Monthly Archives: December 2015

December Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT
BOARD MEETING, December 22nd, 2015

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

Acting Chairman, Ken Leffler, 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:

Ken Leffler, Clerk
Mary Foote, Board Member
Michelle Bell, Board Member
Bobby Chapman, Board Member

Staff Present:

Cathy Dyer, Office Manager

Absent:

Rick Evans, Chairman 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. Review, Discussion and Possible Action on the Bathroom Maintenance Renovation

Michelle Bell asked if any quotes were received. Cathy Dyer replied the board needs to decide and make action on what design to proceed with. Discussed was two walk-in showers divided by a wall with shower curtains, no curb necessary just the floor slopped to the drains.

Ken Leffler wants the construction companies giving quotes on the bathroom renovation to give quotes on the kitchen upgrade when they are at the station, but wait to have the kitchen redone after the bathroom job is completed. We do not need to include the appliances in the quote; we can acquire the appliances ourselves. The quotes are for replacing and repositioning the cabinets and counter tops.

Bobby Chapman asked if we have to do any re-piping for the gas (propane stove to replace the electric oven). Ken Leffler said yes with additional outlets and some electrical work for the extra refrigerator.

Michelle Bell reiterated using the three construction companies agreed to in last month’s minutes.

MOTION: Move forward with the current bathroom renovation design and go out for bids; include bids for renovating the kitchen
RESULT: Approved, all in favor none opposed
MOVED BY: Bobby Chapman
SECONDED: Michelle Bell

New Business:

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

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

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

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

Michelle Bell confirmed there are no changes from the last agreement. Cathy Dyer said it is just a renewal.

Ken Leffler asked why it’s not dated. Cathy Dyer stated she doesn’t know about the contract the chief provided.

Cathy Dyer asked if Ken Leffler would be willing to sign in place of Rick Evans. Ken Leffler stated he should sign since it was approved in this board meeting.

MOTION: Move to accept the Cochise County Public Safety Mutual Aid Agreement
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

3. Review, Discussion and Possible Action of the Operating Policies/Fire Board Conduct and Procedures

Tabled until January’s board meeting.

4. Review, Discussion and Possible Action of the Fire District Website
New Webmaster and upkeep

Bobby Chapman asked if we are going to have the same website moved to a different server. Diana Jones answered that we have to find a new web administrator because the individual who designed our website, free of charge, no longer has time to manage the site. He hosts our website on his server and recently moved it to a new server. He stated he will help us move the site to a new hosting company and suggested we hire a new web administrator. Diana Jones stated she has looked into several options but has received little feedback.

Bobby Chapman stated Huachuca City has a website he believes is hosted by somebody else but Huachuca City administers the site by adding and editing information. Diana Jones said she does the same for our site, adding agendas, minutes and calendar items through WordPress; however, she no longer has access to the server to change anything on the index or other non-WordPress areas of the website.

Diana Jones said she would like to keep our current website design and the department email through the website and have access to the server and WordPress. A new web administer should be able to make sure our website opens with consistency in each browser, on every type of electronic device (cell phone, tablet, laptop, etc) and in every operating system old or new. Add more options for the Staff drop down with a possible login and access to leave forms, clothing allowance information, health benefits for new hires, etc. Boxed (do-it-yourself) website kits often do not look professional.

Danny Speer stated he has a possible source who has worked in IT specialties for years and currently works on Ft. Huachuca.

Michelle Bell stated she may know a contractor on Ft. Huachuca who would be willing to help but needs a list of the software (programs) used or qualifications required.

Ken Leffler asked Diana Jones if she would be comfortable interviewing people for the position of web administrator. Diana Jones stated she knows what our requirements are for the website and has no problem discussing the situation.

Ken Leffler said he knows someone who may be interested in helping us and will ask him to contact Diana Jones.

Bobby Chapman suggested Diana Jones go to HuachucaCityAZ.gov.

Ken Leffler stated the action taken is for Diana Jones to find a new webmaster.

5. Review, Discussion and Possible Action of the Station Building Maintenance
Repair and or replacement of the station doorbell

Ken Leffler wants to know why the station doorbell has not been repaired. He stated to contact Larry Smith at Old Mountain Electric and have him get the doorbells to work throughout the station.

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

Cathy Dyer stated everything’s been reconciled. The closing balance with Cochise County is $85,576.19 in operations, the reserve account and volunteer pension fund are also listed in the reports and everything is in the black. We brought in $99,000.00 in real estate tax and $1700 in personal tax. We paid off the tender and have no outstanding leases or debts right now.

Ken Leffler asked if the $19,110.91 of PBW operations has been transferred to our account. Cathy Dyer said it has not been done because she has to make a form for Rick Evans to sign and fax it to the county.

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

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

Board members have a copy of last month’s calls.

Board Member Comments:

Michelle Bell thanked Diana Jones for her knowledge and ideas for the website. Bobby Chapman thanked Diana Jones for taking on the responsibility of the website.

Future Agenda Items:

No future agenda items were discussed.

Adjournment:

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

Ken Leffler, Acting Chairman
Diana Jones, Billing Administrator

AGENDA December 2015

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

DATE: Tuesday, December 22th, 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. Review, Discussion and Possible Action on the Bathroom Maintenance Renovation

New Business:

  1. Review, Amendment and Possible Action of Public Session Minutes for July and November 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 Operating Policies/Fire Board Conduct and Procedures
  4. Review, Discussion and Possible Action of the Fire District Website
    New Webmaster and upkeep
  5. Review, Discussion and Possible Action of Station Building Maintenance
    Repair and or replacement of the station doorbell
  6. Review, Discussion and Possible Action of the Financial Reports

Chief’s Report

Board Member Comments

Future Agenda Items

Adjournment

DATED THIS 21st DAY OF DECEMBER 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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