GOLDEN VALLEY FIRE DISTRICT

Golden Valley Fire District

Mohave County, Arizona

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Meeting Agenda 7-14-10

NOTICE AND AGENDA OF A MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD TO BE HELD JULY 14, 2010 AT 6:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWELVE CLASSROOM LOCATED AT 749 S. EGAR ROAD, 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 will hold a meeting open to the public on July 14, 2010 at 6:00 P.M. in the Golden Valley Fire Department Station Twelve 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.

Members of the Board of Directors will attend either in person or by telephone conference call.

The AGENDA for the meeting is as follows:

1. Call to Order.

2. Roll Call of Board Members.

Presentation by a representative of the Arizona State Prison

Introduction of new hire Gustavo Alvarez.

3. Approval of Minutes:

a. Approve minutes from June 16, 2010 public hearing & regular meeting.

4. Reports: Presentation, Discussion and Possible Action Re:

a. District Finances Report of the Golden Valley Fire District for the month of June 2010.

b. Operations Report for the month of June 2010.

c. Administrative Report for the month of June 2010.

i. Election resolution

ii. 2009-10 Revenue Report

d. Grant update

i. CDBG (Community Development Block Grant) Water Tender for Station 13

ii. RFA & VFA Grants for Truck and Skid Pump

iii. Open discussion on future grants

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

6. Presentation, Discussion, and Possible Action Calendar:

A. Purchase(s) Requesting approval on the following:

i. Three HeartStart MRx Monitor/Defibrillators and additional needed accessories/supplies. (Estimate from Enerspect Medical Solutions for $102,413.37)

ii. Slidepole for Station #13 to replace slide: Model prices from McIntire Brass Works, Inc. as listed: Model #20 - $17,400.00, Model #22 - $28,000.00 and Model #21 - $40,300.00 (These prices do not include installation or freight.)

B. Old Business

i. Discussion and Possible Action Re: A number of employees use tobacco products. Board to discuss possible incentives for employees participating in a wellness program. (Tabled from May 12, 2010 meeting)

ii. Discussion and Possible Action Re: Results of land research for Station #14. (Mineral Park Corridor)

C. New Business

i. Discussion and Possible Action Re: Requesting Board approval of proposed payscale to enable department to become comparable to other departments.

ii. Discussion and Possible Action Re: Board to consider purchase of two staff vehicles.

iii. Discussion and Possible Action Re: Board to consider ways the department can assist the Golden Valley CERT team (Community Emergency Response Team) in acquiring needed supplies and equipment.

iv. Board of Directors may vote to go into Executive Session pursuant to A.R.S. § 38-431.03(A)(1) for personnel matters: to review Employment Agreement/Contract for Chief position.

v. Discussion and Possible Action Re: Review and possibly accept Employment Agreement/Contract for Chief Hewitt.

vi. Discussion and Possible Action Re: Review and possible approval to purchase a secondary voice recorder to replace current cassette recorder as backup for meetings.

7. Correspondence

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.

9. Call to the Public:

10. Adjournment:

Agenda prepared by: FAYE MORCOM Date: 7-13-10 Time: 10:30 AM

Agenda posted by: Date: Time:

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.

Board Meeting Minutes for 6-16-10

MINUTES OF A PUBLIC HEARING AND REGULAR MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD HELD JUNE 16, 2010 AT 7:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWELVE CLASSROOM LOCATED AT 749 S. EGAR ROAD, 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 and public hearing open to the public on June 16, 2010 at 7:00 P.M. in the Golden Valley Fire Department Station Twelve Classroom located at 749 S. Egar Road, Golden Valley, Arizona 86413.

Members of the Board of Directors will attend either in person or by telephone conference call.

The MINUTES for the meeting are follows:

1. Call to Order. Chairman Marc Frederick called the meeting to order at approximately 7:00 pm.

2. Roll Call of Board Members. Members present were Marc Frederick, Bill McCarter, Barbara Samaniego, Curt Hardy and Jim Kanelos.

3. Approval of Minutes:

a. Approve minutes from May 12, 2010 regular meeting. Mr. McCarter made a motion to approve the minutes as written, Jim Kanelos 2^nd, all in favor. Motion carried.

4. Reports: Presentation, Discussion and Possible Action Re:

a. District Finances Report of the Golden Valley Fire District for the month of May 2010. Ms. Kasso reported revenues for the month of May were $278,175.18 and expenditures were $279,264.04.

b. Operations Report for the month of May 2010. Chief Hewitt advised we had 6 fires, 116 rescue & Emergency medical calls, 36 service call, 10 good intent calls and 8 false alarms for a total of 176 calls.

c. Administrative Report for the month of May 2010.

i. Adjustment to line item: telephone/TV – Budget 2010-2011

Ms. Kasso explained after review she and Chief Hewitt felt there needed to be another $10,000.00 in telephone, so she would like to take the $10,000.00 out of the contingency fund and add it to the telephone/utility line item. We’d like the Board to consider those changes before the budget is presented in the hearing. Utilities and Communications would be up to $44,000.00 decreasing the Administration by $10,000.00 which would be taken out of the contingency fund. Mr. Frederick made a motion to approve the line item adjustment as BJ stated it, Mr. McCarter 2^nd, all in favor. Motion carried.

ii. Annual audit agreement for fiscal year ending June 30, 2010 to be signed by Board of Directors if terms are agreeable.

Ms. Kasso stated each year before we have our audit they send us an annual audit agreement where we agree to open our books to the auditor as far as providing any additional information they may need. If we’re going to stay with the same auditor she will need the agreement signed by the Chairman of the Board. Mr. Frederick made a motion to sign the agreement with the same audit firm as previous, Mr. McCarter 2^nd. Mr. Hardy asked if this is open for bid. Ms. Kasso stated we had the same auditor for seven years except for last year he merged with another company. Ms. Samaniego asked if they allowed self audits at a reduced rate. They still monitor everything that you do at a lesser cost, they may not have offered that but there is a possibility they would allow it. Ms. Kasso stated she would check into it and also the auditor said they would conduct the audit for the same cost as last year excluding the extra charges. All in favor. Motion carried.

iii. Letter of credit through Wells Fargo Bank. Ms. Kasso stated the County went with a three year contract with Wells Fargo, they moved it from Chase where we had a line of credit of $65,000.00 she believes Wells Fargo is going to be $75,000.00. She will need that signed by all the Board members in order for them to process the paper work. Mr. Frederick made a motion to sign the letter of credit through Wells Fargo Bank, Mr. McCarter 2^nd, all in favor. Motion carried.

d. Grant update

i. CDBG Water Tender

Chief O’Donohue stated the grant we received with Mohave County to purchase the Water Tender has stalled because the manufacturer claimed Chapter 7 bankruptcy. Mohave County sought legal assistance to resolve this issue to make sure we didn’t lose out on the money. First and foremost we are not going to lose our $80,000.00 that we have going toward this if the funding does fail. All the processes in place are trying to make sure that this does not happen. The latest from Mohave County Procurement is they have defined very specific steps to make sure that they are going to be able to meet the needs and the deadlines for this grant, if they don’t there’s going to be a fallback position for them, there should be enough time to get another tender from a different vendor. A letter to Wolverine outlines that they will have funding no later than June 15^th by 5:00 pm, they have to notify Mohave County if they have it. Once that is established Wolverine, the vendor, has no more than 10 days to begin the actual manufacturing of the unit. Once they begin manufacturing they have no more than 30 days to complete this unit, ours will go to the front of the line, no excuses. It has to meet the criteria of the original grant; any deviations from these conditions have to be approved by the County Procurement Office and by us. As he finds out more he will keep the Board informed. Mr. Kanelos asked about procuring the demo instead of having one built. Chief O’Donohue stated that is the fallback. Ms. Samaniego asked if it will have all the things it’s supposed to have, with a warranty. Chief O’Donohue stated the demo would have a full warranty starting from day of delivery; also the bugs would already be worked out of it. No action taken.

ii. VFA – Truck, GVFD 36/20.

iii. RFA – Skid Pump, GVFD 24/20

Chief Hewitt stated we’ll know more by October-November.

iv. Open discussion on future grants. No other discussion at this time.

e. Energy Report

Mr. Hardy stated he narrowed his search down to the local area, the people who have on site. The system he has is a 2.4 and for the last 30 days it has pumped out 700 kilowatts. The In-Phase which is the inverter that goes directly on the panel itself is getting some bad marks; it’s a fairly new design. He is not too excited about the In-Phase and believes it would behoove the department to look into it further. He receives a magazine called Home Power that he uses quite often and is going to make a subscription donation to the department. DeVault was asked to look at a shelter at Station 11 with panels and will have something back to us in the next few days.

5. Chief’s Report

Chief Hewitt gave his reports as follows:

1. Chief’s Dell laptop computers came in and are powerful. They work fantastic for everything we do from video editing to power points to press releases. They came in at well under $5,000.00.

2. Prison update: We had a meeting with the prison today, they were very optimistic. We discussed everything from how many inmates they have, they have 2500. 2000 of those inmates are low security, non violent, no sex offenses and can be used as we see fit at 50¢ an hour. Out of the 2000 inmates 66% or 2/3 for a total of around 1500 inmates are at our disposal, they have every skill that you can imagine. We use our personnel to supervise the prisoners. We would have to go through a 4 or 5 hour course to become inmate supervisors and that’s an annual course. The prisoners have to meet specific criteria in order to be allowed off the property, once they meet that criteria they have to be incredibly low risk. They have to have less than 5 years left in the system to have the privilege of coming off the premise and earn 50¢ an hour. The prison would be held responsible for the inmates as far as liability. They are more than excited in having a working relationship with the Fire Department.

3. Granted Water Tender update: Chief O’Donohue (see above item 4di)

4. Griffith Energy update: Chief O’Donohue stated a facility like that presents a real and distinct danger because it’s Industry and because it’s a gas powered plant producing energy from steam. We’ve talked to them in the past about coming into the district and there’s been some resistance to that because of the price tag of approximately $793,000.00 in taxes due to the Fire District alone. He’s been talking to them and has reminded them that the most effective method of protecting their employees and their facility is by utilizing a professional fire service. Their insurance provider will attest that the professional department does regular training, has adequate water sources and has a reliable 911 dispatch, those are three of the key factors that help keep the insurance rates down. The closest 24 hour Paramedic services are also provided by Golden Valley Fire. We also utilize pre-arranged mutual aid agreements with surrounding fire agencies to assist when additional resources are necessary. They have an unconfirmed ISO rating of about 10; 10 being the worst and 1 being the best. They need quality fire protection to protect this investment with nearly 30 full time employees. He is putting together a proposal for them to consider that would protect our environment, their investment and the economic impact to the plants and community if it were destroyed and save jobs. Also provides incentive to Griffith Energy to sign an agreement with the fire district, reducing their insurance policy, and provide an additional fire station and fire engine and put in place our ability to move forward with a resident program which would be part of our ongoing strategic plan. This is with no actual out of pocket cost or significantly reduced expenses.

5. Fire trucks Unlimited High Pressure Pump update. The fire pump is still being used as a demo and we’re going to be getting that in 2-3 weeks.

6. OSHA Inspections: Chiefs to work with Barbara Samaniego. Ms. Samaniego spoke with a consultant in Phoenix she was assured that a consultant would call Faye and come out for free.

7. AFDA Convention July 8-11. BJ and Chief to attend. Classes on strategic planning, levy limits, chief’s contracts, ethics, team building, leadership, etc. This is open to the Board as well.

8. Generators update: Transfer and Cutoff switch in at Station #13. The project should be done by next week.

9. Tripping hazard pony cord at Station #13 to be placed in conduit. This is not only a trip hazard; it is a violation of the Fire Code. Mr. Colvin stated that he will take care of it tomorrow.

10. Group Insurance update: NACFD and Kingman Fire said they had a group policy that would save us $100,000.00 a year so that set off a lot of legal challenges and checking into the IGA; since then they had so many claims on their insurance that $100,000.00 savings turned into a $6,000.00 savings. Christian with this insurance group has been tasked to try to work up a quote, so it’s on hold.

11. Kingman Daily Miner: Erin Taylor has become a huge asset to our Fire Department with posting our news releases as fast as we can send them to her.

12. In a multi-agency event we need to know which Firefighters are ours, so we will be labeling our jackets soon.

13. We spent significant funds on a Chief’s truck, this is a Dodge 1 ton capable of towing the HazMat trailer when nothing else is available and becomes another part of the response.

14. We have moved the shed from Station 11 to Station 12. It cost $750.00 to move it and we will eventually have a live burn drill with it.

15. Executive Fire Officers Development Program: Chief will be gone August 23^rd through September 3^rd and that’s at the National Fire Academy in Pittsburg, Maryland; its invaluable training for Chief level officers.

16. Chief Rudy Barboa was given his award paid for by the members of this department, and it was graciously accepted.

17. Uniform Inventory: We’re changing the process of our uniform system. The process will be a much more efficient process with a point of contact being Faye with Captain Cunningham’s help. We will probably end up buying a new shed as a uniform store in the back of our admin. building. The first bid to refurbish the old shed came in at $6,000.00 to put new door jams in and weatherproof it and the second one basically to pay for materials approached the cost of a new shed.

18. Putting a window in Chief O’Donohue’s office.

19. Thank you to the Board for the new air conditioner in the Admin. Office.

20. Youtube: Chief showed a video on Attack 125 edited by Chad Lewis; he’s our lead on this project.

21. John Molitor-Medical Training: John gave a short presentation encompassing 17 months of EMS training based on the DOT curriculum.

22. Safety Fair: Boyd Lewis put together the Safety Fair along with several other agency participants. The fair is scheduled for June 26^th from 10:00 am to 2:00 pm. at the Medical Center across from the Maverick store.

23. Website: Chief Hewitt explained and demonstrated some of what our new website is capable of.

If there is anything you would like to see illustrated for a Board meeting discussion please let the Chief know.

6. Presentation, Discussion, and Possible Action Calendar:

A. Purchase(s): None at this time.

B. Old Business

i. Discussion and Information only Re: Court Hearing of May 19, 2010. Mr. Frederick stated he had a court date on May 19^th which dates back to last September; he was accused by two of our firefighters of assaulting them. We went to court on the 19^th and the ruling from the judge was a summary judgment in behalf of defense. Basically the prosecution’s case had no merit and the case was discharged at that time by the judge.

ii. Discussion and Possible Action Re: Request permission from the Board to contact Attorney regarding possible disciplinary actions. Mr. Frederick requested permission to talk to our Attorney about said disciplinary actions. It was a little over six years of his life that could have been at stake in this particular instance when there are two assault charges and two disorderly conduct charges, he takes that seriously. He thinks the people involved in it made a mistake and believes actions require reaction; with that he is requesting the Boards permission to discuss with our Attorney possible disciplinary actions in this particular instance. Mr. Hardy made a motion to give Mr. Frederick permission to contact the Attorney regarding disciplinary action, Ms. Samaniego 2^nd, all in favor. Motion carried.

iii. Discussion and Information only Re: Complaint filed with Attorney General’s office. Mr. Frederick stated that he has forwarded information to the Attorney General’s Office regarding possible financial improprieties; a particular Board member incurring costs that were not authorized. The Attorney General’s Office are relatively slow and he may be off the Board by the time they respond so he would like to make the Board aware that could come about in the next few months. No action taken.

iv. Discussion and Possible Action Re: Accepting/adopting Health Metrics Task Performance Test for use within the department. Chief Hewitt explained the fire service is gravitating towards a Task Performance Test, a Job Task Analysis, which means a fire department hires a company like Health Metrics who have done over 130 Job Task Analysis that crank out a Task Performance Test that is specific to the job of a firefighter. They start by having a kick off meeting, a site visit, survey the incumbents; a very good task performance test can be used three-fold. It can be used as an oncoming test, incumbent testing and return to duty. This test costs about $16,000.00 to validate and make legally defensible and also gives expert witness support. Mr. Hardy asked if there were other companies that do the same thing for less than $16,000.00. Chief Hewitt stated he has not run across a company that can say they’ve designed 130 plus Task Performance Tests. The start date would be within four to six weeks if approved. The test should be valid for ten years. Mr. Frederick made a motion that we hire Health Metrics to perform the TPT job analysis along with assistance from Ms. Samaniego to look over the contract as the Boards representative to look after our interests, Mr. Kanelos 2^nd, all in favor. Motion carried.

BOARD TO RECESS FOR PUBLIC HEARING REGARDING 2010-2011 BUDGET

Mr. Frederick stated this is his last year on the Board and thinks it’s important that he can bring some information as to where we’ve been, where we are, and where we’re headed with our budget. He then referred to a budget graph starting with 2006-07 budget at $48,256,443.00 and increasing to $161,485,514.00 in 2009-10 budget then dropping to $125,159,205.00 in the projected 2010-11 budget year due to the devaluation of the economy. It’s important to let the citizens know that their tax dollars are being well spent. Chief Hewitt stated we operate on a two year lag, so the 2011-12 is what our property is valued at now and it’s prudent that we tell the citizens what a ¼ percent adds, which is approximately a half million dollars. A lot of Districts have maxed out their levies and are in deep financial trouble. Mr. Frederick stated if you look back over the years for expenditures we’ve bought three new trucks, built a station, we’ve modernized all our facilities in the last couple of months we’ve purchased generators for two stations and we’ve paid for everything up front, we have not gone back to the taxpaying public asking for more money. Over the next couple of years our income is going to drop dramatically compared to what it’s been in the last two years. So we’re going to use monies that we’ve held last year and this year to put forward for progress to this community and prepare for the future. Mr. Frederick went over the anticipated Capitol Improvement, major expenses and needs within the next two years which include; new cardiac monitors, dispatch, ambulance, possible Station #14, VFA/RFA matching brush grant for a projected total of $1,460,000.00. Mr. Frederick welcomed any comments from the public regarding the proposed 2010-2011 budget. Mr. McCarter stated the public should know our maximum levy is 3.25% and we are well below that at 2.5% and we would like to stay there. Mr. Frederick stated the monies we’re talking about spending in the near future are monies that we have in the bank today. No comments were made from the public. Mr. Frederick made a motion to adjourn from the public hearing and return to the regular board meeting, Mr. McCarter, 2^nd, all in favor. Motion carried.

C. New Business

i. Discussion and Possible Action Re: Board to consider changing start time of meetings. Ms. Samaniego made a motion to change the start time of the meetings to 6:00 p.m., Mr. McCarter 2^nd, all in favor. Motion carried.

ii. Discussion and Possible Action Re: Research cost and location of future Fire Station#14.

Mr. Frederick stated this has been discussed previously and thinks the location should be North in the area of Hwy. 93 and the Mineral Park area; it’s important to move forward with it. Mr. Frederick made a motion to ask staff to proceed with research and make locating property a priority that would be suitable, as well as researching the cost of a facility and getting back to the Board as soon as possible with figures. Chief Hewitt stated the location of Station #14 would directly affect the ISO rating of residents in that area, whereas if their rating was a ten previously it would then drop to a five if they are within five road miles of the Station. Mr. Frederick made the above motion to direct staff to investigate Station #14 location, cost of building, time to build, everything involved with getting a fourth station and where it should be placed, Ms. Samaniego 2^nd, all in favor. Motion carried.

iii. Discussion and Possible Action Re: Board approval of 2010-2011 budget.

Mr. Frederick made a motion to pass the budget as stated, Mr. McCarter 2^nd, all in favor. Motion carried.

iv. Discussion and Possible Action Re: Board approval of Chain of Command structure.

Chief Hewitt explained the proposed chain of command; the Captains report to the Assistant Chief, Support Services, Administrative Assistant, Comptroller and the Assistant Chief report to the Chief, the CERT, Volunteers and POC’s report to the Assistant Chief. Mr. McCarter made a motion to approve the Chain of Command, Mr. Frederick 2^nd, all in favor. Mr. Hardy asked if this was effective immediately, yes it is. Motion carried.

v. Discussion and Possible Action Re: Approval of new logo design. Chief O’Donohue stated that the logo has been several peoples idea not just one and it reflects what we are and what we do. If this is approved by the Board this is what we would use on our apparatus doors and our letterhead and will become known as our brand. Mr. Frederick made a motion to approve the logo and Ms. Samaniego will assist staff in getting our vehicles recognizable with the new logo, Mr. Hardy 2^nd, all in favor. Motion carried.

vi. Discussion and Possible Action Re: Line item transfers to 2009-2010 budget.

Ms. Kasso explained this is for the current budget and if you look at it, because of various reasons there are some items that we have gone over in as far as our line item budget. In the proposed budget column these are the monies that she would like to transfer from one line item to another and it’s a total of about $33,000.00. Mr. McCarter made a motion to approve the line item transfers, Mr. Frederick 2^nd, all in favor. Motion carried.

vii. Discussion and Possible Action Re: Consider installation of Fire pole inside Station #13 to replace slide. Mr. McCarter stated he thinks this is a must that we install a pole. He was against putting the slide in and has been down the stairs and thinks that they are a safety hazard. Ms. Samaniego stated she went over to Station 13 to look and did some research and said there is a tradition with having a pole but there are also safety issues. She did some homework on Workers Comp claims and discovered there were just as many pole incidents as there were stair incidents. Ms. Samaniego made a motion to allow her to research the feasibility of a fire pole at Station 13, Mr. Frederick 2^nd, all in favor. Motion carried.

7. Correspondence

Letter from Chief O’Donohue to Captain Martin, Engineer’s Weber and Dunn, Firefighter’s Cole and Fox and POC Paramedic Dixon regarding a job well done on emergency call.

Mr. Frederick read the letter as it was written. No action taken.

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.

None 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 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. There were no public comments.

10. Adjournment: Mr. Frederick made a motion to adjourn at approximately 9:20 p.m., Mr. McCarter 2^nd, all in favor. Meeting adjourned.

Minutes prepared by: Faye Morcom Date: 6/18/2010

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.

MAY 12, 2010 MEETING

MINUTES OF A MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD HELD MAY 12, 2010 AT 7:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWELVE CLASSROOM LOCATED AT 749 S. EGAR ROAD, 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 May 12, 2010 at 7:00 P.M. in the Golden Valley Fire Department Station Twelve Classroom located at 749 S. Egar Road, Golden Valley, Arizona 86413.

Members of the Board of Directors will attend either in person or by telephone conference call.

The MINUTES for the meeting are as follows:

1. Call to Order. Marc Frederick called the meeting to order at approximately 7:05 pm.

2. Roll Call of Board Members. Members present were Marc Frederick, Bill McCarter, Jim Kanelos, Barbara Samaniego and Curt Hardy.

Chief Hewitt introduced new hire Firefighter Joseph Alberga from Michigan. Chief Hewitt stated Golden Valley is fortunate to have such talent as Joe interested in living and working here.

Presentation by Ken DeVault from DeVault Electric, Inc. on solar energy. Chief Hewitt stated in preparation for the assembly for the Committee he wanted to make sure the return on investment was feasible. If we can’t get back the entire investment in ten years he doesn’t think that it’s very feasible to go on with further investigation of solar energy for the fire stations.

Ken DeVault opened his presentation by stating solar is going to be a very viable asset for the Fire Department, a few years back solar was not an option due to the expense. Keeping the return on investment under ten years is very difficult to do as the department is not tax exempt. A major portion that makes it affordable is the tax credits, nearly 30% of the cost. The criteria we have to hit in order to maximize the rebate with Unisource is; it has to be South facing, it has to be a minimum of 20 degrees tilt to the sun in order to maximize the production. So at each site there are varying factors that have to be taken into consideration; Station 13 may be a problem due to the communication tower being on the South side of the building shading it. The utility rebate is $2.50 per DC watt of the system; this particular system is 9680 watts. It should almost cover 82% of the usage. For this particular site we are proposing a shade structure, parking structure; criteria asked for. That is a turnkey complete system, the price includes permitting, engineering, essentially you say go, eight to twelve weeks you have a fully functional operating system. The total dollar amount of that job, before any tax credits or rebates are applied is $50,529.00 for the Administrative Office. Unisource pay back is $24,200.00 issued approximately 30-45 days from installation with a ten year return. He has also been working on securing a grant to help aid in funding. Mr. DeVault concluded his presentation.

Presentation by Jeremiah Myers with Tri State Solar and Wind Corp. on solar energy. Mr. Myers introduced himself as the sales representative for Tri State Solar and Wind and also introduced Richard Solinson, owner of Tri State Solar and owner of Solinson Construction. All of the equipment meets the American Recovery and Reinvestment Act in order to qualify for grants. The panels are 225 watt and are warranted for 25 years; that is an output guarantee that in 25 years they will output 80%. It is strongly encouraged to go with the micro inversion system; it is 10-15% more efficient in converting DC into AC and is warranted for 15 years. With the inverter it allows you to monitor and track your production in terms of what you make on a monthly basis in real time. A year of monitoring is included by Inphase, which allows Inphase to monitor production of each panel, so if one panel isn’t producing an email notification will be sent out so that we can come out to fix it. We are looking at a 5% return on investment within 11-17 years. This proposal is good until the end of July and includes parking shade structure. Mr. Myers and Mr. Solinson concluded their presentation.

Mr. Frederick asked if Mr. Hardy would continue with the investigation into Solar Energy. If any other Board members would like to assist please contact Mr. Hardy. Mr. Hardy agreed with the assistance of the Chief. Mr. Frederick made a motion to appoint Mr. Hardy investigator of solar energy, Mr. McCarter 2^nd, all in favor. Motion carried.

3. Approval of Minutes:

a. Approve minutes from April 21, 2010 Open Meeting Law workshop. Mr. Hardy made a motion to accept the minutes as written, Mr. McCarter 2^nd. All in favor. Motion carried.

b. Approve minutes from April 21, 2010 regular meeting. Mr. Frederick made a motion to accept the minutes as written, Mr. McCarter 2^nd. All in favor. Motion carried.

4. Reports: Presentation, Discussion and Possible Action Re:

a. District Finances Report of the Golden Valley Fire District for the month of April 2010. Ms. Kasso advised the revenues for April were $552,734.48 and the expenditures were $198,488.42.

b. Operations Report for the month of April 2010. Chief Hewitt advised there were 7 fire calls, 91

rescue & emergency medical calls, 32 service calls, 3 good intent calls and 8 false alarms for a total of 141 calls.

5. Chief’s Report

Chief Hewitt’s report is as follows:

- State of the Department report. Operation readiness, daily fitness training.

Fitness Coordinator course was held May 4-8^th

Response time: Annually on average was 12 minutes, the month of March was 8 minutes.

Mapping and programs – GPS $700.00 - $800.00. Chief O’Donohue is also working with the County on mapping.

Control measures – inventory

EMS training – in house

MCSO, River Medical & Sheriffs discussing dispatching improvements. NFPA 1710 EMS response standard is 4 minutes 90% of the time.

Morale-formal employee recognition program coming. Chief Hewitt will bring some pay parity issues to Board.

Organizational Chain of Command

- Attaboy letter from Trish Ford of Arizona Youth Partnership. We are represented well.

- Thank you to Engineer Dunn, Firefighter Fox POC Matt Mesa and Randy Osborn removed the slide from Station 13.

- The culvert at Station 13 completed today, waiting on final inspection. . . tomorrow.

- The Administrative building refurbishment is almost complete; they still have to install the base coving. C-Shift helped with moving and were instrumental.

- Website beta test site is gvfdazaz.com

- The new logo is up on website for comment.

- Chamber of Commerce Earth Day: Captain Cunningham reported there were a lot of vendors and politicians present.

- Laptop computers for the Assistant Chief and Chief have been ordered.

- Training is realistic, verifiable and ongoing. 18 month circular program has been developed by the Captains and is being reviewed.

- Continue to chase down contracts: Griffith Energy, Black Mountain and others.

- Covering Mineral Park: We are in the process of reviewing which Mineral Park parcels are taxed and which ones are not.

- Still investigating joint insurance through our Attorney and neighboring departments.

- Certified Fitness Coordinator class finished up May 7^th

- In the process of writing Task Performance test and Policy-treadmill has been ordered

- Chiefs continue policy review and rewrite

- Dispatch QA meetings with both Sheriff’s Office and River Dispatch

- On call status: AC and Chief one week at a time. Emphasis on press releases.

- County Board of Supervisors is making a transition from JP Morgan Chase Bank to Wells Fargo Bank. Line of credit.

- Election: 2 Board members terms will be up in December. Letter requirements/notifications and Election Committee-ongoing correspondence

6. Presentation, Discussion, and Possible Action Calendar:

A. Purchase(s) Requesting approval on the following:

i. Back-up generators for Station’s 12 and 13 – estimate received from Golden Valley Electric – approximately $80,000.00. Chief Hewitt stated installation of generators in Fire Stations is a pressing issue, much care and planning went into bid to make sure equipment met need. Mr. Frederick explained that this generator is slightly used by a company here locally. The first unit is a diesel powered unit, and 80kw and portable if needed; it has four or five extension cords and support boxes that come with it and will be set at Station 13. If we ever had to set up multiple people out here these are items you would have to have. The second unit is a 100kw also diesel, this unit will be for Station 12. Mr. Colvin stated his bid includes electrical corrections/repairs at Station 13 to bring it up to code. Ms. Samaniego asked if all Firefighters were trained on lockout tag-out procedures. Mr. Frederick said no, as we have nothing like that in our arsenal at the present time, but he believes it’s something that the Chief’s would make sure that it was handled in an expeditious manner. Mr. Frederick stated the only thing that is not on the bid is diesel fuel storage tanks and would like to table that portion until next month. Mr. Frederick made a motion to accept Golden Valley Electrics bid to install the two generators, turnkey to the Department for $77,326.00, Mr. Hardy 2^nd, all in favor. Motion carried. Mr. Colvin added it would take him less than 60 days for completion and would like $8000.00 up front to start.

ii Air conditioner and adequate ducting for Admin. Office – estimates received from Route 66 Heating & Air Conditioning – ranging from $5,000.00 to $5,500.00 depending on SEER.

Ambient Edge – ranging from $4,300.00 to $4,900.00 (bids do not include any duct work) Chief Hewitt stated that he was not sure if the ducts needed work. After further discussion on cost and what SEER size is best for the office, Mr. Frederick made a motion to authorize the Chiefs to spend up to $5,500.00 for the installation of the air conditioner and have them do research on which company to go with, Ms. Samaniego 2^nd, all in favor. Motion carried.

iii. 2010 Dodge ¾ or 1 ton crew cab 4x4 – Avondale Dodge $42,000.00 plus dealer prep, tax/license, etc. Martin Swanty – $46,475.00 plus dealer prep, tax/license, etc. Board open to discuss alternate purchase.

(Graphics (Chevron), lights, radios and other needed accessories to total approximately $20,000.00)

This item was discussed later in the meeting along with item 6Bviii.

B. Old Business

i. Discussion and Possible Action Re: Energy assessment report from Paul Genereux with ACE. Mr. Frederick made a motion to remove this item from the agenda, Mr. McCarter 2^nd, all in favor. Motion carried.

ii. Discussion and Possible Action Re: Review inventory list of the Emergency Medical supplies purchased by department. Ms. Samaniego stated that she got together with BJ, they went through everything and it looks like they have it to where it’s controllable and she was happy with that and believes it can be removed from the agenda. No action taken.

iii. Discussion and Possible Action Re: A number of employees use tobacco products.

Board to discuss possible incentives for employees participating in a wellness program. Chief Hewitt stated he was asked to bring this up and he is in complete support of this effort in the interest of the Firefighters. He would like to see a smoke free environment eventually. The product is called Chantix, and roughly three months worth is a cost of $160.00-$170.00 a month, Chiefs suggestion for the Boards consideration was to pay $550.00 if the employee so chooses to use the product and remain smoke free for six months they would be reimbursed for the Chantix. We would only pay them if they were to quit for at least six months. There was further discussion on the Chantix product versus other similar products as well as whether the product works the same for all. Mr. McCarter made a motion to table this item until next month, Mr. Kanelos 2^nd, all in favor. Motion carried.

iv. Discussion and Possible Action Re: Review apparatus maintenance records and Chief’s monthly inspections. Chief Hewitt stated he was asked how our records were tracked, if Firehouse was sufficient. We visually inspect everything that we own in the Fire Department, that is done by a Chief Officer who has the authority to determine purchases. Secondly, it was noted that maintenance records should be kept on heavy dangerous machinery being operated. If it was in a crash we better be able to describe in detail everything that has been done to this piece of apparatus through inspection reports. Chief Hewitt went on to say that he was pleasantly surprised with the information that we can get from Firehouse. Also we use the Chief’s Monthly Inspection reports so we can track month by month. Ms. Samaniego suggested scanning the receipts for each piece of equipment along with the inspection report and add it to a folder in the computer for additional backup. No action taken.

v. Discussion and Possible Action Re: Board to consider Department paying a percentage of membership fees for employee’s at a Wellness Center. Employee’s portion to be payroll deducted. Chief Hewitt stated he had several Firefighters come to him asking if he would consider reimbursing a particular amount, that amount would be 20% ($9.00 per month) of their Wellness Center dues, there are approximately nine people interested. Captain Cunningham stated the Wellness Center has state of the art equipment, racquetball court, Jacuzzi etc. and it would supplement what they do on duty and on their days off. Several Board members expressed their disapproval of paying for a membership when we have fitness training by Certified Fitness Trainers incorporated in-house. Mr. Frederick made a motion that the request is denied at this time to participate in the Wellness Center, Mr. Kanelos 2^nd. Mr. Frederick, Ms. Samaniego, Mr. McCarter, Mr. Kanelos voted aye, Mr. Hardy voted nay. Motion carried.

vi. Discussion and Possible Action Re: Review and possible changes to 2010-11 proposed budget and pay scale. Board to approve final draft for publication. (public hearing for proposed budget is tentatively scheduled for June 16, 2010). Mr. Frederick stated last month the Board was given a tentative copy of the budget and was asked to review it. With the new budget we are also going to change the pay scale. Chief Hewitt explained that he met with other Chief’s in the surrounding area and discovered that they use the 28 day pay cycle. Ms. Kasso explained the way the 28 day pay schedule works versus the 14 day pay schedule. Basically, it’s easier to track; over the long run it will save us money. We’re not taking any money away from the line personnel. Mr. Frederick proposed the authorization of the new pay scale starting with the new fiscal year, July 1^st, Ms. Samaniego 2^nd. Ms. Kasso explained further, on the new pay scale it also raises the pay for a volunteer to give them more of an incentive; instead of only getting $10.00 per call out it is proposed that they get $15.00 per call out. Mr. Frederick made the motion to approve the pay scale change and this budget is presented to the public at the next Board meeting, Ms. Samaniego 2^nd, all in favor. Motion carried.

vii. Discussion and Possible Action Re: Update from Assistant Chief O’Donohue on meeting held May 10^th with Barbara Blythe, Grant Coordinator and Terry Williams, County Procurement regarding Water Tender, currently on order for Station 13 through a CDBG (Community Development Block Grant). Chief O’Donohue stated the vendor is currently undergoing Chapter 7 bankruptcy. The Water Tender was supposed to be delivered to us June 30^th. They are attempting to recover from this so they can continue with their current obligations. He had an emergency meeting with Barbara Blythe and Terry Williams from Mohave County to find out what the options are. There is going to be an extension on this grant through August 31, 2010 if they can’t make good at that time we’ll have an opportunity to put it back out for another set of bids and get in on the same grant; we are not going to be out any money. No action taken.

viii. Discussion and Possible Action Re: Department has submitted grants partially funding the purchase of a new brush truck and skid pump. GVFDs portion of these grants are $24,000.00 and $36,000.00. RFA and VFA grants fund $20,000.00 each on truck and pump. Mr. Frederick stated that he would like in the future to have a line item on the agenda that updates the Board on where we stand on any grants that we have out that we’re working on that might be coming to maturity. It would help in our vehicle acquisitions as we go along. Chief Hewitt stated we need a reserve operable skid, right now on our type six brush truck this F550 is a 2000, and it’s still a very serviceable truck. This is all succession planning, the mechanics unit is a 1983 Dodge and will be sold as well as the K3500 Chevrolet 1995. If we did get approved on this grant we would get a new Attack 115 Brush truck and give us the ability to have a reserve skid pump. Mr. Frederick said we will have a new brush truck coming in if we get this grant that allows us to take our oldest brush truck out and convert it to a utility vehicle.

We have no backup unit, should we buy the brand new command vehicle and move them down or should we look at some other type of utility vehicle. The money is always a concern and thinks it’s important that we represent the community as best we can in spending their money. After review and discussion of the submitted bids, Mr. Hardy made a motion to allow purchase of a 1 ton Command pick-up for $41,996.00 plus tax in the State of Arizona, Mr. Frederick 2^nd. Mr. Hardy, Mr. Frederick, Mr. Kanelos, Ms. Samaniego voted aye, Mr. McCarter voted nay. Motion carried.

ix. Discussion and Possible Action Re: Requesting Board approval for Department to accept the use of the Skid Pump Unit from Firetrucks Unlimited at no cost or liability/responsibility to the Department. Mr. Frederick made a motion to direct staff to move forward with acquiring the Skid Unit, Mr. McCarter 2^nd, all in favor. Motion carried.

C. New Business

i. Discussion and Possible Action Re: Boards consideration in establishing expense account guidelines for Chief and Assistant Chief. Mr. Frederick stated he believes there is a possibility that our Chiefs would be in a position where they would need to take somebody to dinner or lunch, some unexpected expense may arise. At the present time we have no guidelines in place for that. Mr. Frederick made a motion to allow an expense account for both the Chief and the Assistant Chief of $500.00 each to be reported monthly back to the Board, Ms. Samaniego 2^nd. Mr. Frederick, Ms. Samaniego, Mr. McCarter and Mr. Hardy voted aye. Mr. Kanelos abstained. Motion carried. Mr. Frederick made a second motion to authorize staff to acquire a second credit card for Assistant Chief Thomas O’Donohue, with those credit cards accountability back to the Board on a monthly basis as well, Ms. Samaniego 2^nd. Mr. Frederick, Ms. Samaniego, Mr. McCarter, Mr. Hardy voted aye. Mr. Kanelos abstained. Motion carried.

ii. Discussion and Possible Action Re: Review Subsection A: Finance and Budget Committee (By-Laws)

a. Item 9: Capital purchases/Improvements in an amount of $500.00 or more will come before the Board for review and/or approval before the commitment is made.

b. Item 10: Maintenance or replacement of equipment in an amount of $3,000.00 or more will come before the Board for review and/or approval before the commitment is made. Chief O’Donohue explained the limit we have right now for

purchases of $500.00 actually hampers our ability to move forward with the directions of the Board. Ms. Samaniego made a motion to have Capitol improvements in the amount of $5,000.00 and the maintenance or replacement of equipment in the amount of $10,000.00, anything over that will have to come before the Board. She went on to say if it’s an emergency and it has to be fixed, she doesn’t think they should wait a whole month. Mr. Frederick stated he thinks it’s important to set limits, also if an emergency should arise this Board would see fit to call an emergency meeting as soon as possible. Ms. Samaniego made a motion that emergency purchases for maintenance or replacement of equipment (Item 10) in the amount of $10,000.00 or more will come before the board for approval before the commitment is made, i.e. If it is an emergency the Chief is to contact the Chairman of the Board and the Chairman will decide if an emergency meeting is needed based on that information, Mr. Frederick 2^nd, all in favor. Motion carried. Ms. Samaniego made a second motion in regards to Item 9, to change to Capitol Improvement and the amount to $5,000.00 or more will come before the Board for review and/or approval before the commitment is made, Mr. Frederick 2^nd. Mr. Kanelos expressed his concern for the amounts recommended and were quickly assured that there needs to be a degree of trust and respect for the individuals running the Department, they will respect the members of this community and spend their money wisely. Ms. Samaniego, Mr. Frederick, Mr. McCarter and Mr. Hardy voted aye. Mr. Kanelos voted strongly opposed. Motion carried.

iii. Discussion and Possible Action Re: Chief Hewitt to present to the Board for possible approval regarding Intergovernmental Agreement (IGA) with Northern Arizona Consolidated Fire Dept. (NACFD) and Lake Mohave Ranchos (LMR) regarding reduced premiums on Department Health Ins. (Reference A.R.S. 11-952.01) Mr. Frederick stated that he spoke with our attorney on Tuesday and he is working on this and attended a meeting earlier in the week and will forward information to them. There is a full group within AFDA looking into combining a lot of Fire Departments. Chief Hewitt stated if for some reason AFDA isn’t available in the next three to six months we have Bill Whittington, who says we’re missing an IGA (Intergovernmental Agreement) between ourselves, NACFD and Lake Mohave Ranchos, take advantage of this and instruct our Attorney to write the IGA and pay him for his diligence and paperwork on that to move forward with one or the other. After studying Article 3 of the Arizona State Legislature, it looks like it’s more than doable. Mr. Frederick asked for one Board member to volunteer to sit down with the Chief when this information comes in and act as our Board representative. Ms. Samaniego volunteered to be the Board representative. Mr. Frederick recommended that the Chief and Ms. Samaniego move forward as expeditiously as possible researching which one of these methods we should go with, Ms. Samaniego 2^nd, all in favor. Motion carried.

7. Board Member Comments: Discussion and possible action re: agendizing future new business, committee, special, workshop meetings, and any other matter deemed necessary for consideration. Mr. Frederick asked the Board members if there was anything they would like to see on next month’s agenda. Ms. Samaniego asked that consideration for the start time for the meetings is changed from 7:00pm to 6:30pm. Mr. Frederick asked for discussion of a small utility vehicle and also discussion of directing staff to research locations of a fourth Fire Station in the area of Hwy. 93 around Mineral Park.

8. Call to the Public:

9. Adjournment: Mr. Frederick made a motion to adjourn the meeting at approximately 9:50 pm, Mr. McCarter 2^nd, all in favor. Motion carried.

Minutes prepared by: Faye Morcom Date 5-14-10

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.

APRIL 21, 2010 MEETING MINUTES

MINUTES OF A MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD HELD APRIL 21, 2010 AT 7:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWELVE CLASSROOM LOCATED AT 749 S. EGAR ROAD, 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 April 21, 2010 at 7:00 P.M. in the Golden Valley Fire Department Station Twelve Classroom located at 749 S. Egar Road, Golden Valley, Arizona 86413.

The MINUTES for the meeting are as follows:

1. Call to Order. Marc Frederick called the meeting to order at approximately 7:10 p.m.

2. Roll Call of Board Members. Members present were Marc Frederick, Barbara Samaniego, Jim Kanelos, Bill McCarter and Curt Hardy.

Introduction of Assistant Chief Thomas O’Donohue and administering Oath of Office. Chief Hewitt introduced Thomas O’Donohue as the new Assistant Chief and proceeded to swear him in.

Presentation and demonstration - Travis McComb of Firetrucks Unlimited Re: Skid pump. Firetrucks Unlimited is allowing the Department to utilize the unit all summer at no liability to the Department.

3. Approval of Minutes:

a. Approve minutes from March 10, 2010 regular meeting. Mr. Hardy made a motion to accept the minutes, Ms. Samaniego 2^nd, all in favor. Motion carried.

4. Reports: Presentation, Discussion and Possible Action Re:

a. District Finances Report of the Golden Valley Fire District for the month of March 2010. Ms. Kasso advised the revenues for March were $335,214.33 and the expenditures were $233,487.40.

b. Operations Report for the month of March 2010. Chief Hewitt advised there were 6 fire calls, 87 rescue & emergency medical calls, 32 service calls, 6 good intent calls and 9 false alarms for a total of 140 calls.

c. Committee:

Budget and Finance – presentation of proposed budget and pay scale for 2010-2011, for Board review. Board to review and discuss any needed changes at the regular scheduled meeting in May. Copy of proposed publication included. Mr. Frederick advised the Board

the budget figures were for them to review this month. Next month the Board will discuss and approve the budget for publishing. If the public would like a copy of the proposed budget, they can get copies at the Administrative Office. If the Board has questions while reviewing the proposed budget this month, please contact staff.

5. Chief’s Report

Chief Hewitt gave his report as follows:

- Assistant Chief Position: 19 applied, three finalists. Chief sent them each a written interview which they had 48 hours to reply to.

- Attaboy letter; Jimmy Childers, Gus Alvarez and Scott Borden attended a BLM Red Card class and noticed a broken flagpole. They took the flag down, folded it and took it inside. There was much verbal praise as well as renewed respect for GVFD.

- Firefighter CPAT on 4-17; 29 applicants, 18 with minimum qualifications to move forward to the CPAT testing of which 12 proceeded to the written and six the Oral Interview and Chiefs interview.

- Two Paramedics were offered a job: Robert Arnold (Lake Mohave Ranchos) start date of May 1^st and Joseph Alberga from Michigan, start date May 12^th.

- Youtube channel: GVFDAZ – Chad Lewis is editing, we have one video posted. The cost of the camera and software was $300.00.

- New computers were purchased and installed with new updated software.

- Office remodel: Humble Hammer-$5,000.00

- Multiple meetings with Black Mountain, Griffith Energy and Nucor.

- Call down lists-Staffing efficiency; Faye helping with staffing.

- Joint purchase Insurance; checking on Attorneys opinion regarding legalities.

- CFC workshop class begins May 4-8. Certified Fitness Trainer, Tony DeMaio, Steve Winn and Roy Whitten to attend.

- Website design (on Agenda) Met with web designer.

- Server will be programmed as an exchange server

- In-house uniform replacement; replace on an as needed basis through Faye in the office.

- Smoke Free Arizona; no smoking in bays and within 20” of entrance.

- Fitness training: We are utilizing our old turnouts in training. There is no Training Officer, so it is up to the Chiefs and Captains to enforce the training. The Board members are always welcome to come in and participate in the training.

- Task performance test coming for incumbents; Captain DeMaio – certify ability to meet minimum standard.

- Back-up server to be installed at Station 13

- Meeting with Sheriff Sheehan scheduled regarding dispatch. Will have results by next meeting.

- Az. State law requires double locking of drug boxes-locks to be purchased.

- River dispatch QA underway-meeting scheduled-quality assurance, logging.

- Resolving issue with prison and still awaiting meeting.

6. Presentation, Discussion, and Possible Action Calendar:

A. Purchase(s) Requesting approval on the following:

i. culvert and/or extending the concrete driveway at Station 13 to avoid washouts. Bids received are as listed: DC Concrete, Inc. - $22,135.19, Stewart Concrete & Bobcat, LLC - $36,815.83. Mr. Frederick made a motion to award the job to DC Concrete for $22,135.19, Mr. McCarter 2^nd, all in favor. Motion carried.

ii. Kitchen table and six (6) chairs for Station 12 - $1,300.00. Mr. Frederick made a motion to direct staff to purchase the table and chairs for Station 12, Mr. Hardy 2^nd, all in favor. Motion carried.

iii. Laptop computers for the Chief and Assistant Chief - $2500.00 total. There was discussion regarding the requested amount to purchase two laptops with the software needed to function properly and efficiently. It was suggested to consider authorizing more money for the purchase. Mr. McCarter made a motion to approve the $2500.00 total, Ms. Samaniego, Mr. Kanelos, Mr. Hardy and Mr. Frederick voted nay. Motion defeated. Mr. Hardy made a motion to approve a total of $5,000.00 for two laptop computers to include the needed programs, etc., Ms. Samaniego 2^nd. Mr. Hardy, Ms. Samaniego, Mr. Kanelos and Mr. Frederick voted aye, Mr. McCarter voted nay. Motion carried.

iv. Treadmill (500 lb. capacity) - $5,000.00. Chief Hewitt explained the treadmill is needed for the Task Performance test. The modified CPAT test requires either a stair stepper or treadmill. This treadmill is of commercial quality with a 3-4 hp motor and a lifetime warranty. Mr. Frederick made a motion to allow purchase of the treadmill, Mr. Kanelos 2^nd, all in favor. Motion carried.

v. Back-up generators for Station’s 12 and 13 - $25,000.00 to $30,000.00 each. Mr. Frederick made a motion to table this item and direct staff to investigate a 100kw unit, Mr. Hardy 2^nd, all in favor. Motion carried.

vi. ¾ ton Dodge pickup for Chief Officer’s use - $65,000.00 outfitted. Chief Hewitt justified the vehicle purchase as a first on scene vehicle with medical aid and small compliment of tools. Chief Hewitt went on to say that Utility 119 pulls the Haz-Mat trailer well. In addition Utility 119 fills many other needs; pick-up trucks make the most sense for this area and Fire District. After much discussion Mr. Hardy made a motion to direct staff to get bids from local vendors on a Dodge ¾-1 ton pick-up not to exceed $80,000.00 outfitted (turnkey, diesel), Mr. Frederick 2^nd. Mr. Hardy, Mr. Frederick, Mr. Kanelos, Ms. Samaniego voted aye, Mr. McCarter voted nay. Motion carried.

vii. Facility signage - $40,000.00. This item was tabled.

viii. Air conditioner and adequate ducting for Admin. Office - $7,000.00. Chief Hewitt explained that the unit sounds terrible and is on its last leg. Chief suggested getting three bids. Mr. Frederick made a motion to direct staff to get bids on an air conditioner, Ms. Samaniego 2^nd, all in favor. Motion carried.

ix. Hiring outside company to re-design our website at an approximate cost of $4500.00. Several things were noted as being beneficial in updating our website such as; burn permits, educate the public, citizens to tell the quickest route to their residence using an interactive personal digital assistant, hydrant locations, ticker tape with daily updated info, etc. Mr. Hardy made a motion to approve the website design for $4,192.00, Mr. Frederick 2^nd. Mr. Hardy, Mr. Frederick, Mr. McCarter voted aye, Ms. Samaniego and Mr. Kanelos voted nay. Motion carried.

x. Purchase and installation of solar electric (cost per station approximately $150,000.00 with a possible 30% rebate) Mr. Hardy suggested one station with all solar; solar panel has a 25 year warranty with some payback after 10-11 years. After further discussion, Mr. Frederick made a motion that the Chief find two personnel to assist with an in-depth research, Mr. McCarter 2^nd, all in favor. Motion carried.

B. Old Business

i. Discussion and Possible Action Re: Energy assessment report from Paul Genereux with ACE. This item was tabled

C. New Business

i. Discussion and Possible Action Re: Review inventory list of the Emergency Medical supplies purchased by department. This item was table

ii. Discussion and Possible Action Re: A number of employees use tobacco products.

Board to discuss possible incentives for employees participating in a wellness program. This item was tabled

iii. Discussion and Possible Action Re: Review apparatus maintenance records and Chief’s monthly inspections. This item was tabled

iv. Discussion and Possible Action Re: Review of Arizona State Surplus Property Program agreement. Current agreement expires May 21, 2010. If renewed, Board signature required. Mr. Frederick made a motion to renew this agreement, Ms. Samaniego 2^nd, all in favor. Motion carried.

vi. Discussion and Possible Action Re: Recognition of Chief Sorensen of Mohave Valley Fire and Chief Southey of Bullhead City Fire for their assistance in the hiring process of the Chief. Mr. Frederick made a motion for the Chief to take the above mentioned Chiefs and their wives to dinner, Ms. Samaniego 2^nd, all in favor. Motion carried.

vii. Discussion and Possible Action Re: Department has submitted grants partially funding the purchase of a new brush truck and skid pump. GVFDs portion of these grants are $24,000.00 and $36,000.00. RFA and VFA grants fund $20,000.00 each on truck and pump. If approved requesting Board approval to continue with purchase. This item was tabled

7. Board Member Comments: Discussion and possible action re: agendizing

future new business, committee, special, workshop meetings, and any other matter deemed

necessary for consideration. None at this time.

8. Call to the Public:

9. Adjournment: Mr. Frederick made a motion to adjourn the meeting at approximately 9:10 p.m., Ms. Samaniego 2^nd, all in favor. Motion carried.

Minutes 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.

3/10/2010 REGULAR BOARD MEETING

MINUTES OF A MEETING OF THE GOLDEN VALLEY FIRE DISTRICT GOVERNING BOARD HELD MARCH 10, 2010 AT 7:00 P.M. AT THE GOLDEN VALLEY FIRE STATION TWO CLASSROOM LOCATED AT 749 S. EGAR ROAD, 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 March 10, 2010 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 MINUTES for the meeting are as follows:

1. Call to Order. Chairman Marc Frederick called the meeting to order at approximately 7:00 p.m.

2. Roll Call of Board Members. Marc Frederick, Bill McCarter, Barbara Samaniego and Curt Hardy were all present. Jim Kanelos was not present for roll call but arrived shortly after.

3. Approval of Minutes:

a. Approve minutes from February 10, 2010 regular meeting. Mr. Hardy made a motion to accept the minutes, Mr. McCarter 2^nd, all in favor. Motion carried.

b. Budget and Finance Committee meeting minutes enclosed for your review. Mr. Frederick and Ms. Samaniego met with Chief Hewitt and BJ and turned the budget structure over to them to be looked at and given an overview by him and Ms. Samaniego at a later date. Ms. Samaniego explained they went through the budget line item by line item and discovered there were some things that could be combined to lessen the line items; it makes it easier to read the budget. It’s a little more streamlined to make it easier to work with and user friendly. No action taken.

4. Reports: Presentation, Discussion and Possible Action Re:

a. District Finances Report of the Golden Valley Fire District for the month of February 2010. Ms. Kasso advised for the month of February we had $198,879.50 in revenues and our expenditures were $176,544.73. She added the percentage of the year remaining and the percentage of the expenditure budget that’s remaining. Ms. Samaniego asked how we insure that we are collecting the remaining 41%. Mr. Frederick stated that we have no means of collecting, it is strictly done through taxes through the County, and they give us a projected income at the first of the year. No action taken.

b. Operations Report for the month of February 2010. Chief Hewitt advised there were 142 calls total, 8 fire calls, 92 rescue and emergency, 1 hazardous condition,
24 service calls, 13 good intent calls and 4 false alarms.

c. Administrative Report

i. April meeting postponed until the 21^st in order to have a special Open Meeting Law workshop prior to the regular meeting (presented by Bill Whittington). The Attorney out of Prescott is available on the 21^st of April and we have an Open Meeting Law meeting scheduled at 6:00 p.m. followed by the regular board meeting at 7:00 pm. All agreed on date change of meeting.

ii. Name change on Safe deposit box and Visa Credit Card. Mr. Frederick made a motion to change the name on the credit card from Tony to Chief Hewitt, Mr. Hardy 2^nd, all in favor. Motion carried. Mr. Frederick stated this will be tabled until later in the meeting.

d. Energy Committee Report Mr. Hardy reported on renewable energy standard tariffs. Chief Hewitt and he attended a meeting at the Golden Valley Chamber of Commerce. Paul Generoe, with ACE, does free energy assessments of structures and how energy efficient they are and recommend the steps that we should take. Chief Hewitt asked him specifically to give him a return on investment on all. We want to show the citizens of Golden Valley that the return on investments is there for them. Ms. Kasso said that Mr. Generoe would have some information at the April 21^st Board meeting. Chief Hewitt went on to say, as far as rebates it’s about 50% on every watt that we generate, simple window screens would cut down on energy loss of a structure by up to 90%, we owe it to the citizens of Golden Valley to look into things like this. No action taken.

5. Chief’s Report

Chief Hewitt gave his report as follows:

- Chief stated this has been a very wild 30 days, very fast, very busy.

- Chief’s biggest concern when he started was that we are operationally ready. We got into a little bit of ladder evolutions and are getting into hose evolutions. He told the Board when he came into this that he would get on the State of the Department report at the two month mark. He’s initiated a fitness and fire training program which starts at 7:30 in the morning which gives him time to get things ready.

- Happy Birthday to Captain DeMaio. Captain DeMaio has done a fantastic job; we were finalists in the process and Captain DeMaio took me under his wing and showed me the Department, he was very good to me as well as other contestants in this process. He has helped me come to speed in very short order, so thanks a ton to Tony.

- Tony will be returning to line work effective immediately.

- He sent out two Chief’s memos in this last period. 1. Require Engineers and future Engineer processes to select our Engineers that were certified driver operator. 2. The fitness fire training, every shift Monday through Friday.

- The Engineer test is on Saturday March 13^th. Tony and Davey Cunningham will be administering the test. We have Chad Lewis, Longfeather Fox, Chris Hinds and James McGee will be testing for Engineer; we have two slots.

- Tony and L.N. Curtis finished the compressor installation at Station 13 as well as a tune up on the compressor at Station 11.

- We now refer to Stations 1, 2, and 3 as Stations 11, 12 and 13. Our apparatus numbers have changed as well, we’re in the one hundreds as far as the apparatus goes.

- New hire process is planned for the week of April the 19^th, we’ve had 14 apply so far, two are paramedics.

- We lost a $1,700.00 radio February 27^th at the Unkar fire. Our turnout coats do not have pockets on them. We have the material; Dusty and Davey Cunningham are going to make sure those pockets are sewn.

- Issues with accountability; we’re asking that the Officers enter their shift members present into the Firehouse program by 07:30.

- Station journal: Chief has asked that all three Stations 11, 12 and 13 do a station journal; who was present, what training was performed, any issues with the equipment, building and grounds.

- James McGee, Randy Osborn and the Captains to put together a much stronger effort in business inspections and public fire prevention.

- The Black Mountain Energy contract was sent March 5^th, we’re just waiting for a reply.

- Possible annexation of Griffith Energy. Byron Steward from Mohave County Division of Emergency Management emailed me saying that there have been discussions in the past. Chief emailed him back with the information to move forward with this annexation.

- Mineral Park Mine letter: 1. Charge the facility on a per call basis or 2. Set up an annual contract for service.

- Chief will meet with prison officials and has not forgotten. He’s aware that you can’t use the prisoners in people’s homes but there are a lot of ways that we can use them.

- Tender 118 is back in service. Captain DeMaio explained that it was out for service and the pump was replaced, the fender repaired, we had some chevron striping put on the back and a site tube placed on the back, the baffles were repaired, they did a very good job getting that truck back in service.

- Priority list of issues: Priority one issues are either time sensitive or safety sensitive. This list will be in a constant state of revision, shifting and sorting. Some Priority two issues will become Priority one issues and vice-a-versa. The last page talks about addressed, resolved, discussed issues that already happened.

- Dispatching and ambulance transport methods. Chief Hewitt is meeting with other Chief’s for evaluation purposes.

- Certificate of Necessity: John Molitor has been asked to do some research on it along with Chris Hinds and Faye.

- Captain Martin has applied for a grant in conjunction with Bullhead City that includes PPE, 4-1 hour bottle SCBA’s to replace level A and B suits that have expired. We’ll know within a few months about that grant.

Captain Martin stated it is a Homeland Security grant for HazMat. We have some suits that have expired as their shelf life is five years so we applied for a grant for that along with the HazMat trailer has no SCBA bottles or SCBA packs. The packs that we have to use come off the engine. These will be four one hour packs plus four spare bottles, the total is about $75,000.00. Mr. McCarter asked if our compressor would fill these bottles. Captain Martin responded, yes. Ms. Samaniego asked what size the bottles are. Captain Martin stated 4500 psi, one hour long.

- He couldn’t really understand or make out initials on time cards. He and BJ have been reviewing time keeping, staffing, and payroll. He’s had discussions with Kingman Fire and NAC Fire, they run under a 28 day cycle, we run under a 14 day cycle.

- The roads were graded in front of Station 11.

- Three core values, courage, integrity and conviction. Courage to do what’s right, Integrity to be the same person everywhere you go, Conviction is gaining the knowledge and beliefs of where we need to go.

- This department has incredibly good personnel, a lot of great guys, people with talents in totally different areas, a very multiple department that can show what a great thing can be done in a small department.

6. Presentation, Discussion, and Possible Action Calendar:

A. Purchase(s)

i. Upgrade of HazCat Kit (field test kit) for Hazmat trailer. Approximate cost is $2400.00 with trade-in. (Postponed from February 10, 2010 regular meeting) Board requested department research of alternate funding thru grants, foundations or possible assistance from Praxair. Chief Hewitt recommendation is that we move forward with this. Captain Martin stated this was brought up about a year a half ago, he did apply for a grant to replace the HazCat Kit, it was a DOJ Grant (Department of Justice); we were turned down. In 2001 we received a grant for a HazCat Kit; the problem now is that it is outdated. He contacted the company who makes the kit and they have an upgraded kit, the new kit has capabilities for biological, we’re able to detect what it is in the field. This kit is a $7,000.00 to $8,000.00 kit. Since we purchased from them before we received a discount, they’ll take our current kit and use what they can out of that. Captain Martin stated as far as going to Praxair, with the economy, they are in bad shape themselves. Most everything in that HazMat Trailer this department has not had to buy, there is over $300,000.00 worth of equipment that has all come from grants. Mr. Frederick made a motion to authorize staff to move forward with purchase of the field test kit, Mr. Hardy 2^nd, all in favor. Motion carried.

ii. Review information from County and bids received on putting in a culvert and/or extending the concrete driveway at Station 3 to avoid washouts. Captain DeMaio stated he has no bids as we ran into a snag; the County has a lot more requirements then what we had originally planned for. He had a meeting with Public Works and went over the particulars and will require some engineering as well as possible hydrology use studies so we don’t mess up the flow of the road. He contacted three of the contractors who turned in bids, so far two of them are 110% qualified to do the job from start to finish. These contractors are going to contact Gary at the County to discuss the project. What he’s hoping to have by the next board meeting is revised bids for the project that will encompass all costs, including studies, permits, etc. The bids we’re looking at now are around the $20,000.00 range, we’re going to be looking at anywhere from $5,000.00 to $7,000.00 on top of that; these are just ballpark figures to cushion the blow when we come in with the actual bids next month. Mr. Frederick stated we’ll table this until next month.

iii. Requesting approval to purchase three office computers with updated programming, a PC laptop computer, a digital video camera, software to run You-Tube, and any other accessories and assistance needed at an approximate cost of $16,000.00 (see attached pricing list.) (If approved, budget line transfers may be required.) Mr. Frederick read the requested item list with a total of $15,104.99 plus time cost of $978.00 with a grand total of $16,082.99. Ms. Kasso stated what we would like to do is switch out old computers in the office and replace older units; we’ll use them in other locations. Chief Hewitt stated this represents the right tools to do the job, the computer is the biggest tool we use. BJ and Faye spend a lot of time on their computers. The investment of $3,800.11 seems like a huge investment but what we’ll get out of it is our media technician, public relations, and videos. Mr. Kanelos asked if there was going to be a website put together for the Fire Department. Chief Hewitt stated that it is on the list, he and Faye will be sitting down and putting pen to paper to get estimates on it. Ms. Samaniego stated the prices on the desktop, in her opinion; she thinks we should look a little further to bring those costs down a little bit. She did some research and brought it to BJ’s attention and gave her a direct contact number for Dell. Once this individual is contacted she believes we would be able to get a better price on the PC’s; however the work station to do You Tube, etc., that is a very good price. Ms. Samaniego requested that we wait to do anything so that BJ can contact the Dell personnel. Mr. Hardy suggested, in order to move forward with this, make the $16,082.99 maximum. Mr. Hardy made a motion to approve a maximum of $16,082.99 with the stipulation that the Chief would look into getting a better price on any and all of the aforementioned items, Mr. Kanelos 2^nd, all in favor. Motion carried.

vi. Review proposed remodel of the Administrative Office to include moving a wall to enlarge existing office, adding a window in the Chiefs office and carpet and paint. Chief Hewitt stated we need to make the administrative building functional, it’s a very useable building it just needs some minor changes. Mr. Frederick asked if we had a price. Ms. Kasso stated she called the prison because we can get their labor for 80 cents an hour. She spoke to a Captain out there and she said right now, with the addition they put in out at the prison, that most of their qualified construction prisoners are in use; but thought that might be completed some time in April. We can direct staff to do some investigating and come back with a cost or we could put a figure on it and direct staff to move forward with it. Mr. Frederick made a motion to authorize staff to spend up to $5,000.00 for the remodel of the Administrative Office to include, carpet, paint, a window in Chief’s office, and moving the wall, Mr. Hardy 2^nd, all in favor. Motion carried.

B. New Business

i. Discussion and Possible Action Re: Review of previous policy regarding Assistant Chief,

hiring procedure, and re-establish position to include revised job description, pay scale and hiring procedure. Mr. Frederick explained that we, at one time, had this position within our roster. At that time both the Chief and the Assistant Chief answered directly to the Board. The only individual that the Board should be in charge of is the Chief and everybody in this Department works under the Chief. We have to make a decision, do we want to reinstate that position and the job description, responsibilities and pay structure. Mr. Frederick stated we will be looking to fill that position if we authorize it this evening. Ms. Samaniego questioned the minimum qualifications of 5 years in the fire protection field including a minimum of 3 years of administrative management supervisory experience. Should there be a certification to be an Assistant Chief, a National Certification; we want the best qualified person for the job. Chief Hewitt stated that maybe under additional qualifications he should have it listed. Mr. Frederick stated we tried to elevate our educational level within the department. He would like to see an individual who has a good degree of education behind them, a minimum of an Associates degree in that area is absolute minimum. Mr. Kanelos stated to him experience would make a person even more qualified then a piece of paper from the college. Mr. Hardy stated we’re all hung up on “B” and we’re looking for ex number (5) of years for experience in fire protection and ex number (8) of years in administrative and we’re good to go and the minimum educational level as well as grant writing experience as an additional desirable qualification. Mr. Hardy made a motion to accept the job description as written with the new members, five years as it stands, eight years administrative management, with an additional desirable qualification of grant writing experience, Mr. McCarter 2^nd. Mr. Hardy, Mr. McCarter, Ms. Samaniego, Mr. Kanelos voted aye, Mr. Frederick voted nay. Motion carried.

Mr. Frederick stated we have to set down the salary yet. Mr. Hardy asked Chief Hewitt what an acceptable dollar amount would be for an Assistant Chief that will keep him on board. Chief Hewitt responded with $79,000.00 and thinks we will attract people who aren’t all about the money at that rate. Mr. Hardy asked about stipends, longevity, etc. Chief Hewitt said he would say to give him the same conditions that he was hired under. This is an exempt position; he will be working a lot of hours. Chief’s recommendation would be to make him an exempt employee. Mr. Frederick explained that an exempt employee, in the fire service in the State of Arizona, works a forty hour week anything over forty hours they have to be compensated with time. Ms. Kasso stated an exempt employee is a salaried employee regardless of how many hours they work they get no overtime and they get no comp time. A non-exempt employee is a forty hour a week hourly employee or a line personnel, exempt is salary non-exempt is hourly. In the past the Chiefs and the Assistant Chiefs medical and dental was paid 100%. Mr. Hardy made a motion to accept the Chiefs recommendation of $79,000.00 plus benefits equal to the Chiefs benefits he receives now, Mr. McCarter 2^nd, all in favor. Motion carried.

Mr. Frederick stated one other part of that is the hiring procedure; the Board is not going to be involved in. The Chief is going to be doing the interviewing; it is totally in his ball park. Mr. Frederick said he does think the Board needs to put forth some direction on what type of search parameters we’re willing to look at, local or national, if we’re outside the local area what costs we are willing to assume for this hiring process. The basic area would be 250 miles to include Arizona, New Mexico to Albuquerque, Utah, Nevada, Southern California, if the Chief sees fit to bring someone in from outside that area Mr. Frederick thinks the Board should give direction on what they’re willing to do or not to do. Mr. Frederick said he thinks the advertisement should be local, he doesn’t think it should be National, use the internet for a farther reach, if we don’t get anybody qualified then we might have to sit back down and look at what we need to do to increase the perspective pool. Mr. Hardy asked what the dollar figure was that was set for advertisement for hiring the Chief. Ms. Kasso stated she thought it was $750.00. We ran the ad in the Mohave Valley News, Kingman Daily Miner, we put it on the website, put it with AFDA, we emailed all the Fire Districts within the State of Arizona. We also put it in the Phoenix area where it was listed in several different publications for $150.00. Ms. Kasso stated it looks like it was around $1,000.00. Mr. Hardy stated he would like to see us do the same thing as what we did for the Chief. Mr. Frederick made a motion to authorize staff to spend $1,000.00 in advertising if the Chief sees fit to go about hiring an Assistant Chief, Mr. McCarter 2^nd, all in favor. Motion carried.

Mr. Frederick stated if this individual ends up being out of the local area what is the Boards feeling on compensation back to that individual. Should it be the same as what we did when we did the Chief’s hiring procedure; he thinks it should. Mr. Hardy agreed. Mr. Fredrick made a motion to authorize the Chief to grant $500.00 towards interview costs and up to $5,000.00 for moving expenses and $45.00 a day per diem for up to 45 days, with receipts, Mr. McCarter 2^nd, all in favor. Motion carried.

Mr. Frederick stated there is one other issue is, he doesn’t believe they could make it mandatory, that this individual lives in the Valley. Mr. McCarter made a motion that the Assistant Chief resides in the District within 45 days of start date, Mr. Frederick 2^nd. Ms. Kasso asked if she should double check with the Attorney on the legality requiring the individual to live within the District, as there were questions on it before. Mr. Hardy stated in the event that the legal counsel says that we can’t force it, he’d like to see a time on it. Ms. Samaniego said within 45 minutes, 30 minutes? Chief Hewitt explained that he would be splitting the on call time with him, 50/50. Mr. Frederick stated he was under the impression that they could not mandate somebody living in the District, other than the Chief. We’ll check with the Attorney to see if we can make it a requirement of the position. Ms. Kasso stated it was her understanding it was a requirement of the position, so therefore the individual should not be considered for the employment, if you narrow it down to five individuals, in the interview you tell them they have to move into the District and they say no, that eliminates them, so that is a requirement of the position. Mr. McCarter, Mr. Frederick, Mr. Hardy, Ms. Samaniego voted aye. Mr. Kanelos voted nay. Motion carried.

ii. Discussion and Possible Action Re: Nomination to fill Clerk seat on the Board of

Directors; due to Lovelle Barnett’s resignation in January 2010. Mr. Frederick stated he would like to nominate the second most vocal individual here, Curt Hardy, Mr. McCarter 2^nd, all in favor. Motion carried.

Mr. Frederick made a second motion to have the Clerks name assigned to the safe deposit box, Mr. McCarter 2^nd, all in favor. Motion carried.

iii. Discussion and Possible Action Re: Consider costs for equipment and supplies

involved in implementation of the Training Program. This may involve a budget line item transfer after costs are determined. Chief Hewitt explained that we’ve spent around $300.00 so far on our physical fitness, he’d like to get more kettle bells, and dumb bells, a couple of mats, we’re trying to keep it very limited. Mr. Kanelos asked if this for each station or is there going to be one centralized gym. Chief Hewitt said we have outfitted every station with a slosh tube as well as Randy will install a pull up bar at each station and the same would hold true with the rest of the exercise equipment they get. Mr. Frederick stated in the past the Chief was authorized to spend $500.00 without coming to the Board for approval, it might be a good time to reaffirm that policy or we can discuss it. Mr. Frederick made a motion, pertaining to this item and to any items in the future that he deems necessary, that the Chief is authorized to spend up to $500.00 without coming to the Board for approval to start with his equipment and supplies involved in training programs. Ms. Kasso explained the reason the Chief is seeking approval is on our budget we are over on that line item; there was only $1,000.00 in that line item to begin with. Mr. Kanelos 2^nd, all in favor. Motion carried.

iv. Discussion and Possible Action Re: Board to review and consider letter submitted by

IWX requesting annexation into our district. If approved, a resolution will be signed by Board Chairman and Clerk of the Board, and recorded with the county. Mr. Frederick stated he believes it’s something we should advise staff to move forward with. Ms. Samaniego 2^nd, all in favor. Motion carried. The enclosed letter was signed by the Chairman of the Board and Clerk after the meeting.

v. Discussion and Possible Action Re: Healthmetrics is considering holding a Certified

Fitness Coordinator workshop in Western Arizona. Seeking Board approval to train three individuals from within the Department as Coordinators. Chief Hewitt explained the first step to getting everyone up to snuff physically is getting Certified Fitness Coordinators. Chief Bill Johnston approached him and Pat Moore as he needs nine people to hold a class, and he was going to sponsor three and asked if we were interested in sponsoring three also. He has taken this class twice and suggests that we have one on every platoon; we have three volunteers who are Tony DeMaio, Steve Winn and Roy Whitten the class will be held from May 4^th through the 8^th. The cost of the program is $600.00 per person; it’s a one week class so there would be additional costs in backfilling for those individuals. Recertification is required every two years which costs $299.00. Right now we’re in the process of developing a Task Performance Test and that helps them understand what a Firefighter should have, they refer to it as D02 Max, or Maximal Arterial Uptake and the Certified Fitness Coordinator will become acutely aware of what that means. Ms. Samaniego asked in order to accommodate so we don’t have that extra expenditure as it could be very costly on the hours, is there any way we can coordinate the schedule so that doesn’t happen. Captain DeMaio stated our schedules are set for the entire year; we bring in POC’s or volunteers as its cheaper then overtime personnel. It’s only during the day, the class lasts eight hours when class is over he goes back and finishes out his shift. Mr. Hardy made a motion to pay the stated fee of $1800.00 in addition to that whatever the Chief deems necessary to fill the positions while their in class, Mr. Frederick 2^nd, all in favor. Motion carried.

vi. Discussion and Possible Action Re: Update on Paramedic class to include # of students and financial report to include expenditures, tuition collected and tuition to be collected. Ms. Kasso stated so far to date we have collected $59,525.00 in revenue there is still $12,625.00 to be collected by 5/5 of this year. There are 22 students still currently enrolled, three of those are employees within the Department; Robert Cole, Jimmy Childers and Roy Whitten are the three enrolled. The expenses to date as of February 28^th were $31,209.00 we look to have another $12,000.00 through the end of this fiscal year that would be for instructors fees. That would give us a total of $43,200.00 for the year; we’re looking at approximately $15,000.00 in instructor’s fees through 2011. There will be no revenues in the next fiscal year as they were all collected this year. We’re not going to be in the red as it looks like our expenses are only $58,000.00, so we’re looking at approximately $14,000.00 for the income from it. We will have expenses into the next year that we won’t have the revenues to offset. No action taken.

7. Board Member Comments: Discussion and possible action re: agendizing future new business, committee, special, workshop meetings, and any other matter deemed necessary for consideration. Mr. Hardy asked to have research done on the auxiliary back up generator for Station s12 and 13 and put on next months agenda.

8. Call to the Public:

9. Adjournment: Mr. Frederick made a motion to adjourn the meeting at approximately 9:30 p.m., Mr. McCarter 2^nd, all in favor. Meeting adjourned.

Minutes prepared by: F. Morcom Date: 3-15-2010

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.

2/12/2010 BUDGET AND FINANCE COMMITTEE MEETING

MINUTES OF A SPECIAL WORKSHOP OF THE GOLDEN VALLEY FIRE DISTRICT BOARD OF DIRECTORS BUDGET AND FINANCE COMMITTEE HELD FEBRUARY 12, 2010 AT 10:00 A.M. AT THE GOLDEN VALLEY FIRE DISTRICT ADMINISTRATIVE OFFICE LOCATED AT 3327 N MAYER ROAD, GOLDEN VALLEY, ARIZONA 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 Board of Directors Budget and Finance Committee held a Special Workshop open to the public on February 12, 2010 at 10:00 A.M. at the Golden Valley Fire Department Administrative Office located at 3327 N Mayer Road, Golden Valley, Arizona 86413
The Governing Board Budget and Finance Committee 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 workshop are as follows:

1. Call to Order. Mr. Frederick called the meeting to order at approximately 10:00 a.m.

2. Roll Call of Committee Members. Mr. Frederick, Ms. Samaniego, Chief Hewitt and Ms. Kasso were present. Members not present were Captain Martin and a member of the public not yet appointed.

Mr. Frederick made a motion to appoint Chief Hewitt Chairman of the Budget Committee, Ms. Samaniego 2^nd, all in favor. Motion carried.

3. The Budget and Finance Committee will review and discuss the following topics: Chief Hewitt explained that he is like “Bambi on ice” right now as he and Ms. Kasso had spent only about an hour and a half going over the budget and he would defer a lot of the initial meeting to her.

a. current budget for 2009-10 and estimated revenues and expenditures for remainder of fiscal year. Ms. Kasso stated the current budget taxes and revenues are basically all the taxpayers responsible for. The balance of those, the carryover items, are what we carryover from year to year. The “taxes” is all the tax money the public is responsible for. We do have the Fire District Assistance tax and right now there is a cap on it of $300,000.00 that could possibly go away; we should have more information by February 26^th. The tuition was based on a Paramedic class and a Firefighter I & II class; we did not have the Firefighter I & II class. This year we will not have revenues unless we come up with another class. Right now, as it stands we will have expenses in that school, but we won’t have any revenues for that schooling. Expenses in the various categories, last year when doing the budget; we took the full amount anticipated and took a 60% collection rate. So we tried to work the budget so the working portion of the budget was based on 60% of estimated collection. We can’t spend more then what we collect so we took the 40% balance and put it in a reserve account. It’s there if we collect it, for the purpose of the equipment, building, or for operations. If we don’t collect it it’s not there but we’re not depending on that money to survive. We paid the last three payments on a five year note on a vehicle and we purchased a vehicle straight out for a little over $500,000.00, we have Station 3 up and running and is paid for in full, the maintenance area up at Station 2 is paid for in full. We have no outstanding debt other than day to day operational.
Chief Hewitt asked for an explanation of the contingency fund. Ms. Kasso continued by saying, the contingency fund is something we started last year. The County Attorney suggested to all Fire Districts that we try to set aside approximately three months worth of operational debt. She figured our payroll runs roughly $50,000.00 a pay period. We tried to put $500,000.00 in that fund to carry us over if we needed it. Our bulk money comes in April/May and October/November. This fund is not to be used for anything and everything, basically for emergencies only. Mr. Frederick stated in the months of April, May and June if we can really economize in those three months it makes it a lot easier being comfortable in July and August. We are in excellent shape this year because of what we did last year. It’s only because we have a surplus now that we’re not going to have a problem next year. Ms. Samaniego expressed that she would like to see the expenses on a monthly basis. Ms. Kasso went on to point out a couple negatives on the income statement that will need to be addressed as line item transfers more toward the end of the year. Mr. Frederick asked that Ms. Kasso and Chief Hewitt come up with another $10,000.00 to put on line item “Training Supplies”. It was determined to allow staff to work on the budget and put it together so it works for the department and brought to the Board for approval.

b. projection of revenues and expenditures for upcoming fiscal year of 2010-11. Ms. Kasso stated according to the Fire District Abstract statement received from the County our total estimated net assessed property values is the $125,703,045.00. In addition to that we annexed three pieces of property that are not included in that figure for a total of $520,665.00 so it gives us a total of $126,223,710.00. Our current rate is at 2.5% so that is an estimate of $3,155,592.75 in property taxes. According to the County we could increase our levy up to the max which is 3.25%. Chief Hewitt stated if we’re at a 2.5 levy now and could go up to 3.25 that’s another emergency measure. Ms. Kasso stated from the figures she’s come up with she thinks we can work with the 2.5 and be comfortable. The one advantage we have is we’ve paid off our debt; our debt is payroll and operations.
            Mr. Frederick stated he thinks its imperative for Chief Hewitt to get with the Captains to survey the surrounding area for annexation areas. We’re discussing Nucor, the Power Plant, the prison, the I-40 corridor. When you annex someplace it’s two tax years from paying you any money. We have to look at income generating revenue. Ms. Kasso stated in all those areas right now it wouldn’t be feasible to annex because of the annexation process because we don’t border, but we could get contracts. In the past our contracts have been based on property tax values. Mr. Frederick stated the 93 corridor is going to turn into a boom corridor starting next year; once that corridor opens up it will grow rapidly.
            Ms. Kasso went over some comparisons she had prepared from previous years to current with the outcome being if we keep our budget pretty close to where we are now it would be workable. She presented a spreadsheet with actuals showing 2005-06 and each fiscal year after that to January 31^st current year. Each line item shows actual expenditures for the past three years. The total expenditures as opposed to your total revenues, you can see that we’re carrying over more. The one year we spent around $20,000.00 more than we took in but we had a carryover so we weren’t hurt too bad. Ms. Samaniego asked why each station can’t be held accountable for their monthly expenses; it would put everything in a better perspective, put the responsibility on them.
            Ms. Kasso stated with hiring two possibly three new employees and promoting within etc. we’re looking at right around 1.4 in payroll that does not include fringe benefits. With retirement, social and medicare it’s about $230,000.00 plus insurances.

4. Call to the Public:

5. Adjournment: Chief Hewitt made a motion to adjourn the meeting at approximately 11:30 a.m.

Minutes prepared by: Faye Morcom Date: 2/16/2010

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