Monthly Archives: November 2015

November Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT
BOARD MEETING, November 24th, 2015

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

Chairman, Rick Evans, called the meeting to order at 6:00 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
Mary Foote, Board Member
Michelle Bell, Board Member
Bobby Chapman, Board Member

Staff Present:

Cathy Dyer, Office Manager

Absent:

Ken Leffler, Clerk and Peter Bidon, Fire Chief

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

Call to the Public:

No members of the public wished to address the board.

Old Business:

1. Discussion on the current status of the Bathroom Maintenance

The two Whetstone Fire District employees Cathy Dyer spoke to would like two working sinks – one of the sinks in the bathroom does not work – a bigger shower or two and a stall around the toilet if an additional shower is installed. Possibly two 3x5ft tiled shower stalls divided by a wall with curtains for privacy with room for a bench and hooks for personal stuff. The stalls would accommodate a wheelchair. Also inset the lockers into the wall between the EMS closet and the bathroom instead of using the free standing unit. Employees really want an upgraded kitchen.

Bobby Chapman asked if Ken Leffler or anyone has called Desert Springs Construction and he asked about the quote from Mr. Fix It.

Cathy Dyer stated Mr. Fix It was the highest and the three quotes we have are for a different variation of the remodel and won’t be honored because they are over 30 days old.

Michelle Bell stated we should get quotes from Desert Springs Construction, Sierra Remodeling and Perrill Construction and not Mr. Fix It since he is so expensive.

The board members agree the kitchen needs to be upgraded at a later date.

Rick Evans stated that due to our small number of employees we are not required to separate male and female shower facilities and long as we have a way to provide privacy like a flip sign on the door.

Bobby Chapman wanted to know if there is a drawing of the layout for the new bathroom.

Rick Evans stated he wants to see the plans before they go out for bid and suggested the board members get a tour of the facility prior to next month’s meeting.

Michelle Bell wants to know if we can meet earlier for the next three months but Bobby Chapman stated he works until 5:15. Michelle stated she will be late to the next few meetings.

The board members decided to do a walk-through/tour of the fire station on Wednesday, December 2nd at 2:00 pm. Mary Foote also wants to see the pictures of Ft. Huachuca fire station’s bathroom and Bobby Chapman wants to see a drawing of the proposed changes.

New Business:

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

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

2. Review, Discussion and Possible Action of the Renewal of the Cochise Countywide Mutual-Aid Agreement

Cathy Dyer stated the document chief provided regarding the mutual aid agreement was scrambled so she did not present it to the board.

Rick Evans defined what a mutual aid agreement is for the new fire board members. He has no objections to signing the agreement if it is the same as last year; however, without being able to read the agreement to see if any changes have been made Rick Evans wants to wait until next month’s meeting after being able to read the document.

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

Cathy Dyer stated the reconciliation report is complete and we are starting to bring in large chunks of revenue – we brought in about $103,000. We received real estate revenue, property taxes for our personal property, and we are in the black. There is $19,110.91 in PBW operations that Cathy Dyer has to have transferred to our operations account and $4.21 from their reserve account.

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

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

Cathy Dyer said chief stated he didn’t have anything pressing. The board was presented with the call run report for the month.

Board Member Comments:

No board members comments were made.

Future Agenda Items:

Michelle Bell said the bathroom needs to be future agenda item, and the renewal of the Cochise county mutual aid agreement.

Cathy Dyer said the July meeting minutes have not been approved and were removed from this month’s agenda.

Rick Evans would like to see an agenda item for an update on the operating policies starting with the fire board procedures and policies, rules and conduct. Rick Evans would like to get an agreement to the content and format.

Bobby Chapman asked for clarification regarding the changes to our website. Cathy Dyer stated the website is being moved to a new server. She said Diana Jones does all the updates with photos, information and minutes but her brother-in-law does the backdoor stuff like the server and she believes he will move the website for us. Bobby Chapman asked if the website belongs to us and Cathy Dyer said she thinks it will belong to us when it is moved. Bobby Chapman said we need to think about getting somebody to administer the website for us. Cathy Dyer said Diana Jones is looking into our options for a new administer.

Michelle Bell wants it on the agenda for next month; three or four quotes so we can put in a request for proposal.

Michelle Bell wants the door bell to be heard throughout the fire station on next month’s agenda.

Adjournment:

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

Rick Evans, Chairman
Diana Jones, Billing Administrator

AGENDA November 2015

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

DATE: Tuesday, November 24th, 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 October 2015
  2. Review, Discussion and Possible Action of the Renewal of the Cochise Countywide Mutual-Aid Agreement
  3. Review, Discussion and Possible Action of the Financial Reports

Chief’s Report

Board Member Comments

Future Agenda Items

Adjournment

DATED THIS 23rd DAY OF NOVEMBER 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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