Selig. The Board Members voted 4 for and 1 against (Dan Atkinson) going into Executive Session.
The room was cleared except for Board Members at 7:52 pm.
The Board Meeting was called back to order at 8:40 pm. The Board said they appreciate the work done by
administration and staff on keeping the numbers down on this budget. Jerry Loynachan said that after much discussion
by the Board, he motions to vote for the publishing and posting of the 2010/2011 Budget that encompasses a full step
increase, a mil rate of 2.513, the training facility, the maintenance facility, and Tina Dillahunty will be given the new
position of Administrative Officer beginning with Step 5. There was a second motion by Rick Parker for this Budget
and the vote was 4 in favor and 1 against (Jim Doskocil).
d. Review, discussion and possible action to approve the 2010/2011 budget for publishing and posting. (See above)
12. CALL TO THE PUBLIC: Randy James spoke and said he wants to clarify that he was not against the
merger of SFD and FVFD but that he was only against the timing of the merger.
13. ADJOURNMENT
Jim Doskocil made a motion to close the meeting and Jerry Loynachan made a second motion. The vote by the board
members was unanimous and the meeting ended at 8:47 pm.
Respectfully Submitted,
Joann Benninghoff
| Phone: (928) 526-9537 Fax: (928) 526-2750 |
8905 N. Koch Field Rd. Flagstaff, AZ 86004 E-mail: sfdadm@infomagic.net