Highlands Fire District

HIGHLANDS FIRE DISTRICT BOARD OF DIRECTORS REGULAR MEETING MINUTES April 19, 2016

The regular meeting of the Highlands Fire District Board of Directors was held on Tuesday, April 19, 2016 at Station 21, 2838 Kona Trail, Flagstaff, Arizona.

1. CALL TO ORDER. The meeting was called to order at 5:00 PM.

2. ROLL CALL. Chairperson Peter Kloeber, Clerk Jan Hirsch, Director Bill Murphy, and Director Robyn Martin were present, and Director Brad Bippus was absent.

Present from administrative staff were Chief Dirch Foreman, Battalion Chief Miller, Ms. Jayme Jones, and Mrs. Robyn Wilson.

3. PLEDGE OF ALLEGIANCE, INVOCATON, MISSION AND VISION STATEMENTS, AND BOARD RESPONSIBILITIES. The Pledge of Allegiance was recited, a silent invocation was offered, and the District’s Mission and Vision Statements were stated. The Board also recited selected Board responsibilities.

4. WELCOME VISITORS. Chairperson Kloeber welcomed visitors Carey McDonald with Ponderosa Fire District Board, and Brian Furuya with the Coconino County Attorney’s Office.

5. CALL TO THE PUBLIC. Chairperson Kloeber opened the call to the public; there were no comments.

6. APPROVAL OF THE MINUTES

A. MARCH 15, 2016 REGULAR MEETING. The Board reviewed the minutes of the March 15, 2016 Regular Meeting. A MOTION was made by Director Martin and was seconded by Clerk Hirsch to accept the minutes as presented; the motion was unanimously APPROVED.

B. MARCH 17, 2016 SPECIAL MEETING. The Board reviewed the minutes of the March 17, 2016 Special Meeting. A MOTION was made by Director Martin and was seconded by Director Murphy to accept the minutes as presented; the motion was unanimously APPROVED.

7. FINANCE

A. APPROVAL OF WARRANTS. The Board reviewed the HFD warrants issued in March. A MOTION was made by Director Murphy and was seconded by Director Martin to approve the warrants as presented; the motion was unanimously APPROVED.

The Board Reviewed the Bear Jaw warrants A MOTION was made by Director Murphy and was seconded by Director Martin to approve the warrants as presented; the motion was unanimously APPROVED.

April 19, 2016 Regular Board Meeting Page 1 C. FINANCIAL REPORT. The Board reviewed the monthly HFD and Bear Jaw Financial Reports, including the Bank Reconciliation Reports, Profit/Loss Budget Overviews, County’s Fund Balance Summary Reports, and Cash Flow Projection. Chairperson Kloeber asked a question regarding FDAT; Ms. Wilson explained that FDAT will be received on the same schedule as property taxes.

8. SUMMARY REPORTS & CORRESPONDENCE.

A. LOCAL CHAPTER 1505. There was no one present to report regarding the Local Chapter of 1505.

B. BATTALION CHIEF’S REPORT. Chief Miller presented the Battalion Chief’s Report including activity, incidents, and training in March. Call volume increased to 51 calls in March.

C. FIRE CHIEF’S REPORT. Chief Foreman presented the Fire Chief’s Report for March. Chief Foreman noted that he worked at Mormon Lake Fire District (MLFD) for 21 ½ hours in March and 33 ½ hours so far in April. He has been working on hiring a Chief, and will begin interviewing seven applicants in May. He will stay on there to help the new Chief transition into the position.

D. FIRE BOARD CHAIRPERSON’S REPORT. Chairperson Kloeber informed the Board that he and the Chief attended the County’s OML Training and sat next to the Chair and Clerk form MLFD. He learned that MLFD is very appreciative of our service to their district.

E. CORRESPONDENCE. The Board reviewed a thank you letter from Colonial Life, and report from the Wildland Fire Academy.

9. TOPICS OF DISCUSSION AND POSSIBLE LEGAL ACTION.

A. PRESENTATION AND REVIEW OF BEAR JAW PROGRAM REPORT. Captain Erickson presented the Bear Jaw Program Report and summary of their successes. Captain Erickson briefly described the contents of the report. He noted some of the crew’s successes, one of which is the good retention of crew members, and the ability to those who have left have the experience and training needed to attain employment with the Forest Service. Captain Erickson’s program priorities are the crew’s safety, prevention of catastrophic fire, and professional development of crew members. Chairperson Kloeber suggested that Captain Erickson’s add the executive summary to his annual report.

B. DISCUSSION AND ACTION REGARDING DISTRICT PURCHASING GUIDANCE. Chief Foreman recommended revisions to Purchasing Guidelines as well as moving the policy in the Internal Control Handbook. After the transition is completed, the internal control policies will be brought to the Board for approval.

C. UPDATE AND DISCUSSION REGARDING CAPITAL IMPROVEMENT PLAN. Chairperson Kloeber informed the Board that Loven Contracting has agreed to provide a Conceptual Design for a Station 23 Addition, which is in accordance with the Board’s approval on March 15, 2016.

Chief Foreman informed the Board that the Conceptual Plan will provide information necessary for the County’s pre-application review.

April 19, 2016 Regular Board Meeting Page 2 D. CONSIDERATION TO APPROVE RESOLUTION TO TRADE IN 2004 KENWORTH PUMPER AS SURPLUS PROPERTY. Chairperson Kloeber reviewed the resolution to authorize the disposal of surplus the 2004 Kenworth with the trade-in value of $80,000. A MOTION was made by Director Martin and was seconded by Clerk Hirsch to adopt the resolution #2016-04-19(9)(D) as presented. After discussion, the motion was unanimously APPROVED.

E. CONSIDERATION TO APPROVE RESOLUTION TO PURCHASE 2003 PIERCE HAWK 4X4 URBAN INTERFACE APPARATUS. Chairperson Kloeber reviewed the resolution to authorize the purchase of a 2003 Pierce Hawk Type 1 Engine. Captain Pond assured the Board that an inspection of the 2003 Pierce was completed, and the engine performed flawlessly. In addition, he explained that by purchasing this engine it would enable the District to eliminate an engine with higher mileage and less capacity. Chief Foreman informed the Board that Retired Chief Pond had the opportunity of inspecting the apparatus and verified it is a “good truck.” A MOTION was made by Director Martin and was seconded by Director Murphy to adopt the resolution #2016-04-19(9)(D). After questions and confirmation that the engine would be getting new tires, the motion was unanimously APPROVED.

F. CONSIDERATION TO APPROVE COCONINO COUNTY ATTORNEY’S OFFICE SERVICE CONTRACT. Chief Foreman informed the Board of his recommendation to renew the legal representation service agreement provided by the County. After Mr. Furuya provided an explanation of the County’s Fee Schedule as well as his credentials, a MOTION was made Director Murphy and was seconded Clerk Hirsch by to approve the Coconino County Attorney’s office service agreement [and resolution]. Chairperson Kloeber reviewed the resolution to engage the Coconino County Attorney as the Districts Attorney for FY 2017, and the motion was unanimously APPROVED.

G. CONSIDERATION TO APPROVE APEHP HEALTH CARE INSURANCE RENEWAL. Ms. Jones presented the FY 2017 APEHP Renewal Packet for the Board’s review. The renewal will provide the same benefits currently provided with a 1.72% overall increase in cost. A MOTION was made by Director Murphy and was seconded by Director Martin to approve the APEHP Health Card renewal; the motion was unanimously APPROVED.

H. PRESENTATION AND REVIEW OF FLAGSTAFF RANCH OPERATIONS REPORT. Chief Foreman presented the Flagstaff Ranch Fire District (FRFD) Operational Briefing for 2015. There were eight calls for service with the average response time of 13:57 for emergent calls. FRFD is pleased with the service they have been provided. The Board discussed ISO ratings associated with FRFD.

I. DISCUSSION AND ACTION REGARDING FLAGSTAFF RANCH FIRE DISTRICT CONTRACT FEE. Chairperson Kloeber informed the Board that in accordance with the IGA, the contract fee will increase 1%. A letter was drafted to inform FRFD of the change effective on July 1, 2016. After discussion, a MOTION was made by Clerk Hirsch to adjust the [FRFD] billing appropriately to $115,433 for FY 2017; the motion was unanimously APPROVED.

(K.) CONSIDERATION TO APPROVE HR POLICY REVISIONS: (1) HR POLICY # 30.02 COMPENSATION SCALE (2) HR POLICY # 30.04 EMPLOYMENT CATEGORIES

April 19, 2016 Regular Board Meeting Page 3 (3) HR POLICY # 30.05 TIMEKEEPING REQUIREMENTS (4) HR POLICY # 30.06 OVERTIME COMPENSATION & COMPENSATORY TIME

Chief Foreman presented HR Policy revisions to change the method for determining compensation for hours worked and “housekeeping” adjustment to policy. All revisions have been vetted through the labor management process. Director Martin ask whether the revision will have any negative impact on what firefighters are be paid; Chief foreman replied that it would not. Director Murphy asked what impact would the revision have to the budget; Chief Foreman informed the Board that there would be a 1.24% overall increase in wages. Ms. Wilson pointed out that technically budgeted wages will be reduced due to the turnover of employment. A MOTION was made by Director Martin and was seconded by Clerk Hirsch to adopt the changes to policies #30.02. 30.04, 30.05, and 30.06 as presented; the motion was unanimously APPROVED.

(J.) PRESENTATION OF FY 2017 BUDGET AND CONSIDERATION TO APPROVE FY 2017 BUDGET FOR POSTING. Chairperson Kloeber informed the Board that they may approve the FY 2017 Budget for publishing, but could be tabled until May. Ms. Wilson presented the FY 2017 Budget. She noted that there is a 2.42% increase in tax revenue, and the same mil rate was applied ($3.25). The most significant changes are budgeting for wages, capital improvement, worker’s compensation, vehicle purchases, etc. Ms. Wilson explained the various adjustments in detail. After discussion, a MOTION was made by Director Murphy and was seconded by Clerk Hirsch to approve the FY 2017 Budget for posting; the motion was unanimously APPROVED.

L. REVIEW BOARD TASK CALENDAR. The Board reviewed the Board Task Calendar,

J. IDENTIFY KEY ISSUES FOR NEXT MONTH’S AGENDA. There were no comments regarding key issues for the next meeting.

10. ADJOURN TO EXECUTIVE SESSION TO DISCUSS ACTION REGARDING LATENT DEFECTS OF FIRE STATIONS PER ARS 38-431.03(A)(3). A MOTION was made by and was seconded by to adjourn to Executive Session; the motion was unanimously APPROVED. The Board adjourned at 6:36 PM.

11. RECONVENE TO REGULAR SESSION TO DISCUSS AND /OR TAKE POSSIBLE LEGAL ACTION RELATED TO LATENT DEFECTS OF FIRE STATIONS. The Board reconvened to regular session at 7:20 PM.

12. BOARD MEMBER COMMENTS. Clerk Hirsch thanked for Captain Newberry for dispelling a conflict at the polls during the last election.

13. ADJOURNMENT. The meeting adjourned at 8:06 PM.

Respectfully submitted,

Jayme Jones Administrative Assistant III

April 19, 2016 Regular Board Meeting Page 4