Monthly Archives: January 2016

January Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT
BOARD MEETING, January 26th, 2016

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

Acting Chairman, Ken Leffler, called the meeting to order at 6:05 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
Michelle Bell, Board Member
Bobby Chapman, Board Member

Staff Present:

Peter Bidon, Fire Chief and Cathy Dyer, Office Manager

Absent:

Rick Evans, Chairman and Mary Foote, Board Member

It was determined a quorum existed with three 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 of the Operating Policies/Fire Board Conduct and Procedures
Tabled from December’s meeting

Tabled until February’s meeting.

2. Review, Discussion and Possible Action of the Fire District Website
Status update on the search for a New Webmaster

Diana Jones stated she followed-up on all the leads she was given but none of them produced; however, she found a veteran owned business in Tucson that designs and manages many websites and donates time to organizations like ours and will manage our website free of charge. HostGator was recommended for hosting our website. With use of their coupon code at 25% off, hosting will cost less than $6.00 a month for three years.

Michelle Bell asked Diana Jones if she is familiar with and comfortable with using HostGator. Diana Jones stated she has looked into HostGator and likes what they have to offer.

Ken Leffler wants to know if we are not happy with HostGator can we switch to another hosting company. Diana Jones said she did not know if we can get out of the contract prior to the end of three years.

Michelle Bell stated she is comfortable with Diana Jones’ recommendations.

Ken Leffler asked why the business does websites for free. Diana Jones replied the business owner stated she wants to give back to her community. Although she charges some businesses she often helps small government entities like Tombstone Courthouse and Tombstone Chamber of Commerce.

3. Review, Discussion and Possible Action of Station Building Maintenance
Status on the repair and or replacement of the station door bell

Chief Bidon stated it’s done. We can hear it in the bay, upfront now and in the back.

New Business:

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

Ken Leffler stated said in the first paragraph after Old Business the word should be “take” action instead of “make”. Diana Jones stated the word used was “make” but the minutes can be changed by adding “take” in parenthesis. Ken Leffler stated he is okay with make. A review of the recorded minutes revealed the word used was “take” and the correction has been made.

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

2. Review, Discussion and Possible Action of the Acceptance of Bid to Repair and or Replace the Fire Station Building Entry Doors
Replacement of keyless entry device on main entry door and addition on keyless entry on the back door

The board members were given three quotes from two businesses to install keyless locks and panic bars on the front and back entry doors to the fire station.

Michelle Bell asked what we have right now. Chief Bidon stated the front door keypad is broken and there currently is not a keypad at the back door. Everyone will have their own 4 digit code and we can track when someone came into the station.

Cathy Dyer explained the first quote is just for the keyless entry itself, the second proposal, w/Proxy, is for keyless entry and a proxy card where you can swipe to gain entry. The proposal from Miner is their cost to do one door. A third proposal did not come in. The quote from Systems Integration is for both front and back doors and replacement of the handle on the side door, all material and labor.

Michelle Bell asked about if there is a warranty. Cathy Dyer stated she imagines they do have a warranty and Systems Integration is located in Huachuca City.

Ken Leffler stated Systems Integration’s price and proposal is the way to go; Michelle Bell agrees. Chief Bidon stated his recommendation is Systems Integration because of the price and they are local.

MOTION: Move to accept the proposal from Systems Integration without proxy for new keyless locks on two doors and repair of a broken handle
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

3. Review, Discussion and Possible Action of the Acceptance of Bid to Remodel the Station Kitchen and Crew Bathroom

Michelle Bell stated the bid from Perrill can be set aside because it is so high. She asked if we are familiar with Desert Springs and if we have references. Cathy Dyer said she knows the man that came to do the quote through their daughters. And, Desert Springs’ quote includes granite counter tops, Sierra Remodeling’s does not. Sierra Remodeling came in at about $35,000 compared to Desert Springs at $25,000.

Ken Leffler stated he knows the owner of Desert Springs to be an honest businessman and he will treat us well.

Michelle Bell asked Chief Bidon if we have this in the budget. Chief Bidon stated we have money in capital.

Ken Leffler stated one remodel needs to be completed prior to starting the second.

MOTION: Move to accept the contract from Desert Springs Construction for both the staff bathroom remodel and the kitchen
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

4. Review, Discussion and Possible Action of Purchase of Two New Ambulances or Possible Approval of the Remount of Current Apparatus Medic 321

Chief Bidon stated we need to replace two ambulances either by remount or purchasing new.

Michelle Bell asked why we would do a remount. Chief Bidon stated we can only remount one of the ambulances we have. A remount is getting a new chassis with our 16-year-old box cleaned up a little for about $99,500, plus transportation to Nevada and back. A new ambulance would run about $138,000 from Braun.

Michelle Bell asked if it comes with a warranty. Chief Bidon stated yes, he would have to get the details from Braun. He just needs the board to decide if we should look at remounts or new.

Chief Bidon stated we have a remount from Kansas that we have had repeated issues with the cooling system in the box. Connecting an old box to a new chassis can cause problems.

Michelle Bell asked what we would pay monthly on two new ambulances. Chief Bidon stated we pay yearly but that is what he wants to look at, maybe $70,000 to $75,000 a year.

Michelle Bell asked if we can afford that much. Chief Bidon said the budget thing is coming up in February so he will see where the value is going. Chief Bidon said we have done it in the past.

Michelle Bell stated money wise and considering the warranty it would be better to buy new.

Ken Leffler stated Chief Bidon should go ahead and acquire prices on new ambulances and come back with the financing for further discussion instead of remounts.

5. Review, Discussion and Possible Action of the Donation of Obsolete PBW Apparatus
Freightliner Semi, Water Trailer and Brush Truck Donated (No Fee for Removal)

Chief Bidon stated there is an old freightliner semi that was converted into a fire truck that is of no value. There is also a converted 1950’s or 1940’s model something, all steel, left outside for the rats, with no breaks and no value to us. An individual is willing to remove them for us at no charge.

MOTION: Move to donate the 1982 Semi-Trailer, the 1970 Water Tender and the 1950 Water Trailer from PBW
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

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

Cathy Dyer stated we are operating in the black. Last month there was an inquiry about the transfer of revenue from PBW into our operating account which did take place. The request on the monthly activity report shows $42,889.68 transferred from PBW’s Operations Account into our Operating Account and $4.21 from their Reserve Account into our Reserve Account.

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

7. Review, Discussion and Possible Action of the Acceptance of the Annual Audit Report as presented

Cathy Dyer presented the board copies of the annual audit report. She stated the auditors will call the board this year instead of having a meeting here.

Michelle Bell stated we should have them call during the next board meeting. Cathy Dyer said she will contact Tricia.

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

We finished 2015 with 980 calls of service; 69 calls for service in December.
By the end of March I will have a yearly summary of training hours, calls, type of calls, etc.
We have been averaging 30-40 calls more each year, with mutual aid to Tombstone and critical calls in Huachuca City. We arrived in Huachuca City to a cardiac arrest call before Fry and got the pulse back on a guy who is alive today.
We cannot increase full-time staffing because we do not have the tax value. We have two full-timers during the day; then at 6:00 at night until 6:00 in the morning two part-timers come in so we have four people at night because the population increases at night.
We’ve been doing our combined training with Huachuca City.
We had a mass casualty at Kartchner Caverns – 11 patients. The tram rolled off the track, one patient was pinned under a tram. We only transported three; they all should have been transported.
We burned out the station at Sanders Road. Once the trucks are out of there we can get it cleaned up in the back.
Huachuca City has been slammed in social media and the newspapers so I spent time with the fire chief, town clerk, council members and the mayor and tried to explain ISO. I spoke at the council meeting at the request of the town clerk and fire chief.
We had a structure fire at the old children’s center in Huachuca City, it’s suspicious. I went to the fire at 5:01 in the morning and didn’t leave until 6:30 that night after the investigations. We had a sheriff’s detective and Huachuca City PD. Paul Cimino from Sierra Vista and I did the investigation. We sent off evidence and we interviewed four people. Captain Manning and his crew went interior and reported back to command that there were three separate fires inside. We had the fire out pretty quick.

MOTION: Move to accept the Chief’s Report
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Bobby Chapman

Board Member Comments:

Michelle Bell said she wants to congratulate us for getting a lot done tonight in an efficient manner and thanked Cathy Dyer for doing the finances.

Bobby Chapman stated he wants to thank the staff for the way everything was provided and put together.

Ken Leffler said he is pleased with the way the website was done and for the quotes so we can move forward.

Future Agenda Items:

Old Business item tabled from last month.

Follow-up on the remodel.

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 January 2016

NOTICE OF PUBLIC SESSION FOR THE WHETSTONE FIRE DISTRICT Pursuant to A.R.S. 38-431.02 DATE: Tuesday, January 26th, 2016 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 Operating Policies/Fire Board Conduct and Procedures Tabled from December’s meeting
  2. Review, Discussion and Possible Action of the Fire District Website Status update on the search for a New Webmaster
  3. Review, Discussion and Possible Action of Station Building Maintenance Status on the repair and or replacement of the station doorbell

New Business:

  1. Review, Amendment and Possible Action of Public Session Minutes for December 2015
  2. Review, Discussion and Possible Action of the Acceptance of Bid to Repair and or Replace the Fire Station Building Entry Doors Replacement of keyless entry device on main entry door and addition on keyless entry on the back door
  3. Review, Discussion and Possible Action of the Acceptance of Bid to Remodel the Station Kitchen and Crew Bathroom
  4. Review, Discussion and Possible Action of Purchase of Two New Ambulances or Possible Approval of the Remount of Current Apparatus Medic 321
  5. Review, Discussion and Possible Action of the Donation of Obsolete PBW Apparatus Freightliner Semi, Water Trailer and Brush Truck Donated (No Fee for Removal)
  6. Review, Discussion and Possible Action of the Financial
  7. Review, Discussion and Possible Action of the Acceptance of the Annual Audit Report as presented

Chief’s Report Board Member Comments Future Agenda Items Adjournment DATED THIS 25th DAY OF JANUARY 2016 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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