May Board Meeting Minutes

MINUTES OF THE WHETSTONE FIRE DISTRICT

BOARD MEETING, May 28, 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.

Present:
Rick Evans, Chairman
Ken Leffler, Clerk
Mary Foote, Board Member
Wayne Lewis, Board Member
Michelle Bell, Board Member
Peter Bidon, Fire Chief

Absent:

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

Call to the Public:

No members of the public wished to address the board.

Old Business:

1. Review, Discussion and Follow up on the Washington Station 322 Property Information

  • Follow-up with Board Member Wayne Lewis on collection of Washington property information from Pioneer Title

Wayne Lewis has the information but forgot to bring it to the meeting.

2. Review, Discussion and Follow up on the Fire Chief’s Performance Evaluation

  • Fire Chief Bidon’s Progress and Follow-up on the Performance Evaluations to be Provided to the Board Members

The board members were provided several performance evaluations to look at and decide which one to use or can compile one using the examples provided.

3. Review, Discussion and Follow up on the District Vehicle Usage Policy

  • Item Tabled From Previous Meeting

Rick Evans forgot to bring the policy with him to the meeting but will email the board members the format he prefers so the board can start working on the policy.

New Business:

1. Review, Amendment and Possible Approval of Public Session Minutes for April 2015

Wayne Lewis made the following motion, seconded by Michelle Bell and approved all in favor none opposed:

Move to approve the Public Session Minutes as presented.

2. Review, Discussion and Possible Approval of the District Budget for Fiscal Year 2015/2016 for Posting

Chief Bidon stated we are able to maintain the current tax rate because of the consolidation and no longer having payments for the brush truck, tender, and fire station. Once the budget is published the tax rate cannot increase for FY 2015/2016. We cannot apply for grants over the amount in the budget. Michelle Bell had questions regarding reduction in a few line items in this year’s budget versus last year. Chief Bidon stated our fleet is newer and shouldn’t require as much for maintenance; we are phasing out part-time employees and utilizing the paid-on-call personnel; we changed medical insurance companies; and he is comfortable with what is budgeted.

Wayne Lewis made the following motion, seconded by Mary Foote and approved all in favor none opposed:

Move to approve the 2015/2016 district budget for posting in the newspaper.

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

Chief Bidon stated we are in the black but he cannot provide the exact numbers because the lady from the county is on vacation and will be back on the 28th. The second cycle of tax payments are coming in and he doesn’t foresee us going in the red before the end of the fiscal year.

Ken Leffler made the following motion, seconded by Wayne Lewis and approved all in favor none opposed:

Move to accept the financial reports as presented.

4. Review and Discussion of the Whetstone Water Office’s Interest in the Possibility of Purchasing the Water Office Building from the Whetstone Fire District

Chief Bidon has issues with paying for an appraisal for the property and doesn’t believe the property can be divided so we can keep our building and training grounds and they can purchase the portion used by the water office today. Also, are they going to start billing us for water if we tell them no.

Ken Leffler is opposed to splitting or selling any of our property. Rick Evans stated the agreement basically gives the water office free use of the building in exchange for use of enough water for one drill each month until 2020. Rick Evans is also opposed to selling any property. Wayne Lewis wants to table any decisions until the contract is closer to being up in five years.

Chief Bidon stated he will provide a copy of the lease agreement to each board member next month.

Chief’s Report:

  • Chief Bidon stated, good news, our truck will be here tomorrow. So I don’t know if it’s going to be in the morning so, he said either mid morning or early evening. So the truck will be here tomorrow if you guys want to come down and look at it I will send out a text to everybody.
  • The other thing is Medic 321 is at the City yard right now hopefully I will have more information on it tomorrow, we had an oil leak and a water leak so they’re checking on it; we’ll get that repaired.
  • Under new construction stuff we have a new building going out on Four Pillars, that air strip out there, that little private air strip, they contract with the UAV’s or something. They do a lot of training so now they’re going to be putting a classroom and stuff out there. I had no issues with it. That will be good for us.
  • Basically I did not get the redbook printed yet because it’s 1,000 pages. I’m going to go through that, it’s over 1,000 pages, I will get it printed out just haven’t got that done yet. Sorry, I won’t call it the redbook, it’s the Arizona Fire District’s Association manual. I did give Wayne a copy of it electronically. I did say that we could have one copy here in the station; I don’t want to print each of you a copy at 1,000 pages.
  • We had a total of 85 calls for the month of April only 20 of those were burn checks. Everything else was EMS and fire calls.
  • Quotes on the doors, we called three companies two responded. I’ll get a copy of those for you, one was to replace them I think it was right around $11,000 to replace all six doors. That guy told me that they really don’t make those panels anymore for the door that got folded. And he said that’s what happens when they get older and the sun hits on them they weaken and when they get caught on a little rivet or something the thing… that’s why it collapsed. The other guy says it can be repaired so I’m going to talk with him a little more and say what do you mean it can be repaired because I don’t want different colored panels or anything like that, so. And my other concern is the daylight where the new doors that would come in would have what they call brushes on the thing so it brushes the dirt and everything off as the doors going up or down so it doesn’t get into the track. It’s the same style door that Huachuca City Fire uses, the roll up on the inside.
  • Also, Cathy has called on the plumbers; we’re waiting to get the quotes for the dual shower and fix the urinal in the front and make it a water one.
  • I have not looked at a floor buffer yet, that’s on my to do list. Just with everything else going that wasn’t at the top of my list but I am looking for the floor buffer and we’re going to get ready to do the paint too in the station. I’m just going to have the on duty crews do it.
  • The inspection list for the station is almost done; I hope to have that done by the June meeting because I’m using the NFPA 101 life safety code in there and also the international fire code you’ll see some things in there that would mimic that i.e. Exit things and all of that stuff. Along with just the cleanliness of the station and things and OSHA hazards or anything like that.
  • The soap dispensers are ordered and we’re waiting for them to come in.
  • And still I’m researching the building grants; there’s so many of them by so many different government agencies. Now FEMA they did do it a long time ago and they did it only one year and that was in 2009 where they gave out you know like they got the fire grant and safer grant for firefighters and one was for equipment and stuff. And they did have a fire station grant thing but they stopped that so I’m looking at other avenues to go about that route and I’m even looking at private grants, you know corporation grants that will do it. In fact I’m fixing to fill one out for Israel because Israel dumps a lot of money in the US for infrastructure. Community based infrastructure. I’m looking at a lot of different ones there and that’s where I’m at with that.
  • I will try to get more bids to get to you guys.

Wayne Lewis made the following motion, seconded by Mary Foote and approved all in favor none opposed:

Move to accept the Chief’s Report as presented.

Board Member Comments:

Wayne Lewis stated he made his inspection last month. Mary Foote offered to do the next inspection and Chief Bidon stated he will call her to set something up and will have the inspection form complete for her visit.

Adjournment

Wayne Lewis made the following motion, seconded by Michelle Bell and approved all in favor none opposed:

Adjourn the meeting.

Richard Evans, Chairman
Diana Jones, Billing Administrator

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