BOARD MEETING MINUTES
September 21, 2010
1. Call to order
The meeting was called to order at 6:00 pm. Chairman Jim Doskocil asked all public attending to sign the Public
Roster.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL OF BOARD MEMBERS
Board Member Rick Parker is absent.
4. APPROVAL OF THE MINUTES:
a. Approval of the minutes of the Regular Board Meeting held August 17, 2010. Jerry Loynachan made a motion to
approve the meeting minutes of August 17, 2010 and there was a second motion by Jim Doskocil. The vote was
unanimous.
5. REPORTS
a. Financial Report - The Financial Report was given by Tina Dillahunty. (See reports) Tina indicated the $10,000
income for the Bear Jaw Fuels Crew was revenue returned to Summit for start-up expenses. This report shows what
Bear Jaw has invoiced for revenue received, expenses, purchases and what they have put in for operations. Listed are
the fire names that the Bear Jaw Crew has worked and what has been paid to Summit Fire Department (SFD) for each.
Tina stated she has billed on two fires Bear Jaw worked and go to Highlands Fire for payment. Neither invoice has
been paid at this time. Tina went over the credit card report and Out of District report. Board Member Dan Atkinson
questioned billing of the Schultz Fire for Engine, Tender and Firefighters on initial attack. Tina stated that has been
billed, but she is still reviewing information concerning billing for the flood. SFD received $18,000 for the land use
agreement for Stations 32 and 33 during the fire/flood. Board Member Gary Selig asked if there was a re-cap of extra
expenditures incurred during the fire and flood. Tina stated she did not work a re-cap as showing what Summit Fire
would have been paid as if it were a ‘regular’ wild land fire. She said she does not feel this is necessary when the
Schultz Fire was in our own district. The only loss she could think of was pumps purchased for flooding, overtime and
fuel. She will have the flooding report completed by the next board meeting.
Public resident Sandra Everhardt said she lives in the Fort Valley/Baderville area. She stated that 20 % of the
properties in her area are for sale, for rent, or for-closed. The people are really hurting, the tax burden is problematic,
and the fire dept is part of that. She said if there is anything you (SFD) can do to bring down prices, it would help. She
stated that she doesn’t think people (residents) are forthcoming. People are talking about a petition; another stated they
feel the fire department can seem somewhat arrogant. She spoke about a resident who had smoke in their chimney and
the department took 20 minutes to respond with no ladder. The resident said they heard a firefighter say under their
breath ‘can you imagine coming out in the middle of the night for some smoke in the house’? Another resident (Jeanne
Pearson) said it takes audacity to raise the wages of firefighters when others have lost their jobs. With the tax bills at
the rate they are and giving raises when everyone else is suffering, maybe the firefighters should consider taking a pay
cut like everyone else.
b. Administration Report - The Administrative Report was given by Tina Dillahunty. She has been working on the
lease purchase agreement and audit.
c. Auxiliary Report – The Auxiliary Report was given by Joann Benninghoff. She said she did not receive any
additional information from the Auxiliary, but the Pancake Breakfast was cancelled due to a few ill members.
d. Local 1505 Report - The Local 1505 report was given by Preston Slayton. Preston said there is not much to report.
Donations have been made because of the flooding and fire. The final SFD Swap Meet of the season will be held this
Saturday at Station 32.
6. CALL TO THE PUBLIC
Dan Atkinson stated he would like to thank the public for coming to the meeting and expressing their feelings. Dan said
it is seldom we get public members who attend meetings, and we appreciate your comments. Public member Jeanne
Pearson said this is a great building but we need a realistic fire station and budget. She said this is government waste,
and this department is self imposed on us through state legislature. She said everyone on this board seems to have their
own agenda except for this gentleman here (Jerry Loynachan).
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. SFD responded to 122 calls in the month
of August. Chief Boehm spoke about trainings done during August. Extrication training was done with assistance from
Auto Recyclers. The department performed SimMan Training with Guardian then integrated our crews with SimMan for
heart attacks. This increases our skills for CPR/CCR. Mike said it is very helpful that Guardian met for training at the
department being this type of training together ties in for better skills for everyone (Guardian and SFD). Officer
Development Training has been ongoing via Power Point for fire service.
b. Update on Training Facility: Deputy Chief Sam Whitted gave the update on the Training Facility. He stated that
Chief Howard is on vacation. Our permit for the facility is one week away. Bidding closed last Friday, September
17th with four (4) bids turned in; BEC, Straightline, Flagstaff Design and Hunter Commercial Contracting. The SFD
planning committee thought it could be built for $100,000, but bids all came close to $200,000. A further look will be
taken on the training facility. The high bid was $221,000 and the low bid was $193,000 by Flagstaff Design.
c. Update on Maintenance Facility: Sam Whitted said SFD received approval of the C.U.P. on August 31. SFD did
not receive the approval until then because meeting minutes have to be completed and approved, but we have the green
light to move ahead with this project. Sam Whitted has been speaking with Dick Reese (engineer) on cost of the
maintenance facility so we have a better, professional estimate.
d. Update on Communications Upgrade Project: Sam Whitted spoke with John Lindsey of Niles Radio. Our FCC
License has been ‘rubber stamped’. This process took longer than we had anticipated. A ship date for the
communication equipment will be available. Our original problem was our frequency conflicting with Yavapai County
frequency. Board Member Gary Selig asked about FCC and local coordination.
e. Update on the Cell Towers: Sam met with Mike Campbell of Verizon who had information on the contractor who
will be building the tower at Station 32. Crown Castle will begin construction and erection of the tower the latter part
of November. 2010. Payment for the past lease dues will be received soon. The ComSpeed tower at Station 33 may go
‘in’ with the new maintenance facility. This tower at Station 33 will be built for ComSpeed. They are anxious to get
going. ComSpeeds draft proposal has been given to SFD. ComSpeed wants to give SFD a proposal to install a
temporary tower at the current shop to get ComSpeed up and running in this area. Sam has taken the contractor to
Station 31, and they are showing interest in putting a tower there also. This is an ongoing source of revenue for SFD for
each tower at approximately $800 per month per tower. Sam has spoken with ComSpeed about this region and the Fort
Valley area. ComSpeed is most interested in internet service and want to expand their service and presence in Flagstaff.
f. Update on the Navajo Nation Casino: On Friday, September 17, Sam also met with representatives of the Navajo
Nation. Representative had rough prints available for putting specifics to their plans; road, hydrants, propane tank farm,
etc. It is not for sure that they want us to be a contracted service, but he believes they are very interested. The plans did
not include a fire station on the casino premises. Sam talked at the casino meeting about run times on calls and EMS
service. Estimation at this time is 10,000 cars per day on Interstate 40. Sam and Chief Howard have timed a call to this
area from Station 31 at approximately 20 minutes. We know this response time is too high. It is advantageous we are at
the table for these discussions.
9. UNFINISHED BUSINESS
a. There was no unfinished business to discuss.
10. NEW BUSINESS
a. Presentation by Ed from Benefit Logic on Health Care Reform. Ed Gussio with Benefit Logic thanked the Summit
Board Members. He said he realizes that health insurance is not a favorite topic, but feels it important to bring up these
items now. Ed requested that the board members not hesitate to stop him if they have questions. He said he will talk
about the changes that happened in September 2010 and those that will happen in the near future and beyond. (See
Power Point presentation)
b. Do we want Board Member contact information posted on the Summit Fire District website. Tina Dillahunty stated at
this time only the SFD Board Member names are listed on the Summit website. She asked if the board members would
like their email address listed with their name. Jerry Loynachan said he would like an email address listed with his
name. Dan Atkinson asked about a fire department email address for board memebers. Tina stated she will check into
that. Jim Doskocil said he would prefer a separate email for each member, but a note could be listed if the message was
urgent then that person could contact a staff member.
c. Discussion of the assessed valuation changes due to Shultz Fire and flooding. Tina said she received a notice in the
mail at her home in Fernwood concerning the assessed valuation change. Her assessed valuations are being dropped
$7,000 due to flooding and fire. With all the changes being sent to various parts of the Summit Fire District, tax revenue
will be reduced by approximately $40,000 for this current year. This year the assessors went out to specific properties,
and next year they will go by areas affected; Timberline, Fernwood, Pioneer Valley, and Sunset Crater Estates, etc.
Those areas will be reduced next year but the assessor’s office could not tell Tina by how much. Jim Doskocil
questioned why the assessor’s office did not notify the taxing district so that anyone affected would know this
information.
d. Review, discussion and possible action to sign the lease purchase agreements for Zion’s Bank for Station 32 and 36.
This includes adoption of resolutions 2010-05 and 2010-06. Lee Davis with Zion Bank was present. He stated that
each board member had a copy of three (3) proposals Tina spoke about the proposals.
- i. One proposal added an additional $100,000 to be used for the Training Facility. For Station 36, all funds will
be used to pay off the Wells Fargo lease agreement, just as what was given as the bid for Station 36. This amount
has not changed. With the additional cost for a Training Facility, then an additional 100 thousand could be added
on with a payoff at closing. The difference in the annual payment would be approximately 9,000 dollars. By taking
action tonight we will set in motion to close one week from today, therefore no money changes hands. Gary Selig
talked about what was discussed at the last board meeting. He is concerned with times as they are the changing tax
base, staff, and infrastructure. He said these are uncomfortable times, and there is no guarantee with what will
happen. Jim Doskocil stated by adding on to the loan we are going against the budget and knowing 40 thousand
less is coming in. Jim thinks it is too scary and does not want to increase the loan. Jerry Loynachan said he is
uncomfortable with the new figures on the training center. Jerry said what is the point of getting a 100 thousand if
that is not enough? Tina suggested that if the Maintenance Facility comes in at more than $350,000 we could use
the $100,000 originally financed for the Training Facility for additional costs we may not be aware of. This would
be if we choose not to build the Training Facility. Tina stated since there is no pre-payment penalty, we can pay
back funds not used if we choose to do so. Jerry said that most of the financing for this deal is refinancing. Sam
asked if SFD were to go with the refinance agreement as it stood then what can the department do with the training
facility to make it happen? Sam suggested redesign might be an answer. Going with the 2nd option for the
additional money gives us just enough to have on hand to have the option of building it after the redesign is made to
cut the cost. Unlike Zion, Wells Fargo would not let us pay it back on the loan. Zion’s portfolio will not penalize
the loan in any way. Jim Doskocil said it just reduces the obligation. It is a money wire, just like you wire a
payment. Sam stated one thought he would like to share is that even though we have not begun receiving the
revenue as yet, the revenue for the towers per year is approximately 9 thousand a year, which is the cost of the
additional loan payment. Jim said all the other costs have to be looked at, including insurance. Dan Atkinson he is
okay with voting on option one (the original refinance loan from Zion). Jim Doskocil made a motion to accept
resolution 2010-5 for the refinance of Station 32 in the amount of $858,270.00. There was a second motion by
Jerry Loynachan and the vote was unanimous. Jim Doskocil made a motion to accept resolution 2010-6 for Station
36 for $603,000. There was a second motion made by Jerry Loynachan and the vote was unanimous. Jim Doskocil
thanked Lee Davis for his work and help on these matters.
e. Review, discussion and possible action on the intergovernmental agreement with Coconino County Election
Department and adoption of resolution 2010-07 Tina said to see the copy of the Intergovernmental Agreement (IGA)
with County Elections for the November 2nd Election in their packets. If the County runs the Summit Board Member
election, they will charge for their service at $.75 per registered voter. The IGA must be signed and in place before the
election can occur. Gary Selig made a motion to adopt Resolution 2010-07 to accept the Coconino County Election
Intergovernmental Agreement. There was a second motion by Jim Doskocil and the vote was unanimous.
f. Review, discussion and possible action to select a contractor for the Training Facility. Sam suggested rather than act
on this item tonight that there be time to have discussions with the contractor(s) about how to lower the price. Flagstaff
Design came in with the lowest. Bid. Gary Selig made a motion to table acting on selecting a contractor for the Training
Facility until the next board meeting. There was a second motion by Jim Doskocil and the vote was unanimous.
g. Review, discussion and possible action on the upcoming Summit Fire District Newsletter. Sam Whitted said he has a
letter from the County Attorney’s office concerning this issue. Also, Don Howard wrote a letter during his vacation and
requested that DC Whitted read the letter aloud to the board members. (See letters) Jerry Loynachan said this issue has
to be revisited because there was no motion to vote at the last meeting. Previously it was only a survey. Jerry said he is
disappointed and feels at a disadvantage. He stated he would like to talk about issues in the minutes of the last meeting.
One was the cost to the district to send out the newsletter. As he understands the newsletter does not have to be
increased. Summit Fire changes the newsletter all the time, and per Tina we would just make room. Jerry said he
understands someone could use the bio for an attack or personal attack, but he doesn’t think the staff would let this
happen. He thinks those would be eliminated and the writer would be asked to re-write it. Dan Atkinson suggested they
could send a draft to the County Attorney (for review). Tina said that (review) would cost money, but it is not illegal to
use. Sam said we have 4 bios and all of them have been read. There were not any jabs or political wrongdoing (in the
4 bios). The bios just introduce the candidates and talks about their background and experience. They are only missing
one bio (Rick Parker). Sam thinks it is inappropriate for the board to look at them. They could be tainted or changed by
those who are running. Sam said he thinks it goes back to the idea as to how school boards run for election. Jerry
Loynachan said we are in a democracy to inform people and give them an informed decision. Someone (on the board)
said the voters can research us by our names and age. Jerry said it behooves the department to provide this information
to the public. Only one person is unwilling to give their bio. Gary Selig said he went on the Arizona Revised Statutes
website and printed Section 192 and he believes this shows reason not print the bios in the newsletter. He said that he
understands the need and desire to get the information out. Tina read the letter and commented that what Section 192
says is that we (SFD) cannot say we promote one candidate over another. Tina stated the newsletter will not support a
candidate, and the lawyer (County Attorney) doesn’t think so either. Tina stated that it is legal to put this information in
the newsletter to inform the public as long as we don’t promote any candidates over the others. Jim said he thought we
don’t want to do this at this time. Jim said what Don (Howard) wrote (in his letter) is a slap in his face. Jim said he
has a different view. Jim stated he doesn’t understand why the board should decide this. A board member stated a
motion was not made at the last meeting and it that it has to be a motion. Jim said if that is what you think you need to do,
then a motion will be made. Jerry talked about (Coconino County) Candice Owens view. Jerry Loynachan motions that
the board direct the administrative staff to include the bios in the next newsletter of all candidates running for the
Summit Fire Board. Jerry Loynachan and Dan Atkinson voted to approve the motion, and Jim Doskocil and Gary Selig
voted against approving the motion. Jim Doskocil asked how this 2 to 2 (vote) will work. Dan Atkinson said they will
need to give Rick Parker a chance to have him write his bio before the newsletter comes out. Dan said he agrees with
the Deputy County Attorney. Dan believes it would have to follow the guidelines of the letter of the county attorney and
he is not going to argue with the county attorney on its legality. Sam said he will reference the rules for this type of vote.
Tina believes this rule would be included in the Robert’s Rules of Orders. Dan stated there are things we do not follow
as stated by legal counsel, and we probably will have to contact the County Attorney’s office. Sam said we will follow
up on that, but he believes on a 2-2 vote that this indicates the motion does not pass.
11. ACTION ITEMS
a. Review, discussion and possible action to update the Out of District Fee Schedule. Tina said minor changes have
been made for rates on Captains and Firefighters. This fee schedule has not been updated since 2006. Gary Selig made
a motion to update the Out of District Fee Schedule as presented. There was a second motion by Jim Doskocil and the
vote was unanimous.
12. CALL TO THE PUBLIC
Joanne Loynachan said we have a board of 5 members. She questioned whether the chairman of the board can make
motions. She said it bothers her that three of the board members are up for election, yet the two board members here
tonight that don’t want the bios in the newsletter are the ones who are not up for election. Two of the board members
that are up for election are for it. The two outside candidates running for this election are not here and they don’t come
to the meetings. She said she finds this frustrating, especially when someone is up for election for a volunteer position.
She said it puts it to an advantage for the other two candidates when you do not know who they are. Joanne said Rick
Parker was nominated by the union, so now she understands why he did what he has done in not writing the bio and
voting against them being published in the newsletter. Jerry Loynachan said that he cannot understand these two board
members tonight. Jim Doskocil said he is not against it, but you need to think on the other side. Jim said we (board
members who are not up for election) are the ones who are going to work with the other three guys (board members), so
that is why we have our motive to vote they way we chose to vote.
12. ADJOURNMENT
Jerry Loynachan made a motion to end the board meeting and there was a second motion by Jim Doskocil. Dan
Atkinson asked if there were any other public members who wished to speak at the meeting tonight. All public members
shook their head ‘No’. The vote was unanimous by the other two board members to end the meeting at 7:49 pm. Tina
requested all board members stay and sign the resolutions they had passed concerning refinancing and County Elections.
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