Sedona Fire District 2860 Southwest Drive, Sedona, Arizona 86336 Telephone (928) 282-6800 FAX (928) 282-6857 REGULAR BOARD MEETING Station #1 – 2860 Southwest Drive – Sedona – Multipurpose Room Tuesday, September 15, 2020 / 3:30 PM ~ AGENDA ~ I. CALL TO ORDER/ROLL CALL A. Salute to the Flag of the United States of America and Moment of Silence to Honor all American Men and Women in Service to Our Country, Firefighters, and Police Officers. II. EXECUTIVE SESSION A. Possible Vote to go into Executive Session on personnel matters pursuant to A.R.S. § 38-431.03(A)(1) in regards to the Fire Chief’s evaluation and legal advice pursuant to A.R.S. § 38-431.03(A)(3) and instructions to attorney pursuant to ARS 38-431.03(A)(4) regarding the same. B. Possible Vote to go into Executive Session for legal advice pursuant to A.R.S. § 38-431.03(A)(3) and possible instructions to legal counsel pursuant to A.R.S. § 38-431.03(A)(4) in regards to the SFD Lease with Sedona-Oak Creek Airport Authority. III. RECONVENE TO PUBLIC SESSION A. Discussion/Possible Action: Fire Chief’s evaluation as Result of Executive Session. B. Discussion/Possible Action: Approval of SFD Lease with Sedona-Oak Creek Airport Authority. IV. PRESENTATION OF AWARDS/STAFF RECOGNITION A. Division Chief Ed Mezulis, Captain Donald Arwine, Captain Pat Ojeda – 20 Years of Service V. REGULAR BUSINESS MEETING A. Public Forum: 1. Public Comments 2. Executive Staff Response to Public Comments 9-15-20 Agenda-SFD Regular Meeting -iPad Page 1 B. Consent Agenda – Discussion/Possible Actions: 1. August 18, 2020 Regular Meeting Minutes 2. August 18, 2020 Executive Session Minutes C. Financial Report and Updates – Finance Director Gabe Buldra 1. Discussion/Possible Action: Review and Approval of August 2020 Finance Report D. Staff Items: 1. August 2020 Monthly Fire Chief Report – Chief Jon Trautwein a. Call Volume and Response Review i. Incident Summary and Year to Date Comparison ii. 90th Percentile Total Reflex Break-Out iii. Monthly Average Response Time and Year to Date Comparison iv. Incident Responses by Station b. Operations Activities – Chief Jayson Coil i. Significant Incidents in the District ii. Wildland Related Activities c. Community Risk Reduction Activities – Fire Marshal Jon Davis i. Inspection Activities ii. Fire Prevention Appearances and Events iii. Notable Events iv. Fire Marshal Safety Message d. Training, EMS, and Fleet Division Activities – Chief Ed Mezulis i. EMS Activities and Updates ii. Fleet Activities and Updates iii. Training Report e. Administration Updates – Director of Administrative Services Heidi Robinson i. Recent/Upcoming SFD Activities and Events ii. Staffing Updates iii. Mental Health Moment f. Fire Chief Activities – Chief Trautwein i. Strategic Plan Overview ii. Station 4 Construction Timeline iii. Purchase Orders between $10,000 - $50,000 since the last Board Meeting iv. Public Outreach and Communication v. Correspondence/Thank You Letters to SFD 2. Discussion/Possible Action: Review and Approval of Requisition # 9319 to CSGroup up to the amount of $70,000.00 for HVAC system replacement and improvements in the crew quarters of Station 3 – Buzz Lechowski 3. Discussion: Update regarding the First Amendment to Coconino County Agreement for Grant of Easement with The Chia Spot, LLC. and the Lease Amendment with AT&T for Station 4 generator access – Bill Whittington 4. Discussion/Presentation: 2019 Annual Report 9-15-20 Agenda-SFD Regular Meeting -iPad Page 2 E. Board Member Items: 1. Discussion/Possible Action: Review and Approval of revisions to the SFD Fire Board Handbook as a result of the Annual Review. 2. Discussion/Possible Action: Confirmation from Yavapai County regarding Cancellation of SFD Fire Board November 2020 Election and Appointment of Candidates by Board of Supervisors. 3. Discussion: Board Member’s Fire District Related Activities Since the Last Board Meeting. VI. ADJOURNMENT 9-15-20 Agenda-SFD Regular Meeting -iPad Page 3 Sedona Fire District 2860 Southwest Drive, Sedona, Arizona 86336 Telephone (928) 282-6800 FAX (928) 282-6857 REGULAR BOARD MEETING Station #1 – 2860 Southwest Drive – Sedona – Multipurpose Room Tuesday, August 18, 2020 / 3:30 PM ~ MINUTES ~ I. CALL TO ORDER/ROLL CALL Pursuant to notice, a regular meeting of the Sedona Fire District (SFD) was called to order by Chairman Dave Soto at 3:33PM on Tuesday, August 18, 2020. Executive Assistant to Leadership, Kerrie Tarver recorded the minutes. A quorum was present, and the meeting, having been duly convened, was ready to proceed with business. Board Present: Dave Soto – Chairman; Corrie Cooperman – Clerk; Al Comello, Joy Michelle Moore, Gene McCarthy (Remote 4:00pm) - Members Others Present: Fire Chief Jon Trautwein; Finance Director Gabe Buldra; Attorney William Whittington; Executive Assistant to Leadership - Kerrie Tarver. Remote attendees; Assistant Chief Jayson Coil, Director of Administrative Services Heidi Robinson; Division Chief Ed Mezulis; Fire Marshal Jon Davis; Several staff and family members; and members of the community. A. Salute to the Flag of the United States of America and Moment of Silence to Honor all American Men and Women in Service to Our Country, Firefighters, and Police Officers. Chairman Soto led the Pledge of Allegiance and Fire Chief Jon Trautwein requested a Moment of Silence for the 16 Police Officers and 7 firefighters who passed away since the previous Board Meeting as well as for former SFD Fire Chief Blanchard and an SFD family member Vaughn Freeman. II. EXECUTIVE SESSION A. Vote to go into Executive Session on personnel matters pursuant to A.R.S. § 38-431.03(A)(1) in regards to the Fire Chief’s evaluation and legal advice pursuant to A.R.S. § 38-431.03(A)(3) and instructions to attorney pursuant to ARS 38-431.03(A)(4) regarding the same. Board Member Al Comello moved to go into Executive Session on personnel matters pursuant to A.R.S. § 38-431.03(A)(1) in regards to the Fire Chief’s evaluation and legal advice pursuant to A.R.S. § 38- 431.03(A)(3) and instructions to attorney pursuant to ARS 38-431.03(A)(4) regarding the same. Board Member Joy Michelle Moore seconded and the motion passed unanimously. The public session reconvened at 4:09pm, Chairman Soto stated that as result of executive session the Board Members will provide their input to staff by September 3, 2020. III. PRESENTATION OF AWARDS/STAFF RECOGNITION A. Acknowledgement of the 2019 Annual Awards Chief Trautwein described the awards, announced each award recipient, and the basis for each selection. The following were recognized: Firefighter of the year – Firefighter Matt Price; Officer of the year – Assistant Chief Jayson Coil; Administrative / Support employee of the year Payroll/Benefits Specialist Branda Brothers and Executive to Leadership Kerrie Tarver; Community service award Division Chief Ed Mezulis; Unit Citation: Station 3 C shift Captain Eric Lewis, Engineer Michael Pace, Firefighter Brent Johnson, Firefighter Geoffrey Butler, and Firefighter Seth Gaillard. Karen and Leonard Barrow of Toys for Tots were awarded Outstanding Citizen / Community Organization. 8-18-20 Minutes - SFD Regular Meeting - DRAFT Page 1 Each Board Member extended their congratulatory acknowledgments and gratitude to the awardees, recognizing that the awards are usually presented in person and a celebratory fashion and the circumstances do not diminish the importance. B. Acknowledgement of 15 Years of Service for the following Staff: Captains Mark Beneitone, Eric Lewis, Josh Wells and David Rodriguez; Engineers Keith Christofferson, and Mike Pace; Firefighters Brent Johnson, Joe Pace, and Alfonso Puyana; Administrative Staff Human Resources Specialist Keona Freeman and Ambulance Billing Specialist Kris Ahern Chief Trautwein recognized eleven employees for fifteen years of service. He acknowledged each staff member and shared their accolades and accomplishments throughout their careers. Chief Trautwein and the Fire Board thanked the staff for their dedication to SFD, noting the community is the benefactors of their service and accomplishments. IV. REGULAR BUSINESS MEETING A. Public Forum: 1. Public Comments 2. Executive Staff Response to Public Comments There were no requests to speak. B. Consent Agenda – Discussion/Possible Actions: 1. July 21, 2020 Regular Meeting Minutes Board Member Moore moved to approve the consent agenda, Board Member Comello seconded. There was no further discussion and the motion passed unanimously. C. Financial Report and Updates – Finance Director Gabe Buldra 1. Discussion/Possible Action: Review and Approval of July 2020 Finance Report Finance Director Gabe Buldra reviewed the budget for July and from a year to date standpoint. Mr. Buldra explained any variances for the categories for both revenue and expenses. The percentage of the budget expended year to date and the percentage of budget per category were reviewed as was the cash position comparison to the prior year. He noted that a lot does not happen in July as the fiscal year is just beginning. The wildland billing was not completed for July and it will be updated and presented at the next board meeting. Managerial expenses were over budget due to the large capital purchase related to the radio grant and caused the high percentage of budget expended. Clerk Corrie Cooperman moved to approve the July 2020 finance report. Board Member Comello seconded, there was no further discussion and the motion passed unanimously. 2. Discussion/Possible Action: Review and Approval of Audit Firm Selected through the Request for Proposal Process. Mr. Buldra explained that responses were received from four of the five requests for proposals and all firms are equally qualified. A summary of the responses and costs associated were included in the packet. The recommendation to the Board was to award the bid to Beach Fleischman which would provide a new perspective for SFD, their level of involvement, and lowest pricing. The discussion included the length of the contract, the fee schedule allowing for better budget planning, the length of time SFD utilized Walker and Armstrong’s services, and the quality of service.