General Information

Government Type

Special Service District

Entity

Cedar Mountain Service District

Public Body

Board of Trustees

Notice Information

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Notice Title

Meeting Minutes

Notice Tags

Adoption

Notice Type(s)

Meeting

Event Start Date & Time

February 10, 2018 10:00 AM

Event End Date & Time

February 10, 2018 01:00 PM

Description/Agenda

Cedar Mountain Fire Protection District Minutes January 13, 2018 3620 Mammoth Creek Road, Duck Creek Village, UT. 84762 Board Members Present: Mike Petullo, Chairman Frank Gagliardi, District Clerk Brad Robbins, Treasurer Diane Adams, Member Chuck Brechler, Member -Absent Bob Shackleford, Member Don VanDine, Member - Absent It is 10:03 am on January 13, 2018. This is the Cedar Mountain Fire Protection District Governing Board monthly meeting for January. We have a quorum. We are now in session. Invocation Pledge of Allegiance Agenda: Chairman Comments: Today is the day we swear in the new Board Members. Outgoing Board Members are Frank Gagliardi, and Chuck Brechler who is absent today, Jay Wilhelm and Don VanDine, who has passed away. The Chairman would like to thank the community for their support for the last four years. We have come a long way in four years. We had nothing when we took over and now we have AEMT's, EMT's, Quick Response Unit, getting two new engines here in August. The Chairman thanked District Clerk Gagliardi for his service for the last four years and to the other folks. Approval of Minutes: Motion for Approval of Minutes as written by District Clerk Gagliardi. Motion was seconded by Treasurer Robbins. Poll of Board as Chairman and Diane Adams were absent last meeting; Bob Shackleford yes Diane Adams abstain Brad Robbins yes Frank Gagliardi yes Mike Petullo abstain Motion Carries. Treasurer's Report Treasurer Robbins reported in the Mountain America CIP account we moved $114,500.00 into this account which was approved and came from Zion's Fire Checking. Checking / Savings Mountain America 455,074.84 Snow Emergency Fund 246,089.08 Snow Removal Funds 167,615.97 Zions Fire Checking 405,277.18 Zions 255,429.28 Total Checking / Savings $1,529.486.35 Motion to accept the Treasurer's Report by Diane Adams. Motion was seconded by Member Shackleford. Motion Carries. District Clerk's Report: District Clerk Gagliardi states the expenditures for the month of December were significantly higher than typical. One we moved $114,500.00 in Capital Improvements, which was budgeted on the 2017 budget. Increase in payroll for the 5 full time firefighters that were not in the budget. For the year we came out pretty close to the budget. District Clerk does not have the final total as are still paying expenses that were incurred in November and December out of the 2017 budget. The District Clerk stated we should come out 5% to 6% under budget. This says a lot to the Chief for the way he managed the bigger expenses for the year. The smaller amounts do mount up and the Chief will speak on this later. There were a couple of items we were over budget in: Administration, was over budget, EMS, and Fire Suppression as major categories. As for little categories individual line numbers there were a number that were over, but he left them as budgeted so you can see the impact of the actual expenditures compared to budgeted items. He did not move money around as in past year so the board and public could see what the actual expenditures are. We went to on line baking incurring expenses that we were had not experienced in prior years, that added to the admin and on the other side it saved some money as the accountant does not have to spend as much time doing all the accounting things. The public hearings for the budget which by law we are to advertise and when we did, this budget we did not anticipate these expenses. District Clerk stated when we have 6 public hearing times about $500.00 to $600.00 for each meeting. That cost adds up a lot. Also we made a better firehouse program this year that allows the Chief to track all our incidents and helps us comply with laws that require us to report those things, particularly on the EMS side. Then there are dues associated with that. On EMS, as the Chairman stated earlier, we now have Advanced EMT's and most of the firefighters are certified EMT's as well. Those things cost money, the training, the certification, but the hidden things that the public is not aware of, there is a stock pile of supplies that we are required to have. It cost us about $7000.00 for the year for the medical supplies. These aren't extra expenses as we were able to go through the budget in areas that we could under spend so that we could reallocate the resources. We did not dip into reserves for any of this, we just took money from areas we had over budgeted more that we ultimately needed or we just bit the bullet and did not do somethings the Chief want to do. The snow season here covers two fiscal years. It makes a little challenging for accounting purposes. For this physical year 2017 we ended up over budget by about $19,000.00. Out of $360,000.00 budgeted, that is not too bad. Particularly when you do not have a clue how much snow we are going to get each year. Our snow contract is categorized by amounts of snow fall. The more snow fall we have the more we have to pay the contractors to move it. We had an above average amount of snow fall last year. We had budgeted for a little above the 2016- 2017 season up to including the payments in December for the 2017-2018 season. We received more snow than what was anticipated. The reserve account is monies reserved to pay the contractors when this happens to remove the snow. This means we went 105% over budget for 2017. Chief's Report: Response: Chief Tuttle reported during 2017 they responded to 186 calls for service. This is about the same as 2016, and we are being pretty consistent. 2017 as follows: 25 Fire Calls 94 EMS Calls (of which were 11 MVA's, 9 ATV accidents and 1 snow mobile accident.) 19 Public Assist Calls 47 Fire Pit Inspections Since our last board meeting we have responded to 8 calls for service. 1 Fire Call 2 Medical Calls 2 MVA Calls (one a single ATV accident with 2 passengers and the other 5 vehicles with 9 people involved.) 1 Health and Wellness Check Call 1 Fire Pit Inspection Fleet: Vehicle Maintenance: Weekly rig and equipment checks were performed. A ball valve has been replaced on the pump piping for E-74. The primer is still being worked on. T-71 and T-72 are out of service due to battery issues. They are scheduled to be repaired this winter. The winter tires that are studded have been placed on Support 79. Quick Response Unit Designation: As mentioned earlier we did receive our inspections for AEMT licensing. We received it in the mail, so now it is on the wall. We are an official AEMT Organization. This is a little different from last year. Now the Bureau of EMS licensed all five of our response vehicles as Advanced EMT vehicles. This is good and bad. Good that if we have EMTS on that vehicle when they respond they will have the equipment they will need to operate at their level. It will cost us a little more as we will have to outfit all five vehicles. Chief Tuttle said he would have to purchase more EMT equipment. It has to be at the AEMT level. The personnel will just use the equipment that their level will allow them to use. The medical director is comfortable with that. Legally we are good, just going to cost more. Training: Five members attended a Hazardous Material Class in Richfield last Saturday. The class was a new class on identifying and developing an initial action plan for Haz Mat Incidents using NIOSH information. Class will be held sometime in Cedar City and he will get more firefighters to attend. Winter Fire School is next Friday and Saturday January 19th and 20th. Several members have registered to take classes and attend the conference. There is a two day training class February 6th and 7th on Fire Prevention and understanding the WUI Code for Wildland Urban Interface being held in Richfield. It's called a Community Mitigation Academy. The Chief, Cheryl Tuttle, and Charles Hightower, and Mike Petullo are registered for the class. This is good because the WUI Code will let us know how to interact with the legal fuel litigations around cabins and so forth. So when we inforce we will have education to back us up. Chief Tuttle is on a wait list for a 6 day class at the National Fire Academy in Maryland. The class is designed to teach students how to develop CWPP's (Community Wide Prevention Plan). We are in the process of creating a CWPP with the help of Bevan Killpack with the state of Utah, but I feel this class would allow me a better understanding of a CWPP and how the CMFPD would be better equipped to participate in the process. We are obligated to have a CWPP as part of our MOU with the State regarding firefighting operations. Anytime they go to a class for the National Fire Academy we pay up front and they reimburse us through the Federal Government. This would be no cost to us. Grants: The Chief is in the process of submitting grant applications for State and Federal Assistance. The State Grant is for EMS related items. Last year we did receive a grant from them in the amount of $1800.00. It was not a lot but helped with EMS supplies. The Federal Grant is for an exhaust removal system and turnouts/extrication equipment. Turnouts are only good for ten years and some of ours are expiring. The exhaust system is needed to keep the exhaust fumes out of the offices. He had to do a performance report for the Tender Wolf and submitted it. With that in mind he has to apply for an extension as we only have a certain amount of time to spend the grant money. They are aware of it with this report. Combination Fire Department The Firefighters are working out well. Our call volume has been light as is expected for this time of year. The station and emergency response equipment is being maintained exceptionally well. We have been filling the vacant spot on C shift with our volunteer members. We only hired 5 fulltime employees and the volunteers are getting their on call pay for the hours they work while filling in for C shift. This is a good thing as it gives the volunteers experience and it also allows them to work hand and hand with the full time firefighters so the working relationship is up. So far the shift is covered through February. Chief Tuttle stated he has received four applications for the full time position and plan on conducting interviews mid-February and fill in the position in March or at the latest in April. Following the interview, a medical examination will be required and a physical agility test in lieu of a current CPAT test card will need to be conducted. Snow Removal Liaison: Member Shackleford stated: Snow Report for January 13th 2018. The snow season has started out slowly with only two storms so far. The first storm in December did not require snow removal as it was less than 6 inches. The second storm this past week produced varying amounts between 7-10 inches throughout Duck Creek area. The contractors responded early on day one of the storm to begin clearing the roads. I have not received any calls or complaints from residents concerning snow removal. We are working on putting together the snow removal contract for the next three years. The current contract will expire this year. Next contract will run through 2021. Report concluded. Jerry Triebold asked if there has been any input on getting signage from the county on signs stating no parking on the roadway. Or is it up to each subdivision to do that on their own as far as getting the signage up? Member Shackleford stated he thought each subdivision has to do that on their own. He would also like to see 'chains or four wheel drive only' posted as well. He thinks we will have to fund that ourselves. Jerry Triebold asked if we get the signage, will the Sheriff's department enforce it? Member Shackleford stated the sheriff has cooperated with the no parking code we initiated last year. No parking allowed on any of the roadways throughout the Duck Creek Community area for blocking emergency vehicles and snow removal itself. He will follow up on that. Swearing in of new Board Members. (2018-2021) Treasure Robbins gave plaques to Mike Petullo and Frank Gagliardi in appreciation of their hard work as Board Members for the last four years. Treasure Robbins also gave a speech recognizing the hard work that Frank Gagliardi, Mike Petullo and Chuck Brechler did over the last four years. Members of the board also gave their appreciation to the outgoing members. Treasurer Robbins stated the Chuck Brechler was not present, but he has been a part of this department for over thirty years and is greatly appreciated. Frank Gagliardi is continuing on as Captain of the fire department and Chief Tuttle presented him with a red helmet. District Clerk Gagliardi swore in Charles Hightower and Mike Petullo as the new board members. Charles Hightower gave an acceptance speech after being sworn in. Election of officers: Nominations were opened for the Chairman of the Board for the 2018 calendar year. Diane Adams nominated Mike Petullo. He accepted the nomination and was elected as Chairman. Nomination for District Clerk was opened for the 2018 calendar year. Brad Robbins nominated Diane Adams. She accepted the nomination and was elected. Nominations were opened for the position of Treasurer for the Board for the 2018 calendar year. Diane Adams nominated Brad Robbins. He accepted the nomination and was elected Treasure for the 2018 calendar year. Bob Shackleford was asked if he would continue as the Snow Liaison for the 2018/2019 snow season. He accepted. Old Business: Townsite Act and Station Expansion: Chairman Petullo stated there was one item later in the agenda that might relate to this. Colleen Petullo asked if the Commissioners were more proactive in bring this board in with their discussions at all? Treasurer Robbins stated last meeting the gentleman from the Forest Service gave a good run down of what is going on. Colleen Petullo is concerned this is going to get pushed through and we won't have a say, especially on the utility issue. Treasure Robbins stated the Forest Service gentleman addressed that issue as well as what is going on. Colleen Petullo stated she is concerned we are going to be left high and dry. Sallie Shackleford had conservation with Sam from the Village Association. Sallie was unaware that the Village Association is also involved in this. Conservation continued. Swains Creek Metal Building / Property: Chief Tuttle stated that initially they went out with Joyce Barney and the surveyor. They measured off what we wanted. The Chief was under the impression that Joyce Barney was going to pay for the survey as she was donating the land to us. We received a bill from the survey company in the amount of $2250.00. Chief Tuttle waited until after the holidays and contacted Joyce. She was under the impression we were going to pay for the surveying. Chief Tuttle stated we should go ahead pay the bill as she is donating the land. Joyce Barney contacted Shannon McBride at Kane County and originally they thought it was going to be an easy transfer by changing the legal description of the land and put it in our name. Just before the holidays, Joyce Barney received more forms she had to fill out and there are a few more steps. She stated to Chief Tuttle she hoped to have everything done by the first of the year. We are getting the land donated to us. We have this bill to paid. Member Hightower asked if there was a contract between this lady and the fire department. Chief Tuttle stated it was a verbal agreement. Chief Tuttle again stated he was under the impression because it was being donated he did not come to the Board, he did not think there was a need. He now needs authorization to pay this bill. District Clerk Adams stated she imagines there will be a small recording fee associated with the land transfer. She suggested we include a nominal recording fee with the approval of this $2250.00 so we can get the deal done. Treasurer Robbins asked if this has to go through a title company? Chief Tuttle stated he did not think so as Shannon McBride was going to just change the legal description and it was going to be a quick claim. Joyce Barney stated to Chief Tuttle that there was another piece of land that she would like to donate to us as she cannot sell it. It would be a good spot to dump the dirt from where we want to build. District Clerk Adams asked if that was a specific lot? Chief Tuttle answered yes. District Clerk Adams asked if there was any surveying on that lot that needs to be done. Chief Tuttle said it had all been done and the fee would be for a change of title. Conversation continued. Motion made by Treasurer Robbins to pay the bill of $2250.00 to New Horizon for the survey of the land. Plus an additional $750.00 dollars more if needed to record titles for both lots to get everything recorded in our name. Treasurer said up to $3000.00 to do all this. Motion was seconded by Member Hightower. Motion passed. KCEMS / CMFPD MOU / Hospital Board Meeting: No new information. GRAMA Request: This started in October to obtain the cost of medical supplies from the hospital for ambulance runs that affected Cedar Mountain. It was a year of the rides. There was an email sent from the hospital and they mentioned HIPI and then the fact it would be a lot of work for them to research a years' worth of runs. Chairman Petullo contacted Rosemary Cundiff, and she suggested request for less than a years' worth. The chairman sent in a request from June, July and August of 2017. This would reduce the amount of calls sufficiently. He has not heard anything back. He contacted Rosemary, again, the chairman thought we would go before the Gramma Request Board that handles this kind of thing. She suggested she talk with the hospital again. Chairman Petullo said he talked with the attorney and there are a couple of options. We can ask the attorney to file a more in-depth Gramma Request to the hospital stressing the fact we are not asking for any private information, just what supplies they have ordered in relation to runs from up here. The other option was to start billing for supplies to the visitors to the mountain. Sallie Shackleford asked if we were billing the people for the supplies we use on the calls. Conversation continued. Outcome : Chairman, District Clerk Adams and Chief Tuttle will set up another meeting with Kane County. They will also investigate how to go about billing patients for supplies used. Again the conversation continued. KCH, CMFPD MOU This was just talked about above and with the Board's permission we will skip the topic. Board Member Training Chairman Petullo stated this is scheduled for April 18, 2018 with LeGrand Bitter here at this station. Chairman Petullo stated you can take this on line, but the downside of this you will have to take a test, but that does count for the training for the year. Otherwise all members need to be here for the training in April. To be clear the only thing needed is the open public meeting law, but since there is no course for this we go to the Board Member training. Sexual Harassment / Hostile Work Environment Policy Substance Abuse Policy. Chairman Petullo stated both policies are here and if everyone would look them over, sign and dated for this year will be cover for 2018. The volunteers are also supposed to sign also. The Chief is responsible for that. New Business: NIMS 100 and 700 Chairman Petullo stated all the Board Members should have IS 100 and IS 700 for training. Chairman Petullo thinks the other three board members have that training or above that level. Charles Hightower is the only one that needs it. The reason he needs the training is that under the Federal Grants one of the requirements under the NIMS program is that elected officials have those two courses. Chairman Petullo gave Member Hightower the website to take the courses. We really need that training done as there are boxes that have to be checked off before we can get a grant. Check Signing Authorization District Clerk Adams stated that with Chuck Brechler no longer on the board and Frank Gigliardi no longer on the board, we need to know who will be responsible for signing checks. It is her understanding you do not have to be a Board Member to sign checks. Treasurer Robbins said that was correct. About a year ago, he said they decided the Chief should be a signer on the checks. We have been trying to go to electric deposits, but there are at times we need to make a paper check. Treasurer Robbins said he was not here all the time. He said if the request was to reinstate the Chief as a signer he had no problem with that. If the purchases have been approved than it was be preferential for him not to sign his own purchases. District Clerk Adams stated that if Frank Gagliardi would be willing to remain a signer on the checks, she would greatly appreciate it. Sallie Shackleford was concerned that Frank Gagliardi and the Chief both be signing on the same check and this would set a precedent for future boards. Chairman Petullo stated there would be a policy made if Frank Gagliardi signed, then the Chief could not sign and visa versa. Frank Gagliardi wanted to clarify that every purchase before the check is written it is approved by the District Clerk. There would be no way that the two of them could sign a check that has not been approved by the District Clerk already. Frank Gagliardi stated if no one else was available he would sign checks. District Clerk Adams asked if Treasure Robbins needed to remove Chuck Brechler from check signing authority and add Charles Hightower. Treasurer Robbins stated yes, and will get him the token from Zions bank to go in and approve checks. This will not happen overnight. Chairman Petullo will put policy draft for the next meeting. Water Rights: Chairman Petullo discussed the letter from the state and from Stan Adams, the surveyor. There is a $400.00 fee associated with the Proof of Beneficial Use. Motion was made by Treasurer Robbins to pay Stan Adams the $400.00 and pay the state their fee. Motion was seconded by District Clerk Adams. Motion Carries. Fire Fee Adjustment for Owners of 10 or more acres Chairman Petullo said the person that is donating the land is asking for some kind of adjustment for people that own 10 or more lots. It was brought before the board before, the lots with structures on them are charged one fee and undeveloped land another fee. We cannot do that as it has to be one fee. Chief Tuttle said Joyce Barney asked about a reduction in fees as she has 30 lots. Treasurer Robbins stated that is the risk developers take when they buy land. He has not heard of this being done in any other state. Member Hightower said there is a person in his subdivision that asked the same question. Denied request to lower the fee for more than 10 lots. EMT/AEMT classes Chief Tuttle stated he hired some individuals that did not have their EMT or AEMT. There are now two individuals who have rolled into the AEMT, one taking a class in Cedar and the other at CSN, due to living in Henderson. The cost associated with taking the class is roughly $1000.00 per individual, books and tuition. That will be $3000.00 that was not budgeted in the 2018. Chief Tuttle stated he talked to Frank Gagliardi we can over the cost by not removing the full amount from a line number. We will take some from one line or another. It is over the Chief's limit to do that. Motion was made by District Clerk Adams to approve paying for the training for the individuals at approximately $1000.00 per person, three people. Treasurer Robbins seconded the motion. Motion carried. M-Series Monitors and E-Series Monitors to purchase Chief Tuttle stated these are cardiac monitors. We now have M-Series monitors, we have three as of now. All five of our vehicles are now EMT vehicles. Cardiac monitors have to be on all five of the vehicles. M series and E series are no longer made. You can still get them used, refurbished but you can't buy new one and you can't buy individual parts for them. The three we have are M-Series. The X-Series that he will be putting grants in for. They are $30,000.00 apiece, and we need 5 of them. The M-Series we can get for $1200.00. One of our monitors is going out. He would like to purchase two M-Series. District Clerk Adams stated it would be better to purchase three instead of two since one is already on the fritz. Chief Tuttle can get four E series for $4000.00. Conversation continued. Chief Tuttle said he would like get four of the E series. Treasurer Robbins made the motion to buy four of the E series up to an expenditure of $4500.00. District Clerk Adams seconded the motion. Motion carries. Extra Lon Bunk Beds Chief Tuttle stated the bunkbeds that we have now belong to the Forestry Service and they are standard size. So whenever we purchase this building they could take the beds back. He can't say for sure if they will or not. We have individuals that are over 6 feet tall so they can't sleep in the bunkbeds without hitting the top bunk top and bottoms, they have to sleep at an angle. Chief Tuttle researched for new bunk- beds and mattresses. Two bunk beds and four mattresses for $1500.00. They would purchase their own sheets, but mattress covers we would furnish. The $1500.00 is without the shipping, the one site stated $600.00 for shipping. Carol Gagliardi stated she understood the people that needed the longer beds but they people that don't need them will have to buy extra long sheets. Chief Tuttle said the mattresses we have are old and new ones are needed and none of the firefighters have a problem with purchasing the sheets. District Clerk Adams stated that it is two bunk beds and four mattresses. Chairman Petullo stated this can be taken out of Capital Improvements along with the Zoll monitors. Chairman Petullo stated that this is coming out of Capital Improvement and the E series there should be an amendment to the motion for the Zoll E series to take the money out of Capital Improvement. Treasurer Robbins amended the motion. District Clerk Adams amended her second for the E- series monitors. Chairman Petullo stated the motion on the table has been amended for the E-Series to take the money out of Capital Improvements. Motion Amended and carries. Motion was made by Treasure Robbins to purchase four beds and mattresses up to $3000.00 and that money will come out of Capital Improvements. Motion was seconded by Member Hightower. Motion carries. Comments from the Public Carol Gigliardi stated that over a year ago the board gave the leadership team from Duck Creek Community Church an MOU regarding using the downstairs portion of the church as a staging area in case of a pandemic up here. They had not forgotten, they have had other issues that were a high priority. Just to let you know we will be revisiting the MOU. Carol Gagliardi also wanted to introduce Pastor Kent Mitchell who is the new pastor here on the mountain. We are very grateful that he is here and coming to his first opportunity for the board meeting. Jerry Triebold wanted to know if someone had gone to Zion View to check out the defibrillator? Chief Tuttle stated he had checked it out before the snow so it has been checked out for this month. There are seven in the district. Closed Session: No need for a closed session. Adjournment: Motion was made by District Clerk Adams. Motion was seconded by Treasurer Robbins. Motion Carries. It is January 13, 2018 at 12: 34 and the Cedar Mountain Fire Protection District Governing Board January meeting is now adjourned. Minutes Approved by ______________________________________Date_______________ Mike Petullo, CEM Chairman Signed copy is at 3620 Mammoth Creek Road

Notice of Special Accommodations (ADA)

In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Michael Petullo at 435-682-3225.

Notice of Electronic or Telephone Participation

One or more members of the Cedar Mountain Fire Protection District may participate electronically or telephonically.

Meeting Information

Meeting Location

3620 Mammoth Creek Rd
Duck Creek Village, 84762
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Contact Name

Suzy Polnisch

Contact Email

suzy.polnisch@cedarmountainservicedistrict.gov

Contact Phone

(435)682-3225

Notice Posting Details

Notice Posted On

February 13, 2018 10:44 AM

Notice Last Edited On

February 13, 2018 10:44 AM

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