Monthly Archives: June 2016

June Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT
BOARD MEETING, June 28th, 2016

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

Acting Chairman, Ken Leffler, called the meeting to order at 6:04 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

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:

No old business to address.

New Business:

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

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 Acceptance of the Budget for the Fiscal Year 2016-2017

Chief Bidon stated the budget presented to the board has not changed from the budget approved for posting. Chief Bidon recommends that we adopt the budget for the 2016-2017 year of doing business at $1,067,491.

MOTION: Move to accept the annual budget for 2016-2017 as presented
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

3. Review, Discussion and Possible Action of the Acceptance to Purchase New Handheld Portable Radios from Harris

Chief Bidon presented two handheld radios to the board, the Harris XG-75 with noise cancelation that can be submerged in water and the less expensive model XG-25 which is about $300 less, although he did not have exact figures. Chief Bidon stated he will email the quote of $37,000 or $42,000 to replace 24 portable radios to all the board members.

Currently we use Motorola 1550 and they don’t make parts for them anymore. We can’t get them repaired, the screens are going out and they are breaking.

Cochise County fire chiefs have been trying to get a county-wide grant to get new radios but nothing has come to fruition yet.

They are talking about going to the multiplex radios 700, 800 and VHF but we’re not going to be ready for that for 10-15 years in this county. They are trying to get a whole county dispatch center and that’s not to light yet; they just got a building that needs a lot of repairs.

Huachuca City tried a Relm radio they paid close to $1000 for. Chief Jon allowed Chief Bidon to use one – he was not real happy with it; it’s not user friendly and the batteries die quick.

The NFPA recommends one radio per seat. It is expensive but we do have the money in our capital reserve and we do need to replace radios.

When we go to the multi channel radios (700, 800 and VHF) we can buy one per truck for the captain to use instead of replacing all the radios to save on the expense.

We will be on VHF for the next 15-20 years. They are not issuing new frequencies but since we already own the frequencies they are not going to go away.

Ken Leffler asked how much each radio costs. Chief Bidon stated the XG-25 costs roughly about $1000-$1100 each and the XG-75 about $1300-$1500. The XG-75 is what they sell to fire departments, the firefighter user friendly radio, and the XG-25 if for Arizona Dept of Corrections to use in the prisons.

Michelle Bell said it makes sense to have the water proof radios.

We will trade-in all the Motorolas to reduce the purchase amount.

Ken Leffler asked what we have in the capital fund. Chief Bidon stated we have $202,241 but we made a payment for the ambulances of $44,961, so we have $157,280.

The high-end quote was about $42,000 and comes with software to program the radios and a cable. They will be programmed for us at no charge versus Canyon State charging $100 per radio.

Ken Leffler asked how long and how much support do we get for the radios with the purchase. Chief Bidon said there is a 5-year warranty and for repairs we can send the radios back or bring them to Everett from the communications department.

Michelle Bell asked how long this radio has been in play. Chief Bidon stated they are upgrades from the previous model and have been in service a couple years. Chief Bidon stated the radios will last 12-15 years, according to Steve from Harris.

Everyone is going to the tri-band. Michelle Bell asked why we are not ready for that. Chief Bidon stated our dispatch center does not have the infrastructure with the county for those systems yet.

MOTION: Move to purchase 24 new XG-75 handheld radios from Harris for up to $42,000
RESULT: Approved, all in favor none opposed
MOVED BY: Michelle Bell
SECONDED: Bobby Chapman

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

Chief Bidon stated we have a closing balance of $123,778.49 in the general fund with a couple large checks expected and one more payroll this week. We should be able to carryover $80,000 to keep in operations. We are in the black. The reserve account balance is $157,000 and will go down $42,000 at the most. The volunteer retirement is $40,939.

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:

Chief Bidon said the board members can take a closer look at the new ambulances after the meeting.

Tommie Teel, our grant writer, had to resign to care for her mother. Chief Bidon will be writing our grants.

ISO will be here in about two weeks to re-evaluate the district because of the consolidation with PBW.

We are changing our reporting software from HealthEMS to the free version of AZ-PIERS. We will have it up and running by the end of July.

Our prehospital coordinator is no longer. Chief Bidon has not met the replacement.

Calls were down a little in May (65) but up for the year.

Board Member Comments:

No board member comments.

Future Agenda Items:

No future agenda items.

Adjournment:

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

Ken Leffler, Acting Chairman
Diana Jones, Billing Administrator

Agenda June 2016

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

DATE: Tuesday, June 28th, 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: None

New Business:

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

2. Review, Discussion and Possible Action of Acceptance of the Budget for the Fiscal Year 2016-2017

3. Review, Discussion and Possible Action of the Acceptance to Purchase New Handheld Portable Radios from Harris

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

Chief’s Report

Board Member Comments

Future Agenda Items

Adjournment

DATED THIS 27th DAY OF JUNE 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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