DVF SSD BOARD MEETING AGENDA
16 April 2026, 7:00pm
1. Call to order/roll call/pledge Alan Burns, Chair
2. Approval of Agenda Alan Burns, Chair
3. Approval of 19 March 2025 Board Meeting Minutes Alan Burns, Chair
4. Treasurer's Report Pat Johnson, Treasurer
5. Review of Payroll LOC, 2026 Budget Pat Johnson, Treasurer
6. Credit Card Policy and Management Hunter Wolfe, Admin Chief
7. Member(s) of the Month: April 2026 Travis Flygare, Deputy Chief
8. Fire Chief's Report Chris Rieffer, Fire Chief
9. Seasonal Fire Outlook Chris Rieffer, Fire Chief
10. Board discussion (discussion, no votes) Alan Burns, Chair
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11. Public Comment Alan Burns, Chair
12. Adjournment Alan Burns, Chair
Meeting Minutes (Pending approval)
Meeting Minutes: Damon Valley Fire Department Board Meeting
Date: April 16, 2026
Topic 1: Opening of the Meeting
Summary
The Chairman, Alan Burns, called the meeting to order. Following the roll call, pledge of Allegiance. The agenda for the April 16, 2026 meeting and the minutes from the March 19, 2026 meeting were approved.
Speaker Points
- Alan Burns (Chairman):
- Called the meeting to order and conducted a roll call, noting the presence of Olivia Anderson, Kim Slight, Pat Johnson, Alan Burns, and Doug Markham.
- Asked for a motion to approve the agenda. Kim Slight first, Doug Markham second- approved.
- Asked for a motion to approve the minutes from the March 19, 2026 meeting. Pat Johnson first, Doug Markham second, approved.
Topic 2: Treasurer's Report
Summary
Pat Johnson presented the financial reports for the first quarter of 2026, ending March 31. He detailed the year-to-date revenue and expenditures, the current balance sheet, and a cash-flow snapshot as of April 15, 2026. He also updated the board on the status of the 2025 audit and the 2026 insurance application.
Speaker Points
- Pat Johnson (Treasurer):
- Income Statement (Q1 2026): Reported total revenue of $607,477 and total expenditures of $439,885, resulting in a net revenue of $119,610.04 year-to-date.
- Balance Sheet (as of March 31, 2026): Highlighted total cash assets of $108,122 across operating, money market, and capital reserve accounts. Total assets are $1,787,639. Total liabilities, including capital leases, are $529,913.
- Cash Snapshot (as of April 15, 2026): The payroll line of credit has increased to $192,653 due to a recent payroll cycle.
- Upcoming Funds: An imminent reimbursement check from the Department of Natural Resources for approximately $311,000 is expected.
- Proposed Solution: Plans to apply approximately $150,000 of the incoming check to the payroll line of credit, with the remainder going to the operating account. The exact application of funds will be determined strategically once the checks are received.
- 2025 Audit: The audit started in late February and the final report is expected by the end of April or early May 2026. State approval should follow before the end of the second quarter.
- 2026 Insurance: The application has been submitted and is currently in underwriting.
Decisions Made
- No decisions were made during the report. The plan to allocate the incoming $311,000 check was presented as a proposal, with final action pending receipt of the funds.
Topic 3: Review of 2026 Budget and Payroll Line of Credit (LOC)
Summary
Pat Johnson reviewed the department's performance against the 2026 budget for the first quarter. He explained that revenue is ahead of projections while expenses are on target, indicating a healthy financial trend. Alan Burns inquired about the strategy for paying down the payroll LOC.
Speaker Points
- Pat Johnson (Treasurer):
- Issue: The payroll LOC balance has increased to cover payroll, and it accrues interest. It can only be used for payroll expenses.
- Budget vs. Actuals: At the end of Q1, the department has realized 31% of its budgeted annual revenue and incurred 24.5% of its budgeted annual expenses.
- Proposed Solution: He will provide the 'Budget Versus Actuals' report to the board quarterly to monitor trends and identify any potential overspending. The current numbers show a positive trend.
- Alan Burns:
- Request: Asked for clarification on how the incoming checks would be applied to the payroll LOC and whether there would be enough left in the operating budget.
- Facilitated the discussion.
Decisions Made
- The board will receive a 'Budget Versus Actuals' report quarterly from the Treasurer.
Topic 4: Credit Card Policy and Management
Summary
Chief Hunter Wolf explained that an update to the credit card policy is no longer necessary. A recent issue where pre-authorizations from a hotel maxed out a card's limit during deployment highlighted a potential problem. However, a new management tool from Zions Bank now allows for real-time shifting of credit limits between cards, solving the issue without a policy change. Pat Johnson added that he has requested an increase to the overall credit limit.
Speaker Points
- Hunter Wolf (Chief Wolfe):
- Issue: During a recent deployment, a hotel's practice of pre-authorizing for an entire week and then re-authorizing daily quickly exhausted the $8,000 limit on an engine boss's credit card, causing subsequent purchases to be denied.
- Initial Proposed Solution (Now Obsolete): To increase the individual card limits for engine bosses.
- Current Solution: A new online tool from Zions Bank allows management to instantly transfer available credit from an unused card to a deployed card. This negates the need to raise individual limits or change the policy.
- New Process: The new banking app also allows management to issue and deactivate cards directly, streamlining the process for seasonal staff. Cards can be deactivated during the off-season instead of being physically turned in.
- Pat Johnson (Treasurer):
- Issue: The current aggregate credit limit of $20,000 for all cards can be restrictive during wildfire season.
- Request: He has formally requested that Zions Bank increase the aggregate credit card limit.
- Timeline: He expects a response from the bank on this request by the end of the following week (by April 24, 2026).
- Current Practice: He noted that the finance team actively manages card balances and makes mid-cycle payments during deployments to prevent firefighters from hitting their limits.
Decisions Made
- The credit card policy will not be updated at this time.
- Management will use the new Zions Bank tool to shift credit balances between cards as needed during deployments.
Topic 5: Member of the Month Recognition
Summary
The April Member of the Month was announced. The recipient was recognized for his long-term contributions, including participating in the fire academy and intern program, and for his critical role in equipping the new brush truck.
Speaker Points
- Hunter Wolfe (Chief Wolfe): Announced that Bodie Bowthorpe is the April Member of the Month. He noted Bodie's history with the department (2024 fire academy graduate, intern program participant) and his significant help in getting the new brush truck equipped.
Decisions Made
- Bodie Bowthorpe was officially recognized as the April Member of the Month.
Topic 6: Chief's Report & Department Operations
Summary
The Chief provided an update on general department operations, a recent significant incident, and the financial success of the wildland deployment program. He emphasized the department's readiness and high performance, citing excellent response times and successful outcomes. The revenue generated from wildland deployments was highlighted as a critical component of the department's budget.
Speaker Points
- Hunter Wolfe (Chief Wolfe):
- Issues Raised:
- Reported a structure fire in Dammeron Valley last month caused by an overheated bathroom fan that ignited the attic. He warned the public not to leave bathroom fans running for extended periods.
- Requests/Solutions:
- Stressed the importance of the wildland deployment program for revenue generation.
- The department has achieved $430,585 in revenue from four deployments so far, which is crucial for funding operations and achieving the budget goal.
- The budget includes a target of $1.6 million in revenue, with an aspirational goal of $2.1 million to build reserves and potentially lower fees in the future.
- General Updates:
- Department operations are running well with great response times and 73 calls to date.
- Crews successfully handled the Dammeron Valley fire, saving the house due to adequate staffing (a four-man engine) and a fast attack.
- A new display board will be available in the station for anyone to view the status of on-duty units, available personnel, and deployed resources.
Decisions Made
- A new informational board tracking unit and personnel status will be maintained and made publicly visible at the station.
Topic 7: Wildland Seasonal Forecast and Preparedness
Summary
The Wildland Coordinator, Alan Cox, presented a dire forecast for the 2026 fire season, citing critically low fuel moisture, soil moisture, and snowpack levels. He outlined the department's enhanced staffing and resource strategy to both protect the local community and capitalize on the financial opportunities of a busy fire season.
Speaker Points
- Alan Cox (Wildland Coordinator):
- Issues Raised:
- The 2026 fire season is predicted to be severe. Fuel and soil moisture are at a 32% deficit compared to the previous year.
- Statewide snowpack peaked on April 1, three weeks earlier than ever before, and is at 50% below the lowest recorded average.
- Predictive services show a transition from 'elevated' to 'critical' fire weather for Southern Utah starting May 1. By July 1, the entire state of Utah is expected to be under 'critical' fire weather conditions.
- Proposed Solutions/Preparedness:
- Staffing levels for both local response and national deployment are the highest they have been in years.
- The department will be able to field three wildland engines for deployment, a new precedent made possible by the board's approval of engine 'thirteen sixty two'.
- The REMS team and the 'angels' will also be staffed and available for deployment.
- The resource availability board will be kept up-to-date for the board and public to view.
- Hunter Wolfe (Chief Wolfe):
- Reassurance: A wildland brush truck is always kept in the Dammeron station for local protection and is never sent on out-of-area deployments.
- Preparedness: During Red Flag Warnings and Fire Weather Watches, two additional wildland firefighters will be called back to staff the local engine, ensuring enhanced readiness.
Decisions Made
- The department will staff and prepare three wildland engines, the REMS team, and the 'angels' for deployment during the 2026 fire season.
- During high-risk weather days (Red Flag Warnings), staffing will be increased with two callback wildland firefighters.
Topic 8: Explanation of 'On-the-Board' Status
Summary
A question from Treasurer Pat Johnson regarding the color-coding on a chart led to an explanation from Captain Alan Cox about the fire department's 'on-the-board' status for its resources, which signifies their availability for national deployment.
Speaker Points
- Pat Johnson (Treasurer): Asked for clarification on the significance of the green and blue colors on a chart.
- Alan Cox (Captain):
- Issue Raised: Explained that the colors (green and blue) are not significant.
- Proposed Solution/Explanation: Clarified the meaning of 'on-the-board.' It signifies that the department's apparatus is registered through the DNR at a state level and is available for national or Great Basin (GAC) deployment.
- For most of the year, resources are nationally available and can be sent anywhere in the US, Canada, or Alaska.
- At certain times, the state may restrict resources to remain within the Great Basin, making them local resources.
Decisions Made
- It was clarified that the colors on the chart were incidental and the key takeaway is the 'on-the-board' status, which allows the department's resources to be deployed for national and regional incidents, generating revenue.
Topic 9: Review of Policy and Procedures Manual
Summary
Treasurer Pat Johnson proposed that the board members review the current Policy and Procedures Manual for any necessary updates, suggesting this become an annual practice.
Speaker Points
- Pat Johnson (Treasurer):
- Request: Proposed that all board members individually review the Policy and Procedures Manual, which was last updated in 2025.
- Proposed Solution: Requested that this review be completed between now and the next meeting. Any suggested updates should be emailed to him. He will then compile them and, if there are proposed changes, add the item to the next meeting's agenda for discussion and potential adoption.
- Doug Martin (Chairman): Acknowledged the proposal and moved the discussion forward.
Decisions Made
- The board agreed to individually review the Policy and Procedures Manual before the next meeting.
Topic 10: Public Comments
Summary
The floor was opened for public comments. Mac Sorenson provided an update on a park maintenance issue. Resident Matt Anderson questioned the board about the possibility of eliminating the citizen fire fee given the department's business revenue from wildland deployments. The board responded that the focus is on fee stability and funding future capital projects.
Speaker Points
- Mac Sorenson:
- Issue Raised: Informed the board that a valve at the park entrance is leaking and will need to be repaired in the next week or two (approximately by May 7, 2026).
- Proposed Solution: Captain Jones believes the valve can be repaired by replacing internal parts, estimating the cost at around $200, which is significantly cheaper than replacing the entire $800 valve. He also commended Captain Jones's work on park maintenance.
- Matt Anderson:
- Request: Asked if the board has considered relieving citizens of the fire fee, given that the department's 'business is flourishing' from wildland fire deployments.
- Pat Johnson (Treasurer):
- Response: Stated that the primary goal is to use operational revenues to keep resident fees stable and prevent increases. A fee decrease is a 'worthy goal' but would require substantial cash reserves. He believes it is unreasonable to expect the fee to ever be eliminated entirely.
- Doug Martin (Chairman):
- Response: Mentioned that income is also needed for future capital projects, like the fire station expansion outlined in the 2030 plan, and for matching funds required for grants. He stated directly that the fees are not going to change at this time.
- Response: Agreed with the goal of keeping fees stable and potentially lowering them in the future.
- Proposed Solution: Suggested the board needs to re-evaluate the 2030 plan, as its projections were based on population growth that has not materialized.
- Alan Burns:
- Response: Added that residents receive significant value for their fees, noting the department's high ISO rating which lowers homeowner insurance costs. He confirmed the budget and fee structure will be reviewed in the fall of 2026.
Decisions Made
- The resident fire fee will not be changed or eliminated at this time.
- The board will review the fee structure again during the budget process in the fall of 2026.
- The board agreed on the need to formally re-evaluate the 2030 plan.
Alan Burns asked for a motion to adjourn meeting, Kim Slight first, Doug Markham second. Approved.
These minutes are AI generated using PLAUD.
Notice of Special Accommodations (ADA)
In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this hearing should notify the Dammeron Valley Fire Special Service District Chairman of the Board, Alan Burns, at least three days prior to the hearing.
Notice of Electronic or Telephone Participation
Policy: This shall be known as the Dammeron Valley Fire Special Service District Electronic Board Meeting Policy.
In compliance with Utah State Code 52-4-207
Title 52
Chapter 4
Section 207
Other Information
DVFD is located on the east side of Highway 18, about half way between Mile Markers 17 & 18, the second building after the mail box pods on the North side of the street.
Alan Burns- Board Chair
Pat Johnson- Treasurer
Olivia Anderson- Clerk
Doug Markham- Member
Kim Slight- Member