Monthly Archives: October 2015

October Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT
BOARD MEETING, October 21st, 2015

Call to Order/Roll Call/Affirmation of Quorum/Pledge of Allegiance:

Chairman, Rick Evans, called the meeting to order at 6:10 p.m. The meeting was held in the Whetstone Fire District Station 321 classroom, 2422 N Firehouse Lane, Huachuca City, Arizona.

Members Present:

Rick Evans, Chairman
Ken Leffler, Clerk
Michelle Bell, Board Member

Staff Present:

Peter Bidon, Fire Chief
Cathy Dyer, Office Manager

Absent:

Mary Foote, Board Member

It was determined a quorum existed with three board members present.

Call to the Public:

Bobby Chapman, a Whetstone resident, expressed interest in the open seat on the board. Rick Evans thanked Mr. Chapman and welcomed him to the meeting.

Old Business:

1. Discussion on the current status of the Bathroom Maintenance

Chief Bidon said the guy from Desert Springs Construction never called. Ken Leffler stated he will call Joe Eveningred.

Cathy Dyer said we received quotes from Mr. Fix It, Sierra Remodeling and Perrill Construction with Perrill having the best quote; however, we need to determine exactly what we want done before proceeding.

It was discussed and decided upon to make a committee with Ken Leffler, Cathy Dyer and 1 person from each shift to design a bathroom taking into consideration the needs of personnel. Chief Bidon will talk with the crews to get the other committee members.

Michelle Bell wanted to know if there are legal issues to consider in regards to male and female showers. Rick Evans stated we are not required to have separate facilities until we reach a certain number of employees but adjustments will be made for privacy.

New Business:

1. Review, Amendment and Possible Action of Public Session Minutes for July 2015 and September 2015

July minutes were not available for approval.

MOTION: Move to approve the Public Session Minutes as presented
RESULT: September minutes approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Ken Leffler

2. Review, Discussion and Possible Action of the District Code of Conduct and Board Procedures

Rick Evans has had contact by phone and email with a fire district by Flagstaff who handed out a board conduct and procedures book at the AFDA meeting this summer. Rick Evans has been unable to open the book in the various programs emailed to him. He believes the administrative content about holding meetings and conduct were well covered and with some personalization we can use it as a model to create our own, saving us a lot of time.

Ken Leffler suggested Rick Evans send it to the administrative staff to open. Michelle Bell asked what program it is and said possibly Charlie can open it on a Fort Huachuca computer.

Discussion will be continued when the book can be opened and reviewed by the board.

3. Review, Amendment and Possible Action of the Whetstone Fire District’s Participation in the Cochise County Regional Fire Act Grant

Chief Bidon stated every year we apply for a Fire Act Grant; we have not heard if we are approved for this year’s yet and the new season has already started. We put in for new communications equipment, portable radios, mobile radios for the trucks and the station. If we get that then there’s no reason for us to participate in this regional grant because once we participate in this regional grant we can’t go after one ourselves. The 5% match is still there for the equipment we get.

If approved and we go in with the county wide grant and we get ours we’ll just do another action item and pull ourselves out of it, there’s no reason for us to be in it anymore if we get our equipment. I just ask for approval to participate in the regional fire grant.

MOTION: Move that we participate in the Cochise County Regional Fire Act Grant
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Michelle Bell

4. Review, Amendment and Possible Action on Returning the Fire Board’s Monthly Meeting’s to the Fourth Tuesday of every Month at 6pm

Ken Leffler stated we changed to the third week so we have time to reschedule the meeting if there is no quorum since a monthly meeting is required.

Rick Evans stated the reason this item is on the agenda for discussion is a lot of the paperwork from the county used to complete our monthly financial reports is not received in time for a meeting in the third week of the month.

Chief Bidon said an agenda must be posted 24 hours prior to a meeting; if there is no quorum the fourth Tuesday of the month the soonest a meeting can be held will be the fourth Thursday.

Michelle Bell asked Cathy Dyer if the new date works for her. Cathy Dyer said any day during the fourth week of the month is good since the county sends the reports on the 15th of each month.

MOTION: Move to return the fire board’s monthly meetings to the fourth Tuesday of every month at 6:00 pm
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Ken Leffler

5. Review, Amendment and Possible Action on Conducting a Final Review on the Financials of the Former PBW Fire District for the Months Prior to the Consolidation

Cathy Dyer said the auditors went through the consolidation paperwork and tied all the revenues together closing out PBW. However, it has been recommended we have a financial review done for PBW for the months prior to the consolidation in February. The Cochise County Attorney’s office clarified the decision is ours to make not Tom Schelling’s, the former PBW director.

Ken Leffler confirmed that our auditors would be doing the review. Cathy Dyer said they already have all the information. Ken Leffler also asked how much it will cost. Cathy Dyer stated the fees are $350 and $1450.

MOTION: Move to accept moving forward with the final annual review of PBW financials
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Ken Leffler

6. Review, Discussion and Possible Action of the Financial Reports

Cathy Dyer stated the reconciliation from August is included in the packet. We are in the black now but last month we dipped into the credit line by $13,000 and then came back out with our deposits; it’s that time of year. Also provided were totals for the reserve account, the volunteer pension account, and a packet for PBW with about $2,000 that will be transferred into our operations when Cathy Dyer calls the county.

MOTION: Move to accept the Financial Reports as presented
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Michelle Bell

Chief’s Report:
Information regarding the following topics was presented by the fire chief:

For the month we had 77 calls, mostly EMS
No new construction permits
Continuing with the fire and EMS training
The safety fair was held last weekend, bad weather, good turnout
We had an MVA with a school bus on highway 82, total of 42 patient’s and 3 were transported. So we had Sierra Vista, Fry come out to help and Huachuca City
On Halloween we are doing the haunted house and trunk-or-treat

Michelle Bell asked what happens if all the board members show up at an event. Chief Bidon stated we just have to post a blanket thing where board members may be present and a quorum may exist but no official district business will be conducted or discussed.

MOTION: Accept the Chief’s Report as presented
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Michelle Bell

Board Member Comments:

Michelle Bell stated tonight’s meeting went successfully. Rick Evans thanked Michelle Bell for helping to organize the meetings with her business sense. Michelle Bell also recognized Cathy Dyer and Diana Jones for their help and hard work and Chief Bidon.

Future Agenda Items:

Chief Bidon asked the board members if they want to interview Mr. Chapman because we are coming up on our time limit. If they want to do a special meeting and interview him they can make a motion and instill him, give him the open meeting laws and oath of office and he will be a voting member in the November meeting.
Ken Leffler asked if Mr. Chapman can be given the open meeting laws to read prior to the interview. Chief Bidon said there is nothing illegal about that and he will get a copy to him.
Ken Leffler stated they need to schedule a special meeting and Michelle Bell agreed.
Mr. Chapman said the 28th is good for him. Ken Leffler confirmed 6:00 pm. The meeting is scheduled.

Rick Evans wants the board member manual as an action item on next month’s meeting. Chief Bidon also asked for a copy.

Chief Bidon said he will get with the captains and Ken Leffler can get with Cathy to schedule a day (regarding remodeling the buildings bathrooms).

Rick Evans stated the fire board manual for conduct and procedures will be a duplicate of what the fire fighters and employees of the district follow. We will all be abiding by the same code of conduct with the same expectations.

Chief Bidon stated the chief’s report is not an action item to be approved, it’s just informational.

Ken Leffler suggested once employees are picked to be on the (bathroom remodeling) committee and they list what everyone wants prior to calling a meeting where they can outline exactly what they need a quote on.

Chief Bidon reminded the board that if they want something on the agenda prior to a meeting call Rick Evans and he will call admin.

Adjournment:

MOTION: Adjourn the meeting
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Michelle Bell

Rick Evans, Chairman
Diana Jones, Billing Administrator

 

AGENDA October 2015

NOTICE OF PUBLIC SESSION
FOR THE WHETSTONE FIRE DISTRICT
Pursuant to A.R.S. 38-431.02

DATE: Wednesday, October 21st, 2015
TIME: 6:00 P.M.
PLACE OF MEETING:

Whetstone Fire District
2422 N Firehouse Lane
Whetstone, AZ 85616

AGENDA: ANY ITEM ON THIS AGENDA IS OPEN FOR DISCUSSION AND POSSIBLE ACTION

Pledge of Allegiance/Call Meeting to Order/Roll Call and Affirmation of Quorum

Call To The Public:

  • This is the time for the Public to comment. Members of the Board may not discuss items that are not specifically identified on the agenda.

Old Business:

  1. Discussion on the current status of the Bathroom Maintenance

New Business:

  1. Review, Amendment and Possible Action of Public Session Minutes for July 2015 and September 2015
  2. Review, Discussion and Possible Action of the District Code of Conduct and Board Procedures
  3. Review, Amendment and Possible Action of the Whetstone Fire District’s Participation in the Cochise County Regional Fire Act Grant
  4. Review, Amendment and Possible Action on Returning the Fire Board’s Monthly Meeting’s to the Fourth Tuesday of every Month at 6pm
  5. Review, Amendment and Possible Action on Conducting a Final Review on the Financials of the Former PBW Fire District for the Months Prior to the Consolidation
  6. Review, Discussion and Possible Approval of the Financial Reports

Chief’s Report

Board Member Comments

Future Agenda Items

Adjournment

DATED THIS 20th DAY OF OCTOBER 2015
PLACE POSTED: Website

The Whetstone Fire District Board may vote to go into Executive Session on any agenda item pursuant to ARS 38-431.03(A)(3) for discussion and consultation for legal advice with the governing Board Attorney on the matter(s) as set forth in the agenda item. The order of the Agenda may be altered or changed by order of the Board. Copies of the Agenda are available upon request at Administration 2422 N. Firehouse Lane Whetstone, AZ. 85616. Call to the Public – According to the Arizona Open Meeting Law, the District Board can only discuss matters listed on the meeting agenda. At the conclusion of the open call to the public, individual Board Members may respond to criticism made by those individuals who have addressed the Board, may ask staff to review a matter or may ask that a matter be placed on a future agenda. However the Board will not discuss or take action on any matter rose during a Call to the Public unless the matter has been properly noticed on the agenda. Please step forward or otherwise identify yourself when the Chair announces the item(s) on the agenda which you are interested in addressing.

1. Please state your name and address for the record.
2. Speak only on the issue currently being discussed by the Board.
3. Please limit your comments to 5 minutes.
4. During “Call to the Public” you may address the Board on any issue within the jurisdiction of the Fire Board.
5. Any member of the public speaking must speak in a courteous and respectful manner to those present.
Thank you for your cooperation.

 

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