Golden Valley Fire District
3327 North Mayer Road, Golden Valley, AZ 86413
Meeting & Community Info
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MINUTES
MINUTES OF THE MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD HELD SEPTEMBER 12TH, 2007 AT 7:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWO CLASSROOM LOCATED AT 749 S. EGAR, GOLDEN VALLEY, AZ. 86413
Pursuant to A.R.S. § 38-431.02, notice is hereby given to the members of the Golden Valley Fire District and to the general public that the Golden Valley Fire District Governing Board held a meeting open to the public on September 12th, 2007 at 7:00
P.M. in the Golden Valley Fire Department Station Two Classroom located at 749 S Egar Road, Golden Valley, Arizona 86413
The Governing Board may, by motion and public majority vote, recess into executive session(s) to receive legal advice from the Board’s attorney(s) on any item contained in this agenda pursuant to A.R.S. § 38-431.03.A.3.
The MINUTES for the meetings are as follows:
1. Call to Order. Steve Galner, Chairman called the meeting to order at approximately 7:00 p.m.
2. Roll Call of Board Members. Vic Colvin, Steve Galner, Chairman, Marc Frederick, Clerk and Lucky Anderson were present. Brad Armey was not present.
Members of the Central Sacramento Valley Plan Committee are to be present to speak on agenda item.
3. Approval of Minutes:
a. Approve minutes from August 8th, 2007 regular meeting. Vic Colvin made the motion to approve the minutes, Lucky Anderson 2nd, all present in favor.
b. Approve minutes from August 16, 2007 special meeting. Vic Colvin made the motion to approve the minutes, Lucky Anderson 2nd, all present in favor.
4. Reports: Presentation, Discussion and Possible Action Re:
a. District Finance Report of the Golden Valley Fire District for the month of
August, 2007. Interim Chief Barboa advised the board that the revenues for August were $11,191.31 and the expenditures were $179,643.34.
b. Operations Report for the month of August, 2007. Interim Chief Barboa advised the board that we responded to 6 fire calls, 94 rescue and emergency calls, 16 service calls, 8 good intent calls, and 3 false alarms for a total of 127 calls for the month of August.
c. Administrative Report for the month of August, 2007
l. Copy of log tracking public requests for information with the exclusion of minutes and agendas. B. J. Kasso, Office Manager for the department advised the board that starting this month, they will be provided with a copy of the listing of requested information from the public. This listing will not include the agendas and minutes from the most resent meetings. This has been set in place because of the issues previously presented to the board.
d. Committee for the month of August, 2007
1. Strategic Plan (Presented by Captain Tony DeMaio, Chairman) Captain
Tony DeMaio was not present at this time. Item tabled until the arrival of Tony DeMaio.
5. Chief’s Report
The governing body may not propose, discuss, deliberate or take legal action on this matter unless the specific matter is properly noticed for legal action. Therefore, action taken as a result of the Chief’s report will be limited to directing staff to study the matter or scheduling the matter for further consideration and decision at a later date. A.R.S. 38-431.02.K. Interim Chief Barboa advised the board of the following items:
· Three personnel attended and passed their EMT refresher course at Mohave Community College.
· All three of our shifts have completed a walk through with Praxair. This was a mandatory tour of the chemical facility and the company’s emergency procedures.
· Six personnel attended State Fire School in Phoenix.
· OSHA Compliance Training will be held in Flagstaff on the 25th of this month and in Las Vegas on the 28th. We have employees attending both training sessions.
· Our Paramedic Program has passed State requirements and we are now a full training facility for EMS. We have the ability to train EMT’s all the way through Paramedics. Not many other fire departments in the county have this certification. The course has been set up to begin January 2008 and extend through April 2009. The classes will be held in this classroom and one of the instructors is present tonight. Firefighter John Molitor was introduced as the lead instructor for the course.
· The Strategic planning committee met August 27th, Captain Tony DeMaio will give a review of the meeting when he arrives tonight.
· Randy Osborn, Support Service Technician advised that all the engines are running great. He has done a front to back service of 4 vehicles this month. Steve Galner inquired if Randy’s approved equipment and tools had been purchased and Interim Chief Barboa advised that they were on order.
· We had to purchase 4 tires for Engine 22 because of a rescue call in the Oatman area. The rocky terrain damaged the tires while on a mutual aid call for a utility worker (Unisource). The employee was doing some surface work in the mountains and her ATV flipped over, trapping her. There were no other paramedics in the area resulting in our department being called. The patient was air evacuated out of the area. We are planning to bill Unisource for the tires.
On the advise of James Schoppmann of the County Attorney’s office, Steve Galner moved to Item 6,C,3. Possible vacancy on the Golden Valley Board due to a board member ceasing to be a resident of the district, pursuant to A.R.S. 38-291. Posting and publishing notice of vacancy to recruit potential interim board member. Steve Galner read a copy of the Resolution No 2007-05 regarding Brad Armey. The resolution states that the board member in question is believed to no longer be a resident of the Golden Valley Fire District as the department has been unable to contact him by phone (disconnected and the number reissued to another party) for over two weeks, he no longer resides at the last known address and has a bench warrant in regards to a criminal case after mail was returned to the courts. Brad Armey has not contacted the department in over two weeks. The Governing Board believes and determines the office of Board member held by Brad Armey is vacant pursuant to A.R.S. 38-291.
The resolution goes on the state that the board is authorized under A.R.S. 48-803 to fill such vacancy by the appointment of an interim member and shall post notice of the same. The board is authorized to appoint an interim member at the next regularly scheduled meeting.
Vic Colvin made the motion to accept and sign the resolution, James Schoppmann advised the board that they need to establish the belief that Brad Armey is no longer a resident. The fact that there is a bench warrant out should not be used as pending legal action, but is merely being used to establish the fact that the justice court system is also unable to establish residency. This is not being used to say he is guilty of any crime. Brad Armey has not been present since the July meeting. Vic Colvin made the motion again to accept and sign the resolution, Lucky Anderson 2nd, all present in favor. James Schoppmann advised the board that the article of notice is to be published and notice posted with the dead line for interested parties to apply being October 5, 2007. B. J. Kasso advised the board that Mr. McCarter (the retired fire chief from Texas) came into the office and updated his letter of interest. Board members were advised they could pick up all letters of interest on October 8, 2007.
At this point in the meeting, Steve Galner recognized Captain Tony DeMaio to give an update on the Strategic Plan committee meeting held on August 27, 2007. Tony DeMaio stated that he was only there to answer any questions regarding the plan submitted to the board a couple months ago. No questions were asked. Steve Galner advised that the needed board member would be appointed this evening.
6. Presentation, Discussion, Public Comment, and Possible Action Calendar:
A. Capital Purchase(s) none at this time
B. Old Business
1. Discussion and Possible Action Re: Possible appointment of sub-committee
members for the Strategic Plan Committee (tabled from Aug 8, 2007
meeting)
a. Plan for the Growth of Golden Valley Fire District
b. Vehicle Replacement
c. Board Member for Strategic Plan Committee
Marc Frederick made a motion to have Lucky Anderson sit all three subcommittees, Vic Colvin 2nd, all in favor. Steve Galner, Chairman of the Board will be the second board member on each committee.
2. Discussion and Possible Action Re: Construction of Golden Valley Fire District Fire Station 3, in Walnut Creek area, including research by Chief Barboa regarding estimates for building only and/or “Turn-key” construction. The Board may also put this project out to bid. (Tabled from August 8, 2007 meeting) Interim Chief Barboa presented the board with packets regarding the turnkey and building only costs. T.R. Orr had previously given us a quote for turn-key and it broke down into being $200.00 per square foot. Board members felt this was ridiculous. Barboa requested a committee be developed to research and put together a packet for the board for the next meeting. James Schoppmann advised that a committee was not required, that Interim Chief Barboa can direct staff to assist. Vic Colvin and Marc Frederick will meet with Chief Barboa and appointed staff to put together information and prices for the board next meeting. Steve Galner made a motion to table this item until next meeting. Vic Colvin advised that they should be able to put this out for bids next meeting and 2nd the motion, all in favor..
3. Discussion and Possible Action Re: Policy change regarding sick and
bereavement leave. (Tabled from Aug. 8, 2007 meeting)
The current sick leave policy states that the employee will not accrue sick leave until they have been employed one year. The proposed policy allows the employee to start accruing sick leave at the rate of 8 hours per month from date of employment. Probationary time is one year. Steve Galner stated he felt that all employees should receive the same benefits, so a new employee should start accruing from the first day of employment but not be eligible to take this paid time until the end of the probationary period of 12 months. Steve Galner made the motion to start accruing sick leave from date of employment but not eligible to use until after 12 months, Marc Frederick asked how much time can be accrued, and was advised unlimited. At the time of separation the employee will only be paid for unused sick leave for hours accrued between 360 and 720 hours. Marc Frederick 2nd the above motion by Steve Galner, all in favor.
James Schoppmann advised the board that the sick and bereavement leave were combined under the same agenda items because in the current policy manual, they are combined. The current bereavement policy states that the time would be deducted from an employee’s accrued sick or vacation time. The proposed policy would make this a separate benefit and all eligible employees would be entitled to 24 hours paid. Marc Frederick and Vic Colvin stated they did not feel an employee should be paid to attend a funeral. This was the general conscience of the remaining board resulting in continued discussion. The current policy is written in a questionable way and definitely needs clarification. Vic Colvin made a motion to remove the entire section regarding Bereavement (Section 3.6 Sick Leave, M: Bereavement thru R2: Funeral leave) from the policy manual and allow the time off to be compensated thru accrued sick or vacation time, Marc Frederick 2nd, all in favor. Because the bereavement policy is not accepted and the resolution was for the combination of sick and bereavement, Marc confirmed the motion previously made regarding the sick leave changes, Lucky Anderson 2nd, all in favor.
4. Discussion and Possible Action Re: Review and/or Revision of Golden Valley Fire District By-laws/Rules of Procedure for Board Meetings regarding agenda format and conduct of meetings. Steve Galner advised the board and the public that this came about because of the Public Commit forms and the call to the public and he feels that this gets out of hand and only one is required. James Schoppmann advised the board that legally you could have both or just one. There was discussion regarding limiting an individual to discussion on only one item on the agenda, the time limits involved and the open comments during Call to the Public. Marc Frederick stated that the last meeting got a little out of hand by the public on comments. Vic Colvin stated that he felt that the public should only be allowed to speak out on agenda items and not at the call to the public. Steve Galner questioned that if a member of the public had something to discuss or clarify, this could be addressed in Call to the Public and the board could determine if it should or could be placed on a future agenda. James Schoppmann advised the board that with the public comment form it was the board’s option to allow this comment. After more discussion, Marc Frederick made a motion to leave the agenda format as is, Vic Colvin 2nd, all in favor.
5. Discussion and Possible Action Re: Update on application/resumes received
for the Fire Chief position (Application Deadline is September 15, 2007) Schedule
special meeting(s) regarding reviewing, interviewing and/or hiring for fire chief
position.
B.J. Kasso advised the board that (11) eleven applications have been received, 3 are local residents of Golden Valley, 2 within the state of Arizona and the remaining are from various states. Steve Galner made a motion to have a special meeting within a week or two so the board has an opportunity to review applications. James Schoppmann advised the board that the office manager will have copies of the applications on
Monday the 17th and to be aware that the board only consists of 4 members at the current time. Does the board want to wait and include the fifth member in the hiring process or do they want to continue with 4 members. The new board member can be appointed at the October meeting. Marc Frederick recommended the board just go forward with the four members and get the chief’s position filled. B. J. Kasso advised the board that copies would be available on Monday so the board could review. Steve Galner stated that if they choose to continue with just the 4 member board, they can schedule a meeting next week and settle things this month, if they wait to have a full board (5) they will have to wait till the end of October. If they continue with a four member board, there is no tie-breaker. Marc Frederick made a motion that on the 17th B.J. has the copies ready and on the 20th (Thursday) to hold a special meeting at 7:00 pm at the classroom, to discuss, (James Schoppmann interrupted stating that they could discuss, review, and at that time the board could act and appoint, or schedule interviews) review, possibly interview or decide on this matter. This is a special open meeting and the board has the option to discuss qualifications of the applicants in executive session. The applicants must be notified in a timely fashion of the possible executive meeting. Marc Frederick made the motion again to have a special meeting with possible executive session to discuss, review and possibly interview applicants on the 20th of this month, Vic Colvin and Lucky Anderson 2nd, all in favor. Steve Galner confirmed that will be a special meeting on September 20th at 7:00 pm strictly concerning the hiring of the chief for the district.
6. Discussion and Possible Action Re: Review and update on the Wood Group
Power Solutions request for out of district service.
Interim Fire Chief Barboa advised the board that we received an e-mail from John Young expressing his gratitude and thank you for the contract but decided to go with another fire district.
7. Discussion and Possible Action Re: Revise/Amend Golden Valley Fire District’s By-laws regarding expenditures for maintenance or replacement of equipment. The board reviewed change of the by-laws regarding 9 & 10 of the Finance and Budget committee section. This pertains to the limits of expenditures for the chief. ($500.00 or more for capital purchases and $3,000.00 or more for maintenance or replacement) requiring prior board approval. Resolution 2007-04 verifies the wording and intentions of the board. B. J. Kasso advised the board the portion addressing the $3000.00 limit was previously in the chief’s contract and not addressed in the by-laws. Steve Galner made a motion to accept the resolution, Marc Frederick 2nd, all in favor.
8. Discussion and Possible Action Re: Discussion with Central Sacramento
Valley Plan Committee regarding possible land donation for additional
station, possible annexation into the District and any other points of interest
regarding the Central Sacramento area. Steve Galner advised the board and public
that Paul
Bekolay and Jim Kanelos were present to represent the committee.
A copy of a letter submitted to BLM by the committee requesting 25 acres for a
fire station, sheriff sub-station, library, community building, post office and
park was presented to the board. Paul Bekolay advised the board that Mr.
McClure (BLM representative) showed a favorable response to their request. This
property is right off Oatman Road and would be available to the department for a
training area. The area of interest is Area 14 off Oatman Road. This would
allow the Sacramento Valley to have a station within their boundaries. The area
in question covers from the rail road tracks on the other side of I-40, up to
and including Sitgreaves Pass, Aquarius and about 2 miles from the prison, which
includes approximately 500 residents. James Schoppmann explained the annexation
process and advised the committee to approach this in sections. All property
owners (not just residents) have the option to vote on annexation. He also
advised the board that because of all the vacant land in the subject area, it
might not be to the departments advantage to annex. The committee for the
Central Sacramento Valley misunderstood the procedures for annexation and fire
service in regards to Station 3, stating they thought this station would bring
their ISO rating down and entitle them to the same fire services as the
district. Steve Galner advised the committee that a station in their area was
unfortunately about 5th in line as the department was concentrating on getting
Station 3 (Walnut Creek) built and operational and then will be concentrating on
getting another station up and running in the Northern area (SoHi area) of the
current district. Marc Frederick inquired of a total volunteer station, Interim
Fire Chief Barboa advised that we currently do not have the volunteer manpower
and would have to check on if the ISO rating would change with the volunteer
station. This could be a possible alternative fire service within that area.
We currently have the equipment.
9. Discussion and Possible Action Re: Adoption of Golden Valley Fire
District fee schedule for fire, medical, and other services, pursuant to
A.R.S. 48-805.
Interim Chief Barboa advised the board that these are the fees agreed upon at the last meeting, and the Resolution #2007-03 is for confirmation. This resolution must be filed and recorded with the county. The fees for out of district services are based on the current Arizona State Land Department contract and are subject to change. Steve Galner made a motion to adopt the resolution, Marc Frederick 2nd, all in favor.
C. New Business
1. Discussion and Possible Action Re: Vacation leave policy, including
how and when vacation leave accrues and can be used. James Shoppmann advised the board that questions were asked regarding the use of vacation time. B. J. Kasso explained the current policy as being: Time is accrued from date of employment but not eligible to take this time until the end of probation period of 12 months. Marc Frederick made a motion to leave the current policy in place, Vic Colvin 2nd, Steve Galner asked if there was a limit on how many days can be taken by an employee in a year, B. J. Kasso advised the board that a total of 240 hours could be accumulated but if this time is not taken (encourages vacations to be taken) the employee is subject to lose any hours accumulated over that figure. James Schoppmann reconfirmed that the time is lost if the employee leaves the department before the end of his/her probationary period.
2. Discussion and Possible Action Re: Schedule an Open Meeting Law refresher course for new and existing board members. James Schoppmann advised Steve Galner and the remaining board members that this is a result of the Attorney General’s letter (along with his requirement to attend the board meetings for one year). Each time there is a change is the board, a refresher course is required. Steve Galner made a motion to table this meeting until after the vacant seat on the board is filled, Marc Frederick 2nd, all in favor
3. Discussion and Possible Action Re: Possible vacancy on the Golden
Valley Board due to a board member ceasing to be a resident of the district, pursuant to A.R.S. 38-291. Posting and publishing notice of vacancy to recruit potential interim board member. This was discussed and acted on earlier in the meeting.
7. Correspondence:
Thank you card received August 13, 2007 from Michael Wilson
to Golden Valley Fire Department members regarding EMS call of August 11, 2007. (C shift) Steve Galner requested of B. J. Kasso to read the Thank you. The EMS call was on C Shift with Captain Cunningham being in charge. The board was notified that all Thank you’s are posted in the Station’s for the personnel.
8. Board Member Comments: Discussion and possible action re: agendizing
future new business, committee, special, workshop meetings, and any
other matter deemed necessary for consideration. No requests at this time.
9. Call to the Public:
This is the time for the public to comment. Persons must first be recognized by the Chair and state their name, address and phone number for matter of record. Members of the Board may not discuss items that are not on the agenda. Therefore, action taken as a result of public comment will be limited to directing staff to study the matter or scheduling the matter for further consideration and decision at a later date. No comments at this time.
10. Adjournment: Steve Galner made a motion to adjourn the meeting at approximately 8:24
p.m., Vic Colvin 2nd, all in favor.
Prepared by: ____________________ Date _________________
Supporting documentation and background material for agenda items may be reviewed in the Golden Valley Fire District Administrative Building located at 3327 Mayer Road, Golden Valley, Arizona.
The Golden Valley Fire District endeavors to ensure accessibility of all its programs, facilities and services to all persons with disabilities. If you need an accommodation, please contact the District at 928-565-3479. Please make any request for accommodations as early as possible.