Bouse Volunteer Fire District - Vonnie Harmon, Fire Chief District Board Members P.O. Box 155 Bouse, AZ 85325-0155 (928) 851-2648 Chairman - Doug Williams (928) 916-4416 Vice Chairman - Keith Reffett (928) 851-2975 Clerk - Jack Anderson (760) 409-7506
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Minutes of the Bouse volunteer fire district board meeting December 10, 2013
Meeting called to Order at 5:03 pm by Chairman Doug Williams followed by the Pledge of Allegiance. Roll Call: Members Present: Chairman Doug Williams & Clerk Jack Anderson. Members not present: Vice-Chairman Keith Reffett
Approval of Minutes: November 12, 2013 Regular Board Meeting: Clerk Anderson made a motion to approve the minutes as presented. Motion seconded by Chairman Williams. Vote Aye 2 Nay 0 Motion carried. November 12, 2013 Executive Session: Clerk Anderson made a motion to approve the minutes as presented. Motion seconded by Chairman Williams. Vote Aye 2 Nay 0 Motion carried.
OLD BUSINESS All items are listed for Discussion/Approval/Disapproval: A. SAFER Grant Application: Status Update: Chief Harmon said we won’t hear anything until after the first of the year. B. IMD Update: IMD has been upgrading our computers and should bring the last one next week. The web site is up and working. We are continuing to train. IMD and La Paz Hospital have worked out the details on the drug box and they are just waiting on the final paperwork. C. La Paz Regional Hospital: Maria Martinez from La Paz Hospital was present and said everything is working well. They are working on getting the finalized paperwork on the drug box. They have several community events coming up for the Bouse area. D. Primer Pump Repair Quotes from Brian’s Fire Apparatus (Tabled from November meeting): The pump is still working well. Some discussion followed. Chief Harmon asked the board to approve the repair so if the existing pump goes out, we can get it fixed without having to go back to the board. Clerk Anderson was not confortable in giving a blanket OK on something this expensive, that is not needed right away. If the existing pump goes out we have a backup engine that can be used until this one is fixed. No action taken. E. AFDA Conference Update: Chief Harmon updated the board on room reservations and who is going to the conference. If any board members want to go they will need to register for the conference. Chairman Williams said he might be attending.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval: A. Parker Oil Contract for fuel tank, est. cost for tank and initial fill $3,338.25: Chief Harmon presented a quote from Parker Oil for the initial fill of the tank if we were to fill it completely. We do not have to fill it all the way up. There is no cost for the tank itself. We will also save, as they will not be charging us some of the fuel taxes. Some discussion followed including approximately how much fuel we use a month and how much we should order for the initial fill. Discussion also followed on where we should install the tank and having it completely fenced and locked. The only things we will need to supply are the solar panel, battery and fencing. It was decided to set it on the Frame St. side of the building. Clerk Anderson made a motion to approve having Chief Harmon sign the agreement with Parker Oil and to move forward with having the tank set and initial fill. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. Clerk Anderson made a second motion to approve Chief Harmon purchasing the solar panel and battery and having the necessary fencing installed. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. B. Request to approve Chief signing an agreement with La Paz County for a radio grant: La Paz County is going to be writing another grant for the purchase of radios. Chief Harmon has asked for approval for BVFD to join in the grant. Discussion followed. Clerk Anderson made a motion to authorize Chief Harmon to sign an agreement to participate in the grant. Chairman Williams second the motion. Vote Aye 2 Nay 0 Motion carried. C. Status update of mobile home to be used for fire training purposes: Chief Harmon is working with the surrounding fire departments to schedule a training day. This should occur in January. Discussion followed. No action needed D. Invoice #157 from Brian’s Fire Apparatus Repair in the amount of $478.58: this was for repair of the braking system on engine 5501. Clerk Anderson made a motion to approve payment of the invoice. Motion seconded by Chairman Williams. Vote Aye 2 Nay 0 Motion carried. E. Invoice from Bouse Chamber of Commerce for hamburgers & hot dogs in the amount of $191.61: This was for the left over food from the Founder’s Day events. The fire guys want to hold another event in December. Clerk Anderson made a motion to approve payment. Seconded by Chairman Williams. F. Payment of Uniform Maintenance Allowance for November 2013, in the amount of $300.00 (6 Individuals qualifying: Chief Harmon, Capt. Lowe, Rob Lowe Jr., Tomas Mejia Derek Scott, John Gibbons). Clerk Anderson made a motion to approve payment of the uniform maintenance allowance. Seconded by Chairman Williams. Vote Aye 2 Nay 0 Motion carried. G. Consent Agenda Items: Warrant# (2782-Wells Fargo $116.26), (2783-Wells Fargo $372.20), (2784-Wells Fargo $41.10), (2785-Parker Oil $306.20), (2786-APS $159.37), (2787-Frontier $122.27), (2788-A&B Supply $28.15), (2789-HughesNet $112.45), (2790-Boundtree $150.46), (2791-SCF Arizona $487.00), (2793-Growers Oil $112.20) Total $2,119.86: Clerk Anderson made a motion to approve payment of the consent agenda items. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. H. Personnel Issues a. Update on applications for Fire Chief position: Chairman Williams provided an update on the search for a Fire Chief. We will schedule this for further discussion in Executive Session next month when the full board is available.
REPORTS and correspondence: A. Chief’s Report: Chief Harmon reported that during November, we responded to 10 medical aid calls, 1 vehicle collision, 1 fire call, 1 Haz-Mat call, and 3 misc calls. We are continuing to train on most Monday evenings. The station was vandalized on November 8th, some items were damaged and we are working on fixing them. United Fire was here and upgraded all our SCBAs. We were not able to get in on the AFG grant this go around. But we have gathered most of the data we will need next time around. The Fire Chiefs from several surrounding agencies have been very helpful is gathering this information.
B. Financial/Correspondence Reports: Treasurer Anderson reported in November we had revenues of $17,160.80, Expenses of $6,115.47. Our bank balance is $112,259.66 Discussion followed on a couple of budget line items. We had the Worker’s Comp audit and there were no issues. The Fire Auxiliary said they would be willing to donate another $500 toward the Smoke Detector Program if needed. Clerk Anderson said we still have approx. $700 available to purchase more detectors. If they still want to make the donation, we should go ahead and take it and purchase additional Carbon Monoxide Detectors. It was suggested the firefighters hand out business cards when they run across someone who needs a detector.
C. Committee Reports: 1. Building Committee: Chief Harmon said the Fire Auxiliary is willing to pay for the purchase of the lettering for the Fire District. Discussion followed. It was decided to have “Bouse Fire Station 55” as the sign. The other thing the Auxiliary wants to do is to purchase a flagpole for the Fire District.
2. Vehicle Maintenance Committee: Captain Lowe reported most of the fleet is in good shape. Discussion followed ref an engine Buckskin still has.
3. Policy Committee: Clerk Anderson said he wants to rework the Employee Handbook and would like to work on a Hiring Policy detailing what we require.
4. Inventory Committee: Treasurer Anderson we still have the red engine to complete and the rest of the bays.
call to the public: NONE
NEW BUSINESS: None
board member comments: Clerk Anderson submitted his letter of resignation from the Fire Board affected April 1, 2014 or sooner if a replacement board member is appointed. He is resigning due to living outside of the Bouse area for 6 to 7 months beginning this summer. He does not feel it would be in the best interest of the District and Community to remain on the board. He will continue to assist the Board and District however he can.
set time and date of next meeting: Tuesday, January 14, 2014 5:00 PM
ADJOURN: 6:42 PM
Minutes taken by digital audio recording: Transcribed by Clerk Anderson |
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notice of a special meeting
of the bouse volunteer fire district board
Final Public Budget Meeting
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the general public that the Bouse Volunteers Fire District Board will be holding a special meeting on Tuesday, July 9, 2013, at 5:00 PM, at the Fire District Office, 44031 Plomosa Rd. #4, Bouse, AZ. The agenda for the special meeting is as follows: 1. Call the meeting to order:
2. Roll call of officers: Chairman Doug Williams, Vice-Chairman Keith Reffett, Clerk Jack Anderson 3. Discussion Calender A. 2013-2014 Bouse volunteer fire district budget
4. Public Comments: This is the time for the public to comment. Members of the Board may not take action on items that are not on the agenda. Therefore, action taken as a result of public comment will be limited to directing a Board Member or staff to study the matter or scheduling the matter for further consideration and decision at a later date. 5. BOARD MEMBER COMMENTS:
6. ADJOURNMENT:
This notice/agenda was posted at the following locations: A&C Market, Roadrunner Market, US Postal Office Outside Bulletin Board, Booster Hall Outside Board, Ocotillo Lodge Bulletin Board, on Monday, July 8, 2013, on or before 5:00 p.m.
Jack Anderson, Clerk of the Board
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Minutes of the Bouse volunteer fire district board meeting July 9, 2013 Special public Budget meeting
Meeting called to Order at 5:04 pm by Chairman Doug Williams. Roll Call: Members Present: Chairman Doug Williams, Vice-Chairman Keith Reffett, & Clerk Jack Anderson.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion
A: 2013/2014 Bouse Volunteer Fire District Budget Treasurer Anderson presented the final 2013/2014 BVFD budget. Based upon the board’s workshops on June 4 and June 11, 2013, the corrections were made. The total budget is $142,000.
We have a line item in the budget for La Paz County Services. The Board of Supervisors waived these fees for this fiscal year. However, these fees may be reinstated for next fiscal year. We have these monies available if needed, to be reallocated to another account. This budget is based upon the existing tax rate of $1.6304 with no increase to the public. This is on the regular board meeting agenda for discussion and adoption.
Discussion followed.
Public comments: There was no public comment.
board member comments: None
ADJOURNMENT: 5:11 pm
These minutes are unapproved at this time
Minutes taken by: Clerk Anderson
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Notice of a Meeting of the Bouse Volunteer Fire District Board of Directors. July 9, 2013 Regular Board Meeting notice of a public meeting of the bouse volunteer fire district board: Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the Bouse Volunteer Fire District Board of Directors and to the general public that the Bouse Volunteers Fire District Board will hold a meeting open to the public on Tuesday, July 09, 2013 at 5:30 pm (or immediately following the open Budget Meeting) at 44031 Plomosa Rd. #4. The agenda for the meeting is as follows: 1. Call the meeting to order:
2. Pledge of allegiance:
3. Roll call of officers: Chairman Williams, Vice-Chairman Reffett, and Clerk Anderson
4. approval of minutes: June 2013 Special Public Budget Meeting June 2013 Regular Board Meeting June 2013 Executive Board Session
5. reports and correspondence: A. Chief Novak’s Report: B. Financial/Correspondence Reports: Treasurer Sherrill Anderson C. Committee Reports: 1. Building Committee: 2. Vehicle Maintenance Committee: 3. Policy Committee: 4. Inventory Committee:
6. call to the public: This is the time for the public to comment on none agenda items. Members of the Board may not take action on items that are not on the agenda. Therefore, action taken as a result of public comment will be limited to directing a Board Member or staff to study the matter or scheduling the matter for further consideration and decision at a later date.
7. OLD BUSINESS All items are listed for Discussion/Approval/Disapproval: A. Contracting with IMD for Medical Direction and Continuing Education: Tabled from June 2013 Meeting B. Air Methods Subscription status: C. PMI Invoice for new monitor status: D.
8. DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval: A. Invoice dated 06/04/13 from Entenmann-Rovin Co. in the amount of $91.00 B. Invoice dated 01/04/13 from JJ Keller in the amount of $254.77 C. Subscription renewal from Firehouse in the amount of $29.95 D. Subscription renewal from Fire Engineering in the amount of $29.00 E. Check #2665 dated 6/19/13 in the amount of $1,080.57 to Wells Fargo Bank (Visa card) F. Check #2666 dated 6/19/13 in the amount of $477.94 to MES – Arizona G. Payment of Uniform Maintenance Allowance for June 2013, in the amount of $300.00. (6 Individuals qualifying: John Novak, Rob Lowe, Vonnie Harmon, Tomas Mejia, Rob Lowe Jr., Derek Scott) H. Approve request for monthly payments on out of district invoice #13-093 I. Discuss letter from Progressive Insurance on an out of district call & invoice J. Review Credit card limits for all card holders K. Review authorized signers on the account at Davis Building Supply L. Discuss Arizona Interagency Radio System – Memorandum of Understanding M. Approve Budget for FY14 N. Consent Agenda Items: Warrant# (2667-Parker Oil $329.13), (2668-APS $255.53), (2669-Frontier $106.44), (2670-A&B Supply $28.15), (2671-HughesNet $112.45), (2672- Davis Building $24.96), (2673-VFIS $1,105.00), (2674-SCF Arizona $794.71), (2675-PMI $318.50), (2676-River City Newspapers-$91.39) Total $3,166.26
O. Authorize John Novak to retain possession of his Fire Chief’s Helmet and Badge as mementos. P. Personnel Issues: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public), per ARS 38-431.03(A)(1): a. Follow-up from June 2013 Meeting b. Appointment of Interim Fire Chief
9. NEW BUSINESS: 10. board member comments: 11. set time and date of next meeting: Tuesday, August 13, 2013 5:00 PM 12. ADJOURNMENT:
This notice/agenda was posted at the following locations: A&C Market, Roadrunner Market, US Postal Office Outside Bulletin Board, Booster Hall Outside Board, Ocotillo Lodge Bulletin Board, on Monday, July 08, 2013, on or before the hour of 5:00 p.m. ________________________________________ Jack Anderson, Clerk of the Board
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Minutes of the Bouse volunteer fire district board meeting july 9, 2013 These minutes are unapproved at this time
Meeting called to Order at 5:12 pm by Chairman Doug Williams followed by the Pledge of Allegiance. Chairman Williams requested a moment of silence to remember the firefighters who died in the Yarnell fire. Roll Call: Members Present: Chairman Doug Williams, Vice-Chairman Keith Reffett, & Clerk Jack Anderson. Vice Chairman Reffett had to leave at 6:23 pm
Approval of Minutes: June 2013 Special Budget Meeting: Clerk Anderson made a motion to approve the minutes as presented. Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. June 2013 Regular Board Meeting: Clerk Anderson made a motion to approve the minutes as presented. Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. June 2013 Executive Board Session: Clerk Anderson made a motion to approve the minutes as presented. Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried.
reports and correspondence: Captain’s Report: We responded to 13 medical aid calls, 2 motor vehicle collisions, 3 public assist calls and 2 misc. calls. Captain Harmon attended two meeting with the county and other fire departments regarding communications. She also met with AMR, Native Air and Care Flight regarding parameters on launching a helicopter and other communications issues. Discussion followed.
Captain Harmon also said we received 2 scholarships for the 40th Annual State Fire School. She would like to send 2 firefighters. The costs should only be the per diem and hotel costs. The board is in favor of sending 2 volunteers if they can work the dates into their schedules. No vote is needed since it is a budgeted training item.
We currently only have 8 volunteers (7 first responders and 1 maintenance only).
Correspondence Report: Treasurer Anderson reported we have to complete the annual report to the State of Arizona that we have no debts outstanding. Chairman Williams signed the report that we have no outstanding debt. Treasurer Anderson has been in contact with an auditing firm and received feedback that a review is more appropriate than an audit. The review costs are approximately $2,000 to $2,500 and an audit could be in excess of $8,500. There are some other requirements the treasurer will have to start providing the board. These will go into effect later this year. The accounting firm recommends going to a Quick Books type computer program. Discussion followed
Financial Report: Treasurer Sherrill Anderson reported we received $3,866.58 in revenue, including $3,833.42 in Property Tax and $ 33.16 in Interest Income. We wrote $ 5,096.41 in checks, leaving a bank balance at the end of June of $ 88,612.73. Chairman Williams asked of there was any way to check to see if we are receiving all of the Fire District Assistance Tax that we should be getting. Treasurer Anderson said she would follow-up for the next meeting. Our total revenue for Fiscal Year 2012/2013 was $106,205.92 vs. a budgeted amount of $105,000.00. Our total expenses were $70,313.73 vs. a budgeted amount of $90,000.00. We came in approximately $35,000 under budget. This will go a long way to completing the interior of the fire station or other capital projects. Discussion followed.
Committee Reports: Building Committee: Nothing at this time. Vehicle Maintenance Committee: Captain Lowe reported that 5551 (attack truck) is at David Boyer’s residence to be worked on. All of our tools are in. Policy Committee: Nothing at this time. Inventory Committee: Nothing at this time
call to the public: No members of the public spoke.
OLD BUSINESS All items are listed for Discussion/Approval/Disapproval: A. Contracting with IMD for continuing education: This item was tabled from the June, 2013 meeting. After discussion on the costs, V-Chairman Reffett made a motion to table the issue until some additional information is received. Clerk Anderson seconded the motion. Discussion followed. Clerk Anderson made a motion to table the issue until later in the meeting in order to give Captain Harmon time to contact IMD for the information. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried.
Due to V-Chairman Reffett needing to leave, the board discussed New Business items J, K, L, & M out of sequence.
B. Air Methods Subscription- status update: Treasurer Anderson reported that all of the members had not completed the applications. This is the only hold up. Captain Harmon said she would get this completed ASAP. No action needed or taken. C. PMI Invoice for new monitor-status update: The invoice for the new monitor has not been paid. PMI ended up sending the old monitor back after reconditioning it. It was a mix up on their part. Captain Harmon and Captain Lowe suggested that for the $2,000 trade-in allowance it would be better to keep the monitor for our use. It would be much more expensive to try and get another one at a later time. Discussion followed. Clerk Anderson made a motion to pay the full $8,000 price for the new monitor plus the costs of reconditioning of the old monitor. Chairman Williams seconded the motion. Discussion followed. Vote Aye 2 Nay 0 Motion carried.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public) to discuss Item P, per ARS 38-431.03(A)(1).
A. Invoice dated 06/04/13 from Entenmann-Rovin Co. in the amount of $91.00. This is for a replacement badge and misc. items. Clerk Anderson made a motion to approve payment of the invoice. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. B. Invoice dated 01/04/13 from JJ Keller in the amount of $254.77: This was for the annual subscription for the OSHA manual and updates. Clerk Anderson made a motion to approve payment. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. C. Subscription renewal from Firehouse in the amount of $29.95: Magazine renewal. Clerk Anderson made a motion to approve the renewal. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. D. Subscription renewal from Fire Engineering in the amount of $29.00: Magazine renewal. Clerk Anderson made a motion to approve the renewal. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. E. Check #2665 dated 6/19/13 in the amount of $1,080.57 to Wells Fargo Bank (Visa card): This was for the purchase of several medical items, tools and other misc. items. Clerk Anderson made a motion to approve Check # 2665. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. F. Check #2666 dated 6/19/13 in the amount of $477.94 to MES – Arizona: This was for firefighting structural gloves. Clerk Anderson made a motion to approve check # 2666. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. G. Payment of Uniform Maintenance Allowance for June 2013, in the amount of $300.00. (6 Individuals qualifying: John Novak, Rob Lowe, Vonnie Harmon, Tomas Mejia, Rob Lowe Jr., Derek Scott) Clerk Anderson made a motion to approve payment of the uniform maintenance allowance for June. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. H. Approve request for monthly payments on out of district invoice #13-093: Treasurer Anderson presented a letter from the patient. After discussion, Chairman Williams made a motion to accept the $50.00 payment received as payment in full. Clerk Anderson seconded the motion. Vote Aye 2 Nay 0 Motion carried. The board asked that a letter be sent to the patient. I. Discuss letter from Progressive Insurance on an out of district call & invoice: Discussion followed. It was suggested the Treasurer contact the County Attorney for guidance. Clerk Anderson made a motion to refer this to the County Attorney to see what recourse we have. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. J. Review Credit card limits for all cardholders: Treasurer Anderson asked the board to reexamine the amounts authorized at this time. Discussion followed. Clerk Anderson made a motion to leave the amounts as currently authorized. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. K. Review authorized signers on the account at Davis Building Supply: Due to some changes made by Assistant Chief, the Captains were no longer authorized purchasers. V-Chairman Reffett made a motion to send a letter to Davis Building Supply that Captains Harmon, Lowe and David Boyer are authorized purchasers. Vote Aye 3 Nay 0 Motion carried. L. Discuss Arizona Interagency Radio System – Memorandum of Understanding. Discussion followed. V-Chairman Reffett made a motion to approve the MOU with DPS. Seconded by Clerk Anderson. Discussion followed. Vote Aye 3 Nay 0 Motion carried. M. Approve Budget for FY13/14: Clerk Anderson made a motion to approve and adopt the fiscal year 2013-2014 budget as presented. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. N. Consent Agenda Items: Warrant# (2667-Parker Oil $329.13), (2668-APS $255.53), (2669-Frontier $106.44), (2670-A&B Supply $28.15), (2671-HughesNet $112.45), (2672- Davis Building $24.96), (2673-VFIS $1,105.00), (2674-SCF Arizona $794.71), (2675-PMI $318.50), (2676-River City Newspapers-$91.39) Total $3,166.26 Clerk Anderson asked questions on a couple of the invoices. Clerk Anderson made a motion to approve payment of the consent agenda items totaling $3,166.26. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. O. Authorize John Novak to retain possession of his Fire Chief’s Helmet and Badge as mementos. Discussion followed. Clerk Anderson made a motion to approve allowing John Novak to retain possession of his Chief’s helmet and badge as mementos of his service as Chief for BVFD. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried. P. Personnel Issues: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public), per ARS 38-431.03(A)(1): a. Follow-up from June 2013 Meeting b. Appointment of Interim Fire Chief Clerk Anderson made a motion to move into Executive Session to discuss item P. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried.
The Open meeting was adjourned at 7:06 PM in order to move into Executive Session.
The Open Meeting was resumed at 7:19 PM
The Board went back to consider Old Business item A: Contracting with IMD for medical direction and continuing education. We received the invoice of costs associated with the contract. Captain Harmon presented it to the Board. After additional discussion, Clerk Anderson made a motion to approve contracting with IMD for Medical Direction and Continuing Education. Chairman Williams seconded the motion. Vote Aye 2 Nay 0 Motion carried.
Chairman Williams said as a result of the Executive Session, the board voted to appoint Captain Vonnie Harmon as interim Fire Chief. Congratulations to Captain Harmon.
NEW BUSINESS: None
board member comments: Clerk Anderson said he and Treasurer Anderson would not be at the August meeting as they will be out of state.
set time and date of next meeting: Tuesday, August 13, 2013 at 5:00 pm.
ADJOURNMENT: 7:54 pm
Minutes taken by: Clerk Jack Anderson
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Minutes of the Bouse volunteer fire district board meeting June 11, 2013 These minutes are unapproved at this time
Meeting called to Order at 5:40 pm by Chairman Doug Williams followed by the Pledge of Allegiance Roll Call: Members Present: Chairman Doug Williams, Vice-Chairman Keith Reffett, & Clerk Jack Anderson.
Approval of Minutes: Minutes from the May 14, 2013 BOD minutes were presented to the board. Clerk Anderson made a motion to approve the minutes as submitted. Seconded by Vice Chairman Reffett. Vote Aye 3 Nay 0 Motion carried.
reports and correspondence: Chief Novak’s Report: Chief Novak reported for the month of May, we responded to 13 medical aid calls, and 2 misc. calls. The up-graded monitor has arrived and is in service. The old monitor has been returned to the company for a $2,000 credit. Chief Novak instructed Treasurer Anderson not to pay the invoice from PMI until a corrected invoice is received. Attack Truck 5551 has been taken out of service for the summer due to a vapor locking issue. Chief Novak has completed the application for the Tohono O’odham grant. If awarded this will pay for the addition of a foam system on Engine 5501. The Assistance to Firefighters Grant (FEMA) has not opened for applications yet. When it opens, we will be applying for a grant to get a larger water tender. Training and drills continue.
Correspondence Report: Treasurer Anderson reported we received the annual election notice from SCF of Arizona. This election was due to them becoming a public corporation. Clerk Anderson took care of it.
Financial Report: Treasurer Sherrill Anderson reported we received $ 5,246.51 in revenue, including $5,213.15 in Property Tax and $ 33.36 in Interest Income. We wrote $ 8,274.98 in checks, leaving a bank balance of $ 89,842.56.
Committee Reports: Building Committee: Clerk Anderson said he was able to get the footings poured for the RV Cool Cover. He is trying to schedule the move of the RV cover. Clerk Anderson also took care of some yard maintenance around the station. Vehicle Maintenance Committee: Captain Lowe said Attack Truck 5551 is out of service. Clerk Anderson said the blue truck may be out of service for a few hours sometime this month due to a minor maintenance issue that was just found. Policy Committee: Nothing at this time. Inventory Committee: The inventory is moving forward.
call to the public: George Nault spoke on several issues.
OLD BUSINESS All items are listed for Discussion/Approval/Disapproval: A. Contracting with IMD for continuing education: Chief Novak said IMD thought they had mailed the completed contract to the District for review, but they sent a blank copy. They are working on getting the corrected copy to us tonight. Dr. McKinney has an appointment with the CEO of La Paz Hospital tomorrow to clarify some issues. Discussion followed. Chairman Williams made a motion to table this issue to the July meeting, Seconded by Clerk Anderson. Vote Aye 3 Nay 0 Motion carried. This item will be tabled until the July, 2013 meeting.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public) to discuss Item P, per ARS 38-431.03(A)(1).
A. Invoice dated 5/09/13 from SCD Designs in the amount of $146.43: This was for new ball caps for the volunteers. Clerk Anderson made a motion to approve payment of the invoice from SCD Designs. V-Chairman Reffett seconded the motion. Discussion followed. Abe McCann from Native Air said he might have a source for less expensive hats the next time we need them. Vote Aye 3 Nay 0 Motion Carried. B. Invoice dated 4/02/13 from Personnel Concepts in the amount of $413.98: This was for the required OSHA training and compliance updates. Clerk Anderson made a motion to approve payment of the invoice to Personnel Concepts. V-Chairman Reffett seconded the motion. Discussion followed. Vote Aye 3 Nay 0 Motion carried C. Invoice dated 4/04/13 from Brian’s Fire Apparatus Repair in the amount of $200.00. This was for the repair of a valve. Clerk Anderson made a motion to approve payment of the invoice from Brian’s Fire Apparatus. V-Chairman Reffett seconded the motion. No Discussion Vote Aye 3 Nay 0 Motion carried. D. Invoice dated 5/30/13 from PMI in the amount of $8,362.00 ($2,000.00 trade in pending): This is for the new monitor. Clerk Anderson made a motion to approve payment of the invoice, once a revised invoice showing the credit is received, in the amount of $6,362.00. V-Chairman Reffett seconded the motion. No discussion, Vote Aye 3 Nay 0 Motion carried. E. Subscription renewal from Fire Rescue in the amount of $43.00: This is for the magazine renewal. Clerk Anderson made a motion to approve payment of the renewal. V-Chairman Reffett seconded the motion. No discussion Vote Aye 3 nay 0 motion carried. F. Invoice dated 6/6/13 from Bryon Hatch in the amount of $ 1,129.82: This was for the labor and materials for the RV shade cover footings. Clerk Anderson made a motion to approve payment of the invoice. V-Chairman Reffett seconded the motion. No Discussion. Vote Aye 3 Nay 0 Motion carried. G. Reimbursement to Rob Lowe, Jr. in the amount of $32.90: This was for a new computer keyboard and mouse. Clerk Anderson made a motion to approve the reimbursement. V-Chairman seconded the motion. No discussion. Vote Aye 3 Nay 0 Motion carried. H. Check #2643 dated 5/24/13 in the amount of 1,047.12 to Wells Fargo Bank (Chief’s Visa card). This was for several items including water, office supplies, and several protective items. Clerk Anderson made a motion to approve Check # 2643. V-Chairman Reffett seconded the motion. Discussion followed. Vote Aye 3 Nay 0 Motion carried. I. Accept donation in the amount of $250.00 from Bouse Chamber of Commerce: This was a donation toward the District’s Smoke Detector and Carbon Monoxide Detector program. Clerk Anderson made a motion to accept the donation. Seconded by V-Chairman Reffett. Discussion followed. Vote Aye 3 Nay 0 Motion carried. J. Accept donation in the amount of $25.00 from a private individual: Clerk Anderson made a motion to accept the donation. Seconded by V-Chairman Reffett. No discussion. Vote Aye 3 Nay 0 motion carried. K. Accept donation of two (2) urinals from George Nault: Clerk Anderson made a motion to accept the donation. Seconded by V-Chairman Reffett. Vote Aye 3 Nay 0 Motion carried. Thank you to George Nault. L. Subscriptions for volunteers with Air Methods (Air Medical Transport) approx. amount $622.00. This is a benefit for the volunteers who provide our fire and medical response care. Discussion followed. Clerk Anderson made a motion to approve the Air Methods subscription for the volunteers. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. M. Payment of Uniform Maintenance Allowance for May 2013, in the amount of $350.00. (7 Individuals qualifying: John Novak, Rob Lowe, Vonnie Harmon, Tomas Mejia, Rob Lowe Jr., Cody Purcell, Derek Scott): Clerk Anderson made a motion o approve payment of the Uniform Maintenance Allowance. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. N. Consent Agenda Items: Warrant# (2644-Parker Oil $156.08), (2645-APS $212.79), (2646-Frontier $122.98), (2647- A&B Supply $28.41), (2648-HughesNet $112.76), (2649- United Fire $101.69), (2650- PMI $476.46), (2651-Fisher Wireless $10.60) Total $1,221.77 V-Chairman Reffett made a motion to approve payment of the consent agenda items. Clerk Anderson seconded the motion. Vote Aye 3 Nay 0 Motion carried. O. Chief John Novak’s Resignation: Chief Novak submitted his resignation from the position of Fire Chief, effective June 30, 2013. He will continue on as a volunteer member. V-Chairman Reffett made a motion to accept Chief Novak’s resignation as Fire Chief. Clerk Anderson seconded the motion. Vote Aye 3 Nay 0 Motion carried. Thanks to John Novak for his 3 ½ years of service. P. Personnel Issues: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public), per ARS 38-431.03(A)(1): a. Follow-up from April Meeting, Executive Session: b. Personnel Issues: Clerk Anderson made a motion to move into executive session to discuss personnel issues. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried.
The Open meeting was adjourned at 6:41 PM in order to move into Executive Session.
The Open Meeting was resumed at 7:53 PM
Chairman Williams said as a result of the Executive Session, the Board has decided they will be looking at avenues to advertise we are looking for a new Fire Chief. The board will consider appointing an interim Fire Chief at the July meeting.
Chief Novak asked the board to consider allowing him to keep his Fire Chief’s Helmet and badge as mementos of his service to Bouse Volunteer Fire District. Chairman Williams said this would be placed on the July agenda for consideration.
NEW BUSINESS: None
board member comments: Clerk Anderson said he would like to see the subscriptions to Air Methods be taken care of as soon as possible. Discussion followed. V-Chairman Reffett said he would like to see the Air Methods benefit provided to Sherrill Anderson. Discussion followed. The concerns are that Clerk Jack Anderson would also receive the benefit. Clerk Anderson said he would prefer that he and Sherrill pay for the subscription so there is no conflict of interest.
set time and date of next meeting: Tuesday, July 9, 2013 Immediately following the final public budget meeting at 5:00pm
ADJOURNMENT: 8:07 pm
Minutes taken by: Clerk Anderson
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Minutes of the Bouse volunteer fire district board meeting June 11, 2013 Special public Budget meeting
Meeting called to Order at 5:02 pm by Chairman Doug Williams. Roll Call: Members Present: Chairman Doug Williams, Vice-Chairman Keith Reffett, & Clerk Jack Anderson.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval:
A: 2013/2014 Bouse Volunteer Fire District Budget Treasurer Anderson presented the 2013/2014 BVFD budget. Based upon the board’s workshop on June 4, 2013, the corrections were made. The new items discussed were added to the budget. These included line item # 113- IMD Medical Services, line item # 116 – Air Methods, line item # 106- La Paz County Services, line item # 117 – Web Site Maintenance, and line item # 118 – Public Relations. Several other line items were broken out into separate items to better reflect the amounts.
The overall budget is $142,000. This includes a proposed $40,000 capital improvement carry over. This can be used to complete the interior of the fire building or for other capital improvements at the board’s direction. We are not looking to raise our tax rate and we will be approaching the County Board of Supervisors to keep our tax rate the same as the existing rate.
Discussion followed. Treasurer Anderson will post the budget in the paper before the next meeting.
Public comments: George Nault spoke on several issues
board member comments: None
the next Budget Meeting will be on July 9, 2013 at 5:00 pm. Immediately followed by the regular Board meeting.
ADJOURNMENT: 5:29 pm
These minutes are unapproved at this time
Minutes taken by: Clerk Anderson |
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Minutes of the Bouse volunteer fire district board meeting May 14, 2013 These minutes were approved at the June 11, 2013 meeting
Meeting called to Order at 6:14 pm by Chairman Doug Williams followed by the Pledge of Allegiance Roll Call: Members Present: Chairman Doug Williams, Vice-Chairman Keith Reffett, & Clerk Jack Anderson. (Vice Chairman Reffett had to leave the meeting at 7:45 pm.)
Approval of Minutes: Minutes from the April 9, 2013 BOD minutes were presented to the board. Clerk Anderson made a motion to approve the minutes as submitted. Seconded by Vice Chairman Reffett. Vote Aye 3 Nay 0 Motion carried. Minutes from the April 9, 2013 Executive Board Session were presented to the board. Clerk Anderson made a motion to approve the minutes as submitted. Seconded by Vice Chairman Reffett. Vote Aye 3 Nay 0 Motion carried. Minutes will be filed. Minutes from the April 17, 2013 Executive Session were presented to the board. Since no meeting was held due to a lack of a quorum, the minutes reflected no meeting was held. Clerk Anderson made a motion to approve the minutes as submitted. Seconded by Vice Chairman Reffett. Vote Aye 3 Nay 0 Motion carried. Minutes will be filed.
reports and correspondence: Chief Novak’s Report: Chief Novak reported for the month of April, we responded to 7 medical aid calls, 3 vehicle collisions, 1 snake call, 2 public assists, and 3 misc. calls. Clerk Anderson completed the workbench in the truck bays. Brian Settles took measurements on Engine 5501 for a foam system. While Brian was here he rebuilt the primer control valve and gave us a spare. Due to most of our volunteers working at the Jojoba farm, it was decided to allow them to take a fire district vehicle and station it there, while they are working. The management at the farm will allow 2 members to leave work to respond to a call. This way they can respond directly to the call without having to drive to the station to get a vehicle. Otherwise we would not have coverage on many days each week.
Correspondence Report: Treasurer Anderson reported that Chief John Novak received an award for his outstanding commitment and EMS in our community. The award was presented from Western Council of Emergency Medical Services.
Financial Report: Treasurer Sherrill Anderson reported we received $11,995.37 in revenue, including $4,072 in Fire Assistance Tax, $342 Donation from Desert Pueblo RV Park, and $1,000 from the Fire District Auxiliary for the Smoke Detector Program and $300 from the Fire District Auxiliary for the purchase of water and Gatorade. We wrote $4,745.45 in checks, leaving a bank balance of $92,871.03. We do not anticipate receiving any additional tax revenue. The budget committee has been working on the budget. If we don’t ask for a tax increase, with new assessed property values, our tax revenue should increase to approximately $95,000 a year. Some discussion followed on where to allocate the increased revenue. It was agreed by the board we do not want to increase the tax rate.
Committee Reports: Building Committee: George Nault wants to move forward on the build-out of the interior of the station. He has met with the building and planning department and they have all the plans they need to move forward. Discussion followed. George Nault asked if the Fire District would be interested in going in with the School District to set up a fueling station for the two agencies. Discussion followed. The Fire District is interested once some cost estimates are received. Chairman Williams said he would work with George on this project. Vehicle Maintenance Committee: All vehicle are up and running. It is estimated to be about $15,000 to put a foam system on Engine 5501. Chief Novak will be applying for a grant. Policy Committee: Nothing at this time. Inventory Committee: The inventory is moving forward. Two of the engines are done.
call to the public: George Nault spoke on the issue of letting volunteers take one of the vehicles to the Jojoba Farm in order to be able to respond to calls. He is supportive of this since all the volunteers are not being paid. George said he has been asked to put on a car show at the February BBQ. The Parker 4-Wheelers are also interested in putting on an event at the same time to support the Fire District. Discussion followed.
OLD BUSINESS All items are listed for Discussion/Approval/Disapproval: A. Contracting with IMD for continuing education: Chief Novak met with La Paz Hospital staff and they are supportive. There are still a few things to work out. Chief Novak asked to have this tabled until next month. Clerk Anderson asked if we had a detailed contract from IMD. Chief Novak said he did. Discussion followed. This item was tabled until the June meeting.
DISCUSSION AND ACTION CALENDAR: All items are listed for Discussion/Approval/Disapproval: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public) to discuss Item M, per ARS 38-431.03(A)(1). A. Abe McCann from Native Air/Air Methods to present Air Methods subscription program for their medical helicopter flights. Abe McCann gave a presentation on their air ambulance service and their membership program to save patients costs. After listening to the presentation, Chairman Williams asked Chief Novak to put together a proposal for the District to join the program as a benefit for our members. Once we have this in place we will present it to the community so they can also participate in it. B. Approve check #2592 issued to USPS on 4/01/13 in the amount of $6.80: Clerk Anderson made a motion to approve check # 2592 in the amount of $6.80. Motion seconded by Chairman Williams Vote Aye 2 Nay 0, Motion carried C. Approve check #2615 issued to Coachman Café on 4/16/13 in the amount of $37.50: Clerk Anderson made a motion to approve Check 2615. Seconded by Chairman Williams. Vote Aye 2 Nay 0, Motion carried. D. Approve check #2616 issued to Wells Fargo Bank on 4/22/13 in the amount of $713.53: This was the Chief’s Visa Card for his expenses for the grant writing course. Clerk Anderson made a motion to approve check 2616. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. E. Approve check #2617 issued to Wells Fargo Bank on 4/22/13 in the amount of $423.98: This was for the purchase of the lockable file cabinet on Treasurer Anderson’s Visa card. Clerk Anderson made a motion to approve check # 2617. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. F. Approve check #2618 issued to Coachman Café on 4/25/13 in the amount of $250.00. This was for the expenses related to the County Fire Chief’s Meeting. Native Air will reimburse this expense. Clerk Anderson made a motion to approve check 2618. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. G. Approve invoice from LaPaz County Sheriff’s Dept. in the amount of $470.00: This is our portion of the narrow-banding radio expenses. Clerk Anderson made a motion to approve payment to La Paz County Sheriff’s Department in the amount of $470. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. H. Approve invoice from Life Assist in the amount of $397.01: This was to replace some equipment that was stolen from the truck bays. Clerk Anderson made a motion to approve the invoice in the amount of $397.01 Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. I. Approve invoice from JJ Keller in the amount of $276.09: Clerk Anderson made a motion to approve payment of the invoice in the amount of $276.09. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, motion carried. J. Set date and time for Board Budget Workshop: A date for the board’s budget meeting was set for June 4, 2013 at 5:00 pm. K. Payment of Uniform Maintenance Allowance for April 2013, in the amount of $450.00. (9 Individuals qualifying: John Novak, Rion Rodricks, Rob Lowe, Vonnie Harmon, Tomas Mejia, Rob Lowe Jr., Cody Purcell, Mike Wood, Derek Scott): Clerk Anderson made a motion to approve payment of the Uniform Maintenance Allowance in the amount of $450.00. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. L. Consent Agenda Items: Warrant# (2619-Parker Oil $400.25), (2620-APS $163.22), (2621-Frontier $130.74), (2622- A&B Supply $65.33), (2623-HughesNet $112.76), (2624-Growers Oil $241.65), (2625- United Fire $777.92), (2626-Carreer Styles $56.90), (2627- PMI $1,074.88), (2628-Davis Building $695.17), (2629-VFIS of Arizona $1,770.00) (2630-Fisher Wireless $145.94) Total $5,634.76 Clerk Anderson made a motion to approve payment of the consent agenda items totaling $5,634.76. Chairman Williams seconded the motion. Vote Aye 2 Nay 0, Motion carried. M. Shop Tool Order (Chief Novak): These tools are needed to furnish the maintenance guys with tools needed to maintain the equipment. The estimated costs are approximately $1,000. Clerk Anderson made a motion to approve the purchase of the tools not to exceed $1,000. V-Chairman Reffett seconded the motion. Vote Aye 3 Nay 0 Motion carried. N. Purchasing Upgraded Cardiac Monitor (Chief Novak): The existing cardiac care monitor we are using does not do several things we need to be able to with the new protocols coming out by the state. We can purchase a refurbished monitor for $8,300 with a $2,000 trade in for our existing one. A new one is about $36,000. This upgrade will allow us to provide additional care to patients. All of our existing batteries and accessories will work with the new machine. Clerk Anderson made a motion to approve the purchasing of a refurbished cardiac care monitor for $6,300. V-Chairman Reffett seconded the motion. Discussion followed. Vote Aye 3 Nay 0, Motion carried. O. Chief Novak purchasing old tool box from Fire District for $20: This is an old truck bed tool box that has been sitting outside the office for several years and it is not anticipated that it will be used on any of our vehicles. Clerk Anderson made a motion to approve the sell of the toolbox to Chief Novak. V-Chairman Reffett seconded the motion. Discussion followed. Vote Aye 2 Nay 0 Abstain 1, Motion carried. P. Chief Novak’s Residential Status: Chief Novak said he is in the process of moving his family to Yuma. The move will be completed by July 1. Chief Novak asked what the board would like from him as to his position. Chief Novak said he could give a minimum of 36 hours per month after the move. He wants what is best for the District. Discussion followed. It was the opinion of the board, we need a chief who is more available to the district and can keep an eye on the daily operations then he would be able to do from Yuma. The board would like to see John stay on in some form to assist the District in the selection of a new Chief and writing grants.
Due to V-Chairman Reffett need to leave the meeting at 7:45, Item Q was tabled until the June meeting. It was felt the complete board needed to be present before discussing personnel issues. Q. Personnel Issues: The Fire Department Board of Directors may vote to go into Executive Session (not open to the public), per ARS 38-431.03(A)(1): a. Follow-up from April Meeting: b. Personnel Performance issues:
NEW BUSINESS: None
board member comments: Chairman Williams thanked Chief Novak for his service to the Fire District.
set time and date of next meeting: Tuesday, June 11, 2013 Immediately following the public budget meeting at 5:00pm
ADJOURNMENT:7:59 pm
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