Cedar Mountain Fire Protection District
Minutes
                                                         December 10, 2016
3620 Mammoth Creek Road, Duck Creek Village, UT 84762

Board Members Present: 	 Mike Petullo, Chairman
				 Frank Gagliardi, District Clerk
				 Brad Robbins, Treasurer
				 Chuck Brechler, Member
				 Diane Adams, Member
				 Robert Shackleford, Member
				 Don Van Dine, Member 

It is December 10th at 10:02 am.  This is the Cedar Mountain Fire Protection District Governing Board monthly meeting.  The meeting is now in session and we have a quorum with perfect attendance.

Chairman's Comments:

Chairman Petullo states he thinks all the board has now seen the policy on Sexual Harassment / Work Place Violence and Ethics.  We need all the Board Members to sign it and also all the employees will sign it for calendar year 2017.  I'll explain why in a moment.  It's actually training on those 3 topics for the year.  Betty or Cheryl is going to schedule a time with LeGrand.  I know you've contacted him once.  If you don't want to show up for LeGrand's training you can take it online.  It's on the Utah Auditor's website under 'Training for Board Members' or something like that.  If you take it online there is a test associated with it and you have to get 100 he believes.  But if you come to LeGrand's training, there is not test.  

He states he received the draft Ordinance from the attorney probably about 3 weeks ago, but says he put it aside because they were dealing with the hospital and the Quick Response Unit.  He will email it out to everybody.  It is an ordinance amending the Kane County Limited Purpose Local Government Entities Code.  This is applicable for all of the Special Districts in the county.  On the 3rd page, number 6 talks about Board Member annual training.  Chairman Petullo states he guesses if they pass this from this point forward each Board Member of a county entity shall within the first year of office and every year after that receive the following training:  procurement training; anti-nepotism and conflict of interest training; open and public meeting act, which is mandatory every year now; fiscal procedures for local district's training; and any other training required by the State Auditor under 17B-1312.  In addition in paragraph 5 each county entity shall by January 1, 2017 adopt and comply with the Kane County Procurement Code or shall adopt and comply with their own procurement policy that is adequate to meet the minimum requirements in the state code.  He states they do that already.  As far as those trainings go in those 5 areas it says beginning 1 January 2017 board members who fail to receive annual training may be removed from office if they fail to update their training within 60 days after receiving written notice of the failure by the Kane County Budget Officer.  He states he doesn't know if this is legal.  It also says each county entity will give notice of the vacant board member positions when they become vacant do to death; incapacity of resignation by any board member when vacant positions are due to expire in term.  Chairman Petullo states they already do this.  That is another thing they are asking us to do.  Each county entity shall designate a Board Member or employee to comply with this section; and it is actually saying in here that every year we have to let them know who our Board Members are, the expiration of their term, who our officers are every year, and if there is a vacancy we have to let the budget officer know.  So with that thought in mind, seeing is how January is coming up next month and we have to elect officers for the 2017 calendar year in addition to the officers we are going to have to designate a Board Member to keep track of this stuff.  Chairman Petullo states we are already doing all of this stuff.  He will try and find out when and if they are going to pass this ordinance.  

Approval of Minutes:

Chairman Petullo states they have the November Monthly Meeting Minutes, the November Public Hearing Minutes, and we took a recording of the Kane County Hospital Meeting that we did on November 18th.  

Motion to approve all three meeting minutes by District Clerk Gagliardi.
Motion was seconded by Member Adams.
Motion Carries.  

Treasurer's Report:

	Zions Fire Checking	 $ 199,489.44    (Becoming our Primary Operational Checking Account)
	Fire Funds Checking	 $   18,283.65    
	Fire Funds Savings     	 $   16,720.12
	Mountain America	 $ 225,045.02
	Snow Emergency Fund	 $   13,993.18
	Snow Removal Funds	 $ 225,284.84
	Zions			 $ 155,046.90
				 $ 853,863.15

Motion to approve the Treasurer's Report by Member Adams.
Motion was seconded by District Clerk Gagliardi.
Motion Carries.

District Clerk's Report:

District Clerk Gagliardi states they spent a lot of money the past month.  A lot of it was for insurance.  Most of our insurance comes due in November: vehicle insurance, property and casualty insurance, worker's comp.  All of this totaled a little over $21,000.  That's not all of our insurance but that is the major costs.  These were not typical expenses.  Unusually expenses would be a check to Zions Bank for $7,131.  This was for tracks for the Squad and regular miscellaneous things.  This is a new credit card for us since we adopted Zions Bank.  We now have 2 credit cards:  Zions Bank and State Bank.  We got rid of the American Express Credit Card, so we're still at 2 credit cards like we've been in the past.  Also, we have 2 check registers now for fire funds checking.  Most of the expenses out of Zions for the past month were to make our quarterly payments to the volunteers.  So you will see all of their names listed in this report, other than that fairly reasonable month.  Overall, we took in $760 for Burn Pit income and we actually took in $1,519 which is about $1000 less than we had budgeted for but that's what we got.  If you continue through the rest of the report you will see in the percent of budget column that there are several line items that are over budget.  District Clerk Gagliardi highlights a couple of them.  What is really important is how are we doing on the fire side compared to total budget, total revenues and we are at about 70 percent of revenues if you subtract out reserves.  We didn't expect to spend any reserves and we are not spending any reserves.  We still have the reserve money, so when you look at money that we programed to expend we are at about 75 percent of that.  So, we are doing real well.  We are going to roll some money into next year which is important because our next year's budget is counting on monies moving from this year to next year to fund it.  For those of you who were here at the budget meetings you realize that the assessments going up the end of next year, but we still have to fund all the expenses between now and then on monies that we're getting in in December through all the taxes that you just paid.  On the Snow side we are almost exactly; we budgeted $320,440 for snow and we've spent as of the end of November $288,523 and change.  He just wrote checks for about $32,000 for the two snow contractors to pay them for December.  So, if you add the $288,523 and $32,000 you come out real close to $320,440; we are right where we thought we would be on snow.  The challenge with snow is that our fiscal year is January to December but our snow year is October through June so our snow payments come out of two budget years.  December payment is coming out of 2016 and the January payment will come out of 2017 monies.  

Chief's Report:

Responses:

We have responded to 10 calls for service since our last Board Meeting.

3 EMS
4 Fire calls
1 MVA
2 Public Assists

Fleet:

Vehicle Maintenance:

Weekly rig and equipment checks continue to be performed.
Currently Tender 71 is out of service after the fire last night in Long Valley Estates.  On the way back there was an issue with its brakes and it is going to take a little bit to repair them.  

Quick Response Unit Designation:

The application is being processed.  We have the green light from the hospital.  He had a meeting with Sherrie Pandya, Hospital Administrator, and we are working towards an MOU that everybody can live with.  On this subject, we are going to have to do our own billing, our own inventory, and our own restocking of supplies.  We just have to work out the little details on that as far as billing.  I am going to meet with Sherrie Pandya and Stuart Willoughby again on the 16th so I can find out who they use for billing.  It is going to be a challenge for us because it is going to be new for us.  Since we are not underneath the umbrella of the hospital they said they cannot resupply us with equipment.  

Pancake Breakfast 2016:

We are still working with workers comp on the injury claim submitted by one of our volunteer firefighters for an injury she received during a K-9 demonstration at the pancake breakfast.

Through the whole donation process we received $12,283 in donations from the pancake breakfast.  We have spent $11,083.94 of the donation proceeds on tracks and an enclosed trailer.  I am getting prices on doors, rear view mirrors, a heavy duty clutch, power steering and a cab heater.  The remaining funds from the pancake breakfast are $1,199.06.  
Snow Liaison's Report -by Member Shackleford:

The snow season got off to a slow start this year with the first plowing not necessary until November 27.

I have received only two calls so far this year related to snow removal; one call from each of the snow contractors.  
Brandon Harris called about a vehicle that was stuck on the cut 'Spring Drive' which he gave that individual a phone number for towing.  He also mentioned the poor condition of the cut 'Spring Drive' which makes plowing difficult.
The second call came from Andy Osterhout.  His issue involved a resident in Strawberry Valley on Circle Drive that had his lots recently re-surveyed and the survey markers extended into the roadway.  Contact was made with the homeowner by the property owners association.  The resident gave permission to remove the wooden stick flag markers but not the pins.  This action will allow snow plowing to continue unimpeded at that location. 

Old Business:

Townsite Act and Station Expansion:

No Report.

Swains Creek Barn/Metal Building:

Member Brechler states they have some things that they really have to think about.  We're looking here at an investment of a quarter to half a million dollars.  That investment, once we make that is for 30 to 50 years.  Once that station is built, the station in swains, we are going to have to live with it for 30 to 50 years.  What is the best location for a station in Swains Creek?  What is best for Swains Creek and what is best for the District as a whole?  Is anything been done on that as to what is absolutely the best location?  What will be the use of the building?  What for the next 30 years do we anticipate putting in that building?  Do we intend to have an engine; and engine and a tender; a quad maybe, I don't know if that has been determined.  And then we should put together an interior layout of whatever it is we want for a station.  And I'm not sure that this is all been done at this point.  The building that we looked at in question, I have a set of plans for the structural foundation.  And I have a set of plans of erecting details, but I have not been able to, at this point, get a set of plans of the structure itself.  If we can't find the steel building plans we are going to need to hire a structural engineer to determine whether what the actual snow load of that building is.  I'm not worried about the foundation, it looks pretty good. Things that will have to be done to the building are that it will have to be insulated; there is a floor that will have to be put in and that is going to have to be reinforced concrete floor.  There will have to be a sewer put in, septic tank and leach field because we'll want a toilet room down there.  They will have to put drains in the floor and that will either have to go into a separate settling basement and then from there into the leach field or a separate leach field and settling basement.  There will have to be drains at the entrances.  The doors presently are in the center of the end walls because of the design of the building the door basically cannot be moved and I was hoping that we could move the door and put a second door in, but we can't because of the structural member is where the door would have to be.  We could consider tearing out the end walls and rebuilding them and redesigning them.  The driveways as to access appears at this point that the best access would be to the west, out of the west entrance of the building, however there is a radius corner that has been dedicated between the two streets and normally a driveway is not allowed on a radius corner, it would have to be moved north.  Member Brechler continues to give a report on what modifications and/or additions would need to be made in his opinion.  

Chairman Petullo asks Member Brechler if he knows if the lot that is next door to it, that is for sale, is owned by that same person.  

Member Brechler states no.  There is the one to the east that he has said that he would buy if we needed him to.  He would buy it and then make it as part of the package states Member Brechler.  

Chairman Petullo asks Member Brechler, since he was talking with the owner a lot, if he gave Member Brechler an idea of what he was expecting for a price for this.  

Member Brechler states they never discussed price.  He asked him and he said make an offer and we'll discuss it.

Employee Evaluations:

Chairman Petullo states the employee evaluations are done.  The 3 paid employees have been evaluated and they all rated out at 4 percent.  They could get ratings of 1, 2, 3, or 4 percent.  The reason why he states he has this on the agenda is because they have to vote on what percentage they are giving them if anything.  This is a performance evaluation raise.  So, 3 employees have been evaluated out at 4 percent.  
This is the 2 Secretaries and the Chief.  

District Clerk Gagliardi states as for the Chief they just gave a pay raise to.  As far as Betty and Cheryl he would recommend that they go with a 4 percent raise.  If you look at it, it's not a lot of money he states.  Let's go for the max and quite honestly we are getting more than our monies worth out of these two ladies so they deserve every penny.  

Motion to give the two secretaries the 4 percent raise and the Chief because of the Department of Labor thing won't get a raise this year by District Clerk Gagliardi.
Motion was seconded by Treasurer Robbins.
Motion Carries.

Chairman Petullo states they get 4 percent.  

Motion to make it retroactive back to 1st of September by Treasurer Robbins.
Motion was seconded by Member Adams.
Motion Carries.

EMS Quick Response Report:

Chairman Petullo states the Chief already gave a report on the EMS Quick Response Unit.  It is back in progress again.

EMS Quick Response Equipment:

Chairman Petullo states the Chief touched on the backboards.  He is aware of this stating if you go to the BEMS website there is a document on their, the Competitive Grant Guidelines for 2017.  The grant money can include defibrillators and related accessories upgrades and also when you guys become advanced you can request up to $16,000 in equipment.  So the AEMT part we can buy a maximum of $8,000 equipment and the state matches the other $8,000 so you get $16,000 worth of equipment if I'm reading that right.  And EMT agencies can only do up to $2,000 so you get I'm assuming $4,000 worth of stuff.  Medical equipment, Chairman Petullo continues to read over the grant guidelines.  He states we may be able to get some grant money to buy some of our equipment that we are going to need. 

Chief Tuttle states that once we get our designation then we will be able to apply.

Chairman Petullo states there is also funding for training.

French Drain:

Chief Tuttle states he hasn't done anything with this.  Jim Barbeau was going to come by and didn't.
This is tabled and taken off the agenda until spring.

Firehouse Software:

Chief Tuttle states that once we get our designation he is going to need to report to the Bureau of EMS with our EMS calls.  He states we need a server and upgrade our Firehouse software to go to the Cloud base system.  Chief Tuttle states the Board never made a determination on what we are going to do with that and that might have been because we haven't gotten everything set up.  He states they can table this until we get our designation.  

KCEMS/CMFPD MOU:

Chairman Petullo states that at the November 18th meeting Sherrie Pandya was dangling documents and never showed us what they were.  He states that Member Brechler is probably familiar with this as he was the Board Chairman.  This was an MOU with an effective date of August 1, 2006.  She doesn't have a signed copy and Chairman Petullo states he doesn't know if it ever got signed.  He has a copy for the Board to look at.  Chairman Petullo states she was dangling a copy of Cedar Mountain EMT Association Bylaws 2005.  Where the MOU stands is the 3rd bullet and the way it reads now which is the way he wrote it is that he wrote it on the basis that our 3 guys are going to be AEMTs.  When they become AEMTs and we start responding, and the 2 individuals respond in their privately owned vehicle before the Ambulance and they are Kane County Employees, our guys can't turn patient control over to them because they will be a higher certification than the 2 individuals.  So she suggested in that meeting that those 2 people will start meeting the Ambulance somewhere and then they will all come in together.  The Fire Chief in Alton, Stacy is an AEMT, so then we can turn over control.  Sherrie is having her attorney look at that particular part of this MOU and reword it somehow.  

Member Brechler states this MOU from 2006 refers to the 2003 one and 2003 was when they got the Yellow Goose and we went through EMT training and started providing the Ambulance service up here.  By 2005/2006 the Yellow Goose was becoming problematic and this then is when we gave Kane County the Yellow Goose and they provided us with a 4 wheel drive Ambulance and this is the MOU we operated under at that time.  The new vehicle shall remain on Cedar Mountain as long as adequate staffing was available.  In 2011 we lost staff and states it was approved and signed in 2006.

Chairman Petullo states that if Member Brechler will notice there is no expiration date on this or review date.  This is something he noticed because Member Brechler was the one that wanted to have a review date on this new MOU.  

Member Brechler states yes, he understands.  

There is more discussion and questions between the Board members on this.



Strategic Plan:

District Clerk Gagliardi states they approved a draft Strategic Plan last year and some months ago we developed a priority list with the Chief, Treasurer Robbins and himself.  The Board approved the priorities so he reworded out strategic plan and states they all got a copy of it about 3 weeks ago or so.  He states he hasn't heard any comments back, so he assumes there aren't any.  If there are he asks that the Board Members speak up.  He added 3 attachments: short-term priorities, mid-term priorities, and long-term priorities.  He states he just took the list and broke it down into those categories so that it fit in with our strategic plan definitions.  That is the change on the strategic plan.  He thinks that they should do now is approve that if they don't have any objections to it.  

Motion to approve the revised strategic plan by Treasurer Robbins.
Motion was seconded by Member Adams.
Motion Carries. 

Inventory:

District Clerk Gagliardi states that by policy the Chief is supposed to provide the Board with an inventory list annually.   He states he has it.  It is in two sections.  One is the Administrative stuff, all of the chairs and things, everything in the office; the other one, the bigger one is all of the operational equipment including rigs and everything else.  He states he has it for review if anybody wants to review it.  We'll hold on to this like we do every year so that we can see how things change year by year.  Right now he doesn't have any recommendations for any surplus items. 

New Business:

2017 Meeting Dates:

Chairman Petullo states that along with thinking about officers for the 2017 calendar year, we need meeting dates.  

2017 Board Meeting dates:
January 14
February 11
March 11
April 8
May 13
June 10
July 8
August 12
September 9
October 14
November 11
December 9

Motion to approve the meeting dates for 2017 by District Clerk Gagliardi.
Motion was seconded by Treasurer Robbins.
Motion Carries.



Air Packs:

Chief Tuttle states that on a regional grant about 13 1/2 years ago we got all of our low pressure bottles.  They have a service life of 15 years for the tanks.  A tank is about $1,200 to replace.  These air pack bottles will be unserviceable in about 1 1/2 years.  Chief Tuttle talks at length about this topic.  He discusses the purchase of used high pressure air packs that are the same type of high pressure air packs as we have in our current inventory meeting the 2007 standard.  He also talks about a regional grant where the fire departments in Kane County can put in for new air packs meeting the 2013 standards which is the newest NFPA standard regarding SCBA (self-contained breathing apparatus).  The Board has decided to look into grant possibilities and hold off on the purchase of used air packs.  
This is tabled until the next meeting.

Comments from the Public:

Carol Gagliardi - Inquires about the Metal Building in Swains Creek.  Member Brechler states he has been in touch with the owner by telephone in addition to their meeting with him.  He states he has pictures of the interior of the building and that the owner has been very cooperative with him.

Sheri DeMott - Inquires on the cost of the backboards.  Chief Tuttle states they are different prices, but roughly around $150 is the average price.  

Salli Shackleford - Inquires on whether it is possible to get an Ambulance back up on the mountain.  Chief Tuttle states it is possible, but there would be details to work out as we would have to be dual employees at that point because it is a hospital ambulance.  We would need the personnel to man it.
District Clerk Gagliardi and Chairman Petullo also comment on this topic. 

Closed Session:

Chairman Petullo states he put this (Land/Building Acquisition) on the agenda because at the last meeting District Clerk Gagliardi said we should probably put it on the agenda so he did.  He asks if there is any reason to go into closed session or a motion to go into closed session.  

Member Brechler states he feels this would be too early for a closed session because a closed session has to be concerning the purchase or a negotiation for a purchase.  He states he is not sure they are at that point yet as he gave in his report earlier.  

Chairman Petullo asks again if they are taking this off the agenda or are you doing more research on it 
(Referring to Member Brechler)?  

Member Brechler states he thinks it is too soon to try and put an offer on it. 

Chairman Petullo states that is not what he said.  He states he said, 'am I taking this off the agenda or are you doing more research on this'.  

Member Brechler states he hasn't been asked to but if you need somebody to do the report I can.  He states he doesn't know what the Chief's idea of the use of the building is.  What he (the chief) intends to put down in Swains as equipment.  

Chairman Petullo asks Member Brechler if he will do some more research on this.

Member Brechler states he can.
Chairman Petullo states he will leave this on the agenda for next month.

Adjournment:  

Motion to adjourn the meeting by District Clerk Gagliardi.
Motion was seconded by Member VanDine.

It is 11:33 A.M. on December 10, 2016.  The Cedar Mountain Fire Protection District Governing Board monthly meeting is now adjourned.



Minutes Approved by ______________________________________ Date_________________
                                             Mike Petullo CEM, Chairman