Monthly Archives: April 2016

April Board Meeting Minutes

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

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

Chairman, Rick Evans, called the meeting to order at 6:07 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
Mary Foote, Board Member
Michelle Bell, Board Member

Staff Present:

Peter Bidon, Fire Chief and Cathy Dyer, Office Manager

Absent: Bobby Chapman, Board Member

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

New Business:

2. Review, Discussion and Possible Action of Acceptance of Budget 2016-2017 for Posting
Budget Presented for Your Review and Approval to Post

Chief Bidon stated the board has in their packets the 2016-2017 budget that needs to be posted in the paper. It’s down to $1,067,491.00 and includes the $50,000 set aside for the yearly payment for the new ambulances. Last year the county set our tax rate at $3.03, this budget Chief Bidon has it calculated at $2.9594. Chief Bidon stated once we post the budget we can’t go above it but we can lower it if we need to. Chief Bidon also stated the firefighters haven’t had a raise in a while. The budget has a $1.00 an hour raise for the firefighters and a 5% increase for the administration.

Michelle Bell asked Chief Bidon if we can live within the proposed budget. Chief Bidon replied, yes.

Michelle Bell asked if any type of issue with any trucks is budgeted. Chief Bidon directed the board to look under small tools and equipment for $25,000, vehicle repairs and maintenance for $15,000 and building maintenance for $10,000. We have training classes set aside; we always like to send one or two to paramedic school. We send them to Tucson because we get a better product from Pima Community College right now then out of Cochise College. State Fire School and Fire I and II in case we don’t put on a Fire I and II. There is also a contingency fund if needed.

Michelle Bell asked if the building improvements that we are doing now are listed. Chief Bidon stated that is going to come out of our reserve account.

Michelle Bell asked if there is any room in the budget to hire more people. Chief Bidon stated not right now. His goal is to hire two more full-timers and two more part-timers to staff a PBW station.

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

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

Chief Bidon reported we had a total of 72 calls for March.
We are at 347 calls for the year.
We have started the annual hose testing.
Our apparatus pump testing got done last week
We had a 1.5 acre fire in PBW where we lost two structures, a bus and cars. It was an arson fire with four arrests.
We had a brush fire here, the guys saved the barn.
We had three structure fires in the last week.

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

Rick Evans asked the board to consider adopting the handbook Diana Jones transferred into the format approved by the board last month for the operations manual. Any minor changes can be made and amended as needed at a later date.

Ken Leffler wanted clarification that the officers mentioned on page 8 refer to the board chairman and clerk. Rick Evans confirmed the reference is for the board officer positions.

Ken Leffler stated page 14 has to be updated to reflect Whetstone and the surrounding area. Page 16, second paragraph …”Board member shall call for a roll call vote.” “shall” should be removed and “a” should be placed between “for” and “member” in the following sentence. The last sentence on page 18 needs to be corrected to reflect our date of adoption.

Rick Evans asked if everyone understands board members become accountable to what is written in the manual once it is adopted; it becomes policy for the district and public record.

Rick Evans asked if the board can review one policy per month keeping in mind the other policies were written by our department. More time will be given to larger policies. Ken Leffler stated we need to keep going. Rick Evans said he would like to go through Personnel Polices next. This all inclusive policy covers everything from how to apply for employment, qualifications, testing and retention; drug/alcohol/substance abuse policies and how we deal with offenders, rehab and sexual harassment in the workplace. Everything dealing with employees – including rules and regulations regarding investigations, decisions about pay or employment with clear cut procedures.

Cathy Dyer stated we have several already in-place and she started revamping them years ago. She will forward what she has to Rick Evans.

MOTION: Move to adopt the Fire Board Guidelines as part of the Operations Policies for the District as presented
RESULT: Approved, all in favor none opposed
MOVED BY: Ken Leffler
SECONDED: Mary Foote

New Business:

1. Review, Amendment and Possible Action of Public Session Minutes for March 2016

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

3. Review, Discussion and Possible Action of the Development of Rural Water Supplies with Cost Sharing of Water Harvesting Storage Tanks and Fire Hose Connection Valves
Presented by Chairman Richard Evans

Rick Evans stated he wants to talk to the fire chiefs to see if we can adopt policies and operations that work well for Southern California and Northwest Fire. By adding brushfire tools and equipment to a structural pumper and setting up 400-500 foot pre-connected stacks of light weight forestry hose ready to load we can be better prepared for fire season without much of a budget impact.

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

Cathy Dyer stated we are currently operating in the black. We are closing the month of March with $80,174.92 in operations and $201,981.02 in our reserve account (the account the remodeling will be coming out of). Closing balance for the volunteer pension is $40,844.68. Carmen from the county told Cathy Dyer the revenues from the PBW accounts will automatically populate into Whetstone accounts at the beginning of the new fiscal year.

Cathy Dyer spoke with Joe about the remodeling. Joe said he is still waiting on permits.

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

Board Member Comments:

Michelle Bell thanked Bobby Chapman for the binders.

Rick Evans stated he received a letter from a citizen with a number of complaints about things we are failing to do.

Michelle Bell would like to see residents attend the board meetings and wants to consider methods to increase attendance.

Mary Foote states people only attend when there is an issue.

Ken Leffler stated Jerry Hooper sustained an injury and has been in the VA hospital in Tucson since March.

Michelle Bell asked if we can post board meetings on our Facebook.

Ken Leffler stated we should give some thought on how to use Facebook to promote the business of the Whetstone Fire District.

Future Agenda Items:

No future agenda items were discussed.

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 April 2016

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

DATE: Tuesday, April 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 of the Operating policies/Fire Board Conduct and Procedures

New Business:

  1. Review, Amendment and Possible Action of Public Session Minutes for March 2016
  2. Review, Discussion and Possible Action of Acceptance of Budget 2016-2017 for Posting
    Budget Presented for Your Review and Approval to Post
  3. 4. Review, Discussion and Possible Action of the Development of Rural Water Supplies
    With Cost Sharing of Water Harvesting Storage Tanks and Fire Hose Connection Valves
    Presented by Chairman Richard Evans
  4. Review, Discussion and Possible Action of the Financial Reports

Chief’s Report

Board Member Comments

Future Agenda Items

Adjournment

DATED THIS 25th DAY OF APRIL 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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